Eskom iSpec presentation and workshop
-
Upload
glenna-herring -
Category
Documents
-
view
24 -
download
1
description
Transcript of Eskom iSpec presentation and workshop
![Page 1: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/1.jpg)
1
Eskom iSpec presentation and workshop
![Page 2: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/2.jpg)
A revolution in Tender, Bid and Contract Management Systems
2
Company background
![Page 3: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/3.jpg)
A revolution in Tender, Bid and Contract Management Systems
3
Our solutions
Remy InfoSource
• iSpec (Tender, Bid and Contract Management)
• iTech (Artificial Intelligence Diagnostics)
• ICAM (Equipment Logistics System)
![Page 4: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/4.jpg)
A revolution in Tender, Bid and Contract Management Systems
4
Our customers
Remy InfoSource
• Siemens Transportation (MagLev Train)
• Hutchison Port Holdings (largest port operator)
• DP World (3rd largest port operator)
• SABMiller (2nd largest brewer)
![Page 5: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/5.jpg)
A revolution in Tender, Bid and Contract Management Systems
5
Agenda
e-Sourcing with iSpec
• Thursday• Background
• iSpec - hands-on demo tender
• Implementation
• Q & A
• Friday• SABMiller iSpec PM 2010-11
• Background
• iSpec - hands-on demo tender
• Implementation
• Q & A
![Page 6: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/6.jpg)
A revolution in Tender, Bid and Contract Management Systems
6
The issues
![Page 7: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/7.jpg)
A revolution in Tender, Bid and Contract Management Systems
7
Historical background-SABMiller example
![Page 8: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/8.jpg)
A revolution in Tender, Bid and Contract Management Systems
8
Driving transformational change
Performance Management
• Performance Management
• Translate strategies into goals
• Drive execution at speed
• Organization alignment
• Change the organization to ensure strategic capabilities
• Talent and capacity management
• Get the right skills and talent for today
• Build a pipeline of talent for key positions
![Page 9: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/9.jpg)
A revolution in Tender, Bid and Contract Management Systems
9
WCM program
World Class Manufacturing
• Efficiency
• Asset care - reducing TCO
• Short interval controls - reduce waste
• Automated systems - improving materials handling
• Organization
• Procurement - upgrading skills, leveraging global supply network
• Technical skills - equipment diagnostics, flexibility
• KPIs - throughout operations teams
• CAPEX
• Increasing investment in equipment, systems
![Page 10: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/10.jpg)
A revolution in Tender, Bid and Contract Management Systems
10
Global purchasing
![Page 11: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/11.jpg)
A revolution in Tender, Bid and Contract Management Systems
11
Typical ERP gaps
Typical ERP gaps
• Strategic sourcing design based on category sourcing
• No technical specification design, collaboration and management
• Simplistic sourcing events based on SKUs
• No allowance for alternatives
• Short cycle time for review
• No project management
• Item/event vs project
Tech Spec Manageme
nt
Planning systems
Evaluation
MRP
Inventory Manageme
nt
Quality Manageme
nt
Invoice processing
Goods receiving
Approval
Purchase order
PaymentRequisition
Internal business
requirement
Reporting
Contract implement
ed
Contract draft and
review
NegotiationSourcing RFx
External info
gathering
Transactional Processing
Strategic Sourcing
Trials & Supplier
Accreditation
![Page 12: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/12.jpg)
12
A revolution in Tender, Bid and Contract Management Systems
ERP gaps filled by iSpec
Tech Spec Manageme
nt
Planning systems
Evaluation
MRP
Inventory Manageme
nt
Quality Manageme
nt
Invoice processing
Goods receiving
Approval
Purchase order
PaymentRequisition
Internal business
requirement
Reporting
Contract implement
ed
Contract draft and
review
Negotiation
Sourcing RFx
External info
gathering
Transactional Processing
Strategic Sourcing
Trials & Supplier
Accreditation
iSpec
Typical ERP
system
![Page 13: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/13.jpg)
A revolution in Tender, Bid and Contract Management Systems
13
Negotiate &
award
Negotiate &
awardNegotiate &
award
Negotiate &
award
Performance
testing &
Commissioning
Performance
testing &
CommissioningDesign reviewDesign review
Critical issues
Prepare
tender
documents
Prepare
tender
documents
Publish
tender
Publish
tender
Vendors
correspond and
submit bids
Vendors
correspond and
submit bids
Open bids and
evaluate
Open bids and
evaluate
Prepare &
sign
contract
Prepare &
sign
contractIssue POIssue PO
Guarantees &
bonds
Guarantees &
bonds Design reviewDesign review InspectionsInspections DeliveryDelivery
CertificationsCertifications
ConstructionConstruction
Tendering process
Delivery process
Prepare
tender
documents
Prepare
tender
documents
Open bids and
evaluate
Open bids and
evaluate
InspectionsInspections
Quality of tender documents Multi-disciplinary geographically distributed teams Sequential access to documents
Data mining Evaluation
Negotiations, minutes of meetings, addenda, emails, tedious manual process. Post-It, highlights
Slow inspection and other reporting leads to delays and can cost you money.
