E Procurement

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E Procurement

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  • In 2002, the New Zealand government implemented a new e-Procurement tool to manage its acquisition process of goods and services vital to its operations. This tool, smartbuy  , moved all $17 billion of New Zealand government procurement activities online, making its purchasing more efficient and cost effective. This tool is an easy-to-use and robust purchasing solution with a full ‘purchase to pay’ process. Its robust functionality allows users to browse, search and select goods and services from the catalogue, view prices for catalogue items, and place orders.
  • E Procurement

    1. 1. E-Procurement Tools Training Module Developed By: Benjamin Maughan Operations 361
    2. 2. Purpose <ul><li>Define E-Procurement </li></ul><ul><li>Explain its role as an E-Business Tool </li></ul><ul><li>Identify E-Procurement in Your Organization </li></ul><ul><li>Create E-Procurement Flow Chart </li></ul><ul><li>Summarize Learning Points </li></ul><ul><li>Identify Next Step </li></ul>Overview
    3. 3. Exercises <ul><li>Process Flow Diagram </li></ul><ul><li>Process Flow E-Procurement Analysis </li></ul><ul><li>Streamlined Process Flow using E-Procurement </li></ul><ul><li>Cost Analysis </li></ul>Overview
    4. 4. E-Procurement <ul><li>Using internet or intranet based information systems software to coordinate the buying, shipping, inventory management, supplier selection, and approval process of vital business acquisitions within the organizations core competency. </li></ul>Define E-Procurement
    5. 5. E-Procurement <ul><li>Purchasing Process - Preliminary Actions </li></ul><ul><ul><li>Need/Specification Identification </li></ul></ul><ul><ul><li>Supplier Selection </li></ul></ul><ul><ul><li>Terms Negotiation </li></ul></ul><ul><ul><li>Regulations </li></ul></ul>Define E-Procurement
    6. 6. E-Procurement <ul><li>Purchasing Process - Buying Process </li></ul><ul><ul><li>Purchase Order Delivery Process </li></ul></ul><ul><ul><li>Purchase Order Receipt Process </li></ul></ul><ul><ul><li>Order Fill Timing </li></ul></ul><ul><ul><li>Order Accuracy </li></ul></ul><ul><ul><li>Order Receipt </li></ul></ul><ul><ul><li>Order Inspection </li></ul></ul><ul><ul><li>Order Payment Process </li></ul></ul>Define E-Procurement
    7. 7. E-Procurement <ul><li>Purchasing Process - Concluding Actions </li></ul><ul><ul><li>Order Record Storage & Organization </li></ul></ul><ul><ul><li>Order Reviews </li></ul></ul><ul><ul><li>Benchmarking </li></ul></ul><ul><ul><li>Comparative Analysis </li></ul></ul>Define E-Procurement
    8. 8. E-Procurement <ul><li>Purchasing Process </li></ul>Needs Identification Specifications Supplier Selection Supplier Evaluation Purchase Order Prep Define E-Procurement Follow-up Receipt/Inspection Payment Records Management
    9. 9. E-Procurement <ul><li>Software Tool </li></ul><ul><li>Encompasses: </li></ul><ul><ul><li>Preliminary Actions </li></ul></ul><ul><ul><ul><li>Coordinates inventory management systems with purchasing systems. </li></ul></ul></ul><ul><ul><ul><li>Coordinates new business ventures with purchasing systems. </li></ul></ul></ul><ul><ul><ul><li>Creates List of Needed Items (Inputs) </li></ul></ul></ul><ul><ul><ul><li>Archives that List </li></ul></ul></ul>E-Procurement’s Role
