Sourcing Director User Guide 122 - ucop.edu · Sourcing Director User Guide. SciQuest, Inc. SOURCING DIRECTOR US E R GUI D E OCT O B E R 2012 ... SciQuest, Inc. i

Sourcing Director User Guide

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SOURCING D IRECTOR

U S E R G U I D E

O C T O B E R 2 0 1 2

P R O D U C T V E R S I O N : 1 2 . 2

H A N D B O O K V E R S I O N : 1 2 . 2 . 0 1

P R E P A R E D B Y

C O N T A C T U S :

S C I Q U E S T , I N C . 6 5 0 1 W E S T O N P A R K W A Y , S U I T E 2 0 0 C A R Y , N C 2 7 5 1 3 T O L L - F R E E : ( 8 7 7 ) 7 1 0 - 0 4 1 3 P H O N E : ( 9 1 9 ) 6 5 9 - 2 1 0 0 F A X : ( 9 1 9 ) 6 5 9 - 2 1 9 9

S C I Q U E S T S U P P O R T : S U P P O R T @ S C I Q U E S T . C O M O R ( 9 1 9 ) 6 5 9 - 4 2 0 0

O R ( 8 0 0 ) 2 3 3 - 1 1 2 1

SciQuest Confidential.

Copyright © 2012, SciQuest, Inc.

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TABLE OF CONTENTS

I N T R O D U C T I O N . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Sourcing Director Functionality ............................................................................................ 3

RFx Events ............................................................................................................................... 3

Reverse Auction ........................................................................................................................ 3

T H E B A S I C S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

There are Two Sites ............................................................................................................ 4

Internal and Supplier Sites ......................................................................................................... 4

Production and Testing Environments ......................................................................................... 5

Logging into the Internal Site ..................................................................................................... 5

Navigation: Internal Site ..................................................................................................... 5

The Dashboard ......................................................................................................................... 6

Navigation Tabs ........................................................................................................................ 7

Updating Your User Profile ................................................................................................ 8

Key Concepts ..................................................................................................................... 8

About the User Profile ............................................................................................................... 8

Updating your Profile Exercises ............................................................................................ 8

Updating your Personal Information in the User Profile ................................................................ 8

Changing Your Password ........................................................................................................... 8

Customizing the Dashboard ....................................................................................................... 8

R F X S O U R C I N G E V E N T S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 0

Introduction to RFx ........................................................................................................... 10

Key Concepts ................................................................................................................... 11

RFx Types .............................................................................................................................. 11

The RFx List ............................................................................................................................ 11

RFx Library Content ................................................................................................................. 12

Introduction to RFx Exercises ............................................................................................ 12

Accessing the RFx List ............................................................................................................. 12

Filtering the RFx List ................................................................................................................ 13

Sorting the RFx List ................................................................................................................. 13

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C R E A T I N G AN D C O N F I G U R I N G A N R F X . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 5

Creating an RFx and Configuring General Information ................................................. 15

Key Concepts ................................................................................................................... 15

Creating a New RFx vs. Using a Template or Copy .................................................................... 15

RFx Information ...................................................................................................................... 15

Approval Workflow .................................................................................................................. 16

Creating an RFx and Configuring General Information Exercises ........................................... 16

Creating a New RFx ................................................................................................................. 16

Copying an Existing RFx .......................................................................................................... 16

Creating a New RFx from a Template ....................................................................................... 17

Completing the RFx Configuration Screen ................................................................................. 17

Configuring the Description Screen ........................................................................................... 18

Configuring the Contact Information Screen ............................................................................. 19

Selecting Users for RFx ............................................................................................................ 20

Selecting RFx Workflow Configuration ...................................................................................... 20

Supplier Requirements and Invitation ............................................................................ 21

Key Concepts ................................................................................................................... 21

Inviting Suppliers .................................................................................................................... 21

Supplier Pre-Requisites and Questions ...................................................................................... 21

Supplier Documents ................................................................................................................ 21

Supplier Requirements and Invitation Exercises .................................................................. 21

Selecting Suppliers to Invite ..................................................................................................... 21

Creating Supplier Prerequisites ................................................................................................. 22

Attaching Documents to the RFx .............................................................................................. 23

Adding RFx Questions ............................................................................................................. 24

Configuring Bid Envelopes ....................................................................................................... 26

RFx Item Configuration .................................................................................................... 27

Key Concepts ................................................................................................................... 27

The Item List .......................................................................................................................... 27

Item organization .................................................................................................................... 28

Item Configuration .................................................................................................................. 28

RFx Item Configuration Exercises ....................................................................................... 28

Adding Item Groups and Sub-Groups ....................................................................................... 28

Adding and Configuring Items .................................................................................................. 29

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Copying Items from the Library ................................................................................................ 30

Copying Items in the Item List ................................................................................................. 30

Importing Items ...................................................................................................................... 30

Moving Items to a New Item Group .......................................................................................... 31

Updating Item Order ............................................................................................................... 31

Setting Configuration Options for Multiple Items ....................................................................... 31

Editing an Item or Item or Group ............................................................................................. 33

Adding Item Attributes ............................................................................................................ 33

Adding an Item Attachment ..................................................................................................... 34

Reviewing and Submitting an RFx .................................................................................. 35

Key Concepts ................................................................................................................... 35

The Summary Screen .............................................................................................................. 35

Workflow ................................................................................................................................ 35

Reviewing and Submitting an RFx Exercises ........................................................................ 35

Review the RFx Summary Page and Submit .............................................................................. 35

RFx Management .............................................................................................................. 37

Key Concepts ................................................................................................................... 37

RFx Management Options ........................................................................................................ 37

RFx Management Exercises ............................................................................................... 37

Amending an RFx .................................................................................................................... 37

Canceling an RFx .................................................................................................................... 37

Closing an RFx Early ................................................................................................................ 37

Reopening a Closed RFx .......................................................................................................... 38

Viewing RFx Communication History ......................................................................................... 38

Viewing RFx History ................................................................................................................ 38

Viewing the RFx Access Log ..................................................................................................... 39

Extend an RFx Date/Time ........................................................................................................ 39

Transfer an RFx to a New Organization Contact ........................................................................ 39

Viewing the Active RFx Schedule .............................................................................................. 40

Accessing the RFx Reports ....................................................................................................... 40

R F X R E S P O N S E M A N A G E M E N T . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 1

RFx Response Progress .................................................................................................. 41

Key Concepts ................................................................................................................... 41

Viewing RFx Progress .............................................................................................................. 41

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RFx Response Progress Exercises ...................................................................................... 41

Viewing Intent to Bid Responses .............................................................................................. 41

Viewing No Bid Responses ....................................................................................................... 42

Viewing Bidding Progress ......................................................................................................... 42

Resetting Bidding Status .......................................................................................................... 42

Viewing a List of RFx Bidders ................................................................................................... 43

Evaluating RFx Responses .............................................................................................. 44

Key Concepts ................................................................................................................... 44

The Bidder Overview ............................................................................................................... 44

Evaluating RFx Responses Exercises .................................................................................. 44

Viewing Submitted Bids ........................................................................................................... 44

Viewing RFx Attachments ........................................................................................................ 45

Uploading an Internal Attachment ............................................................................................ 45

Reviewing a Single Supplier’s RFx Response ............................................................................. 46

Side-by-Side Comparison of Supplier Responses........................................................................ 46

Recommending and Awarding an RFx ........................................................................... 47

Key Concepts ................................................................................................................... 47

Scenario Analysis .................................................................................................................... 47

Recommending and Awarding an RFx ....................................................................................... 47

Recommending and Awarding an RFx Exercises .................................................................. 47

Creating a Scenario Analysis .................................................................................................... 47

Recommending Suppliers for Award ......................................................................................... 48

Awarding an RFx ..................................................................................................................... 48

R E V E R S E AU C T I O N S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 9

Introduction to Reverse Auction ..................................................................................... 49

Key Concepts ................................................................................................................... 49

The Auction Explorer ............................................................................................................... 49

Introduction to Reverse Auction Exercises .......................................................................... 50

Accessing the Reverse Auction List ........................................................................................... 50

Filtering the Reverse Auction List ............................................................................................. 50

Sorting the Reverse Auction List ............................................................................................... 51

Creating And Configuring a Reverse Auction ................................................................ 51

Key Concepts ................................................................................................................... 51

Creating a New Reverse Auction vs. Using a Template or Copy .................................................. 51

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Reverse Auction Types ............................................................................................................ 52

Reverse Auction Information .................................................................................................... 52

Approval Workflow .................................................................................................................. 52

Inviting Suppliers .................................................................................................................... 52

Supplier Pre-Requisites and Questions ...................................................................................... 53

Items ..................................................................................................................................... 53

Reviewing and Submitting the Reverse Auction ......................................................................... 54

Creating and Configuring a Reverse Auction Exercises ......................................................... 54

Creating a New Reverse Auction .............................................................................................. 54

Copying an Existing Reverse Auction ........................................................................................ 54

Creating a New Reverse Auction from a Template ..................................................................... 55

Completing the Reverse Auction Header Screen ........................................................................ 55

Configuring the Description Screen ........................................................................................... 57

Configuring the Contact Information Screen ............................................................................. 57

Selecting Users for Reverse Auction ......................................................................................... 58

Selecting Reverse Auction Workflow Configuration .................................................................... 58

Selecting Suppliers to Invite ..................................................................................................... 59

Creating Supplier Prerequisites ................................................................................................. 59

Attaching Documents to the Reverse Auction ............................................................................ 60

Adding Reverse Auction Questions ........................................................................................... 61

Adding Item Groups and Sub-Groups ....................................................................................... 64

Adding and Configuring Items .................................................................................................. 64

Copying Items from the Library ................................................................................................ 65

Copying Items in the Item List ................................................................................................. 66

Importing Items ...................................................................................................................... 66

Moving Items to a New Item Group .......................................................................................... 66

Setting Configuration Options for Multiple Items ....................................................................... 67

Editing an Item or Item Group ................................................................................................. 68

Adding an Item Attachment ..................................................................................................... 68

Review the Reverse Auction Summary Page and Submit ............................................................ 68

Reverse Auction Management......................................................................................... 68

Key Concepts ................................................................................................................... 69

Reverse Auction Management Options ...................................................................................... 69

Reverse Auction Management Exercises ............................................................................. 69

Amending a Reverse Auction ................................................................................................... 69

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Canceling A Reverse Auction .................................................................................................... 69

Closing a Reverse Auction Early ............................................................................................... 69

Reopening a Closed Reverse Auction ........................................................................................ 69

Viewing Reverse Auction Communication History ...................................................................... 70

Viewing Reverse Auction History .............................................................................................. 70

Viewing the Reverse Auction Access Log ................................................................................... 71

Extend Reverse Auction Date/Time .......................................................................................... 71

Monitoring Bidding and Results ................................................................................................ 71

Sending a Message to Participants ........................................................................................... 72

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WELCOME

O B J E C T I V E S

The purpose of this handbook is to introduce internal users with the Sourcing Director module. We hope it will help you:

• Understand the general functionality of Sourcing Director.

• Understand sourcing events such as Request for Proposal or Request for Bid and how they are created and managed through Sourcing Director.

• Understand the Reverse Auction process and how it is managed in Sourcing Director.

K E Y C O N C E P T S

• This handbook will show you how to perform functions in the system. It is important to note that much of the how, when, and why the system is used is determined by your organization’s business practices. We suggest that you supplement this document with your organization’s business practices, goals, and policies.

• For information regarding administrative tasks, such as setting up users, refer to the Administrator Handbook.

• For a supplier’s perspective of how this application can be used, refer to the Supplier Handbook –Sourcing Events

U N D E R S T A N D I N G T H E FO R M A T

A Lesson is created for each major functional area of the system. Within each lesson, there are three

sections:

1. An overview of the goals and functions in the lesson

2. Background and conceptual information about the lesson. The concepts will help you better understand why and when you perform tasks in the system and how they relate to other parts of the system.

3. Step-by-step exercises detailing specific tasks in the system. Each exercise provides background information about the task, details about the typical user, step-by-step instructions, and in many cases, a results screen to compare your work.

W H A T Y O U W I L L L E A R N …

The document is organized according to the major functions of the SciQuest Sourcing Director application:

• The Basics - including site navigation, general concepts of the application, and more.

• Creating RFx Events- including common tasks for creating, configuring, managing and awarding RFx sourcing events (requests for bids, quotes, information, etc ).

• Creating Reverse Auctions – including common tasks for creating, configuring and managing reverse auctions.


INTRODUCTION The SciQuest suite of products is a robust, hosted, fully modular suite of applications that manages the entire purchasing process online. Sourcing Director is a comprehensive sourcing solution for creating, distributing and tracking procurement opportunities, notifications, quotations, evaluations, awards, and related supplier interactions.


Sourcing Director Functionality

R F X E V E N T S

An RFx is essentially a Request for something – typically a Request for Information, a Request for Proposal, or a Request for Quotation. Organizations can create RFx events in Sourcing Director and invite suppliers to bid on goods and services through the supplier site. Invitations can be sent to specific suppliers or the RFx event can be posted for any supplier to respond.

For information about creating, managing and awarding RFx events, please see the section RFx Sourcing Events starting on page 10.

R E V E R S E A U C T I O N

A Reverse Auction is can be an effective way to obtain competitive pricing on a large purchase. The opposite of a standard aution, where you hid higher to purchase an item, a reverse auction requires the suppliers to bid lower in order to sell your organization their products and/or services.

For information about creating and managing Reverse Auctions, please see the section Reverse Auctions starting on page 49.


THE BASICS This section of the handbook provides basic information about Sourcing Director.

THERE ARE TWO SITES With each implementation of Sourcing Director, there will be two sites – one for suppliers and one for internal users. Additionally, there will be two environments. One environment is for production usage and the second for testing and training purposes. All of these sites are web-based.

I N T E R N A L A N D S U P P L I E R S I T E S

Below are examples of an internal site and a supplier site. The internal site is accessed from a select group of individuals in your organization – oftentimes people in purchasing or AP. This site is used to create and manage sourcing events. The supplier site is used by suppliers and potential suppliers to respond to sourcing event invitations and communicate with your organization.

Sample Internal Site

Sample Supplier Site


NOTE: This handbook focuses on activities occurring in the internal site. Supplier activities are primarily discussed in the supplier handbook.

P R O D U C T I O N A N D T E S T I N G E N V I R O N M E N T S

Supplier and internal sites are available in both the production and testing environments. Example URLs are shown below:

• Testing site for internal users: https://sims.uit.sciquest.com/<your org name here>

• Testing site for suppliers: https://suppliers.uit.sciquest.com/<your org name here>

• Production site for internal users: https://sims.sciquest.com/<your org name here>

• Production site for suppliers: https://suppliers.sciquest.com/<your org name here>

L O G G I N G I N T O T H E I N T E R N A L S I T E

This exercise demonstrates how a user can log in to the Sourcing Director application. This exercise assumes that the user has been registered and approved.

Note: In some cases, users may have more than one site that they access. For example, your organization may have a training and production site. Please make sure you are accessing the correct URL and login credentials.

Step by Step

The goal of this exercise is to log into Total Supplier Manager.

1. Go to the address specified by your organization’s administrator using the preferred Internet Browser. Typical URLs are as follows: https://sims.sciquest.com/<your org name here>.

2. Enter a valid User Name on the login screen. The User Name is case sensitive. . If you are unsure of the proper username, you can request it be emailed to you using the Forgot your user name/password? link just below the Password field.

3. Enter a valid Password on the login screen. Passwords are case sensitive. If you are unsure of the proper password, you can request it be emailed to you using the Forgot your user name/password? link just below the Password field.

4. Click the Login button. The Sourcing Director application displays. Once logged in, the role(s) and permissions assigned to the user dictate what screens are visible and what functions are accessible.

NAVIGATION: INTERNAL SITE Sourcing Director consists of two sites, one for suppliers and the other for internal users at your organization. These sites have different URL addresses. This handbook, along with the following discussion of navigation and components of the interface are addressing the internal site. This site is typically used by individuals in purchasing, strategic sourcing, and Accounts Payable.


