Contractor Sourcing Application (CSA) Training Sourcing Application (CSA) Training 1 New New Supplier Supplier Presentation 2011Presentation 2011 Agenda CSA Overview CSA CSA m major

Contractor Sourcing Contractor Sourcing Application (CSA) TrainingApplication (CSA) Training

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New New SupplierSupplier Presentation 2011Presentation 2011

AgendaAgenda

�� CSA OverviewCSA Overview�� CSA CSA mmajor ajor ffeatureseatures�� CSA CSA sstatustatus�� CSA CSA ee--mailsmails�� File attachments and Browsers specificationsFile attachments and Browsers specifications�� CSA CSA llogin / URL referencesogin / URL references

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�� CSA CSA llogin / URL referencesogin / URL references�� CSA CSA ddemonstrationemonstration�� CSA screen shotsCSA screen shots

�� navigationnavigation�� end to end processing (how to view and respond to a requestend to end processing (how to view and respond to a request�� other key functionsother key functions�� how Guest company coordinator (GCC) can request access for how Guest company coordinator (GCC) can request access for

additional usersadditional users

CSA OverviewCSA Overview

�� Contractor Sourcing Application (CSA)Contractor Sourcing Application (CSA)�� Used to buy technical, education, and consulting services Used to buy technical, education, and consulting services

resources from IBM contracted suppliers based on country resources from IBM contracted suppliers based on country configuration configuration

�� Intranet and Internet based applicationsIntranet and Internet based applications�� IBM requesters create request on the internal CSA intranet site and IBM requesters create request on the internal CSA intranet site and

submit to supplierssubmit to suppliers�� IBM configured suppliers are notified via email of requests and log IBM configured suppliers are notified via email of requests and log

into supplier’s interface to review and submit their responsesinto supplier’s interface to review and submit their responses

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into supplier’s interface to review and submit their responsesinto supplier’s interface to review and submit their responses�� IBM requesters are notified of supplier’s responses and log into IBM requesters are notified of supplier’s responses and log into

intranet site to review and select responses to bridge to Bond for intranet site to review and select responses to bridge to Bond for approvals and PO issuance.approvals and PO issuance.

�� CSA for suppliers is deployed in the following countries : CSA for suppliers is deployed in the following countries : US, US, Canada, Canada, Germany, France, India, ChinaGermany, France, India, China, UK, Belgium, Netherlands, Luxembourg, , UK, Belgium, Netherlands, Luxembourg, Finland, Sweden, Norway, Denmark, Spain, Portugal, Ireland, Austria, South Africa, Finland, Sweden, Norway, Denmark, Spain, Portugal, Ireland, Austria, South Africa, Switzerland, Slovakia, Hungary, Czech republic, Singapore, Hong Kong, Malaysia, Switzerland, Slovakia, Hungary, Czech republic, Singapore, Hong Kong, Malaysia, Thailand, Indonesia, New Zealand, Philippines, South Korea, Australia, Argentina, Thailand, Indonesia, New Zealand, Philippines, South Korea, Australia, Argentina, Brazil, Peru, Colombia, Chile, MexicoBrazil, Peru, Colombia, Chile, Mexico

CSA Major FeaturesCSA Major Features�� Each supplier will have a Guest Company CoordinatorEach supplier will have a Guest Company Coordinator

�� Controls user access within the companyControls user access within the company

�� Welcome page displays recent requests sent to supplierWelcome page displays recent requests sent to supplier�� 2 request types: new request, renewal2 request types: new request, renewal�� Supports request for information (no supplier response) and request Supports request for information (no supplier response) and request

for quote (supplier response)for quote (supplier response)�� Use of Expertise TaxonomyUse of Expertise Taxonomy to define skill requirementsto define skill requirements

Ability to save responses as drafts Ability to save responses as drafts

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�� Ability to save responses as drafts Ability to save responses as drafts �� Rate matrix pricing for skill requested will be displayedRate matrix pricing for skill requested will be displayed�� Ability to see status of responsesAbility to see status of responses�� Comments history logComments history log�� Requests can be modified by requester and reRequests can be modified by requester and re--sent out to suppliers sent out to suppliers

(ie (ie –– start/end date, quantity, work location, etc )start/end date, quantity, work location, etc )�� Requests can be canceled, put on hold, remove from holdRequests can be canceled, put on hold, remove from hold�� Various search and sort functionsVarious search and sort functions�� Navigation views at request level, line item level, supplier response Navigation views at request level, line item level, supplier response

levellevel�� Email profile setting for supplier usersEmail profile setting for supplier users

Types of CSA requests. Types of CSA requests.