    10. 10. E-Procurement <ul><li>Encompasses: </li></ul><ul><ul><li>Preliminary Actions </li></ul></ul><ul><ul><ul><li>Maintains Record of Suppliers </li></ul></ul></ul><ul><ul><ul><li>Maintains Record of Supplier Profiles </li></ul></ul></ul><ul><ul><ul><li>Maintains Record of Supplier Capabilities </li></ul></ul></ul><ul><ul><ul><li>Maintains Record of Negotiated Prices </li></ul></ul></ul><ul><ul><ul><li>Maintains Record of Negotiated Terms </li></ul></ul></ul><ul><ul><ul><li>Maintains Record of Contracted Limitations </li></ul></ul></ul>E-Procurement’s Role
    11. 11. E-Procurement <ul><li>Encompasses: </li></ul><ul><ul><li>Buying Actions </li></ul></ul><ul><ul><ul><li>Sends Purchase Order Delivery directly to Supplier </li></ul></ul></ul><ul><ul><ul><li>Maintains Real-time Order Status </li></ul></ul></ul><ul><ul><ul><li>Records Order Delivery timing </li></ul></ul></ul><ul><ul><ul><li>Records Order Accuracy </li></ul></ul></ul><ul><ul><ul><li>Records Order Inspection Data </li></ul></ul></ul><ul><ul><ul><li>Submits Payment Request </li></ul></ul></ul><ul><ul><ul><li>Coordinates Payment Approval Process </li></ul></ul></ul>E-Procurement’s Role
    12. 12. E-Procurement <ul><li>Encompasses: </li></ul><ul><ul><li>Concluding Actions: </li></ul></ul><ul><ul><ul><li>Sends Electronic Receipts to suppliers, archives, managers </li></ul></ul></ul><ul><ul><ul><li>Maintains on-demand records for order reviews </li></ul></ul></ul><ul><ul><ul><li>Allows reports and analyses for benchmarking </li></ul></ul></ul><ul><ul><ul><li>Facilitates comparative and costs analyses </li></ul></ul></ul>E-Procurement’s Role
    13. 13. E-Procurement <ul><li>Benefits </li></ul><ul><ul><li>Streamlines procurement process </li></ul></ul><ul><ul><li>Increases communication </li></ul></ul><ul><ul><li>Increases procurement speed </li></ul></ul><ul><ul><li>Eliminates non-value added personnel </li></ul></ul><ul><ul><li>Reduces DEAD time </li></ul></ul>E-Procurement’s Role
    14. 14. E-Procurement <ul><li>Benefits </li></ul><ul><ul><li>Provides records </li></ul></ul><ul><ul><li>Produces reports </li></ul></ul><ul><ul><li>Facilitates improvements </li></ul></ul>E-Procurement’s Role
    15. 15. E-Procurement <ul><li>Detriments </li></ul><ul><ul><li>Limits flexibility for extensive notations </li></ul></ul><ul><ul><li>Poor performance for exception items </li></ul></ul>E-Procurement’s Role
    16. 16. E-Procurement <ul><li>In your organization: </li></ul><ul><ul><li>Understanding Process Flow </li></ul></ul><ul><ul><ul><li>Beginning Points </li></ul></ul></ul><ul><ul><ul><li>End Points </li></ul></ul></ul><ul><ul><ul><li>Inputs/Outputs </li></ul></ul></ul><ul><ul><ul><li>Gray Boxes </li></ul></ul></ul><ul><ul><ul><li>Black Holes </li></ul></ul></ul><ul><ul><ul><li>Miracles </li></ul></ul></ul><ul><ul><ul><li>Transformation Activities </li></ul></ul></ul>E-Procurement in Your Organization
    17. 17. E-Procurement <ul><li>In your organization: </li></ul><ul><ul><li>Mapping Symbols </li></ul></ul><ul><ul><ul><li>Start Point/Finish Point Symbol </li></ul></ul></ul><ul><ul><ul><li>Process Activity/Step Symbol </li></ul></ul></ul><ul><ul><ul><li>Decision Point Symbol </li></ul></ul></ul><ul><ul><ul><li>Input/Output Symbol </li></ul></ul></ul>E-Procurement in Your Organization
    18. 18. E-Procurement <ul><li>In your organization: </li></ul><ul><ul><li>More Mapping Symbols </li></ul></ul><ul><ul><ul><li>Document Created Symbol </li></ul></ul></ul><ul><ul><ul><li>Delay Symbol </li></ul></ul></ul><ul><ul><ul><li>Inspection Symbol </li></ul></ul></ul><ul><ul><ul><li>Move Activity Symbol </li></ul></ul></ul>E-Procurement in Your Organization
    19. 19. E-Procurement <ul><li>Identify Buying Steps as Flow Symbols </li></ul><ul><ul><li>Engineer requests four computers using ERP. (A procurement software program) What symbol is this request? </li></ul></ul>E-Procurement in Your Organization
