oum user guide abu dhabi investment authority
TRANSCRIPT
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OUM
USER GUIDE
Abu Dhabi Investment Authority 03-01 Request for Quotation (Single Stage)
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Index
Index ......................................................................................................................................... 2
2.5.1 Request for Quotation (Single Stage) .......................................................................... 3
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2.5.1 Request for Quotation (Single Stage)
Requirements – To create a RFQ sourcing negotiation in ERP
Pre-Requisites – Suppliers are registered and Approved in ERP. Although a prospective supplier can also be invited to bid, this prospective supplier cannot view the RFQ or submit bid unless he completes his registration and is approved.
External User (Supplier) URL https://supplier.adia.ae/OA_HTML/AppsLocalLogin.jsp
System & Browser Requirement Windows 10, Windows 8.1 & Windows 7 users will require Internet Explorer 11
Windows Vista users will require Internet Explorer 9
In the steps where Supplier has action to click on any favorite icon on his ARMS Homepage, and If supplier is not able to see any favorites functions in his homepage, he should refer to guide “ADIA_User Guide_Supplier Registration” to learn how to add favorites to his homepage.
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Role Supplier
Step Supplier gets email notification of Invitation to the sourcing negotiation
Step Details Supplier gets email notification of Invitation to the sourcing negotiation
Responsibility None
Navigation None
Action Check email
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Role Supplier
Step Supplier logs in to ARMS Application
Step Details Supplier logs in to ARMS Application
Responsibility None
Navigation None
Action Enter user name, password and click on login button
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Role Supplier
Step Supplier reviews the notification in ARMS
Step Details Supplier reviews the notification
Responsibility None
Navigation Homepage
Action Click on Worklist icon of Sourcing Buyer (ARMS) responsibility
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Role Supplier
Step Supplier reviews the notification in ARMS
Step Details Supplier reviews the notification
Responsibility Sourcing Buyer (ARMS)
Navigation Worklist
Action Open the notification by clicking on it.
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Role Supplier
Step Supplier reviews the notification in ARMS
Step Details Supplier reviews the notification
Responsibility Sourcing Buyer (ARMS)
Navigation Worklist
Action Enter Note to Buyer if required (non mandatory field)
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Role Supplier
Step Supplier acknowledges the participation in RFQ
Step Details Buyer can see the intent to participate in negotiation > Supplier tab > Against supplier the field intent to participate is Yes or no as per supplier’s response. The note to buyer field value is visible by clicking on the Response (Yes or No) link.
Responsibility Sourcing Buyer (ARMS)
Navigation Worklist
Action Click on Yes button
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#1 – Buyer can see that the supplier intends to participate by opening the RFQ in Sourcing buyer (ARMS) responsibility and on the negotiation, on the supplier’s tab, the field Intent to Participate should be Yes if Supplier has clicked on Yes button (to participate in the negotiation) . If the value to the field is No, it means supplier has clicked on No button (to participate in the negotiation) Clicking on yes (or no) shows the notes entered by supplier and the date the acknowledgement was made
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Role Supplier
Step Supplier is redirected to his open notification
Step Details Supplier navigates to his homepage
Responsibility Homepage
Navigation None
Action Click on home icon
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Role Supplier
Step Supplier navigates to Sourcing Home Page
Step Details Supplier navigates to Sourcing Home Page
Responsibility Homepage
Navigation None
Action Click on Sourcing Home page
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Role Supplier
Step Supplier reviews the negotiation in “Your company’s Open Invitations’ section
Step Details Supplier reviews the negotiation in “Your company’s Open Invitations’ section
Responsibility Souring Buyer (ARMS)
Navigation Sourcing Homepage > Negotiations
Action Click on negotiation number
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Role Supplier
Step Supplier reviews the negotiation terms and conditions
Step Details Supplier reviews the negotiation terms and conditions
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations
Action Click on terms and conditions attachment
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Role Supplier
Step Supplier reviews the negotiation terms and conditions
Step Details Supplier reviews the negotiation terms and conditions
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations
Action Save and view the terms and conditions.
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Role Supplier
Step Supplier reviews the negotiation
Step Details Supplier reviews the negotiation
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations
Action Check the check box – I have read and accepted the terms and conditions. Click on Accept button
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Role Supplier
Step Supplier reviews the negotiation
Step Details Supplier reviews the negotiation
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations
Action None
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Role Supplier
Step Supplier creates quote for the RFQ
Step Details Supplier creates quote for the RFQ
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations
Action Select Create quote
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Role Supplier
Step Supplier creates quote for the RFQ
Step Details Supplier creates quote for the RFQ
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations > Create Quote
Action Click on Go
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Role Supplier
Step Supplier create a quote
Step Details A quote has 2 sections, header and lines. Header contains quote header, attachments and requirement questions.
Line contains the lines and their attributes
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations > Create Quote
Action Enter the Quote header details (optional – Quote valid until, Reference number and Note to Buyer) Enter answers to requirements in quote value column fields.
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Role Supplier
Step Supplier responds to the requirement questions
Step Details Supplier responds to the requirement questions wherever his response is required or is optional as per the case. Some questions will be a text answer; other may have answer in number, a date or a URL. According to the nature of question, supplier should enter the answer. The field target value represents what value to the question ADIA is looking for. Answer to some requirements may be in the form of attachment (for example, requirement is please attach you last 5 years Income tax statement in pdf format) Supplier while answering this question should respond by attaching the document in Attachment section. The document should be named properly like Income_Tax_Statement_FY_1999_2004.pdf.
