Catalogue and Contract Management

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1 Page 1 ShipServ Contract Management Page 1 Ver 2.0 Oct 05 Catalogue Management Overview Streamline communication process between ship, shore and supplier Improve competitiveness and market reach electronic Ship Supply Management (essm) ShipServ s module supports two vital functions for a supplier: sales order management and marketing. The order management process is made easier through improved data quality, standardization and speed of response, and (where applicable) leveraging of integration technology. Optimize data quality Ensure accurate product specification on orders Your company s marketing effort is improved by taking your information directly to your customers in a way that showcases your products to the people who use them. In addition, ShipServ has introduced a revolutionary concept called Dynamic Content Management, which utilizes the various elements pictured above in combination to help unlock the efficiencies of e-commerce. [email protected] ShipServ Ltd. International House 26 Creechurch Lane London EC 3A 5BA United Kingdom

2 Page 1 ShipServ Page 2 Content Manager Update your catalogues as often as you like The ShipServ ExpertSupplier Catalogue Management module starts with building and maintaining a catalogue. However, unlike traditional catalogue management approaches, establishing the catalogue online does not require that the information be in a format that is distributable to customers. In fact, the catalogue can be published internally, or as a reference tool to aid in processing incoming transactions. The catalogue can be loaded by means of a simple Excel spreadsheet or via catalogue integration, so if you already have a parts list, it is a simple task to establish the catalogue on the TradeNet platform. The catalogue can undergo many revisions after loading to TradeNet. At the point that you are ready to make the catalogue public, either to your entire customer base or to a select group of customers, the Publication Manager (described later in this document) will help you take the next step. The graphic below shoes a sample catalogue displayed in the SmartSupplier Expert Edition user interface. Note the catalogue hierarchy of the valves, and the lowest level subcategory displayed at the top of the list.

3 Page 3 Mapping Manager Map your parts numbers to your buyers numbers Many shipping companies have spent years developing their own internal part numbering system. Unfortunately, they may be far less willing to update their system with supplier part numbers. Other shipping companies use either the ISSA or IMPA standard when referring to consumable stores. However, these numbering systems are not necessarily unique because they contain no brand or quality distinction. The result it that each time the buyer orders, the person receiving the order must review the item descriptions and / or apply known customer preferences to determine the exact items to fill the order. ShipServ s Mapping Manager allows the numbers by which buyers refer to the items on their requests for quotes or purchase orders to be mapped to your parts list. The graphic below shows an example mapping of medical supplies relating the buyer s part numbers to the supplier s part numbers for corresponding items.

4 Page 4 Contract Manager Few experiences frustrate a sales manager more than investing the time and effort into negotiating a contract with a customer covering a range of items, only to see one or more of the following occur: Create customer profiles to manage pricing guidelines Customer sends request for quote for contracted items Order takers do not know the contracted prices Non-compliance with the contract is missed until it is too late Purchase orders arrive with incorrect or missing prices for contract items ShipServ s Contract Manager can help mitigate these problems. Create customer profiles (also used by the Mapping Manager) to define the customers to the system. Then enter contracts based on: Discount from list prices Vessel-specific prices List of items under contract Contract expiration date Item-specific prices The Contract Manager can even be used to create pricing guidelines. These guidelines function just like contracts, except they can be changed at any time rather than being contractually fixed. As items are received (and mapped where applicable), the system automatically matches the items to the contract and applies the discount or the price as applicable. The order taker or person handling the request for quote can then easily see which items are non-compliant, either from a contract standpoint or a data standpoint.

5 Page 5 Publication Manager Are you ready to take your product information directly to your customers? Your catalogue can be created as a general catalogue (i.e., all available parts) or as a customer, vessel or even contract specific catalogue. Once created, you are ready to publish. ShipServ offers several ways to accomplish this: ShipCat TM Easy to install and use ShipServ s ShipCat is the industry s only standard catalogue data format. Distribute CD s to any customer or prospect, whether a ShipServ TradeNet Member or not. For more information, see the ShipCat Publisher Sheet. Flexible and versatile data formats Create customer specific catalogues Immediate and easy access to updated catalogue data Downloadable file Some customers will want to receive your catalogue data in electronic format. From ShipServ s buyer interface, the user can request the catalogue to be downloaded as text, CSV, Excel etc. (see sample catalogue selection screen below).

6 Page 6 Subscription Manager Would you like to make your catalogue available for distribution on a limited basis? ShipServ s online Catalogue Subscription Manager permits access to only those catalogues the customer is authorized to download. s part numbers for corresponding items. ShipServ the exclusive source of downloadable version of the IMPA Guide Electronically available catalogue data ShipServ is the exclusive source of downloadable version of the ISSA Catalogue Dynamic Content Management The Content, Mapping, and Contract Manager modules are valuable tools to help speed up the order management process. However, there is still one practical piece missing due to the practical realities of managing data between organisations. We have already established that many customers will not invest the time to put supplier part numbers into their system (assuming the system can save such data). And the use of standard part numbers may be insufficient. Unfortunately, the amount of work involved in mapping each customer s part numbers to your own can be very large. ShipServ s Dynamic Content Management TM is a revolutionary concept that beings together the three key modules in such a way that the system is able to learn. As transactions are received, the user performs individual mappings on all items that do not match. Then subsequent transactions start from the point last reached by the previous mapping. As illustrated below the percentage of already mapped items will increase over time, which allows the system to automatically price out requests for quotes and verify purchase orders. Mariner s Annual Guide is available in ShipCat format Amount of manual mapping tasks before using Dynamic Content Management Amount of manual mapping tasks when using Dynamic Content Management

7 Company Information The world s leading provider of maritime e-commerce solutions Page 7 ShipServ is the world s leading provider of maritime e-commerce solutions that bring business benefits to ship owners / managers and suppliers alike, via ShipServ TradeNet e-commerce trading platform. Reduce cycle times ShipServ TradeNet and ShipServ's electronic Ship Supply Management (essm) solutions allow a simplified and automated procurement process for shipping companies and suppliers alike. Oldfashioned fax and paper transactions are replaced with electronic trade resulting in savings in time and money throughout the supply chain. Moreover, the elimination of manual re-typing as data can be automatically transferred between the vessel, the shipping company s procurement system and the supplier s order management system leads to higher quality ship supply management. Through ShipServ's essm, buyers and suppliers alike experience considerable savings in time and money, e.g. an almost 30 percent reduction in the Order Cycle Time. My purchasers would never go back to the old ways of doing business and whenever possible prefer suppliers that are TradeNet-enabled. Increase quality and lower costs in your sales process Kristin Haugen, Hoegh Fleet Services ShipServ s essm solutions are suitable for participants across the entire range of the marine marketplace, from shipping companies with just a few ships to the largest multinational ship managers; from small local ship chandlers to the largest OEM s, contract suppliers and trading houses. The result is a very rapid enablement of virtually all of a shipping company s suppliers, with a goal of near-100% participation for all relevant transactions. All TradeNet Members are actively taking steps to optimize and improve the ship supply chain by automating the procurement process and making life easier for their employees. Such optimization results in efficiency gains as manual work tasks, e.g. re-typing, manual quote comparison, and clarification communication are eliminated. ShipServ allows us to improve our internal efficiency and competitive position, while providing a value added service to our customers Martin Stoltenberg, Hans Heidorn Shipping Services

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