eSourcing software

The next generation eSourcing solution

SourceWeb vision

2

To empower businesses to manage their sourcing function in the most efficient way- by widespread adoption of innovative, easy to use, rapidly deployed and cost effective applications

SourceWeb represents a paradigm shift in the way eSourcing software is designed and delivered. This is what differentiates SourceWeb from competition

Challenges in Manual Sourcing

3

High Turnaround time per sourcing event

Lack of Auditability and Traceability

Manual tracking of various RFX versions, addendums, multiple supplier bids, queries and responses

Prolonged evaluation process especially for technical or qualitative assessment

Cumbersome new supplier on-boarding process

Inefficient negotiation and finalization process

Low supplier collaboration in sourcing and procurement activities

How can eSourcing help?

Clear benefits for you…

• Fast cost reduction and high RoI

• Improved efficiency and centralization of information

• Repeatability and audit ability of the sourcing process

…and your suppliers

• Transparency and openness in sourcing

• Instant feedback and closure through an interactive process

• Shortening of sales cycle leading to lower sales cost

Continuous process of new

supplier identification, keeping up to date supplier profile, rating

and monitoring

Efficient, collaborative

and audit governance

friendly approach for

conducting RFX events

E-auction platform to get the best quote

from suppliers in a quick and transparent

manner

Award order, create contract,

Evaluate contract, Access

contract

Supplier Registration RFX Management Reverse Auctions Contract Management

Components of eSourcing solution

Search for suppliers of

various products and services

RFP

Create and publish RFIs, RFPs

and RFQs

Conduct negotiations

online

Select a supplier, conclude contracts

and place order

Save money

These are discrete sourcing processes. One can use any or a combination of these modules

Sourceweb Process Flow

6

SourceWeb – Supplier Registration Portal

A web based supplier registration, on-boarding and self profile updation module

Modules

Supplier Registration enables you to engage existing suppliers and court new suppliers 24X7

8

Always keep finding new suppliers• Always on web interface for new suppliers to register themselves• Have a ready set of suppliers even before you actively start supplier

development • Rewards proactive and ambitious suppliers

Keep control of the supplier empanelment process• Evaluate suppliers with your own supplier evaluation processes and

standards• Empanel suppliers when they meet ‘your’ standards

Supplier enablement• Supplier self-service: Get current, accurate and complete supplier

information filled by suppliers themselves• Map suppliers with categories for auto shortlist at the time of creating

event

No capex, operate on an opex model• No upfront investments in software and hardware due to SaaS

delivery model

SourceWeb Supplier Registration is focused on the right features

9

Easy user interface for suppliers to register• User friendly interface: Easy intuitive web UI, users not

dependent on training• Supplier registration wizard: Step by step guidance for supplier

registration• Custom fields: Define additional customer specific attributes• Powerful search engine: Use keywords to search on various fields

Exhaustive and customizable supplier registration form• Basic and contact details• Financial details• Standard UNSPSC and customized drill down taxonomy of

products and services • Catalogues and customer references• Government and tax registrations• Certifications• Attachments uploads

SourceWeb – eRFX solution

An state of the art tool to make your proposal / tender process highly efficient, collaborative and audit governance friendly

Modules

RFX is a multipurpose module, with wide usage across departments

11

Request for Information

• Requesting expression of interest (EoI) and also information from suppliers

• Understand supplier market dynamics

• Obtain information so that a common RFP document can be invited

Request for Quote

• Invite formal quotes for purchase items

• Sealed bids from suppliers invited and evaluated

• Can use the bids to set up a reverse auction, depending on item type

Request for Proposal

• Invite proposals from suppliers

• Pre-qualify them for bidding round if they meet the technical & commercials requirements

RFI

RFP

RFQ

RFX

Sup

plie

r/ Ven

dor

RFX, simplifying management of your RFPs

12

I

II

Where Hosur

How much 50K

When 9 week

Quote Item 1 $9.5

Quote Item 2 Rs875

Where Sanand

How much 10K

When 6 week

Quote Item 1 $11

Quote Item 2 Rs925

Where Noida

How much 20K

When 3 week

Quote Item 1 $18

Quote Item 2 Rs1100

Where Delhi

How much 35K

When 5 week

Quote Item 1 $21

Quote Item 2 Rs1000

Where Hosur

How much 50K

When 9 week

Quote Item 1 $9.5

Quote Item 2 Rs875

Where Noida

How much 20K

When 3 week

Quote Item 1 $18

Quote Item 2 Rs1100

Where Sanand

How much 10K

When 6 week

Quote Item 1 $11

Quote Item 2 Rs925

Where Delhi

How much 15K

When 1 week

Quote Item 1 $17

Quote Item 2 Rs1200

I II III IV

Where Delhi Sanand Noida Hosur

How much 15K 10K 20K 50K

When 1 week 6 week 3 week 9 week

Quote Item 1 $17 $11 $18 $9.5

Quote Item 2 Rs1200 Rs925 Rs1100 Rs875

Bu

yer/

pu

rchase

r

• Simplifies RFX management for any product/ service

• Manage suppliers, publish RFX, invite bids & evaluate at the click of a mouse

III

IV

SourceWeb RFX focuses on usability and support, and has the right number of features

