USERS' GUIDE PROCUREMENT AND DELIVERY. Nosyko AS. Version Version 1.5

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1 Nosyko AS Rådhusgt. 17 Telephone: NO-0158 Oslo Fax: developers@nosyko.no Web: USERS' GUIDE Version PROCUREMENT AND DELIVERY Version 1.5 DOCUMENT DATE:

2 drofus AS Rådhusgata 17 NO-0158 Oslo Web: Telephone:

3 Table of Contents 1. Introduction About this document User support General Introduction Procurement window Organisation in drofus Navigating the procurement window Company register Occurrences Logs Cost overview Procurement/tender groups Introduction and terminology Creating groups Linking FF&E to a group Tabs in the tender group window Reports Tender Creating a tender Linking occurrences to a tender Tabs in the tender window Evaluation matrix Reports Changing occurrences once a tender has been created Offers and evaluation Registration of offers Registration of offered FF&E Registration of alternatives Registration via MS Excel Evaluation Reports Agreement Creating an agreement Tabs in the agreement window Changes and supplements to occurrences Individuals Reports Purchase protocol Orders and Additional orders Registration of orders Add occurrences to an order Additional orders Individuals Reports Delivery Clearing for delivery Delivery window

4 8.3. Delivery registration of FF&E/occurrences Navigating in the delivery window Searches and residual lists

5 1. INTRODUCTION 1.1. About this document This document provides an introduction to the use of the procurement module in drofus. Before reading this, you should be familiar with the general information provided in the Users' Guide. You should also use this document for information on how to use the other modules (room, RDS, FF&E and coverings) in addition to general use, logs and reports User support This document, together with the Users' Guide, is intended to answer most of the questions users may have regarding program functionality. If, once you have read the entire chapter, you still have questions or feel that the document contains errors or lacks information, please let us know: or Telephone: Any user support required which is not covered by this document should be clarified with the relevant project team. If the project has its own user support function/system supervisor, please contact these persons first. 4

6 2. GENERAL 2.1. Introduction The main objective of the procurement module is to allow users to follow the planned equipment lists throughout every stage of a procurement process, providing full control at all times of links to all FF&E for a room and of the stage in the procurement process where these are. drofus supports a working process which mainly comprises the following stages: Classification into tender groups: All are classified into different "procurement groups/packages". Distribution of tender: Tender groups are submitted for parts of or the entire tender group i.e. with the planned quantities and specification. Receivement and evaluation of tenders: Tenders from different suppliers are evaluated in terms of price and qualitative criteria. Agreement: An agreement is signed with a supplier which covers parts of the tendered for. Order: covered by the agreement or supplementary to the agreement are ordered. Receivement: Acceptance check of ordered and their placement in a room Procurement window To open the procurement module, click on the Project menu and select Procurement. You can also select Procurement from the Welcome window Organisation in drofus The stages of procurement are organised into a tree structure. The top levels contain the tender groups. These are in turn divided into three levels: Main group A main group can be utilised to group several tender groups and tenders together. Descriptions and requirements can be linked to a main group and apply for all tenders and in this group. Tender group (planned tender request) A tender group can be described as a planned tender and will most often result in one tender per group, although several tenders may occur per group in the event of a time delay etc. This type of group contains one or more for which a tender is to be submitted. A text describing requirements which are common for all in the group can be linked to the group. It is from this group that you create tender documents.. 5

7 Sub-group Sub-groups can be created to allow the user to further categorise within one group. As such, users can define common requirements for parts of FF&E within a tender group and thereby for a tender. Sub-groups within a tender group are organised under a common node in the tree to allow proper overview. Tender Once the planning stage of the tender group has been completed and the tenders distributed, the equipment is entered under a tender. This is where users can also register dispatches, announcements and other data regarding the tender such as deadlines. At a later stage in the process, users can also evaluate the tendered for. Offer Offers from suppliers are registered together with prices and a description of the tendered for (tendered ). This forms the basis for the evaluation process. Agreement A tender may result in multiple agreements. Once a supplier has been selected, the user registers the supplier agreement and transfers the FF&E quantities/occurrences required from the agreement. At this stage, the user can also enter new occurrences, move occurrences and change the volume. Orders Subsequently, parts of the agreed equipment quantities can be registered as an order. An agreement may result in one or more orders. Users can change and move occurrences as long as this does not involve a change to the agreed quantity. Additional orders If a user wishes to order equipment which is not covered by the agreement, an additional order can be created. The different stages of procurement in general follow a specific time line. However, it is not always a foregone conclusion that the next stage of the process is at a lower stage of the tree. Take evaluation for example: the user first registers and evaluates the individual offers, then evaluates all the offers in response to the tender request, often for one individual FF&E. This information can be found in the tender, which is at a higher stage than the offer in the tree structure. 6

