View
224
Download
0
Category
Preview:
Citation preview
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 1/26
July 27, 2011
P2P Coordinator and Access Administrator
BearBuy Roles Webinar
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 2/26
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
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 3/26
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
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 4/26
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
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 5/26
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
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 6/26
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
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 7/26
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
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 8/26
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
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 9/26
BEARBUY POLICIES & PROCEDURES
P2P Coordinator/Access Administrator
9
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 10/26
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
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 11/26
BEARBUY ROLES
P2P Coordinator/Access Administrator
11
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 12/26
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
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 13/26
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
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 14/26
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
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 15/26
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
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 16/26
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
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 17/26
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
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 18/26
TIMELINE AND NEXT STEPS
P2P Coordinator/Access Administrator
18
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 19/26
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
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 20/26
BEARBUY ROLES PREPARATION PACKET
P2P Coordinator/Access Administrator
20
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 21/26
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
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 22/26
Sample Role Assignments in Excel
22
PeopleSoft ID Name BearBuy Role P2P Roles Email Address
270593 ANATOMY SF009999 Jon Smith Requester ZPO_REQUESTER abc@ucsf.edu
ZPO_SPECIALIZED_REQUESTER
SF010000 Larry Brown Requistion Approver ZPO_DEFAULTAPPROVER abc@ucsf.edu
SF010001 Barry Rivera Requistion Approver ZPO_DEFAULTAPPROVER abc@ucsf.edu
SF010012 Alfredo DeSoto Requester and Approver ZPO_REQUESTER_ DEFAULTAPPROVER abc@ucsf.edu
SF010013 Susan Smith Requester and Approver ZPO_REQUESTER_ DEFAULTAPPROVER abc@ucsf.eduSF010014 Mary Chan Match Exception Handler ZPO_REQUESTER_DEPTBUYER abc@ucsf.edu
SF010015 Norman Perr y Voucher Approver ZPO_RECEIVER abc@ucsf.edu
SF010020 William Nguyen Voucher Approver ZPO_RECEIVER abc@ucsf.edu
Department
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 23/26
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
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 24/26
BearBuy Go-live Preparation Checklist
• Provide clear and
concise description of
each role
• Actions to complete to
successfully prepare
users for go-live
24
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 25/26
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
8/6/2019 UCSF P2P Coordinator Webinar 20110727 Final
http://slidepdf.com/reader/full/ucsf-p2p-coordinator-webinar-20110727-final 26/26
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
Recommended