May 31, 2013 America to Go Town Hall

2 Agenda Project Overview America to Go Benefits Screenshots of America to Go Project Timeline How to Prepare

3 Spend Today More than 25,000 catering transactions were processed by UCSF and UC Berkeley in FY This accounted for more than 16 million dollars in banquet and catering spend. Over 80% of the transactions were for less than $1,000.00

4 Operations Today Many Approved purchasing methods including: Purchase Orders, Payment Requests with Entertainment Reimbursement forms, Personal Reimbursements and Entertainment Credit Cards. Process is manual and time consuming Information about available caterers is fragmented and difficult to find with over 300 suppliers used across both campuses Caterers often experience delays in payment with more than 25% of vouchers paid after the due date. University Policy compliance is uneven.

5 Catering in BearBuy The Vision Provide a simple, automated process for ordering and paying for simple catered meals delivered to the UC Berkeley and San Francisco campuses that reduces the amount of time spent ordering and paying for these events while complying with UC policy requirements.

6 Making It Happen The Rule – Initial Focus: The 80% of the transactions that happen every day. These are the small (under $1,000.00) orders for meetings and program activities. – Include options for larger events from day one. Next Steps: The 20% – Focus on Exceptional Entertaining: large events, alcohol, exceptional approval required.

7 America To Go  A Punch-Out Catalog integrated into BearBuy.  Caterers in the Catalog are approved and compliant with campus requirements for: Insurance Licensing and Permits Sustainability

8 Benefits to Campus Users 24/7 customer service from America to Go Searchable menus and saved favorites Streamlining Ordering and Payment processes to save time and money for departments. Caterers have approved Insurance and Permits on file. Catalog has per person financial rates and event requirements built in.

9 How Will Purchasing Processes Change? Users will be able to source and order directly within America To Go for most meetings, program activities and entertainment catering. Paper Entertainment forms will be used for exceptional purchases instead of every day activities. Department level Approvals will happen within BearBuy.

10 What Stays the Same All Transactions regardless of dollar amount will go through department approval processes in compliance with Entertainment Policy (Bus.79) The same caterers that you use today will be in America To Go. – We are currently working directly with these caterers to add them into the system.

11 Benefits to Caterers and Restaurants Preferred Suppliers. Searchable by Name, Food and Business types Potential Increased Sales to Campus Customers Faster, Automated Payments Online order tracking 24/7 Customer Care Easy to Update Menus. Only required to provide insurances and permits yearly rather than per event.

12 What are the Requirements to Participate in America to Go? Current Business Permits and Licenses Sufficient General Liability, Workman’s Compensation and Vehicle Liability Insurance naming the University as additionally insured for operations on campus. Practice Sustainable business practices as demonstrated by green certifications, providing compostable, recyclable and or re-usable items, using sustainable and fair trade food products A signed agreement with America to Go

13 Introducing America To Go Audrey Emmer Vice President, Business Development America To Go, LLC Office: Cell: Customer Care:

14 Landing Page

15 Set your delivery time Place your order well in advance Allow enough time for your approver to approve your order. Allow enough advance notice for the vendor to prepare for your delivery.

16 Once you set a delivery time, a list of available and approved vendors will appear You can sort vendors by various filters or mouse-over a vendor’s name to see basic information such as delivery fees, minimums and lead times. Click on a vendor’s name to view more information. Click the logo or the ORDER NOW button to view the menu. Select a restaurant or caterer

17 Select the items you want and simply add them to your cart As you add items, your order automatically updates in the shopping cart on the left. Click “add special instructions” to make any special requests (e.g. please put condiments on the side). Place your online order ← Price dynamically updates as extras are added.

18 Campus Policy Add Information required by Campus Policy. Meal Type Activity Type Business Purpose Number of Attendees  America To Go will automatically calculate the Price per Person.

19 Confirm your order Review Order Summary. – Caterer – Date/Time – Items – Type of Activity – Per Person Costs Return Order to BearBuy for approval.

20 Upon submission, your requisition is returned to your BearBuy shopping cart. You will be taken through the BearBuy workflow and your order will be submitted for approval. Once your order is approved, the vendor receives a copy via a web site, , or fax. Make sure your approver approves your order with enough time for the vendor to prepare for your delivery. The order will then be confirmed with the restaurant. You will receive a confirmation from America To Go once your order has been confirmed. The Customer Care team is available 24/7 for any questions or rush orders. (866) ATG- TOGO Submitting Orders

21 Project Next Steps Finalize Business Process Site Design and Testing Adding Caterers’ menus to portal Campus Training Launch

22 Project Timeline Contract, March 2013 Business Process Review (April- May) Technical Implementation (April-July) Training (Fall 2013) Launch (Fall 2013)

23 How Should We Prepare for America To Go? Follow the BearBuy Updates – Read the BearBuy Newsletter. – Visit the Procurement site for updates and frequently asked questions. Review current department practices – Who purchases and who approves catering? – Identify participants for training in BearBuy. Identify preferred caterers and restaurants – Encourage your favorite caterers to participate.

24 Caterers and Restaurants  What if my preferred caterer is not listed in America To Go? America To Go will be continually adding new caterers. The list of contracted caterers will be made available prior to launch on the Procurement Website under Frequently Asked Questions: America To Go. Caterers are required to meet the University’s minimum requirements in order to participate with America To Go.

25 Caterers and Restaurants  Will Cal Catering be in America To Go? We are working with Cal Catering to determine if America To Go is a good fit for campus ordering and billing. More information will be made available over the summer on the America To Go Frequently Asked Questions page.

26 Caterers and Restaurants  Will the Faculty Clubs and International House be in America To Go? Conference Centers and hotels, including the Faculty Clubs, and International House will not be included in the initial roll out of America to Go as they provide food services to their respective locations. We will be working with these organizations in the future to determine how they might be included.

27 Additional Resources America To Go Frequently Asked Questions frequently-asked-questions frequently-asked-questions BearBuy Procurement and Newsletter signup Business 79, Meetings and Entertainment Policy: BearBuy Training Materials:

28 Campus Contacts Richard Taylor, Director of Procurement Strategies: Joyce Sturm, Director of Disbursements: Stacey Templeman, Catering Project Manager:

29 Questions?