Procurement, Contract, Purchasing

and Vendor Management Processes

with SharePointPresenting a SharePoint based solution to help customers

streamline Procurement, Purchasing, Contract and Vendor

Management Processes for their organization

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SIO

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We think the Internet and the adoption

of trends on the Internet are a leading

Indicator for the upcoming innovations in

the Enterprise. We are passionate about

helping our customers Interpret, leverage

and maximize the business benefits of

these incremental or disruptive trends

and making it a reality in their operating

environment.

Be a leader in the adoption of new and

significant trends in the technology

marketplace that influence our

customer’s business. Pace ourselves to

the Urgent needs of our customers. Be a

Trusted Advisor. Add Value to every

relationship.

SharePoint Add-Ons

• Delegate n Extend for Active Directory

• SharePoint Room Reservation

• Resolve 2.0 for SharePoint

FEATURED CUSTOMERS

Uncompromising focus on the success of

every relationship, project and solution.

We go the extra mile, stay the extra night

in our quest to help our customers

achieve the 110% results from the

investments they are making with us and

the solutions we build.

Products

• Purchasing Automation with SharePoint

• eCommerce with SharePoint

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ISIO

NO

UR

VA

LU

E PARTNERSHIPS

Services

• Intranets 2.0

• SharePoint Application Development

• Idea and Innovation Management

• Social Platforms & Social Media

• Project Management & Collaboration

• Business Intelligence solutions

AGENDA

Setting Up the Context1

2

3

4 Upcoming Modules and Scenarios

The Vision

Demo – Walkthrough of a Business Scenario

5 Implementation Models & Approach

AGENDA

Setting Up the Context1

2

3

4 Upcoming Modules and Scenarios

The Vision

Demo – Walkthrough of a Business Scenario

5 Implementation Models & Approach

Gaps in traditional Procurement Processes

Requisition Approvals RFx Processing PO ProcessingGoods Receipt /

Service EntryReturns & Replacement

Sequential set of Procure to Pay Activities

Issues / Gaps

Difficulty in referring to spend limits and budget.

Difficult to track back to requestor and other approvers for more details.

Inability to check if there is an already existing contract for the particular request.

Partial approvals and edits has to go through new requisition process

Difficult to keep track of approval history

Issues / Gaps

Requestor does not have access to updated list of approved products and vendors

Manual Paper/Email based processes

Requestor not aware of the right product to procure

Difficult to refer to policies and procedures for approvals, spend limits etc.

Inability to keep track of requisitions made. Status updates through phone & emails.

Issues / Gaps

Limited access to list of approved vendors, and difficulty in finding new vendors.

Vendor responses received through email and faxes not tracked

Evaluation of vendor responses time consuming and manual.

RFx process and evaluation is same for all product and service types.

Issues / Gaps

Goods receipt and Service process not flexibly based on product or service type.

Does not directly link to vendor performance. No on the spot feedback.

Does not update current inventory automatically on receiving.

Manual update to invoice processing and accounts payable.

Issues / Gaps

Time consuming and manual request for replacement or returns. Usually takes the complete cycle.

Inability to specify reason for return or replacement clearly using long forms.

Invoicing

An employee submits a requisition for purchase of goods or service

Approval for the requisition from line managers, inventory, finance etc.

Creation and publishing of RFx; Referring to contracts if available.

Creation of PO and sending it to the vendor

The requestor or the inventory receives goods or service.

Received goods may be returned or needs to be replaced for various reasons.

Receive and process invoice received from vendor for the goods or service provided.

Issues / Gaps

Needs access to multiple systems like accounting and financials.

Only transactional information available as part of purchase orders

Purchase Orders not referred to contracts or RFx responses.

Issues / Gaps

Making revisions and changes not easy.

Usually done through fax and emails between vendor and accounts department.

Misplaced and duplicate invoices. Tracking of invoice status is a manual process.

