1. 1. LotusProcure http://www.lotusprocure.in OSMO IT SOLUTION PVT.
2. 2. Index: Introduction. What is E-Procurement? Tendering E-Tendering Why we Adopt E-Procurement Solution? Advantage of E-Procurement Computer Skills to be need for E-Procurement Solution Personnel Skills & Other Requirements E-Procurement Module: (E-Tendering) Indent Management E-Tendering Contract Management Vendor Management MIS Report OSMO IT SOLUTION PVT.
3. 3. Users , Stage Wise: Contractors Government Department and Private Organization Solution Life Cycle, Users Wise: Contractors Government Department and Private Organization Digital Signature Certificate What is Digital Signature Certificate Type of Digital Signature Certificate & their Uses, Why we Adopt to LotusProcure (E-Procurement)Solution? Contact Us OSMO IT SOLUTION PVT.
4. 4. Introduction: In the running of large organizations, the need for tenders is always present. Such a need usually results in various tenders that are running on different systems. The differences in the tendering systems arise from the fact that the involved suppliers deal with different categories of products. Sorting out the categories becomes a challenge in the process. Many tendering systems also present other challenges. Implementing the conventional tendering process will take a very long time to complete. The process does not acknowledge the expertise of different suppliers. Conflicts and adversarial attitudes are always bound to arise in such processes. Amid the confusion and challenges facing tendering systems, gement solution is the way to go. It makes it easy to manage requisitions, bidding information and tender documents. Lotus Procure is a system that can automate all the tendering activities. One can refer to the system as an e-Tendering System, e- bidding system, e-procurement system or Electronic Tendering System. Automating the entire tendering process that involves procuring services and goods refer to activities starting from purchasing the requisition to when the contract is awarded. The tendering process involves authenticating important information before it is accessed and transferred from one user to another. Users of the system are the buyers and suppliers. Since the system ensures the necessary security measures are in place, the procurement process becomes transparent.OSMO IT SOLUTION PVT.
5. 5. What is E-Procurement? The e-procurement value chain consists of indent management, e- Tendering, e-Auctioning, vendor management, catalogue management, Purchase Order Integration, Order Status, Ship Notice, e-Invoicing, e- Payment, and contract management. Indent management is the workflow involved in the preparation of tenders. This part of the value chain is optional, with individual procuring departments defining their indenting process. In works procurement, administrative approval and technical sanction are obtained in electronic format. In goods procurement, indent generation activity is done online. The end result of the stage is taken as inputs for issuing the NIT OSMO IT SOLUTION PVT.
6. 6. Manual Process: Tendering Tendering A tender is a formal offer which is commonly used when supplying goods or services to the public sector but is also sometimes the process for the private sector. The buyers from an institution can set out the proposals and requirements for work to be done and the supplier has to bid for the tender and meet the criteria required. A tender can be found as an advertisement, in trade journals or by a Tender Notification Service . Long chain of internal authorizations and scrutiny (at times involving several departments) Several visits by Vendors to Departments Generation of reams of paper-based statements and evaluations OSMO IT SOLUTION PVT.
7. 7. Online Tendering E-Tendering E-Tendering is a transparent way to award contracts in Government Sector. Government has adopted the e-Procurement System in many states to obtain the most competitive and suitable Techno- Commercial Offers from the Bidders using online platform. Phase wise, the e-Procurement System shall be implemented in all Departments, Agencies, Boards, Corporations and other Organizations OSMO IT SOLUTION PVT.
8. 8. Why we Adopt E-Procurement Solution? E-procurement advantages are becoming more evident as the wider understanding of its many uses become apparent. The main reason companies have embraced e-procurement is to increase productivity, provide visibility into day-to-day transactions and make it easier for users to get the supplies that they need. Reducing costs Visibility of spend Productivity Controls Security * It has not been an easy road for e-procurement as implementation has its challenges and it has taken time for business managers and procurement departments to fully accept it. OSMO IT SOLUTION PVT. The advantages of e-procurement are slowly being understood:
9. 9. Reducing costs Costs can be reduced by leveraging volume, having structured supplier relationships and by using system improvements to reduce external spend while improving quality and supplier performance. E- procurement eliminates paperwork, rework and errors. Visibility of spend Centralized tracking of transactions enables full reporting on requisitions, items purchased, orders processes and payments made. E-procurement advantages extend to ensuring compliance with existing and established contracts. Productivity Internal customers can obtain the items they want from a catalogue of approved items through an on-line requisition and ordering system. Procurement staff can be released from processing orders and handling low value transactions to concentrate on strategic sourcing and improving supplier relationships. Controls Standardized approval processes and formal workflows ensure that the correct level of authorization is applied to each transaction and that spend is directed to draw off existing contracts. Compliance to policy is improved as users can quickly locate products and OSMO IT SOLUTION PVT.
