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Berlin, November 2009

Further development of supplier management Deutsche Bahn AG. Deutsche Bahn AG. Dipl. Ing. Sascha Pantel. Technology, Integrated Systems and Services - Procurement. Buildings and Structures Product Area – Supplier Management. Berlin, November 2009. Integrated Systems Rail.

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Berlin, November 2009

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  1. Further development of supplier management Deutsche Bahn AG Deutsche Bahn AG Dipl. Ing. Sascha Pantel Technology, Integrated Systems and Services - Procurement Buildings and Structures Product Area – Supplier Management Berlin, November 2009

  2. Integrated SystemsRail Supplier management at DB is understood as an overall control process and consists of 3 part phases • OVERVIEW OF THE SUPPLIER MANAGEMENT PROCESS New companies 1. • Supplier qualification Supplier management as a continuous process Cross-functional and ongoing: • Updating and • Continuing the supplier data • Risk management 3. • Supplier development 2. • Supplier evaluation Phasing out suppliers Deutsche Bahn AG, Technik, Systemverbund und Dienstleistungen, November 2009

  3. IntegratedSystems Rail • Key aspects of supplier qualification • All suppliers are qualified, but with different degrees of intensity • For this purpose, the suppliers' products/ services are classified into risk categories • Depending on the risk category of the products/services, qualification is made at different depths with different requirements • Criteria for determining suitability are specialist know-how, productive capacity and reliability 1. • Supplier qualification 3. • Supplier development 2. • Supplier evaluation Deutsche Bahn AG, Technik, Systemverbund und Dienstleistungen, November 2009

  4. The risk assessment of the groups of goods determines the qualification intensity of the potential contracting party Riskclassification Example dimensions for determining the risk Modules for qualification • very high Process criteria Basic data Commer. criteria Perform. criteria • safety set • quality • high Basic data Commer. criteria Perform. criteria • supply • costs • image freely selectable • usual Basic data Commer. criteria • customers • environment • other criteria • none • low Basic data Deutsche Bahn AG, Technik, Systemverbund und Dienstleistungen, November 2009

  5. Defined criteria (partly goods group-specific) are allocated to every qualification module QUALIFICATION: GRADATION LOGIC FOR THE QUALIFICATION OF COMPANIES Levels Modules Top criteria Example sub-criteria • DUNS no., Sector Code • company, address, telephone no., contact • banking connection • VAT ID Basic data Contractual capacity Supplier (future contract-ing partner) • QMS in place • ability to enter into risks (trade assoc. member) • solvency of the company • integrity of business management Commer. criteria Trustworthiness • references at DB AG • work at the required state of the art (DIN)/minimum technical requirements for performance • necessary equipment/expertise (means of production, welding approval, …) Perform. criteria a and b Reliability Product/manu-facturer Process criteria • Manufacturer-related product qualification (HPQ) • Q classification Sustainability Deutsche Bahn AG, Technik, Systemverbund und Dienstleistungen, November 2009

  6. The Buildings and Structures pre-qualification procedure forms the basis of high-quality supplier qualification Supplier qualification Companies can undergo the pre-qualification procedure at any time by applying to participate Application of the PQ procedure forthe following sub-systems: PQ system is designed throughout as a two-stage procedure. Planning services Pre-qualification procedure stipulation of objective rules and criteria stipulation of an evaluation system Track superstructure Stage 1 legal, administrative and economic criteria Earthworks (general/special) approval Structural engineering Stage 2 specialist suitability, productive capacity and reliability Protection services approval Construction supervision Directory of the pre-qualified companies Deutsche Bahn AG, Technik, Systemverbund und Dienstleistungen, November 2009

  7. Einteilung Lieferanten in Lieferantenklassen • Key • Preferred • Accepted • Einteilung Lieferanten in Lieferantenklassen • Key • Preferred • Accepted • Classification of suppliers into supplier categories according to group of goods or eClass • Strategic • Preferred • Accepted The DB supplier pool comprises 3 different supplier categories • QUALIFICATION: CLASSIFICATION INTO SUPPLIER CATEGORIES AND INFLUENCING VARIABLES Major suppliers with high purchasing volume Significant markets and materials Strategic suppliers owing to low substitutability High relevance for DB business Deutsche Bahn AG, Technik, Systemverbund und Dienstleistungen, November 2009

  8. IntegratedSystems Rail • KEY ASPECTS OF SUPPLIER EVALUATION • Evaluation is the target/actual comparisonon the basis of specifications in the dimensions of quality, costs and dates along the entire supply chain • Evaluations take place within a narrow timeframe according to defined events • The result is a ranking of the suppliers • Every evaluation is communicated • Every evaluation has a consequence 1. • Supplier qualification 3. • Supplier development 2. • Supplier evaluation Deutsche Bahn AG, Technik, Systemverbund und Dienstleistungen, November 2009

