Supplier e-Enablement - Overview
What is Supplier e-enablement?
It is the process of e-enabling suppliers to conduct business through eProcurement Scotland.
Approach to Supplier e-enablement
A clear and consistent approach is used by the Programme in the e-enablement of suppliers. The consistency ensures a professional standard approach, removing duplication of effort and mixed messages.
Key Concepts
There are 4 key concepts which form the backbone of the supplier e-enablement methodology:
- Buyer Ownership
Relationships with suppliers exist at a buyer level, rather than with the Programme team. As a result, buyers are responsible for driving the hands-on supplier e-enablement activity, with necessary support, direction and technical expertise provided by the Programme team. Each buyer can tailor activity to the needs of their own roll out plan and priorities and communicate these with their own suppliers in order to manage their expectations.
- The Sponsorship Model and Central Co-ordination of effort via the Database
The model supports a 'Once Only' education and engagement process for suppliers. A point of contact, from a buying organisation is identified and assumes responsibility for engaging and adopting a named supplier, on behalf of the Programme. This reduces the workload and effort for both suppliers and buyers and consequently enhances the value propositions presented to each body.
To co-ordinate the activity of the individual sponsoring buyers, a monthly report is issued by the programme team which contains a full listing of all suppliers and content and connection options for eah buying organisation. This allows buying organisations to share information about the process of e-enabling common suppliers. - Training and support provided throughout the First Phase of Implementation
Individual buying organisations receive training from the Programme team regarding supplier e-enablement material and techniques. This training is provided at the beginning of the engagement activity with the buying organisations and further support is then provided to each buyer during face-to-face meetings with the first wave of suppliers.
- Common Engagement Process and Material
A common engagement process is used across the whole Programme allowing for the use of consistent messages and for the use of common definitions associated with the engagement process. In addition, the commonality ensures that there is the sharing of learning between buying organisations across the service and that all messaging is unambiguous.
These 4 common threads are essential to the successful implementation of supplier e-enablement across the Programme.
In addition to these key concepts associated with the programme's supplier e-enablement activity is the need to segment the supplier base.
The Engagement Process
The common engagement process used to adopt suppliers is a five-step activity:
- Validation of suppliers
Effective validation of suppliers will ensure that each organisation selects suppliers which are appropriate for their roll out plan and will ensure that the organisation maximises the knowledge which can be transferred from the central team during the engagement with the first 8 suppliers. This will maximise a buyer's exposure to a range of suppliers and ensure familiarity of the processes and material.
- Communication
Communication between a buying organisation and a supplier is a critical stage in the e-enablement process. There are three key mechanisms available to buyers to facilitate their communication activity:
Supplier Briefing: The standard supplier briefing provides a simple overview of the eProcurement Scotl@nd Programme and introduces some of the key concepts of eProcurement and its impact upon suppliers.
Warm Up Call: It is likely that each buying organisation has been discussing the plans for eProcurement with some of their suppliers prior to the engagement by the Programme. Given these discussions and the distribution of the briefing, the suppliers should be relatively receptive toward meeting with the buyer face-to-face.
Supplier Capability Questionnaire: Buying organisations should issue a questionnaire to all their 'warmed-up suppliers' for completion and return.
- Conference
The face-to-face meeting with suppliers should include decision makers from the supplier organisation. It is imperative that individuals with some IT/technical skills and commercial/sales knowledge are included.
- Channel
At the face-to-face meeting, the buyer will discuss a few options through which the supplier can provide content to the eProcurement system.
- Connect
Connecting the supplier content to the appropriate buying organisation is the final stage of the adoption activity.
Post Implementation
Post implementation activity follows directly after a supplier is e-enabled and is the final stage of the engagement process. This activity is not time-bound and is owned by the buyer - again the relationship with the supplier lies with the buying organisation.
Supplier Development
In addition to the above 'post implementation activity' buyer organisations have additional responsibility to work with and further develop their suppliers. This development activity will focus upon working with suppliers to ensure that they can maximise benefits generated from connection to the eProcurement system.
Content Options
eCatalogue
Supplier or buyer maintained - simple to create using spreadsheet with product, price info, UNSPSC codes, images etc. A standard template for creating a supplier catalogue is available.
Punch Out
Use of suppliers website to create a shopping basket and bring back details to complete requisition in eProcurement Scotland.
Dynamic Document
User customisable item, e.g, business card. Dynamic document shows visual representation of actual product.
eForm
"Request Form" attached to a catalogue item. Allows user to describe / specify needs more closely in freeform text.
Blanket Order
Used for "call off" or "framework" agreements. Allows users to call off amounts from a predefined purchase order.
Non Catalogue
Users enter free form requisitions without reference to any of the above mechanisms - not true eProcurement.
Connection Options
Post
eProcurement Scotland produces a paper-based purchase order which can be sent to the supplier in the post.
Fax
ePS creates an electronic fax purchase order that is sent to the supplier.
E-mail
ePS produces an e-mail purchase order that is automatically sent to the supplier's e-mail in-box.
EDI
Send a file / purchase order through EDI to the supplier's back office.
cXML
Send a cXML file to the supplier's back office.