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Purchasing, Procurement, Vendor, Contract and RFP Process Management with SharePoint

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Using the Document management, Collaborative and Self service features of SharePoint to implement a turn key procurement management business solution, that will streamline the procurement process, …

Using the Document management, Collaborative and Self service features of SharePoint to implement a turn key procurement management business solution, that will streamline the procurement process, help you comply with regulations, enable you manage contracts, empower self service and participative procurement, aid in informed procurement decisions, in executing an effective procurement strategy and make your procurement function hassle free. Optimus BT is a leader in providing Procurement software and other turnkey solutions using SharePoint.

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  • 1. Procurement, Contract, Purchasingand Vendor Management Processeswith SharePointPresenting a SharePoint based solution to help customersstreamline Procurement, Purchasing, Contract and VendorManagement Processes for their organization
  • 2. We think the Internet and the adoption FEATURED CUSTOMERSOUR PASSION of trends on the Internet are a leading Indicator for the upcoming innovations in the Enterprise. We are passionate about Products helping our customers Interpret, leverage and maximize the business benefits of • Purchasing Automation with SharePoint these incremental or disruptive trends • eCommerce with SharePoint and making it a reality in their operating environment. SharePoint Add-Ons • Delegate n Extend for Active Directory • SharePoint Room ReservationOUR VISION Be a leader in the adoption of new and • Resolve 2.0 for SharePoint significant trends in the technology marketplace that influence our customer’s business. Pace ourselves to Services the Urgent needs of our customers. Be a Trusted Advisor. Add Value to every • Intranets 2.0 relationship. • SharePoint Application Development • Idea and Innovation Management • Social Platforms & Social Media • Project Management & Collaboration Uncompromising focus on the success of PARTNERSHIPSOUR VALUE • Business Intelligence solutions every relationship, project and solution. We go the extra mile, stay the extra night in our quest to help our customers achieve the 110% results from the investments they are making with us and the solutions we build.
  • 3. AGENDA1 Setting Up the Context2 The Vision3 Demo – Walkthrough of a Business Scenario4 Upcoming Modules and Scenarios5 Implementation Models & Approach
  • 4. AGENDA1 Setting Up the Context2 The Vision3 Demo – Walkthrough of a Business Scenario4 Upcoming Modules and Scenarios5 Implementation Models & Approach
  • 5. Gaps in traditional Procurement Processes Sequential set of Procure to Pay ActivitiesAn employee submits a Approval for the requisition Creation and publishing of Creation of PO and sending The requestor or the Received goods may be Receive and processrequisition for purchase of from line managers, RFx; Referring to contracts it to the vendor inventory receives goods or returned or needs to be invoice received fromgoods or service inventory, finance etc. if available. service. replaced for various vendor for the goods or reasons. service provided. Goods Receipt / Requisition Approvals RFx Processing PO Processing Returns & Replacement Invoicing Service Entry Issues / Gaps Issues / Gaps Issues / Gaps Issues / Gaps Issues / Gaps Issues / Gaps Issues / Gaps Requestor does not have Difficulty in referring to Limited access to list of Needs access to multiple Goods receipt and Service Time consuming and Making revisions and access to updated list of spend limits and budget. approved vendors, and systems like accounting process not flexibly based manual request for changes not easy. approved products and difficulty in finding new and financials. on product or service type. replacement or returns. Difficult to track back to Usually done through fax vendors vendors. Usually takes the complete requestor and other Only transactional Does not directly link to and emails between cycle. Manual Paper/Email approvers for more Vendor responses information available as vendor performance. No vendor and accounts based processes details. received through email part of purchase orders on the spot feedback. Inability to specify reason department. and faxes not tracked for return or replacement Requestor not aware of Inability to check if there is Purchase Orders not Does not update current Misplaced and duplicate clearly using long forms. the right product to an already existing Evaluation of vendor referred to contracts or RFx inventory automatically on invoices. Tracking of procure contract for the particular responses time responses. receiving. invoice status is a manual request. consuming and manual. process. Difficult to refer to Manual update to invoice policies and procedures Partial approvals and edits RFx process and processing and accounts for approvals, spend has to go through new evaluation is same for all payable. limits etc. requisition process product and service types. Inability to keep track of Difficult to keep track of requisitions made. approval history Status updates through phone & emails.
