February 15 2018 - In This Issue:

Last year, a new BearBuy Software form was introduced in order to identify and mitigate notable potential risks associated with software and cloud computing purchases.
After the launch, we received valuable feedback from our campus community about the Software form usage and guidance.
We listened. We reviewed feedback we received, interviewed frequent users of the Software form, worked with key campus department stakeholders, and partnered with IT Security and Audit and Advisory Services to make improvements to the form and processes including:
  • Improved guidance on the types of purchases that should be made using the form
  • Clarity on when the form is not necessary and instead can be purchased using catalog suppliers or other BearBuy forms
  • Reduced the number of fields on the form
  • Clarified that a Statement of Work is only required when purchasing services
  • Improved guidance on the IT Security risk assessment process
  • Provided a contact email for assistance to determine if an IT Security Risk Assessment is required
  • Renamed the form the Software and Cloud Computing Form to better identify the types of purchases the form is used for

For additional information and guidance, please review the Buying Software and Cloud Computing guide.

We would like to thank all of the individuals who took the time to provide feedback and worked diligently with us to improve the software and cloud computing purchasing process.  
UC and CSU Launch Singular Procurement System  

The University of California (UC) and California State University (CSU) have joined forces around a singular procurement system that will benefit both entities and ultimately, Califo rnia t axpayers.

B y sharing an innovative, newly launched software platform called California Universities Sourcing (CalUsource), the two systems - with their combined 33 campuses - will streamline procurement operations, reduce costs, generate more competitive bids and improve contract management processes. They have already cut costs by issuing one combined request for proposal (RFP) for this new technology and sharing in the implementation and training activiti es.
Learn How the Recycle/Refurbishment and Warranty Processes Work
UCSF's new furniture contract has many benefits and that includes a comprehensiv e recycling and refurbishment program as well as an easy-to-use warranty process.

One Workplace wants to empower UCSF users to reduce, reuse and recycle. That is why OWP helps facilitate the proper disposal and brokering of your out-of date, worn-out and broken office furniture and electronics equipment. To read more about the program, please visit Supply Chain Management's (SCM)  Recycling and Refurbishment page .

Hopefully, you won't have any issues with your new furniture, but, if you do, OWP has an easy-to-use process for checking on the warranty and helping you decide next steps. Check out the Request for Service/Warranty Repair page.

If you're looking for general information about buying furniture and the new contract, please visit the SCM Furniture website.


I have an invoice that was applied to a purchase order (PO) and since the invoiced amount exceeds the PO amount, the invoice is in match exception. If I submit a BearBuy Change Order Request to change the unit price or increase the PO amount, will the changes automatically resolve the exception?

A:   No, once an invoice is in match exception, your department's Match Exception Handler must review and approve the invoice. Changes to a purchase order only apply to future invoices. If you are expecting additional invoices on the PO, submit a Change Order Request to modify the PO quantity or amount, which will prevent future invoice match exceptions. 


For BearBuy technical support, how-to help or questions regarding basic purchasing, contact the IT Service Desk.
Phone: (415) 514-4100, option 2 (M-F, 8 a.m. to 5 p.m.)


For general Supply Chain Management questions, please email
supplychain@ucsf.edu or visit our website at supplychain.ucsf.edu.

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