UpsideRFX is a fully web-enabled, electronic sourcing and procurement management solution that provides effective creation and management of RFX documents (i.e., RFP, RFI, RFQ, etc.) and their related processes, as well as both Reverse and Forward Auctions across the entire enterprise. UpsideRFX supports both the purchaser and vendor communities, and is fully integrated with UpsideContract improving efficiencies between sourcing and procurement activities and contract creation and management processes.
Overview
While contracts define the expectations and commitments of an organization, the RFX (i.e., RFP / RFQ / RFI / etc.) defines the organization's needs (buy-side) and opportunities (sell-side). Sourcing and procurement processes are complex and rely on effective, efficient RFX creation and management, as well as the ability of the purchaser and vendor to communicate and negotiate easily and effectively. Traditional paper-based processes are significantly challenged when under the pressure of increasing activity, expectations of decreasing operating costs, and better stakeholder relationships, creating a significant opportunity for electronic sourcing and procurement systems to provide real, significant value to any organization.
UpsideRFX is a fully web-enabled, electronic sourcing and procurement management solution that provides effective creation and management of RFX documents and their related processes, as well as both Reverse and Forward Auctions across the entire enterprise. UpsideRFX supports both the buyer (purchaser) and supplier (vendor) communities.
UpsideRFX provides full integration with UpsideContract, allowing for an end-to-end process in handling sourcing requests, issuing bid documents, managing submissions and evaluations and then ultimately transferring award information into UpsideContract for the contract negotiation and finalization process, including ongoing management and tracking.
Strategic Benefits
Maximizes RFX visibility, monitoring, and reporting for all stakeholders.
Improved information related to RFXs – better information and more of it.
Streamlined processes for RFX creation and process management resulting in reduced operating expenses.
Full integration with UpsideContract allows for an end-to-end process in handling sourcing requests, issuing bid documents, managing submissions and evaluations and then ultimately transferring award information into UpsideContract for the contract negotiation and finalization process, including ongoing management and tracking.
Improved relationships between buyers, vendors, and other stakeholders.
Improved involvement of internal staff in the procurement process.
Strategic sourcing benefits – maximize buying power through better managed procurement and use of auctions.
An accurate and comprehensive audit trail is maintained within the system that ensures appropriate financial governance controls are being followed.
Business Intelligence through proper analysis of vendor submissions and procurement information.
Extensive functionality to manage all RFX-based procurement processes and documents, including RFP, RFQ, RFI, etc.
Comprehensive reverse and forward auction capabilities, including workflow processing allowing for auction request and pre-auction RFI process.
Completely web-based – no plug-ins, ActiveX controls or applets whatsoever on the desktop.
Supports text searches to enable a user to search for a word or phrase to identify specific RFXs and templates (for internal users).
Separation of Purchaser and Vendor modules enables deployment on separate platforms to maximize security of purchaser information from a publicly accessible vendor portal.
Strong security model – Security at the object level (e.g., identify certain reports to be available to vendors) and role-based, data-ownership based security.
Supports links in opportunities to cross reference with other procurement and informational web sites.
Supports multiple commodity code systems including GSIN and United Nations Standard Product and Service Code (UNSPSC) as standard.
Multilevel archiving – Configurable time thresholds for both first level and second level archives.
Full auditing and logging capabilities, including a robust security model.
User based configuration of User Interface, as well as Workflow and other system capabilities.
Fast deployment – Typical implementation times range from 5 to 30 days including back-end integration to ERP and other systems.
Ensures RFX visibility, monitoring, & reporting for all stakeholders.
Purchasing Module
General Features
Supports any type of procurement document or auction – including RFP, RFQ, RFI, reverse and forward auctions.
Personal dashboard provides instant, graphical representation of RFXs, Auctions, tasks, and events that require action by the user.
User-role based functional view and navigation control gives the ability to show or hide tabs (functional areas) and menu options based on user role, and restrict functionality and information view to those with a need to know.
Request Processing
‘Wizard-like’ interface to capture user requests for RFXs and associated procurement activities as well as Auctions.
All requests go through workflows that are configured for each request type enabled for the organization.
Requestor can attach documents to the request to be incorporated into the RFX or be used to guide the administrator in their efforts to create the RFX and / or manage the procurement process.
