The procurement process in large companies or a government organization can become expensive and complex. Each purchase request must receive a number of quotations from different suppliers and be approved by one or more committees. Managing the committees also requires dealing with a lot of information about the various applications, their urgency and previous discussions in which the requests were raised.

By concentrating every detail of information in one place and presenting it in a clear and accessible manner, Commugen's procurement Committee 365 enables the management of all purchase requests and the approving committees in an easy and efficient manner. In addition, through customizable dashboards and clear reports, managers can easily identify requests that require urgent attention and improve compliance with schedules.

• All relevant information is linked and accessible: Maintains a hierarchical organizational structure purchase history, pending requests and supplier's agreements. Which enable retrieval of the required information at the right time.

• Convening and non-convening committees: The system enables purchasing committees to approve purchase orders with and without Convening.

• Knowledge conservation: Commugen's Solution supports quick retrieval of previous meetings summaries, in order to review past decisions regarding the purchase request. In addition, the solution supports easy export of meeting summaries and purchase certificates, in the format required by the organization environment.

• Preventing procurement delays: Supports the classification of purchase requests by urgency and deadline.

The solution handles linked information elements including:

Problem
Procurement process lengthening
“At Haifa Port, we were dealing with a lack of real-time information on the procurement processes status. More than that - we lacked transparency. In tender and agreement data and in alerts on upcoming deadlines. We were consumed by the paperwork and manual signatures on protocols and later had trouble finding and retrieving information.”

Solution
Tender Management 365
”We chose Commugen’s solution because of the user interface. It is easy for us to manage the system with no help from IT or from the vendor. We could also easily adapt it to the needs of Haifa Port, and we got drill-down dashboards and reports of the highest level”.
“The solution is comprehensive and enabled us to analyze processes, to compare planning to execution, and to better integrate the customers of our procurement and logistics division in the tender and RFQ (Request for Quotation) processes.

Outcome
Effective Tender Management
”Cutting edge technology, easy to adapt and implement, and a professional team with a great service”
”We have found a system that is easy to work with, and which our customers in the organization readily adopt. Commugen's team is committed to provide great service and do real-time troubleshooting when necessary”
”The solution shortens process times, contributes to the transparency of processes, and presents data in real time. In such a way, that we now see things that we did not know about before. It serves as an integrative solution for the division's customers, saving questions and time.
”The entrepreneurs and the project managers use the system to request budgets, while the purchasing and logistics department know in advance what projects are coming their way, and can prepare accordingly. We use the solution in management meetings, as the system gives a unified view of the status all tender and Requests for Quotation processes, from which we can quickly access any relevant information.”

Eran Fastman
Head of Purchasing and Logistics Division
Finance - Haifa Port Company Ltd