Check Out the Answers to Questions You Care About the Most

What is Cirtuo even about?

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Cirtuo is on a mission to strengthen strategic approach in procurement with support of unique technology and methodology. To make that happen, we’ve designed a software which provides step-by-step guidance through category and supplier management framework.

Cirtuo drives you to look beyond sourcing by bringing new value through stakeholder mobilization, risk mitigation, proactive market approach, and a clear strategic path for your categories and suppliers. As a final result, Cirtuo’s procurement transformation will turn strategic thinking into routine for your procurement organization.

Our ultimate goal is to encourage procurement experts to think bigger than digitalization, and move on to an extensive strategic approach.

What makes us the First Strategic Procurement Software?

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In the sea of digital solutions in the market, Cirtuo is the first comprehensive software which contains authentic methodology for Category and Supplier Management.

We have the first procurement software that uses Artificial Intelligence to facilitate creating category strategy. Our Cirtuo Guided Strategy CreationTM mechanism leads the user through category analysis with a set of precise questions, and assists with choosing the appropriate strategy based on the conducted analysis.

The software provides step-by-step guidance in analyzing categories / suppliers and identifying their strengths, weaknesses, and desired development paths. Multiple pages of proven analyses contained within the software allow users to fully study their categories with a set of closely defined questions adapted to each category type. The most important analyses include: Spend analysis, SWOT, Five forces, Product & Market analysis, Business Requirements, Risks, Costs analysis, Business case.

Once the analysis is complete, our methodology directs each category towards the appropriate strategy and tracks its implementation. The Initiatives and Savings tracking system makes sure that the strategy is broken down into smaller parts and put into action.

Cirtuo is the first software in the market to fully cover the area of category and supplier management. Combined with easy and flexible export options, our software is all you need to gain clear strategic insight in procurement.

What is Guided Strategy CreationTM?

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Cirtuo Guided Strategy CreationTM is our patented methodology that assists in defining and refining the category and supplier strategy. Our users are guided through several steps of analyzing the category situation and defining the category strategy. The steps include AI-based guidance, derived from the best practices from more than 2.000 workshops with procurement professionals and decades of experience in procurement. Each step adds more details, provoking the user to analyze the situation from more perspectives, and guiding him to structure the knowledge and further refine the strategy. The Guided Strategy Creation process is suited to procurement professionals of various skill levels, from beginners to experts.

What are the benefits of Cirtuo Guided Strategy CreationTM?

Guided Strategy Creation allows CPOs to achieve more results while spending less of their valuable resources. The mechanism is designed to help category managers create their category strategy in significantly less time.

The software prompts the user to answer a set of carefully defined questions, and calculates the appropriate category strategy based on their answers. After that, the category manager only needs to review the suggested strategy and focus knowledge and efforts to further advance it, if necessary.

Guided Strategy Creation is also suitable for less experienced procurement professionals, as the AI-guided technology can significantly shorten their learning curve.

In dynamic and economically uncertain times old-fashioned sourcing is no longer appropriate to achieve significant cost reductions. GSC represents a smart and creative way to capture financial benefits, while strategy becomes the best tool to achieve it.

What is the best way to start with Cirtuo?

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The initial project consists of practical introduction to Cirtuo methodology and software training.

Initial cooperation usually starts by focusing on Category Management introduced through online training, with support of the best-in-class strategic procurement software. The objective is to establish a well-structured approach for categories, suppliers and procurement function, which will then enable successful strategy development and implementation.

The Category Management module is delivered through initial on-line training sessions during a 3-months Proof of Concept (PoC) phase. These sessions are considered essential in mastering Cirtuo software usage and understanding the strategic procurement context. The Proof of Concept phase represents a virtually risk-free software testing period for the clients. After three months, clients can decide whether they want to move forward with a full Cirtuo license, or to stop using Cirtuo.

The training sessions include conducting the analysis and strategy development for the selected categories, as well as the software navigation demonstrations. They are practical, as category analysis and strategy will be applied to the Client´s selected categories. Procurement professionals (e.g. Category Managers or Lead Buyers) will practice on their own categories during the workshops, as they summarize their purchase knowledge and create strategies.

This way, participants are encouraged to apply the category management methodology, while simultaneously getting to know the software.

As a result, the workshops provide your procurement department with:

  • Strategic insight into procurement
  • Category analysis done for the selected categories– spend analysis, risk analysis, supply market analysis etc.
  • Clearly defined business requirements
  • Defined category strategy for the selected categories
  • Defined initiatives for the future
  • Savings / financial benefits tracking
  • Cirtuo software technology knowledge

Additionally, it is possible to move to other recommended or optional features in the software, as well as additional training or consultancy.

What do you mean by strategic procurement?