For some requirements answer is in LOV, supplier should select a suitable value from the list
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations > Create Quote
Action Enter the response (column quote value) to the requirements. In case the quote value has a LOV, select a suitable value from the list.
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Role Supplier
Step Supplier adds Attachment if required
Step Details Supplier adds Attachment if required
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations > Create Quote
Action Click on Add Attachment button
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Role Supplier
Step Supplier enters the title, description and selects the attachment from his desktop to be uploaded
Step Details Supplier enters the title, description and selects the attachment from his desktop to be uploaded
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations > Create Quote
Action Enter title, description and click on browse button for type as file, select an file to be attached and click on Open button
NOTE: Please ensure that attachment files names contain the relevant requirement/question number before they are uploaded.
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Role Supplier
Step Supplier applies the attachment
Step Details Supplier applies the attachment
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations > Create Quote
Action Click on Apply button
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Role Supplier
Step Supplier gets confirmation that the attachment has been added successfully
Step Details Supplier gets confirmation that the attachment has been added successfully
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations > Create Quote
Action Click on lines tab
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Note – If the response to the requirement is in the form of a document, please attach the document and ensure the document name is entered in the quote value of the requirement Supplier responds to the requirement questions wherever his response is required or is optional as per the case. Some questions will be a text answer, other may have answer in number, a date or a URL. According to the nature of question, supplier should enter the answer. The field target value represents what value to the question ADIA is looking for. Answer to some requirements may be in the form of attachment (for example, requirement is please attach you last 5 years Income tax statement in pdf format) Supplier while answering this question should respond by attaching the document in Attachment section. The document should be named properly like Income_Tax_Statement_FY_1999_2004.pdf . Please see the screenshot below –
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Role Supplier
Step On the lines tab, supplier sees search screen to search lines. Note that search is applicable only for large negotiations. For standard negotiations, all lines are visible by default. Since Large negotiations usually have large number of lines sometimes exceeding 100, hence oracle has given a search section to search for the lines.
Step Details Supplier searches for the line
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations > Create Quote
Action Review search parameters
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Role Supplier
Step Supplier searches for the lines
Step Details One way by which supplier can search for all the lines in one go is to enter line number, greater than 0 as parameter. This results in all lines displayed to supplier
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations > Create Quote
Action For line number, select greater than parameter
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Role Supplier
Step Supplier searches for the lines
Step Details Supplier searches for the lines
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations > Create Quote
Action Enter the parameter as 0 and click on Go button
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Role Supplier
Step Review all the lines
Step Details Review all the lines
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations > Create Quote
Action The result of the search shows the lines as per search criteria. In this example there is only line. Review the line. If the line has an icon it means more information is there on the line. Click on update icon to see the details.
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Role Supplier
Step The create quote line form opens.
Step Details The form has 4 sections (Line, Attributes, Notes and Attachments. Line is where supplier can see details and enter Quote price & Promise date. Default value of promise date comes from the RFQ as setup by buyer. Supplier can overwrite.
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations > Create Quote
Action Review the create quote line form
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Role Supplier
Step Supplier enters the Quote line details
Step Details Supplier enters the Quote line details
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations > Create Quote
Action Enter details like Quote price, Promised date, Quote value for attributes, Notes to Buyer. To add attachment, click on Add Attachment button
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Role Supplier
Step Supplier adds attachment (optional)
Step Details Supplier adds attachment (optional)
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations > Create Quote
Action On Add Attachment form, enter title, description. Select a file from the local machine by clicking on browse button. Open the file and Click on Apply button
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Role Supplier
Step Supplier gets a notification that attachment has been successfully added to the Quote line
Step Details Note that attachment is only added but not committed. Once supplier clicks on Apply button, the attachment gets saved with the quote
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations > Create Quote
Action Click on Apply button
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Role Supplier
Step Supplier continues on the quote
Step Details Supplier continues on the quote
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations > Create Quote
Action Click on Continue button
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**** Another easier way to enter quote is by function Quote by spreadsheet. Supplier can download the quote in an XML format by clicking on button Quote by Spreadsheet on his desktop. He can than update the XML and upload it back to the application. All the updates are reflected in the quote. Create a Quote and click on Quote by Spreadsheet
It will open the Quote by Spreadsheet form. In step 1: Export Spreadsheet, select XML Spreadsheet – Rich style (.xml) and click on export button
This will download a zip file on supplier’s machine.
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Open the zip file, the zip file contains a RFQ-Quote-Help.htm document and RFQ<number>-Response.xml Using help document, supplier can fill the xml file and save it on his desktop. Header Line
Yellow fields are mandatory, olive colored fields are optional Supplier should fill the xml file and save it on his desktop. Next supplier should return to the previous screen of Quote by Spreadsheet and import the file in Step 2: Import Spreadsheet Select the file to import by clicking on browse button Click on Import button to import the data to quote
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Role Supplier
Step Supplier validates the Quote
Step Details Supplier validates the Quote
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations > Create Quote
Action Click on Validate button
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Role Supplier
Step Supplier gets confirmation that Quote has been validated without any errors
Step Details In case of any errors, supplier should contact Buyer through online discussion
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations > Create Quote
Action Supplier clicks on Submit button
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Role Supplier
Step Supplier gets confirmation that Quote has been entered successfully
Step Details Supplier gets confirmation that Quote has been entered successfully
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations > Create Quote
Action Click on Return to Sourcing Home Page to return to Negotiations home page
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Role Supplier
Step Supplier can see the quote in “Your Active and Draft Responses” section
Step Details Supplier can see the quote in “Your Active and Draft Responses” section
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations
Action None
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