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ANALYSIS AND PUBLIC TENDERS MANAGEMENT vs FILES’ RECORD

Mar, 2021 | Blog EN

Differences? Yes, of course.

While throught a files’ record, in an application, is usefull as a general folder to follow up, a tenders management system  allows an interaction with the process, its phases and stakeholders during the whole tender’s life.

This is the big difference: control and analysis

It’s necessary to move away from the idea of files’ recording, in order to reach a solution that also includes the analysis of the characteristics and attributes, like offers markers, prices, assignment criterions, competitors, etc.

 

Save time, reduce the cost:

Really, a tender’s record allows a limited interaction and análysis, we’ll need several specific systems, workflow, dossier management and analytics to cover all functions of that process.

That´s why a tool that integrates all of them and operates as a single point of management will help us making easy the task, saving time and money. Do you agree, don’t you?

Let’s see in a very graphic and simple way, the value that a specific solution provides.

 

 

Analysis and specific management

Public hospital tenders / negotiations

Must include:

Files’ Record

Files

Generally includes:

Registration of new Tender

  • Structured, ranging from automatic integration to indicator analysis.

Registration of new Tender

  • Structured, not automatic using excel, ERP or CRM.

Integrated workflow

  • Flexible, associated with the type of file and configurable.

Integrated workflow

      • Specific solutions without other Tender functionalities.

Document management

    • Document management integrated into the processes.

Documents

  • Specific document management solutions, adaptation to Tenders.

Alert and notification

  • Pending dates, expiration dates, fulfillments’ notification, email.

Traceability

  • Tracing of master data changes, approvals, signatures.

Traceability

  • Distributed in several systems, difficult to manage.

Analytics

  • Analysis with indicators of consumption, competitors, tenders.

Analytics

    • Integration with other analysis systems is necessary.

Roles, responsibilities

    • Integrated with processes, workflow, approvals, documents, etc.

Roles, responsibilities

  • Distributed, unclear and difficult to administer.

Cost and effort

  • Much less than non-integrated solutions.
  • More flexible and scalable.

Cost and effort

  • High cost and effort due to the need of several systems and their integration.

 

Conclusions

After comparing different solutions applied by many companies, both pharmaceutical and healthcare products, we could realize:

  • Most part of the companies do not have tenders management and analysis integrated in the same system.
  • Process analysis and tender’s success is not applied in most of them. For example: in public tenders won, compliance with the agreement regarding quantities to be purchased by the client, is not systematically analyzed
  • Almost all solutions developped by companies of this sector are partial: while some lack of workflow, others lack of dossier management, approvals, tracking, etc and almost none of them have an integrated analytics system.

Summarizing the above, this sector companies historically have been developping tender’s record solutions to work with their day by day tasks, maybe pressed by deadlines.  However, nowadays public hospital tender process and negotiations have become increasingly so relevant to enterprises, that implementation of an integrated solution is so important.