360Pro Reference GuideGetting Started in 360ProThroughout this document, the term Job has the same meaning as Request for Proposal.

Respondents can register for the Job by logging onto the Department’s 360Pro website (www.tinyurl.com/360Pro-employment).

All screenshot images in this guide are for example purposes only—the content in the screenshots should not be taken into consideration when completing your response.

Registration

Click on ‘Request for Proposal Youth Jobs PaTH - Employability Skills Training Panel 2017-2020’. This will provide you with further details on the Request for Proposal process.

1. If you have a 360Pro account already, select Login. If, after clicking ‘Login’, you have forgotten your login details, please click on the Forgot Password link and enter the email address you would have previously registered to retrieve your details.

2. If you do not have an account, you can register and create an account via the Register link in the top right hand corner. If you are advised that the Entity Name or User Name you are trying to register already exists, contact support@langeconsulting.com.au and you will be advised who in your organisation has previously registered. That person will be able to arrange your access. All other enquiries should be directed to the Employment Services Purchasing Hotline, telephone: 1300 733 514.

3. Once your account is created, login to the 360Pro Provider Portal from the Login window.

Navigating the Portal

The 'This Account’s Jobs' view is the home view for Respondents (clicking on the Department of Employment logo in the top left hand corner will also take you to this view).

1. Click on the Job Name to open the Job and commence your response. There are a number of functions on the bottom left hand side available to Respondents:

Promoted Jobs Allows you to a view Jobs that are currently being promoted. Many Jobs are published without being promoted. To see all currently open Jobs, click on ‘Switch Accounts’ to view a list of all Accounts who have an open Job.

This Account’s Jobs This link returns the Respondent to the job management home view.

Switch Accounts If you are an existing 360Pro user, when you login to 360Pro it will open at the account you were last in. To navigate to the Department of Employment’s account, select the Switch Accounts link. The view will return the list of Public Accounts including Department of Employment. By clicking on Department of Employment it will take you to a list of open Department of Employment Jobs.

My Users Respondents can create, edit, delete and replace subordinate users. These subordinate users will have full access rights to all Jobs under this account.

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The original (Parent) account and its original user cannot be deleted, nor can usernames be changed.

My Details This view allows the Respondent to change their registration details.

My Notifications To select the regions and industries relevant to your organisation. When a Job is published matching both the region and industry you have selected, you will receive a notification email. It is optional to set your notification preferences.

Change Password This view allows the Respondent to change their password.

Departmental logo The Department of Employment icon in the top left hand corner returns the user to the home view.

Navigating the Application Form

When you click on a Job Name to open a Job and commence a response, you will see a description of the Job, release and closing details and links to supporting documents and forms. You will also see tabs with headings which indicate the structure of the response form.

The left hand side menu provides a link and information to assist you including:

Respondents name User ID logout function hovering your mouse over the traffic light will show you what

you still need to do time zone in which the Job has been issued date and time Job was released date and time you registered a function to de-register (box with red cross)—if you select this your

response will be deleted date and time the Job closes, and how long until the Job closes.

Downloading Documents and Templates

1. The Job Info tab provides links (next to Supporting Documents) to the response documents you need to fill out for each section of your response.

2. These response documents will be requested when you respond to the related section. The Response documents provided MUST be downloaded to your computer, completed, saved in its original format (unless otherwise instructed) and then uploaded at the relevant section.

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Completing your Response

1. Click on the ‘Start Response’ button.2. Respondents may navigate to different sections by using the tabs at the top of the view or by

clicking on different questions within the section on the left hand side. Each sections or tab is made up of one or more pages.

3. Several sections require Respondents to upload documents. Only response documents requested by the Department (available in the ‘Job Info’ tab under the heading ‘Supporting Documents’) or documents specifically requested by the Financial and Credentials Information and Subcontractors Credentials Information Form are to be uploaded. For further information see Section 7.4.3 of the Request for Proposal.

