prepared by sra international, inc. confidential april 7-8 2009 web-based supply chain management...
TRANSCRIPT
Prepared by SRA International, Inc. • Confidential
April 7-8 2009
Web-Based Supply Chain Management
IFAC Conference – Commodity Vendors
2 • Prepared by SRA International, Inc. • Confidential
Agenda• Overview
– WBSCM Vision – WBSCM Release 1 Program Timeline
• How This Benefits You
• Commodity Vendor Functionality ** – Master Data– Portal Navigation– Commodity Bidding– Purchase Orders – Inspection Lot– ASN– Invoicing – Reporting
• WBSCM Summary
** simulations will follow to showcase functionality
3 • Prepared by SRA International, Inc. • Confidential
WBSCM Vision
FSAFSAUSAIDUSAID
FNSFNSAMSAMS
FASFAS
WBSCM will provide new capabilities and functionality to support doing business with USDA!
4 • Prepared by SRA International, Inc. • Confidential
Search andSelection
• Business Requirements Definition
• RFIs, RFPs• Product
Evaluations & Selection
0Strategy
&Selection
0Strategy
&Selection
Requirements, Contract
• Scoping• Team Setup• Project Kick-
off• Planning &
Budgeting
1ProjectKick Off
1ProjectKick Off
Detail Design Specifications
(Blueprint)
• Process Design• Configuration Design• RICEFW Functional
Design• Data Mgmt Plan• Training &
Communication Plan• Technology Design• Planning &
Budgeting
2Design
2Design
Step by step process
Leads to strong structure
• Configuring• RICEFW Technical
Spec• Building:
• Processes• Training• Programs• Technology
• Testing• Go-live Planning• Communicating
3Build /Test
3Build /Test
Final Walk Through
• Acceptance Testing• Training• Planning &
Budgeting• Communicating• Production Cutover!
4Deploy
4Deploy
Moving in!!
• Go-live!• Monitoring• Final Revisions• Support
5Go Live
5Go Live
A Home Building Analogy
WBSCM Release 1 Program TimelineWe are hereWe are hereWe are hereWe are here
2009
5 • Prepared by SRA International, Inc. • Confidential
How This Benefits YouOverall Benefits• Easier and faster to do business with USDA• Lower administrative costs• Paperless, non-duplicative processes• Easier, transparent registering, bidding, contracting, shipping, and payment processes
Commodity Vendors • Online submission of invoices, Quality Certificates, and Proof of Delivery• Online submission of ASNs (Applicable for Commodity only)• Automation of Bulk Procurement• Easier access to all bid invitations• Simplified submission of bid responses• Visibility of submitted Bids• Electronic notification of purchase awards• Real time status of invoice payments• Online reporting & information access capabilities
6 • Prepared by SRA International, Inc. • Confidential
Commodity Vendor Functionality
•Master Data•Portal Navigation•Commodity Bidding•Purchase Orders • Inspection Results•ASN – Advanced Shipping Notification• Invoicing•Reporting
7 • Prepared by SRA International, Inc. • Confidential
Master Data Definition• Current Definition
– Commodity
COMMODITY : 682066
COMM GROUP: 68 OILCOMM TYPE : 20 OIL, VEGETABLEPACK SIZE : 66 PLASTIC BOTTLE 6/4 L
• WBSCM Definition– Material Number
MATERIAL: 102420
DESCRIPTION: OIL, VEGETABLE BOTTLE, PLSTC-6/4 L
=
Other Examples
F102418 OIL, VEGETABLE PAIL-20 L-F
F102419 OIL, VEGETABLE CAN-6/4 L-F
Key Changes
•Commodity identifiers will be converted to SAP Material numbers •Freight Materials will be defined for Freight Bidding and Booking documents.
