1. BuyWISE KICK-OFF
meeting
Paris, March 12th 2012

2. Kick Off organisation
 9.00 am to 9.30 am : Welcome and breakfast
 9.30 am to 10.45 am : Kick-off meeting 1st part
 10.45 am to 11.00 am : Break
 11.00 am to 12.00 am : Kick-off meeting 2nd part – Q&A session
 12.00 am to 1.30 pm : Lunch
 1.30 pm to 3.00 pm : Ariba tool demonstration
 3.00 pm : Break and end of meeting
2

3. Objectives of this meeting
 To launch the project
 To detail the context
 To organise the project
3

4. Agenda
• Introduction Neopost
• Ariba presentation Ariba
• Project goals Neopost
• Scope of the project Neopost-Ariba
• Project governance Ariba
• Technical architecture / Integration Neopost-Ariba
• Focus of main tasks Neopost-Ariba
• Ariba tool demonstration Ariba
4

5. Introduction
 Definition of SRM (Supplier Relationship Management)
 Why SRM tool for Neopost?
 Our partner : Ariba
5

6. Agenda
• Introduction Neopost
• Ariba company presentation Ariba
• Project goals Neopost
• Scope of the project Neopost-Ariba
• Project governance Ariba
• Technical architecture / Integration Neopost-Ariba
• Focus of main tasks Neopost-Ariba
• Ariba tool demonstration Ariba
6

7. Ariba in Numbers
40+ Offices in the world
18 Languages supported
World Offices
2800 employees
30 Billion $ + savings generated
$170 Billion Transactions
3 millions contracts managed
1200+ buyer clients worldwide, close to 1 Millions suppliers
1 new sourcing + 1 new procurement system go live each week
361M$ turnover – 46M$ in R&D – 700 consultants
7

8. Customer Engagement Management program :
Role & Responsibilities
Sales Deployment Adoption
Single point of accountability
Point of contact to manage contract extension/changes
• Support services • Intro at kick-off • Monitor activity
during sales cycle • Escalation point if • Assists in
execution success of the project coordinating with
• Contact to discuss is in danger Ariba teams
events or changes throughout the length
within your • Not engaged in of your contract
organization that weekly project
would impact your meetings
• Not engaged in • Point of escalation
use of Ariba Steering comitee (SR, ER …)
products/services
8

9. Agenda
• Introduction Neopost
• Ariba company presentation Ariba
• Project goals Neopost
• Scope of the project Neopost-Ariba
• Project governance Ariba
• Technical architecture / Integration Neopost-Ariba
• Focus of main tasks Neopost-Ariba
• Ariba tool demonstration Ariba
9

10. Project goals :
2010 Non production expenses status
10

11. Project goals :
2010 Non production expenses status
?
99 M€
11

12. Project goals :
2010 Non production expenses status
11.7 M€ Intellectual services
12%
33.7 M€ Transportation-
12.6 M€ travels
13% 34%
Facility Management
Resale machines
15.3 M€
16%
IT-Telecom
24.8 M€
25%
12

13. Project goals :
A SRM solution would improve most of Benefits for Neopost
purchase related processes, allowing
to make financial, time and quality
savings
Benefit description
- Increase of coverage rate.
- Consolidation of purchases on negotiated contracts through catalogs
implementation
- Improvement of PR / Order / Reception process
PROCUREMENT - Better compliance with accounting standards (ex: SOX; LSF)
- Accurate accounting imputation
- Automatic generation of detailed, standardized and accurate spend
analysis reports.
- Better understanding of internal clients needs per product enabling to
prioritize purchasing actions
- Better follow up and sharing of contracts, through end dates alerts
and single storage location
- Storage and archiving of any supplier information and document
(legal, insurance, certification, minutes, action plan…)
SUPPLIER - Possibility to conduct collaborative supplier evaluation
MANAGEMENT - Follow up the action plans and manage supplier risk level
- Possibility to collect information from external sources
- Possibility to generate automatic supplier dashboard summarizing all
on-going information (contracts, YTD turnover, KPI…)
13

14. Project goals :
Structuration of purchase modes
1
2
Supp 1
Contract
Supp 2
3
Supp N
Blanket
order
4
14

15. Project goals :
Current and future landscape
Today Tomorrow
• Automatic : • Automatic :
 Approval workflow  P2R (Purchase to Reception -
non production expenses
managed into SAP for only)
Supply Chain
 Catalogs
 Approval workflow
• Manual :  Contract (pricing term)
 Catalogs, workflow  SIPM (Supplier Information
Performance Management –
Production and non
production expenses)
 Sourcing (Production and non
production expenses)
15

