Procurement Business Process as a
Services (BPaaS)
•
Lot 3: Software as a Service
REFERENCE NUMBER: RM1577 ii
The contents of this document are the sole and exclusive property of Tech
Mahindra. They may not be disclosed to any third party, copied or reproduced in
any form or used for any purpose, other than that for which they were provided,
without the express permission of Tech Mahindra. All other company, product
names, logos and brands are trademarks of their respective owners.
Copyright © 2012
Ariba Based Procurement Business Process as a Services Service Definition
Glossary of Terms
CRM
Customer Relationship Management
GMS
Grants Management System
GIST
Grants Integrated Solution Template
UI
User Interface
RICEFW
Reports, Interface, Conversion, Forms, Workflow
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Icons
Icon
Meaning
Attention
Example
Note
Recommendation
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Statement of Confidentiality
This Documentation is the proprietary information of Tech Mahindra (TECH M).
This documentation is confidential. It may only be distributed by Tech Mahindra. It must not be copied,
distributed, or reproduced, in whole or in part, by any process, without the express written consent of
Tech Mahindra.
The information provided in this GIST Service Definition document and the Award Questionnaire.xls
(Attachment 5) is indicative and would be finalized during the contract agreement stage based on the
specific services to be provisioned.
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Table of Contents
1
Overview of G-Cloud GIST Service (SaaS) ............................................................................. 1-6
2
Information Assurance .............................................................................................................. 2-10
3
Backup/restore and Disaster recovery .................................................................................. 3-10
4
GIST - Cloud Deployment Models........................................................................................... 4-12
5
On- boarding and Off-Boarding Process / Data Extraction ............................................. 5-12
6
Pricing and Commercials.......................................................................................................... 6-13
7
Service Management/ Deployment Methodology ............................................................... 7-15
8
GIST Service Constraints/ Scope/ Support Boundaries ................................................... 8-16
9
Service Levels and Support ..................................................................................................... 9-17
10
Financial Recompense model ............................................................................................. 9-17
11
Training .................................................................................................................................... 10-17
12
Ordering and invoicing process ....................................................................................... 11-18
13
Termination Terms................................................................................................................ 12-18
14
Data restoration / Service Migration ................................................................................ 13-18
15
Consumer Responsibilities ................................................................................................ 14-19
16
User Service Access ............................................................................................................ 15-20
17
Technical Requirements / GIST Interface Touch Points ............................................. 16-20
18
Trial Services.......................................................................................................................... 17-23
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1
Overview of Procurement Business Process as a Service (PBaaS)
Companies of all sizes, across industries and geographies have tools in place that give them greater
visibility into and more control over spend; allow them to more effectively manage their contracts,
suppliers and risk; and streamline and enhance invoicing and payment processes. Yet many still struggle
to connect and do business with key trading partners/ suppliers. Inter-enterprise commerce is still very
difficult because it is largely driven by closed systems and processes. The key to extending and
improving collaborative trading relationships lies in open systems that can be easily accessed regardless
of their architecture or delivery model decisions – Spend Management in Cloud. Creating a “New
Borderless Enterprise”
Solution Offerings
This has been the guiding philosophy for TechMto develop its Cloud based Spend Management Solutions
– “Cloud 9”. It is a dream long realized and a juncture to evangelize the thought “Spend in Cloud Vs
Spend under management” - New Normal in Spend Management.
Cloud 9 constitutes of Ariba’s On Demand Spend Management Software, Infrastructure and platform
as a service, and Tech Mahindra’s Business Process capabilities & knowledge (Consulting,
Enablement and Execution) as Shared Services (BPass). Importantly Supplier Community (Ariba Supplier
network, Knowledge and best practices) is also delivered as a service on cloud
So what is that you could do using TECHM Cloud -9




Eliminate manual processes and handholding:
Enhanced User Experience
Crowd source savings
Benchmark against real time market data
In essence we provide you a platform by delivering the most effective and efficient way for you to:




