Procurement Management User Guide

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1 IBM TRIRIGA Version 10.0 Procurement Management User Guide Copyright IBM Corp i

2 Note Before using this information and the product it supports, read the information in Notices on page 232. This edition applies to version 10, release 0, modification 0 of IBM TRIRIGA and to all subsequent releases and modifications until otherwise indicated in new editions. Copyright International Business Machines Corporation All rights reserved. US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

3 Contents ABOUT THIS GUIDE... 1 Conventions... 1 Intended Audience... 1 Prerequisites... 1 Support PROCUREMENT MANAGEMENT... 2 Bidding Process... 3 Request for Proposal (RFP)... 3 Request for Quote (RFQ) PROCUREMENT PORTALS... 4 Home Portals... 4 Project Manager Portal... 5 Inventory Manager Portal... 5 Contract/Purchasing Manager Portal PROPOSALS & CONTRACTS... 7 Proposals... 7 Accessing the Proposals Menu... 9 Bid Document... 9 Bid Response from Vendor(s) Copyright IBM Corporation 2011.

4 Bid Clarification Request for Proposal (RFP) RFP Response from Vendor Request for Quote (RFQ) Document RFQ Response from Vendor(s) Contracts Accessing the Contracts Menu Standard Contract Standard Contract Change Order Prime Contract Blanket Purchase Order Service Agreement PRODUCTS, SERVICES & CATALOGS Inventory Setup Accessing the Inventory Setup Menu Products Services Product Catalog Request Catalog PURCHASES & PAYABLES Requisitions & Purchase Orders Accessing the Requisitions & Purchase Orders Menu Credit (Procurement) Card Purchase Requisition Purchase Order Receiving

5 Returns Invoice Manager Payables Accessing the Payables Menu Contract Invoice Task Invoice Utility Invoice Purchase Order Invoice Payment Release INDEX

6 About This Guide This guide describes the procedures for operating, modifying, and maintaining the Procurement Management application. The guide contains descriptions of the various tabs and their functions. Conventions This document uses the following conventions to ensure that it is as easy to read and understand as possible: Note A Note provides important information that you should know in addition to the standard details. Often, notes are used to make you aware of the results of actions. Tip A Tip adds insightful information that may help you use the system better. Attention An Attention notice indicates the possibility of damage to a program, device, system, or data. Intended Audience This guide is for procurement professionals, project managers, inventory managers, contract managers, purchasing managers, and system personnel responsible for setting up, tracking, and maintaining precise procurement details including proposals, contracts, inventory setup, requisitions, purchase orders, and payables. Prerequisites This guide assumes the reader has a basic understanding of the IBM TRIRIGA Application Platform and the fundamental concepts required to operate the Web-based IBM TRIRIGA system. Support IBM Software Support provides assistance with product defects, answering FAQs, and performing rediscovery. View the IBM Software Support site at Copyright IBM Corporation

7 1. Procurement Management Organizations need real-time access to their suppliers, whether it is to send suppliers a purchase order or receive an invoice, to accept a specially negotiated catalog, to collaborate over a complex product configuration, or to negotiate a contract agreement. Buyers and suppliers require an integrated, flexible Procurement Management solution to connect, manage content, and collaborate effectively. By better managing the interactions (between buyers and suppliers), organizations can have greater control and visibility, improve product and service quality and delivery, and drive additional savings through more effective and streamlined processes. IBM TRIRIGA Procurement Management module provides a complete set of products and services to ensure optimized supplier interaction and performance throughout the entire Procurement lifecycle. It offers a centralized and complete electronic process for procurement that enables full electronic vendor participation. This function enables users to create, log, and track contracts, purchase orders, and other commitments. Users can log and track applications for payment, change orders, shipping notifications, invoices, and receipts against those commitments. Procurement Management module contains complete solution for bid and other procurement methods such as RFP and RFQ. Users or the purchasing department requesting the goods or services can electronically create, send, analyze, and award bids. Vendors or Manufacturers can respond to the bid by simply completing the step-by-step form provided and can send their response online (electronically). Upon bid award, contracts, and purchase orders can be dynamically generated from the original bid, eliminating redundant data entry, costly errors, and ensuring the accuracy of committed records. The Procurement process typically is initiated when a particular requirement is identified and a request is submitted to the Purchasing Department. The assigned purchasing officer or other authorized business representative selects the best procurement method. If Blanket Purchase Orders or Service Agreements are already in place with a vendor (service provider) and Products or Services have been negotiated already, then the Purchasing Agent can issue a Purchase Order (release) against the existing contract. If no current contracts exist for the requested material or service, then the RFQ is sent to selected product manufacturers or vendors. Otherwise, the purchasing department or the requestor (of the product) can initiate a bidding process. Copyright IBM Corporation

