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Web-Based Supply Chain Management (WBSCM) IFAC Conference – Ocean Carriers. Agenda. Overview WBSCM Vision WBSCM Release 1 Program Timeline How This Benefits You Ocean Carrier Functionality ** Master Data Portal Navigation Freight Bidding Purchase Orders Invoicing Reporting

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Web-Based Supply Chain Management (WBSCM) IFAC Conference – Ocean Carriers

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Web based supply chain management wbscm ifac conference ocean carriers

Web-Based Supply Chain Management (WBSCM) IFAC Conference – Ocean Carriers


Agenda

Agenda

  • Overview

    • WBSCM Vision

    • WBSCM Release 1 Program Timeline

  • How This Benefits You

  • Ocean Carrier Functionality**

    • Master Data

    • Portal Navigation

    • Freight Bidding

    • Purchase Orders

    • Invoicing

    • Reporting

  • WBSCM Summary

    ** simulations will follow to showcase functionality


Wbscm vision

WBSCM Vision

WBSCM will provide new capabilities and functionality to support doing business with USDA!

WBSCM… Delivering web-based food supply when it is needed...

FSA

USAID

FAS

AMS

FNS

...where it is needed


Wbscm release 1 program timeline

We are here

0

Strategy

&

Selection

1

Project

Kick Off

2

Design

4

Deploy

5

Go Live

  • Acceptance Testing

  • Training

  • Planning & Budgeting

  • Communicating

  • Production Cutover!

  • Business Requirements Definition

  • RFIs, RFPs

  • Product Evaluations & Selection

  • Scoping

  • Team Setup

  • Project Kick-off

  • Planning & Budgeting

  • Process Design

  • Configuration Design

  • RICEFW Functional Design

  • Data Mgmt Plan

  • Training & Communication Plan

  • Technology Design

  • Planning & Budgeting

  • Go-live!

  • Monitoring

  • Final Revisions

  • Support

Moving in!!

Final Walk

Through

Search and

Selection

Requirements, Contract

Detail Design Specifications

(Blueprint)

WBSCM Release 1 Program Timeline

2009

3

Build /

Test

  • Configuring

  • RICEFW Technical Spec

  • Building:

    • Processes

    • Training

    • Programs

    • Technology

  • Testing

  • Go-live Planning

  • Communicating

A Home Building Analogy

Step by step process

Leads to strong

structure


How this benefits you

How This Benefits You

  • Overall Benefits

  • Easier and faster to do business with USDA

  • Lower administrative costs

  • Paperless, non-duplicative processes

  • Easier, transparent registering, bidding, contracting, shipping, and payment processes

  • Ocean Carriers

  • Easier access to all Freight Solicitations

  • Automation of Bulk Procurement

  • Simplified submission of Freight bid responses/offers

  • Visibility of submitted Freight Bids/Offers

  • Electronic notification of Freight purchase awards

  • Online submission of Freight Invoices and Proof of Delivery (FAS Programs)

  • Real time status of Freight Invoice payments (FAS Programs)

  • Online reporting & information access capabilities


Ocean carrier functionality

Ocean Carrier Functionality

  • Master Data

  • Portal Navigation

  • Freight Bidding

    • Freight Preferences

  • Purchase Orders

  • Invoicing

  • Reporting


Master data definition

Current Definition

Commodity

Master Data Definition

  • WBSCM Definition

    • Material Number

COMMODITY : 682066

COMM GROUP: 68 OIL

COMM TYPE : 20 OIL, VEGETABLE

PACK SIZE : 66 PLASTIC BOTTLE 6/4 L

MATERIAL: 102420

DESCRIPTION: OIL, VEGETABLE BOTTLE, PLSTC-6/4 L

=

Other Examples

102418 OIL, VEGETABLE PAIL-20 L

102419 OIL, VEGETABLE CAN-6/4 L

  • Material Number - Freight

  • Freight

MATERIAL: F102420

DESCRIPTION:OIL, VEGETABLE BOTTLE, PLSTC-6/4 L-F

FREIGHT : Not used in current system

=

  • Key Changes

  • Commodity identifiers will be converted to SAP Material numbers

  • Freight Materials will be defined for Freight Bidding and Booking documents.

Other Examples

F102418 OIL, VEGETABLE PAIL-20 L-F

F102419 OIL, VEGETABLE CAN-6/4 L-F


Vendor master data definition

Vendor Master Data Definition

  • WBSCM Vendor Definition

    • Business Partner

      • Definition: Organization (firm, branch office), person or a group of persons or organizations in which USDA/USAID has a business interest. This includes the roles:

        • Freight Vendor (Ocean Carrier)

        • Contact Person Information

        • Freight Agents

    • Locations

      • Definition: These types of Business Partners will be used to support the selection of load points in the Price conditions for the Freight Solicitation. Based on the evaluation results, the applicable locations will be defined on the Purchase order awards.

