IBM Emptoris Sourcing IBM Buyer Guide 10.1.2 SaaS
IBM Emptoris Sourcing IBM Buyer Guide 10.1.2 SaaS
ii IBM Emptoris Sourcing: Buyer Guide
Copyright Note: Before using this information and the product it supports, read the information in Notices on page 223. Copyright IBM Corporation 2012, 2016. All rights reserved. Copyright Emptoris 1999, 2012. All rights reserved. US Government Users Restricted Rights - Use, duplication or disclosure restricted by GS ADP Schedule Contract with IBM Corp. Copyright IBM Corp. 2012, 2016 iii
iv IBM Emptoris Sourcing: Buyer Guide
Contents Copyright.............. iii Chapter 1. Emptoris Sourcing Overview 1 Emptoris Sourcing Add-On's......... 1 Accessing Emptoris Sourcing......... 2 Logging In.............. 2 Logging Out............. 2 Retrieving Login Name.......... 3 Resetting Password........... 3 User Interface............. 3 Global Search.............. 7 Using Global Search........... 7 Emptoris Sourcing Set Up.......... 7 Chapter 2. User Portal......... 9 Configuring the Portal........... 9 My List................ 9 Adding RFx To My List.......... 9 Removing RFx From My List....... 10 Exporting Events from User Portal...... 10 Configuring Shortcuts Portal Tile....... 10 Chapter 3. Organizations....... 13 Creating Buyer Organizations........ 13 Activating Buyer Organizations........ 13 Editing Buyer Organizations......... 13 Assigning Organizations.......... 14 Unassigning Organizations......... 14 Selecting Organization to Access....... 14 Viewing or Editing Your Organization Profile... 14 Viewing or Editing Your Organization Set-up... 15 Currency Settings............ 15 Setting Currencies at Organization Level... 15 Changing Primary Currency of an Organization 15 Creating Exchange Rate Currency Tables... 16 Viewing or Editing Currency Tables..... 17 Copying Currency Tables......... 17 Exporting Currency Tables........ 17 Chapter 4. Users and User Roles... 19 User Roles and Functions.......... 19 Buyer Organization Roles.......... 26 Content Managers........... 26 Corporate Sourcing Managers....... 27 Divisional Sourcing Manager....... 27 Buyer Application Manager........ 27 Buyer Agent............. 27 Business Unit Manager......... 27 Organizational Supplier Manager...... 28 Key Commodity Manager........ 28 Buyer Observer............ 28 Event Manager............ 28 Supplier Organization Roles......... 29 Supplier Application Manager....... 29 Supplier Agents............ 29 Creating User Accounts.......... 29 Activating User Accounts.......... 30 Deactivating User Accounts......... 30 Chapter 5. Supplier Profiles...... 31 Accessing Supplier Profile in Emptoris Supplier Lifecycle Management........... 32 Viewing Supplier Profile in Emptoris Supplier Lifecycle Management........... 32 Viewing Performance Scores and Risk Scores... 32 Creating Supplier Profile.......... 33 Editing Supplier Profile.......... 33 Editing Multiple Supplier Profiles...... 33 Activating Supplier Profiles......... 34 Deactivating Supplier Profiles........ 34 Adding Suppliers to Your Organization List... 34 Removing Suppliers from Your Organization List.. 34 Adding Suppliers to Your List of Suppliers.... 35 Removing Suppliers from Your List of Suppliers.. 35 Linking Supplier Profiles to Categories..... 35 Unlinking Supplier Profiles From Categories... 36 Creating Supplier Profile Fields........ 36 Configuration Fields for Creating Supplier Profile Fields............... 36 Editing Supplier Profile Fields........ 37 Exporting Selected Supplier Profiles...... 37 Viewing Active Suppliers.......... 37 Chapter 6. Catalog.......... 39 Categories............... 39 Creating Sub Categories......... 39 Editing Categories or Sub Categories..... 40 Category Linking........... 40 Creating Category Fields......... 41 Items............... 41 Chapter 7. User-defined Fields.... 43 User-defined Field Types.......... 44 Text Field Type............ 44 Currency Field Type.......... 45 Date Field Type............ 47 Decimal Field Type........... 48 Formula Bid Field Type......... 49 Integer Field Type........... 49 Message Field Type........... 51 Spacer Row Answer Field Type....... 51 Selection Field Type.......... 52 Table Field Type............ 53 Yes or No Field Type.......... 53 Smart Data Library............ 54 Creating User-defined Property Fields.... 55 Editing User-defined Property Fields..... 55 Deleting User-defined Property Fields.... 55 Changing Sequence of User-defined Fields.... 56 Copyright IBM Corp. 2012, 2016 v
Searching Emptoris Contract Management Data Definition field for Category, Item, and Bid Attributes............... 56 Formulas............... 57 Tips for Entering Formulas........ 57 Validating Formula........... 58 Financial Functions............ 58 Chapter 8. RFx........... 61 RFx Concepts.............. 61 All or None Set............ 61 Base Cost.............. 62 Baseline.............. 62 Baseline Unit Cost........... 62 Baseline Savings............ 62 Bi-directional Bids........... 63 Bid Fields.............. 63 Bid Transformation........... 63 Business Volume Discount........ 64 Forced Lots............. 65 Incumbent Supplier........... 65 Items............... 65 Lead Days.............. 65 Lots................ 65 Maximum Desired Quantity........ 66 Minimum Desired Quantity........ 66 Minimum and Maximum Bid Quantities.... 66 Minimum Bid Change.......... 67 One Time Charge........... 67 Price Per Unit............ 68 Preliminary Bids............ 68 Proxy Bids.............. 68 Reserved Price............ 69 Residual RFx............. 69 RFx Template............. 69 Show-stopper............. 70 Staggered Closing........... 70 Substitution Sets............ 71 Supplier Constraints.......... 72 Surrogate Bids............ 72 Team Roles............. 72 Unique ID.............. 73 RFx Types............... 73 RFI................ 74 RFQ................ 74 RFP................ 74 Buyer Survey............. 75 English Reverse Auction......... 75 English Forward Auction......... 76 Dutch Reverse Auction......... 76 Dutch Forward Auction......... 77 Japanese Reverse Auction......... 78 Japanese Forward Auction........ 79 RFx Workflow............. 82 Stages in an RFI............ 82 Stages in an RFQ........... 83 Stages in RFP............. 83 Stages in Buyer Survey......... 