Vendor/Supplier Portal Whitepaper - CRMJetty

Matching Demand Supply Innovatively Indexing Vendors & Suppliers through Portal for Smartest Management

Vision Document

Contents Areas to Focus for Better Vendor/Supplier Management

6 6

Major areas that demand more attention: Market Intelligence Benchmarking

6

Categorize Sourcing & Support

6

Vendor Master Data

6

Catalogue Management

6

Supplier Management

6

Contract Management

6

Sourcing Event

7

Procurement Metrics

7

Procurement Help Desk

7

Buying Metrics

7

Lower Costs and Improve Supplier Service with Online Collaboration

7

A Dedicated Vendor/Supplier Portal Can help Organization in:

8

Hurdles That Vendor/Supplier Portal Overcome

9

Eliminate Routine Inquiries of Supplier

9

Execute Changes in Order

9

Reduce Inventory Requirements with Vendor Managed Inventory & Consignment Support

9

Perfecting the Contract Processing Cycle With Portal

11

Enhancing Involvement of Vendors and Supplier with Portal

11

Enabling contract management

11

Contract authorization

11

Contract Negotiation

11

Approving the contract

11

Execution of the contract

12

Obligation management

12

Revisions and Amendments

12 13

Bettering The Process With Vendor/Supplier Portal

13

Portability

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3

Performance

13

Management and Orchestration

13

Security

13

Well-Defined Network Stability

13

Service Continuity

13

Operations

13

Energy Efficiency

14

Migration and Co-existence

14

Benefits of a Streamlined Portal for Vendors and Suppliers

15

Why Vendor and Supplier Performance Management Are Important?

16

Supply chain disruptions

16

Procurement’s visibility into spend on preferred suppliers

16

Collaborating with suppliers to create new value

16

Costs incurred due to incomplete information on supplier relationships

16

Risk to company due to suppliers’ actions or policies

16

Stages of Managing Vendor/Supplier Engagements

17

Stage 1: Definition of strategy

18

Stage 2: Evaluation Criteria

18

Stage 3: Collect and Analyze Performance Data

18

Stage 4: Measure, report and share performance data

18

Stage 5: Conduct review meetings:

19

Stage 6: Report and track action points:

19

Stage 7: Review and reset goals

19

Vendor & Supplier Portal Challenges:

22

Disparate systems

22

Lack of management commitment for a robust Vendor/Supplier Portal

22

Lack of consistent process across the organization

22

Lack of scorecard s specific to commodity / category

22

Lack of quality information or lack of information at the right time

23

Paucity of time to conduct supplier performance reviews and quality check

23

Lack of mechanism to record review meetings & track action points

23

Vision Document

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INTRODUCTION In this dynamic and unpredictable world, an organization’s ca-

pability to access the right information at the right time holds the key to sustenance and longevity. The suppliers are an important and integral part of supply chain management. Same

way, supplier management is also an important part of any or-

ganizations’ strategies. Thus, having the right information on suppliers and suppliers’ performance becomes imperative.

To have access to this supplier information, organizations need

to have the right processes in place facilitated by the right technology, driven by the right people. This requirement of right

people, technology and processes are an integral part of any “Platform” offering.

So, migration to platforms is a decision in the right direction.

Also, this shift to efficient platform offering aids organizations to have an access to valuable information on social media and

third-party applications (by linking your data collection points

to various 3rd party providers of information like D&B, Reuters,

Bloomberg, etc.) and will also help in getting a 360-degree view of the organization's’ performance which is quintessential

during these tumultuous times. Therefore, right information at

the right time drives long lasting relationships & enables informed decisions, vital for a strategic decision.

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Areas to Focus for Better Vendor/Supplier Management Focus areas in dealing with vendors and suppliers can only be checked when there is an appropriate operating model coupled with solid competency. These two are the founda-

tions of effective sourcing and contract management for both; vendors and enterprises.

This comprehensive approach helps organizations to minimize order management complicacies along with vendor relationship complexities.