4. The red light on the traffic light indicates that the Response is incomplete.5. The Job Progress bar indicates current status of the section (0%–100%).

The progress bar may indicate 100% however the section may not be 100% completed. This is because the progress bar will always show 100% when at least ONE document is uploaded and saved to that section, regardless of how many documents are required for that section.

For sections requiring multiple response documents, Respondents must ensure that ALL documents are uploaded in accordance with the Request for Proposal.

6. Uploading documents is compulsory. Respondents must fill out and upload the response documents available in the ‘Job Info’ tab next to Supporting Documents. To fill out the response documents, you MUST first download them to your computer, complete and save them to your computer and then upload them back into 360Pro.

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You can upload multiple documents, but only one at a time. Click on ‘Browse’ to navigate to the document you wish to upload. Select ‘Upload File’. Once the document is uploaded, the file name will appear as a hyperlink

and the message ‘Document successfully uploaded.’ appears. Adding single documents over 10 Mb is not recommended. Ensure the file name of your attachments is less than 100 characters and conforms to the

naming convention. You may remove documents using the grey remove link shown beside the uploaded

document’s file name.7. Click on ‘Next’ to save and progress to the next section or click on Save and stay on this section.8. Click on ‘Exit’ to navigate away to the Job Info tab and not save. You can navigate back and edit at

any time.

Addenda

1. Respondents will receive an email advising them of Addenda published by the Department.2. Addenda are listed at the bottom of the Job Info page, next to ‘Job Addenda’. The line under the

Addenda title will flash until the addenda has been opened.3. All addenda messages MUST be opened in the Job Info tab and read before the ‘Submit’ button is

revealed.4. If an Addenda is issued after a Respondent has submitted their response, the system will still

register your response as submitted. Respondents can elect to re-open their response and edit it before re-submitting.

Checking your Response

1. You can review your response at any time by selecting the Review button in the top right hand corner. The view will display the sections and your responses in a single list.

Submitting your Response

When you have completed your response to all of the sections: The Job Progress bar indicates all of the sections are completed

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All the triangles next to any Addenda in the ‘Job Info’ tab are green The Traffic light is amber, and The ‘Submit’ button is revealed in top right hand corner

Before submitting your response, Respondents should double check that all relevant response documents have been uploaded for each section in accordance with the Request for Proposal Youth Jobs PaTH – Employability Skills Training Panel 2017-2020. You can select the ‘Submit’ button and your response will be submitted.

Alternatively, you can select the ‘Review’ button and the view will display the sections and your responses in a single list. You can then ‘Edit’ any response and then select the ‘Submit’ button when you are ready to submit your response.

If the Submit button is not on the screen you have not completed all sections and/or you have unread addenda on the Job Info tab.

Once your response has been submitted:1. The Job Progress message at the top of the view states: ‘Submitted’ and provides a time stamp2. The traffic light shows green3. The status on the left hand side indicates ‘Submitted’ and provides a time stamp, and4. An email is sent to the Respondent confirming your response has been submitted.

Reopening and Updating your Response

1. Before the Job is closed, you can re-open the response, make changes and re-submit up until the closing date and time. This is the same as withdrawing your response.

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2. If you wish to make a change and lodge an amended response, you will need click on ‘Re-open response’ on the Job Info page to re-open your original response, make the changes and resubmit.

3. Respondents will be prompted to confirm their understanding when you click the re-open button:

Please note: When re-opening a response it will no longer be considered as submitted. Please ensure you submit your response once you have finished making your changes before the job closes.

4. When you re-open your response:a. The traffic light goes amberb. The ‘Review’ and ‘Submit’ buttons are revealed

5. When you are ready to resubmit your response, select the ‘Submit’ button6. Alternatively, you can select the ‘Review’ button and the view will display the sections and your

responses in a single list. You can then ‘Edit’ any response and then select the ‘Submit’ button when you are ready to submit your response.