8 The following diagram provides a pictorial representation of the various procurement methods that are managed in IBM TRIRIGA. Procurement Process Flow An overview of the various procurement processes is presented below. Bidding Process The Bidding process is used to select a desired vendor for subcontracting a project or for purchasing products and/or services that are required for a project. Bid records contain the specifications of the project or details of the products and/or services to be purchased. Once created, Bid records are sent to a group of vendors for response. Once the vendors responses have been received and logged, a Bid is awarded to the successful vendor, and the system automatically creates a Standard Contract record from the Bid details and response information already entered in the system. Request for Proposal (RFP) This RFP process is used to request pricing and delivery on additional products or materials from a vendor who has already been awarded a Standard Contract for a project. After associating the RFP record with an existing Standard Contract, the user can create a new cost form or import the existing contract line items. Once RFP has been issued and the response received back from the vendor, the Project Manager role can analyze the response and later create a Purchase Order or Contract change order. Request for Quote (RFQ) An RFQ is used to select a vendor for purchasing products or services for a project. Once the RFQ is issued, vendor responses are logged in the RFQ record. Once all responses have been received and analyzed, the RFQ is awarded to the successful vendor and the system automatically creates a Purchase Order record to purchase the required products or services. This purchase activity is considered a one-time commitment against the project. Copyright IBM Corporation

9 2. Procurement Portals Home Portals Your IBM TRIRIGA Home page is your entrance into the IBM TRIRIGA application. From your Home page, you can review your Home portal or use the menu system to navigate to process portals available to your role. Use your Menu Bar to navigate to other available portals. Based on your role, your IBM TRIRIGA application may consist of one or many portals. When you sign into the IBM TRIRIGA application, you are taken to your Home portal. When you sign in as a Project Manager user role, the Home portal is the Project Manager portal. When you sign in as an Inventory Manager user role, the Home portal is the Inventory Manager portal. When you sign in as a Contract/Purchasing Manager user role, your Home portal is the Contract/Purchasing Manager portal. The setting of the Home page as well as the Project Home page is set in your My Profile record, in the Default Portal section. For example, your profile might contain the following Default Portal section settings: Home Page: Home Contract and Purchasing Manager Portal Project Home Page: Home Project Container Portal Menu: TRIRIGA Global Menu Project Menu: TRIRIGA Project Container Menu Sitemap?: (Selected) Disable Company Level?: (Not selected) Note Based on your role in the company and your security and license access, your Home portal or process portals may be different. However, it will contain a combination of the components and section types described in this discussion. In turn, each IBM TRIRIGA portal consists of Portal Sections. Each portal section performs a specific function and/or displays data pertinent to your business role. The portal sections you have in your portal have been configured by your Application Administrator for your role in the system. Note For more information on portals and portal sections, refer to the IBM TRIRIGA 10 Getting Started User Guide. Copyright IBM Corporation

10 Project Manager Portal Here is an example of the Project Manager Home portal for a Project Manager user role. Welcome Bar Including Welcome, Max Project (a Project Manager role), Sign Out, Sitemap, Support, and Help links. Company Logo Including the IBM TRIRIGA company logo, Company Project Toggle, and Project Selector. Menu Bar Including the Home, My Reports, Requests, Projects, Tasks, Contracts, and Procurement first-level menu items. Page Title Bar Including the Home page title, Personalize link and My Bookmarks link. Portal and Portal Sections A Project Manager home portal, including the following portal sections: (1) Reminders Projects, (2) Performance Metrics Projects, (3) Related Links Projects, (4) My Active Projects, (5) Project Schedule Variance, (6) Current Budget to Forecast, and (7) Project Locations. Inventory Manager Portal Here is an example of the Inventory Manager Home portal for an Inventory Manager user role. Welcome Bar Including Welcome, Iven Tory (an Inventory Manager role), Sign Out, Sitemap, Support, and Help links. Company Logo Including the IBM TRIRIGA company logo, Company Project Toggle, and Project Selector. Menu Bar Including the Home, My Reports, Requests, Tasks, Maintenance, Inventory, Contracts, Procurement, and Portfolio first-level menu items. Page Title Bar Including the Home page title, Personalize link and My Bookmarks link. Portal and Portal Sections An Inventory Manager home portal, including the following portal sections: (1) Reminders Inventory, (2) Related Links Inventory, (3) Quick Find (Inventory), (4) Inventory On Hold Pending Issue, (5) Purchase Requisitions, and (6) Purchase Orders. Copyright IBM Corporation

