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Unnecessary complexity can be avoided

It is more important than ever to keep track given the variety of specifications with detailed descriptions of hundreds of pages, various attachments (sometimes even in different languages). Transparency is essential here.

MyFutura sends you status messages, so that you are up to date on how far the offer process has advanced: Have the attachments been opened, have the requests been reviewed or have offers already been made? That way, you can respond quickly to remind suppliers to make an offer, to expand the circle of bidders or, if necessary, extend the deadline in order to obtain the desired number of offers. This requires very little effort.

Advantages: 

  • Automation and standardization of the inquiry process 
  • Transparency through status messages 
  • Separation of technical and commercial offers 
  • Versioning of several rounds of negotiations 
  • Filing of all documents and attachments in the system 
  • Audit proof documentation of communication 


Features at a glance:

In purchasing, many requests and offers are the bread and butter.  Because of that, some things easily get out of sight. With the sourcing cockpit you keep track of all inquiries, offers and auctions. The sourcing cockpit answers questions such as: Which requests are being prepared? Which are current, which are completed or canceled? And what about upcoming, current and closed auctions?

The respective activities can be sorted with a click or entered directly. The cockpit provides you with the following information: How many suppliers have been invited? Which one of them wants to make an offer (activation) or not? And how many offers and / or cancellations are there. If myFutura is connected to SAP, the traffic light function shows that communication between myFutura and SAP is fine.

By bundling demands (e.g. annual requirements for framework contracts), you can reduce your purchasing costs considerably. This applies both in terms of lower input prices and lower process costs. Pooling demands is a big issue, especially in companies that are decentralized, part of a group or a group of companies.

For them it is worthwhile, to bundle demands with myFutura and thus to generate purchasing advantages. Of course, they can use this option of product or material group-based purchasing for mandate purchasing as well. Requests for demands first need to be addressed to selected consumers inside the company. These in turn can address other consumers inside their affiliate company. This allows you to pool your needs as required and by doing so implement a "lead buyer concept".

Unlike requests for quotation a request for information is about features such as: quality, capacity, company size or availability. You can design your request for information according to the individual criteria that are important to you with the RFI editor of myFutura. And: you do not need to do everything twice. You can save all requests for information to use them when needed for future requests (as a template).

Of course, you would like to know the price of materials or services. Tenders in myFutura may be brief and limited to a few lines. They can also be very large and list many items up to thousands. myFutura easily supports various price components (e.g. salary, material), volume discount and item types (e.g. alternative, optional, information position). A big advantage for service procurement is that myFutura allows mapping GAEB specifications.

Nothing is lost in myFutura: the solution has extensive logging and reporting features as well as integrated change and version management. No matter what is changing or in which stage of negotiations you are at right now - you can always access the complete data of all stages and reconstruct the awarding process as legally required.

There are many suppliers and service providers. But you always need to choose the right one. You can therefore initially send a questionnaire to eligible suppliers to determine whether they are suitable at all for a particular tender. If the supplier or service provider meets your criteria, then he will receive the tender documents.

One of the great advantages of myFutura is that you can create specifications for construction tenders in the German GAEB format. Construction tenders compliant with GAEB usually show structures with multiple hierarchical levels and different item types. The structure can be divided into lots, a title and subtitles. Line items can be labeled as normal, optional, alternative, advice or information position.

You can give suppliers the opportunity to add a reference text to a standard item. You can split prices down to price shares, such as labor and materials costs. All this information is then incorporated into the evaluation at the time of price comparison. Finally: With myFutura you cannot just tender GAEB specifications. myFutura also offers a variety of price comparison lists – this way you can compare automatically.

Price comparisons can be a time consuming affair. Not so with myFutura. The solution offers a range of automated price comparisons so you are able to evaluate tenders or requests comfortably. myFutura is supplying various price levels variants - depending on where your focus is in the evaluation. A color coding highlights the most favorable price to give you an overview.  And if you prefer to work in Excel, you can simply export the price comparison list to Excel.

Quality has its price, this is common knowledge. And of course you want to know what you get for a certain price. This is supported by the so-called multi-envelope method in myFutura. This means that both sides of an offer, quality and price, can be judged separated from each other. In other words, you can first evaluate an offer from a technical point of view (quality) and then according to commercial criteria (price). This way you can accommodate qualitative and monetary requirements of the offers.

Requests and tenders often include many documents. myFutura´s easy management of attachments and documents is a bonus here. You can add an attachment anywhere in the process of the request, be it at project, request or item level. Attachments at  project level can also be marked as templates.

This has the following advantages: In future, myFutura automatically adds the respective attachments to all requests in this project (such as the Incoterms). If you want to be sure that your supplier has read important attachments, you can set up a kind of reading confirmation or priority. Your supplier can then only make an offer if he has confirmed that he has actually read the attachment.

Buyers need to contact the supplier, the supplier has questions for the buyer - this electronic communication between both sides is documented absolutely reliable in myFutura. Also, it simplifies communication in the request and tendering process. You can even answer  a relevant question of a single supplier and publish your reply to all suppliers. This is what the so-called whiteboard in myFutura is for. It goes without saying that these answers will be posted anonymously.

The advantage is that you avoid common communication obstacles. Questions to or from suppliers can be answered in myFutura without the need to resort to other mail systems such as Outlook. At the same time, this ensures that the information exchange can be followed up audit proof at any time.

In myFutura, standardized templates (Excel, GAEB) can be used:

Excel format
You want to submit a request to your supplier or they want to make you an offer - this can easily be done with Excel. Buyers and suppliers can upload and download material lists or complete service specifications in Excel format. The same goes for the different price comparison lists in myFutura: They can be exported easily to Excel format, including the calculation formulas. Supplier contact information can be imported easily in Excel format into the supplier catalogue as well.

GAEB format
In German construction tenders GAEB format is here to stay. myFutura does not only support the GAEB formats DA82, DA83 and DA84, the solution also works as GAEB Converter: This allows purchasers to upload the planning department´s GAEB file to myFutura. In turn, the bidder downloads the GAEB request  as an Excel file, prepares his offer in Excel, then uploads the file  and the purchasing department can ultimately process the file in GAEB format. This works the other way around, too: Purchasing starts with an Excel file and the bidder can process the request in GAEB format.

PDF format
All specifications can also be downloaded in PDF format.

"Well integrated" is claim and incentive for us at the same time. Therefore, myFutura has very comprehensive standard interfaces to optimize your request and offer process.

AVA interface
It combines Futura® AVA with the Futura Supplier Portal: Using the module "Supplier Integration" the purchasing department can transfer tenders for construction projects directly from Futura® AVA to the Futura Supplier Portal. Incoming offers from the supplier portal can be imported into the price comparison list in Futura AVA at the push of a button.

SAP interface
It combines myFutura with SAP to a real process integration: Only with a deep process integration, you can be sure that your data is processed completely and reliably. This is the only way to keep track of the status of a transaction (e.g. transfer of offers).

Further information: SAP Integration >>>

Sourcing Cockpit