Transcript BearBuy Project Update Operational Steering Committee End

Bears that Buy User Group
Feedback 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!
2
What’s Working
Overall Quicker
Ability to track
status
Paperless system
Catalogs are one
stop shopping
Support is helpful
All in one placerequest, approval,
Po and invoice
3
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
Feedback Loop
Availablity to train larger
departments for shopper
role
Catalogs
Health and Safety icons
too small (Hazardous
materia, etc)
Status Update: Reaching
out to larger depts to offer
custome training
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)
Shopping
Forms
Office supplies catalog Purchasing tools - have it on BB
difficult to search for or
site
item not available
Status Update: Link now
available on the BearBuy Home
page
Had bigger shopping
selection before
BB site has 9 links to forms only 3 or 4 are useful
End Users like to send Want ability to Copy cart Training needed for how PRF needs to me renamed to
comments thru BearBuy in
to browse catalogs
Payment Request
order to track history,
Reimbursement Form
would like to see response
to questions also given in
Status Update: Team is working
the comments
on improving this form
Different direction for how Catalog pricing is always Have purchasing tools
to send in an invoice
different from price
available in BearBuy (not
invoiced (exp. OfficeMax,
just BAI)
Sigma)
Status Update: Link now
available on the BearBuy
Home page
Business Process
Too many emails
Functionality
Comments section external vs
internal
Central Responsibilities After The Fact
How will Shared Services
affect BB roles?
Status Update: Team is
working on improving this
form
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
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
Reimbursement System T&E
Enhancement - subject on email Identify vendor's that don't
should include vendor name
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 Supplier contacted end user
email notification
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
want to see more
pictures in catalog
searches
Auto flip to automatic
voucher (like PRF)
Payment in process, approavls
done - how do I find out why its
not paid yet (net 30)
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
View feedback loop from
BB Home/Shop page
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)
4
Improvements Needed – What We Heard
Shopper training
for departments
Purchasing
tools available
in BearBuy
Manual dispatch
PO process
Catalog pricing
vs Invoiced
price
After the
Fact
Manual
dispatch
POForm
process
Payment
Request Form
5
After the Fact Form Changes
After the Fact
Form
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
6
Payment Request Form
Changes
Payment
Request Form
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
7
Easy Access to Training
Purchasing
tools available
in BearBuy
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
8
Shopper Training
Shopper training
for departments
Shopper training now available for larger
departments
– Contact the [email protected] if your
department would like to discuss options for
shopper training
– Customized department training also offered for
Business Process guidance or other BearBuy roles
9
Manual Dispatch POs
Manual dispatch
PO process
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
10
Ten Steps of a
Item
Release
Description
13.1 Release
Duration
SciQuest 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 Site
Test basic functionality, integration, and new
features
Three to Four Weeks
New Features Full Assessment
Assess 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 Staff
Train 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
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Overview
• Browser Support
13.1 Release
– 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
12
New Functionality
13.1 Release
• Purchase Order Price splits can be done by
Amount
– Prior to this splits could only be done by
percentage
13
New Features
13.1 Release
• Users will access supplier search and supplier profiles via the
new Supplier Management tab
14
New Features
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
15
Vertical View of Workflow
13.1 Release
Users can switch to vertical
when viewing the workflow.
16
New User Interface
13.2 Release
July
17
New User Interface
Less Cluttered Banner Area
13.2 Release
July
New Online
Notifications
New
Navigation
18
New Site Navigation
13.2 Release
July
• New slide-out
side menu to
replace multiple
tabbed
navigation
• New ability to
search the menu
19
Cart Preview
13.2 Release
July
Cart Preview
20
Notifications and Action Items
13.2 Release
July
• 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
21
New User Profile Screens
13.2 Release
July
Modern look and
simpler navigation will
make managing users
easier than ever.
