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AribaNetwork Seller Enablement is a PROGRAM, not a … · AribaNetwork Seller Enablement is a...

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© 2012 Ariba, Inc. All rights reserved. Ariba Network Seller Enablement is a PROGRAM, not a project Session 2
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© 2012 Ariba, Inc. All rights reserved.

Ariba Network

Seller Enablement is a PROGRAM,

not a project

Session 2

Elements for consideration in a successful

Supplier Enablement Program

© 2012 Ariba, Inc. All rights reserved. 2

Resources

Stakeholder Management

Program Cadence

AN

Administration• Transaction Rules

• Supplier Maintenance

• User Account Maintenance

• Maintain Supplier Portal

• Enablement Documents

Communication• Internal Approvals if

Necessary

• Supplier Go Live

Notifications

• Internal Communications

Training• Training Material Upkeep

• Supplier Training

• End User Training

Supplier

Engagement• Complete Upload File

• Maintain Tracking Tasks

• Trigger Tasks

• Monitor Review Progress

Data Collection• Obtain Supplier Information

• Update Vendor Master

Reporting• Track Supplier Status’

• Invoice Reporting

• PO Reporting

• Score Card Metrics

Compliance• Supplier Enforcement

• Business Process (end user)

Enforcement

Testing• Send Test PO’s

• Validate Incoming Invoice

• Supplier Feedback

• Validate Exceptions

• Re-Test

Resources: Critical Program Elements for a

Buyer

Buyer

Resources: What are the key coordination

points for your Network Lead?

© 2013 Ariba, Inc. All rights reserved. 4

NETWORK LEAD

Define goals

and objectives

Approve

Network

Strategy

Define

Policies and

Procedures

Implement

Policies and

Procedures

Program

Evaluation

Executive

Sponsor

Procurement

Accounts

Payable

IT

Continuous

Improvement

X X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

Training X

Selecting your Network Lead is a critical aspect of

Network Adoption Success.

X

Resources: What should the Network Lead

expect from the various departments?

© 2013 Ariba, Inc. All rights reserved. 5

Executive

Sponsor

*Procurement

*Accounts

Payable

IT

• Approve the goals and objectives

• Assist in gaining access, buy-in, and support to

Procurement/AP/IT/Training as the program progresses

• Market the successes of the program internally

• Define and implement seller escalation process

• Define and implement seller testing process

• Define and implement seller “go live” process

• New vendor addition process

• Maintain rule changes and log ins

• Coordinate vendor master data collection

• Define and implement seller escalation process

• Update Vendor Master Records

• Collect W-9 as appropriate

• Support collection of vendor master data

• Troubleshoot during seller testing process

• Implement seller “go live” process

*Depending on your organization, Strategic Sourcing, Tax, and Legal will need to support some aspects of these responsibilities.

Resources: What skills and competencies

are required for the Network Lead?

• Ability to influence others

• Project Management Skills

• Problem solving skills

• Facilitation skills

• Expert level understanding of business systems specific to internal business processes

© 2012 Ariba, Inc. All rights reserved. 6

Example buyer team organizational charts

© 2012 Ariba, Inc. All rights reserved.

7

Network

Enablement

Lead

Buyer

Stakeholder

Buyer

Stakeholder

CPO -

Sponsor

IT

StakeholderAP

Stakeholder

CFO

CEOCEO

Network

Enablement

Lead

Buyer

Stakeholder

Buyer

Stakeholder

Director,

Procurement

AP

StakeholderIT

Stakeholder

Director IT

Sponsor

CFOCFOCPOCPO

Director AP

Network

Enablement

Lead

Network

Enablement

Lead

Buyer

Stakeholder

Buyer

Stakeholder

IT

StakeholderAP

Stakeholder

Director, AP

Sponsor

VP, Finance

CPO CFOCFO

CEOCEO

Procurement

AP

Matrix

Elements for consideration in a successful

Supplier Enablement Program

© 2012 Ariba, Inc. All rights reserved. 8

Resources

Stakeholder Management

Program Cadence

Purpose of Buyer Stakeholder Session

• Customer’s often embark on a Collaborative Commerce journey without fully understanding why and without key internal support.

• The purpose of a Buyer Stakeholder Session is to share the following with key stakeholders:♦ Here’s what you bought – Solution Overview

♦ Here’s why you bought it – Corporate Agenda

♦ Here’s your corporate stance – Compliance Policy

♦ Here’s your responsibility

• The goal is to conclude the session with:♦ Awareness of the Flight Plan and stakeholder acceptance

