APUC Supplier eEnablement Supporting the Collaborative Procurement Process (V4 26 August 2008)

1. APUC Supplier eEnablement Supporting the Collaborative Procurement Process (V4 26 August 2008) CONTRACT MANAGEMENT PROJECT START UP & STRATEGY STANDSTILL PERIOD ITT AWARD & LEAD-IN PERIOD CAN/TENDER EVALUATION CAN & TENDER EVALUATION/BID CLARIFICATION PROJECT START UP & COMMODITY STRATEGY ITT STANDSTILL PERIOD (where applicable) AWARD & LEAD-IN PERIOD CONTRACT MANAGEMENT • By commodity: • SeEM & PPS will create a Supplier Data Report showing ePS active suppliers, both through institutions & ePS generally • Content availability • Connection types • Catalogues size • Develop a list of specific and general issues / requirements relevant to each commodity • SeEM & PPS will create a Catalogue Routing Form detailing the recommendation for implementing the commodity onto PECOS including pricing strategy and time required for the lead-in period • SeEM may be invited to UIG meeting by PPS if specific info/guidance/knowledge is required Key Activities of Supplier Adoption • CAN Stage: • PPS may ask SeEM for assistance in answering supplier queries regarding ePS • Tender Evaluation/Bid Clarification: • PPS to issue SeEM each tenderer’s response to Appendix 1 and their answers to the ePS questions in Schedule 7 of the ITT • SeEM may be invited to UIG meeting by PPS if specific info/guidance/knowledge is required • PPS to use the standard text in the ITT: in Schedule 3 of the ITT, the ePS questions in Schedule 7, & issues the ITT with the Supplier Readiness Questionnaire • At start of Standstill Period PPS to: • advise SeEM of names of contractors. SeEM to liaise with suppliers and develop content & connection options, obtaining and approving content from suppliers • agree content maintenance process and suitable timeframes • address any previously identified challenges / issues regarding P2P process • set up Contractor(s) onto PECOS Level 1 (if not already available) • load catalogue against Level 1 profile (as appropriate). PPS to validate prior to loading • PPS creates Buyers Guide including creation, with SeEM, of ePS Contract Bulletin. PPS & SeEM agree roll out strategy • Where Standstill Period not applicable: • undertake actions detailed in previous Standstill Period section • PPS & SeEM then to decide on PPS/ePS roll out regarding ePS Contract Bulletin • SeEM to: • develop & finalise advanced connection options (as appropriate) • establish a Test Institution for initial set-up (if required) • establish Roll-out Plan • carry out Roll-out Plan • create a Transition Plan for institutions with a requirement to rework existing content / connections with specific suppliers • issue APUC ePS Contract Bulletin including advice re arrangements for new user training • SeEM to: • undertake a post implementation internal review (with PPS & UIG) • undertake a post implementation external review (including suppliers) • undertake as part of the supplier management process: • to create and agree supplier ePS Development Plan • to review General Roll-out Plans • address unplanned catalogue / content change management • action any price changes Key Outputs from Supplier Adoption • Report of ePS active suppliers, both through institutions & ePS generally • Content availability • Connection types • Catalogues size • List of specific and general issues / requirements relevant to each commodity • Supplier Data Report • Estimate of lead in period for detailing in adverts & ITT • General technical advice and guidance for PPS and suppliers at CAN Stage • Assess tenderers’ responses to Appendix 1 and ITT Schedule 7ePS questions • General technical advice and guidance for PPS and UIG • Supplier profile set-up on PECOS • Validated content available on PECOS • Actions related to specific challenges related to the P2P process • Roll-out Plan • Transition Plan • Supplier ePS Development Plan eProcurement Scotl@nd