General Information about the interface

• When users log into the system, they will be taken to the Dashboard. Read more about the Dashboard below.

• In the upper right-hand corner, the user name, link to profile access, and a logout button displays.

• The navigation tabs that displays across the top of the application are dependent on the user’s permissions and the licenses purchased by the organization.

• The colors that are used on the site, as well as the logo are configured on a customer-by-customer basis.

• IMPORTANT: The screens, tabs, and field labels discussed and shown in this handbook may or may not match those used by your organization. Sourcing Director is customizable; therefore you should expect differences between this generic guide and your site.

T H E D A S H B O A R D

The Dashboard is the first screen you will see when you access Sourcing Director. Essentially the Home page, the dashboard provides a summary view of your RFx activity and Reverse Auction activity. The activity is categorized by status of the event (Closed, Open, Rejected, No Bids, etc.) Beside each category the number of events that apply is displayed as a clickable link. When you click the link a list of all applicable events is displayed. Note: If your organization is also using SciQuest’s Total Supplier Manager module additional supplier information will be available on the dashboard.

NOTE: The dashboard sections displayed will also depend on the modules your organization has purchased and your specific roles and permissions. With appropriate permissions, you can also customize the dashboard display.


N A V I G A T I O N T A B S

Navigation tabs and sub-tabs are used to move throughout the application and perform tasks. The list below reflects an implementation of Sourcing Director site with all permissions enabled and add-on modules included. Your site may be different depending on the modules used by your organization and your specific permissions.

Description of Tabs:

• Home tab takes the user back to the Dashboard, which provides a snapshot of key activities in the application.

• Supplier tab only displays if your organization has purchased the Total Supplier Manager module or has enabled the Supplier Search for Sourcing Director. Separate Handbooks are available for the Total Supplier Manager module.

• Scorecard tab only displays if your organization has purchased the Total Supplier Manager module. Separate Handbooks are available for this module.

• Compliance tab only displays if your organization has purchased the Total Supplier Manager module. Separate Handbooks are available for this module.

• Pre-Qualification only displays if your organization has purchased the Total Supplier Manager module. Separate Handbooks are available for this module.

• 2nd

Tier only displays if your organization has purchased the Total Supplier Manager module. Separate Handbooks are available for this module.

• Sourcing Director is the primary tab from which you will create and manage sourcing events.

• Library tab allows the you to view projects, global content and templates.

• Content displays options for including information in the supplier site such as news, calendars and useful links.

• Email displays a menu of the various email options available from the system.

• Administrator displays a menu of the various administrator options.


UPDATING YOUR USER PROFILE

Key Concepts

A B O U T T H E U S E R P R O F I L E

The user profile contains your personal information such as name, contact information, and company information. This information was supplied when you were registered as a user. You have the ability to make changes and updates to this information in your profile.

In addition, you will be able to configure how the dashboard displays on your Home page. By default, all dashboards that are available to you based on your permissions and your organization’s enabled modules will display. In your user profile you can turn off entire dashboard sections or groups within a section. This provides a cleaner view of the dashboard and displays only those sections/groups you access on a regular basis.

Updating your Profile Exercises

U P D A T I N G Y O U R P E R S O N A L I N F O R M A T I O N I N T H E U S E R

P R O F I L E

Your personal information will be captured when you are registered as a user. However, you have the capability to edit and update the basic personal information through accessing your user profile.

Step by Step

The goal of this exercise is to update your personal information in the user profile.

1. Click the User Profile link in the upper right corner of the site. The My Profile page will display.

2. By default your personal information page will be displayed.

3. Make appropriate changes to your personal information. Fields with are required.

4. After you have made all of your changes click the Submit button. Your changes will be saved.

C H A N G I N G Y O U R P A S S W O R D

Step by Step

The goal of this exercise is to change your password through your user profile.


2. From the menu on the left select Change Password.

3. Enter your old password in the appropriate field. Enter and then re-enter your new password.

4. Click Submit. Your password will be changed. You can continue working in the application and will only be required to enter the new password the next time you log in to the site.

C U S T O M I Z I N G T H E D A S H B O A R D

By default, all dashboards that are available to you based on your permissions and your organization’s enabled modules will display. In your user profile you can turn off entire sub-dashboards sections or groups within them.

Step by Step

The goal of this exercise is to configure the sub-dashboards and groups that will be displayed on your Home page.


2. From the menu on the left select Customize Dashboard.


3. All sub-dashboards and groups within the sub-dashboards will display. When all groups are un-checked this indicates that all sub-dashboards and groups will be visible to you on the main dashboard.

4. You will need to select the groups that you want visible in the dashboard. Click the checkboxes beside the appropriate groups. VERY IMPORTANT: Selecting even a single group by clicking the checkbox will remove all of the other sections and groups from the dashboard. You will need to select ALL groups that you want visible.

5. Once you have selected the groups, click the Update button. Your dashboard will be updated to include only the selected groups/sub-dashboards.


RFX SOURCING EVENTS

INTRODUCTION TO RFX

What is an RFx?

An RFx is essentially a Request for something – typically a Request for Information, a Request for Proposal, or a Request for Quotation. Organizations can create RFx events in Sourcing Director and invite suppliers to bid on goods and services through the supplier site. Invitations can be sent to specific suppliers or the RFx event can be posted for any supplier to respond.

The RFx Process

• Step 1: Create and Configure the RFx. You can create a brand new RFx or use existing or standard content by copying an existing RFx or using a template. You will configure RFx content including key dates, items/services to be purchased. You will determine which suppliers to invite and submit the RFx to the suppliers for response. For information about creating and configuring an RFx please see the section Creating and Configuring an RFx starting on page 15.

• Step 2: Review and Manage the Response Progress. Once an RFx is open for bid, you will monitor the progress of the bid. You will be able to see a list of suppliers who have submitted bids as well as those who have indicated that they will not bid on the RFx. You can also see a status for each supplier who was invited to respond. For information about managing RFx response progress please see the section RFx Response Progress starting on page 41.

• Step 3: Evaluate Responses. When all responses have been submitted your next step will be to evaluate the responses to make your purchasing decision. Sourcing Director includes functionality that allows you to view the supplier response in the application and to make side-by-side comparisons of each supplier’s response. For information about review supplier responses please see the section Evaluating RFx Responses starting on page 44RFx Response Progress.

• Step 4: Recommend and Award RFx. Once all responses have been evaluated a recommendation for award can be made and the RFx can be awarded. Sourcing Director provides an automated tool that allows you to analyze award scenarios to ensure you are making the best purchasing decistion. For information about recommending and awarding an RFx please see the section


Recommending and Awarding an RFx on page 47.

Key Concepts

R F X T Y P E S

There are various RFx types. The information below contains a description of each type. Note: Not all organizations will implement all RFx Types. Contact your System Administrator for information about which RFx types your organization is using.

• Request for Information (RFI): An RFI is used to gather initial information such as product brochures, specification sheets, or other details that may help your organization weigh options and develop a more detailed sourcing activity. For example, a buyer working to purchase vehicles for an organization’s fleet might request that several automobile dealerships provide general information on various models of cars they sell. Collecting this initial information might help the buyer outline detailed specifications for a formal bidding process. An RFI may not include a request for pricing on specific items, and the information collected generally is not used as the basis for a final purchasing decision.

• Request for Proposal (RFP): An RFP outlines a problem or need that your organization needs to address, and asks bidders to provide formal proposals on how they can meet the need. While an RFP may request pricing on specific items, some elements of the proposal may be left to the discretion of potential suppliers. In addition to the proposal, an RFP typically requests or requires suppliers to upload detailed information about their history, capabilities and references.

• Request for Quotation (RFQ): An RFQ is intended to gather final pricing proposals, usually based on detailed specifications that are outlined in the event details. The end goal of an RFQ is to compare quotes and award a bid. Ideally, the information in the results of the RFQ should have enough detail to transfer directly into a contract if needed. An example of an RFQ would be to ask a select group of car dealerships for final pricing based on buying 50 blue mid-sized sedans with GPS navigation, cloth seating, V6 engines, front wheel drive, and automatic transmissions.

• Invitation to Bid (Bid): An Invitation to Bid is a simpler process conducted when you simply want bids on specific items. An Invitation to Bid typically does not require suppliers to accept prerequisites, answer questions or upload documents. They are simply invited to bid for the opportunity to provide the goods or services needed.

• Invitation to Negotiate (ITN): An Invitation to Negotiate, most typically used by government agencies to ensure fairness in extending business opportunities, is a method of informing a broad group of vendors about an upcoming purchase or project. ITNs may include preliminary information about what your organization needs and may ask exploratory questions about a supplier’s capabilities or interest in participating if an RFP or RFQ is sent out. The ITN does not include items for bidding.

• Request for a Letter of Interest (RLI): A Request for a Letter of Interest might be used when your organization wants to learn which suppliers or vendors are interested in competing for a large purchase or project. The RLI will include detailed information about the project, and will provide a structure for suppliers to access information and answer questions asked by your organization.

T H E R F X L I S T

The RFx list is the primary access point for all of your organization’s RFx activity. From the RFx list you can create an RFx, manage the RFx content, review RFx progress, view submitted responses and award bids. RFx lists are organized by project and sub-project. Projects and sub-projects allow you to separate events into a logical grouping for your organization. Please contact your System Administrator for information about your organization’s project and sub-project configuration.

An example of the RFx List is shown below:


1. Project Navigation Bar: Browse through projects and sub-projects.

2. Create RFx Dropdown Menu: You use this menu to create new RFx events.

3. Sorting and Display Options: Sort the RFx list by a specific field and designate the number of listings to show on each page.

4. Show Filter Options: Select this button to filter the RFx list.

5. Status: This column displays the status of the RFx Listing.

6. Project Name/RFX Number/Title/Contact/Creator: This column displays the information for each of these fields.

7. Release Date/Open Date/Close Date: This column displays the designated date information for the listing.

8. Bidding Progress/Intent to Bid/No Bid/Review Selected Bids: This column contains clickable links to information about who is responding to the RFx and to the actual submitted documents.

9. Action: Mouse over the Action menu to choose from several RFx action and management options. The options presented here will depend on several factors including RFx type and status.

R F X L I B R A R Y C O N T E N T

Sourcing Director allows organizations to develop standard RFx content that can be used when creating a new RFx. This content can be developed based on project, RFx type, or simply as global content that should be included in all RFx events. When you are creating an RFx event, you will notice that many of the configuration screens give you the option of copying content from the library. When you select that option, available content for that configuration screen will display and you will be able to choose from that content. The exercises in the following lessons will highlight where and when you have the ability to use library content.

Introduction to RFx Exercises

A C C E S S I N G T H E R F X L I S T

Step by Step

The goal of this exercise is to access the RFx List. There are two ways to access the list. Both methods are described below:

From the RFx Explorer

1. Mouse over the Sourcing Director tab and click RFx Explorer.

2. In the Project menu on the left browse to the project for which you would like to create the RFx.

3. The RFx List for that project will display on the right.


4. By default, 20 listings will display on the page. To change the number of listings, select a new number in the Listings dropdown menu.

From the Project Explorer

1. Mouse over the Library tab and click Project Explorer.

2. In the Project menu on the left browse to the project for which you would like to create the RFx.

3. Click on the RFx option in the project.

4. The RFx list for that project will display on the right. To change the number of listings, select a new number in the Listings dropdown menu.

F I L T E R I N G T H E R F X L I S T

Your organization will most likely have multiple RFx events in the list. There are several filter options available.

Step by Step

The goal of this exercise is to filter the RFx list.

1. Access the RFx list and click the Show Filter Options button.

2. Enter the filter criteria in the filter box:

• Select Bidder: Enter a supplier name to filter the list by bidder.

• Creator/Contact/User: Enter an organization user’s name to filter by a user who created an RFx or is listed as a contact or user for the RFx.

• Create Date: Click on the calendar and select a date to filter by the RFx create date.

• RFx Title: Filter by title by entering the RFx title.

• RFx Number: Filter by number by entering the RFx number.

• Opening Date: Click on the calendar and select a date to filter by the RFx open date.

• RFx Type: Select an RFx type from the dropdown menu.

• RFx Status: Select an RFx status from the dropdown menu.

• Closing Date: Click on the calendar and select a date to filter by the RFx close date.

• Sealed Option: Click the radio button to determine if you would like to filter by sealed or unsealed RFx.

• Keyword: Enter keywords for filtering

3. When you have entered all of the filter criteria click the Apply Filter button. The RFx list will be filtered by the entered criteria. To hide the filter options click the Hide Filter Options button.

S O R T I N G T H E R F X L I S T

Your organization will most likely have multiple RFx events in the list. There are several sort options available.

Step by Step

The goal of this exercise is to sort the RFx list.

1. Access the RFx list.

2. In the Sort By dropdown menu, select the field on which you would like to sort the list.


• Status: Sorts the list by RFx status.

• Type: Sorts the list by RFx type (RFP, RFQ, etc.)

• Number: Sorts the list by the RFx number.

• Title: Sorts the list by the title of the RFx.

• Contact: Sorts the list by the name of the primary organization contact.

• Create Date: Sorts the list by the date that the RFx was created.

• Release Date: Sorts the list by the date the RFx will be/was released to the suppliers.

• Open Date: Sorts the list by the RFx opening date.

• Close Date: Sorts the list by the RFx Close date.

3. The list will be sorted by the selected field. You can choose to order the results in ascending or descending order.


CREATING AND CONFIGURING AN RFX The first step in an RFx sourcing event is to create and configure the RFx. This section provides instruction for creating, configuring and managing an RFx.

CREATING AN RFX AND CONFIGURING GENERAL

INFORMATION

In this step, you will create the RFx and configure the top-level requirements. Sourcing Director allows you create brand new RFx events or to use templates and/or copy existing RFx events to begin the creation process. You will configure the RFx type, basic event information such as key dates, organization contacts, payment information such as terms and currency and much more.

Key Concepts

C R E A T I N G A N E W R F X V S . U S I N G A T E M P L A T E O R C O P Y

The following options are available to you when creating a new RFx event:

• Create a Brand New RFx: Essentially creating an RFx “from scratch” , creating a brand new RFx creates the RFx shell and all configuration options will need to be completed. You would generally use this option when there are no existing RFx events or templates that contain reusable configurations for the event you are creating.

• Copy an RFx: You have the ability to create a copy of an existing RFx event. When you copy an existing RFx event, all configurations are copied along with it and you can make edits. You would use this option to create a similar RFx event to the event being copied.

• Create an RFx from a Template: Your organization may have created RFx templates that contain standardized information based on the type of RFx you are creating, the product and/or service you are requesting or your department’s requirements. When you begin an RFx with a template, all of the configurations from the template are included in your new RFx.

R F X I N F O R M A T I O N

When you create a new RFx, you will be required to include basic RFx information such as a name, number and description. You will also include payment information such as payment terms and currency. You will designate a primary organization contact and select additional organization users who will be able to review the RFx configuration and responses.


RFx Dates

A key activity in setting up an RFx is configuring the dates. At a minimum, you will be required to designate a release date (the date the RFx will be available to the suppliers) and opening date (the date suppliers can begin to submit responses) and a closing date (the response deadline). Additional dates that can be configured include evaluation dates, a date for award recommendation and an award date. You can also create a date and contact information for a pre-bid conference with suppliers.

A P P R O V A L W O R K F L O W

Your organization may require that RFx events go through a specific approval workflow. For example, a sourcing event for the purchase a controlled substance may require more than one approver. In most cases, an administrator has created existing approval workflows for you to select from when configuring a new RFx. Contact your System Administrator for information about your organization’s approval workflow requirements.

Creating an RFx and Configuring General Information Exercises

C R E A T I N G A N E W R F X

Creating a new RFx event essentially creates a shell in which all items must be configured. See the following exercises for information about copying an existing RFx or using a template.

Step by Step

The goal of this exercise is to create a new RFx.

