unclassified eservices register version 2.0 how to go to market last updated 14 april 2015 norman...

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eServices register version 2.0How to go to market

Last updated 14 April 2015Norman Kennedy

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Revision Status• 2015 04 14 - Final 1.0

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Introduction

This Slide pack explains the structure of a Project within the eServices register version 2.o and how to create and issue an RFP.• The Contents are hyperlinked to the start of

sections start slide show to activate the links.• On each slide the home button returns you to

the contents page.

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Contents – Section Starting Points

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• Create a project - Introduction• Project Structure• Project Flowchart• Create project form• Tasks At Creation - Expanded View• Team at creation• Message Board at Project Creation• Events - An Introduction• Event Tabs• Rules• Suppliers• Content Tab• Lots• Summary• Navigate back the Project• Supplier View• The event closes• Award Event - Start

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How to access the eServices registerThis slide shows three ways to get to the home page of the eServices register (Ariba)

Option 1 - Use your bookmark to eServices register, bookmark the login page

Option 2 - Access via eServices Gateway www.procurement.vic.gov.au/eServices

Option 3 - Direct url: vicgov.sourcing.ariba.com

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http://www.procurement.vic.gov.au/eServices

http://vicgov.sourcing.ariba.com/

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eServices Login Page

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Press to check which browsers are supported

You can reset your password or find your login id.

Login id is case sensitive and is your email address

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Browser/Plug-in SupportCheck this occasionally for changes

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Check back as this will be updated over time

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Home Screen Showing Project Create

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New Tabs can be created and the content within the existing tabs can be changed

Select Create, then Sourcing Project

The News widget is highly recommended because it is used as a communication tool

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Contents High Level• Create a project - Introduction• Project Structure• Project Flowchart• Create project form• Tasks At Creation - Expanded View• Team at creation• Message Board at Project Creation• Events - An Introduction• Event Tabs• Rules• Suppliers• Content Tab• Lots• Summary• Navigate back the Project• Supplier View• The event closes• Award Event - Start

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Create a project - Introduction

The following slides show how to create a project and issue an RFP. As shown on the overview, a project is a container. The project contains the Team and various logs and message An RFP(event) is a document within a project. A project may have a number of independent events.Events are individually managed.

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Project Structure

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Project Flowchart

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The Ariba term for an RFI or RFQ is an Event. That term will be used throughout this presentation

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Create project form

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Create project form fields explained

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Shows the version of the template, the comment below will give a summary of changes

New requirement for normal projects or variation if this is a contract variation process

Use for Budget Estimate, this figure is used in reporting

Not normally used: Use to relate to a Predecessor Project (The previous project in your process that led to the creation of this project), this will populate the region, Department and Commodity with the values in the predecessor project.

Select No for real projects, this cannot be changed after a project is created

This will copy all the content of a previous project which you can then edit for the new project

Related to the project, is used for reporting

Use the commodity code used for the Contract Publishing System (CPS): 43: Information Technology Broadcasting and Telecommunications

Enter a brief description of the project, use terms that would make sense in a summary report

Project Title is not the same as the RFQ title, for clarity they should relate

If you answer yes a field appears, this is used for reporting only, it is good practice to include a budget

Note nothing on this screen is visible to a Supplier

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Create form completed

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Press Create

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Project Overview Page

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Project Tabs are explained in following slides

Project Overview

Overview Actions

You may exit and return to your project at any time, changes are saved automatically

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Project Overview Showing Actions

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Includes the project in the Watched Projects widget on the home screen

Only for test projects

Edit OverviewEnables you to edit any of the fields in the overview

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Home Screen Showing Watched Projects Widget and Recently Viewed

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Documents at Project Creation

The documents Tab contains documents associated with the project.

At creation it contains:• The Best and Final Offer template (BAFO)• The RFX Template, this can either be and RFP or RFI document depending on your choice when you create it.• The summary form which should be completed at the completion of the project. It enables the capturing of

original offers, BAFO results or negotiated changes.

As you will see in later slides, these documents can be copied and you can add other documents for your records.

In future we will also add information documents here for example the eServices flowchart and project overview document.

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Documents after Event Creation

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A document can be copied using the action menu before it is edited. In this case the Best and Final Offer. In this case the blank document is copied.

