Description
In product development and process optimization, a requirement is a singular documented physical and functional need that a particular design, product or process must be able to perform. It is most commonly used in a formal sense in systems engineering, software engineering, or enterprise engineering.
eSourcing System Requirements
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Table of Contents
Solution and Service Requirements .................................................................................... 3 Solution and Services Implementation ............................................................................... 6 Expandability ...................................................................................................................... 7 Solution and Services Pricing ............................................................................................. 8
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Solution and Service Requirements
eSourcing Basic Requirements The solution is required to be delivered in an On-Demand subscription model. The software, empowerment services, and support are to be all bundled into one price point. This comprehensive, full-featured sourcing platform is to be ideal for automating, streamlining, and providing visibility into the sourcing project processes - freeing our buyers to focus on gaining competitive advantage. By leveraging the technology features and functionality of eSourcing we should be able to: • • • • Reduce Sourcing Cycle Gain Visibility Maximize Negotiations Collaborate with and manage suppliers
As an On-Demand Solution, no client installation, maintenance, or unique hardware is to be required.
Features and Functionality Requirements Critical features • • • • Ease of use for eRFPs, Auctions and Reporting Configurable dashboard with calendar, event list, to-do list, event status Ability to clone previous project, re-use templates for RFx (RFI, RFP and Auctions) A broad set of RFX types, including RFI, RFP, Reverse Auctions, Index-based Auctions, Transformation-based Auctions, Rank-based Auctions and both forward and reverse Dutch Auctions Rapid RFX creation using Microsoft Excel upload Sourcing library to store standardized RFX content such as questionnaires, lots and line items, as well as past RFX content Drag and drop feature to quickly organize event content, lots and line items Participant specific values to Questions in addition to Pricing Automatic scoring, subjective grading and team member participation Real-time visibility of all event data and bid graphs Ability to pause events, lock suppliers and edit RFX contents anytime Buyer preview of supplier interface prior to event publishing.
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Supplier Management (supplier profiles)
Basic Capability Highlights • Configurable dashboard • Robust RFx Creation and Management capability • RFx Event Project Management • RFx basic approval workflow • Sourcing library to store templates • Flexible Event and Timing Rules – e.g. starting gate, variable starting prices, bid buffers, extensions • Intuitive supplier user interface for simple RFX response capability • Ability to collect pre-bids from suppliers before competitive bidding begins • Single page view of event in progress and one-click bidding • Bidding at line level or lot level • Invitation to specific items or lots within an event • Robust communications and messaging infrastructure (message center, system generated etc.) • Multi-lingual capabilities • Support for RFx creation in nine languages—English, French, German, Italian, Spanish, Portuguese, Japanese and Simplified and Traditional Chinese • Facilitates RFx content translation into any language • Ability to run online bid events in all major currencies • Pre-configured reports with XL export capability – e.g. - Executive event reporting, Audit log reporting, Commodity reports, Cross event reports and supplier participating reports etc. Reporting capabilities are to include: • Cross Event Reporting • RFI Reporting • Supplier Activity Reporting • Audit Log Reporting • Event Reporting
Services Requirements The following services must be included in each subscription. End User Support The awarded supplier must recognize it is critical for our team and our suppliers to have access to dedicated global assistance on the technology. The Support team must be available to answer questions and help resolve problems that would prevent a buyer or supplier from successfully
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using the product. This will allow our buyers to focus on value generating activities rather than helping suppliers learn the technology. Buyer Support – The awarded supplier will provide customer support services to act as an initial, single point of contact to diagnose, troubleshoot, and resolve technical problems. All employees who are trained users of the solution are to be able to access customer support via the telephone or a web form. Customer support services also include responding to functional and navigational questions from our trained employees regarding the use of the solution. Supplier Support – The awarded supplier will provide supplier support services to act as an initial, single point of contact to diagnose, troubleshoot, and resolve technical problems. Suppliers who are users of the eSourcing solution are to be able to access supplier support via the telephone or a web form. Supplier support services will also include responding to functional and navigational questions from our customer's suppliers regarding the use of the solution. Online Buyer and Supplier Training Web based online buyer and supplier training tutorials that cover the entire event lifecycle for both parties is to be available. Training sessions are to be pre-recorded, web based tutorials focusing on tasks required to successfully use the software. Buyer training will include topics such as creating an RFX, creating an auction, monitoring an event, scoring, and transformation auctions. Supplier training helps suppliers understand how to participate in an event. Training is to cover the entire eSourcing project lifecycle, from accepting a project invitation to submitting bids and reviewing award decision information. Suppliers gain knowledge that increases their proficiency in navigating the esourcing web site and using the application to effectively participate in a variety online sourcing activities, including auctions. This training is to be designed to: • • • Improve suppliers’ confidence in their ability to effectively participate in competitive bidding sessions Increase the number of participating suppliers submitting bids online, thereby enhancing sourcing project effectiveness and potential for savings Increase suppliers’ understanding and acceptance of eSourcing activities
