etrading Programme Procserve Holdings Limited 2015

etrading Programme Procserve Holdings Limited 2015

2 Agenda 1. About etrading and its Vision 2. The System 3. The Support 4. Customer Responsibilities 5. MoU 6. Next Steps

About etrading and Its Vision Procserve Holdings Limited 2015

Vision Vision: To deliver changes that harness the collective skills and abilities of the public sector and our suppliers to create sustainable savings for Wales and a blueprint for etrading in the future.

Ministerial Launch 18.03.15 Jane Hutt`s Speech I am pleased to announce today the launch of the Welsh Government s funding of the etrading Wales programme. etrading Wales is a ground breaking, centrally funded approach. It will change the way that public bodies engage with suppliers and will ensure best value contracts can be accessed by all buyers. etrading Wales is a prime example of how Welsh Government is working to ensure cross-government collaboration which will improve public service delivery. This transformational programme will set the standards for other parts of the public sector in the UK. I urge you all, buyers and suppliers, to engage with etrading Wales

About etrading Wales The etrading Wales initiative is a key part of Value Wales 5-year eprocurement Service strategy to support Welsh public sector get more value for the Welsh by using the internet to trade more efficiently. Partnering with leading eprocurement company Procserve, etrading Wales combines a conventional approach to Software-as-a-Service delivery with onthe-ground support specifically designed to meet each organisation s needs for optimising their electronic trading relationship with suppliers. etrading Wales is free to NPS members and suppliers a 2 year change support programme and 5 year Enterprise Licence is funded centrally for NPS members.

Features of etrading Wales Through etrading Wales the eprocurement Service will work with National Procurement Service members from across Welsh public sector to; Help existing etrading users to optimise the benefits of using the service, for example by working with suppliers to increase use of electronic buying and invoicing Provide new users with an easy way to launch their own etrading project by giving financial, technical and change management support to start their eprocurement journey Give access to high-quality contracts and catalogues using a secure and userfriendly internet shopping service

etrading is Business As Usual - Blueprint for etrading Wales 31 st December 2016 75 Organisations Aligned to NPS plans & pipeline and 25 million annual savings target Embedded as part of PFCs Alignment with WG Shared Services Programme Delivery of (near) realtime MI to NPS BI Team and Customers Skills transferred to WG and WPS teams with online access to collaborative contracts through etw Wales Procurement Policy Statement Minimum 500m pa value run rate with plans to deliver more National, Regional & local Supplier Registry through Contracts Directory Benefits & maturity measured using corporate models Delivering Community Benefits Fully aligned to Sourcing, Payments & S2W Aligned to Local Government & Public Sector Reforms Informing 2020 Blueprint Marketing & Publicity Machinery in place Collateral, Case Studies, How To Guides Multi-level Stakeholder engagement system and process in place including the 3 rd Sector ecatalogues wherever feasible Programme Governance and Wider Stakeholder champions Delivery of EU Directives e.g. einvoicing

etrading Wales Senior Sponsorship: Minister for Finance and Business Managed by Value Wales Working Alongside NPS Joined up with other procurement initiatives System Provision 5 Years: 2015-2019 Free to all NPS Member Organisations Professional Services 2 year Programme: 2015-2016 Free to all NPS Member Organisations Implementation: Procserve Pro or Procserve Enterprise Buying Organisation Change Support Central & Local Supplier Enablement

The System Procserve Holdings Limited 2015

etrading Wales Setup and go in hours Easy to use procurement app with simple integration FMS Mix and match Procserve provided content with own Easy access to large network of suppliers Procurement of products and services Enhance existing P2P solution implementation Integrates into ERP / P2P Enterprise support and implementation service Buying Options Catalogue Shopping Supplier Single-Sign-On Contracts Directory erfq spot buy Free Text Orders Additional Features Electronic Transactions Complex content sharing across Control multiple BU Audit Cross BU analytics Business transformation and epayments programme rollout services Analytics

etrading Wales Pro - Overview etrading Wales

etrading Wales Integrated - Overview BUYERS etrading Wales Public Catalogues SUPPLIERS Buyer Administrators Buyer managed content Catalogue Manager Supplier managed content Supplier Users Buyer end- Users Buyer ERP system Catalogue search Supplier B2B website PO MIS PO INV Supplier Users INV Transaction system PO INV Supplier systems

