Software
Innovative Solutions for Modern Procurement

Modern Procurement

The use of innovative software solutions has completely changed and improved the ways of doing business. By fully digitizing your procurement you can free your professionals from unnecessary administration and speed up procurement processes. Modern procurement focuses on market research and analysis (of suppliers, bids, spend, procurement process etc.), which results in optimizing costs and the procurement processes by achieving the best price/quality ratio while increasing revenue.

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Buyer
Portal

Used by Procurement Professionals


Supplier
Portal

Used by Suppliers to Communicate with Procurement


Internal
Client Portal

Used by Internal Clients to Create Requisitions

Software Modules

Procurement Scenario

Standardized Procurement Processes ensure that every requisition, tender, auction etc. is in accordance with your procurement rules.

Ensure Compliance: Standardized procedures and rules that describe procurement processes in a company are traditionally defined by company’s Procurement Rules and Regulations Policy. However, to make sure that rules are consistently followed someone has to take care of it. With the help of a Procurement Scenario, the Software makes sure that your rules are consistently followed. Ensure that procurement is carried out in accordance with your Policy.

Define Procurement Scenarios: A complete Scenario consists of the following elements:

  • List of procurement activities and sequence of their execution
  • Project roles and person responsible for the execution of a particular activity
  • Required approvals
  • People to be notified at a given time (via e-mail)
  • Conditional process branching, dependent upon the user’s choice
  • Application functionalities not permitted at a particular time (of the process) for a specific user

Customize Scenarios according to your procurement type: Define one or more Procurement Scenarios. For example, for certain procurement types/categories the Scenario can be maximally simplified. On the other hand, in other cases it can be extremely complex.

Procurement Process Optimization: Develop your own Scenarios and gradually optimize your procurement processes.

 

Procurement Project

Procurement Project Support ensures successful completion of every procurement process.

  • Browsing and Quick History Search: Organize your procurement into projects. Quickly find previous projects and use them in further work
  • Everything in One Place: Procurement organized into projects ensures that everything related to a single procurement process is available in one place (documentation, communication, team, RFx-es, e-Auctions, bids, bid analysis, bid awards, reports etc.)
  • Management and Supervision: If you are head of procurement in your company, Ensolva gives you full insight into the current state of your procurement. You can monitor the status of all procurement projects, and manage approvals as needed
  • Compliance with Procedures and Regulations: Manage procurement projects according to the selected Scenario and ensure compliance with internal procedures and rules
  • Transparency: All procurement activities are automatically recorded. Quickly and easily find out everything you want to know about any procurement process. If necessary, print a full Project Summary (or part) and always be prepared for an internal audit
  • Track savings: Track all your savings and dynamically decide if you want to go for a new round of tender or e-Auction

Supplier Management

Get complete and up-to-date insight into your Supplier’s Profile, bidding and communication history, and everything else, all in one place.

Benefits for the Procurement Department:

  • Supplier Profile: Get a complete insight into your Supplier’s Profile, contact persons, supplied products, key documents, etc. Allow doing business with certified suppliers only.
  • Up-to-date Information: Stop manually updating information about your suppliers. Save the time you spend on phone calls and sending e-mails to get this information. If your Suppliers care about a professional business relation, they will not allow inaccurate or incomplete information on their profile.
  • Bidding and Communication History: In one place find all you want to know about past communication with a Supplier and their participation in tenders and e-Auctions.
  • Ratings and Comments: See your Suppliers’ average rating and what individual buyers think about doing business with them.

Benefits for Suppliers:

  • Job Opportunity Transparency: All information about current tenders, e-Auctions and other opportunities is available to Supplier in one place, as well as their past communication with your company .
  • Data Protection: Bids, confidential information and communication between your company and Suppliers is secured and protected from unauthorized access.

Purchase Requisitions

Having a structured Requisition format ensures that requesters and the Procurement department “speak the same language”

Benefits for Requesters:

  • Simple and Customizable Form: Customize the content of the Requisition Form to meet your needs.
  • Pick from a Catalog: Facilitate your buying process by selecting from an internal Catalog of materials.
  • Approvals: Submit the Requisition for Approval or, depending on your role, Approve, Reject or Return for Correction.
  • Insight into the Procurement Process: Monitor the status of your Requisitions and actively participate in the procurement process.
  • Communication: Exchange messages with employees in your hierarchy and with the Procurement Department.

