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eProcurement Workshop

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Cap Gemini / Oracle / Datacom/ Compaq. Modular different solution options ... A collaborative platform for a buyer to manage relationships with its supply base. ... – PowerPoint PPT presentation

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Title: eProcurement Workshop


1
eProcurement Workshop
Phil Worsley Cap Gemini Ernst Young
Greg Nicholls E-government Unit State Services
Commission

2
Todays Programme
  • Introductions and Welcome
  • E-government
  • GoProcure
  • Demonstration
  • Procurement Processes
  • Break
  • Demonstration (continued)
  • Oracle Exchange, iSupplier Portal and Reporting
  • Next Steps
  • Questions

3
The solution
  • Access to an electronic procurement solution
  • Low risk
  • Takes advantage of Govts economy of scale
  • Hosted by the Govt using Datacom
  • Dependant on size
  • Electronic access to Supplier catolgues
  • Automate procurement process internally and
    with suppliers
  • Access to reporting
  • No capital required
  • Part of the e-government programme

4
E-government programme
  • E-government programme and e-government Unit
    established July 2000 for four years
  • Two main reasons for establishment of programme
  • ensure public sector was able to make best use of
    information and technology to improve service
    delivery, internal performance and overall
    capability
  • facilitate necessary organisation changes,
    development of networks and relationships for the
    above to occur

5
http//www.e-government.govt.nz/
  • E-government is
  • changing the way government works
  • about government agencies working together, using
    technology to provide individuals and businesses
    with government services and information
  • E-government is not
  • a massive IT project
  • E-government Unit is
  • part of State Services Commission working with
    government agencies to achieve the Government's
    vision for e-government

6
E-government procurement project
  • The government is looking at ways to improve the
    way it purchases goods and services
  • This includes the processes, culture, and
    information technology necessary to attain
    leading procurement practice.
  • The Procurement Project comprises three
    inter-related initiatives
  • Syndicated procurement
  • Best practice processes
  • E-procurement

7
E-procurement project background
  • Objective
  • To develop a 'best practice' strategic approach
    to government procurement that is enabled by the
    adoption of e-procurement, and foster a culture
    across all of government that will facilitate its
    uptake.
  • Collaborative Project
  • Greater overall benefits to government
  • Avoid reinventing the wheel
  • Share costs
  • Unified approach is easier for suppliers
  • Encourage uptake of e-commerce

8
Potential Participants
  • Large and small
  • Departments
  • Crown entities
  • Polytechs
  • Universities
  • Health
  • CRIs
  • Local Government
  • SOEs

9
Activities To Date
  • Project Formation
  • Business Case and Conceptual Design for
    E-procurement
  • Request For Proposal and RFP Evaluation
  • Contract Negotiation
  • Workshops with Government Agencies
  • Letters of Intent

July-Oct 2000
Mar 2001
Aug 2001
Dec 2001
April 2002
May/June
  • Workshops and Briefings
  • Project Formation
  • Ministers Report
  • Syndicated Procurement
  • Initial Business Case
  • Request For Proposal
  • Responses evaluated
  • Contract Signed

10
GoProcure design
  • Government Online Procurement System
  • SSC Project Manager and Promoter
  • Cap Gemini / Oracle / Datacom/ Compaq
  • Modular different solution options
  • Contracted suppliers B2B not a marketplace
  • One connection to government
  • Easy for SMEs
  • Annual subscription charge to agencies
  • No charge for suppliers
  • FMIS integration

11
GoProcure key features
  • On-line, browser based requisitioning
  • Automated workflow and approval of orders
  • Automated electronic (or fax) transmission of
    orders to suppliers
  • Desktop receipting via browser
  • Capture of purchasing intelligence
  • Suppliers can maintain catalogues on line
  • Automatic matching of Invoices and Orders
  • No additional software required

12
Solution Overview
13
Demonstration What an agency does
  • Portal
  • Catalogue Search
  • Catalogue Requsition
  • Non-catalogue Requsition
  • Receipting