AGENDA

Setting Up the Context1

2

3

4 Upcoming Modules and Scenarios

The Vision

Demo – A Business Scenario Walkthrough

5 Implementation Models & Approach

The Vision

Requestor

Portal

Approver

Portal

Storefront

Portal

Administrator

Portal

Microsoft

SharePoint

2010

Document

Mgmt

Enterprise Search

Conte

nt

Mgm

tColla

boration

Tools

Form

s &

W

ork

flow

s

Sites Infrastructure

Integration

Infrastructure

Re

po

rtin

g

To

ols

Meta

data

&

Taxo

nom

y

Contract Management

RFQ

& R

FP

Managem

ent

Pu

rch

ase O

rder

Man

ag

em

en

t

Inventory &

Goods RecieptsVendor

Management

Cata

log/N

on C

ata

log

Based P

rocure

ment

eS

ourc

ing

Accounting

WMS

ERP

Legacy

Requestors

Approvers

Location/Office

Managers

Central

Procurement

Admin

Requisition

Management

• Optimus BT provides a set of Procurement and Commerce related

functional modules which form the base product.

• These modules can be optionally enhanced with Add Ons

• Other modules can be added to the system whenever required and

works in sync with existing modules

• Organization Specific customizations are made to provide a turnkey

solution.

How we are building the solution

Major Modules Optional Add Ons

Product Database

Vendor Database

Vendor Extranet Portal

Location Storefronts

Workflow Templates …

Requisition Management

Catalog based Procurement

RFx Management

Contracts Management

Vendor Management

Purchase Order Management …

Microsoft Infrastructure

SharePoi

nt 2010

Office

2007

Exchange

& AD

Major Modules

Optional Add-Ons

Customizations

Upgrades

AGENDA

Setting Up the Context1

2

3

The Vision

Demo – A Business Scenario Walkthrough

4 Upcoming Modules and Scenarios

5 Implementation Models & Approach

Roles Involved …

Rachel A. SimmsEmployee

Rachel is an employee and wants to make requests for the necessary software required for IT infrastructure upgrade.

Req

ues

tor

Ap

pro

ver

John K. McDonaldManager

John is immediate manager for Rachel and responsible for review and approval of requests placed by Rachel and others from the team.

Pro

cure

men

tA

dm

inis

tra

tor Tom J. Smith

Procurement Administrator

Tom evaluates the approved requests and creates PO/ RFQ by selecting appropriate Vendors & Suppliers.

Glo

ba

lA

dm

inis

tra

tor Fred S. Benjamin

Purchasing Head

Fred is responsible managing the organizational procurement process including managing spend, standardizing catalog and vendors.

Scenario 1 – Rachel Creates a Requisition

Rachel A. SimmsEmployee

Rachel is an employee and wants to make requests for the necessary software required for IT infrastructure upgrade.

Req

ues

tor

What We’ll Cover

• The requestor dashboard

• Create a new requisition

• Browse and add products from catalog

• Add non catalog products

• Submit the requisition for approval

Rachel can carry out this activity by using the Requisition Dashboard. The dashboard

provides Rachel with an easy to fill form using which she can place the requisition for

approval.

The dashboard also allows Rachel to view and track the status of the requests that she

has placed and also quick statistics around her requests.

Scenario 2 – John Approves the Requisition

What We’ll Cover

• The approver dashboard

• Reviewing the requisition placed by his team

• Approving the requisition with comments

• View spend statistics for his department

John can use the Approver Dashboard to review and approve requisitions placed by

Rachel and other team members. The dashboard provides a summarized view of the

requisitions in easy to review manner.

The dashboard also allows John to view and track the status of any pending

requisitions as well as the spend for his department.

Ap

pro

ver

John K. McDonaldManager

John is immediate manager for Rachel and responsible for review and approval of requests placed by Rachel and others from the team.

Scenario 3 – Tom Creates a Purchase Order

What We’ll Cover

• The storefront dashboard

• Viewing approved requisitions

• Filling in the PO creation form

• Creating and submitting the PO for further

processing.

• How to track and manage POs

Tom uses the Storefront Dashboard to review all the approved requisitions and create

purchase orders.

