Supplier Portal - Information for Service Provider Contacts - Credit …€¦ · 12/11/2011 · The MyShop Supplier Portal is Credit Suisse's preferred way of exchanging information

P2P – Services Procurement

MyShop – Supplier PortalInformation for Service Provider Contacts

Version: 1.0

Date: November, 2011

Produced by: P2P Service Procurement Team

Produced by: P2P ProgramDate: 11/12/2011 Slide 2

Objective of the Quick Reference Guide

The MyShop Supplier Portal is Credit Suisse's preferred way of exchanging information with its Suppliers.With the implementation of MyShop all of Credit Suisse's supplier will need to register to the MyShop SupplierPortal. This step will not trigger any investment for Credit Suisse's Suppliers, but is an essential step tobecome an integrated member of the end-to-end Procure-to-Pay process.

This Quick Reference Guide has been tailored for Suppliers delivering Contracting, Consulting and/orOutsourcing Services to Credit Suisse. The document includes information on how to:

1. Log-in to Credit Suisse's MyShop Supplier Portal 2. Navigate in Credit Suisse's MyShop Supplier Portal3. Participate in Credit Suisse's integrated Bidding process4. View the status of Services Work Orders and Purchase Orders5. Maintain Timesheets, Progress Logs and/or Expense Reports as a Proxy6. Setting up Service Provider Contacts and Service Providers

The MyShop role entitled to execute steps 1 to 6 is called a Service Provider Contact. One Supplier may have morethan one Service Provider Contact.

1.Region CH only


Key Points

Access to the MyShop Supplier Portal will be granted by the MyShop Service Desk. In order to log-in you simply need a standard web-browser (e.g. IE 8) and your MyShop credentials.

Credit Suisse's Services Suppliers are asked to proactively manage their users (e.g. Contractors working for Credit Suisse) via the Supplier Portal.

In case Credit Suisse organizes a MyShop bidding event, the Services Suppliers receiving an invitation to a bidding are kindly asked to join this event.

As soon as business will be awarded to a Supplier this will result in three deliverables:– The MyShop Work Order, which is created based on approved requisitions and specifies the basic terms and conditions of a

project.– The MyShop Purchase Order (PO) which is required to process Payments. It is mandatory to post the PO number on the

invoice. Invoices for Services can only be processed with a valid Purchase Order.– The written Contractual Document (e.g. a Statement of Work or Service Order) signed by Credit Suisse and the Supplier.– Please note that terms and conditions of a written contract related to a Purchase Order or Work Order will prevail.

Unless otherwise agreed in writing supplier's General Terms and Conditions do not apply.

Invoices related to Services delivered to Credit Suisse cannot be processed without a TimeSheet, Progress Log or Expense Report approved by the Credit Suisse Time & Expense Approver.

Important Note: Time reporting for resource-based services requested by Credit Suisse's IT organization will not be done in MyShop. As already done today, ITPlan will be used for work reporting. Your Credit Suisse contact will inform the Supplier resource- as part of the on-boarding – which tool must be used for time reporting.


5 Maintaining Timesheets, Progress Logs and Expense Reports

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Tracking & Tracing Work Orders4

Submitting and Maintaining Bids

Tasks to be followed by MyShop "Service Provider Contacts"

1 Logging-in to MyShop

2 Navigating in MyShop

6 Setting up Service Provider Contacts and Service Providers


Screenshot of MyShop Log-in pages (https://myshop.credit-suisse.com/)

The Credit Suisse MyShop Service Desk will set up a Service Provider Contact(s) for each of the Suppliers delivering services to Credit Suisse.

The Service Provider Contact(s) will receive MyShop credentials via an initial notification mail sent by Credit Suisse.

By navigating to the page https://myshop.credit-suisse.com/ the recipient will be able to enter the MyShop Supplier Portal.

The Service Provider Contact(s) will be entitled to set up additional users such as Service Provider Contacts or Service Providers.

Accessing MyShop Supplier Portal1

Detailed Information

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Basic Navigation and Favorites

1. Navigate to Main Menu

2. Select "Services Procurement"

3. Select the option you want to use (e.g. View Services Work Orders)

4. "Favorites" can be used to create your personalized bookmarks of MyShop pages – Just like in your favorite Web-Browser

Navigating in MyShop – 1/22


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Screenshot of Basic Navigation and Favorites

1. After clicking "Services Procurement" you will be guided to the MyShop "Services Procurement" page

2. Depending on your user profile you will see a number of sub-menus

3. The screenshot to the right shows all the menus available to a Service Provider Contact

4. Click "Submit Bids" in case you have received an invitation to a bidding process from Credit Suisse and you want to respond to the bid.