Time and Material (T&M)Time and Material (T&M)Time and Material (T&M)Time and Material (T&M)

�� SpecificSpecific jobjob role/skillrole/skill setset atat aa specificspecific locationlocation forfor aa specifiedspecifiedquantityquantity ofof timetime withwith aa prepre--negotiatednegotiated raterate

TheThe requesterrequester engagesengages withwith supplierssuppliers directlydirectly toto reviewreview andand

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�� TheThe requesterrequester engagesengages withwith supplierssuppliers directlydirectly toto reviewreview andandselectselect specificspecific suppliersupplier resourcesresources toto fulfillfulfill thethe jobjob role/skillrole/skill setsetbeingbeing requestedrequested

�� BuyerBuyer involvementinvolvement isis onlyonly onon anan exceptionexception basisbasis forfor mostmost CSACSAT&MT&M requestsrequests.. TheThe 22 exceptionexception scenariosscenarios areare whenwhen aa nonnon--corecore suppliersupplier isis selectedselected byby thethe requesterrequester forfor thethe specifiedspecified jobjobrolerole skillskill setset oror ifif thethe pricingpricing fromfrom thethe suppliersupplier exceedsexceeds thetheprepre--negotiatednegotiated raterate matrixmatrix pricingpricing..

Types of CSA requests. Types of CSA requests.

Fixed priceFixed priceFixedFixed PricePrice

�� TheThe serviceservice beingbeing requestedrequested isis anan agreementagreement betweenbetween IBMIBMandand aa suppliersupplier thatthat isis basedbased onon aa priceprice thatthat willwill notnot varyvary andanddoesdoes notnot dependdepend onon thethe amountamount ofof resourcesresources oror timetime

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doesdoes notnot dependdepend onon thethe amountamount ofof resourcesresources oror timetimeexpendedexpended byby thethe suppliersupplier toto deliverdeliver thethe productproduct oror serviceservice

�� TheThe paymentpayment methodmethod willwill bebe agreedagreed uponupon byby bothboth partiesparties andandmaymay bebe paidpaid inin incrementsincrements oror inin oneone lumplump sumsum

�� TheThe buyerbuyer willwill bebe responsibleresponsible toto decidedecide whichwhich supplierssuppliers arearesentsent thisthis requestrequest andand managemanage thethe entireentire quotingquoting andandresponseresponse selectionselection processprocess

�� TheThe requestersrequesters willwill notnot bebe ableable toto submitsubmit thethe requestrequest directlydirectlytoto supplierssuppliers

Common CSA statusCommon CSA status�� Request level:Request level:

�� ActiveActive, Canceled, On hold, Closed, Canceled, On hold, Closed

�� Skill line item level:Skill line item level:

�� ActiveActive, , Canceled, On hold, FulfilledCanceled, On hold, Fulfilled,,

�� Response level:Response level:

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�� Response level:Response level:

�� Draft, Ready for submission, Submitted/nonDraft, Ready for submission, Submitted/non--finalist, finalist, Finalist, Fulfilled, Awaiting authorization, Ready to Finalist, Fulfilled, Awaiting authorization, Ready to fulfill, Withdrawn by supplier, Rejectedfulfill, Withdrawn by supplier, Rejected, Review and , Review and resubmit,resubmit,

CSA eCSA e--mailsmails�� Request is submitted to supplier, including modified Request is submitted to supplier, including modified

active requests.active requests.

�� Response is selected as a finalistResponse is selected as a finalist

�� Finalist is selectedFinalist is selected

�� Request line item is closedRequest line item is closed

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�� Request line item is closedRequest line item is closed

�� Response is rejected by requester or approverResponse is rejected by requester or approver

�� Response is changed from finalist to nonResponse is changed from finalist to non--finalistfinalist

�� Request is canceledRequest is canceled

�� Request is put on holdRequest is put on hold

�� Request is taken off holdRequest is taken off hold

CSA browsers and file attachmentCSA browsers and file attachment

specificationsspecifications�� Supported Browsers on supplier interfaceSupported Browsers on supplier interface

1. MS Internet Explorer version 6.0, 7.0, 8.0

2. Google Chrome3. Firefox Mozilla 3.x

�� File attachment specificationsFile attachment specifications�� Max size limit is 800kb and acceptable file types are:Max size limit is 800kb and acceptable file types are:

� Microsoft Word (.doc)� Acrobat file (.pdf)

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� Acrobat file (.pdf)� Lotus Wordpro file (.lwp)� Lotus 123 file (.123)� Excel spreadsheet (.xls)� Powerpoint presentation (.ppt)� Zip archive (.zip)� Plain text (.txt and .text)� HTML (.htm and .html)� RAR (.rar )� Lotus Symphony (.odt, .ods and .odp)� CSV files (.csv ) and RTF (.rtf )

�� Please note that the fPlease note that the file must be closed to ensure the successful attachment. If file is open, it will not attach properly. The file name of the attachment should be in English.

