Appendix 8 COMMBUYS PunchOut Requirements.pdf

Copyright © 2016 Commonwealth of Massachusetts -OSD

PunchOut Requirements & Instructions

For Vendors

January 3, 2017

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Table of Contents COMMBUYS PunchOut for Vendors

What is COMMBUYS?

What is PunchOut?

Business Requirements and Spend

Required Resources and Collateral Material

Technical Requirements:

Order Fulfilment

Post Live Service and Support

Reporting

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COMMBUYS PunchOut for Vendors

What is COMMBUYS?

COMMBUYS, the Commonwealth’s market center, went Live on March 2013. This initiative transforms procurement technology and establishes a single point of service procurement system –in short, COMMBUYS enables departments to use COMMBUYS to conduct all purchasing and sourcing activities for goods and services.

What is PunchOut?

A PunchOut catalog is an online portal for purchasing that is hosted by the vendor and connects to

COMMBUYS. This style of catalog uses web-based catalogs according to contract approved products, terms and pricing. It is an ideal way for vendors to keep their style of branding, provide up to date details about items such as availability and, current pricing within their own application. The development of a punchout is at discretion of OSD contract manager.

Successful implementation is dependent on the vendor’s experience and resources. Typical implementations vary depending on these variables and can take anywhere between 3 weeks and 6 months.

High level PunchOut Implementation requirements include the following:

Business Requirements and Spend Spend Information: Vendors are responsible for providing Sourcing lead with the largest executive agency spend, largest municipality spend, and annual number of quotes.

Existing Ecommerce Site Vendors are required to provide the Sourcing lead a login and password for the existing Ecommerce site for advance review (if applicable).

PunchOut Business Requirements: Sourcing and vendor will create a one page listing business requirements based on contract, for example quoting and catalog model within COMMBUYs

(PunchOut only, single line item). See CB glossary: COMMBUYS Glossary

Required Resources and Collateral Material An Implementation Team: Vendors are required to provide the names of the PunchOut

Implementation team such as, project manager, IT lead, third party, marketing, e-Commerce, etc. including Name, Organization, Role/Position, Contract information.

Vendor Navigation Guide: All vendors are required to provide online and or print material to the

Commonwealth on navigating PunchOut catalog. These materials need to highlight the following:

o Searching o E-Quote (if applicable) o Buying o Ordering o Customer support http://www.mass.gov/anf/docs/osd/commbuys/commbuys-glossary.docx http://www.mass.gov/anf/docs/osd/commbuys/commbuys-glossary.docx

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Keyword List: All vendors are required to provide their Sourcing Lead with a list of keywords for upload in COMMBUYS. This process enables Commonwealth purchasers to search and direct users to the vendors PunchOut catalog.

Branding/Logos: COMMBUYS is always capitalized. All vendor materials maybe subject to review by the Commonwealth Legal and Marketing. Sourcing will provide vendors with an

Memorandum of Understanding (MOU) that must be executed to authorize vendor use of the following logos for online or print material use o MASSBUYS o COMMBUYS o Statewide Contact

Technical Requirements:

CXML: Vendors are responsible for adhering to BuySpeed PunchOut technical requirements and CXML

USER Guide: http://xml.cxml.org/current/cXMLUsersGuide.pdf. The Commonwealth’s eProcurement system is BuySpeed, re branded as COMMBUYS, The system supports C XML orders and responses, and it does not support EDI, eInvoicing or PCards.

Account Mapping: The Commonwealth provides an address _ids report in which vendor are required to map to their accounts. This is a dynamic fluid process entailing mapping to multiple ship-to/bill-to accounts. Vendor will provide their sourcing lead with the mapped accounts at project completion.

New Account Support: Vendors are required to provide documentation outlining the new account set-up and turnaround time. All documentation will be housed as an attachment in

COMMBUYS for buyers’ ease and provided to the COMMBUYS Helpdesk to expedite service.

PunchOut Features and Functionality: Vendors will be required to complete a prequalifying questionnaire listing the following (which will be required as contract terms); some points are included below.

Circle the PunchOut features/functionality supported

Does your site conform to standard CXML behavior as described in:

http://xml.cxml.org/current/cXMLUsersGuide.pdf’ Yes No

Display only products and services available on contract Yes No Map to multiple Bill-to/Ship-to addresses Yes No Display Contract based pricing Yes No Tax-exempt purchases Yes No Support a Punchout in the form of XML orders/responses Yes No Label products and Services as Environmentally Preferable o Products (EPPs) if designated as such by OSD Yes No eQuote functionality Yes No Email PO acknowledgements Yes No Display Product Pictures/Technical Specifications Yes No http://xml.cxml.org/current/cXMLUsersGuide.pdf http://xml.cxml.org/current/cXMLUsersGuide.pdf

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Order Fulfilment Order Fulfilment: The Commonwealth requires that the vendor captures the buyer email in the

XML code and will email buyer a PO acknowledgment or Order Acknowledgment.

Post Live Service and Support PunchOut Issues Handling: Vendor are responsible for responding to any issues, contract on or off contact purchases, pricing, vendor process, account set-up or site related, within two business days or as otherwise specified in the contract terms.

Internal Exception Handling: Vendors must have a process in place to support any internal order failure (exception) that occurs after order transmittal and acceptance, and which prevents order processing.

In the case of an exception, the vendor must be able to comply with the following requirements.

1. The order exception must be identified by the vendor within one hour.

2. The vendor must email buyer, which references the order number, to COMMBUYS Help Desk at COMMBUYS@state.ma.us at 1-888-627-8283 or 617-720-3197 alerting them within one hour of the exception.

3. The order resolution must occur within 24 hours. If issue requires further review, the vendor must provide buyer with a timeframe for resolution.

4. The vendor must contact the buyer if there will be a delay in order processing.

5. The vendor must email buyer referencing the order number and documenting the cause and resolution of the exception within 24 hours.

Customer Service Availability: The vendor’s PunchOut site should prominently display a customer service phone number. The customer service department should be able to assist buyers with order tracking, shipping support, and general customer service support. All orders should be able to be referenced via the buyer’s PO# number.

Vendor Management and Sales Support: Vendors should communicate the launch of the PunchOut site of COMMBUYS to the sales team, customer support, and any third parties. All should have a clear understanding of the process to ensure that they can support any user questions.

Reporting Reporting: Vendors are required to separate out PunchOut spend in report from the ecommerce/email/ faxing.

mailto:COMMBUYS@state.ma.us?Subject=COMMBUYS%20Question