22
New Improved W9 and Supplier
Information Form
New Simplified
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
23
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
SPECIFY ACTION NEEDED:
Website: http://businessservices.berkeley.edu/vendoring
NEW SUPPLIER / INDIVIDUAL PROVIDING A PRODUCT OR SERVICE
VENDOR ID #
UPDATE VENDOR INFORMATION
SUPPLIERS/INDIVIDUALS: 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):
VENDOR NAME (from page 1):
Doing Business As (from page 1):
VENDOR ADDRESS INFORMATION:
Country:
USA
OTHER (please specify):
ORDERING STREET ADDRESS:
ORDER EMAIL ADDRESS:
Doing Business As (If different from above):
CONTACT:
EMPLOYER IDENTIFICATION NUMBER (EIN) or TAX IDENTIFICATION NUMBER (TIN):
DUN & BRADSTREET NUMBER (DUNS):
(This is a requirement for businesses located in the USA.
For individuals or Sole Proprietorships, the TIN may be
your Social Security Number.)
ORDER TELEPHONE NUMBER:
(
)
CITY:
STATE:
PAYMENT/REMIT STREET ADDRESS:
EXEMPT PAYEE? (Is your business exempt from paying Federal taxes?)
YES
ZIP:
Same as Order Address
REMIT/PAYMENT EMAIL ADDRESS:
CONTACT:
NO
REMIT/PAYMENT TELEPHONE NUMBER:
(
)
PARENT CORPORATION NAME
(If Firm is a
Subsidiary/Division, list Parent Corporation Information):
CITY:
PARENT CORPORATION TAX ID 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:
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
STATE:
ZIP:
PRIVACY NOTIFICATIONS
Copy of Franchise Tax Board waiver of State withholding attached
No services performed in CA
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 ca
request individuals to disclose their Social Security Number (SSN) and by requiring that Social Security Numbers must be maintained as confidential by those local, sta
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
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
public record and could be subject to public inspection and copying if not otherwise protected by federal or State law.
BUSINESS SPECIALTY, PRODUCT OR SERVICE (in 25 words or less)
http://www.unspsc.org/ :
ADDITIONAL REPORTING REQUIREMENTS
Vendor Type:
Gender:
Attorney
Consultant
University/School
Contractor
Corporation
Foreign-Owned
Female Owned
Male Owned
Independent Contractor
LLC/ LLP
Other (specify)
Business Size:
Nonprofit
Partnership
Small Company
Sole Proprietorship
Large Company
Beginning Date: ……....……...…… Expiration Date: ……………..……
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)
Disabled Business Enterprise (DBE)
University of California at Berkeley
Woman Business Enterprise (WBE)
Page 1
Detail no longer
required
INSURANCE REQUIREMENTS
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.
AFFIDAVIT
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/
HUBZone (SBA certified)
REMIT/PAYMENT FAX NUMBER:
(
)
Detail no longer
required
http://www.ftb.ca.gov/individuals/wsc/withholding.shtml)
UNITED NATIONS STANDARD PRODUCT & SERVICE CODE (UNSPSC)
ORDER FAX NUMBER:
(
)
Disabled Veteran Business Enterprise (DVBE)
Revised: 9/13/2011
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.
Detail no longer
required
INFORMATION FURNISHED BY: (Print or Type Name of Owner, Principal, or Authorized Representative)
NAME OF BUSINESS:
NAME:
TITLE:
SIGNATURE:
Reviewed by:
DATE:_
W-9 info not
requested
BIF and VRF both
needed for vendor
entry
New Improved W9 and Supplier Information 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 UCB)
New Individual
Update Info Request
BIF & TIN required
(BIF is not needed for foreign vendors.)
Reimbursement due,
or subject or research participant.
