In last month’s newsletter, we announced the successful completion of several long-term facility rental agreements. This is an ongoing initiative by our Supply Chain Management (SCM) Strategic Procurement team to enhance UCSF’s event hosting capabilities and reduce friction within our procurement process. We currently have nine long-term agreements: Wedgewood Weddings at the PresidioThe Luma Hotel Rawlston White Retreat Stanford Court HotelOakland Museum of CaliforniaRuth Bancroft GardensThe ExploratoriumMission RockAtwater Tavern New!We hoped these agreements would save everyone involved in the procurement process some time. We’re happy to report that we, indeed, see a reduction in processing time when the campus uses pre-contracted venues. The table above presents data from the facility rental requisition process spanning February 1, 2024, to May 31, 2024. During this time, the campus initiated a total of 159 requisitions for facility rentals. Those requisitions processed through our agreement suppliers experienced a reduction in processing time by five days compared to those with non-agreement suppliers. The time saved in the process results from administrative efficiency and the pre-negotiated terms and conditions embedded in these agreements. We've streamlined the process by eliminating the need for lengthy negotiations over legal terms with each new requisition. This achievement was only possible with the dedicated efforts of our team of professional buyers. We encourage our campus community to continue utilizing these agreements for event needs. For information on how to book a facility for events or meetings, review Facility Rental Agreement. “We look forward to seeing the increased efficiency and predictability these agreements bring to our event-hosting capabilities.” – Andrew Clark, SCM Strategic Procurement Executive Director
The University of California San Francisco (UCSF) has been named a finalist for the Top 100 Supply Chain & Procurement Team Award. This recognition highlights the incredible impact and innovative contributions of our team.Voting runs until July 5. Cast your vote on this voting page to support UCSF and acknowledge our team's excellence in supply chain and procurement.
It was -80 degrees cool to be on hand at UCSF's 12th Annual Chancellor’s Sustainability Awards and hear Senior Vice Chancellor Erin S. Gore talk about a whole-campus effort to retire our least energy-efficient freezers in favor of Energy Star models. The ability to reliably and efficiently cold-store biospecimens is an essential part of research supply chain at UCSF. Thanks to Supply Chain Management (SCM) staff members Dean Shehu (co-lead of the program), Charles Sabia, Greg Phillips, and our warehouse staff, who are there to greet every new freezer at our loading dock and help it to its new home in San Francisco. Congratulations also to our campus collaborators like Trish Hackemack, Mary Anne Hallacy, Gail Lee, and others who make this initiative cooler than cold!Dean shared his gratitude: “We are grateful for the enormous institutional support we’ve received from our SCM colleagues, faculty, senior leadership, and $3 million in funding to replace 300 of the most inefficient ULT freezers. We are proud to be part of a project that will create a lasting improvement in UCSF’s carbon footprint and financial resiliency. Sustainable cold storage management provides an attractive return on investment while proactively protecting valuable research materials.”
We are pleased to highlight the success of the U.S. Bank Student Funding project, a significant milestone in our ongoing efforts to enhance payment processes and foster collaboration with our suppliers. The initiative involved hiring three student interns who made substantial contributions to our Payment Plus campaign from December 2023 to May 2024.The Payment Plus program has revolutionized our payment system, enabling the secure delivery of automated virtual Visa card payments to our suppliers. Our objectives with this program were to expedite supplier payments, improve process efficiency, enhance working capital management, mitigate fraud, and reduce transaction processing costs.During their internship, the student interns provided invaluable support to two Payment Plus campaigns. Their responsibilities included conducting extensive research on over 10,000 suppliers, utilizing platforms such as BearBuy, ImageNow, invoice copies, and Google to gather comprehensive vendor contact information. Additionally, they played a vital role in initiating campaign emails to more than 3,700 suppliers, forwarding all communication to U.S. Bank.The interns’ accomplishments were exceptional and contributed significantly to the project’s success. They worked closely with the Disbursement Team, facilitating knowledge exchange and training opportunities. Through their dedicated efforts, they acquired extensive knowledge of Accounts Payable and Payment Plus processes, providing valuable insights and feedback to improve the program and future internships.For a detailed summary of their internship experience, we encourage you to review this presentation, which comprehensively outlines their achievements and contributions.The U.S. Bank Student Funding project exemplifies our commitment to innovation, collaboration, and continuous improvement. We extend our sincere appreciation to the student interns for their exceptional dedication and commend their remarkable success in advancing our Payment Plus campaign.Please stay tuned for future updates on our ongoing initiatives and success stories.
Under University of California (UC) G-28 Travel Regulations policy, reimbursing employee commuting expenses to a campus location is not allowed. For this reason, UCSF employees whose job duties are classified as “fully onsite” or as “flexible” are not eligible for reimbursement of costs to travel to UCSF locations.However, for UCSF employees whose job duties are classified as “fully offsite,” the work location is not a University location. The fully offsite arrangement is for the convenience of UCSF and thus the employee’s home is considered as the work location. The employee may be reimbursed for travel expenses to a UCSF location if they meet the following requirements:Travel may not be more frequent than four trips per fiscal year.The employee’s home location must be outside of the nine San Francisco Bay Area counties: San Francisco, Marin , Alameda, Santa Clara, Sonoma, Solano, San Mateo, Napa and Contra Costa.Due to the changing policy and operational environment, this guidance will be re-evaluated in 12 months.As with all reimbursements, the employee and their department are responsible for complying with relevant UC policies and procedures. If you have questions, please contact your supervisor or the SCM Response Team.
On July 1, 2024, the UC Office of the President updated the system-wide purchasing Terms and Conditions. In conjunction with UC Business and Finance Bulletin BUS-43, UC Terms and Conditions must be used when buying goods and/or services. No changes, deletions, exceptions or additions may be made to these documents, outside of certain allowable exceptions dictated by UC Office of the President, without exceptional approval from the Chief Procurement Officer. If a supplier requests that their terms and conditions be used or requests changes to UC Terms and Conditions, tell the supplier that UC Terms and Conditions are mandated. If the supplier continues to push back, alert your Supply Chain Management (SCM) Department-Assigned Buyer.
Find related news about the UCSF Greenphire ClinCard.
Starting in the afternoon on July 25, the new Supply Chain Management (SCM) website will completely replace the current site. The transition may take a few hours to complete, and you might experience some slowness or minor issues during this period. If you notice any missing images or slow page load times after 5 p.m. on Thursday, please notify the SCM Communications Team. The website address remains www.supplychain.ucsf.edu with all relevant content from the old site repositioned on the new site. Customers will still be able to find content, access linked forms and documents, click through to outside references, and create service tickets as they did before. We will continue to monitor traffic and collaborate with subject matter experts to update and enhance the site as it stabilizes. If you have bookmarked pages from the old site for quick reference or to share, please note that these links may not work or may have updated content on the new site. We recommend double-checking your bookmarks and exploring the new site for new bookmark-worthy content. Thank you for your understanding and patience during this transition. We look forward to providing you with an improved online experience with our new SCM website. "SCM Communications started work on cleaning and updating content last fall with the migration happening just this past March. Since then, we have been working on both sites to keep information available for our customers, so we are pleased to see this project come to fruition. We’re indebted to the assistance provided by IT Web Services and our SCM content experts. I’m very proud of all the work completed thus far and believe the new design and layout will make navigating our site a much better experience for the UCSF campus and Health." — Lucky Corral, SCM Interim Communications Lead
Amazon Business Dedicated Delivery managed by SCM Logistics is now available.
2024 Spotlight Series information from the UC Travel Office.