    20. 20. E-Procurement <ul><li>Identifying Buying Steps as Flow Symbols </li></ul><ul><ul><li>Manager approves request for four computers. What two symbols would result for this action? </li></ul></ul>E-Procurement in Your Organization
    21. 21. E-Procurement <ul><li>Identifying Buying Steps as Flow Symbols </li></ul><ul><ul><li>With manager approval Procurement sends purchase order to Computer Provider Inc. What symbol would result from this action? </li></ul></ul>E-Procurement in Your Organization
    22. 22. E-Procurement <ul><li>Identifying Buying Steps as Flow Symbols </li></ul><ul><ul><li>Purchase Order sits in suppliers bottleneck instead of going straight to suppliers pack and ship department. What symbol would result from this action? </li></ul></ul>E-Procurement in Your Organization
    23. 23. E-Procurement <ul><li>Example - Customer Request Five Servers </li></ul><ul><ul><li>What are some of the possible process components? Be Creative! </li></ul></ul>E-Procurement in Your Organization
    24. 24. E-Procurement <ul><li>Example - Customer Requests Five Servers </li></ul><ul><ul><li>Input: Salesperson fills out specification form 10W </li></ul></ul><ul><ul><li>Delay: 10W sits in ‘new order’ pile </li></ul></ul><ul><ul><li>Activity: 10W is faxed to assembly. </li></ul></ul><ul><ul><li>Activity: Assembly manually collects the inventory items. </li></ul></ul><ul><ul><li>Document: Assembly creates order form 10A for ‘out of stock’ items. </li></ul></ul><ul><ul><li>Activity: Assembly delivers 10A to supervisor for approval </li></ul></ul>E-Procurement in Your Organization
    25. 25. E-Procurement <ul><li>Example - Customer Requests Five Servers </li></ul><ul><ul><li>Delay: 10A sits in supervisor ‘to do’ pile. </li></ul></ul><ul><ul><li>Activity: Supervisor approves request. </li></ul></ul><ul><ul><li>Activity: Supervisor gives 10A to secretary </li></ul></ul><ul><ul><li>Activity: Secretary gives 10A to assembly </li></ul></ul><ul><ul><li>Activity: Assembly faxes 10A to approved supplier </li></ul></ul><ul><ul><li>Activity: Supplier has E-Procurement Software and ships items in 4 hours. </li></ul></ul>E-Procurement in Your Organization
    26. 26. E-Procurement <ul><li>Example - Customer Requests Five Servers </li></ul><ul><ul><li>Inspection: Assembly inspects shipment </li></ul></ul><ul><ul><li>Activity: Assembly puts items in the five servers </li></ul></ul><ul><ul><li>Inspection: Quality Assurance inspects servers </li></ul></ul><ul><ul><li>Document: Quality Assurance creates 10C - Inspection </li></ul></ul><ul><ul><li>Activity: Assembly moves servers to shipping </li></ul></ul><ul><ul><li>Activity: Shipping sends servers to Customer </li></ul></ul><ul><ul><li>Document: Shipping records shipment items and date </li></ul></ul><ul><li>Even simple requests require many components </li></ul>E-Procurement in Your Organization
    27. 27. E-Procurement <ul><li>Creating a List of Flow Chart Components in your Procurement Process </li></ul><ul><ul><li>Remember to include: </li></ul></ul><ul><ul><ul><li>Approvals </li></ul></ul></ul><ul><ul><ul><li>Documents created and archived </li></ul></ul></ul><ul><ul><ul><li>Delays </li></ul></ul></ul><ul><ul><ul><li>Inspections </li></ul></ul></ul><ul><ul><ul><li>Any other item that is part of the process </li></ul></ul></ul><ul><ul><li>This can be extensive - Take 15 minutes. </li></ul></ul>E-Procurement in Your Organization