Saving a Copy of your Response

You can save/export your response at any time, even after the Request for Proposal Youth Jobs PaTH – Employability Skills Training Panel 2017-2020 has closed.

1. Click on ‘This Account’s Jobs’ link or the Department of Employment logo 2. Click on the ‘Floppy Disc’ icon at the right hand side of the Job title3. The system will compile your response and attachments into a zip file and download it.

Help

Further questions regarding the Request for Proposal Youth Jobs PaTH – Employability Skills Training Panel 2017-2020 and/or response lodgment should be directed to the Employment Services Purchasing Hotline: Email: espurchasing@employment.gov.au. Phone: 1300 733 514

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Request for Proposal Youth Jobs PaTH - Employability Skills Training Panel 2017-2020 has a number of questions and answers published on the Employment Services Procurement Information website (www.employment.gov.au/employment-services-procurement-information).

Technical Help

For technical help or issues related to 360Pro access or 360Pro functions, please direct your queries to Lange Consulting & Software (support@langeconsulting.com.au).

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Frequently Asked QuestionsWhat is 360Pro?

360Pro is the tool the Department is using for the release of the Request for Proposal for Employability Skills Training. Potential respondents should download all documents contained in 360Pro including the forms that must be completed. 360Pro is also the tool that respondents are required to use in submitting their completed responses.

Where do I find 360Pro?

The Department’s 360Pro website is: (w ww.tinyurl.com/360Pro-employment).

Are there instructions on how to use 360Pro?

The 360Pro Reference Guide contains instructions on:

how to register for 360Pro, download the Request for Proposal documents how to complete and submit a response

The Guide is located together with the respondent forms on the ‘Job Info’ tab in 360Pro. It can also be found on the E m p l o y m e n t Servi c es P r o cu r e m ent I n f o r m ati o n website (employment.gov.au/procurement).

Where are the respondent forms located?

After the respondent has logged into 360Pro the forms can be found on the ‘Job Info’ tab in 360Pro, together with the Request for Proposal and the 360Pro Reference Guide. You must download all of the ‘Supporting Documents’ and save them on your local or network drive using the recommended file naming convention discussed in this document. Once completed, you will then upload these forms to the corresponding tabs in 360Pro. The respondent forms include the following:

Respondent Declaration Form Group Respondents Form Subcontractors Form Subcontractors Credentials Information Form (if applicable) and any requested documents. Selection Criteria Forms x 4 (one per criteria) Employer and Industry Endorsement Form Conflict of Interest Form Confidential Information Form Coverage and Pricing Form Financial and Credentials Information Form, and any requested documents

Where a character limit has been specified for a selection criterion, the inclusion of the text beyond the limit will not be considered under the assessment process.

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How do I complete the respondent forms?

Respondents should complete relevant sections in 360Pro and download all documents found on the ‘Job Info’ tab in 360Pro including the forms that must be completed. Responses must be submitted 360Pro and using the forms supplied on the ‘Job Info’ tab of 360Pro. Read each section carefully, complete all relevant questions and upload forms as per the instructions on each tab. The onus is on the respondent to ensure that information submitted is correct.

With the exception of the Employer and Industry Endorsement Form, all forms should be completed and submitted in their original format as the information provided in these forms will be electronically extracted.

Respondent Declaration, this form requires the person submitting the response on behalf of the respondent to read, understand and agree to the statements in the Respondent Declaration. It is not necessary to upload the Respondent Declaration. Respondents must accept the terms and conditions of this form in 360Pro. Failure to respond to this section may result in the response not being assessed.

Group Applicants Form, this form is required where a group of two or more entities however constituted have applied and includes a Consortium, Joint Venture, Partnership or any other form of alliance.

Subcontractors Form, the purpose of this form is to obtain a list of organisations being identified by the respondent as a subcontractor for the potential provision of Employability Skills Training. This form should only be submitted if the respondent is proposing to use subcontractors in delivering Employability Skills Training, if successful in being awarded a Deed.