84 Stages in an Auction.......... 84 RFx Calendar.............. 85 Searching RFx............. 85 Creating an RFx............. 86 RFx Creation Process........... 86 Entering Basic RFx Information....... 87 Selecting Currencies.......... 89 Defining Bidding Rules......... 90 Creating Sections........... 101 Adding Questions to a Section...... 102 Bid Fields............. 103 Suppliers or Respondents........ 107 Setting Up Bid Transformation....... 113 Inviting Buyers............ 113 Scheduling RFx............ 116 Sending Invitation Manually....... 117 Creating and Editing Lots......... 117 Creating and Editing Items........ 118 Copying Items............ 118 Creating and Editing All-or-None Sets or Substitution Sets........... 118 Moving Items to Sets.......... 119 Adding Item Definition Fields....... 119 Configuring Item Names........ 120 Deleting Items............ 121 Creating Residual RFx.......... 121 Creating Reverse Auction from an RFP or RFQ.. 121 Creating RFx from the Import Template.... 122 RFx Templates............. 122 Creating an RFx Template........ 122 Creating an RFx from a Template...... 124 Creating a Template from an RFx...... 125 Creating RFx Template from a Template... 125 Creating a Template from an Imported File.. 125 Responding to Buyer Surveys........ 126 Responding Offline - Buyer Surveys..... 126 Editing Buyer Survey Responses...... 127 Monitoring RFx............ 127 Viewing Items............ 127 Viewing Bids............ 128 Creating Pivot Views.......... 128 Comparing Bids in RFPs and RFQs..... 129 Invalidating Bids........... 129 Pivot Tables............. 130 Viewing and Scoring Responses in a Section.. 131 Exporting Surrogate Template and Placing Surrogate Scores........... 131 Comparing Sections Responses...... 132 Score Sheets............. 132 Monitoring English Auctions....... 133 Monitoring Dutch Auctions........ 135 Monitoring Japanese Auctions....... 136 Placing Surrogate Bids in English Auctions.. 138 Placing Surrogate Bids in Dutch Auctions... 138 Pausing Auctions........... 138 Resuming Paused Auctions........ 139 Comparing Bids in English Auctions.... 139 Invalidating Bids in English Auctions.... 139 Exporting Bid History......... 140 Analysis Overview........... 140 Total Purchasing Cost......... 141 Performance Cost........... 141 Penalty Cost............. 141 Total Analyzed Cost.......... 142 vi IBM Emptoris Sourcing: Buyer Guide
Total Performance and Other Cost..... 142 Scenario Infeasibility.......... 143 Optimal Results........... 143 Reasoning............. 143 Award Suggestions.......... 144 Automatically Generated Scenarios..... 144 Factor Weights............ 145 Optimization............ 145 Business Constraints.......... 146 Capacity Constraints.......... 147 Supplier Count Constraint........ 147 Supplier Cost Constraint........ 148 Delivery Constraint.......... 148 Supplier Constraints.......... 149 Viewing Analysis........... 149 Viewing Business Volume Discounts..... 150 Viewing Scenario Summary....... 150 Viewing Reasoning.......... 150 Reviewing Scenario Infeasibility...... 150 Scenario Creation Overview........ 151 Scenarios.............. 151 Scenario Building........... 152 Entering Basic Information for Scenarios... 152 Entering Advanced Configurations for Scenarios 153 Entering Factor Weights......... 154 Entering Business Constraints....... 155 Deleting Business Constraints....... 156 Creating Delivery Constraints....... 157 Defining Scope for a Scenario....... 157 Running the Scenario.......... 157 Checking Scenario Optimization Status.... 158 Viewing Optimal Results........ 158 Viewing Sensitivity Graph........ 158 Awarding Overview........... 158 Manually Awarding an RFx....... 159 Using Scenarios to Award Events...... 159 Revoking Posted Awards........ 160 Deleting Items from the Bids Frame..... 160 Deleting Scenario from Award Tab..... 160 Exporting Awards........... 160 Viewing Award Information....... 161 Attachments.............. 161 Attaching Files............ 161 Downloading Attachments........ 162 Opening Attachments......... 162 Updating Attachments......... 162 Deleting Attachments.......... 163 Searching Attachments......... 163 Exporting Multiple Attachments...... 163 Chapter 9. Notices Overview..... 167 Contract Award Notice.......... 167 Contract Notice............. 167 Prior Information Notice......... 168 NUTS, CPV, and VOC.......... 168 Validations.............. 168 Creating Notices............ 169 Configuration Fields for Creating Notices... 169 Adding Team Members in Notices...... 170 Deleting Team Members in Notices...... 170 Assigning Roles to Team Members in Notices.. 171 User Permissions for Notices........ 171 Roles and Responsibilities for Notices..... 172 Status of Notices............ 172 Creating Notice Information Fields...... 173 Editing Notice Fields........... 173 Creating Notice Templates......... 173 Creating Notice Templates from Notices.... 174 Cloning Notice Templates......... 174 Editing Notice Templates......... 174 Deleting Notice Templates......... 175 Submitting Notices to TED......... 175 Updating Details of a Published Notice..... 175 Chapter 10. Accessing Contract Management............ 177 Creating Contract for Awarded Event..... 177 Viewing Contract for the Awarded Event.... 178 Viewing Supplier Contracts......... 178 Chapter 11. Accessing Spend Analysis 179 Viewing Spend of a Category........ 179 Viewing Spend of a Supplier........ 180 Chapter 12. Message Center Overview 181 Viewing Messages............ 181 Creating Messages............ 182 Creating RFx Messages.......... 182 Creating Auction Messages......... 182 Responding to Messages......... 183 Searching Messages........... 183 Resending Messages........... 183 Deleting Messages............ 184 Chapter 13. Utilities Overview.... 185 Currency Code Information........ 185 Creating Business Units.......... 190 Admin............... 191 Editing Your User Profile........ 191 Changing Your Password........ 191 Setting Home Page.......... 192 Viewing Active Suppliers........ 192 Cluster Health............ 192 Import/Export............. 194 Data Import............. 194 Data Export............. 195 Data Manager............ 196 Canceling Data Manager Operations..... 196 Viewing Jobs............ 197 Saving Jobs............. 197 Manage Organizations.......... 197 Exporting Messages.......... 197 Importing Messages.......... 197 Editing Message Configurations...... 198 Editing Message Content........ 198 Enabling or Disabling Messages...... 198 Viewing Projects............ 199 Contents vii
