United Nations Development Programme etendering User Training Guide
TABLE OF CONTENTS: etendering User Training Guide... 0 Common Definitions:... 2 Business Process... 3 Bidder Registration... 5 Entering Bid Factors... 10 Creating Events... 13 Maintaining Event... 27 View Bid History... 29 Analyze Bid... 30 Search Bidder Activity... 33 Annex 1 Bid Factor Types... 35 Annex II - Additional Options on Header Detail Page... 38 Annex III Copying Items from other Documents... 39 Annex IV - Event Invitation... 42 Page 1
Common Definitions: Bid Bid Factor Bidder Business Unit Buy Event Competitive Bid End Date Event Creator Extension Period A submission of an offer on an event. An element of an event, that may or may not be cost-related, which factors into the award of an event. Bid factors can be assigned weightings and used to determine the best bid. Examples of bid factors include price, product warranties, service level agreements, and defect ratings. Anyone registered to place a bid on an event. The term bidder applies whether it is a sell event or a buy event. An identification code that represents a high-level organization of business information. You can use a business unit to define regional or departmental units within a larger organization. In a buy event, the event creator wants to buy goods or services. In addition to price, the creator may specify other bid factors and assign weightings, which factors into the award decision. Bidders must submit their bids, including responses to the bid factors, by a specified End Date at which time the bids are evaluated and the event is awarded. In PeopleSoft Strategic Sourcing, there are three types of buy events: Auction: Also known as a reverse auction. All bids are visible to all bidders. Bidders can enter multiple bids, to beat the current highest-scoring bid. RFx: Also known as a request for quote. Each bidder submits one bid by the specified End Date, at which time the bids are evaluated and the event is awarded. Bidders never see others' bids but the event creator can see all bids throughout the event. Sealed RFx: Similar to a RFx event, yet also restricts the event creator from viewing the bids until after the event has ended. An event in which bidders can view each others' scores and bid as often as they want to submit the winning score. The date and time the event closes meaning that bids are no longer accepted. The originator of the event. The length of time an auction event is extended. Events can be extended if a bidder posts a bid at the last minute. Extensions are used to keep bidding fair by allowing bidders time to respond to the last minute bid. Factor Type The type of information being requested on the bid factor, such as monetary, numeric, date, text, yes/no, list, or separator. Preview Date The time available before an event's start date. During preview, bidders may view the event, and may enter bid data into the system but not post it. Having a preview time for an event is optional. Public Event An event on which any person or organization may bid. Reserve Price The monetary amount that the event creator is willing to accept. When the event reaches Award status, the system warns the event creator if the highest scoring bid does not meet the reserve price. The user can still choose to award the event. For a sell event, the reserve price is the minimum acceptable; for a buy event, it is the maximum acceptable. Page 2
RFx Sell Event SetID Start Date User ID Weighting A request for information or request for quote event in which each bidder bids once; bidders cannot see each others' bids and scores. Most familiarly known as an auction. In a sell event, the event creator offers a good or service for sale. In addition to price, the creator may specify other bid factors which helps determine the award decision. Bidders must submit their bids, including responses to the bid factors, by a specified end date at which time the bids are evaluated and the winners are declared. In PeopleSoft Strategic Sourcing, there are two types of sell events: Auction: All bids and scores are visible to all bidders. Bidders can enter multiple bids, to beat the current highest-scoring bid. RFx: Each bidder submits one bid by the specified end date, at which time the event creators evaluates bids and awards the event. Bidders never see others' bids but the event creator can see all bids throughout the event. An identification code that represents a set of control table information or tablesets. A tableset is a group of tables (records) necessary to define your organization's structure and processing options. The date and time at which the event becomes open for bidding. The system identifier for the individual who generates a transaction. Both bid factors and line items are weighted to reflect their level of importance. Weighting is used to analyze and score bids. Business Process The etendering module addresses the business process gap in Atlas between the Requisition and Purchase Order. This module is designed to facilitate collaboration between buyers and suppliers of goods and services. Through the functionalities offered in the module, users (buyers) can manage bidding events, monitor participations, and evaluating offers, thus stream line the bidding process. When creating an event, users have the option of inviting individual suppliers/ vendors or making the event public. An invitation is automatically sent to all invitees once the event is posted. In order to participate in an event, suppliers must first register as a Bidder via the supplier portal and then enter bids for the events that they are invited to. Features such as bid factors, allows users to assign weightings and ideal answers for evaluation purposes. The system provides the ability to create a PO or Contract upon the award of the event. In addition, it will also create a Vendor Profile if one doesn t exist for the winning bidder. Page 3
