Wednesday May 4, 2016 - iSpec · ¥ Procurement ¥ Project management ... Workﬂow control 15 Tender preparation

iSpec

© Remy InfoSource 2016

Wednesday May 4, 2016

1

iSpec Presentation

iSpec


Large CAPEX Projects

2

• Complexity. • Decisions made, technical problems solved, financing requirements assessed, supplier

capacities evaluated, legal issues addressed. • Not even the smallest detail can be overlooked.

• Multiple stakeholders. • Aligning the many functional stakeholders typically involved in large capex projects is a

major task. Finance, procurement, legal and engineering all consider different issues.

• Interfaces. • The combination of functional and international stakeholders and different segments

and procurement packages requires well-managed interfaces. Good communication/collaboration is essential.

• Disconnect. • The integration of Project management, Technology and Procurement functions into an

integrated unit can improve performance by achieving better control, project cost reduction and the opportunity to achieve performance leadership through technology. (Shell white paper).

iSpec


Disconnect

• There is a disconnect between • Technology experts

• Procurement

• Project management

• Finance

• Other stakeholders

3

Project management

ProcurementTechnology/expertise

iSpec


The Result• Project information is scattered

on computers and in documents throughout multiple organisations and systems

• Missing/outdated documents

• No Accountability

• Difficult to audit

• No control/authorisation

• No transparency

• High risk

• Many disputes

4

iSpec


Intangible Risk

5

“Intangible risk always occurs, but is ignored by the

organisation as they lack the ability to identify it.

It directly reduces the productivity of knowledge workers, decreases cost

effectiveness, profitability, service, quality, reputation, brand value, and earnings

quality.”

• Knowledge risk (poor access to information/skills)

• Relationship risk (poor collaboration)

• Process-engagement risk (poor procedural compliance and no transparency)

iSpec


Intangible Risk

6

Impact/Probability

Insignificant Minor Moderate Major Catastrophic

Almost Certain Missing/lost emails, meeting notes, variation orders

Ambiguous specs leading to cost increases

Likely Insufficient design detail before awarding

Old/incorrect specifications/contract docs

Missing contract documentation

Possible Delays - due to design changes

Vendor capability

Unlikely Vendor financial stability

Rare

iSpec


QA, delivery tracking, inspections, variation

orders.

iSpec Master Library Specs, schedules,

agreements

Tender management, evaluation, compliance

Integration• iSpec facilitates binding

these functions into an integrated unit thereby • improving performance

by achieving

• better control,

• project cost reduction and

• performance leadership through technology

7

Project management

ProcurementTechnology/expertise

iSpec

iSpec


Filling the Gaps

8

Tech Spec Management

Planning systems

Evaluation

MRP

Inventory Management

Quality Management

Invoice processing

Goods receivingApproval

Purchase order

PaymentRequisition

Internal business

requirementReporting

Contract implemented

Contract draft and review

NegotiationSourcing RFx

External info gathering

Transactional Processing

Strategic Sourcing

Trials & Supplier

Accreditation iSpec

Typical ERP /eTendering

systemItem based procurement -

SKUs

iSpec


iSpec - the intuitive solution• Web based solution

• Requires only a browser

• Fewer support issues

• Global access

• Role-based access

• Full security

• Manages integrated process

• Master library

• Tender creation/publication

• Vendor response

• Evaluation and negotiation

• Contract management

• Quality Assurance

9

iSpec


iSpec• Only 1 set of data - the right one

• Global role-based access

• Concurrent editing

• Version control (audit trail)

• Complete contextual audit trail

• All email collaborations

• All negotiations

• All vendor responses

• All clarifications

• Contract amendments

• Approvals

• By whom, when, from where

10

Technical/Engineering • Specifications• QA• Project management• Technical evaluations

Management/Other stakeholders • Approvals• Overview• Programme mgt• KPI•Risk Management

Procurement/legal • Agreement• Terms and conditions• Health and safety• Financials• Vendor KPI• Approvals• Commercial evaluations

