E4H Implementation Overview August 2019

Agenda E4H System Implementation E4H Supplier Onboarding Next Steps Approach Plan Stages E4H Supplier Onboarding Supplier Journey Next Steps Appendix

Implementation Approach Joint approach between NHS Shared Business Services Client Onboarding Team and the Client organisation. To minimise disruption the best approach is to - Migrate the catalogues in the background over a short period of time and use Transparent Punchout functionality to link E4H to Oracle. This means that the initial transition is invisible to end users and allows Procurement Teams to familiarise themselves with E4H Once catalogues are migrated across, E4H can be rolled out to the end users, who will access the system via direct punchout.

Implementation Plan Kick off meeting Supplier Onboarding WK1 WK2 WK3 WK4 WK5 WK6 WK7 WK8 WK10 WK12 Kick off meeting Supplier Onboarding Base Config Build Buyers Build Inventory Interface tested Training (Buyers) E4H System Activated (Access for Buyers) Catalogue Cutover to E4H Transparent Punchout Go Live Requisitioner Training Direct Punchout Go Live E4H Go Live Support

Project Stages Initiation Catalogue Enrichment End User Roll Out Stabilisation

Supplier Prioritisation Initiation Supplier Prioritisation Account and User Configuration Catalogue Management Training

Catalogue Enrichment Catalogue Migration Catalogue Cutover Review existing catalogues Catalogue management Catalogue Cutover Finalise catalogues Complete catalogue load Catalogue Go Live

Requisitioner Training End User Rollout Direct Punchout Go Live Assessment Requisitioner Training

Project Summary Report Project Closure Report Stabilisation BMC to SMC conversion Project Summary Report BAU Transfer Project Closure Report

E4H Supplier On-boarding

Supplier On-boarding Approach NHS Shared Business Services Supplier Onboarding, Catalogue Management and Telesales teams Obtain supplier list from Trust Run analysis against supplier master database Existing E4H status (Paid local, Paid national, Registered, Not Registered)) PO/ Invoice Order value/volume Identify strategic suppliers Work with trust to identify their priority suppliers Allocate supplier engagement: Supplier Engagement Managers Strategic suppliers – Local, National, New Strategic suppliers – upsell new functionality, new trust, case study Telesales/CatMan team Low PO suppliers – support upload of catalogue and price list Marketing support

Supplier On Boarding Journey Register and upload catalogues Identify and Map Engage Connect and agree price list Support Transact Supplier E4H Team Trust

Bringing a supplier onto E4H WK1 WK2 WK3 WK4 WK5 WK6 WK7 WK8 WK10 WK12 Obtain full supplier list Obtain trust prioritisation list Map supplier to master database Allocate supplier to SEM/Telesales Telephone supplier Deliver webinars Process subscription Upload full product catalogue Support supplier catalogue upload Upload trust specific price file Approve trust specific price file Ongoing account management Introduction and upselling of new functionality/modules

What do we need from you? Information required PO Volume (last 13months) PO and Non PO Spend (last 13months) Existing list of suppliers with contracts and/or frameworks Contact details of suppliers Supplier contract details

Appendix

Implementation Approach SBS will Organisation will Provide a migration plan detailing activities, timelines and key deliverables required across all parties Ensure that the appropriate resources are made available within a timely manner to deliver it’s obligations within the migration plan Build and configure the organisations Account on the E4H system (Organisation and User Profiles) based on current finance and 3rd party systems. Ensure that NHS SBS are provided access to, data and information from any required IT systems, hardware and software to deliver their obligations within the plan Provide details of Supplier Maintained Catalogue contents that, at the time of supplier on-boarding is already available in E4H. SBS will not make any amendments / changes to these catalogues, it is the responsibility of the client to agree relevant content with the 3rd party supplier Identify Supplier Maintained catalogues available within E4H - connect, review and approve content with suppliers in a timely manner. In addition use all reasonable endeavours to ensure your suppliers create catalogues within E4H for your use. Train clients in how to use the Buyer Managed Catalogue functionality until the Suppliers register on E4H. Upload Buyer Maintained catalogue content, as per existing data, as an interim solution with content to be moved to Supplier Maintained content as it is made available by suppliers Provide details of a Supplier Onboarding Strategy/Plan that will require tailoring to the Organisation in scope. Review, cleanse and approve all existing catalogue content in a timely manner prior to E4H system upload and review and approve all data once loaded into E4H by SBS Provide a training plan, to including classroom and Webinar sessions for both clients and suppliers Provide adequate facilities (venue, IT equipment) for the delivery of system training and ensure attendance of relevant staff

Go-Live Approach SBS will Organisation will With the assistance from the organisation, complete an on-boarding process with 3rd party suppliers to assist with the availability of Supplier Maintained Catalogues. Amend supplier contracts to include a clause requiring 3rd party suppliers to upload their goods and services to the E4H system for purchasing by the organisation. Be responsible for monitoring and fixing existing interfaces between the E4H and NHS SBS Finance Systems. (Any other interfaces into/extracts from the E4H system required by the organisation may incur additional charges.) Be responsible for maintaining static data (such as, users, user profiles and Buyer Maintained Catalogues) Provide metrics and reporting to both clients and suppliers. Be responsible for reviewing and approving all changes and pricing proposed by suppliers to any Supplier Maintained Catalogues. Move Buyer Maintained Catalogues to Supplier Maintained Catalogues in a timely manner as catalogue content is made available on E4H.

Client Resource Requirements (estimated) Client Effort (est) (hrs) Supplier Tasks 250 Catalogue Tasks* 320 Project Tasks 60 Total 630 90 days * NHS SBS have a service offering to complete this task

Client Effort (estimates)