Here is a process flow of the etendering: B u y e r S u p p lie r C r e a te R e q u is itio n In v ite In d iv id u a l B id d e r s C r e a t e E v e n t N o tify V e n d o r / S u p p lie r S u p p lie r S e lf R e g is t r a tio n P u b lis h P r o c u r e m e n t N o tic e R e v ie w E v e n t a n d P la c e O ff e r A n a ly z e R e s p o n s e C A P / A C P R e v ie w C r e a t e V e n d o r R e c o r d A w a r d C o n tr a c t A w a r d N o tific a tio n C r e a te P O Page 4
Bidder Registration Introduction: ETendering enables users to provide suppliers with a simple registration process. For users that do not already exist in the database as bidders, the registration process collects pertinent information about them such as name, email, address, and organization information if they represent one. For the first time registrants, use the following details to login and create access: https://finance.partneragencies.org/psp/undpp1fs/supplier/erp/h/?tab=default Username: event.guest Password: why2change Please note, although the registration page enables them to create a user ID and password, the actual user name and password will be created and assigned by the Atlas security team will send a valid password to the registered email address. Once the supplier has been assigned a valid user name and password, they can see and bid on both public events and events to which you have invited him or her. Navigation: ETendering > ETendering Home Page > Bid Registration 1.) Enter bidder information Note: The ETendering enables you to provide bidders with a simple registration process. For users that do not already exist in the database, the registration process collects pertinent information about them such as name, email, address, and organization information if they represent one. Registering enables them to create a user ID and password, and assigns them the role of Event Bidder. Now, the user is valid in the system and can see and bid on both public events and events to which you have invited him or her. Page 5
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After this step the user will get an email with a new password. The user needs to use that password to log into the system to view and bid on open events. Once an event is awarded to a registered bidder, the ETendering updates their userid to the correct type: vendor or customer. You would search under vendor or customer to invite this bidder to future events. Entering Bid Factors Introduction: The ETendering bid factor function enables users evaluate events based on price, warranties offered, lead-time, and product quality. Bidders are therefore able to give detailed information about the service or product they plan to provide. Users can set weightings for each bid factor, letting the bidder know how much value you give to that portion of his bid. Price is by default the first bid factor of any event, and you set a weighting for it. In some events, price might be the most important consideration, so you give it a 70% weighting. Or the color of the product might be so significant that you give it a 50% weighting. Navigation: etendering > Create Events > Bid Factor Setup 1.) Click on the Add a new Value tab to add new bid factor Page 10
2.) Enter bid factor code 3.) Click on the Add button Page 11
4.) Enter the following information. Field Name Type Description Question Description The type field determines the type of response user and/bidder have to provide based on the question asked. The description field is where users enter the short description of the bid factor. The question field is where users enter the descriptions of the bid factor. Weighting The weighting field is where user enter the weighting of each bid factor. Note: 1.) See Annex I for further explanations for the different Bid Factor Types. 2.) Users also have the option of associating a bid factor to a particular Item Category by following the Assign Item Category hyperlink. Once a bid factor is assigned to an item category the bid factor will be defaulted when the category is used in an event. 5.) Click on the Save button to save the bid factor Page 12