16. Agenda
• Introduction Neopost
• Ariba company presentation Ariba
• Project goals Neopost
• Scope of the project Neopost- Ariba
• Project governance Ariba
• Technical architecture / Integration Neopost-Ariba
• Focus of main tasks Neopost-Ariba
• Ariba tool demonstration Ariba
16

17. Scope of BuyWISE 1/2
 Countries :
− France
− Germany
− UK
− Holland
 Modules :
− P2R
− SIPM
− Sourcing
 Catalogs :
− Catalogs (15 per
central/country= 60
internal and external
catalogs + and 4 to 5
punch out)
 Back end :
− SAP – Siebel (UK)
− Middleware to be defined
 Go live :
− Sept 2012 (Supply chain +
NTSA + 1 Opco UK)
− Dec 2012 (OPCO FR & DE)
17

18. Scope of BuyWISE 2/2
a
18

19. Agenda
• Introduction Neopost
• Ariba company presentation Ariba
• Project goals Neopost
• Scope of the project Neopost-Ariba
• Project governance Ariba
• Technical architecture / Integration Neopost-Ariba
• Focus of main tasks Neopost-Ariba
• Ariba tool demonstration Ariba
19

20. Project governance- Team project
Program Sponsor
Mike Stone
Engagement Operational Program
Manager Sponsor
Bertrand de Boissieu Michel Dupart
CEM (Customer Designated Support
Engagement Contact
Management) W. Vandenabeele
Antonia Dan Laurent Pasteau
Program Manager Program Manager
Carolle Champagnol Redouane El Bennane
P2R Workstream
Lead
Serge Thieulle Functional Lead
Redouane El Bennane
Process Local project leader
Damien Buatois Blandine Piednoir (FR-MS)
Pierre Guillemot (FR-NF) Technical Lead
Jason Brashaw (UK) Laurent Pasteau
SIPM / Sourcing Hagen Elssel (GE) Mike Tankiss
Workstream Lead Piet Fellinger/ Dennis Stefan Lauth
Mathieu Guillemin Kemper (NE) Corine Fontagne
Supplier Enablement
Enablement Lead
Lead , Catalog (AN)
Redouane El Bennane
Przemyslaw Skinder
Training Lead
Training
Redouane El Bennane
20 On site Remote

21. Project governance- Macro planning
Project Management
Neopost
Ariba & Neopost
P2R Implementation
Go
General Configuration (Design and Build) 1* live
Prep. Test / UAT
design Data gathering
K.O. Training
Supplier on boarding / catalogs management
Synchro with local project managers
SIPM Implementation
Gal Solution Test /
design confirmation Go live
Sourcing basic Implementation
Sol.
Work
Conf. / Go © 2012
Shops
Test live Ariba, I
nc. All
rights
reserve
W1 W2 W3 W4 W5 W6 W7 W8 W9 W10 W11 W12 W13 W14 W15 W16 W17 W18 W19 W20 W21 W22 W23 W24 W25 W26 W27 W28 W29W30 W31 …
d.
March April May June July August Sept. Oct.
*: Step to valid through the application the business processes
21

22. Project governance : Project meetings
Frequency
Objectives:
Steering Committee  Review overall project vision
• Neopost: Sponsor, Program Manager, IS  Provide guidance for high-level issue
Minute meeting will be sent
resolution Monthly
lead
to all the project team
• Ariba: Sponsor, Program Manager , Project  Provide senior leadership
Team communication in support of the project
Objectives:
Weekly meeting  Opportunity to communicate progress
• Neopost: Program Manager, Technical lead  Discuss outstanding issues and Weekly
• Ariba: Program Manager , Project Team immediate action items
 Focuses attention on critical milestone
dates & high-priority items
Operational Teams Objectives:
• Neopost: Program Manager Daily
 To be align during all the project
• Ariba: Program Manager
22

23. Agenda
• Introduction Neopost
• Ariba presentation Ariba
• Project goals Neopost
• Scope of the project Neopost-Ariba
• Project governance Ariba
• Technical architecture / Integration Neopost-Ariba
• Focus of main tasks Neopost-Ariba
• Ariba tool demonstration Ariba
23

