Job Aid
Lesson 14: Sourcing Activity
Overview
The purpose of this demo script is to highlight some of the advanced features in a negotiation
flow. You will use a Negotiation Template for a Request for Quote (RFQ) called Computer
Components to create your negotiation that includes multiple negotiation lines divided into a
lot and group. One of the negation lines contains detailed information including cost factors
and line level attributes. In this scenario, you will publish the negotiation based on the
template, create an amendment, enter supplier responses, monitor the negotiation, analyze
and award negotiation. Alternatively, the main scenario for a single round without an
amendment is pre-seeded in the demo environment (see Data below).
Objective
The objective of this script is to walk you through the following features of the advanced
RFQ flow:
 Copy information from a Negotiation Template
 Organize negotiation lines into a lot and group
 Create Cost Factors and Attributes for a negotiation line
 Publish and Approve Negotiation
 Create Amendment
 Enter Supplier Responses (option to enter Supplier Response using Excel)
 Create Online Messages
 Monitor and Close Negotiation
 Analyze and Award negotiation (option to analyze award using Excel)
 Create Purchasing Documents (optional)
Highlighted Features
 Negotiation templates allow you to leverage past knowledge in future events
 Cost factors identify additional costs which may be associated with the item or service
 Lots or groups that contain a collection of lines which give a hierarchical structure to
negotiation lines
 Line attributes can be used to obtain detailed information about the supplier's response to
the negotiation line
 Amendments allow you to make changes to the negotiation after it has been published and
requires suppliers to review and acknowledge the amended information
 Online Messaging allows you to collaborate with suppliers and team members throughout
the negotiation life cycle.
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Data
The data below has been pre-seeded in the demo environment and can be used as reference with
this script:
Data
Description
Negotiation Template
Computer Components (RFQ)
Negotiation #
31745
Negotiation Title
X100 Components
Negotiation Status
Award in Progress (Can also be used to Monitor Negotiation)
Suppliers in seeded RFQ and this demo flow
Supplier
Supplier
Site
Supplier Contact
Supplier User ID
Advanced Corp
AC US1
Gould, Tom
tom.gould
EIP Inc
EIP US1
Kim, John
john.kim
JGA
JGA US1
Cross, Sara
sara.cross
Lee Supplies
Lee US1
Lee, Ryan
ryan.lee
Midtown Computer
Supplies
MCS US1
Jones, Adam
adam.jones
DO NOT Submit the award for approval NOR complete the award
for this seeded example.
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STEP 1: Negotiation Creation
Italics are used for notes and information
DEMO NOTE for accessing login screen:
 From GSE Launchpad > click Launch Demo link
 From Index screen > click Primary Login Pages link > click Global Apps Login
hyperlink to access main user sign on screen.
Step
Action
1.
Sign in as user Your User ID / Your Password, Click on Sign In
2.
Click Favorites > Sourcing Homepage
Or
Click Navigator > Procurement > Negotiations
Taken to the Sourcing Overview page.
3.
Along left hand column, click task Create Negotiation
4.
Fill out information below per table:
Negotiation information will be copied from a pre-existing Negotiation Template:
Create Negotiation
Field
Value
Procurement BU
US1 Business Unit (defaults)
Negotiation Type
RFQ
Negotiation Style
Standard Negotiation
Negotiation Template
Computer Components
Outcome
Blanket Purchase Agreement
Negotiation Currency
USD
5.
Click Create button
6.
Click on the Cover Page link in the navigation train at the top of the page
Review the information on the Cover Page screen. Your cover page can include standard company
text as well as document specific details. You can use variables to represent values that are used
throughout the document and which may be updated often. An example could be important dates
for deadlines in the document timeline. Using variables ensures that values are always
synchronized. A cover page is optional.
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Step
7.
Action
Click on the Overview link in the navigation train at the top of the page
On the Overview page, you specify many negotiation controls such as preview, open and close
dates. The parameters and rules defined on the overview page will dictate the behavior of the
negotiation.
8.
Enter the fields in Bold below and verify the remaining fields have copied over correctly from the
template, update as needed for your demo:
Overview Page – General Tab
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Field
Value
Title
Introduction – Content Text
<Your NAME> - X100 Components
Note Please put your first and last name in the
negotiation title otherwise you will not be able to
identify your negotiation.
