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June 30, 2011

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Agenda

Welcome

What is BearBuy, and why now?

Demo Business process approach

How to get involved

Q&A

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What if the two Bay Area UC campuses could pool

their efforts into an integrated Co-operative

Procurement and Sourcing Center of Excellence?

Combined Annual Spend >$1Billion

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Collaboration and common platforms,

policies, and processes enable benefitsEnablers

Benefits

Pooled UCSF/UCB

spend (e.g. ATT,

Fisher, IT)

Shared resources (e.g.,

management,

Commodity experts)

Common, enabling

technologies, processes,

policies (e.g. BearBuy,

E-sourcing, EMI)

Lower End User External Costs

* Long term systemwide contracts X X X

* Long term regional contracts X X X* Large individual transactions X x X

* Add on costs (e.g. equip. insurance, freight) x x X

Increased End User Procurement Efficiences

* Faster transaction cycle times X

* Less time on procurement X

Increased Central Procure to Pay Efficiences

* More automated transactions X

* Less exception processing X

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Aligns us with broader UC direction

UC SciQuest Consortium

Centralized Catalog/Contract Mgt.

UCSC UCR UCSD UCB

Irvine

Merced

UCLA

UCSB

UCD

UCOP

Legacy systems, option for P-card Access

to SciQuest under investigation

Currently has legacy version of Perfect

behind the firewall, ERP project inprocess, SciQuest a consideration

UCSF

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BearBuy Procure-to-Pay Cycle

Cart Purchase Requisition Purchase Order

Fulfillment Voucher Entry Matching Payment Status

Shopping Hosted Catalog

Punchout Catalog

Forms

Requisition Creator Enters chartfield,

shipping, etc.

Approval(s) Department

Org Node

approval

Purchasing Review high dollar

and items requiring

Buyer intervention

Receiving (for

Goods) Unpacking

Quality Checking

Desktop Delivery

Receiving (for

Services) Confirm that

services were

rendered

Invoice

PO Invoice Direct

Voucher

Approval

Dept approvalfor voucher

Threshold TBD

2-way Match

Voucher + PO match Based on tolerances

Routing for match

exceptions

Supplier Receives PO

Fulfills goods /

services

OR

Payment

Payments from BFS Payment information

lookup available in

BearBuy

Authorization Optional

additional

authorizations

* Receiving is available, but not required in BearBuy

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Hosted Catalog

Suppliers provide us with product listings with contracted pricing in electroniccatalog

Allows easy shopping across multiple catalogs and suppliers, easy price

comparisons, and add items to a cart with no additional data entry

Punch-out Catalog

Enable connection to a supplier's UC-specific website with contracted, discountedpricing

Users can search and shop the suppliers website and return the item to the cart

Non-Catalog Item (BearBuy specific)

Allows adding non-catalog goods/services to a cart

Similar to current special requests process

Forms (BearBuy specific)

Used in BearBuy to purchase items outside of hosted and punch-out catalogs

Specific forms are available for purchasing transactions that require additional

information or unique routing

Shopping / Requisition Terminology

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Demo

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Workflow Overview

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Project Approach

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Four day workshop to determine objectives, goals, keydeliverables, workflow

45 campus staff from 15 departments participated

Extensive outreach to departments to gain a deep

understanding of the current pain points and the business

needs

Formed Advisory groups

End Users Advisory Group

Liaison Group

Ongoing feedback loops with users

Multiple Prototyping sessions with a broad range of participants

Multiple Focus Groups by function

User Acceptance Testing

Scoping the project

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Cohort-based approach Proven way to engage disparate groups, gain acceptance, and drive

process knowledge and competency

Timeline and considerations

Live order testing in November, December with volunteer

departments

Initial Cohort #1 go live in January 2012

Balance of existing users will be organized into one of several cohorts

each going live in a staggered deployment through June 2012

Intended Deployment Approach

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May11

Jun11

Jul11

Aug11

Sep11

Oct11

Nov11

Dec11

Jan12

Feb12

Mar12

Test UAT

Forums High Touch Department Buy-In Activities

Deployment Toolkit

Dev & Vetting

BP Business Process options

Deployment Team Readiness and

Go Live Preparations

Document Procurement /APprocesses gaps

Address Gaps & Train Operational Team Customer Service

Validate

Configuration and Testing

TechnologyLive Order

TestingBuild

Cohort #1

Internal Activities Customer Activities Cohort 1

Vet Rollout

Toolkit

Vision/

ScopeDeployment Activities Support

Ongoing AwarenessCommunications

CentralReadiness

Dept

Readiness

Cohort #1

Awareness

Cohort 1

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Nov11 Dec11 Jan12 Feb12 Mar12 Apr12 May12 Jun12 Jul12 Aug12 Sep12 Oct12

Remaining UC Berkeley Units

Deployment ActivitiesVision/

ScopeCohort #2

Cohort #3

Cohort #4

Support

Deployment ActivitiesVision/Scope

Support

Cohort #5

Cohort #6

Business as Usual Support

Internal Activities Customer Activities Go Live / Cut Over

Business as Usual Support

Deployment ActivitiesVision/

ScopeSupport Business as Usual Support

Deployment ActivitiesVision/

ScopeSupport Business as Usual Support

Deployment ActivitiesVision/Scope

Support Business as UsualSupport

Cohort 1

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Encourages learn with your peers engagement bycombining departments/units from the outset