11 Contract/Purchasing Manager Portal Here is an example of the Contract/Purchasing Manager Home portal for a Contract/Purchasing Manager user role. Welcome Bar Including Welcome, Connie Track (a Contract/Purchasing Manager role), Sign Out, Sitemap, Support, and Help links. Company Logo Including the IBM TRIRIGA company logo, Company Project Toggle, and Project Selector. Menu Bar Including the Home, My Reports, Requests, Contracts, and Procurement firstlevel menu items. Page Title Bar Including the Home page title, Personalize link and My Bookmarks link. Portal and Portal Sections A Contract/Purchasing Manager home portal, including the following portal sections: (1) Reminders Contracts Contract Manager, (2) Performance Metrics Contracts, (3) Related Links Contracts Contract Manager, (4) Contract Current Commitment and Invoiced to Date, (5) My Active Proposals, (6) My Contracts, (7) My Purchase Orders, and (8) Pending Purchase Requisitions. Copyright IBM Corporation

12 3. Proposals & Contracts Procurement Process Flow > Proposals & Contracts Proposals With the Purchasing module, you can initiate the purchasing process (of goods) and also the sub contract process (services). Usually, organizations outsource (subcontracts) some of its function in order to focus on their core capabilities. Bidding is a procurement method by which an organization can select the appropriate vendor: For purchasing the required goods or To complete sub-contracted work within the estimated budget and time. The bidding process is initiated when the Project Manager role creates a bid describing the specifications and estimated cost of the project. The bid that is created is sent to a number of proposed vendors for their response. These vendors can analyze the bid and calculate the cost at which they can complete the project. Every vendor responds to the bid with the details of the products and services that are needed and also the overall cost required to complete the project. The Project Manager role can then examine the responses and select a vendor company that meets the requirements of the project within the approximate budget allotted by the organization. In IBM TRIRIGA, the Procurement > Proposals page is designed so that the user can create and manage bids effectively. The entire bidding process is done using this module. This module has three business objects namely Bid Documents, RFP, and RFQ Document. Copyright IBM Corporation

13 Bid Proposal Process Flow RFQ Proposal Process Flow RFP Proposal Process Flow Copyright IBM Corporation

14 Accessing the Proposals Menu Using the Procurement > Proposals menu, you can create and manage bids effectively. You can initiate the bidding process by creating a new Bid Document record entering all the specifications regarding purchasing goods or about the services (that have to be sub contracted). Use the following procedure to access the Procurement > Proposals menu. To Access the Proposals Menu Step 1 Sign in with the proper Project Manager or Contract/Purchasing Manager role. Step 2 From the Menu Bar, click Procurement > Proposals to access the Proposals menu. Step 3 From the Proposals menu, click the desired menu item. Bids Bid Clarifications Requests For Proposals Requests For Quotes Bid Document The first step in the bidding process is to create a Bid Document record. A Bid Document record is used to add all the details and specifications required by the vendors to send their response. Creating a Bid Document Use the following procedure to create a new Bid Document record. To Create a Bid Document Step 1 From the Menu Bar, click Procurement > Proposals > Bids to open the Bid Documents results page. Step 2 Review the page that appears. The page displays a list of Bid Document records. Click Add to add a new Bid Document record. Step 3 Review the form that appears. Specify the details regarding the Bid Document record. General Tab The General tab gives basic details about the bid such as the ID number, name, status, default currency that will be used, contact person details, etc. Copyright IBM Corporation

15 General Section ID Revision Status A unique number identifying the Bid Document record. This number is automatically generated and displayed by the system at the time of creating a Bid Document record. The system displays the revision number indicating the number of times the current record is revised. You can revise/modify the record by clicking the Revise action that is displayed on the Action bar. Note Each time you revise or modify the record, the value displayed in this field gets incremented by one. The system displays the current status of the Bid Document record being created. The different statuses of the Bid Document record are explained below. Draft Indicates that the Bid Document record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the Action bar. Review In Progress - Indicates that the record has been sent for approval and is yet to be approved by all the members in the distribution list. The system generates this status on clicking the Issue action in the Action bar. Issued The system automatically changes the record from Review In Progress state to Issued status when all the members in the distribution list have approved the record. Revision In Progress Indicates that the record is being modified or edited for further changes. The system generates this status when you click the Revise action in the Action bar. Routing In Progress Indicates that the record is sent to the vendors for their response. The system generates this status on clicking the Complete action in the action bar. Completed The system automatically changes the record from Routing In Progress state to Completed status when all the vendors (to whom the bid document was sent) have responded. Retired Indicates that the record is removed temporarily from the active management list. The system generates this status when you click the Retire action in the Action bar. History - When the Bid Document record is revised, for each revision a copy of the record gets saved in the History state. Copyright IBM Corporation

