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Managing ITC Tenders & Approvals in the eSourcing

Portal (TTS)

TTS - Basic Process Flow Chart

Contents

FOREWORD ................................................................................................................................ 3

1 LOGIN & NAVIGATION ....................................................................................................... 4

2 ITC PROJECTS ..................................................................................................................... 5

3 CREATING ‘ISSUE NEW TENDER’ REQUEST FORM ............................................................... 5

4 SENDING ‘ISSUE NEW TENDER’ REQUEST FORM FOR APPROVAL ...................................... 13

5 PUBLISHING RFQ/ITB ....................................................................................................... 23

6 CREATING AND COMPLETING ‘AWARD’ REQUEST FORM .................................................. 29

7 SUBMITTING ‘AWARD’ REQUEST FORM FOR APPROVAL .................................................. 36

8 AWARDING RFQ/ITB ON ESOURCING PORTAL .................................................................. 47

9 CREATING AND SUBMITTING ADDITIONAL REQUEST FORMS ........................................... 50

10 CREATING AND COMPLETING ‘VARIATION’ REQUEST FORM............................................. 52

11 SUBMITTING ‘VARIATION’ REQUEST FORM FOR APPROVAL ............................................. 59

12 RECALLING AN APPROVAL REQUEST ................................................................................ 67

13 CHECKING THE STATUS OF AN APPROVAL REQUEST ......................................................... 70

14 REJECTION AN RFQ .......................................................................................................... 73

15 CANCELLING AN RFQ ....................................................................................................... 75

Foreword This document has been created to support Commercial users in managing ITC Tenders through the eSourcing portal. Commercial users that are only required to ‘Approve’ ITC request forms should consult the Guide titled ‘Responding to Approval Requests in the eSourcing Portal (TTS)’.

1 Login & Navigation Access the KNPC eSourcing Portal via - https://esourcing.knpc.com and Login. If you have been setup on the KNPC eSourcing portal use the login details provided to access the site. Your Username is your 6 digit KNPC number. If at any stage you forget your password please use the "Forgot your password?" link on the homepage to request a new one.

Once logged in navigate to the Projects area.

https://esourcing.knpc.com/

Click on your RFQ created under “Project Title” to start with the Workflow.

2 ITC Projects All RFQs/ITBs below 30,000 K.D. will be created in the eSourcing portal without workflow. All RFQs/ITBS over 30,000 K.D. will be created in the eSourcing portal with workflow to support the approval cycle.

3 Creating ‘ISSUE NEW TENDER’ Request Form Prior to issuing an RFQ above ITC value (excluding single source) necessary approvals must be sought. Issue new tender click on “Request for Tender Issuance”.

The steps on how to proceed will be available in the task instructions.

Click on “Issue New Tender Template” under Auto Create Template links.

OR

Enter the new title “Issue New Tender – MAXIMO RFQ/ITB number” and click on “Create”.

The Request Form is now created under “Objects in the Task”. Click on the request form created.

Click on “Custom Functionality” to import information from MAXIMO. Click on “Save” then on “Close” after the Additional info imported correctly.

Click on “Import project additional info”.

Click ‘Save’.

Click ‘Close’.

Click on “Edit Response” to complete the Request Form.

Click on “Save and Return” after the mandatory information have been completed and then click on “Submit Response”.

Click on “Back to List” to the Project Workflow.

Click on “Request for Tender Issuance” to start adding the Approval Users.

4 Sending ‘ISSUE NEW TENDER’ Request Form for Approval

Click on “Request Approval”

Enter the “Description of Approval” select the list of Approval based on the Estimated Value of the RFQ/ITB (ITC approvals; ITC and HTC approvals; ITC, HTC and CTC approvals). Click on “Edit Selected List”, add your Senior and Team Leader, click on “Save” and then sort them to be shown as sequence approvals.

When the List of the approvals has been setup correctly click on “Send Approval Request”.

By clicking on “Approval” you can see the status of your request if it is “Pending”, “Approved” with the details by clicking on “Approval Title”.

When the ITC Approved then the Workflow status of the Task “1.1 Request for Tender Issuance” will change automatically from “Running” to “Completed”.

5 Publishing RFQ/ITB When the RFQ/ITB “Published” from Maximo the Status of the Task “1.2 Publishing Tender and Bidding management” will change automatically from “Not Started” to “Running” and the RFQ/ITB will be Created and Published under it.

The same process for the Opening of the RFQ/ITB will continue as currently happening Bravo.

In the Final Evaluation Stage, after the Evaluation of the ITC Committee and all the Evaluators, the Procurement/Contract Specialist will be able to do “Pre-Award” only and will not be able to see the “Award” Button till he gets Approval from the ITC Committee to “Award”.

When the RFQ/ITB is under the stage of “Final Evaluation – Pre-Awarded” then you can complete this task and move to the task of “Request to Award”. Click on “1.2 Publishing Tender and Bidding management”

Change the Status Manually by clicking on “Change Status” and hit the Button “Completed”.

After the Status is Completed, click on “Promote Objects” to promote the RFQ/ITB to the next Task “Request to Award” and then “Close”.

As per the Workflow below the Task 1.2 has been Completed and the Task 2.1 start Running and the RFQ/ITB moved with it.

6 Creating and Completing ‘AWARD’ Request Form 2.0 Tender Award To issue Request to Award click on “Request to Award” and read the Task Instructions.

Click on “Award Template” under Auto Create Template links.

