eTendering Process – Ecotech

Technology Category

Application Infrastructure & Middleware - API Integration & Management
Functional Applications - Enterprise Resource Planning Systems (ERP)

Applicable Industries

Telecommunications

Applicable Functions

Procurement

Use Cases

Demand Planning & Forecasting
Supply Chain Visibility

Services

Software Design & Engineering Services
System Integration

The Challenge

The company faced several challenges in managing the competitive tendering process on behalf of Telecom Companies. These included varying bidding processes adopted by different telecom service providers, putting together RFPs with all supporting documents, inviting the right bidders based on governing rules and suitability for the job, conducting the bidding process, analyzing data submitted by service providers, generating reports and recommendations, and managing customer relationship data and business process connection from a workflow point of view in the entire bidding process.

About The Customer

The customer is a telecommunications consulting and services company specializing in offering services to Telecom Companies in managing “Competitive tendering” on their behalf. The company's services include mobile subscriptions and services, mapping of current switch and numbering, company ID-number, mobile switch, fixed subscriptions and services, switch board service, company network, WWW disk space and domains, e-mail services, firewall services, Bidgate 360, and insurance.

The Solution

The company implemented the Bidgate eTendering System, which utilizes ProcessMaker as a BPM solution. This system allows users to register themselves as Customers of BidGate, browse through different products (service offering packages) under different categories displayed on the portal, add products (service packages) to shopping cart and place orders. The Purchase order module manages RFP forms, documents required for RFP forms, issues related to RFP forms and FAQs. V-tiger CRM is implemented to bring together information about customers, sales, marketing effectiveness, and responsiveness and market trends. Process Maker is used for creating the Bid Forms, Product forms and managing the process of filling forms.

Operational Impact

Increased transparency in the tendering process, its seamless integration with supplier / vendor information and access to them for participating in the online bidding process, have made the process more credible.
Better Vendor management, through the CRM functions integrated to the portal.
Efficiency in putting together RFPs for Telecom companies.

Quantitative Benefit

Decreased time taken, in putting together each RFP.
Decreased complexities in the bidding process, making it more credible and approachable to Suppliers.
Decreased printed papers, as more and more RFPs and related processes are moving to this portal.