Chapter 14. Configuration Management............ 201 Configurations............. 201 Selecting Modules........... 203 Searching Configuration Properties..... 203 Editing Configuration Properties...... 203 Exporting Configuration Properties..... 204 Viewing History of Configuration Properties 204 Configuration Properties - Application Restart Not Required............ 204 Additional Settings........... 208 Managing Folders for RFx Attachments... 208 Managing Folders for Supplier Profile.... 210 Managing Folders for Notices....... 211 Managing Supplier Profile Sections..... 212 Terms and Conditions.......... 212 Chapter 15. Reports Overview.... 215 Creating Reports............ 215 Types of RFx Reports........... 216 Advanced Bid Summary Report...... 216 Auction Savings/Revenue Summary Report.. 216 Basic Bid Summary Report........ 216 Bid Comparison Report......... 217 Bid Summary by Category........ 217 Buyer RFP Summary Report....... 217 Buyer Survey Results.......... 217 Executive Summary Reports....... 217 Round Comparison Report........ 218 RFI-RFP Question Summary Report..... 218 RFx Summary Report......... 218 Scenario Comparison for RFx Report.... 219 Sourcing Desktop Intelligence Report.... 219 Supplier Participation Report....... 220 RFx Summary by Item Attributes Report... 220 Types of Supplier Reports......... 220 Sourcing History Report......... 220 Supplier Profile Report......... 220 Supplier Rank Summary Report...... 221 Supply Base Sourcing Analysis Report.... 221 Types of User Reports.......... 221 User List Report........... 221 Activity Log Report for Organization.... 221 Activity Log Report for an Event...... 221 Notice Summary Report.......... 222 Notices.............. 223 viii IBM Emptoris Sourcing: Buyer Guide
Chapter 1. Emptoris Sourcing Overview IBM Emptoris Sourcing is a web-based software application that enables an organization to optimize the process of procurement and provides state-of-the-art capabilities for analyzing and awarding items and services. Using Emptoris Sourcing, you can do the following activities: v Generate detailed RFxs that involves creating items and services that your organization wants to purchase. v Invite selected supplier organizations to bid on the RFxs. v Analyze bids that use performance factors, weights, business constraints. v Creating event reports by data export by using Sourcing Desktop Intelligence. v Award bids. v Generate reports. Emptoris Sourcing Add-On's Apart from the features that are mentioned, you can also do the following activities: v Create Notices to submit to Tender Electronic Daily. v Import and export information in Microsoft Excel or CSV templates. Some of the features might not be available in your installation. Contact your support representative if you require information on them. For all administrative functions of IBM Emptoris Strategic Supply Management Platform, refer to the IBM Emptoris Strategic Supply Management Platform Administrator Guide. Advanced add-on capabilities are available in Emptoris Sourcing. The following advanced add-on capabilities are available in Emptoris Sourcing: Sourcing Desktop Intelligence (SDI) Using this feature, you can export bid data and access sophisticated capabilities in Microsoft Excel to do a number of analytical tasks. Scenario Analysis Using this feature, you can create constraints to meet your unique sourcing requirements and business preferences with pre-built Emptoris Sourcing optimization function. Optimized Auctions Using this feature, you can create constraints that enable you to run optimization throughout the event so that the cost is not the only factor for ranking a supplier in an auction. Copyright IBM Corp. 2012, 2016 1
Flexible Bidding Using this feature, you can allow bundle bidding, business volume bidding, and volume business discounts. Supplier Decision Support and Collaboration Using this feature, you can provide feedback to suppliers on their bids, allowing them to offer innovative solutions, emphasize their competitive advantage and optimize their bids. One and Two Envelope Bidding Using this feature, you can configure an RFP as a one envelope or two envelope structure. OJEU Notices (sending a tender Notice to the European Union site) Using this feature, you can publish notices to TED (Tenders Electronic Daily) for the following forms in English language only: v Prior Information Notice Form v Contract Notice Form v Contract Award Notice Form Accessing Emptoris Sourcing Logging In Users can access the Emptoris Sourcing application using the Emptoris Strategic Supply Management Platform. Users can log on, using a single user account and access all applications that are integrated with the Emptoris Strategic Supply Management Platform. Users need the required permissions to access the applications. To log on to Emptoris Sourcing, complete the following steps: 1. Open the login page. 2. Enter your user name and password in the appropriate fields. 3. Click Log in. 4. Click IBM Emptoris Virtual Supply Master and then click IBM Emptoris Sourcing from the Suite navigation page. The IBM Emptoris Sourcing home page is displayed. Note: If the home page is set as Sourcing, Sourcing home page is displayed when you login. Logging Out You must log out of the Emptoris Sourcing application after you complete the assigned tasks. 2 IBM Emptoris Sourcing: Buyer Guide
