Continuous Improvement in FY25

UC food procurement leaders and campus chefs
Systemwide

Chefs + Procurement = Smarter, More Sustainable Food Buying

In June 2025, UC food procurement leaders and campus chefs met at Sysco San Francisco for a two-day product rationalization and cutting event. Reviewing nearly 900 meat SKUs ($8M), 450+ poultry SKUs ($6.3M), and 59 French fry specs (across six campuses!), the team aimed to streamline inventory, boost sustainability, and cut costs. Benefits included stronger supplier leverage, savings without culinary compromise, menu consistency, and simpler logistics. 

Early wins: $51.7K annual French fry savings and new opportunities with Cream Co., Real Good Fish, Sweet Street, and Fable Foods. Chefs provided valuable insights and confirmed minimal or no culinary impact from the proposed changes. This collaborative effort marks a tastier, more sustainable path forward for UC food procurement.

A tattered book undergoing digital scanning
UC Berkeley

Library Bindery: Preserving the Past, One Book at a Time…

Tucked away in Berkeley’s Supply Chain Management organization, the Library Bindery expertly preserves printed materials through a blend of mechanized and artisan processes. This unique operation serves the entire UC system and is the ‘binder of choice’ for prestigious clients beyond UC, like the State of California and the Academy of Motion Picture Arts and Sciences’ Library. This skilled team ensures that these valuable pages endure for generations. In a digital age, the Library Bindery remains a steadfast champion of print, preserving the texts that serve as a foundation of knowledge and truth.

Decorative - Pendo and Jaggaer logos
UC Berkeley

Enhancing Digital Adoption at Berkeley

In early 2025, UC Berkeley selected Pendo and Jaggaer as the campus platforms for digital adoption and assist tools. These solutions are now being implemented to guide and support users across Procurement and Financial systems—making technology more intuitive, accessible, and effective. By investing in these tools, Berkeley is streamlining system navigation and ensuring our community can focus less on processes and more on impact.

Time to process purchase orders: 70% in one day, 8% in 1–2 days, 14% in 2–6 days, 5% in 6–11 days, 3% in 11–30 days, 1% over 30 days. Approximately 97,300 same-day out of 139,000+
UC Berkeley

Faster, Smarter, and Setting the Standard

In FY25, Berkeley processed over 139,000 purchase orders through BearBUY, totaling nearly $839 million in spend. That’s a 29-point improvement over seven years ago. Jaggaer, the platform behind BearBUY, now considers Berkeley best-in-class for total volume management spend. A full 70% of POs were processed in under 24 hours with another 8% wrapped up within 48 hours. This reflects Berkeley’s dedication to using systemwide and campus procurement contracts that do the heavy lifting on risk, compliance, and cost control upfront - both faster and smarter!

Screenshot of an email from Candex to a supplier
UC Davis

UC Davis Streamlines One-Time Payments with Candex

Processing one-time payments at UC Davis used to require setting up individuals as vendors, creating thousands of unnecessary records. In February 2025, Business and Financial Services launched Candex to streamline the process. Integrated into Aggie Enterprise, Candex lets departments request payments for honoraria and research subjects, while payees register securely to manage banking and tax details. Since launch, UC Davis has processed $18,000 in payments to 1,500+ individuals. With expansion planned for referees and stenographers, Candex is making small payments faster, safer, and easier campus-wide.

Illustration of three men running along three vertical tracks, going from left to right. The tracks merge together to form a hand pointing right.
UC Davis

UC Davis Delegated Authority Pilot to Streamline Contracting

All agreements have typically required review by the Business and Revenue Contracts team, slowing down routine, low-risk contracts. To streamline the process, Supply Chain Management (SCM) launched a delegated authority pilot in December 2024. Two event-focused departments gained authority to sign unmodified hotel, venue, and catering agreements, processing 60+ contracts to date. The Research Core Facilities Program received authority for routine revenue agreements, with a dozen staff trained and equipped to manage them. SCM plans to expand the pilot, making contract management faster and more effective campus-wide.