Major areas that demand more attention: Market Intelligence Benchmarking

Catalogue Management

It is necessary for businesses to benchmark sup-

Enterprises have to pay special attention in main-

status information. Such information helps busi-

of catalogue data in an efficient procurement

they can be managed accordingly.

catalogue management process on the portal

plier information along with the their market

taining their catalogue information. Maintenance

nesses to get a brighter idea about vendors, so

information management system enhances the

Categorize Sourcing & Support

For any organization, it is necessary to categorize

their sourcing and business communication with

vendors. Prepare sourcing documents, supplier

surveys and market research. Evaluation of these analysis helps enterprises to bifurcate the needs, demands and outputs of your vendors.

Supplier Management

Managing your supplier information along with

while streamlining the order processing.

Vendor Master Data

To manage vendors in the best way, enterprises

needs to maintain a master data for them. This data plays decisive role in identifying new

on-boarding suppliers. With this information, the

system will accelerate approval, validation and manages all other sorts of data changes.

Contract Management

their supplied products data is the backbone of

Suppliers and vendor engagement revolves

porting, building and managing a well defined

to maintain the organizational sourced contracts

also renders broader idea about the system while

ration.

every system. It helps the organizations in sup-

around the contract. Thus it becomes important

channel that maintains key performance data. It

while generating critical reports on renewal expi-

enabling admin to have a better insight of their suppliers, vendors and their offerings.

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Sourcing Event

Procurement Help Desk

Adding, maintaining, scheduling, and reminding

Building a real time assistance that is capable

ing its information with all the suppliers and ven-

systems is necessity for enterprises. It features as

ers pay attention to your marketing campaigns

under right policy, process and procedures.

about the latest organization events and stream-

enough to manage and execute procurement

dors. It is also necessary that vendors and suppli-

a guidance tool that helps and lead users to work

and events.

Buying Metrics

Procurement Metrics

It is crucial for any business to understand buying

reports that are helpful in the system procure-

must have functionality and features that offer

compiling list of errors and system leakages that

cessing all non-catalogued orders.

Driving system assessment and generating

metrics in any business. For suppliers, the portal

ment. It assists organizations in analyzing and

assistance for sourcing, negotiating and pro-

consume excessive time along with additional efforts.

Lower Costs and Improve Supplier Service with Online Collaboration Phone calls, fax, and emails with suppliers waste time, introduce errors and create latency in your supply chain. Merchant Vendor Portal makes you and your suppliers more efficient with a powerful platform for online collaboration. It empowers suppliers to access the latest information that includes payment, delivery information and status purchase orders.

Portal supported two-way interaction enables suppliers to raise their requests, submit their notices, review payments and update their profile data.

The portal will also allow them to submit their work confirmations and create online invoices using purchase order details. You get better service, lower processing costs and relief from routine supplier inquiries. So your buying organization has time to focus on what really matters – getting more savings.

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A Dedicated Vendor/Supplier Portal Can HELP ORGANIZATION In: • Creating a closed-loop procure-to-pay collaboration with enterprise.

• Simplifying order fulfillment and payment at both ends.

• Efficiently ramp vendor engagement and maintain suppliers roles.

Get improved service, eliminate routine inquiries and even offload inventory management by sharing information with suppliers online.

8

HURDLES THAT VENDOR/SUPPLIER

PORTAL OVERCOME Eliminate Routine Inquiries of Supplier

help your suppliers and you streamlined on the

and it can kill umpteen time of your staff. A Ven-

request changes directly through the portal

to submit inquiries. The self-service model to

splitting a shipment, modify any order details or

any information they want any time. Suppliers

number.

ated attachments, and easily print out PDF

By defining role specified workflow, enterprises

Repetitive inquiries from supplier are irritating

same page. The portal will facilitate suppliers to

dor/ Supplier Portal eliminates the need for them

online for any of their requests whether it is for

access information facilitates them to access

to edit quantity, delivery date or supplier

can view their orders, access additional associcopies of that.

can enable their purchasing team to approve

Any changes to an order are instantly available

some requests that have crucial changes and

changes. The portal also allows suppliers to

Approved changes will be recorded in the pur-

agreements, critical work agreements and con-

revisions. With Vendor/Supplier Portal, both sup-

documents. For orders that were negotiated

information they need immediately to manage

requests automatically. They can also scrutinize

on Vendor Portal, with a full audit trail of previous

opt to divert them to appropriate authority.

