Published on March 12, 2014
e-PROCUREMENT Usemol PRESENTATION e-PROCUREMENT USEMOL JUNE/ 2013
e-PROCUREMENT Usemole-PROCUREMENT Usemol CONTENTS Introduction; Purchase Requests; Types of Purchase (Quotation, Formal Bidding, Catalog, Reverse Auction); Comparative Map (Price per Region, Simulation, Management NCM); Order Placement, Approval Workflow (Financial and Technical); Purchasing Services (Contract Analysis and Management, Billing Instructions); Approval and Management of Suppliers; Management Reports; Interface with Management System (ERP); Operations Desk Center (follow-up of quotations and orders)
e-PROCUREMENT Usemole-PROCUREMENT Usemol INTRODUCTION Semapi’s Purchase Portal integrates business and communication between buyers and suppliers in a safe web environment. We innovate the purchase process with agility, transparency and economy, allowing your operation to have more focus on your business strategy. More than 20.000 suppliers registered from all business segments
e-PROCUREMENT Usemol Delivery and Receipt of products/services Confirm and accept the order Check the Pre Invoice and confirm payment method Generate Pre Invoice Request internal approval and place the order Negotiate prices Analyse and suggest negotiations Provide standardized price quotations Search for suppliers and request price quotations BUYER SUPPLIER INTRODUCTION – SHOWING HOW THE SYSTEM WORKS Like a DNA, Usemol system retains informations and transactions between buyers and suppliers, since the moment orders are requested, until the moment they are delivered.
e-PROCUREMENT Usemol PURCHASE ORDER Friendly and smart interface that speeds up the process; Reduces the time of operation organizing orders by categories; Through the standardized lists of available items there is a huge gain on time and productivity when placing an order; Cost reduction on ERP licenses for users soliciting; Follow up in real time all the stages of the purchase process.
e-PROCUREMENT Usemol TYPES OF PURCHASE – QUOTATION / FORMAL BIDDING Software SaaS, no costs with hardware and infrastructure; All quotations are made in only one platform; Interface with any ERP ; Flexibility to customize Base of suppliers on constant increase; Easy access to the purchase process allowing a quick follow up;
e-PROCUREMENT Usemol ERPERPERPERP Excel Spreadsheet – Manual ProcessExcel Spreadsheet – Manual Process STARTSTART ENDCreate aCreate a Purchase OrderPurchase Order Create and Excel spreadsheet and email to suppliers asking for quotations Create and Excel spreadsheet and email to suppliers asking for quotations Receive prices and update the spreadsheet Receive prices and update the spreadsheet Analyze the spreadsheet and choose a supplier Analyze the spreadsheet and choose a supplier Negotiate with the Suppliers Negotiate with the Suppliers Create and Check a Purchase Request Create and Check a Purchase Request Approve PurchaseApprove Purchase RequestRequest START DoorwayDoorway ERPERPERPERP ENDCreate aCreate a Purchase OrderPurchase Order Select Suppliers (they will receive a notice automatically) Select Suppliers (they will receive a notice automatically) Analyze and choose a supplier Analyze and choose a supplier Negotiate with the Suppliers Negotiate with the Suppliers Generate an Automatical Purchase Request Generate an Automatical Purchase Request Approve PurchaseApprove Purchase RequestRequest Under-dimensioned process Develop and Register the supplier Re-Dimensioned Process COMPARISON OF OPERATION BEFORE AND AFTER THE SEMAPI`S PORTAL
e-PROCUREMENT Usemol COMPAIRING BEFORE AND AFTER THE PORTAL OPERATION USE MANUAL PURCHASING USEMOL SYSTEM
e-PROCUREMENT Usemol PURCHASE TYPES: E - CATALOG The electronic purchase agreement, is turned into a permanent quotation, which can be integrated with an ERP purchase request, or can remain available on line for users. Lead time reduction; On time delivery increasing rate. ELECTRONIC CATALOG
e-PROCUREMENT Usemol E-CATALOG: CASES – LEAD TIME & COST REDUCTION Traditional System:Traditional System: The need is identified in the factory - R$ 2,65R$ 2,65 The buyer inserts a request in the system through a narrative that he creates – R$ 1,14R$ 1,14 The request requires management and supervision approval – R$ 4,26R$ 4,26 The purchasing department exchange the request for a Purchasing Order (PO) and print it – R$ 1,19R$ 1,19 The buyer ranks the order as “ordinary” , “urgent” or “exclusive supplier”, and in case of urgency or exclusive supplier, he requests a filled up and signed form, before making the purchase– R$ 1,90R$ 1,90 The buyer negotiates a bulk purchase (which sometimes means losses ) – R$ 6,82R$ 6,82 The buyer makes a quotation on the market - R$ 10,61R$ 10,61 After the quotations are received, the negotiation and closure of business starts to shape-up – R$ 13,64R$ 13,64 The whole process is typed in the system and the purchasing order is sent - R$3,41R$3,41 The order goes through all the relevant signatures and it is sent to the supplier – R$ 3,78R$ 3,78 Folow-up the purchase order is mandatory – R$ 1,52R$ 1,52 Average time spent in each orderAverage time spent in each order 05 to 15 days under the cost of R$ 50,9205 to 15 days under the cost of R$ 50,92
