September 21, 2020

Supply Chain Management News September 2020

Dear Campus Community,    Supply Chain Management (SCM) would like to inform you of important updates and events.  This month's features:   Reminder: Shipping to Campus Procedures Attention: Change Order Preparers Zebra Thermal Power Supply Unit (PSU) Recall New Business Contracts and Brand Protection (BCBP) Website  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

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Reminder: Shipping to Campus Procedures

To ensure that no packages are left at a closed campus building or returned to the sender, you MUST choose one of the open campus receiving locations listed in the link below as your Ship-To address in BearBuy when shipping a package to campus.  For your convenience, the Ship-To address code for each campus receiving location is provided in this list: https://supplychain.berkeley.edu/sites/default/files/ucb_open_build_09_18_20.pdf In addition, please do not use your default address code if your building is closed. We cannot guarantee the security of your package if left at an entrance or have the resources to send someone to go by a closed campus building to pick up such a package. However, please enter your default address code as the Final Destination Code in BearBuy so the receiving location knows which building to deliver the package. If you have questions about your building's receiving capabilities, please contact your department manager or building manager.  More information can be found at: https://supplychain.berkeley.edu/news/orders-scheduled-delivery-closed-buildings

Attention: Change Order Preparers

Any and all changes to PO's equal to and over $25,000 will require workflow approval. For example, email addresses and fax numbers for PO distribution, payment terms, ship-to addresses, final destination codes, etc. This is a work in progress until Jaggaer is able to provide a change request that identifies only amount change. Also, we recently discovered a change in look when using the Finalize Revision feature after updating a PO. If you do not want to have the PO sent to the supplier when finalizing revisions, please do not check the box next to Distribute PO. The PO will export to BFS regardless upon clicking the Save button when finalizing the revision.

Zebra Thermal Printer Power Supply Unit (PSU) Recall

A Zebra Thermal Printer Power Supply Unit (PSU) Recall was recently brought to our attention. Various models of Zebra Thermal Printer PSU’s pose a fire hazard as these units can degrade and corrode over time when exposed to moisture and overheat. Please visit the Zebra Power Supply Recall website to verify if you have one of the affected units and to learn how to proceed if so: https://www.zebra.com/us/en/power-supply-recall.html

New Business Business Contracts and Brand Protection (BCBP) Website

BCBP has updated their website and would like to give a big thank you to Jared Espina and Brenda Duenas for helping them get this done. Check out their new site at: https://bcbp.berkeley.edu/home BCBP also finalized their services agreement template, complete with COVID- required provisions which are now available in BCMS, Tools: https://bcms.berkeley.edu/Home/Template.cfm

Stay Informed

Please stay informed with Return to Campus news at: https://coronavirus.berkeley.edu/  More information for COVID-19 related Supply Chain operations can be found at: https://supplychain.berkeley.edu/supply-chain-responses-covid-19  IMPORTANT: Any Suppliers and Contractors who are going on campus must fill out the University's Daily Symptom Screener (located on the SCM COVID-19 page) prior to arrival. They will receive an email to certify that they are now able to go on campus and will need to show campus security this email upon their arrival. For details, please see the UC Berkeley's COVID-19 Health and Safety Guide for Returning to the Workplace for Contractors starting on page 10 of the COVID-19 Training and Guidelines for Contractors located under the COVID-19 Workplace Planning section on the EH&S COVID-19 page: https://ehs.berkeley.edu/covid-19.

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.

BearBuy Homepage Job Aids Training Courses Roles & Responsibilities Help Desk

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!