Transcript BearBuy Project Update Operational Steering Committee End

Bears that Buy User Group
Feedback Loop
July 2013
Today’s Topics
•
•
•
•
•
•
•
•
Welcome
Introduction
BearBuy Stats
One Hierarchy Update
New User Interface & 13.2 Release
New BearBuy Resources
BearBuy Training Program
Ideas Community – Your voices count!
2
Bears That Buy User Group Meeting Objective
Bears that Buy
Bears that Buy is a user group meeting represented by various campus
departments to collaborate and discuss the best practices in the BearBuy
program. The purpose of the group is to share knowledge and experience,
provide feedback on functionality and business processes, and receive
updated information from the Procurement Services BearBuy Support team.
3
BearBuy & Blu-Card Team Members Changes
• BearBuy Team Changes
– Dan Parnas serves as AP Operations Manager
– Stacey Templeman is no longer a BearBuy analyst
• Blu-Card
– Nimfa Delos Santos serves as Card Manager
– Card administration
– Day-to-day card users support
– Blu-card (510-642-0882, [email protected])
4
BearBuy Purchase Order Counts
Number of BearBuy POs by Month
20000
250000
18000
16000
200000
14000
12000
150000
10000
8000
100000
6000
4000
50000
2000
0
0
Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13
Berkeley
Cumulative
Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13
370 2166 5419 7659 11987 14215 14424 15766 13896 17112 14457 11856 15436 15571 16389 18073 18593
370
2536
7955 15614 27601 41816 56240 72006 85902 103014 117471 129327 144763 160334 176723 194796 213389
BearBuy Purchase Order Amounts
$140,000
PO Dollar Amount by Month
(in thousands)
$1,000,000
$900,000
$120,000
$800,000
$100,000
$700,000
$600,000
$80,000
$500,000
$60,000
$400,000
$300,000
$40,000
$200,000
$20,000
$100,000
$-
$Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13
Berkeley
Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13
$5,268 $14,023 $20,011 $22,885 $28,782 $42,557 $51,520 $80,424 $132,290 $63,748 $70,204 $112,671 $83,096 $59,482 $54,958 $51,007 $49,987
Cumulative $5,268 $19,290 $39,301 $62,186 $90,968 $133,525$185,045$265,469$397,759$461,507$531,710$644,381$727,477$786,959$841,917$892,924$942,912
BearBuy Invoices Processed
Supplier Portal,
261, 0%
Invoices 2012
Supplier Portal,
131, 0%
Invoices 2013
Automated,
26,265, 22%
Automated,
37,559, 25%
Manual,
63,687, 54%
Manual,
69,924, 47%
Electronic,
40,943, 28%
Electronic,
28,305, 24%
One Hierarchy Project - BearBuy
• The first large-scale review of the BFS Master Org Tree since the
implementation of BFS over a decade ago.
• 631 BearBuy POs and 50 BFS 9 POs have been updated
– 377 By Department Users (Change Order Preparers), and
– 254 BearBuy POs and 50 BSF 9 POs By BearBuy Analysts
• Speedtypes existing in BFS as of July 8th have been updated with
the replacement DeptID values centrally.
– DeptID values in speedtypes and will be updated with the replacement values
as identified on the One Hierarchy Dept ID Map by the BFS Tech team.
– No speedtypes will be deleted. If departments are aware of speedtype values
that will no longer be used they may choose to delete these manually.
– The updates will take place on all speedtype (and speedchart) values in BFS
and will not be restricted to those used in BearBuy.
• For inquiries on BearBuy Requisition, PO, and/or voucher related
the One Hierarchy Project Dept ID change, send an email to
[email protected].
8
BearBuy Key Update
User Interface Change in 13.2 Release
Features Include:
–
–
–
–
Modern layout
Online and email notifications
Checkout process
Ability to create Bookmarks (short cuts) to navigated to commonly
used pages
– Improved Document Search Tool
• New search Field – “With Revisions” (change order search)
• Additional filter options for custom fields
• New items added to document search exports
– Schedule approval substitution
9
New User Interface & 13.2 Release
The new user interface is a change in the ‘look and feel’ of the BearBuy system. Your
activities in BearBuy do not change. With the new interface you’ll have a much more
cleaner user experience, interactive notifications, and user profile improvements.