1. Access the RFx List.

2. In the dropdown menu on the RFx List screen select Create New RFx and click .

3. The Create RFx dialog box displays. Select the type of RFx you are creating by clicking the appropriate radio button.

4. Establish if you would like the event to be sealed. Sealing an event means that you will not be able to view the information until the event is closed for responses. Click the Yes radio button if you would like to the bid to be sealed. Click the No radio button if you do not want it to be sealed.

5. Click Create. The RFx will be created and you will be taken to the initial configuration screen. Your next step is to configure the RFx. In order to save the RFx, required configuration screen fields must be completed and the screen must be saved. For information about completing this screen, please see the exercise Completing the RFx Configuration Screen on page 17.

C O P Y I N G A N E X I S T I N G R F X

Existing RFx events can be copied to create a new one. When you copy an existing RFx all of the existing configurations will be applied to the new RFx and you will be able to make additions and edit.

Step by Step

The goal of this exercise is to copy an RFx.


2. Locate the RFx that you would like to copy.

3. Mouse over the Action menu and select Copy.

4. You will be asked to confirm that you would like to copy the RFx. Click OK.

5. The new RFx will be created. The application will open the new RFx for configuration.


C R E A T I N G A N E W R F X F R O M A T E M P L A T E

Your organization may have developed templates from which you can create a new RFx. These templates may be based on RFx type or the type of project for which you are creating an RFx. When you begin with a template all configuration items from the template will be copied to the new RFx and you can make edits and additions.

Step by Step

The goal of this exercise is to create a new RFx from a template.


2. In the dropdown menu on the RFx List screen select Create New RFx from Template and click . The Select a Template screen box displays.

3. By default, the Select a Template screen will display a list of all templates associated with projects. To get a list of global templates select Global Templates in the left menu.

4. The template list contains a template name and description, template type, the name of user who made the most recent update and the date/time the update was made. You can click on the template name to view the template.

5. When you have located the correct template, click the Select button to select the template. The RFx will be created and you will be taken to the initial configuration screen. Sourcing Director will automatically save a draft of the RFx. Your next step is to configure the RFx. Please see the following exercises in this Lesson for information about RFx configuration.

C O M P L E T I N G T H E R F X C O N F I G U R A T I O N S C R E E N

You will be taken directly to the RFx configuration screen when you create a new RFx or create a new RFx from a template. In order to save a new RFx, the required configuration screen fields must be completed and the screen must be saved. Sourcing Director will automatically save a draft of an RFx created from a template.

Step by Step

1. When you have accessed the RFx Configuration screen, configure the fields as described below. Fields with are required. You can select the Save Progress button at any time to save your work. You must have the title field populated to be able to save the progress.

• RFx Title: Enter a title for your RFx. For example, if you are creating a Request for Proposal for a bathroom renovation you might title it Bathroom Renovation South Building 3rd Floor.

• RFx Number: Enter a number to associate with the RFx. Be sure to use your organization’s standards for numbering your sourcing events.

• Mandated Bidding Currency: From the dropdown menu select the currency for the bid. If you are not mandating a currency, or if the RFx event does not require currency, select None.

• Mandated Payment Term: From the dropdown menu select the RFx payment terms. This will communicate the payment terms to the supplier.

• Bid Option: Select the appropriate bid options:


� Allow Tiered Pricing: Allows the supplier to provide pricing based on volume.

� Allow Supplier to Upload Attachments: Gives the supplier the ability to include attachments with their RFx response.

� Allow Supplier to Create Additional Line Items: Gives suppliers the ability to add line items to their bids.

• External Visibility: Selecting Private will make the RFx event an private, invitation-only event. Selecting Public will make the RFx event available on the supplier site for any interested supplier to bid on. If you select Public, you can still invite suppliers but it will also be available on the site. Note: Some organizations choose for all RFx opportunities to be available as public. If your organization has opted to do this, the External Visibility field will not be available on the RFx Configuration screen.

• Time Zone: Select a time zone for your RFx. Time zone is an important consideration when configuring dates and times for the release, evaluation dates and closing dates. You need to communicate to the supplier if your time deadlines are EST, CST, etc.

• Field Date Need: Configure a date by which you will need the product to be delivered or service to be performed.

• Commodity Code: From the dropdown menu, select the primary commodity code for which you are requesting information, proposal, bid, etc.

• Release Date/Time: Enter the date and time the RFx will be released to the invited suppliers. Click in the field or on the calendar icon to select date. Configure the release time by designating the time and AM or PM in the release time fields. To configure the time in military time, click the 24hr checkbox.

• Opening Date/Time: Enter the date and time the RFx will be open for responses. Click in the field or on the calendar icon to select date. Configure the opening time by designating the time and AM or PM in the release time fields. To configure the time in military time, click the 24hr checkbox.

• PreBid Conference: Click Yes or No to determine if there will be a pre-bid conference.

• Deadline for Questions: If you would like to communicate a deadline for supplier questions configure that deadline in this field. Click in the field or on the calendar icon to select date. Configure the opening time by designating the time and AM or PM in the release time fields. To configure the time in military time, click the 24hr checkbox.

• Phase I Evaluation/Phase II Evaluation: If you would like to communicate dates and times for pre-award evaluations configure that information in these fields. Click in the field or on the calendar icon to select date. Configure the opening time by designating the time and AM or PM in the release time fields. To configure the time in military time, click the 24hr checkbox.

• Award Recommendation: Communicate the date/time that you anticipate that you will be recommending a supplier for bid award. Click in the field or on the calendar icon to select date. Configure the opening time by designating the time and AM or PM in the release time fields. To configure the time in military time, click the 24hr checkbox.

• Propose Board Approval: Communicate the date/time that you anticipate you will be submitting the bid to stakeholders for approval. Click in the field or on the calendar icon to select date. Configure the opening time by designating the time and AM or PM in the release time fields. To configure the time in military time, click the 24hr checkbox.

2. When you have completed configuring the RFx Configuration screen select the Save Progress button to save your work or click on Next to move to the next configuration screen. Selecting Next will automatically save your work.

C O N F I G U R I N G T H E D E S C R I P T I O N S C R E E N

Use the Description screen to present a summary of the event. Similar to a cover letter, the description will be included in the invitation email that the application sends to invited suppliers. You can include the specifics of the request, budget parameters, date/time information such as opening and closing dates, award date and much more. You have the option to create a new description or select from a library of descriptions that are stored in the Project Explorer.


Step by Step

The goal of this exercise is to configure the Description screen.

1. Access the Description screen in one of the following ways:

• Select Next on the RFx Configuration screen.

• Open the RFx List and follow the steps below:

a. Locate the RFx in the list.

b. Mouse over the Action menu and select Edit RFx.

c. From the left menu select Description.

2. Use the steps below to select a description from the library. If you are creating a new description proceed to Step 3. You can select the Save Progress button at any time to save your work.

a. Click the Select Description From Library button.

b. Scroll down below the Description design window. Available library descriptions will be displayed. Click on the description to view it.

c. When you have clicked on the appropriate description click the Upload button. The description will be imported to the Description design window.

3. Configure and format the description. You can overwrite elements from an imported description if necessary.

4. When you have completed configuring the Description screen select the Save Progress button to save your work or click on Next to move to the next configuration screen. Selecting Next will automatically save your work.

C O N F I G U R I N G T H E C O N T A C T I N F O R M A T I O N S C R E E N

In the Contact Information screen enter the primary organization contact for the RFx. By default, contact information for the user who is creating the RFx will be entered. You can leave this information or you can change it to contact information for another user.

Step by Step

The goal of this exercise is to configure the Contact Information screen.

1. Access the Contact Information screen in one of the following ways:

• Select Next on the Description screen.




c. From the left menu select Contact Information.

2. The Contact Information screen will display.

3. By default, your user information will be populated in the contact information. You can select another user as the contact using the search feature:

a. In the search area, enter criteria in the search fields

.


b. Click the Search button. A list of users matching the criteria will be displayed. Locate the appropriate user and click Select User. The user’s contact information will populate the fields.

4. Make any appropriate updates to the contact information. Required fields are indicated by .


S E L E C T I N G U S E R S F O R R F X

In order for other users in your organization to access the RFx, they need to be selected in the Select Users for RFx screen. Selected users will be able to view the RFx and its responses.

Step by Step

The goal of this exercise is to configure the Selecting Users for RFx screen.

1. Access the Selecting Users for RFX screen in one of the following ways:

• Select Next on the Contact Information screen.




c. From the left menu select Select Users for RFx.

2. The Selecting Users for RFx screen will display.

3. Available users will appear in the column to the left. To choose a user click on the username and select the Add button. The user will be moved to the Chosen RFx Users column. To remove a user, highlight the user name and click the Remove button. You can save your work at any time by clicking the Save Progress button.

4. When you have completed configuring the Users screen select the Save Progress button to save your work or click on Next to move to the next configuration screen. Selecting Next will automatically save your work.

S E L E C T I N G R F X W O R K F L O W C O N F I G U R A T I O N

Your organization may require that RFx events go through a specific approval workflow. For example, a sourcing event for the purchase a controlled substance may require more than one approver. The Workflow Configuration screen allows you to select the approval workflow for your RFx. IMPORTANT: Approval workflows are not created in the RFx preparation process. You are simply selecting an existing workflow. Workflows are generally created by administrators. Contact your System Administrator for information on your organization’s specific approval workflows for RFx events.

Step by Step

The goal of this exercise is to select a workflow configuration for an RFx.

1. Access the Workflow Configuration screen in one of the following ways:

• Select Next on the Selecting Users for RFX screen.


2. Locate the RFx in the list.

3. Mouse over the Action menu and select Edit RFx.

4. From the left menu select Workflow Configuration.

5. The Workflow Configuration screen will display.

6. A list of available workflow configurations will display. The available configurations are based on the project in which you are creating the RFx.

7. Click on the appropriate workflow configuration to select it.

8. Select the Save Progress button to save the configuration or click on Next to move to the next configuration screen. Selecting Next will automatically save your work.


SUPPLIER REQUIREMENTS AND INVITATION You will have specific requirements for the suppliers who respond to the RFx. Sourcing Director allows you to determine the invited suppliers and configure pre-requisites and questions that the supplier must confirm and answer in order to respond to your RFx event.

Key Concepts

I N V I T I N G S U P P L I E R S

You can use the Supplier Search feature to locate and select suppliers to invite to the RFx. This search feature allows you to use various criteria such as company information, products and services, supplier registration status and much more. For information about using the search feature, please see the Total Supplier Manager User Guide.

S U P P L I E R P R E - R E Q U I S I T E S A N D Q U E S T I O N S

Supplier pre-requisites and questions allow you to gather additional information about suppliers in order to make more informed award decisions.

• Pre-requisites are often requirements that the supplier has to meet in order to be considered for an award. For example, you may require that suppliers agree not to disclose any details of the RFx event. You can upload a non-disclosure document and require that suppliers agree. Pre-requisites can be mandatory or optional.

• Questions can be created that ask suppliers for additional information to help you assess their capabilities for the project. For example, you may want to ask suppliers how many similar projects they have done in the previous year. Some questions can be scored and the answers weighted allowing the system to calculate who has the best response.

S U P P L I E R D O C U M E N T S

When you configure the RFx you can both provide informational documents to the suppliers and require them to provide documents when they respond to the bid. The documents you provide can include any information about the project that you feel is important to communicate to the suppliers. Documents you may require from the suppliers may include financial statements, a document with additional project specifications or product images and brochures.

Bidding Envelopes

When you choose to allow suppliers to upload documentation, you will be prompted to create bid envelopes. You will create the envelopes based on the purpose of the document attachments. For example, you may create a bidding envelope for financials and suppliers would then upload the appropriate document to that envelope.

Supplier Requirements and Invitation Exercises

S E L E C T I N G S U P P L I E R S T O I N V I T E

Use the search feature to locate suppliers to which you would like to email invitations to respond to the RFx.

Step by Step

The purpose of this exercise is to invite specific suppliers to respond to the RFx event..

1. Access the Select Suppliers screen in one of the following ways:

• Select Next on the Workflow Configuration screen.





c. From the left menu select Supplier Invitation.

2. The. Supplier Invitation screen will display.

3. Perform a supplier search to locate the suppliers you would like to invite. For detailed information about searching for suppliers, please see the Total Supplier Manager User Guide.

4. A list of all suppliers matching your search criteria will be displayed.

5. To select a specific supplier from the list, click the checkbox in the left-most column. To select all suppliers click the checkbox beside Select/Unselect All.

6. When you have selected all of the suppliers from the search results, click the Add Selected to RFx button. The suppliers will be added to the list of invited suppliers. You can remove suppliers by selecting them and clicking the Remove Selected from RFx button.

7. When you have finished selecting suppliers, select Next to go to the next configuration screen. Selecting Next will automatically save your work. If you choose to exit and return at another time to complete pre-qual setup be sure to save your work by clicking the Save Progress button.

C R E A T I N G S U P P L I E R P R E R E Q U I S I T E S

Pre-requisites are requirements that the supplier has to agree to in order to be considered for an award. Note: If you are creating an Invite to Bid RFx this screen will not be available. Your next step will be to configure the Items screen. Please see the RFx Item Configuration Exercises starting on page 28 for information about configuring the Items screen.

Step by Step

The goal of this exercise is to configure supplier prerequisites for the RFx event.

1. Access the Prerequisites screen in one of the following ways:

• Select Next on the Supplier Invitation screen.




4. From the left menu select Prerequisites.

5. The Prerequisites screen will display. Use the steps below to copy a prerequisite from the library. If you are creating a new description proceed to Step 3. You can select the Save Progress button at any time to save your work.

a. Click the Copy Prerequisites From Library button.

b. A list of projects with prerequisites will display. Click on the project to see the available prerequisites for that project.

c. In the list you can click on the prerequisite name to view its details.

d. If you would like to add a perquisite from the list click Add to RFx in the Manage column.

e. To return to the Prerequisites screen select the Add Prerequisite button. If you would also like to add new Prerequisites proceed to the next step. If you are not adding any new prerequisites, proceed to Step 4.

6. To add a new Prerequisite:

a. Enter a name for the Prerequisite in the Name field

b. In the Type field select Mandatory or Optional. Selecting Mandatory will require the supplier to initial in the bid that they comply with the prerequisite.

c. Enter a Description for the prerequisite. Formatting tools are available to format the text.

d. Configure any attachments associated with the Prerequisite.

o In the Description field enter the document name.


o Select the file by clicking the Browse button and selecting the file from your hard drive.

e. Select Save Prerequisite. The Prerequisite will be added to the list for the RFx.

7. To remove a prerequisite from the list, mouse over the Manage menu and select Remove from RFx. To edit a prerequisite, mouse over the Manage menu and select Edit.

8. When you have added all prerequisites select the Save Progress button to save your work or click on Next to move to the next configuration screen. Selecting Next will automatically save your work.

A T T A C H I N G D O C U M E N T S T O T H E R F X

Sourcing Director allows you to attach documents to the RFx. Note: If you are creating an Invite to Bid RFx this screen will not be available. Your next step will be to configure the Items screen. Please see the RFx Item Configuration Exercises starting on page 28 for information about configuring the Items screen.

Step by Step

The goal of this exercise is to attach documents to the RFx event.

1. Access the Documents screen in one of the following ways:

• Select Next on the Prerequisites screen.




4. From the left menu select Documents.

5. The Documents screen will display. Use the steps below to copy a prerequisite from the library. If you are creating a new description proceed to Step 3. You can select the Save Progress button at any time to save your work.

a. Click the Copy Documents From Library button.

b. A menu of library items that contain documents will display. A list of documents for the project you are working in will display by default. You can click on the other options to see lists of additional available documents.

c. In the list you can click on the document name to view the document.

d. If you would like to add a document from the list click Add to RFx in the Manage column.

e. To return to the Prerequisites screen select the Add Prerequisite button. If you would also like to add new documents proceed to the next step. If you are not adding any new documents, proceed to Step 4.

6. To upload new documents:

a. In the text box enter the number of new documents you want to upload

b. Click the Go button.

c. Configure the document:

� Enter the document name in the Name field.

� Enter a document version number in the Version field.

� Select the file by clicking the Browse button and selecting the file from your hard drive.

� Enter a document description in the Description field.