<Text defaulted from Template>
Open upon approval
Yes (box checked)
Close Date
Response Visibility
Current Date + 2 weeks, or reasonable date
for your demo
Blind
Enable weights
Yes (box checked)
Display scoring criteria to suppliers
Yes (box checked)
Default Maximum Score
5
Price Tiers
Quantity Based
Rank Indicator
1,2,3…
Ranking Method
Multiattribute Scoring
Restrict to invited suppliers
Display to Suppliers
No (uncheck box)
No (uncheck box)
Allow suppliers to select lines on
which to respond
Display to Suppliers
Yes (box checked)
Yes (box checked)
Display best price to suppliers
Yes (box checked)
Allow multiple responses
Display to suppliers
Yes (box checked)
Yes (box checked)
Job Aid
Step
9.
Action
Click on the Collaboration Team tab in the overview page:
When creating a negotiation, category managers can nominate collaboration team members to
participate in the creation, scoring and administration of the sourcing document.
Verify that the information is correct or adjust according to your demo.
Click on the Requirements link in the navigation train at the top of the page
10.
Requirements solicit company level information. You can use a supplier's answers to requirement
questions in addition to the other response information to help evaluate the supplier's response.
You can have the application score responses automatically, or you can score them yourself.
Requirement scores can also be weighted to more accurately reflect their importance within the
negotiation.
Verify that the information is correct or adjust according to your demo.
11.
Click on the Lines link in the navigation train at the top of the page
Verify that the following lines are correctly copied from the negotiation template;
12.
Select and Edit Negotiation Line 1 for X100 Base
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Step
Action
13.
Look at the Cost Factors section for Negotiation Line 1
Cost factors allow you to identify and negotiate on additional costs related to a line. You can use
cost factors to obtain a more realistic idea of the total cost of an item or service by factoring in any
additional costs beyond just price.
Verify that the cost factors for freight and special handling have defaulted from the template.
14.
Look at the Price Breaks section for Negotiation Line 1 (enabled on Overview page)
You can specify price breaks for a location, a date range, and quantity. You can allow suppliers to
modify and offer different price breaks. Price breaks can only be used with purchase agreements.
For price breaks, the information on the entire price break structure applicable to the awarded
line is passed to the purchasing application.
Verify that no Price Breaks are defined for this scenario.
15.
Look at the Attributes section for Negotiation Line 1
Line attributes make your negotiation line more descriptive and can also be used to ensure that all
responses submitted for the line include specific details not included elsewhere in the line
information. You can also add a collection of attributes from a pre-defined list.
Verify the attributes have defaulted from the template.
16.
Select and Edit the following Attribute: What is the daily capacity of the item?
In a multiattribute scored negotiation (enabled on Overview), you can have the application include
the response values from the supplier along with the price offered when calculating the rank of that
supplier's response. To perform this calculation, you give each possible response value a numeric
score and then weight the attribute among the other attributes for the line
Verify the detailed information for the attribute. Click Save and Close button
17.
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Click Save and Close button for Negotiation Line 1 for X100 Base to return to Negotiation Lines
Job Aid
Step
Action
18.
Look at Negotiation Line 2 which is defined as a Lot called X100 Components with two
additional lines associated to it
Negotiation lines can be organized into lots to obtain the most competitive response for a grouping
of lines. A lot is a complete negotiation line on its own. As such, it can have line attributes, cost
factors, and any other characteristics a negotiation line. Suppliers are required to evaluate the
entire lot and place a response at the lot level. Suppliers may optionally provide line-level
responses as well. Category managers analyze the responses and make award decisions at the lot
level. When the category manager creates a purchasing document from the award, awarded lots
are transferred to purchasing document lines.
19.
Look at Negotiation Line 3 which is defined as a Group called X100 Core Kit with three
additional lines associated to it
Negotiation lines can also be organized into groups of related lines for ease of analysis and award.
A group is simply a named collection of negotiation lines. Groups have no attributes other than
price (which is the sum of all its line price values). Suppliers respond to individual lines within the
group, and pricing information is automatically rolled up to the group level for enhanced analysis.
Category managers can analyze and make award decisions for the entire group, or they can
choose to select the best supplier responses for individual lines within the group. Awarded lines
are transferred to the purchasing document, if the category manager created one from the award.
20.
Click on the Supplier link in the navigation train at the top of the page
Verify there are 5 suppliers listed on the RFQ
21.
Click on the Review link in the navigation train at the top of the page
Review all of the sections you just set up and verify the data is correct
22.
From Actions > Validate
Correct any error if there are any.
23.
Otherwise click OK button to pop up window that Negotiation was successfully validated.
24.
From the Actions Drop Down list, select View Supplier PDF
Once the PDF document is generated, verify the information. This is the negotiation document
that will be emailed to the suppliers as an attachment.
25.
Click the Publish button at the top of the page.
Write down the RFQ # _________________________________.
26.
Click OK button to confirmation pop up window
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Step
27.
