June 9, 2011

Key Messages
New Update as of 6/9/2011 Why the change to BearBuy What is new and the value to you User-focused project approach Rollout activities Live Demo How you can be involved

New Update as of June 9, 2011

As the Town Hall week progresses, three new policy and business process recommendations were provisionally approved by the Controllers Office Requisition <$500 will be self-approved Self-approval Requester $5,000 upon meeting certain requirements (TBD)* Eliminate Self-approval Requester role of $2,500

Combined Annual Spend >$1Billion

What if the two Bay Area UC campuses could pool their efforts into an integrated Co-operative Procurement and Sourcing Center of Excellence?
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AT&T:
Good example of the power of collective UCB/UCSF spend
Segment Area 1) Voice landlines 2) Data/ network 3) Wireless UCSF Campus UCSF Med Annual Center Annual $1,741,763 $4,376,970 $1,578,652 $637,075 $1,584,780 $546,000 $119,942 $2,887,797 UCSF Annual Spend $2,378,838 $5,961,750 $2,124,652 $3,160,249 $13,625,489 UCB Annual Spend $4,400,000 $52,300 $898,562 $526,926 $5,877,789 Combined Annual Spend $6,778,838 $6,014,050 $3,023,214 $3,687,175 $19,503,277

4) Other equipment, $3,040,307 services GRAND TOTAL Annual Payments to AT&T $10,737,692

Note: UC Berkeley spends ~$600K with Comcast annually for Internet services Source: UC Berkeley BFS A/P database, UCB Telephony Manager, UCSF procurement spend data

Collaboration and common platforms, policies, and processes enable benefits

Enablers
Common, enabling Pooled UCSF/UCB Shared resources (e.g., technologies, processes, spend (e.g. ATT, management, policies (e.g. BearBuy, EFisher, IT) Commodity experts) sourcing, EMI) X X X x X X x x X X X X

Benefits
Lower End User External Costs * Long term systemwide contracts * Long term regional contracts * Large individual transactions * Add on costs (e.g. equip. insurance, freight) Increased End User Procurement Efficiences * Faster transaction cycle times * Less time on procurement Increased Central Procure to Pay Efficiences * More automated transactions * Less exception processing

X X

X X

Although P2P adoption was over 65%, we needed to address critical unmet needs
Challenge/Problem area examples No Single point of Entry for all procurements Groups Impacted Users/Departments

Poor User Interface

No Shopping Role Cumbersome Special Requests, no Forms

Users/Departments
Users/Departments Users/Departments

Ltd. Order status, history

Inflexible workflow Cant share favorites, carts, lists

Users/Departments
Users/Departments Users/Departments

Excessive exception processing

Manual Transactions (POs, Invoices, Payments)

Users/Departments/Central
Central

SciQuest Full Suite helps address all these areas

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Also aligns us with broader UC direction

UCD
UC SciQuest Consortium Centralized Catalog/Contract Mgt.
Legacy systems, option for P-card Access to SciQuest under investigation

Irvine

UCSC

UCR

UCSD

UCB

UCSF
UCSB

Currently has legacy version of Perfect behind the firewall , ERP project in process, SciQuest a consideration

UCLA Merced
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UCOP

Who is SciQuest?
For more than a decade, SciQuest has focused on helping academic, healthcare and research-centric organizations of all sizes streamline their procurement and supplier management processes. This concentrated focus has deepened their industry-specific expertise and supplier relationships - and led to a 98% customer satisfaction rate. BearBuy is built on same technology (SciQuest) as 38 of the top 50 Research Schools. Sampling of public and research universities using this solution:

Benefits of the Solution

Efficiencies
Auto approval abilities to a certain dollar threshold for individuals Shopper role eliminates duplicate entry 24/7 access via the internet

Speed
Orders are electronically sent to the supplier as soon as approval workflow step is complete Orders dispatched to vendors 24/7 Time savings to receive your order

Ease of Use
Catalog content available with UCSF discount pricing Catalog and non-catalog (Special Requests) orders in same page Forms/special requests

Cost Savings
On contract spend Increased spend visibility will lead to better supplier pricing

Compliance
Policy: built in the system, eliminating the need to train/reinforce with users Approval levels based on $ limits, commodity

Visibility
Online history: all information in one spot Data Export capability

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Project Approach

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User Focused Configuration and User Involvement throughout Project Life Cycle
2010 Dec

Jan
Design

Feb

Mar

Apr

May

Jun

Jul
Test

Aug
UAT

Sep

2011 Oct

Build / Validate

Training

Prototyping 1 Prototyping 2

Focus Group 1 Prototyping 3 Focus Group 2

End User Acceptance Testing

Go Live scheduled

Fall 2011

Business Process Transformation Communication, Town Hall, Ongoing Business Process & System Training
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Department User Sessions