Navigating in MyShop – 2/22


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Screenshot of "Requisition Sourcing Review" page – Search criteria

A Service Provider Contacthas multiple options to searchfor a specific Requisitionsourced by Credit Suisse.Below the frequently usedSearch Criteria are explained:

1.Business Unit – The Credit Suisse organization in region Switzerland is built up of different Business Units (BU), For each of the BUs a dedicated code has been added. Details can be accessed by clicking on the spy glass.

2.Service Method –Resource-based requisitions equal to Contracting requisitions. Delivery-based requisitions equal to Consulting and Outsourcing requisitions.

Submitting and Maintaining Bids 1/103


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Screenshot of "Requisition Sourcing Review" page – Requisition Details

The Requisition Details andAdditional Informationtabs provides basicinformation on the Requisitionyou are invited to bid for:

1.Clicking on this icon will take you on the page to submit bids.

2.Clicking on this icon will take you to the Sourcing History of the Requisition. A Requisition may have multiple positions to be filled and therefore could already be partially staffed.

3.By clicking this icon you will be guided to the Requisitions Comments page that may have been added by Credit Suisse.



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Screenshot of "Requisition Sourcing Review" page – Additional Information

The Requisition Details andAdditional Informationtabs provides basicinformation on the Requisitionyou are invited to bid for:

1.Owner and Name shows the Service Provider Contact in charge of the Requisition.

2.The submittal section shows the number of available positions, the maximum number of CVs to be submitted and the submittal history. Only for resource-based Requisitions (Contracting) position entries are shown.



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Screenshot of "Submit Bid" page – Preparing your offer

1.In this section you will be able to offer a candidate. Please consider that you can only submit one candidate at once. If you want to propose a new candidate you can also create a new Service Provider entry (see chapter 6 for details).

2.Please specify the daily rate for the resource and add comments as required.

3.Please specify your answers to the questions raised by Credit Suisse.

4.After clicking "Submit" a confirmation will be shown that the offer has been successfully submitted.



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Screenshot of Basic Navigation and Favorites

1. Select Services Procurement in order to navigate back to the Services Procurement Overview page.

2. Click on Maintain Bids to manage incoming, outgoing and drafted bids.The Maintain Bid page is the central hub for the Service Provider Contact to manage the bid process with Credit Suisse.

A bid will either result in "FillBid" – the Supplier won thebid – or a the loss of a bid. In any case the Service Provider Contact will be notified by the Service Coordinator on the bid result.



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Winning a bid: In case a bid has been won the CS Service Coordinator will confirm that the bid has been filled via the MyShop Supplier Portal. As a result the Service Provider Contact will be notified on the filled bid, a Work Order is created, a Purchase Order dispatched to the Supplier and the Contract will be sent for signature. In chapter 4 it will be shown how the status of Work Orders can be tracked via the MyShop Supplier Portal.


Screenshot of "Maintain Bids" page – Search criteria

A Service Provider Contacthas multiple options to searchfor a specific bidon the "Maintain Bids" page.Below the frequently usedSearch Criteria is explained:

1. Folder Type shows the three types of bids available via the Supplier Portal. Incoming bids are bids that have been submitted by Credit Suisse and actions by the Service Provider Contact are required. Outgoing bidsare bids that have been submitted by the Service Provider Contact and action from Credit Suisse is required. Drafted bidsare bids that have been saved as drafts by the Service Provider Contact, but have not been yet submitted to Credit Suisse.



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Screenshot of "Maintain Bids" page – Incoming Bids

1. Clicking this icon will guide you to the Create Bid page that you can use to place your bid.

2. Clicking this icon will show you the complete history of the bidding for a specific Requisition. Please consider that a bidding process may include multiple steps.

3. Clicking this icon will take you to the Interview Schedule page. The page shows the date(s) on which interviews with the candidate will be run.

4. Clicking this icon will trigger the end of communication with CS for the Candidate submitted.



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Screenshot of "Maintain Bids" page – Outgoing Bids

1. Clicking this icon will guide you to the Supplier Bid Response page that you can use to update your bid previously submitted to the Service Coordinator. It is recommended to previously inform the Service Coordinator on the planned update.