access real-time information about purchase

chasing document, listing formal and auditable

tracts with drill-down access to all associated

pliers and enterprises can access all of the

using Sourcing or Procurement Contracts, suppli-

and track changes.

chasing documents with an electronic signature. can also track payment schedules to streamline

Reduce Inventory Requirements with Vendor Managed Inventory & Consignment Support

becomes more responsive with reduced man-

Vendor/Supplier Portal reduces inventory cost

ers can check agreement terms and bind pur-

Following the submission of invoices, enterprises their cash flow. Hence, the whole process power requirements in an accelerated process.

through Vendor Managed Inventory (VMI) pro-

Execute Changes in Order

inventory for you. Access of forecasts, in-pro-

cesses that let authorized suppliers manage

Management of routine changes burden up

cess shipments and on-hand stocks, enable

Vendors/Suppliers portal can manage these

prise behalf.

Purchasing staff with another drag. A dedicated

suppliers to initiate replenishments on enter-

supplier-initiated change requests that can Vision Document

Vendor/Supplier Portal

9

The software also simplifies consignment relationships for both enterprise and suppliers

by providing them visibility of consigned

inventory along with transactions that affect it, from procurement to payment. Merchant

Vendor Portal data also improves the accura-

cy of your planning and scheduling, further reducing inventory.

CRM

Vendor

Vendor Portal - New Vendors User Validation

- Contracts Management

Login Authentication

- Procurement - Invoicing & Payment

New Vendor Sign Up

Contract Management

Service Rating Compliance Metrics

Procurement Vendor Not Qualified

Vendor Listing

Invoice & Payment History Payment Configuration Invoicing Generate Invoices

Vendor Notification & Fulfilment Work Order Management

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Perfecting Contract Processing CYCLE WITH PORTAL The main goal of vendor management is to ensure that all contract participants fully meet their expec-

tations and obligations while delivering the objectives that are intended from the contract. A vendor/supplier portal runs operations in two parallel ways at the same time. One part of the portal processing builds good business relationships between the vendors and service or product provider.

Another part is, to help organizations manage their contracts proactively in order to anticipate future needs, as well as reacting to situations that arise. Vendor management process through a portal includes the following steps:

Enhancing Involvement of Vendors and Supplier with Portal Enabling contract management

The very first phase to streamline your enterprise processing begins with contract management. It identifies contracts and verification of roles of vendors and suppliers. A contract management tool also defines roles, responsibilities and procedures for organisations as well as vendors and suppliers.

Contract authorization

Writing a contract manually in system files is a time-consuming activity. With the use of an automated

contract management system, this process becomes quicker, that takes less time and gets streamlined without any error.

Contract Negotiation

The negotiation process relies much on the completion of the draft contract. With the portal, employees who represent enterprise in the negotiation process would be able to compare all versions of their contract. Here, the key note is to ensure that the best available opportunity should be drafted in the contract to both sides.

Approving the contract

This is the stage where most of the bottlenecks occur when it gets approval form the management.

Vendor/Supplier portal helps users to preemptively deal with this by creating a tailored workflow for

approval process. This process includes parallel and serial approval methods to keep decisions moving at a rapid pace.

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Execution of the contract

Portal comes has the ability to take eSignatures and attach them wherever required. eSignatures help

users to execute contracts by allowing users to control and shorten the signature process. Portal also allows to attach eSignatures in emails, fax, sales notes and in other crucial business documents.

Obligation management

This is one of the most crucial notes where all the key stakeholders have to ensure that deliverables

meet in accordance with the contract guidelines. Portal centres the work processing around the contract condition and keep the stakeholders in loop with notification, reminders and updates.

Revisions and Amendments

Portal keeps complete track of start to finish activities that took place under a track. It gathers all the

minor details and documents pertinent to the contract’s initial drafting to the finishing note. The system

will analyse the complete contract processing, productivity and loopholes to generate an insight report of it. This insight report will work as a blueprint document for amending and revising contract.

