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SmartPlant Materials eSupplier

Version 2011 (7.0.0) June 2010 DMAR1-PE-200038H

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SmartPlant Materials eSupplier 3

Contents Preface .......................................................................................................................................................... 5

Overview ...................................................................................................................................................... 7

Level 1 Process Workflow Diagrams ......................................................................................................... 9

1-Step Company Registration ................................................................................................................. 9 2-Step Company Registration ............................................................................................................... 10 3-Step Company Registration ............................................................................................................... 11 Bidder Quotation................................................................................................................................... 12

Prerequisites .............................................................................................................................................. 13

eSupplier Login Screen ......................................................................................................................... 13 Definition of 1-, 2-, or 3-Step Approval ............................................................................................... 16 Approval Templates .............................................................................................................................. 20 Question List Configuration ................................................................................................................. 21 DBA Settings ........................................................................................................................................ 25 Project Defaults..................................................................................................................................... 26

Company Registration .............................................................................................................................. 27

Level 2 Process Workflow Diagram ..................................................................................................... 28 Login Request ....................................................................................................................................... 29 Company Profile ................................................................................................................................... 32 Qualification ......................................................................................................................................... 40

eSupplier Login Features .......................................................................................................................... 43

Logon .................................................................................................................................................... 43 Log Off ................................................................................................................................................. 43 Forgot Password or User Name? .......................................................................................................... 44 Help ....................................................................................................................................................... 44 Deactivate User ..................................................................................................................................... 46

Inquiries ..................................................................................................................................................... 47

Level 1 Process Workflow Diagram ..................................................................................................... 47 Level 2 Process Workflow Diagram ..................................................................................................... 48 Setup of RFQ Email Notification ......................................................................................................... 49 RFQ Email Notification ........................................................................................................................ 50 Bidder Quotation................................................................................................................................... 52

Contents

4 SmartPlant Materials eSupplier

Reference Documents ................................................................................................................................ 57

Subcontractor Workload .......................................................................................................................... 59

Index ........................................................................................................................................................... 63


This document describes the eSupplier features of SmartPlant Materials.

Preface

Preface



This document describes the eSupplier features of SmartPlant Materials. The eSupplier functionality provides suppliers and subcontractors with the capability to get direct access to the SmartPlant Materials application of an engineering, procurement, and construction (EPC) or owner/operator (O/O) company, for bidding electronically on quotations or for handling their subcontractor workload. To gain access, suppliers and subcontractors must request a login account for the SmartPlant Materials application of the client by self-registering using the eSupplier portal. Entering their company profile information and completing a questionnaire are prerequisites for closing the registration and gaining access to other eSupplier areas, like uploading reference documents, bidding for quotations, and monitoring the subcontract workload. The EPC or O/O company uses the Company Profile and Qualification information when selecting suppliers/subcontractors for a Request for Quotation (RfQ) of a subcontract.

Overview

Overview



For the Level 2 Process Workflow Diagrams and the details, read Company Registration (on page 27) and Inquiries (on page 47).

1-Step Company Registration

Level 1 Process Workflow Diagrams



Bidder Quotation


eSupplier Login Screen Login via eSupplier portal uses a separate login form, the www_sup_entry.fmx. To get access to this login screen, the following actions are needed. The following code shows the definition of an eSupplier environment in formsweb.cfg of the

Application Server: [sup_entry] pageTitle=SPMat eSupplier Login Jinitiator WebUtilArchive=frmwebutil.jar,jacob.jar WebUtilLogging=off WebUtilLoggingDetail=normal WebUtilErrorMode=Alert WebUtilDispatchMonitorInterval=5 WebUtilTrustInternal=true WebUtilMaxTransferSize=16384 form=www_sup_entry.fmx userid=m_login/m_login@your_database separateFrame=True lookandfeel=Generic width=1024 height=768 workingDirectory=c:\SPMat\fmx splashScreen=no

The SmartPlant Materials users RMTE_COMP and RMTE_SPLR are needed for the login via eSupplier. RMTE_COMP is used for the Company registration, and RMTE_SPLR is used for the other options. If these users are not available, they must be created and provided with the appropriate role to allow access to the needed forms.

Prerequisites

Prerequisites


The following graphic shows the creation of user RMTE_COMP and RMTE_SPLR, using A.60.01.01:

The following graphic shows the definition of Roles to provide access to the forms

needed for eSupplier, using A.30.03. For the Company Registration, this role must include P.20.02 Login Requests and P.20.03 Questionnaire.