2. The Description status informs the Service Provider Contact and the CS Service Coordinator Contact on the status of a bid. A description of different bid status can be found in the Appendix.



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Screenshot of "Interview Schedule" page – Reviewing an Interview Schedule

The Service Provider Contactwill be notified via email if aninterview has been scheduledby CS to review an offer or a candidate. CS has thepossibility to schedule morethan one Interview per offer orcandidate. Access the page by clicking on

1. Date and time of the interview are shown at the front of the Interview Details.

2. The PID of the Interviewer is shown in the data field "Interviewer". The name can be identified via email-address.

3. All other details like Interview Location, Telephone or email-address can also be found under Interview Details.



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Screenshot of "Supplier Bid Response" page – Managing an Incoming Bid

After accessing the "SupplierBid Response" (via )page you will be able torespond to the incoming bid of Credit Suisse.

1. Depending on the status of the bid – see Appendix for bid status glossary – you will be able to confirm an interview, accept an offer or reply to an inquiry. Via the "Supplier Bid Response" page you will also be able to retract an offer or end communication with Credit Suisse.

2. Rates and bid factors can be adapted as part of the bidding process.

3. After completing the response page click "Submit" to send your bid response to Credit Suisse.



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Navigating to the View Services Work Order Page

1. The MyShop Supplier Portal enables the Service Provider Contact to proactively follow the status of Work Orders and Purchase Orders. Work Orders are created by the CS Service Coordinator based on an approved requisition or as the result of a successful bidding event. CS will dispatch a Purchase Order for each Work Order. Purchase Order numbers have to be posted on invoices sent to CS to ensure Compliance to the CS Procure-to-Pay standards.

Tracking & Tracing Work Orders– 1/44


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Important advice on system-generated Work Orders and Purchase Orders: Please note that terms and conditions of a written contract related to a Work Order or Purchase Order will prevail. Unless otherwise agreed in writing supplier's General Terms and Conditions do not apply.


Getting to the Work Order Details

1. You will get to the Work Order of your choice by using search criteria such as the Work Order ID, dates, the Business Unit (click on the spyglass to see a list of all Business Units) or the name of the Service Provider (Contractor). The Work Order Status will be defaulted to "Open". Please check the Appendix for an overview of Work Order statuses.

2. After identifying the Work Order of your choice click the Work Order ID to get to the Work Order details.

Tracking & Tracing Work Orders – 2/44


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View Work Order Details – Contracting sample

1. You can select between the Details and Cost tab to check Work Order details.

2. In the Cost section you can navigate to Consumption Details in case the Work Order is not in status "Open", "Submitted" or "Approved".

Click "Return to Work Order Roster" to get back to the overview of Work Orders.



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View Work Order Consumption Details – Contracting sample

1. Section 1 shows all timesheets associated to the Work Order including an overview of timesheet amounts. By clicking on the blue links the Service Provider Contact can access timesheet details.For delivery-based Work Orders (Consulting/Outsourcing) the Service Provider Contact will be able to view consumption details on Progress Logs.

2. Section 2 shows all Expense Reports associated to the Work Order. Expenses can only be reported if expenses are allowed by CS.

Click "Return" to get back to the Work Order details.



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Navigating to Timesheets, Progress Logs or Expense Reports

Service Provider Contacts are the hubs on the Supplier's side for time, progress and expense reporting:1. For resource-based WOs

Contractors (Service Providers) working for CS will be required to complete timesheets with time worked.* As an alternative the Service Provider Contact can enter time on behalf of the Contractor (proxy).

2. For delivery-based WOs (Consulting, Outsourcing) the Service Provider Contact is required to complete the rate-based or milestone-based Progress Logs.*

3. Expenses for delivery-based WOs also are reported by the Service Provider Contact.**

Maintaining Timesheets, Progress Logs and Expense Reports –1/13

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•External Resources working for IT will continue to report their time in IT Plan and do not need to use MyShop for time or progress reporting.

•** For resource-based WOs the Service Provider Contact can manage expenses on behalf of the Contractor (Service Provider).


Maintain Timesheets as a Proxy – Maintain Timesheets

1. Select the Person ID of the Contractor (Service Provider) and click Go to create a new Timesheet. Please consider that Timesheets can only be created for Contractors assigned to a Work Order.*

2. If you want to look up the history of a Timesheet created in the past you can use the search criteria in section "Timesheet History". Click "Search" to access a Timesheet after adding your search criteria. Do not change Timesheets that have already been approved (status "Approved").