OR

Enter the new title “Request to Award - RFQ/ITB number” and click on “Create”

Award request Form is now created under “Objects in the Task”, Click on “Request to Award – RFQ/ITB #”

Click on “Custom Functionality”, import the additional information by clicking on “Import project additional info” button, click on “Save” then on “Close” after the Additional info imported correctly.

Click on “Edit Response” to complete the Form with the Mandatory information.


Click on “Request to Award” to start adding the Approval Users.

7 Submitting ‘AWARD’ Request Form for Approval


Select the object request and click “Continue Approval Request”

Fill the “Approval Description” select the list of Approval based on the Estimated Value of the RFQ/ITB (ITC approvals; ITC and HTC approvals; ITC, HTC and CTC approvals). Click on “Edit Selected List”, add your Senior and Team Leader, click on “Save” and then sort them to be shown as sequence approvals.

When the ITC Approved then the Workflow status of the Task “2.1 Request to Award” needs to be changed Manually from “Running” to “Completed”. Click on the Task “2.1 Request to Award”.

Change the Status Manually by clicking on “Change Status” and hit the Button “Completed”.

After the Status is Completed, click on “2.2 Award” and change the status from “Not Started” to “Running”.

Click on “2.1 Request to Award” and move the RFQ from 2.1 to 2.2 Award

Once the RFQ has been moved to 2.2, click on “Confirm” to have the button “Award” in the RFQ

8 Awarding RFQ/ITB on eSourcing Portal

Now the Button “Award” will be available to the Procurement/Contract Specialist to Award the RFQ/ITB to the winner Vendor.

After the Status changed to “Award”, the Senior Procurement/Contract Specialist can transfer the bid to Maximo and click on the Task “2.2 Award” and change the Status to “Completed”.

9 Creating and Submitting Additional Request Forms For Creating an Additional request, you have to “Activate” the task “1.3 Additional ITC Request Forms”.

Once it is activated many Template will be shown to create your Additional Request.

To activate any of these additional request, you have to click on the Task “1.3.1 Additional Request” and change the status to “Running”.

Once the status changed to “Running” then you will be able to create any of the “Additional Request” in the same way of creating new “Issue Request Form” by clicking on one of the Template below and complete the process.

10 Creating and Completing ‘VARIATION’ Request Form To Create “Variation Order” Request form, first the task “2.2 Award’ should be under “Running” status and then you have to click on “Active” button under Variation order.

Click on “Variation Order” Task and change the status “Running”.

To issue “Variation Order” click on “Variation Order Request” and read the Task Instructions.

Click on “Variation Order Template” under Auto Create Template links.

OR

Enter the new title “Variation Order - RFQ/ITB number” and click on “Create”

Variation Order Form is now created under Objects in the Task, Click on “Variation Order – RFQ/ITB #”

Click on “Custom Functionality”, import the additional information by clicking on “Import project additional info” button, click on “Save” then on “Close” after the Additional info imported correctly.

Click on “Edit Response” to complete the Form with the Mandatory information.

Click on “Variation Order Request” to start adding the Approval Users.

11 Submitting ‘VARIATION’ Request Form for Approval


OR

Enter the “Description of Approval” select the list of Approval based on the Estimated Value of the RFQ/ITB (ITC approvals; ITC and HTC approvals; ITC, HTC and CTC approvals).

Click on “Edit Selected List”, add your Senior and Team Leader, click on “Save” and then sort them to be shown as sequence approvals.


When the ITC Approved then the Workflow status of the Task “3.1 Variation Order Request” will be changed Automatically from “Running” to “Completed”.

12 Recalling an Approval Request To recall an Approval Request already issued navigate to the relevant Project and Task with the status of ‘Awaiting Approval’. Click on the task name.

Once within the task click on the link labelled ‘Approvals’.

Within the Approvals section a list of approval requests relating to this task will be displayed. Click on the title of the Approval Request that is pending.

Click ‘Recall Approval’ to stop the approval request.

‘Confirm’ the action and add any relevant comments for audit trail purposes.

13 Checking the Status of an Approval Request To check the status of an approval request that is still pending navigate to the relevant Project in Bravo. Once in the Project click on the task that is awaiting approval.

Once within the task click on the link labelled ‘Approvals’.

Within the Approvals section a list of approval requests relating to this task will be displayed. Click on the title of the Approval Request that is pending.

You can now see the list of approvers and who the approval is pending with.

If you want to see approver comments/attachments or want to export a pdf report on the approval history this can be done by clicking the button at the top of the page titled ‘Approver Comments’.

14 Rejection an RFQ During the “Request to Issue” stage, the Approval request is sent by Buyer to the list of Approvals and 3 kinds of steps are as below:

- If the Approver “Deny” and the RFQ requires only a minor change in Bravo then Buyer updates the request form and resends.

- IF RFQ is to be cancelled then the Buyer must change the project status to ‘Cancelled’. This should be reflected in Maximo.

- IF RFQ requires updating in Maximo before it can be resent for approval then you navigate to the project settings and click on “Edit” button, change the Additional field “Maximo Update” to “Yes” and click on “Save”. A task runs that checks the value of this field and if updated to “Yes” then the status in Maximo changes to In Progress. The Project number will disappear in Maximo and so that when the user resends the information it updates the additional information fields in a new project.

15 Cancelling an RFQ To Cancel an RFQ that has been rejected by the ITC Committee navigate to the Project in the eSourcing portal. Click ‘Change Status to Cancelled’ to make the cancellation in the eSourcing portal and in MAXIMO.

You will be asked to confirm this action as once completed the action cannot be undone. Click ‘Confirm’ to Cancel the Project/RFQ/ITB in both the eSourcing portal and in MAXIMO.

The Project Status is now cancelled.

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