� Click Upload Documents.

7. To remove a document attachment from an RFx, mouse over the Manage menu and select Remove from RFx. To edit a document attachment, mouse over the Manage menu and select Edit.



A D D I N G R F X Q U E S T I O N S

You can add questions that assist you in making award decisions. Note: If you are creating an Invite to Bid RFx this screen will not be available. Your next step will be to configure the Items screen. Please see the RFx Item Configuration Exercises starting on page 28 for information about configuring the Items screen.

Step by Step

The goal of this exercise is to create questions to be included in the RFx.

1. Access the Questions screen in one of the following ways:

• Select Next on the Documents screen.




4. From the left menu select Questions.

5. The Questions screen will display. Follow the steps below to copy questions from the library. If you are creating new questions proceed to Step 3.

a. Click the Copy Questions From Library button.

b. A menu of library items that contain questions will display. A list of questions for the project you are working in will display by default. You can click on the other options to see lists of additional available questions.

c. Locate the question(s) you would like to add to the RFx.

d. Click the checkbox beside the questions and then click the Add Selected to RFx button.

e. The question will be added to the RFx. If you would also like to add new documents proceed to the next step. If you are not adding any new questions, proceed to Step 4.

6. Follow the steps below to create new questions for the RFx.

Configuring Question Headers

You can add headers before the questions that communicate additional information about the questions.

a. Select the Header option and click Add Question.

b. In the Question Text field, enter the header text.

c. Click the Add Question button.

d. The header will be added.

Configuring Question Sections

You can break the questions down in to sections.

a. Select the Section option and click Add Question.

b. In the Question Text field, enter the name of the section.


d. The section will be added.

Configuring Questions with Text Responses

You can create questions that require a text response from the supplier. In some cases you may want to allow only a single line response. In other cases you may need the supplier to answer a question that requires multiple-line text responses.

a. Select the Single-Line or Multi-Line question option.

b. In the Question Text field, enter the question text. You may have text formatting options depending on which module you are configuring questions in.

c. If you are requiring the supplier to answer, click the Answer is required checkbox.


d. Select the answer format from the Answer Format drop-down. Note: This option is for Single-line text response only.

e. Text – requires the supplier to enter the answer in text format.

f. Integer – requires the supplier to enter the answer in numerical format.

g. Decimal – requires the supplier to enter the answer in numerical format with decimal point (i.e. a price).

h. Email – requires the supplier to enter the answer in email format ([email protected])

i. If you would like to include a default response enter it in the Default Value field. Suppliers will be able to override this default response.

j. Click Save Question. The question will be saved.

Configuring Questions with Multiple Response Options

Sometimes, you may want to configure multiple response options for the question. You can assign a weight to each response to help you calculate the best supplier response to the question. There are several ways to provide response options including:

• Radio Buttons – provide answer options with radio buttons allowing the responder to click one option.

• Checkboxes – provide answer options with checkboxes allowing the responder to click multiple options.

• Dropdown – provide answer options in a dropdown box allowing the responder to select from the dropdown.

a. Select the Checkboxes, Radio Buttons or Dropdown question option.



d. Configure the item options. By default, 5 options will be available. To change the number of options enter the number in the Number of Options field and click the Update Changes button.

• Order: Enter the order in which the response should be in the list of options.

• Options: Enter the option text.

• Value: Enter a default response to display in the text field.

• Factor: Weight the responses. Select to add or subtract a score or percentage for each response.

a. With Textbox (radio button and checkbox only): Click this option if you wish to provide a text box along with the answer option.

b. To delete one or more of the options, click the checkbox in the Delete column and select the Update Changes button.

c. Select Save Question. The question will be saved.

Configuring Questions with Date Responses

You may have questions that require a date response. For example, you may want to ask supplier to enter a deadline for ordering a product.

a. Select the Date question option.

b. In the Question Text field, enter the question text. You may have text formatting options depending on which module you are configuring questions in. Note: It is a good idea to include the date format (mm/dd/yyyy) in the question text so the supplier knows how to enter the date.



Changing Question Sequence

Questions and headers display to the supplier in the order in which you sequence them. By default, the questions are sequenced in the order in which they are created. You can make changes to the sequence of the questions.

a. All questions that you have created will display on the screen. In the sequence text fields, enter the sequence in which you would like a question to display; sequence 1 will display first, sequence 2 will display second, etc.

b. After you have entered sequence numbers for any questions you would like to change click the Update Sequence button. The sequence will be changed.

Moving Questions

If your questions contain multiple sections you can move questions to a different section using the move feature.

a. Locate the question you would like to move. Mouse over the Manage menu and select Move.

b. In the Section area, highlight the section you want to move the question to and click the Move button.

c. Click the Save Progress button to save the question.

Copying Questions

You can copy questions. A copied question will have identical question type as the question it was copied from. You can then edit the questions and responses.

a. Locate the question you would like to copy. Mouse over the Manage menu and select Copy.

b. A dialog box will display asking you to confirm that you would like to copy the question. Select OK.

c. The question will be copied.

Deleting Questions

a. Locate the question you would like to delete. Mouse over the Manage menu and select Delete.


c. The question will be deleted.

7. When you have added all questions select the Save Progress button to save your work or click on Next to move to the next configuration screen. Selecting Next will automatically save your work.

C O N F I G U R I N G B I D E N V E L O P E S

Supplier bid envelopes allow you to load standard requests for documentation. For example, if you request financial data be uploaded with a bid, you can create a supplier bid envelope to which suppliers can load their financial documents. Note: This exercise applies only if you are creating a Request for Information or Request for Proposal RFx type. If you are creating an Invite to Bid, Request for Letter of Interest or Request for Quote, your next step will be to configure the Items screen. Please see the RFx Item Configuration Exercises starting on page 28 for information about configuring the Items screen. If you are creating an Invite to Negotiate or a Request for Information your next step will be to review the summary and submit the RFx. Please see Reviewing and Submitting an RFx Exercises on page 35.

Step by Step

The goal of this exercise is to attach documents to the RFx event.

1. Access the Supplier Bid Envelopes screen in one of the following ways:

• Select Next on the Questions screen.




c. From the left menu select Supplier Bid Envelopes.


2. The Supplier Bid Envelopes screen will display. Use the steps below to copy supplier bid envelopes from the library. If you are creating a new supplier bid envelope proceed to Step 3. You can select the Save Progress button at any time to save your work.

a. Click the Copy Envelopes From Library button. A list of available supplier bid envelopes will display.

b. Locate the appropriate bid envelop and Add To RFx. The bid envelope will be added to your RFx. If you would like to create additional bid envelopes move to the next step. If you do not want to create new bid envelopes proceed to Step 4.

3. Create and configure the new bid envelope:

a. Click the Add Envelope button.

b. Enter a description in the Description field and select the Save button. The bid envelope will be added.

c. To copy an existing envelope from the list, mouse over the Manage menu and select Copy. You will be asked to confirm that you want to copy the envelope. Click OK.

4. Designate the category of documents that the envelope is for and the acceptable file types. If you have copied envelopes from the library you are not required to take this step unless you want to make edits to the existing category and file types.

a. Mouse over the Manage menu in the Actions column and select Add Upload Description.

b. In the Description field, enter a description for the document. For example, if you are creating an envelope for a signed non-disclosure agreement you might enter “Please place your signed non-disclosure agreement in this envelope.”

c. If the information is required click the checkbox beside Answer is Required located below the upload description. The supplier will not be able to submit the bid without providing this information.

d. Click the checkboxes beside all file types in which you will accept the document(s).

e. Click Save.

5. Bidding envelopes will automatically be sequenced in the order in which you created and/or added them. The sequence number is indicated in the Sequence field. To update the sequence, overwrite the number in the sequence field and select the Update Sequence button. If you do not need to update the sequence you can proceed to the next step.

6. To edit the envelope name, mouse over the Manage menu and select Edit. The Description (name) field will display below the list of envelopes. Update the name and select Save. If you do not need to update any envelope names, proceed to the next step.

7. To delete an envelope, mouse over the Manage menu and select Delete. You will be asked to confirm that you wish to delete the envelope. Select OK. If you do not need to delete any envelopes proceed to the next step.


RFX ITEM CONFIGURATION Items are the actual products and services for which you are requesting bids, proposals, quotes or letters of information. Items are organized into groups/sub-groups. Items can also have sub-items. Items can have attachments and you can associate attribute questions with items.

Key Concepts

T H E I T E M L I S T

All items are added and managed from the Item List.

1 2 3 5 6 7 8


1. From the main Manage menu, you can create and sequence items and item groups and make batch changes to selected items.

2. Order indicates the order is which groups and items will be displayed to the supplier.

3. Material Reference is a reference to the item.

4. Short Description is the description of the item.

5. Qty/UOM indicates the quantity needed and the unit of measure.

6. Bidding Currency indicates the currency for the item.

7. Options indicates some of the option set for the items. If you mouse over View Option Legend you will get a description of each icon.

8. The Manage menu contains a variety of item management items.

I T E M O R G A N I Z A T I O N

Items are organized in to groups and sub-groups. For example, if you are creating an Request for Proposal for construction of a conference room, you may ask the supplier to break out materials and labor. In this case, you could create two groups; Materials and Labor. Beneath the materials group you could have sub-groups such as Painting Materials, Carpet, etc. You then configure the items within the group. Items can also have sub-items. For example, if you are asking the suppliers to bid on new cabinetry, the item may be Cabinets and sub-items may be doors, hardware, etc.

I T E M C O N F I G U R A T I O N

Sourcing Director allows you to configure comprehensive information about the items you are requesting in your RFx. You can include basic information such as item name, number, quantity, unit of measure and description. You can designate an item as required (or not required) and allow the supplier to offer alternative items or even split the items.

RFx Item Configuration Exercises

A D D I N G I T E M G R O U P S A N D S U B - G R O U P S

Items can be organized in to groups and sub-groups .

Step by Step

The purpose of this exercise is to add an item group.

1. Access the Items screen in one of the following ways:

4






c. From the left menu select Items.

2. Mouse over the Manage menu at the top of the Items screen and select Add Group.

3. In the Item Number field enter a number for the group.

4. In the Group Name field enter a name for the group,

5. In the Short Description field enter a brief description of the group.

6. Click Save Group to save the group. It will be added to the item list.

Sub-Groups

1. To add a sub-group, mouse over a group’s Manage menu in the item list and select Add Subgroup. Configuration options for the subgroup will display above the item list.

2. Complete the steps add group steps to configure the sub-group and select Save Group.

3. The sub-group will be saved. Numbering will reflect the main group number and the subgroups order below it. For example, if you add a sub-group to group 1, the subgroup will be numbered 1.1.

A D D I N G A N D C O N F I G U R I N G I T E M S

Creat the items for the products and/or services that you are requesting in the RFx.

Step by Step








2. Add the RFx Item:

• To add an item to the main item list mouse over the Manage menu at the type of the items screen and select Add Item.

• To add an item to a group locate the group in the item list. Mouse over the Manage menu and select Add Item.

3. Configure the RFx Item:.

• Item Number: Enter the item number.

• Material Reference: Enter an item reference.

• Short Description: Enter a brief description of the required item.

• Commodity Code: From the dropdown menu, select the commodity code associated with the RFx item.

• Item Name: Enter a name for the item.

• Part Number: Enter a part number for the item.

• Detailed Description: Enter a detailed description for the item. In the detailed description you may want to include additional information about the requirements for the item.

• Quantity: Enter the quantity of this item that is needed.


• Unit of Measure: Enter a designated Unit of Measure that you need the supplier to configure. This should align with the UOM that your ERP can accept.

• Mandated Bidding Currency: If you are requiring a specific currency for the bid select that currency from the dropdown menu.

• Field Date Needed: Enter the date that you will need the product delivered/service performed.

• Required to Bid: Click this checkbox if the item is required for the supplier to submit the RFx.

• Enable Alternate Bidding: Click this checkbox if you will allow the supplier to submit the RFx with an alternative item to the item that is being configured.

• Enable Line Item to be Split: Allow the users to split line items.

4. Click Save Item. The item will be added to the Item list.

C O P Y I N G I T E M S F R O M T H E L I B R A R Y

Sourcing Director allows you to copy items from a project library. For example, your department may have a standard list of items that are required for all construction projects. You can copy these items directly from your department’s project library.

Step by Step

The goal of this exercise is to copy items in to the RFx.

1. Mouse over the Manage menu at the top of the Items screen and select Copy Items from Library. Available library items will display below the item list. By default, the items displayed will be items that are available for the project in which you are creating your RFx. You can see available items for the Global project or other projects by clicking on the project name.

2. When you have located the item or items you want to add to the RFx select Add to RFx. The item(s) will be added.

C O P Y I N G I T E M S I N T H E I T E M L I S T

You can copy items that are in the item list. When you copy an item the new item will be copied exactly as it is in the original item. The new item will be placed directly after the original in the item order. If the original item has sub items, the copy will be placed after the sub items.

Step by Step

The purpose of this exercise is to make a copy of an item in an item list.

1. Locate the item you want to copy in the item list.

2. Mouse over the Manage menu and select Copy.

3. You will be asked to confirm that you want to copy the item. Select OK.

4. The item will be copied. You can make appropriate edits to the item and save the changes.

I M P O R T I N G I T E M S

Sourcing Director allows you to import items into an RFx. A sample import file is available. The import file contains fields that map to the required fields in the application. You will need to begin the import process in order to download the import file.

Step by Step

The goal of this exercise is to import items in to the RFx.

1. Mouse over the Manage menu at the top of the Items screen and select Import Items. The Import Excel File dialog box will display.

2. To download an import template, click the sample file link. The file will open in MS Excel.


3. You will need to save the file to your computer and configure the fields. For information about configuring each field in the import file, please see the exercise Adding and Configuring Items on page 29.

4. When you are ready to import the items use the steps above to access the Import Excel File dialog box.

5. Browse to the file on your computer and select it for import. The file name will be populated in the field.

6. Click the Import button. The items will be imported.

M O V I N G I T E M S T O A N E W I T E M G R O U P

Items can be moved from their existing item groups to a new group.

Step by Step


1. Locate the item you want to move in the item list.

2. Mouse over the Manage menu and select Move.

3. Available groups will display above the item list in the Move to Group field.

4. Click the group you would like to which you would like to move the item.

5. Select the Move button. The item will be moved to the new group.

U P D A T I N G I T E M O R D E R

By default, items will be ordered in the sequence in which you created them. Sourcing Director allows you to change the order.

Step by Step

The goal of this exercise is to update the order of the item list.

1. In the order column, change the number of the appropriate items.

2. Mouse over the main Manage window and select Update Item Order. The order will be changed.

S E T T I N G C O N F I G U R A T I O N O P T I O N S F O R M U L T I P L E I T E M S

Sourcing Director allows you to set/update several of the configuration options for multiple items in the item list. This is extremely useful functionality because it saves the time of clicking in to each item to set the configuration or make changes. It is important to understand that this functionality is used only when you want to set the options to be the same for each item.

Configuration options that can be changed include:

• Need Date

• Currency

• UOM

• Required for Bid

• Enabled to be Split

• Enabled for Alternate Bidding


You can also delete multiple items. Use caution when deleting items. If you delete an item with sub items the sub items will be deleted as well. If you would like to maintain the sub items they should be moved out of the item group. For information about moving items please see the exercise Moving Items to a New Item Group on page 31.

Step by Step

The goal of this exercise is to set configuration options for multiple items in an item list.

1. In the Item list, click the checkbox in the right column for which you would like to make the need date update. To select all items, click the checkbox in the first row as shown below.

2. Mouse over the Manage menu at the top of the Items page and select the configuration option you would like to set or update. Steps for each option are below:

• Set Need Date for Selected Items.

a. In the Set Need Date for Selected Items dialog box click on the calendar and select a date. The date will populate in the Field Need Date field.

b. Click Update. The need date will be updated for all selected items.

• Set Currency for Selected Items

a. In the Set Currency for Selected Items dialog box select the appropriate currency from the Currency dropdown menu.

b. Click Update. The currency date will be updated for all selected items.

