ERP 3rd Party Procurement Platform

The Vendor is required to provide ERP 3rd party procurement platform software-as-a-service (SaaS) procurement solution to support the university system’s transition to a modern, integrated procurement operating model.
- Functional requirements
1. Procurement marketplace and guided buying
• The solution must provide a unified procurement experience that supports both catalog and non-catalog purchasing.
• The platform should guide users through the procurement process, ensuring compliance with policies while minimizing friction and confusion.
• Marketplace buying is a key function for managing university large number of employees with varied product offerings to support classroom teaching and operations.
• Enablement must support multiple contracts for the same supplier with security segmenting the contract pricing based on the user’s institution.
• This customized shopping experience may include guided buying with intake forms, pricing comparison, global searching of catalogs, and questionnaires.
• The system must support automated requisition creation and purchase order generation, while providing visibility to users and suppliers throughout the transaction lifecycle.
2. Supplier management
• The solution must modernize supplier onboarding and management by replacing manual processes with a structured, self-service approach and actionable quick reference dashboards. Suppliers must be able to register, submit required documentation, and maintain their information through a secure online interface.
• The solution must support the full supplier lifecycle, including onboarding, classification, active management, and deactivation and off boarding, with configurable data retention controls.
• The solution must provide potential and active suppliers with a self-service portal to onboard and update information, and to track onboarding status, reducing duplicate systems and manual effort. The portal should be mobile-responsive and support access without requiring exclusive use of a desktop environment.
• The portal must support save-and-resume functionality and provide a guided onboarding experience with dynamic forms based on supplier type and required data.
• The system must support configurable workflows and custom fields for supplier onboarding and updates, including routing for internal review and third-party verification via API or other integrations.
• Workflows must include approval chains, SLA tracking, escalation rules, and a complete audit trail of all actions and data changes.
• The solution must enforce segregation of duties for sensitive updates, including banking and tax information.
• The system must support expiration tracking and automated notifications for required documents, including compliance artifacts such as insurance certificates and contracts.
• The solution should support multiple insurance certificates per supplier, including the ability to track distinct coverage types, policy limits, and independent expiration dates for each certificate.
• The system must allow configuration of required versus optional documents based on supplier type, classification, or onboarding scenario.
• The solution must support secure collection of documentation such as tax or banking and enforce controls for information updates, including appropriate approval workflows.
• The solution must support supplier classification and segmentation, examples including identifiers for industry, region, and commodity codes.
• The solution must support supplier compliance and risk management, including validation against applicable federal and state regulatory requirements.
• This may include, but is not limited to, screening against governmental restricted or sanctions lists (e.g., office of foreign assets control), tax identification validation with the internal revenue service, and employment eligibility verification where applicable (e.g., e-verify).
• The system must support automated and periodic screening, configurable compliance rules, and auditability of all checks performed.
• The solution must support supplier performance management, including configurable KPIs, scorecards, multi-user evaluations, and historical performance tracking.
- Contract lifecycle management
• The solution must provide a centralized and structured approach to contract lifecycle management.
• This includes support for contract authoring, review, approval, execution, and ongoing management.
• Contract management is currently handled by multiple tools and university desires to unify those while maintaining user security-controlled visibility for institutions.
• Author and redline documents with version control is also requested.
• Alerts and dashboards of aging signatures, renewals, and expirations are desired.
• Set and link a hierarchy and track amendments is required.
- Automation, workflow, and efficiency
• The solution must significantly reduce manual effort across procurement processes.
• Workflow automation should extend across requisitioning, supplier onboarding, and contract management.
• The system should eliminate unnecessary data re-entry, reduce reliance on email and spreadsheets, and improve overall cycle times.
• Automation should be configurable and adaptable to support evolving business needs.
- Platform extensibility and future capability
• The solution must be designed as a flexible platform capable of evolving over time while remaining connected to workday’s annual release updates.
• Our admins are expected to manage the system while not being technical experts.
• The platform should support integration through modern APIs and provide a framework for incorporating additional capabilities in the future.