8 2.4. Navigating the procurement window The stages of the procurement process are organised into a tree on the left-hand side of the procurement window. On the right-hand side is a window with tabs which are relevant to the stage you have selected in the tree. You can navigate between the windows using the following keyboard shortcuts: Alt Shortcut + Function Focus on the tree on the right-hand side Alt Alt Alt Focus on the active tab on the left-hand side Select next tab Select previous tab You can navigate using the arrow keys. You can also use the TAB key to move the focus from one list to the next where /occurences are found Company register Supplier information is maintained in a separate register. You can open the company register from the Project menu by selecting Companies. The company register contains the following information on individual suppliers: Company: Information on the company, such as name, , addresses etc. Tender groups: Companies/suppliers can be linked to potential tender groups. This is also displayed in the tender group in the procurement module. Contact persons: One or more contact persons can be registered for each company, which in turn can be linked to tenders and agreements. Agreements: This list displays agreements entered into with the company/supplier Occurrences Overview drofus allows users to follow linked to a room through every stage of the procurement process. Throughout the entire process, users work with this unit which we refer to in this document as an occurrence 1. Every stage of the process (tender, agreement etc.) provides an overview of occurrences. These are also presented at aggregate level (i.e. per FF&E) but this is for display only and the program will always work with the individual occurrences. The occurrences will be marked on the lists with an icon indicating the stage the occurrence is at 1 An occurrence is a specific article linked to a specific room. It has a volume and is also linked to a priority specification in the planning stage. As opposed to occurrences, all components of the same FF&E with the same priority in the same room are processed as one unit. 7

9 in the procurement process. The icon is the same as that described in chapter 2.3. At FF&E level, the icon will be the same as the occurrence which has reached the highest stage of the process. If occurrences are not at the same stage, this will be displayed with a red exclamation mark (!). The overview of FF&E in the tender group will therefore provide an overview of occurrences from planning and throughout every stage of the process. Overview of procured equipment in a room Users can view an individual room and gain an overview of all the FF&E which is or has been linked to this room during the procurement process. The quantity for the different stages is displayed along with information on where an occurrence may have been moved from or to. To open this overview, right click on an occurrence and select Equipment in room (procurement). Image 1: Equipment in room (procurement) 2.7. Logs Changes in occurrences are logged throughout all phases of the procurement, such as when you register an occurrence for a tender, agreement and order, or any changes to quantity, room placement etc. Users can open this log by right clicking on the occurrence in question. Information on the different procurement stages are logged separately, such as requirements, evaluations etc. This information can be opened by right clicking in the procurement tree and selecting Log Cost overview The procurement module contains an overview of costs for the different tenders, agreements and orders. There is also a cost overview for the entire project, available under the tabs for "Financial status" at the top level of the procurement tree (which has the same name as the project). Each tender and agreement also includes this type of overview in a separate tab. The different totals will have the same name at the different stages of the procurement process, but will have slightly different significance. For example, the field entitled "Budgeted value" is defined as follows: - If the user has opened a tender, the total will be the sum of the price of the plan article times the number of occurrences registered for the tender. 8

10 - If a user has opened an agreement, the total will be the sum of the price of the planned FF&E times the quantity of occurrences from the tender which have been transferred to the agreement. - If a user has opened an order, the total will be the sum of the price of the planned FF&E times the number of occurrences from the tender from which the order has been placed. Any total for a previous stage (earlier stage of the process) will therefore only represent the occurrences which have been transferred to the next stage. NB: In the cost overview, the budget price of an FF&E will always refer to the price of the planned FF&E when the occurrence was registered in the tender. This will not be updated, even if the price in the planned FF&E is changed. For each stage which differs between procurement and option (tender /agreement), each field will have a sum for purchase and option respectively (for certain displays, the user can choose to display options and therefore to show the purchase sum). The table below provides an overview of the definition of the different totals: Field Explanation Tender, budgeted value Total budget price (plan FF&E price) for in the tender. This applies to the occurrences in the tender and which have been utilised at later stages in the process (see example above).buy or Option. Agreement, budgeted value Total of budget price for all included in an agreement. This may vary from the price above as users may change e.g.quantity in an agreement. Buy or Option. % in agreement Percentage of the tender which has been procured. This is the budgeted tender % budget agreement x 100 Agreement, value Total of supplier's unit price for all included in an agreement. Buy or Option. Agreement, balance Total contract sum Sum budget value minus value in agreement (the two previous sums) Contract sum is the amount which defines the sum of an actual agreement and can be entered under the tab for "Cost/Budget" for an agreement. For a tender, this sum will be the total of all contract sums linked to the tender displayed. Orders, budgeted value Total of budget price for all included in an order. Order, value Total of supplier's unit price for all included in an order. Balance orders Sum budget minus value in orders (the two previous sums) Additional, value of additional orders Total of supplier's unit price for all included in an additional order. Total order Cost Sum of values of orders and additional orders Cost (total budget) for a tender. Can be filled in by selecting Tender and the "Costs/Budget" tab. Please note that this does not involve FF&E occurrences, but is only for information purposes. It is only displayed in overviews which relate to tenders. Cost Tender, budgeted value This is Cost Limit Tender (Option). This generates the difference between the limit for the tender and the budgeted value of the in the tender. Cost sum contracts This is Cost Limit Total contract sums. This generates the difference between the limit for the tender and the value of the contracts. Cost estimated total sum This is calculated by taking the cost limit (value agreement + (Budget tender Budget agreement)). This generates the difference between the cost limit and amount the tender has been stipulated to cost: the provisional value and the residual value in relation to budget. 9

