Bears that Buy User GroupFeedback Loop

March 2013

Today’s Topics• Welcome • We heard you

– What’s working– What improvements are needed

• 13.1 Release – User Interface, New Functionality and New Features

• New Improved W9 and Supplier Information Form• CSS• Cal Answers• Ideas Community – Your voices count!

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What’s Working

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Overall Quicker

Support is helpful

Paperless system Catalogs are one stop shopping

All in one place- request, approval,

Po and invoice

Ability to track status

Thank you for participating in the Bears that Buy Meetings. Here is a listing of all of the input gathered from the meetings. We plan to work on some of these items in the next months and will provide quarterly updates.

Training and Help Desk Catalogs Shopping Forms Business Process Functionality Central Responsibilities After The Fact

Availablity to train larger departments for shopper

role

Status Update: Reaching out to larger depts to offer

custome training

Health and Safety icons too small (Hazardous

materia, etc)

Office supplies catalog difficult to search for or

item not available

Purchasing tools - have it on BB site

Status Update: Link now available on the BearBuy Home

page

Too many emails Comments section external vs internal

How will Shared Services affect BB roles?

Auto flip to automatic voucher (like PRF)

Status Update: Team is working on improving this

form

As we go to Shared Services this will be a full time training job to train

shoppers

Want an icon legend (what icon means what)

Had bigger shopping selection before

BB site has 9 links to forms - only 3 or 4 are useful

Need help picking vendor location (site) - different entity, suppliers detail = good/service,

guidance to end user

Design is poor. Design is not clear

Central campus units are requesting the wrong

individual to make changes that they cannot make. Property management

End Users like to send comments thru BearBuy in

order to track history, would like to see response to questions also given in

the comments

Want ability to Copy cart Training needed for how to browse catalogs

PRF needs to me renamed to Payment Request

Reimbursement Form

Status Update: Team is working on improving this form

Req creators name needs to appear on the PO too

the summary page is not clear Vendoring - not able to see all address' availale. Remit

address should also be set as ordering address

Different direction for how to send in an invoice

Catalog pricing is always different from price

invoiced (exp. OfficeMax, Sigma)

Have purchasing tools available in BearBuy (not

just BAI)

Status Update: Link now available on the BearBuy

Home page

Reimbursement System T&E Enhancement - subject on email should include vendor name

Identify vendor's that don't accept Pos or bluCard only vendors (Amazon, NewEgg,

etc) with a visible icon (currently a stop sign)

Please reach out to the department requesting

input (Thor Labs)

Mixed forms - non tax with taxable => amount only form

Comments too far down on the email notification

Supplier contacted end user and state an item not

available. As a result end user cancelled line. Vendor then invoiced anyway and

invoice got paid. Dept never received item

Want more catalogs from small business.

4 invoices to 1 payment request form should be allowed since

there are multiple lines available on the form

Payment in process, approavls done - how do I find out why its

not paid yet (net 30)

want to see more pictures in catalog

searches

Manual dispatch is not visible. Maybe make it more visible or

redesign it.

Status Update: Implemented Operations process where

manual print PO's are reviewied daily and vendor is contacted, vendor record is updated, and

PO sent

Ability to compare commercial/public pricing to BearBuy

pricing

Book Vendor is not meeting business needs

Want surveys for specific vendor performance

Office Max cancelling lines on PO w/out notifying end user

How often are catalogs being updated?