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To understand the game of strategic procurement, it is important to remember it’s three main elements: category management, supplier management and risk management. The ultimate goal of every CPO is to combine these elements in a way that yields maximum value for their company.

However, most procurement experts only play midfield, i.e. their sole focus are costs and operational concerns. That is why Cirtuo strengthens the midfield first. It is done with a simultaneous strike on three fronts – raising strategic competencies of procurement, structured category management, and digitalization.

After that, it is time to move on to offense, or in procurement terms – supplier management. Successful supplier management results in you becoming your suppliers’ customer of choice. That means obtaining superior performance, innovations, exclusivity, and guaranteed capacity in difficult times.

Finally, Risk Management serves as a defense mechanism which eliminates market surprises that could cause your team to lose.

In other words, Cirtuo expands your game. A successful CPO should act as a coach, always assessing whether it’s the right time to introduce cost reductions, or to turn to value creation or risk management.

Basically, Cirtuo offers a digital, analytic and value & results-oriented approach, capable of bringing your procurement game to an enviable level.

For more information on specific tools, check out Cirtuo’s methodology.

What is the impact of Cirtuo on procurement?

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Cirtuo will provide you with a strong strategic overview that allows to step away from constant firefighting activities that are present in operational/tactical procurement. Our methodology opens doors to procurement breakthroughs. While many procurement functions have reached a ceiling as far as their contribution is concerned, Cirtuo provides them with the necessary evolution to a mature, strategic level.

Cirtuo’s impact is measurable directly through the software.

We specialize in Category / Supplier / Risk Management and Procurement Transformation, which results in:

  • Increased strategic competences
  • Understanding business requirements
  • Relationship-building procurement / stakeholder mobilization
  • Savings beyond sourcing
  • Mitigating market, financial and supply risks
  • Becoming your suppliers’ customer of choice
  • Setting clear goals and initiatives for the future
  • Developing category and suppliers strategies
  • Promoting procurement as a crucial success partner on company level

 

All of these benefits arise from Cirtuo’s methodology which provides tools for analysis, strategy, initiatives and results. You can track every step of your strategy-creation process and present it to procurement stakeholders, suppliers and internal clients using our advanced reporting options.

How is Cirtuo AI-enabled?

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The core of the AI-powered Cirtuo Guided Strategy CreationTM platform is an expert system. It contains the knowledge distilled from several decades of procurement expert training and coaching sessions delivered by Cirtuo procurement experts. The expert system works similarly to procurement consultants. It first gathers knowledge on each category by asking the user questions. It then uses the answers combined with proven procurement tools (i.e. Kraljic matrix, Supplier preferencing) and Cirtuo proprietary expert knowledge to suggest the appropriate category strategy. The expert system knowledge base is continuously upgraded to ensure optimal strategy recommendations.

Additionally, the power of Artificial Intelligence is also applied to classifying spend data. Cirtuo enables clients to perform AI-driven spend classification, which results with unprecedented speed, accuracy and consistency in classifying spend items into categories. The AI-based spend classifier is tailored to each client – to account for industry and client specifics, as well as different languages used to define spend items. The classifier uses all the information available for each spend item – i.e. item name, supplier name, unit of measure, spend amount or bookkeeping account name. Once trained on the data provided by the client, the classifier can be used to classify new spend items, detect potential misclassifications or reclassify spend data to a new category tree.

What is the best way to approach spend data classification and the category tree? Should we start with Cirtuo, or sort this out first?

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First of all, don’t worry – most of our clients didn’t have an optimal category tree before starting the project with Cirtuo.

Your tree needs to reflect the business needs and capabilities of your procurement organization. It’s important to approach it strategically and develop it in the right way in terms of priorities, competences, organization traits, processes, methods and tools.

Therefore, building a category tree that is as optimized as possible, should be a strategic activity which can be carried out during your Cirtuo project.

Once you enter the strategic process, Cirtuo will help you quickly identify and fill in the gaps in your existing data classification. To support the process, Cirtuo has integrated spend mapping, a functionality which helps your existing ERP data to be mapped to the new strategic structure in the category tree. That means that your ERP data structure can remain unchanged, while you can build a different, strategic data classification in Cirtuo.

The final result is increased data quality, which ensures better analysis and reporting. Ultimately, that leads to better understanding business requirements, which eases finding an optimal strategy for your categories and suppliers.

What is Spend Analysis and what does it look like in Cirtuo?

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The complete control of your spend is the basis for successful strategic procurement. If you are not sure how much you are currently buying, how could you analyze it and develop a strategy? Spend analysis represents a detailed overview of your company’s spend, on item-level. Based on the uploaded spend data, Cirtuo provides a detailed analysis through the spend cube.