Track and manage amendments
Vendors
correspond and
submit bids
Vendors
correspond and
submit bids
Clarifications and correspondence
Publish
tender
Publish
tender
Technical, financial and other approvals
Prepare &
sign
contract
Prepare &
sign
contract
Guarantees &
bonds
Guarantees &
bonds DeliveryDelivery
Compile contract documents from all negotiations, minutes of meetings, addenda, emails, etc.
Track contract deliverables and milestones. Track and manage
deliverables and liquidated damages
![Page 14: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/14.jpg)
A revolution in Tender, Bid and Contract Management Systems
14
Where is the info?
The problem
• Project information is scattered on computers and in documents throughout multiple organizations
• Missing/outdated documents
• Accountability
• Audit-ability
• Control/authority
• Transparency
![Page 15: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/15.jpg)
A revolution in Tender, Bid and Contract Management Systems
15
Price padding
Result
• Price padding
• Project delays
• High cost of tender management
• Loss of transparency
![Page 16: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/16.jpg)
A revolution in Tender, Bid and Contract Management Systems
16
The process
![Page 17: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/17.jpg)
A revolution in Tender, Bid and Contract Management Systems
17
Key areas
Three key areas
• Tendering
• Bidding
• Contract Management
Historically 3 totally isolated processes
![Page 18: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/18.jpg)
A revolution in Tender, Bid and Contract Management Systems
18
Electronic age
TenderTenderDocumentsDocuments
BidBidDocumentsDocuments
BidBidDocumentsDocuments
BidBidDocumentsDocuments
@
@
@
Evaluation & Evaluation & NegotiationNegotiation
BidBidBidBid BidBid
ContractContract
@
@@
@@@
@ @
@
DeliveryDelivery@
@
@@
@@@
@
@@@
@@
@ @@
@
@@
@
@
![Page 19: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/19.jpg)
A revolution in Tender, Bid and Contract Management Systems
19
Problem
Electronic age
• Still no proactive coordination and synchronization of parties, activities or information
• No integration of the 3 key areas
![Page 20: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/20.jpg)
A revolution in Tender, Bid and Contract Management Systems
20
The Solution
![Page 21: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/21.jpg)
A revolution in Tender, Bid and Contract Management Systems
21
Centralized control, global accessMaster
templatesProject
Management
SupplierSubmissions
Bid Evaluation& Negotiations
Contract AwardingDelivery TrackingQuality Assurance
MROProject planning
Transactional Systems
ERPInterface
![Page 22: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/22.jpg)
A revolution in Tender, Bid and Contract Management Systems
22
No integration
Structured collaboration in a unified workspace
• Integration of the 3 key areas
• Tendering
• Bidding
• Contract Management (Monitoring of the works)
• Comprehensive audit trail - easy to find data
• Automation - as much as possible
![Page 23: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/23.jpg)
A revolution in Tender, Bid and Contract Management Systems
23
![Page 24: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/24.jpg)
A revolution in Tender, Bid and Contract Management Systems
24
Create master set
Create a template
• Add template
• Add documents that form part of master set
![Page 25: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/25.jpg)
A revolution in Tender, Bid and Contract Management Systems
25
Adjust document settings
Create a template
• Add new content
• Add content from library
• Only certain items are editable
![Page 26: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/26.jpg)
A revolution in Tender, Bid and Contract Management Systems
26
Requirement/response settings
Create a template
• What are requirements?• Delivery dates
• How will responses be scored
• What response is expected?• Deliver dates
• Prices
• Product data
![Page 27: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/27.jpg)
A revolution in Tender, Bid and Contract Management Systems
27
Audit trail
Audit trail - version tracking
• All changes recorded:• By whom
• When
• Compare
• Roll back
![Page 28: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/28.jpg)
A revolution in Tender, Bid and Contract Management Systems
28
![Page 29: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/29.jpg)
A revolution in Tender, Bid and Contract Management Systems
29
Add a tender
Create a new tender
• Set basic options• Publication dates
• Type - RFx
• Currency
• Business Unit
![Page 30: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/30.jpg)
A revolution in Tender, Bid and Contract Management Systems
30
Overview
Prepare tender
• Dates
• Status
• Reports
• Open and completed tasks
![Page 31: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/31.jpg)
A revolution in Tender, Bid and Contract Management Systems
31
Tender preparation phase
Prepare tender
• Documents copied from master template
• Documents requiring attention have alert icons
• Select project team and roles
• Select vendors to invite
![Page 32: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/32.jpg)
A revolution in Tender, Bid and Contract Management Systems
32
Document preparation
Prepare tender
• Only items with pencils require editing
• Other headings are pre-approved and cannot be changed
• Less work - less checking
![Page 33: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/33.jpg)
A revolution in Tender, Bid and Contract Management Systems
33
Preparation
Prepare tender
• Orange pencils turn green as items are completed
• Select options as set up in template - no editing required
• Import BOQ from Excel
![Page 34: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/34.jpg)
A revolution in Tender, Bid and Contract Management Systems
34
Attachments
Upload attachments/addenda
• Upload multiple documents at a time
• Attach drawings, pictures, documents, spreadsheets, etc.