Less Cluttered
Banner Area
New Online
Notifications
New
Navigation
10
New User Interface & 13.2 Release:
Classic vs New User Interface: General Navigation
Classic
•
•
The classic interface is navigated via a tabdriven menu that is always present across the
top of the page.
Sub-menu items located in sub-navigation
tabs.
New
•
The new interface features a slide-out menu.
Menu items stay out of the way until they are
needed for a cleaner, less cluttered site.
11
New User Interface & 13.2 Release:
Classic vs New User Interface: Menu Item Groupings
Classic
New
•
•
The classic interface often separates related
pages on to separate tabs.
• Exp. The Shopping page, the Forms page, and the
Carts page are located in individual tabs.
Menu options are grouped by related tasks,
making them easier to locate.
• Exp. shopping tasks (shown below) includes
product quick search, shopping, viewing forms,
accessing your carts, etc.
•
•
New ability to search the menu
You can also use Alt + M quick key to access Menu
Search
12
New User Interface & 13.2 Release
• Live webinar with Q&A
– Friday, July 19th @ 10am
– You can pre register: https://cc.readytalk.com/r/f7qxn1pg14zo&eom
• Demo video’s being developed
– SHOW DEMO ALREADY CREATED
• For questions contact the BearBuy HelpDesk via:
– Email: [email protected]
– Phone: (510) 664-9000 Option 1, Option 2, Option 1
– Mon-Fri 8am to 5pm
13
BearBuy Training Program
The BearBuy Training Program is designed to assist departments in understanding
BearBuy and training their end users. We provide an in-depth business analysis to
understand the department’s specific business process. By doing so, we can better
align our trainings to meet the specific department needs. We provide a customized
training roadmap as well as resources that can be adapted by the department for
future trainings. We take a dynamic approach in introducing the BearBuy tool and its
day-to-day usage.
• Overview (4 phases):
–
–
–
–
Phase 1: Initial department meeting
Phase 2: Develop training content, exercises and material
Phase 3: Deliver training (dynamic training)
Phase 4: Evaluate
14
BearBuy Training Program
• During the ‘12-’13 Fiscal year we’ve:
– Conducted 6 department specific trainings
• Rec Sports, Physical Plant, Cal Dining, CorWe, CSS and the Help
Desk
– Developed and delivered 6 subject matter trainings
• Shopping, Cart Authorizer, Voucher approver, Requisition Creators,
Form usage, Troubleshooting
– 3 to 5 week timeline
• Ranges by department and training/resources needed
• To get more information or to participate in the program
please email [email protected]
15
New BearBuy Resources
• Procurement.berkeley.edu/BearBuy
–
–
–
–
–
All BearBuy related communication
In person and Online training courses schedule
Recent Product Releases
Instructional Resources
Bears That Buy
• YouTube Channel & Demo Videos
(http://www.youtube.com/user/BearBuyProcurement)
– Functional Demos:
• Split by amount, create receipts, etc
16
CalAnswers Procure-to-Pay Reports
•
Same Creator and Approver Report
– The report allows you to see when the Purchase Requisition Creator,
Requisition Org Node Approver and the Voucher Org Node Approver were the
same User.
• Auto Approved Invoices – All Report
– Displays Purchase Order, Invoice and Voucher information and Receipt
information for transactions that have been auto approved.
– Criteria: consists of vouchers with a total merchandise amount less than
$1,000, that are associated with a purchase order
• Not for services, Sub-awards, After the Fact payments or Direct payment requests.
• BluCard
– BluCard transactions based on the specified search criteria.
– Answer the question, “How much of my BluCard Activity is with BearBuy
Catalog Suppliers?”
– Summary and drill down capability
17
Ideas Community
• Your voices count!
18