Creating Events Introduction: When users create an event, users provide bidders an overall description of the event at the header level with item-specific details at the line level. One can copy a previous event, purchase order, requisition or contract to create a new event, and save events to use as templates in the future. One can also attach documents and image files to the event, to provide bidders with precise information about what you are buying or selling. Specify at the header level any bid factors that pertain to the entire event. Then, at the line level, specify bid factors that apply to specific items. For each bid factor, set a weighting, letting the bidder know how much value you give to that portion of his bid. Price is, by default, the first bid factor of any event, and you also set a weighting for it. You can enter bid factors that you will answer but not display to the bidders. These bid factors can be for subjective responses such as "Current Business Relationship" or "Interview Results." Users can specify a list of bidders to invite to the event, or specify an event as a "public," to allow any organization or individual to register and place a bid. When an event is created, a PDF file describing the event is automatically generated. This PDF file is attached to the email that notifies bidders of the event. If the event is modified, the PDF file can be re-generated and dispatched to bidders. Navigation: ETendering > Create Events > Event Details 1.) Select Buy as the event format 2.) Click on the Add button Page 13
3) Enter the following information is the Event Parameters panel Field Name Event Name Description Description Name of the bidding event Detail description of business requirements for the bidding exercise Preview Date The time available before an event's Start Date. During Preview, bidders may view the event, and may enter bid data into the system but not post it. Having a Preview Time for an event is optional. Start Date The date and time at which the event becomes open for bidding. End Date The date and time when the bidder have to submit the bids by Page 14
Note: Setting/Changing Time Zone: As you may have noticed, you can t change the timezone for the dates because the system uses the time zone specified in your user preferences. If you would like to change the time, first you need to update your My Personalizations as shown below. Page 15
Select the correct Time Zone click Once you click on the time zone. button, your timezone settings will reflect the new Page 16
4.) Enter the following information by click on the Event Settings and Options hyperlink Page 17
To ensure compliance with our policies, we have taken steps to avoid conflict by eliminating the ability to open the bids while event is ongoing, not to edit posted bids and not do display our estimated price. 5.) Enter the following information by click on the Event Header Comments and Attachments hyperlink Page 18
6.) Enter the following information by click on the Event Header Bid Factors hyperlink 7.) Enter the following information by click on the Payment Terms and Contact Info hyperlink Page 19
Field Name Currency Payment Terms Billing Address Buyer Pay Method Contact Name Contact email ID Description The currency which will be used for the transaction The payment term which will be used for the transaction The Billing address which would be used for the transaction. (users have the option of selecting different billing address form the look up glass) The Buyer for the event The payment method which will be used for the event The contact person for the event The contact person's email address for the event 8.) Enter the following information by click on the Line Items hyperlink Page 20
9.) Enter the following information by click on the Item Line Defaults hyperlink 10.) Select bid factors from the search results 11.) Enter the following information and click on the ok button Page 21
Field Name Weighting Display Required Description The importance of this line item to your overall event. If you do not set specific line weightings, each line item with be weighted equally. Please note the sum of the weightings for Header Bid factors or line bid factors should equal to 1. For example, if two bid factors were used, the weighting for the first bid factor was 0.7, the second bid factor must had the weighting of 0.3. Select if you wish the bidder to respond the the question Select if a response is required 12.) Enter the header comments through the hyperlink. (optional) User can choose whether to send the comments to bidder and/or include on Award by select the check box. In addition, user can also attach the relevant document s by clicking on the Add Attachment button. 13.) Click on the OK or cancel button to return to the Event Detail page. 14.) Enter the following information through the hyperlink. (Optional) Page 22
Field Name Due Date Ship to location Ship Via Freight Terms Description The due date for the delivery The ship to location The shipping method The freight term for the delivery 15.) Click on the OK or cancel button to return to the Event Detail page. 16.) Invite bidder by clicking on the hyperlink. 17.) To make the event public, select the check box. (optional) 18.) By click on the icon user can specify the contact for the individual or company, who is not registered as a bidder, but you wish to invite for the event. Page 23
19.) Click on the icon to add a new or delete an existing entry 20.) Click on OK to return to the invite bidder page. 21.) Users also have the option of inviting specific bidders and/or vendors through the page. (optional) 22.) Specify the search criteria and click on the search button. (optional) 23.) Select the vendor you wish to invite by checking the invite check box. 24.) Click on the OK or cancel button to return to the Invite Bidders page.. Page 24
