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CIPS L4M1 LO1 & LO2 > Electronic Systems FCs LO2 > Flashcards

Electronic Systems FCs LO2 Flashcards

1
Q

Q6C1

Question 6: What is an electronic system (ESys)? Describe the following: e-requisitioning, e-catalogues, e-sourcing, e-payment technologies (25 marks)

A
  • AKA E-procurement
  • Is B2B / B2C of G/Serv. purchases
  • Uses Internet or Info/ networking Sys.
  • E.g. ERP systems
  • Replaces time-consume manual processes
  • Used throughout entire SC
  • It`s > than single buyer + Supp.
  • ESys examples are inc. in this essay
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2
Q

Q6C2

E-requisitioning (E-ReqSys)

*Q6C2-C4 are for E-ReqSys

A
  • Used in ManuOrgs. to order Raw Mat.
  • electronic ‘bill of materials’ is created +
  • stock levels automatically updated
  • As materials get used +
  • Pre-determined lvl reached -> New Order
  • Placed @ E-ReqSys => MRP
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3
Q

Q6C3

How having E-ReqSys tools often as cloud-based helps buyer?

A
  • Simplifies buying process + track orders
  • Provides higher visibility lvl on spend
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4
Q

Q6C4

Give a disadvantage of E-ReqSys

A
  • Requires technology interfacing
  • Bet. buyer and supp. => Expensive
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5
Q

Q6C5

E-catalogues (E-Catl.)

*Q6C5-C7 are for E-Catl.

A

E-catalogues
- Digi. / online catalogue version
- Detailed Doc. on items for sale + £P

  • Has 2 Catl. types – buy side + sell side
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6
Q

Q6C6

What is a buy-side Catl.?

A
  • An Internal sys. buyer uses
  • Has pre-approved. supp. list
  • Of whom purchases can be made
  • Inc. commonly bought items details + £P
  • This ↓maverick spend + ensures…
  • Consistency in purchases
  • E.g. When lightbulbs needs to be ordered
  • Same lightbulbs are ordered => Consistent
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7
Q

Q6C7

What is a sell-side Catl.?

A
  • Provided by Supp. on what Supp. offers
  • Details inc. £P + discounts for bulk buying
  • Let buyers know of availability
  • Supp. web show item X has 2 in stock
  • Available for anyone to view
  • E.g. Argos / Amazon
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8
Q

Q6C8

E-sourcing

A
  • Helps buyer find most suitable supp. tool
  • E.g. e-tendering webs
  • For buyer to host competition to find supp.
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9
Q

Q6C9

Name 2 types of E-Sourcing tool

A

1 - E-auctions
2 - Artificial Intelligence

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10
Q

Q6C10

Give an E-sourcing tool

A

E-auctions

  • The tool (web) hosts all tendering docs
  • Allows buyers + supp. to communicate
  • During tender process
  • E.g. Need for spec. clarifications
  • Tool allows transparency + =treatment
  • Saves time in tender exercise completion
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11
Q

Q6C11

How does Artificial Intelligence (AI) help as a E-Sourcing tool.

A
  • Having PQQs be automated
  • Can ‘read’ tender submissions
  • ∴ automatically exclude supp.
  • That doesn`t fulfil required criteria
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12
Q

Q6C12

E-payment technologies

A
  • methods to pay G/Serv.
  • Replaces cash + cheques
  • E.g. online bank transfers,
  • Electronic PO + Invoices +
  • Pre-Payment cards (P-Pay) use.
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13
Q

Q6C13

Give example/use of using E - payment technologies

A
  • E.g. Maintenance team need
  • Purchase low-£V items: screws + paint
  • Issue team a P-Pay card with a limit (£500) - To buy what they need.
  • The company will then automatically be sent a monthly invoice for all of the purchases.
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14
Q

Q6C14

Advantage of E - payment technologies

A
  • Saves time in issuing maintenance team
  • No need give cash/cheque for purchases
  • Allows greater spend visibility
  • E.g. Screws bought per year?
  • Can use for staff travel / business trips
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15
Q

Q6C15

Conclusion for:

Question 6: What is an electronic system (ESys)? Describe the following: e-requisitioning, e-catalogues, e-sourcing, e-payment technologies (25 marks)

A
  • Many benefits using electronic tools (list)
  • For Proc. teams
  • Inc. enhance EC-E of Proc. process.
  • E-Proc. tools helps develop ProcFunc.
  • To be pro-active > reactive approach
  • In purchasing.
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16
Q

Q6C16

Give Examples of E-Sourcing software/sites

A

For example, e-sourcing tools include MyTenders.com and Delta E-Sourcing. PO / Invoice systems include Sage, Xero and QuickBooks.