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•The Timesheet template (weekly/bi-weekly/monthly) will be selected by the Credit Suisse Service Coordinator.


Maintain Timesheets as a Proxy – Maintain Timesheets

1. Select the Date range for the time sheet. Date ranges are associated to start and end date of the WO plus the Timesheet template selected by the Credit Suisse Service Coordinator (weekly, bi-weekly, monthly).

2. Click "Create" to create the Timesheet.


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Maintain Timesheets as a Proxy – Enter time

1. Define the name of the Timesheet (e.g. Amit Jain – November 11)

2. Add Comments for the Timesheet Approver as required.

3. Select Activities (pre-defined by CS) and add hours worked. A daily rate equals to 8 working hours per day. All time entered will need to be approved by the responsible CS Time & Expense Approver. Time can not be entered for future days.

4. Click "+" to add a line or "-" to delete a line.

5. Click "Add Attachment" to add attachments.

6. Click "Review and Submit" to proceed to the "Review Timesheet" page.


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Maintain Timesheets as a Proxy – Review Timesheet

1. Click "Preview Timesheet Approver(s)" to see the defaulted Timesheet approval flow.

2. Click "Submit Timesheet" to submit the Timesheet for approval.


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Maintain Service Progress Logs – Maintain Progress Logs

1. Select the Business Unit (e.g. Clariden Leu) and the Work Order ID for which you would like to create a Progress Log. The Progress Log template (rate-based vs milestone-based) and the activities per Progress Log have been defined by the CS Service Coordinator when setting up the WO. Click "Add" to create the Progress Log.

2. If you want to look up the history of a Progress Log created in the past you can use the search criteria in section "Search Progress Log". Click "OK" to access the selected Progress Log. Do not change Progress Logs that have already been approved (status "Approved").


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Maintain Service Progress Logs – Create Progress Log Submittal

1. The Settlement Option indicates if a Progress Log is Rate-based or Milestone-based and reflects the structure of the Contract. The Settlement Option is defined by the CS Service Coordinator.

2. Add Comments as required.

3. Select the Activity that has been completed. For milestone-based Progress Logs the Activities reflect the contractual milestones. For rate-based progress logs the Activity reflects the agreed daily rate.

4. Click Submit to send the Progress Log into the approval flow.


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Maintain Service Progress Logs – Maintain Progress Logs

1. The Settlement Option indicates if a Progress Log is Rate-based or Milestone-based and reflects the structure of the Contract. The Settlement Option is defined by the CS Service Coordinator.

2. Add Comments as required.

3. Select the Activity that has been completed. For milestone-based Progress Logs the Activities reflect the contractual milestones. For rate-based progress logs the Activity reflects the agreed daily rate.

4. Click Submit to send the Progress Log into the approval flow.


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Maintain Expense Reports – Manage Expenses

1. If Credit Suisse has allowed to claim expenses against a Work Order the Service Provider (Contractor) or Service Provider Contact (on behalf of the resources working on a project) will be able to create an Expense Report. Click Create to create the Expense Report associated to a Work Order. The Work Order includes the cost cap for expenses.

2. If you want to look up the history of an Expense Report created in the past you can use the search criteria in section "Search Expenses".


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Maintain Expense Reports – Create Expense Report

1. Define a Report Description, select the Business Purpose and add additional details if applicable. Click Continue to get to the next page.


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Maintain Expense Reports – Create Expense Report

1. Select "Expenses" as Expense Type and click Add.


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Maintain Expense Reports – Expense Report Details

1. Complete Expense Info Section.

2. Click "Done" as soon as you have completed the Expense Report. Only click "Add" in case you would like to add another Expense Type.


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Maintain Expense Reports – Submit Expense Report

1. Click Submit to send the Expense Report to the Approver.


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Navigating to Manage Service Provider Contacts and Service Providers

Service Provider Contacts are the hubs on the Supplier's side - maintaining Service Provider Contacts and Service Providers:1. Service Providers are

Supplier Resources working as Contractors on the premises of Credit Suisse – reporting time and expenses via MyShop. Service Providers can also be proactively created and offered to Credit Suisse via the bidding process as Candidates for a project.