After it has been edited, use View Details and then the action menu on the event overview. In this case the completed document is copied

Copy

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Make a copy of a created Event

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Copy

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Create Screen to Copy an Event

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Showing the copied Event

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In this case the complete contents are copied including the selected suppliers.

Where you want to invite more than 100 suppliers this method minimises the editing required

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Showing RFP or BAFO Options

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Only the original copy of documents is linked to the task flow.

So because the BAFO is a type of RFP the copied versions give you the option of RFP or BAFO when it is created

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Quick Links Before editing an Event

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An event can be added to quick links before editing by using the drop down list in the Documents or Tasks Tab and removed using the Action drop down either in the Documents or Tasks Tabs or from the project home screen.

Quick Links creates a hyperlink within the Documents tab and also on the project home screen

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Quick Links After editing the event

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An event can be added to quick links after editing by selecting “view details” and then Actions.

View details

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Quick Links On overview screen

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Jum

p stra

ight t

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RFQ

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Tasks At Creation - Expanded View

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Tasks after some processing

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Tasks Collapsed View

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Expand /Collapse Task List

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Tasks where there are Multiple Events

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Not the multiple events are not shown in the tasks

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Team at creation

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Created by default

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Team - Add Members

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It is possible to have multiple entities for each field

May view and edit eventMust approve publication. Must be the person designated by Department policy

May view but not edit an event

Administrator access, hard coded

Owner populated by default, but others may be added in this screen

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Team Completed

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Showing team members allocated

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Team - Message to Project Approver

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This is the message a project approver gets when they are added to the team.

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Message Board at Project Creation

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Message Board - Message by email

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This is a facility would be useful where many people are involved in a project. This might happen where a number of related events are included in one project. Or where there is an evaluation team.

Post via e-mail gives the link

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Message Board - After activity

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Event Messages at Project Creation

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History at Project Creation

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Items can be grouped

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History at Project Creation - Filtered

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History Grouped

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Expand or Collapse for easy navigation

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History Collapsed

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Tasks action list at project creation

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For tasks without a document mark

the task started or completed to

indicate the status of that task

Task without Document

• A workflow was recommended by the eServices review. This is the Ariba version of a work flow.

• It is designed to lead you through a best practice procurement process.

• Therefore a number of tasks relate to good procurement practice and are not Ariba specific. So they just need to be marked as complete.

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Tasks - a task completed

45The task list may be filtered

The status of a task changes

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History - after task completion

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Actions Task with document

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Open to create RFQ

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Try to complete task without creating RFX

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A task which has a document attached can not be completed until the document is created

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Task Phase Changes

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Shows phase “in Progress”

Shows phase “complete”

The phase status is determined by the status of tasks within the phase

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Events - An Introduction

• In Ariba an RFP(RFQ) or RFI is called an “event” and is the mechanism for going to market. The following sections give more detail.

• Before an event is published it must be approved by a specified Departmental approver, the approver is generally defined by a Department’s Procurement group. In the current version of the eServices register, the project manager must select the project approver in the project Team Tab.

• The event has 4 parts:– Rules, this defines the opening and closing times– Suppliers, this defines who will be requested to respond, there is a

limitation of 100 suppliers for each event. It is possible to copy an event and therefore invite multiples of 100 suppliers.

– Content, contains the questions a supplier is required to answer and any information you may want a supplier to know.

– Summary, contains all the above sections, an event is “submitted” for publication from this section.

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Create an Event

The process has five steps:1. Create the event2. Specify the rules3. Add Suppliers4. Populate the content template, sections may be

deleted or added as required. Lots must be added5. Review and publish

The following slides show the detail is step 1, Create the event

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Steps to Create an Event

1. Create the eventA. Open the ProjectB. Navigate to the Tasks TabC. Navigate to RFX documentD. Select Open, this is the create stepE. Complete the overview informationF. Select RFP or RFIG. Create

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Create an EventStep 1D - Open the RFX document

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Open to create RFQ

Once the RFP has been created use edit to open it for editing

• RFX is a generic term to represent RFP(RFQ) or RFI

• The Ariba term for an RFI or RFQ is an Event. That term will be used throughout this presentation.

