Buy wise kick off meeting 12 03-2012

BuyWISE KICK-OFF

meeting

Paris, March 12th 2012

Kick Off organisation

9.00 am to 9.30 am :

9.30 am to 10.45 am :

10.45 am to 11.00 am :

11.00 am to 12.00 am :

12.00 am to 1.30 pm :

1.30 pm to 3.00 pm :

3.00 pm :

Welcome and breakfast

Kick-off meeting 1st part

Break

Kick-off meeting 2nd part – Q&A session

Lunch

Ariba tool demonstration

Break and end of meeting

2

Objectives of this meeting

To launch the project

To detail the context

To organise the project

3

Agenda

• Project goals Neopost

• Ariba presentation Ariba

• Scope of the project Neopost-Ariba

• Project governance Ariba

• Technical architecture / Integration Neopost-Ariba

• Introduction Neopost

• Focus of main tasks Neopost-Ariba

• Ariba tool demonstration Ariba

4

Introduction

Definition of SRM (Supplier Relationship Management)

Why SRM tool for Neopost?

Our partner : Ariba

5

Agenda

• Ariba company presentation Ariba








6

Ariba in Numbers

World Offices

40+ Offices in the world

18 Languages supported

2800 employees

30 Billion $ + savings generated

$170 Billion Transactions

3 millions contracts managed

1200+ buyer clients worldwide, close to 1 Millions suppliers

1 new sourcing + 1 new procurement system go live each week

361M$ turnover – 46M$ in R&D – 700 consultants

7

Customer Engagement Management program : Role & Responsibilities

Sales Deployment Adoption

Single point of accountability

•Support services during sales cycle execution

• Contact to discuss events or changes within your organization that would impact your use of Ariba products/services

• Intro at kick-off•Escalation point if

success of the project is in danger

• Not engaged in weekly project meetings

• Not engaged in Steering comitee

•Monitor activity• Assists in

coordinating with Ariba teams throughout the length of your contract

•Point of escalation (SR, ER …)

Point of contact to manage contract extension/changes

8

Agenda









9

Project goals : 2010 Non production expenses status

10


11

?

99 M€


33.7 M€34%

24.8 M€25%

15.3 M€16%

12.6 M€13%

11.7 M€12%

Intellectual services

Transportation-travels

Facility Management

Resale machines

IT-Telecom

12

A SRM solution would improve most ofpurchase related processes, allowingto make financial, time and qualitysavings

PROCUREMENT

SUPPLIER

MANAGEMENT

Benefit description

- Increase of coverage rate.- Consolidation of purchases on negotiated contracts through catalogsimplementation

- Improvement of PR / Order / Reception process- Better compliance with accounting standards (ex: SOX; LSF)- Accurate accounting imputation

- Automatic generation of detailed, standardized and accurate spendanalysis reports.- Better understanding of internal clients needs per product enabling toprioritize purchasing actions

- Better follow up and sharing of contracts, through end dates alertsand single storage location

- Storage and archiving of any supplier information and document(legal, insurance, certification, minutes, action plan…)

- Possibility to conduct collaborative supplier evaluation- Follow up the action plans and manage supplier risk level

- Possibility to collect information from external sources

- Possibility to generate automatic supplier dashboard summarizing allon-going information (contracts, YTD turnover, KPI…)

Project goals : Benefits for Neopost

13

Project goals : Structuration of purchase modes

14

Supp 1

Supp 2

Supp N

Blanket

order

1

2

3

4

Contract

Today

• Automatic :

Approval workflow managed into SAP for Supply Chain

• Manual :

Catalogs, workflow

• Automatic :

P2R (Purchase to Reception -non production expenses only)

Catalogs

Approval workflow

Contract (pricing term)

SIPM (Supplier Information Performance Management –Production and non production expenses)

Sourcing (Production and non production expenses)

Tomorrow

Project goals : Current and future landscape

15

Agenda






• Scope of the project Neopost- Ariba



16

Scope of BuyWISE 1/2

Countries :

− France

− Germany

− UK

− Holland

Modules :

− P2R

− SIPM

− Sourcing

Catalogs :

− Catalogs (15 per central/country= 60 internal and external catalogs + and 4 to 5 punch out)

Back end :

− SAP – Siebel (UK)

− Middleware to be defined

Go live :

− Sept 2012 (Supply chain + NTSA + 1 Opco UK)

− Dec 2012 (OPCO FR & DE)

17

aScope of BuyWISE 2/2

18

Agenda









19

Project governance- Team project

EngagementManager

Bertrand de Boissieu

Program ManagerCarolle Champagnol

P2R Workstream Lead

Serge Thieulle

Local project leaderBlandine Piednoir (FR-MS)Pierre Guillemot (FR-NF)

Jason Brashaw (UK)Hagen Elssel (GE)

Piet Fellinger/ Dennis Kemper (NE)

Enablement LeadRedouane El Bennane

Training LeadRedouane El Bennane

Technical LeadLaurent Pasteau

Mike TankissStefan Lauth

Corine Fontagne

Training

On site Remote

SIPM / Sourcing Workstream LeadMathieu Guillemin

ProcessDamien Buatois

Supplier Enablement Lead , Catalog (AN)Przemyslaw Skinder

CEM (Customer Engagement

Management)Antonia Dan

20

Program ManagerRedouane El Bennane

Functional LeadRedouane El Bennane

Operational Program Sponsor

Michel Dupart

Designated Support Contact

W. VandenabeeleLaurent Pasteau

Program SponsorMike Stone

© 2012

Ariba, I

nc. All

rights

reserve

d. W1 W3 W4 W5 W6 W7 W8 W9 W11 W12W10W2 W13 W15 W16 W17 W18 W19 W20 W21 W23 W24W22W14 W25

March April May June July August Sept. Oct.