BIF is required for USA Suppliers updating
their Name, Remit To address and/or Tax ID
Refund Vendor
Vendor paid by:
Cash
Check
Duplicate information
from BIF
If applicable, Sub-award
Conflict of Interest Form attached if required. (See website to determine when required. http://businessservices.berkeley.edu/node/659 )
If Refund Vendor, reason for refund:
Supplier’s Legal Business Name
or Individual’s Name:
(Name 1: Legal Business Name--If supplier is an individual provide Last Name, First Name and Middle Name or Initial)
Doing Business As (DBA) if applicable:
(Name 2: DBA name - will show on Vendor Name 2 when vendor uses his SSN as his TIN)
Federal Tax ID Number (TIN):
(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:
Duplicate information
from BIF
(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 applies)
ORDER ADDRESS
REMIT ADDRESS
BOTH
(Attach documentation/BIF from Vendor for Remit To Address changes)
New Address
Country:
USA
Update Address
Additional Address
OTHER (please specify):
ADDRESS Line1:
ADDRESS Line2:
ADDRESS Line3:
City:
State:
Zip:
Telephone Number:
Duplicate information
from BIF
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: [email protected] Website: http://businessservices.berkeley.edu/procurement/diversity/suppliers
Captured
Proposed New Form
New Simplified
Form
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)
CODE street, and apt or suite no)
STATE, ZIP(number,
CITY,ADDRESS
REMITTANCE
CITY, STATE, ZIP CODE
CITY, STATE, ZIP CODE
ORDER PHONE NUMBER
PURCHASE ORDER EMAIL
PURCHASE ORDER FAX NUMBER
CONTACT
CITY, STATE, ZIP CODE
Simplified Process
FEDERAL TAX CLASSIFICATION (check only one)
 S CORPORATION
 C CORPORATION
 INDIVIDUAL/SOLE PROPRIETOR
 LLC – Tax classification (C=C Corporation, S=S Corporation, P=Partnership) _____
 PARTNERSHIP  TRUST/ESTATE
 OTHER __________________________
TAXPAYER IDENTIFICATION NUMBER (TIN)
DUN & BRADSTREET NUMBER (DUNS)
EMPLOYER IDENTIFICATION NUMBER
SOCIAL SECURITY NUMBER
¦
¦
OR
¦
UNSPSC CODE
DESCRIPTION OF BUSINESS OR SERVICE PROVIDING TO UCB
2
UC BERKELEY STAFF CONTACT NAME
3
BUSINESS SIZE
 LARGE
 SMALL
UCB CONTACT EMAIL
UCB CONTACT PHONE
BUSINESS TYPE/CLASSIFICATION
OWNER GENDER
 FEMALE
 MALE
VENDOR CLASSIFICATION
 ATTORNEY
 SUPPLIER
 CONSULTANT  INDIVIDUAL
 CONTRACTOR  INDEPENDENT CONTRACTOR
 REFUND
FEDERAL CERTIFICATIONS: self-certify with the Federal Government
 SDB (Small Disadvantaged Business)
 Hub Zone (Historically Under-Utilized
Small Business)
 VOSB (Veteran Owned Small Business)
 WOSB (Women-Owned Small Business)
 HBCU/MI (Historically Black College or )
 MBE (Minority Business Enterprise)
 SBE (Small Business Enterprise)
 SDVOSB (Service-Disabled VeteranOwned Small Business)
 WBE (Women Business Enterprise)
Minority Institution)
 ANC2 (Alaska Native Corp not a small business)
 DBE (Disadvantaged Business Enterprise)
STATE OF CALIFORNIA CERTIFICATIONS: self-certify on the State of CA website
 DVBE (Disabled Veteran Business Enterprise)
 SBE (Small Business Enterprise)
 WBE (Women Business Enterprise)
 ANC1 (Alaska Native Corporation not
certified with SBA)
Includes two pages of instructions
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
26
CSS Training
CSS Update
Business Process training developed and trained by
CSS training team
Central Procurements provided:
– Policy Training
– Event Planner Card Training
– Forms Usage Training
– Match Exception Preparer/Change Order
27
Cal Answers
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
28
Cal Answers At a Glance
Cal Answers
29
Cal Answers
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
30