Supply Chain Management News
July 2019
Dear Campus Community,
  
Supply Chain Management 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:  
 
  • Purchasing Merchandise Displaying University Logos - Cups, Shirts, Hats, Etc.
  • Coming Soon - UC Systemwide Audio Visual Contract Awards
  • Takara Bio USA Update
  • Fast Track Approval Update
  • BearBuy Down On August 16th
  • 19.2 Jaggaer Release Deployed On July 21st
  • Procurement Tips
  • 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
Purchasing Merchandise Displaying University Logos - Cups, Shirts, Hats, Etc.
The University requires that all departments use a licensee when purchasing items, for any reason, that will be embellished with University intellectual property, with the exception of letter head and business cards. University intellectual property includes all uses of the school name, including Berkeley and California, as well as all logos, landmarks, statues, buildings, departmental names, pictures, Cal Band recordings, references to the University like ASUC, Lair of the Bear, CAA, resource labs, etc. A list of current licensees has been provided below for your convenience. For additional licensing information please see: https://calbears.com/sports/2017/8/30/licensing.aspx

Should you have a question please contact Stephanie Matthews, Licensing Manager at stephanie_mathews@berkeley.edu
Coming Soon - UC Systemwide Audio Visual Contract Awards
Takara Bio USA Update
Supply Chain Management is currently working with Takara Bio USA on implementing a catalog for the future.
Fast Track Approval Update
As of April 14, 2019, all low-value catalog (under $5K) and non-catalog (under $1K) orders that are filled out correctly are auto-approved the same day. Since Fast Track Approvals were implemented purchase order turn-around times have improved significantly. In the last 30 days same day completed orders improved by 62% over FY18. Currently, 67% of ALL BearBuy orders are completed by the next day. We encourage you to use the BearBuy Catalogs for quicker turnaround times, cart to purchase order dispatch.
BearBuy Down On August 16th
BFS will undergo Critical Patch Updates and will be unavailable on Friday, August 16th. BearBuy will also be unavailable due to dependence on BFS for user roles, permissions, COA validation, and supplier data.   

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.
19.2 Jaggaer Release Deployed On July 21st
We are pleased to announce that Jaggaer 19.2 Release went live in BearBuy on July 21, 2019.
Procurement Tips
Splitting COA At Header Level Vs. Line Level
Splitting COA at the Header level will apply the spit to all lines on the PO. 
Spltting 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.

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.
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 or click on one of the training links below to sign up for a class. 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