Prototyping 1 and 2: Gathered business requirements Focus Group 1: Validate and refine business requirements Participating departments in Prototyping and Focus Groups:
Anesthesia Biochemistry & Biophyics BioE & Therapeutic Sciences Cancer Center Cell Culture CVRI Diabetes Center Family & Community Medicine Inst. Neurodegen Diseases Microbiology & Immunology Neurology Ophthalmology Orthopaedic Surgery Otolaryngology Pediatrics Physiology Radiology SFGH Citywide Case Mgt School of Medicine Dean's Ofc Dentistry Clinic Orofacial Sciences Cell Tissue Biology School of Dentistry Dean's Ofc Dent-Oral & Max Surgery School of Nursing Dean's Ofc Department of Clinical Pharmacy Pharmaceutical Chemistry School of Pharmacy Dean's Ofc Audit Management Services Campus Life Services Facility Management FAS: Finance Service Center Risk Mgt & Insurance Svcs
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User Acceptance Testing (UAT)

Volunteers and key stakeholders will be identified Attending a UAT webinar training will be a prerequisite Four (4) UAT classroom sessions offered
UAT scripts developed by core team Ad hoc scenarios

Additional UAT effort (desktop testing) with reporting mechanisms to core team Timeline (late Aug mid Sept) Commitment estimated 4 6 hours
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Whats New and Value to You

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Whats New in BearBuy

BearBuy will replace Procure-to-Pay (P2P) Utilizes MyAccess as single sign-on to BearBuy Simplify ordering process by a single point of entry for catalog and non-catalog orders Introduces a new Shopper role Provides an Approval Folder Concept

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Improved Usability
Current P2P Pain Points Addressed by BearBuy

Two systems for catalog and noncatalog ordering

Cannot save Cart without Chartfields Must remember Fund-DPA Redundant Chartfields input for every requisition Cumbersome search list of 235 Category Codes for Special Request

One system for both catalog and non-catalog orders

Save Draft Carts automatically without Chartfields

Can search by PI Name or Fund Name (nickname)

Personal Profile can be set up to streamline Chartfields entry (drop down list) Consolidate to a short drop down list of ~30 Commodity Codes

Global setting for email notification

Favorites are limited to individuals

Users can define own email notification setup

Favorites can be set up and shared amongst groups
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Business Policy & Process Changes

Current P2P Process Requisition approval any dollar amount BearBuy Process Requisition <$500 will be self-approved

Self-Approval Requester $2,500

Three-way match for good and service - Receiving is required - No online voucher approval

Self-approval Requester $5,000 upon meeting certain requirements (TBD)*

Two-way match for good and service - Receiving is not required but optional - Online voucher approval $5,000** - Tolerance of 10% above price but not over $500

- No over price tolerance

*Access given upon meeting requirements (TBD) **Pending controls review and approval by Controllers office
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BearBuy Procure-to-Pay Cycle

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Department Roles
New Role

Shopper
Search catalog items and create Shopping Cart Utilize Forms to procure non catalog items Assign Cart to Requester

Requester Can shop Create Requisition Enters Chartfields Submits Requisition for approval if above $500

Approver
Reviews Requisition details for compliance Check budget availability Approve, return, or reject partial or entire Requisition

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Department Roles
Receiver Role Redefined

Buyer Role Redefined

Voucher Approver

Match Exception Resolution Handler

Ok to pay Defaults from P2P Receiver** Approves Voucher for payment $5000

Defaults from P2P Buyer** Research and addresses quantity and price discrepancies

** Departmental decision on resource allocation/designation

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P2P Roles Transform to BearBuy Roles

From PeopleSoft P2P N/A Requester Default Approver To BearBuy Shopper Requester Approver

Ad-Hoc Approver

Ad-Hoc Approver(s) (Workflow allows a Pre-approver and up to two (2) ad-hoc approvers after scheduled unit approvals)
N/A Defaults as Match Exception Resolution Handler Campus Procurement Buyer Defaults as Voucher Approver

Proxy Approver Department Buyer Campus Procurement Buyer Receiver

Departments may decide to designate different users to fill these roles P2P Coordinator to work with Campus Procurement prior to go-live
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Simple Approval Workflow

Campus Procurement Controlled Substance or Restricted item Equipment or unit price over $5,000 Independent Consultant Agreement Non Catalog order $5,000 and over

Shopper

Requester

Requisition > $500 routes to Procurement Dept Code Approver(s)

Requisition $500 A Requester will automatically have Shopper role

PO to Vendor
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Approval Workflow Folder

