Tender Submission Utility (TSU)

Transcription

1 Tender Submissin Utility (TSU) User Guide May 2015 Licenses and Trademarks All prduct names are cpyrights and registered trademarks/trade names f their respective wners. Infrmatin in this dcument is subject t change withut ntice. GS1 Australia reserves the right t change (upgrade) data t prvide the mst accurate, reliable quality prduct available. Specific mentin f a prduct in this dcument is nt a guarantee by GS1 Australia f cmplete hardware and sftware cmpatibility with yur data prcessing system.

2 Dcument versin and change histry Versin Date Nature f change / cmments Editrs Dec-2014 Draft versins accepted. First majr release Neyani Dudley Feb-2015 Minr edits Gary Russn May-2015 Net Cntent sectin included Gary Russn Dcument authrs Name Neyani Dudley Gary Russn Title GS1net Supplier Enablement Crdinatr Senir Advisr, Industry Engagement - Healthcare NPC Tender Submissin Utility Page 2 f 28

3 BLE OF CONTS TABLE OF CONTENTS Intrductin... 4 Audience...4 Sftware Installatin... 5 Hardware Requirements...5 Sftware Requirements...5 The Installatin Package...5 Installing the Applicatin...6 Launching and Onetime Cnfiguratin...9 Resurces Data...10 Data Entry...10 Item and Price Validatin...10 GS1 Supprt Cntact Details...10 Prcess Flw Wrking with the Utility Utility Layut...13 New Template Manual Data Entry...14 Webfrms Data Imprt...17 Delimited Data File Data Imprt...19 Tender Submissin Management Save Template...22 Generate Submissin...22 Net Cntent...23 Uplad t Webfrms...24 Administratin Access Existing Template...25 Delete Template...25 Uninstall Sftware Cmmn Errrs Cnclusin NPC Tender Submissin Utility Page 3 f 28

4 Intrductin The Tender Submissin Utility (TSU) is designed by GS1 in cnjunctin with the Healthcare Jurisdictins with the view t standardising the respnse t the tender submissin natinally. A standard autmated apprach is anticipated t reduce administrative time and errrs experienced by the suppliers and Jurisdictins. The TSU enables existing Natinal Prduct Catalgue (NPC) suppliers and nn-npc suppliers t submit prducts in respnse t a tender using the TSU. This dcument steps users thrugh the prcess frm creating a New Template t creating a Tender Submissin. A New Template is a single tab excel file utilised per tender, created via the TSU, t cllate Item and Price data. An utput frm this file (New Template) is a Tender Submissin file; this is the final frmat t be submitted as part f a supplier s Tender respnse. This dcument assumes existing NPC suppliers knw hw t lad and dwnlad valid Item and Price data nt the NPC. Thrughut this user guide, mck data has been used fr all cmpany, item and price elements. Audience This dcument is designed t be the reference fr all suppliers respnding t a particular Healthcare tender fr which the tender bdy has requested the use f the GS1 Tender Submissin Utility. It supprts current NPC subscribers as well as nn-npc subscribers. NPC Tender Submissin Utility Page 4 f 28

5 Sftware Installatin Hardware Requirements The sftware has been tested t be cmpatible n Windws XP Prfessinal and Windws 7 Prfessinal editins. Sftware Requirements Yu will need either Micrsft Excel 2007 r 2010 versins t run the applicatin. The ther prerequisites are handled by the installer. The Installatin Package The installatin package (GS1_TSU.zip) cmes with the installer (setup.exe) file and all the necessary prerequisites t install the applicatin. NPC Tender Submissin Utility Page 5 f 28

6 Installing the Applicatin The installatin package (GS1_TSU.zip) cmes with the installer (setup.exe) file and all the necessary prerequisites t install the applicatin. Duble click the installer t launch the installatin wizard. Click next t cntinue. Chse the flder lcatin n the system fr the installatin. The default path is Prgram Files but yu will be able t change t any lcatin. Click next t cntinue. NPC Tender Submissin Utility Page 6 f 28

7 Cnfirm Destinatin Flder and click Install t prgress: Click Next t cmplete the installatin: Yu shuld see a security prmpt at this stage. Validate that the publisher is GS1 Australia and cmplete the installatin. NPC Tender Submissin Utility Page 7 f 28

