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eSourcing and eAuction Tool Datasheet 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