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iSpec
© Remy InfoSource 2016
Wednesday May 4, 2016
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iSpec Presentation
This is a shortened version of the iSpec presentation.
iSpec
© Remy InfoSource 2016
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).
Large CAPEX projects are a species on their own. The complexity, wide range of stakeholders and typically long duration creates problems unique to this environment.
iSpec
© Remy InfoSource 2016
Disconnect
• There is a disconnect between • Technology experts
• Procurement
• Project management
• Finance
• Other stakeholders
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Project management
ProcurementTechnology/expertise
There is typically a disconnect between the major functions/departments.Many organisations have a diverse range of applications and tools which combine to deliver the procurement process and project management to final delivery and commissioning, however this complexity often leads to lack of integration. Tracking, auditing and synching information across multiple systems is time consuming and expensive in terms of people and potential project delays no matter how efficient the organisation is.Information gets lost as the project moves from one department/function to the next.
iSpec
© Remy InfoSource 2016
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• Missing/outdated documents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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The main reason we experience all the above-mentioned problems is the fact that this information is typically scattered on computers and in documents and tools throughout the organisation and often even in other organisations.
iSpec
© Remy InfoSource 2016
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)
This intangible risk always occurs, but is ignored as it is not identified. For example, when deficient knowledge is applied to a situation, a knowledge risk materialises. Relationship risk appears when ineffective collaboration occurs. Process-engagement risk may be an issue when ineffective operational procedures are applied. These risks directly reduce the productivity of knowledge workers, decrease cost effectiveness, profitability, service, quality, reputation, brand value, and earnings quality. Intangible risk management allows risk management to create immediate value from the identification and reduction of risks that reduce productivity.
iSpec
© Remy InfoSource 2016
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
Here are some of the intangible risks for technology projects - in this case a Quay Crane purchase
iSpec
© Remy InfoSource 2016
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
iSpec
iSpec integrates the functions of all the various departments and stakeholders into a seamless process thereby reducing not only intangible risk but reducing administrative effort and improving efficiency.
iSpec
© Remy InfoSource 2016
Filling the Gaps
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Tech Spec Management
Planning systems
Evaluation
MRP
Inventory Management
Quality Management
Invoice processing
Goods receiving
Approval
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
Here is a graphic presentation of how iSpec complements typical ERP systemsAlthough many ERP systems have SRM(Supplier Relationship Management) modules, these are not as comprehensive as iSpec and are built for a manufacturing environment. iSpec was built around real-world experience specifically related to CAPEX project specification, sourcing and project management.
iSpec
© Remy InfoSource 2016
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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To appreciate iSpec you have to see it in action and understand the depth of the application. Many e-tendering systems are good, but do not have the depth of information, audit trail and scope of functionality that CAPEX projects require.
iSpec
© Remy InfoSource 2016
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
Ideally, the optimum solution would involve a system that maintains centralised control but yet allows global access to all the project information. Thus no matter how far your project team is scattered geographically, all members should be able to access and work on all documents AT THE SAME TIME FROM ANYWHERE! Wouldn’t that be great. Everyone working on the same document at the same time from different locations and no data loss. There is also one set of data - not multiple copies - this means you are always working on the correct/current version.
iSpec
© Remy InfoSource 2016
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
iSpec is structured to manage the entire workflow of the strategic sourcing project. It also enforces procedural compliance and keeps a fully transparent audit trail of the entire process.
iSpec
© Remy InfoSource 2016
Create a Template
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Master library• Add template • Add documents that form part of
master set
At the core of iSpec is the master library containing all the standard templates for creating tenders. These templates are “owned” by specialists who have to approve changes and have editable clauses which need customisation relevant to the specific project and non-editable clauses which are pre-approved and may never be changed (i.e. health and safety, technical schedules, etc.)
iSpec
© Remy InfoSource 2016
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
When starting a new project, all the documentation/information is included in iSpec using templates from the master library and/or newly created documents.
iSpec
© Remy InfoSource 2016
User Login
• Login takes user to Dashboard/My Workspace
• Lists all outstanding/overdue tasks
• Gets daily email with similar summary
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Each time when a user logs into the system, they are shown a dashboard with overdue and upcoming items requiring attention or a list of outstanding items according to their choice. They also receive an email each morning summarising all tasks that are due for their attention.
iSpec
© Remy InfoSource 2016
Workflow control
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Tender preparation
• General documents/attachments
• “Live” documents • Only certain items are editable
When creating a new tender from the master templates, iSpec guides the user through the documents and clauses requiring customisation and also keeps track of progress thereby shortening the lead times for tender preparation and publication.
iSpec
© Remy InfoSource 2016
Audit trail
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Revisions• All changes recorded:
• By whom • When • Compare • Roll back
The minute we edit a clause, we can see if anyone else has made any changes and we can view and compare those changes, roll back or combine them. This means that even if 2 people - one in New York and one in Hong Kong are both working on the same clause at the same time, we won’t lose any of their changes, both edits will be recorded, and the final approver can decide which to use or combine them. No other system has this capability.
iSpec
© Remy InfoSource 2016
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)
For each heading or for an entire document we can setup what the internal user has to do during preparation and what responses we require from the vendor.
iSpec
© Remy InfoSource 2016
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
As all vendor response data goes straight into a database, evaluation and comparing tenders is a matter of selecting the reports/comparisons you wish to see.
iSpec
© Remy InfoSource 2016
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
After awarding of the contract and inclusion of any negotiated variations, the online documents become your contract which is then managed until final delivery and handover.
iSpec
© Remy InfoSource 2016
Current Chaos
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TenderDocuments
BidDocuments
BidDocuments
BidDocuments
@
@
@
Evaluation & Negotiation
BidBid Bid
Contract
@
@@
@@
@@ @
@
Delivery@
@
@@
@@@
@
@@@
@@
@ @@
@
@@
@
@
Project team
Suppliers
So most projects are managed like this with data scattered in multiple locations in multiple systems making it difficult for all stakeholders to access it and reducing transparency and efficiency
iSpec
© Remy InfoSource 2016
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
iSpec
iSpec organises the entire process and all data neatly and makes it readily accessible to the appropriate stakeholders.
iSpec
© Remy InfoSource 2016
Continuous Improvement
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Specification/design
Tender
Negotiate/award
Delivery
Monitoring & Analysis
Operate
Procurement phaseOperational life
FeedbackNew technology
iSpec also supports the continuous improvement process with feedback mechanisms
iSpec
© Remy InfoSource 2016
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..
As all the major port equipment vendors already use iSpec, there is no training requirement for vendors and they are using a system they know and love.
iSpec
© Remy InfoSource 2016
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
iSpec
© Remy InfoSource 2016
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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