8 Yu shuld see the fllwing prmpt if the installatin is successful: NPC Tender Submissin Utility Page 8 f 28

9 Launching and Onetime Cnfiguratin The applicatin can be launched either frm the desktp icn r the prgram file shrtcut. Either prcess chsen, the applicatin will launch a Micrsft Excel sheet and the fllwing image will be presented. The prmpt requests the user t chse a lcatin fr saving the tender submissin files. Chse the apprpriate lcatin and click Finish. NPC Tender Submissin Utility Page 9 f 28

10 Resurces Data The fields marked in grey are NPC specific fields; t understand the definitins f these fields see the GS1net User Guide Ckbk ( with specific fcus n: Item Data dictinary: This file will prvide examples f Item data, as well as the cnditins t which data shuld be frmatted Price Data dictinary: This file will prvide examples f Price data, as well as the cnditins t which data shuld be frmatted Cde Lists: In cnjunctin with the Item and Price Data dictinaries, the Cde Lists file cntains all pssible cde ptins fr particular Item and Price fields Yur Target Data Set (refer t Healthcare tab) This file lists the attributes used in GS1net/NPC; review the Healthcare tab in rder t establish the full data set required fr the NPC, a data set which frms many f the TSU template s fields GPC cde list UNSPSC infrmatin and cde set links can be fund here: The fields marked in yellw are specific t the jurisdictin; fr supprt and guidance - at the time f creating a tender submissin file thrugh using the TSU refer t supprting tender dcumentatin and/r cntact the appinted jurisdictin tender cntact. Data Entry Suppliers pasting data int the TSU frm ther dcuments shuld use the paste values functin, as data validatin exists within sme attributes. Item and Price Validatin Suppliers may be required t prvide a validatin reprt alng with the tender submissin, which is preferably Green but in sme cases Amber status will be acceptable with justificatin. Current NPC subscribers this can be btained by cntacting their Data Services Advisr Nn-NPC subscribers request t speak with a member f the Industry Engagement team The phne number fr the Data Services Supprt team is GS1 Supprt Cntact Details GS1 is available n is frm 9am t 5pm Mnday t Friday t prvide supprt. NPC Tender Submissin Utility Page 10 f 28

11 Prcess Flw All users f the TSU start at the same pint and end at the same pint, with the gal being t enter relevant data in the crrect frmat and create a Tender Submissin file. The exact methd by which this is dne will depend n each supplier s capabilities with regards t the NPC: Current NPC subscribers, prducts laded Webfrms r DDF prcess Webfrms users = Webfrms prcess GS1net users = DDF prcess Nn-NPC subscribers = Manual Entry prcess Each methd f data preparatin is unique: Manual N data imprt, key-in data manually Webfrms Imprt Excel data frm Webfrms DDF Imprt text file data frm GS1net Additinal Fields are incrprated via add-in text files prvided by the jurisdictin during a tender; these are referred t as: Prduct Identificatin File - prviding jurisdictin prduct references and descriptins t the prducts within the tender, in rder t reference against yur prducts Additinal Attributes File creates additinal clumns fr the supplier t enter further infrmatin and/r data specific t the tender and/r prducts being ffered by the supplier, as requested by the jurisdictin Supplier queries shuld be directed t the jurisdictin in relatin t these files and data requirements The fllwing prcess flw illustrates the key steps fr each f the methds: NPC Tender Submissin Utility Page 11 f 28

12 Tender Submissin Utility - wrkflw New tender New Template Enter: - Cmpany name - Tender Name Select: Methd f data imprt/entry Manual data entry Webfrms data imprt DDF data imprt Cntact GS1 Yes Validatin reprt requested by jurisdictin? N Prduct Identificatin File Additinal Attributes File Enter Additinal Attributes as required Save template Generate Submissin Check prducts and pricing are aligned Tender Health Submissin file available NPC Tender Submissin Utility Page 12 f 28