    28. 28. E-Procurement <ul><li>Procurement Process Streamlining </li></ul><ul><ul><li>Non-Value Added Actions </li></ul></ul><ul><ul><ul><li>Inspections </li></ul></ul></ul><ul><ul><ul><li>Records </li></ul></ul></ul><ul><ul><ul><li>Benchmarking </li></ul></ul></ul><ul><ul><li>Delays </li></ul></ul><ul><ul><ul><li>Dead Time </li></ul></ul></ul><ul><ul><ul><li>Wait Time </li></ul></ul></ul><ul><ul><ul><li>Ship Time </li></ul></ul></ul>E-Procurement Flow Chart
    29. 29. E-Procurement <ul><li>Procurement Process Streamlining </li></ul><ul><ul><li>Unnecessary approvals </li></ul></ul><ul><ul><ul><li>Direct Supervisors </li></ul></ul></ul><ul><ul><ul><li>Accounting Process impediments </li></ul></ul></ul><ul><ul><li>Unnecessary steps </li></ul></ul><ul><ul><ul><li>Secretary Handling </li></ul></ul></ul><ul><ul><ul><li>Shifting products around Factory </li></ul></ul></ul>E-Procurement Flow Chart
    30. 30. E-Procurement <ul><li>Procurement Process Streamlining </li></ul><ul><ul><li>Identify unnecessary steps: </li></ul></ul><ul><ul><ul><li>Input: Salesperson fills out specification form 10W </li></ul></ul></ul><ul><ul><ul><li>Delay: 10W sits in ‘new order’ pile </li></ul></ul></ul><ul><ul><ul><li>Activity: 10W is faxed to assembly. </li></ul></ul></ul><ul><ul><ul><li>Activity: Assembly manually collects the inventory items. </li></ul></ul></ul><ul><ul><ul><li>Document: Assembly creates order form 10A for ‘out of stock’ items. </li></ul></ul></ul><ul><ul><ul><li>Activity: Assembly delivers 10A to supervisor for approval </li></ul></ul></ul>E-Procurement Flow Chart
    31. 31. E-Procurement <ul><li>Procurement Process Streamlining </li></ul><ul><ul><li>Identify unnecessary steps: </li></ul></ul><ul><ul><ul><li>Delay: 10A sits in supervisor ‘to do’ pile. </li></ul></ul></ul><ul><ul><ul><li>Activity: Supervisor approves request. </li></ul></ul></ul><ul><ul><ul><li>Activity: Supervisor gives 10A to secretary </li></ul></ul></ul><ul><ul><ul><li>Activity: Secretary gives 10A to assembly </li></ul></ul></ul><ul><ul><ul><li>Activity: Assembly faxes 10A to approved supplier </li></ul></ul></ul><ul><ul><ul><li>Activity: Supplier has E-Procurement Software and ships items in 4 hours. </li></ul></ul></ul>E-Procurement Flow Chart
    32. 32. E-Procurement <ul><li>Procurement Process Streamlining </li></ul><ul><ul><li>Identify unnecessary steps: </li></ul></ul><ul><ul><ul><li>Inspection: Assembly inspects shipment </li></ul></ul></ul><ul><ul><ul><li>Activity: Assembly puts items in the five servers </li></ul></ul></ul><ul><ul><ul><li>Inspection: Quality Assurance inspects servers </li></ul></ul></ul><ul><ul><ul><li>Document: Quality Assurance creates 10C - Inspection </li></ul></ul></ul><ul><ul><ul><li>Activity: Assembly moves servers to shipping </li></ul></ul></ul><ul><ul><ul><li>Activity: Shipping sends servers to Customer </li></ul></ul></ul><ul><ul><ul><li>Document: Shipping records shipment items and date </li></ul></ul></ul>E-Procurement Flow Chart
    33. 33. E-Procurement <ul><li>Identify your procurement process unnecessary steps: </li></ul><ul><ul><li>Be Creative! </li></ul></ul><ul><ul><li>Try to take out ALL steps that a computer can do. </li></ul></ul>E-Procurement Flow Chart
    34. 34. E-Procurement <ul><li>Steps 1 - 6 with E-Procurement </li></ul><ul><ul><li>Input: Salesperson assists customer to customize servers using an online POS </li></ul></ul><ul><ul><li>Delay: Fax delay time eliminated </li></ul></ul><ul><ul><li>Activity: Online POS system sends the order specifications directly to assembly. </li></ul></ul><ul><ul><li>Activity: Identifying ‘out of stock’ eliminated </li></ul></ul><ul><ul><li>Document: Order form for ‘out of stock’ items eliminated </li></ul></ul><ul><ul><li>Activity: Supervisor approval for ‘out of stock’ order form eliminated </li></ul></ul>E-Procurement Flow Chart
