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

2

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 Controller’s 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

3

4

• 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

AT&T: Good example of the power of collective UCB/UCSF spend

5

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

Segment Area UCSF Campus

Annual

UCSF Med

Center Annual

UCSF Annual

Spend

UCB Annual

Spend

Combined

Annual Spend

1) Voice landlines $1,741,763 $637,075 $2,378,838 $4,400,000 $6,778,838

2) Data/ network $4,376,970 $1,584,780 $5,961,750 $52,300 $6,014,050

3) Wireless $1,578,652 $546,000 $2,124,652 $898,562 $3,023,214

4) Other equipment,

services

$3,040,307 $119,942 $3,160,249 $526,926 $3,687,175

GRAND TOTAL –

Annual Payments to

AT&T

$10,737,692 $2,887,797 $13,625,489 $5,877,789 $19,503,277

Collaboration and common platforms, policies, and processes enable benefits

6

Enablers

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

Although P2P adoption was over 65%, we needed to address critical unmet needs

Challenge/Problem area examples Groups Impacted

No Single point of Entry for all procurements Users/Departments

Poor User Interface Users/Departments

No Shopping Role Users/Departments

Cumbersome Special Requests, no Forms Users/Departments

Ltd. Order status, history Users/Departments

Inflexible workflow Users/Departments

Can’t share favorites, carts, lists Users/Departments

Excessive exception processing Users/Departments/Central

Manual Transactions (PO’s, Invoices,

Payments)

Central

7

SciQuest Full Suite helps address all these areas

Also aligns us with broader UC direction

8

UC SciQuest ConsortiumCentralized 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 in

process, SciQuest a consideration

UCSF

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:

9

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

• Ease of Use– Catalog content available with UCSF

discount pricing

– Catalog and non-catalog (Special Requests) orders in same page

– Forms/special requests

• Visibility– Online history: all information in one

spot

– Data Export capability

• 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

• 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

10

Project Approach

11

Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct

User Focused Configuration and User Involvement throughout Project Life Cycle

12

Go Live

scheduled

Fall 2011

Prototyping 1

Prototyping 2

Focus Group 1

Prototyping 3

Focus Group 2

End User

Acceptance

Testing

Business Process Transformation

Communication, Town Hall,

Ongoing Business Process & System Training

Design Build / Validate Test UAT Training

2010 2011

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:

13

Anesthesia Ophthalmology School of Dentistry Dean's Ofc

Biochemistry & Biophyics Orthopaedic Surgery Dent-Oral & Max Surgery

BioE & Therapeutic Sciences Otolaryngology School of Nursing Dean's Ofc

Cancer Center Pediatrics Department of Clinical Pharmacy

Cell Culture Physiology Pharmaceutical Chemistry

CVRI Radiology School of Pharmacy Dean's Ofc

Diabetes Center SFGH Citywide Case Mgt Audit Management Services

Family & Community Medicine School of Medicine Dean's Ofc Campus Life Services

Inst. Neurodegen Diseases Dentistry Clinic Facility Management

Microbiology & Immunology Orofacial Sciences FAS: Finance Service Center

Neurology Cell Tissue Biology Risk Mgt & Insurance Svcs

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

14

What’s New and Value to You

15

What’s 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

16

Improved UsabilityCurrent P2P Pain Points Addressed by BearBuy

Two systems for catalog and non-

catalog ordering

One system for both catalog and non-catalog

orders

Cannot save Cart without Chartfields Save Draft Carts automatically without

Chartfields

Must remember Fund-DPACan search by PI Name or Fund Name

(nickname)

Redundant Chartfields input for every

requisition

Personal Profile can be set up to streamline

Chartfields entry (drop down list)

Cumbersome search list of 235

Category Codes for Special Request

Consolidate to a short drop down list of ~30

Commodity Codes

Global setting for email notification Users can define own email notification setup