        • Regions

        • Load ports

        • Intermodal Bridge

        • Intermodal Plant

        • Terminals/Berths

  • Key Changes

  • Vendors will be converted to SAP Business Partners

  • Locations will be defined for Price Conditions related to different load points.


Vendor self service portal view

Vendor Self-Service Portal View

  • Key Changes

  • WBSCM Portal requires Level 1 e-Authentication

  • Key Functionality

  • Bid/Offer Management

  • Vendor Self-Service

  • Reporting

Simulation Portal Navigation


Freight bid offer management overview

Freight Bid/Offer Management Overview

  • Bid/Offer Management Functionality

    • Enter Bid/Offer Response

      • Copy from Preferences

        • Can maintain multiple preferences (Ex: one for trade route)

      • Copy Bid/Offer functionality related to the same Solicitation

      • Constraint group functionality

      • Hierarchy level pricing on Load point

        • Ability to apply min/max and cost components at region/port/terminal levels.

      • New AGAR Numbering for Solicitations

        • Current numbering - Freight Solicitation 019

        • WBSCM Numbering – AG-INTF-09-S-0032

        • Where

          • AG – Agriculture

          • INTF – Office Code for International Freight

          • 09 – Fiscal Year

          • S – Bid Invitation/Solicitation

          • XXXX – Sequence Number


Freight bid offer response

Freight Bid/Offer Response

  • Key Changes

  • Easier access to all Freight Solicitations

  • All USDA Solicitations will be available

  • Freight Preferences can be maintained

  • Key Functionality

  • Visibility of Submitted Bids/Offers

Simulation Freight Bidding


International freight preferences

International Freight Preferences

  • Freight Preferences can be maintained for the following:

  • Load Port – Regions

  • Load Port

  • Load Port – Terminals

  • Intermodal Point

Price Conditions can be defined for each applicable location


Freight purchase order overview

Freight Purchase Order Overview

Current System

  • Current system references information from the Freight Booking Information on the related Commodity Contract/Notice to Deliver.

    WBSCM Design

  • Purchase Order will be used for Freight Purchase Awards

    • Different Order types will be defined for

      • FAS Freight Purchase Orders

      • USAID Freight Purchase Orders

    • Charter Booking information will be attached as a document to the Purchase Orders

    • Purchase Order Numbers will be defined as follows

      • FAS - AG-INFF-09-P-0023

      • USAID – AG-INFA-09-P-0024

      • Where the following fields are defined as

        • AG – Agriculture

        • INFF- Office Code for Freight FAS

        • INTA – Office code for Freight USAID

        • 09 – Fiscal Year

        • P – Purchase order

        • XXXX – Sequence Number


Freight purchase orders

Freight Purchase Orders

  • Key Changes

  • Freight Purchase orders will be created in WBSCM

  • Paperless, non-duplicative processes

  • Key Functionality

  • Purchase Orders will be available on the Vendor Self-Service

  • Email notification (PDF Output) will be sent to the Contact information when the PO is approved

Simulation Purchase Order


Fas freight invoice matching overview

FAS Freight Invoice Matching Overview

3 Way Invoice Matching criteria

Invoice Quantity

Purchase Order

Quantity

Goods Receipt

Quantity

=

=

Freight Forwarder -performs Goods Receipt

Ocean Bill of Lading

  • Vendor enters Invoice for FAS Programs includes

  • Proof of Delivery

FAS – Sends award Notification

  • Key Functionality

  • Automated invoice matching, approval, release, of payments for commodity, freight, storage, and other services


Fas freight invoicing

  • Key Changes

  • Key Functionality

Simulation Invoicing

FAS Freight Invoicing

Invoices are created based on the Purchase Order selected by the Ocean Carriers

  • Key Changes

  • Automated invoice matching and approval of payments for FAS freight Purchase Orders

  • USDA requested documents will be scanned and attached

  • Key Functionality

  • Real time status of invoice payments


Ocean carrier reporting overview

Ocean Carrier Reporting Overview

  • Reporting

    • Specific reports will be made available to the Ocean Carriers to report on their different types of documents

      • Freight Purchase orders

      • Invoices (FAS Programs)

      • Ocean Carrier Business Partner information


Wbscm summary

WBSCM Summary

  • Key Changes:

    • Vendor Self-Service functionality

    • Contract award notification

    • Online invoice status review

    • Online reporting & information access capabilities

WBSCM provides new capabilities and functionality to makes it easier to do business with USDA


Next steps

Next Steps

  • Vendor Testing & Training

    • Vendor testing to begin in the Summer 2009

    • Training materials will be available in the Fall 2009

  • Deployment Activities

    • WBSCM User Administration

      • Confirm Corporate Admin Contacts

      • E-Authentication Registration

    • Data Validation

      • Business Partner relationships

  • WBSCM Go-live Dec 2009

  • For more information visit us online at www.usda.gov

    Interested in participating or have questions?

    Contact us [email protected]


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