Fisher has match exception on orders (also

VWR, Sigma). Have to work with too many

people to resolve

Want Catering catalog

Want Internal vendors to have catalogs? (UC

moving, Cal Catering, Public transportation,

Property management)

Feedback Loop

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View feedback loop from BB Home/Shop page

Improvements Needed – What We Heard

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Shopper training for departments

Purchasing tools available in

BearBuy

Catalog pricing vs Invoiced

price

Manual dispatch PO process

Manual dispatch PO process

Payment Request Form

After the Fact Form

After the Fact Form Changes

After the Fact Form and its workflow have changed to meet your needs

– ATF POs will auto-flip a voucher – Invoice must be attached to the ATF form for

payment processing– No need to attach to ATF form AND send invoice to

Disbursements

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After the Fact Form

Payment Request Form Changes

Payment Request Form has changed to meet your needs

• Form has been redesigned to move field locations so the required fields are at the top

• For the Shopper only- the invoice number, invoice date are not required

• Activity types have been reduced from 22 to 9

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Payment Request Form

Easy Access to Training

Links to BearBuy Training are on the BearBuy Home page

– Purchasing Tools link for which form to use– Updated Supported Browsers and Operating

Systems information – BearBuy Job Aids and Training Materials

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Purchasing tools available in

BearBuy

Shopper training for departments

Shopper Training

Shopper training now available for larger departments

– Contact the bearbuyadmin@berkeley.edu if your department would like to discuss options for shopper training

– Customized department training also offered for Business Process guidance or other BearBuy roles

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Manual dispatch PO process

Manual Dispatch POs

Procurement Operations is monitoring POs set to manual dispatch in BearBuy on a daily basis

– Manual dispatch POs will be sent to vendors via fax or email

Note: Change Order Preparer role can change the dispatch method

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13.1 Release

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Item Description DurationSciQuest Release Preview Brief overview of main new features One Day

New Feature preliminary Assessment

Assess new features based on high level information provided in the release preview

Three to Four Weeks

SciQuest Release Overview Webinar

In-depth review of new features One Day

Release validation in Test SiteTest basic functionality, integration, and new features

Three to Four Weeks

New Features Full AssessmentAssess applicability of features for campus, usability, addressing user needs, and user impact

Three to Four Weeks

BearBuy Release Announcements

Develop series of announcements to notify the campus of new features, updated training resources, and upcoming site downtime for release

One Week

Revise and Develop New Training Materials

Create release webinar, update classroom training, training documentation, and UPKs

Two to Three Weeks

Train internal support StaffTrain staff to support the campus on new features

One Week

Release applied to Production Site

Production site taken offline to apply new features

Two Days

Release LIVE in Production Site

Ten Steps of a Release

Overview

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13.1 Release• Browser Support– Internet Explorer 10– July 2013 IE 7 will no longer be supported by publisher

• User Interface (Target go-live July)– New look and feel– Vertical view of Workflow

• New Functionality– Ability to distribute by amount

• New Features– Supplier Management tab– Full Voucher Export

New Functionality

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13.1 Release

• Purchase Order Price splits can be done by Amount – Prior to this splits could only be done by

percentage

New Features

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13.1 Release

• Users will access supplier search and supplier profiles via the new Supplier Management tab

New Features

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13.1 Release

• Voucher Export– Users will be able to do a full voucher data export

including 5 new reports• Approval History

– Voucher Approval History• Data Full• Header Custom Data

– Accounting Code information at the header level• Line Custom Data

– Accounting Code information at the line level• Supplier Data

Vertical View of Workflow

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13.1 Release

Users can switch to vertical when viewing the workflow.

New User Interface

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13.2 ReleaseJuly

New User Interface

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13.2 ReleaseJuly

New Navigation

Less Cluttered Banner Area New Online Notifications

New Site Navigation

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13.2 ReleaseJuly

• New slide-out side menu to replace multiple tabbed navigation

• New ability to search the menu

Cart Preview

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13.2 ReleaseJuly

Cart Preview

Notifications and Action Items

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13.2 ReleaseJuly

• Notifications on-screen for events like Approvals, Errors, etc.

• New notifications highlighted in Banner

• Similar to Facebook

• Action Items shows list of items that require the user to take actions such as Approvals

• Visible from all pages

New User Profile Screens

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13.2 ReleaseJuly

Modern look and simpler navigation will make managing users

easier than ever.