  9. Detailed question catalogue for each field Supplier evaluation is an elementary part of supplier management and comprises the dimensions of quality, costs and dates EVALUATION GRID: FIRST AND SECOND AGGREGATION LEVEL DB TOTAL Phases in the procurement process Quotation phase Delivery and performance phase Dimensions Product evaluation phase Quality in use • product evaluation • quality of elimination of defects Quality of the quotation • formal quality of the quotation • quality regarding contents of quotation • Quality of deliveries and performance • quality of delivery & performance • quality of cooperation • effectiveness of the QMS Quality (>20%) • Price level and price transparency • transparency/plausibility of pricing • reasonableness of price level Operating costs • maintenance costs • disposal costs • costs for energy, auxiliary materials, operating supplies Cost development • adherence to costs in contract period • claim behaviour Costs (>20%) Observance of deadline in case of defects • reaction time after notice of defect • duration of eliminating defect Observance of deadlines and dates • formal observance of deadlines • assurance of set/expected delivery and performance dates Observance of dates • compliance with dates of delivery and performance • behaviour with change of date Dates (>20%) Deutsche Bahn AG, Technik, Systemverbund und Dienstleistungen, November 2009

  10. Goods group-specific features require diversification of the evaluation questions and conditions CONSIDERATION OF UNIFORM BASIC PRINCIPLES AND GOODS GROUP-SPECIFIC FEATURES • Uniformly throughout DB, … • … at least 80% of the purchasing volume is covered in supplier evaluations • … every evaluation is based on the dimensions of quality, costs and dates with a minimum weighting • … all results are communicated • As a result, … • … suppliers are evaluated transparently according to objective suitability requirements (productive capacity, reliability, specialist know-how) • … companies which do not fulfil this demand can be identified • … legally and revision-secure decisions are taken in the award process according to the principle of equal treatment and transparency • Goods group-specific, … • … different evaluation sheetsare generated (examples): • construction services • planning services • subsoil evaluations and foundation consultancy • construction supervision • planning services (FA*) • protection services • protection services (FA) • provision of track material • disposal of track material • logistics services *FA=framework agreement Deutsche Bahn AG, Technik, Systemverbund und Dienstleistungen, November 2009

  11. + The ranking results from event-related data, individual cases and an annual evaluation round • SCHEMATIC REPRESENTATION • LOGIC OF OVERALL RANKING FOR EACH SUPPLIER Supplier ranking Annual evaluation round with every Business Area concerning supplier portfolio Event-related data along the supply chain(for quotation, delivery and performance, warranty each) e.g. points • on the basis of the event-related data • in addition: 2-3 qualitative criteria (e.g. technology, innovation capability, soft skills) outstanding 91-100 • Quality • Costs • Dates 81-90 good 61-80 restricted • Individual-case-related data with particular significance as threshold or limit values or "killer criteria" (0-1), e.g. • compliance cases, • insolvencies or dunning stages ≤60 poor Deutsche Bahn AG, Technik, Systemverbund und Dienstleistungen, November 2009

  12. Integrated SystemsRail • KEY ASPECTS OF SUPPLIER DEVELOPMENT • Every supplier evaluation leads to a structured reaction; every evaluation has a consequence • Depending on the significance of the supplier and his classification in the ranking, further development is performed with differing intensity 1. • Supplier qualification 3. • Supplier development 2. • Supplier evaluation Deutsche Bahn AG, Technik, Systemverbund und Dienstleistungen, November 2009

  13. 1 2 3 4 Joint supplier development teams 2 Proposal for supplier's award and further qualified automatically Phasing out possible, e.g. no extension of framework contracts 1 3 Contractual obligation of the supplier for improvement (catalogue of measures, target agreement) or phasing out The result of a supplier evaluation is always communicated to the supplier • SCHEMATIC REPRESENTATION • OVERVIEW OF THE COMMUNICATIONS CONCEPT Supplier classification Development measures are agreed on along with the communication to the supplier • strategic • preferred • accepted Outstand-ing100-91 Good 81-90 Ranking for each supplier Restricted 61-80 4 • poor < 60 Poor <60 Deutsche Bahn AG, Technik, Systemverbund und Dienstleistungen, November 2009

  14. Supplier management Integrierte Lösungen für weltweiten Erfolg – Integrated solutions for worldwide success Integration. Weltweit. Mit zuverlässigen Lieferanten den Kunden gewinnen ! Integration. Worldwide. Gain the customer with reliable suppliers ! Deutsche Bahn AG, Technik, Systemverbund und Dienstleistungen, November 2009

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