16 General Section Note On selecting the History option in the Related Reports drop-down status list (displayed in the Bid Document results page), the system retrieves and displays all the records that are revised at different stages. The system also displays the Bid Document record (saved in the History status) as a line item in the Revisions section of the current record. Name Date Description Enter a unique name to identify the Bid Document record that is being created. Select the date on which the Bid Document record was created. By default, the system displays the current date. Tip Calendar facility is available. Enter a brief description about the bidding item or service. Currency Use the List icon to select the currency type that will be used for all the cost related fields. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page. By default, the system displays the currency set by your administrator. Details Section Conversion Group Use the List icon to select the conversion group that will be used for all the cost related fields in the record. The system displays all the options (LIBA, Wall Street, etc.) that are defined for the Conversion Group in the Tools > Lists page. Currency Exchange Date This field displays the date and time on which the currency was traded. Use the Calendar icon to select the date entry. Contact Section The Contact section displays the personal details of the contact person in the organization. Copyright IBM Corporation

17 Contact Section Contact Lookup The organization assigns a person as the contact for the vendors/subcontractors. Use the Search icon to select the required person. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.). First Name Last Name Organization The system displays the first name of the contact person. The system displays the last name of the contact person. The system displays the name of the organization to which the contact person belongs. Use the Search icon to search and select the required organization. The system displays list of available records retrieved from the associated business object in the Organization Hierarchy. Revisions Section The Revisions section saves a copy of the Bid Document record (as line item) before it was revised. The information that is displayed includes the ID, name, date and status of the record before it was revised. The record is saved in the History status. Note Click the hyperlinked text of the line item to view the record. Form Actions The following table lists the common actions available and a description of each. Action Name Create Draft Description Click the Create Draft action to save all initial data entered in the new record. The system changes the status of the record to Draft and displays additional actions on the Action bar. The actions include Issue, Save, Save & Close, More, Copy, Delete, and X (Cancel). Copyright IBM Corporation

18 Action Name Save Description Click the Save action to save the changes made. Save & Close X Copy Click the Save & Close action to save the changes and close the active window. Click the X (Cancel) action to terminate the changes made and also to close the active window. Note Clicking the Cancel action without saving the record will erase all the data you have entered in the record. Click the Copy action to create a copy of the selected record. On clicking the Copy action, a copy of the record is created (in the Draft status) and displayed in the appropriate page wherein the details can be modified as required. Issue Click the Issue action to route the record to the members in the distribution list for approval. On clicking Issue action, the system changes the status of the record to Review In Progress and after all the members in the distribution list have approved the record, the record status becomes Issued. The system refreshes the record and displays additional actions on the Action bar. The actions include Complete, Revise and Retire. Note If there are no reviewers added to the distribution list, on clicking the Issue action, the system directly changes the status of the record to Issued. Copyright IBM Corporation

19 Action Name Complete Description Click the Complete action to send the record to the list of selected vendors for response. On clicking the Complete action, the system changes the status of the record to Routing In Progress. Note You can click the Complete action only after the record is approved by all the members in the distribution list. The vendors who are identified as External Contact in the People page can access the application and gain further insight into the bid specifications and requirements. The Bid Document that is sent appears as an action item in the vendors Home portal. On clicking the hyperlinked Action Item, the Bid Response record appears in a new window wherein the vendors can enter their cost estimate. For further details on the Bid Response record, refer to the Bid Response from Vendor(s) section. Delete More Click the Delete action to delete the record permanently from the active management list. Depending on the record and its status, clicking the More action displays several more actions including those discussed above. Click the preferred action. Note For more information on the common and additional form actions available, refer to the IBM TRIRIGA 10 Getting Started User Guide. Special Instructions Tab This tab enables you to enter any additional information about the bidding item or service. The details that are provided can be used by the vendor while preparing the response. Special Instructions Section Use this section to provide an appropriate description regarding the bid or project. Such details about the bid may be helpful for the organizations that are involved in the bidding process. Note Formatting options are also available. Copyright IBM Corporation

