Vendors Portal:
The Vendor portal is an automated vendor screening process to assists the organization and its management team to conduct better, quicker, and more cost effective vendor evaluation. Programmed in the most systematic manner incorporating the features of Traditional Purchase systems, it is perfect window that encourages competitiveness among various vendors who wish to bid for any procurement order online. Vendors can manage their interactions with the company through a single interface and keep track of all the business opportunities as well transactions with the company. The vendor enters the authentic login and password and logs on to the site to view RFPs, submit bids, track status of Open RFPs, view Orders Won, view Purchase-Orders and record details of goods supplied against a P.O.
Internal Company Users' Portal:
The system provides for creating a Work-flow automation for necessary approvals to purchase goods. The Administrator can create users and map them to Location and/or Department. All the documents of RFP, approvals and final purchase decision are stored in PDF format for the company to take a print for file-copy. The Administrator can create internal approval committee and allocate rights to approve purchase decisions based on RFP Value, Purchase Type and Department. The number of members required to approve a purchase can vary depending on value and department.
Item Master:
The administrator can create an Item-Master of different products. Products can be classified in 3 different levels Product Category, Product Sub-Category and Items. For every Item, the administrator can create Product data-sheets, attach specification sheets, upload images and assign items to product groups.
RFP/RFQ:
One of the important modules in the Ezprocurement package is the RFP i.e. the Request for Purchase. It empowers users to create a RFP and seek online approval of purchase. The user can refer to the past purchase of the same item and use the information for intelligence in preparing RFP.
Procurement:
The auctions in Impron are of two types viz Real-time Reverse Auction and Sealed and Secured Bid posting.
Real-time Reverse Auctions is an online Bidding Module where the vendors bid for products in real-time. A completely transparent process that allows vendors to view the competitive quotes offered by other vendors without disclosing the identity. This builds competitiveness among the vendors.
Sealed and secure Bid Posting enables bidders to post their quotations online for a RFP posted by the company.
Security of highest rank has been incorporated in this system so as that the vendor can be ensured of utmost secrecy of the price bids that they have submitted. A committee is finalized to view the bids and on the designated tender opening date & time, a password is dynamically generated to all the committee members.
Quotation Analysis & Allotment:
Impron dynamically generates an Analysis chart by considering different cost parameters associated with a purchase including Basic-cost, Taxes, Freight & Packaging, interest-cost for credit etc. It also performs sensitivity analysis to view the effect of increase/decrease of quantity on the total cost of purchase.
Administrator can set different rules for purchase like the minimum number of vendors based on quantity, allotment ratio, preferred vendor allotment, handling multiple L1s and/or L2s, Assessing vendor capacity etc. Impron handles Transportation module also i.e. it generates a dynamic analysis of least-cost based on the matrix of supply-from and supply-to points with capacity constraints to multiple deliveries, this too is handled by the system.
Negotiation:
The negotiating tool in Impron allows the users to arrive at the best analyses of the bids placed by various vendors. The ultimate aim of the negotiating tool is to lower the total cost of the goods/service that is to be procured by selecting the best mix to suppliers and thus minimizing the cost of procurement without compromising on the quality. The organization can negotiate either with L1vendor or with multiple vendors. The Negotiation can be through online module (similar to live reverse auction) or offline module (the offer from the company is posted on vendor's portal for acceptance).
Contract Management:
Impron enables company to create a standard repository of terms & conditions that have to be included as part of Contract/Purchase-Order. Users can choose from the list and insert it directly in the RFP and/or Purchase-Order.
Purchase-Order:
Impron also generates a Purchase-Order for the vendor which is posted to the Vendor' portal. If a single Purchase-Order refers to multiple deliveries, this too is handled by the system.
Other Utilities & Functions:
Apart from the above mentioned modules, ImPron has many other utilities that are of great use to Company.
A Chat Module has been incorporated in the solution that enables internal company users to communicate with each other as well as with vendors.
Reports:
Impron has a set of standard inbuilt reports which can be downloaded and exported to Excel format.
Benefits:
- Simplicity on account of common interface for wide range of user.
- Monitor the purchase decisions of the entire department.
- Pay the optimal price.
- Copies of all auctions are saved in the database for future reference.
- Easy identification of vendor's broader database to select.
- Better value for money higher productivity and higher savings.
- Competition among vendors to company's advantage.
- Quality of products of service.
- Bird eye view alternate supply sources.
- MIS for emergency needs.
- A better credit term indirectly generates better cash flows to company.
- Faster and flexible deployment.
- Low cost of Implementation.
- Virtually unlimited number of users.
- The most Optimal Solution as per the Transportation Model.
|
