In Part 1, we introduced you to Tonkean, an enterprise applications provider founded in 2015 to transform the enterprise back office. Tonkean leverages smart technology to bring people, process, and technology together in a manner that revolutionizes how businesses operate, allowing people to focus on high value work that gets results, and not redundant data processing, unnecessary application usage (which requires unnecessary training and unnecessary time), or unnecessary emails. The primary goal is to increase adoption and push employee requests, and actions, through official channels, instead of having enterprise employees find backdoors and dark hallways to get around cumbersome systems and processes they don’t want to use.

After providing a brief history and an overview, most of Part I focussed on Tonkean’s AI Front Door, a smart AI interface that was built by a team that understands the strengths, weaknesses, and, most importantly, the limits of AI, especially LLMs and (Open) Gen AI, and that includes pre- and post- processing to verify the requests and responses as reasonable, and where confidence is lacking, not provide any response (and send the inquiry, and response, or lack thereof, for a human who can, if necessary, tune the underlying system after review).

Today we will overview the rest of the Tonkean Intake Orchestration Platform for Procurement and how it can help your organization.

Procurement Intake and Guided Buying

The core of ProcurementWorks is their intake ability described above and guided buying that gets a requester to the right process and form and allows them to monitor, take part in, and/or execute the process end-to-end as required. They can do this through their platform, via e-mail, or a third party platform, like Slack or Microsoft Teams, through their integration capability. If the buy is small and can be put on a PCard, the system will direct the user to do so. If it’s large and requires a buyer to run a Procurement event, the system will guide the buyer to provide all the information the buyer needs and provide updates to the requester after each step of the process is concluded (which the buyer can proactively monitor through the ProcurementWorks request tracking application that monitors the entire workflow, which can be as simple as the request, Procurement approval, and PO/contract generation or as involved as a request, budgetary approval, procurement acceptance, RFX, award selection, InfoSec Approval, Risk & Compliance approval, Legal approval, contract generation, contract negotiation, signing, and completion).

All of this can be done in the Tonkean platform if desired, which will integrate with, push data into, and pull data out of any enterprise applications that are used for Finance, Procurement, Risk, Legal, and Contracts. For example, the system can pull the associated budget for the category from the budget system and send the appropriate manager the request for approval based on the expected cost and the category budget. If approval to proceed is received, the buyer can setup an RFP, which can then be pushed into the enterprise’s sourcing platform (which could be Coupa or Ariba) for execution, and then the results pulled back into the Tonkean request tracking and management module. Procurement can then select one, send it off to InfoSec, Risk, and Legal, in order, for approval, which can come in through the platform, and, once received, use the platform to push the award details into the CLM that can generate the contract, which the platform can then push to the supplier for signature through their e-Signature platform, and when it’s signed, push it back into the CLM.

The platform comes with a number of built-in Procurement process templates that can be customized as needed to support every organizational category and buying process based upon organizational needs. It can be integrated with all the applications and all the document stores, pull in the necessary attachments, help with exchange and version management, and track approvals. And it can be accessed through the form based interface or the chatbot, natively or through API connections.

Procurement Center (Workspace Apps)

The enterprise can create multiple views (and even multiple, separate portals if they like) to support both the Procurement Team and the employees that need to interact with Procurement (so that Legal, Risk & Compliance, IT/InfoSec can all have their own views, and even their own portals if they want to handle their workflows through Tonkean versus their current applications). (Thus, in addition to the Procurement Request Tracker and Manager, Procurement could build a custom Risk and Compliance Portal, Contract Negotiation Tracking and Management Portal, Vendor Inquiry Portal, and so on.)

How little or how much is enabled by default in the Procurement Center is up to the customer, but typically the Procurement Center will contain:

• AI Front Door: Their name for their AI request intake experience, which can process free text requests or guided requests based on drop downs
• My Requests: A listing of all of the users’s requests where they can click into the Request Tracker (which listens in near real time for system updates from all integrated systems)
• My Approvals: A listing of all of the approvals and reviews in the user’s queue (that other users are waiting on)
• Reporting Dashboards: Tonkean is not a BI/Analytics platform (and integrates with yours for deep Analytics/BI), but comes with a number of out of the box templates for workflow/process/cycle time analysis, request tracking, review and approval tracking, supplier onboarding/review request tracking, sourcing request tracking, invoice monitoring, etc. and can build custom dashboards by role (CPO, CFO, etc.) and pull in data from the connected BI systems to populate those dashboards if desired
• My Supplier Requests: A listing of the suppliers that the user has requested be onboarded, where they can click into the New Supplier Tracker that tracks the pre-onboarding and onboarding steps that must be completed for the supplier to be onboarded in the Supplier Master (with workflows that adapt to the supplier type; a software vendor offering a product that processes financial or personal data needs considerably more reviews than a new office supplies or janitorial supplies vendor)
• Solutions Studio: where the super/admin user can update the workflow for the request tracker and all other modules in the system

Reports and Dashboards

As indicated above, there are a number of out-of-the-box reporting templates for Procurement that are easily instantiated/modified in the Tonkean platform. These include, but are not limited to:

Purchase Agreements

The Purchase Agreements Dashboard will summarize, by quarter or month, the number of requests, completed requests, total spend, average completion time for each step (FP&A Review, Management Review, Security Assessment Review, Legal & Privacy Review, IT Review, and Accounting Review, etc.), active requests by status, vendors, spend by vendors, and other key agreement metrics.

