User Story 1: Centralized Supplier Management
Summary of Business Expectation: QSA requires a Construction Management Platform with centralized procurement processes, including a centralized supplier list and performance management.
High Priority Requirements Addressed:
- Ability to capture all suppliers in a centralized list & review supplier performance/blacklist.
Current Pain Points Addressed:
- Multiple supplier lists/databases, not centrally managed with lack of visibility into supplier performance.
User Story: As a procurement manager, I want to centralize the supplier database so that I can have a single, unified view of all suppliers and their performance metrics, ensuring better management and transparency in supplier selection and evaluation.
What to Expect in the Application Software:
- Centralized Supplier Database: A unified interface where all supplier information is stored and managed, including contact details, performance metrics, and blacklist status.
- Supplier Performance Tracking: Features to track and rate supplier performance based on predefined criteria.
- Search and Filter Options: Ability to easily search, filter, and sort suppliers based on various attributes such as location, performance, and type of goods/services provided.
User Story 2: Flexible RFx Templates
Summary of Business Expectation: QSA needs the ability to create flexible RFx templates and manage RFx events efficiently.
High Priority Requirements Addressed:
- Ability to create flexible RFx templates & supporting documentation in-system for online entry & submission by suppliers.
Current Pain Points Addressed:
- Inconsistent use of templates for documents such as RFx, inability to send large supporting documents as part of RFx processes.
User Story: As a procurement specialist, I want to create and customize RFx templates with the ability to include various sections and supporting documents so that I can streamline the RFx process and ensure consistency and completeness in supplier submissions.
What to Expect in the Application Software:
- Template Builder: A flexible template builder that allows users to create and customize RFx templates with various sections and fields.
- Document Upload: Functionality to upload and attach supporting documents to RFx templates.
- Template Library: A library of predefined templates that can be modified or used as is, ensuring consistency and ease of use.
User Story 3: RFx Workflow and Approval
Summary of Business Expectation: QSA requires a robust workflow and approval process for RFx events.
High Priority Requirements Addressed:
- Ability to lock a specific RFx to specific users & route for appropriate approvals (i.e., department/project level) before submission to suppliers.
- Ability to setup & track RFx workflow activities.
Current Pain Points Addressed:
- Lack of defined workflows across processes.
- Inconsistent process for approving documents & transactions across Procurement.
User Story: As a procurement coordinator, I want to define and manage RFx workflows with specific user roles and approval steps so that I can ensure that all necessary reviews and approvals are completed efficiently before sending RFx events to suppliers.
What to Expect in the Application Software:
- Workflow Management: Tools to define and manage RFx workflows, including setting up approval hierarchies and routing processes.
- Approval Notifications: Automated notifications and alerts for each stage of the RFx approval process.
- User Role Management: Ability to assign specific roles and permissions to users involved in the RFx process.
User Story 4: Inventory Management
Summary of Business Expectation: QSA intends to effectively manage inventory within the Construction Management Platform.
High Priority Requirements Addressed:
- Ability to track & report on inventory balances & amounts in system within and across sites.
- Ability to perform transactions on inventory, such as issues, disposals, and cycle counting.
Current Pain Points Addressed:
- Insufficient tracking of Inventory.
- Lack of Goods Receipting.
User Story: As a warehouse manager, I want to track inventory balances and perform inventory transactions across multiple sites so that I can maintain accurate stock levels and manage inventory effectively.
What to Expect in the Application Software:
- Inventory Tracking: Real-time tracking of inventory levels across multiple sites, including quantities and locations.
- Transaction Management: Features to perform inventory transactions such as issues, disposals, and cycle counts.
- Reporting and Analytics: Detailed reports on inventory status, movements, and discrepancies.
User Story 5: Purchase Order Management
Summary of Business Expectation: QSA needs a system to generate, process, and manage different types of purchase orders.
High Priority Requirements Addressed:
- Ability to manage multiple PO types & processes (such as standard, standing, running POs).
- Ability to enforce the capture of receipts for inventory procurement.
Current Pain Points Addressed:
- Using different PO types (i.e., Standing / Running POs) & managing variations to POs.
- Lack of defined workflows across processes.
User Story: As a procurement officer, I want to create and manage various types of purchase orders with appropriate workflows and approvals so that I can handle different procurement needs efficiently and ensure compliance with procurement policies.
What to Expect in the Application Software:
- PO Creation and Management: Tools to create and manage various types of purchase orders (standard, standing, running) with appropriate workflows.
- Approval Workflows: Configurable workflows for PO approvals based on order type, department, and project requirements.
- Document Generation: Automated generation and attachment of PO documents, including terms and conditions.
User Story 6: Goods Receipt and 3-Way Matching
Summary of Business Expectation: QSA requires the ability to perform goods receipt for 3-way matching for required purchase orders.