A digital credit card on a phone being used to pay for services
UC Davis

UC Davis Pilots Instant Card for Safer, Smarter Travel

Handling cash for travel has long been a challenge at UC Davis, especially in Athletics, where coaches carried cash for athlete meal allowances. In November 2024, the Card Program team piloted Instant Card, a virtual travel card accessed via smartphone with set spending limits, vendor restrictions, and direct expense tracking. In just eight months, Athletics returned nearly $10,000 in unused funds. Instant Card reduces cash risks, boosts accountability, and delivers savings. With Athletics’ success, UC Davis plans to expand it campus-wide in 2025.

the front of a UC Davis payment card for the Repro Graphics department
UC Davis

UC Davis Repro Graphics Streamlines Campus Copier Program

UC Davis has over 500 copiers serving the campus, but until recently, Repro Graphics staff had to collect meter data manually—a challenge with hybrid work and building access. In July 2024, Repro Graphics partnered with vendor Ubeo to automate the process, sending data directly into spreadsheets and the billing system. After one year, 312 monthly trips and 26 quarterly trips were eliminated—saving time, improving billing accuracy, and preventing errors. The automation makes the program more efficient, sustainable, and service-focused.

Two interns and two staff members embracing in front of the UC Bank logo on a wall
UC Davis

US Bank-Funded Internships Advance Payment Modernization

In summer 2024, UC Davis launched the Procurement Card Usage Analysis and Findings project, powered by U.S. Bank-funded student internships. The initiative supports P-Card growth and expands Payment Plus, an electronic payment solution that streamlines vendor payments while generating cash rebates for the university. Interns gained hands-on experience in supplier engagement, data analysis, Oracle integration, and financial operations. They also identified ways to boost efficiency, strengthen supplier relationships, and promote modern payment technologies—while gaining practical exposure to university finance.

professional training session showing an instructor presenting to a diverse group of participants in a modern conference room. On the screen, display a graphic related to 'UCI Procurement Excellence' with icons representing concepts like 'Compliance & Policy,' 'Sourcing Strategies,' and 'Financial Stewardship,' indicating 'Increased Efficiency & Confidence.'
UC Irvine

Department Buyer Training Builds Confidence and Compliance

To help campus buyers navigate evolving policies, UC Irvine Procurement Services launched bi-monthly training sessions covering sourcing strategies, Export Control, Conflict of Interest, PALCard exceptions, and requisition best practices. Recorded sessions are paired with step-by-step guides for later on-demand access. Buyers now work more efficiently, reduce compliance issues, and approach procurement with greater confidence. Blending live learning with lasting resources strengthens procurement learning.

Illustration of three digital credit cards flying in a cloudy sky
UC Irvine

UC Irvine Adopts Payment Plus with Student Engagement

UC Irvine Procurement Services and Accounts Payable launched Payment Plus, replacing checks and ACH with Visa virtual cards to speed payments, boost security, and cut costs. Over 200 suppliers have enrolled, with more joining monthly. Supported by a U.S. Bank–funded student intern, UCI ensured smooth adoption while giving hands-on financial operations experience. The program strengthens efficiency, supplier cash flow, and student development—a win on all fronts.

Close-up of a person using a laptop with interactive digital charts and analytics dashboards projected above the screen.
UC Irvine

UCI Advances End-to-End Procurement Project

Procurement Services is transforming purchasing through the End-to-End (E2E) Procurement project. Procurement has finalized the design of UCIBuy+, powered by Jaggaer, to replace KFS’s manual, fragmented processes. Developed with strong campus collaboration, UCIBuy+ will deliver a more efficient, transparent, and customer-focused procurement experience. Benefits are many, including improved transaction visibility, automated compliance workflows, faster PO processing, simplified forms, and cost savings.

Two monitors showing a Zoom call with 20+ particpants on one screen and a procurement dashboard on the other screen
UC Irvine

UCI Procurement Services Debuts Virtual Office Hours

In FY24/25, UCI Procurement Services launched bi-weekly virtual office hours, giving staff a convenient drop-in space to ask real-time questions on requisitions, POs, agreements, and policies. Complemented by 1:1 training and ServiceNow appointments, the program ensures tailored support. Departments now get faster answers, reducing purchasing delays, while stronger engagement has built a culture of partnership.

