Supply Chain Management With Supplier Questionnaires

So much to do, so little time

A lot happens all around the world nowadays. Some changes are smaller, some larger but they all might have an effect on the companies’ supply chains. The number of suppliers is often large and the supply chain can be long and complex.

When something exceptional happens, how to ensure the supply chain will continue to deliver normally also tomorrow?

The most urgent confirmation from the key-suppliers is still received probably over the phone. A phone call is a quick way to check the situation and to ensure the continuity with one or just a few suppliers. However it’s not very convenient to contact all the suppliers by calling.

It is also possible to email the questions but even that will not ensure that the answers are gathered in an organized way and in the desired format. The buyer can try to update an Excel file on who has answered but sharing the up-to-date information within the organization takes time and is not very agile.

Did everyone get the message? Who had already answered? Someone was missing most of the answers but which company was that again?

By using Noventia’s eSourcing solution for supplier management, you create your company’s own supplier database. In the database you can find your supplier companies organized by your own sourcing categories and other important classifications. A supplier profile contains the company’s important basic information and the contact details to the relevant contact persons.

With the Supplier Questionnaire tool it is possible to gather any type of data from the supplier companies regarding themselves and their operations.

Supplier questionnaires are commonly used to gather basic information about the companies, ensuring certificates and finding out the supplier’s stability and continuity plans. With the tool it is also possible to find out the assets of any new potential supplier candidates. The Supplier Questionnaire is very easy to build up to meet the needs in each case.

With the Supplier Questionnaire tool it is possible to gather information from 1, 10 or 50 suppliers without extra work. The suppliers submit their answers to you using the cloud-based tool. At all times you can easily see who has already answered and who might need another reminder.

As the tool is used over the Internet, all the members of your sourcing team can have access to the data available. Everyone can login to the tool and see the situation with the suppliers.

The tool supports comprehensive supply chain management. You can still call your key-suppliers but at the same time you are able to manage also their data more easily and with better control.

Using the tool does not require a long implementation project. It is vert easy and fast to get started. Contact Noventia Support – we are happy to tell more!

How eSourcing enhances remote work

How eSourcing enhances remote work

Noventia eSourcing solution is an efficient platform for managing the strategic sourcing tasks. The solution allows working remotely and creates possibilities for great team work. 

Any work tasks run with the eSourcing solution can be performed anytime, anywhere. As long as there is an Internet connection available, the job can be taken care of also remotely. The solution is a joint workspace for the sourcing team allowing all the members to access their current work.

eRFx

  • The RFP/RFQ/RFI material is prepared within the solution and all the team members are able to participate the process from their own workstations. Once the RFx is finalized, the suppliers are invited to login and an submit their proposals. As all the suppliers’ answers are gathered online, also the automatic summaries and comparisons will be available in the solution for the buyer users.

eAuction

  • The suppliers are able to place their best bids in an online price negotiation. Before the live negotiation is launched, the buyer has defined the exact scope and terms for the event. If the situation in the market changes, the suppliers are able to react. The buyer is able to monitor the bidding in real time and can confirm the results after the negotiation has ended.

eContract management

  • The agreement finalized with the chosen supplier can be saved in the supplier’s company profile. The sourcing team has visibility to the supplier’s contract status and background. Automated reminders help in staying up to date with the current contract situation. Clear reporting gives a transparent picture of the full contract archive.

eSupplier questionnaire

  • Any important data can be gathered easily and effectively from the supplier companies. Insurance status, ethical, social and environmental topics and for example information on the company’s business continuity plans are gathered, evaluated and saved in the company profile. All the data is available to the sourcing team for supply chain management purposes.

eSupplier evaluation

  • A supplier company can be evaluated according to a pre-determined supplier evaluation score card. Each stakeholders’ opinion on the supplier’s service level, quality and for example delivery capability, can easily be gathered with the tool. All the evaluation data is in the requested format, always available and can be reported easily.

 

Noventia eSourcing solution is a platform for all of these strategic sourcing activities. The solution gives tools for managing the supplier relationship even when the traditional ways of working are not effective or possible. As the data is available in the sourcing team’s joint online workspace, the work can be completed anywhere.

The solution allows flexible team work. Whenever needed, the tool allows to help colleagues during their possible absence with their sourcing projects and supplier management activities. With the help of efficient eSourcing tools, the strategic sourcing work can be continued, even during this exceptional period of time.

Comparing the quotations

Comparing the quotations – easy or not?

Once the tendering process has reached the point where the participating suppliers have submitted their proposals, it is time for the job that requires a lot of precision and contains a lot of work: the buyer must create a summary of all the quotes for comparison and analysis. All the line items from different suppliers should be compared side by side and at the same time, the buyer must ensure that the suppliers have quoted on the requested products or services.

Simple comparison on unit prices does not really help in comparing the total costs. Also the volumes need to be taken into account in the calculations. And before the final comparison, all the formulas need to be double-checked – important purchasing decisions need to be made based on real facts.

Wouldn’t it be nice if all the quotes could be automatically compared in the requested order after the RFx closing time?

eRFx enables collecting all the quotes as requested and all the line-items in the right order. When the eRFx tool is used for collecting the quotes, the comparison and summaries are automatic. There are ready-made analysis options available – no need to create the calculations manually.

In the price analysis tool there are a lot of features. Analysis enables comparing the coverage of the quote, which shows automatically whether the suppliers can be directly compared or have they placed inadequate quotes. The price deviation highlights the line-items, where there is a great difference in quotes. This enables spotting the pricing errors, such as using wrong currency or quoting on a wrong purchasing unit.

Analysis enables also various comparative perspectives. Comparison can be for example based on the total volume or focusing only on the line-items where most of the spend is allocated.

Quite often also other elements need to be taken into account, such as freight, cost of choosing a new supplier or simply discount percentages on the quoted prices. The analysis tool enables taking all the other elements into account, which ensures that the comparison is based on the total costs.

There are different analysis versions available for different needs: the simplest analysis can be used as a starting point and the more versatile versions offer a lot of data to support the decision-making. 

Noventia’s team is happy to organize a demo on the analysis features. Save time and start today!