    35. 35. E-Procurement <ul><li>Steps 7 - 12 with E-Procurement </li></ul><ul><ul><li>Delay: Supervisor approval time delay eliminated </li></ul></ul><ul><ul><li>Activity: Supervisor approval is not required because of JIT inventory based on sales data. </li></ul></ul><ul><ul><li>Activity: Transfer time to secretary eliminated </li></ul></ul><ul><ul><li>Activity: Transfer time to assembly eliminated </li></ul></ul><ul><ul><li>Activity: Order to Approved Supplier will come directly from the E-Procurement system integrated with the POS system. Emails sent to all pertinent parties. </li></ul></ul><ul><ul><li>Activity: The supplier with E-Procurement will continue to have their items shipped in 4 hours. </li></ul></ul>E-Procurement Flow Chart
    36. 36. E-Procurement <ul><li>Steps 13 - 19 with E-Procurement </li></ul><ul><ul><li>Inspection: E-Procurement will log inspection results. </li></ul></ul><ul><ul><li>Activity: Assembly will not change. </li></ul></ul><ul><ul><li>Inspection: Q&A will not change. </li></ul></ul><ul><ul><li>Document: An extended E-procurement tool can produce the inspection approval records. </li></ul></ul><ul><ul><li>Activity: Assembly to Shipping move will not change </li></ul></ul><ul><ul><li>Activity: Shipping to Customer will not change </li></ul></ul><ul><ul><li>Document: An extended E-procurement tool can record shipment items and dates. </li></ul></ul>E-Procurement Flow Chart
    37. 37. E-Procurement <ul><li>Create/Renovate your current procurement process with E-Procurement </li></ul><ul><ul><li>Remember </li></ul></ul><ul><ul><ul><li>A computer program can do all repetitive, limited thinking tasks. </li></ul></ul></ul>E-Procurement Flow Chart
    38. 38. E-Procurement <ul><li>Cost Analysis </li></ul><ul><ul><li>Cost Savings </li></ul></ul><ul><ul><ul><li>Excess personnel eliminated </li></ul></ul></ul><ul><ul><ul><li>Inventory costs eliminated </li></ul></ul></ul><ul><ul><ul><li>Supervisor’s approval time requirements decreased </li></ul></ul></ul><ul><ul><ul><li>Customer dissatisfaction decreased. </li></ul></ul></ul><ul><ul><ul><li>Competitive advantage </li></ul></ul></ul>E-Procurement Flow Chart
    39. 39. E-Procurement <ul><li>Cost Analysis </li></ul><ul><ul><li>Costs </li></ul></ul><ul><ul><ul><li>Custom E-Procurement tools can be expensive </li></ul></ul></ul><ul><ul><ul><li>‘Off-the-shelf’ E-Procurement tools are cheap, but not very robust </li></ul></ul></ul>E-Procurement Flow Chart
    40. 40. E-Procurement <ul><li>Cost Analysis Example </li></ul><ul><ul><li>E-Procurement rough estimate costs </li></ul></ul><ul><ul><ul><li>Customized 35 supplier profiles, 3500 product E-Procurement tool with 125 available reports and expansion capabilities: $150,000 </li></ul></ul></ul><ul><ul><ul><li>Requires 10 dedicated servers: $50,000 </li></ul></ul></ul><ul><ul><ul><li>Integration costs: $25,000 </li></ul></ul></ul><ul><ul><ul><li>Training costs: $25,000 </li></ul></ul></ul><ul><ul><ul><li>Maintenance costs: $10,000 </li></ul></ul></ul><ul><ul><li>Total Cost: $260,000 </li></ul></ul>E-Procurement Flow Chart
    41. 41. E-Procurement <ul><li>Cost Analysis Example </li></ul><ul><ul><li>E-Procurement rough estimate savings </li></ul></ul><ul><ul><ul><li>Eliminates 3 assembly jobs: $120,000 </li></ul></ul></ul><ul><ul><ul><li>Eliminates related payroll expenses: $120,000 </li></ul></ul></ul><ul><ul><ul><li>Eliminates inventory costs: $60,000 </li></ul></ul></ul><ul><ul><ul><li>Eliminates order error costs: $10,000 </li></ul></ul></ul><ul><ul><ul><li>Reduction wait time increases sales by: $100,000 </li></ul></ul></ul><ul><ul><li>Total E-Procurement Savings: $410,000 </li></ul></ul>E-Procurement Flow Chart