20 Cost Form Tab This tab helps you to add the products/services that are required for the project and the estimated cost for them. Cost Form Section The products and services that are required can be added as line items to this section. Click the Add action in the Cost Form tab Action bar to add a line item. The Bid Line Item record appears in a new window, wherein you can perform the following steps: Enter a name for the line item, quantity required, and estimated rate in the respective fields of the record. Click the Add action in the Bid Line Item Action bar. A new line item is added to the Cost Form section. By clicking the Linked Record icon hyperlinked text, you can view all the record details in a new window. or the To delete a line item from this section, select the check box beside the line item and click the Remove action in the Cost Form Section bar. The selected line item will be deleted from this section. Vendors Tab You can use this tab to add contact persons of all the vendor companies that will participate in the bidding process. Vendors Section Using this section, you can add details about the contact persons in the vendor companies for which the Bid Document would be sent for their response. Click the Add Person action to add details about the contact person in every vendor company that is participating in the bidding process. In the search list, the system displays the list of External Contact records wherein you can select the vendors you want to add and click OK. The selected records will be added to this section as line items. Copyright IBM Corporation

21 Notifications Tab The Notifications tab contains basic information relating to the approval process, such as the entire list of individuals who should approve the record, the current individual reviewing the record, date on which the record was sent for approval, status, and additional comments added by the reviewers while reviewing the record. This tab displays the following sections Manual Approvers (In Addition to Approval Requirements), Approval Reviews, Status Change Notifications and Responses. Information regarding each of these sections is explained below. Manual Approvers (In Addition to Approval Requirements Section) This section provides a list of individuals who should approve the record, the role assigned to each person who is approving the record, and review type. The records are displayed in a line item format. You can add approver(s) to this section by clicking the Add Person action in the Approval Routing Rules Section bar. On clicking this action, the system displays the available records that are retrieved from the People page. You can select the persons you want to add to the distribution list and click OK. The records that are selected will be added as line items to this section. You can also set advanced approval options by clicking any of the displayed hyperlinked text of the line item. Note Refer to the IBM TRIRIGA 10 Application Administration User Guide for information about setting up advanced options for approval process. Approval Reviews Section This section gives information about the review details regarding the record. The information includes the approval status of the record, approver s name, review status of the record, date on which the record was sent for review, date on which the review was completed, comments added by the reviewer, and type of review used. The information in this section gets auto populated on adding persons to the distribution list (using the Manual Approvers (In addition to Approval Requirements) section. Copyright IBM Corporation

22 Status Change Notifications Section Using this section, you can send notifications to selected individuals when the record changes to a specific status. For example, if a subcontractor wants to inform the Project Manager role about the completion of a project, he/she can send a notification when the record attains the Complete status. The notification is displayed in the Home portal of the Project Manager role. To add a notification for a specific status, click the Add Status action in the Section bar. Select the status/statuses in which you want the notification to be sent from the displayed options and click OK. The selected records will be added as line items to this section. Click the hyperlinked text of the On Status field to add the notification details. On clicking the hyperlinked text, a Notification Details window appears wherein you can add the persons to whom the notification should be sent. Enter all the necessary details in the Notification Details window and click the Save & Close action. The system auto populates the fields of the line items in this section with the details from the corresponding Notification Details records. Note To remove a line item from this section, click the hyperlinked text of the On Status field and click the Delete action in the Notification Details record Action bar. The selected line item will be removed. Responses Section This section displays the list of Response Log records as hyperlinked line items. You can click the hyperlinked text of the line item to view the record. On clicking the Complete action, the system sends the record to selected individual(s) from whom a response is required (only if the record is approved). The record will appear as an Action Item in the individual(s) Home portal. On clicking the hyperlinked action item, the current record appears in a new window. To enter the comments regarding the record, click the Respond action in the Action bar. The Response Log window appears, wherein the individual(s) can enter his/her comments in the Comments section. The response is added as a line item in this section of the Notifications tab. Copyright IBM Corporation

23 Notes & Documents Tab This tab adds additional information (as comments) or related documents with the record. The different sections under the Notes & Documents tab are explained below. Comments Section The Comments section displays the details regarding the comments associated with the record, as hyperlinked line items. By clicking the hyperlinked line item, you can view the Comment record details in a new window. Use the Add action to create a new Comment record. The system displays the Comment page, wherein you can perform the following steps: Enter the comment details, which include the comment type, the date on which the Comment record is being created, etc. Click the Create action. The new Comment record is displayed as a line item in this section. The Remove action enables you to delete selected comment(s) from the list. Documents Section The Documents section displays the details regarding the documents associated with the record, as hyperlinked line items. By clicking the hyperlinked line item, you can view the Document record information in a new window. Use the Find action in this section to select and associate documents with the record. The documents that you associate may refer to any drawing, specification, or other documents that are contained in the Document Manager. Click the Upload action to upload documents. The Object Attachment Upload screen will display. In the screen, select the Browse button and select the file path (document). The path and filename will display in the Local File field. Type the name, number, description, and comments (if any) in the corresponding fields and click the Upload action. The document will be added as a record to the Document Manager and line item in the Documents tab. By selecting the Remove action, you can delete a record from the line item list. Copyright IBM Corporation