The most important functionalities include:

  • Fully functional spend analysis, which allows multiple perspectives on procurement (spend data for items, categories, suppliers, business units or locations)
  • ABC analysis, Top item & Top supplier analysis with historical developments overview
  • Comparison of spend data through different time periods
  • Various filtering and sorting options, allowing a slice and dice approach through procurement data spend cube
  • Different chart types and export of the charts
  • Spend data mapping that aligns the structure of data from the original uploaded file into the structure of an existing Category or Supplier tree in the software
  • Mapping rules that manage the data mapping process

The final product is a complete analytic overview of your spend for your key categories.

How does Risk Management work in Cirtuo?

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Risk management is one of the key prerequisites for successful category and supplier management. Timely risk identification and mitigation is proven to be crucial for successful strategic planning.

Cirtuo Risk management includes:

  • Risk identification, risk assessment and risk mitigation, compliant to ISO 31000:2018
  • List of most commonly found risks for categories and suppliers in procurement, customizable to client’s needs
  • Risk matrix based on probability of occurrence and risk impact
  • Historical tracking of risk identification and assessment
  • Execution of a risk mitigation plan through strategies and initiatives

Cirtuo Risk management has proven to be a sufficient tool for tracking all procurement-related risks, reporting on them, and complying with internal and external auditors’ requests.

How do we track savings in Cirtuo?

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Cirtuo allows users to enter and track savings. Savings are entered manually, either as strategic initiatives, or as tactical, one-time savings. It is also possible to upload savings on category or item level.

Savings tracking includes:

  • Savings overview of strategic initiatives and tactical activities
  • Comparison of realized savings and savings plan for categories and suppliers
  • Savings tracking according to the Degree of implementation (Degree of Implementation)
  • Performance reports which compare planned and realized savings and spend
  • Filtering and sorting of savings entries according to category, responsible person, Degree of Implementation, location, savings type etc.

What type of reporting is available in the software?

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Cirtuo contains several data export options.

All data from Cirtuo can be exported to XLS, CSV and PDF.

Also, we developed a predefined template for exporting content from category / supplier management which allows creating a customized category / supplier dossier. The dossier works in a way that each user can select the specific set of data that they want to export, and the data is presented in a suitable PDF format.

If you need to insert the content from Cirtuo to your PowerPoint presentation, it is possible to easily copy all data elements directly from the software, and paste them to the PowerPoint. Our easy and elegant copy / paste feature allows copying all images, tables, and text areas from Cirtuo to other presentation tools, in just two clicks.

Additionally, software includes a unique real-time Presentation module. The module is designed to enable easy creation and update of reports. Users can build templates for standard reports, or create individual customized reports. The reports always pull real-time, actualized data from the software database.

Cirtuo Presentation module allows easy refresh of the reports so that you can quickly create a new, actualized category report with the latest data. The reports can be presented directly from Cirtuo, or easily exported in PDF format. This feature eliminates the need for manually assembled PowerPoint slides, or MS Excel reports, and improves the efficiency of reporting to management.

What does the pricing model look like?

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Cirtuo delivery consists of:  1) software and 2) training / consulting.

Accordingly, the client pays the fee for the annual software license, and the fee for delivered software training.

1) The software license is a flat fee and it is paid for the annual license period. The license price remains the same regardless of the number of software users.

The following key features are included in the standard Software license:

  • Category / Supplier management module incl. Cirtuo Guided Strategy CreationTM
  • Spend analysis on category & supplier level
  • Cost management, cost calculations
  • Risk management
  • Strategy development for Categories & Suppliers (Kraljic matrix, Supplier preferencing, Stakeholder Mapping)
  • Initiatives management with savings tracking (incl. Degrees of Implementation)
  • Supplier performance tracking
  • Strategy and Key Performance Indicators for the procurement function
  • Presentation / reporting module
  • Project management module
  • Procurement development module

Apart from the standard features, Cirtuo offers several special features, which offer extra value for Clients and can be purchased optionally (e.g.; dynamic spend analysis PRO, spend mapping, supplier performance evaluation, supplier satisfaction survey etc.).

 

2) Training and consulting fees are charged separately according to the Cirtuo Pricing Policy. For details on pricing, please contact us directly at info@cirtuo.com

Is there a risk of vendor lock-in with Cirtuo?

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Being deeply aware of this issue, we have invested great efforts in the past years to make our business model as vendor lock-in free as possible. We believe that Cirtuo cannot be a credible and reputable strategic procurement company meant to empower its clients while being at the same time a procurement problem for your company.

We have designed our business model to make sure that your company uses Cirtuo software only because it makes its procurement significantly better and not because it is bound to it by some technical, legal or organizational difficulty to leave. This is why Cirtuo encourages each client to start with the Proof of Concept phase before signing the contract.

Exit is possible at the end of PoC period, while the data remains available for the Client for export in different file formats. After the PoC phase, exit options are defined prior to signing the contract with each respective client.