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Bettering The Process With VENDOR/SUPPLIER PORTAL The nature of the Vendor and Customer also comes with certain technical challenges that needs to be

addressed while facilitating interoperability along with seamless evolution towards a completely virtualized networks. The Portal that facilitates vendors and suppliers, has certain requirements. Some of these requirements that need more focus are:

Portability

Security

tional operations with any software, it is of

exposed to external attacks in ways that are not

While implementing and prospecting organizautmost importance to scale its feasibility and

probability. Address the capabilities to load, execute and move vendor roles and operations across different modules and in some cases, to some data centres too.

Digitization of enterprise processing can be expected. Thus, it becomes utmost important concern

to

make

well-structured

the

portal

portal

makes

secured. your

A

data

unbreachable and protects confidential business information safe with the portal.

Performance

Well-Defined Network Stability

required to describe and design the infrastruc-

tal need, an well-defined network stability that

Listing all the abilities of the portal that are ture requirements for specific vendor and supplier performance targets.

Management and Orchestration

Portal helps users to place requirements for

their organizational mechanisms to orchestrate

and manage infrastructure resources, different

operations performed on those and software functions lifecycle.

Service Continuity

From starting of the portal capabilities that are needed for continuous delivery of services in

conformance with the service specification and Service Level Agreement requirements.

The portal centric assistance has a fundamen-

keeps the data flow healthy and systematic. A stable network prevents the process from crashes and data losses while keeping the information availability, continuity, functionality in tune without any failure.

Operations

Target the major requirements that are needed

to automate the operational functions of an

enterprise. This includes network systemizing vendor/supplier activities, efficient data sharing, classification of roles, quick ticket generation and response to these tickets, and all other

operational functions that can be handled by the portal.

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Energy Efficiency

Migration and Co-existence

that can minimise the energy consumption and

that can minimise the energy consumption and

A Portal must address technical capabilities human interventions. It is important to develop an efficient technology based environment that

works beyond convention and more on configuration while reducing cost as well as efforts of the organizations.

A Portal must address technical capabilities human interventions. It is important to develop an efficient technology based environment that

works beyond convention and more on configuration while reducing cost as well as efforts of the organizations.

Benefits of Vendor Portal Portal helps build a progressive and beneficial relationships with suppliers along with vendors while driving a continuous loop of new oportunities with improvised system process.

It also prevents data loss and systemize information sharing.

Set up criteria for new suppliers on-boarding and have an approved supplier list.

Create Realistic SLA based on previous performances.

Rank Suppliers and vendor according to their performance.

Identification of new leads and explore them for new sources of supply.

Analytics Insight to identify process loopholes.

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Benefits of a Streamlined

PORTAL

for

VENDORS & SUPPLIERS A well designed portal automates process like identification of vendor id, stock details, product codes, catalogue details.

It also prevents data loss and systemize information sharing.

It will drive the set-up of criteria for new supplier on-boarding and have an approved supplier list.

Portal Assists in creating realistic SLAs (Service Level Agreements) into supplier contracts that are based on past performance information gained from the portal.

It drives rationalization of suppliers based on performance information i.e. disengage with low performers and high-risk suppliers whilst giving more business to high performers A Vendor, Supplier Portal can lead to identification of new sources of supply with its Analytics insights that help suppliers improve their performance by reducing costs and risks.

Portal can create preferred or certification badges for vendors that encourage them to go more active and generate good output.

15

Why Vendor and Supplier Performance Management Are Important?

Top drivers that escalate the importance of dedicated portal for supplier and vendor are:

Supply chain disruptions It is a key role player in know-

Procurement’s visibility into spend on preferred suppliers

supply

This is very important infor-

& viable mitigants in place.

strategic supplier & supply

ing your suppliers better. A

grouping suppliers as pre-

ing

the

enterprise

chain, the possible disruptions

mation as this helps in making

This is possible only by know-

decisions. the science behind

vendor/supplier portal helps

ferred or favored.

best to have a better insight

of your vendors or suppliers with analytics.

Collaborating with suppliers to create new value It’s very important to con-

stantly collaborate with the suppliers in a healthy atmosphere as suppliers’ progress could

mean

organizations’

progress. Co-creation is the new mantra for smooth and efficient fulfillment.

