web-based supply chain management (wbscm) ifac conference – ocean carriers
DESCRIPTION
Web-Based Supply Chain Management (WBSCM) IFAC Conference – Ocean Carriers. Agenda. Overview WBSCM Vision WBSCM Release 1 Program Timeline How This Benefits You Ocean Carrier Functionality ** Master Data Portal Navigation Freight Bidding Purchase Orders Invoicing Reporting - PowerPoint PPT PresentationTRANSCRIPT
Prepared by SRA International, Inc. • Confidential
April 7-8 2009
Web-Based Supply Chain Management (WBSCM) IFAC Conference – Ocean
Carriers
2 • Prepared by SRA International, Inc. • Confidential
Agenda
• Overview– WBSCM Vision – WBSCM Release 1 Program Timeline
•How This Benefits You
•Ocean Carrier Functionality ** – Master Data– Portal Navigation– Freight Bidding– Purchase Orders– Invoicing – Reporting
•WBSCM Summary
** simulations will follow to showcase functionality
3 • Prepared by SRA International, Inc. • Confidential
WBSCM Vision
FSAFSAUSAIDUSAID
FNSFNSAMSAMS
FASFAS
WBSCM will provide new capabilities and functionality to support doing business with USDA!
4 • Prepared by SRA International, Inc. • Confidential
Search andSelection
• Business Requirements Definition
• RFIs, RFPs• Product
Evaluations & Selection
0Strategy
&Selection
0Strategy
&Selection
Requirements, Contract
• Scoping• Team Setup• Project Kick-
off• Planning &
Budgeting
1ProjectKick Off
1ProjectKick Off
Detail Design Specifications
(Blueprint)
• Process Design• Configuration Design• RICEFW Functional
Design• Data Mgmt Plan• Training &
Communication Plan• Technology Design• Planning &
Budgeting
2Design
2Design
Step by step process
Leads to strong structure
• Configuring• RICEFW Technical
Spec• Building:
• Processes• Training• Programs• Technology
• Testing• Go-live Planning• Communicating
3Build /Test
3Build /Test
Final Walk Through
• Acceptance Testing• Training• Planning &
Budgeting• Communicating• Production Cutover!
4Deploy
4Deploy
Moving in!!
• Go-live!• Monitoring• Final Revisions• Support
5Go Live
5Go Live
A Home Building Analogy
WBSCM Release 1 Program TimelineWe are hereWe are hereWe are hereWe are here
2009
5 • Prepared by SRA International, Inc. • Confidential
How This Benefits YouOverall Benefits• Easier and faster to do business with USDA• Lower administrative costs• Paperless, non-duplicative processes• Easier, transparent registering, bidding, contracting, shipping, and payment processes
Ocean Carriers • Easier access to all Freight Solicitations• Automation of Bulk Procurement• Simplified submission of Freight bid responses/offers• Visibility of submitted Freight Bids/Offers• Electronic notification of Freight purchase awards• Online submission of Freight Invoices and Proof of Delivery (FAS Programs)• Real time status of Freight Invoice payments (FAS Programs)• Online reporting & information access capabilities
6 • Prepared by SRA International, Inc. • Confidential
Ocean Carrier Functionality
•Master Data•Portal Navigation•Freight Bidding
– Freight Preferences
•Purchase Orders• Invoicing •Reporting
Master Data Definition• Current Definition
– Commodity
COMMODITY : 682066
COMM GROUP: 68 OILCOMM TYPE : 20 OIL, VEGETABLEPACK SIZE : 66 PLASTIC BOTTLE 6/4 L
• WBSCM Definition– Material Number
MATERIAL: 102420
DESCRIPTION: OIL, VEGETABLE BOTTLE, PLSTC-6/4 L
=
Other Examples
F102418 OIL, VEGETABLE PAIL-20 L-F
F102419 OIL, VEGETABLE CAN-6/4 L-F
Key Changes
•Commodity identifiers will be converted to SAP Material numbers •Freight Materials will be defined for Freight Bidding and Booking documents.
– Freight FREIGHT : Not used in current system
– Material Number - Freight
MATERIAL: F102420DESCRIPTION:OIL, VEGETABLE BOTTLE, PLSTC-6/4 L-F
=
Other Examples
102418 OIL, VEGETABLE PAIL-20 L
102419 OIL, VEGETABLE CAN-6/4 L
8 • Prepared by SRA International, Inc. • Confidential
Vendor Master Data Definition
• WBSCM Vendor Definition– Business Partner
o Definition: Organization (firm, branch office), person or a group of persons or organizations in which USDA/USAID has a business interest. This includes the roles:
– Freight Vendor (Ocean Carrier)– Contact Person Information– Freight Agents
– Locationso Definition: These types of Business Partners will be used to
support the selection of load points in the Price conditions for the Freight Solicitation. Based on the evaluation results, the applicable locations will be defined on the Purchase order awards.
– Regions– Load ports– Intermodal Bridge– Intermodal Plant– Terminals/Berths
Key Changes
•Vendors will be converted to SAP Business Partners•Locations will be defined for Price Conditions related to different load points.
