Supplier RegistrationSupplier Registration

Catalog DevelopmentCatalog Development

For Suppliers and BuyersFor Suppliers and Buyers

Supplier RegistrationSupplier Registration

Catalog DevelopmentCatalog Development

For Suppliers and BuyersFor Suppliers and Buyers

Supplier RegistrationSupplier Registration

• System OverviewSystem Overview• Account Registration/Maintenance Account Registration/Maintenance • Commodity Code SelectionCommodity Code Selection

Supplier RegistrationSupplier Registration

• System OverviewSystem Overview• Account Registration/Maintenance Account Registration/Maintenance • Commodity Code SelectionCommodity Code Selection

State Government• 171 Agencies/Institutions

• Delegated, decentralized purchasing

• Central oversight & State contracts

• Variety of systems, including 44 ERPs

• $4 Billion/year for goods & services

Local Government• 350+ cities, counties & towns

• Public schools, airports, districts, authorities and commissions

• Decentralized purchasing

• Use State contracts

• Variety of systems

• $5 Billion/year for goods & services

You know what You know what procurement in Virginia procurement in Virginia looks like . . .looks like . . .

Suppliers • 20-25,000 for State government

• Mix of local suppliers only vs statewide suppliers

• 20% get 80% of the orders (approx. 6,000 suppliers)

• Larger suppliers have their own order processing system

You know the solution . . You know the solution . . ..

Bringing the Commonwealth and the Supplier Community Together

You know eVA is the portal You know eVA is the portal for doing business with for doing business with VirginiaVirginia

You know the eVA process . . You know the eVA process . . ..

Buyer finds Buyer finds product or serviceproduct or service

Purchase Purchase ApprovedApproved

Order Order TransmittedTransmitted FAXFAX

U.S. MailU.S. Mail

Order Filled by Order Filled by Business Business

Product or ServiceProduct or ServiceDeliveredDelivered

Goods or Goods or Service Service

ReceivedReceived

Order Order e-mailede-mailed

More Accurate Orders + Faster More Accurate Orders + Faster PaymentPayment

Invoices

PaymentBusiness

You know eVA has . . .You know eVA has . . .

AgencyAgency

The Massachusetts Institute of Technology

eVA Launched as Nation's First eProcurement Web SiteMarch2001

eVA named one of the nation’s "Best in Breed" technology projects for 2002

July2002

eVA won prestigious Gold Award For Innovation In Technology at the 2002 annual Commonwealth of Virginia Information Technology Symposium (COVITS)

September 2002

eVA received eGov Magazine’s Government Services Administration 2003 Trailblazer Award

June 2003

eVA received National Association of State Procurement Officials’ (NASPO) 2003 Cronin Gold Award for Innovations in IT

July 2003

eVA won State Government Innovator Award By Massachusetts Institute Of Technology and Accenture to honor best practices in existing services delivered via the Internet. Recipients were selected from nearly 200 nominations from across the United States

June 2003

The Massachusetts Institute of Technology

eVA received 2003 cost effectiveness award from the National Electronic Commerce Coordinating Council

September 2003

You know eVA is an award You know eVA is an award winner!winner!

15,480 suppliers have registered with eVA 7,200 suppliers are SWAMs 805 catalogs can be searched in eVA 4 Million products or services $1.18 Billion in purchases went through eVA 181,000 transactions went through eVA 171 Virginia agencies use eVA to do business 342 localities are using eVA

thru November 2003 ?Did you know

15,480 suppliers have registered with eVA 7,200 suppliers are SWAMs 805 catalogs can be searched in eVA!!!!! 4 Million products or services available $1.18 Billion in purchases went through eVA 181,000 transactions went through eVA 171 Virginia agencies use eVA to do business 342 localities are using eVA

Did you also note this?

Supplier RegistrationSupplier Registration

• System OverviewSystem Overview• Account Registration/Maintenance Account Registration/Maintenance • Commodity Code SelectionCommodity Code Selection

Supplier RegistrationSupplier Registration

• System OverviewSystem Overview• Account Registration/MaintenanceAccount Registration/Maintenance • Commodity Code SelectionCommodity Code Selection

Account MaintenanceInsures eVA success!

• Are your email addresses current?• Are FAX and phone numbers correct?• Do commodity codes need to be changed?

