RBT Procurement

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Rotherham MBCRBT Procurement
Procurement Card Solution Joanne Kirk
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Rotherhams Journey
BACKGROUND RMBC Procurement activity was HIGHLY
FRAGMENTED with no overall corporate
strategy There was NO OWNERSHIP of Procurement
within the Council Procurement processes were
NOT STANDARDISED The administration of
Procurement was MAINLY PAPER based with little
automation LIMITED VISIBILITY and transparency
of what the Council was buying

• BENEFITS
• Increased proportion of local suppliers
• Improved environmental compliance
• Reduced expenditure on goods and services
• Reduced administration costs
• A greater of goods and services delivered on
  time
• Improved staff satisfaction

• PROJECTS
• Co-ordinate the management of procurement
• through a single procurement team
• Re-design all procurement processes from
  end-to-end
• Implement an
• ePurchase-to-Pay
• System
• Introduce best practice procurement for high
  value needs

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Achievements so far

• 17 FTE Efficiency Savings
• Greater supply market expertise leading to real
  savings - allowing funds to be diverted back into
  Council Priorities
• Co-ordinated Standardised working procedures
• High percentage of staff now CIPS qualified
• Multi award winning e-procurement Service
  E-tendering, E-ordering, E-invoicing,
• Next Steps
• - Wider use of procurement cards in chosen areas
  of supply!

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What is a Procurement Card?

• Basically, its a charge card similar to your
  personal credit/debit cards
• The process is endorsed by HM Treasury and the
  National Audit Office
• Currently 1304 programmes across central and
  local government, registered charities, Housing
  associations and police forces etc.. are
  operating the OGC scheme.
• For more info, see http//www.purchasingcard.info
  /index.php

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What are the Benefits?
To Rotherham MBC

• Significant reduction in purchase order and
  invoice
• processing transactions (efficiency savings)
• One single consolidated payment to the GPC Visa
  Bank each month yields major reduction in
  administration
• Improved accounting and budget management for the
  Authority
• Improved accuracy of transactions (purchaser and
  supplier in direct contact) and easier
  reconciliation banefits to processing staff
• Reduction in "maverick" and "off contract"
  expenditure
• Reduction in disputes with suppliers - consumers
  deal direct with supplier
• Reduction in inventory and stockholdings - more
  "just in time" supply
• Clear and concise audit trails

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• Purchase Card Processing Made simple
• A Presentation by Andy Downman

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• Who are Adflex ?

• UK Leading Payment Service Provider
• Specialists in Level 3 Purchase Card Processing

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Purchasing cards a suppliers perspective

• Pros
• Get paid quicker
• Keep the business
• More attractive in tenders

• Cons
• Costs
• Justification
• Software Development
• Time to implement

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The problem is..

• Suppliers often do not know what is involved in
  accepting Purchase Cards
• It is usually perceived as being expensive
• Suppliers are often reluctant to undergo change
• How long does it take?

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The Solution

• Adflex provide a range of software tools and
  services to bridge the divide between buyer and
  supplier
• Adflex Virtual Terminal
• Adflex Bureau
• Adflex Integration
• Adflex Supplier Deployment Pack

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Adflex Products and Services
Entry Method
Manual Entry
Automated
Level 1 Cards
Level 1 Level 3 Cards
File Interchange
Full Integration
Adflex Virtual Terminal
Adflex Bureau
Adflex Integration
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Adflex Virtual Terminal

• Manual entry portal aimed at suppliers with low
  volume and/or limited resource
• Supports all cards Level 1 , 2 and 3
• Supports CNP and Chip and PIN
• Custom Input Validation
• Multi-Merchant / User / Currency
• Trade Counter EPOS
• Web or Windows

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Adflex Bureau

• Aimed at suppliers with limited technical
  resource
• Based on an existing or new file
• Customised mapping
• Fill in the gaps using rules based lookups
• Uses pre-registered cards satisfying PCI DSS
  security
• Simple file upload via web page or automatic
  scheduler
• Adflex print driver invoice capture
• Hand holding at each step

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Adflex Bureau The steps...

• Buyer / Supplier briefing where possible
• Identify required field mapping
• Identify suitable existing file
• Test transaction using marker fields
• Buyer confirms received level 3 data is correct
• Go live

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Adflex Integration

• Software tools enabling developers to fully
  integrate level 1 to 3 card processing into
  existing ERP / Sales Order Processing system
• Real time or batch
• Supports all cards Level 1, 2 and 3
• Integrated Chip and PIN
• EPOS Integration

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Supplier Deployment Pack

• Adflexs Supplier Deployment Pack offers the
  following
• Project management
• Enforcement of buyer specific validation rules
• A single point of contact for complete process
• Supplier gets a simple step by step guide
  detailing how to go live
• Hand holding with supplier at each step
• Buyer gets regular progress status report for
  each supplier

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What we do

• Specialists in card processing systems
• Enhanced data handling
• Level 1, 2 3( VGIS / LID / Amex CPC )
• Chip and PIN
• Help with supplier adoption
• Consultancy

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Who we do it for
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Approved with
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Any Questions?
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Contact Adflex

• Adflex
• 284 Warley Hill
• Brentwood
• Essex
• CM133AB
• 44(0)1277 268 755