• Set UOM for Selected Items

a. In the Set UOM for Selected Items dialog box enter the appropriate Unit of Measure in the UOM dialog box.


• Set Selected Items Required to Bid.

a. When you mouse over this menu item all selected items will be set to Required to Bid. will indicate that the items are now required.

• Enable Selected Items to be Split

a. When you mouse over this menu item all selected items will be set to Enabled to be Split. will indicate that the items can be split.

• Enable Selected Items Alternate Bidding

a. When you mouse over this menu item all selected items will be set to Enabled for Alternate Bidding.

will indicate that alternate items can be entered.

• Delete Selected Items

a. You will be asked to confirm that you want to delete the selected items and sub items. Click OK to confirm.

b. The items will be deleted.


E D I T I N G A N I T E M O R I T E M O R G R O U P

Step by Step

The goal of this exercise is to open an item or item group for editing.

1. Locate the item or item group you would like to edit.

2. Mouse over the Manage menu and select Edit.

3. The item or item group will open for editing. Configuration options will display above the item list.

A D D I N G I T E M A T T R I B U T E S

Item attributes are similar to RFx questions but allow you to gather information about specific items rather than the RFx as a whole. In addition you can add internal comments and/or comments that are viewable by the suppliers.

Step by Step

The goal of this exercise is to create questions to add item attributes.

1. Locate the item in the list and mouse over the Manage menu.

2. Select Add Attribute.

3. Select the type of attribute you would like to add from the dropdown menu:



































Adding an Upload Attribute

You can request that the suppliers upload a document related to the item.

a. Select Upload from the dropdown menu.

b. In the Question Text field enter a description for the upload.

c. Click Answer is Required if you are requiring the supplier to upload a document.

d. Calculate Cost/Manual Score

e. Click the checkboxes beside the acceptable file types.

f. Click the Submit button. The attribute will be added.

Adding a Comment

You can add an internal comment or a comment for the supplier.

a. Select Comment or Internal Comment from the dropdown menu.

b. Enter the comment in the Question Text field.

c. Click the Submit button. The comment will be added.

A D D I N G A N I T E M A T T A C H M E N T

Sourcing Director allows you to add attachments that are specific to an RFx item.


Step by Step

The goal of this exercise is to add an attachment to an RFx item.

1. Locate the item for which you would like to upload an attachment.

2. Mouse over the Manage menu and select Add Attachment. Fields for configuring attachments will display above the item list.

3. You can add up to five attachments per item. To configure the attachments:

a. Enter a description for the in the attachment in the Description field.

b. Select the attachment by clicking the Browse button. Locate the file on your computer and select it.

c. When you have added all attachments click the Submit button and the document will be attached to the item.

4. In the Option column the icon will indicate that there is an attachment associated with the item. You can click on the icon to view the attachment.

REVIEWING AND SUBMITTING AN RFX

Key Concepts

T H E S U M M A R Y S C R E E N

When you have completed configuring the RFx, you can review the set up on the Summary screen. This screen gives you an overview of all of the data in the RFx. Review the data and access the configuration screens to make any changes. You submit the RFx from the Summary screen.

W O R K F L O W

If you have chosen to have the RFx go through approval workflow, it will be entered in to that workflow when you submit it. All approval steps will need to be completed before it becomes viewable to the suppliers. If you chose not to have the RFx go through approval workflow, the RFx will be viewable by the suppliers on the configured release date without having to go through any approval steps.

Reviewing and Submitting an RFx Exercises

R E V I E W T H E R F X S U M M A R Y P A G E A N D S U B M I T

The Summary page provides details of the RFx. From the summary page you can submit the RFx. If you have configured the RFx to go through an approval workflow before being released to the suppliers, it will be placed in to that workflow. If you have not configured the RFx to go through workflow it will be released to the suppliers on the configured release date.

Step by Step

The goal of this exercise is to review and submit the RFx.

1. Access the Summary page by selecting Next on the previous configuration screen or opening the RFx and clicking on the Summary option.

2. Review the summary page. You can scroll back through the screens or click on any of the screen options to make edits.


3. When you are ready to submit the RFx, click the Submit button on the Summary page. The RFx will be submitted.


RFX MANAGEMENT Once you have created an RFx, you have several options for managing the event.

Key Concepts

R F X M A N A G E M E N T O P T I O N S

Sourcing Director gives you various options for RFx management. RFx events can be edited and amended. Closing dates can be extended or an RFx can be closed early. In addition, you can access RFx history and view both internal users and suppliers who have accessed and reviewed the RFx. The available management options will depend on the status of the RFx. For example, an open RFx will have options for amending, closing early, extending the deadline or canceling.

RFx Management Exercises

A M E N D I N G A N R F X

When you need to make a change to an RFx that is open, this is referred to as amending the RFx.

Step by Step

The purpose of this exercise is to amend an RFx.

1. Access the RFx list and locate the appropriate RFx.

2. Mouse over the Action menu and select Amend RFx.

3. The RFx will open and you will be able to make and save changes to it.

C A N C E L I N G A N R F X

An RFx can be canceled. When an RFx is canceled suppliers will be notified by email.

Step by Step

The purpose of this exercise is to cancel an RFx.


2. Mouse over the Action menu and select Cancel RFx.

3. You will be asked to confirm that you would like to cancel the RFx. Select OK.

4. The RFx will be canceled.

C L O S I N G A N R F X E A R L Y

You can close an RFx earlier than the orginally configured date.

Step by Step

The purpose of this exercise is to close an RFx early.


2. Mouse over the Action menu and select Close RFx Early.

3. You will be asked to confirm that you would like to close the RFx. Select OK.

4. The RFx will be closed.re


R E O P E N I N G A C L O S E D R F X

You can reopen a closed RFx.

Step by Step

The purpose of this exercise is to reopen a closed RFx.


2. Mouse over the Action menu and select Reopen RFx.

3. You will be asked to confirm that you would like to reopen the RFx. Select OK.

4. You will need to configure a new close date for the RFx.

• If you wish to change the time zone, select the new time zone from the dropdown menu.

• Click on the calendar beside the New Close Date field and select a date.

• Enter a close time in the time field.

5. In the Select Bidders section all bidders originally invited to respond to the RFx will be listed. In the Status column, click the Selected checkbox beside each bidder who will be involved in the newly opened bid.

6. If you would like the RFx status to be set to Draft, click the Reset Bid Status to Draft checkbox below the supplier list.

7. Enter a reason for reopening the RFx in the Reason text box.

8. Click the Submit button. The RFx will be reopened.

V I E W I N G R F X C O M M U N I C A T I O N H I S T O R Y

Sourcing Director keeps a history of all communications between your organization and the suppliers for each RFx. In addition, you can respond to questions posted by the suppliers from the RFx in the supplier site.

Step by Step

The goal of this exercise is to view the RFx communication history.


2. Mouse over the Action menu and select Communications. The RFx Communications screen will display.

• To search for specific communications enter criteria in the search fields and then select the Search button.

• To view communications within a specific date range, enter dates in the Date Range fields. Click the calendar beside the To and From fields to select a date.

• To view communications sent from a specific person or group of people, configure the Sent From field. In the dropdown select if it is a Buyer or a Supplier and/or enter a name in the text field.

• To view communications associated with a specific email address enter the email in the Email Name field.

• To search for communications by keyword enter the keywords in the Keyword field.

• To see a report of all communications, including the email content, click the Display Email Report button.

• To resend or forward a communication:

• Locate the communication in the list.

• Mouse over the Manage menu and select Resend or Forward.

V I E W I N G R F X H I S T O R Y

Sourcing Director keeps a history of all status changes, bid history and changes.

Step by Step

The goal of this exercise is to view the RFx history.

1. Access the RFx list and locate the appropriate RFx. History. The History page will display:


• The Status section displays a history of all statuses in which an RFx has been set. Information includes user, action date and any comments associated with the status change.

• The RFx Bid History section lists bidding activity on the RFx. Information includes supplier user, action date and comments about the bidding activity. Information includes supplier user, action date and comments associated with the change.

• RFx Change History displays a history of all changes made to the RFx. Information includes user, action date and comments associated with the change.

• RFx Addendum History provides information about any addendums to the RFx.

V I E W I N G T H E R F X A C C E S S L O G


Step by Step

The goal of this exercise is to view the RFx history.

1. Access the RFx list and locate the appropriate RFx. History. The History page will display:

• The Status section displays a history of all statuses in which an RFx has been set. Information includes user, action date and any comments associated with the status change.

• The RFx Bid History section lists bidding activity on the RFx. Information includes supplier user, action date and comments about the bidding activity. Information includes supplier user, action date and comments associated with the change.

• RFx Change History displays a history of all changes made to the RFx. Information includes user, action date and comments associated with the change.

• RFx Addendum History provides information about any addendums to the RFx.

E X T E N D A N R F X D A T E / T I M E

You may extend the closing date of an RFx.

Step by Step

The purpose of this exercise is to extend the closing date of an RFx.


2. Mouse over the Action menu and select Extend RFx.

3. You will be asked to confirm that you would like to extend the RFx. Select OK. The Extend RFx dialog will display.

4. If you want to change the RFx closing date time zone, select the time zone from the dropdown menu.

5. Click on the calendar beside the New Close Date field and select a date. Enter a close time in the time field.

6. Enter a reason for the new close date in the Reason text box.

7. Click the Submit button. The close date/time of the RFx will be extended.

T R A N S F E R A N R F X T O A N E W O R G A N I Z A T I O N C O N T A C T

When you create a new RFx you are designated as the RFx creator. You can transfer that status to another user in your organization.

Step by Step

The goal of this exercise is to transfer the RFx.

1. Mouse over the Sourcing Director menu and select Transfer RFx.

2. Use the filter options to locate the RFx event you would like to transfer.


3. Click the checkbox in the Select for Transfer column for all RFx events you would like to transfer.

4. Click the Transfer Creator/Contact button below the RFx list.

5. In the Old Contact/New Contact column enter the name of the new contact.

6. In the Old Email/New Email column, enter the email address of the new contact.

7. In the Old Creator/New Creator column, select the new organization user from the dropdown menu.

8. Click the Transfer button. Creator status will be transferred to the new user.

V I E W I N G T H E A C T I V E R F X S C H E D U L E

You can view the schedule of active RFx events.

Step by Step

The goal of this exercise is to view a schedule of active RFx events.

1. Mouse over the Sourcing Director menu and then mouse over Active RFx Schedule.

2. The schedule will display.

A C C E S S I N G T H E R F X R E P O R T S

Comprehensive reports are available to give you even further insight into your RFx events, who is bidding on them, and much more status and tracking information.

Step by Step

The goal of this exercise is to access the RFx reports.

1. Mouse over the Sourcing Director menu and then mouse over Reports.

2. Select the report you would like to run.

3. Choose a project for the report.

4. The report will run.


RFX RESPONSE MANAGEMENT

RFX RESPONSE PROGRESS Sourcing Director tracks the progress of supplier response to an RFx.

Key Concepts

V I E W I N G R F X P R O G R E S S

You can check the progress of your RFx through the RFx list.

• Bidding Progress: Displays a list of suppliers who have responded to the bid.

• Intent to Bid: Before responding to an RFx the supplier will be required to submit an Intent to Bid. The primary contact on the RFx will be notified that the supplier has submitted an itent to bid.

• No Bid: When a supplier indicates in the Intent to Bid that they do NOT intend to the primary contact will be emailed and the bid decline will be captured in the RFx.

RFx Response Progress Exercises

V I E W I N G I N T E N T T O B I D R E S P O N S E S

Suppliers will first be asked to respond their intent to bid (or not bid) on an RFx. The RFx contact will receive an email when a supplier communicates that it does intend to respond to an RFx. In addition, you can view a list of all suppliers who intend to bid.

Step by Step

The goal of this exercise is to view the suppliers who intend to bid on an RFx.


2. Click the Intent to Bid link.

3. A dialog box will display with a list of all suppliers who have responded that they intend to respond to the RFx.


V I E W I N G N O B I D R E S P O N S E S

Suppliers will first be asked to respond their intent to bid (or not bid) on an RFx. The RFx contact will receive an email when a supplier communicates that it does NOT intend to respond to an RFx. In addition, you can view a list of all suppliers who have replied that they do not intend to respond.

Step by Step

The goal of this exercise is to view the suppliers who intend to bid on an RFx.


2. Click the No Bid link.

3. A dialog box will display with a list of all suppliers who have responded that they do not intend to respond to the

RFx.

V I E W I N G B I D D I N G P R O G R E S S

You can view the overall progress of the RFx. This is a listing of all suppliers who were invited to respond to the RFx and the status of each supplier’s response.

Step by Step

The goal of this exercise is to view the progress of the RFx response.


2. Click the Bidding Progress link.

3. A dialog box will display with a list of all suppliers who were invited to respond to the RFx. The list will include

the status of the supplier’s response.

R E S E T T I N G B I D D I N G S T A T U S

You are able to manually reset a suppier’s biddin status.

Step by Step

The goal of this exercise is to reset the status of a supplier’s response.



2. Click the Bidding Progress link.

3. A dialog box will display with a list of all suppliers who were invited to respond to the RFx. The list will include

the status of the supplier’s response.

4. Click the button in the Status column. A dialog box will display. The status dropdown will default to the current

status. To change the status:

a. Select the new status from the dropdown box.

b. Enter any comments about the change of status in the comment box.

c. Click the Update button.

d. If you want to change the status to No Bid, click the No Bid button at the bottom of the dialog box.

5. The status of the supplier’s RFx response will be reset.

V I E W I N G A L I S T O F R F X B I D D E R S

You can view a list of RFx responders. Different from the Bidding Progress function, this list provides information about the suppliers who have already submitted a response. The list is searchable and suppliers can be removed from the list.

Step by Step

The goal of this exercise is to view a list of suppliers who have responded to the RFx.


2. Mouse over the Action menu and select RFx Bidders. The RFx Bidders screen will display.

3. By default, search options will be available to search for suppliers who have bid on the RFx. Perform a search to locate suppliers. If you do not wish to perform a search, click the Hide Search Options button or scroll below the search criteria to view the list.

4. The list will contain information for each bidding supplier such as Company Name, contact information, status and the number or current bids and projects that the supplier is currently working on with your organization.

a. To change the status of the supplier’s response, select Active or Inactive on the Status column. Mouse over the Manage menu and select Update.

b. To remove a supplier from the list, mouse over the Manage menu and select Remove.


EVALUATING RFX RESPONSES

Key Concepts

T H E B I D D E R O V E R V I E W

The Bidder Overview screen displays supplier information, supplier status, business classification and supplier award history. The information is displayed with the suppliers side-by-side for comparison purposes.

• Supplier Number is your organization’s number for the supplier.

• Status is the supplier’s status in your database.

• Classification contains the supplier’s diversity classifications.

• Award History contains information about the supplier’s awarded business history with your organization:

� Award Amount is the total amount of dollars awarded to the supplier for all RFx awards.

� # of RFx Awards is the total number of awarded RFx awards.

� # of Awarded Items is the total number of awarded items for all RFx awards.

� # of Open Items is the items still open in the RFx.

Evaluating RFx Responses Exercises

V I E W I N G S U B M I T T E D B I D S

Once a supplier has submitted its response to an RFx, you can view the details of the supplier’s response.


Step by Step

The goal of this exercise is to view a submitted RFx response.


2. Click the View Submitted Bids link.

3. The Submitted Bids View will open to the Bidder Overview tab.

V I E W I N G R F X A T T A C H M E N T S

In the RFx, you may have requested that the supplier include one or more attachments. You can view and access these attachments on the Attachments tab in the response.

Step by Step

The goal of this exercise is to view RFx attachments.

1. Access the RFx list and locate the appropriate RFx. Click the View Submitted Bids link.

2. Click the Attachments tab.

3. Attachments for each supplier are listed below the supplier name. Suppliers are listed in alphabetical order. The listings include a description of the attachment and a clickable link to open the attachment.

4. To open and view an attachment, click on the link in the Attachment column.

U P L O A D I N G A N I N T E R N A L A T T A C H M E N T

Step by Step Numbers

The goal of this exercise is to add an internal attachment to the RFx.