![Page 35: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/35.jpg)
A revolution in Tender, Bid and Contract Management Systems
35
Concurrent document access
Team works simultaneously
• Multiple users can access document simultaneously from different geographic locations
• All changes are recorded
![Page 36: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/36.jpg)
A revolution in Tender, Bid and Contract Management Systems
36
Vendors
Vendor management
• Register
• Assign to Groups• Panels
• Trades
![Page 37: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/37.jpg)
A revolution in Tender, Bid and Contract Management Systems
37
![Page 38: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/38.jpg)
A revolution in Tender, Bid and Contract Management Systems
38
Approvals
Obtain approval
• Approvals can only start once all pencils are green
• It is impossible to publish an incomplete document
![Page 39: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/39.jpg)
A revolution in Tender, Bid and Contract Management Systems
39
![Page 40: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/40.jpg)
A revolution in Tender, Bid and Contract Management Systems
40
Vendor online submission
Prepare bid and submit
• Vendor sees same basic overview
• Control panel for submitting/withdrawing bid
• Documents with alerts
![Page 41: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/41.jpg)
A revolution in Tender, Bid and Contract Management Systems
41
Vendor response
Prepare bid and submit
• Red items turn black as they are completed
• Vendor response for each item is specified and simple
![Page 42: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/42.jpg)
A revolution in Tender, Bid and Contract Management Systems
42
More requirements
Prepare bid and submit
• Some items require more detailed response• Delivery dates
• Prices
• Compliance
• Documentation
![Page 43: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/43.jpg)
A revolution in Tender, Bid and Contract Management Systems
43
![Page 44: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/44.jpg)
A revolution in Tender, Bid and Contract Management Systems
44
Clarifications
Clarifications - Audit trail
• All correspondence is recorded in iSpec automatically linked to the heading it relates to
• Creates comprehensive audit trail
![Page 45: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/45.jpg)
A revolution in Tender, Bid and Contract Management Systems
45
Addenda/clarifications
Modifications/addenda
• Messages/addenda can be sent to one or all vendors
• Part of audit trail
![Page 46: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/46.jpg)
A revolution in Tender, Bid and Contract Management Systems
46
Response validation
Prepare bid and submit
• Vendor cannot submit bid unless all items have been completed
![Page 47: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/47.jpg)
A revolution in Tender, Bid and Contract Management Systems
47
![Page 48: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/48.jpg)
A revolution in Tender, Bid and Contract Management Systems
48
Approval status
Open bids
• Track and expedite approvals
![Page 49: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/49.jpg)
A revolution in Tender, Bid and Contract Management Systems
49
![Page 50: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/50.jpg)
A revolution in Tender, Bid and Contract Management Systems
50
Bid evaluation
Compare pricing
• One click pricing comparison
• No data mining required
![Page 51: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/51.jpg)
A revolution in Tender, Bid and Contract Management Systems
51
Evaluate
![Page 52: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/52.jpg)
A revolution in Tender, Bid and Contract Management Systems
52
Evaluate and negotiate
Negotiate
• Enter technical & commercial scores
• Accept or negotiate
![Page 53: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/53.jpg)
A revolution in Tender, Bid and Contract Management Systems
53
• At any time• Generate up-to-date project
documentation
• View or print
Document generation
Sign the contract
![Page 54: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/54.jpg)
A revolution in Tender, Bid and Contract Management Systems
54
![Page 55: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/55.jpg)
A revolution in Tender, Bid and Contract Management Systems
55
Resource planning
Project planning
• Generate project plan containing• Deliverables
• Milestones
• Use as basis for project planning
![Page 56: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/56.jpg)
A revolution in Tender, Bid and Contract Management Systems
56
Vendor delivery performance
Delivery schedule
• Track and compare:• Original request
• Agreed per contract
• Actual delivery dates
• Calculate penalties
![Page 57: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/57.jpg)
A revolution in Tender, Bid and Contract Management Systems
57
QA
Quality assurance
• Monitoring of status of the works• Checklists of outstanding/faulty
items
• Acceptance tests/inspections
• Performance testing
• Certifications