Prerequisites


For the other options like Bids for Inquiries, Subcontractor Workload, and Reference Documents, this role must include SM.20.01 Subcontractor Workload, SM.20.11 Subcontractor Admin, SM.40.02 Change Order Requests, P.30.27 Bidder Quotation, and P.50.07 Maintain Agreements.

The following graphic shows the creation of user securities for RMTE_COMP and

RMTE_SPLR with assignment of the appropriate role, using A.20.06.01/.02. For RMTE_COMP, creating one record for the Product Group with any discipline is sufficient.

For SMTP_SPLR, a record has to be created for each Project that the suppliers/subcontractors should have access to.

Suppliers and Subcontractors must be provided with the link to get access to eSupplier, like:

http://esupplier.universe.com/forms/frmservlet?config=sup_entry The following optional settings are available to change the appearance of the eSupplier login screen and to assign a customized help file to the Help button of the eSupplier login screen. Specify a logo for the eSupplier screen (optional)

Prerequisites


On the application server in the fmx folder, save the logo with the file name ESUPPLOGIN.JPG to replace the existing file. This graphic appears on the starting eSupplier screen, instead of the white area.

Specify Help for eSupplier screen (optional)

Clicking the Help button on the eSupplier login screen opens the SmartPlant Materials help as usual. This can be changed by assigning your own help file or document with instructions how to use eSupplier. The URL for the eSupplier login help must be assigned to DBA setting COMP_LOGIN_HELP on the General Database Settings folder of screen A.60.04.

Definition of 1-, 2-, or 3-Step Approval The DBA setting COMP_REG_QLF controls whether the approval of a new company is a 1-, 2-, or 3-step process. The effects are illustrated in the process workflow diagrams.

Here is more detail about the 1-Step, 2-Step, and 3-Step options.

Prerequisites


1-Step – After submitting the login request, the software sends e-mail with the logon name and password to the given e-mail address and then allows the supplier/subcontractor to log in to prepare the company profile and then the qualification, the so-called questionnaire. On the questionnaire, the 1-Step value does not restrict the number of top-level nodes displayed in the questionnaire tree; that is, a company that has opened the P.20.03 Questionnaire screen via eSupplier login is able to answer questions below all three top-level nodes from the very beginning of the process.

Prerequisites


2-Step - After submitting the login request, the software sends e-mail with the logon name and password to the given e-mail address and then allows the supplier/subcontractor to log in to prepare the company profile. Approval is required before the supplier/subcontractor is permitted to complete the qualification (questionnaire).

3-Step – After submitting the login request, the contractor must accept this login request. Then the software sends e-mail with the logon name and password to the given e-mail address, and the supplier/subcontractor logs in to prepare the company profile. Approval is required before the supplier/subcontractor is permitted to complete the qualification (questionnaire). The 2-Step and 3-Step values cause the questionnaire to only show the login details and the company profile nodes at first. After a supplier/subcontractor has submitted answers to all mandatory questions below those top-level nodes, and after the answers have been approved, a new call of P.20.03 Questionnaire by the supplier/subcontractor via eSupplier login yields the

Prerequisites


complete questionnaire tree and allows the company to complete the questions under the Qualifications nodes as well.

Prerequisites


Approval Templates Approval Templates must be defined for the approval processes of Login Request, Company Profile, and Qualification. For Login Request Approval, an approval template of type ‘Login Request’ must be defined using screen A.20.45. All users with the granted privilege ALLOW SUPPLIER APPROVAL can be assigned to the template.

The Login Request approval template must be assigned to DBA Setting LOGIN_REQUEST_APT using screen A.60.04. In the case of 3-step Approval, this approval template will be copied into the Approval Sequence of a Login Request when submitting the Login Request.

For Company Profile Approval, an approval template of type ‘Company Profile’ must be defined using screen A.20.45. All users with the granted privilege ALLOW SUPPLIER APPROVAL can be assigned to the template.

The Company Profile approval template must be assigned to a question of Level 1 type ‘Company Profile’ using P.10.25 Question List.

Prerequisites


For Qualification Approval, an approval template of type ‘Qualification’ must be defined using screen A.20.45. All users with the granted privilege ALLOW SUPPLIER APPROVAL can be assigned to the template.

The Qualification approval template must be assigned to a question of Level 1 type ‘Qualifications’ using P.10.25 Question List.

Question List Configuration For each Company Type that is available to be assigned to a new Company in P.20.02 Login Requests, a Question List must be defined on screen P.10.25 Question List.

