tender management - mpwrd
TRANSCRIPT
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 683
Tender Management
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 684
Tender Management
Developed by: Tech Mahindra Ltd
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 685
TABLE OF CONTENTS
1. MODULE DESCRIPTION........................................................................................................................ 687
2. PROCESS DIAGRAM............................................................................................................................. 688
3. MODULE FEATURES ............................................................................................................................ 689
3.1 SECURITY FEATURE .................................................................................................................... 689
3.2 SEARCH ..................................................................................................................................... 689
3.3 UPLOAD/DOWNLOAD UTILITIES: ................................................................................................... 689
3.4 HINDI/ENGLISH SUPPORT ............................................................................................................ 689
3.5 REGISTER TENDER DETAILS ........................................................................................................ 690
3.6 VIEW/UPDATE TENDER DETAILS................................................................................................... 690
3.7 BID EVALUATION ......................................................................................................................... 690
3.8 REPORTING FEATURE.................................................................................................................. 690
3.8.1 Module Reports: .................................................................................................................................. 690
4. ROLES AND PERMISSIONS ................................................................................................................... 690
5. HOW TO ACCESS TENDER MANAGEMENT MODULE............................................................................... 691
5.1 FROM EIMS HOME PAGE ............................................................................................................ 691
5.2 USING A DIRECT LINK ................................................................................................................... 693
5.3 ROLE BASED SCREEN ACCESS .................................................................................................... 693
5.3.1 Module Admin ..................................................................................................................................... 694
5.3.1.1 Register Tender.................................................................................................................................... 694
5.3.1.2 Publish to Portal................................................................................................................................... 695
5.3.1.3 Press Note ............................................................................................................................................ 695
5.3.1.4 Bid Evaluation ...................................................................................................................................... 696
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 686
5.3.1.5 Upload Annexure in Bid Evaluation .................................................................................................... 697
5.3.2 Data Entry User (Login Role: EE) ......................................................................................................... 698
5.3.3 Monitoring Officer (User Roll: EE, Administrator)............................................................................. 698
6. CASE STUDY........................................................................................................................................ 702
STEPS IN TENDER MANAGEMENT PROCESS ............................................................................................. 702
6.1 Register Tender.................................................................................................................................... 702
6.2 Publish Tender ..................................................................................................................................... 704
6.3 Press Note ............................................................................................................................................ 704
6.4 Bid Evaluation ...................................................................................................................................... 705
6.5 Reports ................................................................................................................................................. 707
6.5.1 P.Q. Doc Reports .................................................................................................................................. 707
6.5.2 Form B .................................................................................................................................................. 710
6.5.3 BER Form .............................................................................................................................................. 711
7. REFERENCES ....................................................................................................................................... 713
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 687
1. Module Description
Tender Management module facilitates effective management of various activities for tendering and procurements. This module coupled with the Procurement Management system handles indent details, their approvals, demand note, contract list, placing the orders, evaluating tender document details, records of guarantee details and other related points.
The activities specific to this module includes creation of tenders, press notes, tender publication and bid evaluation process.
Basic Definitions
Tender Process: Tender usually refers to the process whereby governments and financial firms
invite bids for projects that must be submitted within a finite deadline.
Bid: Bidding is an offer (often competitive) of setting a price one is willing to pay for something. A
price offer is called a bid.
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 688
2. Process Diagram
The following process chart is useful for understanding the overall flow of the Tender e-process modeled in EIMS as per WRD specifications.
Overall Tender Management Process:
Start
PQ Doc
B FormLogin as EE/
Adminstrator
Create Tender
Format
Invite bid
Press Note
Publication
on EIMS
Portal
Multiple Bid ReceiveBER : Award bid
to lowest bidder.Yes
Award Tender
No (Single bidder)
Bid Evaluation
Report
Publish to PortalEIMS Portal
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 689
3. Module Features
The key features of the modules are listed below:
3.1 Security Feature
The module has login based permissions and access. It means one user can‟t access or remove/update the information registered by EIMS user. Also some of the screens or facilities in the modules are extended as per the roles.
Note to the user:
Please do not share your login and password with other users
Please update your password regularly
3.2 Search
EIMS gives search facilities for retrieval of data. On the search screen the user is required to enter key phrases to enable search. The various search screens available in Tender Management module are as follows:
Search Tender details: Facility to search Tender details. Available search parameters are G Schedule and N.I.T. No.
3.3 Upload/Download Utilities:
EIMS provides facilities to:
Upload Press and Articles in excel format
Given Provision to upload annexure of BER in excel format.
Note to the user:
For Importing of data please ensure that the excel sheet in required format is used and the data is verified before upload. Wrong data or erroneous entries in the import excel sheet will cause the application to throw an error. In such a case, please ensure correctness of excel fields, excel format.
3.4 Hindi/English Support
The module has provision to switch between Hindi and English. For data entry forms, the data entry is possible in English and Hindi. The form fields can toggle between Hindi and English.
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 690
3.5 Register Tender Details
This feature allows registering tender details including pre-qualification criteria and key dates for tender.
3.6 View/Update Tender Details
This feature allows to view and update tender details.
3.7 Bid Evaluation
This feature allows evaluating bid details by comparing bidder‟s qualification.
3.8 Reporting Feature
3.8.1 Module Reports:
Pre-Qualification Doc Report: - Pre-Qualification Document is used to show clear
requirements & criteria for the bidder. BER Form: – This report shows Bid Evaluation Details on a particular tender. It includes Bid
comparison of different bidders, qualification details, equipment details, work details, etc.
Note to the user:
The reports can be downloaded in pdf/excel format for taking print outs or keeping office records.
