e-RFx Best Practices and Associated Benefits

1 comment October 3rd, 2007 David Bush - Iasta

e-RFx, likely one of the most common acronyms in the procurement, sourcing, and related literature, does not stand for anything in particular, as the X can be a placeholder for I, P, Q, or B which stand for Information, Proposal, Quote, or Bid (though the latter is primarily used in the public sector).

Some benefits of the e-RFx process include:

• Sourcing Cycle Time Reductions
  An information gathering and analysis cycle that used to take months can now be completed in a couple of weeks as web-enabled e-RFx tools allow for the instant sharing of documents between an organization and its suppliers.
• Centralized Repository
  One of the most significant benefits of an e-RFx solution is the centralized data repository that allows for all of the organization’s supplier and sourcing related information to be stored in one common location and accessed by all relevant organizational stakeholders.
• Collaboration
  e-RFx technology can be one of the most significant enablers of collaboration between team members, stakeholders, and suppliers - as all parties involved can come together through the use of a single tool to share information, ask questions, and receive a response.

The best way to ensure that your e-RFx is accompanied by all of the benefits it can bring is to employ best practices. Some of the best practices that can be employed include:

• Communication with Suppliers
  After the RFx has been sent out to the suppliers, follow up with a phone call to make sure they received it, can fully access it, and understand what they have to do to respond. Be sure that they clearly understand any specialized or customized requests and that their questions get answered promptly. Also be sure to follow up with them immediately after the award, even if they lose, to help them understand why they did, or did not, receive an award and what they can do to make them more attractive as a supplier in the future.
• Understand the Requirements
  Be sure to understand the technical specifications and requirements, baselines, and demand forecasts. Solicit input and feedback from all key stakeholders and be sure to include all of the information in the RFx up front to insure that the bids received are accurate and that the suppliers will be able to deliver to spec.
• Manage the Process
  Keep on top of the process from start to finish. Follow up with internal stakeholders regularly, follow up with suppliers in a timely manner, start the analysis phase as soon as the reply deadline has passed, and make the award decision quickly.

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For more information on the e-RFx process, it’s benefits, and associated best practices, see the e-RFx for Total Value Management: The Strategic Sourcing Workhorse wiki-paper over on the e-Sourcing Wiki. In addition to more detailed information on a successful e-RFx process, it also overviews some of the internal and external pressures that the e-RFx process can address in addition to basic e-RFx requirements.

Entry Filed under: General, Supply Management Best Practices, Technology / SaaS, e-RFx