APUC Supplier eEnablement Supporting the Collaborative Procurement Process (V4 26 August 2008)

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By commodity:

• SeEM & PPS will create a Supplier Data Report showing ePS active suppliers, both through institutions & ePS generally

Content availability

Connection types

Catalogues size

Develop a list of specific and general issues / requirements relevant to each commodity

• SeEM & PPS will create a Catalogue Routing Form detailing the recommendation for implementing the commodity onto PECOS including pricing strategy and time required for the lead-in period

•SeEM may be invited to UIG meeting by PPS if specific info/guidance/knowledge is required

• Report of ePS active suppliers, both through institutions & ePS generally

Content availability

Connection types

Catalogues size

• List of specific and general issues / requirements relevant to each commodity

• Supplier Data Report

• Estimate of lead in period for detailing in adverts & ITT

PROJECT START UP & COMMODITY

STRATEGYITT

CAN & TENDER EVALUATION/BID CLARIFICATION

STANDSTILL PERIOD

(where applicable)

AWARD & LEAD-IN PERIOD

CONTRACT MANAGEMENT

•SeEM may be invited to UIG meeting by PPS if specific info/guidance/knowledge is required

•PPS to use the standard text in the ITT: in Schedule 3 of the ITT, the ePS questions in Schedule 7, & issues the ITT with the Supplier Readiness Questionnaire

• General technical advice and guidance for PPS and UIG

CAN Stage:

•PPS may ask SeEM for assistance in answering supplier queries regarding ePS

Tender Evaluation/Bid Clarification:

•PPS to issue SeEM each tenderer’s response to Appendix 1 and their answers to the ePS questions in Schedule 7 of the ITT

• General technical advice and guidance for PPS and suppliers at CAN Stage

• Assess tenderers’ responses to Appendix 1 and ITT Schedule 7ePS questions

At start of Standstill Period PPS to:

•advise SeEM of names of contractors. SeEM to liaise with suppliers and develop content & connection options, obtaining and approving content from suppliers

• agree content maintenance process and suitable timeframes

• address any previously identified challenges / issues regarding P2P process

• set up Contractor(s) onto PECOS Level 1 (if not already available)

• load catalogue against Level 1 profile (as appropriate). PPS to validate prior to loading

• PPS creates Buyers Guide including creation, with SeEM, of ePS Contract Bulletin. PPS & SeEM agree roll out strategy

• Supplier profile set-up on PECOS

• Validated content available on PECOS

• Actions related to specific challenges related to the P2P process

Where Standstill Period not applicable:

•undertake actions detailed in previous Standstill Period section

•PPS & SeEM then to decide on PPS/ePS roll out regarding ePS Contract Bulletin

SeEM to:

•develop & finalise advanced connection options (as appropriate)

• establish a Test Institution for initial set-up (if required)

• establish Roll-out Plan

•carry out Roll-out Plan

• create a Transition Plan for institutions with a requirement to rework existing content / connections with specific suppliers

• issue APUC ePS Contract Bulletin including advice re arrangements for new user training

• Roll-out Plan

• Transition Plan

SeEM to:

•undertake a post implementation internal review (with PPS & UIG)

• undertake a post implementation external review (including suppliers)

• undertake as part of the supplier management process:

– to create and agree supplier ePS Development Plan

– to review General Roll-out Plans

• address unplanned catalogue / content change management

• action any price changes

• Supplier ePS Development Plan

PROJECT START UP & STRATEGY

ITT CAN/TENDEREVALUATION

STANDSTILL PERIOD

AWARD & LEAD-INPERIOD

CONTRACTMANAGEMENT