24 Reports Tab The Reports tab displays data regarding a record in a form on the screen. There can be multiple forms on which the data can be displayed. The purpose of using the form is to display the data in a format that makes it easy to view and understand. If a form does not immediately display when clicking the Reports tab, then it implies one of the following: A form does not exist for the specified record. Multiple forms are available. In this case, you must select the required form in which to display the data. Once the preset form displays the data, you can export the form to a word document. You can edit this document and/or send it to individuals who are not using the application. The benefit of viewing the document online is that you can ensure the correctness of the displayed data before exporting or printing it. Analysis Tab The Analysis tab is used by the Project Manager role to view and analyze the various responses sent by the vendors. General Section The General section gives generic details about the Bid Document record for which the responses have been sent. The information that is displayed includes the ID number, name, and current status of the Bid Document record. You can also view a brief description about the bidding item or service in the Description field. All the fields in this section are read-only. Bid Responses Section The Bid Responses section contains the list of responses sent by the vendors as line items. You can click the hyperlinked text of the line item to view the record. The fields that are displayed provide information about the ID number of the vendor, name of the vendor organization, and total amount quoted by the vendor. The Project Manager role can analyze the various responses from this section and once the successful vendor is selected, click the Award action inside the corresponding Bid Response record for the selected vendor. Note A Standard Contract record is automatically created once the bid is awarded. For further details on the Standard Contract business object, refer to the Standard Contract section. To delete a line item from this section, select the check box beside the line item and click the Remove action in the Bid Responses Section bar. The selected line item will be deleted from this section. Copyright IBM Corporation

25 Bid Response from Vendor(s) The Bid Document (which contains the scope and specifications of the bid) is sent to the list of associated vendors for their response. The vendors who are identified as External Contact in the People page can access the application and gain further insight into the bid specifications and requirements. The Bid Document that is sent appears as an action item in the vendors Home portal. On clicking the hyperlinked action item, the Bid Response record appears wherein the vendors can enter their response. General Tab The General tab gives basic details about the record such as the ID number, name, status, default currency that will be used, details of the contact person in the organization and vendor company. General Section The General section gives generic details about the Bid Document record for which the responses have been sent. The information that is displayed includes the ID number, name, date, and current status of the Bid Document record. You can also view a brief description about the bidding item/service in the Description field. All the fields in this section are read-only and cannot be modified by the vendor. Details Section Linked Bid Sent To Response Date This field displays the associated Bid Document record. This field displays the vendor to which the Bid Document record was sent. This field displays the date on which the vendor s response was sent. Conversion Group Use the List icon to select the conversion group that will be used for all the cost related fields in the record. The system displays all the options (LIBA, Wall Street, etc.) that are defined for the Conversion Group in the Tools > Lists page. Currency Exchange Date This field displays the date and time on which the currency was traded. Use the Calendar icon to select the date entry. Copyright IBM Corporation

26 Details Section Currency The system displays the currency that is selected in the Bid Document record. Use the List icon to change the currency type that will be used for all the cost related fields in the Bid Response record. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page. Vendor Contact Section This section displays the details about the contact person in the vendor company to whom the Bid Document record is sent. The information that is displayed includes the person s name, and other details such as the work phone number and address. Vendor Organization Section This section displays the details about the vendor company to which the Bid Document record is sent. The information that is displayed includes the vendor s address, zip/postal code, city, state/province and country. Bid Contact Section This section displays the details of the contact person in the organization, which has prepared the bid. All the fields in this section are read-only and cannot be modified by the vendor. Contact Lookup First Name Last Name Organization Address Zip/Postal Code City The system displays the name of the contact person in the organization. The system displays the first name of the contact person. The system displays the last name of the contact person. The system displays the organization to which the contact person belongs. The system displays the address details of the contact person. The system displays the zip/postal code in which the contact person is located. The system displays the city in which the contact person is located. Copyright IBM Corporation

