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Management of supplier partnership

Management of supplier partnership. Scope of workshop. Focus and actual processes of Supplier management List of selected manufacturers. Presenter: Mr. David Sojka. Necessary developments on the actual process On-line pre-qualification HSE requirements.

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Management of supplier partnership

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  1. Management of supplier partnership

  2. Scope of workshop Focus and actual processes of Supplier management List of selected manufacturers Presenter: Mr. David Sojka Necessary developments on the actual process On-line pre-qualification HSE requirements Supplier management in SRM 5.0 system 2

  3. Introduction of SHS Supplier Management Shared Services Supplier Management Team 10000 MOL-Group has more than active suppliers! The Supplier Management team’s main objective are to keep the contact with them additionally managing and evaluate their supply ability, MOL Group point of view! The Supplier Management team in MOL Group’s Purchasing department Ágnes Jenei MOL NyRt. Slovnaft TVK Zsolt Bársony Klára Pataki (US P) Piroska Ferkó David Sojka We also cooperate and provide services for: Gas, LUB, ISSC

  4. Procurement – Supplier evaluation Invoicing / Payment Determination of requirements Continuous evaluation Suppliers’ selection - prequalification Procurement Tendering Goods receipt / Service acceptance PO processing

  5. Supplier management processes Maintenance of ERP Suppliers’ database: 3 different ERPs within MOL Group – SAP, Oracle and BPCS Supplier evaluation and classification: • Prequalification process (new supplier) – common process and common prequalification questionnaire • Continuous evaluation (contracted supplier) – common criteria but different methodology and different IT tools • Classification – common grades (A, B, C, D) based on evaluation score Consequential processes: • Rationalization of supplier master database in ERPs – common process • On site audit at supplier – common process • Suppliers Block List – common process and list • List of Selected Manufacturers – in progress to be common process • Create the possibility to meet our suppliers in scope of the yearly Supplier forums • KPIs and Reporting – shall be implemented and developed to common process

  6. Potential partner or supplier’s pre-qualification • When a supplier pre-qualification? • New supplier • 3 years non active supplier • Unblocking supplier • Company data or activity update • Pre-qualification requirements? • Pre-qualification questionnaire • Tax office certification • Custom and finance certification • Signed questionnaire confirmation • Technical documentation (catalogue) • ISO certification, if available • Data input to database - BMR? • Registry court data of company • Contact data of company • Pre-qualified activities • Qualification grade (A, B, C, D) • ISO certification data • Questionnaire uploading

  7. Potential partner or supplier’s pre-qualification (Actual process) YES Notify supplier Supplier management Q>95? NO Q>55? Incoming PQ NO YES Is further assessment needed? Satisfactory YES Onsite audit/ First sample/ Piloting YES NO YES Proposal for New supplier (market research) Send PQ to new supplier NO Purchaser Upload into database Load assessment report Into database Load Assessment report Into database System- BMR Prequalification questionnaire Completed PQ, Prequalification Documents, Certification sheet BLOCK LIST ASSESMENT REPORT Document

  8. Supply performance evaluation When a supplier continuous evaluation • Every closed order – after goods receipt / service acceptance The „edge“ of satisfaction • „C“ satisfactory supplier – corrective actions must be applied • „C“ supplier within two consecutive quarters = „D“ unsatisfied supplier • „D“ unsatisfied supplier – proposal for Blocking Evaluated supplier is quarterly informed about its evaluation by scorecard D Blocked quarterly Less than 50 points Keep in database just in special cases, improvements or be blocked Evaluation Score: 50 - 74 C A/B A: 90 – 100 B: 75 - 89

  9. Evaluation scorecard of supplier’s performance evaluation Price: Customer satisfaction: • Active cooperation • Flexibility • E-procurement • Price • Payment terms • Supplier’s efficiency Evaluated by Requestor (Services) by Purchaser (Material) Evaluated by Purchaser Supply ability: Quality: • Meeting deadlines • Meeting ordered quantity • Packaging • Quality performance • Quality Management System • HSE system Evaluated by Requestor (Services) by Purchaser (Material) by Warehouse Evaluated by Requestor (Services) by Warehouse (Material) by Supplier management

  10. Current cooperation of IT SM tools in MOL Group Pre-qualification questionnaire ORACLE database BMR in MOL Group (Generally used for Pre-qualification at all affiliates) SAP database SEM ->SN Supplier BPCS database Issofice ->TVK Supplier BMR ->MOL Rt, MOL LUB, ISSC, MOL Romania Supplier

  11. Blocking of suppliers Supplier can be blocked: • Based on prequalification questionnaire, if MOL Group requirements not reached • Based on serious findings during the external audit, or not fulfillment of requirements for improvements identified within audit • Based on poor performance of services, breach of ethical behavior or HSE requirements, repeated low quality of product, etc. • Company is in liquidation or bankruptcy process Blocking period of suppliers can be from 1 year to forever in serious cases based on Executive Board decision 11

