Def presentatie procday sofia 220515

Preparing for e-procurement

Expasion of the purchasing toolbox

Procurementday2015 Bulgaria 28 05 2015

Purpose of today’s presentation

• A business cases based on the implementation of an e-

procurement tool at the shared service center in Leiden

Outline

• A short introduction of Holland

• The organization and spending of the Dutch government

• Trends in public procurement

• E- procurement facts and figures from shared service center

SP71, Leiden

• The latest figures of implementing e-tendering in Holland

• Five stages preparing for e-procurement based on the business

case shared service center SP71

Trade

Logistics

Transport

High tech economy

Windmills

Cycling

Flowers

Trends in the field of public procurement

• The central government: Centralization of buying organizations

and category management

• Local governments: form shared service centers

What about tools?

What achievement you want to reach with

tooling?

• Securing the buying process and internal rules?

• Standardization of procurement files?

• Securing legislation?

• Automate a process?

• Adding value to the business by expand your

purchasing toolkit

• Re-use of knowlegde and information

• And meet the deadline of electronic tendering mid

2016

Current level of e-tendering local government

in Holland

• 40 - 50%* of the local government has not made a decision

about starting to implement e-tendering.

• An average implementation project of e-tendering takes 6 – 12

months

• The good news: It is not too late if you start in time

Source: VNG

Stages of the implementation project

Preconditions and pitfalls

Adoption and goodwill

Specification, selection, Proof of Concept

Pre-live stage

Live stage

Preconditions and pitfalls

• What goals do you want to achieve as purchasing department

with this tooling?

• Efficient purchasing

• Professional buying

• Lawful purchase

• Easier buying

Preconditions and pitfalls II

• The purchasing maturity model questions:

1. Are all the processes defined and written down concerning the purchasing processes?

2. Is there a purchasing year plan?

3. Do you work with standard tender documents and appendixes or has every purchaser his own set of documents?

4. What is the level of commitment in your organization towards the purchasing department?

5. Is purchasing a subject of the strategic agenda of your organization?

Adoptation and goodwill

• select a representative group of purchasers to join the tender

team

• Avoid the ‘not invented here’ syndrome

• Be open in your communication about this change in the

regular way of working

• Management support (lead by head of the purchasing

department)

• Make your tender team important and let them act as

ambassadors to the rest of the organization

Preparing the scope for an e-procurement tool

and necessary requirements

Defining scope, functionalities and

requirements

Selection of

tender team

Maturity

model

Adoption

Pitfalls

goals

Specify Select Contract

Order

Prepare

Tactical buying process

Buying process

Monitoring After sales

Operational buying process

‘Make or buy’ decision

Matching requirements and restrictions

E-

procurement

requirements

Archive

requirements

IT

requirements

Finance

requirements

Business needs

Headlines requirements

• SaaS

• IT & Security

• Service and maintenance

• General requirements

• Connection to other systems (based on XML)

• Archive

• Management report

• Suppliers

• Email and correspondence

• Review comparing methods (price and requirements)

• Project plan based on vision and way of implementing the tool in the organization

Request For Proposal (RFP) stage and Proof of

Concept (PoC)

• 10 tendering platform vendors selected for Request For

Proposal (RFP) fase

• The three best were selected for the PoC and the team got full

access to their tooling tot test it based on use cases.

• Based on comparing the offers and the PoC the best vendor

was selected

Buying the e-procurement tool

Selected and contracted e-

procurement tool

Proof of

Concept

Defining

Functionalities

and

requirements

RFP

RFP phase

Pre live stage

• Setting up the system based on your templates together with

your vendor

• Add the users to the system

• Personalize the system with logo’s of your organization on the

screens

• Make sure the users recogonize themselves when using the

tool

• Train the users

Live stage

• Define pilot departements and tenders

• Accept that things go wrong just like in every project

• Make sure that you have the support from you vendor for the

first tenders

Questions

Contact information

Martijn Duijts

E: info@inkoopservices.nl

T: +31(0)6.54.913.295