2. Click the Internal Attachments tab.

3. In the Name field enter an attachment name.

4. In the Version field enter the attachment version.

5. To upload an attachment, click the Browse button and select the attachment from your computer.

6. Enter a description in the Description field.


R E V I E W I N G A S I N G L E S U P P L I E R ’ S R F X R E S P O N S E

You can review a supplier’s RFx response or do a side-by-side comparison. Both features are accessed from the RFx Results tab. This exercise focuses on viewing a single supplier’s response. The following exercise explains how you can view a side-by-side comparison.


The goal of this exercise is to review a supplier’s RFx response.

1. Access the RFx list and locate the appropriate RFx. Click the View Submitted Bids link

2. Click the RFx Results tab. The results tab will display.

3. Suppliers are displayed side by side. Locate the supplier whose response you would like to view and click on the supplier name.

4. The supplier’s response will display.

5. You can download any attachments from the response by clicking Zip & Download in the Attachment section. The attachments will be zipped and downloaded to wherever you choose on your computer.

S I D E - B Y - S I D E C O M P A R I S O N O F S U P P L I E R R E S P O N S E S

Sourcing Director allows you to see a side-by-side comparison of all supplier responses.


The goal of this exercise is to view a side-by-side comparison of all supplier responses.


2. Click the RFx Results tab. The results tab will display.

3. Select what you would like to display:

• Select Price to display price.

• Select Cost to display cost.

• Select Price and Cost to display both.

• When you have made your selection click the Display button.

4. The results are displayed by section. A description of each section is included below. You can collapse a

section by clicking on beside the section name. Note: All invited suppliers will be included in the results, even if they did not submit a response. Suppliers that did not respond will have a value of No Bid.

• The Questions section shows how each supplier responded to any RFx questions.

• The Line Items section shows the quantity, price, currency and delivery time for each line item. It may also include a description.

• The Optional Line Items section shows any alternate items that were submitted by the suppliers.

• The Proposal Attachments section displays any attachments provided by the supplier.

• The Collaboration Attachments section shows collaborative attachments.


RECOMMENDING AND AWARDING AN RFX

Key Concepts

S C E N A R I O A N A L Y S I S

Scenario Analysis allows you to select and analyze possible award configurations. You can use standard analysis options such as lowest item price, best delivery date or best delivery date and price. Or you can create a custom scenario. Scenarios are saved and used to make a recommendation for award. You must have at least one scenario in order to make a recommendation.

R E C O M M E N D I N G A N D A W A R D I N G A N R F X

Prior to awarding an RFx to a supplier, you will make recommendations for award. You will use the scenarios saved scenarios to recommend suppliers for award. You can view the scenarios side-by-side for comparison purposes. You must have at least one scenario created to make a recommendation. After comparing the scenarios you can recommend one or more for bid award.

Once you have made award recommendations you can award the RFx. Awarding the RFx notifies the winning suppliers.

Recommending and Awarding an RFx Exercises

C R E A T I N G A S C E N A R I O A N A L Y S I S

For bids that contain line item pricing, use the scenario analysis section to select and analyze possible award configurations.

Step by Step

The goal of this exercise is to create a scenario analysis.


2. Click the Scenario Analysis tab. The Scenario Analysis screen will display.

3. Select a scenario option from the dropdown menu.


• Lowest Item Price will select the lowest bid per line item independent of the bidder.

• Lowest Item Cost will select the bidder with the lowest item cost.

• Best Delivery Date will select the fastest delivery per item independent of the bidder.

• Best Delivery Date and Price will select the bidder with the lowest total cost and fastest delivery.

• Lowest Total Price will will create scenarios based on the lowest total price for an item.

• Lowest Total Cost will create scenarios based on the lowest total cost of the RFx.

• No Selection will create an editable scenario.

4. You can override the system or make your own selections by manually clicking any of the check boxes next to a bidder’s price.

5. To save a scenario enter a name and description in the Actions section and click the Save Current Scenario button.

R E C O M M E N D I N G S U P P L I E R S F O R A W A R D

Award recommendations are made on the Recommend tab. You can view all saved scenarios side-by-side to help you assess which scenarios you recommend for award.

Step by Step

The goal of this exercise is to make award recommendations.


2. Click the Recommend tab. The Recommend screen will display.

3. The saved scenarios will appear side by side on the screen.

4. Below the scenarios you would like to recommend select Recommended from the dropdown box.

5. Enter any comments about your recommendation in the Comments field.

6. Click the Recommend button.

7.

A W A R D I N G A N R F X

Awards are made on the Award tab. The award tab will display all saved scenarios, indicating which ones were recommended. You can then choose the appropriate scenario and award the RFx.

Step by Step

The goal of this exercise is to make award recommendations.


2. Click the Award tab. The Award screen will display. Recommended scenarios will be indicated.

3. From the dropdown box, select the scenario for which you are going to award the Rfx.

4. Enter any comments in the Award Comments field.

5. To upload an attachment related to the award enter a file name and version and select the document from your system.

6. Click the Award button. The RFx will be awarded and the appropriate suppliers will be notified.


REVERSE AUCTIONS

INTRODUCTION TO REVERSE AUCTION

What is a Reverse Auction?

A Reverse Auction is can be an effective way to obtain competitive pricing on a large purchase. The opposite of a standard aution, where you hid higher to purchase an item, a reverse auction requires the suppliers to bid lower in order to sell your organization their products and/or services.

Key Concepts

T H E A U C T I O N E X P L O R E R

The Auction Explorer is the primary access point for your organization’s Reverse Auction. From the Auction Explorer you can access the Reverse Auction List. These lists are broken down by projects and sub projects to allow you to separate events into a logical grouping for your organization. Please contact your System Administrator for information about your organization’s project and sub-project configuration. You create, manage and view Reverse Auction porgress from the Auction Explorer and the Reverse Auction Lists.

An example of the Reverse Auction List is shown below:

1. Project Navigation Bar: Browse through projects and sub-projects.

2. Create New Reverse Auction Dropdown Menu: You use this menu to create new Reverse Auctions.

3. Sorting and Display Options: Sort the Reverse Auctions list by a specific field and designate the number of listings to show on each page.

4. Show Filter Options: Select this button to filter the Reverse Auction List.

5. Status: This column displays the status of the Reverse Auction.

6. Project Name/REVERSE AUCTION Number/Title/Contact/Creator: This column displays the information for each of these fields.

7. Release Date/Open Date/Close Date/Complete Date: This column displays the designated date information for the listing.

8. Reserved/View Auction: This column contains clickable links to Reserved information and a view of the Reverse Auction bids..

9. Action: Mouse over the Action menu to choose from several Reverse Auction action and management options. The options presented here will depend on several factors including the status of the Reverse Auction.

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Introduction to Reverse Auction Exercises

A C C E S S I N G T H E R E V E R S E A U C T I O N L I S T

Step by Step

The goal of this exercise is to access the Reverse Auction list from the Auction Explorer or the Project Explorer. Both methods are described below:

From the Reverse Auction Explorer

1. Mouse over the Sourcing Director tab and click Auction Explorer.

2. In the Project menu on the left browse to the project for which you would like to create the Reverse Auction.

3. The Reverse Auction List for that project will display on the right.

4. By default, 20 listings will display on the page. To change the number of listings, select a new number in the Listings dropdown menu.

From the Project Explorer

1. Mouse over the Library Tab and click Project Explorer.

2. In the Project menu on the left browse to the project for which you would like to create the Reverse Auction.

3. Click on the Reverse Auction option in the project.

4. The Reverse Auction list for that project will display on the right. To change the number of listings, select a new number in the Listings dropdown menu.

F I L T E R I N G T H E R E V E R S E A U C T I O N L I S T

Your organization will most likely have multiple Reverse Auction events in the list. There are several filter options available.

Step by Step

The goal of this exercise is to filter the Reverse Auction list.

1. Access the Reverse Auction list and click the Show Filter Options button.

2. Enter the filter criteria in the filter box:

• Select Bidder: Enter a supplier name to filter the list by bidder.

• Creator/Contactr: Enter an organization user’s name to filter by a user who created a Reverse Auction or is listed as a contact or user for the Reverse Auction.

• Create Date: Click on the calendar and select a date to filter by the Reverse Auction create date.

• Title: Filter by title by entering the Reverse Auction title.

• Number: Filter by number by entering the Reverse Auction number.

• Opening Date: Click on the calendar and select a date to filter by the Reverse Auction open date.

• Type: Select a Reverse Auction type from the dropdown menu.

• Status: Select a Reverse Auction status from the dropdown menu.

• Closing Date: Click on the calendar and select a date to filter by the Reverse Auction close date.


• Sealed Option: Click the radio button to determine if you would like to filter by sealed or unsealed Reverse Auction.

• Keyword: Enter keywords for filtering.

3. When you have entered all of the filter criteria click the Apply Filter button. The Reverse Auction list will be filtered by the entered criteria. To hide the filter options click the Hide Filter Options button.

S O R T I N G T H E R E V E R S E A U C T I O N L I S T

Your organization will most likely have multiple Reverse Auction events in the list. There are several sort options available.

Step by Step

The goal of this exercise is to sort the Reverse Auction list.

1. Access the Reverse Auction list.

2. In the Sort By dropdown menu, select the field on which you would like to sort the list.

• Status: Sorts the list by Reverse Auction status.

• Type: Sorts the list by Reverse Auction type (RFP, RFQ, etc.)

• Number: Sorts the list by the Reverse Auction number.

• Title: Sorts the list by the title of the Reverse Auction.

• Contact: Sorts the list by the name of the primary organization contact.

• Create Date: Sorts the list by the date that the Reverse Auction was created.

• Open Date: Sorts the list by the Reverse Auction opening date.

• Close Date: Sorts the list by the Reverse Auction Close date.

• Complete Date: Sorths the list by the Reverse Auction Complete date.

3. The list will be sorted by that field. You can choose to order the results in ascending or descending order.

CREATING AND CONFIGURING A REVERSE

AUCTION In this step, you will create the Reverse Auction and configure the requirements. Sourcing Director allows you create brand new Reverse Auction events or to use templates and/or copy existing Reverse Auction events to begin the creation process. You will configure the Reverse Auction type, basic event information such as key dates, organization contacts, payment information such as terms and currency and more.

Key Concepts

C R E A T I N G A N E W R E V E R S E A U C T I O N V S . U S I N G A T E M P L A T E O R

C O P Y

The following options are available to you when creating a new Reverse Auction event:

• Create a Brand New Reverse Auction: Essentially creating a Reverse Auction “from scratch” , creating a brand new Reverse Auction creates the shell and all configuration options will need to be completed. You


would generally use this option when there are no existing Reverse Auction or templates that contain reusable configurations for the event you are creating.

• Copy a Reverse Auction: You have the ability to create a copy of an existing Reverse Auction event. When you copy an existing Reverse Auction event, all event configuration is copied along with it and you can make edits. You would use this option to create a similar Reverse Auction to the event being copied.

• Create a Reverse Auction from a Template: Your organization may have created Reverse Auction templates that contain standardized information based on the type of Reverse Auction you are creating, the product and/or service you are requesting or your department’s requirements. When you begin a Reverse Auction with a template, all of the configurations from the template are included in your new Reverse Auction.

R E V E R S E A U C T I O N T Y P E S

There are four types of Reverse Auctions. Standard auctions, in which bid amounts decrease by a defined decrement, are the most common but you have other options as well. An explanation of each type is below:

• Standard: In a standard Reverse Auction, bid amounts decrease. Suppliers to define a decrement to provide you the lowest price you can get for items.

• Trade-in: In a Trade-In auction, suppliers bid to provide trade-in amounts back to client. Bid amounts increased by a defined increment.

• Rebate: In a Rebate auction suppliers bid to provide rebate amounts to client. Bids increase by a defined increment.

• Discount: In a Discount Auction, bidders are competing on a dollar amount or discount percentage they will provide.

R E V E R S E A U C T I O N I N F O R M A T I O N

When you create a new Reverse Auction, you will be required to include basic Reverse Auction information such as a name, number and description. You will also include payment information such as payment terms and currency. You will designate a primary organization contact and select additional organization users who will be able to review the Reverse Auction configuration and responses.

Reverse Auction Dates

A key activity in setting up a Reverse Auction is configuring the dates. You will be required to designate a release date (the date the Reverse Auction will be available to the suppliers) and start date (the date suppliers can begin to submit responses) end date and complete date.

A P P R O V A L W O R K F L O W

Your organization may require that Reverse Auction events go through a specific approval workflow. For example, a sourcing event for the purchase a controlled substance may require more than one approver. In most cases, your System Administrator has created existing approval workflows for you to select from when configuring a new Reverse Auction.

I N V I T I N G S U P P L I E R S

If your organization uses the Total Supplier Manager (TSM) module in addition to Sourcing Director, you will be able to use the TSM search feature to locate and select suppliers to invite to the Reverse Auction. This search feature allows you to use various criteria such as company information, products and services, supplier registration status and much more. For information about using the search feature, please see the Total Supplier Manager User Guide.

IMPORTANT: If your organization does not use Total Supplier Manager please contact your System Administrator for information about selecting suppliers for your Reverse Auction events.


S U P P L I E R P R E - R E Q U I S I T E S A N D Q U E S T I O N S

Supplier pre-requisites and questions allow you to gather additional information about suppliers in order to make more informed award decisions.

• Pre-requisites are often requirements that the supplier has to meet in order to be considered for an award. For example, you may require that suppliers agree not to disclose any details of the Reverse Auction event. You can upload a non-disclosure document and require that suppliers agree. Pre-requisites can be mandatory or optional.

• Questions can be created that ask suppliers for additional information to help you assess their capabilities for the project. For example, you may want to ask suppliers how many similar projects they have done in the previous year. Some questions can be scored and the answers weighted allowing the system to calculate who has the best response.

I T E M S

The Item List

All items are added and managed from the Item List.

1. From the main Manage menu, you can create tems and item groups and make batch changes to selected items.

2. The Item List columns contain information about the items for auction:

• Number is the number in the order of items

• Item Name is the name of the item.

• Qty is the quantity needed.

• UOM is the unit of measure.

• Start Bid is the amount at which the bid will start.

• Target Cost is the price you would like to reach as a result of the event.

• Decrement/Increment is the dollar value or percentage that suppliers must improve their bids in order to bid again.

• Bidding Unit tells the supplier whether to enter extended pricing for the full quantity shown (the lot) or to enter unit pricing based on the defined unit of measure (UOM).

• Field Date Need is the date you must have this item delivered.

3. The item Manage menu contains a variety of item management items.

Item organization

Items are organized in to groups and sub-groups. For example, if you are creating an Request for Proposal for construction of a conference room, you may ask the supplier to break out materials and labor. In this case, you could create two groups; Materials and Labor. Beneath the materials group you could have sub-groups such as Painting

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Materials, Carpet, etc. You then configure the items within the group. Items can also have sub-items. For example, if you are asking the suppliers to bid on new cabinetry, the item may be Cabinets and sub-items may be doors, hardware, etc.

Item Configuration

Sourcing Director allows you to configure comprehensive information about the items you are requesting in your Reverse Auction. You can include basic information such as item name, number, quantity, unit of measure and description. You can designate an item as required (or not required) and allow the supplier to offer alternative items or even split the items.

R E V I E W I N G A N D S U B M I T T I N G T H E R E V E R S E A U C T I O N

The Summary Screen

When you have completed configuring the Reverse Auction, you can review the set up on the Summary screen. This screen gives you an overview of all of the data in the Reverse Auction. Review the data and access the configuration screens to make any changes. You submit the Reverse Auction from the Summary screen.

Workflow

If you have chosen to have the Reverse Auction go through approval workflow, it will be entered in to that workflow when you submit it. All approval steps will need to be completed before it becomes viewable to the suppliers. If you chose not to have the Reverse Auction go through approval workflow, the Reverse Auction will be viewable by the suppliers on the configured release date without having to go through any approval steps.

Creating and Configuring a Reverse Auction Exercises

C R E A T I N G A N E W R E V E R S E A U C T I O N

Step by Step

The goal of this exercise is to create a new Reverse Auction.

