Hellen Kinyua

 SUPPLIER PORTAL MAPPING OF THE USERS NEEDS OVERALL REQUIREMENTS 1. Internal Authorization procedures for any data access by suppliers – We will have 3 levels, with the lower having minimum access ie only basic reports. A way of assigning the reports needs to be developed. It will be one report to many levels. A report can exist in all levels or just one A way to activate, deactivate, create a new user, and move from one level, change of password either by the vendor or resetting by Tuskys etc. MICROSOFT TEAM FEEDBACK This is possible using AD connect. REQUIREMENTS FROM TUSKYS a) All reports per level of access- Active directory integrated where (AD connect- Vendor ID) b) Back end (full access to all reports) vs. Front end access c) SQL data synchronization- Daily up-date of data in the cloud to the share point. d) Define the reports for each level of access 2. Types of reports (both internal and for suppliers) - This requires a clear distinction between strategic reports and operational reports. Internal – reports consumed by Tuskys only. Eg list of vendors in the portal, how they have been accessing the portal, frequency, time spent in the portal, MICROSOFT TEAM FEEDBACK This will be possible as it will show the time log of when a user accessed the portal and when he ended the session. This will be monitored by the admin. REQUIREMENTS TUSKYS Backend reports a) Logs available in share Point b) Share the Audit logs (from sean) 3. Mapping of users and their levels of authority/access Vendor can only exist in one level with all rights and reports accessibility for that level. This cannot be controlled by AD Connect but by the system. MICROSOFT TEAM FEEDBACK This has been defined in point 1. And all this will be controlled at the back-end by the admin. Has to be controlled by the AD. Tuskys AD and Azure AD are in depended. Requirements Tuskys. Front-end a) (Defined by the 1st point) Back-end a) Admin defines the rights and will have ability to change 4. Clear road-map of management of back-end activities in the portal MICROSOFT TEAM FEEDBACK This has been defined in point 1 5. Levels of data/ reports to be accessed by suppliers- Suppliers can be billed for higher level data requests Each report developed should have a matrix for assigning access either to one level or all levels. This is not supposed to be rigid as assigning this reports or denying access will be reviewed periodically. MICROSOFT TEAM FEEDBACK They proposed of a form that will be created where a supplier can request change of membership i.e. from silver to gold. This will be will go through the work flow for authorization and submitted to the admin to change the membership. (Work flow the process through which the authorization will be approved of including the payment terms) Requirements Tuskys. a) AD changes the member from one level to another b) Approval work-flow on share point- for supplier applications to the next level 6. Interactive platforms between internal staff (for supplier portal) and the suppliers This is taken care of by share point MICROSOFT TEAM FEEDBACK This is possible they will create different forms where supplier can place their request and it’s picked up by the admin and forwarded to the various affected departments. Below are some suggested forms for communication. Requirements Tuskys a) Feedback form- enquiries b) Change membership- Create a form c) Promotion requests- Form d) Price change form- Create an approval work-flow on the back-end e) New product listing form The above forms will have to be defined. 7. Data storage and security No unauthorized access Only Tuskys will have access to the backend and SQL in the cloud MICROSOFT TEAM FEEDBACK This is possible, data will be stored on cloud and it’s scalable. There is data encryption for accessibility and the information can’t be changed. The admin will also be in-charge to over this. Resolved a) Data encryption b) On time password c) Reliable source of information 8. Data analysis tools such as pie charts, graphs, etc. should be incorporated MICROSOFT TEAM FEEDBACK This is possible. Resolved 9. User applications such as - mobile Apps. Vendors should be able to access the system on any platform eg Mobile phones, ipads etc MICROSOFT TEAM FEEDBACK This is possible. Requirements from Tuskys. a) Creating domain for TUSKYS which where portal is pointing at e.g. tuskys.vendor.com or the already existing browser. OVERVIEW OF DEPARTMENTAL NEEDS A. PROCUREMENT DEPARTMENT 1. New product and supplier listing abilities The portal should enable creation or update of new products and new suppliers. Notifications should be available for any changes made For new products, it supposed to be automatic as we list items in our ERP. For new suppliers, see number one on OVERALL REQUIREMENTS above. MICROSOFT TEAM FEEDBACK This is possible as this will be picked up from the ERP SQL. 2. Management of new products listing and price/cost changes from Suppliers The portal should be able to receive new item listing / price/cost changes from suppliers and allow for feedback from procurement department on approval or decline of the same requests. A pre-define template in excel will be downloaded from the portal, the vendor will fill in then attached. Our team will then download and work on it. Depending on the outcome, the vendor will be informed on the portal either successful or not MICROSOFT TEAM FEEDBACK This is possible, the supplier will fill the new product listing form requesting for introduction of new products and submit it. This will be will go through the work flow for approval and submitted to the admin for action. As for new suppliers that will depend on the licenses paid for (currently allows 600 supplier), as with