All about e-procurement system or Electronic Tendering System.

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Lotus Procure is a system that can automate all the tendering activities. One can refer to the system as an e-Tendering System, e-bidding system, e-procurement system or Electronic Tendering System.

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Slide 1:

OSMO IT SOLUTION PVT. LTD.

Introduction::

Lotus Procure is a system that can automate all the tendering activities. One can refer to the system as an e-Tendering System, e-bidding system, e-procurement system or Electronic Tendering System. Automating the entire tendering process that involves procuring services and goods refer to activities starting from purchasing the requisition to when the contract is awarded. The tendering process involves authenticating important information before it is accessed and transferred from one user to another. Users of the system are the buyers and suppliers. Since the system ensures the necessary security measures are in place, the procurement process becomes transparent. Other advantages that such a system presents include ease in forecasting the demand and reducing the risks associated with security of supply and price fluctuations. Introduction: OSMO IT SOLUTION PVT. LTD.

What is E-Procurement?:

The e-procurement value chain consists of indent management, e-Tendering, e-Auctioning, vendor management, catalogue management, Purchase Order Integration, Order Status, Ship Notice,e -Invoicing, e-Payment, and contract management. Indent management is the workflow involved in the preparation of tenders. This part of the value chain is optional, with individual procuring departments defining their indenting process. In works procurement, administrative approval and technical sanction are obtained in electronic format. In goods procurement, indent generation activity is done online. The end result of the stage is taken as inputs for issuing the NIT What is E-Procurement? OSMO IT SOLUTION PVT. LTD.

Manual Process: Tendering:

Manual Process: Tendering OSMO IT SOLUTION PVT. LTD. A tender is a formal offer which is commonly used when supplying goods or services to the public sector but is also sometimes the process for the private sector. The buyers from an institution can set out the proposals and requirements for work to be done and the supplier has to bid for the tender and meet the criteria required. A tender can be found as an advertisement, in trade journals or by a Tender Notification Service . Long chain of internal authorizations and scrutiny (at times involving several departments) Several visits by Vendors to Departments Generation of reams of paper-based statements and evaluations

Online Tendering:

Online Tendering OSMO IT SOLUTION PVT. LTD. E-Tendering is a transparent way to award contracts in Government Sector.  Government has adopted the e-Procurement System in many states to obtain the most competitive and suitable Techno-Commercial Offers from the Bidders using online platform. Phase wise, the e-Procurement System shall be implemented in all Departments, Agencies, Boards, Corporations and other Organizations

Why we Adopt E-Procurement Solution? :

E-procurement advantages are becoming more evident as the wider understanding of its many uses become apparent. The main reason companies have embraced e-procurement is to increase productivity, provide visibility into day-to-day transactions and make it easier for users to get the supplies that they need. It has not been an easy road for e-procurement as implementation has its challenges and it has taken time for business managers and procurement departments to fully accept it. Why we Adopt E-Procurement Solution? OSMO IT SOLUTION PVT. LTD.

The advantages of e-procurement :

Reducing costs: Costs can be reduced by leveraging volume, having structured supplier relationships and by using system improvements to reduce external spend while improving quality and supplier performance Visibility of spend Centralized tracking of transactions enables full reporting on requisitions, items purchased, orders processes and payments made. Productivity Internal customers can obtain the items they want from a catalogue of approved items through an on-line requisition and ordering system. Controls Standardized approval processes and formal workflows ensure that the correct level of authorization is applied to each transaction and that spend is directed to draw off existing contracts. Compliance to policy is improved as users can quickly locate products and services from preferred suppliers and are unable to create maverick purchases. The advantages of e-procurement OSMO IT SOLUTION PVT. LTD.

For Security :

Audit Trail  : The Solution has been so designed that all the activities, transactions and changes in configuration are logged and a log report is made available to the concerned people. Data Encryption :  The solution supports 128 bit encryption and all the price bids received against a tender are encrypted at the database level. Unauthorized Access : The entire solution is behind a firewall and intrusion detection system that protects it against unauthorized access and hackers Secure Administrator access : To prevent an administrator from misusing his access privileges, the TMS requires two level password verification before allowing an administrator access to the admin module. The administrator will be authenticated on advanced technologies using biometrics. SSL Certificate : The solution uses 128 bit SSL Certificate from VeriSign for communication between the browser and the web server. This ensures that all the data is encrypted and cannot be hacked/misused by anyone Process Validation : The Solution has been so architected that a user cannot view the commercial bid of a supplier till the technical evaluation of the tender is complete and the date & time specified for the opening of the commercial bid is due For Security

Advantage of E-Procurement:

Re Bid submission Location independent Increased opportunities Transparency Online confirmation of tender submission Consistency of process 24X7 Accessibility Advantage of E-Procurement Elimination of dependency on officials for information Encrypted tenders at the time of submission Digital Signature – signing & verification Automatic viewing of all tenders online Past data/ Achieve data for reference All tender related information available online OSMO IT SOLUTION PVT. LTD.

