BruinBuy Plus
In preparation for the transition to BruinBuy Plus on January 2, 2024, various UCLA systems will be impacted between the dates of December 13, 2023, and January 1, 2024.
BruinBuy and BruinBuy Plus
- On December 14, the ability to create BruinBuy purchase requests, purchase orders (POs), and change orders will be disabled.
- Starting January 2, BruinBuy will become a read-only system solely used to access historical data and reports.
- Beginning January 2, purchase requests, POs, and change orders will be processed in BruinBuy Plus.
PAC & Maximo
- Access to PAC & Maximo will be frozen December 14 through January 1.
- System operations will resume January 2.
Transcepta & Invoice Submission Portal
- On December 13, Transcepta and the UCLA Invoice Submission Portal will be decommissioned.
- Beginning December 14, vendors will begin submitting invoices through the new invoice submission process.
- In the event a critical purchase is required and meets eligibility criteria, an emergency PO process will be available. Comprehensive instructions will be shared closer to December 14.
For more information on upcoming changes and how you can get ready for the launch of the new system, visit the Prepare for BruinBuy Plus web page.
Bruin Finance
UCLA will launch Bruin Finance, the University’s new core financial system powered by Oracle Financials Cloud, in late 2024. As part of this transformation, the Ascend 2.0 Program remains focused on supporting the University to better control business operations and results.
There are four pillars to this fiscal management approach:
- Establish a standardized accounting structure: The new Chart of Accounts will standardize transaction capture processes and accounting practices across the University.
- Provide timely and accurate information: The Financial Reporting & Business Analytics team remains engaged with campus to ensure that the University has a reporting suite and structure that empowers financial report users with useful, understandable, and actionable information.
- Build efficient controls: The transition to Bruin Finance will allow campus to efficiently and responsibly manage internal controls through greater visibility of end-to-end workflow.
- Integrate financial and operational data: Financial and operational data will be integrated in the new Data Lakehouse with modern tools for reporting on that data. This change will eliminate the need to pull data from various systems, allowing financial report users to spend less time searching for data and more time analyzing it for decision making.
More information about this fiscal management approach will be shared at upcoming campus events and forums. In the meantime, visit the Bruin Finance Overview webpage to learn more about the new system.
Research
In September, the second Sponsored Projects post-sprint demo offered an opportunity for select subject matter experts (SMEs) from across the University to review and provide feedback on future Bruin Finance system functionality. On September 13th, 30 SMEs from the Research community attended this session to review and provide feedback on functionality related to Sponsored Projects. The session focused on revenue recognition, invoicing and revenue methods, and navigation features.
Participants engaged with the program team as the discussion included topics such as how information in the PPM Subledger will be seen in the General Ledger. One attendee noted:
- “It was a great presentation and really explained the process and set up. I have confidence that the team in charge has really thought it through.”
The goal of these sessions is to ensure campus has an opportunity to provide input on the new finance system as the program team builds it overtime. The program looks forward to hosting another post-sprint demo soon to preview additional Sponsored Projects functionality.
Want to learn more? Visit the Research webpage to learn more about Sponsored Projects Post-Sprint Demos. You can access prior post-sprint recordings and corresponding feedback surveys on this page.