♦ Understanding and support of the Compliance policy

♦ Expectation of support for supplier escalations

© 2012 Ariba, Inc. All rights reserved. 9

Logistics of a Stakeholder Sessions

• Who?♦ Procurement representative

♦ AP representative

♦ IT representative

♦ Training representative

• When?♦ Just before campaigning to the sellers will begin

♦ Ongoing throughout the program

© 2012 Ariba, Inc. All rights reserved. 10

Example agenda for a Buyer Stakeholder

Session

• Introductions Executive Sponsor/CEx

• Corporate Initiative Executive Sponsor

• Ariba Network Overview CEx

• Compliance Policy Overview CEx

• Key Stakeholder Expectations Executive Sponsor

• Seller Value Proposition OverviewSE Lead/NG

• Lunch/Break

• Electronic Invoicing Demo SE Lead/NG

• Hands-on Training activity SE Lead/NG

• Q&A CEx/Executive Sponsor

© 2012 Ariba, Inc. All rights reserved. 11

Copyright 2013 Page 12

About this Project - Example

• Includes all Spend categories with the exception of:♦ Government

♦ Charities

♦ Utilities

♦ Freight

• Includes all divisions with the exception of Charter Services

• Will result in the automation of our PO and Invoice processes as well as increase spend under Catalog management. These processes will complement our current Sourcing and Contracting practices.

• Go-Live is scheduled for June, 2012

Copyright 2013 Page 13

Corporate Goals for Collaborative

Commerce - Example

Within 18 months:

• 95% addressable Spend under Management

• Less than 25% of supplier transactions via paper

• Invoice-to-Pay cycle time at 60 days for 95% of invoices

• 75% reduction in inbound supplier calls to AP

• Improved contract compliance and 50% improvement on realization of contractual volume discounts

• 25% improvement on realization of payment term discounts

Corporate Compliance Policy - Example

© 2012 Ariba, Inc. All rights reserved. 14

During this process we can expect:

• 30% of suppliers will require Buyer follow-up at some point in the process

• 70% of suppliers will enable within 4 months

• 50% of suppliers will transact within 6 months of enablement

Diligence and timeliness of response will improve our enablement results.

We will hold suppliers accountable for program compliance.

Your Role in Our Success

© 2012 Ariba, Inc. All rights reserved. 15

• Confirm current and immediate future business with targeted suppliers on Flight Plan.

• Discuss the initiative and Corporate Compliance policy with suppliers.

• Distribute POs via the Ariba Network only.

• Do not circumvent the electronic invoicing process.

• Ensure that all new contracts include the Collaborative Commerce clause.

• Ensure that you are using the updated RFx templates that include our Collaborative Commerce expectation.

• Follow-up promptly to any escalations from Network Lead.

Your Role in Our Success

© 2012 Ariba, Inc. All rights reserved. 16

Know where to go for questions and escalations:

• Non-Compliance

• New Supplier Setup

Jane Doe – Buyer Supplier Enablement; [email protected]

• Supplier Questions

Buyer Supplier Enablement team; [email protected]

• Ariba Enablement/SMP Questions:

SE Lead/NG name; [email protected]

Elements for consideration in a successful

Supplier Enablement Program

© 2012 Ariba, Inc. All rights reserved. 17

Resources

Stakeholders

Program Cadence

Supplier Enablement Framework

© 2012 Ariba, Inc. All rights reserved. 18

Strategy

Design

Communication

Plan

Technical

Build/Test

Supplier

Campaigning

Go Live

Cutover

• Buyer Goals and Objectives

• Defined program KPIs

• Network Enablement Strategy

• Network Rules

• Adapter mapping

• Buyer Compliance Policy

• Flight plan completion

• Seller communications

• Internal communications

• Seller escalation process

• Buyer Stakeholder training

• System build

• EDI/cXML mapping guides completed

• Unit Test

• Integration Testing support

• Buyer project notification letter sent

• Seller contact and business validation

• AN Value proposition

• Seller Training

• Escalation Process

• Build in production

• Data transfer

• Go live strategy per

supplier group

• Confirmation and initiation

of next wave of sellers

• Alignment on weekly

cadence

• Quarterly results review

Next Wave

Planning

Example Adoption Timeline

© 2012 Ariba, Inc. All rights reserved. 19

Wave 1

Wave 2

Wave 3

Wave 4

Wk 1 Wk 2 Wk 3 Wk 4 Wk 5 Wk 6 Wk 7 Wk 8 Wk 9 Wk 10 Wk 11 Wk 12 Wk 14Wk 13 Wk 15 Wk 16 Wk 17

Project Notification

���� Seller Introduction, Seller Training, Seller Ready,Close Sellers

����

Project Notification

���� Seller Introduction, Seller Training, Seller Ready

Project Notification

���� Seller Introduction, Seller Training, Seller Ready

Project Notification

���� Seller Introduction, Seller Training, Seller Ready,

���� ���� ���� ���� ���� ���� ���� ���� ���� ���� ���� ���� ���� ����

Steering

Committee

Communication is key

• Communicate with your suppliers

• Communicate with your employees

• Communicate with leadership teams

• The message has 3 points : ♦ “We are changing the way we do business”

♦ “This change is not an “exercise” or “short –term project”. This program represents fundamental change to our business and is not temporary i.e.; we will not return to a paper based process after our Ariba Network deployment.

♦ Every employee and supplier , regardless of role, is expected to understand how they are impacted and do their part to ensure the success of the program .

© 2012 Ariba, Inc. All rights reserved. 20

Questions?

© 2012 Ariba, Inc. All rights reserved. 21


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