Vendor Modernization workshop - 12 & 13/Feb
To All,
- Please feel free to add the agenda to the below table
- Please post open questions in the “Remarks” column that will help to address blocking open topics
| Topic Priority | Topics | Sub topics | Date / Time | Topic picked date | remarks/comments / open questions | Remarks as on 21st Mar | Reference link |
|---|---|---|---|---|---|---|---|
| 1 | Business Process Flow Summary - Create, Edit / Update, Reject, Search | Prerequisite: BPMN diagram for lifecycles needed from @Jaya | 12/Feb - 9:30 to 11:00 am | 12th FebFirst half | to update and provide the detailed document, Jaya will Create and Ammend flow sperately which will help in long run ( Sudhir Kumar Kunchakuri to assist ) - The same has been updated in latest version of BRD. this needs to include now “Suspended” status.Approval matrix Vendor is part of one country based on PT for notification@jaya Team needs workflow for “Create” & “Amend”,. | As of now the open points is to update the **suspended status. (OPEN TOPIC)**Refer to table below for approval matrix.Need to get back on second point.Create and Amend flow is completed by Jaya | |
| 2 | Workflows | Approval life cycle stages needs to be known. | 12/Feb - 11:10 to 1:00 p.m | 12th Feb Post lunch | Workflow report, DQC to be developed before GO LIVE in Power BI ( Owner is yet to finalize ). Create and Ammend worklfow for PT, DS & final approval (@Jaya)DQC - The rule will be shared by Jaya,which are going to similar to NFTP vendor only. ( Will be picked on later refinements ) and to be hosted within portal and will be having restrictions Additional fields to be listed in the workflow life cycle by Jaya as of now we have base level. Workflow UI console to be defined in detail ( Jaya and May be Naveen Varma Roda , Sudhir Kumar Kunchakuri )Workflow report to be developed in Power BI similar to CMD workflow report with all possible attributes. Workflow report will be restricted. Ability to assign or claim workflow is yet to conclude. Jaya | DQC will be developed by Joseph’s Team. Workflow report will be developed by ( OPEN TOPIC ) Attributes are pending to defineWhat are the parameteres that need to be shown in the dashboard. Workflow UI console to be reused from the CMD. Ability to assign workflow to the particular team member. However we need to check through cammunda 7 it is possible or not. ( OPEN TOPIC ) | |
| 3 | Access Mgt & Roles definition for Vendor | Role management integration with financial information..Roles definition, clean up…Access MgtWhat and how many roles, roles classification | 12/Feb 1:45 p.m to 3:15 p.m | 13th FebFirst half | Based on country iterative and document is yet to be prepared by JayaWe need documentation for each role management integartion with finanicial Information Jaya We need to check on the total number of role for the MVPFrom process flow 70% we are aware and 30% will l revisit the design of Arch Rahul Singh Jaya to update each role based on sample reference shared during the workshop. User access matrix | Country iterativeDocumentation for each role is pending - Naveen Varma Roda we have Role definition in BRD as of now, are we looking something more?. **( Not a blocker for BRD)**Total number of roles are yet to be fined. NOT BLOCKING FOR BRD To be confirmed with Rahul Singh We need to define definition of each role. NOT BLOCKING FOR BRD | |
| 4 | Validation Services Finalisation | To conclude on list of validation services required??? Eg: Address, Bank detailsCost for third party validation services???What data attributes needs from BVD??Do we need to validate Tax number?? | 12/Feb 3:15 to 5:00 p.m | Rahul has identified various validation services and mentioned the same in BRD excel file. | Need to check with Rahul Singh 6 kind of validation service entity level have been Identified Third party need to be checked like VIES, etc., Internally | ||
| 5 | Customer to Vendor relationship | What should be behaviour when one is inactive??What should be relationship, whether it is 1 to 1 or 1 to manyShould there be workflow required while linking Customer to Vendor?What should be search criteria's?? | 12/Feb 5:00 p.m to 5:30 p.m | Will be taken up after MVP 1.0. Have to check and update by Praveen Shetty | |||
| Data Migration & Integration | User 63e5e @jaya This is yet to discussed and concluded. | Still pending | |||||