System
Approver
Requester
Select Product
Create Requisition
Approve Requisition
Automatic PO
Receive Purchase Order
14
Content is KingGood e-content enables finding
buying
  • Rich Descriptions Complete information
  • Short and long descriptions Less
    returns/queries
  • Images
  • Minimal abbreviations Easy to find
  • Unified categorisation Easy to compare
  • International stds - UNSPSC
  • Consistent look and feel Easy to maintain
  • Use others to build the catalogue All of above
  • Up to date Quicker payment
  • Self service Control

15
Suppliers
  • One point of contact with multiple Agencies
  • Transaction hub provides 1 point of contact for
    suppliers for inbound and outbound transactions
  • Decreased support, development and staff costs
  • Catalogue maintenance
  • Web based or
  • File upload
  • Standards UOM, UNSPSC
  • Visibility of data that a user sees
  • Reporting on sales status
  • No charge
  • No change contracted suppliers only
  • Reduced errors received from Agencies

16
GoProcure Exchange Transaction Hub
  • Enables organisations to most effectively
    collaborate in real-time to deliver lower cost,
    higher quality products and services to the
    market faster
  • Catalogue Management
  • Self Service
  • Buyer Specific
  • Purchases
  • Streamlined Order Placement
  • Real-time Price And Availability
  • Link-in Integration With Procurement Systems
  • Link-out To Supplier Hosted Catalogues
  • Transaction Delivery
  • Inbound/Outbound
  • Open OAG XML standards

17
Exchange Administration Hierarchy
  • Single registration
  • Set up affiliate companies
  • Company Administrator
  • You maintain your organisation details
  • Can be used for multiple locations
  • eg billing v order location

18
GoProcure Exchange XML Transactions
Government Agencies
Suppliers to Agencies
19
iSupplier Portal
  • A collaborative platform for a buyer to manage
    relationships with its supply base. Suppliers can
    be notified and respond to events in the
    purchasing and planning process, providing an
    unparalleled level of service.
  • Item Summaries
  • Planning Schedules
  • Supplier Agreements
  • Purchase Order Status Information
  • Advance Shipment Notifications
  • Invoice and Payment

20
iSupplier Portal summary
  • E-enable Suppliers
  • Reduce Supplier Queries
  • Supplier Updates Catalogue
  • Better Information For Users
  • Ability to share information greatly enhanced
  • Suppliers can view and amend PO information
  • Suppliers can provided Advanced Shipping details
  • Seamless Integration With iProcurement,
    Purchasing And Accounts Payable

21
Benefits - Exchange, iSupplier, PI
  • Browser Interface
  • Supplier Self-Service
  • Real time catalogue update
  • Reusable catalogues
  • Real Time Transactions
  • Order Status
  • Shipments
  • Invoices
  • Manage Whole Purchase-To-Pay With Supplier
  • Performance Reporting
  • Online Reports

22
Transactions
  • Invoices
  • Fax
  • Mail
  • Email file
  • XML format
  • FTP
  • Paste into website
  • Create online
  • Purchase Orders
  • Faxed
  • eMail
  • Flat file
  • XML format
  • Supplier portal
  • Others
  • Order acknowledgements
  • Inventory levels

23
Next Steps
  • Assess the solution to be used by Agencies
  • The full suite or
  • The catalogue hosting and transaction hub
  • Confirm commitment from Agencies
  • SSC require a Letter of Intent

Aug
May/June
July
Oct
Sept
Build
  • Workshops and Briefings
  • Develop Business Case
  • Go Live
  • Finalise Business Case
  • Onboarding
  • Go/No-Go
  • Supplier Workshops

24
Why is GoProcure different?
  • Buyer controlled
  • Used to manage all suppliers
  • Good supplier management tools
  • Collaborative project gives very cost effective
    solution
  • Cost model - subscription charge to buyers
  • No charge for suppliers
  • Also a Transaction hub
  • Inter-Agency project as part of Part of the
    e-government programme

25
Summary
  • Contracted suppliers only
  • 1 connection for suppliers
  • Electronic Orders, invoices, Acknowledgements,
    Inventory where possible
  • Reduce time and cost for suppliers
  • Low risk subscription based (for Agencies)
  • No software
  • Reporting
  • No change in tendering/contracting process with
    Agencies
  • All purchasing
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