Once a request is approved (either automatically or manually through a workflow process), the system streamlines and automates the generation of the requested document or change to minimize the intervention of the contract manager or administrator.
RFX Creation (RFP, RFQ, RFI, etc.)
Corporate management of templates – Templates can be unique within organizations of a company or corporate wide, which allows for centralized and / or decentralized control and management of RFXs within corporations.
Template-based contract creation – Contract initiation is facilitated by the user / creator selecting a suitable template (this could be the same template used during the RFX process) and refining it to meet specific needs. The Template selected can be used as a starting point of the contract’s Terms and Conditions and other text can be copied from other Templates.
Powerful and flexible document structure – Extremely flexible formatting control of text and pages including style sheets to incorporate headers, footers, watermarks, corporate logos, etc. on document pages.
Rule-based alternative wording in templates – ‘Smart’ templates can be created by defining alternative clauses that are conditional based on criteria present in the contract.
Related documents can be imported, or scanned, and attached – Attached documents can be included as part of the contract document body or retained as supporting material.
Question and answer (Q&A) based RFX events – Users can create complex questionnaires with various types of input modes (e.g., free form text, multiple choice, yes / no, etc.), allowing suppliers to complete these forms and capture responses electronically and potentially allow for automated scoring.
Extremely flexible user defined business rules and workflow – Organization specific business rules and workflow ensure policies and processes are adhered to involving only the required stakeholders.
Online collaboration – Multiple purchasers can use online collaboration functionality to refine wording, requirements, terms & conditions, etc.
Multi-document support (e.g., PDF, RTF, HTML, etc.) – UpsideRFX enables the creation of a PDF (Portable Document Format) or RTF (Rich Text File) document of the RFX for document review, printing or transmission.
Rich text editor – Contract text can be entered and edited in a true "word processor" interface.
RFX Posting for External Access
Abstracts can be posted for public access or directed to a limited set of vendors (at the purchaser’s discretion).
Robust and Flexible Evaluation Capabilities
Extensive evaluation models can be configured within the application allowing for cross organization evaluation and management.
Event and Activity Management
Notification and alerts for required tasks and events – Ensures that appropriate stakeholders are notified of upcoming events, pending deliverables, etc.
Amendments and change management – Effective management of Amendments to the RFX must be tracked and approved through the appropriate stakeholders.
Integration with Other Systems
Interface with any ERP / financial system including PeopleSoft, SAP, Oracle, JD Edwards, BAAN, etc. or legacy system that has a defined API or has a file-based interface.
Integration with UpsideContract – Information from awarded tenders is automatically passed into a contract shell including contract details (commodities / services, and related volumes), pricing, contract values, start and end dates, vendor information, etc.
Integrates other systems used in business processes – Various types of business systems (including legacy systems) such as document management applications, main frame applications, or data analysis software are other examples of where corporate data can be shared.
Management Reporting
All reports are available via the Internet (in pure HTML format) for authorized users. This provides access to report data outside of the corporate or regional offices.
Ad Hoc Reporting
The user can create dynamic reports on the fly from predefined subject area data pools.
Vendor Module
Vendor Opportunity Portal
Supplier / customer accessible web site provides prospective respondents with a view to available opportunities. Abstracts can be posted for public access or directed to a limited set of vendors.
Mechanism for prospective respondents to indicate an interest in providing a response.
Approved prospects have the ability to download information that provides greater detail about the opportunity.
Vendor Registration and Account Management
Vendor self-registration process online.
Vendor Directory
Vendor / supplier directory available to interested Purchasers.
Vendors can opt in or out at any time.
Personal Dashboard
Instant, graphical representation of RFXs, e-Auctions and related events and activities.
Access to opportunities (RFX and e-Auctions)
Public access to browse abstracts of general opportunities.
Vendors have access to opportunity information packages, as well as supporting information and documents for viewing and download.
Communications & Notifications
Vendors can subscribe to email notifications and communications which are automatically sent when posted by the purchaser.
Electronic Submission
Vendors can submit an electronic response (online posting, file upload and email).
Please Contact Us For More Information
Corporate Headquarters
Upside Software Inc.
Suite 310, 10180 - 101 Street
Edmonton, AB T5J 3S4
Canada
Overview