October 14, 2019
Supply Chain Management News
October 2019
Dear Campus Community,
  
Supply Chain Management (SCM) would like to inform you of important updates and events. 

This month's features:   
 
  • BearBuy Browser Support
  • Approved Online Survey Suppliers
  • Refrigerator Disposal
  • Winter Break Schedule
  • Cool Tool to Help Reach Diversity Goals!

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
BearBuy Browser Support
Effective November 11, 2019, BearBuy will not function using Internet Explorer, version 10 or earlier. We recommend using the latest version of Chrome for best overall performance.
Approved Online Survey Suppliers
SCM is pleased to announce that Google Forms and Qualtrics are approved suppliers when it comes to online surveys or event registration forms administered by the University. These suppliers are on contract with IST and offer FREE basic features for campus use. 
 
In addition, UCOP is performing an RFP for online survey solutions which may provide additional suppliers in the near future. Any results for new supplier options will be shared upon completion of the award.
 
For more information on Google Forms and Qualtrics, please visit the IST website Surveys and Online Forms site.  
Refrigerator Disposal
Effective October 1, 2019, the UC Berkeley's Surplus department will charge a $121.00 fee for all refrigerator disposal. If your department plans to go through Surplus for disposal, please attach a required Interdepartmental Order/Charge form (IOC) to the refrigerator(s) to be disposed of and include a copy with the request for pick up.
 
For more information on Surplus' disposals, please see the University's Property Management Disposal page .
 
If your department is purchasing a new refrigerator, please work with the supplier for disposing and/or recycling the used refrigerator(s) during the process of procuring new ones as suppliers may offer discounts or other incentives for upgrades or trade ins. In addition, an IOC is not required upon successful coordination of disposal or trade in with a supplier; thus, enabling easier pickup and cost savings for your department. 

Please contact your Berkeley Regional Services (BRS) Team Lead or SCM Buyer if you need assistance with your transaction.
Winter Break Schedule
SCM will have reduced staffing from December 20, 2019 through January 3, 2020 for the winter break.
   
  • The BearBuy system will remain up and available to campus users during this period.  
  • Turnaround time will be slower than published Service Levels due to limited staff availability. We strongly advise that departments submit purchase requests for services and high value orders (over $10,000) no later than December 2nd if the goods or services are needed between December 20th and January 3rd.  
  • Emergency acquisitions and automatic approvals (such as catalog orders under $5,000.00) will continue to be processed over the curtailment period of December 24 through January 1. If you have an emergency during this time, please email your assigned buyer and copy supplychain@berkeley.edu with the subject line "Emergency Acquisition" and a description of the business need. A buyer will contact you as soon as possible during regular business hours. Emergencies are defined as purchases necessary to protect the life-safety of the campus community or required to maintain research and business continuity. 
  • Report any service issues or unscheduled down time to bearbuyhelp@berkeley.edu.
Cool Tool to Help Reach Diversity Goals!
Help UC reach our 25% Economically and Socially Responsible spend goals by using Explorer Professional , an online search platform provided by Supplier.io , UC’s new supplier diversity data enrichment service . Supplier.io will also enrich UC spend data in CalUSource with supplier diversity information.
 
Use the Explorer database to find diverse suppliers to do business with, as well as locate diverse businesses already working with UC. (UC supplier information will be included in Explorer by the end of October and data enrichment will be added to CalUSource then, too.) 
 
To access Explorer Professional, complete this Explorer Access Request Form or contact your local Supplier Diversity Coordinator to request access.

Also, register for one of these training sessions:
 


 
If you cannot attend one of the training sessions, there is a recorded User Training webinar available on the UC Supplier Diversity Data Training webpage to get you started. This tool is key to helping UC campuses reach diversity goals!
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 .
Supplier Onboarding

If you are curious to know how long it will take to process a new or previously submitted request, please visit the  Vendoring Overview web page .
 
For a refresher on how to request a new supplier/vendor record, visit the Supply Chain Vendoring's  How To Page  for instructions on requesting new supplier records, updates, or reactivation of vendor records. 

Please keep in mind that incomplete requests such as missing department/supplier contact information or tax information will result in extended processing times.
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.
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!