UCSF P2P Coordinator Webinar 20110727 Final

8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final

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July 27, 2011

P2P Coordinator and Access Administrator

BearBuy Roles Webinar



Key Messages

• Why BearBuy• P2P Coordinator/Access Admin’s Project Role

• Preparation Steps

• BearBuy Roles and Policy Changes

• Key Dates

• P2P Coordinator / Access Admin Packet

• Next Steps

2



What if the two Bay Area UC campuses could pool

their efforts into an integrated

Co-operative Procurement and Sourcing Center of Excellence?

Combined Annual Spend >$1Billion

3



Why BearBuy?

• Addresses unmet end user businessrequirements

• Opportunity to pool commodity/vendor spend

across both UCSF and UC Berkeley tonegotiate better contract pricing

• Collaborate across both campuses through a

common platform, policies, and processes

• Align up with broader UC direction

4



Also aligns us with broader UC direction

5

UC SciQuest Consortium

Centralized Catalog/Contract Mgt.

UCSC UCR UCSD UCB

Irvine

Merced

UCLA

UCSB

UCD

UCOP

Legacy systems, option for P-card Access

to SciQuest under investigation

Currently has legacy version of Perfectbehind the firewall , ERP project in

process, SciQuest a consideration

UCSF



Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct

Project Life Cycle

6

Target :

Fall 2011

Business Process TransformationCommunication, Town Hall,

Ongoing Business Process & System Training

Design Build / Validate Test UAT Training

2010 2011

Drop-in

Lab –

Roles

Mapping

Roles Setup

Preparation

P2P Coordinator/Access Admin Activities



P2P Coordinator/Access Admin’s Role

7

• An initial BearBuy user role worksheet will be provided for each

department based on current P2P roles and our assumptions for

future assignments based on BearBuy functionality

• Work with your department manager / leadership to confirm anddetermine the proper BearBuy user assignments for go-live

• Follow the steps outlined in the rest of this presentation to prepare

you and your department for go-live

Anticipated Role

Assignment

(Mapping

Exercise)

Go-Live list of Users

and Role Assignments

P2P/Access Admin

recommendation



Steps to Prepare for Go-live

1. Become knowledgeable on policy changes2. Familiarize with each BearBuy role and its responsibilities

3. Review preparation packet received around 8/2

4. Attend optional Roles open lab (four Tuesdays in August)

5. Follow step-by-step instructions to complete BearBuy rolesassignment Excel worksheet – Confirm mapped BearBuy roles on the worksheet

– Make name and/or role changes accordingly

6. Submit completed roles assignment Excel worksheet by

9/2 or earlier7. Email your department BearBuy users (exclude Shoppers)

their roles and encourage sign-up for training

8



BEARBUY POLICIES & PROCEDURES

P2P Coordinator/Access Administrator

9



Business Policy and Process Changes

Current P2P Process BearBuy Process

Requisition approval for any dollar

amount

Requisition <$500 will be self-approved

Self-Approval Requester ≤ $2,500 Self-approval Requester ≤ $5,000

Default Approver per person Approval per Procurement Dept Code

Three-way match for goods and services

• Receiving is required

• No online voucher approval

• No over price tolerance

Two-way match for goods and services

• Receiving is not required, but optional

• Online voucher approval ≥ $5,000

• Tolerance of 10% above price but notover $500

10



BEARBUY ROLES


11



P2P Roles Transform to BearBuy RolesFrom PeopleSoft P2P To BearBuy

N/A Shopper

Requester Requester

Default Approver Requisition Approver; Voucher Approver (Suggested)

Ad-Hoc Approver Ad-Hoc Approver(s)

Proxy Approver N/A

Department Buyer Match Exception Handler

Campus Procurement Buyer Campus Procurement Buyer

Receiver Voucher Approver (Suggested)

Requester‐Receiver Requester; Voucher Approver (Suggested)