Decorative Service Now logo
UC Irvine

UCI Procurement Streamlines with ServiceNow

UC Irvine Procurement Services transformed procurement support by moving to the ServiceNow ticketing system in FY25. Over 9,000 tickets were processed in the first year, with insights driving clearer website guidance on POs, forms, and policies—reducing repeat questions. ServiceNow created a continuous improvement cycle, making procurement more customer-focused and efficient while reinforcing UCI’s commitment to service excellence.

Beau Jimmerson as associate vice chancellor of procurement services and supply chain operations
UCLA

Beau Jimmerson Joins UCLA Leadership Team

UCLA’s Office of the Vice Chancellor and Chief Financial Officer is proud to announce the appointment of Beau Jimmerson as associate vice chancellor of procurement services and supply chain operations, effective July 2025. Beau joins the Bruin community with over two decades of leadership experience in procurement and strategic operations. Beau’s strategic vision, innovative mindset, and customer focus will be vital as UCLA navigates the current financial landscape while still advancing its education, research, and service mission.

A building on the UCLA campus seen from above
UCLA

UCLA Streamlines Procurement Training with Scribe

The Change Management + Media Innovation (CMMI) team within UCLA’s Office of the Vice Chancellor & Chief Financial Officer has streamlined procurement training centered around Scribe, a digital tool for creating intuitive, step-by-step guides. Since launch, over 50 Scribes supporting procurement processes have been created and embedded directly into Campus Purchasing & Payables web pages, improving accessibility and streamlining the user experience. These materials have already garnered more than 40,000 views, signaling strong engagement from both campus users and vendors. Looking ahead, CMMI will continue to apply this approach, integrate user feedback loops, and leverage analytics to measure impact.

illustration of a scientist in her lab, ordering supplies and smiling
UC Merced

Merced Sees Exciting Impact with BobcatBuy+

In October 2024, UC Merced’s Supply Chain Center of Excellence launched BobcatBuy+, a new campus shopping platform powered by Labviva, a systemwide partner platform first launched at UC San Diego. Since Merced’s launch, suppliers and catalogs grew from 25 to 36, invoice exceptions dropped 50%, and savings averaged $400 per 1,000 orders. Economic Impact spend rose 137%, peaking at 25.2% in December. With new suppliers, catalog expansions, and features like Community Purchases, BobcatBuy+ is boosting efficiency, savings, and sustainable impact for UC Merced.

A simpliChek vending machine, filled with health care items, in a hallway
UC Merced

UC Merced Launches Wellness Vending Machines

UC Merced Procurement completed installation of two SimpliChek Wellness Vending Machines in Student Housing and the Library lobby – making it easier for students to access everyday health and wellness essentials. Stocked with OTC medications, healthy snacks, and personal care items, the machines provide students with convenient, 24/7 support. From paper cuts to personal care, UC Merced students can count on these Health & Wellness vending machines to keep essentials close at hand.

Protect Us - the system-wide cybersecurity initiative
UC Merced

Procurement and OIT Deliver Big Wins for UC Merced

A strong collaboration between Procurement and UC Merced’s Office of Information Technology (OIT) delivered two key improvements. Through UCOP’s ProtectUs initiative, they added BobcatBuy+ punchouts for Dell and Apple laptops via CDWG, enabling fast purchases of pre-configured, UC Merced–ready devices. They also revamped the software renewal process: OIT now reviews data security while Procurement ensures contract compliance. These efforts strengthen security, reduce risks, and streamline tech purchases—making them easier, safer, and more reliable for the UC Merced community.

UC Riverside

Campus Community Helps Choose UCR’s New Coffee Partner

UC Riverside has welcomed Klatch Coffee as its new campus provider after a competitive RFP in May 2025. What made the process unique was community involvement: more than 200 students, faculty, and staff joined a tasting event, scoring each supplier’s coffee via QR code. Those results factored into the quality evaluation, ensuring a best-value award. Founded by UCR alum Mike Perry, Klatch is known for award-winning, sustainably sourced coffee, set to debut across campus in Fall 2025.