Subcontractors Credentials Information Form (if applicable), the purpose of this form is to obtain information to assess, in the opinion of the Department, the proposed subcontractor’s credentials. Please refer to Page 1 of the Subcontractors Credentials Information Form for more information and the instructions on how to complete the form. This form is provided in .xls format and should not be converted to .xlsx format.

Selection Criteria Forms x 4 (one per criterion), the respondent is required to address the Selection Criteria using the four forms provided. The responses must be within the character limits indicated in the form.

Employer and Industry Endorsement Form, respondents should upload one Employer and Industry Endorsement Form per Employment Region applied for. This form should be completed and signed by the person providing the Endorsement. The form should be scanned and uploaded by the respondent.

Conflict of Interest Form, The Conflict of Interest form is used by respondents to declare conflicts of interest that exist or might arise in relation to the respondent conducting services under the Deed, the respondent must identify the actual or potential conflict of interest and disclose this to the Department.

Confidential Information Form, The Confidential Information form is used by respondents to identify what information provided in their response (and any attachments) it considers is confidential.

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Coverage and Pricing Form, respondents use this form to provide information about their response including: proposed Employment Regions and whether they will deliver full or partial coverage of the Region, the training blocks they will deliver, the proposed price per job seeker and whether delivery of services in the region is conditional on winning business in another Employment Region.

Financial and Credentials Information Form (Excel form), the purpose of this form is to obtain information to assess, in the opinion of the Department, the applicants entity’s credentials and financial viability. Please refer to Page 1 of the Financial and Credentials Information Form for more information and the instructions on how to complete the form. Once completed upload the Financial and Credentials Information Form on the Financial Viability tab. This form is provided in .xls format and should not be converted to .xlsx format.

Do not submit scanned of any forms, except for the Employer and Industry Endorsement Form.

How do I know if there are addenda issued and how do I access them?

Any addenda will be issued in both AusTender and 360Pro. If you are registered in 360Pro you will receive notification through the email address you have registered in 360Pro. In 360Pro Addenda can be found on the ‘Job Info’ tab. If an addendum is issued after you have submitted your response you will still receive a notification via email.

Where do I upload the forms?

Once you have completed and reviewed each question in 360Pro and the forms in the response package, you are now ready to upload the forms in the appropriate tab in 360Pro.

Upload the Group Respondents form to the ‘Respondent Details’ tab Upload both the Subcontractors Form and the Subcontractors Credentials Information Form (if

applicable) to the ‘Subcontractors’ tab. Respondents may also upload and any documents requested by the Subcontractors Credentials Information Form.

Upload the Selection Criteria Forms (one form per criterion) to the ‘Selection Criteria’ tab Upload the Employer and Industry Endorsement Forms to the ‘Selection Criteria’ tab Upload the Conflict of Interest Form to the ‘Conflict of Interest’ tab Upload the Confidential Information Form to the ‘Confidential Information’ tab Upload the Coverage and Pricing Form to the ‘Coverage and Pricing’ Tab Upload the Financial and Credentials Information Form to the Financial Viability tab. Respondents

may also upload and any documents requested by the form. You do not need to upload the Respondent Declaration Form

To upload a form

click Browse and navigate to your form click Open once you’ve highlighted the document you wish to upload click Upload File to upload the file

Once all questions in 360Pro have been completed and all required forms are uploaded you will then get a flashing message at the top of your screen in 360Pro which says ‘Your job is now ready for submission’. Click the ‘Submit’ button to submit your response.

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Can I change my response once it has been submitted?

Respondents can re-open the response and make changes as many times as they like prior to the closing date and time. Note that when re-opening a response it will no longer be considered as submitted. You must click on the Submit button again to re-submit the amended response.

Please ensure that the traffic light on the left-hand side of the screen in 360Pro has turned green and the status is changed to ‘Submitted’.

What system specifications should my computer have?