24. Module Module
3 2
Module 1
Ariba Modules and Integration to Neopost
Ariba SaaS
Global
Supplier
Sourcing SIPM Community
E-mail
RFx Evaluate Award
Paper
Analysis
EDI
     €    XML
Create Contract Budget Approval
Catalogue Validation Orders Receipt
Requisition Prici.Terms validation flow
Fax
P2R
EAI
UK

25. Agenda
• Introduction Neopost
• Ariba presentation Ariba
• Project goals Neopost
• Scope of the project Neopost-Ariba
• Project governance Ariba
• Technical architecture / Integration Neopost-Ariba
• Focus of main tasks Neopost-Ariba
• Ariba tool demonstration Ariba
25

26. Focus of main tasks :
Neopost tasks
• List of active suppliers
• List of catalogs per country
Suppliers • Activity of suppliers (number / amount PO) => to
determine supplier enablement plan
• Road show suppliers
26

27. Focus of main tasks :
Neopost tasks
Suppliers road show
Active
suppliers
BuyWISE suppliers
database
27

28. Focus of main tasks :
Neopost tasks
• List of active suppliers
• List of catalogs per country
Suppliers • Activity of suppliers (number / amount PO) => to
determine supplier enablement plan
• Road show suppliers
• List of commodity codes (purchasing families)
Data • Reconciliation commodity codes and Accounting data
Structure • Roles / users
Business • Purchasing request validation workflow
(roles, thresholds)
processes
28

29. Focus of main tasks :
Ariba tasks- Focus on supplier Enablement 1/2
Supplier Enablement is more than just connecting suppliers
electronically to your back office systems.
Successful Supplier Enablement is about…
Buyers Sellers
Offering the right
Exchanging electronic
technology for all
business documents Supplier supplier volumes
Portal
Fax
ERP Providing
Complying with PDF / collaborative
contracts and eMail
capabilities to
regulations XM maximize value
L
EDI /
EDI Network
(AS2) Supporting cash flow
Reducing vendor Paper
options to reduce
management costs
operating risk
29

30. Focus of main tasks :
Ariba tasks- Focus on supplier Enablement 2/2
Supplier Help Desk
Supplier Management
Design and Supplier Supplier Supplier SE Maintenance
Strategy Deployment Customer Readiness
Build Registration Education Testing
Customer Education
Key Activities
Commodity and Requirements Upload Vendor Provide Testing Go Live Supplier
Supplier Gathering file supplier between Communication Education Portal
Analysis Workshops education and customer and Maintenance
Transaction Enablement
Collection training targeted Supplier Help
Strategy Setup/configure/ supplier data as materials via suppliers Desk transition Supplier
Development customise the needed education (cXML/EDI & Education
Ariba Network portal, Pre- CSV template Materials
Enablement Buyer account Create Supplier Recorded suppliers if maintenance
Tracks Ariba Network trainings and applicable)
Review/validate Accounts and question and Supplier
Best Practices received Relationships answer Supplier Registration for
supplier data sessions support and newly identified
Supplier Flight Follow up with error resolution waves
Plan (supplier Design/build suppliers to
list) supplier complete tasks Customer SE
communication assigned Maintenance
Confirm Initial and education Programme
Wave materials
© 2011 Ariba, Inc. All rights reserved.
30

31. Agenda
• Introduction Neopost
• Ariba presentation Ariba
• Project goals Neopost
• Scope of the project Neopost-Ariba
• Project governance Ariba
• Technical architecture / Integration Neopost-Ariba
• Focus of main tasks Neopost-Ariba
• Ariba tool demonstration Ariba
31

32. Ariba tool demonstration
− Purchase to reception :
 Mode 1 : Purchase based on catalog
− Purchasing Request (PR) to reception (RC) for office supplies based on
catalog
− PR to RC for IT services based on catalog and generic items
 Mode 2 : Spot purchase based on contract :
− PR to RC for Relocation services
 Mode 3 : Purchase based on non catalog
− PR to RC
 Mode 4 : Purchase based on blanket order :
− PR to RC for telecom cost, energy, building cleaning
− Cockpit SIPM :
 Supplier creation
 Suppliers evaluation,
 Contracts storage
 Notification end of contract
 Suppliers dashboard
32