Site Administration The awarded supplier is to provide a centralized site management service to provide for rapid execution of tasks necessary for the ongoing maintenance and updating of the eSourcing site. This alleviates the need for dedicated internal resources while ensuring consistency in site administration. Example tasks include – Administration of text and graphics updates to site Modifying user roles and permission levels Adding and removing buyers Modifying site and auction default settings and site hierarchies Event Day Management Event day management is a service that helps us ensure the smooth execution of our online negotiations. Event day management includes: Auction Monitoring and Administration - which includes identifying and removing erroneous bids, pausing auctions, and removing and reinstating 5
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suppliers during auctions; Telephone Support - which includes receiving calls from suppliers concerning functional or technical questions immediately prior to and during an on-line auction; and Surrogate Bidding – which includes providing suppliers with the option of telephone bidding by proxy through a surrogate bidder. Event day management will provide the operational infrastructure and expertise to help us and our suppliers execute auctions and reduce the risk of project failure. The awarded supplier will provide the following services on auction day – Auction monitoring and administration to identify potential bidder problems, including pausing, extending and resuming lots Bidder and individual bid removal in case of participant errors Help desk support for Buyers and outbound calling to participants when rapid communication of special information is required Messaging management to communicate to all participants that are critical for project success Scheduled and emergency surrogate bidding for suppliers facing technology issues Enforcement of auction guidelines and procedures to encourage a fair marketplace for all participants Sourcing Support Desk This service is to be accessible directly from the application, prior to publishing a sourcing project. The awarded supplier’s sourcing experts will review our projects in draft format and provide general recommendations for best practices in event setup. When the review is completed a document is to be emailed to the user documenting the team’s findings. The awarded supplier’s sourcing support desk service personnel will provide: non-commodity specific advice regarding site functionality, online bidding formats, lotting structure, bidding parameters, supplier communication and management, and other aspects of a project. Recommendations shall not be commodity or industry specific, and the sourcing support desk personnel shall not be obligated to draft original content or to edit any written materials. General Best Practice Advice includes: • Choosing appropriate project types, bidding formats, and parameters • RFQ/RFP/RFI development (including non-commodity-specific lotting guidance) • Advice on negotiation formats • Auction/RFx types and parameters • Project management (including developing/managing timelines, managing document flow, risk areas) • Supply base management, including supplier identification fundamentals, when to hold supplier conferences, effective communication plans, addressing suppliers’ objections and the benefits and drawbacks of engaging a global supply base • Project Specific Recommendations: for users requesting a Project Review, the Sourcing Support Desk will access the site, review project-specific parameters and documentation, and provide a written Project Review Report to the user.
Solution Implementation and Maintenance
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Deployment Timeline
Rapid Deployment Process 10 Days to Sourcing Process: Deployment is to be completed within 10 days to enable a rollout or our eSourcing initiative quickly and on-time. The awarded supplier will provide deployment instruction and materials to reduce rollout time. The awarded supplier will also provide project management services and key account contacts to eliminate delays in resolving issues. Site Readiness: The awarded supplier will leverage a deployment checklist designed for repeatability and quality delivery. The awarded supplier is to create a site look and feel using our logo, preferences, and helps develop a supplier database management strategy. Guidance for populating the database and creating a commodity structure that works for buyers is to be provided in a set of “how to” instructions. Before the launch, the awarded supplier is to schedule and conduct a site test. The Set up includes: • • • • Gather Requirements and Configure Base System – Setting of basic system parameters and branding Master Data Collection / Load – Includes users, currency, units of measure, and commodity codes Dashboard functionality – basic dashboard configuration Reporting and Analysis - Out of the Box Reports to share general sourcing event metrics
To prepare for the internal launch, the awarded supplier will provide descriptions and templates of communications to help us create an internal communication plan. The awarded supplier will also be expected to guide us on how to effectively use the communications plan to drive company awareness and support use, and help define and plan launch activities.