How does Cirtuo software co-exist with other procurement software your company might have?

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In a strategic sense, Cirtuo software is an end-to-end solution, offering a complete set of features for digital transformation of procurement in a top-down manner. Most of the solutions currently found in the market focus on tactical and operational levels, and if your company uses one already, we will propose to you the best way to coordinate its use with Cirtuo. In some cases, when there is little or no feature overlap, Cirtuo will increase the benefits from other operational software by including them in the context of a larger, well-thought strategy.

In case there is a feature overlap to a certain extent, we can help you with a quick cost-benefit analysis. For instance, if your company has a stand-alone or internally developed spend analysis, savings tracking or risk analysis, in large majority of cases Cirtuo software will prove to be better, all-around and more feature-rich, often for a smaller license price or development cost.

Is it possible to integrate Cirtuo software with an ERP system?

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In Cirtuo software there are several data types which are pulled from an ERP (enterprise resource planning) system, such as spend data, different KPIs and supplier rating data. Data needs to be prepared in a specific format – we will provide your company with templates. Once the data is arranged and exported from the ERP system in the CSV (comma-separated values) format there is an option for:

  • Manual upload through a predefined CSV template – recommended in the beginning
  • Automatic connection to the data e.g. via API (application programming interface), and upload to Cirtuo software.

In our experience of supporting strategic and tactical procurement, most customers manually upload data either on a monthly, quarterly or yearly basis. Our customer support is here to help with the process.

Is Cirtuo GDPR compliant?

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In regard to the GDPR, Cirtuo’s business niche is a favorable one, meaning that processing of personal data is as minimalistic as possible, done only for a specific contractual purpose with your company. All personal data of employees in your company (a minimal set consisting of name, corporate e-mail address and IP/timestamps pair for security reasons) is collected for the purpose of executing the contract with your company and it is not used in a manner that is incompatible with this purpose.

We have reviewed all NDAs (Non-disclosure agreements) with its employees and external experts to ensure that persons authorized to process the personal data have committed themselves to confidentiality, and have informed employees of client companies how we collect and process their personal data and how they can exercise their rights.

If we receive a request from your company’s users, we will act according to its role of the processor and follow the controller’s (your company’s) guidelines as specified by the regulation. In case your company needs proof that we, as your service provider / supplier, are a GDPR-compliant company, we will be glad to help with the insight to our GDPR-compliance processes.

Where is the data stored, and is it safe?

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In the development of Cirtuo software, the best practices and development standards for secure web applications are used, primarily OWASP Application Security Verification Standard. We are compliant with the ISO 27001 standard and development team members are certified ISO 27001 internal auditors.

For hosting services we use Amazon Web Services (AWS), which includes state-of-the art cloud data infrastructure with all required industry security certificates. We use AWS datacenter in Frankfurt, Germany.

Is Cirtuo ISO certified?

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Information security has become increasingly important to all businesses. The ISO (International Organization for Standardization) 27001 standard provides a framework to ensure that the certified organization addresses those needs for its customers. Cirtuo achieved the ISO 27001certification in November, 2019 and continuously works to the high standards of information security.

The highest standards of quality form the basis that ensures that our clients get consistent, good-quality products and services that significantly contributes to our clients’ success. Cirtuo is committed to the goal of providing products and services that meet the requirements and expectations of our clients. ISO 9001 sets out the criteria for a quality management system and Cirtuo achieved the ISO 9001 certification in March, 2020.

Does the Cirtuo software require special technical prerequisites from the client?

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Cirtuo software is a web application hosted in the cloud (Amazon AWS). There is no installation or configuration necessary on the client’s side. For the proper usage of Software, it is required to use a standard, modern (not older than 6 months), W3C-compliant web browser.

What if your company’s IT policy does not allow a cloud solution?

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Cirtuo software is originally designed as a SaaS (Software as a Service) solution. It allows easy maintenance and reaction in case of change requests. In this way regular updates are also done more easily.

Still, internal hosting on your companies’ premises is possible with a VPN tunnel for maintenance and updates, with shared responsibility for business continuity and performance.

Are change requests in the software charged an extra fee?

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Minor changes, such as changing certain classification elements are included in the license price. New features, that have a potential to become a standard for other customers are charged at lower rates, while new features that are very specific to your company needs are charged at full rates needed for development.

We want to encourage you to primarily use the existing feature-rich modules, understand them well and eventually decide for changes or development of new features.

What happens with the data if Cirtuo software is no longer used?

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Before concluding Cirtuo software usage, your company will be advised and have enough time to generate reports for archiving purposes, which is easily done with Cirtuo’s presentation / reporting module. After that we will give your company all its data stored in the database.

Upon request from your company we will then delete all your data from AWS servers, as well as from a back-up system and let your company’s security expert monitor the process.