To log out of Emptoris Sourcing, complete the following steps: 1. On the Emptoris Sourcing header's, click user profile icon. 2. Click Logout. Retrieving Login Name In Emptoris Sourcing, you can retrieve your login name in case you forget your user name. To retrieve your login name, complete the following steps: 1. On the Emptoris Strategic Supply Management Platform login page, click Forgot Username. 2. On the Forgot Username window, enter the email address, then click OK. Note: Ensure that you enter the email address that is registered with the login name, as the login name is sent by email. Resetting Password In Emptoris Sourcing, you can reset your password from the Emptoris Strategic Supply Management Platform login page. To reset your password, complete the following steps: 1. On the Emptoris Strategic Supply Management Platform login page, click Forgot Password. 2. On the Forgot Password window, enter your username, and then click OK. User Interface Note: The password is reset, and sent to your registered email address. On your first login, you must change the password. The Emptoris Sourcing User Interface (UI) displays within your internet browser. It is divided in two sections: v Top menu - contains menus, links, and buttons to navigate to various modules and functions within Emptoris Sourcing. v Main window is the working area of Emptoris Sourcing. List of buttons In the Emptoris Sourcing application, buttons are shortcuts for various tasks that can be performed. Table 1. Suit level navigation buttons Button Function IBM Emptoris Sourcing Chapter 1. Emptoris Sourcing Overview 3
Table 1. Suit level navigation buttons (continued) Button Function IBM Emptoris Contract Management IBM Emptoris Spend Analysis IBM Emptoris Program Management IBM Emptoris Virtual Supply Master Table 2. Application level navigation buttons Button Function RFx Organizations Categories Suppliers Utilities Messages Notices User profile Table 3. RFx wizard buttons Button Function Event setup Sections and questions Field definitions Lots and items Bid transformation Participants Approval forms Schedule 4 IBM Emptoris Sourcing: Buyer Guide
Table 4. List of other buttons Button Function Advance search Add new Remove Add to list Remove from list Buyer survey respondents Attachments Calendar Clock Close or cancel Configure Copy Drag and drop Download Export Import Grid configuration Information Discount item Left panel expand Right panel expand Library Manage translations More grid More navigation Move item to set Chapter 1. Emptoris Sourcing Overview 5
Table 4. List of other buttons (continued) Button Function Lock bidding One envelope lock bidding Two envelope lock bidding Pause Resume Preliminary bids Restore Supplier acceptance Supplier preview Suspend or include Delete Edit invitation View messages Collapse the menu Expand the menu Modify table layout Change order in which items, sections, attributes (properties, fields) are listed Restore the order in which items, sections, attributes (properties, fields) are listed View summary information on the category, supplier, or RFx Delete Search Open folder Sort Toggle list heading Maximize display area Expand list 6 IBM Emptoris Sourcing: Buyer Guide
Table 4. List of other buttons (continued) Button Function Collapse list Expand folder Collapse folder Global Search Global Search is used to search for RFxs, suppliers, and categories from the top menu. The type-ahead results are displayed as you enter the characters. For example, when you enter de, all RFxs, suppliers, and categories that start with de are displayed. Using Global Search You can use the global search option to quickly search for RFxs, suppliers, and categories. Emptoris Sourcing Set Up To use the global search option in Emptoris Sourcing, complete the following steps: 1. From the Emptoris Sourcing toolbar, click the Search icon. 2. Enter your search query in the search box. As you enter one or more characters, the search result is displayed. 3. Click the result that you want to view. Note: The search results are limited to a maximum of three items each for RFxs, suppliers, and categories. If more than three items are found, a link to the traditional context search to view all results is displayed. However, if the search result does not contain one of the items such as categories, a maximum of nine search results are displayed for RFxs and suppliers. Before you begin creating RFxs, you must set up the sourcing application using the IBM Emptoris Strategic Supply Management Platform. The following table displays various tasks and processes involved in configuring the application in the Emptoris Strategic Supply Management Platform and the Emptoris Sourcing application. Table 5. Configurations for Emptoris Sourcing Steps in process Who does it Where it can be done Reference Guides/Topics Create category catalog. Administrator Emptoris Strategic Supply Management Platform IBM Emptoris Strategic Supply Management Platform Administrator Guide Chapter 1. Emptoris Sourcing Overview 7
Table 5. Configurations for Emptoris Sourcing (continued) Steps in process Create buyer organizations, business units, and user accounts. Register supplier organizations and create user accounts. Customize the application for your needs by creating user-defined fields and modifying notification messages. Who does it Administrator Administrator Buyer application manager Where it can be done Emptoris Strategic Supply Management Platform Emptoris Strategic Supply Management Platform Emptoris Sourcing Reference Guides/Topics IBM Emptoris Strategic Supply Management Platform Administrator Guide IBM Emptoris Strategic Supply Management Platform Administrator Guide 8 IBM Emptoris Sourcing: Buyer Guide
Chapter 2. User Portal The User Portal page displays the various modules of Emptoris Sourcing in a tiled format. It can be configured as the home page and users can use it to quickly access the modules. The user portal can be customized to display the most recent and relevant content. The portal tiles are also known as portlets. The following portlets are available for display on the portal page: v Calendar v RFXs v Shortcuts v Messages v Contracts v Spend You can customize the following options for most portlets: v Visible columns v Default filter Configuring the Portal My List v Default column for sorting Using the portal configuration page, you can arrange the portal tiles and add or remove tiles. To configure the user portal, complete the following steps: 1. Adding tiles - To add a tile drag the tile from the Available Tiles section to the Visible Tiles section. 2. Removing tiles - To remove a tile drag the tile from the Visible tiles section to the Adding Tiles section. 3. Arranging tiles - You can drag a portal tile to any empty slot in the Visible tiles area. To add more slots you can click Down Arrow in the Visible Tiles section. In Emptoris Sourcing, My list is a filter option in the RFx portlet. Using this option you can track a particular RFx from the user portal. You can add or remove RFx from the My list filter option. Adding RFx To My List You can use the My list filter option to add a particular RFx from the user portal. Copyright IBM Corp. 2012, 2016 9
