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Managing Services Procurement A Step Tow PDF
Managing Services Procurement A Step Tow PDF
Managing Services Procurement A Step Tow PDF
achieve a complete view of services spend and oversee the entire Services
Procurement life cycle
This paper will educate all stake holders on the offerings of Oracle - Services
Procurement with specific reference to procurement of services through statement
of work (SOW). It will elaborate how Oracle provides an integrated solution
approach to automate and integrate the acquisition of complex projects,
commodities and services.
The paper also provides insights into implementation steps and setup
considerations.
Managing Services Procurement: A step towards better visibility and improved efficiency
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INTRODUCTION
The amount of non-procurement spend is much
higher than for direct purchases and in many
cases, organizations have little centralized
control over these areas
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Oracles solution caters to all of the above procurement process. This white paper
talks about how the requirements around procurement of subcontracting service is
addressed through Services Procurement product offerings
PROCUREMENT OF COMPLEX SERVICESBUSINESS PROCESS FLOW
A high level business process flow for the procurement of complex services is
explained below.
Request
for
Services
Request for
Quotation
Bid
Tabulation
Author
Contract
Progress
Tracking
Billing and
Payments
Retainage
Management
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Author Contract: The buying organization and supplier organization agree to the
progress payments schedules and contract terms and conditions. The parties sign
the contract which is then available for execution.
Track Progress: The supplier performs the service and the progress of the work
is tracked periodically. Payments are made to the supplier based on the progress of
the work. The project manager in charge of the work approves the progress of the
work so that payments can be made to the supplier. The project manager views
projected and actual tasks, milestones, and dates. This helps to track commitments,
reported work, completed jobs, work in progress, remaining assignments or operations.
Billing and Payments: When invoices are generated by the supplier for the
progression in work, the complex payment terms specified in the contract
document are made available in the invoices in order to calculate the actual
payments to be made to the supplier. The advance paid to the supplier is recouped
based on the recoupment percentage specified in the contract document. If the
contract document contains retainage information, the retainage percentage is
applied on the invoice value, prior to making payments to the supplier.
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Oracle Projects can be used to manage the entire undertaking, the tasks involved,
as well as to monitor commitments and actuals throughout the complex services
procurement cycle along with project costs and work progress. Service requests
can be created from the deliverables of the individual tasks and in Oracle Sourcing
these can be negotiated, sourced and awarded to a contractor in Oracle
Purchasing. Oracle Purchasing and Oracle iSupplier Portal provide the capability
to specify complex payment terms, execute the contract, report and track progress
against the progress payment schedule. Oracle Payables provides the functionality
to record invoices using the complex payment terms and process payments for the
contract.
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Key Benefits
Maximize supplier savings,
companys spending
The buyer negotiates complex payment terms with the supplier such
as
a.
Advances
b. Recoupment rate
c.
The buyer creates the contract with payment schedule for parking lot
renovation
The buyer recoups the advance paid to the supplier before releasing
the payment
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Project manager initiates a purchase requisition for Parking Lot Renovation service
in iProcurement. This requisition initiates the complex services procurement
processes for the Parking Lot Renovation project.
The project manager enters the Project, Task, Expenditure Type, Expenditure
Organization and Expenditure Date on the requisition. This information
corresponds to the Parking Lot Renovation deliverable in the work-breakdown
structure (WBS) for the project.
In this example, the Parking Lot Renovation deliverable has been associated with
Task 1.1 of the WBS. After the requisition is complete, it is submitted for approval.
The Sourcing buyer identifies those suppliers with the technical capability to
undertake a complex contract such as Parking Lot Renovation Services. The
buying company sends a vendor questionnaire to the identified suppliers to check
if the suppliers conform to the pre-qualification criteria.
Using Oracle Sourcing, an RFI (Request for Information) is created and is sent to
suppliers. Suppliers fill up the RFI and return the information to the buyer. The
buyer uses the filled RFIs to assess the pre-qualification criteria and shortlist
suppliers who can take up the Parking Lot Renovation complex contract.