� Please do not use any special characters in the file’s name (;,$,~,§,£,@,%,&,*)

CSA LoginCSA Login

�� CSA splash page url: CSA splash page url: http://www.ibm.com/procurement/csa

� Please always try using the URL: https://www-304.ibm.com/procurement/csa to log into CSA instead of clicking the CSA link in CSA notification mail.

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�� Supply Portal ID/Password URL Supply Portal ID/Password URL http://www.ibm.com/procurement/esi� GCC will use the same url for submitting requests for additional users

for CSA, click on “New user app enrollment” under User functions section of My Portal My Function.

� Call the help desk for assistance if needed

�� CSA will be an option in your list of applications once CSA will be an option in your list of applications once access is grantedaccess is granted

CSA HelpCSA Help

�� User GuideUser Guide�� http://wwwhttp://www--

03.ibm.com/procurement/proweb.nsf/ContentDocsByTitle/United+State03.ibm.com/procurement/proweb.nsf/ContentDocsByTitle/United+States~Application+help?OpenDocument&Parent=Application+helps~Application+help?OpenDocument&Parent=Application+help

�� Help DeskHelp Desk

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�� Help DeskHelp Desk�� http://wwwhttp://www--

03.ibm.com/procurement/proweb.nsf/ContentDocsByTitle/United+State03.ibm.com/procurement/proweb.nsf/ContentDocsByTitle/United+States~IBM+Global+Procurement+application+support+center+strategys~IBM+Global+Procurement+application+support+center+strategy

�� CSA education class can be scheduled via the CSA education class can be scheduled via the Help deskHelp desk

CSA splash page login screenCSA splash page login screenURL: www.ibm.com/procurement/csa

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CSA Welcome screenCSA Welcome screen

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View individual skillsView individual skills

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Inactive skillsInactive skills

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View responsesView responses

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Finalist responsesFinalist responses

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Inactive responsesInactive responses

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CSA searchCSA search

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Responding to a RequestResponding to a Request

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View the requestView the request

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Top of the Page Bottom of the Page

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Reject a skillReject a skill

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Add a response (1 of 2)Add a response (1 of 2)

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Add response (2 of 2)Add response (2 of 2)

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Add response (2 of 2)Add response (2 of 2)�� The second page of adding a response may also include on call coverage or The second page of adding a response may also include on call coverage or

overtime bill rate, straight time wage and other expensesovertime bill rate, straight time wage and other expenses. Depending on . Depending on country configuration those fields can be mandatory or notcountry configuration those fields can be mandatory or not

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Add a response for AP region(1 of 2)Add a response for AP region(1 of 2)

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Response pricing review screenResponse pricing review screen

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Summary of response (1 of 2)Summary of response (1 of 2)

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Summary of response (2 of 2)Summary of response (2 of 2)

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Request Summary Request Summary

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Submitted responseSubmitted response

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Withdraw responseWithdraw response

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Renewal Requests and Renewal Requests and Resubmitted RequestsResubmitted Requests

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Renewal requestRenewal request

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Renewal RequestRenewal Request

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Resubmit functionResubmit function�� Allows initiator, requester, or project coordinators to edit a Allows initiator, requester, or project coordinators to edit a

submitted request and resend it to configured supplierssubmitted request and resend it to configured suppliers

�� The following request detail fields can be modified:The following request detail fields can be modified:

�� Project Coordinator, response reviewer, Project Coordinator, response reviewer, request type, request type, Accounting Accounting informationinformation to be used in Bond, accounting information (to be used in Bond, accounting information (but not but not accounting type) and Attachments.accounting type) and Attachments.

�� Changes to the attachment or the request type from RFI to RFQ will Changes to the attachment or the request type from RFI to RFQ will result in supplierresult in supplier’’s responses received to date to be reset back to the s responses received to date to be reset back to the supplier and changed to supplier and changed to review and resubmitreview and resubmit status.status.

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supplier and changed to supplier and changed to ““review and resubmitreview and resubmit”” status.status.

�� The following line item fields can be modified:The following line item fields can be modified:

�� Quantity of skill needed, years of experience, education requirementsQuantity of skill needed, years of experience, education requirements

�� All fields in “Position details” section can be edited.All fields in “Position details” section can be edited.

�� All fields in the “Estimate of time to be worked” section can be edited.All fields in the “Estimate of time to be worked” section can be edited.

�� Secondary skills section are editableSecondary skills section are editable

�� Supplier list can be modified.Supplier list can be modified.

Resubmit functionResubmit function

�� The following skill line item fields can not be modified:The following skill line item fields can not be modified:

�� Primary job category, Secondary job category, Job role, Skill set Primary job category, Secondary job category, Job role, Skill set or Skill level and work locationor Skill level and work location

�� Depending on the changes, responses previously submitted by Depending on the changes, responses previously submitted by suppliers will be removed from requester’s view and reset back to suppliers will be removed from requester’s view and reset back to supplier in “review and resubmit status. Suppliers will be notified via supplier in “review and resubmit status. Suppliers will be notified via email to resubmit their responses. Email will contain the changes email to resubmit their responses. Email will contain the changes

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email to resubmit their responses. Email will contain the changes email to resubmit their responses. Email will contain the changes made on the request.made on the request.