– Freight FREIGHT : Not used in current system
– Material Number - Freight
MATERIAL: F102420DESCRIPTION:OIL, VEGETABLE BOTTLE, PLSTC-6/4 L-F
=
Other Examples
102418 OIL, VEGETABLE PAIL-20 L
102419 OIL, VEGETABLE CAN-6/4 L
8 • Prepared by SRA International, Inc. • Confidential
Vendor Master Data Definition
• WBSCM Vendor Definition– Business Partner
o Definition: Organization (firm, branch office), person or a group of persons or organizations in which USDA/USAID has a business interest. This includes the roles:
– Central Vendor – Based on the DUNS Number• Interface to CCR and ORCA
– Plant Vendor– Shipping Points– Contact Person Information
– Vendor Qualificationso Request for New Plants and Shipping Points will be managed on-line.
– USDA will review the qualifications and send notification to application for acceptance and rejections
– Locationso Definition: These types of Business Partners will be used to support the
selection of load points in the Price conditions for Commodity Bidding. Based on the evaluation results, the applicable locations will be defined on the Purchase order awards.
– Load ports– Intermodal Bridge– Intermodal Plant– Terminals/Berths
Key Changes
•Vendors will be converted to SAP Business Partners•Request for New plants and Shipping points will be managed on-line.
9 • Prepared by SRA International, Inc. • Confidential
Vendor Self-Service Portal View
Key Changes
•WBSCM Portal requires Level 1 e-Authentication
Key Functionality
•Manage Organization•Bid Management•Vendor Self-Service•Reporting
Simulation Portal Navigation
10 • Prepared by SRA International, Inc. • Confidential
Master Data: Manage Organization
• Manage Organization– This function provides the ability for the vendor to request
plant and shipping point definitions to be setup in WBSCM on-line.
– USDA will review the request and determine if it will be approved/rejected.
11 • Prepared by SRA International, Inc. • Confidential
Commodity Bid Management Overview
• Bid Management Functionality– Enter Bid Response
o 1 Bid submitted per vendor planto Copy from Preferences
– Can maintain multiple preferences (Ex: Plant Specific preferences)
o Copy Bid functionality from same Solicitationo New AGAR Numbering for Solicitations
– Current numbering - Bid Invitation 019– WBSCM Numbering – AG-INTP-09-S-0032– Where
• AG – Agriculture• INTP- Office Code for International Process Commodity • INTB – International Bulk Commodity• 09 – Fiscal Year• S – Bid Invitation/Solicitation• XXXX – Sequence Number
– Manage Vendor Constraintso Vendor Constraints can be applied to a specific plant/commodity or
across multiple plants that have submitted responses to the same invitation
12 • Prepared by SRA International, Inc. • Confidential
Commodity Bid Invitation Preferences
Commodity Preference Bid Invitation will be
published for the Commodity Vendors to
define their default pricing conditions
13 • Prepared by SRA International, Inc. • Confidential
Commodity Bidding
Simulation Commodity Bidding
Key Changes
• Easier access to all Bid Invitations•All USDA Bid Invitations will be available•Vendor can setup multiple preferences and copy from preferences or other submitted bids/offersKey Functionality
•Visibility for Submitted Bids
14 • Prepared by SRA International, Inc. • Confidential
Commodity Purchase Orders
Simulation Purchase Order
Key Changes
•Paperless, non-duplicative processesKey Functionality
•Purchase Orders will be available on the Vendor Self-Service•Email notification (PDF Output) will be sent to the Contact Person information when the PO is approved
15 • Prepared by SRA International, Inc. • Confidential
Commodity Specifications and Grading Factors
• Characteristics will be defined based on the Commodity Requirements Document. Inspection results will be based on the Grading Results from FGIS or Certificate of Analysis (COA).
• Quality discounts will be calculated based on the actual results. – Characteristic defined for Vegetable Oil with discounts:
o Excess COLOR RED (LOVIBOND) Ranges Discount per CWT (Per 100
lb)– 2.1 – 2.2 $.05– 2.3 – 2.4 $.10– 2.4 – 2.6 $.15
o Excess Peroxide– 1.1 – 1.3 $.35– 1.4 – 1.5 $.50
o Excess Free Fatty Acid– .06 - .07 $.10– .08 - .09 $.20– .10 - .11 $.30
• Discount Calculation– Inspection Lot quantity : 100 MT– Quality Results:
o Color Red: 2.5 – discount applied for $.15/CWTo Peroxide: 1.0 – No Discount appliedo Fatty Acid: .05 - No Discount applied
– Calculated Discount: o 100 MT * 2204.6 lb/MT * $.15/CWT = $330.69 Discounted from Invoice
16 • Prepared by SRA International, Inc. • Confidential
Certificate/ Inspection Results Processing
• Certificate/ Inspection Results will be required to validate the specifications required by product and also determine if discounts may need to be applied
– Commodity Specifications will be included in USDA Commodity Requirements Documents or Grading Specifications.
