Focus Group 2

June 20, 2011

Key Messages
Project objectives User-focused project approach Policy changes Roles transformed Scenarios

Myth Buster
Myth:
The campus is implementing a bunch of different P2P systems BearBuy and SciQuest are two different systems There is a 3rd system called eProcurement system

Myth Buster:
There is only one system which will replace P2P
The system is called BearBuy SciQuest is the software that makes BearBuy work eProcurement is a term to describe order to pay transactions done electronically so not the system itself

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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Objectives of BearBuy
Simplify procurement process
Easier system to use Streamlined business processes

Reduce administrative burden

Less time spent on procurement and more time to support our mission in research, education and patient care

Reduce cost and increase value

Direct spend to strategic vendors in BearBuy catalogs with deeper discounts Bring best value in goods and services
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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

Campus System Demo

Prototyping 1 Prototyping 2

Focus Group 1 Prototyping 3 Focus Group 2

WE ARE HERE

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 Orthopedic 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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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 fulfilling requirements (TBD) **Pending controls review and approval by Controllers office
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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 Match Exception Resolution Handler** Campus Procurement Buyer 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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Scenarios 1 - 3

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Match Exception Key Concepts

Receiving is NOT required on ANY transactions Tolerances have been established to allow for some variation between the Invoice and PO Price / Qty
10% / $500 whichever is lower

Any variance BEYOND these tolerances will create a match exception

Users are made aware via email notification or by reviewing [Action Items] or [Worklist] in BearBuy that a match exceptions needs to be resolved

Change Orders are no longer required

Match Exception Handlers will resolve match exceptions directly on the invoice document in BearBuy rather than requiring change order action

Department specific business processes dictate any off-line activities

Match Exception Handlers may need to contact department personnel with financial authority to confirm if the price or quantity discrepancy is OK; or may contact vendor if rebills are required Once approved, the Match Exception Handler initiates the resolve action in BearBuy
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Scenarios 4 - 6

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People in BearBuy End To End Process

Sam Shopper shops for catalog items
Assigns to Ronny Requester

Ronny Requester fills out missing chartfield information

Place Order (initiate approval workflow)

Abby Approver approves the requisition

Requisition converts to a PO

AP receives an invoice related to this PO and creates a voucher (not shown) Vinny Invoice Approver approves the invoice
Invoice is Ok to Pay
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