13 Wrking with the Utility Utility Layut Click n the desktp shrtcut icn shwn belw t pen the Healthcare Tender Submissin Utility, alternatively lcate the icn thrugh yur All Prgrams menu: When the applicatin icn is duble clicked, Excel is launched with an extra tab by the name f Healthcare Tender. It has features fr submitting and maintaining the tender submissin files: The Healthcare Tender tab cnsists f the fllwing sectins: Templates: Webfrms: Submissin New Template Allws users t create new tender submissins. Open Template Allws users t pen existing r previusly created templates. Uplad t Webfrms - Prvides the ability t generate an uplad file fr Webfrms. Save Saves wrk fr later editin r additin f further prducts Generate Submissin - The user will be able t generate the Health Submissin file after entering all the relevant data. Navigatin - The healthcare tender attributes are rganised int multiple sectins. These navigatin buttns allw the user t navigate frm ne sectin t anther: Help Item Static fields f infrmatin specific t the prduct and required t lad data successfully t the NPC Healthcare Fields f infrmatin which are required by the healthcare sectr Price Cntract Price data Additinal Attributes Additinal infrmatin required by the Healthcare Jurisdictin fr the tender submissin. Help and Resurces Navigates the User t the GS1 AU crprate website. NPC Tender Submissin Utility Page 13 f 28

14 New Template A user can create a new template either by chsing: Manual N data imprt, key-in data manually Webfrms Imprt Excel data frm Webfrms DDF Imprt text file data frm GS1net Select the New Template methd accrding t existing NPC capabilities; t understand each methd mre clearly read the sectin titled Prcess Flw. The fllwing sectins define the prcess required fr each methd. Manual Data Entry The Manual Data Entry methd is apprpriate fr suppliers wh have nt laded prducts nt the NPC. The prcess t fllw is: Click New Template Cmpany Name Prvide the cmpany name respnding t the Tender Tender Name Define the name f the tender as prvided by the Jurisdictin NPC Tender Submissin Utility Page 14 f 28

15 Selecting Manual data entry prvides the fllwing screen. The user needs t have surced and saved the applicable text files prvided by the jurisdictins as part f the tender dcumentatin. Select brwse t lcate the relevant files: Prduct Identificatin File Text file prvided as part f the tender dcumentatin Additinal Attributes File Text file prvided as part f the tender dcumentatin Click Open after selecting each Text file. Click Finish NPC Tender Submissin Utility Page 15 f 28

16 Click Install Click OK Suppliers will be presented with an excel template which indicates the fields which are required t be ppulated in rder t meet the requirements f the particular State Jusridictin tender. The yellw fields are State Jursidictin and Tender specific requirements, these are created via the tender specific text files. Clumn A indicates the Categry Prduct Numbers accrding t the Jurisdictin hlding the tender. It is up t the supplier t select the apprpriate Categry Prduct Numbers fr the prducts they are ging t submit t the tender. Nte! Any lines withut a Categry Prduct Number selected will nt frm part f the Health Submissin File nce generated. Ppulate infrmatin int all mandatry fields, adhering t the NPC standards where applicable (refer t the Backgrund sectin f this dcument fr further infrmatin relating t field definitins and Target Data Set). Cntinue with generating the tender submissin by fllwing the steps utlined in Tender Submissin Management. NPC Tender Submissin Utility Page 16 f 28

17 Webfrms Data Imprt This methd f creating a tender submissin is applicable t suppliers wh have laded the Item and Price data nt the Natinal Prduct Catalgue (NPC) using Webfrms. Once the Item and Price data is laded nt the NPC withut any errrs, dwnlad the Item and Price Excel template frm Webfrms, save this file with the text files frm the Jurisdictins Tender pack. Click New Template Select Webfrms Prduct Identificatin File Brwse and select Text file prvided as part f the tender dcumentatin, click Open. Additinal Attributes File Brwse and select Text file prvided as part f the tender dcumentatin, click Open. GS1 Prducts File Brwse and select the Excel dwnlad frm Webfrms, click Open. Click Finish: NPC Tender Submissin Utility Page 17 f 28

18 In this example the Packaging Type Cde is already in the existing template. In the example belw it can be seen that all f the GTINs in the Webfrms file have been imprted int the Healthcare Tender template: Clumn A indicates the Categry Prduct Numbers accrding t the Jurisdictin hlding the tender. It is up t the supplier t select the apprpriate Categry Prduct Numbers fr the prducts they are ging t submit t the tender. Nte! Any lines withut a Categry Prduct Number selected will nt frm part f the Health Submissin File nce generated. When a Webfrms data extract is used, the TSU prduces a recrd f each GTIN per price recrd this means there will be duplicates f the same items. Fr purpse f tender, nly ne prduct line fr each relevant GTIN will be required. The fllwing steps must be taken t reduce the data set t ne instance f each GTIN: Apply filter; select all items with an End Availability Date that has passed r in the near future - prducts that will nt frm part f the tender. The lines can then be deleted. Remve filter (fllwing cmpletin f Step 1) Select Remve Duplicates frm the Excel Data' tab Click Unselect All Click n GTIN t tick the bx fr selectin Click OK Result a windw will appear summarising the number f duplicates remved GLN ensure crrect Ship T GLN (1) is applied; this will be the Ship T GLN f the Healthcare Jurisdictin. Reference Dcument ID enter the tender Id as required by the Healthcare Jurisdictin. Reference Dcument Descriptin - enter the tender descriptin as required by the Healthcare Jurisdictin. Cntinue with generating the tender submissin by fllwing the steps utlined in Tender Submissin Management. NPC Tender Submissin Utility Page 18 f 28