The Company Types selectable in P.20.02 have the P.20.01 check box selected on screen A.10.22 Company Types. Level 1 of the Question list can only be defined as ‘Company Profile’ or ‘Qualifications’, and the other levels are free definable. All questions underneath the ‘Company Profile’ top node are available and must be answered at step 2 - Company Profile of the Company registration. All questions underneath the ‘Qualifications’ top node are available and must be answered at step 3 – Qualifications.

A question list can be structured with up to four levels. This defines the hierarchy of the questionnaire as it will appear on the P.20.03 Questionnaire screen. Level 1 is a required field; Levels 2-4 are optional. The number entered in the Seq field determines the sort order of the questions within the level. The question text is entered in the Question field.

Prerequisites


The Answer Type of a question controls the behavior when inserting the answer in P.20.03 Questionnaire.

Date - Requires a date value; a calendar LOV is available. Number - Requires a numeric value. Free Text - No restriction. Y/N - Restricted to Y (Yes) and N (No); LOV is available. LOV - Requires an answer matching with a value from the LOV. For this answer type, the LOV condition has to be defined, either by: Entering a valid select statement in the LOV Condition field beside the Answer Type

field. The select statement must retrieve two values.

Prerequisites


The sample select statement displayed in the picture above delivers the LOV shown below:

Entering a list of valid values in window 2. Just leave the LOV Condition field empty

when saving the record. A prompt will ask if answer values should be entered instead of a LOV condition.

Acknowledging with OK will open window 2, where the values for the LOV can be defined.

Prerequisites


The sample values displayed in the picture above delivers the LOV shown below:

Using the Mapped to field to select a P.20.01 or A.10.23 field from the LOV, which will

be mapped to the Question and where the answer should be populated when submitting the Questionnaire. Depending on the mapped field, the Answer Type is automatically set to LOV or Free Text.

The sample displayed in the picture above delivers the LOV shown below:

Approval Template For Company Profile, you are allowed to assign only one Approval Template, and it must be assigned on a Level 1 question. For Qualifications, you can assign an approval template to each individual question. This field is not required because some questions may not require acceptance. The same approval template can be assigned to more than one question. When multiple approval templates are assigned, each of the questions must have its own approval. When only one Approval Template is assigned to the Qualifications questions, all answers are accepted when approval is completed. It’s not necessary to accept each of the answers separately.

Prerequisites


DBA Settings The following is a list of DBA settings related to the eSupplier functionality described in this document. These DBA settings are set and maintained on the screen A.60.04. COMP_LOGIN_HELP - URL for customer specific help about the supplier login. COMP_REG_QLF - Definition of 1-Step, 2-Step, or 3-Step Approval of Company Registration, further display setting for P.20.03 if called via eSupplier Login. LOGIN_REQUEST_APT - With this setting, the default approval template is defined which is added to a login request after submittal. Valid Values: Any Approval Template of type 'Login Request', defined on A.20.45. LOG_EMAIL_HANDLING - The default is N. If you specify Y, the complete conversation receiving/sending mail is directed to output. Errors will be written to the log file. SMTP_CLIENT - IP or alias name of the database server that should be used for login to the SMTP server. Needed for email communication from SmartPlant Materials. SMTP_HOST - IP address (for example, 123.23.42.2) or alias name of the host that delivers outgoing emails. Needed for email communication from SmartPlant Materials. SMTP_PORT - The port to communicate with SMTP_HOST (in most cases: 25). Needed for email communication from SmartPlant Materials. EMAIL_ACCOUNT - Email account within the company mail system. Email sender address of SmartPlant Materials (for example, [email protected]), needed for all email communication. POP3_HOST - The IP address (for example, 123.23.42.2) or alias name of the email receiving host. Needed for email communication. POP3_PORT - The communication port to the email receiving host (in most cases: 110). Needed for email communication. POP3_USER - The username of the SmartPlant Materials email account querying incoming emails. Needed for email communication to SmartPlant Materials. POP3_PASS - The password of the SmartPlant Materials email account querying incoming emails. Needed for email communication to SmartPlant Materials. POP3_CLEANUP - The default is Y. If not set to Y, the emails are left on the mail server. This condition can be helpful if severe problems occur. POP3_REMOVE_UKN_MAILS - Delete emails that cannot be identified by the system. Default is N. Specifies whether unknown emails should be deleted from the email server. The quote desk or UED_ACCOUNT is notified in any case. Needed for email communication to SmartPlant Materials. QS_DOC_SERVLET - The URL hostname/path to upload quote documents from the supplier to the web server without the class name of the servlet. QS_DOC_DOWNLOAD_URL - The URL hostname/path to download or view quote documents from the web server without the document name.

