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Pathfinder at electronic procurement
Electronic ordering via e-Shop
Beside the savings by bundling and standardising needs the FPA also achieves tremendous savings in processing costs: Customers can order goods and services electronically via e-procurement-applications.
The managed infrastructure e-Shop is an e-procurement-solution that allows customers of the FPA to call off from electronic framework agreements and contracts. The purchasing process – from raising a purchase requisition, approval workflows, completing the purchase order to dispatching the PO to the vendor – is covered within the e-Shop. Main results comprising the e-Shop:
- The e-Shop simplifies and speeds up the internal processes by using flexible, customer-orientated electronic workflows.
- It improves the quality of business process documentation for users and their organisations:
- The e-Shop brings an improvement of the FPA-Service-Architecture. Standardized interfaces enable integration in several ERP systems on buyer and supplier side.
- The system provides better information for customers about the product assortment covered by FPA-contracts.
- As an "one stop shop" the e-Shop represents on face to the customer. In the past the customer had to handle several different supplier shops and with the increasing number of contracts - around 380 so far - supplier shops would not be practical anymore
- The system achieves processing costs savings.
- The implementation of e-Shop is not only a change of a tool, it also influences the work in The public administration and brings better regulations for procurement processes.
- All information is transparent and traceable at any time in the purchasing process to any stakeholder involved.
- The e-Shop makes suppliers "e-fit". It provides a platform to create an approve e-catalogues and handles in particular the subject of small- and medium-sized companies, who are often not aware of these technologies.
- It establishes a reporting and evaluation module for the fulfilment of a procurement controlling in the case of the FPA.
- The e-Shop is an outstanding and unique project on European level so far, what is also demonstrated by its figures.
Facts & figures about the e-Shop
- 9.200 users
- 3000 registered organisations (federal, country, regional level, state-owned organisations, etc.)
- 6000 orders per month
- Order volume of about 15 Million Euro per month
- A growth rate of volume and number of orders of about 25 percent per year
- The shop contains more than 230.000 items from about 450 contracts with different suppliers in 30 product categories.
- 70 percent level of use of service within the contracts that are placed in the e-Shop
- The remaining 30 percent are managed traditionally. A circumstance for example is, that the ministry of defence doesn't have a comprehensive IT Infrastructure.
- Approximately 63 Euro processing costs savings per order
- 2.2 Million Euro processing costs saving per year
Online booking tool e-Reisen
The managed infrastructure Travi is an online booking tool that allows FPA's customers to organise their travel planning including flight booking, hotel reservation and rental car reservation.
- The system evaluates a best-buy recommendation that the user can easily select instead comparing offers manually.
- Travel arrangements can be administrated in the system on organisational level and are compulsive for booking (e.g. only economic class is allowed).
- Sophisticated easy search and professional search
- "All in one" booking tool for public authorities