Vendor questionnaire can be,
a) Project, commodity, service or geography
specific
b) Part of supplier registration
c) used for collaboration between supplier and
buyer and have flexible document formats
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The various pre-qualification requirements, the evaluation criteria and the scoring
teams are set up in the RFI document.
Customized questionnaire are used to,
a) Capture template questions and requirements
b) Include unique questions
c) Add specific forms for specific needs
The RFI document enables buyers to invite eligible suppliers to enter their
information in the RFI. The suppliers are identified based on predefined set of
criteria. Examples of some criteria for adding suppliers include: years of
experience in the construction industry, type of commodity of purchase.
Inviting Suppliers to respond to RFI can be
based on,
a) Commodity categories
b) Service categories
c) Geographic regions
d) Pre-populated list
Supplier Profile Mapping helps the buyer to map the responses from the supplier
to database attributes. Capturing supplier responses helps in integrating supplier
information from an external source.
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The Demand Workbench in Buyer Work Center displays the requisition that
outlines the request for renovation of the parking lot at one of the facilities. The
buyer decides to create an RFQ from the requisition in Oracle Sourcing. The RFQ
is used to obtain bids for this renovation project. The RFQ is also used to
negotiate with suppliers on complex contract terms.
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The requisition is converted to an RFQ and the RFQ has a reference to the base
requisition. Buyers can control whether suppliers are allowed to negotiate payment
terms such as Advances, Recoupment rate, Maximum Retainage Amount and
Retainage Rate.
When the buyer creates the RFQ, he/she needs to specify a Progress Payment
Schedule (for public sector industries) or a Schedule of Values (for other
industries).
In the Parking Lot Renovation example, the buyer allows the supplier to provide
the list of pay items in their bids.
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The buyer publishes the RFQ and suppliers get to know about it. To continue our
example, one of the invited vendors, Consolidated Supplies provides a quote to the
buyer for the parking lot renovation.
The buyer then compares the quotes received from the invited suppliers. In this
example, the Buyer has received quotes from Consolidated Supplies and CDS
Incorporated.
Quoted prices, financing and retainage terms can be compared in detail in the
analysis before an award decision is made.
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After the RFQ Analysis is completed, the buyer decides to award the contract to
one or more suppliers. The RFQ is awarded to Consolidated Supplies and a
Facilities Renovation Contract is created in Oracle Purchasing.
Seamless integration between Oracle Sourcing and Oracle Purchasing ensures that
all the negotiated terms and the progress payment schedules are copied to the
contract document.
Purchase Orders from RFQ - Key Takeaways:
a) Few clicks to convert RFQ to a contract
b) No need to re-enter schedule of values
c) Multiple ways to convert RFQ into order
document based on business needs
The awarded contract is now called the Facilities Renovation Contract which was
the display name specified on the document style. The display name column
enables the buyer to update the document name to individual requirements.
The buyer can add Contract Clauses and Deliverables using the Actions list of
values. The Add Contract Terms action enables buyers to integrate with Oracle
Procurement Contracts.
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The purchase order line is created from the information on the RFQ. The price for
the Parking Lot Renovation service is the negotiated price of $1,000,000.
The contract lines page allows the buyer to capture several pieces of critical
information for the complex services contract.
Buyers can describe a scope of work to provide a detailed description of the
service that is being procured.
The scope of work can be captured either as the line description or can be attached
as an external document.
Complex payment terms for financing and retainage are entered or stored on the
line. In our example, the advance amount and the recoupment rate are the
negotiated values from the RFQ. The retainage related information is also
negotiated and the values are defaulted from RFQ.
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The terms defined apply uniformly to the entire progress payment schedule of the
line. This implies that the retainage rate of 10% is applied to all invoices submitted
against pay items of this line. Similarly, the recoupment rate of 80% is applied to all
invoices submitted against pay items of this line.
Further to this, certain attributes defined at the line like retainage percentage and
recoupment amount are treated as defaults onto the progress payment schedule.
Billing details such as Charge Account, Accrue at Receipt, Project Information,
etc., are defaulted as and when new pay items are created for the line.