1. Access the Reverse Auction List. IMPORTANT: Be sure you are in a sub-project. The create new auction option will not be available from a project.

2. In the dropdown menu on the Reverse Auction List screen select Create New Reverse Auction and click . Note: You can also create a new Reverse Auction from a template. In this exercise we will focus on creating a brand new Reverse Auction. The following exercise focuses on creating a Reverse Auction from a template.

3. The new reverse auction will display and be opened to the Header screen.

C O P Y I N G A N E X I S T I N G R E V E R S E A U C T I O N

You can copy an existing Reverse Auction to begin the process of creating a new one.

Step by Step

The goal of this exercise is to copy a Reverse Auction.

1. Access the Reverse Auction List.

2. Locate the Reverse Auction that you would like to copy.

3. Mouse over the Action menu and select Copy.

4. You will be asked to confirm that you would like to copy the Reverse Auction. Click OK.

5. The new Reverse Auction will be created. The application will open the new Reverse Auction for configuration.


C R E A T I N G A N E W R E V E R S E A U C T I O N F R O M A T E M P L A T E

Your organization may have developed templates from which you can create a new Reverse Auction. These templates may be based on Reverse Auction type or the type of project for which you are creating a Reverse Auction.

Step by Step

The goal of this exercise is to create a new Reverse Auction from a template.

1. Access the Reverse Auction List.

2. In the dropdown menu on the Reverse Auction List screen select Create New Reverse Auction from Template

and click . The Select a Template screen box displays.

3. By default, the Select a Template screen will display a list of all templates associated with projects. To get a list of global templates select Global Templates in the left menu.

4. The template list contains a template name and description, template type, the name of user who made the most recent update and the date/time the update was made. You can click on the template name to view the template.

5. When you have located the correct template, click the Select button to select the template. The Reverse Auction will be created and you will be taken to the initial configuration screen. Sourcing Director will automatically save a draft of the Reverse Auction. Your next step is to configure the Reverse Auction. Please see the following exercises in this Lesson for information about Reverse Auction configuration.

Note: You can also copy an RFx event as a Reverse Action from the RFx Explorer.

C O M P L E T I N G T H E R E V E R S E A U C T I O N H E A D E R S C R E E N

You will be taken directly to the Reverse Auction header screen when you create a new Reverse Auction or create a new Reverse Auction from a template. In order to save a new Reverse Auction, the required header screen fields must be completed and the screen must be saved. Sourcing Director will automatically save a draft of a Reverse Auction created from a template.

Step by Step

1. When you have accessed the Reverse Auction Header screen, configure the fields as described below. Fields

with are required. You can select the Save Progress button at any time to save your work. You must have the title field populated to be able to save the progress.

Main Fields

• Title: The name for your Reverse Auction. This title will be included in communications with the supplier, and will be searchable for users looking for events in the system.

• Number : Your organization may have a convention for numbering sourcing events. If not, you may need to develop your own approach to numbering them. Enter the appropriate number in this field.

• Bid Option: Check the Allow Supplier to Upload Attachments checkbox if you wish to allow suppliers this functionality.


• Allow Proxy Bidding: Selecting “Yes” will allow an internal user to enter a bid on behalf of a supplier. Proxy bids are normally used when a suppler cannot attend the event for technical or logistical reasons. It is a good practice to have signed backup material from the supplier to support any bid entered on their behalf.

• Allow Duplicate Bid: Enabling this allows two different bidders to enter the same amount.

• Lowest Bid Active: I f this is enabled, a bidder would have to bid lower than the current low bid by the defined decrement amount in order to rebid. If it is not activated the bidder can continue to rebid as long as they lower their own previous bid by the defined decrement (which is specified later in the Items tab).

• Mock or Live : Mock events are often used as a training event with the invited suppliers a few days before the actual live reverse auction. They are not included in any reports, or shown on the dashboard. Live events are the true Reverse Auctions.

Date and Time Information

• Time Zone: Typically you will select your own time zone, but the option is yours.

• Release Date: When information about the Reverse Auction will be sent out to invited bidders.

• Start Date: The day and time when the Auction will begin.

• End Date: The day and time when bidding is scheduled to end.

Control Options

• Auto Extend: Auto Extension deals with how the auction will extend time-wise when last-minute bids are placed. You may specify how many of the top bidders have the opportunity to continue bidding, for how long, and how many additional bids they are allowed to enter during the specified time frame.

• Automatic Refresh Rate: This setting forces a refresh on the suppliers’ screens at the interval chosen to ensure they are viewing the most up-to-date information. Note: This is typically a matter of just a few seconds. Setting at a rate of less than 20 seconds is not practical!

• Show Rank: Enabling this allows participants to see how their latest bid rates as compared to other suppliers.

• Show Low Bid: This setting determines whether bidders can see the current low bid.

Default Line Item Options

• Auction Type: There are four options, with Standard by far the most common. Options are:

• Standard: Bid amounts decrease by a defined decrement. You are seeking the lowest price you can get for the items.

• Trade-In: Bidding to provide trade-in amounts back to client. Bid amounts increased by a defined increment.

• Rebate: Bidding to provide rebate amounts to client. Bids increase by a defined increment.

• Discount: Bidders are competing on a dollar amount are percentage of the discount they will provide to client. Amounts increase by a defined increment.

• Safety Net: Set this percentage to prevent accidental and unrealistic bids. The system will alert the supplier when a new bid entered is more than this percent from the previous low bid. This helps prevent order-of-magnitude errors like dropping a digit (bidding $10,000 instead of an intended $100,000, for example).

• Currency: Select the currency to be used in the bid.

• Bid Decrement: This is the amount of difference you’ll require for new low bids (in some types of auctions this is called the “increment” to signify the amount of difference for new high bids). You may not wish to allow bidders to undercut each other by mere pennies. This setting can be set by currency unit, or by percentage. Set the numeric value, then select $ or % in the drop-down box.

• Field Need Date: This is when you must have the item(s) delivered.

2. When you have completed configuring the Reverse Auction Header screen select the Save Progress button to save your work or click on Next to move to the next configuration screen. Selecting Next will automatically save your work.


C O N F I G U R I N G T H E D E S C R I P T I O N S C R E E N

Use the Description screen to present a summary of the event. Similar to a cover letter, the description will be included in the invitation email that the application sends to the invited supplier. You can include the specifics of the request, budget parameters, date/time information such as opening and closing dates, award date and much more. You have the option to create a new description or select from a library of descriptions that are stored in the Project Explorer.

Step by Step

The goal of this exercise is to configure the Description screen.

1. Access the Description screen in one of the following ways:

• Select Next on the Header Information screen.

• Open the Reverse Auction List and follow the steps below:

a. Locate the Reverse Auction in the list.

b. Mouse over the Action menu and select Edit Reverse Auction.


2. Use the steps below to select a description from the library. If you are creating a new description proceed to Step 3. You can select the Save Progress button at any time to save your work.

• Click the Select Description From Library button.

• Scroll down below the Description design window. Available library descriptions will be displayed. Click on the description to view it.

• When you have clicked on the appropriate description click the Upload button. The description will be

imported to the Description design window.

3. Configure and format the description. You can overwrite elements from an imported description if necessary.


C O N F I G U R I N G T H E C O N T A C T I N F O R M A T I O N S C R E E N

In the Contact Information screen enter the primary organization contact for the Reverse Auction. By default, contact information for the user who is creating the Reverse Auction will be entered. You can leave this information or you can change it to contact information for another user.

Step by Step

The goal of this exercise is to configure the Contact Information screen.

1. Access the Contact Information screen in one of the following ways:

• Select Next on the Description screen.






2. The Contact Information screen will display.

3. By default, your user information will be populated in the contact information. You can select another user as the contact using the search feature:

4. In the search area, enter criteria in the search fields

. 5. Click the Search button. A list of users matching the criteria will be displayed. Locate the appropriate user and

click Select User. The user’s contact information will populate the fields.

6. Make any appropriate updates to the contact information. Required fields are indicated by .


S E L E C T I N G U S E R S F O R R E V E R S E A U C T I O N

In order for other users in your organization to access the Reverse Auction, they need to be selected in the Select Users for Reverse Auction screen. Selected users will be able to view the Reverse Auction and its responses.

Step by Step

The goal of this exercise is to configure the Selecting Users for RA screen.

1. Access the Select Users for RA screen in one of the following ways:

• Select Next on the Contact Information screen.


a. Locate the reverse auction in the list.


c. From the left menu select Select Users for RA.

2. The Selecting Users for RA screen will display.

3. Available users will appear in the column to the left. To choose a user click on the username and select the Add button. The user will be moved to the Chosen Reverse Auction Users column. To remove a user, highlight the user name and click the Remove button. You can save your work at any time by clicking the Save Progress button.

4. When you have completed configuring the Users screen select the Save Progress button to save your work or click on Next to move to the next configuration screen. Selecting Next will automatically save your work.

S E L E C T I N G R E V E R S E A U C T I O N W O R K F L O W C O N F I G U R A T I O N

Your organization may require that Reverse Auction events go through a specific approval workflow. For example, a sourcing event for the purchase a controlled substance may require more than one approver. The Workflow Configuration screen allows you to select the approval workflow for your Reverse Auction. IMPORTANT: Approval workflows are not created in the Reverse Auction preparation process. You are simply selecting an existing workflow. Workflows are generally created by administrators. Contact your System Administrator for information on your organization’s specific approval workflows for Reverse Auction events.

Step by Step

The goal of this exercise is to select a workflow configuration for a Reverse Auction.

1. Access the Workflow Configuration screen in one of the following ways:

• Select Next on the Selecting Users for RA screen.





c. From the left menu select Workflow Configuration.

• The Workflow Configuration screen will display.

2. A list of available workflow configurations will display. The available configurations are based on the project in which you are creating the Reverse Auction.

3. Click on the appropriate workflow configuration to select it.


S E L E C T I N G S U P P L I E R S T O I N V I T E

Use the supplier search feature to locate and select suppliers to invite to the Reverse Auction.

Step by Step

The purpose of this exercise is to invite specific suppliers to complete the pre-qualification.

1. Access the Select Suppliers screen in one of the following ways:

• Select Next on the Workflow Configuration screen.




c. From the left menu select Supplier Invitation.

2. The. Supplier Invitation screen will display.

3. Perform a supplier search to locate the suppliers you would like to invite. For detailed information about searching for suppliers, please see the Total Supplier Manager User Guide.

4. A list of all suppliers matching your search criteria will be displayed.

5. To select a specific supplier from the list, click the checkbox in the left-most column. To select all suppliers click the checkbox beside Select/Unselect All.

6. When you have selected all of the suppliers from the search results, click the Add Selected to Reverse Auction button. The suppliers will be added to the list of invited suppliers. You can remove suppliers by selecting them and clicking the Remove Selected from Reverse Auction button.

7. When you have finished selecting suppliers, select Next to go to the next configuration screen. Selecting Next will automatically save your work. If you choose to exit and return at another time to complete pre-qual setup be sure to save your work by clicking the Save Progress button.

C R E A T I N G S U P P L I E R P R E R E Q U I S I T E S

Pre-requisites are requirements that the supplier has to agree to in order to be considered for an award.

Step by Step

The goal of this exercise is to configure supplier prerequisites for the Reverse Auction event.

1. Access the Prerequisites screen in one of the following ways:

• Select Next on the Supplier Invitation screen.




c. From the left menu select Prerequisites.


2. The Prerequisites screen will display. Use the steps below to copy a prerequisite from the library. If you are creating a new description proceed to Step 3. You can select the Save Progress button at any time to save your work.

a. Click the Copy Prerequisites From Library button.

b. A list of projects with prerequisites will display. Click on the project to see the available prerequisites for that project.

c. In the list you can click on the prerequisite name to view its details.

d. If you would like to add a perquisite from the list click Add to Reverse Auction in the Manage column.

e. To return to the Prerequisites screen select the Add Prerequisite button. If you would also like to add new Prerequisites proceed to the next step. If you are not adding any new prerequisites, proceed to Step 4.

3. To add a new Prerequisite:

a. Click Add Prerequisite.

b. Enter a name for the Prerequisite in the Name field

c. In the Type field select Mandatory or Optional. Selecting Mandatory will require the supplier to initial in the bid that they comply with the prerequisite.

d. Enter a Description for the prerequisite. Formatting tools are available to format the text.

e. Configure any attachments associated with the Prerequisite.

i. In the Description field enter the document name.

ii. Select the file by clicking the Browse button and selecting the file from your hard drive.

iii. Select Save Prerequisite. The Prerequisite will be added to the list for the Reverse Auction.

4. To remove a prerequisite from the list, mouse over the Manage menu and select Remove from Reverse Auction. To edit a prerequisite, mouse over the Manage menu and select Edit.


A T T A C H I N G D O C U M E N T S T O T H E R E V E R S E A U C T I O N

Sourcing Director allows you to attach documents to the Reverse Auction.

Step by Step

The goal of this exercise is to attach documents to the Reverse Auction event.

1. Access the Documents screen in one of the following ways:

• Select Next on the Prerequisites screen.




c. From the left menu select Documents.

2. The Documents screen will display. Use the steps below to copy a prerequisite from the library. If you are creating a new description proceed to Step 3. You can select the Save Progress button at any time to save your work.

a. Click the Copy Documents From Library button.

b. A menu of library items that contain documents will display. A list of documents for the project you are working in will display by default. You can click on the other options to see lists of additional available documents.

c. In the list you can click on the document name to view the document.

d. If you would like to add a document from the list click Add to Reverse Auction in the Manage column.


e. To return to the Prerequisites screen select the Add Prerequisite button. If you would also like to add new documents proceed to the next step. If you are not adding any new documents, proceed to Step 4.

3. To upload new documents:

a. In the text box enter the number of new documents you want to upload

b. Click the Go button.

c. Configure the document:

� Enter the document name in the Name field.

� Enter a document version number in the Version field.

� Select the file by clicking the Browse button and selecting the file from your hard drive.

� Enter a document description in the Description field.

� Click Upload Documents.

4. To remove a document attachment from a Reverse Auction, mouse over the Manage menu and select Remove from Reverse Auction. To edit a document attachment, mouse over the Manage menu and select Edit.


A D D I N G R E V E R S E A U C T I O N Q U E S T I O N S

You can add questions that assist you in making award decisions.

Step by Step

The goal of this exercise is to create questions to be included in the Reverse Auction.

1. Access the Questions screen in one of the following ways:

• Select Next on the Documents screen.




c. From the left menu select Questions. The Questions screen will display.

2. Follow the steps below to copy questions from the library. If you are creating new questions proceed to Step 3.

a. Click the Copy Questions From Library button.

b. A menu of library items that contain questions will display. A list of questions for the project you are working in will display by default. You can click on the other options to see lists of additional available questions.

c. Locate the question(s) you would like to add to the Reverse Auction.

d. Click the checkbox beside the questions and then click the Add Selected to Reverse Auction button.

e. The question will be added to the Reverse Auction. If you would also like to add new documents proceed to the next step. If you are not adding any new questions, proceed to Step 4.

3. Follow the steps below to create new questions for the Reverse Auction.


You can break the questions down in to sections. Note: It is not mandatory that you break the questions down in to sections.






Configuring Question Headers

You can add headers before the questions that communicate additional information about the questions.

a. Select the Header option and click Add Question.

b. In the Question Text field, enter the header text.


d. The header will be added.


You can break the questions down in to sections.







































Changing Question Sequence

Questions and headers display to the supplier in the order in which you sequence them. By default, the questions are sequenced in the order in which they are created. You can make changes to the sequence of the questions.

a. All questions that you have created will display on the screen. In the sequence text fields, enter the sequence in which you would like a question to display; sequence 1 will display first, sequence 2 will display second, etc.

b. After you have entered sequence numbers for any questions you would like to change click the Update Sequence button. The sequence will be changed.

Moving Questions

If your questions contain multiple sections you can move questions to a different section using the move feature.

a. Locate the question you would like to move. Mouse over the Manage menu and select Move.

b. In the Section area, highlight the section you want to move the question to and click the Move button.

c. Click the Save Progress button to save the question.