Maintenance
As an On-Demand Solution, no client installation, maintenance, or unique hardware is to be required.
Enhancement Releases
All costs are to be included in the subscription fee for all periodic upgrade releases, interim bug fixes or patches.
Expandability
The eSourcing solution must be an integral part of a much broader spend management solution which must include, at a minimum, the following capabilities:
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Spend Visibility Visibility in the Spend Management area refers to the ability of a buying organization to enjoy a comprehensive view of the metrics that drive improved cost savings, process efficiency and supply-chain performance. Specifically, spend visibility enables analysis of past spend for planning future direction and monitoring for compliance issues. The spend visibility offering must directly integrate with the eSourcing solution by offering the ability to access detailed reports from within individual projects.
Contract Management Contract management includes negotiating the terms and conditions in contracts and ensuring compliance with the terms and conditions, as well as documenting and agreeing any changes that may arise during its implementation or execution. The eSourcing solution must integrate directly with the contract management solution by providing the ability to move directly from sourcing negotiations into contract negotiations with awarded suppliers. Procurement Procurement includes the automation of the requisition-through-payment process for achieving contract compliance, realizing sourced savings, and automating invoice processes. In addition, the procurement solution should have access to a Supplier Network to automate transaction management for all transaction types. Reporting should be easy to access for real-time data including the ability to create ad-hoc reports on the fly.
Supplier Management Supplier Management must include the ability to define, measure and collaboratively enhance the performance of suppliers to meet business needs and improve relationships. Basic functionality must include the capability to define/measure objectives aligned to Supplier Management strategy such as establish KPIs, Analyze results and communicate to suppliers, and collaborate with suppliers to improve performance through objective and subjective formats.
Solution and Services Pricing
The commercial framework for the eSourcing technology, with a per user subscription is flexible in allowing you to scale our users based on adoption levels within our organization. The user licensing agreement should allow for three (3) project owners to use this solution for three (3) months with unlimited use of eSourcing activity, initiatives, and events. The total price of the contract should not exceed Fifteen Thousand Dollars ($15,000). Three months of unlimited use will not commence until an official agreement is executed and in place with both Buyer (DOAS/SPD) and Seller.
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doc_459008834.pdf
In product development and process optimization, a requirement is a singular documented physical and functional need that a particular design, product or process must be able to perform. It is most commonly used in a formal sense in systems engineering, software engineering, or enterprise engineering.
eSourcing System Requirements
-2-
Table of Contents
Solution and Service Requirements .................................................................................... 3 Solution and Services Implementation ............................................................................... 6 Expandability ...................................................................................................................... 7 Solution and Services Pricing ............................................................................................. 8
2
-3-
Solution and Service Requirements
eSourcing Basic Requirements The solution is required to be delivered in an On-Demand subscription model. The software, empowerment services, and support are to be all bundled into one price point. This comprehensive, full-featured sourcing platform is to be ideal for automating, streamlining, and providing visibility into the sourcing project processes - freeing our buyers to focus on gaining competitive advantage. By leveraging the technology features and functionality of eSourcing we should be able to: • • • • Reduce Sourcing Cycle Gain Visibility Maximize Negotiations Collaborate with and manage suppliers
As an On-Demand Solution, no client installation, maintenance, or unique hardware is to be required.
Features and Functionality Requirements Critical features • • • • Ease of use for eRFPs, Auctions and Reporting Configurable dashboard with calendar, event list, to-do list, event status Ability to clone previous project, re-use templates for RFx (RFI, RFP and Auctions) A broad set of RFX types, including RFI, RFP, Reverse Auctions, Index-based Auctions, Transformation-based Auctions, Rank-based Auctions and both forward and reverse Dutch Auctions Rapid RFX creation using Microsoft Excel upload Sourcing library to store standardized RFX content such as questionnaires, lots and line items, as well as past RFX content Drag and drop feature to quickly organize event content, lots and line items Participant specific values to Questions in addition to Pricing Automatic scoring, subjective grading and team member participation Real-time visibility of all event data and bid graphs Ability to pause events, lock suppliers and edit RFX contents anytime Buyer preview of supplier interface prior to event publishing.