To add an RFx to My list, complete the following steps: 1. On the RFxs pages, select the RFx. 2. Click on the Add to My List icon. 3. On the Confirm window click OK. Removing RFx From My List You can use the My list filter option to add a particular RFx from the user portal. To remove a RFx from My list, complete the following steps: 1. On the RFxs pages, select the RFx. 2. Click on the Remove from My List icon. 3. On the Confirm window click OK. Exporting Events from User Portal You can export events from the user portal through the filter option functionality. To export events from the user portal, complete the following steps: 1. On the RFxs portlet, use the filter option to display the required events. 2. Select the events that you want to export. 3. Click Export. The Export Data dialog box is displayed. Configuring Shortcuts Portal Tile Note: Using the XLS Or XLSX option, you can export only one event at a time. To export multiple events you must use the XML option. Using the portal configuration page, you can add shortcuts to internal sections and external URLs to the shortcuts portal tile. To configure the shortcuts portal tile, complete the following steps: 1. On Portal page, click Edit Tile for the Shortcuts Portlet. 2. On the configuration dialog box, you can complete the following steps: a. Add shortcut - From the Available Shortcuts section drag the shortcut to the Visible Shortcuts section. b. Remove shortcut - From the Visible Shortcuts section drag the shortcut to the Available Shortcut section c. Add external shortcut - In the Add external shortcut area, enter the name and URL and click Add. The shortcut appears in the My Shortcuts area and also in the Available shortcuts section. 10 IBM Emptoris Sourcing: Buyer Guide
Note: The Buyer Application Manager can create public shortcuts. If a shortcut is made public, it will be available for all users in the buyer organization. If it is private, the shortcut will only appear on the Buyer Application Manager's personal list. Chapter 2. User Portal 11
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Chapter 3. Organizations Creating Buyer Organizations Buyer organizations are created in the Emptoris Strategic Supply Management Platform. About this task Users with the Emptoris Strategic Supply Management Platform Administrator's role can create buyer organizations. For more information on creating organizations, refer to the IBM Emptoris Strategic Supply Management Platform Administrator Guide. Note: After an organization is created in the Emptoris Strategic Supply Management Platform, you must activate the organization in Emptoris Sourcing to be able to use it. Activating Buyer Organizations In Emptoris Sourcing, the Content Managers can activate the buyer organizations. A buyer organization must be approved to be active in Emptoris Sourcing. To activate a buyer organization, complete the following steps: 1. On the Organization menu, click View. 2. On the View Organization page, click the name of the organization you want to activate. 3. On the Edit Organization dialog box, select Active, in the Approval Status field. 4. Click Save. Editing Buyer Organizations In Emptoris Sourcing, the Content Managers, Corporate Sourcing Managers, and Buyer Application Managers (can edit their own organization using the Manage organization option from the Utilities menu.) can edit the buyer organizations. To edit a buyer organization, complete the following steps: 1. On the Organization menu, click View Organization. 2. Click the name of the organization you want to edit. 3. On the Edit Organization dialog box, make the required changes and click Save. You can edit the following details: v v v v Organization details Currency information Organization configuration information Approval status (only Content Managers and Corporate Sourcing managers) Copyright IBM Corp. 2012, 2016 13
Assigning Organizations Corporate Sourcing Managers can manage organizations that they have access to and can also assign and un-assign organizations to Divisional Sourcing Managers. To assign an organization, complete the following steps: 1. On the Emptoris Sourcing homepage, click Organization > Assign Team to Customer. 2. On the View Organization page, click the icon of the organization that you want to assign to a divisional sourcing manager. 3. In the Team Members for Organization section, click Add Team Members. 4. On the Assign Team Members page, select the user and click Add Team Members. 5. Click OK. Unassigning Organizations Corporate Sourcing Managers can manage organizations that they have access to and can also assign and unassign organizations to Divisional Sourcing Managers. To unassign an organization, complete the following steps: 1. On the Emptoris Sourcing homepage, click Organization > Assign Team to Customer. 2. On the View Organization page, click the icon of the organization that you want to un-assign. 3. Select the user and click Un-assign Team Members. 4. Click OK. Selecting Organization to Access Corporate Sourcing Managers can manage organizations that they have access to and can also assign and un-assign organizations to Divisional Sourcing Managers To select an organization to access, complete the following steps: 1. On the Emptoris Sourcing homepage, click Organization > Choose Customer to Manage. 2. On the Switch Organization page, click Manage Now for the organization that you want to manage. Viewing or Editing Your Organization Profile Buyer Application Managers can edit the organization profile. 14 IBM Emptoris Sourcing: Buyer Guide To view or edit the organizational profile, complete the following steps: 1. On the Utilities menu, click Manage organization > Organization profile.