Copying Questions

You can copy questions. A copied question will have identical question type as the question it was copied from. You can then edit the questions and responses.

a. Locate the question you would like to copy. Mouse over the Manage menu and select Copy.



c. The question will be copied.

Deleting Questions

a. Locate the question you would like to delete. Mouse over the Manage menu and select Delete.


c. The question will be deleted.


A D D I N G I T E M G R O U P S A N D S U B - G R O U P S

Items can be organized in to groups and sub-groups .

Step by Step








2. Mouse over the Manage menu at the top of the Items screen and select Add Group.

3. In the Item Number field enter a number for the group.

4. In the Group Name field enter a name for the group,

5. In the Short Description field enter a brief description of the group.

6. Click Save Group to save the group. It will be added to the item list.

Sub-Groups

1. To add a sub-group, mouse over a group’s Manage menu in the item list and select Add Subgroup. Configuration options for the subgroup will display above the item list.

2. Complete the steps add group steps to configure the sub-group and select Save Group.

3. The sub-group will be saved. Numbering will reflect the main group number and the subgroups order below it. For example, if you add a sub-group to group 1, the subgroup will be numbered 1.1.

A D D I N G A N D C O N F I G U R I N G I T E M S

Create and configure the items on which you would like the suppliers to bid.

Step by Step









2. Add the Reverse Auction Item:

• To add an item to the main item list mouse over the Manage menu at the type of the items screen and select Add Item.

• To add an item to a group locate the group in the item list. Mouse over the Manage menu and select Add Item.

3. Configure the Reverse Auction Item:.

• Item Number: Enter the item number.

• Item Name: Enter a name for the item.

• Part Number: Enter a part number for the item.

• Short Description: Enter a brief description of the required item.

• Commodity Code: From the dropdown menu, select the commodity code associated with the Reverse Auction item.

• Detailed Description: Enter a detailed description for the item. In the detailed description you may want to include a more detailed description of the requirements for the item.

• Quantity: Enter the quantity of this item that is needed.

• Unit of Measure: Enter a designated Unit of Measure that you need the supplier to configure. This should align with the UOM that your ERP can accept.

• Start Bid: Enter an amount where the bidding will start (the highest price you are willing to pay).

• Target Cost – For internal use only, this number represents the price you would like to reach as a result of the event. Event monitoring screens calculate the current low bid against this target.

• Auction Type – Each line item can have a different type selected. This selection determines whether pricing goes down (standard) or goes up (all others). Recommended: Standard.

• Bid Decrement – Every item in the auction can have a separate decrement (or for some auction types, increment). Set the numeric value here and then select $ or % in the drop-down box. In order to rebid, a supplier must improve its own previous bid by the amount chosen here.

• Max Decimal Points – This is the number of decimal points to display to suppliers and buyers for the lot. If the item is normally priced at a fraction of a cent, it may make sense to go out to several decimal points. If it is a very expensive item, it may not make sense to display cents at all.

• Bidding Unit – This tells the supplier whether to enter extended pricing for the full quantity shown (the lot) or to enter unit pricing based on the defined unit of measure (UOM).

• Field Need Date – When you must have this item delivered. Click Save Item. The item will be added to the Item list.

C O P Y I N G I T E M S F R O M T H E L I B R A R Y

Sourcing Director allows you to copy items from a project library. For example, your department may have a standard list of items that are required for all construction projects. You can copy these items directly from your department’s project library.

Step by Step

The goal of this exercise is to copy items in to the Reverse Auction.

1. Mouse over the Manage menu at the top of the Items screen and select Copy Items from Library. Available library items will display below the item list. By default, the items displayed will be items that are available for the


project in which you are creating your Reverse Auction. You can see available items for the Global project or other projects by clicking on the project name.

2. When you have located the item or items you want to add to the Reverse Auction select Add to Reverse Auction. The item will be added.

C O P Y I N G I T E M S I N T H E I T E M L I S T

You can copy items that are in the item list. When you copy an item the new item will be copied exactly as it is in the original item. The new item will be placed directly after the original in the item order. If the original item has sub items, the copy will be placed after the sub items.

Step by Step


1. Locate the item you want to copy in the item list.

2. Mouse over the Manage menu and select Copy.

3. You will be asked to confirm that you want to copy the item. Select OK.

4. The item will be copied.

I M P O R T I N G I T E M S

Sourcing Director allows you to import items into a Reverse Auction. A sample import file is available. The import file contains fields that map to the required fields in the application. You will need to begin the import process in order to download the import file.

Step by Step

The goal of this exercise is to import items in to the Reverse Auction.

1. Mouse over the Manage menu at the top of the Items screen and select Import Items. The Import Excel File dialog box will display.

2. To download an import template, click the sample file link. The file will open in MS Excel.

3. You will need to save the file to your computer and configure the fields.

4. When you are ready to import the items use the steps above to access the Import Excel File dialog box.

5. Browse to the file on your computer and select it for import. The file name will be populated in the field.

6. Click the Import button. The items will be imported.

M O V I N G I T E M S T O A N E W I T E M G R O U P

Items can be moved from their existing item groups to a new group.

Step by Step


1. Locate the item you want to move in the item list.

2. Mouse over the Manage menu and select Move.

3. Available groups will display above the item list in the Move to Group field.

4. Click the group you would like to which you would like to move the item.

5. Select the Move button. The item will be moved to the new group.


S E T T I N G C O N F I G U R A T I O N O P T I O N S F O R M U L T I P L E I T E M S

Sourcing Director allows you to set/update several of the configuration options for multiple items in the item list. This is extremely useful functionality because it saves the time of clicking in to each item to set the configuration or make changes. It is important to understand that this functionality is used only when you want to set the options to be the same for each item.

Configuration options that can be changed include:

• Need Date

• Currency

• UOM

• Required for Bid

You can also delete multiple items. Use caution when deleting items. If you delete an item with sub items the sub items will be deleted as well. If you would like to maintain the sub items they should be moved out of the item group.

Step by Step

The goal of this exercise is to set configuration options for multiple items in an item list.

1. In the Item list, click the checkbox in the right column for which you would like to make the need date update. To select all items, click the checkbox in the first row.

2. Mouse over the Manage menu at the top of the Items page and select the configuration option you would like to set or update. Steps for each option are below:

• Set Need Date for Selected Items.

a. In the Set Need Date for Selected Items dialog box click on the calendar and select a date. The date will populate in the Field Need Date field.

b. Click Update. The need date will be updated for all selected items.

• Set Currency for Selected Items

a. In the Set Currency for Selected Items dialog box select the appropriate currency from the Currency dropdown menu.


• Set UOM for Selected Items

a. In the Set UOM for Selected Items dialog box enter the appropriate Unit of Measure in the UOM dialog box.


• Delete Selected Items

a. You will be asked to confirm that you want to delete the selected items and sub items. Click OK to confirm.

b. The items will be deleted.


E D I T I N G A N I T E M O R I T E M G R O U P

Step by Step

The goal of this exercise is to open an item or item group for editing.

1. Locate the item or item group you would like to edit.

2. Mouse over the Manage menu and select Edit.

3. The item or item group will open for editing. Configuration options will display above the item list.

A D D I N G A N I T E M A T T A C H M E N T

Sourcing Director allows you to add attachments that are specific to a Reverse Auction item.

Step by Step

The goal of this exercise is to add an attachment to a Reverse Auction item.

1. Locate the item for which you would like to upload an attachment.

2. Mouse over the Manage menu and select Add Attachment. Fields for configuring attachments will display above the item list.

3. You can add up to five attachments per item. To configure the attachments:

• Enter a description for the in the attachment in the Description field.

• Select the attachment by clicking the Browse button. Locate the file on your computer and select it.

• When you have added all attachments click the Submit button and the document will be attached to the item.

4. In the Option column the icon will indicate that there is an attachment associated with the item. You can click on the icon to view the attachment.

R E V I E W T H E R E V E R S E A U C T I O N S U M M A R Y P A G E A N D S U B M I T

The Summary page provides details of the Reverse Auction. From the summary page you can submit the Reverse Auction. If you have configured the Reverse Auction to go through an approval workflow before being released to the suppliers, it will be placed in to that workflow. If you have not configured the Reverse Auction to go through workflow it will be released to the suppliers on the configured release date.

Step by Step

The goal of this exercise is to review and submit the Reverse Auction.

1. Access the Summary page by selecting Next on the previous configuration screen or opening the Reverse Auction and clicking on the Summary option.

2. Review the summary page. You can scroll back through the screens or click on any of the screen options to make edits.

3. When you are ready to submit the Reverse Auction, click the Submit button on the Summary page. The Reverse Auction will be submitted.

REVERSE AUCTION MANAGEMENT Once you have created the reverse auction, Sourcing Director gives you several options for managing and monitoring the event.


Key Concepts

R E V E R S E A U C T I O N M A N A G E M E N T O P T I O N S

Sourcing Director gives you various options for Reverse Auction management. Reverse Auction events can be edited and amended. Closing dates can be extended or a Reverse Auction can be closed early. In addition, you can access Reverse Auction history and view both internal users and suppliers who have accessed and reviewed the Reverse Auction. The available management options will depend on the status of the Reverse Auction. For example, an open Reverse Auction will have options for amending, closing early, extending the deadline or canceling.

From the Auction explorer you can also monitor Reverse Auction activity. You can view who is bidding and the bid amount. You can view the answers to any questions you have asked the bidder or answer any questions the bidders have asked you. You can also export bids.

Reverse Auction Management Exercises

A M E N D I N G A R E V E R S E A U C T I O N

Amending a Reverse Auction making a change to it while it’s open.

Step by Step

The purpose of this exercise is to amend a Reverse Auction.

1. Access the Reverse Auction list and locate the appropriate Reverse Auction.

2. Mouse over the Action menu and select Amend Reverse Auction.

3. The Reverse Auction will open and you will be able to make amendments to it.

C A N C E L I N G A R E V E R S E A U C T I O N

A Reverse Auction can be canceled. When a Reverse Auction is canceled suppliers will be notified by email.

Step by Step

The purpose of this exercise is to cancel a Reverse Auction.


2. Mouse over the Action menu and select Cancel Reverse Auction.

3. You will be asked to confirm that you would like to cancel the Reverse Auction. Select OK.

4. The Reverse Auction will be canceled.

C L O S I N G A R E V E R S E A U C T I O N E A R L Y

You can close a Reverse Auction early.

Step by Step

The purpose of this exercise is to close a Reverse Auction early.


2. Mouse over the Action menu and select Close Reverse Auction Early.

3. You will be asked to confirm that you would like to close the Reverse Auction. Select OK.

4. The Reverse Auction will be closed.

R E O P E N I N G A C L O S E D R E V E R S E A U C T I O N

You can reopen a closed Reverse Auction.


Step by Step

The purpose of this exercise is to reopen a closed Reverse Auction.


2. Mouse over the Action menu and select Reopen Reverse Auction.

3. You will be asked to confirm that you would like to reopen the Reverse Auction. Select OK.

4. You will need to configure a new close date for the Reverse Auction.

• If you wish to change the time zone, select the new time zone from the dropdown menu.

• Click on the calendar beside the New Close Date field and select a date.

• Enter a close time in the time field.

5. Enter a reason for reopening the Reverse Auction in the Reason text box.

6. Click the Submit button. The Reverse Auction will be reopened.

V I E W I N G R E V E R S E A U C T I O N C O M M U N I C A T I O N H I S T O R Y

Sourcing Director keeps a history of all communications between your organization and the suppliers for each Reverse Auction.

Step by Step

The goal of this exercise is to view the Reverse Auction communication history.


2. Mouse over the Action menu and select Communications. The Reverse Auction Communications screen will display.

3. The screen will default to the All Messages tab. Click the approprate tab to see a view the communications by category.

• All Messages shows all messages assoicated with the Reverse Auction. Click the Display Email Report button to read the actual content of the messages.

• Messages to Suppliers shows all messages that were sent to suppliers. Click the Display Email Report button to read the actual content of the messages. Click the Compose New Message button to create a new message.

• Messages to Buyers shows all messages sent to buyers in association with the reverse auction. Click the Display Email Report button to read the actual content of the messages. Click the Compose New Message button to create a new message.

• Q & A shows all questions that have been asked by suppliers in respect to the Reverse Auction. Click the Answer Question button in the Action menu to answer the supplier’s question.

V I E W I N G R E V E R S E A U C T I O N H I S T O R Y


Step by Step

The goal of this exercise is to view the Reverse Auction history.

1. Access the Reverse Auction list and locate the appropriate auction. Mouse over the Action Menu and select Event History. The Reverse Auction History page will display. Re

• The Status section displays a history of all statuses in which a Reverse Auction has been set. Information includes user, action date and any comments associated with the status change.

• The Exentsion Bid History section whows a history of all activity related to extending the Reverse Auction.

• History displays a history of all changes made to the Reverse Auction. Information includes user, action date and comments associated with the change.

• Addendum History provides information about any addendums to the Reverse Auction.


V I E W I N G T H E R E V E R S E A U C T I O N A C C E S S L O G


Step by Step

The goal of this exercise is to view the Reverse Auction Access Log.

1. Access the Reverse Auction list and locate the appropriate Reverse Auction. Mouse over the Action menu and select Access Log.

2. Click on the Buyer Access tab to view who accessed the auction from your organization. Click on the Supplier Access tab to see suppliers who accessed it. To see the user’s activity, click on Activity Log.

E X T E N D R E V E R S E A U C T I O N D A T E / T I M E

You may extend the closing date of a Reverse Auction.

Step by Step

The purpose of this exercise is to extend the closing date of a Reverse Auction.


2. Mouse over the Action menu and select Extend Reverse Auction.

3. You will be asked to confirm that you would like to extend the Reverse Auction. Select OK. The Extend Reverse Auction dialog will display.

4. If you want to change the Reverse Auction closing date time zone, select the time zone from the dropdown menu.

5. Click on the calendar beside the New Close Date field and select a date. Enter a close time in the time field.

6. Enter a reason for the new close date in the Reason text box.

7. Click the Submit button. The close date/time of the Reverse Auction will be extended.

M O N I T O R I N G B I D D I N G A N D R E S U L T S

After locating the event in the Sourcing Director system, View Auction is the link to access and event that is getting underway.

Step by Step

The goal of this exercise is to monitor a Reverse Auction in progress.

1. On the Reverse Auction List page, locate the appropriate event.

2. Click the View Auction link.

3. Check the left-hand column to see whether there are unanswered questions from suppliers. If there are, follow the steps below to answer the questions:

• Click Unanswered to open a window where you can answer the question.

• Type out your answer, choose whether you want to answer privately to the supplier who asked it or publicly to all bidders, then click Submit.

4. Review the links at the top right of the bid window. These links provide access to information about the Reverse Auction including:

• RA Bidders provides information about bidders invited to the event .

• RA Questions provides supplier answers to the questions you asked as part of the event, displayed side-by-side for easy comparison.

• All Bids provides a list of bids entered so far, by whom and with details such as time and percentage over your target amount.


• Export Lowest bids exports the lowest bids for all items to a spreadsheet.

• Export All Bids exports all bids to a spreadsheet.

5. Review the bid information. Bids will be ordered by item and then by lowest to highest bids. To view only the lowest bid per item click the Lowest Bids button.

S E N D I N G A M E S S A G E T O P A R T I C I P A N T S

During the process or at the end, you have the ability to send messages to one, some or all participants. This might be a message about how the bidding has proceeded, additional instructions about submitting bids, a note to announce the winner of the bid, or a simple note to thank all who participated.

Step by Step

The goal of this exercise is to show you how to send a message during or after the Reverse Auction.

1. Click Send Message in the Message Board area on the left side. Select which suppliers should receive the message (for example, you may wish to thank only those who actually submitted bids during the process).

2. Type the message.

3. Click Submit.

4. While you may use this system to announce the winning bid, in many cases Buyers will choose to review all bids, answers and documentation before making the decision. Formally awarding the bid is done outside the Sourcing Director system.