SUPPLIER READINESS QUESTIONNAIRE

Transcription

1 CON/WI/008 Appendix 7 SUPPLIER READINESS QUESTIONNAIRE eprocurement Scotl@nd The vision is to build and operate a centrally coordinated eprocurement service for the Scottish Public Sector. The service will enable Scotland to meet aggressive e-government targets and embrace the opportunities provided by the digital economy. Supplier Readiness Assessment for: Insert company name Supplier Readines Questionnaire.doc

2 Guidelines for Completion Aims and Objectives of the Supplier Readiness Assessment The Supplier Readiness Assessment will be used by the Buying Organisation to understand how ready and able the supplier organisation is to participate in the eprocurement Scotland. Essentially, this will provide: An indication of what effort and resources will be required to ensure successful enablement An early indication of any technical or other barriers which will hinder successful enablement An early indication of other public sector organisations that may need to informed about your involvement in the programme An understanding of the degree of resources and time involved post enablement associated with the maintenance of content in the system Essential contact names and contact details within the supplier organisation to ensure effective and regular communication is maintained between parties Confirmation of supplier details for order transmission by the PECOS eprocurement system Completing this Questionnaire This questionnaire is split into five sections: 1. Basic information contact details etc 2. General Trading Data turnover, public sector customer profile 3. e-business/eprocurement awareness, strategy and experience 4. Catalogue Information existing capability and future plans 5. Non-Catalogue Information On-line Booking capability (if applicable) These sections have been split onto separate pages to allow you to distribute each section to the relevant individual within your organisation. We suggest that a commercial or sales director will be able to complete sections 1-3, and that the ecommerce manager or IT Director should complete sections 4 or 5 as applicable. The questionnaire is designed to capture a high-level overview of your organisation s existing capability and future plans for electronic trading. We do not envisage that the completion of this questionnaire will be either difficult or time-consuming: it is more important to give an indication of the answer to each question quickly, rather than to leave a blank response or spend significant time to find the precisely accurate detail. If possible, we would prefer to receive completed forms by to Completion Date and Contact The timescales for completion of this questionnaire should already have been agreed with you. As a guide however, the completed form should be returned to the contact name and address on the cover page within two weeks of receipt. If you have any questions concerning the completion of this questionnaire, please refer to the Buying Organisation eprocurement Project Sponsor as detailed on the covering letter with this questionnaire. If you have completed one of these forms previously, copies of those forms are acceptable. 2

3 CON/WI/008 Appendix 7 Name of supplier: Address 1 Address 2 Address 3 Post Code Section 1- Basic Information Tel No:- Fax No:- - Contact details of the individuals responsible for decision making regarding e-procurement:. Commercial Manager Contact Name: I.T. Director/ ecommerce Manager Contact Name: Position: Address: Position: Address: Tel.No. Fax No. Category of products/services supplied: Tel.No. Fax No. What is your company s DUNS number? (Dun and Bradstreet Universal Numbering System)? Do you have a web site? If yes, please give the URL: Does this site contain your product catalogue? If yes, can orders be placed through this site? What is your preferred method of receiving orders? (Circle as appropriate, select only one) Fax / / cxml If fax or please state the telephone number or generic address where orders should be sent: Please state the order address if different from main address above - 3 -

4 Section 2 General Trading Data Provide annual turnover data Split by: Public Sector Private Sector Split by: Product/Service category (where available) How many distinct customers do you trade with across the public sector in Scotland? Please list your top 5 customers: State the average annual public sector customer account size ( k per annum) State the number of annual transactions across your public sector accounts: (latest figures available) Orders Invoices With how many customers (in total) do you currently use ecommerce to receive orders and payment? Can you receive orders via the following methods? Fax Post Telephone XML EDI Other (please state) Are you able to accept payment through: a Purchasing card? a monthly-consolidated invoice? % Split Can you send invoices via the following methods? % Split - 4 -

5 Section 3 - E-Business Strategy and E-Procurement Experience Do you have an ebusiness strategy? If yes, please provide any information related to this strategy : initiatives/projects integration to existing systems level of financial commitment dedicated resources time-scales Who is responsible for the Implementation of the ebusiness strategy? If applicable, please give contact details: Name: Title: Phone: Are there any current initiatives or plans to be implemented within the next 12 months? If yes, please provide some details and state whether these may impact upon the readiness to participate in eprocurement with Scottish Executive? Explain any major obstacles you may have (if applicable) to supplying your goods and services through an eprocurement system. Do you currently trade through any form of electronic procurement or marketplace (e.g. Ariba CSN, CommerceOne, MySAP.com, Oracle Exchange etc.)? If so, state Names of Customers involved Names of Marketplaces - 5 -

6 Section 4 Catalogue Information Do you currently have a catalogue paper or electronic which lists your product and/or services offering? If no, then please go to Section 5 Non-Catalogue If yes, please state the number of line items held in your catalogue? With what frequency do you make changes to the prices of the products and services? Please tick the appropriate boxes: Daily Monthly Annually Less frequently With what frequency do you make modifications, additions or deletions to the specification/description of the products and services? Please tick the appropriate boxes Daily Monthly Annually Less frequently To what proportion of your catalogue do these changes relate? 0-25% 25-50% 50-75% % To what proportion of your catalogue do these changes relate? 0-25% 25-50% 50-75% % Where is product and price information held within your organisation? Please tick all that apply: Excel spreadsheets Master Product Database Dedicated Catalogue Management System If so, which system? ERP(Enterprise Resource Planning) system Who is responsible for this information contained within your paper catalogue? - department, individual(s) or third party provider Do you currently have an electronic catalogue that is used for trading? If not please go to: Section 5 - Future State - Catalogue. If yes, please tick all which apply: eprocurement hosted Catalogue Transactional customer facing website CD Rom catalogue Does the structure of your catalogue follow any standard classification coding (UNSPSC, ecl@ss, etc.)? If so, which and which version? Do you deliver different catalogue file formats to different customers? If so, please state the file formats you support? - 6 -

7 Do you currently have multimedia descriptions of your products? If yes, please tick all that apply: Product Specific Images Videos Attachments free text or data attachments URL links to other on-line information Who currently maintains your electronic catalogue? Please give a brief description of the maintenance process What is the estimated time allocated to this maintenance activity on a weekly basis? Please indicate your future plans and approx timescales for trading through electronic catalogues, in terms of creating: CD ROM catalogues eprocurement buyer specific catalogues Online/web-based catalogue Capability to connect website to buyer eprocurement site ( Punch Out ) - 7 -

8 CON/WI/008 Appendix 7 Section 5 Non-Catalogue Do you have a standard booking form which customers are required to complete when raising an order? If so please attach a copy of the form Do you currently accept the booking forms by ? Do you have an on-line booking system in place? If so please give details, including URL? If no, do you have any plans for developing an on-line booking system? If so, what are the timescales for this activity? - 8 -