Goal:

Create a secure vendor facing portal, that allows for the submission of Vendors Sales Reports (VSRs) by the Vendor holding contracts with the Texas Department of Information Resources (DIR)

Business Challenge:

DIR provides technology leadership, solutions, and value to Texas state government, education, and local government entities to enable and facilitate the fulfillment of their core missions. DIR works with a network of vendors that provide services to Texas entities under contracts manages by DIR, these vendors are required to send monthly Sales Reports describing detailed sales records, currently these sales reports are send through email, and required a complex manual process to get the sales data to the different targeted systems, this process is slow, prompt to human error, and in many cases there is problems with the data formats in the submitted excel documents causing several iterations of sending documents between the Vendor and the DIR Agents to get the accurate information causing further delays.

The Solution:

Sistema was selected to create a Vendor Portal that will allow for the submission of the Vendor Sales Reports (VSRs), allowing the vendors to access a secure portal where they will be able to upload VSRs in multiple file formats based on the DIR contract types. The portal will provide immediate feedback about any problems with data files or data formats, in which case the vendors can reupload the VSR after making the necessary changes. The portal validates the VSRs, provides specific feedback about errors, and allows for online editing of certain fields where applicable.

Value to Business:

The implementation of the portal minimized the time required to process each VSR. The instant feedback provided by the portal allows for the immediate resolution of data issues by the vendor, without the need to wait for DIR agents’ feedback. Vendors have immediate access to payment information as the VSRs are accepted by the system, minimizing errors when payments are submitted. DIR agents now have more time to focus on month-end activities (reporting, audits) due to fewer inquiries from vendors regarding the VSR submission process—primarily because of the portal’s self-service nature.

Key Services:

 

·       Enterprise collaboration portal

·       Enterprise architecture

·       Custom software development

·       Quality assurance

·       Project management

·       System integration

·       Data migration

·       Reporting

·       Production support

 

Key Benefits:

 

·       Process improvements

·       Improve communications with vendors

·       Significant cost savings

·       Improve customer service

·       Vendors access to more and better tools

 

Technologies:

 

·       Microsoft .NET 4.5

·       MS Internet Information Services

·       SQL Server 2012

·       SQL Server Integration Services

·       ASP .NET MVC

·       Bootstrap

 

Executive Summary:

 

Industry: United States, State Agency, providing information resources services to other state agencies.

Business Challenge: Improve delivery of monthly sales reports by state vendors

Solution: Creation of a sales reporting portal.

Business Value:

 

·       Reduce Cost

·       Efficient tools for Vendors

·       Shortening of time required for close month activities

 

Client Reference:

Hershel Becker,

Chief Procurement Officer, Texas DIR