1. E4H Implementation Overview August 2019

2. Agenda E4H System Implementation E4H Supplier Onboarding Next Steps
Approach
Plan
Stages
E4H Supplier Onboarding
Supplier Journey
Next Steps
Appendix

3. Implementation Approach
Joint approach between NHS Shared Business Services Client Onboarding Team and the Client organisation.
To minimise disruption the best approach is to -
Migrate the catalogues in the background over a short period of time and use Transparent Punchout functionality to link E4H to Oracle.
This means that the initial transition is invisible to end users and allows Procurement Teams to familiarise themselves with E4H
Once catalogues are migrated across, E4H can be rolled out to the end users, who will access the system via direct punchout.

4. Implementation Plan Kick off meeting Supplier Onboarding
WK1
WK2
WK3
WK4
WK5
WK6
WK7
WK8
WK10
WK12
Kick off meeting
Supplier Onboarding
Base Config Build
Buyers Build
Inventory Interface tested
Training (Buyers)
E4H System Activated (Access for Buyers)
Catalogue Cutover to E4H
Transparent Punchout Go Live
Requisitioner Training
Direct Punchout Go Live
E4H Go Live Support

5. Project Stages Initiation Catalogue Enrichment End User Roll Out
Stabilisation

6. Supplier Prioritisation
Initiation
Supplier Prioritisation
Account and User Configuration
Catalogue Management Training

7. Catalogue Enrichment Catalogue Migration Catalogue Cutover
Review existing catalogues
Catalogue management
Catalogue Cutover
Finalise catalogues
Complete catalogue load
Catalogue Go Live

8. Requisitioner Training
End User Rollout
Direct Punchout
Go Live Assessment
Requisitioner Training

9. Project Summary Report Project Closure Report
Stabilisation
BMC to SMC conversion
Project Summary Report
BAU Transfer
Project Closure Report

10. E4H Supplier On-boarding

11. Supplier On-boarding Approach
NHS Shared Business Services Supplier Onboarding, Catalogue Management and Telesales teams
Obtain supplier list from Trust
Run analysis against supplier master database
Existing E4H status (Paid local, Paid national, Registered, Not Registered))
PO/ Invoice Order value/volume
Identify strategic suppliers
Work with trust to identify their priority suppliers
Allocate supplier engagement:
Supplier Engagement Managers
Strategic suppliers – Local, National, New
Strategic suppliers – upsell new functionality, new trust, case study
Telesales/CatMan team
Low PO suppliers – support upload of catalogue and price list
Marketing support

12. Supplier On Boarding Journey
Register and upload catalogues
Identify and Map
Engage
Connect and agree price list
Support
Transact
Supplier
E4H Team
Trust

13. Bringing a supplier onto E4H
WK1
WK2
WK3
WK4
WK5
WK6
WK7
WK8
WK10
WK12
Obtain full supplier list
Obtain trust prioritisation list
Map supplier to master database
Allocate supplier to SEM/Telesales
Telephone supplier
Deliver webinars
Process subscription
Upload full product catalogue
Support supplier catalogue upload
Upload trust specific price file
Approve trust specific price file
Ongoing account management
Introduction and upselling of new functionality/modules

14. What do we need from you? Information required
PO Volume (last 13months)
PO and Non PO Spend (last 13months)
Existing list of suppliers with contracts and/or frameworks
Contact details of suppliers
Supplier contract details

15. Appendix

16. Implementation Approach
SBS will
Organisation will
Provide a migration plan detailing activities, timelines and key deliverables required across all parties
Ensure that the appropriate resources are made available within a timely manner to deliver it’s obligations within the migration plan
Build and configure the organisations Account on the E4H system (Organisation and User Profiles) based on current finance and 3rd party systems.
Ensure that NHS SBS are provided access to, data and information from any required IT systems, hardware and software to deliver their obligations within the plan
Provide details of Supplier Maintained Catalogue contents that, at the time of supplier on-boarding is already available in E4H. SBS will not make any amendments / changes to these catalogues, it is the responsibility of the client to agree relevant content with the 3rd party supplier
Identify Supplier Maintained catalogues available within E4H - connect, review and approve content with suppliers in a timely manner. In addition use all reasonable endeavours to ensure your suppliers create catalogues within E4H for your use.
Train clients in how to use the Buyer Managed Catalogue functionality until the Suppliers register on E4H.
Upload Buyer Maintained catalogue content, as per existing data, as an interim solution with content to be moved to Supplier Maintained content as it is made available by suppliers
Provide details of a Supplier Onboarding Strategy/Plan that will require tailoring to the Organisation in scope.
Review, cleanse and approve all existing catalogue content in a timely manner prior to E4H system upload and review and approve all data once loaded into E4H by SBS
Provide a training plan, to including classroom and Webinar sessions for both clients and suppliers
Provide adequate facilities (venue, IT equipment) for the delivery of system training and ensure attendance of relevant staff

17. Go-Live Approach SBS will Organisation will
With the assistance from the organisation, complete an on-boarding process with 3rd party suppliers to assist with the availability of Supplier Maintained Catalogues.
Amend supplier contracts to include a clause requiring 3rd party suppliers to upload their goods and services to the E4H system for purchasing by the organisation.
Be responsible for monitoring and fixing existing interfaces between the E4H and NHS SBS Finance Systems.
(Any other interfaces into/extracts from the E4H system required by the organisation may incur additional charges.)
Be responsible for maintaining static data (such as, users, user profiles and Buyer Maintained Catalogues)
Provide metrics and reporting to both clients and suppliers.
Be responsible for reviewing and approving all changes and pricing proposed by suppliers to any Supplier Maintained Catalogues.
Move Buyer Maintained Catalogues to Supplier Maintained Catalogues in a timely manner as catalogue content is made available on E4H.

18. Client Resource Requirements (estimated)
Client Effort (est) (hrs)
Supplier Tasks
250
Catalogue Tasks*
320
Project Tasks 60
Total
630
90 days
* NHS SBS have a service offering to complete this task

19. Client Effort (estimates)