Usability

• Create partial forms- save drafts

• Step by step wizards to create RFX and create RFX response

• Export forms and responses to excel, word, PDF

• Use existing RFX as templates for re-use

• Batch downloads of attachments

• Industry category master

• Global location maser

• “Unit of measurement” master

• Multiple time-zones support

• Multiple currency support

Features

• Dynamic form creation • RFX accessibility -

private/ open• Deadline - hard/ soft• My Suppliers - buyer’s

supplier network• Edit published RFX• Summary of changes in

tracked mode• Change privacy and

deadline of a published RFX

• Add and delete suppliers from published RFX

• Un-submit supplier responses

• Retract RFX• Reminders to suppliers• Auto/ manual close RFX• Live response status• Live response

tabulations - quotes, questionnaire responses, by supplier, etc.

Support & service

13

• 12x5 support• Onsite support• Remote debugging• Users guides

• SSL enabled website- https://

• Audit trail• Auto expiry of

password• Email

authentication• Strict access

control rights management

• Firewalls• Intrusion detection

systems• IP Block• Antivirus• Disaster recovery• Backup policy

Security

• Guided on-boarding/ self registration

• Search and respond to public RFX

• Notify intention to respond

• Request resubmission of response

• Summary of changes of republished RFX

Buyers Suppliers

Common

• Dashboards• Profiles• System

notifications• Private messaging• List of pending

actions for easy tracking

14

Parameters Manual process Sourceweb RFXEfficiency

Time taken per RFX Time consuming Automated and fast Repeatability Every process starts from scratch Repeatability in a click

Errors Error prone No manual errors Commercial benefit

Cost per RFP Expensive- less RFXs per person Economic- same person can handle more RFXs

Supplier network Few bids, local participation High, global participation Purchase price High Price reduction over time

Organizational effectivenessAudit No audit trail Audit trail created at every action

Record keeping Records seldom kept- no automatic record keeping Automatic record keeping

Data security Always suspect Assured data security Employee on-boarding Lengthy training Quick onboarding due to ease of use

Organization impact Keeps status quo, intelligence housed in employees who may leave

Progressive, intelligence instituted within the organization

Supplier enablement No suppler modernization and enablement E-enablement and process enablement of suppliers

Environment impact Paper intensive Paperless

The benefits of using SourceWeb RFX are easy to see, quick to achieve and measureable

SourceWeb – eAuction bidding platform

An online negotiation platform to get the best quote from suppliers in a quick and transparent manner

Modules

What is Reverse Auction?

16

• Real time competitive event helps reach the correct market price quickly

• Price needs not be the only criteria- weights can be assigned to non-price criteria like switching costs, product quality, service quality, reliability etc.

• Most popular way of conducting negotiations online

• Sellers compete to win the right to supply goods and services

• The price decreases progressively until no more lower bids are received

Sourceweb eAuction - Salient features

Reverse and forward auction

Configure rules like ‘beat own bid’, ‘beat leading bid’

Define view settings like ‘show winning bid’, ‘show winning rank’, ‘show winning bidder’

Conduct auction at lot/item or component level

Ability to auto extend the auction based on bids placed in threshold period

Add attachments to the auction

Live dashboard and graphs

Convert an RFX event into Auction

Instant Notifications, To Do action

Comprehensive audit trail17

• Let us take an illustrative example

• Lets say you need to buy steel plates for your upcoming project

• Steel Plates are required in 3 to 12mm thickness

12mm 10,000 Kg

10mm 10,000 Kg

8mm 5,000 Kg

6mm 5,000 Kg

3mm 5,000 Kg

Reverse Auction- how does it work, an example


Item Qty Min Starting Bid

Winning Bid Winning Bidder

Plate-12mm 10,000 Kg 35.00 35.00 Bidder1





Server Date-Time: 05-Feb 13:00:00

Auction Ends in: 120 Min, 0 Sec









• Bidders can bid on any item any time

• Bidder must place a bid lower than his own last bid for the item











































• A Bid came in last 5 minutes so auction time is extended by another 10 minutes










Auction Ends in: Auction ended

• No more bids and auction end time has passed. Auction ends


• You can save between 5-50% depending upon nature of the Item.

