PURCO SA Technology Review
New website and e-Tender management system
A comprehensive revision of the PURCO SA online ecosystem with improved access control and POPIA compliant data security was launched in 2022.
The system integrates a new website with a suite of backend systems that manage Member and Supplier contact data, communications, tenders, contracts, event management and online purchases.
The platform was designed to automate system processes, simplify data management for staff and suppliers, and make supplier contract details more readily accessible for Members
Designed to reduce workload
Key design criteria included eradicating duplicate data entry and reducing staff data capture workload.
A capture-once use-everywhere approach is integrated into the platform that not enables Suppliers to submit and manage their own information, and automates data updates every time a supplier engages with the system.
For example, when a supplier registers for an event or submits a tender bid their submission form is prepopulated with existing database information to save them time, and the CRM system is updated with any new or changed information they provide.
B-BBEE and Tax Certificate management
This manages Tax Clearance and B-BBEE certificates, and is augmented with an email reminder process that requests contracted suppliers to supply missing certificates, and alerts them and staff when documentation and contracts are expiring.
eTender management system
The tender management system is a key time-saving element of the ecosystem. Key functionality includes:
• Automated tender numbering using the UNSPSC system, including Members’ numbering;
• Deadline-driven publishing and access control;
• Integrated invitation emails to suppliers, with email delivery and bounce management;
• Online purchase and invoice generation, with transactions recorded on users’ individual and company CRM contact records;
• Management of information sessions: suppliers register online and receive automatic confirmations, and staff can access live registration reports and download Attendee Registers;
• Access to tender documentation;
• An integrated Q&A system for bidder questions;
• Customised online submission webforms;
• Online evaluation and scoring by bid committees;
• Live reporting of tenders, email delivery, purchases, information session registrations, and submissions.
Contract management
The new system enables the auto-conversion of tender awards into contracts, improves the management of contract documentation, and significantly enhances Member access to contract and supplier details.
VERSION TWO
The system has facilitated the submission of more than 1000 online tender submissions, some with bid packs reaching almost a gigabyte in size.
A third iteration of the system is in development and will be launched in 2023 with improved functionality. Among other new functionality, it it will enable:
• Complex multi-element, multi-basket tenders to cater for bids involving multiple campuses, products or services;
• Multi-phase tenders
• Significantly improved data submission functionality that enables the capture of any type of bid submission requirement;
• Auto-creation of templated bid communications and reports;
• Live, online and downloadable system and exception reports.