Purchase Orders Key Takeaways:
a) Ability to define and modify financing terms
and retainage terms that are defaulted from RFQ
b)Ability to define progress schedules and track
schedules and the work completion
c) Provision to hold payments if contractual
deliverables are not provided by the supplier
d) Provision to publish terms and deliverables in
multiple formats
In the example, the pay items have been previously negotiated and are transferred
from the RFQ, however, in other situations, the pay items can also be created by
buyers.
Buyers can also provide a pay item description, quantity, unit of measure, price and
a need-by date. The system also enables buyers to specify additional details for pay
items.
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Suppliers can track the progress on individual pay item of the progress payment
schedule and create/submit work confirmations to report the progress on the
contract.
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Suppliers can also request for advances or contract financing, submit invoices for
progress payments and deliveries for the contract. The buying organization can use
the approvals engine with rules on who should be approving the work
confirmation.
Suppliers can use Purchase Order Information to track the due dates for each pay
item on the progress payment schedule, work progress on each pay item and the
payment status of a pay item. The supplier can also use this page to initiate Work
Confirmations for the contract.
iSupplier Portal Key Takeaways:
a) Ability for the supplier to acknowledge and
sign the document before it becomes a formal
document
b) Enable suppliers to submit change requests
c) Enable suppliers to track progress on the
progress payment schedule
d) Enable suppliers to create & submit Work
Confirmations
The supplier creates work confirmations for requesting payments. For each pay
item that is included on the work confirmation, the supplier needs to enter the
amount requested or state the progress percent and any material stored onsite.
Additionally, if there are any supporting documents for the work performed, the
documents may be attached to the work confirmation. When the work
confirmation document is complete, it can be submitted to the buying organization
for approval. This is when the approval rules in Oracle Approvals Management
initiate and the work confirmation can be routed for approval as the organization
requires.
The project manager can track progress, deliverables, projections and actuals
across the entire project.
Projects Key Takeaways:
a) Ability to track commitments and actuals for
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The work confirmation submitted by the supplier using Oracle iSupplier Portal is
approved. Pay on Receipt allows automatic creation of standard invoices for
payment of goods or services based on receipts or approved work confirmation
transactions.
Payables Progress Payments -Key Takeaways:
a) Automatically Recoup Financing Payments
b) Automatically Withhold Retainage
c) Invoice Match Option levels
d) Tolerances, Holds, and Holds Resolution
e) Invoice Approval Processing
f) Accounting, Budget, and Tax Compliance
g) Lien Release (Hold on Contract Deliverables)
The Payables clerk can see a summary of the invoice. The $ 50,000 progress
reported towards resurfacing the parking lot shows in the item total, there is $
5,000, which is 10% of the invoice total automatically retained, and $ 40,000 of the
advance that is automatically recouped. The actual recoupment amount of an
invoice is determined first by calculating the amount of the invoice eligible for
recoupment by multiplying the corresponding invoice lines total by the
recoupment rate that is $ 50,000 times 80% which is equal to $ 40,000. If there is
40,000 left on the advance, this invoice may use it to reduce the amount owed. As
this is the first invoice for progress, the advance has not had any prior draw down
and can support the full $ 40,000 recoupment.
At this time, $ 5,000 can be paid to the supplier for this progress invoice. The
retained portion is treated as a liability in the books of accounts, until this retained
portion is released at the end of the contract or when agreed events have occurred.
The Payables clerk can view the prepayment applications in detail by selecting the
View Prepayment Applications tab. The Detailed invoice line information is found
in the Lines tab, and distributions can be viewed by clicking All Distributions.
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The project manager deducts the amount from payment made to a supplier as a
penalty for damage or delay to scheduled work. A deduction is submitted for
approval after it is created. When the deduction is approved, Oracle Projects sends
the deduction to Oracle Payables which creates a debit memo.
Deductions may or may not be associated with a change document. Project
managers create deductions when there is a high-value amount and the change
document needs to be updated to reflect this amount.