  12. List of Selected Manufacturers (LSM) • Unified Electric equipment, Instrumentation and Mechanical Equipment (Rotary machines and Stationary equipment) – company standards • LSM implementation to prequalification process Just to be a MANUFACTURER, registered on the List of suppliers and meeting with: • production scope – in comparison with manufacturers from the Lists, • technical and metrological parameters of relevant products – in comparison with manufacturers product from the Lists, • fulfillment of valid legislation requirements and valid standards for relevant products, • fulfillment of relevant product (special) requirements - requirements which manufacturers from List are not able to fulfill, • manufacturers quantity in List from the unification point of view, • manufacturers quantity in List from the competition during selection process point of view. LSM To identify the manufacturers for Electric, Instrumentation and Mechanical machines, equipment and their spare parts. Technical specifications (company standards) for relevant equipment. List of suppliers To identify satisfactory suppliers, their contact and commodity information Worldwide companies and entities Potential suppliers base

  13. Supplier Management Questions and Comments 13

  14. Scope of workshop Focus and actual processes of Supplier management List of selected manufacturers. (Vendor list) Presenter: Mr. David Sojka Necessary developments on the actual process On-line pre-qualification HSE requirements Presenter: Mr. Zsolt Bársony Supplier management in SRM 5.0 system 14

  15. Opportunities of the actual and the on-line systems • BMR system • Advantages: • Controlled supplier registration • Automatic score calculation in the questionnaire • Disadvantages: • Multilanguage problem due to • supplier pre-qualification at activity classification • Uneasily manual registration • Missing automatic up-to-date possibility at • Supplier’s main data (i.e.: attention, name etc.) • Supplier can not check the result of their own • quarterly evaluation • On-Line pre-qualification • Advantages: • - Solved multilanguage problem due to • supplier pre-qualification at activity classification • Automatic registration, and activity classification • Supplier can up-to date the company details • due to an controlled process • Up to dated supplier master database in ERP • systems • - HSE requuirements can be published • Disadvantages: • - Manually controll required due to registraion 15

  16. Proposed developments for the optimization Required developments on GIP portal • Connection between BMR and GIP • Define pre-qualification categories at registration part of the web page • Made this categories changeable by lead-buyers • Possibility to send negative feedback to supplier in case of declined registration • HSE requirement in refinery and it’s plant releated activities will be presented. • Plant shutdown releated activities will be implemented to the pre-qualification questionnaire. • List of Selected manufacturers process Required developments in BMR • Connection between BMR and GIP • Automatic upload possibility of exported file from GIP 16

  17. On-line pre-qualification process Passwrod for SUPPLIER Supplier management Export the accepted questionnaire from GIP Import the CSV file into the BMR system Inform the Lead-buyer YES Is the Database increasement required? Password to supplier Proposal for New supplier (market research) Purchaser NO Request for On-line pre-qualification On line pre-qualification with the same process like to original Supplier The pre-qualification controlled via GIP portal The pre-qualification controlled via GIP portal BMR system data impoprt interface System Positive note to Supplier With the user rights Prequalification questionnaire Exported CSV file Informative note to the Lead-buyer of the Pre-qualification result Negative note to Supplier that the refistration not required Document 17

  18. MOL Internet Supplier management Web page BMR - Registration - Pre qualification possibility - Supplier data query Client BEA File integration server Internet Firewall 2. Firewall 1. Required developments in the actual system Proposal for connection between BMR and GIP Brief logical shame for safe connection

  19. On-line pre qualification test system • Supplier registration: • In case of potential • supplier registration • Supplier is able to get • authorization to pre-qualify • itself on the GIP portal by • e-mail and providing • basic company data

  20. On-line pre qualification test system • - Controll on registration • - Due to the pre-qualification • the relevant partners must • accept the relevant HSE • requirements! • The Suppliers will able to review • It’s pre-qualification and evaluation • Results. • There will be the possibility to • update it’s company master data.

  21. Scope of workshop Focus and actual processes of Supplier management List of selected manufacturers. (Vendor list) Presenter: Mr. David Sojka Necessary developments on the actual process On-line pre-qualification HSE requirements Presenter: Mr. Zsolt Bársony Supplier management in SRM 5.0 system Presenter: Ms. Ágnes Jenei / Mr. Zsolt Bársony 21

  22. The Three Pillars of the ProcurementTransformation 1. Reorganization of Group Procurement (create competent specialists in strategic sourcing, contracting and transactional sourcing in all cost categories) 2. Implementation of an IT solution (Group Spend Management System-GSMS that is capable of synthesizing all necessary purchasing information out of the different ERP solutions is key to really integrated purchasing operations) 3. Professional knowledge, competency and capability building (ensure realization of efficiency improvement potential supported by the new organizational set-up and the proposed IT solution)

