What is OPEN?

OPEN is a new eProcurement solution designed specifically for schools. It allows them the opportunity to purchase and pay for goods and services online in an easy to use and effective manner.

OPEN allows users to easily and securely access their local contracts and eCatalogues for goods and services, as well as provide them access to regional and national contracts that could offer increased value for money.

The OPEN marketplace has five key elements:

• An electronic marketplace with hosted catalogues and the ability to 'punch-out' to external suppliers' websites;
• A Purchase to Pay (P2P) system for access to the system via a web browser;
• A data warehouse with secure access to all of the user's information that has passed through the system, allowing the user to drill-down and interrogate data;
• A supplier portal allowing approved suppliers to upload catalogues to a single point, receive orders and send invoices; and
• Facilities to allow for the integration of existing eProcurement, finance and sales order processing systems.

In addition, the OPEN suite of products offer

Catalogue shopping

• Goods are identified (by the teacher, administration assistant, bursar, etc.) and added to shopping basket online.
• Multiple goods can be compared and displayed in order to show best value.
• The shopping basket is submitted to the FMS for authorisation.
• Authorisation is given.
• A purchase order is raised in the FMS and sent, via OPEN, to the supplier.
• An invoice is received electronically, via OPEN, into the FMS and will be automatically matched to the correct purchase order.
• Electronic payment (with FMS SIMS update due 2008).

Ordering non-catalogue items

For items that are known to be offered by suppliers but aren't catalogued (for example, tidying 20m² of flower beds), there is a 'Free Text Order' facility where you can type your request. All information is still logged back to the FMS.

Request for Quote/tendering for goods and services

The Request for Quote (RFQ) functionality allows orders and tender specifications to be written once and submitted to any number of suppliers. Suppliers can be chosen by name or by area of work, enabling you to increase your number of potential quotes without spending time searching for new suppliers.

OPEN: Purchase order

Write orders and send to your suppliers who are not on OPEN. This will record details on OPEN for you, enabling greater information management and will gradually introduce your suppliers to OPEN.

Other controls

• Add and remove staff permissions as appropriate (all orders still go to the FMS for final authorisation).
• Control which suppliers your school sees. You can 'turn off' view to some suppliers if they have not met your requirements.

Future developments

An eCommunities function is in development, which will enable schools to share ideas and experiences as well as giving the potential to aggregate demand for purchases.

Work is ongoing looking at how we can help schools to produce your Consistent Financial Reports via OPEN, saving them time and resources.

All developments of OPEN are driven by schools using the system. Contact us if there are other functions that you would like to see.