Catalogue Shopping

Contracts Directory & erfq

MIS Homepage and Dashboard

17 etrading Wales Increasing the use of etrading in Wales as an enabler to achieve the wider benefits of eprocurement 1. More Management Information through: more transactions and higher value of spend 2. More compliance through: easy access to catalogues and contracts 3. More efficiency though: simpler ordering and AP automation

The Support Programme Procserve Holdings Limited 2015

Preconditions for success 3. Content eenabled and compelling 2. COTS emarketplace implemented free to suppliers 4. Users (buyers & suppliers) and processes are eenabled Sources: - Gartner 2010 - Journal of Public Procurement 2006 - Aberdeen Group 2008 - Morse 2013 19

etrading Programme Support 20

Procserve Pro Support Service Definition 21 Project Management Support System Familiarisation Super User Train the trainer training Marketplace technical setup and configuration Production and Test Provision of Procserve s proven implementation approach, project document templates, advice on best practice and project planning services. Manage all Procserve activities Provided by Procserve and attended by Buying Organisation stakeholders including potential super users to demonstrate capabilities and administration requirements of the Procserve Commerce Network with the aim of defining future process changes, resource requirements and ways of achieving targeted spend throughput Training provided to Buying Organisation Super Users by Procserve on all aspects of the Procserve Commerce Network functionality and administration / maintenance required for BAU Procserve remote technical support within the implementation phase to setup, configure and test the Procserve Commerce Network Best practice guidance Documentation and guides on best practice approaches to implementing and realising benefit from the Procserve Commerce Network

Procserve Enterprise Support

Approach to Initiating Provision of Enterprise Support Discover Execute Transition to BaU Support & Monitor Discover Initial Engagement Opportunity Assessment Define Scope & Plan Sign off MoU Mobilise Project Kick off Project

Enterprise Change Management Support 24 Work with each buying organisation to validate benefits, define maturity and create a project plan for roll-out Support Top 100 Supplier and All Supplier load initiatives within the buying organisations To support buying organisations where they currently lack resource and expertise in roll-out activities : Running workshops with key-stakeholders Define targets and objectives and measurement methods Creating detailed plans for roll-out Creating a communications plan Defining and implementing business as usual processes and policies Providing training and systems familiarisation

Enterprise Supplier Enablement Support 25 Provide spend and supplier analysis to qualify existing opportunity supplier capabilities and content Enable Top 100 suppliers and All Supplier Load through bulk upload Provide assistance with developing the Supplier Enablement strategy required to deliver roll out plan Provide assistance with developing Supplier communications plan and materials Provide supplier enablement support to key value suppliers with registration, content provision and integration Provide support with running supplier events

Customer Responsibilities Procserve Holdings Limited 2015

Customer Responsibilities Senior level sponsorship and commitment to make it happen Establish and confirm clear escalation points for the project Complete background questionnaire and provide up to date spend and transaction data Make required stakeholders available for project meetings and workshops Agreement on clear, achievable targets and key performance indicators Develop, create and maintain project documentation e.g. project plan. Availability of internal resource and expertise Agreement to enable top 100 suppliers by value and volume, in P2P, for transactions through etrading marketplace. 27 Resource Project Management Procurement Accounts Payable Example Activities Coordinate all resources and internal communications Manage documentation, risks, issues and escalations Engaging with SAP team, Value Wales / Procserve Engage with suppliers Support for training end users Support in changes in process and policy Support in changes in process and policy