19 Delimited Data File Data Imprt This methd f creating a tender submissin is applicable t suppliers wh have laded the Item and Price data nt the Natinal Prduct Catalgue (NPC) using either the Brwser Template, Middleware Slutins (e.g. SPS Cmmerce, Bizcaps r Innvit), r a Third Party Slutin Prvider (ABML). Once this is cmplete the supplier can use the Healthcare Tender Submissin Tl t create their tender submissin. Click n New Template Select DDF Prduct Identificatin File Text file prvided as part f the tender dcumentatin Additinal Attributes File Text file prvided as part f the tender dcumentatin Chse GS1 DDF File (GS1 Prducts File) Brwse and select the Delimited Data File (DDF) which has been dwnladed frm NPC and includes the Item and Price data applicable t the tender Click Finish NPC Tender Submissin Utility Page 19 f 28

20 In this example the Packaging Type Cde has been ignred as it already exists. Click OK In the example belw it can be seen that all f the GTINs in the DDF file have been imprted int the Healthcare Tender template: Clumn A indicates the Categry Prduct Numbers accrding t the Jurisdictin hlding the tender. It is up t the supplier t select the apprpriate Categry Prduct Numbers fr the prducts they are ging t submit t the tender. Nte! Any lines withut a Categry Prduct Number selected will nt frm part f the Health Submissin File nce generated. When a DDF data extract is used, the TSU prduces a recrd f each GTIN per price recrd this means there will be duplicates f the same items. Fr purpse f tender, nly ne prduct line fr each relevant GTIN will be required. The fllwing steps must be taken t reduce the data set t ne instance f each GTIN: NPC Tender Submissin Utility Page 20 f 28

21 Apply filter; select all items with an End Availability Date that has passed r in the near future - prducts that will nt frm part f the tender. The lines can then be deleted. Remve filter (fllwing cmpletin f Step 1) Select Remve Duplicates frm the Excel Data' tab Click Unselect All Click n GTIN t tick the bx fr selectin Click OK Result a windw will appear summarising the number f duplicates remved GLN ensure crrect Ship T GLN (1) is applied; this will be the Ship T GLN f the Healthcare Jurisdictin. Reference Dcument ID enter the tender Id as required by the Healthcare Jurisdictin. Reference Dcument Descriptin - enter the tender descriptin as required by the Healthcare Jurisdictin. Cntinue with generating the tender submissin by fllwing the steps utlined in Tender Submissin Management. NPC Tender Submissin Utility Page 21 f 28

22 Tender Submissin Management Save Template The Tender Template can be saved ensuring availability f data fr future rewrk: Frm the Healthcare Tab click Save, then click OK Generate Submissin Once all, r as many as pssible f the Item, Healthcare, Price and Additinal Attributes fields have been ppulated, a Tender Submissin file can be generated. T cmplete the submissin the fllwing steps are required: Ensure clumn A has been ppulated with the apprpriate Jurisdictin Prduct Number. This triggers the Tender Utility t generate a submissin fr thse rws f the template T select a Prduct Number click n the drp dwn menu, ensuring the descriptin aligns t the prduct being ffered in respnse t the tender Frm the Healthcare Tenders Tab click Generate Submissin Select a lcatin n the cmputer t save the file Rename the file accrdingly (the name f the Submissin file defaults t [Cmpany Name]_[Tender Name] prvided during Template creatin) Click Save: NPC Tender Submissin Utility Page 22 f 28