 Advantages for the Procurement Department:

  • Delegation: Assign a Procurement Requisition to a buyer.
  • Procurement Project Creation: Quickly create a procurement project based on the Requisition without having to rewrite the data.
  • Communication: Communicate with your superiors, the requester, your associates and other employees.
  • Automatic Procurement Aggregation: Aggregate procurement of same (or similar) materials from different Requisitions based on system recommendations.

Call for Bids

Defining line item specifications and procurement conditions (e.g. quantity, currency, Incoterms, delivery place and date, payment terms, etc.) is important in every procurement project.

  • Procurement Items and Purchase Terms: Define the general parameters of the bidding process (e.g. start date) and create your own RFQ table: Add procurement line items and define specification for every material (e.g. model, dimensions, quality, packaging, etc.), as well as purchase terms for each line item (e.g. quantity, place of delivery, payment terms, etc.) from a predefined drop-down list or enter your own values. Attach the tender documentation.
  • Catalog Items Selection: Select a catalog item when adding a line item.
  • Public and Private Call for Bids: Select registered suppliers and invite them to a bidding process or post an open Call for Bids on your Supplier Portal and enable participation to suppliers you have not invited.
  • Save Time: Save time by creating a new Call for Bids based on previous procurement projects or by loading items from existing MS Excel tables.
  • Test Multiple Procurement Conditions: Test various combinations of procurement conditions (e.g. different quantities, Incoterms, etc.) for individual purchase items to and select the most beneficial combination.
  • Prerequisite for Data Analysis: Using structured and digitalized Call for Bids is mandatory for later data analysis.

Market Research (Request For Information – RFI)

Good preparation and understanding of the market is the key to success of any procurement project. Create and send a web-based Request for Information (RFI) to multiple (potential) suppliers and quickly find out what you need to know.

  • Web Forms: Facilitate the collection of information from multiple suppliers by creating and sending web-based forms.
  • RFI Questions: Create free entry or drop list questions and split them into logical groups.
  • Possible answers: Define available answers to each question or create free entry questions.
  • Competitors Self-Evaluation: Select questions that are selection criteria and enable suppliers to evaluate themselves.
  • Self-Exclusion of Competitors: Define answers that automatically exclude suppliers from further competition.
  • Number of Points and Weight factors: Determine the weight factor for each question and the number of points awarded for a certain answer.
  • Questions about Line Items: Create a question that is related to any combination of Line Items.

Collection of Bids

Digital collection of bids guarantees efficiency and same conditions for all contestants. During the bidding process nobody can see the bids. However, basic information about each offer is available.

Benefits for the Procurement Department:

  • Bidding Process Monitoring: Find out if suppliers have looked at your RFx and submitted their bids. Act in a timely manner if they did not.
  • Delivery of all Required Information: Bidders are required to fill in the RFQ table (i.e. enter the unit price for Line Items) and attach documents, as stated in the RFx.
  • Integrated Communication: Communicate with bidders in real time.
  • Unlocking the RFx: Unlock an active bidding process and modify it –extend the time, add new competitors, etc. Use of this feature is optional, depending on your company policy.
  • Anonymous Communication: Communicate with suppliers anonymously during the bidding process. The names of the bidders are automatically replaced with aliases.

Benefits for Bidders:

  • Transparency: All tender information, specifications, procurement conditions and documentation is available to bidders in one place.
  • Security and Protection: Bids are stored and protected against unauthorized access.
  • Equal Conditions: Competitors can be assured that everyone has equal treatment.
  • Delivery Reminder: If the bidding process is near completion and some competitors have not yet submitted their bids, the system automatically reminds them that the opportunity will expire soon.
  • Integrated Communication: Competitors can communicate with Procurement in real time.

e-Auctions

The first electronic auction was held in 1995 and today e-Auctions are an essential part of the procurement process. E-Auctions save time and money, ensure transparency, help to make the right decisions and strengthen relationships with suppliers.