Risk to company due to suppliers’ actions or policies In

this

dynamic

business

milieu contracting with the

right suppliers is key & any slip

could lead to unnecessary & uncalled for litigations or legal

hassles, therefore it’s import-

Costs incurred due to incomplete information on supplier relationships

ant to know with whom you are doing business with.

Another driver which is inter-

nal to the company is the

In today’s very competitive

area wherein the organization

information can have huge

plier to deliver and exceed the

tion drives strategies & deci-

feedback for the organization.

environment, lack of timely

can improve to help the sup-

impact on costs as informa-

expectations viz. a 360 degree

sions. Like in any relationship it's sometimes very hard to calculate the cost of a wrong

decision as trust & commitment is lost.

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STAGES OF MANAGING VENDOR/SUPPLIER ENGAGEMENTS

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Stage 1: Definition of strategy

The process begins by strategizing the Vendor/Supplier Portal is with the contracted details like supplier information, category, commodity procured, relationship with supplier, past performance, etc.

Even though the general process for Vendor/Supplier Portal is decided at the organization level with deviations/exceptions are recorded/documented. The tools/applications that will feed data for Ven-

dor/Supplier are also decided at this stage, eg: which tools will provide information on Quality performance (i.e. rejection rate from P2P tool or survey responses), etc. Best practices suggest following

a separative approach i.e. conduct performance management for the 20% of the total supplier base which usually constitutes 80% of the total spend.

Stage 2: Evaluation Criteria

This stage is all about the evaluation criteria are defined i.e. defining the supplier status. The status

criteria are usually defined according to the category or commodity. It also requires that exceptions to their general needs are documented/recorded.

Best practices: Suggest to make the requirements metrics more potent that they should ideally be aligned to the organization’s own goals, objectives and strategies than when copied from other

organizations. Also, the supplier has to be measured against the terms & Conditions agreed in the current contract with the supplier.

Stage 3: Collect and Analyze Performance Data

As per the strategy and evaluation criteria that are addressed above, suppliers’ performance is col-

lected from different sources/applications, scorecards, surveys, etc. Post collection of the data, it is analyzed for appropriate and accurate reporting.

Best practices: It’s very good practice to solicit suppliers’ feedback on organizations’ performance

(360 degree feedback). Supplier performance can take the form of either a survey questionnaire or interview (preferably face-to-face), sometimes even a site visit, and includes appraisals of various

aspects of the supplier's business including capacity, quality adherence, financials, organizational structure and processes and performance.

Stage 4: Measure, report and share performance data

In this stage, the data collected in the above step is measured and reported in the appropriate formats to be shared with the appropriate audience. Here, the key aspect is the mapping of the

reports / information to the people. An effective and efficient process of generating reports/ and analytics information by templatization of these reports. Here data mapping with the end users works as a productive good practice.

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Stage 5: Conduct review meetings:

In this stage, review meetings are conducted with the supplier as per the strategy defined earlier.

The review meetings are done periodically i.e. once a month, quarterly, half yearly or yearly depend-

ing on the strategy. The agenda of these meetings include, discussion on past performance on various parameters, action points from previous review meetings, areas of improvement, support

needed to drive improvement projects, etc. The attendees of these review meetings are usually the vendor managers, suppliers’ representatives, key users of suppliers’ products or services, team involved in procurement, finance, quality, category managers, etc.

Stage 6: Report and track action points:

Here, the action points from the review meetings are recorded and tracked for completion or tracked for improvement. The minutes of the meeting are also clearly documented for future refer-

ences. Key point here is the mutual agreement of these crucial action points. the action points have to be very clear and well defined, the below given table is an example of how to document the objectives or action points.

Stage 7: Review and reset goals

At this stage, the action points or objectives are reviewed against the targets and the goals are reset if needed.

Here it’s important to note the support the organization needs to extend to the suppliers to meet their goals. This is a very important stage as it gives an important insight into the suppliers’ ability to improve their performance and shows the suppliers’ intention to deliver or exceed expectations. The outcome of this assessment will have an impact on various decisions taken at different levels of the

organization. Like for poor performance - it might result in reducing the business given to that supplier and for a very good performance - it might result in increasing the business.

