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eSourcing and eAuction Tool
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Obtaining the best possible price
without compromising on quality
Many businesses face the ongoing problems of
inconsistency, visibility, and standardisation within their
purchasing activities often leading to duplication and
unnecessarily excessive purchasing costs. Purchasing
functions are also frequently tasked with buying additional
requirements for the business, without this being reflected
in the resources allocated to undertake such purchases.
In such cases, the use of technology complimented by the
knowledge and expertise of the Apsiz team to help
implement the solution can help your business save time,
money, and resources by buying more smartly and
efficiently.
Use of technology
Through the use of our eSourcing Tool, powered by
BravoSolution, your purchasing team will have more time
to spend investing in critical upfront activity such as
specification development and the drafting of contractual
requirements, as a result of the following system benefits:
Time savings. For public sector buyers the technology
brings reductions in the minimum timescales required for
each stage of purchasing activity. Private sector buyers also
benefit from time savings through process improvements
and elimination of duplication or manual interventions.
Unlimited capacity. Purchases can be made by multiple
buyers without using external e-mail or websites, allowing
buyers to issue and receive large files without causing issues
to internal systems.
Automation. Automated process minimising the need for
manual intervention which can often lead to errors. Specific
tasks such as scoring of bids, evaluation and communications
are all managed within the tool.
Risk management. Adoption of a system led standard
process throughout the purchasing function minimises risk
associated with a failure to undertake mandatory activities
and leads the business to buy consistently.
Integrated eAuction. A proven way to ensure you obtain the
Auditability and control. A fully electronic and automated best possible price, eAuctions can be used as part of your
audit trail is maintained at all times when using an eSourcing sourcing activity configured to your needs whether a forward
Tool which can be quickly and easily exported into reports for or resverse auction, English, Dutch or Japanese.
wider use within the business.
Contact Us
0800 917 7884 | [email protected] | www.apsiz.co.uk
Our technical solution
eSourcing Tool
Features
Benefits
The entire purchasing process can be managed  Speed - Reduces the time required to undertake purchasing activities.
through the eSourcing Tool, from advertising the  Compliance - Manages workflow to ensure that all steps within the
requirement through to communication of the
purchasing process are followed.
outcome.
 Efficiency - Reduces procurement costs due to improved efficiency.
 Governance - Provides a full date / time recorded audit trail
throughout the entire purchasing process.
 Flexibility - Can be used for procurements of any category, size,
complexity, and value, and include documents of multiple formats.
 Integration - Tenders can be converted automatically into an eAuction
if required, without manual intervention or transfer of data between
systems.
 Savings - eAuctions deliver significant reductions in cost of goods /
services.
The eSourcing Tool is a secure, hosted service  Accessible from any device with internet connectivity, 24/7
that is accessed by buyers and their suppliers  Familiar and easy for suppliers to use encouraging more participation
via the internet.
and increasing competition
Pre-configured templates can be developed  Consistency - Ensures consistency between purchasing activities
within the eSourcing Tool containing prewhere appropriate.
defined data fields and information.
 Speed - Reduces the time required to create a new RFI / RFQ.
 Replication - Previous purchasing activities can be replicated, thereby
only needing updates in new / different fields.
 Accuracy - Mandatory fields and pre-defined response options ensure
that suppliers submit a complete and accurate bid.
The eSourcing Tool provides automation of
tasks such as scoring bids with pre-defined
scores and weightings, panel evaluation and
notification of outcomes.
 Productivity - Eases the evaluation process and encourages parallel
working.
 Compliance - Automated scoring and weighting of bids aids robust
decision making.
 Reporting - Reports can be pre-defined and automated or ad-hoc,
thereby requiring minimal manual intervention / time to produce.
For public sector purchasing, the eSourcing  Compliance - Ensures adherence to the legal minimum EU public
Tool enables buyers to select the appropriate
procurement timescales.
OJEU process, which automatically loads the  Notification - Creates warning notifications when approaching EU
relevant minimum timescales and required
legal deadlines.