23 A submissin file is then created in the specified lcatin and is pened fr viewing/additinal editing. Prduct and price data shuld be verified by each supplier prir t submitting the file. Specific fcus shuld be n: Tender prducts align with supplier s prducts Price is relevant t each prduct being submitted (cntract price) Price Start Date(s) and Price End Date(s) reflect the cntract perid Ship t GLN is per the jurisdictin fr wh the Tender respnse is t be submitted, and cnsistent acrss all prduct lines t be submitted The file is nw available fr submissin t the Jurisdictin fr tender evaluatin. Net Cntent Thrugh the use f the Additinal Attributes File, a jurisdictin may request further infrmatin in rder t cnfirm the prduct ffering further e.g.: NPC data Trade Item Descriptin GS1 Healthcare Adhesive Tape 25mm x 3M x 25 x 4 GS1 Healthcare Sdium Alginate Gel 3.3% 50mg x 25 x 4 GS1 Healthcare Spray Adhesive Remver Alchl Free 50mL x 25 x 4 Orderable Unit Packaging Level Net Cntent Additinal Attributes requested by a jurisdictin Orderable Unit Packaging Level Net Cntent UOM Number f Units f Use in Orderable Unit Number f Units f Use in Orderable Unit UOM Ttal Net Cntent Ttal Net Cntent UOM 100 RL 100 EA 100 RL 5000 MG 100 EA 5000 MG 5000 ML 100 EA 5000 ML NPC Tender Submissin Utility Page 23 f 28

24 Uplad t Webfrms NPC users will be able t uplad new Items and Prices nt Webfrms using the Uplad t Webfrms functinality. The benefit f lading Item and Price data is that it will be validated; if any errrs are identified they can be addressed accrdingly. When the cntract is awarded, suppliers will be in a psitin t publish Item and Price data t the jurisdictin prmptly. Select the Item/Price Recrds t be upladed t Webfrms. The selectin prcess is similar t Generate Submissin The User is prmpted t chse a name fr the file and a lcatin t save the file. A new file ready t be upladed t Webfrms has been generated with the specified name and lcatin. NPC Tender Submissin Utility Page 24 f 28

25 Administratin Access Existing Template Previusly saved tender templates can be accessed via the TSU: Click Open Template Click n the file t be pened Click n Open Delete Template Previusly saved tender respnses can be deleted via the TSU: Click Open Template Click n the file t be deleted Click n Delete NPC Tender Submissin Utility Page 25 f 28

26 Uninstall Sftware GS1 Australia may upgrade the TSU sftware shuld the need arise. It is imperative that users have nly ne versin f the TSU sftware installed r cnflicts may arise when attempting t utilise the sftware. The fllwing steps cver hw t uninstall a superseded versin f the TSU sftware in rder t install a new versin: G t Start menu Select All Prgrams Select GS1AU Healthcare Tender flder menu Select Uninstall ptin: A Windws Installer message will appear; Select Yes t prceed: Result: The prgram will have been remved frm yur cmputer. NPC Tender Submissin Utility Page 26 f 28

27 Cmmn Errrs N Recrd(s) Selected. If Clumn A - Prduct Number is nt ppulated in nce r mre rws, this errr will be displayed. The reslutin t this errr is t select the apprpriate Prduct Number frm the drp dwn menu fr relevant prduct/s t be submitted. One r mre tender specific infrmatin fr mapped prduct(s) is missing. If the Additinal Attributes d nt have any infrmatin in the relevant fields, the belw errr message will be generated. The reslutin t this errr is t ppulate infrmatin int the yellw Additinal Attributes fields fr prduct(s) rws being submitted. N price recrd(s) fund When creating an Uplad t Webfrms file, it is imprtant t ppulate data int the Price Value field. Thse items withut prices will nt frm part f the Uplad t Webfrms file when generated. T rectify this errr enter the required pricing infrmatin fr each applicable prduct. NPC Tender Submissin Utility Page 27 f 28

28 Cnclusin The TSU has been created t harmnise a large prprtin f data prvisin t a jurisdictin fr purpse f tender evaluatin. It can enable the autmatin f data input which simplifies a tender submissin with NPC requirements. Current NPC users are encuraged t utilise their middleware prviders and/r GS1 Data Services Advisr (as applicable). Nn-NPC users are encuraged t cntact GS1 if guidance shuld be required. The relevant jurisdictin cntact shuld be utilised fr queries regarding the Additinal Infrmatin fields f data. Suppliers are encuraged t becme members f the NPC if nt already in rder t gain the true benefits f data synchrnisatin and efficient use f the TSU. NPC Tender Submissin Utility Page 28 f 28