| 6 | Document upload functionality. | Doesn’t cover all country as of nowOpentext content server along with decision on licensing cost.Retention policy???Governance policies??? (document handling for various countries)Document supported formats? | 13/Feb 9:30 to 10:30 a.m | Still pending | |||
| 7 | Reference data management | eg: Tax information, PO, CCWhat all are reference data where source is SAP and any such systems??? | 13/Feb 10:30 to 12:00 pm. | Confirmation required on the reference data to be managed by Jaya. | |||
| 8 | Email Notification process. | request for re submission - Which all attributes to be considered for re submission? | 13/Feb 12:00 to 1:00 p.m | We agree to the standard email during the development. Should not be a blocker for BRD | |||
| 9 | Relook full attribute lists and finalise/clarify if any confusion | Need final list of attributes including Ocean and LnS. - Prerequisite for workshop.Open questions listed so far in excel file.TMS, NFTP, Ocean attributes needs to be in sync.What about CW and HSUD??? | 1:45 to 2:45 p.m | Completed. Atul Raj confirmed | |||
| 10 | BBU | Can we follow what we have existing???DO we need integration with workflow, does it need be associated with roles?Can we follow existing BBU setup that exists in OnPrem? | 2:45 to 3:30 p.m | Still pendingLimit of records for single file upload. | |||
| 11 | History (not possible to get historical history and follow what is currentlyAudit Trails etc… | Proposal is to follow what is being currently follow for Customer???Timeline feature??? To be confirmed | 3:30 to 4:00 p.m | Similar to CMD. Refined. | |||
| 12 | VMDM - VODM integration | Provision to change data in VODM where source of creation is VMDM and any other similar cases??? | 4:00 to 4:45 p.m | Pending decision on the ownership of portal. (YET TO DISCUSSION) | |||
| 13 | Application Integration | Minerva integration | 4:45 to 5:15 p.m | Keelvr & Minerva Integration is not in scope of MVP1.0. Ajit Vijay Daware feel free to add missing points here | |||
| 14 | UI/UX static mockup screen walk through. | 5:15 to 5:45 p.m | Completed with static mock up as per CMD. | ||||
| 14 | Integration alignment with NFTP (EMP, MQ…) | SMDS, NFTP | TBC for slot | Require input from Rahul Singh, Ramesh Varma Kutcherlapati When we create or update we publish to downstream were they will be linking the attributes ( Cyclic process related to Identifiers) – raised by Atul Raj | |||
| 15 | Definition of MVP1 contents | To be updated In parallel during session | There are few activities which are marked as “?” will require discussion before picking for MVP.Vendor contact require to revisit for the review and onboarding of any vendorDe-duplication in vendor is not available has dependancy in contact with vendorVendor search results to be discussed for limit of response Nanditha Eswar Prasad to come back on the Vendor DQC on who is going to pick / ownJaya to provide modified editable conditional business attributesJaya to share the control ID document for later reference | BRD Master data document (Excel) |
| Role | Description | Functions |
|---|---|---|
| Requestor (Req) | Business users from the procurement aligned to the respective business entity and spend types Sourcing General and Admin (SGNA) cost management team | Search Vendor Raise Vendor Create/Amend request Report extract request |
| Data Steward (DS) | Users from the Vendor Centre of Excellence (CoE) team | Search vendor Review and update the vendor information Perform Vendor Due diligence for risk mitigation Workflow dashboard management Reference data management Bulk/ Mass upload functionalise |
| Approver (AP) | Procurement leads (to be defined by the respective business entity and spend) SGNA leads | Search vendor Review and approve the Vendor information for the respective entities |
| Vendor Contact (VC) | A Vendor primary contact to be added by the Business users at the time of onboarding The Vendor contact will be able to register on the Vendor Portal The contact validation registration and login access will be enabled upon successful validation (ForgeRock) | Search vendor (only applicable for the vendor /case id the access is enabled) Review and update Organization related information Add additional contact roles |
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