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PROCUREPACKTM - Overview and list of features

ProcurePackTM is an end to end e-procurement solution covering all aspects of procurement like

Supplier registration, Purchase requisitions management, RFP/Tender management, Reverse

auctions and PO management.

The flowchart below depicts various transactions and event workflow in the proposed solution -

ProcurePackTM Module view for purchase process -

Supplier registration & Onboarding

Purchase Requisition

eRFX (RFP/RFQ/RFI)

e-Auction (Forward &

reverse auction)

Analysis and reporting

PO generation Savings report

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Below are the feature lists for various modules of ProcurePackTM.

1.1. Supplier registration module Web interface for suppliers for self-registration

Approval workflow for empanelment of suppliers

Supplier self service; get current, accurate and complete supplier information filled by

suppliers themselves

Mapping of supplier to categories for auto shortlist at the time of creating events

Powerful supplier search and filtering utility

Supplier can attach all relevant documents with profile

Exhaustive supplier registration form to capture supplier information as per compliance and

legal requirements like incorporation, certifications, statutory registrations, financial

statements, customer references, etc

Ability to bulk import, export supplier data

Mark supplier as ‘active’, ‘suspended’, etc

1.2. RFX (RFP/RFQ/RFI) module Purchase Requisition & status tracking

Wizard based RFX creation

Approval workflow based on type of event

Hard/soft deadline configuration

Facility to mark RFX as private/public/restricted public

Auto populating list of eligible suppliers

Configure fields that should be shown to supplier

Separate section to define scope related clauses with attachments for each clause

Technical evaluation

o Comprehensive questionnaire creation capability; question types like short answer,

long answer, multiple choice - single answer, multiple choice - multiple answer

o Ability to give max marks to each question and weightage to each section

o Specify questions that are mandatory to respond

o Specify questions with which attachment is mandatory

Quotation items

o Configurable for per unit or total quantity

o Configurable for item level or component level

o Configurable Currency, UOM for each item

o Fields for Baseline price, Target price with checkbox for supplier visibility

o Flexibility to pre-define list of misc charges

o Specify items that are mandatory to quote

o Ability to attach document with every question and get attachment with every

quote

o Fields to define lead time and specify if lead time is mandatory

o Functionality to capture supplier remarks for each item

Give marks to every response from suppliers and compute total score for each supplier

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Comparative charts to view quotations from various suppliers side by side

Get supplier’s intent to respond for RFX

Auto-reminders and Notifications

One click download of all attachments

Ability to export output reports into excel/PDF

Create partial forms, save drafts

Create RFX from a template or from any existing RFX

Edit RFX with summary of changes marked

Ability to place ‘request to resubmit’ and approve/reject the request

Ability to place ‘request to view’ and approve/reject the request

Ability to restrict supplier response view till the time deadline is closed (Sealed bid RFP)

Download complete supplier response as individual document

Sample tracking status update

Retract RFX; Close RFX

1.3. Auction module Reverse and forward auction

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

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

Conduct auction at item or component level, rank will always be at item level

Ability to auto extend the auction based on bids placed in limit/cooling period

Ability to define min/max decrement for each item

Add attachments to the auction

Specify terms and conditions of an auction

Instant messaging utility to communicate with supplier during auction

Get suppliers ‘intend to participate’

Create Auction from RFX or from an existing auction; L1 quote becomes baseline price

Instant Notifications, To Do action

Comprehensive auction audit trail

Editing auction and Approval workflow

Live bidding dashboard, Supplier wise live bid view

Graphical representation of price reduction for every item for each supplier

Valid range shown for each item with colour coding

Dual authentication - apart from application login, secure passkey based access to bidding

screen for supplier

Functionality to disqualify a particular supplier during or before auction

Ability to pause, extend an in-progress auction

1.4. Misc features, configurations, reports and settings User dashboards for RFX, Auction, Requisitions and Actions

PO creation and catalogue report

Master data configuration like item, category, department, event type etc

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Ability to import master data for suppliers

User ID and role mapping for roles like buyer, viewer, evaluator, auditor, approver, etc

Supplier and category mapping for empanelment

Workflow approval for Supplier registration, RFX publish and Auction publish

Exception handling for approval workflow (modify/remove approver) and evaluation (apply

re-evaluation)

Some of the reports

o Event summary - monthly, userwise

o Savings - userwise , eventwise savings

o Quotation comparison - per unit/total quantity; Item level/component level

o Questionnaire evaluation summary

o Auction bidding details and graphical representation

o Attachment summary

o Event notification summary

o Supplier information report, etc

Salient features -

Approval workflow – Once events are created/edited, approval workflow can be configured

for multiple levels of approval.

Notifications – For every activity in tool, there are notifications generated in system as well

as sent through emails.

Action items – Based on the roles defined, application will create To-Do for a user which will

be shown on his dashboard. For e.g., if a supplier sends request to resubmit his response,

corresponding buyer will get an action item to approve/reject his request.

Event Dashboards – Dashboards provide a summary view of all events of a user, categorized

based on stage where the event is, like open, retracted, closed, etc for RFX, scheduled, in

progress, closed, etc for auction.

Role based access – Users can be mapped to specific roles based on their responsibilities like

buyer, viewer, approver, evaluator & so on.

Integrated messaging utility – Instant messenger to send communication to the supplier

from within the system without the need to open email. This is useful for sending quick

notifications to supplier before or during the event. Also, all such communication becomes

part of the event audit trail and messages can be sent to buyer/suppliers from within an

event which are shown as notifications as well as sent via email to the recipient. All the

message communication is also tracked in audit trail.

Comprehensive audit trail – All the activities are tracked in an event-wise as well as user-

wise audit trail, which serves the purpose of looking at the entire event happenings in one

go. Auditors and stakeholders can view the entire audit trail in single click enabling them to

keep track of e-procurement activities and ensure audit compliance.

Auto expiry of passwords – Configurable setting to mark auto-expiry of passwords after

certain period.

Intrusion detection mechanism with IP tracing to ensure full security.