Requester may support one or more Procurement Dept. Codes Approvers in same Procurement Dept. Code will access and approve requisitions over $500 Eliminate unattended requisitions during approver absences Enable opportunity to balance workload of approval queue
Approver(s) Requester
Procurement Dept Code A Requisitions

Procurement Dept Procurement Code B Dept.Code 2 Reqs Requisitions

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Rollout Activities

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Preparation Steps for Go Live

June July August

Awareness
Town Halls Group Meetings New Website Newsletter

Business Process
Business decisions webinars Determine users in new BearBuy roles

Preparation
Roles & Profile setup Advocate attendance in upcoming UAT and training classes Communicate go live

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Preparation Packet
P2P Coordinators will receive packet in mid-August
Contains: List of all P2P users mapped to default BearBuy user roles Step-by-step walkthrough of how to change user role assignments List of pre-populated user profile values (i.e., Chartfields, Ship-tos)
Specify adds/deletes for Campus Procurement to handle on your behalf

Preparation Packet

Training schedule and registration instructions Go Live communication materials

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Training Offerings
Business process and preparation webinars
Conducted in Jul and Aug (schedule forthcoming)

Instructor-led training classes

Role-based hands-on classes conducted in Sept Additional training in Oct, Nov and Dec

Online training videos

Role based and topic oriented Topics ~ 5 minutes in length Excellent for savvy or casual users Available in mid Sept

Role-based webinars
Webinars available in Sept Additional webinars in Oct, Nov and Dec

User guide
Detailed step-by-step instruction

Cheat Sheet
Condensed steps to provide the basics
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The Value You Add

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Your Involvement Helps Ensure Success

Engage in the project by providing feedback and system functionality you need for day-to-day procurement activities Participate in User Acceptance Testing Deliver key messages to decision makers regarding roles / business decisions Identify Super User(s) as go-to person(s) on how tos of BearBuy 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

We want to hear from you. Email BearBuy@ucsf.edu

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Take Away Key Messages

P2P replaced by BearBuy in Fall 2011 Campus business requirements engrained within the solution User roles transformed Policy and business process changes
Approval workflow changes Receiving not required Voucher approval required for $5,000 and over Over price tolerance of 10% and not to exceed $500

User Acceptance Testing opportunity Rollout Preparation Activities

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Questions?
Contact Information:
BearBuy@ucsf.edu Jim.Hine@ucsf.edu Vanessa.Wong@ucsf.edu

Presentation and key resources are available at

http://BearBuy.ucsf.edu

Thank You!
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Sneak Peek at BearBuy

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Shopping/Requisition Terminology
Hosted Catalog Suppliers provide UCSF with product listings with contracted pricing in electronic catalog

Allows to shop easily across multiple catalogs and suppliers, conduct price comparisons and add items to a cart with no additional data entry
Punch-out Catalog Enable connection to a supplier's UCSF-specific website with contracted, discounted pricing 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 PeopleSoft special requests 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 data to be captured or unique routing
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Demo Scenarios
Scenario #1 Shop a catalog good and assign Cart Shopper Role 1. Creates Cart with items from catalog 2. Shopper assigns Cart to Requester
Note: Has option to fill out Requisition information

Scenario #2 Complete a Requisition from Shopper Requester Role 1. Retrieve assigned Cart 2. Proceed to checkout 3. Use guided checkout to fill in Requisition information 4. Place Order

Requester to follow guided checkout: Green check means field is completed. Red means Requester to fill out the fields.

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Demo Scenarios
Scenario #3 Use Form to place a noncatalog order Requester Role 1. Select vendor to buy 2. Describe you want to buy, fill out quantity, price, commodity 3. Proceed to checkout 4. Use guided checkout to confirm default information 5. Place Order Scenario #4 Approve Requisition Approver Role 1. Start at [Action Item Approvals]

2. Select Requisition to approve 3. Review Requisition detail 4. Approve, return, or reject Note: Option to receive email notification when you have a Requisition to approve

Requester to follow guided checkout: Green check means field is completed. Red means Requester to fill out fields.

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Search Catalogs to Add Items to Cart

SEARCH

You can search the Punchout Catalogs, or Hosted Content to add items to your Shopping Cart
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Add Item to Cart from Catalog Search Results

FILTER

Product searches return a range of items with UCSF negotiated pricing

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Drill Down to View Item Details

Many catalog items have rich content and images provided by the supplier

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Proceed to Checkout - Shopping Cart

All of the items in a cart are shown, and Shoppers and Requesters can add account details and comments for Approvers to review

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Requisition Workflow

The Requisition workflow is dependent on several factors, including dollar amount, item type, department, etc.
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