MIT s E-Commerce Portal

Transcription

1 MIT s E-Commerce Portal powered by Elevating procurement to a new level

2 Who Is SciQuest? Software company offering a suite of hosted solutions to meet e-procurement e needs MIT signed with SciQuest in September 2004, SciQuest went live with its first vendors in 2005 Leading e-procurement e provider for Higher Ed, life sciences, and industry research organizations

3 What Is SciQuest? Electronic commerce portal that acts as a catalog repository for the MIT supplier base MIT has licensed SciQuest s Spend Director module Spend Director aggregates orders placed through the SciQuest portal and distributes them to our suppliers

4 Why Use SciQuest? The Advantages Provides access to dozens of top MIT suppliers (concentration on scientific suppliers) in one location Provides MIT community with a one stop shop for e-e commerce needs Front-end solution allowing automated web-based based purchasing with SciQuest enabled vendors Infrastructure is based upon MIT s s current ECAT model and workflow Vendors may provide additional pricing discounts for orders placed through the SciQuest portal

5 The Advantages continued Maintenance of only one out-going connection from MIT to SciQuest Users have ability to create favorite lists Default profiles allow for one time entry of user and ship to location. Ease of use creates reduction in ordering errors Optimized electronic workflow adds value in time and efficiency Flexibility for hosted vs. punch-out catalogs

6 Hosted vs. Punch-out? The difference Hosted catalogs are hosted by SciQuest. Supplier price file & catalog resides on the SciQuest website but is maintained by MIT via SciQuest Punch-Out catalogs are linked through the SciQuest portal directly to the specific vendor website. Supplier price catalogs are maintained by the supplier on their own website Hosted & punch-out catalogs have unique advantages

7 Hosted Catalog The Advantages Robust search capability across multiple hosted catalogs Ability to perform product & price comparisons across hosted catalogs Since catalogs are maintained on the SciQuest website, hosted catalogs maintain a consistent look and feel Suppliers cannot change price files without MIT review and approval Ability to take advantage of SciQuest portal upgrades when applicable

8 Punch-out Catalog The Advantages Real time product availability and shipping information Ability to use special supplier promotional codes for pricing discounts Availability to more supplier products, SciQuest limits sku s s to 200,000 in a hosted environment Ability to block sensitive items, i.e. syringes, radio- active materials

9 SciQuest Model (based on current ECAT model) MIT maintains a single connection with SciQuest for shopping content and order delivery for dozens of suppliers. Requisition SAP User's Desktop SAPWeb Requisition Authorizations Approvals MIT Purchase Order A/P Payment Vendor MIT Marketplace powered by SciQuest Providing access to dozens of MIT suppliers Punch-out Catalog Hosted Catalog SciQuest Order Manager Vendor 1 Order Vendor System Vendor 2 Order N System Order System Shipment Shipment Shipment Vendor 1 A/R Vendor System2 A/R Vendor SystemN A/R System Vendor 1 A/R Funds Vendor Receipt 2 A/R Funds Vendor Receipt N A/R Funds Receipt

10 Why be in our SciQuest Portal? Supplier Advantages Extremely high exposure for supplier to the MIT community Suppliers gain a competitive advantage Automated ordering process creates a more efficient purchasing workflow Reduction in ordering errors Reduction in returns processing

11 Supplier enablement criteria Target suppliers with large transactional & spend volume Supplier must comply with MIT standards and specifications for e-commerce e (front to back end paperless workflow including EDI invoicing) Willingness of supplier to participate and provide MIT with required startup resources for functionality testing MIT procurement department evaluates and determines if a supplier is to be hosted or punch-out

12 Determining Catalog Type Hosted vs. Punch-out Determine size of supplier and # of products available Analyze supplier website functionality, stability and reliability Determine supplier website value features, i.e. real time product availability, shipping and tracking Analyze supplier price metrics for applicable discounts, i.e. use of promotional codes, coupons, on-line line sales Analyze complexity of supplier products, i.e. building custom oligos Determine how frequent a supplier updates their catalog and adds new items

13 Current SciQuest Vendors Qiagen Perkin Elmer Roche Diagnostics GE Healthcare USA Scientific Westnet (currently in testing) CATALOG TYPE hosted hosted hosted hosted hosted hosted CURRENT PAY MODE CHECK EDI Newark In One Sigma Aldrich Invitrogen (currently in testing) punch-out punch-out punch-out

14 Who s s next for SciQuest? ECAT vendors are moving to SciQuest Office Depot VWR Airgas Grainger Dell Apple Gov Connection CATALOG TYPE punch-out punch-out punch-out punch-out punch-out punch-out punch-out CURRENT PAY MODE CHECK EDI

15 More suppliers coming Millipore Allied Electronics Bio Rad Labs Thorlabs BD Bio Sciences Stratagene Cloning R & D Systems Santa Cruz Bio Technology Cell Signaling Technologies Creative Office Pavilion Office Environments

16 Schedule to move new vendors Will move vendors at a time into the portal Working with existing SciQuest vendors to automate invoice processing (EDI) Current ECAT vendors will move first Additional vendors will be moved after ECAT vendors are up and running New vendors will be completely paperless at Go Live Enabling vendors requires price file or catalog approvals, functionality and integration testing for purchase orders and invoices, and general MIT, SciQuest, and Supplier readiness

17 Community News coming soon to your Department Road shows featuring demos and Q & A Updated training documents Updates on new vendor additions Updates on SciQuest portal upgrades and enhancements, when applicable Communications on preferred suppliers and catalog enhancements

18 Welcome Community Input Please send your thoughts and ideas to or Denise droche@mit.edu Derek welcomed@mit.edu Thank you for this opportunity

19 On the SapWeb purchasing tab you are able to link out to the SciQuest portal.

20 The SciQuest home page contains instructions on navigating the SciQuest site. There is also information on the vendors in the portal. Click on place departmental order to begin your order.