2. Service Provider Contacts are managing bids, order tracking, maintaining Progress Logs and Expense Reports for Consulting and Outsourcing projects and managing part of the user-set up.

Setting up Service Provider Contacts and Service Providers –1/5

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Important advice: When managing Service Providers and Service Provider Contacts a Service Provider Contact follows the steps shown in chapter 6. The process steps are almost identical.After creating a new Service Provider Contact please contact the MyShop Service Desk to obtain Supplier Portal credentials (including password). For Service Providers credentials can only be provided by Credit Suisse if the Service Provider is associated to a released Work Order.


Manage Service Providers – Service Provider Roster

1. In case you want to look up details for one of your Service Providers created in the past use the data fields in section Search Criteria.

2. Click Add Service Providers if you want to create a new Service Provider.

3. Please define a Person ID by adding the first character of the resources first name plus the last name. Click Add to proceed to the next page.


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Manage Service Providers – Maintain Service Provider

1. After adding the name details enter a descriptive Job Title (optional).

2. If you want to offer the Service Provider as a candidate to Credit Suisse set the status to Active. Only Active Service Providers can be reporting time and expenses.

3. Add the Service Provider Identifiers- Please always add the Passport number.

4. Click Service Provider Information to proceed to the next page.


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Manage Service Providers – Service Provider Information

1. Besides adding the self-explaining information you need to define the Location Code. Suppliers may have more than one location (e.g. office in London, office in Zurich, office in NYC, etc.)

2. Select the Service Provider Contact responsible to manage the resource on the Supplier side (point of contact in case of inquiries from Credit Suisse).

3. Enter the effective date of the Service Provider record.

4. Click Resume Attachment to attach the Resume (highly recommended) and to define the profile of the Service Provider via Provider Skills.


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Manage Service Providers – Phone and Email

1. Please enter the phone number of the Service Provider. If a resource is working on the premises of Credit Suisse please ensure that the Credit Suisse desk phone number is shown.

2. Please enter the email address of the Service Provider. If a resource is working for Credit Suisse please ensure that the Credit Suisse email address is entered. Important notification mails will be sent to the email address (e.g. information on approval or rejection of timesheets).

3. Click Save to finalize the creation of the Service Provider


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Appendix


Submit & Maintain Bid – Overview Bid Statuses*

Sourced: Requisition sourced to Service Provider Contact for initial review

Schedule Interview: CS Service Coordinator or Requester set up an interview. Please confirm the participation or ask for a re-scheduling.

Offer Position: CS offers a position for the candidate submitted. After CS offered the position you can accept the offer.

Fill Bid: CS confirms that the bid has been filled and the bidding process is closed. As a result the Service Provider Contact will be notified on the filled bid, a Work Order is created, a Purchase Order dispatched to the Supplier and the Contract will be sent for signature.

Decline: CS declined a candidate or an offer. Please read the comments to understand if another candidate can be submitted.

End Communication: CS terminated the bidding process. Please read the comments to understand the reason for the termination.

* List is not complete, but reflects most important bid statuses.

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Work Order – Overview WO Statuses*

Open: Work Order has been created and is in draft mode.

Approved: Work Order has been created, Timesheet or Progress Log have been defined, Purchase Order has been created and dispatched. Associated Contract has been sent off for physical signature.

Released: Contract has been physically signed-off by all required parties. Work Order is now released. Time and milestones can be reported against the Work Order.

Closed: CS The Work Order has come to the end of its life span and has been closed by the Service Coordinator. Final approval of time, approval of milestones or payment of invoices are still pending.

Finalized: The Work Order has come to the end of its life span and all related time sheets, milestones and invoices have been completely processed. The Service Coordinator has finalized the Work Order.

Cancelled/Terminated: The Work Order has been cancelled or terminated before the end of its life span.

* List is not complete, but reflects most important WO statuses.

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Timesheet – Overview Timesheet Statuses

Labor Amount: Contract/SoW (Work Order) amount reflecting the cost cap

Logged Amount: Timesheet amount submitted by the Contractor and approved by the Time & Expense Approver

Available Amount: Labor Amount – Logged Amount

Timesheet Amount: Timesheet amount waiting for approval

Remaining Amount: Available Amount – Timesheet Amount

Documents

Supplier Portal - Information for Service Provider Contacts - Credit …€¦ · 12/11/2011 · The MyShop Supplier Portal is Credit Suisse's preferred way of exchanging information