TexasOnline TxSmartBuy Supplier Punch-Out Setup Process. Version: 1.0

Transcription

1 TexasOnline Supplier Punch-Out Setup Process Version: 1.0 October 2009

2 Revision History Date Version Revision Description Author 10/27/ Initial Version Josh Marcus (DC) Approvals Date Version Name and Role Signature 10/28/ Dick Stewart (DC) 1.0 David Freeland (NIC) 1.0 Connie Smith (CPA)

3 Table of Contents Introduction... 1 Punch-Out Overview... 1 Smartsearch Agents:... 1 Direct Connect Agents:... 2 Minimum Shopping Site Requirements... 2 Minimum Requirements to support a SmartSearch Agent Integration... 2 Minimum Requirements to support a Direct Connect Agent Integration... 2 Other Technical References... 3 Supplier Punch-Out Onboarding Process... 4 Steps Required for Punch-out Setup... 4 Points of Contacts... 5 Supplier Information Form... 6 Section 1 Supplier Contact Information... 7 Section 2 Questionnaire Regarding Site Capabilities... 8 Section 3 Punch-Out/Roundtrip Suppliers Integration / Authentication Method... 9 Section 4 Non Punch-out/Roundtrip Suppliers Web Site Authentication Method Appendix: Minimum Data Required for Integration with... 12

4 Introduction The purpose of this document is to describe the supplier punch-out set up process for the application for those vendors that have online ecommerce sites or punchout/roundtrip sites. The scope of this document is limited to the application only. The solution is made up of two products: Oracle iprocurement (part of the Oracle Enterprise Business Suite) and the Vinimaya SmartSearch Catalog TM. This document will refer to the latter as Vinimaya. Punch-Out Overview Vinimaya provides the ability to punch-out to suppliers ecommerce web sites, approved by the Texas Comptroller of Public Accounts (CPA) Texas Procurement and Support Services (TPASS), to search for items that CPA currently has on state contract. Once the purchaser has found the item they wish to purchase on the contractor s web site, Vinimaya will pull the product information back into the purchaser s shopping cart to complete the purchase within the system. The complete process allows agency purchasers to leverage the contractor s web site with existing product descriptions, pictures, etc., and allows the contractor to maintain their product information on their own site without having to provide CPA with product catalog data. Please note that the Purchase Order delivery mechanism offered currently through the system is via . The s Vinimaya solution supports supplier shopping integrations/connections using any of the following industry standard punch-out or roundtrip methods, with cxml being the recommended approach. cxml (Typical Ariba or PeopleSoft type integration model) XML (Typical Oracle type integration model) HTML Forms Open Catalog Interface Roundtrip (Typical SAP type integration model) In addition, for those supplier sites that are not punchout or roundtrip ready, but do have a good online ecommerce shopping website, Vinimaya solution can often provide connectivity to an existing online ecommerce site via a logon or landing page. Some minimum requirements for this non punchout/roundtrip integration are referenced in the Minimum Requirements section of this document All of the above referenced options can be discussed and evaluated during a kick-off call with representation from the CPA and the supplier. Reference the Supplier Punch-Out On Boarding Process section within this document for more information. Depending on the technical capabilities of the suppliers shopping web site, two integration methods are available for Punch-out: Smartsearch Agents: These agent types are used for access to supplier punch-out/roundtrip layers or regular supplier web sites, to launch keyword or part number type searches, real-time, against the Supplier Punch-Out Setup Process 1 October 2009

5 site and return search results in a common standard Vinimaya Search Results page view. The end users do not navigate the actual supplier site; the SmartSearch agent does this activity in real-time based on the search criteria. Direct Connect Agents: These agent types are used for access to the supplier punch-out/roundtrip layers or regular supplier web sites. Direct Connect allows end users real-time access to navigate directly on the supplier site. Users can search, browse, configure, and add items to the supplier s shopping cart and then checkout from the supplier site back into Vinimaya. Minimum Shopping Site Requirements Minimum Requirements to support a SmartSearch Agent Integration Connection/Integration/Authentication The Supplier site is required to support either standard punch-out/roundtrip authentication; or (if not punch-out/roundtrip ready) provide a URL with a generic logon/password for authentication; or a -specific URL landing page for authentication. Search / Browse Capabilities The Supplier site is required to have a product search feature (keyword / part number) which Vinimaya will leverage in launching user searches. The site is not required to have a browse categories feature. Search Results Page Once a search is launched the supplier site is required to have a search results page(s) which presents the appropriate product lines on the page based on the search criteria launched. See the appendix for the minimum and optional data elements required for integration with. Product Details Page Although not a requirement, it is preferred that the Supplier site has a product details page for each item containing product images and any additional specifications about the item. Typically the product details page is activated when a user clicks on a SKU link or Description link on the supplier s site. Comments Since the Vinimaya SmartSearch agent fetches and parses search results from a supplier site back into Vinimaya, the supplier site is not required to have shopping cart features, to support this Vinimaya agent type. Search results pulled into Vinimaya can be sorted and refined, with appropriate items added to a shopping cart which will be formatted properly and submitted to the application. Minimum Requirements to support a Direct Connect Agent Integration Connection/Integration/Authentication The Supplier site is required to support either standard punch-out/roundtrip authentication; or (if not punch-out/roundtrip ready) provide a URL with a generic logon/password for authentication; or a -specific URL landing page for authentication. Shopping Capabilities At a minimum, the Supplier site is required to have an ability to add product to a shopping cart. Searching, Browsing, Sorting, Filtering, Product Details, and Configuring (for appropriate product types) product. Are all desirable but not required to support this Vinimaya Direct Connect agent type. Shopping Cart Page The Supplier site is required to have a shopping cart page (or page where a user can add product items that they would like to purchase during the shopping session). See the appendix for the minimum and optional data elements for Supplier Punch-Out Setup Process 2 October 2009