  • 6. AGENDA1 Setting Up the Context2 The Vision3 Demo – A Business Scenario Walkthrough4 Upcoming Modules and Scenarios5 Implementation Models & Approach
  • 7. The Vision n Co itio nt Man ntrac uis eq geme R a age t men Requestor n t Ma Requestors Portal ent En D o cu m te Se rpris RF age ng mt Ma Mg xo ta & a rc e Q rci my h n & Ta tada Accounting ou no RF nt eS Approver me C o n mt Me P Mg Portal Approvers tent Reporting Microsoft WMS Tools SharePoint 2010 Wo ms & ws Ca sed age rder rkflo Ba tal Pr Storefront For t ERP men In astr og oc In Ma n a s e O te u Portal fr /No ure gr ctuLocation/Office at ion n C me i o re ra t ch Managers n Sit Infra es bo ls ata nt Pur lla struc Co Too Legacy log tur e Administrator Central Portal Ma Ven r y & ts na dor nto p Procurement ge me Inve Recie Admin nt Go ods
  • 8. How we are building the solution• Optimus BT provides a set of Procurement and Commerce related Upgrades functional modules which form the base product.• These modules can be optionally enhanced with Add Ons Customizations• Other modules can be added to the system whenever required and works in sync with existing modules Optional Add-Ons• Organization Specific customizations are made to provide a turnkey solution. Major Modules Optional Add Ons Major Modules Requisition Management Product Database Catalog based Procurement Vendor Database RFx Management Vendor Extranet Portal Microsoft Infrastructure Contracts Management Location Storefronts Vendor Management Workflow Templates … SharePoi Office Exchange nt 2010 2007 & AD Purchase Order Management …
  • 9. AGENDA1 Setting Up the Context2 The Vision3 Demo – A Business Scenario Walkthrough4 Upcoming Modules and Scenarios5 Implementation Models & Approach
  • 10. Roles Involved … Rachel A. Simms John K. McDonald Employee Manager Requestor Approver Rachel is an employee and wants to John is immediate manager for make requests for the necessary Rachel and responsible for review software required for IT and approval of requests placed by infrastructure upgrade. Rachel and others from the team. Tom J. Smith Fred S. Benjamin AdministratorAdministratorProcurement Procurement Administrator Purchasing Head Global Tom evaluates the approved Fred is responsible managing the requests and creates PO/ RFQ by organizational procurement selecting appropriate Vendors & process including managing spend, Suppliers. standardizing catalog and vendors.
  • 11. Scenario 1 – Rachel Creates a Requisition What We’ll Cover Rachel A. Simms Employee • The requestor dashboardRequestor Rachel is an employee and wants to • Create a new requisition make requests for the necessary • Browse and add products from catalog software required for IT infrastructure upgrade. • Add non catalog products • Submit the requisition for approvalRachel can carry out this activity by using the Requisition Dashboard. The dashboardprovides Rachel with an easy to fill form using which she can place the requisition forapproval.The dashboard also allows Rachel to view and track the status of the requests that shehas placed and also quick statistics around her requests.
  • 12. Scenario 2 – John Approves the Requisition What We’ll Cover John K. McDonald Manager • The approver dashboardApprover • Reviewing the requisition placed by his team John is immediate manager for Rachel and responsible for review • Approving the requisition with comments and approval of requests placed by Rachel and others from the team. • View spend statistics for his department John can use the Approver Dashboard to review and approve requisitions placed by Rachel and other team members. The dashboard provides a summarized view of the requisitions in easy to review manner. The dashboard also allows John to view and track the status of any pending requisitions as well as the spend for his department.
