Pharmaceutical company seeks catering webshop software

We are one of the world's largest pharmaceutical companies. Via SoftGuide.de we would like to inform you about our open tender for a catering software and hope for your participation in this open bidding and tendering process.

This tender is part of an internal catering workflow project. We are looking for an IT company for individual programming or a company with standard software that can technically cover the operational requirements of the new catering concept (see specifications, pages 15 to 25) in web software. It does not matter whether this is a standard software solution (e.g. web store or ready-made event management software) or a newly created individual program.

The following is an overview of the framework conditions, procedure and requirements. You can obtain complete documentation (specifications, tendering process, requirements) from SoftGuide:

General conditions

• Project name: TCW
• Project focus: Implementation of the catering concept (see following pages)
• Goal: Introduction of new catering software for several locations
• Timeframe depends on the introduction of the catering concept:

1. Roll-out: May 2015
2. Roll-out: Aug 2015

• ~10,000 employees at the site
• ~250 catering orders / day
• ~90 buildings
• ~550 meeting rooms + various event areas e.g. foyers, park

Previous - future solution

• Previous solution:
• Web-based (browser) accessible within intranet (SSO)
• Usability and look & feel outdated (= low customer benefit)
• Expandability not possible (individual software, no parameterization)
• Not multi-client capable
• No reporting function, no quotation control, no order history / no templates for the customer
• What are we looking for?
• New ordering interface (master data is available, comes from WWS)
• Tool for catering order management
• What are we not looking for?
• Room reservation system
• Visitor management
• Online booking system
• Appointment bookings
• Food guidance system
• Digital signage
• Billing system

Technical specifications and interfaces

• Technical specifications: Web-based solution is a must
• Necessary interfaces:
• Interface to the central cash register system TCPos -> billing data
• Interface to the merchandise management system (MBS5) -> article master data, production data
• Optional (further) interfaces could be
• CAFM -> meeting room data
• Track'n & Trace Tool
• Digital signage software (e.g. Symon, Sharepoint)
• Integration Google Calendar, Google Mail

Users

• User groups
• Priority 1 - Internal employee: orders catering via tool or new front end
• Prio 2 - Internal catering service provider: order management, offer management, billing control (approval), interfaces etc. via tool
• Details of the internal catering service provider: Consists of several units: including catering office (admin), kitchen (production), logistics (transport), service personnel

Procedure

Two releases (R1 and R2) are planned:

A possible release 3 is optional in 2016:

Current catering situation

• Internal employee knows a catering offer today, valid for meeting room service and events
• Today,internal employees order individually in both the event and meeting room areas:
• À la carte (selection of individual items) or
• in the form of predefined “packages” (bundling of individual items)
• Internal employees now use an order form for the meeting room and event area to place orders (no web store, shopping cart)
• All buildings are now treated equally on the catering side (= delivery to the meeting rooms and, if available, to the event locations such as foyers)

Overview

Catering at different locations in future:

Future catering situation

• Greater differentiation between the catering service for meeting rooms and events
• Buildings will be treated differently on the catering side (software must be able to map this)
• Delivery of catering outside meeting rooms: Buildings A, B, C
• Delivery of catering inside meeting rooms: Buildings F, G ...
• Delivery of catering for events: Event areas in buildings A, C, G ...
• Internal employee onlyorders "packages ” for meeting room catering (no à la carte offer, no special requests), see slide 2, A
• See also the example “Catering offer for meetings_events”
• Internal employee orders “packages” and à la carte for event catering, special requests can also be placed, see slide 2, B
• See also the example “Catering offer for meetings_events”

The new catering concept classifies the offer according to a) building and, if applicable, b) area

Location

• Main location
• Building A
• Meeting room A.1 -> Catering offer outside meeting room
• Meeting room A.1 -> catering offer inside meeting room
• Event area A.special_y -> Catering offer for events
• Building V
• ...
• Building X
• ...
• Location 2
• Building D
• Building E
• ...
• Location 2
• Building B
• ...

Future ordering process in the software

Control logic from the perspective of internal employees (int. MA): using the example of a new order

You will receive complete documentation (specifications, tendering process, requirements) from SoftGuide.

Note from SoftGuide:

Our following solution proposals are intended as “basic software” with necessary adaptation work as part of customizing. For technical reasons, we cannot list pure IT service providers that we have also suggested to the tenderer here.