New Improved W9 and Supplier Information Form

• An updated, easy-to-use Substitute W-9 and Supplier Information Form

• Some key features of this new form include:– Substitute W-9 form and Supplier Information form are combined

into 1-page– Reduced details – W-9/1099 detail entered upon initiation

• Developed Supplier Information Welcome packet

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New Simplified Form

UNIVERSITY OF CALIFORNIA, BERKELEY BUSINESS INFORMATION FORM

Vendoring – Procurement Services – 1995 University Ave, Suite 114, Berkeley, CA 94704-5600 PHONE: (510) 642-8602, FAX: (510) 642-8604 Website: http://businessservices.berkeley.edu/vendoring

University of California at Berkeley Page 1 Revised: 9/13/2011

SPECIFY ACTION NEEDED: NEW SUPPLIER / INDIVIDUAL PROVIDING A PRODUCT OR SERVICE

UPDATE VENDOR INFORMATION VE N D O R ID #

S UP PLIE RS/IN DIVIDU ALS : All firms or individuals proposing to supply goods and services to UC Berkeley must complete this form and submit it to Procurement Services – Attention: Vendoring Group at the address or fax shown above.

VENDOR NAME (Name as shown on your income tax return. If a Sole Proprietorship, indicate the personal name of the business owner):

Doing Business As (If different from above):

EMPLOYER IDENTIFICATION NUMBER (EIN) or TAX IDENTIFICATION NUMBER (TIN): (This is a requirement for businesses located in the USA. For individuals or Sole Proprietorships, the TIN may be your Social Security Number.)

DUN & BRADSTREET NUMBER (DUNS):

EXEMPT PAYEE? (Is your business exempt from paying Federal taxes?) YES NO

PARENT CORPORATION NAME (If Firm is a Subsidiary/Division, list Parent Corporation Information): PARENT CORPORATION TAX ID NUMBER:

PLEASE CHECK ALL THAT APPLIES: CALIFORNIA RESIDENT (Qualified to do business in California or maintains a permanent place in California)

NON-CALIFORNIA RESIDENT (Payments to non-residents for services may be subject to CA State income tax withholding, see http://www.ftb.ca.gov/individuals/wsc/withholding.shtml)

Copy of Franchise Tax Board waiver of State withholding attached No services performed in CA

UNITED NATIONS STANDARD PRODUCT & SERVICE CODE (UNSPSC) http://www.unspsc.org/ :

BUSINESS SPECIALTY, PRODUCT OR SERVICE (in 25 words or less)

ADDITIONAL REPORTING REQUIREMENTS

Vendor Type: Attorney Contractor Independent Contractor Nonprofit Sole Proprietorship Consultant Corporation LLC/ LLP Partnership University/School Foreign-Owned Other (specify)

Gender: Female Owned Male Owned Business Size: Small Company Large Company

GOVERNMENT CLASSIFICATIONS - Please attach or send copies of current certifications or registrations with this form SBA: Certified as defined by the Small Business Administration (SBA)

8(a) (SBA certified) http://www.sba.gov/aboutsba/sbaprograms/8abd/ Beginning Date: ……....……...…… Expiration Date: ……………..…… HUBZone (SBA certified) Beginning Date: ……....….…..…… Expiration Date: ……………..……

http://www.sba.gov/contractingopportunities/owners/start/defineyourbusiness/index.html Registered in the Federal Central Contractor Registration Database at https://www.bpn.gov/ccr/default.aspx as:

