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White Paper Services Procurement

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Services Procurement
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    Services Procurement  An Oracle White Paper [Jan 2008]  White Paper Title Page 2 Services Procurement EXECUTIVE OVERVIEW  There has been a demand for an integrated platform for services procurement that automates and streamlines the process for sourcing, procuring and managing the payment of services including contingent labor, professional services and business services: facilities management, marketing.  There have been enhancements made to Services Procurement to provide such an integrated platform in order to increase customer satisfaction, to lower maintenance costs and to drive revenue by increasing customer adoption and future sales.  To address current customer escalations and avoid future escalations and to ensure customer satisfaction for future implementations, Oracle Services Procurement supports assigning time cards to multiple projects. The contractor skill set and the various phases of project for which the workforce is used, do not have to be a single project is a prevalent business practice.  This has been a major pain point of customers where the Purchase orders need to be assigned to the contingent worker via HR assignment form where only one Purchase order can be associated to a contingent worker. Oracle Services procurement solution provides a solution where more than one Purchase order can be assigned to a contingent labor by simplifying the flow  without breaking the security considerations.  There are numerous occasions when business need arrives where in time entry should be allowed for multiple purchase orders. Oracle Services Procurement flow enables the users to create time card for multiple purchase orders. INTRODUCTION  The objective of this paper is to provide a detailed analysis of the services procurement requirements and highlight Oracle’s Solution that  addresses these requirements. This analysis will be presented in the form of Functional flow together with set up and business example. Oracle Services Procurement is an application released in EBS 11.5.10 to enable complete control for services spending. Key capabilities include maximizing  White Paper Title Page 3 preferred supplier savings, cutting processing costs and eliminating over-billing and creating visibility for services spending: end-to-end services procurement process support integrating with Human Resources Management,  Time and Labor, and Project Management.  The entire procure to pay flow from requisition creation to sourcing to payment (including integration to Procurement products) is automated. Oracle service procurement provides the flexibility to users to capture job and skill requirements, assignment information and optionally a statement of work. It also leverages the existing infrastructure in Oracle Purchasing for automatic conversion of approved service requisitions into purchase orders. Hiring Managers may view and manage their contractors from iProcurement. Critical information for each contractor such as remaining budget and amount billed to date is summarized on a single page. Users can drill down to supporting documents including purchase order, timecard and access to the full requisition lifecycle. Oracle Human Resources enable the users to manage contingent workers differently from other workforce. The users can enter and maintain information about the contingent workers in an enterprise and reference purchase orders created in Oracle Purchasing to track supplier and rate information for a worker’s assignment. Oracle Human Resources provides the infrastructure to monitor and track the assignment history of contingent  workers including breaks in assignment. Contingent workers can now input time into Oracle Time and Labor.  Timecard entries are validated against the purchase order to ensure the timecard does not exceed pre-authorized amounts. Once timecards are approved, the purchase order is updated, depleting the budget of the approved time. Contingent worker can now select any project to create a time card based upon the project set up irrespective of whether it is associated to purchase order or not. Studies show that more than 50% of service invoices are not accurate. So either  vendor are being billed at a non-agreed rate or the amount of service billed is not inline with what has been authorized. Reconciling these invoices is time consuming. Oracle has provided a solution where the invoices may automatically be generated from the approved timecard thereby eliminating invoice errors. Suppliers may view and download approved timecards through Oracle iSupplier Portal. Invoice errors and over billing are minimized by automatically creating invoices from service receipts.  White Paper Title Page 4 SET UP STEPS iProcurement Setup for service line types in iProcurement is done in Oracle Purchasing: (Setup>Purchasing>Line Types). Optional Set up: o   Create information templates in Oracle Purchasing: (Setup > Information  Templates). Common attributes such as supplier, price, currency, description of service and category are always captured on a service request. Any additional unique attributes are captured via the information template. For example, when buying company repair services, the user may want the requester to include details on the location of the copier and the make of the copier. When purchasing visa services, the user may want the requester to include details on the person who is applying for the visa, and their nationality. The user can make any attribute either mandatory or optional and may reference default values. o   Create service templates in iProcurement: Service Templates are created by the Catalog Administrator in Oracle iProcurement. (Optional). iProcurement> Catalog Administrator> iProcurement Administration Home Page> Stores> Smart Forms and link the template to stores in iProcurement User can create as many service templates as required and optionally associate the templates with a store. Service templates can be accessed from the non-Catalog request page or via a store link. Values that user include on the service template can be locked down so that they cannot be changed. The values may also be default values but users are allowed to update the value during the request process. More than one template can be associated to a store. Stores are listed on the iProcurement Home Page For example, the user can create different services template for procuring services like legal services, painter, interior decorator etc. He can create those templates once and use them whenever required. Legal services for  visa applications, home purchases and will preparation could all be requested from the Legal Services Store. Each type of legal service could have an individual template so that the appropriate preferred supplier is communicated to the user and/or to ensure all mandatory attributes are captured on the service requisition. ,
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