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The smart way to buy
 March 2012
In This Issue
BearBuy is making purchasing easier
What's coming up?
Myth Busters
First Order?
Transforming Education Procurement
UC Berkeley Training
OfficeMax Update
BFS and BearBuy
What's happening in the world of BearBuy?

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We heard from you!

BearBuy is making purchasing easier

  

"It's been a long time since we had a conversation based on P2P.  All is going well and moving along.  I love BearBuy it is truly a piece of cake compared to its predecessor!" - UCSF BearBuy Requester

What's coming up?
     

April 3  
UC Berkeley Cohort 2

Go Live!    

 

April 5  

UCSF Vendor Fair

654 Minnesota St

3rd Floor Patio   

 

April 09  

Faculty Forum on

BearBuy and Procurement   For more information, click here.

  

April 23    

UC Berkeley Cohort 3

Classroom Training Begins

To sign up, click here. 


April 25 

UCSF Vendor Fair

Genentech Hall
2nd Floor
The elephant in the room

Q:  With all BearBuy users able to look at my Req's in BearBuy, how do I keep confidential information confidential?   

 

A: Information cannot be kept confidential in BearBuy! For more information on the Policy Regarding Attachments and Personally Identified Information, click here.

Myth buster








Q: I've heard that I will have to submit paper orders if BearBuy goes down.

A:  Occasionally a catalog will go down. When this happens, the vendor is notified and will reinstate the catalog. Generally this happens quickly with minimal disruption to Shoppers. [more]

First BearBuy order at UC Berkeley

What was it?

Be the first to email the correct answer to oeprocurement@berkeley.edu to win a small prize.  

Check back next month for the answer.

At UCSF,
it's time to retire
P2P Purchase Orders

P2P Purchase Orders will be retired as of June 30, 2012. We ask that departments review all open POs and determine a course of action. For more information click here.

JACS Program will save money on computers







The Joint Administrative Computing Standardization Program (JACS) has been established to standardize configurations and purchasing agreements for Windows and Apple personal computers at UCSF and UC Berkeley.  [more]
Quick Links

Got a submission idea for the BearBuy newsletter?  

Want a myth busted?

Submit it here.  

For more information on BearBuy,
visit the BearBuy website. 

As we prepare for the launch of Cohort 2 at Berkeley, we'd like to share

 Vanessa Wong - Director of Operations  UCSF | UC Berkeley
Campus Procurement and Contracting 
some of our lessons learned and progress from Cohort 1 and UCSF launches.
 

We are pleased to announce that 23.5 million dollars have been saved so far with the new procurement program. The savings have come through contract consolidation; cost avoidance and directing spend through BearBuy.

 

Additionally, the OE steering committee has completed a review of the BearBuy Project and we would like to let you in on some of the findings.  [more]  
 
Ken Anderson, -Director,
 UC Berkeley Disbursements 

Resources at UCSF 

Resources at UC Berkeley   

 

At UCSF and UC Berkeley, new classes and materials are being added as they become available.   Go to bearbuy.berkeley.edu and choose Training for more information. 

    

To ensure your colleagues and staff are kept up to date with what's happening in the world of BearBuy, invite them to sign up for our newsletter here.       

 

John Wilton - Vice Chancellor, Administration and Finance, UC Berkeley 

Jim Hine - Chief Procurement Officer, UC Berkeley / UCSF 

Ron Coley - AVC Business and Administrative Services, UC Berkeley   

Join the live webcast on April 4 from 10:45-12 to hear how UC Berkeley and UCSF's joint Procurement initiative is transforming Education Procurement [more]

Classroom Training is now available for Cohorts 1 and 2. For more information click here.

 

Based on your feedback we have added several new BearBuy UPKs and Job Aids.

A complete listing of all UC Berkeley training material can be found here.

UCSF training materials can be found here. 

UCSF Consolidates Office Supply purchases to OfficeMax 

Orders on both campuses can be delivered in reusable totes

To simplify campus purchasing, reduce cost, and maximize our purchasing power, UCSF is consolidating all office supply orders to OfficeMax. To read the message to the UCSF Community regarding the Office Supply Vendor Consolidation, click here. 

Reusable totes program to reduce cardboard waste

This month UCSF and UC Berkeley began a pilot program to have its OfficeMax orders delivered in reusable plastic totes. 

This program could reduce 27,000 pounds of cardboard waste from our campuses annually.  The totes have an estimated life of three years and can be recycled.  

Click here for pilot details at UCSF, here for UC Berkeley.  

Having trouble setting up BFS for BearBuy?
4 new Job Aids are now available

The BearBuy team has completed four Job Aids that assist campus users in setting up and maintaining BFS tools that support BearBuy processes.  

A complete listing of UC Berkeley Job Aids can be found here.

UCSF's Quick Reference Guides can be found here.  


What's happening in the world of BearBuy?  
    
Cohort 1 went live on February 21. Deployment Leads are conducting on-site Shopping demos for interested units. To schedule a demo for your unit, contact David Scronce at dscronce@berkeley.edu.

Cohort 2 will Go Live on April 3. Units in Cohort 2 have recorded their business processes, have completed their role assignments, and are attending classroom training. Cohort 2 users can sign up for role based training here. 

Cohort 3 is preparing for their Go Live date of May 14. Outreach to Chief Administrative Officers is nearly complete and units are working with Deployment Leads to determine their business processes and role assignments. Classroom training for Cohort 3 begins April 23.  

Cohort 3 is the last wave of BearBuy deployment - if your unit has not yet met with a Deployment Lead, please contact Clarissa Fermin at cfermin@berkeley.edu to schedule a meeting.

 

To see a list of units who have an assigned Deployment Lead, click here. Not sure where your department is in the timeline? Send an email to oeprocurement@berkeley.edu. 

 
The CalAnswers and Auto Approved Invoices Report Webinar is now available online

Thank you to everyone who attended one of the live Cal Answers and the Auto Approved Invoices Report webinars.  A 20 minute recording of the webinar can be found on the IST Procure to Pay Reporting webpage (http://ist.berkeley.edu/edw/p2p-reporting) under documentation. [more]

  

BearBuy Attends the Oakland Business and Procurement Fair   

BearBuy Team members Sandy Macasieb and Roesia Gerstein attended the Oakland Business and Procurement Fair on March 2 to spread the word to local business about BearBuy [more]

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The smart way to buy