Vendors • Bid submissions• Clarifications• Change requests• Delivery tracking

iSpec


Workflow control

11

Enforce procedural compliance

• Each RFx has: • Own workflow • Own approvals • Own project team

• This ensures: • Procedural compliance • No incomplete tenders can be

published • No incomplete bids

iSpec


Create a Template

12

Master library• Add template • Add documents that form part of

master set

iSpec


Project Sourcing• Feasibility studies

• Budget Approval

• Tender preparation

• Controlled editing permissions

• Templates or new documents

• Approvals for publication

• Financial

• Content (engineering)

• Publication (procurement/legal)

13

Full/tailored service • Data entry • Tender preparation • Evaluation setup • Help-desk support • Consulting

iSpec


User Login

• Login takes user to Dashboard/My Workspace

• Lists all outstanding/overdue tasks

• Gets daily email with similar summary

14

iSpec


Workflow control

15

Tender preparation

• General documents/attachments

• “Live” documents • Only certain items are editable

iSpec


Audit trail

16

Revisions• All changes recorded:

• By whom • When • Compare • Roll back

iSpec


Pre-defined vendor response requirements

17

Response requirements

• What are requirements? • Delivery dates • How will responses be

scored • What response is expected?

• Delivery dates • Prices • Product data • Responses to questions • Compliance (yes/no)

iSpec


Vendor Response• No data mining

• Instant comparison reports

• Pricing

• Compliance

• Data/technical responses

• Complex/simple evaluations

• Commercial/Technical/Business

• Weighted average score

• Team reports/combined reports

• Moderated evaluations

18

Full/tailored service • Evaluations • Negotiations • Contract awarding • Help-desk support

iSpec


Contract Management• QA:

• Track issues

• Acceptance testing

• Punch lists

• Contract amendments

• Variation orders

• Pricing/delivery adjustments

• Delivery tracking

• Vendor performance

19

Full/tailored service • Contract / Project Management • Quality assurance (inspections) • Help-desk support

iSpec


Current Chaos

20

TenderDocuments

BidDocuments

BidDocuments

BidDocuments

@

@

@

Evaluation & Negotiation

BidBid Bid

Contract

@

@@

@@

@@ @

@

Delivery@

@

@@

@@@

@

@@@

@@

@ @@

@

@@

@

@

Project team

Suppliers

iSpec


Organised iSpec

21

1_______1.1___

2_________________3_______

3.1 Aircon3.2_____

4_______________________

Correspondence_______________________

Bid response_______________________

Negotiations_______________________

Final contract_______________________

Attachments_______________________

Correspondence_______________________

Bid response_______________________

Negotiations_______________________

Final contract_______________________

Attachments_______________________

Correspondence_______________________

Bid response_______________________

Negotiations_______________________

Final contract_______________________

Attachments_______________________

Project team

Supplier 1 Supplier 2 Supplier 3

Suppliers

iSpec

iSpec


Continuous Improvement

22

Specification/design

Tender

Negotiate/award

Delivery

Monitoring & Analysis

Operate

Procurement phaseOperational life

FeedbackNew technology

iSpec


Vendors already using iSpec

23

• ZPMC

• Kalmar

• Liebherr

• Cargotec

• Capacity

• Carrier

• Hyster

• Linde

• Noell

• Terberg

• Bromma

• ABB

• Bardella

• Barloworld

• Buiscar

• Caterpillar

• CVS Ferrari

• Doosan Heavy

• Earls Spreaders

• Fantuzzi Reggiane

• FELS Cranes

• Gaussin

• Elgin Sweepers

• Gottwald

• Houcan Cargo

• Kone

• Paceco Espana

• RAM Spreaders

• Siemens

• Stinis

• Sumitomo

• Taylors

• Toyota

• Hundreds more..

iSpec


Benefits & Savings

24

• No need to increase headcount or distract your resources from their normal work

• Benefit from our global expertise and vendor relationships

• Instant global access to all documents correspondence/negotiations/clarifications in iSpec

• Fully transparent/audit-able paperless system

• Real-time reports at your fingertips

• Pick-lists for appropriate specifications to best match your requirements

iSpec


Benefits & Savings• Efficiency improvement 70%

• Lead time reduction

• Reduced project costs 3-8%

• Reduced project management costs

• Improved control and transparency

• Improved management reporting capability

• Improved procedural compliance

• Improved risk management

25