wednesday may 4, 2016 - ispec · ¥ procurement ¥ project management ... workflow control 15...
TRANSCRIPT
iSpec
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Wednesday May 4, 2016
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iSpec Presentation
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Large CAPEX Projects
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• Complexity. • Decisions made, technical problems solved, financing requirements assessed, supplier
capacities evaluated, legal issues addressed. • Not even the smallest detail can be overlooked.
• Multiple stakeholders. • Aligning the many functional stakeholders typically involved in large capex projects is a
major task. Finance, procurement, legal and engineering all consider different issues.
• Interfaces. • The combination of functional and international stakeholders and different segments
and procurement packages requires well-managed interfaces. Good communication/collaboration is essential.
• Disconnect. • The integration of Project management, Technology and Procurement functions into an
integrated unit can improve performance by achieving better control, project cost reduction and the opportunity to achieve performance leadership through technology. (Shell white paper).
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Disconnect
• There is a disconnect between • Technology experts
• Procurement
• Project management
• Finance
• Other stakeholders
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Project management
ProcurementTechnology/expertise
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The Result• Project information is scattered
on computers and in documents throughout multiple organisations and systems
• Missing/outdated documents
• No Accountability
• Difficult to audit
• No control/authorisation
• No transparency
• High risk
• Many disputes
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Intangible Risk
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“Intangible risk always occurs, but is ignored by the
organisation as they lack the ability to identify it.
It directly reduces the productivity of knowledge workers, decreases cost
effectiveness, profitability, service, quality, reputation, brand value, and earnings
quality.”
• Knowledge risk (poor access to information/skills)
• Relationship risk (poor collaboration)
• Process-engagement risk (poor procedural compliance and no transparency)
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Intangible Risk
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Impact/Probability
Insignificant Minor Moderate Major Catastrophic
Almost Certain Missing/lost emails, meeting notes, variation orders
Ambiguous specs leading to cost increases
Likely Insufficient design detail before awarding
Old/incorrect specifications/contract docs
Missing contract documentation
Possible Delays - due to design changes
Vendor capability
Unlikely Vendor financial stability
Rare
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QA, delivery tracking, inspections, variation
orders.
iSpec Master Library Specs, schedules,
agreements
Tender management, evaluation, compliance
Integration• iSpec facilitates binding
these functions into an integrated unit thereby • improving performance
by achieving
• better control,
• project cost reduction and
• performance leadership through technology
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Project management
ProcurementTechnology/expertise
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Filling the Gaps
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Tech Spec Management
Planning systems
Evaluation
MRP
Inventory Management
Quality Management
Invoice processing
Goods receivingApproval
Purchase order
PaymentRequisition
Internal business
requirementReporting
Contract implemented
Contract draft and review
NegotiationSourcing RFx
External info gathering
Transactional Processing
Strategic Sourcing
Trials & Supplier
Accreditation iSpec
Typical ERP /eTendering
systemItem based procurement -
SKUs
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iSpec - the intuitive solution• Web based solution
• Requires only a browser
• Fewer support issues
• Global access
• Role-based access
• Full security
• Manages integrated process
• Master library
• Tender creation/publication
• Vendor response
• Evaluation and negotiation
• Contract management
• Quality Assurance
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iSpec• Only 1 set of data - the right one
• Global role-based access
• Concurrent editing
• Version control (audit trail)
• Complete contextual audit trail
• All email collaborations
• All negotiations
• All vendor responses
• All clarifications
• Contract amendments
• Approvals
• By whom, when, from where
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Technical/Engineering • Specifications• QA• Project management• Technical evaluations
Management/Other stakeholders • Approvals• Overview• Programme mgt• KPI•Risk Management
Procurement/legal • Agreement• Terms and conditions• Health and safety• Financials• Vendor KPI• Approvals• Commercial evaluations
Vendors • Bid submissions• Clarifications• Change requests• Delivery tracking
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Workflow control
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Enforce procedural compliance
• Each RFx has: • Own workflow • Own approvals • Own project team
• This ensures: • Procedural compliance • No incomplete tenders can be
published • No incomplete bids
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Create a Template
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Master library• Add template • Add documents that form part of
master set
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Project Sourcing• Feasibility studies
• Budget Approval
• Tender preparation
• Controlled editing permissions
• Templates or new documents
• Approvals for publication
• Financial
• Content (engineering)
• Publication (procurement/legal)
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Full/tailored service • Data entry • Tender preparation • Evaluation setup • Help-desk support • Consulting
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User Login
• Login takes user to Dashboard/My Workspace
• Lists all outstanding/overdue tasks
• Gets daily email with similar summary
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Workflow control
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Tender preparation
• General documents/attachments
• “Live” documents • Only certain items are editable
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Audit trail
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Revisions• All changes recorded:
• By whom • When • Compare • Roll back
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Pre-defined vendor response requirements
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Response requirements
• What are requirements? • Delivery dates • How will responses be
scored • What response is expected?