New Suppliers

The New Suppliers Dashboard will summarize the number of new supplier requests that came in, the suppliers in each state (NDA Sent, NDA Completed, InfoSec Review, Approved for Onboarding, Profile in Process, Approved, Onboarded in SIM, etc.), and allow a user to click in and see who the suppliers are in each state, who the requester/owner is, and other key data or flags as desired.

Existing Suppliers

The existing suppliers dashboard tracks all suppliers with contracts, insurance, certifications, etc. expiring in the next 90 days where something needs to be done.

CFO Dashboard

The CFO Dashboard will generally contain an overview of spend by quarter/year, compliance, overall productivity, productivity by stakeholder, cycle time by process, workload by buyer/analyst, etc. and other key metrics pulled in from the other reports.

Solutions Studio Module Builder

The core of the Tonkean Enterprise offering is the Solutions Studio that is used to create the no-code workflows from action blocks, triggers, and conditional checks. Action blocks tend to fall into coordination actions (which require people) or workflow (which connect coordination actions and data blocks). Conditional logic make it easy to define requests for information, status, and action items; respond, send updates, and provide notifications; and create approval cycles and assign owners. Workflows make it easy to update data fields, create new (instances of) data objects, trigger module actions, perform (textual) analyses and extract text, create models, train models, and introduce programmatic delays or waits (for information from parallel workstreams, for example).

Data actions provide the means to create, read, update, and delete as applicable (according to the principles of least access required, which will be configured by the Tonkean team on implementation so that any data that should only be capable of being changed in a base system will not be capable of being changed through Tonkean regardless of the user’s authority level) the relevant data in the connected source systems. There are blocks for each system that make it easy to drill in and work with the data in that system, as each data source is preconfigured with the default actions it supports.

For one of the 100+ systems already natively integrated with Tonkean, adding the system as a data source is simply a matter of providing maybe a few connection parameters, and the data source will be good to go for your team, with all of the standard actions available. In the Enterprise Component Manager, it’s easy to drill in and find out, for each data source, the inputs it will accept, the outputs and actions the interface supports, the data retention and audit policies, the access rights, and admins and owners, and general information on connectivity restrictions. It’s also easy to drill into the Tonkean access log and see a complete history and to drill into the data through the Tonkean app (so you don’t have to go to the native app to see what’s available in each object/record, how complete those objects/records usually are, etc. or do low-level SQL queries in the underlying database).

In addition, super users and admins can also define new custom actions if their implementation supports additional data or actions, or they want to define custom actions with more limited capability or complex actions that ensure a sequence of actions (such as updates) happen all-or-nothing. All they have to do is define the action type (Get, Post, Put, Patch, etc.), the URL, the data encoding format, the relevant field(s), and the relevant data and the platform creates the workflow logic for them.

Building the workflow is easy in their graphical select drag-and-drop environment where action blocks and data sources can be dropped and connected by arrows that can encapsulate the associated conditional logic for sequential and parallel workflows.

Procurement Knowledge Base / Component Library

The ProcurementWorks solution can also be configured to support the procurement knowledge base, either by housing documents natively, linking to relevant repositories, or both, allowing for Tonkean intake to also sere as the help center as well as the purchasing request center.

In addition, the Tonkean Component Library contains a large number of standard, out of the box, workflows with embedded standard/best practice, for Procurement, Legal, Compliance and other standard enterprise functions that the customer organization can enable and customize as desired in the Solutions Studio. With Tonkean, an organization doesn’t have to start from scratch, and Tonkean will help the organization pre-configure all of the modules/workflows of interest on go-live.

Data Source (& Communication Platform) Management

The Tonkean platform makes it easy to manage organizational data sources. It’s easy to query which sources exist, what data they have, where they are used, what data can be retrieved, which data can be updated, and what the Tonkean access policies are. Similarly, one can manage which communication platforms are integrated and what they can be used for.

In addition, for each connected data source, Tonkean can provide you a “native” view into the core application and data if you so desire. Want to query your Coupa invoices natively in Coupa? No problem! Tonkean can bring up the appropriate screen from Coupa in a frame where you can see exactly what invoices are there and their status. Want to see the full ticket created in JIRA for the IT Review Team? No problem! Tonkean can pull up the Read-Only JIRA screen for your perusal. It truly is people coordination and enterprise platform orchestration.

In conclusion, if you are a large midsize or global enterprise and have an adoption problem, are struggling to get the value out of your enterprise systems, or are looking for ways to make the whole greater than the some of its parts, and need a better intake platform to boot, consider including Tonkean in your evaluation. They just might be what you need to take your current enterprise software investments to the next level.