  23. NON-HC PROCUREMENT organisation Group Corporate Services Group Procurement Local Coordinators US Procurement Shared Services International Procurement Central-European Procurement GeneralServices General Materials& Communication Services Maintenance Materials & Services Energy Production Materials Engineering & Construction • Public procurement of investment projects • R+D, Upstream Laboratory services procurement, surface services (public) procurement • Small projects (COP) procurement, well-site logistics, oil-gas related services • Field operation related service (public) procurement • Russia procurement • Oman procurement • Pakistan procurement & procurement control • Kazakhstan procurement & & procurement control, Yemen procurement • Biofuels • Refining Catalyst • Petchem Catalysts and Technological materials • Refining Additives • Petchem Additives & Chemicals • Chemicals and water treatment • Packaging & Laboratory Materials • Electricity • Natural Gas • Other utilities • General Material I. "White” • General Material II. "Blue” • General Material III. Corporate Communication materials & services • General Material IV. Marketing Communication materials & services • Logistics • HSE Petchem • HSE Refining & Upstream • Telecomm. Services • IT / Consulting & other services • IT / Software, licences and maintenance • IT / Materials & assets • HR services • Security Services • Facility Management • Financial & Insurance services • Mechanical Services • Technology Operation & Maintenance • Electrical Services • Pipes, fittings, pipe bundles, hoses • Electric materials, protective materials • Compressors & other rotating equipment • Mechanical materials & fittings • Mechanical equipment • Architectural work • EPC / Refining • EPC / Logistics • Retail • Process control & instrumentation • Basic design & licence • Technological work • Gas business

  24. System-Independent Holistic Business Model - Used for the SRM Concept

  25. Projects of the GSMS Program (SAP SRM implementation) New Organization structure and category management I. Phase III. Phase MOL Subsidiaries Roll out new processes to subsidiaries Operative & strategic processes, service procurement, contract management Extending new processes to materials and implementing new functions II. Phase 3S non-CH project GSMS project 3S: SAP Standard Solution, Non-CH team GSMS: Group Spend Management Solution GSMS PROGRAM

  26. Main Development Areas: „Group Level” instead of „Corporate Level”

  27. Main Development Areas: „Electronic Channels” instead of „Paper”

  28. Main Development Areas: „Supply Base” instead of „Suppliers”

  29. Supplier identification Register Registration Send Questionnaire(s) Web Survey Response Create SupplierDatabase Approval Send Bid Invitation RFQ/Auction Send Bid Change Vendor Data Self Editing

  30. Details of Supplier Identification • Supplier Identification • Ability to complete Web-based registration process for new potetnial partners • Customizable registration forms • Flexible, customizable questionnaires with Web survey tool from SAP® • Category-dependent and category-independent questionnaires • Supplier prescreening for accepting newly registered suppliers • Monitoring of supply base changes: • New suppliers created in SAP Enterprise Buyer (mySAP SRM) (via OPI or manually) • Supplier data change in via SAP supplier self-services or mySAP SRM • Blocked suppliers • Supplier Identification closes the loop between the initial search and qualification and the operational use of suppliers

  31. mySAP SRMSAP Supplier Self-Service • WEB based, hosted application for Suppliers where the supplier can connect to procurer’s purchsasing modul (SRM, MM). • Ensure functions for suppliers to set up purchasing documents in a close system Together with procurer. The possibility of overview, modification and set up purchsasing documents expanded to both operative and strategical processes: • Purchse Order (PO) • SA release orders • Advise Note (ASN) • Confirmation • Invoice • Credit Note • Invitation to Bid • Bid • The connection to SRM ensured by SAP Exchange Infrastructure (SAP XI) • Supports the suppliers to manage and maintain it’s relevant Master data: • System user management from Supplier side • Supplier cataloge • Supplier master data (IBAN code, SWIFT code, VAT number etc.)

  32. Supplier Self-Services advantages • Easy to use, customizable surface for Suppliers • User management for suppliers Communication due purchseing documents (i.e.: Purchase Order, Goods Receipt) • Allerting function, special workplace for open tasks

  33. SAP Supplier Self-Service Start-Page

  34. MOL Group Business expectation: Invoicing Financial transaction requirement: - Purchase Order issue can be covered by only orders or contracts where the SAP/SRM (partely from MM system) uniqe ID implemented on the documents in case purchasement of undertaking, material, tool and services. • Therefore those partners don’t indicate the above detailed relevant ID’s on their invoices should calculate that these • invoices will be sent back without processing. • The received invoices must fit with legally required forms and contents additionally the proof of delivery must be attached to • the invoices. The Purchase Order’s SAP/SRM/MM identification number must be implemented on the invoice! • The relevant Purchase Order ID shoud be implemented in the delivery note and each goods receipt documents also. The • delivered goods must be listed according the item numbers of the purchase order. Without these information the not identificable • Invoices (w/o order orcontract ID) the Procurer is going to handling as a false document and it will be sent back without • compensation. In this case the agreed peyment term begins when the missing information completely corrected. If a Partner of us accomplish without receipt of relevant Purchase Order it is doable only it’s own RISK!

  35. Strategial partnership by SRM… Traditional way… … by SRM…

  36. Thank you for your attention!

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