A cup of Klatch coffee on a saucer
Eleanor Roosevelt College (ERC)
UC San Diego

ERC Students Gain 24/7 Package Access with New Locker System

Eleanor Roosevelt College (ERC) students can now access packages anytime with new rear-loading self-service lockers in the ERC Student Activity Center, serving 1,500 residents and 27,000+ packages annually. Previously limited by long lines and restricted hours, the new system—developed with Housing, IT, and Procurement—streamlines operations, reduces labor, and enhances convenience. As the third phase of UC San Diego’s locker strategy, it delivers 24/7 access, faster processing, and a scalable, student-centered solution supporting modern delivery needs.

Benioff Children’s Hospital Oakland
UC San Francisco

UCSF SCM Expands Support for Benioff Children’s Hospital Oakland

UCSF Supply Chain Management (SCM) expanded its support for Benioff Children’s Hospital Oakland with new services launching this summer. Beginning July 6, SCM began providing BCH Oakland employees with expense, travel, and P-Card support—while SCM Logistics has also integrated BCH Oakland’s outbound mail into UCSF's centralized system, saving costs and streamlining operations. Together, these efforts strengthen efficiency, compliance, and collaboration across UCSF.

UCSF Supply Chain Management’s Response Team
UC San Francisco

UCSF SCM Response Team Celebrates Five Years of Service

UCSF Supply Chain Management’s Response Team is celebrating five years of service excellence. What began in 2020 as a rapid pivot during the pandemic has grown into a trusted support hub, resolving thousands of tickets each year and helping customers across UCSF and beyond. This team continues to drive efficiency, education, and innovation in support of our community.

52% reduction
UC San Francisco

UCSF Procurement Improves Queue Stats and Service Levels

Managing procurement requests efficiently keeps UCSF’s operations running smoothly. In 2024-25, the Strategic Procurement team took significant steps to reduce backlog, improve processing times, and ensure departments and suppliers receive timely support. Their efforts have led to major improvements in queue management, demonstrating a strong commitment to service excellence.

womans hand holding a credit card and shopping bags
UC San Francisco

UCSF Tango Gift Cards Ready to ‘Dance’ on Demand

UCSF has launched the new Tango gift card punchout in BearBuy, making it easier for staff to purchase and distribute digital rewards. With Tango, employees can quickly order electronic gift cards for recognition or research participant payments, giving recipients access to 150+ popular brands through a simple online rewards catalog.

man reading the Small Business First requisition guide
UC Santa Barbara

UCSB Streamlines Small Business First Process

UC Santa Barbara introduced improvements to the Small Business First (SB First) process to cut administrative burden and streamline compliance. Some requisitions, such as federally funded purchases or contract amendments, now bypass SB First review, saving processing and oversight time. A new validation requires requisitioners to select the correct SB First category before submission, with quarterly compliance reviews ensuring accuracy. UCSB Procurement also released an updated SB First Requisition Guide with instructions, definitions, and supplier resources.

three woman in front of a whileboard, examining the procurement process
UC Santa Barbara

P-Card Process Optimized Ahead of Oracle Launch

Ahead of UCSB’s July 2025 transition to Oracle Financials Cloud, a U.S. Bank–funded student intern supported Procurement Card process optimization in Jaggaer. The project delivered cost savings, streamlined administration, improved integration, clearer process mapping, and reduced risk—enhancing cardholder experience while strengthening long-term financial operations. These improvements create immediate value and position UCSB for a smoother Oracle transition.

UC Santa Cruz

Driving Efficiency and Revenue Through Student Engagement

With support from the U.S. Bank Student Engagement Fund, UCSC launched a project that boosted revenue and created student opportunities. Interns analyzed campus spend data and identified ways to shift payments from checks and ACH to solutions like Payment Plus, Instant Card, CTE-Cards, and P-Cards. The effort drove card program growth, streamlined payments, and increased revenue while reinforcing UCSC’s commitment to practical learning and financial innovation.

Interns analyzing campus spend data at a table together
Systemwide

Big Plans for US Bank Internship Awardees

The UC & U.S. Bank Student Engagement Fund fuels innovation and enhances campus procure-to-pay systems, processes, and programs while providing meaningful internships for UC students. The 2025 Fund Awardees have big plans for their interns to launch new programs and streamline existing processes at their campuses.