e-PROCUREMENT Usemol E-CATALOG: CASES – LEAD TIME & COST REDUCTION Usemol System Implemented:Usemol System Implemented: The need is identified in the factory – R$ 2,65– R$ 2,65 The buyer inserts a request in the system choosing items registered in the database – R$ 1,14R$ 1,14 If the item or service does not exist in the database, it must the registered – R$ 1,14R$ 1,14 The buyer automatically sends an order to the system, considering there is an existing contract – R$ 2,08– R$ 2,08 In case there`s not yet an existing contract, the order follows regular purchase method, and the purchase department evaluates the inclusion of a new contract. – R$ 10,61– R$ 10,61 Average time spent in each order: 01 to 03 days under the cost of R$ 17,62 Bureaucracy Reduction; Purchasing lead time reduction 70%; Operational costs reduction 65%;
e-PROCUREMENT Usemol E-CATALOG: CASES – SERVICE LEVEL Traditional SystemTraditional System Implemented Usemol SystemImplemented Usemol System Supply level reduced; Increase in productivity;
e-PROCUREMENT Usemol E-CATALOG: CASES – SERVICE LEVEL Increase of 46% on service level of purchasing orders
e-PROCUREMENT Usemol PURCHASE TYPES – REVERSE AUCTION It is a product or service procurement process with higher added value. It is also ideal for for closure or renovation of deals for indirect items. This is the best resolution for a negotiation when the aim is a price reduction. Totally clear and safe; Honest and reliable process; Saving in average 11% per auction. REVERSE AUCTION Unit:
e-PROCUREMENT Usemol REVERSE AUCTION: CASES – COST REDUCTION Material Categories Retrieved Cost Reduction Service Generators Maintenance 20% Electricity Lamps 22% Service Sewage 11% Maintenance MRO 5% Service Roof Exchange 14%
e-PROCUREMENT Usemol REVERSE AUCTION: CASES – COST REDUCTION Sales machine Category Total estimated amount Total negotiated amountReduction % of Savings Printed Package Visual communication Total Estimated AmountTotal Negotiated Amount Reduction % of Savings
e-PROCUREMENT Usemol COMPARATIVE MAP STANDARD WORKSHEET: SIMULATOR NEGOTIATION
e-PROCUREMENT Usemol ORDER PLACEMENT, APPROVAL WORKFLOW (FINANTIAL AND TECHNICAL) In approving an order the Usemal shows all the process performed by the purchasing department in the same screen, which results in gain of agility and control. TECHNICAL APPROVAL
e-PROCUREMENT Usemol PURCHASING SERVICES ITEMS: BUDGET
e-PROCUREMENT Usemol AUTOMATICALLY GENERATES ORDERS OF PAYMENT PURCHASING SERVICES
e-PROCUREMENT Usemol ANALISING THE SERVICE HIRED CONTRACT LIFE CYCLE CONTROL PANEL PURCHASING SERVICES
e-PROCUREMENT Usemol PERFORMANCE INDICATORS CHECK LIST OF CONTRACTS TO EVALUATE PURCHASING SERVICES - MESUREMENTS MESUREMENT APPROVALS
e-PROCUREMENT Usemol SUPPLIERS MANAGEMENT VALIDATION SYSTEM DOCUMENT CONTROL AUTOMATIC NOTES DOCUMENTS EXPIRAL DATES CONTROL PANEL PERFORMANCE INDICATORS
e-PROCUREMENT Usemol MANAGEMENT REPORTS The Usemol procedures are registered for further information and analisys on management reports, providing meaningful help on strategic purchase decisions Montly Purchase Requests Purchase Lead Time
e-PROCUREMENT Usemol OPERATIONS DESK CENTER Follow-up on quotations, orders and product delivery; Analysis on items and quotations; Validation of suppliers Standardize and descriptions of materials; Training; Support. Reduce phone costs; Reduce operational costs; Smart use of time on procedures; Greater focus on Strategic. The Usemol system offers an Operation Desk Center to better serve and support their clients. We are available and prepared to deliver a better performance for your team, helping them to eliminate time loss on the execution of certain activities.
e-PROCUREMENT Usemole-PROCUREMENT Usemol INTERFACES E R P
e-PROCUREMENT Usemol “Within the very short time we are working with this tool we could realize it really simplified the purchase process. It is easy to use with accessible procedures that make buyers and suppliers routines much more agile “ --Purchase Department, Comolatti “ This tool is very easy to use, allowing the complete optimization of the purchase process, not only for buyers but also for suppliers.The system is a time saver and makes it possible to properly manage the department routines. --Luiz Claudio Pereira, Purchase Analist WHAT OUR CLIENTS SAY ABOUT US?
e-PROCUREMENT Usemol SEMAPI'S MAIN CLIENTS
e-PROCUREMENT Usemol 3229, Nove de Julho Avenue Zip code : 01407-000 São Paulo – SP Brazil phone 55 (11) 2144 4300 fax 55 (11) 3051 4904 www.semapi.com.br
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