Benefits for the Procurement Department:

  • Direct Savings: e-Auctions are the best tool in e-Procurement to achieve direct savings. The average savings range between 3% and 15% (compared to the tender price), but sometimes savings can be even bigger. Limited time and direct competition between bidders contribute to the fact that suppliers tend to lower their prices more than during classic tenders.
  • Importance of Procurement: e-Auctions are traditionally supported by the Company Management because savings directly increase the company’s profit, which indirectly increases the importance of the Procurement Department.
  • Negotiating Tool: Instead of spending hours on negotiations with individual suppliers, complete the negotiation process in less than an hour!
  • Professional Advancement: e-Auctions Software is a nice tool but professional experience and good preparation can make the difference between e-Auction success and failure. This experience can be valuable for your professional advancement and success.

Benefits for Bidders:

  • 100% Transparent: Everything about e-Auctions is 100% transparent, so this tool increases trust between buyer and supplier.
  • Immediately Visible Results: After an auction is completed the results are immediately visible and the winner is the bidder with the lowest price.
  • Gain Competitive Insight: Price information gained directly from your competitors encourages suppliers to improve the quality of their goods and services.

Bid Analysis

Collected bids are stored in a database rather than in files (e.g. MS Excel, e-mails) or printed documents so the process of bid analysis and selection of suppliers is much faster and simpler.

  • Aggregated Bid Data: All collected bids are automatically aggregated and ready for analysis without having to manually merge documents sent by different vendors.
  • Powerful Analytical Interface: The analytical interface is similar to pivot tables. Choose bid elements that will be displayed in rows or columns (e.g., suppliers in columns and line items in rows), create mathematical formulas or filter data.
  • Predefined Views: Choose between six predefined views and discover the way want to view the bids.
  • Automatic Vendor Selection: Click on a button to automatically award the job to bidder(s) who offered: A) the best bid or B) the lowest price for a group of items or C) the lowest price for an individual line item
  • Always at Your Fingertips: A saved analysis is always available and you can easily find it without having to search through your inbox or you Documents folder
  • MS Excel Export: If you want to continue the analysis in MS Excel, you can easily export it to MS Excel format.

Contract Management

Contract Management makes it easier to create, standardize, track the status of and search contracts with your suppliers.

  • Advanced Search: A huge drawback of storing contracts only as documents (e.g. in the PDF format) is the inability to search those contracts based on specific values found in specific contract clauses. Advanced Search gives you the ability to set complex search criteria such as “Show me all contracts that expire by the end of next year and have a value higher than one million euros”. This is not possible if contracts are stored just as documents, e.g. in a Document Management System (DMS).
  • Templates and Contract Generation: Define text-based templates for your most common procurement contracts and save time while preparing new contracts by automatically generating contract text based on selected templates. The Price Section of the contract is also automatically filled with data from awarded bids.
  • Save Signed Contracts: Safely store signed contracts in Ensolva or access an existing secure location directly from Ensolva.
  • Manage Annexes: Record any changes to contract clauses and documents directly through annexes managed in the software.
  • Expiration Notifications: If any of your contracts expire soon, you’ll be notified by the system.

Procurement Analysis

During use of the Software, a large amount of data is generated. This data can be analyzed to make informed business decisions based on the results of the analysis.

  • Indirect Time and Money Savings: Analyze your procurement data by optimizing the procurement process, quantifying savings, improving negotiating position, rationalizing suppliers, rationalizing categories, etc.
  • Answering Your Questions: Find out what you want to know about your procurement, e.g. How many tenders have less than three vendors? Who “Returned for Correction” the greatest number of Requisitions and to whom? What is the average time length of: a) a procurement project? b) all approvals c) offer analysis d) preparing a tender?; Show me the value of purchased goods by people, years, months, categories. How much did we save last year compared to planned prices? How many times a vendor: a) was invited to tender? b) had the lowest price? c) was selected?; How many tenders were performed by a certain procurement specialist? Who achieved the greatest savings?
  • Predefined and Ad-Hoc Analysis: Use over 50 predefined analytical views to give you insight into your procurement or perform ad-hoc analysis.
  • Powerful Analytical Tool: The interface of the analytical tool includes all standard Business Intelligence (BI) features, such as different display types (columns, tables, pie charts), dashboards, formulas, analytic functions, drill-down, filters, etc.
  • Data Cleaning: Automatically locate and resolve duplicates in your data (such as duplicate materials, vendors etc.) to make analysis results as accurate as possible.
  • No IT Support Needed: If you need a new way of looking at the data you can create it yourself without asking for support from your IT department.
  • Fast In-Memory database: Data is stored in a fast in-memory database so that the results of the analysis are almost instantaneous.

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