Bears that Buy User Group Feedback Loop

1. Bears that Buy User GroupFeedback Loop July 2013

2. 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!

3. 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.

4. 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, blucard@berkeley.edu)

5. BearBuy Purchase Order Counts

6. BearBuy Purchase Order Amounts

7. BearBuy Invoices Processed

8. 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 • Speedtypesexisting in BFS as of July 8th have been updated with the replacement DeptID values centrally. • DeptIDvalues in speedtypes and will be updated with the replacement values as identified on the One Hierarchy Dept ID Mapby 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 bearbuyhelp@berkeley.edu.

9. 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

10. 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. New Online Notifications Less Cluttered Banner Area New Navigation

11. New User Interface & 13.2 Release: Classic vs New User Interface: General Navigation • Classic • The classic interface is navigated via a tab-driven 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.

12. Classic vs New User Interface: Menu Item Groupings New User Interface & 13.2 Release: • Classic • 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. • New • 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

13. 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 questionscontact the BearBuy HelpDesk via: • Email: bearbuyhelp@berkeley.edu • Phone: (510) 664-9000 Option 1, Option 2, Option 1 • Mon-Fri 8am to 5pm

14. 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

15. 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 bearbuyadmin@berkeley.edu

16. 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

17. 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

18. Ideas Community • Your voices count!