Control costs
Improve Visibility
Increase compliance and transparency
Better Manage Supply Risks
And since it is all delivered and managed on cloud there is no need for you to manage software,
hardware, infrastructure (no capital expenditure)
TechMCloud -9 services span across the lifecycle of value creation:
 Spend Management Consulting and Analytic Services
o Spend Assessment and Consulting Services
o Strategic Sourcing
o Advanced Analytics
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

Spend Management Enablement Services
o Implementation
o Project Management
o Change Management
Spend Management Execution and Sustenance Services
o Support Services
o Sourcing Execution Services
o Procure-2-Pay operational support services
Key features of the solution proposed:
TechM proposes Ariba Spend Management Suite which seamlessly integrates with back end systems of
customer (SAP/ Oracle etc)
Ariba is not only considered a leader in the ‘sum of the parts’, but also each individual component that
makes up the Ariba solution. Ariba’s best-of-breed solutions include:

Procurement automation with built in configurable workflows

RFx automation

Sourcing Projects and Team Collaboration

Contract Management

Supplier Information and performance management

Visibility and reporting

Services to enable each component
Systems: Single window Global Procurement system
Source-2-Pay Technology Landscape
Integrated end-to-end architecture enabling S2P steps automation, contract and preferred
supplier compliance, and rule-based approvals and delegation
Integrated Solution
Spend
Analysis
Ariba Analysis
+ ADE
E-Catalogs
Ariba
Sourcing
Ariba
Contract
Approval
Ariba
Preferred
Suppliers
Ariba
Requisition
Approval
Ariba
Rule-based and
threshold driven
automatic approvals
PO
Creation
Ariba/SAP
Electronic Transmission
Receive
Ariba
Invoice &
Payment
Ariba SAP
Supplier
Ariba
Product
Design
PTC
APO, Production Planning, Financials, MM, PM, HCM, Operations
SAP ECC Core 6.0 + SAP ERP 6.0
© Mahindra Satyam 2009
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The delivery model is based on successful support of customer needs measured against defined SLA’s
that are agreed with our customers mapped to their requirements. TechM believes that our proposed
solution will provide customer with the following advantages:

A superior service delivery model;

An outcomes-based approach;

Resources that focus 100% on Spend Management.

Service Delivery Model
Capabilities, Experience and Differentiators
Leveraging Ariba Spend Management solutions TechMhas been able to deliver solutions to 60 +
customers worldwide. This success in creating organizations to be ruly borderless enterprise is backed by
a strong Practice with over 1000 person years’ of experience delivering spend management solutoins
Following are the key highlights of the practice maturity








