optimize maximo purchasing with createch add-on … · optimize maximo purchasing with createch...

Optimize Maximo Purchasing with Createch Add-on Products – Improving the Efficiency of Purchasing

Professionals

Wayne Gahagan – Technical Sales Specialist

Mike Popovic – Senior Vice-Presient

Agenda

• Challenges to Purchasing Professionals

• Introduction to Createch Products

Delivery Agent

Popfax

Vendor Price Update

• Createach Summary & Contact Information

Challenges for Purchasing Professionals

Cost control - Do more with less. Companies are reducing staff and putting morepressure on buyers to fill the void.

On-Time Deliveries – Buyers are responsible for ensuring goods and services arrive on time, or risk impacting their own maintenance or delivery schedules.

Internal Compliance – Frustration with the inability to effectively standardize procedures

Accurate Data – Out of date pricing on purchase orders is time consuming and costly

Createch Approach

Provide solutions that automate your processes and reduce the impact of these challenges:

Createch Products:

Delivery Agent

PopFax

Vendor Price Update

Delivery Agent

- Delivery Agent is a product that delivers Maximo approval requests via email

- Delivery Agent significantly reduces approval cycle time

Delivery Agent

Scenario:

You submit a purchase request for over $10,000 that is subject to multiple layers of Financial Approval.

What happens in Maximo when approval is requested from your manager?

Delivery Agent

What is different with Delivery Agent?

Delivery Agent

E-Mail based Approval requests:

Single In-Basket No sign-on No navigating a complex user

interface Approver needs only Outlook or

Notes e-mail Press one button and it is

approved! e-Signature optional

Approval Requests are sent to customer via e-mail

Delivery Agent for the BlackBerry

Under Development

Blackberry based Approval requests:

Single In-Basket No sign-on No navigating a complex user

interface All system approver needs is a

BlackBerry Press one button and it is

approved!Approval Requests are sent to the approver’s BlackBerry

Createch Add-On Products

Delivery Agent

PopFax

Vendor Price Update

PopFax

Manual Fax:

-Create and print the purchase order

- Look up Contact Information and make a note of contact information

- Create and Print Cover Page

- Queue up at the fax machine

- Dial the number

- Ensure that the transmission was successful

- Wait for results page to print

- Walk back to your desk

- Make a note in Maximo

Desktop Faxing Solution (Win fax):

- Not integrated with Maximo

-Requires many steps…

- launch the application, - select the fax number,- wait for connection, - wait for confirmation…

- Not automated – manually initiated

- No visibility of transmission results in MAXIMO

Scenario: Buyer needs to send a purchase order to vendor. What’s involved?

PopFax Purchase Order

PopFax for MAXIMO

Integrated Document Delivery Solution for MAXIMO

Automated faxing, emailing and printing of MAXIMO generated documents

Purchase Orders & Purchase Requests

Automates communication to suppliers and other third parties

Minimal technology investment required by you or your suppliers/service providers

Complete visibility of transmission results within MAXIMO

Unattended processing

Supplier Contacts

MAXIMO

PopFax

-Transmission Preferences are set up as part of the Vendor profile in Maximo

-Everything else is automated!

PopFax

Additional Features:

Updates the history tab in Maximo with the results of the transmission, and can email the buyer on failure.

Integrates with most Enterprise faxing solutions (Right Fax, Esker, FacSys, Faxination)

Ships with internal fax server if you don’t have one.

PopFax

Add-on Product - Automated Purchase Order Expediting

– Optional feature that provides automated purchase order expediting that helps you ensure that deliveries are on time.

– Flag any purchase order to be auto-expedited.

– Expedite letters are automatically emailed or faxed based on predefined criteria.

– Expedite letters can be setup using either Crystal or Actuate.

– Expedite letters can be sent out weeks or days before scheduled delivery advising the supplier to confirm delivery.

Createch Add-On Products

Delivery Agent

PopFax

Vendor Price Update

Vendor Price Update

ITEM PRICING

How much time do buyers or clerical staff spend updating item pricing individually?

How many of us have sent out Purchase orders, knowing that item pricing was likely incorrect?

What’s involved when a Purchase Order doesn’t match the Invoice?

- If tolerances are set low, the invoice cannot be accepted into Maximo

- Users would need to change the PO, but they can’t if the items are received.

- The receive transaction would need to be reversed,

-The PO price corrected

-The receipt would have to be re-entered

- What if the items have already been issued?

Vendor Price Update

Simplify and Automate the updating of Item Prices in Maximo and increase the likelihood that prices on Purchase Orders are correct, therefore less likely for a invoice price adjustment process.

How does it work?

Export item lists to Excel, using standard queries in Maximo, or by selecting Purchase Contracts.

Vendor Price Update

With a push of a button the spreadsheet is sent to the Vendors Primary Contact.

Save purchasing administration time

Off load some work to the vendors

Increases accuracy

Vendor Price Update

• Updated pricelists returned by vendors can be used to mass update item prices in Maximo

• Do updates from vendor format prices lists, like catalogs sent on CDs

• Identify any Errors immediately.

• Update last purchase price in item storeroom record

• Update or create new Price Contracts

Summary

Delivery Agent – Fast track your approval process

PopFax – Fully automates Purchase Order transmission

Vendor Price Update – Improve Price Accuracy

Createch Summary & Contact Information

Createch is a long time partner of Maximo/IBM, and are currently: Channel Resellers Services Partner Complementary Solutions Provider Training Partner Alliance Partner

For more information: See: www.thecreatechgroup.com For information requests, e-mail info@thecreatechgroup.com

Rajiv Daljeet at 905 777-8171 x 136 E-Mail: rajiv.daljeet@thecreatechgoup.com

Wayne Gahagan at 905 777-8171 x 128 E-Mail: wayne.gahagan@thecreatechgoup.com

Thank You

Questions?