Prerequisites


Project Defaults The following is a list of Project Defaults related to the eSupplier functionality described in this document. These project defaults are set and maintained on the screens A.20.12 or A.20.13. ZP_EMT_RQS - Email Template RFQ to be send to bidder. Email template used on request for quote (RFQ) going to bidders. The email template selected for this project default will be taken when approving an inquiry in screen P.30.21 (provided that project default ZP_EN_ACT has been set to Y). ZP_EN_ACT - Is the e-mail notification active? (Y/N) If this default is set to Y, sending emails from the application is enabled. ZP_QD_EA - The e-mail address of the Quote Desk. The Quote desk receives any emails regarding the quotation process. (Example value: [email protected]). Part of the e-business functionality. ZP_QL_MODE - Display of supplier qualification tab pages. Controls the display and behavior of the Qualifications tabs on P.20.01 Suppliers/Subcontractors. Valid Values are: BOTH - Both Qualifications tab folders will be enabled/displayed. ESUP - The Qualifications tab for e-Supplier Qualification will be enabled/displayed. MSUP - The Qualifications tab for manual Supplier Qualification will be enabled/displayed. NONE - None of the Qualifications tab folders will be enabled/displayed. ZP_QS_SIGN - Digitally sign quotes. When set to Y, Quote Summary Signature project default allows supplier/subcontractors to sign quotes after they have been approved. When the quote has been signed, the finalized date will be filled in automatically. If set to N, the signature of the supplier/subcontractor is not required to finalize the quote. ZP_QSD_UPP - The physical path of QS (quote summary) Documents Upload on the document server. This is the directory for uploaded files coming from the bidder. This feature is part of the e-business functionality. ZP_QTE_ADI - Request for Quote acknowledge due date interval (in days). The project default specifies how many days the bidder has to confirm the receipt of RFQs (request for quote). Part of the e-business functionality. ZP_USECON - Use contact email-addresses instead of company email-addresses for RfQ. Use this project default to define where the email addresses for the RfQ (Request for Quotation) in P.30.21 Inquiries should come from after approving the inquiry. If it is set to N, the email addresses will be taken from the company addresses on A.10.23

Companies (Addresses folder) as usual. If it is set to Y, the email addresses will be taken from the contacts on A.10.23 Companies

(Contacts folder), and only bidders with entries in the Company Employee field on P.30.21 Prepare RFQ (Bidders folder) folder will get an email for the RfQ.

ZX_DOC_SET - Default document set used by the eSupplier login, where it will be queried automatically when D.10.12 is called.


The Supplier/Subcontractor registration process consists of three steps: 1. The initial Login Request, to establish basic company information and the primary address,

and to obtain the user name and password that are needed to re-login to proceed with the next steps.

2. The Company Profile, to further establish the company’s line of business and certifications. 3. The Qualification Statement, to provide additional detailed information about the company’s

business.

Company Registration



Level 2 Process Workflow Diagram



Login Request

The first step in the eSupplier registration process is the supplier login request. When you do not have a valid eSupplier login account for the company, use the New Company button on the right. It opens screen P.20.02 Login Requests where suppliers can enter information about their company and then begin the login approval process.

The Supplier/Subcontractor user enters all required information in the Company Information and Primary Address blocks. Lists of Values automatically pop up on the Company Type, Country Code, and State or Province fields. US companies enter the federal identification number or tax identification number in the Federal ID/Business Registration box. Non-US companies enter the business registration number.



Further, at least one record must be entered in Contact Details block. One of the contacts must be marked as the Primary Contact by selecting the corresponding check box. The email field should contain the valid user’s email address. This address is used to send an email after approval of the login request, which notifies the user to re-login to continue with the company registration.

After saving the data, the password must be entered twice, in the New Password and Confirm Password fields, acknowledged by clicking the Set Password button. After checking all entries for accuracy, the final action is to click the Submit button to request a login to the system. After confirming the appearing message, data are submitted and the screen is closed.

With 1- or 2-step approval preset, the user can immediately re-login using his user name and password to continue with the Company Profile. When 3-step approval is preset, the Login Request must be approved first before the Profile & Qualification option becomes available on the eSupplier login screen. In the case of 3-step approval, submitting the Login Request data automatically fills the Approval Sequence with the users of the Approval Template that is assigned to DBA Setting LOGIN_REQUEST_APT, and an email notification is sent to the first person on the Approval Sequence. The Login Request has to be approved by all approvers of the sequence, and that will activate the Profile & Qualification section for the new user. Approval of a Login Request is done on screen P.20.02 Login Requests.