• • • • • • • •
3
-4•
Supplier Management (supplier profiles)
Basic Capability Highlights • Configurable dashboard • Robust RFx Creation and Management capability • RFx Event Project Management • RFx basic approval workflow • Sourcing library to store templates • Flexible Event and Timing Rules – e.g. starting gate, variable starting prices, bid buffers, extensions • Intuitive supplier user interface for simple RFX response capability • Ability to collect pre-bids from suppliers before competitive bidding begins • Single page view of event in progress and one-click bidding • Bidding at line level or lot level • Invitation to specific items or lots within an event • Robust communications and messaging infrastructure (message center, system generated etc.) • Multi-lingual capabilities • Support for RFx creation in nine languages—English, French, German, Italian, Spanish, Portuguese, Japanese and Simplified and Traditional Chinese • Facilitates RFx content translation into any language • Ability to run online bid events in all major currencies • Pre-configured reports with XL export capability – e.g. - Executive event reporting, Audit log reporting, Commodity reports, Cross event reports and supplier participating reports etc. Reporting capabilities are to include: • Cross Event Reporting • RFI Reporting • Supplier Activity Reporting • Audit Log Reporting • Event Reporting
Services Requirements The following services must be included in each subscription. End User Support The awarded supplier must recognize it is critical for our team and our suppliers to have access to dedicated global assistance on the technology. The Support team must be available to answer questions and help resolve problems that would prevent a buyer or supplier from successfully
4
-5-
using the product. This will allow our buyers to focus on value generating activities rather than helping suppliers learn the technology. Buyer Support – The awarded supplier will provide customer support services to act as an initial, single point of contact to diagnose, troubleshoot, and resolve technical problems. All employees who are trained users of the solution are to be able to access customer support via the telephone or a web form. Customer support services also include responding to functional and navigational questions from our trained employees regarding the use of the solution. Supplier Support – The awarded supplier will provide supplier support services to act as an initial, single point of contact to diagnose, troubleshoot, and resolve technical problems. Suppliers who are users of the eSourcing solution are to be able to access supplier support via the telephone or a web form. Supplier support services will also include responding to functional and navigational questions from our customer's suppliers regarding the use of the solution. Online Buyer and Supplier Training Web based online buyer and supplier training tutorials that cover the entire event lifecycle for both parties is to be available. Training sessions are to be pre-recorded, web based tutorials focusing on tasks required to successfully use the software. Buyer training will include topics such as creating an RFX, creating an auction, monitoring an event, scoring, and transformation auctions. Supplier training helps suppliers understand how to participate in an event. Training is to cover the entire eSourcing project lifecycle, from accepting a project invitation to submitting bids and reviewing award decision information. Suppliers gain knowledge that increases their proficiency in navigating the esourcing web site and using the application to effectively participate in a variety online sourcing activities, including auctions. This training is to be designed to: • • • Improve suppliers’ confidence in their ability to effectively participate in competitive bidding sessions Increase the number of participating suppliers submitting bids online, thereby enhancing sourcing project effectiveness and potential for savings Increase suppliers’ understanding and acceptance of eSourcing activities
Site Administration The awarded supplier is to provide a centralized site management service to provide for rapid execution of tasks necessary for the ongoing maintenance and updating of the eSourcing site. This alleviates the need for dedicated internal resources while ensuring consistency in site administration. Example tasks include – Administration of text and graphics updates to site Modifying user roles and permission levels Adding and removing buyers Modifying site and auction default settings and site hierarchies Event Day Management Event day management is a service that helps us ensure the smooth execution of our online negotiations. Event day management includes: Auction Monitoring and Administration - which includes identifying and removing erroneous bids, pausing auctions, and removing and reinstating 5
-6-
suppliers during auctions; Telephone Support - which includes receiving calls from suppliers concerning functional or technical questions immediately prior to and during an on-line auction; and Surrogate Bidding – which includes providing suppliers with the option of telephone bidding by proxy through a surrogate bidder. Event day management will provide the operational infrastructure and expertise to help us and our suppliers execute auctions and reduce the risk of project failure. The awarded supplier will provide the following services on auction day – Auction monitoring and administration to identify potential bidder problems, including pausing, extending and resuming lots Bidder and individual bid removal in case of participant errors Help desk support for Buyers and outbound calling to participants when rapid communication of special information is required Messaging management to communicate to all participants that are critical for project success Scheduled and emergency surrogate bidding for suppliers facing technology issues Enforcement of auction guidelines and procedures to encourage a fair marketplace for all participants Sourcing Support Desk This service is to be accessible directly from the application, prior to publishing a sourcing project. The awarded supplier’s sourcing experts will review our projects in draft format and provide general recommendations for best practices in event setup. When the review is completed a document is to be emailed to the user documenting the team’s findings. The awarded supplier’s sourcing support desk service personnel will provide: non-commodity specific advice regarding site functionality, online bidding formats, lotting structure, bidding parameters, supplier communication and management, and other aspects of a project. Recommendations shall not be commodity or industry specific, and the sourcing support desk personnel shall not be obligated to draft original content or to edit any written materials. General Best Practice Advice includes: • Choosing appropriate project types, bidding formats, and parameters • RFQ/RFP/RFI development (including non-commodity-specific lotting guidance) • Advice on negotiation formats • Auction/RFx types and parameters • Project management (including developing/managing timelines, managing document flow, risk areas) • Supply base management, including supplier identification fundamentals, when to hold supplier conferences, effective communication plans, addressing suppliers’ objections and the benefits and drawbacks of engaging a global supply base • Project Specific Recommendations: for users requesting a Project Review, the Sourcing Support Desk will access the site, review project-specific parameters and documentation, and provide a written Project Review Report to the user.
