Buy wise kick off meeting 12 03-2012
Transcript of Buy wise kick off meeting 12 03-2012
BuyWISE KICK-OFF
meeting
Paris, March 12th 2012
Kick Off organisation
9.00 am to 9.30 am :
9.30 am to 10.45 am :
10.45 am to 11.00 am :
11.00 am to 12.00 am :
12.00 am to 1.30 pm :
1.30 pm to 3.00 pm :
3.00 pm :
Welcome and breakfast
Kick-off meeting 1st part
Break
Kick-off meeting 2nd part – Q&A session
Lunch
Ariba tool demonstration
Break and end of meeting
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Objectives of this meeting
To launch the project
To detail the context
To organise the project
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Agenda
• Project goals Neopost
• Ariba presentation Ariba
• Scope of the project Neopost-Ariba
• Project governance Ariba
• Technical architecture / Integration Neopost-Ariba
• Introduction Neopost
• Focus of main tasks Neopost-Ariba
• Ariba tool demonstration Ariba
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Introduction
Definition of SRM (Supplier Relationship Management)
Why SRM tool for Neopost?
Our partner : Ariba
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Agenda
• Ariba company presentation Ariba
• Project goals Neopost
• Scope of the project Neopost-Ariba
• Project governance Ariba
• Technical architecture / Integration Neopost-Ariba
• Introduction Neopost
• Focus of main tasks Neopost-Ariba
• Ariba tool demonstration Ariba
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Ariba in Numbers
World Offices
40+ Offices in the world
18 Languages supported
2800 employees
30 Billion $ + savings generated
$170 Billion Transactions
3 millions contracts managed
1200+ buyer clients worldwide, close to 1 Millions suppliers
1 new sourcing + 1 new procurement system go live each week
361M$ turnover – 46M$ in R&D – 700 consultants
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Customer Engagement Management program : Role & Responsibilities
Sales Deployment Adoption
Single point of accountability
•Support services during sales cycle execution
• Contact to discuss events or changes within your organization that would impact your use of Ariba products/services
• Intro at kick-off•Escalation point if
success of the project is in danger
• Not engaged in weekly project meetings
• Not engaged in Steering comitee
•Monitor activity• Assists in
coordinating with Ariba teams throughout the length of your contract
•Point of escalation (SR, ER …)
Point of contact to manage contract extension/changes
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Agenda
• Ariba company presentation Ariba
• Scope of the project Neopost-Ariba
• Project governance Ariba
• Technical architecture / Integration Neopost-Ariba
• Introduction Neopost
• Project goals Neopost
• Focus of main tasks Neopost-Ariba
• Ariba tool demonstration Ariba
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Project goals : 2010 Non production expenses status
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Project goals : 2010 Non production expenses status
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?
99 M€
Project goals : 2010 Non production expenses status
33.7 M€34%
24.8 M€25%
15.3 M€16%
12.6 M€13%
11.7 M€12%
Intellectual services
Transportation-travels
Facility Management
Resale machines
IT-Telecom
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A SRM solution would improve most ofpurchase related processes, allowingto make financial, time and qualitysavings
PROCUREMENT
SUPPLIER
MANAGEMENT
Benefit description
- Increase of coverage rate.- Consolidation of purchases on negotiated contracts through catalogsimplementation
- Improvement of PR / Order / Reception process- Better compliance with accounting standards (ex: SOX; LSF)- Accurate accounting imputation
- Automatic generation of detailed, standardized and accurate spendanalysis reports.- Better understanding of internal clients needs per product enabling toprioritize purchasing actions
- Better follow up and sharing of contracts, through end dates alertsand single storage location
- Storage and archiving of any supplier information and document(legal, insurance, certification, minutes, action plan…)
- Possibility to conduct collaborative supplier evaluation- Follow up the action plans and manage supplier risk level
- Possibility to collect information from external sources
- Possibility to generate automatic supplier dashboard summarizing allon-going information (contracts, YTD turnover, KPI…)
Project goals : Benefits for Neopost
