Spring 2012

Supplier Relationship Management System presenters guide

Contents 1. Introductory notes 2. Screen by screen features / highlights 3. How SRMS fits with other systems

State of Flux Ltd 2011

Introductory notes
General overview:

System has been in development for about six years Built originally to serve Cable & Wireless requirement after market search found no suitable solution Currently used by a number of large blue-chip companies, including BAT, Rexam PLC, Royal Mail System is hosted in either Dallas, USA, or UK (we use Rackspace for hosting) Our helpdesk is run out of Athens, with our development team based in Auckland, New Zealand Initial set-up can be done in 2-3 weeks, and a typical implementation with up to 5 pilot suppliers takes around
8 weeks (including training and creation of user guides)

Each clients system is a branch of the core version, so data is stored separately
System basics:

User name and password determines level of access eg, from full rights system administrator to
survey taker only

Users are allocated specific suppliers / categories / business units

Workflow approval can be configured to ensure that information updates (some of which may be sensitive in
nature and visible to suppliers) are managed appropriately
2011 State of Flux Ltd

My Homepage

Tabs give access to top-level views (eg, categories, training)

My suppliers shows only those allocated to me. Grey items are those updated since I last logged in

Latest news is a direct RSS feed (eg, Google News), customised by the user

Right side of page shows key information (eg, actions, meetings) that is specific to each user
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Overview page for this (demo) supplier shows categories it operates in and the fact that this page is visible only to internal users

Tabs give access to all other pages on this supplier and show its tier status (which determines the tabs that are visible)

Dashboard panels can be configured by the user (same view for all their suppliers) using drag-and-drop widgets

Quick link adds this page to a panel on users My homepage

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Mission, Vision, Objectives is completed and kept up to date by the supplier

Documents can be uploaded here to give valuable supporting information (as in other areas of the system)

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Financial performance gives high-level data again, can be kept up to date by the supplier

Additional information can be used as desired (eg, to provide RFP-type standard data)

2011 State of Flux Ltd

If the supplier is publicly listed, an automatic share price feed is available here

The Media portal allows the customer to broadcast its latest news, press releases, annual reports and profile information to all suppliers using the system

Corporate videos can be inserted here

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Relationship status shows the overall state of play and is RAG coded. This status should be agreed by both parties

Trading summary shows both high-level spend data and revenue for past three years for situations where the supplier is also a customer Spend data can be uploaded from a procurement system (eg, SAP, Emptoris) via a flat file transfer on a monthly basis

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(2)

History and Supplier strategy provides a useful summary of the past and present relationship between the two organisations

This final section shows the fiveyear plan for the relationship visible to both parties

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The Governance section is split into six pages covering key aspects of this vitally important SRM enabler

This first page allows you to upload a supplier-level governance diagram and description of roles & responsibilities, etc

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(2)

The Category Governance page allows you to insert a category-level diagram and description (this may be the same across all categories or differ between them)

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(3)

The Schedule page shows a list of SRM meetings that have been held with the supplier. This gives a useful view of recent activity to internal and supplier stakeholders

Drilling into a specific meeting shows attendees, apologies, documents, minutes and actions. The latter, along with meeting dates, can be exported to Outlook

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(4)

The Contacts page shows matching pairs across both the customer and supplier at an executive, operational and tactical level. Each party is responsible for keeping their details up to date

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(5)

The Stakeholder Management page is an internal only area that gives information about individuals roles, RACI status and level of influence and engagement in the supplier relationship A stakeholder map can be downloaded into Excel format

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(6)
The final page, Supplier Risks, shows risks associated with this particular supplier. Again, this is an internal only page

Supplier risk status gives an overall summary, updated by the SRM manager

Specific risks can be configured in this area and a RAG status assigned. Feeds from external information providers (eg, D&B) can be included
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This section allows existing performance scorecard data to be entered and is fully configurable

Each scorecard in this case, Quality displays summary data and supporting documents can be uploaded Some organisations ask their suppliers to keep this information up to date

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The first two tabs in this section enable internal and supplier personnel to take part in 360 feedback surveys based on the Trust & Control model

Results from the latest survey are displayed here in graphical form, highlighting any perception gaps between the two organisations Supporting documents (eg, more detailed results), notes, etc, can be added below

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(2)

The second part of this section addresses Risks & Issues in this particular supplier relationship (NB: this is different from supplier risks shown in the Governance section) Specific risks & issues can be logged and tracked in this area, and supporting comments and documents inserted in each case This is a two-way log and should form part of the agenda for regular governance meetings

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The Projects area is divided into four pages covering live projects, contracts, bids in progress and proposed innovations

This opening page provides a summary of current projects (whether joint or not), including details of business unit /level and owner

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(2)

The second tab takes you to the Contracts page, which displays a list of existing contracts with this supplier

This area provides a summary of current contracts and their status. Data can be pulled in from contract management systems via flat file transfer

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(3)

Bid Information provides a view of work that the supplier is currently bidding for, but which it has not yet won

In each case, details of the bid are listed, including expected agreement and start dates and the current status

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(4)

The final tab in this section is Innovations. This addresses the widespread problem of supplier ideas and suggestions being lost in a black hole

A summary of recent improvement and innovation proposals includes ROI/potential benefits and current status

To ensure that suppliers dont use this as simply another sales channel, they have to enter a mini business case for each proposed idea
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The CR page enables corporate responsibility policies (H&S, environmental, etc) to be made visible to suppliers

Specific CR risks and issues can be logged and tracked in this area of the page, and supporting documents and/or external references added

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This section enables Executive Briefs to be generated with just a few clicks. This saves a lot of time and allows ad hoc reports to be produced on the fly. This can be done on a PC or mobile device such as a BlackBerry

Reports can be customised to show either all information related to the supplier or from specific sections only

2011 State of Flux Ltd

Reports are generated in Word using a pre-formatted document

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News allows the user to keep abreast of automated feeds (eg, Google News) relevant to the supplier

Additional topics can easily be added by the user in this panel

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2011 State of Flux Ltd

The Information Centre section enables a variety of documents relating to the supplier relationship to be stored in folders The first tab, Shared folders, is visible to both sides

Internal folders are only visible on the customer side Notes (not shown) can be used by internal users to share freeform comments
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The Business Units page enables bespoke pages to be created for individual operating companies (business lines, geographies, etc)

Configurable panels give local information for each business unit, such as contacts, governance structure, local SRM initiatives and storage folders

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The Dashboards section features configurable, widgetbased graphical views of key information at the supplier level These pages can also be accessed through the Dashboards tab in the navigation bar The latter also houses the Executive dashboards that can compare two suppliers on a range of criteria and show a supplier grading league (NB: for an example of this, click the Executive report 2010 link)
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This example includes 360 feedback, risks, innovations and financial performance

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The final tab, Accreditations, allows supplier compliance against specified standards, policies, etc, to be monitored

Separate panels track the status of external accreditations and internal compliance efforts, and supporting documents and notes can be added to the page as well

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Appendix 1: How SRMS fits with other systems

The Supplier Management System is accessible by both customer and supplier key personnel and complements existing ERP and purchasing applications.

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