The Tender Management System for healthcare industry and quality-oriented organizations. How a Rich Internet Application can help a multinational company with sales offices throughout the world (or even small distribution companies) to manage tenders with a complete workflow that involves the sales force in pricing and creating offers. The app for iPad (or Android tablet) plays a vital role in supporting the rep with its handiness and ease of use.

1. webTender
the Tender Management System for healthcare industry
and quality-oriented organizations
by
Copyright © 2014 Web Site srl

2. Contents
 features
 general characteristics
 integration
 software life cycle
 contact us

3. features

4. designed thinking to the world
UK
France
Spain/Portugal Italy Greece
100% Internet
based
can be used from any
where as long as
connected via the
Internet
multi-channel
multi-language
reps and sales
managers use their iPad
for preparing, pricing and
approving proposals
accessible by each user
in his/her own language
(Unicode support)
centralized
installation
system easy to manage
and update, while
guaranteeing maximum
autonomy to each site

5. full featured and complete
Tender file
creation and
management
Tender files
monitoring
Deadline creation
and assignment
Integration with
ERP for invoicing
awarded prices
Deadline
processing

6. tender file creation/management
 the tender file is a metaphor that represents the folder
containing all the documents of the tender
 each tender activity is scheduled by introducing a deadline
in the tender file (manually or automatically using predefined tender type templates)
 by accessing the deadline the operator will be prompted to
enter data related to the type of activity
 each type of activity has its documents to be produced
 for each type of document the system allows multiple sets
of templates

7. example of automatically produced documents

8. tender file structure
root
deadline
entity data
Offer #1
document
Offer letter
Offer #2
Technical offer
Offer #n
Labels
Offer preparation
Tender File
Offer award
Document …
Activity …

9. tender structure

10. deadline creation and assignment
 the deadline is the alarm bell for the operator to carry out
the activities relating to a stage of the tender
 the deadline may be created by the supervisor or by an
operator: it depends on the internal organization of the
tender office
 the deadline just created must be assigned to an
operator. This can be done by the supervisor or the
operator himself (configurable by the system
administrator through Security module). In this step it is
mandatory to specify the time it takes to complete the
task (this time, compared with that actually spent, will be
used for monitoring the efficiency of the operators)

11. deadline processing
 the operator views all the deadlines assigned to him/her
 opening a deadline, he/she can change the status of it
from «on hold» to «active» and vice versa
 the first step is to enter data of the entity related to the
type of activity (specification, offer, award, etc.)
 the second step is to generate and print the foreseen
documents for the type of activity
 the last step is to declare that the task is completed. At
this stage the operator has to indicate the time actually
spent

12. offer workflow
 when the involvement of the sales rep is required to make
the best offer, the operator can initiate a workflow whose
steps are:




1) preparation of a draft of the offer
2) sending it to sales rep
3) pricing by the sales rep through his/her iPad
4) approval by the sales manager in case of exceptions to
standard prices
 when more than one sales rep is involved in pricing an
offer, the operator can dismember the same in most suboffers and send each one to the appropriate rep. At the end
of the workflows, he/she can easily merge them in the
unique offer to be presented

13. offer editing

14. deadline management with monitoring on
interactions between Tender Office and Sales Reps

15. proposals management on iPad

16. awarding and renewals
 easy awarding of presented offers
 competitors’ data management
 powerful function for bulk awarding
 easy renewals of awards with price and
period changes
 export/import of awards for manual
changes

17. reporting and monitoring
 supervisor dashboard
 the supervisor can check the efficiency of the operators
through a set of panels that show graphically some KPI
 tender file monitoring
 the tender file allows to view all the data entered during the
course of the tender and all documents produced, grouped by
deadline
 offer data analysis
 leveraging the powerful filter functions and list, the application
allows to define analysis on offers and offer rows
 tasks list
 the above mentioned filters allow to analyze the status of
deadlines

18. performance dashboard

19. general characteristics

20. typical system users
operator
manages the deadlines of the
tender producing the required
documentation
supervisor
system administrator
monitors the workload of the
operators and checks their
efficiency
creates profiles and users,
assigns access rights to
functions
sales
representative
prices the items to be
offered through his/her
iPad
sales manager
approves/rejects
exceptions to prices

21. access rights management
 the system administrator will use the Security module for creating
profiles and users
 he can create any number of profiles and associate any number of
functions to each profile
 a user can have one or more profiles (i.e. supervisor, operator,
etc.)
 user access can be authenticated through the Windows account

22. paperless
 the system allows the storage of
documentation relating to each tender,
whether it is produced by the system itself
or is received from other sources
 functions for uploading “external”
documents
 single access point to tender documents
(specification, offers, awards, etc.)

23. usability
 internet/intranet platform
 system usability from any place
 easy (centralized) software deployment and updating
 Rich Internet Application
 engaging user experience
 independence from browsers (and browser versions)
 multi-channel application
 desktop and mobile (for pricing by sales reps)

24. similar User Experience on different devices

25. search functions
 powerful search functions on all application objects
(tender files, deadlines, customers, items, etc.)
 filter criteria which can be set dynamically and can be
saved for reuse
 customizable layouts
 easy moving and resizing of columns
 export to Excel of filtered rows

26. powerful search feature

27. user interface
 the application is at its best when used on large
screens and high resolution but several methods
have been scattered everywhere to make it
comfortable to use it even on smaller screens
 filters are all retractable
 reference information (eg customer data and tender file
data on deadline view) are collapsible
 the tabbed interface allows to keep open several
views and to easily switch from one to another

28. architecture of enterprise level
User iPad
webTender
User Desktop
webTender
MS Office
Acrobat Reader
Distr. File System
Agent Server
JBoss Cluster
Templates
Batch Services
webTender
Certificates & Decl
MS Office
Security
Documents
Amyuni PDF Gen
ERP Interface
...
DB Server
MS Sql Server

29. integration

30. integration with ERP
 automatic import of customers and items
 automatic export of awarded rows

31. software life cycle

32. evolution and maintenance
activities governed by corporate methodology
 guided by GAMP (Good Automated Manufacturing
Practice)
 audited by some of the largest pharmaceutical
companies
 ISO 9001:2008 certified

33. support
 well defined SLA, procedures,
reporting
 dedicated team
 specialized software for issues
management

34. summary

35. full featured
100% Internet based
internationalized
easy to use
paperless
installed on a single
built on
central site for all
enterprise level
company’s plants
architecture

36. Web Site srl
contact us
Via Cavour, 20
00041 Albano Laziale (RM)
+39 06 9320235
Gianpaolo Santarelli
account manager
gianpaolo.santarelli@websiteitalia.com
+39 06 9320235
more info:
http://www.websiteitalia.com/#/en/prodotti/webtender