The Department recommends that at a minimum the respondent’s computer should have the following:

Adobe Reader XI on Windows 1.3GHz or faster processor Microsoft® Windows® XP with Service Pack 3 for 32 bit or Service Pack 2 for 64 bit; Windows

Server® 2003 R2 (32 bit and 64 bit); Windows Server 2008 or 2008 R2 (32 bit and 64 bit); Windows 7 (32 bit and 64 bit); Windows 8 or 8.1 (32 bit and 64 bit)

256MB of RAM (512MB recommended) 320MB of available hard-disk space 1024x768 screen resolution Internet Explorer 7, 8, 9, 10 or 11; Firefox Extended Support Release; Chrome

If you do not have one of these operating systems or do not have access to a supported operating system, contact your organisation’s IT support staff.

Should I have my completed forms and other documents checked for viruses before submitting?

Yes. In submitting a response electronically, the applicant warrants that it has taken reasonable steps to ensure that the response is free from computer viruses or other disabling features that may affect computing environments. Responses found to contain viruses or other disabling features may be excluded from the process.

What are the permitted file types if I have to attach other documents in support of my response?

The Department will not accept any attachments submitted to 360Pro with the exception of those documents specifically requested by the Department. Refer to Se c ti o n 7 .4 . 3 of the Request for Proposal. Any permissible attachments should be in one of the following file formats and uploaded to the relevant questions in 360Pro mailbox:

Adobe Acrobat files (.pdf) Text files (.txt) Common Language (.gif, .jpg) MS Word compatible files (.doc, .rtf, .docx) MS Excel compatible Spread sheets (.xls, .xlsx)

Note: No hyperlinked or other material may be incorporated by reference.

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Is there any file naming convention that I have to follow?

Yes. When saving forms the following file naming conventions should be adopted: We recommend that you include the respondent’s name in the file name.

Group Applicants - XYZ Pty Ltd Subcontractors - XYZ Pty Ltd Subcontractors Credentials Information - XYZ Pty Ltd. Selection Criteria 1 - XYZ Pty Ltd Selection Criteria 2 - XYZ Pty Ltd Selection Criteria 3 - XYZ Pty Ltd Selection Criteria 4 - XYZ Pty Ltd Employer and Industry Endorsement - XYZ Pty Ltd Coverage and Pricing – Region - XYZ Pty Ltd Financial and Credentials Information Form - XYZ Pty Ltd. The naming convention for documents requested by sections of the Financial and Credentials

Information Form is Financial - XYZ Pty Ltd - Section 9.9 - Title The naming convention for documents requested by sections of the Subcontractors Credentials

Information Form is: Subcontractor1 Pty Ltd - Section 9.9 – Title

Note to respondents: These forms must be completed and submitted in their original format, i.e. no scanned or hardcopy material.

When saving Financial and Subcontractor files (Financial and Credentials Information Form and Subcontractors Credentials Information Form) they should remain as MS Excel files (.xls not .xlsx). Files requested in either of those forms should state to which section the attachment relates, for example: section 3.1.pdf, section 3.2.pdf.

Ensure that the files you submit do not contain forward slash, back slash, semicolon, comma, asterisk, question mark, quotation marks, angle brackets or vertical bar (\ / : , * ? “ < > |) characters in the filenames.

Who can be contacted if I further information is required relating to the Request for Proposal for Employability Skills Training purchasing process?

Requests for further information regarding the Request for Proposal for Employability Skills Training purchasing process should be directed to the Employment Services Purchasing Hotline:

Telephone: 1300 733 514 Email: Employment Services Purchasing Hotline (espurchasing@employment.gov.au)

The Hotline operates from 9.00 am to 5.00 pm, Monday to Friday, Canberra time, (except for ACT and national public holidays).

Who can be contacted if assistance using 360Pro is required?

For help or issues related to 360Pro access or 360Pro functions, please direct queries to Lange Consulting & Software (support@langeconsulting.com.au).

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