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1. INTRODUCING: UNIT4 PROCUREMENT SUITE
Jeff Nielsen – Procurement Suite Service Manager
March 2013

2. The Total Procurement Continuum

3. BUILDING A PROCUREMENT CONTINUUM
UNIT4 offers a vast number of tools
enabling our customers to build a firm
business system foundation.
Once the foundation is complete, the
walls and the other floors of the
structure can be weakened without a
proper plan to complete the remaining
parts of the structure.
The development of any building plan
begins by finding out the reasoning for
wanting to construct a new or additional
building in the first place!

4. THE PLAN
 Create a Procurement Continuum and
Procurement As A Service together with
software/applications and services offering
robust but scalable functionalities,
measurable ROI, and real added-value.
 Only utilise tested, tried and true, currently
used, successful, and current applications
and services.
 Make it scalable. (A little or a lot).
 Make it affordable with measurable ROI.
 Make it easy to use.

5. FUNCTIONALITY BASED ON IMPROVEMENT
OPPORTUNITIES
Any blank/white area
indicates an Improvement
Opportunity

6. DELIVER BENEFITS
 Enhance the Procurement Department’s recognition and importance
within the overall organisation.
 Help ensure all Requisitioners comply with SFIs, SoDs, use of
contracts and frameworks.
 Help ensure all Requisitioners purchase within the established
system(s).
 Help ensure consistent engagement with Suppliers to provide the
best value for money alongside the best pricing.
 Use of standardised purchasing catalogue estates.
 Help ensure compliance with purchasing regulations and laws
specific to sector and or industry.

7. DELIVER BENEFITS
 Help enable successful internal and external audits.
 Help enable and track sustainable procurement and purchasing
efforts.
 Help enable and ensure purchasing from appropriate Framework
agreements and catalogues.
 Enable increased spend capture (working alongside UNIT4
customers) to promote the utilisation of procurement and purchasing
systems through process innovation and design and positive internal
marketing.
 Enable demonstrable savings based on agreed savings
methodologies and practices.

8. HOW
 Acquire and employ only time-tested, ‘in-use’, current and best-of-
breed technologies from worldwide UNIT4 colleagues, affiliates, and
partners and ensure they are fully scalable for a customer’s
requirements.
 Ensure the primary component (UNIT4 Procurement Suite Portal)
works within and is designed specifically for UNIT4 applications.
 Ensure partner provided products meet UNIT4 excellence criteria
and can be integrated as required.
 Provide fully scalable procurement services from the provision of the
‘tools’ only to full, all encompassing services.
 3-E Criteria: Efficient – Effective - Economical

9. UNIT4 PROCUREMENT SUITE

10. UNIT4 PROCUREMENT SUITE PORTAL
Opening Screen:
 Messages about the Procurement
Process (or anything) may be posted.

11. UNIT4 PROCUREMENT SUITE PORTAL
Full Search of
Quick Link To Items In
Available Catalogue Comparisons
Favourites Lists Shopping Cart
Items

12. UNIT4 PROCUREMENT SUITE PORTAL
Favourite Lists may be GLOBAL or USER DEFINED.
Quantities may be changed.
‘Add to Cart’ will ‘Fetch’ to the Requisition when session complete.

13. UNIT4 PROCUREMENT SUITE The Green Dots indicate the item
PORTAL and Supplier are pre-approved or
a part of a Framework
Free Text Search for ‘Staffing Services’ searches the description indices in all
available catalogues.
The results would also be displayed if ‘consulting’ ‘professional’ ‘UNIT4’ ‘Reed’
or ‘Band C’ (and others) would have been entered.
Additionally, each item requiring additional specifications
(when set to) can require the Requisitioner to add why the
service is required and any other pertinent details the
Approver would require via a required form.

14. UNIT4 PROCUREMENT SUITE PORTAL

15. UNIT4 PROCUREMENT SUITE PORTAL
Uploading, maintaining, and approving catalogues is easily accomplished
using templates given to suppliers (if supplier managed) or by the
Procurement Department.
Catalogues are completely customisable with full audit trails in place.

16. UNIT4 PROCUREMENT SUITE PORTAL
Requisitioning is made user
friendly to help ensure
compliance throughout the
organisation.
Allows efficient catalogue
and specialised product
and service management
and publishing.
Developed and built by
UNIT4 Sweden – in use >4
years – thousands of users.
It can be used as a separate tool or in conjunction with UNIT4
Procurement Suite Procurement as a Service.
Intelligent and straightforward maintenance.
Advanced search capabilities.