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Project goals : Structuration of purchase modes
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Supp 1
Supp 2
Supp N
Blanket
order
1
2
3
4
Contract
Today
• Automatic :
Approval workflow managed into SAP for Supply Chain
• Manual :
Catalogs, workflow
• Automatic :
P2R (Purchase to Reception -non production expenses only)
Catalogs
Approval workflow
Contract (pricing term)
SIPM (Supplier Information Performance Management –Production and non production expenses)
Sourcing (Production and non production expenses)
Tomorrow
Project goals : Current and future landscape
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Agenda
• Ariba company presentation Ariba
• Project governance Ariba
• Technical architecture / Integration Neopost-Ariba
• Introduction Neopost
• Project goals Neopost
• Scope of the project Neopost- Ariba
• Focus of main tasks Neopost-Ariba
• Ariba tool demonstration Ariba
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Scope of BuyWISE 1/2
Countries :
− France
− Germany
− UK
− Holland
Modules :
− P2R
− SIPM
− Sourcing
Catalogs :
− Catalogs (15 per central/country= 60 internal and external catalogs + and 4 to 5 punch out)
Back end :
− SAP – Siebel (UK)
− Middleware to be defined
Go live :
− Sept 2012 (Supply chain + NTSA + 1 Opco UK)
− Dec 2012 (OPCO FR & DE)
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aScope of BuyWISE 2/2
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Agenda
• Ariba company presentation Ariba
• Technical architecture / Integration Neopost-Ariba
• Introduction Neopost
• Project goals Neopost
• Scope of the project Neopost-Ariba
• Project governance Ariba
• Focus of main tasks Neopost-Ariba
• Ariba tool demonstration Ariba
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Project governance- Team project
EngagementManager
Bertrand de Boissieu
Program ManagerCarolle Champagnol
P2R Workstream Lead
Serge Thieulle
Local project leaderBlandine Piednoir (FR-MS)Pierre Guillemot (FR-NF)
Jason Brashaw (UK)Hagen Elssel (GE)
Piet Fellinger/ Dennis Kemper (NE)
Enablement LeadRedouane El Bennane
Training LeadRedouane El Bennane
Technical LeadLaurent Pasteau
Mike TankissStefan Lauth
Corine Fontagne
Training
On site Remote
SIPM / Sourcing Workstream LeadMathieu Guillemin
ProcessDamien Buatois
Supplier Enablement Lead , Catalog (AN)Przemyslaw Skinder
CEM (Customer Engagement
Management)Antonia Dan
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Program ManagerRedouane El Bennane
Functional LeadRedouane El Bennane
Operational Program Sponsor
Michel Dupart
Designated Support Contact
W. VandenabeeleLaurent Pasteau
Program SponsorMike Stone
© 2012
Ariba, I
nc. All
rights
reserve
d. W1 W3 W4 W5 W6 W7 W8 W9 W11 W12W10W2 W13 W15 W16 W17 W18 W19 W20 W21 W23 W24W22W14 W25
March April May June July August Sept. Oct.
P2R Implementation
Prep. Test / UATConfiguration (Design and Build)
Data gathering
Go liveGeneral
design1*
K.O.
Supplier on boarding / catalogs management
SIPM Implementation
Sourcing basic Implementation
Test / Go live
Galdesign
Solutionconfirmation
Go live
Sol.Conf. /Test
WorkShops
W26 W27 …
*: Step to valid through the application the business processes
Training
Synchro with local project managers
W28 W29W30 W31
Project governance- Macro planning
Ariba & NeopostNeopost
Project Management
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Steering Committee
• Neopost: Sponsor, Program Manager, IS lead
• Ariba: Sponsor, Program Manager , Project Team
Project governance : Project meetings
Weekly meeting
• Neopost: Program Manager, Technical lead • Ariba: Program Manager , Project Team
Min
ute
me
eti
ng
wil
l b
e s
en
t
to a
ll t
he
pro
jec
t te
am
Objectives:
Review overall project vision
Provide guidance for high-level issue
resolution
Provide senior leadership
communication in support of the project
Objectives:
Opportunity to communicate progress
Discuss outstanding issues and immediate action items
Focuses attention on critical milestone dates & high-priority items
Operational Teams• Neopost: Program Manager• Ariba: Program Manager
Frequency
Monthly
Weekly
DailyObjectives:
To be align during all the project
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Agenda
• Project goals Neopost
• Ariba presentation Ariba
• Scope of the project Neopost-Ariba
• Project governance Ariba
• Technical architecture / Integration Neopost-Ariba
• Introduction Neopost
• Focus of main tasks Neopost-Ariba
• Ariba tool demonstration Ariba