11 EXAMPLE: The best way to explain these differences is by example. Imagine that you have planned an FF&E in three rooms, with one occurrence per room, and the price of the FF&E in the plan was USD 1,000. If you prepare a tender for all the occurrences of this FF&E, the field for "Tender, budgeted value" for the tender will be USD 3,000. Then imagine that when entering into an agreement, you only sign an agreement for two of the occurrences, but change the quantity in these agreements to two per room. In other words, you have signed an agreement for only two of the occurrences from the tender, but changed the quantity of these in the agreement. The " Tender, budgeted value " for the agreement in question will therefore be USD 2,000 (as this is what you planned for the occurrences for which the agreement has been signed), but the "Agreement, budgeted value" will be USD 4,000. Say that the agreement was signed with a supplier who offered a price of USD 800 per FF&E. The "Agreement, value" will therefore be 4 x 800 = USD 3,200. Users can choose to display or hide a number of columns in the financial overview by clicking on the boxes above the table. You can for example choose to group by owner of equipment or not. 10

12 3. PROCUREMENT/TENDER GROUPS 3.1. Introduction and terminology As mentioned above, tender groups allow users to collect planned which they plan to submit in a tender. However, this does not have to be the case as a tender group may result in several tenders and purchases. Users can make use of main groups and sub-groups to create the groups they want. Users can also create as many levels of main groups and sub-groups as they want. must either be linked to a tender group if this does not have sub-groups or to the lowest level of a sub-group Creating groups Groups are created from the procurement window by right clicking in the tree at the relevant level where you want to create a group. There are no limits to how many levels a user can create. Please note however that when you create a new tender group under an existing tender group, this automatically becomes a main group. In other words, tender groups cannot contain new tender groups. FF&E are linked to tender groups (not main groups). However, if a tender group has subgroups, the FF&E must be linked to the sub-groups. Users can move tender groups between main groups by using the drag and drop function. NB: When you create new tender groups, please make sure that you make the correct selection from the menu. If you want to create a sub-group, you must not select tender group because the tender group will then become a main group Linking FF&E to a group There are several ways to link FF&E to a tender group. To link an individual FF&E to a tender group, select tender group from the article detail window (select open article in the article overview). 11

13 Image 2: Link FF&E to tender group If you want to link several to the same group as one operation, you can right click on an FF&E group in the FF&E overview (see Users Guide) and select Add FF&E to tender group. You can also move FF&E between tender groups directly from the procurement window. To do this, select the tab FF&E in tender group and select one or more FF&E to be moved. You then drag these while holding down the left-hand mouse button then drop them over the relevant group on the left. 12

14 3.4. Tabs in the tender group window Image 3: Procurement window The first tab displays and allows editing of the number and name of the group and its requirements. The second tab displays the FF&E linked to the tender group, with budget price and the quantities of occurrences for the individual planned FF&E. The window below displays the occurrences for the individual room. You can double click to open a plan FF&E and equipment list for a room. The Statistics/Value tab displays an overview of the quantity of FF&E, quantity of occurrences and total value of these for each priority group. The tab for possible suppliers shows a list of the suppliers linked to the tender group and which may be relevant for delivery of the equipment within this group. These are linked from the company register Reports The report overview contains the "Procurement -> Tender group" report which can be used for a number of functions, depending on what the user selects. The report can be utilised to prepare an overview of all tender groups with costs per group. You can also filter this information according to priority. The report can also be utilised to view one part of the specification material for the tender, by selecting a specific group, with requirement text for each group and FF&E. Users can also extract the specification text for each FF&E. 13