    42. 42. E-Procurement <ul><li>Cost Reduction = Savings - Costs </li></ul><ul><ul><li>Cost Reduction = $410,000 - $260,000 </li></ul></ul><ul><ul><li>Cost Reduction = $150,000 </li></ul></ul>E-Procurement Flow Chart
    43. 43. E-Procurement <ul><li>Using your new E-Procurement Process: </li></ul><ul><ul><li>Identify your: </li></ul></ul><ul><ul><ul><li>Eliminated personnel </li></ul></ul></ul><ul><ul><ul><li>Comparable RPE </li></ul></ul></ul><ul><ul><ul><li>Order error costs </li></ul></ul></ul><ul><ul><ul><li>Increase in sales </li></ul></ul></ul><ul><li>Your company should be willing to pay up to this amount for the E-Procurement Tool </li></ul>E-Procurement Flow Chart
    44. 44. E-Procurement <ul><li>Learning Points </li></ul><ul><ul><li>E-Procurement Tools are internet/intranet based </li></ul></ul><ul><ul><li>Coordinate buying, inventory, supplier selection, and approval process of a company </li></ul></ul>Learning Points
    45. 45. E-Procurement <ul><li>Learning Points </li></ul><ul><ul><li>Diagnosing the need for E-Procurement Tools </li></ul></ul><ul><ul><ul><li>Step 1: Identify current procurement process </li></ul></ul></ul><ul><ul><ul><li>Step 2: Identify unnecessary components </li></ul></ul></ul><ul><ul><ul><li>Step 3: Recreate procurement process with an E-Procurement tool in mind. </li></ul></ul></ul><ul><ul><ul><li>Step 4: Create a cost analysis of savings </li></ul></ul></ul><ul><ul><ul><li>Step 5: Buy or Develop an E-Procurement Tool </li></ul></ul></ul>Learning Points
    46. 46. E-Procurement <ul><li>Next Step: Get E-Procurement Software </li></ul><ul><ul><li>Some Suggestions </li></ul></ul><ul><ul><ul><li>Choose a company that has experience </li></ul></ul></ul><ul><ul><ul><li>Choose a company with exceptional customer service </li></ul></ul></ul><ul><ul><ul><li>Choose a company that wants your company to succeed </li></ul></ul></ul><ul><ul><ul><li>Identify your needs first then listen to their suggestions </li></ul></ul></ul><ul><ul><ul><li>Ensure that your team lead understands basic software coding principles </li></ul></ul></ul><ul><ul><ul><li>Ensure that your team lead understands process flow diagrams </li></ul></ul></ul><ul><ul><ul><li>Ensure that this effort is in parallel to your companies core competency </li></ul></ul></ul>Next Step
    47. 47. E-Procurement <ul><li>Questions?? </li></ul><ul><li>Contact: </li></ul><ul><li>Benjamin Maughan </li></ul><ul><li>[email_address] </li></ul>Next Step
    48. 48. Readings <ul><li>E-Procurement: From Strategy to Implementation. Dale Neef - Business & Economics. 2001 </li></ul><ul><li>E-Government: Towards Electronic Democracy. Michael Bohlen, Johann Gamper, Wolfgang Polasek. March 2005 </li></ul><ul><li>Successful Global Account Management: Key Strategies and Tools for Managing Global Customers. Nick Speare, Kevin Wilson - Business & Economics - 2001 </li></ul><ul><li>Cyber Commerce Reframing: The End of Business Process Reengineering? Uwe G Seebacher - Computers - 2002. </li></ul><ul><li>E-Business 2.0: Roadmap for Success. Ravi Kalakota, Marcia Robinson - Business & Economics - 2000. </li></ul><ul><li>Introduction to E-Supply Chain Management. David Frederick Ross - Business & Economics - 2002. </li></ul><ul><li>E-Business: Key Issues, Applications and Technologies. Brian Stanford-Smith, Paul T. Kidd - Computers - 2000. </li></ul>Next Step

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