templates.
 Integration - Provides facility to send OJEU notices and contract
award notices directly to the Publications Office.
eAuction module integrated in sourcing tool
 Automatic conversion of suppliers and tendered prices into auction
 Best practice supplier guides, event rules, bid-sheets, FAQs etc.
 Minimum bid decrements and increments to control bidding
environment
Contact Us
0800 917 7884 | [email protected] | www.apsiz.co.uk
Implementation expertise
and resources here to help
Businesses need to utilise more efficient purchasing
methods by embracing technology in order to grow and
keep ahead of the market. It enables the true investment in
purchasing professionals to be realised as administration
tasks during the purchasing process are reduced allowing
space for strategic activities.
everything that might possibly occur and then obtain
feedback from others within the organisation, which then
further exasperates the delay.
Moving Too Fast. Often companies wish to use the
eSourcing Tool before the implementation process has been
finalised. This often results in teams being disappointed as
the full functionality of the solution has not been adopted
due to a lack of training or understanding. This then ruins
the experience for others within the company who have
received full training and have a detailed understanding of
the ways to optimise the tool in order to take full advantage
of the benefits available.
Being practitioners, and experienced eProcurement
transformation leaders we can ensure your transition to
eSourcing is fully aligned with your business goals. All to
often we have seen organisations who have failed to get all
the expected benefits from new technology, where the
people and process changes necessary have not been
addressed.
Over Engineering. Companies will often try to introduce
more processes when implementing an eSourcing Tool as
opposed to enhancing and streamlining their existing
operation where possible. This means that the resultant
process is more complex and includes more steps, which
leads to dissatisfaction within the procurement team as they
have more to do as opposed to becoming more efficient.
Too Many Templates. Often companies will create
numerous templates for a multitude of procurements when
only a few are needed. This leads to confusion within the
company as it may not always be clear which template is
appropriate in which situation.
Our implementation process
Implementation typically takes 4 - 6 weeks with the Apsiz
team supporting you throughout the process with training
Common implementation problems
and guidance related specifically to how you can realise your
Often companies manage the implementation of an
commercial objectives. The following key activities are
eSourcing Tool using their existing project or procurement
undertaken:
teams, however it is likely in these situations that such
 Organisational set up
companies will encounter one of the following 5 problems:
 Workflow management
Managing Change. A lot of procurement professionals see
an eSourcing Tool as a threat and therefore resist its
adoption. However, when implemented properly an
eSourcing Tool can drive significant, measurable savings
beyond what could have ever been achieved without one.
Dealing with Delays. Often companies assign a couple of
members of staff to the project who often delay the project
by insisting that the timing is not right. They try to make
sure that the eSourcing Tool is 100% configured with

Template creation

Provision of guidance documentation

User training (for typical buyers)

Superuser training (for system configurators)

eAuction configuration

Helpdesk support
Contact Us
0800 917 7884 | [email protected] | www.apsiz.co.uk
About Apsiz Services
Executives face increasing pressures to deliver more savings, develop and manage strategic supplier
relationships, accelerate sourcing times, and maintain process excellence. To meet those challenges, CEOs, CFOs
and CPOs need proven but customisable solutions that deliver rapid ROI and transform their procurement
operations.
Apsiz Services is a leading edge consultancy dedicated to helping organisations transform their commercial
performance and maximise the value of their investments in sourcing technologies and operations.
Our team is made up of senior procurement executives with experience from industries as diverse as
Government, financial services, manufacturing, automotive and healthcare. Our people have managed spend
measured in billions and delivered savings measured in hundreds of millions.
Our industry leading toolkit and technology solutions support the full supply management lifecycle from
purchase to pay through to strategic sourcing and supplier relationship management, helping organisations
transform the total procurement operations, making them leaner and more effective.
To find out more visit www.apsiz.co.uk or call us on 0800 917 7884.
Contact Us
0800 917 7884 | [email protected] | www.apsiz.co.uk