increased suppliers there is need to buy other licenses. Addition of new supplier will be done by the admin at the back-end. Requirements for Tuskys a) New product listing form- PDT Name, unit cost, etc. b) Add the new supplier in back-end 3. Management of Product promotion requests from Suppliers The portal should be able to receive promotional requests from suppliers and allow for feedback from procurement department on approval or decline of the same requests. MICROSOFT TEAM FEEDBACK This is possible using the promotional request forms which will be submitted for approval and effectively communicated to the supplier on the decisions made. B. INVENTORY DEPARTMENT Out of scope We just provide views 1. Price Change Review Supplier should be able to upload price changes in the portal for review and approval. Price change is divided into two: Price up and Price down a) Price UP In the case of a Price up, as per supplier price change, the Inventory department reviews and approves or declines the change. (This is based on impact of the price change on set product Mark-ups. – internal) b) Price down In the case of a Price down, the inventory department reviews and approves or declines the change according to the set Mark-up’s. The stock levels should be updated in the Portal so as to provide basis for the supplier to generate a credit note (CRN on stock held) in order for the price down to be effected. Stock holding per branch for each supplier. MICROSOFT TEAM FEEDBACK This was suggested that the supplier will access the price change form which will provide details of his products this includes description, packaging, current price where they will be able to pick on the product that they would want the price change to be effected on and give the new price. This will be submitted, go through the work flow for approval. It will then be submitted back to the admin to act accordingly. C. FINANCE DEPARTMENT. 1. Remittance Statements The portal should be able to provide the remittance data. Finance should oversee this process and approve the data displayed. The portal should also provide the payment summary by detailing the cheque numbers and the dates of payment. 2. Purchase returns. / GRN The portal should enable the finance team to request a credit note for the Purchase returns from the supplier and when the credit notes are due. MICROSOFT TEAM FEEDBACK This is possible as this will be picked up from the ERP SQL. Requirements Tuskys a) Define the reports view which data will be pulled from ERP- tables content for Suppliers and internal users b) Define Management view (What needs to be seen) c) Define Supplier view SPECIFIC REQUIREMENTS DETAILS ITEMS REQUIREMENTS Users Requirements Suppliers 1. Reports and data content:- Payments/remittance ability to generate invoices Paid and the cheque numbers Have an access of the invoices submitted to the branches and confirm(be given a time line of 15 days) i.e. Invoice listing Sales report on the product performance. product sales movement -able to access on their product movement as per branch Purchase Returns- access on all the returns done per branch Product Promotions- can provide the details, dates and prices of products. Promotion performance- can follow on the movement of the products on promotion Price change provide details of the price change. Sales analysis- able to compare the performance of their products against the market share. New listings of products. 2. Use of Analytical tools for reports- e.g. graphs 3. Generate statements e.g. payment Statements, remittances using Excel and PDF 4. Ability to upload scanned documents e.g. Signed Credit notes from Suppliers 5. Ensure the platform is Interactive with the TML team e.g. for enquiries using the different forms for communication. Data Access authorization 1. Have Access all back-end operations/processes Data Analysis for users 1. Real-time data updates 2. Historical data should be accessible up to 2 years back. (Current year and previous year) 3. Can provide comparative data on product performance against competitors market share within Tuskys Product group / Division by suppliers for each 4. Analyzed data that is easy to understand at a glance i.e. by use of the graphs and pies Marketing and promotional applications Supplier 1. The Supplier should be able to upload product promotion requests by use of templates containing nature of promotions. The template will be provided by Tuskys to be downloaded, then uploaded once finished by the supplier. Procurement department 1. System should allow for approval or decline of promotional requests from suppliers over the platform before it reaches price change team. ITEMS REQUIREMENTS Price Change Supplier 1. The Supplier will fill in the price change form and submit it. Price change team (Inventory Department) 1. System should allow for approval or decline of Price change details uploaded by supplier that will be submitted to admin and effect the decision made. 2. Inventory held. Support team Requirements IT department 1. Training for selected IT support team on the technicalities of Supplier portal 2. Provide Standard Operational Manuals for Users 3. Access to Power BI training 4. Provide guidance on Data extraction from cloud All other internal users (Procurement, Finance, inventory) 1. User training 2. Processes and procedures documenting and training New product listing Procurement department 1. Ability to update list of new suppliers on approval the admin will add the new supplier. 2. Ability to update list of new products use of new product listing form 3. Product details Data to be uploaded on Portal should be inclusive of Barcodes derived from the master price list (automatic update as being done on the ERP)