15 Image 4: Reports and exports from the procurement module 14

16 4. TENDER 4.1. Creating a tender One or more tenders can be created under a tender group by right clicking on a tender group and selecting New tender Image 5: New tender The tender will automatically be given the same name as the tender group, but you can change the name under the Tender tab if you want to use a different name. NB: If you have created sub-groups, you must link the tender to the tender group and not the sub-group Linking occurrences to a tender When you transfer FF&E occurrences to the tender, they are copied from the plan stage to the procurement stage, and the plan stage is subsequently locked. You will still be able to make changes to the plan if required, but this will not result in changes to the data in the procurement module. For example, you will be able to update a price for a planned FF&E without the budget price in the tender changing. Neither will the FF&E specification in the tender be changed, even if this has been updated in the plan. Select the FF&E tab to enter occurrences in the tender. The top part of this window shows while the lower part shows the rooms in which the are to be found (the occurrences). Initially, this window is empty. Right click in the top part of the window and select Add occurrences from tender group. On the right-hand side of this window, the user can view the priority groups to which the occurrences are linked. Select priorities which are for purchase and which are for option in the tender. As you make changes, the list at the top left will show FF&E with the number of purchases and number of options according to your selections. You can also filter the information according to owner, if preferable. If several owners are required, the entire operation can be performed several times. If you select an FF&E, the window below will display the individual occurrences of the FF&E. You can choose to: Exclude all occurrences of an FF&E by removing the selection of an FF&E Exclude individual occurrences by removing the selection of the occurrence Change an occurrence from purchase to option 15

17 Once you have made your selections, click OK. When you return to the procurement window, the list will display your selections. You can still delete and enter new occurrences until the tender is locked for editing Tabs in the tender window NB: In addition to the tabs described in this section of the document, a project can define its own tabs with registration fields. The number of tabs may therefore vary from project to project. This applies for all stages. Tender: Displays number and name of tender and whether the tender is locked or not. A tender will automatically be locked for changes once it has been distributed, such as changes to quantities and terms and conditions. The system automatically locks a tender when you register distribution and announcements, or register an agreement. Users can also lock tender manually. Users can also unlock a tender, but it is important to remember to relock the tender and to know what you are doing. The value of the tender will also be displayed under this tab. This is the sum of budget price x quantity of each FF&E in the tender. FF&E: Displays and occurrences which are a part of the tender. You can enter and delete occurrences here, in addition to opening planned, the specification of a tender FF&E and the tender FF&E. Announcements: Users can register announcements made in the top part of the window. Users can register distributions to suppliers in the bottom part of the window. When tenders are received from suppliers, they are entered in this list. Once a tender has been received and approved, it will be marked with a green tick. If not received or approved, it will be marked with a red cross. Complete evaluation: Total evaluation and conclusion (free text) can be entered here. Suppliers/Contact persons: This list contains suppliers who have submitted offers and their contact persons for the tender. This information can be utilised to e.g. generate address lists etc. for those who require information on the tender. Cost/budget: Shows the total of the value of the FF&E in tender, FF&E in agreements and orders Tender When you enter an occurrence of an FF&E for a tender, the plan FF&E with price and specification is transferred to the tender. With time, the tender (or tendered ) will be entered for the tender FF&E. These have to be evaluated and one or possibly more suppliers of the FF&E selected. This is described in chapter 5. A tender FF&E can be opened from the FF&E tab in the tender and will be displayed as shown in image Image 6: Tender FF&E). From this tab, you can also open the plan FF&E and specification for the tender FF&E (the specification as it was when it was submitted for the tender). The first tab displays general characteristics for the FF&E and the option to specify a standard number of years for the lifecycle cost calculations for the tendered. The second tab displays the occurrences in the tender. The third and fourth tabs apply to evaluation, described further down in this document. 16

18 Image 6: Tender FF&E 4.5. Evaluation matrix When evaluating the tendered, users can use an evaluation matrix (see chapter 5.5). Users have to define the evaluation criteria before using the evaluation matrix. A projectdefined matrix is compiled for tender when created, but can be changed per FF&E by selecting Edit evaluation matrix. The matrix can also be copied directly from other. NB: The evaluation matrix is copied to the individual when linked to a tender. It is therefore important to define the matrix before entering the. If not, they have to be edited individually Reports The specification material for the tender can be printed and enclosed with a tender. This report is available from the report overview under Procurement -> Tender. Users can choose to include requirement text for the tender group and for the individual FF&E, FF&E with specification and occurrences. The Procurement -> FF&E in tender report provides a list of FF&E and occurrences in the tender, if the user chooses to include this in the specification material. Other relevant reports are Procurement -> Opening protocol and Procurement -> Procurement protocol Changing occurrences once a tender has been created The tender is an historical document and shall therefore not be edited in principle. drofus freezes all, occurrences and quantities so that users can at any given time view the tender. In reality, changes will occur which have an impact on the tender. It is important to differentiate between two types of changes. 17