We are one of the largest practices from APAC region who are trained on Ariba Spend
Management Solutions
A dedicated and focused competency with a decade plus experience of experience in delivering
Ariba spend management solutions
Been a strategic partner to Ariba since 2000.
Our Procurement Technology – Ariba competency has been involved with 60+ plus customers
in enabling them leverage Ariba Spend Management Solutions
Our Sourcing and Procurement Consulting group has sourced Multi Billion USD dollars worth
of goods and services especially in indirect spend categories like marketing, network, IT
infrastructure, services and direct materials like auto components, MRO, Castings and Forgings,
Sheet metals and other electronic components
Our International Procurement Offices in China and India helped auto and electronic
manufacturing companies in US and EU source goods worth several million dollars and have a
base of 500 qualified suppliers
Our Procurement Operations competency (BPO) which specializes in supporting the
transactional procurement (PO Management, Contract Mgmt, Supplier Mgmt, Procurement
service desk, Spend Data services, AP automation)) have managed around multi billion dollars
worth of spend and has delivered around 10-15%savings to customers globally by improving
purchase order and contract compliance
One of the largest enterprise applications group responsible for implementing and integrating
with enterprise application like SAP, Oracle, JDE, Peoplesoft, Baan, QAD, Infor, Lawson et
A case in example being a US based large banking and financial services company specializing in
specializing in education loans, credit cards and Banking was finding it difficult being to manage the IT
infrastructure and operations expenses. Although the operation was lean in headcount, the cost of thirdparty suppliers was too high across most categories, including mainframe processing, PCs, servers, IT
services, software, etc.
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TechMwas employed in the year 2004 to provide strategic sourcing, Procurement organization
restructuring and IT consulting. Some of the key interventions include
Initiation of Strategic sourcing program in a formal way
A vendor management program was established and the program was then rolled out across all
indirect expenses, including office and admin, HR, marketing, real estate and facilities and other
categories.
Developed training programs for the sourcing teams, analytical training for the sourcing support
group
Helped increase the back-office financial productivity,
Worked closely with the Procurement organization in selecting a procurement platform
This resulted in creating a best practice organization for procurement in the banking sector. Saved around
7-22% on annual spend for various spend categories, been able to rationalize their vendor base by 40%
and Sourcing lead time reduced by 35%
Our Proposition to Key Business Problems of Customers
•
•
•
•
•
•
Spend Analytics– Cleanse, Classify, Enrich Spend Data (Indirect Spend). Build Spend Visibility
Solutions for informed decision making
Strategic Sourcing – Bring non conventional spend under management by sourcing, print,
marketing & Advertisement, professional and IT consulting services, temp labor, legal & HR
Benefits services. Leverage Ariba On Demand Sourcing Profession platform
Implementation/Adoption of SaaS: for Contract Management, Procure-2-Pay Invoice
presentment and payment
Ariba Application Implementation, Maintenance and Support Services: Can Leverage
TECHM, Implementation Application Maintenance and Support services for Ariba Suite of
solutions. Ensure faster implementation, leverage offshore delivery model and a quicker ROI
Version Upgrades: Another important technology trend observed is companies are looking to
upgrade from their existing version of 8.x, 7.x to latest release 9r1. These customers can
leverage TechM’s Ariba upgrade services
Build technology solutions that can help handle the Financial Supply Chain / Supply Chain
Finance / Working Capital Mgmt, Pcard.
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2
Information Assurance
High Availability and Reliability
Ariba recognizes that customers need the highest-possible availability and reliability. To that end, Ariba
infrastructure is scalable and redundant at all tiers. To provide high availability and reliability, Ariba has