Solution Implementation and Maintenance
6
-7-
Deployment Timeline
Rapid Deployment Process 10 Days to Sourcing Process: Deployment is to be completed within 10 days to enable a rollout or our eSourcing initiative quickly and on-time. The awarded supplier will provide deployment instruction and materials to reduce rollout time. The awarded supplier will also provide project management services and key account contacts to eliminate delays in resolving issues. Site Readiness: The awarded supplier will leverage a deployment checklist designed for repeatability and quality delivery. The awarded supplier is to create a site look and feel using our logo, preferences, and helps develop a supplier database management strategy. Guidance for populating the database and creating a commodity structure that works for buyers is to be provided in a set of “how to” instructions. Before the launch, the awarded supplier is to schedule and conduct a site test. The Set up includes: • • • • Gather Requirements and Configure Base System – Setting of basic system parameters and branding Master Data Collection / Load – Includes users, currency, units of measure, and commodity codes Dashboard functionality – basic dashboard configuration Reporting and Analysis - Out of the Box Reports to share general sourcing event metrics
To prepare for the internal launch, the awarded supplier will provide descriptions and templates of communications to help us create an internal communication plan. The awarded supplier will also be expected to guide us on how to effectively use the communications plan to drive company awareness and support use, and help define and plan launch activities.
Maintenance
As an On-Demand Solution, no client installation, maintenance, or unique hardware is to be required.
Enhancement Releases
All costs are to be included in the subscription fee for all periodic upgrade releases, interim bug fixes or patches.
Expandability
The eSourcing solution must be an integral part of a much broader spend management solution which must include, at a minimum, the following capabilities:
7
-8-
Spend Visibility Visibility in the Spend Management area refers to the ability of a buying organization to enjoy a comprehensive view of the metrics that drive improved cost savings, process efficiency and supply-chain performance. Specifically, spend visibility enables analysis of past spend for planning future direction and monitoring for compliance issues. The spend visibility offering must directly integrate with the eSourcing solution by offering the ability to access detailed reports from within individual projects.
Contract Management Contract management includes negotiating the terms and conditions in contracts and ensuring compliance with the terms and conditions, as well as documenting and agreeing any changes that may arise during its implementation or execution. The eSourcing solution must integrate directly with the contract management solution by providing the ability to move directly from sourcing negotiations into contract negotiations with awarded suppliers. Procurement Procurement includes the automation of the requisition-through-payment process for achieving contract compliance, realizing sourced savings, and automating invoice processes. In addition, the procurement solution should have access to a Supplier Network to automate transaction management for all transaction types. Reporting should be easy to access for real-time data including the ability to create ad-hoc reports on the fly.
Supplier Management Supplier Management must include the ability to define, measure and collaboratively enhance the performance of suppliers to meet business needs and improve relationships. Basic functionality must include the capability to define/measure objectives aligned to Supplier Management strategy such as establish KPIs, Analyze results and communicate to suppliers, and collaborate with suppliers to improve performance through objective and subjective formats.
Solution and Services Pricing
The commercial framework for the eSourcing technology, with a per user subscription is flexible in allowing you to scale our users based on adoption levels within our organization. The user licensing agreement should allow for three (3) project owners to use this solution for three (3) months with unlimited use of eSourcing activity, initiatives, and events. The total price of the contract should not exceed Fifteen Thousand Dollars ($15,000). Three months of unlimited use will not commence until an official agreement is executed and in place with both Buyer (DOAS/SPD) and Seller.
8
doc_459008834.pdf