22.) Enter line information 25.) Enter the line detail information by click on the icon. 26.) Click on the OK or cancel button to return to the Event Detail page. 27.) Complete the line information by entering the following information: description, category, UOM, Start Price Note: 1.) Users have the option of entering multiple line by click on the plus button 2.) Users have the option of copying line information from an requisition ( for detail steps, please refer to Annex III) 3.) Users have the option of providing different line weighting by click on the line weighting tab. 28.) Enter the line detail information by click on the icon (optional) 29.) Enter the following information on the Line Details page if you have not already done so through the line default page or the information differs from the default value. Field Name Due Date Ship to location Ship Via Freight Terms Description The due date for the delivery The ship to location The shipping method The freight term for the delivery 30.) Click on the Ok button to return to the Event detail page. 31.) Enter the line bid factor by click on the icon on the line. (optional) Page 25
32.) Click on the icon to insert a new line for additional line bid factor and select the bid factors from the lookup glass. 33.) Enter the data for the line bid factor, and click on OK after complete. 34.) Click on Save button to save the event. 35.) Click on the button when ready to publish the event. 36.) Click on OK to confirm Posting This will send an automatic email to defined approvers for approval. The approver can access the event by clicking on the link and take necessary action. Note: Once the event is posted all invitees will receive an email invitation. For more detail about event invitation, please refer to the Annex IV. Page 26
Maintaining Event Introduction: Through the Event Workbench page, users can view the event status, cancel events, view bid history, and analyze bids. Once posted, a created event's bidding begins on the specific start time. The event progresses through most of the following statuses: Posted: Approved event; bidding is ongoing. Pending Award: Completed event, not yet awarded. Pending Scheduled Review: Event is awaiting an approval process review. This status occurs when approval workflow is scheduled. Awarded: Event award has been approved; the event itself is complete. Not Awarded: Event ended without the event being awarded. Canceled: Event creator canceled the event. Navigation: ETendering > Maintain Events > Event Workbench Page 27
To view and edit the event detail: click on the event ID To view the event cycle: click on the icon To view the bid history: click on the icon To analyst the bid: click on the icon To cancel the event click on the icon Page 28
View Bid History Introduction: The view bid history page allows users to view the bids entered for a particular event. Through this page users can see the bidder name, time posted, price and score for all bids entered. Navigation: ETendering > Maintain Events > Event Workbench 1.) Click on the icon to of the corresponding event. 2.) Click on the icon to view the score of the individual bid. Page 29
Analyze Bid Introduction: Through the analyze bid page, ETendering enables users to analyze responses from bidders and award events to the best bidder or bidders. The system enables you break down awards to the line level, and award by quantity or by percentage to one or more bidders per line. In the case of a blind sealed event, user must wait until the end of the event to analyze and award the event. Navigation: ETendering > Maintain Events > Event Workbench 1.) Click on the icon to of the corresponding event. 2.) Click on the Award Event check box for the bidders with highest score and enter the percentage you wish to award the bidder. Note: Page 30
1.) The Analyze Events page shows the overall summary information as well as the line information entered by the bidders. 2.) By clicking on the button users also have the option of adding additional bid factors in the analyzing/ evaluation stage. 3.) Click on the hyperlink to see the score on the line level. Click on the award event check box for the bidders with highest score and enter the award percentage and quantity 4.) Click on the hyperlink to view the award information and close each line 5.) Click on the icon and view the detail break down for each bidder Page 31
6.) Click on the icon to view/enter the Award Schedule 7.) Click on the OK button after complete the schedule information 8.) To close the line, change the line Status form to. Note: The status changes to Awarded after all lines are closed. 9) Click on the hyperlink 10.) Select an Award Type. Users have the option of creating a purchase order or a contract. 11.) Click on the button to generate a purchase order or contract. Note: A PO will be created when the purchase order option is selected. Page 32
Search Bidder Activity Introduction: The search bidder activity page allows users to look up the number of events a particular event has been invited for, number of events the particular vendor has participated, and number of events the particular bidder has been awarded. In addition, users can look up the responses entered by the bidder in detail. Navigation: ETendering > Event Responses > Search Bidder Activity 1.) Enter search criteria (ex. Bidder ID) 2.) Click on Search 3.) Click on the hyperlink for bidder s name to see the bidder s activity page. Page 33
