Procurement Suite from UNIT4 by Jeff Nielsen

Jeff Nielsen – Procurement Suite Service ManagerMarch 2013

INTRODUCING: UNIT4 PROCUREMENT SUITE

The Total Procurement Continuum

BUILDING A PROCUREMENT CONTINUUM

UNIT4 offers a vast number of tools enabling our customers to build a firm business system foundation.

Once the foundation is complete, the walls and the other floors of the structure can be weakened without a proper plan to complete the remaining parts of the structure.

The development of any building plan begins by finding out the reasoning for wanting to construct a new or additional building in the first place!

THE PLAN

Create a Procurement Continuum and Procurement As A Service together with software/applications and services offering robust but scalable functionalities, measurable ROI, and real added-value.

Only utilise tested, tried and true, currently used, successful, and current applications and services.

Make it scalable. (A little or a lot).

Make it affordable with measurable ROI.

Make it easy to use.

Any blank/white area indicates an Improvement

Opportunity

FUNCTIONALITY BASED ON IMPROVEMENT OPPORTUNITIES

Enhance the Procurement Department’s recognition and importance within the overall organisation.

Help ensure all Requisitioners comply with SFIs, SoDs, use of contracts and frameworks.

Help ensure all Requisitioners purchase within the established system(s).

Help ensure consistent engagement with Suppliers to provide the best value for money alongside the best pricing.

Use of standardised purchasing catalogue estates.

Help ensure compliance with purchasing regulations and laws specific to sector and or industry.

DELIVER BENEFITS

Help enable successful internal and external audits.

Help enable and track sustainable procurement and purchasing efforts.

Help enable and ensure purchasing from appropriate Framework agreements and catalogues.

Enable increased spend capture (working alongside UNIT4 customers) to promote the utilisation of procurement and purchasing systems through process innovation and design and positive internal marketing.

Enable demonstrable savings based on agreed savings methodologies and practices.

DELIVER BENEFITS

Acquire and employ only time-tested, ‘in-use’, current and best-of-breed technologies from worldwide UNIT4 colleagues, affiliates, and partners and ensure they are fully scalable for a customer’s requirements.

Ensure the primary component (UNIT4 Procurement Suite Portal) works within and is designed specifically for UNIT4 applications.

Ensure partner provided products meet UNIT4 excellence criteria and can be integrated as required.

Provide fully scalable procurement services from the provision of the ‘tools’ only to full, all encompassing services.

3-E Criteria: Efficient – Effective - Economical

HOW

UNIT4 PROCUREMENT SUITE

UNIT4 PROCUREMENT SUITE PORTAL

Opening Screen: Messages about the Procurement

Process (or anything) may be posted.

UNIT4 PROCUREMENT SUITE PORTAL

Full Search of Available Catalogue

Items

Quick Link To Favourites Lists Comparisons Items In

Shopping Cart

UNIT4 PROCUREMENT SUITE PORTAL

Favourite Lists may be GLOBAL or USER DEFINED.

Quantities may be changed.

‘Add to Cart’ will ‘Fetch’ to the Requisition when session complete.

UNIT4 PROCUREMENT SUITE PORTAL

Free Text Search for ‘Staffing Services’ searches the description indices in all available catalogues.

The results would also be displayed if ‘consulting’ ‘professional’ ‘UNIT4’ ‘Reed’ or ‘Band C’ (and others) would have been entered.

Additionally, each item requiring additional specifications (when set to) can require the Requisitioner to add why the service is required and any other pertinent details the Approver would require via a required form.

The Green Dots indicate the item and Supplier are pre-approved or

a part of a Framework

UNIT4 PROCUREMENT SUITE PORTAL

UNIT4 PROCUREMENT SUITE PORTAL

Uploading, maintaining, and approving catalogues is easily accomplished using templates given to suppliers (if supplier managed) or by the Procurement Department.

Catalogues are completely customisable with full audit trails in place.

UNIT4 PROCUREMENT SUITE PORTAL

Requisitioning is made user friendly to help ensure compliance throughout the organisation.

Allows efficient catalogue and specialised product and service management and publishing.

Developed and built by UNIT4 Sweden – in use >4 years – thousands of users.

It can be used as a separate tool or in conjunction with UNIT4 Procurement Suite Procurement as a Service.

Intelligent and straightforward maintenance.

Advanced search capabilities.

