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COINS-etc eCommerce Platform. COINS-etc..... working closely with contractors and their supply chain partners, to improve the effectiveness of information.

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Presentation on theme: "COINS-etc eCommerce Platform. COINS-etc..... working closely with contractors and their supply chain partners, to improve the effectiveness of information."— Presentation transcript:

1 COINS-etc eCommerce Platform

2 COINS-etc..... working closely with contractors and their supply chain partners, to improve the effectiveness of information flow through the supply chain.......... improving process efficiency, with the focus on: reducing effort and cost, and improving transaction accuracy and timeliness.....

3 Processes (1)Improving the Plant Hire Order process a)eCatalogue orderseCatalogue b)eOpen orderseOpen COINS-etc eCommerce Platform

4 Plant Hire eCatalogue based procurement Improving the quality of the Plant Hire Order process to reduce plant hire queries, substantially improve invoice clearance rates, and reduce overdue payments and bad debt

5 eCatalogue based procurement The drivers for process improvement (1)For contractors; plant hire invoices are notoriously difficult to check and approve against the original PO, mainly because the original PO is likely to be inaccurate, incomplete or out-of-date (2)Therefore it is unlikely that plant hire invoices will be approved first time without referring back to the site for approval (3)This leads to delays and large numbers of plant hire invoices being put on ‘Hold’ while the site queries are dealt with (4)Plant hire invoices reoccur monthly, with the likelihood that each month the same queries are raised again, with the same site approval being sought (5)For suppliers; unless there is an efficient ‘query management’ system in place, plant hire payments will be delayed and regularly disputed (6)Resolving plant hire issues is a costly and time consuming task that adds no value to the provision of plant hire services (7)Delayed payments and bad debt leads to higher debt financing charges

6 Process objectives (1)Simplify, de-skill and improve the Plant Hire ordering process (2)Improve PO accuracy (3)Remove process cost throughout the supply chain (4)Improve the efficiency of the Hire Contract production process (5)Improve the plant ‘requisition-to-delivery‘ cycle time (6)Provide 100% alignment of the Hire Contract details with the PO details, to: a)Reduce plant hire invoice queries b)Improve invoice first-time match and clearance rates c)Reduce delayed payments and bad debt eCatalogue based procurement

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8 1243 Matching Hire Contract details to the PO Delivering the plant hire items Raising the Hire Contract Requisitioning and raising the PO

9 4231 Requisitioning and Raising the PO Site personnel create a Plant requisition and sends (emails/faxes) the requisition to the procurement function. Procurement personnel process the requisition, raising a COINS PO and selecting the required plant hire line items (description, product code details, rates, etc.) from the COINSetc hosted web catalogue of the Plant Hire company’s equipment. The Plant Hire PO (status unconfirmed) is committed on COINS and a XML ePO is transmitted to the Plant Hire company. Site personnel create a Plant requisition and sends (emails/faxes) the requisition to the procurement function. Procurement personnel process the requisition, raising a COINS PO and selecting the required plant hire line items (description, product code details, rates, etc.) from the COINSetc hosted web catalogue of the Plant Hire company’s equipment. The Plant Hire PO (status unconfirmed) is committed on COINS and a XML ePO is transmitted to the Plant Hire company.

10 1342 Raising the Hire Contract The Plant Hire company receives the XML ePO and use the PO details to automatically populate their Plant Hire Sales Order/Hire Contract. The Plant Hire company Call Centre personnel check the order details, locate the plant items from within their depot network, and complete the order details. When the Sales order/Hire Contract is complete, the Call Centre back-office application will automatically create the XML eOrder Confirmation message and transmit it to the contractor. The Plant Hire company receives the XML ePO and use the PO details to automatically populate their Plant Hire Sales Order/Hire Contract. The Plant Hire company Call Centre personnel check the order details, locate the plant items from within their depot network, and complete the order details. When the Sales order/Hire Contract is complete, the Call Centre back-office application will automatically create the XML eOrder Confirmation message and transmit it to the contractor.

11 Delivering the Plant items 1243 The Plant Hire company depot network delivers plant items to site and provides delivery ticket/note. Site personnel sign the Plant Hire company's copy of the delivery note as proof of delivery (POD). The signed proof of delivery (POD) will be available through the Plant Hire company's Customer Portal (website services). The Plant Hire company depot network delivers plant items to site and provides delivery ticket/note. Site personnel sign the Plant Hire company's copy of the delivery note as proof of delivery (POD). The signed proof of delivery (POD) will be available through the Plant Hire company's Customer Portal (website services).