27 Bid Contact Section State/Province Country The system displays the state/province in which the contact person is located. The system displays the country in which the contact person is located. Bid Vendors Section This section displays the details about the list of vendor companies to which the Bid Document record is sent. The information that is displayed includes the person s name, his/her role in the vendor company, and other details such as the work phone number, address and primary organization. Cost Form Tab The vendors can access this tab to view the products/services that are already specified by the bidding organization. Using this tab, the vendors can enter the cost for which they can offer the products/services that are already added. Cost Form Section On clicking the Complete action in the Bid Document record, the system adds the bid line items added in the Bid Document record as bid response line items in the current (Bid Response) record. Vendors can view the line items to quote their price. They can add additional line items related to the Bid specifications by using the Add action in this section. On clicking the Add action in the Cost Form tab Action bar, the system displays the Bid Response Line Item record in a new window, wherein you can perform the following steps. Enter the response amount in the Response Total field in the record. Click the Create action in the Action bar. A new line item is added to the Cost Form section. By clicking the Linked Record icon hyperlinked text, you can view all the record details in a new window. or the Select the check box beside the line item and click the Remove action to remove the line item. Copyright IBM Corporation

28 Other Tabs All the other tabs of the Bid Response record such as Special Instructions tab, Notes & Documents tab, and Reports tab are read-only and cannot be modified by the vendors. Click the respective hyperlinks for relevant information. Form Actions Action Name Issue Description Click the Issue action to send the Bid Response record to the organization, which has prepared the bid. On clicking the Issue action, the Bid Response record is sent to the organization, which has prepared the bid. The Analysis tab appears in the Bid Document record wherein the responses sent by the vendors are added as line items. The Project Manager role can analyze the responses sent by the vendors by clicking the Analysis tab. The Project Manager role of the bidding organization can analyze the responses from all the vendors and can award the bid to a particular vendor based on the cost estimate provided by them. Click the Analysis tab hyperlink for further details. Note The Analysis tab appears in the Bid Document record after at least one vendor company sends the response (Bid Response record that contains the cost estimate). Copyright IBM Corporation

29 Bid Clarification If the Project Manager role or the vendor needs any clarification during the bidding process (prior to awarding the bid), they can create a Bid Clarification record and send it to the appropriate person for clarification or response. Using this business object, both the Project Manager role and vendor can clarify the queries about the bid. If the vendor has any questions about the project, for which he/she needs to submit his/her response, the vendor can issue a bid clarification. The Project Manager role can then reply with the information/clarification requested by the vendor. In the same way, if the Project Manager role has any questions about a bid response that has been submitted, he/she can issue a bid clarification to which the vendor can reply thereby clearing the queries. Creating Bid Clarification Use the following procedure to create a new Bid Clarification record. To Create a Bid Clarification Step 1 From the Menu Bar, click Procurement > Proposals > Bid Clarifications to open the Bid Clarifications results page. Step 2 Review the page that appears. The page displays a list of Bid Clarification records. Click Add to add a new Bid Clarification record. Step 3 Review the form that appears. Specify the details regarding the Bid Clarification record. General Tab The General tab gives basic details about the record such as the ID number, name, status, default currency that will be used, contact person, and details about the clarification that is requested. General Section ID A unique number identifying the Bid Clarification record. This number is automatically generated and displayed by the system at the time of creating a Bid Clarification record. Otherwise, enter another ID number. Copyright IBM Corporation

30 General Section Revision Status The system displays the revision number indicating the number of times the current record is revised. You can revise/modify the record by clicking the Revise action that is displayed on the Action bar. Note Each time you revise or modify the record, the value displayed in this field gets incremented by one. Displays the current status of the Bid Clarification record. The different statuses of the Bid Clarification record are explained below. Draft Indicates that a new Bid Clarification record is yet to be created. The system displays this status when you click the Create Draft action in the Action bar. Review In Progress Indicates that the record is sent to the distribution list for approval and is yet to be approved by all the members in the distribution list. The system displays this status when you click the Submit action in the Action bar. Submitted The system automatically changes the status of the record from Review In Progress to Submitted state after all the members in the distribution list have approved the record. Revision In Progress Indicates that the record is being modified. The system displays this status when you click the Revise action in the Action bar. Routing In Progress Indicates that the record is sent to the person selected in the To section (in the current record) for his/her response. The system generates this status on clicking the Complete action in the action bar. Note The system generates this status only if the Response Required field (in the Details section of the Bid Clarification record) is checked. Completed The system automatically changes the status of the record from Routing In Progress to Completed state when the selected person (in the To section of the current record) has responded. Note If the Response Required field is not checked, on clicking the Complete action, the system automatically changes the status of the record from Submitted to Completed state. Retired Indicates that the record is removed temporarily from the active Copyright IBM Corporation