6 integration with. The shopping cart page should also have a Clear Cart and Checkout functionality. Shopping Cart Checkout o For Punch-out/Roundtrip Suppliers Upon the user clicking on the suppliers Checkout functionality, the supplier will post the proper cart xml/cxml or html form, as part of the standard punch-out or OCI roundtrip checkout process. See the appendix for the required and optional punch-out data elements for integration. o For non Punch-out/Roundtrip Suppliers with an ecommerce Web Site Upon the user clicking on the suppliers Checkout functionality, the Vinimaya Direct Connect agent will fetch the appropriate cart information from the supplier site, end the shopping session on the supplier site, and parse/display the cart contents in Vinimaya Shopping Cart page. This cart information will be formatted properly and submitted to the CPA eprocurement application. Comments For highly configurable items (servers, business card, etc.), a Supplier can also provide a Cart ID or Basket ID on the Shopping Cart page (this can be visible or contained in a html hidden field within the source code) which Vinimaya Direct Connect agent will fetch during the checkout process and pass along to the application. Other Technical References Other technical reference guides and materials on Punch-outs are listed below. cxml User s Guide Version July 2008 Oracle Procurement Supplier s Guide to Punch-out and Transparent Punch-out Release 11i Part No. B July 2004 SAP Open Catalog Interface (OCI) Release 4.0 Supplier Punch-Out Setup Process 3 October 2009

7 Supplier Punch-Out Onboarding Process Below are the steps to be undertaken by the different participants to successfully complete a supplier s punch-out onboarding. Steps Required for Punch-out Setup 1. Supplier contacts TexasOnline Partner Relations Analyst for all inquiries for information or request for punch-out services 2. The Partner Relations Analyst notifies the Ongoing Support Team of the inquiry and sets up / conducts initial meeting with TPASS, Supplier, and the Technical Punch-Out Team. Purpose of this meeting is to outline and document requirements and action items for successful punch-out implementation 3. Technical Punch-Out Team prepares and provides appropriate punch-out forms and required details to Supplier 4. Supplier completes punch-out forms and returns them to Technical Punch-Out Team 5. Technical Punch-Out Team provides Supplier with technical requirements for punchout setup based on information provided on forms 6. Supplier performs modifications to their own internal systems (if necessary) 7. Supplier notifies Ongoing Support Team when internal system modifications are complete and Supplier is ready to test the punch-out connection 8. Ongoing Support Team provides Supplier with access to test punch-out connection 9. Supplier and Ongoing Support Team test in pre-production environments, once testing is complete, punch-out functionality is made ready for PROD 10. Ongoing Support Team coordinates efforts in moving Supplier functionality to PROD 11. Ongoing Support Team provides communications back to CPA (TPASS) as well as the Partner Relations Analyst stating the requesting Supplier s punch-out functionality implementation has been successfully completed Supplier Punch-Out Setup Process 4 October 2009

8 Points of Contacts This list is as of October 27, Team Point of Contact Contact Phone Number TexasOnline Partner Relations Analyst Tiffany Latimer Escalation: Lori Martinez (512) CPA (TPASS) Vince Sellers (512) Connie Smith (512) Ongoing Support Team Vamsi Chalagulla (512) Supplier Punch-Out Setup Process 5 October 2009

9 Supplier Information Form The following Supplier Information Form allows the capture of important information related to supplier contacts, integration methods for shopping, and site capabilities, as part of the supplier punch-out onboarding process. In advance of a formal CPA/supplier kick-off call, please complete the appropriate sections based on the points referenced below. General Supplier Information - Section 1 - Supplier Contact Information All suppliers to complete this section. Shopping Integration Sections - Section 2 - Questionnaire Regarding Site Capabilities Please complete this section, if you are a supplier that supports punch-out/roundtrip integrations or have online ecommerce or a web site containing searchable content. Section 3 - Punch-out/Roundtrip Suppliers Suppliers that support Punch-out or Roundtrip integrations, please complete this section with your preferred method of integration only (i.e. CXML, XML, OCI) Section 4 - Non Punch-out/Roundtrip Suppliers with a Web Site Please complete this section, if you are a supplier that doesn t support Punch-out/Roundtrip, however have online ecommerce or a web site containing searchable content. Supplier Punch-Out Setup Process 6 October 2009