Small Business Enterprise (SBE) Beginning Date: ….......……..…… Expiration Date: ……………..…… Small Disadvantaged Business (SDB) Beginning Date: ………………….. Expiration Date: ……………..…… Woman Owned Small Business (WOSB) Beginning Date: ………….…..….. Expiration Date: ……………..…… Service Disabled Veteran Owned Small Business (SDVOSB) Beginning Date: ………….…..….. Expiration Date: ……………..…… Veteran Owned Small Business (VOSB) Beginning Date: ………….…..….. Expiration Date: ……………..…… Historically Black College & University/Minority Institution (HBCU/MI) Beginning Date: ………….…..….. Expiration Date: ……………..…… Alaska Native Corporation or Indian Tribe not certified by SBA (ANC) Beginning Date: ………….…..….. Expiration Date: ……………..…… Alaska Native Corporation or Indian Tribe not small business (ANC) Beginning Date: …..…...……..…. Expiration Date: ……………..…… Minority Business Enterprise (MBE) Beginning Date: ………...….……. Expiration Date: ……………..…… Woman Business Enterprise (WBE) Beginning Date: ………………….. Expiration Date: ……………..……

EPA: Certified by the Environmental Protection Agency (EPA) as: (See http://www.epa.gov/osdbu/dbe_certification.htm) Minority Business Enterprise (MBE) Beginning Date: ………….……….. Expiration Date: ………….…..……

Woman Business Enterprise (WBE) Beginning Date: …………….…….. Expiration Date: ………….…..……

STATE: Registered on the State of California Contract Registration e-Procurement website as: (See http://www.eprocure.dgs.ca.gov/default.htm) Minority Business Enterprise (MBE) Woman Business Enterprise (WBE) Disabled Veteran Business Enterprise (DVBE)

Disabled Business Enterprise (DBE)

VENDOR NAME (from page 1): Doing Business As (from page 1):

VENDOR ADDRESS INFORMATION:

Country: U SA OTH ER (please specify):

ORDERING STREET ADDRESS: ORDER EMAIL ADDRESS:

CONTACT: ORDER TELEPHONE NUMBER: ( )

CITY: STATE: ZIP: ORDER FAX NUMBER: ( )

PAYMENT/REMIT STREET ADDRESS: Same as Order Address REMIT/PAYMENT EMAIL ADDRESS:

CONTACT: REMIT/PAYMENT TELEPHONE NUMBER: ( )

CITY: STATE: ZIP: REMIT/PAYMENT FAX NUMBER: ( )

CONSTRUCTION, ENGINEERING & DESIGN FIRMS ONLY: A. Type of Contractor License(s) held by firm (list all): B. Design/Engineering Expertise Registration No. State: C. Indicate dollar range of projects in which your firm would be

interested:

PRIVACY NOTIFIC A TIONS

FEDERAL: Pursuant to the Federal Privacy Act of 1974 (as of 2001) protects individuals by regulating when and how local, state and federal government and their agencies can

request individuals to disclose their Social Security Number (SSN) and by requiring that Social Security Numbers must be maintained as confidential by those local, state and federal government and agencies.

STATE: If any type of personal information is requested or volunteered by the user, State law, including the Information Practices Act of 1977, Government Code Section 11015.5

and the federal Privacy Act of 1974 may protect it. Information provided in this form, with the exception of a Social Security Number or federal tax identification, may be a public record and could be subject to public inspection and copying if not otherwise protected by federal or State law.

INSURANCE REQ UIRE M E NT S Insurance requirements are based on degree of risk rather than the dollar value of the contract, and will be reviewed with vendor prior to commencing business. Coverage must be current and in place at the time when a vendor is actively doing business with Berkeley. All insurance policies shall be subject to review and approval by the University, including submitting the firm’s current certificate of insurance.

AFF IDA VIT

The signatory of this document affirms they are authorized to represent the company. The signatory confirms that the number shown on this form is the company’s correct taxpayer identification number. He or she hereby certify under penalty of perjury under the laws of the State of California that the information provided on this document is true and correct as it pertains to company’s business size and classifications as defined by the federal Small Business Administration’s (SBA) business size standards and other business classifications. Any misrepresentation may prevent the company from doing business with UC Berkeley, and be subject to any other penalties allowed by law. If any of the business information on this form changes, the vendor is responsible for advising and resubmitting a form with the new information back to UC Berkeley’s Procurement Services’ Vendoring Group.

