AES/32 Capabilities
Utilize Best-In-Class Capabilities
Simplify the way you manage and monitor complex services with our differentiated features.
Browse through some of AES’s detailed functional descriptions.
Inquiry
Description
The Inquiry function enables centralized creation and management of digital sourcing events (i.e. Request for Quotation) with the leverage of unit rates catalog and/or time and material breakdowns.
RFQ invites can be sent to pre-approved suppliers and not-yet onboarded suppliers. This sourcing process also includes comparison and analysis of quotes and facilitate purchase order creation when awarding business to selected supplier.
Benefits
▪ Efficient procurement process due to preconfigured, standardized templates
▪ Seamless sourcing process with built-in analytics
▪ Increase transparency of sourcing and award decision process within one application
▪ Simplify contract and order creation with data readily available
▪ Eliminate manual data transfer
Calculation Sheet
Description
The Calculation Sheet feature enables planners to obtain cost estimation and pre-calculation for maintenance efforts while ensuring that supplier's time & material per order is correct.
Benefits
▪ Eliminates error prone process of manual cost estimation
▪ Higher estimation precision due to utilization of background formulas and historic data
▪ Increase integration of contractor
▪ Real-time comparison of actual used time and estimation while automatically creating historic data
▪ Prompt involvement of Procurement department by automated data transfer when a defined threshold value is exceeded
Supplier Onboarding
Description
The Supplier Onboarding module facilitates the onboarding of suppliers into AES using a cloud platform.
Benefits
▪ Collect supplier’s information in standardized format
▪ Obtain supplier's validation of catalog index and descriptions
▪ Register all supplier users' profile details
One-Click Solution
Description
One-Click Solution enables contractors that are not yet enabled in AES to create quantity survey for a single specific transaction.
Benefits
▪ Automated payment based on approved quantity surveys
▪ Integration of contractors with relatively low amount of transactions
▪ Service entry and payment process automation and increased process efficiency
▪ Uniform entry channel for suppliers
▪ Simplified contractor enablement process
▪ Increase data transparency for all enabled suppliers and single source of truth
Dynamic Catalogues
Description
The Dynamic Catalogue allows structured price setup with multi-layer levels. The system offers a simple way to setup catalogue items in a standardized format with mass loading option.
Benefits
▪ All variation possible for itemizing at different price structure levels
▪ Grouping can be used for formula pricing
▪ Supplier's catalogue coding can be added to catalogue for ease of referencing
▪ Optional mass loading and/or direct import from supplier's accounting system
▪ Ability to track pricing history and make price comparisons across suppliers
Contracting
Description
Contracting provides a centralized platform to manage contractual prices by indexing complex price structures. Experience a seamless contracting process from the use of standardized contract templates, approval workflow to e-signatures collection.
Benefits
▪ Faster contract creation process through provision of standardized templates containing standardized contract content using the Clause Library
▪ Increased adherence to contract compliance
▪ Improve monitoring of contract lifecycle including notifications about contract expiration dates
▪ Availability of e-signature to improve contract approval and digitized signature process
▪ Document repository of relevant contract information
Quotation
Description
RFQ invites can be sent to pre-approved suppliers and not-yet onboarded suppliers. This sourcing process also includes comparison and analysis of quotes and facilitate purchase order creation when awarding business to selected supplier.
Benefits
▪ Efficient procurement process due to preconfigured, standardized templates
▪ Seamless sourcing process with built-in analytics
▪ Increase transparency of sourcing and award decision process within
one application
▪ Simplify contract and order creation with data readily available
▪ Eliminate manual data transfer
Time Management & Invoicing
Description
The Quantity Survey is a form of the service entries confirming the quantity of work performed. The supplier is enabled to create, view, and edit a quantity survey in AES as a basis for billing the work performed at each scheduled or non-scheduled activity level. Billing value calculations are automated to ensure contract compliance and increase transparency.
Benefits
▪ Increase adherence to contract pricing
▪ Improve processing cycle time with workflow and ERP integration
▪ Allow supporting documents attachment
▪ Facilitate order change
▪ Real time status tracking, such as service acceptance and payment advice
▪ Integration of badging system information for daily T&M management
▪ Efficient Time Entry module to facilitate daily time entries and approvals
Reports
Description
The AES Reports provides the creation of reports for all information stored in AES as well as performing analysis (e.g. ABC-analysis) including graphics supported by data mining.
Benefits
▪ Flexibility in report creation and provision through self-service reporting capabilities
▪ Reduction of manual effort through scheduled reports pushed to user groups
▪ Provision of strategic relevant information for users by presenting data in charts, tables and other visualizations
Audit Sampling
Description
The Audit Sampling enables the validation process of billed services vs delivered services by selecting a random sample of payments for validation based on predefined thresholds.
Benefits
▪ Uncover mismatches between billed service and delivered service resulting in avoidance of non-compliance cost payments
▪ Selection of random sample enables unbiased results
▪ Increase efficiency in uncovering mismatches due to focus on sample for audit
▪ Flexible set up of the audit scope to meet specific business rules
Project Management
Description
The project management module enables creation and monitoring of demand specific projects linked to other planning tools. Besides the bill of material and job documentation, any project related documentation can be stored and tracked.
Benefits
▪ Manage and track project progress at component level (status milestones, planned vs actual cost, resource planning, quality, documentation)
▪ Inventory management tailored to project needs
▪ Support cross-functional collaboration on projects
▪ Greater control over project relevant documents and their modifications
Supplier Management
Description
The Supplier Management module enables tracking and monitoring of supplier performance and provides detailed contractor information.
Benefits
▪ Real-time supplier evaluation during job execution
▪ Centralized storage and maintenance of policies, general terms and conditions, training material and certifications
▪ Increased transparency about contractor activities through individualized news feed
▪ Support of supplier performance monitoring and development through creation of individual supplier evaluation forms
▪ Supplier information management as part of the supplier portal (news feed, access to client relevant information, etc.)
Pipeline Management
Description
The Pipeline Management module enables calculation of costs for pipe construction based on CAD-Data and transfer of the request information to the supplier within the same module. Based on as-build documentation, maintenance efforts can be calculated and transmitted to the supplier.
Benefits
▪ End-to-end process realization by integration of modules
▪ Single source of truth
▪ Automated cost calculation and increased cost calculation precision
▪ Integrated transmission of CAD-data to suppliers
Scaffolding Management
Description
The Scaffolding Management module enables digitally supported planning of scaffolding activities (construction, adaptations, decomposition, maintenance, etc.) with information on geo-location of scaffolds. The module transfers planned activities into a formal request (including pictures) that is sent to the supplier.
Benefits
▪ Module assigns company-wide unique scaffold numbers for reporting purposes
▪ Simplified communication with supplier
▪ Efficient communication of scaffolding requirements to supplier
▪ Increased process transparency scaffolds usage and duration supports more
efficient scaffold management and enables cost optimization
▪ Mobile App for this module is available
Client Integration Layer
Description
An easy way to integrate to ERPs.
Benefits
▪ As a web service, AES can be integrated to ERP systems, with limited customization required to map the data transmission to the appropriate field.
▪ With two-way integration, order and payment data is maintained consistently in both systems.
Contractor Cloud Interface
Description
The Contractor Cloud Interface tool enables the connection of the contractor ́s systems to the buyer ́s AES system and the exchange of data through dedicated interfaces.
Benefits
▪ Reduction of error rate during data transmission through seamless data transfer
▪ Location-independent data transfer by omission of an on-premise installation
▪ Elimination of training effort and costs as each party can continue to use its own systems
▪ Increased flexibility through independence from the technical availability of your own systems
