Inforum Middle East Contract Management Presentation

Copyright © 2008 Infor. All rights reserved. www.infor.com.

“Managing the 8th Wonder of the World” Using Vendor Contract Management to Manage Suppliers

John Godfrey & Marty Osborn

Presenters

Marty Osborn VP and Partner Advoco, Inc.

John GodfreyGodfrey & Associates

Vice President & Founder Technology practice at Advoco

Former Industry Product Manager for EAM at Datastream/Infor

Over 20 years of software & technical project management experience

Independent Consulting Project Manager

15+ Infor & Oracle implementations for national & global enterprises

Focus: On-time, On-Budget Delivery of Solution, Benefits & Adoption

Copyright © 2008 Infor. All rights reserved. www.infor.com. Slide 2


Agenda

What is it? – Goals of the Program

What’s it about? – Process Overview

What’s it do? – Functionality

Contracts

Live Demonstration

What it enables

Transitioning

Timeline

Slide 3


What is it ? - Goals of the Program

Capture appropriate contract information

Create automation tools for the FM team

Verify budgets and cash availability

Provide Property history

Report unified KPI’s

Best Practice

Slide 4

Types of Contract

1. Fixed Price – Fixed Payment

2. Fixed Price – Adhoc Scope

3. Variable Price

Types of Contract

1. Fixed Price – Fixed Payment

2. Fixed Price – Adhoc Scope

3. Variable Price

Customer needs help & submits Service Request - Automated WO Request created


What is it about ? - Process Overview

APInforEAM

Agent creates SR & Validates PO in EAM

WO Issued to Supplier

Goods or Services Receipted & Service

request satisfied

Invoice Received from Supplier

Matched Order / Invoice / Receipt processed for Payment by Accounts

Payable

Payment to Supplier

Customer Service Request

Agent creates Contract WO & PO in

EAM

Contract Request

Electronic Budget,Cash Check & Approval DoA

Slide 5

CRM


What does it do? - Functionality

Integrated Contract activity tracking

Synchronizes/Updates data exchanged CRM-EAM-CFMS

Contract Management Setup of terms

Manages Work Orders

Provides Delegation of Authority

Auto generation of Contract PPM’s and “Notional PO’s”

Integrates Purchase Orders with Work Orders

Goods & Services Receipting

Invoice Matching

Executive Dashboard and Reporting

Remote Supplier Access

System Audit Trails

Slide 6


Critical Components of Contract Management

Slide 7

Contract Management

Contract Setup

Contract Execution

ContractFinance

• Header• Schedule• Trade Rates• Routes

• WO Generation• WO Status updates• WO Completion

• WO Receipting• Invoicing


Contract Setup

Contract Header

Contract Amount

Slide 8

Supplier

Start/EndDate

Approval


Contract PM Schedule

Contract Trade Rate

Contract PM Schedule

Slide 9

Contract Header


Contract Work Order Generation

Work Order Generation

Slide 10

Generate to Date

Generate


Contract Execution

Slide 11

MEP–Child Work Order



Notional PO Invoice Voucher

Book Vendor Hours - Receipt

Financial Controls

FMControls

Contract Work Order


Contract Execution – FM View




Link to the Parent

Non Financial Statuses

Slide 12

Contract Work Order

No Manually Created PO’s or Invoices

Totally Automated !


What’s that give us? - Enables

Synchronized data exchange CRM-CFMS-EAM • What property has what Service Requests• Property + Entity = Foundation for Accounting

Service Request & Work Order Progress Update • Customer Service Request Data• Enables Customer Service Level KPI’s• Service Levels and Performance Trends

Work Order Management • Control of Works• Enables FM to apply resources

Integrated Contract Activity Tracking • Ensuring consistent Contract coverage• Identify duplication of activities• Track contract work and cost to date• Compare Activity Costs, Frequency etc

Auto Generation of PPM WO and Notifications • Efficiency within FM to manage Preventive Maintenance

Slide 13

Enabling FM to monitor Delivery & check Quality • Drivers for Service Level Agreements and supplier improvement/performance programs • Enabling future KPI’s of Costs by Property, Budget, Natural Account, Asset, Activity



Goods and Service Receipting • Control & Validation of what is paid for• Foundation for Accrual Accounting

Invoice Matching • Control of Payment for Goods and Services provided – “3 Way Match” and Audit of work

Reporting • Control of Works• Enables FM to apply resources• Provides “big picture” and “Drill down”

Executive Dashboard • Visibility of all above• What you measure is what you get• Enabling Comparative costing• Executive participation & User Accountability• Enables linking Strategy & Execution paths• Drill down/ Cascade KPI’s to focus business on common Goals & Objectives

Purchase Orders • Control of Variable Activity Costs• Eradication of Informal “local agreements” & “Renegade Purchases”

Slide 14



Supplier Access

• Efficiency – suppliers providing administrative resources to monitor progress • Supplier Accountability

System Audit Trail • See who did what, Segregation of Duties• Foundation for Sarbanes-Oxley accounting

Delegation of Authority • Approval, Validation and Control of Expenditure

Slide 15


Keys to Success

Executive Owners = Purpose = Leadership

Business Champions

Awareness, Education, Training

Reward & Recognition System

Without Business “Buy-in” & adoption the solution benefits will not be realised.

This requires significant effort & thus commitment is needed in the following areas

Slide 16

Steering Group – Departmental Snr Mgmnt provide clear leadership & commitment – Positively identify with the initiative – Assign owners – Identify KPI’s – Measure & publish Achievements

•

Identify & Assign Subject Matter Experts (10-off) in Accounting – Facilities Mgmnt – Contracts – Procurement to represent & support users, & report on above KPI’s

•

Significant commitment required – Attendance to be mandatory170+ staff to be trained including 153 FM, Identify Superuser (20-off) New processes & Procedures to be introduced & explained - “Day in the Life” scenarios used to explain Roles & Responsibilities

•

Include achievement of KPI’s in Individual Performance Assessment criteria

•

High Level Timeline

Month 1 Month 2 Month 3 Month 4 Month 5

Solution Design• Resolve Gaps• Develop “Day in the Life scenarios• Usability Improvements – Flex SQL development• KPI’s - Reports & Executive Dashboard

Solution Development• Develop KPI’s, Reports & Dashboard• Generate & Deliver UAT• Develop Training scenarios• Transition plan

Go-Live• Go-Live Readiness• Deliver Training • Transition

Post Go-Live• Support• Floor Walking• Project Close• Monitor KPI’s• Lessons Learned

Initiation & Evaluation• Project Charter• Awareness & Education• Identify SME’s & Champions• Create test environment• Install• Generate & Deliver CRP I• Identify Gaps

Slide 17Copyright © 2008 Infor. All rights reserved. www.infor.com.

John GodfreyGlorisys Partner & Program ManagerUAE: +44 (0) 7855530443Mail: [email protected]

Questions

&Answers

Copyright © 2008 Infor. All rights reserved. www.infor.com. Slide 18

Marty Osborn Vice President & Partner ADVOCO Inc, Mail: [email protected]‘Web: www.advocoinc.com

Inforum Middle East Contract Management Presentation

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