19 Firstly, there are changes which imply that the tender document has to be edited. This may be because the documents have not yet been distributed and changes have occurred after the occurrences have been transferred to the tender, or there are changes in the actual tender which have been notified to all suppliers. Secondly, there are changes which do not require editing of the tender document, for example minor changes to quantities. In the latter event, the changes must be registered during the stage after the tender, i.e. at the agreement stage. As such, the plan and tender remain unchanged and changes which occurred after the tender will be entered in the agreement and will "update" the plan with the quantity agreed upon. Read more about amendments to agreements in paragraph 6.4. If a user wants to change a tender document, the FF&E/occurrence must be removed from the tender, the plan data amended (equipment list and article specification) and then regenerated in the tender. Users can do this themselves, even if tenders have been received for the FF&E. This information will not be lost. 18

20 5. OFFERS AND EVALUATION 5.1. Registration of offers NB: Before you can register an offer, the supplier must be registered in the company register or you can choose New in the dialogue box. To register an offer, right click on the relevant tender and select Create new offer. You then select the supplier who has sent the tender and click OK. Image 7: Create new offer Once the offer has been registered, it has to be approved before you can continue with the registration process. Both the offer and the supplier have to be approved. This can be done under the first tab Registration of offered FF&E Once the offer and supplier have been approved, you can start to register the offer. Select the Offered FF&E tab. This tab displays a list of the FF&E offered by the supplier. Initially, this list is empty. Right click on the list and select Add offered FF&E. You will now see a list of possible for which a offer can be registered, in other words, those FF&E in the tender. Initially, all are selected but you can remove selection for the which are not included in the offer from the supplier. Once all the are in the list, you can start to register data for each FF&E. Double click on an FF&E or right click and select Open. The registration window will display, as shown in Image 8. 19

21 Image 8: Offered FF&E Offered FF&E: This is where you register the supplier's definition, name and other information on the FF&E. Prices: The budget price is the budget price for the tender FF&E. The supplier's FF&E price must be entered in the unit price. If suppliers operate with other currency, this can be registered. The unit price (currency) will include the converted unit price at the selected basic exchange rate. Corrected unit price: This is the price plus any corrections. See below. Present value: This is the present value, calculated on the basis of specified unit price, corrections and lifecycle costs (see below). Price correction: If you want to register any corrections to the specified unit price (e.g. because certain parts are not included), you can perform this operation here. Right click and select Add. You can also subsequently delete and amend corrections. If you want to make a negative correction, this can also be registered by adding a minus symbol in front of the price. The corrected price can be used for evaluation purposes but will not have an impact on the unit price for the FF&E during later stages of the process. Lifecycle costs: As with price corrections, lifecycle costs are a tool for evaluation. A net present value will be calculated on the basis of the registered lifecycle costs. Right click on the list of lifecycle costs and select Generate lifecycle costs. Select the correct number of years and fill in any standard values. This can be registered in the tender FF&E to ensure that all of the same type are compared with the same number of years. The number of years will then be a standard value. Once you have generated lifecycle costs, you can change and delete the individual items by right clicking on them. If you do not see any categories for lifecycle costs, this means that they have not been established by the project. Contact the Project Administrator and request that these are established. Calculation of lifecycle costs is based on the following formula: 20

22 n i Pr esentvalue Basicprice, where is the year, V is the sum of income or i i 1 (1 R) expenses in the year i and R is interest rate (established by system administrator). This calculation corresponds to the NPV function (Net Present Value) in MS Excel. V The basic price is the correct unit price, i.e. the suppliers unit price plus any price corrections. Sub-components: If the tendered FF&E comprises several component parts and the user wants to process these as independent at a later date, for example during receivement, they can be registered here. Sub-component prices can be included in the main FF&E or be added individually to the sub-components when an agreement has been created. However, by including sub-components in the unit price will allow for comparison between tenders. Sub-component are automatically included when an article is included in an agreement. New sub-component are also automatically included in agreements and tenders under which the FF&E is already incorporated. TIP: When registering data regarding the different tendered, it is often advisable to use the Previous/Next navigation buttons to avoid having to open and close the Specification window in between each planned FF&E. NB: Exchange rates, basic currency and type of lifecycle costs and interest rate can only be edited by the project system administrator Registration of alternatives If the tenderer has submitted several alternatives for one FF&E, these can also be registered. First register the main alternative as described above, then select the tendered FF&E for which you want to register an alternative and right click then select Register alternative. Continue as described above Registration via MS Excel Tendered can be registered in drofus from an MS Excel spreadsheet. When doing so, a specific format must be used. You can export the format as a template, ready to be filled in, from the FF&E tab under Tender, by right clicking in the FF&E list and selecting Export tender FF&E to Excel. Once you have exported, you can use a template or pre-prepared spreadsheet with the correct format/validation etc. to avoid having to format a new spreadsheet each time. Once the spreadsheet has been completed, e.g. from the supplier, you select Import from Excel by right clicking in the Offered FF&E tab or simply dragging and dropping an Excel file into this window. You can also register alternatives in the spreadsheet by adding a new row after the FF&E for which you want to register an alternative. You do not need to copy the equipment information, only fill in the supplier information. It is not possible to register price corrections, lifetime costs or components parts via a spreadsheet. 21