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Ariba SaaS
P2R
Module 1
Receipt
Orders
Budget
validationValidation
Contract
Prici.TermsCatalogue
Create
Requisition
Approval
flow
SIPM
Module 2
Sourcing
AwardEvaluateRFx
Module 3
Analysis
Global
Supplier
Community
EDI
Fax
Paper
XML€
EAI
UK
Ariba Modules and Integration to Neopost
Agenda
• Project goals Neopost
• Ariba presentation Ariba
• Scope of the project Neopost-Ariba
• Project governance Ariba
• Technical architecture / Integration Neopost-Ariba
• Introduction Neopost
• Focus of main tasks Neopost-Ariba
• Ariba tool demonstration Ariba
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Focus of main tasks : Neopost tasks
Suppliers
• List of active suppliers
• List of catalogs per country
• Activity of suppliers (number / amount PO) => todetermine supplier enablement plan
• Road show suppliers
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Focus of main tasks : Neopost tasks
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BuyWISE suppliers
database
Active
suppliers
Suppliers road show
Focus of main tasks : Neopost tasks
Business
processes
Suppliers
DataStructure
• List of active suppliers
• List of catalogs per country
• Activity of suppliers (number / amount PO) => todetermine supplier enablement plan
• Road show suppliers
• Purchasing request validation workflow(roles, thresholds)
• List of commodity codes (purchasing families)
• Reconciliation commodity codes and Accounting data
• Roles / users
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Supplier Enablement is more than just connecting supplierselectronically to your back office systems.
Sellers
Supplier
Portal
Fax
PDF /
EDI / NetworkEDI
(AS2)
Buyers
ERP
XML
Offering the right technology for all supplier volumes
Providing collaborative capabilities to
maximize value
Supporting cash flow options to reduce
operating risk
Exchanging electronic business documents
Complying with contracts and
regulations
Reducing vendor management costs
Paper
Successful Supplier Enablement is about…
Focus of main tasks : Ariba tasks- Focus on supplier Enablement 1/2
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SE Maintenance
Customer Readiness
Go Live
Communication
Supplier Help
Desk transition
Tra
nsacti
on
En
ab
lem
en
t
Key Activities
Commodity and
Supplier
Analysis
Strategy
Development
Enablement
Tracks
Best Practices
Supplier Flight
Plan (supplier
list)
Confirm Initial
Wave
Requirements
Gathering
Workshops
Setup/configure/
customise the
Ariba Network
Buyer account
Review/validate
received
supplier data
Design/build
supplier
communication
and education
materials
Upload Vendor
file
Collection
supplier data as
needed
Create Supplier
Ariba Network
Accounts and
Relationships
Follow up with
suppliers to
complete tasks
assigned
Provide
supplier
education and
training
materials via
education
portal, Pre-
Recorded
trainings and
question and
answer
sessions
Testing
between
customer and
targeted
suppliers
(cXML/EDI &
CSV template
suppliers if
applicable)
Supplier
support and
error resolution
StrategyDesign and
Build
Supplier
Registration
Supplier
Education
Supplier
TestingDeployment
Supplier Management
Supplier Help Desk
Customer Education
Supplier
Education Portal
Maintenance
Supplier
Education
Materials
maintenance
Supplier
Registration for
newly identified
waves
Customer SE
Maintenance
Programme
© 2011 Ariba, Inc. All rights reserved.
Focus of main tasks : Ariba tasks- Focus on supplier Enablement 2/2
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Agenda
• Project goals Neopost
• Ariba presentation Ariba
• Scope of the project Neopost-Ariba
• Project governance Ariba
• Technical architecture / Integration Neopost-Ariba
• Introduction Neopost
• Focus of main tasks Neopost-Ariba
• Ariba tool demonstration Ariba
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− Purchase to reception :
Mode 1 : Purchase based on catalog− Purchasing Request (PR) to reception (RC) for office supplies based on
catalog− PR to RC for IT services based on catalog and generic items
Mode 2 : Spot purchase based on contract :− PR to RC for Relocation services
Mode 3 : Purchase based on non catalog− PR to RC
Mode 4 : Purchase based on blanket order :− PR to RC for telecom cost, energy, building cleaning
− Cockpit SIPM :
Supplier creation Suppliers evaluation, Contracts storage Notification end of contract Suppliers dashboard
Ariba tool demonstration
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