21 You will be lead to your SciQuest home page. First steps to placing an order is to set up your ship to and bill to profiles in my profile. This is a one time user setup.

22 Set up your ship to address, you can have as many ship to addresses as needed however you must set one as your default.

23 Note that we maintain ship to addresses in SciQuest so you can add addresses to you profile from a predefined drop down list.

24 Once entered, addresses are saved in the address pane in your profile.

25 Next step is to set your bill to profile.

26 All bill to profiles automatically default to MIT Accounts Payable department.

27 If your profile is set, you may begin the ordering process. You may choose to process orders from either a punch out catalog or a hosted catalog. Let s create an order from a hosted vendor.

28 In a hosted environment you are able to use a few different methods to place your order. You can do a product search, a quick order or order from your favorites list. To search for products, use selection boxes to enter criteria, enter in as many or as few boxes as you wish, note the more data that is entered the more refined the search.

29 A quick reference box is returned by vendor with the # of products meeting search criteria.

30 You can click on a specific vendor to see search results for only that vendor.

31 Or you can also view results in menu form specifying the # of results per page. On results page you also get specific data on products including vendor, price, unit of measure, catalog # etc.

32 From the results menu, you can perform comparisons on products, add them to favorites or simply add them directly to a cart. You can hide items that you do not wish to see in future searches. Select the item/s on the far right and choose a selection from the drop down menu.

33 To compare items, select a few items (max of 3) and compare from the drop down menu.

34 Side by side comparisons are shown with pertinent information pertaining to that product. You can select a product directly from the comparison and add it to your cart.

35 System will confirm item as successfully added to cart. At any time you can return to your search results with a back to results button.

36 It is very easy to add items to a favorites list. Mark the items from the list and choose add to favorites from drop down menu.

37 You are able to put products in your favorites list or share them among all users via an organization favorites list.

38 System will confirm addition of item to favorites.

39 Another way to order is by using your quick order, this function works if you know your sku from the hosted vendors catalog. Enter sku/s and click add to cart.

40 The last way to order from a hosted catalog is to go to the favorites list, highlight the items in the list you want and click, add to active cart.

41 Once you have finished shopping and are ready to review and submit your cart, go to the carts page to look at your active cart. Before proceeding let s create a cart from a punch out catalog.

42 Punch-out vendors are in a punch-out section on the SciQuest site. Click on the icon for the catalog you wish to view.

43 You will be redirected to the punch-out suppliers site.

44 Note in a punch out catalog you are in the SciQuest punch out portal, not in the vendor s home shopping page. In a punch out catalog you can search for products and manage a cart.

45 In the search menu, you can search products or put through a quick order if you know your catalog #.

46 Search results are returned on a menu similar to your hosted catalog, note the narrower your search criteria, the more defined the results list.

47 By expanding the results magnifying glass icon, you can view and analyze any item in the results menu. You may also add an item directly to your cart. Specify the quantity and click the cart icon.

48 You can continue to fill your cart. When you order is complete, click on the your cart icon on the top of the page. After reviewing your cart for accuracy you can checkout by hitting the checkout button in the lower right corner. Please note, you are checking out from the punch out catalog, not from the SciQuest portal.

49 Upon checkout from the punch out catalog you will be brought back to the SciQuest page with your cart as processed via the punch-out site. You are now ready to confirm and submit your order.

50 Once you are in the carts page on the SciQuest portal, the edit, review and submission of your order is the same for a hosted and punch out catalog.

51 During the cart review, you should edit the shipping address if you d like to use something other than your default setting.

52 Default shipping method is best way. If you require something else, you must specify in the delivery options drop down menu.

53 Final step is to submit your order.

54 Upon submitting order, system will kick off automated SAP workflow to create a requisition.

55 SAP requisition screen will populate with products from the cart and you are required to make Material Group, Cost Object and GL Account Assignment. When finished hit button to send requisition to SAP/e-Procurement process.

56 Final stages of requisition You will receive your requisition # from SAP for tracking purposes Automated workflow turns requisition into a purchase order Purchase orders are forwarded automatically to SciQuest every half hour SciQuest aggregates orders and disperses to suppliers Some suppliers will send order acknowledgements Orders ship and are billed directly to A/P Until all vendors are EDI enabled, A/P will continue to receive paper invoices.

57 Welcome Community Input Please send your thoughts and ideas to or Denise droche@mit.edu Derek welcomed@mit.edu Thank you for this opportunity

58 Improvements to Accounts Payable Improving the Request for Payment (RFP) Process. We are looking to have RFP s s submitted electronically using a web based form that would automatically post to SAP. Eliminates the keying of RFP s s by an A/P Operator. Increase EDI invoicing which eliminates human intervention when processing invoices for payment. Pay vendors electronically. Currently we offer Domestic vendors the ability to be paid electronically using Bank of America s Paymode wire. We are looking to get away from paying vendors by paper check. If a vendor does not want to sign up for Paymode wire, we will offer to pay them by Bank of America s e-payables solution similar to a ghost credit card payment.

59 Improvements to Accounts Payable Reduce the routing of invoices by using goods receipt. * Using goods receipt, DLC s s input receipt date of goods/services into SAP which allows payment of the invoice without sending invoice to DLC s s for approval (image will be available to view) * Imaging invoices