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CRM

Supplier or Vendor

Supplier/Vendor Portal -New Suppliers -Supplier Rating

User Validation

Login Authentication

- Procurement - Inventory Updates - Warehouse Updates

Procurement

New Supplier New Supplier Sign Up

Re-Submit Quote Req Sent to Applicable Suppliers

Suppliers Notified

Quotes Sent

by Suppliers Supplier QA Failed

Rejected

Supplier Sampling & QA Validation

Quotes Ranked as per Supplier Rating Config

Procurment Team Notified

Approved

Supplier Rating Configuration - Location, QA Rating, Fulfilment History, Rates, Stock Availability, Rates Metrics

Low Inventory Flag Received from Warehouse Management System

Warehouse Updates

Warehouse Assigned

Stock Replacement

Shipment Recieved

Stocks Approved

Return Dispatched

Return Received

Quote Approved PO/WO Sent

Stock & QA Validation

Stock Rejected

Invoicing Payment Config.

Shipment Received

Shipment Sent

Supplier Listing

Order Confirmed

Order Tracking

Rejected

Credit Memo Generated

Inventory Mangament

Manufacturer & Distributor

Vender Portal Outflow (Supplying to multiple Entities)

Login Authentication

New Requirement

CRM

User Validation

Order Management

Returns

Fulfilment Quote Sent

If eligible

Replacement / Changes

Stocks Rejected

Rejection

Approval Stocks Approved

Purchase Order Receiver's QA

INVOICING invoice & Payment Configuration

Consigment Dispatched & Order Tracking

Consignment Delivered

Return Processed To Polishing

To Repairs

To Remanufacturing

To Recycle

Credit Memo

to Resend

If Not

Vendor & Supplier Portal Challenges: The key challenges organizations encounter to implement a robust Supplier Performance Management are:

Disparate systems

This arises from having different systems for various activities like Pr, PO, invoicing, reporting, etc. It will impact the collection of data for analyzing suppliers’ performance.

Likely Solution: A technology offering/ solution that cuts across the sourcing & procurement lifecycle with real time reporting

Lack of management commitment for a robust Vendor/Supplier Portal

This stems Vendor/Supplier Portal at the bud, thereby impacting the whole Vendor/Supplier Portal process.

Likely Solution: Management’s commitment at all levels of the Organization is very essential to the success of Vendor/Supplier Portal, as the suppliers’ performance information is collected across.

Therefore, the more detailed & accurate the data is, the better is the analysis resulting in the Best Vendor/Supplier Portal & review

Lack of consistent process across the organization

It only makes comparisons more effective which in turn helps in making informed decisions.

Likely Solution:The Vendor/Supplier Portal process has to be made very easy & flexible, yet effective

& consistent so that it can be implemented across the organization, hence the need to align the need to Organizations own goals, objectives and strategies than when copied from other organizations.

Lack of scorecard s specific to commodity / category

This also makes comparisons more effective and makes the organizations take the ‘horses for Courses’ approach, as drivers or measurement yardsticks for different commodities, categories are unique & different.

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Likely Solution: Even though the process of Vendor/Supplier Portal has to be consistent, the parameters to measure the performance has to be specific to commodities, categories. e.g. timely delivery is a necessity for goods, timely completion is a necessity for services.

Lack of quality information or lack of information at the right time Either of these will distort the fact and bring down the decision-making ability.

Likely Solution: It’s essential to have a well augmented process & technology in place to ensure data is collected regularly & accurately, even if it means real time or in person in some cases

Paucity of time to conduct supplier performance reviews and quality check This is due to lack of efficacy and efficiency of the Vendor/Supplier management process that leads to unproductive supplier review meetings.

Likely Solution: The need for a well-augmented process & technology driven solution that shortens as well as smoothens the data analysis, data collection & information compilation lifecycle.

Lack of mechanism to record review meetings & track action points

It removes the sting out of the purpose of having goals in Vendor/Supplier Portal as there will be no clear objective or purpose or agenda to drive these meetings.

Likely Solution: It’s not only important to have a well augmented process & technology solution for collecting data/ information, it’s equally important to have one for recording the review meetings & tracking action points for completion.

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