23 5.5. Evaluation Evaluation of offered In order to evaluate all offers for a tender FF&E, open the tender level and double click on the FF&E under the FF&E tab. Under the first tab (Tender FF&E), you can define an evaluation matrix. You then select the third tab, Evaluation. This displays a list of all tendered FF&E types with prices and other relevant data. By selecting a specific type, you can classify it in the table below. The system will then calculate a total figure based on weighting of the different criteria and you can also write in a comment to the evaluation. The way in which you choose to use the evaluation matrix (whether the lowest figure is best or worst, what the highest figure should be in the scale) is entirely optional for the project. The total weighting (the sum) will be displayed in the list above. Image 9: Tender FF&E and evaluation The next tab contains fields where you can enter a total evaluation and conclusion regarding the individual article. The same fields can be found in corresponding tabs in the tender window (total evaluation and conclusion regarding the entire tender). Evaluation of offers A comprehensive evaluation of a offer can be performed using the Evaluation tab for the respective offer. Total evaluation of tender and conclusion For a total evaluation of a tender, go to the Complete evaluation tab under the respective tender. 22

24 5.6. Reports The Offers tab in the tender stage can be used for evaluation purposes. This can be exported to MS Word or Excel in addition to the Evaluation under the tender FF&E. Image 10: Offer-tab on tender level used for pricing evaluation The Purchase protocol (see paragraph 6.7 below) will also contain most of the evaluation data. 23

25 6. AGREEMENT 6.1. Creating an agreement To create an agreement, select the offer from the supplier with which you want to sign an agreement, right click and select Create agreement with supplier or right click the tender and select Create agreement with supplier. With the latter option, you have to specify the supplier. Image 11: Create agreement with supplier 6.2. Linking /occurrences from a tender Linked and occurrences in the agreement are displayed as in the previous stages, under the FF&E/occurrences tab. Right click to gain access to the option to Add occurrences from tender. This will display a list of tendered for by the supplier. Select those which are relevant and click OK. All occurrences in the tender for the tender offered for will in principle be included. You can then delete the occurrences which are not to be covered by the agreement. You can only choose one alternative from the list (if you have created alternatives). If you want to have different alternatives for different occurrences, you first have to choose one of them. You then delete the occurrence which are to have a different alternative from the agreement, then select Add... one more time to select the other alternative Tabs in the agreement window Agreement #: Contains number and name of the agreement and date it was signed. As with the tender, you can also lock an agreement so that it cannot be edited, in order to prevent unintentional amendments to the agreement. This should only be done once the agreement has been signed. The program also automatically locks the agreement once the first order has been placed. FF&E/Occurrences: This displays the and occurrences covered by the agreement. /occurrences are added and deleted as described above. You can also add new occurrences, change the quantity of instances and move occurrences to other rooms. This is described below. 24

26 FF&E/Individuals: This allows you to generate individual items of occurrences. This is described in paragraph 6.5. Supplier: Displays details on the supplier for an agreement. Cost/budget: Shows the total of the value of the in agreements and orders. You can enter a different Agreement value for follow-up Changes and supplements to occurrences You can add and change occurrences in an agreement. This may be necessary for a number of reasons: the planned quantities may have changed since the tender was submitted, you may want to move some occurrences to another room than in the plan or need a higher quantity than originally planned. Moving occurrances Occurrences can be moved from one room by right clicking on the occurrence (bottom list) and selecting Modify room placement. When doing so, you have to move all items in an occurrence, including options. If you do not want to do so, e.g. if two office chairs have been placed in one room and you only want to move one of them, then you have to reduce the number of occurrences in the room from two to one and create a new occurrence in the second room. A description is provided below for how to change the number of occurrences and create new occurrences. Change quantity of occurrences If you want to change the quantity of occurrences, double click the occurrence or right click it and select Edit. You can change the quantity for both purchase and options. However, occurrences cannot have both a purchase quantity and option quantity which is greater than 0. If this is required, you have to create a new occurrence of the same FF&E in the same room; see below. New occurrence If you want to create a completely new occurrence, right click the list and select New occurrence. If you do this from the bottom list or while an FF&E is selected, you will in principle create a new occurrence of the selected FF&E. However, this can be changed. To create a new occurrence, it must be linked to a room and need to have a quantity, and it may be linked to an FF&E. In order to select a room, click on Select room and choose the room from the tree structure or search for rooms. If you want to link an occurrence to a FF&E (this is preferable in most cases) you can either choose Select offered FF&E or New offered FF&E. With the former selection, the FF&E will have to have been registered as a offer from the supplier. This will then display a list from which you make a selection. If the FF&E is not previously registered, you can either go back to the offer and register it or perform this step here by clicking on New offered FF&E. Fill in the description and unit price and any links to a planned FF&E. Links to a planned FF&E are optional. You then click OK to accept. Finally, the quantity of occurrences or quantity of options has to be specified (not both). New occurrences are displayed with the text "New in agreement" in the status field so that you know which occurrences have been added since the tender. 25