12 3124 Matching Hire Contract details to the PO The Contractor receives the XML eOrder Confirmation and COINS automatically compares the details to the PO (at a line level). Where the details match, the PO status is changed to 'Confirmed', and a Confirmation PO is sent to the Plant Hire company quoting the Hire Contract No. Where there are mismatches BUT the eOrder Confirmation is deemed to be ACCEPTABLE (correct), the PO details will be automatically amended to the eOrder Confirmation details, the PO status is changed to 'Confirmed', and a Confirmation PO is sent to the Plant Hire company quoting the Hire Contract No. Where there are mismatches that are NOT ACCEPTABLE, the eOrder Confirmation will be REJECTED and the queries will have to resolved by either raising an amendment to the PO, or by the Plant Hire company revising their Sales Order/Hire Contract details. The Contractor receives the XML eOrder Confirmation and COINS automatically compares the details to the PO (at a line level). Where the details match, the PO status is changed to 'Confirmed', and a Confirmation PO is sent to the Plant Hire company quoting the Hire Contract No. Where there are mismatches BUT the eOrder Confirmation is deemed to be ACCEPTABLE (correct), the PO details will be automatically amended to the eOrder Confirmation details, the PO status is changed to 'Confirmed', and a Confirmation PO is sent to the Plant Hire company quoting the Hire Contract No. Where there are mismatches that are NOT ACCEPTABLE, the eOrder Confirmation will be REJECTED and the queries will have to resolved by either raising an amendment to the PO, or by the Plant Hire company revising their Sales Order/Hire Contract details.

13 Process outcome (1)It is much easier and quicker to produce an accurate PO from an eCatalogue for the majority of plant hire items (2)Process compliant Plant hire POs can be produced at site level for the majority of plant hire items (3)The requisitioning process can be removed (4)Processing the order confirmation message ensures that the PO details match the Hire Contract (5)Plant hire invoices (produced from the hire agreement) will match the PO details for a 2-way match (6)Resulting in much fewer plant hire invoice queries (7)Fewer delayed payments and less bad debt (8)More accurate plant hire accrual information eCatalogue based procurement

14 End of process

15 Plant Hire eOpen Order based procurement Simplifying the ‘Requisition-to- delivery’ process for plant hire to minimise the paperwork, time and effort necessary for site personnel to acquire authorised plant hire equipment

16 eOpen Order based procurement The drivers for process improvement (1)For contractors; for certain types of plant; especially lower-cost plant and tools, the cost of providing approved requisitions and producing authorised POs can be disproportionate to the cost of hiring the plant items (2)The time taken for procurement to process the requisition and produce the PO can be too long to meet the requirements of the faster moving requirements of the maintenance and repair sector (3)To minimise effort and to avoid duplication of effort where the Plant Hire company provides specialised Plant Hire Desk Services or Call Centre Services to contractors (4)For suppliers; To improve service levels: reducing the time and effort required to hire the majority of plant hire items (5)Improve the ‘Requisition-to-delivery’ cycle time (6)Improving the accuracy of the contractors PO details: by providing accurate PO Confirmation details back to the contractor as-and- when requisitions and hire contracts are processed

17 Process objectives (1)Provide a much simplified, lower-cost process for acquiring an agreed range of Plant Hire items (2)Process based on a single ‘Open’ PO being raised for each construction project and the contractor providing authorised requisitions as and when plant is required (3)Reduce process cost and plant acquisition effort (4)Improve the performance of the plant ‘requisition-to- delivery‘ cycle time (5)Automatically provide PO line item details directly from the Plant Hire contract, to: a)Reduce plant hire invoice queries b)Improve invoice first-time match and clearance rates c)Reduce delayed payments and bad debt eOpen Order based procurement

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19 1243 Matching Hire Contract details to the requisition Delivering the plant hire items Raising the Hire Contract Requisitioning PO Raising the Open PO

20 1243 Raising the Open PO The contractors procurement team produce an ‘Open’ Order on COINS against a specific contract for a specific period of time, but, at this point in time, without any hire items - effectively raising a single PO No that the specified construction project will use/quote for ALL their plant hire requirements in the specified period. Behind the Open PO, COINS holds a schedule of the plant hire items and rates covered by the PO, that can be requisitioned against the PO No for that site. The XML eOpen Order is transmitted to the Plant Hire company to register the PO No, the project details, site description, project number, site address, etc. NO plant items are requisitioned or hired at this stage. The contractors procurement team produce an ‘Open’ Order on COINS against a specific contract for a specific period of time, but, at this point in time, without any hire items - effectively raising a single PO No that the specified construction project will use/quote for ALL their plant hire requirements in the specified period. Behind the Open PO, COINS holds a schedule of the plant hire items and rates covered by the PO, that can be requisitioned against the PO No for that site. The XML eOpen Order is transmitted to the Plant Hire company to register the PO No, the project details, site description, project number, site address, etc. NO plant items are requisitioned or hired at this stage.