With the Login Request Approval, or in the case of 1- or 2-step Approval with the submission of the Login Request, an email notification is sent to the supplier/subcontractor. Further, the new company is created on A.10.23 Companies, with all information copied from the Login Request. Changing the Login Request data will automatically synchronize the Company data and vice versa.

In the case of 1-step Approval, the new supplier/subcontractor is created on P.20.01 Suppliers/Subcontractors.

To maintain a Login Request, re-login via eSupplier with the Login Request login option. The P.20.02 Login Requests screen displays the existing login request associated with your user name. You can edit the information as needed.

It is possible to edit an approved login request. The changes are propagated to A.10.23 Companies.



Company Profile

The second step in the eSupplier registration process is the Company Profile. After login via eSupplier using the user name and password defined with the Login Request, the Profile & Qualification option must be selected.

Acknowledging with OK opens the P.20.03 Questionnaire screen with the Login Details and Company Profile branches displayed in the tree on the left side. When 1-Step Approval is set, the Qualifications branch is also available. Clicking the Login Details branch opens the P.20.02 screen with the Login Request data previously entered.



To continue with the registration, the user opens the Company Profile part of the questionnaire by clicking the Company Profile branch.

The icon colors in the questionnaire tree show the progress of the questionnaire. A red icon means that there are mandatory questions that have not yet been answered on

the node's level or on one or more of its sub-levels. A yellow icon means that all mandatory questions have been answered, but answers to

one or more optional questions on the selected level or a sub-level are still missing. A green icon shows that both mandatory and optional questions on the selected level as

well as on all of its sub-levels have been answered. The Material/Work Groups button in the upper block opens a new window displaying all available Material/Work Groups in the system.



The Sel check box must be ticked to select Material/Work Groups for allocation. Select All can be used to mark all records, and Deselect All removes all selections. Fill In assigns the selected Material/Work Groups to the Company by inserting into window 7, and the selection window 8 stays open. Fill In and Return does the same, but window 8 closes. Return closes window 8 and goes back to window 7.

Window 7 shows the assigned Material/Work Groups. At least one Material/Work Group must be selected to be able to submit the Company Profile.



Next, all mandatory questions must be answered. Questions with answer type LOV or Y/N provide a list of valid values, and answer type Date displays a calendar LOV. The answer type Number requires a numeric value, and Free Text has no restriction.



The Upload Files button at the bottom opens a new window for uploading files and assigning them to the Company Profile.

The Upload button opens a new window to select a file from the local environment to upload it to the database.

The upload functionality is only available with WebUtil installed. For the details, read Part 7: Installing the WebUtil Form in the SmartPlant Materials Installation Guide.



When a file is uploaded, the View button opens and displays the document. To remove a document from the database, the Remove button must be used. Deleting the record with the delete icon or F10 function key just deletes the record with the file information, but not the file itself.

When all mandatory questions are answered, Material/Work Groups assigned, and required documents uploaded, the icon color of the Company Profile branch changes to green or yellow, and the Company Profile can be submitted using the Submit button. After submission, you cannot modify the answers unless you create a revision by clicking Revision. You can browse revisions previously submitted.

The Submit button opens a new window with a certification statement, which has to be acknowledged with I agree.



The statement can be maintained using the A.10.54 Certification Statements screen, Certification Type ‘Questionnaire’.

When 1-step approval is set, the user can immediately continue with entering the Qualification information. With 2- or 3-step approval set, the Company Profile must be approved first before the supplier/subcontractor can go ahead with the next step of registration. In case of 2- or 3-step approval, submitting the Company Profile data automatically fills the Approval Sequence with the users of the Approval Template that is assigned to the Question list corresponding to the Company Type, level Company Profile (see detailed description in Prerequisites (on page 13)), and an email notification is sent to the first person on the Approval Sequence. The Company Profile has to be approved by all approvers of the sequence, and that will activate the Qualification branch in P.20.03.



Approval of a Company Profile is done in screen P.20.04 Company Profile.

All companies registered via eSupplier are listed in screen P.20.04. The Approval Sequence button at the bottom opens screen A.20.49 with all approvers listed. When all approvers of the sequence have approved, the Company Profile is approved and the Approved check box in the first block is ticked. When approval is completed, an email is sent to the supplier/subcontractor notifying him that he can continue with the next step of the registration, the Qualification.