2. On the Organization Profile dialog box make the required changes and then click Save. Viewing or Editing Your Organization Set-up Currency Settings Buyer Application Managers can edit the organization set-up. To view or edit the organizational set-up, complete the following steps: 1. On the Utilities menu, click Manage organization > Set up. 2. On the View Organization page, you can complete the following steps on the respective tabs: a. Messages - view, export, or edit notification messages. For more information, see Administrating Messages. b. Currency tables - view, add, or edit currency tables. For more information, see Create Exchange Rate Currency Table. (This tab only appears if currencies are managed at the organization level.) Setting Currencies at Organization Level In Emptoris Sourcing, the Content Managers and Corporate Sourcing Managers can set currencies at an organization level. You can set currencies at the system level. By default, the system currency is the primary currency of the organization. Currencies can be set only while the organization is initially inactive. After the status of the organization is set to active, the currency settings cannot be changed. To set currencies at an organization level, complete the following steps: 1. On the Organization menu, click View. 2. On the View Organization page, click the organization name whose currencies you want to set. 3. In the Level at Which Currencies are Managed field, select the Organization option. 4. In the Primary Currency field, click the Click to Manage Currencies hyperlink. 5. On the Edit Currency Settings dialog box, add currencies for your organization from the Select From list to the Selected items list. 6. To set a primary currency, select the currency name in the Selected Items list and click Set Selected as Primary 7. Click Save. Note: The System Currency must be in the list of Selected items as a supported currency, otherwise you cannot save changes to your multi currency settings. Changing Primary Currency of an Organization In Emptoris Sourcing, the Content Managers and Corporate Sourcing Managers can change the primary currency of an organization. By default the system currency is the primary currency of the organization. You can change it after you Chapter 3. Organizations 15
create the organization but before approving it. After the status of the organization is set to active, the currency settings cannot be changed. To change the primary currency of an organization, complete the following steps: 1. On the Organization menu, click View. 2. On the View Organization page, click the organization name whose primary currency you want to change. 3. In the Level at Which Currencies are Managed field, select the Organization option. 4. In the Primary Currency field, click the Click to Manage Currencies hyperlink. 5. To change the primary currency, select the currency name you want to change the primary currency to in the Selected Items list and click Set Selected as Primary. 6. Click Save. Creating Exchange Rate Currency Tables In Emptoris Sourcing, the Content Managers, Corporate Sourcing Managers and Buyer Application Managers (can also create currency tables for their own organization by choosing Manage Organization > Set up link from the Utilities menu.) can change the primary currency of an organization. About this task You must consider the following points while creating the exchange rate currency table: v You can create Currency Tables only for organizations in which currencies are managed at the organization level. v Only one currency table can be in the current status. To change the primary currency of an organization, complete the following steps: 1. On the Organization menu, click View. 2. On the View Organization page, click the folder icon next to the organization name for which you want to create the exchange table. 3. On the Currency Tables tab, click Create. 4. On the Create Currency Table dialog box, complete the following steps: a. Enter information for the Name, Effective Date, and Description fields. b. In the Supported Currencies section, select currencies for which you want to add exchange information from the Select From list and add them to the Selected Items list. c. Click Populate Table to populate the exchange rate table. d. Enter the exchange rate information in the Exchange Rates section. 5. Click Save. 16 IBM Emptoris Sourcing: Buyer Guide
Viewing or Editing Currency Tables In Emptoris Sourcing, the Content Managers and Corporate Sourcing Managers can view or edit the currency tables. You can edit a currency table only if the event is in Pending status. (Currency tables with Current or Expired status cannot be edited.) To view or edit a currency table, complete the following steps: 1. On the Organization menu, click View. 2. On the View Organization page, click the folder icon next to the organization name for which you want to view or edit the currency exchange table. 3. On the Currency Tables tab, click the name of the currency exchange table you want to view or edit. 4. On the Currency Table dialog box, view or edit the table as required and then click Save. Copying Currency Tables In Emptoris Sourcing, the Content Managers and Corporate Sourcing Managers can copy the currency tables. To make a copy of an exchange rate currency table, complete the following steps: 1. On the Organization menu, click View. 2. On the View Organization page, click the folder icon next to the organization name. 3. On the Currency Tables tab, select the Currency Table you want to make a copy of and click Copy. 4. On the Create Currency Table dialog box, complete the following steps: a. Enter information for the Name, Effective Date, and Description fields. b. Make changes to the Supported Currencies section and Exchange Rates section if required. 5. Click Save. Exporting Currency Tables In Emptoris Sourcing, the Content Managers and Corporate Sourcing Managers can export the currency tables. To export an exchange rate currency table, complete the following steps: 1. On the Organization menu, click View. 2. On the View Organization page, click the folder icon next to the organization name. 3. On the Currency Tables tab, select the Currency Table you want to export and click Export. 4. On the Export Data dialog box, select the export settings and then click Export. Chapter 3. Organizations 17
18 IBM Emptoris Sourcing: Buyer Guide Note: You can monitor the progress of the Export process in the Data Manager. When the export is successfully completed, you can open the currency table by clicking the Done hyperlink in the Status column.