• Consolidating this information into reports
![Page 58: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/58.jpg)
A revolution in Tender, Bid and Contract Management Systems
58
Ad-hoc inspections
Inspection items
• Take pictures of issues and faults
• Track correction
• Attach to milestones
![Page 59: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/59.jpg)
A revolution in Tender, Bid and Contract Management Systems
59
Contract management
• Monitor• Delivery
• Penalties
• Certifications
• Correspondence
Contract management
![Page 60: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/60.jpg)
A revolution in Tender, Bid and Contract Management Systems
60
Contract revisions
Contract management
• Manage revisions• Create revision
• Accept/negotiate
• Audit trail
![Page 61: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/61.jpg)
A revolution in Tender, Bid and Contract Management Systems
61
Capture MRO data
MRO spares data
• Enter spares data
• Validate
• Interface to ELS (Equipment logistic systems)
![Page 62: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/62.jpg)
A revolution in Tender, Bid and Contract Management Systems
62
Key Performance Indicators
![Page 63: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/63.jpg)
A revolution in Tender, Bid and Contract Management Systems
63
Bottlenecks/lead times
Project timeline
• Identify bottlenecks
• Analyze lead times
• Send reminders
![Page 64: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/64.jpg)
A revolution in Tender, Bid and Contract Management Systems
64
Analysis
![Page 65: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/65.jpg)
A revolution in Tender, Bid and Contract Management Systems
65
INSPECTIONS
•Online/offline inspections•Can link to items in documents•Quick reports & Punch lists•Ad-hoc and standard inspections
INSPECTIONS
•Online/offline inspections•Can link to items in documents•Quick reports & Punch lists•Ad-hoc and standard inspections
SUPPLIERSSUPPLIERSSUPPLIERSSUPPLIERSBIDS
•No downloading and uploading of documents•All submissions done online and encrypted securely into the database•Attachments allowed•No information visible to the company until after bids have been opened electronically•Negotiate/correspond online•One-click conflict resolution•Track delivery online•Reminders for deliverable items
BIDS•No downloading and uploading of documents•All submissions done online and encrypted securely into the database•Attachments allowed•No information visible to the company until after bids have been opened electronically•Negotiate/correspond online•One-click conflict resolution•Track delivery online•Reminders for deliverable items
INTERNAL USERS/CONSULTANTSINTERNAL USERS/CONSULTANTSINTERNAL USERS/CONSULTANTSINTERNAL USERS/CONSULTANTSTENDERS/
CONTRACTS•Tender is a copy of the latest approved version of a template or newly created•Customize only editable items•Negotiate/correspond with suppliers online•Full audit trail kept with date and time stamps•Approvals at various stages up to contract signature•Built-in pricing comparator, conformance reports and evaluation system (scoring)•Built-in KPI reports•Custom reports using Crystal reporter
TENDERS/CONTRACTS
•Tender is a copy of the latest approved version of a template or newly created•Customize only editable items•Negotiate/correspond with suppliers online•Full audit trail kept with date and time stamps•Approvals at various stages up to contract signature•Built-in pricing comparator, conformance reports and evaluation system (scoring)•Built-in KPI reports•Custom reports using Crystal reporter
TEMPLATE LIBRARY
•Templates have assigned owners and approvers•Colleagues can correspond regarding changes, etc.•Messages stored with clause as part of the audit trail•Copy and paste a template to create a similar one and just make the changes•Multiple language versions possible•Only fully approved templates can be used to create tenders/contracts
TEMPLATE LIBRARY
•Templates have assigned owners and approvers•Colleagues can correspond regarding changes, etc.•Messages stored with clause as part of the audit trail•Copy and paste a template to create a similar one and just make the changes•Multiple language versions possible•Only fully approved templates can be used to create tenders/contracts
MASTER LIBRARY•Clauses or complete documents•Each with an owner/approver•Changes automatically update any template in which item is used•Comprehensive audit trail•Rollback, compare, approve•Correspondence regarding changes are stored as part of the audit trail•Batch approvals•Multiple language versions•Item can be fixed, fully editable or only have editable fields - giving complete control over change permissions
MASTER LIBRARY•Clauses or complete documents•Each with an owner/approver•Changes automatically update any template in which item is used•Comprehensive audit trail•Rollback, compare, approve•Correspondence regarding changes are stored as part of the audit trail•Batch approvals•Multiple language versions•Item can be fixed, fully editable or only have editable fields - giving complete control over change permissions