  • 13. Scenario 3 – Tom Creates a Purchase Order What We’ll Cover Tom J. SmithAdministrator • The storefront dashboardProcurement Procurement Administrator Tom evaluates the approved • Viewing approved requisitions requests and creates PO/ RFQ by • Filling in the PO creation form selecting appropriate Vendors & Suppliers. • Creating and submitting the PO for further processing. • How to track and manage POs Tom uses the Storefront Dashboard to review all the approved requisitions and create purchase orders. The dashboard also allows Tom to view and track the status of the purchase orders that are already created and manage them efficiently.
  • 14. Scenario 4 – Fred manages the process What We’ll Cover Fred S. BenjaminAdministrator Purchasing Head • The administrator dashboard Global • View overall spend Fred is responsible managing the organizational procurement • View procurement reports process including managing spend, standardizing catalog and vendors. • Browse and manage product catalog • Browse and manage vendor database Fred uses the Administrator Dashboard to manage the procurement processes across the organization including spend management, product catalog and vendor database.
  • 15. Scenario 5 – Fred also manages contracts What We’ll Cover Fred S. BenjaminAdministrator Purchasing Head • Contract dashboard Global • Contracts library Fred is responsible managing the organizational procurement • Clause library process including managing spend, standardizing catalog and vendors. • Contract templates Fred uses the Contract Dashboard to create and manage procurement contracts across the organization.
  • 16. Proven Benefits Reduce Costs Control Spend Easier Decisions Reduce procurement Control where and how much is Get access to the approved administration costs by up to spent using spend limits. products and vendors in your For Procurement Managers 60%. Reduce maverick purchasing. organization. Know what your colleagues are buying.For Administrators Simpler Governance Purchase Compliance For Requestors Automatically routes Make use of logs and approvals Faster, Informed Purchasing requisitions to the authorized to assure each procurement Avoid paperwork, fax and filing approvers. complies with your policies. of forms using smarter forms Delegate locations or BU to from a browser. Keep track of make tactical procurement Vendor Collaboration your procurement request decisions best suited to their Easily share and get feedback status anytime and anywhere. needs. from vendors. Reduce Procurement Errors Better visibility Procurement Insights Prevent errors in data entry, Identify where the most spend Understand your organizational lost Invoices or purchase orders. occurs ,on what products. Plan buying patterns and build Get the right product at the for stock needs and track of insights into vendor and product right place at the right time. budget. selection.
  • 17. AGENDA1 Setting Up the Context2 The Vision3 Demo – A Business Scenario Walkthrough4 Upcoming Modules and Scenarios5 Implementation Models & Approach
  • 18. Upcoming Modules01 Vendor Sourcing02 Time & Expense Management03 Goods Receipt & Inventory Management04 Capital Budgeting Management
  • 19. AGENDA1 Setting Up the Context2 The Vision3 Insights – Why SharePoint 20104 Demo – A Business Scenario Walk through5 Implementation Models & Approach
  • 20. Implementation Models• Centralized Procurement [with many distributed offices]• eProcurement with employee self service & approvals• Catalog and non-catalog items procurement• Purchasing management• Vendor management• eCommerce and order fullfilment
  • 21. Providing Turnkey Implementations Business Case Definition• This cycle is repeated for turnkey solution implementation for automation of each process Requirements & Go Live within the procurement ecosystem Process Study Training & Pilot Gap Analysis Release Testing Implementation Plan Customization & Configuration
  • 22. Customization and SupportCommon Customizations Support Options • Branding • Infrastructure Support • Integration • Application Support • Interfacing for Master Data • Administrative Support • Approval Workflow Templates • Content Migration • Reminders & Notifications • Training & Consulting • Multi lingual Content Management • Custom Reports
  • 23. Thank YouNext steps,• Learn more about our procurement solution• Have our Sales team contact you• See more application scenarios• Spread the word aroundMeanwhile, if you have further questions, or would like to know more about our product, pleasedon’t hesitate to give us a call at (770) 569 1240 ext:114, or send an email toabeasley@optimusbt.com with your queries.