Emphasis of Cohort deployment is process/change

management and department/unit ownership and

acceptance

Develops critical in-department/unit expertise and retains

knowledge within department/unit

Cohort deployment consists of:

Cohort Model

Project GuidanceSolution

Support

Shared Vision

and Scope Assess Set Up Train Rollout

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Project Guidance

Knowledge Transfer

Assess

BusinessProcess

Decisions

User Data

StaffingImpacts

Set up & Train

BearBuySetup

HRPreparation

Validate

OnlineTraining

WebinarTraining

Instructor-ledTraining

Rollout

Go Live

Feedback

Solution

Support

Shared Vision

and Scope Assess Set Up Train Rollout

DeploymentVision Support

Deployment Approach for Cohorts

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Duration Month 1 Month 1 2 Months 2 -3

Deployment

Team

Identify and prepare Unit

Implementation Coordinator

Educate Unit on BearBuy

functionality and business

process options

Unit specific spending analysis

Explain timeline and training

options

Continued business

process / change

management sessions

Assist UICs with

documentation and

working sessions to help

business officers make

decisions

Activate system access

for end users

Ensure execution of

end-user training

Decommission access to

alternate channels (BFS

Std Reqs, Dept Systems,

paper direct vouchers)

Unit

ImplementationCoordinator

Provide local business process

expertise

Identify requirements for

business process, reporting, etc.

Complete data collection

templates and other informationrequests

Identify internal power users /

advocates

Provide completed

setup forms and

respond to open issues

with data collection (ie ,

Chartfield approvers)

User certification forChange Order

processing

Document unit

conventions

Coordinate users to

attend / leverage variety

of training opportunities

Begin using BearBuy for

all purchasing activity

Eliminate usage ofalternate channels (BFS

Std Reqs, Dept systems,

paper direct voucher)

Cohort Model

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Preliminary analysis combined transaction data and

institutional knowledge of department personalities to

target and qualify candidates units for Cohort 1

Cohort 1 Pilot Group reflects combination of:

Political Interest/Importance to demonstrate success

Units led or influenced by key stakeholders

High rate of current Blucard usage, compared to POs

Transaction volume

Complexity and variety of transactions (PO, BluCard, Direct Voucher)

Adoption rate of current BearBuy (positive and negative)

Process of Defining Cohorts

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Sample Cohort Analysis

Oct 2010-Jan 2011

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Rollout Activities

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Awareness Business Process Preparation

Jul Aug Sep Oct Nov Dec

Preparation Steps for Go Live

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Business process and

preparation webinars

Online training videos

Role based and topic oriented

Topics ~ 5 minutes in length

Excellent for savvy or casual

users

User guide

Detailed step-by-stepinstruction

Instructor-led training classes

Role-based hands-on classes

conducted

Additional training

Role-based webinars

Webinars available

Cheat sheet / Job aids

Condensed steps to provide the

basics and high frequency tasks

Training Offerings

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The Value You Add

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Engage in the project by providing feedback Deliver key messages to decision makers regarding

roles / business decisions

Identify in-department/unit Super User(s)

Advocate peers to prepare for BearBuy by

attending early in one or more of these training

Role based online training (short, targeted learning

points with voice) Instructor-led system hands-on classes

Webinars

Your Involvement Helps Ensure Success

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Deployment Team Will be trained members of the deployment team

rolling out recommended BearBuy business processes

to departments based on business needs

Key responsibility to engage the cohort groups Requires dedicated resources of the appropriate

competencies to address the business process

transformation involved in these cohort activities

Help department staff prepare for the transition toBearBuy

How You Can Get Involved

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For many users, BFS9 purchasing is replaced byBearBuy through phased roll out

Campus business requirements engrained within

the solution

User roles transformed

Policy and business process changes

User Acceptance Testing opportunity

Rollout preparation activities

Deployment Team opportunities

Take Away Key Messages

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Contact Informationoeprocurement@berkeley.edu

JHine@finance.ucsf.edu

conhaim@berkeley.edu

Presentation and key resources are available at

bearbuy.berkeley.edu

Volunteer at

http://bearbuy.polldaddy.com/s/bpawg-bearbuy-volunteer-sign-up

Questions?

mailto:oeprocurement@berkeley.edumailto:JHine@finance.ucsf.edumailto:conhaim@berkeley.eduhttp://bearbuy.ucsf.edu/http://bearbuy.ucsf.edu/http://bearbuy.ucsf.edu/http://bearbuy.ucsf.edu/http://bearbuy.ucsf.edu/http://bearbuy.ucsf.edu/http://bearbuy.ucsf.edu/http://bearbuy.ucsf.edu/http://bearbuy.ucsf.edu/http://bearbuy.ucsf.edu/http://bearbuy.ucsf.edu/http://bearbuy.ucsf.edu/http://bearbuy.ucsf.edu/mailto:conhaim@berkeley.edumailto:JHine@finance.ucsf.edumailto:oeprocurement@berkeley.edu

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Thank you