WEBSITE PREVIEW

Log in to maintain your account

Supplier RegistrationSupplier Registration

• System OverviewSystem Overview• Account Registration/MaintenanceAccount Registration/Maintenance • Commodity Code SelectionCommodity Code Selection

Supplier RegistrationSupplier Registration

• System OverviewSystem Overview• Account Registration/Maintenance Account Registration/Maintenance • Commodity Code SelectionCommodity Code Selection

Easy Commodity Code look up tool -- Click here

Quick Quotes

Solicitations for Bid

Commodity Codes:THE KEYTHE KEY

Go here to search for Commodity Codes

Pick one-word key words

Select “Search”

Enter one commodity code or a description

Click “Select”

Click any boxes that apply

Click “Continue” to add or delete more commodity codes

On-line Search DemonstrationOn-line Search Demonstration

• Personnel Software (PeopleSoft)Personnel Software (PeopleSoft)• Office Supplies (memo pads)Office Supplies (memo pads)• Equipment (office furniture)Equipment (office furniture)• Services (consulting)Services (consulting)

Supplier RegistrationSupplier Registration

Catalog DevelopmentCatalog Development

For Suppliers and BuyersFor Suppliers and Buyers

Supplier RegistrationSupplier Registration

Catalog DevelopmentCatalog Development

For Suppliers and BuyersFor Suppliers and Buyers

CatalogCatalog Management, Management, Creation & UseCreation & Use

•What’s a catalog?

•Understand the importance of an eVA catalog.

•What are the catalog requirements/criteria?

•How do you create a successful catalog?

•What does the buyer see?

•As a buyer how do I successfully search?

ObjectiveObjective

WhatWhat Is A Catalog?Is A Catalog?

CIF Catalog (Catalog Interchange Format): lists products/services and their attributes created in eVA

eVA catalog types -- CIF & Punchout

Punchout Catalog: a live web-based catalog that a supplier hosts on their site

Key TermsKey Terms• Contract Catalog – catalogs that contain only items on state contract

• Non-Contract Catalog – catalogs that contain items not on state contract

• Ariba - the backbone software behind eVA where your orders are routed and where catalogs are loaded

• Uploading a Catalog – transferring a catalog file from your computer to the Internet (Ariba)

• Publishing a Catalog – authorizing a catalog to be viewed by Buyers

Why are Catalogs Important?Why are Catalogs Important?

• Give visibility within the eVA system – over 15,000 registered vendors – ~ 800 catalogs

• Establish a ‘Storefront’

• Allow a supplier to better control the information received from an eVA PO

• Minimize order entry for the buyer

What Are The Catalog What Are The Catalog Requirements?Requirements?

Basic Requirements

• Register on-line with eVA! • Register on-line with Ariba• Sign a Trading Partner Agreement• Convert a product list into a CIF format or complete punchout development

Catalog TypesCatalog Types

• Private vs. Public• Contract CIF catalogs - only contract Items may be listed.• Non-contract CIF catalogs• Agency specific catalogs – specific pricing for selected agencies.• Punchout catalogs

Catalog Creator Tool

Creating A Catalog – What’s Needed?Creating A Catalog – What’s Needed?

Non-Contract/Contract Catalog Spec Sheet

Service Area Zones

Uploading & Publishing Your Catalog

Unit Of Measure

UNSPC Code Search

Classification of Hazardous Material

Catalog Creator Tool instruction guide

Punch-out Specifications

Create a Successful Create a Successful Catalog with Catalog with Catalog Catalog

Creator Tool 3.0Creator Tool 3.0 Helps you create eVA CIF catalogExcel file that runs on a Visual Basic

Workbook has two worksheets: Instruction sheet + Item sheet

File contains macros so you will get a warning message that states: “Macros may contain viruses….” click on the Enable Macros button

Catalog name should remain the same even when performing updates

eVA Specific Contract CatalogsNaming convention for CIF file is suppliername_contract#_eVAcatalog.cif Example: acme_12345_eVAcatalog.cif

Non-Contract CatalogsNaming convention for CIF file is suppliername_eVAcatalog.cifExample: acme_eVAcatalog.cif

Naming Your CatalogNaming Your Catalog

Where can I find the Where can I find the tools?tools?

• On the Web!

• Go to www.eva.state.va.us click the green Vendors button

• Contact the catalog team by emailing eva-catalog-manager@dgs.state.va.us

What does the buyer see?What does the buyer see?

What does the buyer see?What does the buyer see?

eMalleMall

Catalog ViewCatalog View

The Advanced search allows a buyer to search on additional catalog criteria

Catalog Item ViewCatalog Item View

Catalog Searching TechniquesCatalog Searching Techniques

To quickly find items use . . . • Contract number for contract items

• Supplier part number or manufacturer part number for price comparison-shopping

• More than one field in advanced search

LessonsLessons LearnedLearned• Catalog Keyword Search looks for data in 3 fields:

Supplier Part ID Item Description Parametric Data

• Use plain English in the item description

• Separate line items for each size and color

LessonsLessons LearnedLearned

• Expired catalogs are not viewable to buyers

• Use format provided for parametric data

• DUNS # in the catalog must match the Catalog DUNS # specified when registered

Questions & Answers

http://www.eVA.state.va.us