Chapter 4. Users and User Roles In Emptoris Sourcing, a user profile contains information about the users in the buyer or supplier organization. Each user is assigned a specific role in the Emptoris Sourcing application. A user profile contains the following user information: v Name and contact details v Preferred language, date format, number format, currency, time-zone v User's home page wizard settings v Category links The table lists the different types of organizations and user roles that are used in Emptoris Sourcing. Table 6. Organization and User Roles Organization Buyer Supplier User Roles v Content Managers v Corporate Sourcing Manager v Divisional Sourcing Manager v Event Manager v Business Unit Manager v Buyer Observer v Key Commodity Manager v Buyer Agents v Buyer Application Managers v Organizational Supplier Manager v Contractor v Supplier Application Managers v Supplier Agents User Roles and Functions In Emptoris Sourcing, each user is assigned a specific role and has functions related to those roles. Following is the user role matrix: Table 7. User role and functions. Function Organization menu Organizational Key Buyer Application Divisional Business Supplier Commodity Content Application Buyer Buyer Service Sourcing Unit Manager Manager Manager ManagerAgentObserver Manager Manager Contractor Manager (OSM) (KCM) (CM) (BAM) (BA) (BO) (ASM) (DSM) (c) (BUM) Copyright IBM Corp. 2012, 2016 19
Table 7. User role and functions. (continued) Function Edit a Full Service Organization Choose Customer to Manage View all Organizations Edit Messages Categories menu Organizational Key Buyer Application Divisional Business Supplier Commodity Content Application Buyer Buyer Service Sourcing Unit Manager Manager Manager ManagerAgentObserver Manager Manager Contractor Manager (OSM) (KCM) (CM) (BAM) (BA) (BO) (ASM) (DSM) (c) (BUM) Y Y Y Y Note: Can only manage organizations for which they have access. Y Y * Y Note: Can only manage organizations for which they have access. Y Y Y Note: Can only manage organizations for which they have access. Y Y Y Y Y Note: Cannot Y + Y Y Y see Note: Categories the menu categoryis tree. displayed when the Corporate Sourcing Management is a part of Buyer organization. 20 IBM Emptoris Sourcing: Buyer Guide
Table 7. User role and functions. (continued) Function Organizational Key Buyer Application Divisional Business Supplier Commodity Content Application Buyer Buyer Service Sourcing Unit Manager Manager Manager ManagerAgentObserver Manager Manager Contractor Manager (OSM) (KCM) (CM) (BAM) (BA) (BO) (ASM) (DSM) (c) (BUM) View category/ subcategory basic information data (code, name, desc) Y Y Y Y Y Y + Y Y Y View catalog/ category properties Create / Edit catalog/ category properties View catalog/ category attachments Add catalog/ category attachments Y Y Y Y Y Y + Y Y Y Y Y Y + Y Y Y Y Y Y * Y Y Y Y Y Y * View Y Y Y Y Y Y+ Y Y Y subcategories (of current category) View Items Y Y Y Y Y Y+ Y Y Y Create items Y Y Y Y Edit items Y Y Y Y Y Discontinue item Add item attachments View item attachments View suggested category links View approved category links Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y n/a Y Y Y Y Y Y Chapter 4. Users and User Roles 21
Table 7. User role and functions. (continued) Function Manage (create, edit, delete) approved category links View buyers linked to cateory (this only shows if SourceLink is turned on) Link buyers to category Supplier menu View Suppliers Define global profile fields Define global profile fields for which BAMs can have local values Create suppliers Add suppliers to My Org's supplier list Edit local values for global profile fields Create local fields Organizational Key Buyer Application Divisional Business Supplier Commodity Content Application Buyer Buyer Service Sourcing Unit Manager Manager Manager ManagerAgentObserver Manager Manager Contractor Manager (OSM) (KCM) (CM) (BAM) (BA) (BO) (ASM) (DSM) (c) (BUM) Y Y n/a Y Y Y Y Y Y Y Y Y Y Y Y Unlink Only Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y* Y Y Y Y Y Y Y Y+ Y Y Y Y Y+ Y Y 22 IBM Emptoris Sourcing: Buyer Guide
Table 7. User role and functions. (continued) Function Edit local field values View global attachments Add/ remove global attachments View local attachments Add / remove local attachments View suggested category links Manage suggested category links View approved category links Manage approved category links (i.e., link supplier to category) Organizational Key Buyer Application Divisional Business Supplier Commodity Content Application Buyer Buyer Service Sourcing Unit Manager Manager Manager ManagerAgentObserver Manager Manager Contractor Manager (OSM) (KCM) (CM) (BAM) (BA) (BO) (ASM) (DSM) (c) (BUM) Y Y Y Y+ Y Y Y Y Y Y Y Y* Y Y Y Y* Y Y Y Y Y Y+ Y Y Y Y Y+ Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Projects Y Y Y Y Y Y Y Y Y Y View Project IA's View Project Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Rfx menu Y Y Y Y Y Y Buyer Y Y Y Observer has readonly access. Chapter 4. Users and User Roles 23
Table 7. User role and functions. (continued) Function Create, edit, delete rfx information fields Create RFxs Create RFx template Create RFx from RFx Organizational Key Buyer Application Divisional Business Supplier Commodity Content Application Buyer Buyer Service Sourcing Unit Manager Manager Manager ManagerAgentObserver Manager Manager Contractor Manager (OSM) (KCM) (CM) (BAM) (BA) (BO) (ASM) (DSM) (c) (BUM) Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Export RFx Y Y Y Y Y Y Y Y Import RFx Y Y Y Y Y Y Y Y Y Delete RFx Y Y Y Y Y Y Y Y Y Utilities menu Manage Messages Manage Organizational Profile Access to Executive Dashboard Create Smart Data Library View Smart Data Library Config UI Cluster Health Import/ Export sub-menu Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Import RFx Y Y Y Y Y Y Y Y Y Import Line Items Import Questionnaires Import Supplier Bids / Responses Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y 24 IBM Emptoris Sourcing: Buyer Guide