Master Master librarylibraryitemitem
Master Master librarylibraryitemitem
TemplateTemplateTemplateTemplate
TenderTenderTenderTender
Master Master librarylibraryitemitem
Master Master librarylibraryitemitem
Master Master librarylibraryitemitem
Master Master librarylibraryitemitem
Master Master librarylibraryitemitem
Master Master librarylibraryitemitem
Master Master librarylibraryitemitem
Master Master librarylibraryitemitem
TenderTenderTenderTender
TenderTenderTenderTender
TenderTenderTenderTender
TemplateTemplateTemplateTemplateTenderTenderTenderTender
Supplier 1Supplier 1Supplier 1Supplier 1
Supplier 2Supplier 2Supplier 2Supplier 2
Supplier 3Supplier 3Supplier 3Supplier 3
InspectorInspectorInspectorInspectorWorkflow, Communications and Workflow, Communications and
Audit trailAudit trailWorkflow, Communications and Workflow, Communications and
Audit trailAudit trail
![Page 66: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/66.jpg)
A revolution in Tender, Bid and Contract Management Systems
66
Benefits
![Page 67: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/67.jpg)
A revolution in Tender, Bid and Contract Management Systems
67
iSpec users
![Page 68: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/68.jpg)
A revolution in Tender, Bid and Contract Management Systems
68
User observations - $
• “Standardization of contracts and specifications (using iSpec) has lead to lower prices in general (3% on large projects). Business units not using iSpec are paying higher prices. (1 general case > 20%).” Why - Clear unambiguous tenders. Transparency. Better leverage during negotiations.
• “Because of the transparency vendors can no longer get away with charging different business units different prices for the same equipment.” (or different prices for the same item on different projects)
![Page 69: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/69.jpg)
A revolution in Tender, Bid and Contract Management Systems
69
User observations - effort
• “Transparency, traceability and keeping the communication/negotiations together are a huge benefit for both parties… The only reason that we can manage so many projects so effectively is because the negotiations and communications are recorded against each item/clause for anybody to read and see what has been discussed/negotiated. That is also valid for the Vendor because they pass the documents from Tender team to Engineering/Project management team. We do the same for 3rd party…..”
![Page 70: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/70.jpg)
A revolution in Tender, Bid and Contract Management Systems
70
Before
TenderTenderDocumentsDocuments
BidBidDocumentsDocuments
BidBidDocumentsDocuments
BidBidDocumentsDocuments
@
@
@
Evaluation & Evaluation & NegotiationNegotiation
BidBidBidBid BidBid
ContractContract
@
@@
@@@
@ @
@
DeliveryDelivery@
@
@@
@@@
@
@@@
@@
@ @@
@
@@
@
@
![Page 71: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/71.jpg)
A revolution in Tender, Bid and Contract Management Systems
71
After
1_______1_______1.1___1.1___2_______2___________________________3_______3_______3.1 Aircon3.1 Aircon3.2_____3.2_____4___________4___________________________________
CorrespondenceCorrespondence______________________________________________
Bid responseBid response______________________________________________
NegotiationsNegotiations______________________________________________
Final contractFinal contract______________________________________________
AttachmentsAttachments______________________________________________
CorrespondenceCorrespondence______________________________________________
Bid responseBid response______________________________________________
NegotiationsNegotiations______________________________________________
Final contractFinal contract______________________________________________
AttachmentsAttachments______________________________________________
CorrespondenceCorrespondence______________________________________________
Bid responseBid response______________________________________________
NegotiationsNegotiations______________________________________________
Final contractFinal contract______________________________________________
AttachmentsAttachments______________________________________________
Customer
Supplier 1 Supplier 2 Supplier 3
![Page 72: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/72.jpg)
A revolution in Tender, Bid and Contract Management Systems
72
Business requirement
Why iSpec?
• Timing and cost
• Flexibility
• Learn and grow
• Deliver value
• Project Management
• Document Management and Version control
![Page 73: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/73.jpg)
A revolution in Tender, Bid and Contract Management Systems
73
Tool selection
Why iSpec?
• SAP Toolset• Integrated tool lacking in
functionality and ease of use.
• Adjusted timelines
• Other solutions• Various solutions reviewed
• Internal proposal in progress
• iSpec
![Page 74: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/74.jpg)
A revolution in Tender, Bid and Contract Management Systems
74
Reasons for iSpec
Why iSpec?