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Create EventStep 1E – Complete Overview

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This screen contains the overview information. It is different from the Project information, where there is only one RFQ in the event it is useful to use the same name and description

Include a short meaningful description

Use the commodity code used for the CPS: 43: Information Technology Broadcasting and Telecommunications

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Create EventStep 1F – Select RFP or RFQ

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Note Vic. Gov. only uses RFP and RFI from this list

Choose the event type RFI or RFP

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Create EventStep 1F – Select RFP

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Announce to overview screen and the message board

Currently there only one selection possible, there may be options in the future

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Create EventStep 1F – Select RFI

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Currently there only one selection possible, there may be options in the future

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Event Tabs

The following four slides show a quick view of the four tabs in an event.• Rules• Suppliers• Content• SummaryLater slides explore each tab in detail

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Rules

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Suppliers

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Content

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Summary

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Event Tabs

The following slides show in detail how to complete each Tab.• Rules• Suppliers• Content• Summary

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Exit

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• You may exit an event at any time• You will be given the options below

The project is the container for all events

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Rules

The following slide shows in detail how to complete the Rules Tab.

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Explanation of fields

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Define the time that the event will:Open: • use the publish date or• set a specific start date Close:• Duration or• Set a specific end date

Determines whether scoring functionality is enabled for this event. Select Yes to show the Scoring display option when you enter content. Select No to hide the Scoring display option when you enter content.

Can Project owner create response team by default, if yes, the newly invited suppliers will be response team automatically. A response team enables all of a supplier’s users to work on the one event.

Yes means you can see supplier responses as they are lodged. No means that the responses are treated like a closed tender box. They cannot be seen until the event has closed. Good practice is to select No. This option may be locked in the future

This email address may be any valid email address, it does not need to be an Ariba User.

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Suppliers

The following slides show in detail how to complete the Suppliers Tab.

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Suppliers Tab

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This tab allows suppliers to be searched for and then invited to respond to an RFP/RFI.

The search mechanism and other aspects are explained in following slides

This can be used when there are a large number of suppliers, especially where more than 100 are to be invited. The use of this Import will be explained in another document.

This posts outside the eServices register onto the Ariba Global Network. Its use is strongly discouraged.

This opens the supplier search dialog which is the same dialog as appears on the home screen.

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Search – Standard Screen

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These fields are selected or deselected to be shown on the search screen individually in the “Search Options” in the Fields part of the Search Options screen. The whole block is shown or hidden using options under the Views heading. See next slide

Note the search terms are used in an “or” mode, therefore any supplier with at least one of the terms will be returned.

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Search further information

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Do not use this option, it creates an approach on the Ariba Global Network outside the eServices register.

Search Options

Advanced search gives access to more search criteria

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Advanced Search

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The advanced search provides searches on elements of the Supplier Profile Questionnaire

Do not use these questions they are not used by the eServices suppliers

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Response Team

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The Ariba system is based on users.• Each user within a supplier is regarded as an individual contact point• If a supplier is invited, by default all the users are invited as individuals and all may respond to the RFQ individually. They can

not work on a single response. • It is possible to select which user/s to invite. • The alternative approach is to set a response team, in this case there is only one response possible from a supplier and all of

a supplier’s users may work on the single response. So this option should be the one you use normally.

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Content Tab

The following slides show in detail how to complete the content tab.• The content tab contains template content.• All of this content can be changed by you, you may copy, edit, move

or delete any of the sections/content questions. • sections/content questions and can be “dragged and dropped”• Additional sections/content questions can be added• Questions can be organised as sub-questions• Questions can contain attachments or request content to be loaded• Questions can be mandatory or optional• Questions may be set to be invisible to suppliers• In the template these questions are blue text to highlight that fact

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Select Content Tab

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Select the Content Tab

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Content Guide

• Read the instructions, written in blue, included in the template

• Once you have finished your edits you may prefer to delete these instructions, be aware that although the suppliers can not see these instructions the numbering remains the same so that they will see discontinuous numbering

• Please forward suggestions for improvement to the eServices inbox.

• The next couple of slides explain some common characterises and navigation mechanisms

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Edit controls 1

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Click box to select Click box to select all content

Select a question or all questions for editing

This will collapse the sections within the content section to aid navigation.

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Sections collapsed

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Edit Controls 2

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Select a question then select action

A question heading is a hyperlink so double clicking will also open the add and edit options

Hover over heading to show down arrow, pressing brings up Add/Edit menu

This slide shows various options for editing the content

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Drag and Drop

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It is possible to drag and drop questions, the numbering is adjusted automatically.