10. 10. -Audit Trail : The Solution has been so designed that all the activities, transactions and changes in configuration are logged and a log report is made available to the concerned people. Further, a log is also available of activities at the database level thereby ensuring that a robust audit trail is always available of all the activities either at the application level or the database level. For Security The security features incorporated in the application ensures that all activities are logged, no unauthorized person has access to data, all sensitive data is encrypted and system can be restore in a minimal possible time in case of a disaster or system crash. -Audit Trail -Data Encryption - Secure Administrator access - Process Validation -SSL Certificate -Data Encryption: The solution supports 128 bit encryption and all the price bids received against a tender are encrypted at the database level. Further, the login passwords of all the users and the suppliers are also encrypted at the database level.OSMO IT SOLUTION PVT.
11. 11. -Secure Administrator access: To prevent an administrator from misusing his access privileges, the TMS requires two level password verification before allowing an administrator access to the admin module. The first password is provided by the administrator himself and the second password is provided by some designated senior person within the buying organization. The administrator will be authenticated on advanced technologies using biometrics. -SSL Certificate: The solution uses 128 bit SSL Certificate from Verisign for communication between the browser and the web server. This ensures that all the data is encrypted and cannot be hacked/misused by anyone -Unauthorized Access: The entire solution is behind a firewall and intrusion detection system that protects it against unauthorized access and hackers -Process Validation: The Solution has been so architected that a user cannot view the commercial bid of a supplier till the technical evaluation of the tender is complete and the date & time specified for the opening of the commercial bid is due OSMO IT SOLUTION PVT.
12. 12. Advantage of E-Procurement Re Bid submission Location independent Increased opportunities Transparency Online confirmation of tender submission Consistency of process 24X7 Accessibility Elimination of dependency on officials for information Encrypted tenders at the time of submission Digital Signature signing & verification Automatic viewing of all tenders online Past data/ Achieve data for reference All tender related information available online OSMO IT SOLUTION PVT.
13. 13. Personnel Skills & Other Requirements Awareness of the Procurement Process Knowledge of simple Internet applications Basic computer skills Has valid email address Training in e-procurement application Should have a Computer Should have access to internet Should have valid Digital Certificate Enrolled with e procurement application Computer Skills needs for E-Procurement Solution OSMO IT SOLUTION PVT.
14. 14. E-Procurement : (E-Tendering) OSMO IT SOLUTION PVT. Indent Management PRE- TENDERING Contract & Purchase Management POST- TENDERING Tender E- TENDERING Department Contractor Vendor Management MIS REPORT
15. 15. Indent Management The Indent Management option is one of the modules that are available in the system. Its function is to allow users from different departments to create and submit indent requests. The requests are for procuring work and other goods. The module also helps in estimating the cost of works and goods, as well as aggregating the demand for goods. OSMO IT SOLUTION PVT.
16. 16. E-Tendering The system takes into account such things like socio-economic policies involved in various public procurement, corruption practices, grants, the magnitude of procurement outlay and compliance to the regulations set by the government. The modern downward procedure-to- pay activities face many challenges. The available team has the necessary Technology, Process and People who can handle such challenges. As such, the necessary knowledge and expertise to execute the main procurement operations are present. OSMO IT SOLUTION PVT.
17. 17. Contract Management No matter the amount of effort involved in coming to agreements and getting contracts, the documents involved always find their way to the file cabinet. Most business managers are aware of this practice. The practice of manual filing always leads to other costs and risks that an organization faces on a daily basis. While using our system, customers are able to find the solution to authoring contracts and accessing a central repository of files. As such, the customers can generate documents that comply with the administration rules and get timely notifications regarding any changes on the system or the progress of a tender. OSMO IT SOLUTION PVT.