The button at the right in the Company Profile block can be used to view attached files. Clicking the button opens a new window displaying the attached files. Clicking the View button opens the file.

With the Company Profile Approval, an email notification is sent to the supplier/subcontractor. Further, with 2- or 3-step Approval set, the new supplier/subcontractor is created in P.20.01 Suppliers/Subcontractors, with all information copied from the Company Profile, like the Company Profile details and Material/Work Groups.



Qualification

The third and final step in the eSupplier registration process is the Qualification. After login via eSupplier using the user name and password defined with the Login Request, the Profile & Qualification option must be chosen.

Acknowledging with OK opens the P.20.03 Questionnaire screen, with the Login Details, Company Profile, and Qualifications branches displayed in the tree on the left side. When 1-Step Approval is set, the Qualifications branch is always available; in the case of 2- or 3-step Approval, the Company Profile must be approved to activate the Qualifications branch. The supplier/subcontractor continues with the registration process and provides additional detailed information about the company’s business by answering the questions. This is similar to the Company Profile. For detailed information, read the previous chapter. When all mandatory questions are answered and required documents uploaded, the icon color of the Qualifications branch changes to green or yellow, and the Qualifications can be submitted using the Submit button. After submission, you cannot modify the answers unless you create a revision by clicking Revision. You can browse revisions previously submitted.



To complete the company registration, the Qualification must be approved. In each case (1-, 2-, or 3-step approval), submitting the Qualification data automatically fills the Approval Sequence with the users of the Approval Template that is assigned to the Question list corresponding to the Company Type, level Qualification (see detailed description in Prerequisites (on page 13)), and an email notification is sent to the first person on the Approval Sequence. The Qualification has to be approved by all approvers of the sequence, and that completes the company registration in the system. Approval of a Qualification is done on the P.20.01 Suppliers/Subcontractors window 2 screen, Qualification tab folder. The Project Default ZP_QL_MODE must be set to ESUP to display the eSupplier Qualification tab folder. Per default, the ‘old’ manual Qualification tab is displayed.

When Approval is completed, the Accepted Date and Accepted by is entered for each question.

Submit of a new revision of the company profile or qualification will send an email to all users in the respective approval sequence informing them that the company profile/qualification has been updated. For qualifications with multiple approval templates assigned, emails will not be sent in the case of a new revision.


Logon On the eSupplier Login screen, enter your user name and password and click the OK button. Next, select a login option from the Working With dropdown list. The available options are: Login Request Profile & Qualification Inquiries Reference Documents Subcontractor Workload Click OK to connect with the selected option.

Log Off Clicking the Log Off button ends the session and closes the eSupplier Login screen.

eSupplier Login Features



Forgot Password or User Name? From the eSupplier Login screen, click the Forgot Password button. The software opens a new window asking for the user name or email. You only need to enter one of the two fields, either the user name (if known) or the email address you registered under in the system. Then click the Request Password button. Both the user name and password will be sent to the email address that is stored for you in the system.

Help Using the Help button on the eSupplier login displays the standard online help per default.



This can be changed by assigning a separate document with the entire path to DBA setting COMP_LOGIN_HELP, and this document will then be opened instead of the online help. The purpose is to provide suppliers/subcontractors with instructions on how to use the company's eSupplier portal.



Deactivate User An eSupplier login can be deactivated by revoking the login authorization, without deleting the contact from the company data. This can be done either by the contractor selecting the Deactivated check box for a contact on the A.10.23 Companies screen (Contacts folder), or by the supplier/subcontractor selecting the Deactivated check box for a contact on the P.20.02 Login Requests screen in the Contact Details block.

When the user tries to log in now with his username and password, an error message occurs and the login is rejected.


The details of the Inquiry Cycle are described in the SmartPlant Materials How to Manage the Inquiry Cycle document. For an introduction to Bidder Quotation via eSupplier, below is a brief overview of the needed steps, including the Level 1 and Level 2 Process Workflow Diagrams.


Inquiries

Inquiries



Inquiries


1. Engineering issues a requisition (Req) that includes the location of all required electronic documents. The Req is released to Procurement, and all attachments needed to support the Req are identified in SmartPlant Materials by name and location.

2. Procurement creates an inquiry. The buyer reviews the requisition and attachments, determines which suppliers are to be selected to bid on it, and approves the inquiry. From the approval, the suppliers are requested (via RfQ email) to give their quotes.

3. SmartPlant Materials generates an email notification for each selected bidder from a template email form. The email provides a reference to the inquiry number so that the suppliers can connect via eSupplier login to see the inquiry and attachments.

