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Supplier Registration Catalog Development For Suppliers and Buyers

Supplier Registration Catalog Development For Suppliers and Buyers. Supplier Registration Catalog Development For Suppliers and Buyers. Supplier Registration. System Overview Account Registration/Maintenance Commodity Code Selection. Supplier Registration. System Overview

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Supplier Registration Catalog Development For Suppliers and Buyers

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  1. Supplier Registration Catalog Development For Suppliers and Buyers

  2. Supplier Registration Catalog Development For Suppliers and Buyers

  3. Supplier Registration • System Overview • Account Registration/Maintenance • Commodity Code Selection

  4. Supplier Registration • System Overview • Account Registration/Maintenance • Commodity Code Selection

  5. You know what procurement in Virginia looks like . . . • State Government • 171 Agencies/Institutions • Delegated, decentralized purchasing • Central oversight & State contracts • Variety of systems, including 44 ERPs • $4 Billion/year for goods & services • Local Government • 350+ cities, counties & towns • Public schools, airports, districts, authorities and commissions • Decentralized purchasing • Use State contracts • Variety of systems • $5 Billion/year for goods & services • Suppliers • 20-25,000 for State government • Mix of local suppliers only vs statewide suppliers • 20% get 80% of the orders (approx. 6,000 suppliers) • Larger suppliers have their own order processing system

  6. You know the solution . . . Bringing the Commonwealth and the Supplier Community Together

  7. You know eVA is the portal for doing business with Virginia

  8. You know the eVA process . . . Order Transmitted U.S. Mail FAX Order e-mailed Purchase Approved Order Filled by Business Buyer finds product or service Product or Service Delivered Goods or Service Received

  9. You know eVA has . . . Invoices Payment Agency Business More Accurate Orders + Faster Payment

  10. You know eVA is an award winner! March 2001 eVA Launched as Nation's First eProcurement Web Site July 2002 eVA named one of the nation’s "Best in Breed" technology projects for 2002 September 2002 eVA won prestigious Gold Award For Innovation In Technology at the 2002 annual Commonwealth of Virginia Information Technology Symposium (COVITS) June 2003 eVA received eGov Magazine’s Government Services Administration 2003 Trailblazer Award June 2003 eVA won State Government Innovator Award By Massachusetts Institute Of Technology and Accenture to honor best practices in existing services delivered via the Internet. Recipients were selected from nearly 200 nominations from across the United States The Massachusetts Institute of Technology July 2003 eVA received National Association of State Procurement Officials’ (NASPO) 2003 Cronin Gold Award for Innovations in IT September 2003 eVA received 2003 cost effectiveness award from the National Electronic Commerce Coordinating Council The Massachusetts Institute of Technology

  11. Did you know thru November 2003 ? • 15,480 suppliers have registered with eVA • 7,200 suppliers are SWAMs • 805 catalogs can be searched in eVA • 4 Million products or services • $1.18 Billion in purchases went through eVA • 181,000 transactions went through eVA • 171 Virginia agencies use eVA to do business • 342 localities are using eVA

  12. Did you also note this? • 15,480 suppliers have registered with eVA • 7,200 suppliers are SWAMs • 805 catalogs can be searched in eVA!!!!! • 4 Million products or services available • $1.18 Billion in purchases went through eVA • 181,000 transactions went through eVA • 171 Virginia agencies use eVA to do business • 342 localities are using eVA

  13. Supplier Registration • System Overview • Account Registration/Maintenance • Commodity Code Selection

  14. Supplier Registration • System Overview • Account Registration/Maintenance • Commodity Code Selection

  15. Account MaintenanceInsures eVA success! • Are your email addresses current? • Are FAX and phone numbers correct? • Do commodity codes need to be changed?