• Out of the box ready
• Almost 100% fit to our business requirement
• Rapid implementation
• Standalone flexibility until back-end ready
• Intuitive interface
• Training and help included
• Industry experience - not theoretical model
![Page 75: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/75.jpg)
75
A revolution in Tender, Bid and Contract Management Systems
SABMiller
Case study - SABMiller
• Second largest brewer in the world
• Operates in 67 countries
• CAPEX expenditure US$900 million per annum
![Page 76: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/76.jpg)
76
A revolution in Tender, Bid and Contract Management Systems
ERP/Requirements
Case study - SABMiller
• SAP user
• Required efficient Tender Management system
• Trial of iSpec as best-of-breed solution
• Contract/spec contains over 6,000 data items to manage for a new brewery
![Page 77: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/77.jpg)
77
A revolution in Tender, Bid and Contract Management Systems
Issues
Case study - SABMiller
• Internal issues• Speed - LAN issue - issued key
users with 3G cards as interim solution
• Resistance to change (learning curve)
• External issues (vendors)• Data entry slow - new
spreadsheet-like quick entry
• Validation - no incomplete submissions allowed. Vendor education.
![Page 78: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/78.jpg)
78
A revolution in Tender, Bid and Contract Management Systems
Trial results
Case study - SABMiller
• Productivity improvement of 300%
• Contract price reduction +- 3%
• Transparency and audit trail
• Single point auditing
![Page 79: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/79.jpg)
79
A revolution in Tender, Bid and Contract Management Systems
Global roll-out
Case study - SABMiller
• Global roll-out plan• customizations
• roll-out team
• training system
• custom manuals
• global roll out over the next 18 months
![Page 80: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/80.jpg)
80
A revolution in Tender, Bid and Contract Management Systems
iSpec - ERP
Case study - SABMiller
• iSpec was 100% fit for our business requirement
• iSpec is out of the box ready to use whereas ERP CRM integration is very difficult. You have to get e-sourcing to talk to the back end and this is very expensive and time consuming
• Rapid implementation of iSpec allowed us to change our process and behaviour without worrying about the tool
• Running iSpec standalone allows us more flexibility - we are not restricted by the back-end as with ERP
![Page 81: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/81.jpg)
81
A revolution in Tender, Bid and Contract Management Systems
iSpec - ERP
Case study - SABMiller
• iSpec's user interface is intuitive and easy to use
• iSpec comes with training materials which ERP doesn't - we would have to develop that
• iSpec comes with industry experience which makes implementation easier.
• iSpec instantly addressed our business problems
• Remy's commitment to solving our problems and making things work made a difference
![Page 82: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/82.jpg)
82
A revolution in Tender, Bid and Contract Management Systems
DP World
Case study - DP World
• World’s 3rd largest port operator
• Over 50 ports globally
• CAPEX around US$ 3 billion in current projects
![Page 83: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/83.jpg)
83
A revolution in Tender, Bid and Contract Management Systems
Requirements
Case study - DP World
• Wanted to centralize CAPEX procurement
• Needed an automated system
• Global access 24/7
• All documents up-to-the-minute accurate
![Page 84: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/84.jpg)
84
A revolution in Tender, Bid and Contract Management Systems
Issues
Case study - DP World
• Internal resistance• DPW bought P&O and they
resented DPW central procurement
• Once they saw benefits they came on board very quickly
• Internet issues• China - ISP blocked
attachments over 5MB - fixed
• Internal LAN bandwidth issues
![Page 85: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/85.jpg)
85
A revolution in Tender, Bid and Contract Management Systems
Benefits and savings
Case study - DP World
• Customized system
• 1 project manager now handles up to 30 projects (previously only 4)
• Single point auditing
• Standardization
• Project cost reduction of 3%
![Page 86: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/86.jpg)
A revolution in Tender, Bid and Contract Management Systems
86
User observations - value
• “iSpec has highlighted weaknesses that existed in our processes as well as our people. Using iSpec now helps us augment tendering and contract management skills in many of our business units.”
• “Project managers are now adding value to the process rather than doing clerical work much of the time”
• “Management reports are available at the click of a button and data contained in them is current - not days or weeks old.”
• “With improved visibility and a bit more time spent on negotiations we have saved in virtually ZERO amendments to contracts after awarding.”
