From paper to procurement effective catalogue creation and ...

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4 0 | N S W D E P A R T M E N T O F C O M M E R C E C A T A L O G U E I N T E R O P E R A B I L I T Y C A S E S T U DY Background smartbuyTM is NSW Government’s secure online government-to-business e-procurement platform, allowing NSW Government departments and other eligible organisations to browse, select and purchase goods and services online from approved government suppliers. A key objective of smartbuy TM is to promote the economic development of NSW by: • Facilitating growth in the efficient and effective use of electronic commerce. • Providing open and equitable access to Govt procurement markets. A key component of the smartbuyTM e-marketplace is the smartbuyTM catalogue. The smartbuyTM catalogue is one of the most comprehensive government e-marketplace catalogues in Australia, incorporating approximately 85,000 line items and 2,500 suppliers and associated resellers across New South Wales. An extensive and authoritative electronic catalogue is a foundation stone for any viable electronic procurement system. Preparing and maintaining an electronic catalogue has an attendant cost for a supplier. While there are benefits that can offset those costs, the net benefit depends on the volume of business generated compared to the cost of establishing and maintaining an electronic catalogue. Catalogue management costs can quickly exceed the benefit if suppliers are required to prepare and maintain their content in multiple systems. It is thus important to ensure that the content prepared by a supplier for one catalogue can be made available in a controlled manner for use in other catalogues without need for manual manipulation. This can be described as catalogue interoperability. Catalogue interoperability saves suppliers money by eliminating duplicated effort and lowers risk by reducing the cost and errors associated with the manual data modifications. Interoperability between catalogues can be achieved in a number of ways including: • Allowing a user in one system to connect to and browse a catalogue hosted by another system (this is generally referred to as “punch-out”). • Making the data in one catalogue available for electronic upload into another (this is described in this document as “catalogue data interchange”). To demonstrate the viability of the above approaches a number of trials have conducted by the Department of Commerce and various partner organisations. These trials are described in detail in the remainder of this document. Revised arrangements The ability to allow a user to punch-out to an externally hosted catalogue was implemented in smartbuy during the earliest stages of system development. The functionality is based on OCI
(Open Catalogue Interface) standard defined by SAP. Setting up a link from smartbuy to an externally hosted OCI compliant catalogue is straightforward. Details defining access to the externally hosted target system need to be entered into smartbuy through a system administration screen. These details include the: • smartbuy TM buying organisation requiring access to the external catalogue. • External catalogue URL. • smartbuy TM return URL. • Logon and password to the external catalogue. When these details have been entered, a catalogue link referencing the externally hosted catalogue is created in smartbuy. When users select this link they are transferred to the externally hosted catalogue where they can continue to search and browse for products. Items can be selected from the externally hosted catalogue and stored in a list generally referred to as a shopping cart. For the purposes of the punch-out trial, demonstration catalogue punch-out links were created and made available in smartbuy. A user would then be able to log into smartbuyTM , click on the link to access the external site, browse and select items, and then return the external shopping cart to smartbuyTM as a requisition. When the user completes their selections from the external catalogue, a shopping cart containing details of the selected items is returned to the original system as a standard OCI message. The process of creating a requisition and ultimately a purchase order then continues in their local system as if the items had been selected from the local catalogue. For the catalogue interchange trial, catalogue data was exported in a pre-defined format from both host systems - Cyberlynx’s Requisite catalogue and the smartbuy TM catalogue. The exported catalogue items were then exchanged via email and uploaded into the destination catalogue. Users were then able to select the uploaded items onto requisitions from the destination system. Establishing and maintaining the catalogue Punch-out trials The Qvalent catalogue operated by the South Australian Government is an OCI catalogue. In May of 2003 a demonstration catalogue punch-out link was created and made available in smartbuy. Once all the OCI parameters had been correctly entered, a user logged on to smartbuy and selected the demonstration punch-out catalogue link. The user was then connected via OCI punchout to the Qvalent catalogue and was thus able to browse and search that catalogue and select items for inclusion in a shopping cart. At the end of the session the shopping cart was returned to smartbuy TM and the punch-out OCI message was used to automatically create a smartbuy requisition. F R O M P A P E R T O P R O C U R E M E N T – E F F E C T I V E C A T A L O G U E C R E A T I O N A N D M A N A G E M E N T F O R E N G A G I N G B U Y E R S A N D S U P P L I E R S | 41 APPENDIX I
Page 1 and 2: F R O M P A P E R T O P R O C U R E
Page 3 and 4: C O N T E N T S INTRODUCTION 5 ALIG
Page 5 and 6: This guide is designed to help you,
Page 7 and 8: Getting Past the Hype As electronic
Page 9 and 10: W H A T I S A N E L E C T R O N I C
Page 11 and 12: T H E B U S I N E S S P R O B L E M
Page 13 and 14: W H Y S H O U L D C A T A L O G U E
Page 15 and 16: Hosting Solutions There are a numbe
Page 17 and 18: A number of e-procurement scenarios
Page 19 and 20: then able to add these items to a s
Page 21 and 22: Steps and Checklists Let’s assume
Page 23 and 24: Items to Measure As far as the cost
Page 25 and 26: What is cost of maintaining the non
Page 27 and 28: What is cost of interfacing electro
Page 29 and 30: EAN/UCC EAN is well known for setti
Page 31 and 32: S T E P 4 - D E V E L O P I N G YO
Page 33 and 34: External Links External links relat
Page 35 and 36: Supplier Hosted Content You can hos
Page 37 and 38: A P P E N D I X I C A S E S T U D I
Page 39: —Advantages of E-Purchase SA 57
Page 43 and 44: planning the mapping between two sy
Page 45 and 46: Immediate benefits The following in
Page 47 and 48: Benefits Content was loaded into th
Page 49 and 50: Cyberlynx Supplier Hub & Westpac Qv
Page 51 and 52: They could not be made available on
Page 53 and 54: Establishing and Maintaining the Ca
Page 55 and 56: The fact that the buyers are using
Page 57 and 58: Purchase orders Once the requisitio
Page 59 and 60: The Westpac Marketplace provides th
Page 61 and 62: C A S E S T U DY F O R A I S H D A
Page 63 and 64: • The e-catalogue has the capacit
Page 65 and 66: • The catalogue is easily amended
Page 67 and 68: A P P E N D I X I I C L A S S I F I
Page 69 and 70: E C L @ S S Although still evolving
Page 71 and 72: R U S RUS (Requisite Unifying Struc
Page 73 and 74: A P P E N D I X I I I G L O S S A R
Page 75 and 76: Term Definition Punch-Out Punch-out

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