June 30, 2011

Agenda
Welcome What is BearBuy, and why now? Demo Business process approach How to get involved Q&A

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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Collaboration and common platforms, policies, and processes enable benefits

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

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

UCOP

BearBuy Procure-to-Pay Cycle

Cart Purchase Requisition Purchase Order

Shopping
Hosted Catalog Punchout Catalog Forms

Requisition Creator
Enters chartfield, shipping, etc.

Authorization
Optional additional authorizations

Approval(s)
Department Org Node approval

Purchasing
Review high dollar and items requiring Buyer intervention

Supplier
Receives PO Fulfills goods / services

Fulfillment
* Receiving is available, but not required in BearBuy

Voucher Entry

Matching

Payment Status

OR

Receiving (for Goods)

Unpacking Quality Checking Desktop Delivery

Receiving (for Services)

Confirm that services were rendered

Invoice
PO Invoice Direct Voucher

Approval
Dept approval for voucher Threshold TBD

2-way Match
Voucher + PO match Based on tolerances Routing for match exceptions

Payment
Payments from BFS Payment information lookup available in BearBuy

Shopping / Requisition Terminology

Hosted Catalog Suppliers provide us with product listings with contracted pricing in electronic catalog 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, 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 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
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Demo

Workflow Overview

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Project Approach

Scoping the project

Four day workshop to determine objectives, goals, key deliverables, 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
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Intended Deployment Approach

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

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Cohort 1
May 11 Jun 11 Jul 11 Aug 11 Sep 11 Oct 11 Nov 11 Dec 11 Jan 12 Feb 12
Cohort #1

Mar 12

Configuration and Testing

Technology

Build

Validate

Test

UAT

Live Order Testing Ongoing Awareness Communications

Awareness

Forums

High Touch Department Buy-In Activities

Cohort #1

Vet Rollout Toolkit

Vision/ Scope

Deployment Activities

Support

Dept Readiness Central Readiness

Deployment Toolkit Dev & Vetting BP Business Process options Document Procurement /AP processes gaps

Deployment Team Readiness and Go Live Preparations

Address Gaps & Train Operational Team

Customer Service

Internal Activities

Customer Activities

Cohort 1

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Cohort 1
Nov 11 Dec 11 Jan 12 Feb 12 Mar 12 Apr 12 May 12 Jun 12 Jul 12 Aug 12 Sep 12 Oct 12
Remaining UC Berkeley Units

Cohort #2

Vision/ Scope

Deployment Activities Vision/ Scope

Support

Business as Usual Support

Cohort #3

Deployment Activities Vision/ Scope

Support

Business as Usual Support

Cohort #4

Deployment Activities

Support

Business as Usual Support

Cohort #5

Vision/ Scope

Deployment Activities Vision/ Scope

Support

Business as Usual Support Business as Usual Support

Cohort #6

Deployment Activities

Support

Internal Activities

Customer Activities

Go Live / Cut Over

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Cohort Model
Encourages learn with your peers engagement by combining 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:
Project Guidance Shared Vision and Scope Assess Set Up Train Rollout Solution Support

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Deployment Approach for Cohorts

Vision Deployment Knowledge Transfer Project Guidance Shared Vision and Scope Assess
Assess

Support

Set up & Train

Set Up

Validate

Train

Rollout
Rollout

Solution Support

Business Process Decisions

BearBuy Setup

Online Training

Go Live

User Data

Webinar Training HR Preparation

Staffing Impacts

Instructor-led Training

Feedback

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Cohort Model
Duration Month 1 Identify and prepare Unit Implementation Coordinator Educate Unit on BearBuy functionality and business process options Unit specific spending analysis Explain timeline and training options Provide local business process expertise Identify requirements for business process, reporting, etc. Complete data collection templates and other information requests Identify internal power users / advocates Month 1 2 Continued business process / change management sessions Assist UICs with documentation and working sessions to help business officers make decisions Provide completed setup forms and respond to open issues with data collection (ie , Chartfield approvers) User certification for Change Order processing Document unit conventions Months 2 -3 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) Coordinate users to attend / leverage variety of training opportunities Begin using BearBuy for all purchasing activity Eliminate usage of alternate channels (BFS Std Reqs, Dept systems, paper direct voucher)

Deployment Team

Unit Implementation Coordinator

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BearBuy Deployment Team

Oversees all Cohort activities addressing risks/issues to ensure success

Change Management Lead

Cohort #1

Cohort #2

Cohort #3

Cohort #4

Cohort #5

Cohort #6

Gains school/unit buy-in based on credibility & experience

Liaison(s)

Liaison(s)

Liaison(s)

Liaison(s)

Liaison(s)

Liaison(s)

Leads all Cohort deployment activities and unit-specific assistance

Deployment Lead #1

Deployment Lead #2

Deployment Lead #3

Deployment Lead #1

Deployment Lead #2

Deployment Lead #3

Participates in key meetings to provide operational policy & procedure guidance

Subject Matter Experts

Subject Matter Experts

Subject Matter Experts

Subject Matter Experts

Subject Matter Experts

Subject Matter Experts

Conducts instructor-led training classes

Trainer

Trainer

Trainer

Trainer

Trainer

Trainer

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Process of Defining Cohorts

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)

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Sample Cohort Analysis

Oct 2010-Jan 2011

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Rollout Activities

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Preparation Steps for Go Live

Jul Aug Sep Oct Nov Dec

Awareness

Business Process

Preparation

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Training Offerings
Business process and preparation webinars Online training videos
Role based and topic oriented Topics ~ 5 minutes in length Excellent for savvy or casual users

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

User guide
Detailed step-by-step instruction

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The Value You Add

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Your Involvement Helps Ensure Success

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
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How You Can Get Involved

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 to BearBuy

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Take Away Key Messages

For many users, BFS9 purchasing is replaced by BearBuy 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
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Questions?
Contact Information
oeprocurement@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

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Thank you