P2R Implementation

Prep. Test / UATConfiguration (Design and Build)

Data gathering

Go liveGeneral

design1*

K.O.

Supplier on boarding / catalogs management

SIPM Implementation

Sourcing basic Implementation

Test / Go live

Galdesign

Solutionconfirmation

Go live

Sol.Conf. /Test

WorkShops

W26 W27 …

*: Step to valid through the application the business processes

Training

Synchro with local project managers

W28 W29W30 W31

Project governance- Macro planning

Ariba & NeopostNeopost

Project Management

21

Steering Committee

• Neopost: Sponsor, Program Manager, IS lead

• Ariba: Sponsor, Program Manager , Project Team

Project governance : Project meetings

Weekly meeting

• Neopost: Program Manager, Technical lead • Ariba: Program Manager , Project Team

Min

ute

me

eti

ng

wil

l b

e s

en

t

to a

ll t

he

pro

jec

t te

am

Objectives:

Review overall project vision

Provide guidance for high-level issue

resolution

Provide senior leadership

communication in support of the project

Objectives:

Opportunity to communicate progress

Discuss outstanding issues and immediate action items

Focuses attention on critical milestone dates & high-priority items

Operational Teams• Neopost: Program Manager• Ariba: Program Manager

Frequency

Monthly

Weekly

DailyObjectives:

To be align during all the project

22

Agenda









23

Ariba SaaS

P2R

Module 1

Receipt

Orders

Budget

validationValidation

Contract

Prici.TermsCatalogue

Create

Requisition

Approval

flow

SIPM

Module 2

Sourcing

AwardEvaluateRFx

Module 3

Analysis

Global

Supplier

Community

EDI

Fax

E-mail

Paper

XML€

EAI

UK

Ariba Modules and Integration to Neopost

http://www.vista-style-icons.com/cart.php?add=vista-toolbar--order_form

https://portal.wdf.sap.corp/irj



Agenda









25

Focus of main tasks : Neopost tasks

Suppliers

• List of active suppliers

• List of catalogs per country

• Activity of suppliers (number / amount PO) => todetermine supplier enablement plan

• Road show suppliers

26


27

BuyWISE suppliers

database

Active

suppliers

Suppliers road show


Business

processes

Suppliers

DataStructure

• List of active suppliers

• List of catalogs per country

• Activity of suppliers (number / amount PO) => todetermine supplier enablement plan

• Road show suppliers

• Purchasing request validation workflow(roles, thresholds)

• List of commodity codes (purchasing families)

• Reconciliation commodity codes and Accounting data

• Roles / users

28

Supplier Enablement is more than just connecting supplierselectronically to your back office systems.

Sellers

Supplier

Portal

Fax

PDF /

eMail

EDI / NetworkEDI

(AS2)

Buyers

ERP

XML

Offering the right technology for all supplier volumes

Providing collaborative capabilities to

maximize value

Supporting cash flow options to reduce

operating risk

Exchanging electronic business documents

Complying with contracts and

regulations

Reducing vendor management costs

Paper

Successful Supplier Enablement is about…

Focus of main tasks : Ariba tasks- Focus on supplier Enablement 1/2

29

SE Maintenance

Customer Readiness

Go Live

Communication

Supplier Help

Desk transition

Tra

nsacti

on

En

ab

lem

en

t

Key Activities

Commodity and

Supplier

Analysis

Strategy

Development

Enablement

Tracks

Best Practices

Supplier Flight

Plan (supplier

list)

Confirm Initial

Wave

Requirements

Gathering

Workshops

Setup/configure/

customise the

Ariba Network

Buyer account

Review/validate

received

supplier data

Design/build

supplier

communication

and education

materials

Upload Vendor

file

Collection

supplier data as

needed

Create Supplier

Ariba Network

Accounts and

Relationships

Follow up with

suppliers to

complete tasks

assigned

Provide

supplier

education and

training

materials via

education

portal, Pre-

Recorded

trainings and

question and

answer

sessions

Testing

between

customer and

targeted

suppliers

(cXML/EDI &

CSV template

suppliers if

applicable)

Supplier

support and

error resolution

StrategyDesign and

Build

Supplier

Registration

Supplier

Education

Supplier

TestingDeployment

Supplier Management

Supplier Help Desk

Customer Education

Supplier

Education Portal

Maintenance

Supplier

Education

Materials

maintenance

Supplier

Registration for

newly identified

waves

Customer SE

Maintenance

Programme

© 2011 Ariba, Inc. All rights reserved.

Focus of main tasks : Ariba tasks- Focus on supplier Enablement 2/2

30

Agenda









31

− Purchase to reception :

Mode 1 : Purchase based on catalog− Purchasing Request (PR) to reception (RC) for office supplies based on

catalog− PR to RC for IT services based on catalog and generic items

Mode 2 : Spot purchase based on contract :− PR to RC for Relocation services

Mode 3 : Purchase based on non catalog− PR to RC

Mode 4 : Purchase based on blanket order :− PR to RC for telecom cost, energy, building cleaning

− Cockpit SIPM :

Supplier creation Suppliers evaluation, Contracts storage Notification end of contract Suppliers dashboard

Ariba tool demonstration

32

Documents

Buy wise kick off meeting 12 03-2012