1. Overcoming SOW procurement challenges thru automation

2. Session Goal
‘Simply to show how automation can greatly improve the process, overcome challenges and improve outcomes related to SOW procurement’

3. Interactive Session Break into groups
Discuss your SOW process challenges
Come up with 1-2 key challenges/group
Share with the group
Come up with 6-8 – put on flip chart
As we go through the session we will ensure we discuss each one

4. The SOW Procurement Process
Change
Orders
Accept
Invoice
Pay
Negotiate
&
Contract
Review
Score
Post to supply base
Scope it out
Project Office – Plan, Data Reporting & Analytics
Important to baseline the process to help identify challenges

5. Scoping challenges Multiple inputs, tools & stakeholders
Complex milestones & deliverables
Budgets and approvals
Project Management
How single system automating can help
Consolidate inputs into one system
Visibility in one system for stakeholders
Project plan embedded in system

6. Requisition Challenges
Multi level & complex approvals
Version Control
Establishing Budgets
Setting scoring & weighting
How single system automating can help
Built in automated approval routing
Visibility in one system for stakeholders
Project tools linked to system
Embed scoring system in requisition

7. Posting to Supplier Challenges
Many suppliers and contacts
Marketplace management
Gig economy?
Sending the right version out
manual approval routing & thresholds
How single system automating can help
Supplier profiles embedded
One living version in system
Automated approvals embedded

8. Proposal related challenges
Manual review of proposals/printing
Maintaining consistent scoring
Pricing visibility
Budgets and approvals
How single system automating can help
Initial automated match & scoring
Bidders can see lowest pricing
Users can score within system
Project tools linked to system
Integration with Freelance markets

9. Contracting challenges
Tracking negotiations & pricing
Managing contract changes/redlines
Onboarding of supplier/workers
HSE, Security, IT, Facility/Workspace etc.
How single system automating can help
Automated negotiations – cost savings
eContracts – system managed
Onboarding notices, training, etc.

10. Acceptance invoicing & payment challenges
Manual acceptance process – audit trail
Paper invoices, errors, labor intensive
Issuing payments costly, labor intensive
How single system automating can help
Acceptance done in system – remote
Closed loop – accurate invoicing
Back office ERP integration

11. Change order challenges
Project Plan management
Building & managing the change order
Approvals required
Contract addendums to manage
How single system automating can help
Links to Project Plan – picks out changes & sends out change order(s)
Manages approval and release process
Updates contract & pricing

12. Project Office – Plan, Data Reporting & Analytics
Data challenges
Project Office – Plan, Data Reporting & Analytics
Spreadsheet based data housing
Data manipulation errors
Analysis paralysis
Laborious reporting work
How single system automating can help
SOW data housed in one system
Canned reporting
Full export capabilities

13. The Value Statement Soft Dollar Savings through
Reduced manual processing
Reduced paper handling
Expedited buy process - work starts faster
Vendor management
Hard Dollar Savings through
Auctions
Online negotiations

14. The Future Gig economy Better upfront collaboration tools
Sourcing freelancers for projects
Uber for SOW
Open markets
Better upfront collaboration tools
Built in project management functionality
Large scale integrators commoditized
Buyers need to push systems providers

15. Closing Did we cover off all process challenges? Questions
Evaluations and Materials
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