Bringing our values to life SWG Vendor Operations
Bringing our values to life SWG Vendor Operations – Guidelines for Vendors Contracting Vehicle required – Prior to an engagement ERS October 2009 © 2005 IBM Corporation
Agenda • Before an engagement Contracting Vehicle Required Supplier Set up Transactional SOWs/ERS Purchase Orders Letter of Authorizations §Contact Information Where to go for Help 2 © 2005 IBM Corporation
BEFORE ENGAGEMENT Contracting Vehicle Required To be considered as a subcontractor • To work as an IBM subcontractor you must either have an active IBM supplier number that is Web Order Invoicing (WOI) enabled or you must be aligned as a sub-tier to an IBM procurement core supplier. • As a subcontractor, you must either have the following agreements in place directly with IBM or an equivalent in place with one of the IBM procurement core suppliers. • Solutions Engagement Agreement (SEA)/Technical Services Agre ement (TSA) • These agreements contain base terms and conditions and definitions that are referenced in each work authorization • Agreement for Exchange of Confidential Information (AECI) • Agreement that governs the handling of confidential information betwe en IBM and subcontractors. If specific information is to be disclosed, a supplement will be put in place by IBM procurement which outlines a non-confidential description of what is being disclosed, who is disclosing the information and to whom, the dates for the discloser and any special conditions surrou nding how the information can be handled. • Equipment Program Loaner Agreement (EPLA) • An agreement that outlines how IBM loaned equipment must be handl 3 ed. © 2005 IBM Corporation
Contracting Vehicle Required BEFORE ENGAGEMENT For deployment on an engagement • Prior to a consultant going on site and working on an IBM engagem ent, an executed ERS and a Work Authorization must be in place. • An SOW can take the form of an Electronic Request for Services (ERS ) for vendors that have a Master SOW* with SWG Services. • To be considered “executed” an ERS must be sent to the vendor and returned unchanged with an “ I accept” notated in the email. If changes to the ERS are required, the vendo r should contact the person who sent the ERS, copy the Brand ID, and the ERS will be rejected , changed and resubmitted. Once executed, the brand subcontractor analyst will process a CART which will produce a Purch ase Order in support of the ERS. A fully executed ERS will be sent via a VRS (Vendor Requisition Summary) with CART Name listed which is considered the Work Authorization. • * further detail following. 4 © 2005 IBM Corporation
Contracting Vehicle Required BEFORE ENGAGEMENT For deployment on an engagement • Master SOW • For vendors who have performed well as part of a formal RFI facilita ted by Procurement or for vendors which we have built up a significant volume of business (ie, $1 M per year), we put a streamlined contracts process in place. • The streamlined process consists of a Master SOW which enables us to use an ERS instead of the traditional SOW. POs are released from a template PO called a BSAP. Overa ll, this process is considered “buyerless”, meaning IBM Procurement is not involved, and generally allows us to have a fully executed contract within minutes and a PO within 24 hours. • Vendors with Master SOWs also have Quick. Places assigned. Quick places are used to pass IBM and customer confidential information in a secure environment. LN IDs and Dialers will also be made available to the vendor via the Quick. Place. • A link to the Quick. Place document containing the customer name, addre ss and contact information associated with an ERS will be included in each VRS. • If someone from the vendor organization requires access to a vendo r Quick. Place, an email request should be submitted to Thomas Kuhar TOM_KUHAR@US. IBM. COM. 5 © 2005 IBM Corporation
Contracting Vehicle Required BEFORE ENGAGEMENT For deployment on an engagement • Purchase Order • You will know when the SWG Subcontractor Analyst has requested a PO because you will be sent a Vendor Requisition Summary (VRS). • If you have not received a PO within a week for a fully executed ERS or SOW, please contact your subcontractor analyst. • PO numbers will be sent to you via email from the IBM Supply Porta l Website. Please accept the PO upon receipt. • If you are running out of hours or expenses or the end date of your contract is approaching and you need an extension, please proactively contact the SWG Services engagement owner (the person who sent the original ERS or the IBM contact named in the SOW) and copy the BRAND ID. If you do not receive a response from the engageme nt owner, please contact your subcontractor analyst. • Letter of Authorization (LOA) • An LOA is a formal letter from IBM Procurement that authorizes a subc ontractor to start work prior to receipt of a PO. 6 © 2005 IBM Corporation
Contact Information Where to go for Help: Subcontractor Analysts (note: brand ids are monitored by a primary SA, with backup coverage as needed) Collaboration (Lotus) isscsubk@us. ibm. com (efax 845 -491 -3180) 7 Tivoli isstsubk@us. ibm. com (efax 845 -491 -5767) Rational issrsubk@us. ibm. com (efax 845 -264 -6263) Business Analytics (Cognos) issbasub@us. ibm. com (efax 845 -491 -7076) Web. Sphere aimsubk@us. ibm. com Information Management issimsub@us. ibm. com (efax 845 -463 -8741) Security ibmss@us. ibm. com (efax 845 -491 -7076) Industry Solutions ississub@us. ibm. com © 2005 IBM Corporation
Contact Information Where to go for Help: General Topics CAR/Timesheet Submission timecard@us. ibm. com CBC/Resource Verification ibmswgdocs@infinite. com Forms, Resumes, Subcontractor Set-Up, Am. Ex Travel 8 Procurement Contacts by Brand Check with your Brand Subcontractor Analyst Vendor Systems Access/Badge outssubk@us. ibm. com Escalation Tom Kuhar, tom_kuhar@us. ibm. com, 208395 -0355 © 2005 IBM Corporation
Contact Information Where to go for Help: Partner Relationship Management Team Roles: §Proactive partner relationship management §Identifying new vendor companies that can address skill gaps §Negotiation and set up of MSOWs (ERS enables a partner) §Point of contact for the delivery team to address issues with existing partners *For a complete list of Partner Relationship managers please see Contact List for Partner Relationships 9 © 2005 IBM Corporation
Contact Information Where to go for Help: Partner Relationship Manager Gina Benedick. Davidson 10 Rational, Tivoli, Security, Information Management 208 -395 -0347 ginabene@us. ibm. com Brian Hawthorne Web. Sphere 401 -477 -6489 brianhaw@us. ibm. com Ted Smith Business Analytics, Collaboration 720 -396 -9210 ted_smith@us. ibm. com Andrea Ward Industry Solutions 905 -686 -5566 aeward@ca. ibm. com © 2005 IBM Corporation
Contact Information for ICS Where to go for Help: Initial Set up John Laskey jlaskey@bellsouth. net Sales Recruiter/problem solver 919 -678 -1228 Kathy Rowell Issue Resolution: POs, Unique email ID ERS/ERSA 813 -641 -0730 Krowell@infinite. com Ibm-ers@infinite. com Billing inquiries: Unique email ID ibmpayables@infinite. com Consultant Documents CBC/RVF, Resumes, AMEX Travel, etc Unique email ID ibmswgdocs@infinite. com Contracts Subba Badeti 609 -269 -8633 sbadeti@infinite. com 11 © 2005 IBM Corporation
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