Table 7. User role and functions. (continued) Function Update Supplier Profiles Export Supplier Profiles Import Business User Import Awards Import Business Model Import Score Sheet Import Project Export Project Import Contract Export Contract Import Currency Table Create Category Links Import Buyer Organization Import Notifications Organizational Key Buyer Application Divisional Business Supplier Commodity Content Application Buyer Buyer Service Sourcing Unit Manager Manager Manager ManagerAgentObserver Manager Manager Contractor Manager (OSM) (KCM) (CM) (BAM) (BA) (BO) (ASM) (DSM) (c) (BUM) Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Messages Y Y Y Y Y Y Y Y Y Y View Messages Y Y Y Y Y Y Y Y Y Y Broadcast Y Y Y Y Y Message to Organization General Y Y Y Y Manage list views Y Y Y Y Y Y Chapter 4. Users and User Roles 25
Table 7. User role and functions. (continued) Function Manage libraries (i.e., add data to the libraries) Organizational Key Buyer Application Divisional Business Supplier Commodity Content Application Buyer Buyer Service Sourcing Unit Manager Manager Manager ManagerAgentObserver Manager Manager Contractor Manager (OSM) (KCM) (CM) (BAM) (BA) (BO) (ASM) (DSM) (c) (BUM) Note: Y * Corporate sourcing management can only perform these tasks in the hierarchy org, not the individual buyer org. Y + CSM can only perform these tasks in the individual buyer org, not the hierarchy org Y ** Any user created by BA is automatically assigned to their BU. BA can remove user from BU but cannot assign existing buyer user to their BU. Configurable option Buyer Organization Roles In Emptoris Sourcing, a user is assigned a specific role to do various tasks in the application. Some of the buyer organization roles are Content Managers, Buyer Application Manager, Buyer Agent, and more. A user can be assigned one of the following buyer organization role in Emptoris Sourcing: v Content Manager v Corporate Sourcing Manager v Divisional Sourcing Manager v Buyer Application Manager v Buyer Agent v Business Unit Manager v Organizational Supplier Manager v Key Commodity Manager v Buyer Observer v Event Manager Content Managers In Emptoris Sourcing, Content Managers is a role that can be assigned to a user to perform various tasks in the application. Content managers can do the following activities: v Create category user defined fields. v Create and manage RFx templates that can be used by all organizations. v Manage supplier profiles in the Emptoris Sourcing application. v Suggest categories for supplier linking. 26 IBM Emptoris Sourcing: Buyer Guide
Corporate Sourcing Managers In Emptoris Sourcing, Corporate Sourcing Managers is a role that can be assigned to a user to perform various tasks in the application. Corporate Sourcing Managers can do the following activities: v View all internal organizations in the application. v Create and manage RFxs in the organizations that they opt to manage. v Manage buyer organizations. v Assign internal organizations to divisional sourcing managers. In addition, the Corporate Sourcing Manager can perform all the tasks that a Divisional Sourcing Manager can perform. Divisional Sourcing Manager In Emptoris Sourcing, Divisional Sourcing Manager is a role that can be assigned to a user to perform various tasks in the application. Divisional Sourcing Managers can do the following activities: v Create products within the existing catalog. v Link suppliers to categories. v Create and manage RFxs in the assigned organizations. v Import and export an RFxs. v Manage internal organization. v Generate reports for the internal organization. Buyer Application Manager In Emptoris Sourcing, Buyer Application Manager is a role that can be assigned to a user to perform various tasks in the application. Buyer Application Managers can do the following activities: v View, create, and edit RFxs within the buyer organizations. v Link supplier profiles to categories. v Access the Executive Dashboard and generate reports from the Utilities menu. Buyer Agent In Emptoris Sourcing, Buyer Agent is a role that can be assigned to a user to perform various tasks in the application. Buyer Agent can do the following activities: v Create RFxs. v View and edit RFxs that they are invited to. Business Unit Manager In Emptoris Sourcing, Business Unit Manager is a role that can be assigned to a user to perform various tasks in the application. Business Unit Manager can perform the following activities: v Create RFx Chapter 4. Users and User Roles 27
v View and edit RFxs of business units that they are associated with and are implicitly invited as a lead. Organizational Supplier Manager In Emptoris Sourcing, Organizational Supplier Manager is a role that can be assigned to a user to perform various tasks in the application. Organizational Supplier Manager can perform the following activities: v Create RFI and Buyer surveys. v View categories. v Create Emptoris Sourcing related supplier profile fields. v Manage suppliers in Emptoris Sourcing. Key Commodity Manager In Emptoris Sourcing, Key Commodity Manager (KCM) is a role that can be assigned to a user to complete various tasks in the application. Key Commodity Manager can do the following activities: v Create items within the existing catalog. v Link suppliers to the categories, that the KCM user is associated with. v Key commodity managers are implicitly invited, as an observer, to all events that contain categories to which they are linked to. v Access the Executive Dashboard and generate reports from the Utilities menu. The generated report contains information about the events that are assigned to the KCM user. Buyer Observer In Emptoris Sourcing, Buyer Observer is a role that can be assigned to a user to perform various tasks in the application. Buyer Observers can do the following activities: v View RFxs and responses of events they are explicitly invited to. v Send and receive messages for events they are explicitly invited to. Event Manager In Emptoris Sourcing, Event Manager is a role that can be assigned to a user to perform various tasks in the application. Event Manager can do the following activities: v Manage and run auctions for all internal organizations. v Create and send auction-related messages to participating buyers and suppliers. v Pause and resume auctions. v Invalidate bids in an auction. v Extend an auction. v Revoke supplier invitations. v Place bids on behalf of suppliers. v View the login status of suppliers invited to the auction. 28 IBM Emptoris Sourcing: Buyer Guide