High Priority Requirements Addressed:
- Ability to enforce the capture of receipts for inventory procurement (i.e., to enable 3-way match for inventory procurement).
Current Pain Points Addressed:
- Lack of Goods Receipting.
User Story: As an inventory clerk, I want to record goods receipts and perform 3-way matching against purchase orders and invoices so that I can ensure accurate inventory records and verify that received goods match the ordered quantities and specifications.
What to Expect in the Application Software:
- Goods Receipt Entry: Interface to enter goods receipts and match them against purchase orders and invoices.
- Barcode/QR Code Generation: Capability to generate and scan barcodes/QR codes for inventory items.
- 3-Way Matching: Automated 3-way matching process to ensure that received goods, purchase orders, and invoices are aligned.
User Story 7: Supplier Portal and Self-Service Capability
Summary of Business Expectation: QSA aims to provide suppliers with a portal for better engagement and self-service.
High Priority Requirements Addressed:
- Demonstrate Supplier Portal / Self Service capability.
Current Pain Points Addressed:
- Lack of security, audit & tracking of communications with suppliers – i.e., through RFx processes.
User Story: As a supplier, I want to access a self-service portal to submit RFx responses, manage my profile, and track my performance so that I can interact with QSA more efficiently and transparently.
What to Expect in the Application Software:
- Supplier Portal: A dedicated portal for suppliers to access and manage their profiles, submit RFx responses, and track performance.
- Self-Service Tools: Features for suppliers to update their information, upload documents, and communicate with the procurement team.
- Security and Access Control: Robust security measures to protect supplier data and ensure controlled access.
User Story 8: Contract Management and Approval Workflow
Summary of Business Expectation: QSA requires a system for managing supplier contracts and an approval workflow for agreements.
High Priority Requirements Addressed:
- Demonstrate setup of contracts/agreements with suppliers & workflow for approval of agreements (including option to DocuSign agreements).
Current Pain Points Addressed:
- Lack of defined workflows across processes.
User Story: As a contract manager, I want to set up and manage supplier contracts with an integrated approval workflow so that I can ensure that all agreements are properly reviewed, approved, and stored in the system.
What to Expect in the Application Software:
- Contract Repository: Centralized storage for all supplier contracts with easy retrieval and search functionality.
- Approval Workflows: Configurable workflows for contract review and approval, including electronic signature options (e.g., DocuSign).
- Tracking and Alerts: Tools to track contract status and send alerts for upcoming renewals or required actions.
User Story 9: Change Order Management
Summary of Business Expectation: QSA needs to manage change orders for project procurement effectively.
High Priority Requirements Addressed:
- Demonstrate ability to enter, review & approve change orders for project procurement where changes are required or have been flagged by suppliers.
Current Pain Points Addressed:
- Lack of defined workflows across processes.
User Story: As a project manager, I want to enter, review, and approve change orders related to project procurement so that I can handle any necessary changes efficiently and ensure that procurement processes remain aligned with project requirements.
What to Expect in the Application Software:
- Change Order Entry: Interface to enter and manage change orders related to project procurement.
- Review and Approval: Workflow to review and approve change orders with relevant notifications and alerts.
- Audit Trail: Detailed audit trail of all change order activities for transparency and accountability.
User Story 10: Approval Authorities Matrix
Summary of Business Expectation: QSA intends to enforce approval authorities for procurement processes.
High Priority Requirements Addressed:
- Demonstrate ability to enter/follow Approval Authorities Matrix/Limits of Authority limits for project procurement, including workflows/approvals.
Current Pain Points Addressed:
- Inconsistent process for approving documents & transactions across Procurement.
User Story: As a financial controller, I want to implement an approval authorities matrix within the procurement system so that I can ensure that all procurement actions are authorized according to company policies and authority limits.
What to Expect in the Application Software:
- Approval Authorities Matrix: Setup and manage approval limits for different roles and departments within the system.
- Automated Routing: Automated routing of procurement actions based on predefined approval authorities.
- Compliance and Tracking: Tools to ensure compliance with approval limits and track approval activities.
User Story 11: Prebuilt Reporting for Procurement
Summary of Business Expectation: QSA needs prebuilt reporting capabilities for procurement and supply chain management.
High Priority Requirements Addressed:
- Demonstrate/discuss any prebuilt reporting in solution for Procurement / Supply Chain Management.
Current Pain Points Addressed:
- Lack of security, audit & tracking of communications with suppliers – i.e., through RFx processes.
User Story: As a procurement analyst, I want to access prebuilt reports for procurement and supply chain management so that I can analyze procurement performance, track supplier activities, and make informed decisions based on accurate data.
What to Expect in the Application Software:
- Reporting Dashboard: Prebuilt reports and dashboards for procurement and supply chain management.
- Customizable Reports: Ability to customize reports based on specific criteria and requirements.
- Data Visualization: Visual representation of procurement data through charts, graphs, and tables for easier analysis and decision-making.