21 2431 Requisitioning Site personnel create a Plant requisition and sends (emails/faxes) the authorised requisition to the Plant Hire company Call Centre. The requisition must quote the Open PO No, the site/project name and No, site address, and must follow the process that has been agreed between the Plant Hire company and the contractor. There will be occasions when the contractor has agreed that a telephone call from the site will be sufficient to requisition certain lower cost plant, such as small tools. Under these circumstances the requestors name must be quoted and recorded. Site personnel create a Plant requisition and sends (emails/faxes) the authorised requisition to the Plant Hire company Call Centre. The requisition must quote the Open PO No, the site/project name and No, site address, and must follow the process that has been agreed between the Plant Hire company and the contractor. There will be occasions when the contractor has agreed that a telephone call from the site will be sufficient to requisition certain lower cost plant, such as small tools. Under these circumstances the requestors name must be quoted and recorded.

22 1432 Raising the Hire Contract When a requisition is received, the Plant Hire company Call Centre personnel check the quoted PO No against the Open PO details, rejecting those that are incorrect. Where the requisition details are correct, the Call Centre personnel raise a Plant Hire Sales Order/Hire Contract, locate the plant items from within their depot network, and complete the order details. When the Sales order/Hire Contract is complete, the Call Centre back-office application will automatically create and transmit an XML eOrder Confirmation message. When a requisition is received, the Plant Hire company Call Centre personnel check the quoted PO No against the Open PO details, rejecting those that are incorrect. Where the requisition details are correct, the Call Centre personnel raise a Plant Hire Sales Order/Hire Contract, locate the plant items from within their depot network, and complete the order details. When the Sales order/Hire Contract is complete, the Call Centre back-office application will automatically create and transmit an XML eOrder Confirmation message.

23 1243 Delivering the Plant Hire items The Plant Hire company depot network delivers plant items to site and provides delivery ticket/note. Site personnel sign the Plant Hire company's copy of the delivery note as proof of delivery (POD). The signed proof of delivery (POD) will be available through the Plant Hire company's Customer Portal (website services). The Plant Hire company depot network delivers plant items to site and provides delivery ticket/note. Site personnel sign the Plant Hire company's copy of the delivery note as proof of delivery (POD). The signed proof of delivery (POD) will be available through the Plant Hire company's Customer Portal (website services).

24 1234 Matching Hire Contract details to the Requisition The Contractor receives the XML eOrder Confirmation and compares the details to the requisition. Where the details match, the eOrder Confirmation details are 'Accepted', the PO is automatically updated with the eOrder Confirmation details and a Confirmation PO is sent to the Plant Hire company quoting the Plant Hire company's Contract No. Where there are mismatches BUT the eOrder Confirmation is deemed to be ACCEPTABLE (Correct), the PO is automatically updated using the eOrder Confirmation details and a Confirmation PO is sent to the Plant Hire company quoting the Plant Hire company's Hire Contract No. Where there are mismatches that are NOT ACCEPTABLE, the eOrder Confirmation will be REJECTED and the queries will have to resolved by either amending and resending the requisition, or by the Plant Hire company revising their Sales Order/Hire Contract details. The Contractor receives the XML eOrder Confirmation and compares the details to the requisition. Where the details match, the eOrder Confirmation details are 'Accepted', the PO is automatically updated with the eOrder Confirmation details and a Confirmation PO is sent to the Plant Hire company quoting the Plant Hire company's Contract No. Where there are mismatches BUT the eOrder Confirmation is deemed to be ACCEPTABLE (Correct), the PO is automatically updated using the eOrder Confirmation details and a Confirmation PO is sent to the Plant Hire company quoting the Plant Hire company's Hire Contract No. Where there are mismatches that are NOT ACCEPTABLE, the eOrder Confirmation will be REJECTED and the queries will have to resolved by either amending and resending the requisition, or by the Plant Hire company revising their Sales Order/Hire Contract details.

25 Process outcome (1)A much simplified, lower-cost process for acquiring an agreed range of Plant Hire items (2)Process based on a single ‘Open’ PO being raised for each construction project and the contractor providing authorised requisitions as and when plant is required (3)Reduced process cost and plant acquisition effort (4)Improved performance of the plant ‘requisition-to- delivery‘ cycle time (5)Automatically updated PO line item details directly from the Plant Hire contract (6)Automatic provision of anticipated cost for accruals (7)Improved invoice first-time match and clearance rates (8)Reduced delayed payments and bad debt levels eOpen Order based procurement

26 End of process


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