efusion Quick Reference March 2014 Enhancements Contents

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1 Contents Team Tab... 2 Collaborating with Team Members... 2 Program Owner... 3 Company Collaborators... 3 RFP Owners... 4 Permissions... 4 Supplier Contacts... 5 Export and Print... 5 User Titles... 5 Program Close Out Improvements... 6 Program File Cabinet... 6 Supplier Ratings & Reviews... 6 Rate & Review per Program... 6 Sent RFPs Search Changes... 7 Page March 2014 efusion Enhancements

2 Team Tab Collaborating with Team Members We are excited to introduce the new Team tab to the existing efusion Program file. Now, users will be able to invite collaborators to any program in Eved and control on a very detailed level how they will be interacting within the program. Page March 2014 efusion Enhancements

3 The Team tab consists of the following sections: Program Owner Once a program has been created in Eved, the Team tab will be activated. Whoever was selected as the Program Owner when creating the program will be automatically set as the Program Owner in the Team tab. If you have access to this program, you can change the Program Owner to any other user at your company at any time by clicking Change and using the drop down menu to select the new Program Owner s name. Click Save to lock in this change. Program Owners by default have all permissions, but you can update these at any time. Company Collaborators To add additional Collaborators to this program, click the Add Collaborators button at the top of the Team tab. This will open the Add Collaborators window, where you can use the Company Member drop down window to invite as many users as you would like to work with you on this program. Enter an optional Custom Message that will show in the notification sent to these Collaborators, and click Save to send the notifications out. Page March 2014 efusion Enhancements

4 RFP Owners As RFPs are sent out in a Program in Eved, each RFP has an RFP Owner. RFP Owners will automatically be added as a Collaborator in the Team tab, and they will by default have the Receives RFP Notifications permission. Permissions Once you ve added Collaborators, you ll be able to use the Permissions section to control program permissions and notification settings for users on this team. The following permissions settings are available for each user added to the Team tab, including the Program Owner: Receives RFP Notifications: User will be copied on any RFP notifications related to this program, including when: o Changes are made to the RFP, such as adding/removing events, adding/removing suppliers, editing fields like the response due by date, or cancelling the RFP. o Suppliers send responses and upload documents. o Business is awarded and declined for suppliers. Receives PO Notifications: User will be copied on any PO notifications related to the program, including when: o Scope of Services are created by suppliers. o Documents are uploaded to the PO File Cabinet. o Payments are requested by or sent to suppliers. o PO Invoices are created by suppliers. o Line item notes are added by your supplier to a Scope of Service or PO. Page March 2014 efusion Enhancements

5 Receives Status Notifications: User will be copied on any general program status notifications, including: o Program close out notifications Display on POs: User s name and title will be displayed on POs sent to suppliers. Can Invite to Program: User can invite other existing company users to become collaborators on this program, as well as remove collaborators from the program. They will also be able to change permissions for collaborators and program owners. The Program Owner will automatically be given the Can Invite to Program permission and this permission will not be able to be removed from their Team tab settings. Additional users without the Can Invite to Program permissions can also have the ability to add, delete, or change permissions for a collaborator. The following users will be able to add and update collaborators and their permissions in any program: Any user who is an admin. Any user who has the Programs Create Programs permission. Any user who has the Programs Create RFPs permission. Supplier Contacts The Supplier Contacts lists all suppliers who have been awarded business on an RFP within this program or have a PO for this program. This section will show the Name, Address, and Office and Mobile Phone number of the main supplier representative at each supplier company. Export and Print You are able to Print or Export the Team list for any program in PDF, Word or Excel format, using the Export button at the top of the Team tab. Click Export and select your desired file format. This is a great document to have on hand at site visits or during the program. User Titles Your admin can set specific titles for users in the Team Tab that will show to your suppliers in two different ways. When they add users under Admin > Users, they can give users Titles. Set your own title by clicking My Account at the top of any page on Eved, entering in a Title and clicking Save Changes. Admins can provide additional title options in Settings > Program > Team Tab. Titles added here will be available in the Team Tab for every program as a drop down menu, allowing you to set titles for collaborators on a per program basis. Page March 2014 efusion Enhancements

6 Program Close Out Improvements Now at the time of program close out, users will be able to send a note to all suppliers who have POs in the program by using the Add a Note section and checking the box next to Share with Suppliers. You can also add a note for your internal team only if you do not check the box next to Share with Suppliers. Program File Cabinet There is now a Program level File Cabinet for all internal company documents related to your overall program. At close out, you ll be able to add additional Program Documents quickly and easily from the Close Program screen. Click Save and Review Suppliers to complete the close out process. Supplier Ratings & Reviews Rate & Review per Program While you have always had the ability to Rate & Review your suppliers through Eved, you can now rate suppliers on their performance in relation to a specific Program. The new Supplier Reviews tab will become available within a program once the first supplier is awarded business on an RFP. To help remind users to use the new Supplier Reviews feature, when you close out a program in Eved, you ll be taken directly to the Supplier Reviews tab. Additionally, the Program Owner will receive an reminder one day and seven days after close out. To review a supplier, click Rate & Review and answer your company s custom survey questions in the Send Supplier Rating screen. Click Submit to save your review in Eved and send an notification to your supplier. Page March 2014 efusion Enhancements

7 After you review a supplier, their name will move to the Suppliers You ve Already Reviewed section. A supplier can only be reviewed once per program. Click View Review to view your rating for this supplier. Use the Export All Reviews button at the top of the Supplier Reviews tab to export all reviews in a PDF or Excel file. Sent RFPs Search Changes We also allow you to view supplier ratings in your Sent RFPs search table. Use the arrow icon to the right of the search table. Select the Program Rating column (note that you must select no more or no less than eight columns to run a search) and click Apply to run your search. You ll now see Program Rating as a column on your search table. Use the column to see each supplier s rating for this RFP. Use the icon to export your search to Excel. Page March 2014 efusion Enhancements

8 Search by Date Ranges efusion Quick Reference In Eved s new search tables, you will now be able to search any date related field by date range. Search by quarter or year, or use our calendar tool to select a specific date range to run your search. Searching by date range is available in the following areas in Eved: In the Programs section: o Programs o Specific Program > RFPs tab o Specific Program > POs tab o RFPs > Sent RFPs o POs > Sent POs In the Admin section o Users > Roles Page March 2014 efusion Enhancements