Personnel Skills & Other Requirements:

Personnel Skills & Other Requirements Awareness of the Procurement Process Knowledge of simple Internet applications Basic computer skills Has valid email address Training in e-procurement application Should have a Computer Should have access to internet Should have valid Digital Certificate Enrolled with e procurement application Computer Skills needs for E-Procurement Solution OSMO IT SOLUTION PVT. LTD.

E-Procurement : (E-Tendering) :

E-Procurement : (E-Tendering) OSMO IT SOLUTION PVT. LTD. Indent Management PRE- TENDERING Contract & Purchase Management POST- TENDERING Tender E- TENDERING Department Contractor Vendor Management MIS REPORT

Indent Management:

Indent Management OSMO IT SOLUTION PVT. LTD. The Indent Management option is one of the modules that are available in the system. Its function is to allow users from different departments to create and submit indent requests. The requests are for procuring work and other goods. The module also helps in estimating the cost of works and goods, as well as aggregating the demand for goods.

E-Tendering:

The system takes into account such things like socio-economic policies involved in various public procurement, corruption practices, grants, the magnitude of procurement outlay and compliance to the regulations set by the government. The modern downward procedure-to-pay activities face many challenges. The available team has the necessary Technology, Process and People who can handle such challenges. As such, the necessary knowledge and expertise to execute the main procurement operations are present. E-Tendering OSMO IT SOLUTION PVT. LTD.

Contract Management:

No matter the amount of effort involved in coming to agreements and getting contracts, the documents involved always find their way to the file cabinet. Most business managers are aware of this practice. The practice of manual filing always leads to other costs and risks that an organization faces on a daily basis. While using our system, customers are able to find the solution to authoring contracts and accessing a central repository of files. As such, the customers can generate documents that comply with the administration rules and get timely notifications regarding any changes on the system or the progress of a tender. Contract Management OSMO IT SOLUTION PVT. LTD.

Vendor Management:

Vendor Management OSMO IT SOLUTION PVT. LTD.

MIS Report:

There is a MIS group that enables buyers and suppliers to link different products, accounts or transactions to various MIS entities. In turn, one can define a MIS report in different ways that can help link the MIS entities to a particular transaction, account, product or class. The invoice management solution also maintains logs for all the transactions. Such transactions are always linked to the indent processing activities such as creation, approval or rejection. The auditable logs records such details as the time, date and user details. MIS Report OSMO IT SOLUTION PVT. LTD.

Users , Stage Wise::

Users , Stage Wise : Contractor Contractor Registration Tender Purchase Bid Submission CPM 1) (W.O. Sign , Contract Sign) 2) Start Work 3) Billing Govt. Department & Private Org. Indent Management Indent Approval Tender Creation Tender Release Tender Amendment(if req.) Tender Closing Tender Opening 1) Envelope A 2) Envelope B 3) Envelope C CPM OSMO IT SOLUTION PVT. LTD.

Contractors :

Contractors OSMO IT SOLUTION PVT. LTD. p Contractor Registration Tender Purchase Tender Award Bid Submission Contract & Purchase Management, Achieved Milestone ,Tender Billing,

Digital Signature Certificates (DSC):

Osmo IT Solution Pvt. Ltd. Digital Signature Certificates (DSC) Digital Signature Certificate serve as an identity of an individual for a certain purpose. Digital Signature Certificate can be presented electronically to prove your identity or your right to access information or services on the Internet. etoken (DSC) OSMO IT SOLUTION PVT. LTD.

Types of DSC:

Class 2 – Digital Signature Certificate ensures convenient and enhanced Security in Filing E Tenders . A digital Signature Certificates authenticates the identity of the person filing the Tender Information. An organization needs to obtain a class 2 Digital signature certificate in the name of the authorized representative to submit the Bids and tender documents online. Class 2 Digital Signature Certificate are issued only to authorized Individuals of the an Organization. Types of DSC Class 3 – Digital Signature Certificate ensures convenient and enhanced Security in Filing E Tenders. A digital Signature Certificates authenticates the identity of the person filing the Tender Information. A Class 3 Digital signature Certificate provides highest Level of assurance in the RCAI (Root Certifying Authority of India) hierarchy setup under the Controller of Certifying Authority. An organization needs to obtain a class 3B digital signature certificate in the name of the authorized representative to submit the Bids and tender documents online. . Class 3B Digital Signature Certificate is issued only to authorize Individuals of an Organization. OSMO IT SOLUTION PVT. LTD.

Slide 21:

Contact Us Full support, Osmo IT Solution Pvt. Ltd Our skilled consultants can tailor a solution to suit your business, providing full support at every stage. To find you’re next tendering opportunity may also call 0755-4078644/45/46 to speak to one of our knowledgeable consultants. For Further enquiry /support ,write to us info@lotusProcure.in For more information …Please Visit: http://www.lotusProcure.in OSMO IT SOLUTION PVT. LTD.

Thank You:

Thank You OSMO IT SOLUTION PVT. LTD.

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