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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Purchasing, Procurement, Vendor, Contract and RFP Process Management with SharePoint
1. Procurement, Contract, Purchasing
and Vendor Management Processes
with SharePoint
Presenting a SharePoint based solution to help customers
streamline Procurement, Purchasing, Contract and Vendor
Management Processes for their organization
2. We think the Internet and the adoption FEATURED CUSTOMERS
OUR 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 Reservation
OUR 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
PARTNERSHIPS
OUR 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. AGENDA
1 Setting Up the Context
2 The Vision
3 Demo – Walkthrough of a Business Scenario
4 Upcoming Modules and Scenarios
5 Implementation Models & Approach
4. AGENDA
1 Setting Up the Context
2 The Vision
3 Demo – Walkthrough of a Business Scenario
4 Upcoming Modules and Scenarios
5 Implementation Models & Approach
5. Gaps in traditional Procurement Processes
Sequential set of Procure to Pay Activities
An 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 process
requisition 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 from
goods 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. AGENDA
1 Setting Up the Context
2 The Vision
3 Demo – A Business Scenario Walkthrough
4 Upcoming Modules and Scenarios
5 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 ctu
Location/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. AGENDA
1 Setting Up the Context
2 The Vision
3 Demo – A Business Scenario Walkthrough
4 Upcoming Modules and Scenarios
5 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
Administrator
Administrator
Procurement
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 dashboard
Requestor 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 approval
Rachel can carry out this activity by using the Requisition Dashboard. The dashboard
provides Rachel with an easy to fill form using which she can place the requisition for
approval.
The dashboard also allows Rachel to view and track the status of the requests that she
has 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 dashboard
Approver • 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. Smith
Administrator
• The storefront dashboard
Procurement
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. Benjamin
Administrator
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. Benjamin
Administrator
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. AGENDA
1 Setting Up the Context
2 The Vision
3 Demo – A Business Scenario Walkthrough
4 Upcoming Modules and Scenarios
5 Implementation Models & Approach
19. AGENDA
1 Setting Up the Context
2 The Vision
3 Insights – Why SharePoint 2010
4 Demo – A Business Scenario Walk through
5 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 Support
Common 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 You
Next steps,
• Learn more about our procurement solution
• Have our Sales team contact you
• See more application scenarios
• Spread the word around
Meanwhile, if you have further questions, or would like to know more about our product, please
don’t hesitate to give us a call at (770) 569 1240 ext:114, or send an email to
abeasley@optimusbt.com with your queries.