extensive error handling and fail-over capabilities. This section describes the main features of Ariba's failover and recovery plans. In order to ensure the highest availability of Ariba, Ariba uses such best
practices as:
•
•
•
•
Frequent systems backup and maintenance
Redundant systems
Proactive customer notification of unplanned down-time
International support coverage
Redundant Systems
Ariba runs redundant copies of all critical software subsystems including application services, enabling
automatic fail-over in the event of an error so that there is no disruption of service. Ariba hardware
infrastructure is also implemented with automatic fail-over mechanisms. For further redundancy, Ariba is
connected to both the Cogent and the Internap network.
In the event of any hardware failure, Ariba Operations will be automatically notified so that the failed
equipment can be analyzed and repaired, and the problem prevented in the future. Even if, for some
reason, automatic hardware fail-over does not work, the data integrity will still be intact. In addition to
redundant hardware and software, Ariba benefits from Equinix Data Center's triple-redundant power
systems. These include redundant connections to power utilities, back up power supplies, and diesel
generators that can run for days without refueling, if needed. Inert gas and dry pipe sprinkler systems
protect the equipment from fire and inadvertent water damage. Equinix Data Center's systems also have
high-level security and redundant networking.
3
Backup/restore and Disaster recovery
Backups and Maintenance
Ariba performs regular backups of the stored data. These backups do not interrupt the normal operation
of the Ariba system. Backup data includes user information, projects, and the library. Backups are
performed using disk and tape backups. The Equinix collocation facility performs the tape swaps in the
drives, and a third party backup storage service, Iron Mountain, houses the tapes offsite. Ariba performs
periodic preventive maintenance. This preventive maintenance is scheduled for low-use times, such as
weekends. All data in the system is maintained and will wait while maintenance is being performed and
resume processing when maintenance is finished.
Disaster Recovery
Ariba has implemented a disaster recovery site at the Ariba data center in Pittsburgh, PA. The act of
failing over from the main Ariba data center to the Pittsburgh data center is designed to take no more than
one hour.
Disaster recovery options are either included or is provided as an optional service depending on the Ariba
solution package. In the event of a fail-over to the disaster recovery site, all URLs that customers use to
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reach the San Jose data center will continue to work. Ariba will notify customers via their email addresses
in the event of unplanned downtime. Internally, Ariba uses a documented system recovery plan that
outlines the approach and steps for recovering the applications. This document defines roles and
responsibilities in the event of disaster:
• Local Ariba staff maintains the hardware remotely.
• Ariba maintains the application software.
• Processes are in place to keep database and fileservers in sync between primary and backup
data centers.
• In the event of a catastrophe, Ariba will declare the primary data center “down” and local Ariba
staff will follow a script to start the applications at the remote data center.
Ariba tests power outage backup scenarios and the Disaster Recovery Plan on a periodic basis to ensure
it is up-to-date, successful, and effective.
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4
PBPaaS - Cloud Deployment Models
Ariba spend management solutions offer flexible deployment options to companies looking to start or
expand their spend management efforts. Ariba is no stranger to the on-demand model. Ariba has
packaged its applications and services into solution bundles designed to meet the procurement
competence and IT budget and resources of individual companies. Ariba has mapped a logical migration
path to transition customers, their process flows, and data between these delivery models as usage
volumes and preferences change.
PBPaaS is flexible in its deployment model and can support the following modes:
System Landscape
Ariba 11S2
Deployment Models
Supported
5


