Supplier Portals 101: What You Need for Effective Supplier Information Management Systems. Aloke Bhandia Sr. Director, Product Management, Lavante

Transcription

1 Supplier Portals 101: What You Need for Effective Supplier Information Management Systems Aloke Bhandia Sr. Director, Product Management, Lavante September 18, 2012

2 Supplier Portals 101 Introduction What is a Supplier Portal? Why do we need it? Supplier portal functionalities Best practices 2

3 Ravinder Dhugee, Sr. Finance Mgr. Maple Leaf Foods 5 years at Maple Leaf Foods Responsibilities: Accounts Payable Account Analysis ERP Implementation Business Process Improvement Industry: CPG 3

4 Aloke Bhandia, Senior Director, Products, Lavante 30 years in Supplier Management and enterprise software 16 years at HP Responsibilities: Shared Services, Procurement, Engineering & Operations Strategic Sourcing, Commodity and Risk Management Product Strategy & Management Industry: Manufacturing, High-tech, Software 4

5 Supplier Portal Means Many Things to Many People 5

6 What is Supplier Portal? Web location for Customer-Supplier collaboration & relationship management for Procure-to-Pay Self-service extranet resource for customer & its suppliers 24x7 web collaboration between a company and its suppliers Secured access to content, information and tools for Buyers & Suppliers 6

7 What are Business Justification for a Supplier Portal? Reduce overhead for managing Supplier Information Reduce administrative tasks: More time for strategic issues Automated authentication, on-boarding and approval of new suppliers Reduce errors in supplier transactions Fraud prevention Manage age and mitigate supplier risk GST/HST/QST or TIN & 1099 reporting SOX compliance Improve supplier relationships Improve visibility and control over supplier communication 7

8 Supplier Portal Functionalities Supplier Information Management Visibility & Collaboration Automated Workflow & Integration 8

9 Functionality: Supplier Information Management Vendor Master File Management Integrations to transaction systems Single source of truth for all supplier information: Vendor Vitals (Name, Address, , Phone, Fax, ) Payment Terms EFT/ACH (Banking Information) Insurance Certification Quality Certification (ISO, SAS 70 / SSAE 16 / ISAE 3402) Diversity Status Code of Conduct Other? Risk & Compliance Disaster Recovery / Business Continuity Business analytics 9

10 Functionality: Visibility & Collaboration Visibility Invoice & Payment status Deduction details Supplier Scorecard Collaboration Supplier query response Reconciliation Dispute resolution Electronic invoicing Invoice creation & discounting P.O., Requisition, RFx, Contract Initiative management Social & Environmental Responsibility Standards of Business Conduct Rules of Engagement 10

11 Functionality: Automated Workflow & Integration Self-service Supplier registration: Open vs. invitation only portal Root-cause analysis Workflow enabled Supplier approval Automatic notifications: reminders, compliance, expiration Automated 3 rd party data validation & compliance Regulatory: Legal ID (GST/HST/QST, TIN, SSN, EIN, etc.), OFAC, etc. Fraud prevention: Address, Bank ID, DNS matching SOX controls Data Export & Integration Excel, PDF, web services integrations to enterprise systems Ease of deployment & Use Configure and deploy in hours or days, not months or years Minimize help desk calls 11

12 Example of A Supplier Portal: Dashboard 10/2/

13 Poll 1 Which Portal Functionalities are important for you? Vendor File Management Tax Information Management Insurance Certificate Management Invoice visibility /creation for suppliers Contract Repository Treasury Support (Bank ID, ACH, ) Other? 13

14 Supplier On-boarding: Best Practices Adopt phased roll-out Involve stake-holders in planning Supplier ease-of-use is very critical Involve representative suppliers for usability testing Prevent duplicate supplier setup Smart portal to highlight hli ht existence of duplicates Maintain control of supplier approval Prevent supplier proliferation Cross-functional partnerships and oversight Finance, procurement, legal, 14

15 Supplier Adoption & Compliance: Best Practices Management support for the initiative Broadcast to the supply-base Web, Postal Mail, Communicate the benefits Coordination with Procurement & Sourcing Communicate expectations Ease-of-use Provide proactive FAQ Staff adequate Helpdesk support Communication, Communication, Communication 15

16 Poll 2 What is stopping you from implementing effective Supplier Information Management System or Supplier Portal? Nothing, we are implementing Capital budget IT resources Management support No compelling business driver Other issues 16

17 Q&A 17

18 Thank You! Contact t Us: Aloke.Bhandia@Lavante.com /2/