17
Q

Q7C1

Give Intro for:

Question 7: Explain, with examples, the advantages of a Procurement Department using electronic systems (25 marks)

A
  • Using electronic Sys. has Proc. benefits
  • Inc. => EC-E0 + Accu. + transparency
  • Essay will show why PD must adopt ESys.
18
Q

Advantage 1: Cost-Savings

A
  • Electro. tools use saves Org. £M over time
  • Due to Init.£C
  • Electronic portals contribute to
  • Supp. to ‘sharpen their pencils’
  • Unlike in Trad. Phone calls
  • Gives best £P to win work/project
19
Q

How Communication contribute to cost Savings

A
  • Digital Comm.
  • No £C from paper/postage
20
Q

Give 2 Examples of Cost Savings via

1 - E-Procurement
2 - E - Sourcing

A
  • E.g. e-procurement tools used saves £M
  • By access to wider pool of suppliers.
  • E.g.2. Using e-sourcing portal
  • Tender reaches large Supp.no.`s
  • ↑ tender competitiveness = ↓ £P
21
Q

Advantage 2: Time savings

Give E.g. via

1 - Tool used (How?)
2 - Cake Manu. Example using Tool in [1]

A
  • Cos E-tools automate lots of processes
  • E.g. E-Req. tools
  • Orders canbe placed automatically
  • When MatQuan. reach a certain lvl
  • E.g. Cake ManuOrg. using MRP Sys.
  • Calculates Eggs Quan. required per day
  • E.g. If company have <= 50 eggs left
  • New order needs & will be issued to Supp.
22
Q

How MRP Sys. (E-Req. Sys.) saves time for ProcDep. (PD)?

A
  • No need for PD to phone Supp. +
  • To lace the order with Supp.
  • Completed automatically
23
Q

Advantage 3: Access to higher levels of information (HLInfo)

A
  • E-Proc. gives centralised access to all data
  • Access Sys. for historical purchases
  • Rather through folders + filing cabinets.
  • E.g. Electronic PO system
  • will hold all historical POs details,
  • E.g. If Q`s raised 4 months ago on PO
  • Will be easier + quicker to find info.
  • Some Sys. may provide analytical data
  • E.g. ∆ spend over time
  • Or Supp. the buyer spends most £M on
24
Q

With an example:

How can HLInfo can help with future decision making?

A
  • E.g. Org wishes to consolidate Supp. base
  • Need historical data analysis prov. by ESys - On Supp. least used +
  • Removed from ‘pre-approved supp. list’
  • May not be available in manual Sys.
25
Q

Advantage 4: Better budget tracking

A

– ESys. allows real-time info. be collected
- Proc. Managers can see
- Spend relative to forecasts + budgets

26
Q

Give example of:

Better budget tracking

A

E.g. Pre-Payment Cards use
– Alternative to cash & receipt collections

  • What manager can see in online portal?
  • E.g. Manager sees in portal staff spent
  • £300 of the £500 monthly allowance.
27
Q

Advantage 5:

Higher levels of transparency and control

A
  • E-Proc. tools use allows Org to track
  • Who is ordering what.
28
Q

Give an example of

Higher levels of transparency and control

via E-Requisitioning

A
  • E.g. e-req. tool allow Proc. Assistants
  • To purchase up to £500 +
  • Sets auto escalation if buy > £500
  • Allows greater visibility lvl +
  • More control over spending for Mang.
29
Q

Give an example of:

Higher levels of transparency and control

via E-sourcing tool

A
  • E.g. e-sourcing tools use
  • for competitive tender exercise.
  • All Comm. tracked bet. buyer + Supp. +
  • Award letters sent, both via system.
  • ↓ Risk of information being lost
30
Q

Advantage 6:

Environmental benefits

A
  • E-proc. use =↓ paperwork involved.
31
Q

Give example of

Environmental benefits

A
  • Have manager sign-off purchase
  • By clicking a button
  • Better than physical PO to be signed
  • ∴ Docs no need to print = saves paper
  • ∴ +ve on environment
  • Esys helps achieve Org Environ. targets
32
Q

Give Conclusion for:

Question 7: Explain, with examples, the advantages of a Procurement Department using electronic systems (25 marks)

A
  • Many benefits to Proc. to use e-proc tools
  • ESys. A`ing V func. to Org.
  • Adv. depends on Sector + Company Req.

CIPS L4M1 LO1 & LO2 (9 decks)

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