9 • Prepared by SRA International, Inc. • Confidential
Vendor Self-Service Portal View
Key Changes
•WBSCM Portal requires Level 1 e-Authentication
Key Functionality
•Bid/Offer Management•Vendor Self-Service•Reporting
Simulation Portal Navigation
10 • Prepared by SRA International, Inc. • Confidential
Freight Bid/Offer Management Overview
• Bid/Offer Management Functionality– Enter Bid/Offer Response
o Copy from Preferences – Can maintain multiple preferences (Ex: one for trade route)
o Copy Bid/Offer functionality related to the same Solicitationo Constraint group functionalityo Hierarchy level pricing on Load point
– Ability to apply min/max and cost components at region/port/terminal levels.
o New AGAR Numbering for Solicitations– Current numbering - Freight Solicitation 019– WBSCM Numbering – AG-INTF-09-S-0032– Where
• AG – Agriculture• INTF – Office Code for International Freight • 09 – Fiscal Year• S – Bid Invitation/Solicitation• XXXX – Sequence Number
11 • Prepared by SRA International, Inc. • Confidential
Freight Bid/Offer Response
Simulation Freight Bidding
Key Changes
• Easier access to all Freight Solicitations•All USDA Solicitations will be available•Freight Preferences can be maintained
Key Functionality
•Visibility of Submitted Bids/Offers
12 • Prepared by SRA International, Inc. • Confidential
International Freight Preferences
Freight Preferences can be maintained for the following:•Load Port – Regions•Load Port•Load Port – Terminals•Intermodal Point
Price Conditions can be defined for each applicable location
13 • Prepared by SRA International, Inc. • Confidential
Freight Purchase Order Overview
Current System
• Current system references information from the Freight Booking Information on the related Commodity Contract/Notice to Deliver.
WBSCM Design
• Purchase Order will be used for Freight Purchase Awards– Different Order types will be defined for
o FAS Freight Purchase Orderso USAID Freight Purchase Orders
– Charter Booking information will be attached as a document to the Purchase Orders
– Purchase Order Numbers will be defined as followso FAS - AG-INFF-09-P-0023o USAID – AG-INFA-09-P-0024o Where the following fields are defined as
– AG – Agriculture– INFF- Office Code for Freight FAS – INTA – Office code for Freight USAID– 09 – Fiscal Year– P – Purchase order– XXXX – Sequence Number
14 • Prepared by SRA International, Inc. • Confidential
Freight Purchase Orders
Simulation Purchase Order
Key Changes
•Freight Purchase orders will be created in WBSCM•Paperless, non-duplicative processesKey Functionality
•Purchase Orders will be available on the Vendor Self-Service•Email notification (PDF Output) will be sent to the Contact information when the PO is approved
15 • Prepared by SRA International, Inc. • Confidential
FAS Freight Invoice Matching Overview
Purchase Order
Quantity
Goods ReceiptQuantity
Invoice Quantity= =
3 Way Invoice Matching criteria
Freight Forwarder -
performs Goods Receipt
Ocean Bill of Lading
Vendor enters Invoice for
FAS Programs includes
•Proof of Delivery
FAS – Sends award
Notification
Key Functionality
•Automated invoice matching, approval, release, of payments for commodity, freight, storage, and other services
16 • Prepared by SRA International, Inc. • Confidential
FAS Freight Invoicing
Simulation Invoicing
Key Changes
• Key Functionality
•
Key Changes•Automated invoice matching and approval of payments for FAS freight Purchase Orders•USDA requested documents will be scanned and attachedKey Functionality•Real time status of invoice payments
Invoices are created based on the Purchase Order selected by the Ocean Carriers
17 • Prepared by SRA International, Inc. • Confidential
Ocean Carrier Reporting Overview
• Reporting– Specific reports will be made available to the Ocean Carriers
to report on their different types of documentso Freight Purchase orderso Invoices (FAS Programs)o Ocean Carrier Business Partner information
18 • Prepared by SRA International, Inc. • Confidential
WBSCM Summary
•Key Changes:– Vendor Self-Service functionality– Contract award notification – Online invoice status review– Online reporting & information access capabilities
WBSCM provides new capabilities and WBSCM provides new capabilities and functionality to makes it easier to do functionality to makes it easier to do
business with USDAbusiness with USDA
WBSCM provides new capabilities and WBSCM provides new capabilities and functionality to makes it easier to do functionality to makes it easier to do
business with USDAbusiness with USDA
19 • Prepared by SRA International, Inc. • Confidential
Next Steps
• Vendor Testing & Trainingo Vendor testing to begin in the Summer 2009o Training materials will be available in the Fall 2009
• Deployment Activities – WBSCM User Administration
o Confirm Corporate Admin Contacts o E-Authentication Registration
– Data Validation o Business Partner relationships
• WBSCM Go-live Dec 2009
For more information visit us online at www.usda.gov
Interested in participating or have questions?
Contact us at [email protected]