10 Section 1 Supplier Contact Information Supplier Name Supplier DUNS CPA ID for Supplier address to receive Purchase Orders Primary Supplier Contact Technical Contact Name Title Office Phone Mobile Phone Postal Address Supplier Punch-Out Setup Process 7 October 2009

11 Section 2 Questionnaire Regarding Site Capabilities Please complete the following section if you are a supplier that supports punchout/roundtrip integrations or has an online commerce web site, or a web site containing searchable content. 1. Does Site Support Buyer Contract Pricing? Feature [Yes or No] + Comment if Needed 2. Is Contract Pricing available on Search Results Page of your Site? 3. Does Site Support Restricting only Buyer Contracted Items? 4. Does Site Support Keyword Search? 5. Does Site Support Supplier Part # / SKU Search? 6. Does Site Support Manufacturer Part # Search? 7. Does Site Support Customer or Buyer Part # Search? 8. Does Site Support an Advanced Search? 9. Is UNSPSC available on Site? (If so, please provide version and attach/insert an excel sheet of all potential UNSPCS that your site may return based on your content) 10.Is UOM available on Site? (If so, please attach/insert an excel sheet of all potential UOM s that your site may return based on your content i.e.: EA, PK, CS, etc.) 11.Are there any line item restrictions (i.e. Call for Price/Quote )? 12.Do you support multi sessions with a single sign-on (if non-punch-out)? 13.Does your site s content require any configurations? 14.Does your site require use of a Cart or Basket ID to record the order? Supplier Punch-Out Setup Process 8 October 2009

12 Section 3 Punch-Out/Roundtrip Suppliers Integration / Authentication Method The following section is for use with those suppliers that support punch-out (CXML/XML standards) or roundtrip (OCI standards) integrations. Please complete one of the following sub-sections only based on your preferred method of integration, as Vinimaya supports most integration models as outlined in the overview section of this document. Note that if your site supports all three integration methods please select the one that best matches your eprocurement application. URL Credentials Test Production From Domain From Identity To Domain To Identity Sender Domain Sender Identity Shared Secret Specific Extrinsic Nodes Punch-out/XML (Oracle Model) Credentials Test Production URL Company Name Password Specific attributes Supplier Punch-Out Setup Process 9 October 2009

13 OCI Roundtrip HTML Forms (SAP / C1 Model) OCI URL user_id password OkCode Parameter Test Production account_code ~target caller Other Specific Catalog Parameters Supplier Punch-Out Setup Process 10 October 2009

14 Section 4 Non Punch-out/Roundtrip Suppliers Web Site Authentication Method For use with those suppliers that do not support punch-out (cxml/xml standards) or roundtrip (OCI standards) integrations, however but do have an online commerce web site, or web site containing searchable content. Please complete the following section. Web Site w/ Specific Logon (not individual user specific) Web Site URL Credentials Test Production Company Name / User ID Password Other Authentication Parameters (if needed) Supplier Punch-Out Setup Process 11 October 2009

15 Appendix: Minimum Data Required for Integration with The following tables describe the basic data elements needed to integrate with. Technical requirements for the data elements, such as data types, maximum field lengths, and cxml element names will be provided by the Technical Punch-Out Team during punchout integration discussions. Required Data Elements Data Element Quantity Unit of Measure (UOM) Unit Price Currency Supplier Part Number Commodity Code Item Description Description Quantity of a specific item to be added to the shopping cart. Code that represents the unit of measure for the item, such as a case or per pound Unit price for the item Currency code, such as USD for US Dollar Supplier s unique identifying number for the item The United Nations Standard Products and Services Code (UNSPSC) 8 digit code or the National Institute of Governmental Purchasing (NIGP) 5 digit code for the item Description of the product Optional Data Elements Data Element Quantity per UOM Manufacturer Name Manufacturer Part Number Recycle Flag Recycle Target Flag Alternatively Fueled Vehicles Flag Lease Flag Lead Time Description Number of items in each unit set (packaging) Name of the manufacturer of the item Manufacturer s part number for the item Flag that tracks recycled, remanufactured, and environmentally friendly purchases Flag that marks first choice products and virgin equivalents Flag that marks alternatively fueled and gasoline vehicles Flag to indicate whether the item is leased Delivery time that indicates the number of days until the shipment will arrive Supplier Punch-Out Setup Process 12 October 2009