4. Roles and Permissions
This module has role based access and permissions and the permissions for the screens are listed below for reference:
Screen/Process
Permission
Provisioned Roles
EE Administrator
Tender Register, View, Edit Register, View, Edit
Press Note Register, View, Edit View
Publish Tender Publish Publish
Bid Evaluation Register, View, Edit Register, View, Edit
Report Generate, View Generate, View
Note to the user:
Please note that based on the user privileges some screens may or may not be visible
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 691
5. How to Access Tender Management Module.
5.1 From EIMS Home Page
EIMS ds varxZr Tender Management Module Access djus ds fy;s fuEu steps dk vuqlj.k djsa&
Address box esa www.mpwrd.gov.in type djsa vkSj enter button nck nsaA (In the address bar type
www.mpwrd.gov.in then press enter button to visit Water Resources Department's Web Site).
fuEukuqlkj Portal dk home page open gks tkrk gSA (Following home page of portal will be open)
Address box
Click here
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 692
Tender Management Module open djus ds fy;s home page esa EIMS Login option click djsaA Login ID ,oa
Password Enter djsa ,oa login button ij click djsaA (To open Tender Management module Select EIMS login
from home page,Enter Login ID and Password then click on “Login” button.)
Click here
Click here
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 693
lQyrk iwoZd y‚fxu gksus ij] home ist uhps nh xbZ Ldzhu dh rjg çnf'kZr gksrk gSA (Upon Successful
Login, home page of module is displayed.)
5.2 Using a direct link
Click on this link to access module https://eims1.mpwrd.gov.in/tender/control/main. You see
5.3 Role Based Screen Access
The roles in EIMS can be any of the following:
Admin role - is for provisioning of Register/edit/remove details
Data Entry role –is for entering of Register/edit/remove details
Supervisory role –is for review/approval/rejection/modification of data
Decision making role –is for viewing of report and decision making
The various screens as per role are listed in the sections below.
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 694
5.3.1 Module Admin
The module admin role has access to the following screens:
5.3.1.1 Register Tender
Role EE Administrator Access Permission Register Register
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 695
5.3.1.2 Publish to Portal
Role EE Administrator Access Permission Publish/Unpublished Publish/Unpublished
5.3.1.3 Press Note
Role EE Administrator Access Permission Register/Update/View Register/Update/View
Click here
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 696
5.3.1.4 Bid Evaluation
Role EE Administrator Access Permission Register/Update/View Register/Update/View
On Click „Next‟ button see below screen.
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 697
5.3.1.5 Upload Annexure in Bid Evaluation
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 698
5.3.2 Data Entry User (Login Role: EE)
Data Entry user role is same as admin role.
5.3.3 Monitoring Officer (User Roll: EE, Administrator)
5.3.3.1 P.Q. DOC Report
Role EE Administrator Access Permission Generate, View, Print Generate, View, Print
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 699
5.3.3.2 Form B
Role EE Administrator
Access Permission Generate, View, Print Generate, View, Print
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 700
5.3.3.3 BER Form
Role EE Administrator
Access Permission Generate, View, Print Generate, View, Print
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 702
6. Case Study
Steps in Tender Management Process
Steps to be taken for Tender Management are:
1. Register Tender 2. Publish Tender 3. Press Note 4. Bid Evaluation
6.1 Register Tender
Primary Role: Administrator, EE
Operations:
1. Login as Administrator/ EE 2. Click on Register Tender 3. Fill all required Fields of form 4. To save the record Click on ‘Save’ button, after clicking on ‘Save’ Button tender is
registered successfully
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 703
On click „Save‟ see the following screen. User can also edit tender details.
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 704
6.2 Publish Tender
Primary Role: Administrator, EE
Operations:
1. Login as Administrator/ EE
2. Click on „Publish‟ button.
Similarly, Unpublished of tender can be done.
6.3 Press Note
Primary Role: Administrator, EE
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 705
Operations:
1. Login as Administrator/ EE 2. Click on Press Note
3. Fill all required Fields of form 4. To save the record Click on ‘Save’ button
6.4 Bid Evaluation
Primary Role: Administrator, EE
Operations:
1. Login as Administrator/ EE 2. Click on Bid Evaluation button
3. Fill all required Fields of form 4. Click on next button 5. Fill all required Fields of form 6. Click on add to BER button 7. Fill all required Fields of form 8. To save the record Click on ‘Save’ button
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 706
Click on „Next„ button below screen is display.
Click on add to BER button
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 707
6.5 Reports
Report Button ij click djds tender dh report dks view dj ldrs gSA
6.5.1 P.Q. Doc Reports
Primary Role: Administrator, EE
Operations:
1. Login as Administrator/ EE 2. Click on Search button 3. Click on PQ Doc link.
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 708
Click here to Search Tender
Click here to view PQ Doc
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 710
6.5.2 Form B
Primary Role: Administrator, EE
Operations:
1. Login as Administrator/ EE 2. Click on Search button 3. Click on Form B link.
Click Here to Search Tender
Click here to view Form B
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 711
6.5.3 BER Form
Primary Role: Administrator,EE
Operations:
1. Login as Administrator/EE 2. Click on Search button 3. Click on BER link.
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 712
Click here to Search Tender
Click here to view BER Form
Tender Management
Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 713
7. References
S. No. Reference Documents
1 Department Structure, Proposal Documents provided by WRD
2 Discussions and Minutes of Meetings from various discussions and suggestions.
3 EIMS Task 1 – 4 Reports, TechM
4 MTR I – III, DHV
5 A Compilation of Technical Circulars for Irrigation Works in Madhya Pradesh, B.R. Banga.
6 Department Structure, Proposal Documents provided by WRD
7 Discussions and Minutes of Meetings from various discussions and suggestions.
8 Feedback received from online Track <www.mpwrd.gov.in/itmgmt>
9 SRS and Design Documents of the module.