4. Each supplier is asked to log on to the EPC’s web page and enter all quote information into the Bidder Quotation screen. If necessary, the supplier can make notes, propose alternates to line items, and attach documents to be sent to the buyer. The supplier can complete his quote in more than one step, when needed, over several days in multiple sessions.

5. When the Quotation is completed, the bidder finalizes the Quote. This will lock the Quote for the bidder, and an email is sent to the Contractor notifying them about the bid.

Setup of RFQ Email Notification Perform the following steps to set up the email notification for an RFQ (request for quotation): 1. On the A.10.26 screen, define the Communication Type as RFQ_EMAIL. 2. On the P.20.01 screen, select the supplier/subcontractor and click the RFQ email check box. 3. On the A.10.23 screen, assign the email address of the supplier contact person. This is the

person who gets the notification of this communication type RFQ_EMAIL. The assignment is done in the Addresses folder, under the address type that is checked as Inquiry Default on A.10.25.

4. Set the Project Default ZP_USECON to Y when the email address should not be taken from the Company address as usual but from the contact who was assigned to the Inquiry in the Company Employee field.

5. When the Project Default ZP_USECON is set to Y, the company employee must have an email address assigned with Communication Type RFQ_EMAIL. This is done in the Contacts folder on the A.10.23 screen.

Inquiries


RFQ Email Notification

When the Inquiry approval is started, SmartPlant Materials asks you what you want to do with the email notification.

Inquiries


You can choose:

Yes (Notify all) - Using this selection, SmartPlant Materials takes the existing email addresses, either from the Company address or from the Contact address depending on the Project Default ZP_USECON, for all suppliers/subcontractors assigned as bidders to the Inquiry and with the RFQ email flag set, and sends the emails. If no valid email address could be found for a supplier/subcontractor, an error message occurs. The approval is done, but no email is initiated. This condition is also true if the send process reports an error. You can enter the emails screen A.60.55 via menu to check the emails and correct wrong addresses or add missing addresses. Unsent emails can be sent from A.60.55 screen by clicking the Send unsent Emails button.

No (Check first) - Using this selection, the system does the same as described above under Yes, except sending the emails. When acknowledging with No, the emails screen A.60.55 automatically opens displaying the unsent emails. After correcting or completing, these emails can be sent from by clicking the button Send unsent Emails. Cancel (Override notification) - Using this selection, the approval is done but no emails are prepared or sent. Here is an example of the email sent to the bidders:

Inquiries


Bidder Quotation

When the bidder receives the Request for Quotation email, he logs in via eSupplier, using his user name and password and selects the Inquiries option.

After acknowledging with OK, all Inquiries assigned to the Bidder are displayed below the login block. Position the cursor on the Inquiry that you want to work on, and double-click or acknowledge with OK to open the P.30.27 Bidder Quotation screen.

Inquiries


Complete Quote

The bidder enters all quote information such as Unit Prices and Other Costs into the appropriate tab folders. When necessary, the bidder can add notes, propose alternates to line items, and attach documents to be sent to the buyer. The bidder can complete his quote in more than one step, when needed, over several days in multiple sessions.

Inquiries


Finalize Quote and Contractor Notification

When the Quotation is completed, the bidder finalizes the Quote using the button at the right. Depending on the setting of the Project Default ZP_QS_SIGN, the button is labeled Finalize Quote or Sign and Submit. Finalize Quote will lock the Quote for the bidder, and an email is sent to the Contractor notifying them about the bid. With Sign and Submit, some additional steps are needed before the Quote is locked and email is sent. First, the bidder is prompted to add his electronic signature. Entering the name and title, modifying the date when needed, and then clicking E-Signature electronically submits his signature.

Inquiries


Next, the bidder answers a secret question by typing in the answer and clicking the Submit button. The accuracy of the answer is checked against the answer stored in the system with the login request.

And finally, the bidder must agree with the Certification Statement by clicking the I agree button.

If any of these three steps fail or are canceled by the user, the signature is not stored and the quotation is not finalized. The progress must be re-started by clicking Sign and Submit again. When the e-signature, answer, and certification statement are properly submitted, the Quote is locked for the bidder, and an email is sent to the Contractor notifying them about the bid.

Inquiries



Subcontractors can access project-specific reference documents via the eSupplier screen. For example, these documents could be work rules, project procedures, or safety requirements. The Supplier/Subcontractor user logs in via eSupplier using his user name and password and selecting the Reference Documents option.