INFORMATION FURNISHED BY: (Print or Type Name of Owner, Principal, or Authorized Representative)

NAME OF BUSINESS:

NAME: TITLE:

SIGNATURE: DATE:_

Reviewed by:

Detail no longer required

Detail no longer required

W-9 info not requested

BIF and VRF both needed for vendor

entry

Detail no longer required

New Simplified Form

VENDOR REQUEST FORM Request to ADD / UPDATE a Supplier’s BFS Record

(Please note: Employees and Students of the University of California, Berkeley are auto-loaded into BFS, therefore we do not maintain their vendor file info.)

Instructions: This form is to be submitted by UC Berkeley staff to request additions or changes to vendor information in the UCB vendor database. Once completed fax this form to 510-642-8604 for processing. For more information, please visit our website at http://businessservices.berkeley.edu/vendoring.

Please click on the appropriate box(es) below: (A Business Information Form (BIF) is required for all new USA Suppliers, & Suppliers updating their Name, Remit To Address and/or Tax ID)

VENDOR #

New Supplier / Individual

(doing business with U CB )

BIF & TIN required (BIF is not needed for foreign vendors.)

New Ind ividual

Reimbursement due, or subject or research participant.

Update Info Request

BIF is required for USA Suppliers updating their Name, Remit To address and/or Tax ID

Refund Vend or

Vendor paid by : C a sh C h e ck

If applicable, Sub-award Conflict of Interest Form attached if required. (See website to determine when required. http://businessservices.berkeley.edu/node/659 )

If R efund Vendor, reason for refund:

Supplier’s Legal Business Name or In d ividu a l’s N am e:

(Name 1: Legal Business Name--If supplier is an individual provide Last Name, First Name and Middle Name or Initial)

D oing B usin e ss A s (D B A ) if ap p lica b le : (Name 2: DBA name - will show on Vendor Name 2 when vendor uses his SSN as his TIN)

Fe d e ra l Tax ID N u m b e r (T IN ) :

(Required for all new vendors using an USA address; this may be the SSN for an Individual)

UNSPSC Code for the Product or Service the Suppler/Individual is providing to UCB: (see http://www.unspsc.org/ to locate the correct UNSPSC code or describe the vendor’s business or service to UCB)

Please provide Supplier’s complete address and contact information in the event the Vendoring Unit may need to reach them.

VENDOR’S ADDRESS (check all that app lies) ORDER ADDRESS REMIT ADDRESS BOTH

(Attach documentation/BIF from Vendor for Remit To Address changes)

New Address Update Address Additional Address

Country: U S A OTH ER (please specify):

ADDRESS Line1:

ADDRESS Line2:

ADDRESS Line3:

City:

State:

Zip:

Telephone Number:

Fax Number:

Email Address:

Please provide University of California, Berkeley Staff person’s contact information:

UC Berkeley Staff’s Name and Department Info:

UC Berkeley Staff’s Email Address: Phone / Extension #:

ADDITIONAL NOTES :

Rev 07/02/2012 University of California, Berkeley Procurement Services, Operations & Technology, 1995 University Ave, Suite 114, Berkeley, CA 94704

Telephone: (510) 642-8602 / Facsimile: 642-8604 / Email: ven_bsvm@berkeley.edu Website: http://businessservices.berkeley.edu/procurement/diversity/suppliers

Duplicate information from BIF

Duplicate information from BIF

Duplicate information from BIF

Captured

New Improved W9 and Supplier Information Form

Proposed New Form

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New Simplified Form

Includes two pages of instructions

UC Berkeley Substitute W-9 & Vendor Information Form

Suppliers who do not wish to complete this form in its entirety may elect not to do business with UC Berkeley.