Systemwide

Improving Data to Drive Smarter Decisions

In March 2025, UC Systemwide Procurement finished the Spend Classification Improvement (SCI) project. The IAS team worked with Strategic Sourcing and GEP to improve spend data in CalUsource. Over $1B in spend across 6.7 million records was reclassified, including $14M in misclassified IT spend. A new monthly data refresh and better tools help keep the data accurate. SCI is helping UC make smarter sourcing and forecasting decisions.

Systemwide

Procurement Exchange: Learning, Sharing, and Connecting

In May 2025, Systemwide Procurement started “Procurement Exchange,” a monthly webinar series for the UC community. Each session is an hour or less and covers important topics about higher-education procurement, like sustainability, tariffs, and risk management. The webinars are a chance to learn, share best practices, and hear from both UC staff and guest experts. Everyone can watch past sessions.

Procurement Exchange

Systemwide

Annual Bank Card Conference Delivers Innovation and Rewards Excellence

The University of California and U.S. Bank Annual Conference brought financial professionals from across the UC system to Santa Cruz in October 2024 for two days of analysis, strategizing, and recognition. This year’s event highlighted innovations to enhance efficiency, improve adoption, and combat fraud in UC’s financial operations, and recognized standout achievements with multiple Best-in-Class awards.

Systemwide

Charting a Path Forward – Starting with Better Data

In 2024, UC Procurement finished the Source-to-Contract (S2C) Market Research project. The team examined whether to replace or improve tools like CalUsource and Benefit Bank. They found that success depends on better data, fixing process issues, and having flexible technology. This work helps build a smarter and more connected procurement system for UC.

Systemwide

UC Innovation Shines at NAEP Conference

In November 2024, over 200 higher education procurement professionals gathered in Phoenix for the annual National Association of Education Procurement (NAEP) District VI Conference, with UC Procurement professionals leading the pack of presenters and attendees. This event spotlighted procurement innovation, showcasing how forward-thinking approaches can amplify our impact on stakeholders, communities, and the procurement profession.

Systemwide

Inside E-Commerce: UC Tours Amazon

What does it take to get that last-minute lab equipment, office supplies, or book to your doorstep in record time? Representatives from UC campuses in Northern California and UC Systemwide Procurement (SWP) got an exclusive look at the cutting-edge logistics behind Amazon’s operations during a recent tour of the company’s Patterson California Fulfillment Center (OAK3).

Systemwide

50% Analytics Efficiency Boost with AWS Migration

The SWP Analytics team migrated key SQL and Tableau environments to Amazon Web Services (AWS), part of UCOP IT Services’ shift of 383 servers to the cloud. This upgrade powers UC Procurement dashboards and analytics with 50% faster data loads, stronger security, reliable access, and timely reporting, and lays the foundation for faster insights, better protections, and more agile decision-making across UC.

Systemwide

Streamlining BLS Data for Smarter Savings

Category managers spent a lot of time tracking CPI and PPI data from the Bureau of Labor Statistics for Benefit Bank savings. The IAS team worked with them to build a consolidated database and create a Tableau dashboard. This dashboard gives accurate BLS data in real time and is easy to use. Monthly updates keep the data fresh and help with savings calculations. The new system saves time and helps UC Procurement with better supplier negotiations.

Strategic Priorities

UC Procurement is committed to the five strategic priorities below. Through dedication to these priorities, we strive to empower our campuses, foster innovation, and shape a more sustainable and equitable future. This Annual Report is organized by these five priorities – click any card to delve into our progress in these areas:

Econ & Social Impact

Economic and Community Impact

As stewards of public funds, we aim to enhance economic opportunity and advance sustainable supply chain solutions.
Partnerships

Strategic Partnerships

We form collaborative and mutually beneficial supplier relationships that leverage strengths, resources, and expertise to create exponential value.
Drive value

Drive Value and Savings

UC uses best value sourcing to ensure the most advantageous balance between cost, quality, and performance over the lifecycle of a product or service.
Continuous Improvement

Continuous Improvement

Our ongoing efforts to enhance processes, products, and services via incremental changes to increase efficiency, quality, and effectiveness.
Caution

Risk Management

Our supply chain, legal, and policy strategies minimize risk to safeguard UC against financial, operational, and reputational damage.

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