Then, click OK, select a project, and click OK again. The D.10.12 Document Sets screen appears. You can open the documents in the set for viewing purposes. To open a document, select the record, and click Open.

The ZX_DOC_SET project default must be specified for this functionality to work properly.

Reference Documents

Reference Documents



The details of the Subcontract Management System (SMS) are described in the SmartPlant Materials Subcontractor Management System (SMS) document. The system allows the management of a subcontract using the following workflows: All managed by Contract Administrator Allow Subcontractor to access and maintain own information Referring to the eSupplier functionality, this document will only focus on the subcontractor aspects of the SMS. The system allows the following data to be managed by either the Contract Administrator or the Subcontractor or both: Daily Work Journal

Summarizes work performed by the subcontractor : record schedule tasks completed; record manpower/labor worked by trade/class/hrs; allow cost coding of timesheets; record equipment on site; prompt for daily entry; link entries to associated records such as daily conditions, notices to comply, and safety notices.

Requests for Information Creates and manages RFI's, provides facility for collaboration, defines impact on cost, schedule and drawings.

Notices to Comply Provides a list of all Notices to Comply for the subcontractor.

Low tier Subcontracts Identifies lower-tier subcontractors with the ability to enter some data concerning them.

Progress Measurement Status progress, including progressing by dollars, hours, and percentages. Progress will be divided into three workflows defined by a progress type: Schedule of Values Measured Quantities Milestone Progress

Payment Application Management Invoice and payment management support, including applications for payment, check box for receipt of release of lien, with linkage to A/P for payment status.

Punch Lists Identifies and tracks completion of punch list items; by responsible company subcontract and work areas; status from initial inspection through sign-off; permit batch updates; show open and closed.

Deliverables/Submittals Identifies and Statuses submittals for each subcontract including deliverables such as bonds, insurance certificates, schedules, design documents, quality submittals, progress reports, as-builts, and warranty documentation.

Subcontractor Workload



Bonds Tracks Performance & Payment Bonds, Letters of Credit, and Other Bank or Parent Guarantees.

Insurance Provides a utility for managing insurance certificates by company, project, and subcontract, including identification of open certificates and expired certificates.

Field Work Directives Provides a list of field work directive that was issued to the subcontractor where progress can be entered.

Change Order Request (COR) The COR is a record and document that may be generated by the Subcontractor or by Contract Administrator defining and authorizing or rejecting a change. Sometimes referred to (or is the equivalent of) a Field Change Order.

Turnover Packages Identifies and tracks the status of turnover packages by subcontractor and by turnover package. Status might include a schedule, forecast, and actual date for completion of each turnover package, with commenting ability.

Closeout Activities Creates and maintains closeout checklist of deliverables, with dates and signoff for each deliverable. Documents post-closure actions such as return of confidential documents, warranties, non-disclosure agreements, and so forth.

To work on subcontracts assigned to his company, the Supplier/Subcontractor user logs in via eSupplier, using his user name and password and selecting the Subcontractor Workload option.



After acknowledging with OK, all projects with subcontracts available to work on are displayed below the login block. Position the cursor on the project to be worked on, and double-click or acknowledge with OK to open the SM.20.01 Subcontract Workload screen.

The Agreement Details button opens screen P.50.07 Agreement Details in read-only mode. That means the subcontractor can view all details of the selected agreement, but has no permission to change anything. The Subcontract Admin button opens screen SM.20.11 Subcontract Administration. This screen consists of several tab folders, with a separate folder for each of the above mentioned tasks.

For the details of the Subcontract Management workflow, read the SmartPlant Materials Subcontractor Management System (SMS) document.


1 1-Step Company Registration • 9



A Approval Templates • 20

B Bidder Quotation • 12, 52

C Company Profile • 32 Company Registration • 27

D DBA Settings • 25 Deactivate User • 46 Definition of 1-, 2-, or 3-Step Approval • 16

E eSupplier Login Features • 43 eSupplier Login Screen • 13

F Forgot Password or User Name? • 44

H Help • 44

I Inquiries • 47

L Level 1 Process Workflow Diagram • 47

Level 1 Process Workflow Diagrams • 9 Level 2 Process Workflow Diagram • 28, 48 Log Off • 43 Login Request • 29 Logon • 43

O Overview • 7

P Preface • 5 Prerequisites • 13 Project Defaults • 26

Q Qualification • 40 Question List Configuration • 21

R Reference Documents • 57 RFQ Email Notification • 50

S Setup of RFQ Email Notification • 49 Subcontractor Workload • 59

Index