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The project manager can create a change request to plan for and document
potential changes to the scope of a project and facilitate its approval. Using a
change request, the project manager estimates changes to a project's cost or
revenue financial plans by entering and tracking potential changes in cost
transactions.
A change request may also have work plan, staffing, contract, supplier and other
impacts. Impacts enable the project manager to define and quantify the effect of a
change to the scope of a project. When a change request is approved, the project
manager can include the change request in a change order to implement the
impacts. Including a change request in a change order closes the change request.
A change order enables the project manager to track and implement the impacts of
changes to a project. As with change requests, the project manager uses the change
order to plan for project changes by estimating changes in cost transactions and
summarizing them as budget impacts.
A change order may also have work plan, staffing, contract, supplier, and other
impacts. The project manager merges the impacts of multiple change requests into
a single change order. When the change order is approved, users can update the
project with the changes. The project manager then analyzes the influence on
financial reports due to the requested changes.
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The below table provides information on the different pay items available for
various line types in a complex purchase order.
Line Type
Value Basis
Purchase
Basis
Matching
Basis
OSP
Item
Pay Items
Available
Goods
Goods
Quantity
Quantity
Goods
Goods
Quantity
Quantity
No
Yes
Amount
Amount
Services
Quantity
NA
Fixed Price
Services
Fixed Price
Temp
Labor
Rate based
Temp
Labor
Fixed Price
Services
Amount
NA
Fixed Price
Temp
Labor
Amount
NA
Milestone
Not available in
Complex Orders
Not available in
Complex Orders
Milestone, Lump
Sum and Rate
Milestone, Lump
Sum and Rate
Rate
Temp
Labor
Amount
NA
Milestone, Lump
Sum and Rate
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Destination Types
The destination type is identified based on the selected document style. The
destination type can only be Expense. Inventory items are supported with the
destination type as Expense. Inventory and Shopfloor destination types are not
supported in a complex purchase order.
The pay items need to add up to the total value of the line
b) All the pay items are taken to be financed and can be billed using
Prepayment invoice only
c) The sum total of pay items and advances specified should be less than or
equal to the total amount of the line
d) Recoupment rate should be high enough to liquidate the advances and the
pay item amount
e) Accrue at Receipt is not supported for financed pay items
f)
CONCLUSION
Enterprises have visibility and control over their services spend and
their supplier performance
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Profile option
Financial Options
Document Styles
Payables Options
Suppliers
Approval Rules
Tax Configuration
The profile option POR : Amount Based Services Line Type needs to be set up.
This specifies how services are to be quantified and ordered on the contract
document. In order to use complex services, the value for this profile option
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should be set to Fixed Price Services, which means that services is be ordered as a
lump sum amount.
Possible values
profile option
of
Description
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Retainage Account for the Operating Unit is set up in the Financial Options
page. Users can define one retainage account for the operating unit to account for
funds withheld from suppliers doing business with the organization.
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Tax regime is the system of regulations for the determination and administration of
one or more taxes. Tax regime definition is used to identify the taxes that need to
be applied on the purchase order document.
Setup Tax
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A Tax Status is the taxable nature of a product in the context of a transaction and a
specific tax on the transaction. Tax statuses are defined to group one or more tax
rates that are of the same or similar nature. Every tax status in Oracle E-Business
Tax is defined under a tax and contains one or more tax rates.
A recoverable tax is a tax that allows full or partial recovery of taxes paid on
purchases, either as a recoverable payment or as an offset against taxes owed.
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In Oracle E-Business Tax, a tax rule is a set of conditions that is used to determine
the tax for a specific transaction.
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APPENDIX: GLOSSARY
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Managing Services Procurement: A step towards better visibility and improved efficiency
March 2014
Author: Sivakumar Viswanathan
Contributing Authors: Barbara Fox, Vijayaganesh Sampathkumar,
Selva Mudaliar, Sandeep Sood and Pratima Mahtani
Oracle Corporation
World Headquarters
500 Oracle Parkway
Redwood Shores, CA 94065
U.S.A.
Worldwide Inquiries:
Phone: +1.650.506.7000
Fax: +1.650.506.7200
oracle.com
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