The role of an electronic Marketplace in your P2P process Christine Buckley

The PROACTIS Group: About PROACTIS

Solution Overview

EGS & Higher Education (42)

Current processes for controlling, processing and auditing spend can be inefficient and costly Too busy operating in Business as Usual mode Procurement practice often reactive not pro-active No easy way to buy Maverick purchasers FMS/ERP has limitations Must be supplier facing No visibility of spend The case for e-Procurement

The P2P Process - standard GRNREQApprove POSuppliers Free Text Catalogues/Punch Out Match Reporting Invoices Escalation Payments

The P2P Process - eMarketplace GRNREQApprove POSuppliers Free Text Catalogues/Punch Out Match Reporting Invoices Escalation Payments

Users complain current systems not user friendly – want to buy like they do at home, the ubiquitous ‘Amazon’ experience Not enough spend is being channelled to correct suppliers as users don’t know which contracts to use Lack of resource to manage catalogues, maintain pricing, item changes capture images etc Insufficient IT resource / expertise to create interface to supplier websites to create basket & bring back into FMS / P2P for workflow & approval Doing above too costly to for IT to do as have to replicate if change suppliers Want to offer suppliers ‘self-service’ re management of catalogues & punch outs but current systems cannot support What issues does it address?

Finance Systems Managers who want to increase in ease of use Procurement Heads looking to drive compliance to existing suppliers & contracts & reduce maverick spend IT staff tasked with creating & maintaining point to point interfaces to supplier websites Finance Managers who want all buying to undertaken through FMS & not on websites with retrospective orders Who will benefit?

eProcurement Benchmark report from Aberdeen Group Implementing eProcurement to control indirect spend typically delivers a 41% reduction in maverick spend On-demand users get more spend under management faster than users of installed supply management software On demand users are able to drive 28% more spend under management within the first year of deployment than those using installed software Invoice Management Automation 60% reduction in processing costs and ROI return in 6-18months ROI is the Differentiator

eMarketplace / Content 60,000 suppliers Supplier catalogues Punch out catalogues Shopping basket Order transmission Finance system integration

Catalogues created for all major spend areas Images available to create B2C look & feel and usage Punch-out connectivity to key suppliers Price & content is controlled by the client to reflect specific terms Price break discounts detailed to support accurate PO & Invoice Additional attributes to aid searching / filtering Default delivery charges applied to maximise first time match No limit on number of suppliers or product lines UNSPSC supported to ensure granular MI eMarketplace Features

Case Study

Finance System SAP P2P SAP SRM Punch out link to Marketplace Electronic authorisation transmission of Purchase Orders No paper The Solution Marketplace & SRM

120 Catalogues  30 Higher Education / CCS / Etc.  Maintained by EGS 90 Newcastle University / Shared  20 maintained by EGS c1.5million items 20 Punch-out links 2 cXML connections No paper catalogues Parabilis Marketplace

PO’s From eMarketplace

Covers: stationery / computers / computer consumables / laboratory & medical /safety / services / furniture Faster more accurate purchase orders Improved spend management data Greater user buy in – Requests for catalogues PO Compliance - 95% Contract compliance > 90% Influenced procurement spend – 59% Parabilis Marketplace Outcomes

Lets take a look

Punch-out Catalogue To search/select products from a punchout catalogue, click on the logo

Hosted Catalogue Search Search for products using the words “black toner”

Hosted Catalogue Search Results can be filtered by manufacturer

Hosted Catalogue Search To select the item click Add to basket

Hosted Catalogue Search Price highlighted in blue indicates quantity price break

Hosted Catalogue Search Clicking on the price allows the user to see the contracted prices per quantity break

Manage and maintain at HE and / or Consortium levels all catalogues Product images, delivery charges and price break discounts Maintain start, end and review dates of all loaded catalogues Ensure all new known contracts result in catalogues being available in timely manner Create and maintain bespoke customer catalogues ‘local’ supplier adoption service to increase the use of catalogues Increase the number of suppliers capable of e-Invoicing through a proactive approach and dialogue Point of contact for all supplier related enquiries Catalogue Management Service

Example Contracts Supported Contracts ILRA Consumables ILRA Chemicals PPE Clothing Lab Gases Janitorial Cleaning Office Furniture Software Paper & Specialist Printing Punch-outs Sigma Aldrich Fisher Scientific VWR Arco Scientific Lab Supplies Millpore Insight Direct Softcat Catalogues Premier Paper Alliance Disposables Greiner Bio One Star Labs Alfa Labs

Control of expenditure Direction of spend to contracted suppliers Improved user compliance Less time spend “shopping around” Spend visibility Improved first time match Enhance supplier relationships Single interface to multiple suppliers Managed service hosting catalogues Benefits of a Marketplace Parabilis

Thank you Christine Buckley