![Page 87: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/87.jpg)
A revolution in Tender, Bid and Contract Management Systems
87
Summary
• Costs - iSpec avg. savings of 3%-20% on total project cost
• Productivity - iSpec results in 300%+ improvement = $
• Accountability - iSpec’s comprehensive audit trail
• Conflict resolution - iSpec One-Click resolution
• Control - Approved templates and edit/approval control
• Transparency - iSpec audit trail and easy user access
![Page 88: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/88.jpg)
A revolution in Tender, Bid and Contract Management Systems
88
Thank you
![Page 89: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/89.jpg)
A revolution in Tender, Bid and Contract Management Systems
89
Technology and security
![Page 90: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/90.jpg)
A revolution in Tender, Bid and Contract Management Systems
90
Technology
• Microsoft .NET application
• Requires only a browser (IE 6 +)
• Secure access
• Database - MS SQL Server
• Microsoft server 2003
Technical information
![Page 91: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/91.jpg)
A revolution in Tender, Bid and Contract Management Systems
91
![Page 92: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/92.jpg)
A revolution in Tender, Bid and Contract Management Systems
92
Fin-Link
• Financial links to:
• ORACLE
• SAP
• JDE
• PeopleSoft
• Sun
• Thalia
• Sage
• Scala
• Empriz
• DTS or SSIS
• IAS compliant
• $25,000 each + consulting
ERP interfaces
Tech Spec Manageme
nt
Planning systems
Evaluation
MRP
Inventory Manageme
nt
Quality Manageme
nt
Invoice processing
Goods receiving
Approval
Purchase order
PaymentRequisition
Internal business
requirement
Reporting
Contract implement
ed
Contract draft and
review
NegotiationSourcing RFx
External info
gathering
Transactional Processing
Strategic Sourcing
Trials & Supplier
Accreditation
![Page 93: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/93.jpg)
A revolution in Tender, Bid and Contract Management Systems
93
Typical Security
![Page 94: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/94.jpg)
A revolution in Tender, Bid and Contract Management Systems
94
eBidding option
![Page 95: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/95.jpg)
A revolution in Tender, Bid and Contract Management Systems
95
RemyAgendaIssuesProcessSolutionTemplatesTenderResponseClarificationsApprovalsBid openingEvaluationDeliveryProject planningContract mgtKPIBenefitsWhy iSpec?SABDPWTechnology
ImplementationAlignment of nomenclatureSizingGAP analysis1st Data gatheringTraining1st template1st tenderFeedbackAdjustRoll out planRoll out
InternetLANVendorsInternal resistanceOver-customizationIntegrationERP
![Page 96: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/96.jpg)
A revolution in Tender, Bid and Contract Management Systems
96
Implementation
![Page 97: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/97.jpg)
97
A revolution in Tender, Bid and Contract Management Systems
Sizing
• Questionnaire• Tenders per annum
• Time zones
• Duration of publication
• Project duration
• Vendors per tender
• Project team size
![Page 98: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/98.jpg)
98
A revolution in Tender, Bid and Contract Management Systems
Sizing
• Hardware• Reverse proxy
• Application server
• Database server
![Page 99: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/99.jpg)
99
A revolution in Tender, Bid and Contract Management Systems
Sizing
• Software• Server 2008
• SQLServer 2008
• Browsers IE 8+, Safari, Firefox, Chrome
![Page 100: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/100.jpg)
100
A revolution in Tender, Bid and Contract Management Systems
Implementation
• Startup meeting• Resources
• Training
• Project Plan
• 3 sites - production, UAT (test), training
![Page 101: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/101.jpg)
101
A revolution in Tender, Bid and Contract Management Systems
Typical project plan
![Page 102: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/102.jpg)
102
A revolution in Tender, Bid and Contract Management Systems
GAP analysis
• Master documents
• Tender process
• Delivery process
• Contract Management
• No customization yet
![Page 103: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/103.jpg)
A revolution in Tender, Bid and Contract Management Systems
103
Typical ERP gaps
Typical ERP gaps
• Strategic sourcing design based on category sourcing
• No technical specification design, collaboration and management
• Simplistic sourcing events based on SKUs
• No allowance for alternatives
• Short cycle time for review
• No project management
• Item/event vs project
Tech Spec Manageme
nt
Planning systems
Evaluation
MRP
Inventory Manageme
nt
Quality Manageme
nt
Invoice processing
Goods receiving
Approval
Purchase order
PaymentRequisition
Internal business
requirement
Reporting
Contract implement
ed
Contract draft and
review
NegotiationSourcing RFx
External info
gathering
Transactional Processing
Strategic Sourcing
Trials & Supplier
Accreditation
![Page 104: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/104.jpg)
104
A revolution in Tender, Bid and Contract Management Systems
ERP gaps
Tech Spec Manageme
nt
Planning systems
Evaluation
MRP
Inventory Manageme
nt
Quality Manageme
nt
Invoice processing
Goods receiving
Approval
Purchase order
PaymentRequisition
Internal business
requirement
Reporting
Contract implement
ed
Contract draft and
review
Negotiation
Sourcing RFx
External info
gathering
Transactional Processing
Strategic Sourcing
Trials & Supplier
Accreditation