27 Image 12: New occurrence in agreement Deleting occurrences Before you delete an occurrence, you need to know whether it is a supplement (see previous paragraph) to the agreement or if it is part of the tender. This is displayed in the status column for the occurrence. If your intention by deleting an occurrence is to remove it from the room, i.e. you do not wish to purchase the occurrence, you must specify the number as 0 if the occurrence is part of the tender. If you only want to delete it from the agreement, the condition for the occurrence will return to tender status and remain the same. If the occurrence is supplementary to the agreement, it can be deleted without further operations required. Occurrences which have been specified as 0 will be removed from reports and displays of equipment in a room Individuals In preparation for the receivement stage, you can generate individuals of occurrences in an agreement. This implies that you create an individual for each component as opposed to processing all occurrences of the same type in the room as one unit. By generating individuals in an agreement, you can also specify different requirements for two similar occurrences in a room. Each individual has its own number, bar code, ID etc. If you want to generate individuals of an FF&E, right click the FF&E in the FF&E/Individuals window and select Generate individuals. If you want to change the ID etc. for an individual, double click the individual or select Properties from the right click menu. Individuals can also be deleted by selecting Delete. If an FF&E has the same number of individuals generated as the number of occurrences, this is displayed by a green tick. If not, a yellow triangle indicates that either no individuals have been generated for an FF&E or that the number is incorrect. If individuals are lacking, e.g. because the quantity has been increased, you can once again select Generate individuals to generate the individuals which are lacking Reports Go to Procurement -> Agreement to open the report overview and print out lists of FF&E in the agreement and the room to which they are linked. The list includes number, number of options and agreed price. 26

28 6.7. Purchase protocol drofus can generate a complete purchase protocol. This report is available under Procurement -> Purchase protocol. In order to ensure that all information required is included in the report, you have to register dispatch, tender, FF&E in the tenders, evaluation and reason for selection, and possibly the evaluation matrix and agreements. Fields in the program which are marked with blue background text are also included in the purchase protocol. 27

29 7. ORDERS AND ADDITIONAL ORDERS 7.1. Registration of orders An agreement may result in one or more orders. To create an order, right click on the agreement for which you want to create an order and select New order (Do not confuse this with the famous alternative rock band). As with agreements and tender, an order can also be locked and has a number and name Add occurrences to an order In order to register the occurrences from an agreement you wish to include in an order, right click the top list window under the FF&E/Occurrences tab and select Add occurrences from agreement. You can also choose here which occurrences you want to include, both per FF&E or occurrences in a room. As with an agreement, you can also change the quantity and placement for an occurrence in the bottom occurrence window. Please note that you cannot change the quantity to higher than that specified in the agreement. If you want to add more occurrences, you have to create an additional order Additional orders You create a additional order by right clicking on an order and selecting New additional order. An additional order has the same fields as an order. The only difference is under the FF&E/occurrences tab where you can now create new occurrences instead of transferring occurrences from the agreement. This task is performed in the same way as in an agreement (see paragraph 6.4) Individuals As with an agreement, you can generate unique individuals of FF&E both in an order and a additional order. If generated accordingly, the order will contain the same individuals as in the agreement. For more information, see paragraph Reports Go to Procurement -> Order to open the report overview and print out lists of FF&E in the agreement and the room to which they are linked. The list includes quantity and agreed price. 28