NEW VENDOR REQUEST UPDATE EXISTING VENDOR NEW INDIVIDUAL REFUND VENDOR VENDOR ID_______________

VENDOR INFORMATION

1 NAME (as registered with the IRS)

BUSINESS NAME/DBA (if different than above)

ORDER ADDRESS (number, street, and apt or suite no) CITY, STATE, ZIP CODE

REMITTANCE ADDRESS (number, street, and apt or suite no) CITY, STATE, ZIP CODE

CITY, STATE, ZIP CODE CITY, STATE, ZIP CODE

ORDER PHONE NUMBER PURCHASE ORDER EMAIL

PURCHASE ORDER FAX NUMBER

CONTACT

FEDERAL TAX CLASSIFICATION (check only one)

INDIVIDUAL/SOLE PROPRIETOR C CORPORATION S CORPORATION PARTNERSHIP TRUST/ESTATE

LLC – Tax classification (C=C Corporation, S=S Corporation, P=Partnership) _____ OTHER __________________________ TAXPAYER IDENTIFICATION NUMBER (TIN)

OR

DUN & BRADSTREET NUMBER (DUNS)

DESCRIPTION OF BUSINESS OR SERVICE PROVIDING TO UCB UNSPSC CODE

2 UC BERKELEY STAFF CONTACT NAME UCB CONTACT PHONE UCB CONTACT EMAIL

BUSINESS TYPE/CLASSIFICATION

3 BUSINESS SIZE LARGE SMALL

OWNER GENDER FEMALE MALE

VENDOR CLASSIFICATION SUPPLIER ATTORNEY CONTRACTOR INDEPENDENT CONTRACTOR CONSULTANT INDIVIDUAL REFUND

FEDERAL CERTIFICATIONS: self-certify with the Federal Government MBE (Minority Business Enterprise)

SDB (Small Disadvantaged Business) VOSB (Veteran Owned Small Business) SBE (Small Business Enterprise) Hub Zone (Historically Under-Utilized WOSB (Women-Owned Small Business) SDVOSB (Service-Disabled Veteran- Small Business) HBCU/MI (Historically Black College or ) Owned Small Business) ANC1 (Alaska Native Corporation not Minority Institution) WBE (Women Business Enterprise) certified with SBA) ANC2 (Alaska Native Corp not a small business) STATE OF CALIFORNIA CERTIFICATIONS: self-certify on the State of CA website DBE (Disadvantaged Business Enterprise)

WBE (Women Business Enterprise) SBE (Small Business Enterprise) DVBE (Disabled Veteran Business Enterprise)

ABILITY ONE PROGRAM: (for disabled businesses) Ability One

CERTIFICATION

4 Under penalties of perjury, I certify that: (1) The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and (2) I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and (3) I am a U.S. citizen or other person (defined in the instructions). You must cross out item (2) above if you have been notified by the IRS that you are currently subject to backup withholding because of underreporting interest or dividends on your tax return. SIGNATURE DATE

PRINTED NAME TITLE

SOCIAL SECURITY NUMBER ¦ ¦

EMPLOYER IDENTIFICATION NUMBER ¦

Simplified Process

CSS Training

Business Process training developed and trained by CSS training teamCentral Procurements provided:– Policy Training– Event Planner Card Training– Forms Usage Training– Match Exception Preparer/Change Order

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CSS Update

Cal Answers

• Cal Answers is available for BearBuy reporting needs

• New look for Cal Answers Procure to Pay– Added ‘Table of Contents’ Page– Included Fast Facts – List reports by Category that also tie to each Dashboard

• Changed category and tab to ‘Internal Control’ from ‘Control’– Added ‘Report Index’ Page

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Cal Answers

Cal Answers At a Glance

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Cal Answers

Cal Answers

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Cal Answers

• Cal Answers Login (calanswers.berkeley.edu)

– Home> Dashboards> Procure to Pay> At a Glance• Operations> Purchase Order Summary• Report will show Purchase Orders based on the specified search criteria

including selected date range, Supplier Name, and chart string values. • By clicking on a specific Purchase Order number a menu of additional drill

through report options will appear• Drill Through Reports: Requisition Detail, Purchase Order Detail, Voucher

Detail and Receipt Detail