31 General Section management list. The system generates this status when you click the Retire action in the Action bar. History - When the Bid Clarification record is revised, for each revision a copy of the record gets saved in the History state. Note On selecting the History option in the Related Reports drop-down list (displayed in the Bid Clarification results page), the system retrieves and displays all the records that are revised at different stages. The system also displays the Bid Clarification record (saved in the History status) as a line item in the Revisions section of the current record. Date Use the Calendar icon to select the date on which the Bid Clarification record is created. By default, the system displays the current date. Name Enter a unique name to identify the Bid Clarification record being created. Details Section Using this section, you can specify whether a response is required for the entered queries and also the date before which the response is required. Response Required Select this check box to specify that a response is required from the person selected in the To section of the current record. Required By Use the Calendar icon to select the date before which the response is expected from the selected person. To Section The person to whom the record is sent for clarification can be selected using this section. When you click the Find action in the Section bar, the system displays the Project Contact list (which includes employee and vendor list associated with the selected project). Select the individual from whom you want clarifications and click OK. The first name, last name, and organization to which the person belongs are auto-populated from the selected record. Copyright IBM Corporation

32 To Section To Look Up Use the Search icon to search the person to whom the record is sent for clarification. In the search list, the system displays the Project Contact list (which includes employee and vendor list associated with the selected project). Select the individual from whom you want clarifications and click OK. The first name, last name, and organization to which the person belongs are auto-populated from the selected record. First Name Last Name Organization Address City State/Province Country Zip/Postal Code The system displays the first name of the selected person. The system displays the last name of the selected person. The system displays the organization to which the selected individual belongs. The system displays the address details of the selected person s organization. The system displays the city in which the organization is located. The system displays the state/province in which the organization is located. The system displays the country in which the organization is located. The system displays the zip/postal code of the organization s location. Bid Section This section helps you to associate the Bid record for which you need clarification. Use the Find action to search and select the appropriate bid from the list of Bid records that are displayed. Number Status Name The system displays the ID number of the selected Bid record. The system displays the current status of the selected Bid record. The system displays the name of the selected Bid record. Copyright IBM Corporation

33 Question/Request Section You can type all the queries that you have related to the bid in this section. After the record is approved by the members in the distribution list, it is sent to the person selected in the To field of this record. The selected person will respond to the questions added in this section. Recorded By Section The Recorded By section displays the first and last name of the user who created the record or the name of the user who has submitted the record to the distribution group (if any). You can use the actions in the Section bar to change the name of the individual. Name The system displays the name of the person creating the Bid Clarification record. Form Actions The following table lists the common actions available and a description of each. Action Name Create Draft Description Click the Create Draft action to save all initial data entered in the new record. The system changes the status of the record to Draft and displays additional actions on the Action bar. The actions include Issue, Save, Save & Close, More, Copy, Delete, and X (Cancel). Save Click the Save action to save the changes made. Save & Close X Click the Save & Close action to save the changes and close the active window. Click the X (Cancel) action to terminate the changes made and also to close the active window. Note Clicking the Cancel action without saving the record will erase all the data you have entered in the record. Copyright IBM Corporation

34 Action Name Copy Description Click the Copy action to create a copy of the selected record. On clicking the Copy action, a copy of the record is created (in the Draft status) and displayed in the appropriate page wherein the details can be modified as required. Submit Click the Submit action to route the record to the members in the distribution list for approval. On clicking Submit action, the system changes the status of the record to Review In Progress and after all the members in the distribution list have approved the record, the record status becomes Submitted. The system refreshes the record and displays additional actions on the Action bar. The actions include Complete, Revise and Retire. Note If there are no reviewers added to the distribution list, on clicking the Submit action, the system directly changes the status of the record to Submitted. Complete Click the Complete action to send the record to the selected individual. On clicking the Complete action, the record is sent to the person selected in the To field of the record. Note You can click the Complete action only after the record is approved by all the members in the distribution list. Delete More Click the Delete action to delete the record permanently from the active management list. Depending on the record and its status, clicking the More action displays several more actions including those discussed above. Click the preferred action. Note For more information on the common and additional form actions available, refer to the IBM TRIRIGA 10 Getting Started User Guide. Other Tabs The details about the Notifications tab, Notes & Documents tab, and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for details. Copyright IBM Corporation

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