• Delivery dates • Prices • Product data • Responses to questions • Compliance (yes/no)
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Vendor Response• No data mining
• Instant comparison reports
• Pricing
• Compliance
• Data/technical responses
• Complex/simple evaluations
• Commercial/Technical/Business
• Weighted average score
• Team reports/combined reports
• Moderated evaluations
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Full/tailored service • Evaluations • Negotiations • Contract awarding • Help-desk support
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Contract Management• QA:
• Track issues
• Acceptance testing
• Punch lists
• Contract amendments
• Variation orders
• Pricing/delivery adjustments
• Delivery tracking
• Vendor performance
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Full/tailored service • Contract / Project Management • Quality assurance (inspections) • Help-desk support
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Current Chaos
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TenderDocuments
BidDocuments
BidDocuments
BidDocuments
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Evaluation & Negotiation
BidBid Bid
Contract
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Delivery@
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Project team
Suppliers
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Organised iSpec
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1_______1.1___
2_________________3_______
3.1 Aircon3.2_____
4_______________________
Correspondence_______________________
Bid response_______________________
Negotiations_______________________
Final contract_______________________
Attachments_______________________
Correspondence_______________________
Bid response_______________________
Negotiations_______________________
Final contract_______________________
Attachments_______________________
Correspondence_______________________
Bid response_______________________
Negotiations_______________________
Final contract_______________________
Attachments_______________________
Project team
Supplier 1 Supplier 2 Supplier 3
Suppliers
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Continuous Improvement
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Specification/design
Tender
Negotiate/award
Delivery
Monitoring & Analysis
Operate
Procurement phaseOperational life
FeedbackNew technology
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Vendors already using iSpec
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• ZPMC
• Kalmar
• Liebherr
• Cargotec
• Capacity
• Carrier
• Hyster
• Linde
• Noell
• Terberg
• Bromma
• ABB
• Bardella
• Barloworld
• Buiscar
• Caterpillar
• CVS Ferrari
• Doosan Heavy
• Earls Spreaders
• Fantuzzi Reggiane
• FELS Cranes
• Gaussin
• Elgin Sweepers
• Gottwald
• Houcan Cargo
• Kone
• Paceco Espana
• RAM Spreaders
• Siemens
• Stinis
• Sumitomo
• Taylors
• Toyota
• Hundreds more..
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Benefits & Savings
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• No need to increase headcount or distract your resources from their normal work
• Benefit from our global expertise and vendor relationships
• Instant global access to all documents correspondence/negotiations/clarifications in iSpec
• Fully transparent/audit-able paperless system
• Real-time reports at your fingertips
• Pick-lists for appropriate specifications to best match your requirements
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Benefits & Savings• Efficiency improvement 70%
• Lead time reduction
• Reduced project costs 3-8%
• Reduced project management costs
• Improved control and transparency
• Improved management reporting capability
• Improved procedural compliance
• Improved risk management
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