  16. WEBSITE PREVIEW

  17. Log in to maintain your account

  18. Supplier Registration • System Overview • Account Registration/Maintenance • Commodity Code Selection

  19. Supplier Registration • System Overview • Account Registration/Maintenance • Commodity Code Selection

  20. Easy Commodity Code look up tool -- Click here

  21. Solicitations for Bid Commodity Codes: THE KEY Quick Quotes

  22. Go here to search for Commodity Codes

  23. Pick one-word key words

  24. Enter one commodity code or a description Select “Search”

  25. Click any boxes that apply Click “Select”

  26. Click “Continue” to add or delete more commodity codes

  27. On-line Search Demonstration • Personnel Software (PeopleSoft) • Office Supplies (memo pads) • Equipment (office furniture) • Services (consulting)

  28. Supplier Registration Catalog Development For Suppliers and Buyers

  29. Supplier Registration Catalog Development For Suppliers and Buyers

  30. CatalogManagement, Creation & Use

  31. What’s acatalog? • Understand the importance of an eVA catalog. • What are the catalog requirements/criteria? • How do you create a successful catalog? • What does the buyer see? • As a buyer how do I successfully search? Objective

  32. eVA catalog types -- CIF & Punchout WhatIs A Catalog? CIF Catalog (Catalog Interchange Format): lists products/services and their attributes created in eVA Punchout Catalog: a live web-based catalog that a supplier hosts on their site

  33. Key Terms • Contract Catalog – catalogs that contain only items on state contract • Non-Contract Catalog – catalogs that contain items not on state contract • Uploading a Catalog – transferring a catalog file from your computer to the Internet (Ariba) • Publishing a Catalog – authorizing a catalog to be viewed by Buyers • Ariba - the backbone software behind eVA where your orders are routed and where catalogs are loaded

  34. Why are Catalogs Important? • Give visibility within the eVA system – over 15,000 registered vendors – ~ 800 catalogs • Establish a ‘Storefront’ • Allow a supplier to better control the information received from an eVA PO • Minimize order entry for the buyer

  35. What Are The Catalog Requirements? • Basic Requirements • Register on-line with eVA! • Register on-line with Ariba • Sign a Trading Partner Agreement • Convert a product list into a CIF • format or complete punchout • development

  36. Catalog Types • Private vs. Public • ContractCIF catalogs - only contract • Items may be listed. • Non-contract CIF catalogs • Agency specific catalogs – specific • pricing for selected agencies. • Punchout catalogs

  37. Creating A Catalog – What’s Needed? Catalog Creator Tool instruction guide Catalog Creator Tool Non-Contract/Contract Catalog Spec Sheet Unit Of Measure Classification of Hazardous Material Service Area Zones UNSPC Code Search Uploading & Publishing Your Catalog Punch-out Specifications

  38. Create a Successful Catalog with Catalog Creator Tool 3.0 Helps you create eVA CIF catalog Excel file that runs on a Visual Basic Workbook has two worksheets: Instruction sheet + Item sheet File contains macros so you will get a warning message that states: “Macros may contain viruses….” click on the Enable Macros button

  39. Naming Your Catalog Catalog name should remain the same even when performing updateseVA Specific Contract CatalogsNaming convention for CIF file is suppliername_contract#_eVAcatalog.cifExample: acme_12345_eVAcatalog.cifNon-Contract CatalogsNaming convention for CIF file is suppliername_eVAcatalog.cifExample: acme_eVAcatalog.cif

  40. Where can I find the tools? • On the Web! • Go to www.eva.state.va.us • click the green Vendors button • Contact the catalog team by emailing • eva-catalog-manager@dgs.state.va.us

  41. What does the buyer see?

  42. What does the buyer see?

  43. eMall

  44. Catalog View

  45. The Advanced search allows a buyer to search on additional catalog criteria

  46. Catalog Item View

  47. Catalog Searching Techniques • To quickly find items use . . . • Contract number for contract items • Supplier part number • or manufacturer part number • for price comparison-shopping • More than one field in advanced search

  48. LessonsLearned • Catalog KeywordSearch • looks for data in 3 fields: • Supplier Part ID • Item Description • Parametric Data • Use plain English in the item description • Separatelineitemsfor each size and color

  49. LessonsLearned • Use format provided for parametric data • Expired catalogs are not viewable to buyers • DUNS # in the catalog must match the • Catalog DUNS # specified when registered

  50. Questions & Answers

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