Requester‐Buyer Requester and Match Exception Handler

Approver‐Buyer Approver and Match Exception Handler

12

These are the default mappings. Departments may decide to

designate different users to fill these roles



Shopper

• Access to Shopper role within BearBuyis available for any user that has a

MyAccess ID, including users who have

another BearBuy role

– Other roles have “Shopping” permissions in

addition to their other role specificpermissions

• Optional: Fills out requisition details

(dept code, chartfields, ship to) by

clicking “proceed to checkout”

• You must ensure your Shoppers know

who to assign their carts to and any unit

conventions for notes / cart naming

13

Shopper

Create carts of

items and assign

the carts to an

individual to fillout or correct any

remaining

information

New role



Requester•

Primary role is to finalize shopping cartsfrom “Shoppers”

• Have all the permissions of a Shopper,

including creating carts

• Requisitions less than $500 will not route for

approval, therefore:

– Requesters must have a solid understanding of

accounting / funding sources

– Have authority to approve transactions up to $500

• Optional: Can be assigned self-approving

authority up to $5,000

– This role is not an Approver role and therefore

does not approve other Shoppers requisitions

• Optional: Can add a pre-approver and up to

two ad-hoc approvers for a specific cart 14

Requester

Review carts

assigned to them,

fill out / correct any

remaininginformation and

place order (submit

into workflow)

New self approval levels



Requisition Approver•

Requisitions above $500 (or $5,000 for self-approving requesters) require approval

which is driven by the Procurement Dept

Code selected

– May manually be inserted by Requesters as Pre-

Approvers or Ad-Hoc Approvers• Cannot approve their own orders above

$500 nor edit the requisitions

• Requisitions greater than $5,000 with at

least one Non-Catalog item will route to

Campus Procurement Buyer for approval

• Departments should determine how to

manage shared workflow folders and if

users should setup email approval

capabilities 15

Approver

Review requisitions to

ensure they are

allowable, allocableand reasonable and

then approve, return,

or partially reject

Same role, new workflow



Voucher Approver•

Matched vouchers (within tolerance*)above $5,000 require voucher approval

• Voucher Approvers ensure that goods /

services have been provided prior to

approving

• Cannot edit a Voucher

• Department to establish business

process for end users to communicate

that goods / services have been

received (if different from VoucherApprovers)

• Suggest assigning role to current P2P

Receivers or a new Voucher Approver* Tolerance is 10% or $500 per transaction, whichever value is less

16

Voucher Approver

Approve that

Vouchers ≥ $5,000

are ok to pay; that

is that goods havebeen received or

services rendered

New Role Assignment



Match Exception Handler• Un-matched Vouchers (outside

tolerance*) generate Match Exception

• Department specific processes decide

any off-line activities

– May need to contact and confirm with end

users whether the price or quantity

discrepancy is OK; or may contact vendor if

rebills are required

• Resolves a Match Exception by

assigning the Voucher to themselves

and clicking “resolve”

– Change Orders are no longer required

– Cannot edit a voucher

• Role defaulted from P2P Buyer

17

Match Exception

Handler

Reviews and

addresses quantity

and pricediscrepancies with

end users and

vendors

New Role Name

* Tolerance is 10% or $500 per transaction, whichever value is less



TIMELINE AND NEXT STEPS


18



Aug Sep Oct

Project Key Dates

Next steps:

•

Role mapping and reference materials distributed by 8/2• Role assignments due back 9/2

• Ensure your users attend the appropriate role-based training

• Target go-live Fall 2011

19

Dept Role AssignmentsRole-Based Training (Classroom,

Webinar, Self-paced)

Drop-in Labs for Role

Mapping Discussion

Lab Time: 9:00 AM to 3:00 PM

Tuesday 2-Aug Parnassus Clinical Sciences C-417

Tuesday 9-Aug Laurel Heights Chancellor's RoomTuesday 16-Aug Parnassus Nursing Bldg N-517

Tuesday 23-Aug Laurel Heights Chancellor's Room

August SFGH Appointments Only

Go

Live



BEARBUY ROLES PREPARATION PACKET


20



What to Expect: Packet Contents

• This presentation• Excel Workbook:

