Common categories of spend are being managed through centralised category strategies designed to maximise efficiencies and deliver value for money through the aggregation of volumes and controlled spend.
Our eEnablement strategy supports the sourcing, procurement and management of centralised deals and suppliers. It ensures that all arrangements are easily accessible to customers and that improved reporting and analysis of spend helps effectively monitor and manage compliance.
The strategy includes:
- Website to provide customers and suppliers with a single access point to all our deals and direct links to the eProcurement tools.
- eMarketplace to provide online catalogue access to centrally negotiated arrangements for products and services with fixed pricing and a quick request for quotation (RFQ) service for contracts below the EU threshold of £100,000.
- eSourcing tools to enable the compliant sourcing of requirements over £100,000, including contract and supplier management and further competitions.
- Category specific tools to support centralised strategies.
- Contracts Finder to provide a single point for all new contract opportunities over £10,000.
- Spend analysis tools to ensure visibility of spend by common category and supplier.
- Cognos reporting tools for use by staff to provide further consolidated management information to help manage suppliers.
The strategy has been delivered on schedule with further enhancements to follow. An overview of the eProcurement tools is shown below.
Government eMarketplace has five different modules available depending on the level of functionality each customer needs, for example, it has the capability to integrate with an ERP systems if required. As each module has either a tiered fee structure or annual subscription charge customers will need to sign up for access and full pricing details are available upon request.
- Rapid implementation - once a customer is set up and users are registered, staff can log on and start buying immediately.
- Increased productivity - Government eMarketplace is easy to use so staff will spend less time managing the procurement process.
- No catalogue management required - content for all centralised deals will be managed by Government Procurement.
- Eliminate paper-based ordering - suppliers are already eEnabled and receive their purchase orders electronically.
- Safe and secure ordering - Government eMarketplace is supported by the Cabinet Office and is accredited to HMG Level 2 or IL2.
- No upfront set up charges - modules 1 and 2 are available through a tiered per transaction fee, and modules 3, 4, and 5 are via an annual subscription.
- Focus on strategic procurement - the use of central deals will free up resources so customers can concentrate on strategic procurement, helping them to operate within reduced budgets.
The five modules are:
Module 1: Easy catalogue access portal provides online access to the centrally managed catalogues without system integration costs, time delays or additional IT infrastructure investment. It is an easy to use interface allowing Departments customers to buy what they need online in a safe and secure environment on a “pay per transaction” basis. Catalogue content is provided by suppliers and managed centrally by Government Procurement Service.
Module 2: Dynamic marketplace provides access to pre-registered suppliers enabling buyers to raise request for quotes (RFQs) for low value services (under £100,000) and buy what they need online from registered suppliers, including SMEs, in a safe and secure environment on a “pay per transaction” basis.
Module 3: PunchOut Plus provides access to the centrally managed deals at the click of a button. It is provided through PunchOut* functionality for customers who also manage non-Government Procurement Service related content in their own ERP systems and have no requirement for Government eMarketplace’s transaction capabilities. It also gives access to module 2.
Module 4: Access to centrally approved content provides access to the fully integrated system with eMarketplace access limited to the centralised deals. It is a web-based, fully hosted managed service. This module includes transactional and integration functionality with eInvoicing and access to module 2.
Module 5: Access to the complete eMarketplace can be used with or without the ProcServe Purchase-to-Pay (P2P) solution. It provides complete access to the centralised deals, along with the functionality to add catalogues related to non-centralised deals. It is a web-based, fully hosted managed service that provides a range of functionality to select, manage catalogues and buy all of your goods and services. It also gives access to module 2.
*PunchOut is the term used to describe access to a supplier’s website directly from the buyer’s P2P system without the need to re-enter a user name and password. PunchOut allows a buyer to search for goods and services on a supplier site, add them to a shopping basket and process the order on the buyer’s own system. Double PunchOut gives buyers access to a supplier’s website from the Marketplace and lets you bring back your shopping basket.
Additionally, the Dynamic Marketplace element gives customers registered on Government eMarketplace immediate, cost effective access to pre-registered suppliers so you can raise request for quotes (RFQs) for relatively simple requirements below the OJEU threshold.
This standalone web-based solution provides immediate access to eProcurement without system integration charges, time delays or additional IT infrastructure costs. Please note you need to be registered with Government eMarketplace Module 2 for access to the solution.
All suppliers, not just those on Government Procurement Service frameworks are able to register for the Dynamic Marketplace in order to gain access to off-contract opportunities.
Our eSourcing suite provides extra functionality to support projects, contracts and supplier management, including a further competition tool.
All elements of the eSourcing suite are also available for customers to use under licence.
Our spend analysis tool provides a detailed view of procurement spend across the whole of Government to enable further savings opportunities to be identified. We are working with data leads across Government and the public sector to improve data quality and increase the granularity of reporting.
An agreement is in place with Dun and Bradstreet for the provision of supplier information. We are using DUNS numbers as unique supplier identifiers for managing contracts, spend and supplier relations, simplifying processes and improving effectiveness.
For further information on our eProcurement programme, please contact our customer service desk at info[at]gps.gsi.gov[dot]uk