Buy-side Portals - Procurement Administration Portal

Procurement Administration Portal

For an explanation of the complete buy-side procurement events sequence - the steps to be followed to process a procurement transaction - please refer to the Workflow Overview page (a detailed description of the cross-enterprise processing cycle as it applies to the aggregated procurement ecosystem is provided in the How it Works section; please refer to the About the Aggregated Procurement Management Platform section for an explanation of the application structure and its supporting UI constructs).

The Procurement Administration Portal provides a single workbench with consoles and workflows that allow the Procurement Administrator to manage the buying organization's Master Procurement List (MPL). It provides a set of tools that allow the administrator to include new catalog items that are presented for MPL-inclusion consideration by the Procurement Aggregator Agency, to deactivate items currently listed, to add descriptive information to listed items, to assign appropriate categories and classification codes to selected items, and to maintain the control data that is used for ordering purposes (e.g., order intervals and order multiples).

The Procurement Aggregator Agency may offer ('push') new items for the buying organization's consideration from time-to-time. These are items which the agency believes could be of interest to the buying organization, given its profile and procurement history. How pusghed. Notification. Open and check, and can then be either declined or annexed.

are Re prop templates.

A summary of the portal's core application functionality and arrangement is as follows:

1. Procurement Master List Workbench

• • • Procurement Categories - presents the digital instance set of active (not yet archived), Purchase Order instances that are currently in various stages of progression, including new orders that need to be reviewed for approval; the workbook provides the ability to access and update the order detail (items ordered) and to review the processing history (audit trial) of the order instance; it provides a number of tools and utilities for managing the procurement processing cycle, including:

      • Creating new Purchase Order instances (i.e., the ability to 'manually' create POs);

      • Editing an existing Purchase Order instance (editing is only allowed if the PO has not yet been approved and sent to the Procurement Aggregator Agency);

      • Reviewing and approving new Purchase Orders (created via the Buyer Portal as well as manually created POs);

      • Sending a digital copy of an approved Purchase Order instance to the Procurement Aggregator Agency;

      • Deleting an existing Purchase Order instance;

      • Creating a snapshot of the Purchase Order data set for reporting purposes;

    • Master Procurement Lists - presents the digital instance set of Purchase Orders for which 'delivery in progress' notifications have been received from the Procurement Aggregator Agency; the workbook also provides the ability to review the order detail (items ordered) and processing history (audit trial) of the order instance; it also provides the ability to create snapshots of the Deliveries in Progress data set for reporting purposes;

    • Suppliers (including Aggregator Agencies) - presents the digital instance set of Purchase Orders that have been delivered by the supplier; the workbook also provides the ability to review the delivery detail (items ordered and delivered) and processing history (audit trial) of the order/delivery instance; it also provides a number of tools and utilities for processing the delivery data, including:

      • Creating a Goods Received record (i.e., producing a GRN), with the actual quantities delivered (including non/short-delivery of ordered items and returns);

      • Sending a digital copy of the GRN instance to the Procurement Aggregator Agency;

      • Creating a snapshot of the GRN data set for reporting purposes;

Partner Catalog "Controlled Catalog"

Used by buyer org to produce POs (it presents the MPL related to a particular aggregator)

Catalog Manager

Used by Aggregator to 'push' items to Buyer organizations

Catalog Content Manager

Used by Aggregator to select items from Supplier for inclusion in list of items that are available to be 'pushed' to buyer organizations

Partner Offerings Selecter

Used by buyer organization to include proposed items offered by Aggregator (via Catalog Manager) in MPL

2. Workflow Consoles

• • • Messages Console - presents a list of messages and notifications that have been sent to the User Group(s) of which the signed-in user is a member;

    • Responsibilities Console - presents a list of tasks that have been assigned to the signed-in user; the list also includes 'open' tasks (tasks that have not yet been annexed/accepted by a user of the designated group to which the task has been forwarded);

    • Approvals Console - presents approval requests that have been submitted to the signed-in user;

    • Object Exchange Console - presents object instances that have been received from external parties for possible annexation;

The Master Procurement List is maintained by the Procurement Administrator using the functionality provided by the Procurement Administration Portal (please refer to the Procurement Administration Portal section for more information).