SOP – Loading Product Demand in Bid Management | |
Date:4/24/24 | Group: CSC Team Implementation Manager Role |
Introduction
This Standard Operating Procedure (SOP) outlines the process for loading regional and national account customer product demand into Bid Management 3.0.
This process involves working cross functionally with category management, the buying organization and demand planning inventory teams.
Purpose
Requests for customer demand can come from multiple sources such as a regional or national account manager, directly from the customer or through an awarded customer bid.
The purpose for loading demand can fall into one of the following scenarios:
Result of an awarded bid by the customer
An existing customer who wants to purchase parts not previously purchased and/or the direct result of an awarded bid
Customers who want to adjust existing demand
The following activities will be performed by the implementation manager in order to load product demand for the customer:
Demand Awarded Bid
Prior to awarding the bid in the bid management software, the RAM or NAM must provide the awarded parts, the locations where demand is to be loaded by part as well as the qtys by part/location
The implementation manager will locate the awarded bid in the bid management software and “award” the bid
Once the demand has been loaded, the bid will advance to either the Data Team or the Demand Inventory Team
Data Team
If the bid advances to the Data Team, it’s typically a result of a part(s) being obsoleted by a supplier and/or a part(s) that has been superseded
Once the Data Team reviews the bid parts, they will communicate via email to the implementation manager citing which parts have been obsoleted and/or superseded
It is important to note that the Data Team cannot advance the bid to the next stage gate until the implementation manager opens up the bid and moves the bid back to the “won” stage
Once the bid has been moved back to the "won" stage, the obsoleted part(s) can be deleted. If the part(s) have been superseded, the new superseded part(s) can be added to the demand template and re-uploaded into the bid management system
Demand Inventory Team
If the bid advances to the Demand Inventory Team, inventory will review the uploaded demand and load safety stock and set up forecast by part(s) by location
It typically takes 3-5 business days for the Demand Inventory Team to complete this process and the final awarded demand can be viewed in PowerBI
Demand Awarded Not Via a Bid Award
The RAM or NAM may receive a request from the customer requesting that certain parts be made available to them to purchase in a FleetPride branch
The RAM or NAM must provide the awarded parts, the locations where demand is to be loaded by part as well as the qtys by part/location
In this instance, the implementation manager will load a “demand” bid. These bids have their own work flow known as “Demand Only”
These bid types will follow the same process flow as a normal bid, but certain processes will occur in the background so that the cross reference specialists, category management and the pricing teams will not have to actively work these bids
Once the background processes have been completed, the bid will advance to either the Data Team or the Demand Inventory Team and the same activities will apply as noted under the section called “Data Team” and “Demand Inventory Team”
Scope
The implementation manager will be responsible for managing all customer demand bids to include monitoring each bid throughout the entire life cycle of a bid.
Below are the high-level steps for managing customer demand bids:
Procedure
All new implementation managers will receive hands-on training to learn how to effectively utilize the bid management system.
The following link provides a step-by-step instruction for how bids are loaded and depicts how a bid moves through the various stages of a bid’s life cycle.
References
This is an example of the Excel template that will be downloaded from the bid management system in order to enter demand by part by location and then reuploaded into the bid system
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