The questions can be dragged into and out of sections

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Complete the contract variables template

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For ease of access the Contract Variables document is contained within the template.

You can either download the variables document from here and modify it for this project or use a saved a copy edited previously.

Replace the dummy file with the contract variables modified for this project.

Hover over question and select edit to open dialog box

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Load modified variables document

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Update

Yes, so a supplier can see the question, No means that a supplier can not see the question

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Navigate to Contract Variables

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Browse to file

Select file and press OK

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Contract Variables Selected

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Pres

s Don

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Completed

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Lots

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• Lots are being used because numeric fields can not be reported by Ariba.• Lots can not be included in the template, they must be added to the content after the RFQ

has been created.• Lots must be included so that the RFQ can be “awarded”

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Add a Lot

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Press Project Cost to show add menu

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Lot Dialog

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Complete Name, Description and select basket with no items, see next slide

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Lot Dialog with Basket Dialog

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Give the lot a name and, if necessary a description.

VIP This must be Yes to make sure a supplier responds

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Added lots

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• Completed lot questions without a description look like this• You may add as many lots as you require

* Indicates a mandatory question

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Questions imported from the SPQ

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Supplier Profile Questionnaire (SPQ)• Completed by all suppliers and attached to their profile which is accessible by all buyers• A set of questions from the SPQ have been added to the content template• If a supplier has completed these questions in their SPQ they will not need to complete them

again, their answers will be copied into their responses automatically• Because of the low barrier to entry nature of the register some of theese questions are

optional at the time of registration.• They should be mandatory at the time a request for quotation is issued so you shoul dmake

these questions mandatory

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Make a Question Mandatory

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This makes the question mandatory

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View an event as a participant

• It is good practice to view the as a supplier will see it before you publish it

• The following slides show this process

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Menu

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Press actions and select a supplier to be able to view as that participant

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View as Participant

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This enables you to the see the exact view a supplier will see including the Response History format, note that the content of the questions copied from the SPQ will be populated with the information contained in their SPQ

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Summary

The following slides show in detail the SummaryTab and the approval to publish process.The summary tab allows you to look at the complete content of the event

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Summary

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Scroll down to see the complete event structure, once you are satisfied with the content, press the submit button. You will not be able to submit if there are errors, any errors will be noted at the top of the screen.

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Approval

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Showing an error that needs to be fixed

After error has been fixed and “submit” pressed

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Pending Publish Approval

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Event after submit for approval

Now a message has been sent to the approver

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Approval Task

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This slide is included for information, buyers do not see this screen

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Approval Task Full

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Navigate back the Project

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Use the actions button to view Project, this will return you to the project view at any time.

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Task View - In Approval

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History – In Approval

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Approval Task on Home Screen

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The Approvers View


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Project Approval Flow

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Before Approval

After Approval

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Publish Approval Screen

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The approver may view, approve or deny with or without comment to the buyer

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Publish - Approved

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You may add comments or documents

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Monitor event

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You can not edit an open event, instead you can monitor it

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Change Timing for Published Event

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You may change the duration an event is open, pause or stop the event by using the action menu.

These changes do not require further publish approval

You can also edit from the Action menu, any changes will not be visible until they are published.

The published event remains active until an update is published.

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Publishing a modified event

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You have the options below when updating an event

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Supplier View

• The following slides show what a supplier sees

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Supplier proposal screen

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This is the supplier view included for your information

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Supplier inbox

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Invitation email to supplier

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Supplier Accepts Prerequisites

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Prerequisites

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Supplier View – select lots

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A supplier must select lots and then submit lots to be able to access the rest of the content. This is the supplier view included for your information.

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Supplier – Response Submitted

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Supplier – Inbox event time reduced

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Supplier Advice – Event time reduced

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Supplier – Account Information

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Supplier Dashboard showing events

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The event closes

• The following slides show what happens when an event closes

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Event Closed

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Event Log

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The log is only visible only after the event closes

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Messages showing event closing

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Supplier email advising event closed

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Award Event - Start

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Select Scenario Tab

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Award the Lots in Scenario

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Award the lots and then submit for award

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Award Confirmation

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Scenario tab after award

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Award Tab after award

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Complete Project Summary

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Open summary document

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Complete summary documentComplete and Save

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Tasks all complete

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Event messages showing award

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History after award

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Supplier Award Notice

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Event completed

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