April 20, 2020
Supply Chain Management News
April 2020
Dear Campus Community,
  
Supply Chain Management (SCM) would like to inform you of important updates and events. 

This month's features:   
  • Year-End Information for 2019-2020
  • VPN Reminder from the Vice Chancellor, Administration
  • New 'Contracting for Covered Services' Resources Now Available


If you have any questions, please contact the BearBuy Help Desk at 
510-664-9000 (options 1, 2) or  BearBuyHelp@berkeley.edu  for immediate assistance.

Thank you for your continued support, 
Supply Chain Management
Year-End Information for 2019-2020
Purchase Order requests for amounts more than $100,000 must be submitted by May 15th with complete documentation if orders are to be completed prior to fiscal year-end, June 30th. Requests for purchase orders over $10,000 must be submitted by May 29th. Departments that need to engage in a formal Request For Proposal (RFP) with an award in place prior to June 30th should reach out to their  SCM Buyer  this week, no later than April 24th to begin planning ASAP.
A Reminder from the Vice Chancellor, Administration:
Use Virtual Private Network (VPN) to Access
Campus Systems and Library Resources
Dear colleagues:

I hope this note finds you all well. As we settle in to working remotely, some staff have reported having difficulty accessing campus systems such as BearBuy , Blu, and BFS. 

In order to do so, you must download and use UC Berkeley's Virtual Private Network (VPN) called GlobalProtect. Full information about the VPN, download links, and instructions are on the  Information Security Office website (VPN instructions) .

An added benefit of using the VPN is it also gives you access to  library licensed resources  like the  Chronicle of Higher Education  and other articles and online content.

If you have difficulty downloading or installing the VPN, contact:

IT Client Services
Phone: 510-664-9000 (option 1)

Thank you.

Sincerely,
Marc Fisher
Vice Chancellor, Administration
New 'Contracting for Covered Services'
Resources Now Available

These recently added resources include:
  • The ‘Implementation Guidelines Overview’ webinar recording
  • The ‘Implementation Guidelines Overview’ presentation deck
  • FAQ based on questions posed during the webinar
 
Find these items now on the UC Procurement ‘Contracting for Covered Services Resources’ webpage at this link:
 
Resources coming soon:
  • Supplier Poster Template:  Suppliers will use this to create notices to post in their workplaces
  • QI Conversion Poster:  UC Departments will post with requirements for requesting conversion to UC employment
  • QI Conversion Request Form:  Form contract workers submit to request conversion
  • AFSCME Notice Template: Template for drafting notices to AFSCME for RFPs and contracts valued at $100,000 or more
 
Watch your inbox for more information on these additional resources. For questions, please contact:  contractingout@ucop.edu
Helpful Hints
Order Status

If you need assistance with determining the status of your order in BearBuy, visit the  How to Find the Status of Your Order  page on the SCM website

Please note that your SCM assigned Buyer will not receive the requisition until it has been approved by the department Org Node approver.
Expediting an Order

If an order warrants expedited handling, please change the priority on the requisition to "Urgent". If you have already submitted the requisition, please  contact your assigned Buyer  via email and be sure to include the requisition number.
Who is My Department's Assigned Buyer?

If you are unsure of how to start your purchasing transaction, contact your Buyer for assistance by using your Org Node and Department Name to find your assigned Buyer located in this  matrix .
Splitting Chart of Accounts (COA) At Header Level Vs. Line Level

Splitting COA at the Header Level will apply the split to all lines on the PO. 

Splitting COA by Line Level allows you to customize COA percentage allocated to that specific line. BEST PRACTICE for Subaward: Put line 1 COA at the header and then edit each line with their own unique COA. 

For any questions on how to split a COA, please contact your regional group:  https://regionalservices.berkeley.edu/home .
SCM Service Level Turnaround Times

Urgent requests will be handled on a first-in-first-out basis. Standard turnaround time (Service Level Agreements) for purchase and contract types are available on our  Service Level web page

Please be aware that contract negotiations with suppliers may cause delays.
Ship To Address vs Final Destination

A Ship To Address is the address that is sent to the supplier. When the supplier is delivering items, they will deliver to the ship to address (which is also visible on the PO they receive).

A Final Destination code is an address only associated to UC Berkeley. Final destination code are used when departments have a central receiving location. The ship to address is the central receiving facility. When the packages are received, the department central receiver looks the PO up in BearBuy and looks for the final destination code. The final destination code is then the office/room number of where shopper needs the items. Final destination codes are never sent to the supplier and are NOT reflected anywhere on the PO.  
BearBuy Resources
Below are links to the BearBuy homepage, instructional aids, training courses, and information on how to create Service Now tickets for BearBuy related issues.  
Whether you are an experienced or a new BearBuy shopper, it is always best practice to attend an in person training session with a designated BearBuy trainer. If you are interested in attending a BearBuy “Basics for Shoppers Training”, please click the training courses link above to sign up for our next class. We look forward to your attendance and being of assistance to better serve you!