Supply Chain Management News
August 2018
Dear Campus,
  
We would like to inform you of a few updates and important events coming soon. 
Please review the topics below and follow the links or scroll down for more information on each topic.  
 
This month's SCM News:
  • Upcoming BearBuy Downtime: Friday, August 10 and Friday, August 17
  • Expediting An Order
  • Banner Alert in BearBuy
  • Procurement Tips
  • SCM Website Survey
  • New Shopper Information

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
Upcoming BearBuy Downtime: Friday, August 10 and Friday, August 17
Friday, August 10: BFS will undergo an upgrade and will be unavailable. When BFS is down, we have to turn off access to BearBuy since user roles, transactions and COA validations are all dependent on BFS.
 
Friday, August 17: BLU will undergo an upgrade and will be unavailable. When BLU is down, there is no way to login to BearBuy. 
 
We understand how difficult this is for Campus users and we are investigating alternatives to provide access when BFS is down. Again, we apologize for this inconvenience. 

You can always find out Service Status by visiting the IST status page: http://systemstatus.berkeley.edu/

In the event of a true purchasing emergency, please contact your Campus Buyer   for assistance prior to the scheduled outage.
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 provide the requisition number in your email and contact  your assigned Buyer . Please only label urgent orders as "Urgent" as we have limited processing capacity and are doing our best to manage a large volume of work.

Urgent is defined as "Failure to act immediately might result in significant bodily harm, significant property loss or damage, violations of law or of University policies or cause significant liability to the University or to members of the University community."
Banner Alert in BearBuy
Jaggaer is the Service Provider that supports BearBuy. The notification includes a link that explains in detail what data is being used in BearBuy. 

Beginning on Thursday 8/9/2018, you will notice a new system banner informing users of updates to JAGGAER's Privacy Policy. This banner will be displayed until acknowledged and will only be re-displayed to alert users when changes are made to JAGGAER's Privacy Policy.
The full text of JAGGAER's Privacy Policy, most recently updated on May 25, 2018, is always available in the application ("Privacy Policy" link at the bottom right-hand corner of the screen) or at the following URL: 
Procurement Tips
Who is my department's assigned Buyer?
If you are unsure of where to start with your purchasing transaction, Contact your Buyer for assistance by using your Org Node and department name to find your assigned Buyer in this matrix .
 
Order Status
If you need help finding out the status of your order in Bear Buy, you can reference the SCM website for guidance on how to look up the status of your orde r 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 provide the requisition number in your email and contact your assigned Buyer .
 
SCM service level turn around 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 can cause delays.
 
Invoice payments to Suppliers
If you need help with getting an invoice paid, please contact the Controller ​'​ s Office at disburse@berkeley.edu and include the PO# along with the invoicing instructions . Invoices that don't match the original Purchase Order price created, might get stuck in match exception delaying payment if there is significant dollar increase. Please visit the Amendment and/or Change Order for instructions on how to amend the order.​
SCM Website Survey
We would love to hear your feedback on our website. Please take some time to take the following survey
New Shopper Information
Below are links to the BearBuy website, instructional aids, training courses and how to create Service Now tickets for BearBuy related issues. You can also find information on the left side bar of the BearBuy home page.

This link will direct you to the BearBuy Homepage. Take note of the main image because this is a high level view of a BearBuy transaction workflow. Additionally, the BearBuy Website is a hub for numerous links such as the   Roles & Responsibilities   tab that defines the various types BearBuy Users.

This link contains numerous BearBuy training materials. Feel free to click on the various videos and guides as you explore the intricacies of BearBuy.

Whether you are an experienced BearBuy shopper or new shopper, it is always great to have a face-to-face training with a designated BearBuy trainer. Review the list of dates for the "Basics for Shoppers training" and choose a date that fits your schedule. We look forward to meeting you and answering your questions.

If you have any problems or issues related to BearBuy you can contact the help desk and submit a Service Now ticket.

Links:
https://supplychain.berkeley.edu/campus/bearbuy
https://supplychain.berkeley.edu/campus/bearbuy/roles-responsibilities
https://supplychain.berkeley.edu/campus/bearbuy/instructional-resources
https://supplychain.berkeley.edu/campus/bearbuy/training-courses
https://supplychain.berkeley.edu/campus/bearbuy/bearbuy-help-desk