The dashboard also allows Tom to view and track the status of the purchase orders that

are already created and manage them efficiently.

Pro

cure

men

tA

dm

inis

tra

tor Tom J. Smith

Procurement Administrator

Tom evaluates the approved requests and creates PO/ RFQ by selecting appropriate Vendors & Suppliers.

Scenario 4 – Fred manages the process

What We’ll Cover

• The administrator dashboard

• View overall spend

• View procurement reports

• Browse and manage product catalog

• Browse and manage vendor database

Fred uses the Administrator Dashboard to manage the procurement processes across

the organization including spend management, product catalog and vendor database.

Glo

ba

lA

dm

inis

tra

tor Fred S. Benjamin

Purchasing Head

Fred is responsible managing the organizational procurement process including managing spend, standardizing catalog and vendors.

Scenario 5 – Fred also manages contracts

What We’ll Cover

• Contract dashboard

• Contracts library

• Clause library

• Contract templates

Fred uses the Contract Dashboard to create and manage procurement contracts

across the organization.

Glo

ba

lA

dm

inis

tra

tor Fred S. Benjamin

Purchasing Head

Fred is responsible managing the organizational procurement process including managing spend, standardizing catalog and vendors.

Proven Benefits

Reduce CostsReduce procurement administration costs by up to 60%.

Simpler GovernanceAutomatically routes requisitions to the authorized approvers. Delegate locations or BU to make tactical procurement decisions best suited to their needs.

Better visibilityIdentify where the most spend occurs ,on what products. Plan for stock needs and track of budget.

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r A

dm

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rs

Control Spend Control where and how much is spent using spend limits. Reduce maverick purchasing.

Purchase Compliance Make use of logs and approvals to assure each procurement complies with your policies.

Vendor CollaborationEasily share and get feedback from vendors.

Procurement InsightsUnderstand your organizational buying patterns and build insights into vendor and product selection.

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Easier DecisionsGet access to the approved products and vendors in your organization. Know what your colleagues are buying.

Faster, Informed PurchasingAvoid paperwork, fax and filing of forms using smarter forms from a browser. Keep track of your procurement request status anytime and anywhere.

Reduce Procurement ErrorsPrevent errors in data entry, lost Invoices or purchase orders. Get the right product at the right place at the right time.

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uest

ors

AGENDA

Setting Up the Context1

2

3

The Vision

Demo – A Business Scenario Walkthrough

4 Upcoming Modules and Scenarios

5 Implementation Models & Approach

Upcoming Modules

01 Vendor Sourcing

02 Time & Expense Management

03 Goods Receipt & Inventory Management

04 Capital Budgeting Management

AGENDA

Setting Up the Context1

Insights – Why SharePoint 2010

2

3

4

5 Implementation Models & Approach

The Vision

Demo – A Business Scenario Walk through

Implementation Models

• Centralized Procurement [with many distributed offices]

• eProcurement with employee self service & approvals

• Catalog and non-catalog items procurement

• Purchasing management

• Vendor management

• eCommerce and order fullfilment

Providing Turnkey Implementations

Customization &

Configuration

Requirements &

Process Study

Gap Analysis

Business Case

Definition

Implementation PlanTesting

Training & Pilot

Release

Go Live

• This cycle is repeated for turnkey solution

implementation for automation of each process

within the procurement ecosystem

Customization and Support

• Branding

• Integration

• Interfacing for Master Data

• Approval Workflow Templates

• Reminders & Notifications

• Multi lingual Content

Management

• Custom Reports

• Infrastructure Support

• Application Support

• Administrative Support

• Content Migration

• Training & Consulting

Common Customizations Support Options

Thank YouNext steps,

• Learn more about our procurement solution

• Have our Sales team contact you

• See more application scenarios

• Spread the word around

Meanwhile, if you have further questions, or would like to know more about our product, please

don’t hesitate to give us a call at (770) 569 1240 ext:114, or send an email to

abeasley@optimusbt.com with your queries.