Private Cloud
Hybrid Cloud
On- boarding and Off-Boarding Process / Data Extraction
GIST Framework based on SAP Platform provides flexible yet robust Data extraction and migration tools
and processes. The LSMW Workbench is a tool that supports the transfer of data from non-SAP systems
(“Legacy Systems”) to SAP systems. This can be a one-time transfer as well as a periodic one. LSMW also
supports conversion of data of the legacy system in numerous ways. The data can then be imported into
the SAP system via batch input, direct input, BAPIs or IDocs.
Migration flow
The diagram below provides an indicative view of the data migration context and scope. The data
migration comprises multiple data sources and is driven by the business requirements customized for
various Government agencies. The complete and detailed on-boarding and off boarding process would
be defined during the contractual agreement phase.
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Legacy
Sys tem
As Is
Data
Extract
Validation
SAP CRM
(GIST)
Reconciliation
Consolidation &
data cleansing
Conversion
Rules &
Mapping
Load
Program
File
Conversion
Manual
Data Input
Manual Data
Creation /
Collection
TECH M shall work along with the customer to ensure the following:



Returning all consumer generated data
Adopt the SAP proven technology / extraction mechanism
Purge/ destroy consumer data from any computers, storage devices and storage media that are
to be retained by the Supplier after the end of the subscription period (as per security
accreditation)
In addition, TECH M offers “Cloud Migration Services” such as:
• Migration Assessment and Planning
• Migrating on-premise applications to Cloud (IaaS, PaaS)
• Creating hybrid clouds: cloud-cloud and cloud-on premise
6
Pricing and Commercials
Following table provides various pricing models and criteria that could be applied to business context
S. no. Model
Description
1
Subscription
based
Flat monthly/ quarterly/ annual fee is fixed. This is a preferred method for the large
organizations as it offers a known, budget-able expense over the life of the
agreement.
2
Performance
based (Value
Enterprises prefer the model as the charges payable to service provider is a x% of
the performance or discounts resulted in by the solution. However, the model
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based Pricing)
works out for the service provider only when compressible margins are left in the
services being offered.
3
Transaction
based
Pay-as-use or usage based model ensures revenues to service providers only
when a purchase order/ contract is finalized/ processed.
4
Hybrid model
This model is a combination of one-or more models described above. In general it
includes an up-front license fee plus either of the above models.
Pricing can be worked out based on the following parameters
Small Size
Medium Size
Large Enterprise
Annual Revenue (AVG)
< 2 Billion USD
$2-5 Billion USD
> $ 5 Billion USD
Addressable Spend
100M- 500 M USD
$1 B USD to -$3 B
USD
$3-$10 B USD
No of Users
Total Users
100-200 Users
200-1000 Users
1000-10000 Users
Sourcing Users
10
10-30 Users
30-60 Users
Contracts Users
<5
5-12 Users
12-25 Users
Procure-Pay Users
100-200 Users
200-1000 Users
1000-10000 Users
Accounts Payable
<5
5-12 Users
12-25 Users
No of Suppliers
100-500 Suppliers
500-2000 Suppliers
2000-5000 Suppliers
No of Contracts
20-60
Contracts/Annum
60-200 Contracts
~ 1000 Contracts per
Annum
PO volume
< 200 K Pos
200-700 K Pos per
annum
1 M -2 Million Pos
Invoice Volume
< 200 K Invoices
200-700 K Pos per
annum
1 M -2 Million Pos
No of Source Systems
Single Source
Systems
1-3 Source System
More than 3 Source
Systems
No of Sourcing
Projects/Events
10/ 30
(Projects/Events)
10-30/30-100
Projects/Events
30-100/100-500 Events
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7
Service Management/ Deployment Methodology
Tech Mahindra in the last decade and half was responsible for global deployments and support of Ariba
spend management solutions with more than 60 customers. The journey of delivering Ariba solutions has
taught us that success requires three things:

First, A holistic and integrated approach to managing the complete spend management lifecycle –
from initial spend analysis and strategic sourcing to contract and compliance management to procureto-pay execution and ongoing supplier performance management.

Yet, technology alone is not a panacea. You also need internal expertise and resources to develop,
execute, and drive adoption of your spend management strategy across your company.

Lastly, the ability to efficiently and cost-effectively discover, connect, and collaborate with trading
partners around the globe is an imperative.
While you could spend years developing the infrastructure and internal capabilities for spend
management success, Tech Mahindra and Ariba can help you achieve these results by offering a total
solution for rapid and sustainable spend management success – including a complete and integrated
spend management software suite, global services and category expertise, and the world’s largest
business-to-business commerce network.
Tech Mahindra has developed as proven methodology for Ariba Spend Management Solution
implementation, based on best practices, valuable and documented experiences. TechM’s
implementation Methodology is easy to understand and provides all project team members’ access on
tools, documentation templates and other reusable resources. The methodology is agnostic to the
delivery model that the customer chooses (On premise, SaaS, Cloud based)
The methodology captures 5 important tracks required for implementations of Source-2-Pay systems.