�� Some changes will not require suppliers to resend responses and Some changes will not require suppliers to resend responses and requesters will be able to action those responses business as usualrequesters will be able to action those responses business as usual

GCC ID’s explained, Adding GCC ID’s explained, Adding Additional Users for Your Supplier Additional Users for Your Supplier Company, & Changing the Emails Company, & Changing the Emails

you Receiveyou Receive

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you Receiveyou Receive

Process for GCC to request access for Process for GCC to request access for additional usersadditional users

�� Each supplier has identified a focal point to be the CSA Each supplier has identified a focal point to be the CSA guest company coordinator (GCC) to control user access guest company coordinator (GCC) to control user access for their companyfor their company

�� Only the GCC can submit a request to grant access to Only the GCC can submit a request to grant access to another user in their companyanother user in their company

There are 2 user roles, GCC or regular userThere are 2 user roles, GCC or regular user

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�� There are 2 user roles, GCC or regular userThere are 2 user roles, GCC or regular user�� Regular user can access all CSA request and respond to all Regular user can access all CSA request and respond to all

requests just like a GCC but they do not have authority to requests just like a GCC but they do not have authority to request access for another userrequest access for another user

�� There can be more than 1 GCC for each supplierThere can be more than 1 GCC for each supplier

�� IBM will maintain records for one GCC for each supplier. IBM will maintain records for one GCC for each supplier. If this GCC contact is replaced, please contact the help If this GCC contact is replaced, please contact the help desk to advise of the replacement GCC so that we can desk to advise of the replacement GCC so that we can initiate the update.initiate the update.

Submit new user requestSubmit new user request

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Supplier user’s eSupplier user’s e--mail profile preference settingmail profile preference setting

�� Suppliers will have 3 options to set the email indicator for handling CSA Suppliers will have 3 options to set the email indicator for handling CSA emails. The email indicator can be set to either Yes or No.emails. The email indicator can be set to either Yes or No.

�� All supplier users have been defaulted to Yes automatically with R1.2.9 All supplier users have been defaulted to Yes automatically with R1.2.9 �� All updates for email setting must be done via IBM Supply portal and not All updates for email setting must be done via IBM Supply portal and not

within CSAwithin CSA

OptionOption Who can Who can use this use this optionoption

CommentsComments

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optionoption

1. New user app 1. New user app enrollmentenrollment

Guest Guest Company Company coordinator coordinator

(GCC) only (GCC) only

�� GCC will use this option to grant CSA access GCC will use this option to grant CSA access to a new user who has not been set up for any to a new user who has not been set up for any IBM application and CSA is the first application IBM application and CSA is the first application they are being setup for.they are being setup for.

�� Note: If the new CSA user already has Note: If the new CSA user already has access for another IBM application ( WOI / access for another IBM application ( WOI / ESI, etc), then the GCC needs to use Request ESI, etc), then the GCC needs to use Request app access option to get the user setup for app access option to get the user setup for CSA ( see option 3 below). CSA ( see option 3 below).


OptionOption Who can use this Who can use this optionoption

CommentsComments

2. Modify 2. Modify app accessapp access

Any user that has Any user that has been granted CSA been granted CSA access already access already

(including GCC)(including GCC)

��GCC can use this option to change email GCC can use this option to change email preference for any user in their company preference for any user in their company besides themselvesbesides themselves

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(including GCC)(including GCC)

��NonNon--GCC users can also update their GCC users can also update their own preferenceown preference


OptionOption Who can use this Who can use this optionoption

CommentsComments

3. Request 3. Request app access app access

Any user that Any user that already has already has access to an IBM access to an IBM application, application, (including GCC) (including GCC)

��GCC should use this option to request GCC should use this option to request CSA access for a user that already has CSA access for a user that already has access to other IBM applicationsaccess to other IBM applications

��Individual users can use this option to Individual users can use this option to request access for themselves for other request access for themselves for other

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request access for themselves for other request access for themselves for other applications that is available in the drop applications that is available in the drop down list. (If they don’t see a particular down list. (If they don’t see a particular application in the drop down list, it means application in the drop down list, it means they either have access to the application they either have access to the application or they are not authorized to get access or they are not authorized to get access and will have to check with their GCC. and will have to check with their GCC.

Modify app access screen shotsModify app access screen shots

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Documents

Contractor Sourcing Application (CSA) Training Sourcing Application (CSA) Training 1 New New Supplier Supplier Presentation 2011Presentation 2011 Agenda CSA Overview CSA CSA m major