OTHER NEW UNIT4 PROCUREMENT SUITE PRODUCTS

COST COMPARATOR RFQs sent to National Database of Suppliers. Combines your Suppliers in one RFQ tool for non-EU quotes. Can save up to 37% when consistently used to source goods

and services. Built-in tracking tools.

OTHER NEW UNIT4 PROCUREMENT SUITE PRODUCTS

eTendering

Online EU tendering Publishes to OJEU Complete audit trails Bespoke to your SFIs as well as EU Regulations Online Evaluations Online Supplier portal Integration with UNIT4 procurement and eProcurement systems available

Contracts Management

Integrated with eTendering as an option Custom design using UNIT4 Business Collaborator Assure

PROCUREMENT SUITE:PROCUREMENT AS A SERVICE

Complete Catalogue Management services Customised for your business, sector, needs. Standardised Catalogues help achieve higher savings while simplifying the

purchaser’s decision process. Benefit from shared catalogue’s pricing discounts. Scalable services

Process Redesign and Reengineering Helps plan and deliver your procurement initiatives and goals. Assists implementing opportunities shown in the Improvement Opportunity

Assessment. Promotes unified procurement within the organisation

Fully Scalable: Tools, Planning, Resources, Delivery

Professional Services Consulting

PROCUREMENT SUITE BEGINS WITH THEIMPROVEMENT OPPORTUNITY ASSESSMENT

Any blank/white area indicates an Improvement

Opportunity

SIMPLE, NO-NONSENSE QUESTIONS…SIMPLE DEFINITION SCORING – 0 TO 5…

Purchase to Invoice Policies Profile - PurchasingNumber Measurement Score 5 4 3 2 1 Buyer Devolved users Comments

1Do you have a code of conduct governing the behaviour of employees and suppliers?

5

Yes - it is well established and

consistently applied

Yes, but it is not always

consistently applied or effective

We have one and apply it when

possible

We have one, but hardly ever apply

itNo

2Do you have policies governing supplier engagement e.g. who can agree contracts and place orders?

5

Yes - this is defined and well communicated throughout the

organisation

Yes, but they are not consistently applied and are sometimes not

effective

We have some and apply them when possible

We have some, but hardly ever

apply themNo

3Do you have policies governing security of access to your purchasing system?

5Yes - this is effectively controlled

Yes - for the most important areas

Yes - for the most important areas, but it needs to be

extended

Only in some areas, but they are

not effectiveNo

4Do you have policies covering the required procedures for supplier data maintenance?

3Yes - this is effectively controlled

Yes - for the most important areas

Yes - for the most important areas, but it needs to be

extended

Only in some areas, but they are

not effectiveNo

5Do you have policies governing the security of and access to purchasing data?

4Yes - this is effectively controlled

Yes - for the most important areas

Yes - for the most important areas, but it needs to be

extended

Yes, but they are not effective

No

6Do you have policies governing document security, retention and access?

5Yes - this is effectively controlled

Yes - for the most important areas

Yes - for the most important areas, but it needs to be

extended

Yes, but they are not effective

No

7Do you have policies governing delivery security?

4Yes - this is effectively controlled

Yes - for the most important areas

Yes - for the most important areas, but it needs to be

extended

Yes, but they are not effective

No

8Do you have policies specifying preferred purchasing channels and methods?

5Yes - this is effectively controlled

Yes - for the most important areas

Yes - for the most important areas, but it needs to be

extended

Yes, but they are not effective

No

9Do you have policies governing the use of preferred suppliers?

5Yes - this is effectively controlled

Yes - for the most important areas

Yes - for the most important areas, but it needs to be

extended

Yes, but they are not effective

No

10Do you have policies governing the usage of supplier terms and conditions?

5

Yes - we issue standard T's & C's with all orders and

control all variations

Yes - for the most important areas

Yes - for the most important areas, but it needs to be

extended

Yes, but they are not effective

No

11Do you have a policy regarding the issuing of orders to suppliers?

4

Yes - the issue of orders is well

controlled. The policies are

effective

Yes - for the most important areas

Yes - for the most important areas, but it needs to be

extended

Yes, but they are not effective

No

PROCUREMENT SUITE BEGINS WITH THEIMPROVEMENT OPPORTUNITY ASSESSMENT

Any blank/white area indicates an Improvement

Opportunity

UNIT4 PROCUREMENT SUITE’S GOAL

The Total Procurement Continuum

The Total Procurement Continuum

For additional information:

Contact your Sales Representative

or visit

www.unit4.com