Bears that Buy User Group Feedback Loop

1. Bears that Buy User GroupFeedback Loop March 2013

2. Today’s Topics • Welcome • We heard you • What’s working • What improvements are needed • 13.1 Release • User Interface, New Functionality and New Features • New Improved W9 and Supplier Information Form • CSS • Cal Answers • Ideas Community – Your voices count!

3. What’s Working Overall Quicker Paperless system Catalogs are one stop shopping Support is helpful All in one place- request, approval, Po and invoice Ability to track status

4. Feedback Loop View feedback loop from BB Home/Shop page

5. Improvements Needed – What We Heard Manual dispatch PO process Purchasing tools available in BearBuy Shopper training for departments After the Fact Form Catalog pricing vs Invoiced price Manual dispatch PO process Payment Request Form

6. After the Fact Form After the Fact Form Changes After the Fact Form and its workflow have changed to meet your needs • ATF POs will auto-flip a voucher • Invoice must be attached to the ATF form for payment processing • No need to attach to ATF form AND send invoice to Disbursements

7. Payment Request Form Changes Payment Request Form Payment Request Form has changed to meet your needs • Form has been redesigned to move field locations so the required fields are at the top • For the Shopper only- the invoice number, invoice date are not required • Activity types have been reduced from 22 to 9

8. Easy Access to Training Purchasing tools available in BearBuy Links to BearBuy Training are on the BearBuy Home page • Purchasing Tools link for which form to use • Updated Supported Browsers and Operating Systems information • BearBuy Job Aids and Training Materials

9. Shopper training for departments Shopper Training Shopper training now available for larger departments • Contact the bearbuyadmin@berkeley.edu if your department would like to discuss options for shopper training • Customized department training also offered for Business Process guidance or other BearBuy roles

10. Manual dispatch PO process Manual Dispatch POs Procurement Operations is monitoring POs set to manual dispatch in BearBuy on a daily basis • Manual dispatch POs will be sent to vendors via fax or email Note: Change Order Preparer role can change the dispatch method

11. 13.1 Release

12. Overview 13.1 Release • Browser Support • Internet Explorer 10 • July 2013 IE 7 will no longer be supported by publisher • User Interface (Target go-live July) • New look and feel • Vertical view of Workflow • New Functionality • Ability to distribute by amount • New Features • Supplier Management tab • Full Voucher Export

13. New Functionality 13.1 Release • Purchase Order Price splits can be done by Amount • Prior to this splits could only be done by percentage

14. New Features 13.1 Release • Users will access supplier search and supplier profiles via the new Supplier Management tab

15. New Features 13.1 Release • Voucher Export • Users will be able to do a full voucher data export including 5 new reports • Approval History • Voucher Approval History • Data Full • Header Custom Data • Accounting Code information at the header level • Line Custom Data • Accounting Code information at the line level • Supplier Data

16. 13.1 Release Vertical View of Workflow Users can switch to vertical when viewing the workflow.

17. 13.2 Release July New User Interface

18. 13.2 Release July New User Interface New Online Notifications Less Cluttered Banner Area New Navigation

19. 13.2 Release July New Site Navigation • New slide-out side menu to replace multiple tabbed navigation • New ability to search the menu

20. 13.2 Release July Cart Preview Cart Preview

21. 13.2 Release July Notifications and Action Items • Notifications on-screen for events like Approvals, Errors, etc. • New notifications highlighted in Banner • Similar to Facebook • Action Items shows list of items that require the user to take actions such as Approvals • Visible from all pages

22. 13.2 Release July New User Profile Screens Modern look and simpler navigation will make managing users easier than ever.

23. New Simplified Form New Improved W9 and Supplier Information Form • An updated, easy-to-use Substitute W-9 and Supplier Information Form • Some key features of this new form include: • Substitute W-9 form and Supplier Information form are combined into 1-page • Reduced details • W-9/1099 detail entered upon initiation • Developed Supplier Information Welcome packet

24. New Simplified Form Detail no longer required Detail no longer required Detail no longer required W-9 info not requested BIF and VRF both needed for vendor entry

25. New Improved W9 and Supplier Information Form Duplicate information from BIF Duplicate information from BIF Duplicate information from BIF Captured

26. New Simplified Form Proposed New Form Includes two pages of instructions Simplified Process

27. CSS Training CSS Update Business Process training developed and trained by CSS training team Central Procurements provided: • Policy Training • Event Planner Card Training • Forms Usage Training • Match Exception Preparer/Change Order

28. Cal Answers Cal Answers • Cal Answers is available for BearBuyreporting needs • New look for Cal Answers Procure to Pay • Added ‘Table of Contents’ Page • Included Fast Facts • List reports by Category that also tie to each Dashboard • Changed category and tab to ‘Internal Control’ from ‘Control’ • Added ‘Report Index’ Page

29. Cal Answers Cal Answers At a Glance

30. Cal Answers Cal Answers • Cal Answers Login (calanswers.berkeley.edu) • Home> Dashboards> Procure to Pay> At a Glance • Operations> Purchase Order Summary • Report will show Purchase Orders based on the specified search criteria including selected date range, Supplier Name, and chart string values. • By clicking on a specific Purchase Order number a menu of additional drill through report options will appear • Drill Through Reports: Requisition Detail, Purchase Order Detail, Voucher Detail and Receipt Detail