Key Changes
•On-line submission of Quality Certificate results to support Invoice Matching process
Key Functionality
•Actual certificate results will be recorded against material specific characteristics and determine if quality discounts will be applied to the Invoice•Upload functionality available for FGIS Certificates
Simulation Certificate Results
17 • Prepared by SRA International, Inc. • Confidential
Inspection Lots
Key Changes
•To streamline invoice verification, online entry of results will need to be performedKey Functionality
• QM data analysis• Discounts calculated at time of entry
Simulation Purchase Order
DiscountResults
Key Changes
•To streamline invoice verification, online entry of results will need to be performed•Option available to load FGIS Certificates
Key Functionality
• QM data analysis• Discounts calculated at time of entry
18 • Prepared by SRA International, Inc. • Confidential
Advanced Shipping Notification (ASNs)• Advanced Shipping Notification is a follow-on document
from the Purchase Order
Key Changes
• Advanced Shipping Notifications will be required from the vendors when the product has been shipped from their plant or shipping point location
Key Functionality
• ASN’s can be entered one at a time or use the upload Excel functionality to process multiple ASN’s
Simulation ASN
19 • Prepared by SRA International, Inc. • Confidential
Commodity Invoice Matching Overview
Purchase Order
Quantity
Goods ReceiptQuantity
Certificate ResultsQuantity
Invoice Quantity= = =
4 Way Invoice Matching criteria
Recipient Agency -performs
Goods Receipt
Vendor – enters
Certificate results
includes
•Certificate of Analysis (COA)
•FGIS Certificates
Vendor enters Invoice includes
•Proof of Delivery
USDA – awards
Purchase order
Key Functionality
•Automated invoice matching, approval, release, of payments for commodity, freight, storage, and other services
20 • Prepared by SRA International, Inc. • Confidential20 • Prepared by SRA International, Inc. • Confidential
Invoicing
Simulation Invoicing
Key Changes
•Automated invoice matching, approval of payments for commodity, freight, storage and other services
Key Functionality
•Real time status of invoice payments
Selecting this inspection lot results in a discount of .95$
Net Value will be adjusted by the Total
Discount/Premiums applied
21 • Prepared by SRA International, Inc. • Confidential
Vendor Reporting Overview
• Reporting– Specific reports will be made available to the Vendors to
report on their different types of documentso Contractso Purchase orderso ASN – Advanced Shipping Notificationo Certification/ Inspection Resultso Invoiceso Vendor Business Partner information
22 • Prepared by SRA International, Inc. • Confidential
WBSCM Summary
•Key Changes:– Vendor Self-Service functionality– Contract award notification – Online invoice status review– Advanced Shipping Notification– Quality Management functionality– Online reporting & information access capabilities
WBSCM provides new capabilities and WBSCM provides new capabilities and functionality to makes it easier to do functionality to makes it easier to do
business with USDAbusiness with USDA
WBSCM provides new capabilities and WBSCM provides new capabilities and functionality to makes it easier to do functionality to makes it easier to do
business with USDAbusiness with USDA
23 • Prepared by SRA International, Inc. • Confidential
Next Steps
• Vendor Testing & Trainingo Vendor testing to begin in the Summer 2009o Training materials will be available in the Fall 2009
• Deployment Activities – WBSCM User Administration
o Confirm Corporate Admin Contacts o E-Authentication Registration
– Data Validation o Business Partner relationshipso Contracts and Purchase orders
• WBSCM Go-live Dec 2009
For more information visit us online at www.usda.gov
Interested in participating or have questions? Contact us at [email protected]