4.) The Event participation panel shows the number of events this particular vendor has been invited, participated and awarded. 5.) Click on the icon to view the total bid account entered for the particular event. 6.) Click on the icon to view the detail information for the bid entered. Page 34
Annex 1 Bid Factor Types Introduction: The bid factors are the criteria users can use to evaluate response received by the bidders. Depending on the questions, and expected response, users have the option of selecting different bid factor type. 1.) The Yes/ NO bid factor type is use when you are expecting either Yes or No as the response. 2.) The Date bid factor type is used when you are expecting the response in a date format. 3.) The List bid factor type is used when you would like the user to select one of the items from a predefined list. Page 35
4.) The Monetary bid factor type is used when you are expecting the response in a monetary amount. Page 36
5.) The Numeric bid factor type is use when you are expecting the response in a numeric number. 6.) The Separator bid factor type is used as a separator that allows users to separate bid factors into different sections. No responses in required for such bid factors. 7.) The Text bid factor type is used when you are expecting the response in fee text format. Page 37
Annex II - Additional Options on Header Detail Page Introduction: The Header Details page allows users to enter information such as currency, billing address, and contact information for the entire event. In addition, the Additional Option panel gives users the option of changing the configuration of the event. Field Name Description Available Event Type Bid Required on All Lines Select to require bidders to bid on every item in the event. Blind bid; Competitive Multiple Bids Allowed Select to allow bidders to update their bids to obtain the competitive advantage. Display Bid Factor Weightings Display Bid History Page Display Winning Bid to Bidders Show Identity of Bidders Must Beat own Bid Must Beat Best Bid Sealed Event Price Only Request Line Qty Required Display Start Price to Bidders Bidder Must Beat Start Price Display Bid Rant (4th) Show number of Bids Allow Bidder Downloads Select to display your weighting of bid factors to all bidders. If you elect to not display bid factor weightings to bidders, you may change the bid factor weightings during analysis. Select to prohibit the event creator from seeing bids until the end time of the event. Blind bid Blind bid Blind bid Competitive Blind bid; Competitive Blind bid Blind bid Blind bid Blind bid; Competitive Blind bid; Competitive Blind bid; Competitive Blind bid Competitive Competitive Blind bid; Competitive Page 38
Annex III Copying Items from other Documents Introduction: When creating an event, users have the option of entering the line information manually or copy the information form an existing document such as requisition. 1.) The page allows users the option of copying information from an existing document. Override: Replaces any information that you have already entered for the event with the data from the template. Append: Adds information to what you have already entered for the event but does not over-write any fields in which you have entered data. Other fields that appear in the Select Criteria group box depend on the Copy From selection. 2.) By choosing requisition, purchase order, contract, template from the copy from drop down list, users specify the type of document he/she would like to copy the information from. Page 39
3.) Select the copy method: Override: Replaces any information that you have already entered for the event with the data from the template. Append: Adds information to what you have already entered for the event but does not over-write any fields in which you have entered data. Note: the remaining step will differ depending on the user selections. In the example shown blow is when one selects a Requisition as a source file. 4.) Select the select lines 5.) Specify the copy criteria 6.) Click on the OK button to perform search based on the criteria specified. 7.) Select the Requisition line to copy 8.) Click on the OK button to complete the copying Page 40
9.) Complete the remaining information for the event. Page 41
Annex IV - Event Invitation Introduction: Once an event is posted, the invitees will receive an electronic invitation contains a summary of the event and a.pdf file detailing all elements of the event. Via the hyperlink in the summary page, bidders can view and participate the events that they are invited to. In addition, first time bidders can also create a user profile via the hyperlink. 1.) Once the event has been posted the invitee will receive then invitation via email. The invitation will also contain a.pdf file show the event details. Page 42
2.) To view the event details and enter bids through the system, users can click on the hyperlink Please click here to review and bid on this event. 3.) For users who does not have an existing username and password, one can use the following to log in: Username: event.guest Password: whywchange Page 43
4.) Click on Manage Events and Place Bids> View Events and Place Bids 5.) Click on the icon to enter bids. Note: To register as a bidder the invitee should navigate to the Main Menu and click on the Register Bidder hyperlink. Page 44