17. OTHER NEW UNIT4 PROCUREMENT SUITE PRODUCTS
COST COMPARATOR
 RFQs sent to National Database of Suppliers.
 Combines your Suppliers in one RFQ tool for non-EU quotes.
 Can save up to 37% when consistently used to source goods
and services.
 Built-in tracking tools.

18. OTHER NEW UNIT4 PROCUREMENT SUITE PRODUCTS
eTendering
 Online EU tendering
 Publishes to OJEU
 Complete audit trails
 Bespoke to your SFIs as well as EU Regulations
 Online Evaluations
 Online Supplier portal
 Integration with UNIT4 procurement and eProcurement systems available
Contracts Management
 Integrated with eTendering as an option
 Custom design using UNIT4 Business Collaborator Assure

19. PROCUREMENT SUITE:
PROCUREMENT AS A SERVICE
Complete Catalogue Management services
 Customised for your business, sector, needs.
 Standardised Catalogues help achieve higher savings while simplifying the
purchaser’s decision process.
 Benefit from shared catalogue’s pricing discounts.
 Scalable services
Process Redesign and Reengineering
 Helps plan and deliver your procurement initiatives and goals.
 Assists implementing opportunities shown in the Improvement Opportunity
Assessment.
 Promotes unified procurement within the organisation
Fully Scalable: Tools, Planning, Resources, Delivery
Professional Services Consulting

20. PROCUREMENT SUITE BEGINS WITH THE
IMPROVEMENT OPPORTUNITY ASSESSMENT
Any blank/white area
indicates an Improvement
Opportunity

21. SIMPLE, NO-NONSENSE QUESTIONS…
SIMPLE DEFINITION SCORING – 0 TO 5…
Purchase to Invoice Policies Profile - Purchasing
Number Measurement Score 5 4 3 2 1 Buyer Devolved users Comments
Yes, but it is not
Yes - it is well
Do you have a code of conduct always We have one and We have one, but
established and
1 governing the behaviour of 5 consistently apply it when hardly ever apply No
consistently
employees and suppliers? applied or possible it
applied
effective
Yes - this is Yes, but they are
Do you have policies governing defined and well not consistently We have some We have some,
2 supplier engagement e.g. who can 5 communicated applied and are and apply them but hardly ever No
agree contracts and place orders? throughout the sometimes not when possible apply them
organisation effective
Yes - for the most
Do you have policies governing Yes - this is Only in some
Yes - for the most important areas,
3 security of access to your 5 effectively areas, but they are No
important areas but it needs to be
purchasing system? controlled not effective
extended
Yes - for the most
Do you have policies covering the Yes - this is Only in some
Yes - for the most important areas,
4 required procedures for supplier 3 effectively areas, but they are No
important areas but it needs to be
data maintenance? controlled not effective
extended
Yes - for the most
Do you have policies governing the Yes - this is
Yes - for the most important areas, Yes, but they are
5 security of and access to 4 effectively No
important areas but it needs to be not effective
purchasing data? controlled
extended
Yes - for the most
Do you have policies governing Yes - this is
Yes - for the most important areas, Yes, but they are
6 document security, retention and 5 effectively No
important areas but it needs to be not effective
access? controlled
extended
Yes - for the most
Yes - this is
Do you have policies governing Yes - for the most important areas, Yes, but they are
7 4 effectively No
delivery security? important areas but it needs to be not effective
controlled
extended
Yes - for the most
Do you have policies specifying Yes - this is
Yes - for the most important areas, Yes, but they are
8 preferred purchasing channels and 5 effectively No
important areas but it needs to be not effective
methods? controlled
extended
Yes - for the most
Yes - this is
Do you have policies governing the Yes - for the most important areas, Yes, but they are
9 5 effectively No
use of preferred suppliers? important areas but it needs to be not effective
controlled
extended
Yes - we issue
Yes - for the most
Do you have policies governing the standard T's & C's
Yes - for the most important areas, Yes, but they are
10 usage of supplier terms and 5 with all orders and No
important areas but it needs to be not effective
conditions? control all
extended
variations
Yes - the issue of
Yes - for the most
orders is well
Do you have a policy regarding the Yes - for the most important areas, Yes, but they are
11 4 controlled. The No
issuing of orders to suppliers? important areas but it needs to be not effective
policies are
extended
effective

22. PROCUREMENT SUITE BEGINS WITH THE
IMPROVEMENT OPPORTUNITY ASSESSMENT
Any blank/white area
indicates an Improvement
Opportunity

23. UNIT4 PROCUREMENT SUITE’S GOAL

24. The Total Procurement Continuum

25. For additional information:
Contact your Sales Representative
or visit
www.unit4.com
The Total Procurement Continuum