30 8. DELIVERY 8.1. Clearing for delivery Once an order has been marked as "Locked and ready for delivery" in the procurement module, it will be dent to the delivery module. Delivery follows the order as a whole and each occurrence/individual. If you want to register delivery information for the individual occurrence, where there are several in the same room, you should generate individuals at the order or agreement stage to split occurrences into individual units. This process allocates a unique number and bar code for the individual which is used during delivery. If this is not necessary, the information can be registered for the occurrence Delivery window To open the delivery module, open the Project menu and select Delivery. This will open a display of all orders which are cleared for delivery. Image 13: Delivery window Tip: The list of orders can be configured so that it is displayed either on the left-hand side or above the details. The list can also be displayed as large or small icons if you want to have several orders on the list. Right click the list to display these options. The list can also be exported to Word or Excel by using the shortcut keys Ctrl+W/Ctrl+E. Searches You can search for orders by using the Search, FF&E in delivery field in the top menu. The search searches through all the orders which contain parts of your search word. Your search word can include an order number, order name, agreement number, agreement name or 29

31 supplier. If you select exact search, the program will only search for exactly what you enter in the search field. You can also use random characters (* or?) to widen the search result. * specifies one or more random characters, while? specifies one random character. If you perform a search without selecting Exact search, the program will automatically enter a * character in front of and behind your search word. Details The Details tab displays general order information, status for the order and an overview of status for the occurrences/individuals in the order. The status for an order is defined by the project both the quantity of different statuses and their names. Once an order has been cleared for delivery, the status will automatically be assigned as the first alternative. The statuses for the entire order have no direct link with the statuses for the occurrences/individuals. This can be viewed in the list of orders and for the individual FF&E in the search window (see paragraph 8.5). Under FF&E/Occurrences you can view the quantity of in an order and their status. The different statuses for the (occurrences and individuals in an order) are defined by the project and are not directly linked to the statuses for the order. The first line displays how many occurrences/individuals there are in total for the order. The next line shows how many of them have registered a delivery status. The following lines show the different statuses and the quantity for each of these. Tabs in the delivery window The next tab is called FF&E/occurrences and this is where you register status and information for the occurrence/individual; see paragraph 8.3. The remaining tabs are project-specific and may therefore vary from project to project. The project may add tabs and fields where you can register more information on an order. Toolbar In addition to a Save button which you use to save order information, there is also a button which opens the search window (see paragraph 8.5) and one which opens the log. This log contains all changes made at order level Delivery registration of FF&E/occurrences Under the FF&E/Occurrences tab, you register delivery information for the individual FF&E or occurrence. The ordered from the supplier are displayed in the top part of the window while the different occurrences/individuals for the selected FF&E are displayed in the bottom part of the window. Please note that if individuals have been generated for an occurrence, these are displayed and not the occurrence. When working with registration of delivery statuses, you can choose to register information for the individual FF&E, occurrence or individual, for several at the same time, for all occurrences/individuals of an FF&E, for several or for the entire order. We will provide more information on this later. Occurrences/individuals in the delivery The bottom part of the window displays occurrences/individuals ordered for the FF&E selected above. In front of each occurrence/individual is an icon with the following definitions: 30

32 Icon Definition The occurrence/individual is on order and no delivery status has been registered The occurrence/individual is coming from an additional order and no delivery status has been registered Delivery status has been registered for this FF&E, occurrence or individual The list displays the name and number for the room in which the occurrence/individual is placed, along with the individual number if an individual. It also displays the quantity of occurrences/individuals ordered. If this is an individual, the quantity will always be 1. You can edit this information by double clicking the individual or selecting it and pressing Enter. This opens the following dialogue box which displays the same information as in the list, but with the option to edit and register delivery information. Image 14: Edit individual information You can only register delivery information on the individual if it has a status. If the individual does not have a status, the dialogue box will automatically suggest that you select status first. You can then go on to register a comment for the individual and mark it for follow-up, specifying a deadline if required and the person responsible for follow-up. If you only want to specify status and not register any more information on the individual, you can right click and select the status you want (you can also use the shortcut keys Ctrl + 1-9). If you want to remove all statuses for the FF&E, you can select Remove from delivery from the right click menu or press Delete. If no individuals have been entered for a unit, you can also change the quantity specified for delivery, if required by special circumstances. To do so, select Change delivery quantity. Please note however that the occurrence/individual will be displayed as registered for delivery and only the quantity will change. You can change several occurrences/individuals at the same time. To do so, hold down the Ctrl or Shift keys while marking the occurrences/individuals you want to change. You can then use status selection directly from the menu or use shortcut keys, or you can select Edit or press the Enter key. This will open a similar dialogue box which allows you to change all selected occurrences/individuals. There is a selection box in front of each field where you can specify which fields you want to edit. Select the fields you want to use and their value then click OK. If, for example, you want to remove follow-up for several occurrences/individuals, you can remove the selection mark in front of the follow-up field and leave the field empty. 31