Frequently Asked Questions About the Technology
What specification of equipment will users need in order to use the service?
For users the recommended minimum specification is a 486 PC with 66MHz processor, Windows 95 or later and Internet access. Web browser versions supported at this time are Internet Explorer 5.5 or above, Netscape and Mozilla.
Are there any technical or licence restrictions as to the number of users in an organisation?
There are no technical or other restrictions on the number of users within a buying organisation (or suppliers to an organisation) who can use the service. You should ensure that you have sufficient network capacity however (see below).
As the service uses the Internet, does that mean that access to it may be vulnerable to network conditions?
The service has been specifically designed to be "slim" for Internet access. While conditions on the Internet cannot be controlled, the service provided from the technology provider's data centre is guaranteed. Any Internet access issues will be identified during the Scope and Readiness Assessment.
How do I ascertain the suitability of my organisation's current network? How much additional Internet traffic is the system likely to generate and am I likely to need extra bandwidth?
The system is remotely hosted and should be suitable for most organisation's networks. Any requirements for additional bandwidth will depend on a number of factors including the implementation options selected and other applications using an organisation's network and bandwidth. Network and bandwidth issues will be identified during the Scope and Readiness Assessment.
As the system is remotely hosted, where will buying organisation's data be held and what safeguards are in place?
The system is remotely hosted by the technology provider and both the application software and data will be held on the technology provider's servers. The technology provider's responsibilities for software and hardware integrity are governed by clear Service Level Agreements with each buying organisation. Ownership of data always remains with the buying organisation.
How secure is the service?
The security of the service was carefully considered during the evaluation process. Encryption of the core application comes as the default option (i.e. at no additional cost) which is strongly recommended by the Scottish Executive. The service can also support X.509 Digital Certificates.
How does PECOS provide users with access to supplier's products and prices?
There are a number of options. Suppliers can provide a catalogue, which is set up and hosted on the system. Depending on the circumstances, the catalogue can be maintained either by the buying organisation directly or by the supplier subject to the buying organisation's approval. Where appropriate, it is also possible to provide "punch-out" access to suppliers' sites. In other cases still (for example, bespoke products or services), an electronic form or dynamic document may be the best means of placing an order with a supplier.
Is it possible to automate payments to suppliers?
The PECOS software itself does not make payments, but by integrating with a buying organisation's Accounts Payable system (and providing a BACS arrangement has been made) it is possible to achieve this. The PECOS software does offer functionality for embedded procurement cards which simplifies the payment process, reducing the settlement period and the administrative costs for both buyers and suppliers.
Can the system be integrated with my organisation's finance system? What are the options?
Yes. The ability to extract data in "flat file" format for transfer to legacy systems (including finance systems) is provided as standard and a number of more advanced integration models are available as options. Experience suggests that simple integration options aligned to changes in business processes provide the most effective solution. A recommended approach to effective integration has been developed and is available through the eProcurement Scotl@nd programme office.
What about connecting with other legacy systems?
This is possible but costs are of course dependent on the characteristics of existing systems.
What has the Scottish Executive itself done about integrating with its new finance system (SEAS)?
The Scottish Executive has opted for a phased approach to integration, commencing with a single payment interface. This approach allows the Scottish Executive to assess the practical impact of electronic procurement on its business processes before extending the integration hub to other interfaces in future.
Are there likely to be any problems with a buying organisation's firewall? For example, does the system use applets?
Applets are occasionally downloaded to support a limited number of functions including system administration and pricing. This normally presents no problem although occasionally a minor reconfiguration of Firewall settings may be required. This will be assessed as part of the Scope and Readiness Assessment.
What reporting abilities does the system provide?
The system as supplied includes a basic query tool allowing simple database queries. Each buyer organisation also receives a single license and software for the Actuate management reporting package. This comes with a number of standard reports and can be used to develop reports to meet an organisation's specific requirements.
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