The Order Hub

Extending Maximo into Procure to Pay

By P2Insight

Overview. Faster, easier, auditable procurement for Maximo.

Shorten your order cycle,Reduce invoice exceptions

Extend Maximo from PO approvals to P2P

The Order Hub provides the same visibility into, and control over, your external

purchasing process as Maximo provides over the internal PO approval process

CREATE SEND NEGOTIATE CONFIRM EXPEDITE AUDIT

Publicly / privately

post bid docs &

invite vendors

E-send invites to

Maximo & non-

Maximo vendors

Back-and-forth

online: corrections,

Q&A, changes

Vendors easily

confirm & submit

bid online

Configurable rules

auto-trigger

reminders to vendor

Auto-send notice of

receipt, order close-

out to vendor

All interactions fully

logged in order

history

RFQ, PO,

Contracts, WO

Maximo docs

send via the Hub

No more phone

tag

Know the vendor

agrees to terms

No more who

said what

Confirm order

completion

Easily confirm

delivery dates

RECEIVE & CLOSE

Send RFQs online. Private or public.

Drastically reduce your manual data entry, Expand your vendor pool,

Electronically notify bidders of award status.

Create RFQs in Maximo as you always have. Invite Maximo and non-Maximo vendors

to bid. Display your RFQ online to attract vendors you don’t even know yet!

Create your RFQ in Maximo

Follow your standard approvals process.

Invite your known Maximo vendors.

Change status to “Send to Vendor” to export the

RFQ to the Hub.

Invite non-Maximo vendors

the Hub allows you to invite vendors to bid who do not exist

in Maximo. Create them in Maximo if you choose to move

forward with their bid.

Public or Private RFQs

Restrict RFQ access to invited vendors or post publicly

to gain more exposure to vendors you haven’t met yet.

No Manual Data Entry

Vendors enter their bid information directly into the Hub,

and the Hub pushes bid data into Maximo. No more bid

data entry for your procurement officers!

Negotiate PO’s Online. Nobody likes phone tag.

Keep things moving with electronic communications between you and your vendor.

Vendors submit changes, corrections, notes, and questions online. Synchronize their

updated parts information with your Maximo data automatically.

Vendors request changes

Vendors can request changes

to qty, unit price, delivery

date,

All changes logged in detail

All approved changes are

logged in Maximo and the

Hub using status changes. PO

changes are recorded as

order revisions.

Stop playing phone tag

Electronic vendor

communications mean you

don’t have to wait for a call

back or wonder if your email

was received.

Acknowledgements and

confirmations

The Hub makes it simple for

vendors to acknowledge and

confirm orders. If they don’t,

the Hub’s configurable

expediting engine can

automatically remind them so

you don’t have to!

Process Service Orders. Matched to contracts.

Your vendor submits time cards with the order itself.

Order contractor services online, matched against your Maximo contracts.

Define your terms

Fixed price, T&M, NTE, x hours of y

services… you define the terms you’ll

consider, and vendors can respond

accordingly.

Vendors can manage work assignments

The vendor can assign a specific resource to manage service

delivery of any order. They enter their time as work is

completed for the vendor’s internal review and approval.

Time card entry and approval

An assigned resource enters their time for the

vendor’s internal approval, then the vendor

returns the approved service order to you for

review and sign off.

Request a quote

Create a request for quotation (RFQ), send it

to chosen vendors, and convert the

successful bid into a Work Order.

Auditable order history. Analyze vendor interactions.

All actions and all approved changes are logged in detail in The Order Hub and Maximo. Never wonder “who said what” again.

You and the vendor will have a full, detailed history of all orders.

They request, you approve

Vendors can request to change the details of your

order. Their changes are not recorded in Maximo until

you approve them.

Full order versioning

capabilities

Approved changes are

recorded in Maximo as

order revisions,

following all Maximo

processes and business

rules (MBOs)

Record different vendor pricing options easily

You’re requesting unit pricing, but they can offer a

deeper discount on volume purchases. the Hub

makes it easy for them to let you know, and sync

updated info with Maximo.

Vendor analysis

Track vendor response

times, vendor order

fulfillment success rates,

and improve your

vendor relationships

through analysis of

order history.

Save up to 15 minutes per undisputed PO

Through efficient, automated communications, auto expediting,

product updates provided electronically by vendor

Save up to 3 hours per revised PO / invoice exception

Through electronic updates provided by vendor, workflow routing via Maximo for

re-approvals, audit trails, three way matching

Value proposition. This is the really good part.

Ensuring order accuracy up front reduces the chance for error.

Managing communications electronically shortens the order process.

If you process 15,000 orders per year… 10,000 orders processed

undisputed:

10,000 orders

x 15 mins per order

x $25 per hour

$62,500

Value proposition. This is the really good part.

Ensuring order accuracy up front reduces the chance for error. Managing

communications electronically shortens the order process.

10,000

5,000

Orders Processed Per Year

Undisputed With at least one revision

5,000 orders processed with at least 1 revision:

5,000 orders

x 3 hrs per order

x $25 per hour

$375,000

=$437,500

Savings provided by The Order

Hub over your existing

procurement process.

Additional benefits. There are many.

Improved reliability of your supply chain. Reliable order and delivery information allows you to plan the next steps in your

process more accurately.

Reduced invoice exceptions. Negotiating order details in an auditable process keeps your vendors accountable,

and helps to ensure you’ll get exactly what you ordered.

Improved vendor relationships. You and the vendor both receive an auditable order history. Invoice matching is

faster and easier, reducing the time it takes you to process payment.

Dynamic discounting. You’ll be able to take better advantage of vendor discounts for early payment by

reducing your invoice processing time.

Processing orders faster, simplifying communications and business processes, giving you better visibility into your entire external order process, saving you money, AND…

Learn more at www.P2insight.com

There’s so much more. Book a demo with us.

You’ve only seen the high level overview.

Let us show you how The Order Hub extends Maximo into P2P.

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