Planning & Execution: This track ensures definition of the objectives, project charter, planning of the
project execution and monitoring the progress of the project. This track spans across the duration of
the implementation
Business Process: This track ensures profiling of spend, definition of the procurement strategies
and creation of global business processes and enables configuration of local business requirements.
Supplier Enablement and Catalog Management: Enabling suppliers to transact on-line with Seven
Trent is a critical part of the process of Ariba implementation. Supplier Enablement involves
implementing various steps needed to select, prepare, and integrate suppliers and their catalogs with
the Ariba.
Technology Enablement: This track ensures configuration of Ariba solutions to meet the business
requirements as defined above. The methodology follows an iterative prototyping approach, with the
goal of an efficient implementation to achieve fast ROI. The implementation cycle covers the 6
phases: discover, plan, design, build, deploy and evolve
Change Management: This is a very important track in ensuring user adoption. TechM always
believes in Pull strategies than push strategies and ensures that the change management is a team
effort of both TechM consultants and customer change agents.
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The attached document highlights the technology enablement methodology of TechM
Ariba Spend
Management ImplementationMethodology.docx
To provide a broader picture of the level of involvement expected, estimated timelines and resource
requirements and general deployment process, TechM is willing to have detailed discussions on the
Implementation Process and creation of a detailed Project Plan in the next stages of this RFP
8
PBPaaS Service Constraints/ Scope/ Support Boundaries
The following Business Processes and related functionalities have been covered under PBPaaS . TECH
M shall work with its customers to incorporate any additional functionality or services which can be
custom build for UK Government Organizations.
Scope of the Process Considered
Spend Data Warehouse
© Mahindra Satyam 2012
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Requisitions will be directly created in Ariba
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9
Service Levels and Support
Tech Mahindra’s Global Services includes award-winning teams that offer the capabilities to help ensure
effective and efficient deployment, adoption and maintenance of your business commerce solutions. More
than 350 professionals around the world, well-versed in all key commerce areas, help you tap into an
unrivaled combination of know-how, technology and market intelligence through scalable and flexible
platform services
Procurement Business Process as a Service is based on Ariba Spend Management Suie, which is a
globally acclaimed leading, robust COTS (Commercial, off-the-shelf) software. This template has been
successfully deployed for a Government Organization and can be custom built as per requirements.
Service Level agreement, service metrics and expected performance (response speed, uptime etc) would
be based on multiple factors and can be defined for customers based on their unique requirements.
TECH M as an additional charged service can provide help desk support (phone and email based) to
assist users for PBPaaS services.
Financial Recompense model
Financial recompense and terms shall be defined during contract phase based on the service level
agreements and services provisioned.
10 Training
Our training courses provide knowledge and skills to successfully deploy, use and maintain our solutions,
focusing on technical aspects and real-world business issues and processes. All classes include lecture,
demonstration and discussion and hands-on use of our solutions
Tech Mahindra has considered the following options for training:
•
•
Option – 1 Training at Central Location – Train the trainer approach
Option - 2: Setting up an exclusive Training center at Client offices at one central location for location
users will register for training (duration of a 3 day training program). Duration could be for proposed 5
weeks
• Option -3: Conducting at each Location in line with the rollout plan and go live of each location
• Option– 4: Conducting a classroom based training for the Key users and setting up a virtual training
class where rest of business users are trained using a Webex session (Virtual class)
TechM recommends Option – 1:
–
–
–
A good initiative for power users to empathize with end users and feels empowered to drive the
change (Enhanced role as SPOC for the location)
Faster implementation
Lower cost of ownership
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11 Ordering and invoicing process
TECH M follows as flexible Ordering and invoicing process to suit the customer. This shall be defined
during contractual agreement phase.
Also, the time required for provisioning and de-provisioning would depend on functionalities to be used
e.g. bespoke workflows; forms would need to be custom built while standard functionalities would be
immediately available on solution activation.
12 Termination Terms
Service Termination conditions would be defined with the customer during the finalization of
contractual agreement.
13 Data restoration / Service Migration
TECH M offers specialized services for “Cloud Infrastructure Services “and “Cloud Migration Services”.
Cloud Migration Services would include:



Migration Assessment and Planning
Migrating on-premise applications to Cloud (IaaS, PaaS)
Creating hybrid clouds: cloud-cloud and cloud-on premise
Cloud Infrastructure Services would include:




Virtualization services spanning Desktop, Server and Storage
Setting up Enterprise Private and Hybrid Clouds – on-premise; off-premise hosted; 3rd party
Cloud based services for MS Exchange, Security, Backup & DR, Portal and
Content Management
For additional details, refer: http://www.mahindrasatyam.com/IT-services/cloud-computing/cloudmigration-services.asp
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14 Consumer Responsibilities
Customer is expected to staff the following project roles as detailed in below Table. Ariba assumes that
assigned resources have correct skills and knowledge to complete all listed responsibilities.
• Customer is expected to staff the project roles per the allocations detailed in Figure 1. This is a
minimum recommended allocation.
• Project kick-off scheduling is dependent on the customer project team resources being identified and
allocated to the project.
• If the customer resources are not able to complete the responsibilities as detailed in Table 1 and the
project plan either due to skill, knowledge or time limitations, project delays may occur.
• Any extension to project duration due to customer resource limitations may result in a Project Change
Request and additional fees.
Roles
Responsibilities
Project Sponsor
•
•
•
•
•
•
Project Manager
•
•
•
•
•
•
•
•
•
•
•
•
Functional Lead
Technical Team
Service Definition-PBPaaS
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Assign a Project Manager
Help define overall project vision
Provide guidance for high-level issue resolution
Provide senior leadership communication in support of the project
Monitor status reports and timelines
Help to drive change management for higher
Point of contact for overall deployment
Secure appropriate resources and confirm availability
Arrange participation of all required resources
Manage project timeline and schedule adherence
Provide business and technical guidance
Facilitate configuration workshops
Participate in project status meetings
Provide timely resolution of any escalated issues
Manage communication plan development and project-wide
communications to key stakeholders
Provide/coordinate signoff on all deliverables
Participate in all transition and wrap-up discussions
Coordinate stakeholders as needed (Accounts Payable, Purchasing,
Receiving, Finance, etc.)
Identify, escalate, resolve project issues
Participate in configuration workshops
Develop test cases and test scripts for testing Plan, manage, and
conduct system testing
Plan, manage, and conduct user acceptance testing
Validate master data loads from ERP system
Develop cutover
Technical contact for all TechM/Ariba interaction/coordination
Participate in configuration workshops
Oversight of interface/integration development and testing
Oversee unit testing, integration testing and issue resolution
Participate in integration testing and UAT as needed
Extract and format master data from ERP systems to load into Ariba
Load master data
Issue investigation and resolution
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•
•
•
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Install, configure and test client data upload tool
Define scheduling scripts for automatic upload/download of data and
email notifications
Secure additional technical resources as necessary
Conduct cutover activities
15 User Service Access
Ariba Spend Management System will have the following set of users who would have access to the
systems:
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•
•
•
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Requestor: One who is responsible for creating procurement or sourcing request
Approver: One who is authorized to approve the purchase requisitions
Purchasing Agent: A laison officer of the buying organization
System Administrator: Ensures application performance and granting of permissions, creation of
applicable business rules
Suppliers: Users who will be able to upload invoices and validate the purchasing status
16 Technical Requirements / GIST Interface Touch Points
The Ariba system is co-located within the Equinix San Jose facility. Ariba is responsible for
maintaining the software and hardware components of the system. Ariba uses Cogent and
Internap networks as an Internet Service Provider (ISP) for connectivity to the Internet. Equinix
Ariba infrastructure is hosted in an Equinix Data Center in San Jose, California.
While Ariba Operations manages Ariba hardware and software, the Data Center provides
standard “remote-hands” service (reboot boxes, swap tapes, etc.) as needed. Through its
network-rich Internet Business Exchange™ (IBX®) centers located in 11 strategic markets
across the United States and Asia-Pacific, Equinix offers direct access to more than 200
network providers, including all of the top global Tier 1 networks. These IBX centers provide
global enterprises, content companies and network service providers the most secure, faulttolerant, redundant, flexible and cost-effective Internet infrastructure solutions in the industry,
which allow customers to grow, manage and control their network and Internet operations for
unparalleled performance and ROI.
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Physical Network Diagram Ariba is powered by high-performance servers and utilizes a network
infrastructure designed for scalability, reliability, and security. The Ariba Operations team is
constantly monitoring and maintaining the systems. The diagram below shows the architecture
of Ariba components. Redundant load balancing and security firewall devices are inserted
between each tier of Ariba.