Item Qty Min Starting

Bid

Winning Bid

Winning Bidder

Savings(INR)

Plate-12mm 10,000 Kg 35.00 32.00 Bidder1 30,000





Total savings

77,500

27

Benefits of reverse auction

Save hard cash

• Competitive bidding ensures that price reaches the ‘correct market price’

• Savings between 5-50% are common, depending upon the category

Time is money

• Price negotiation can take months, especially if number of suppliers is large

• With reverse auction, you can discover the right price in as less as 30 minutes

Good suppliersalways like it

• Shortening of sales cycle leading to lower sales cost for suppliers

• Transparency and openness in sourcing- opportunity for non incumbent progressive suppliers

Transparency and audit• Electronic process with

automatic error checking and audit trail

• Trails and reports can be used for audit purposes. Purchase auditors will love you for it

Step by step guide to a SourceWeb Reverse Auction- a collaborative, methodical process

Identify the product/ service/ project to be sourced using reverse auction

Create clear written specifications of the

item

Create an RFQ with the detailed product

specifications and pre-qualification

questionnaire

Float the RFQ to all potential suppliers.

Include as many suppliers as feasible

at this stage

Identify the qualified suppliers based on your parameters. Communicate the

results to all participants

Communicate your intention and

commitment to use reverse auction

negotiation to the eligible suppliers

Send details of the eligible suppliers and

starting quotes to SourceWeb

SourceWeb creates the reverse auction

event in consultation with the buyer

SourceWeb trains the suppliers and the

buyer on the reverse auction module

Suppliers fill a Process Compliance Form,

binding them to the T&C in the RFQ

document and also T&C of the event

SourceWeb communicates

personalized login credentials to all

participants shortly before the event

Actual event. SourceWeb personnel on standby to address any real time issues

Upon completion of auction, detailed

report of auction sent to the buyer on the

same day by SourceWeb

SourceWeb sends thank you note and feedback form to all

participants including the buyer

Buyer communicates the result to both the successful and non-

successful participants

Regular procurement processes- contracts,

POs etc.

28

SourceWeb – Contract management platform

A Contract authoring, approval and evaluation solution to facilitate strong contract governance and compliance

Modules

Effective Contract Management has huge benefits: risk mitigation, efficiency, governance

30

Gain visibility to manage risk and obligations

• Achieve compliance and reporting• Prevent missed deadlines and opportunities, unmet obligations,

unenforced rights and overlooking key automatic renewal dates• Avoid contractual penalties and other associated costs due to poor

governance

Centralize contracts to eliminate inefficiency

• Traditional way of contract management is ‘Contract Mismanagement’• Centralized contracts eliminate

• Missing contracts• Contracts not accessible because the contract owner is on ‘leave’• Multiple copies with no clarity on final, executed copy

Track performance

• Rate suppliers performance on pre defined KPIs• Track milestone achievements with advance notifications

Feature Overview

31

GovernanceProcess driven, highly auditable and always accessible repository, alerts and notifications,

To do action items, drill through dashboards, permission based access, audit trail

Evaluation

Contract KPI definition and performance ratings, milestone achievement status tracking

Approval & filing

Cross functional review, pre approved clauses, discussion history, export PDF, File contractAuthoring

Wizard based, attachments, word editor, template driven, create clones, collaborative

Contract creation Approval KPI

measurementMilestone tracking

Evaluate /Audit

Renew / short-close

Benefits of Sourceweb contract mgmt system

Repeatability, Process driven• Structured approach to finalize terms & conditions of agreement with vendor• Capturing comprehensive scope of work with well defined deliverables, KPIs and

milestones• Quicker contract execution• Collaborative approach across functions to finalize contract

Visibility, Role based access• Ensuring the desired documents are accessible when required, only by people having

requisite permissions• Make contract authoring process completely auditable

Traceability, Ongoing performance tracking• Ongoing tracking and supplier evaluation• Ensure timely renewal of contracts, reminders before expiry

32

Why Sourceweb

33

Easy to use, Focused on

user adaption

Rapidly configurable

Cost Effective

Future Proof - Modular,

Extensible design

Technical & functional expertise

Thank you for your time…

For more details, contact -

34

Manesh [email protected]+91 98997 56997www.sourceweb.in

mailto:[email protected]

http://www.sourceweb.in/

Internet

eSourcing software