Favorites are limited to individualsFavorites can be set up and shared amongst

groups

17

Business Policy & Process ChangesCurrent P2P Process BearBuy Process

Requisition approval any dollar amount Requisition <$500 will be self-approved

Self-Approval Requester ≤ $2,500Self-approval Requester ≤ $5,000 upon

meeting certain requirements (TBD)*

Three-way match for good and service Two-way match for good and service

- Receiving is required - Receiving is not required but optional

- No online voucher approval - Online voucher approval ≥ $5,000**

- No over price tolerance- Tolerance of 10% above price but not over

$500

18

*Access given upon meeting requirements (TBD)

**Pending controls review and approval by Controller’s office

BearBuy Procure-to-Pay Cycle

19

Department Roles

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

20

Approver

• Reviews Requisition

details for compliance

• Check budget availability

• Approve, return, or reject

partial or entire

Requisition

New Role

Department Roles

Voucher Approver

•Ok to pay

•Defaults from P2P

Receiver**

•Approves Voucher for

payment ≥ $5000

21

Receiver Role Redefined

** Departmental decision on resource allocation/designation

Match Exception

Resolution Handler

•Defaults from P2P

Buyer**

•Research and

addresses quantity

and price

discrepancies

Buyer Role Redefined

P2P Roles Transform to BearBuy RolesFrom PeopleSoft P2P To BearBuy

N/A Shopper

Requester Requester

Default Approver 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)

Proxy Approver N/A

Department Buyer Defaults as Match Exception Resolution Handler

Campus Procurement Buyer Campus Procurement Buyer

Receiver Defaults as Voucher Approver

22

Departments may decide to designate different users to fill these roles

P2P Coordinator to work with Campus Procurement prior to go-live

Simple Approval Workflow

23

Shopper Requester

A Requester will automatically

have Shopper role

Non Catalog order $5,000

and over

Controlled Substance or

Restricted item

Equipment or unit price

over $5,000

Independent Consultant Agreement

Campus Procurement

Requisition > $500 routes to

Procurement Dept Code Approver(s)

PO to Vendor

Requisition ≤ $500

Approval Workflow Folder

24

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

Requester

Procurement Dept.Code 2 Reqs

Approver(s)

Procurement Dept

Code A

Requisitions

Procurement Dept

Code B

Requisitions

Rollout Activities

25

Preparation Steps for Go Live

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

26

June July August

Preparation Packet

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-to’s)– Specify adds/deletes for Campus Procurement to

handle on your behalf

• Training schedule and registration instructions

• Go Live communication materials

27

Preparation

Packet

P2P Coordinators will receive packet in mid-August

Training Offerings

• Business process and preparation webinars– Conducted in Jul and Aug

(schedule forthcoming)

• Online training videos– Role based and topic oriented

– Topics ~ 5 minutes in length

– Excellent for savvy or casual users

– Available in mid Sept

• User guide– Detailed step-by-step

instruction

• Instructor-led training classes– Role-based hands-on classes

conducted in Sept

– Additional training in Oct, Nov and Dec

• Role-based webinars– Webinars available in Sept

– Additional webinars in Oct, Nov and Dec

• Cheat Sheet– Condensed steps to provide the

basics

28

29

The Value You Add

30

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 to’s” 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

31

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

32

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

33

Thank You!

Sneak Peek at BearBuy

34

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 supplier’s 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

35

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

36

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

Demo Scenarios

Scenario #3 Use Form to place a non-catalog 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

37

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

Search Catalogs to Add Items to Cart

38

SEARCH

You can search the Punch-out Catalogs, or Hosted Content to add items to

your Shopping Cart

Add Item to Cart from Catalog Search Results

39

Product searches return a range of items with UCSF

negotiated pricing

FILTER

Drill Down to View Item Details

40

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

Proceed to Checkout - Shopping Cart

41

All of the items in a cart are shown, and Shoppers and Requesters can add

account details and comments for Approvers

to review

Requisition Workflow

42

The Requisition workflow is dependent on several factors, including dollar

amount, item type, department, etc.