The main Ariba-maintained hardware and software components used to power Ariba include:
• Web servers
• Application servers
• Database servers
• File servers
• Load balancers
• Switches and routers
• Firewalls
• Internet connections
Each of the three application software tiers is run on a physically separate network segment.
The communication protocols used between the systems are TCP/IP-based.
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Web Servers
Ariba uses multi-processor servers to run multiple Apache web servers that are configured to be
redundant and fault-tolerant. Ariba solution packages are run on on Solaris Redhat server platforms
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Application Servers
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Ariba applications run on multi-processor servers and are run on AMD Redhat Linux server platforms. A
single server is capable of running multiple nodes of an application as determined by load testing and
performance optimization. Load balancing servers manage and distribute requests to the appropriate
application servers. Ariba application servers are configured to be redundant to handle increased system
loads if one or more of the servers go offline. Ariba uses Tomcat as its underlying application server
software. All major Ariba-developed application services hosted by Ariba consist of three basic software
layers:
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HTML Rendering Layer:
This layer renders application objects and data in HTML/XML templates for display in client browsers.
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Application Logic Layer:
The application logic layer is coded primarily in Java. This layer handles clientrequests using the core
business application logic and interacts with the persistence layer to persist data and retrieve data from
the underlying database.
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Persistence Layer:
The persistence layer interacts with the underlying relational database to manage the object-torelational mapping. The persistence layer stores and retrieves application data. Ariba uses Oracle
database software and management utilities
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Database Servers
Ariba uses Oracle 10g on Linux for the Basic/Professional packages. For failover, the Ariba database is
configured on multiple instances deployed on high availability clusters of servers using Veritas Cluster
Server. The database servers use 3rd party vendors for fault-tolerant disk storage (3PAR Inserv). The 3rd
party vendor
provides performance, connectivity, and functionality for consolidation and application storage
management. Information stored in the database is behind three layers of firewall protection and an
Intrusion Detection System monitoring traffic for anomalous behavior. The Data Server machine is
hardened and accessible only to a handful of operations personnel.
•
File Servers
Ariba uses Network Appliance clusters (NetApps) to consolidate data from different sources into quickly
accessible, centralized locations. Data that is not typically stored directly in relational database tables is
stored in file servers, such as order attachments, backup index files, catalogs, and other data. NetApps
are dedicated
multi-protocol file servers with more storage capacity that Ariba uses in a clustered configuration. The
NetApps' speed, short backup window, and reduced management overhead facilitate efficient
management of the Ariba application.
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Integration Capabilities
Ariba solutions will need to be integrated to external systems. Integration is a critical aspect of any
procurement or expense management system. Ariba has adopted the philosophy of “less is more”. A
balance must be struck between too much and too little. Too much and the on-demand system cannot
change without prior planning and becomes to heavily dependent on the ERP system. Too little and the
systems and processes become disconnected. To strike a balance, Ariba on-demand packages use a
neutral middle ground and integrate with the customer's EAI solution or backend systems via openstandards based web-services and flat file (or CSV files) to remove much of the dependencies. In
general, there are four (4) points at which the on-demand system can integrate with a customer's
internal environment.
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•
•
•
17
Master data integration: Gather, upload or change master data, such as users organizations,
supplier data and account codes, from an ERP or HRMS systems to Ariba on demand. Typically
master data integration is done in batch mode.
Transactional data integration: for purchase orders, expense reports, invoices between an ERP,
Ariba Supplier Network and Ariba on demand. Such integration can be done in either real time using
web-services or batch mode using flat-files. With certain on-demand solution packages, Ariba only
provides data that is “pushed” back in an “Ok-to-Pay” file.
Remote Authentication: Real-time username and password verification against the customer's
corporate authentication service using industry-standard user identity information exchange protocols.
Integration of Ariba on demand to Microsoft Office applications: This is most applicable to
Spend Visibility, Sourcing and Contract Management solutions.
Trial Services
An Online demo of Ariba Solutions can be set up for users to understand the feature capability of the
solution.
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