– User names, P2P roles mapped to BearBuy roles

– Step-by-step instructions on how to update roles in BearBuy as

designated by your department• Supporting documents for role assignment decision (including

UCSF End-to-End Business Process)

• Preparation Checklist

• Training Schedule

• Marketing Flyer – will be distributed closer to go-live

21



Sample Role Assignments in Excel

22

PeopleSoft ID Name BearBuy Role P2P Roles Email Address

270593 ANATOMY SF009999 Jon Smith Requester ZPO_REQUESTER [email protected]

ZPO_SPECIALIZED_REQUESTER

SF010000 Larry Brown Requistion Approver ZPO_DEFAULTAPPROVER [email protected]

SF010001 Barry Rivera Requistion Approver ZPO_DEFAULTAPPROVER [email protected]

SF010012 Alfredo DeSoto Requester and Approver ZPO_REQUESTER_ DEFAULTAPPROVER [email protected]

SF010013 Susan Smith Requester and Approver ZPO_REQUESTER_ DEFAULTAPPROVER [email protected] Mary Chan Match Exception Handler ZPO_REQUESTER_DEPTBUYER [email protected]

SF010015 Norman Perr y Voucher Approver ZPO_RECEIVER [email protected]

SF010020 William Nguyen Voucher Approver ZPO_RECEIVER [email protected]

Department



23

UCSF End to End Business Process as of 7/12

C e n t r a l

O f f i c e s /

S y s t e m s

V e n

d o r

M a t c h E x c e p t i o n

H a n d l e r / V o u c h e r

A p p r o v e r

R e q u i s i t i o n

A p p r o v e r :

R e

s e a r c h A d m i n ,

B u

s i n e s s O f f i c e r

R e q u e s t e r :

L a b M g r ,

P I ,

A d m i n i s t r a t o r

S h o p p e r :

L a b R e s e a r c h e r ,

G r a d S t u d e n t

Steps required based on transaction policies

Optional steps based on Unit Business Processes

1 1A

Create cart, Add/EnterItems, Assign

Additionalreview

2

Assign codes, attach supporting docs,and submit; if under self approval threshold it

dispatches directly to the vendor

33A 3B

Approve, return orreject Requisition

Pre-approver Ad hoc Approver#1 and #2

Associate / Central Buyerreview and approval

4

Fulfills order andissues invoice

5

6

File packing slip forrecord retention

Acknowledgereceipt of

goods/service

Handle shipmentissue with Vendor

6A 6B

P O

c r e a t e d a n d s e n t t o P S F T a n d S u p p l i e r

( c r e a t e s e n c u m b r a n c e / l i e n )

9A

Address matchexceptions

(if applicable)

2-way match (compare POto Invoice Price / QTY)

Approve or rejectvouchers greater

than threshold

Expensed to GL andpayment to Vendor

8

9B

11

10

GL Verification(SAS 115)

7

Invoice Scanned &Voucher Entered

Required Steps

Payment ProcessesProcurement Processes



BearBuy Go-live Preparation Checklist

• Provide clear and

concise description of

each role

• Actions to complete to

successfully prepare

users for go-live

24



Training OfferingsTraining is available to end users through a variety of channels. Training is

offered from September – December. Early sign up is encouraged to ensure

you are fully trained in BearBuy prior to go live prior.

BearBuy Role DescriptionTraining Delivery Types

UPK* Webinar Classroom

Shopper Search/Shop, Create and

Assign cart

√

Requester Search/Shop, Edit/Create,

Submit Requisition

√ √ √

Requisition

Approver

Review, Check budget,

Approve(return/reject)

√ √ √

Voucher

Requester/Approver

Approve that Vouchers ≥

$5,000

√ √ √

Match Exception

Handler

Dept. Buyer, review and

resolves match exceptions

√ √ Required

Change Order

Processor

Revision to Existing PO √ √ TBD

25* UPK is a self-paced interactive online tutorial



Marketing / Awareness Flyer

26

• Flyers will be sent to

you to help promote

training and increase

awareness of BearBuy – Date

– Location

– Directions to register

– Types of trainingavailable

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