18. 18. Vendor Management OSMO IT SOLUTION PVT.
19. 19. MIS Report There is a MIS group that enables buyers and suppliers to link different products, accounts or transactions to various MIS entities. In turn, one can define a MIS report in different ways that can help link the MIS entities to a particular transaction, account, product or class. The invoice management solution also maintains logs for all the transactions. Such transactions are always linked to the indent processing activities such as creation, approval or rejection. The auditable logs records such OSMO IT SOLUTION PVT.
20. 20. Users , Stage Wise: Contractor Contractor Registration Tender Purchase Bid Submission CPM 1) (W.O. Sign , Contract Sign) 2) Start Work 3) Billing Govt. Department & Private Org. Indent Management Indent Approval Tender Creation Tender Release Tender Amendment(if req.) Tender Closing Tender Opening 1) Envelope A 2) Envelope B 3) Envelope C CPM OSMO IT SOLUTION PVT.
21. 21. Solution Life Cycle, Users Wise: Contractors Government Department and Private Organization OSMO IT SOLUTION PVT.
22. 22. Contractor s OSMO IT SOLUTION PVT. Contractor Registration Tender Purchase Tender Award Bid Submission Contract & Purchase Management, Achieved Milestone ,Tender Billing,
23. 23. Government Department & Private Organization OSMO IT SOLUTION PVT. Department Creation Indent Creation Indent Approval Tender Opening Tender Amendment (if required) Contract & Purchase Management (Create Milestone ,Tender Billing) Department User Creation Tender Creation Tender Release Tender Closing Tender Award
24. 24. Digital Signature Certificate What is Digital Signature Certificate Type of Digital Signature Certificate What is the use of Digital Signature Certificate in Procurement Process: User Wise, Contractors & Department and Private Organization OSMO IT SOLUTION PVT.
25. 25. Digital Signature Certificates (DSC) Digital Signature Certificate serve as an identity of an individual for a certain purpose. Digital Signature Certificate can be presented electronically to prove your identity or your right to access information or services on the Internet. Osmo IT Solution Pvt. Ltd. OSMO IT SOLUTION PVT.
26. 26. Types of DSC Class 2 Digital Signature Certificate ensures convenient and enhanced Security in Filing E Tenders. A digital Signature Certificates authenticates the identity of the person filing the Tender Information. An organization needs to obtain a class 2 Digital signature certificate in the name of the authorized representative to submit the Bids and tender documents online. Class 2 Digital Signature Certificate are issued only to authorized Individuals of the an Organization. Class 3 Digital Signature Certificate ensures convenient and enhanced Security in Filing E Tenders. A digital Signature Certificates authenticates the identity of the person filing the Tender Information. A Class 3 Digital signature Certificate provides highest Level of assurance in the RCAI (Root Certifying Authority of India) hierarchy setup under the Controller of Certifying Authority. An organization needs to obtain a class 3B digital signature certificate in the name of the authorized representative to submit the Bids and tender documents online. . Class 3B Digital Signature Certificate is issued only to authorize Individuals of an Organization. (Indent Approve, Tender Approve, Tender Release, Tender Amendment, Tender Closing, Tender Opening, Tender Cancel, etc.) (Bid Submission, Contract Signing, Work Order Acceptance, etc.) Where it is used - E Tendering: Where it is used - E Tendering: OSMO IT SOLUTION PVT.
27. 27. Why we Adopt LotusProcure (E- Procurement)Solution Extra Features OSMO IT SOLUTION PVT.
28. 28. Contact Us Full support, Osmo IT Solution Pvt. Ltd Our skilled consultants can tailor a solution to suit your business, providing full support at every stage. To find youre next tendering opportunity may also call 0755- 4078644/45/46 to speak to one of our knowledgeable consultants. For Further enquiry /support ,write to us info@lotusProcure.in For more information Please Visit: http://www.lotusProcure.in OSMO IT SOLUTION PVT.
29. 29. Thank You OSMO IT SOLUTION PVT.