iSpec
Typical ERP
system
![Page 105: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/105.jpg)
A revolution in Tender, Bid and Contract Management Systems
105
Vendor buy-in
Nomenclature
• Vendors vs Eskom nomenclature
• No standard
• Mapping or standardize
• Important for evaluation/comparisons
• Medium to long-term goal
![Page 106: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/106.jpg)
106
A revolution in Tender, Bid and Contract Management Systems
Data gathering
• Business hierarchy
• Templates
• Roles
• Approvals
• Configuration
![Page 107: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/107.jpg)
107
A revolution in Tender, Bid and Contract Management Systems
Data gathering
Typical RFQ structure
RFQ Sections Plant A Plant B Plant C Plant D
Memorandum of Agreement Same conditions
O H & S Same conditions
Commercial Terms and Conditions ($) $$$$$$$ $$$$$$$ $$$$$$$ $$$$$$$
General Conditions Same conditions
Special Conditions Same conditions
Employer’s Requirement (FIDIC) ####### ####### ####### #######
Eskom Standards and Specifications Same conditions
Drawings
Executive Summary
Milestone Schedule
![Page 108: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/108.jpg)
108
A revolution in Tender, Bid and Contract Management Systems
Training
• Training plan
• 1st training
• 1st template
![Page 109: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/109.jpg)
109
A revolution in Tender, Bid and Contract Management Systems
Training
• Administrator
• Template editors
• Project team
• Vendor introduction
![Page 110: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/110.jpg)
110
A revolution in Tender, Bid and Contract Management Systems
Training
• Custom Quick Guides
• Custom training videos
• Implement
![Page 111: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/111.jpg)
111
A revolution in Tender, Bid and Contract Management Systems
First tender
• Prepare - smaller tender
• Publish
• Evaluate/negotiate
• Award
• Manage contract
• Feedback
![Page 112: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/112.jpg)
112
A revolution in Tender, Bid and Contract Management Systems
Analyse first tender
• Issues identified during each phase (internal messaging)
• Adjustment/customization
• Apply new methods and customizations
![Page 113: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/113.jpg)
113
A revolution in Tender, Bid and Contract Management Systems
Roll out plan
• Finalise Data gathering input plan
• Finalise Support plan
• Finalise Hosting plan
• Finalise Training plan
• Roll out plan to divisions and business units
![Page 114: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/114.jpg)
114
A revolution in Tender, Bid and Contract Management Systems
Roll out plan
• Centre of Excellence: • Role allocation & Definition of
competency requirements
• Master template management
• Roles definition
• Interface with Remy-IS and GIS
• Help Desk functionality
• Knowledge sharing and capability building
![Page 115: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/115.jpg)
115
A revolution in Tender, Bid and Contract Management Systems
Roll out plan
• Hubs: • Role allocation & competency
requirements
• Hub template management
• Roles allocation at project level
• Interface with Remy-IS / COE
• Help Desk requirements
![Page 116: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/116.jpg)
A revolution in Tender, Bid and Contract Management Systems
116
Possible issues
![Page 117: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/117.jpg)
117
A revolution in Tender, Bid and Contract Management Systems
Internet
• iSpec Attachments
• ISP limits file size for uploading
• Request IPS to increase file size limit
![Page 118: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/118.jpg)
118
A revolution in Tender, Bid and Contract Management Systems
LAN
• Slow performance
• 90% LAN bottleneck not internet
• Separate LAN segment with high QOS
![Page 119: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/119.jpg)
119
A revolution in Tender, Bid and Contract Management Systems
Vendor issues
• Validation - must submit all requested data• Lazy - will do work if they get
contract
• Want an opportunity to negotiate after bid opening
• Draw back• You can’t evaluate properly
without sufficient data
• Fix• Condition of doing business
• Long term benefit
• Decide which data is important for evaluation purposes
![Page 120: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/120.jpg)
120
A revolution in Tender, Bid and Contract Management Systems
Internal resistance
• Resistance to change
• Training
• New system - takes time
• Have to change habits
• Requires discipline initially
• Soon realize benefits of improved productivity and transparency
![Page 121: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/121.jpg)
121
A revolution in Tender, Bid and Contract Management Systems
Over-customization
• Enthusiastic users want everything up front
• Won’t work if we don’t have XX
• Customization/re-working is expensive and causes delays and errors
• Try before you customize - see what you REALLY need
![Page 122: Eskom iSpec presentation and workshop](https://reader030.fdocuments.in/reader030/viewer/2022012910/56813697550346895d9e279f/html5/thumbnails/122.jpg)
122
A revolution in Tender, Bid and Contract Management Systems
Integrate/interface with ERP
• Do all divisions/business units have the same back-end?
• Is your back-end mature and fully rolled out?
• How will customizations affect integration?
• Get immediate benefit, customize when sure, then integrate (quicker return, lower cost, less frustration)