Action
At this point the RFQ requires approval based on the items having category Laptops
The approval is needed from user tiffany.irving
28.
Click down arrow next to name, then Sign Out hyperlink at top right corner of screen to log out
29.
Sign in as user tiffany.irving/ (weekly password) , Click on Sign In
30.
DEMO NOTE: Please follow the steps very carefully to open the worklist notification.
 Along the top right corner of screen, notice a Bell looking icon
 Click on the Bell icon, which will open a contextual window with a list of the most
recent notifications.
 Click on Notification
Action Required: Negotiation ##### Was Submitted for Approval
31.
Notification opens in a new pop up window.
As desired for demo, scroll down the notification to view the approval path, details, etc..
32.
Click Approve button at top right corner
33.
Return to user’s Welcome screen
Click down arrow next to name, then Sign Out hyperlink at top right corner of screen to log out as
tiffany.irving
34.
At this point the RFQ is approved.
35.
Sign in as user Your User ID / Your Password, Click on Sign In
36.
Click Favorites > Sourcing Homepage
Or
Click Navigator > Procurement > Negotiations
37.
Once the negotiation has been published and approved, you realized you need to make an
adjustment to the negotiation and need to create an amendment.
From the Manage Negotiations page (on task bar of Sourcing Overview), Search and Select your
negotiation.
38.
From Actions > Manage > Create Amendment
39.
Click on the Overview link on the navigation train
40.
Enter the Amendment Description: The Negotiation Close date is being extended by one week.
41.
Enter new Close Date one week later than the original date
42.
Click on Publish
Notice the new negotiation number with a comma indicating the amendment # (For example,
Negotiation 31755,1)
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Step
Action
43.
Click down arrow next to name, then Sign Out hyperlink at top right corner of screen to log out
44.
Sign in as user tiffany.irving/ (weekly password) , Click on Sign In
45.
DEMO NOTE: Please follow the steps very carefully to open the worklist notification.
 Along the top right corner of screen, notice a Bell looking icon
 Click on the Bell icon, which will open a contextual window with a list of the most
recent notifications.
 Click on Notification
Action Required: Negotiation ##### Was Submitted for Approval
46.
Notification opens in a new pop up window.
As desired for demo, scroll down the notification to view the approval path, details, etc..
47.
Click Approve button at top right corner
48.
Return to user’s Welcome screen
Click down arrow next to name, then Sign Out hyperlink at top right corner of screen to log out as
tiffany.irving
49.
At this point the RFQ is approved (again).
50.
Make sure your negotiation has been successfully approved and published to the suppliers.
51.
Click the Sign Out link at top right corner to exit out as buyer user.
52.
Close your browser window
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STEP 2: Submit Supplier Response #1
Step
53.
Action
Log into Supplier Portal, follow Instructor directions for your environment.
<DEMO NOTE for accessing login screen for Supplier Portal:
 From GSE Launchpad > click Launch Demo link

54.
From Index screen > click Direct Application Login Pages link > click Supplier
Portal hyperlink to access supplier user sign on screen.>
Sign in as the supplier user for Advanced Corp: tom.gould / (Weekly password)
Click on Sign In
Navigate to Supplier Portal, Click Navigator, Click “Supplier Portal”
55.
Click the Negotiations sub-tab and find your negotiation under the Open Invitations section (
you may need to scroll down the window portlet to see this table).
56.
Select your negotiation and click on Acknowledge Participation button.
Select Yes and enter the Note to Buyer: We will submit bid.
Click OK button
57.
Select your negotiation, and click on Create Response button
58.
Since there is an amendment, you will receive the following warning:
You must acknowledge all amendments to negotiation #___ before responding. Do you want
to continue?
Click Yes button to this pop up warning
59.
You must now acknowledge the amendment.
Click the Checkbox for I have reviewed the changes and I acknowledge amendment 1 for
negotiation #___.
You can see all the original values and the field changes in the amendment. In this case, the
close date has been updated from the original negotiation.
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Step
Action
60.
Click the Submit button
Click Yes button to pop up window to continue with response
61.
The supplier user, Tom Gould, has a question regarding the negotiation.
Once you are in the Create Response Overview page, click on the Messages button
With online messaging you can collaborate with suppliers and team members throughout the
negotiation life cycle. Bring phone and e-mail conversations to the online negotiation knowing
that the messages will be retained for future reference and audit trail. With online messaging,
you can use rich text format and attachments to clearly answer questions and provide
clarifications.
62.
From the Online Messages page, click the Actions drop-down, select Create.
63.
Enter the following message :
Subject: Bid Submission Extension?
Message Text:
Hello,
We are increasing our capacity, and we will know if we can meet your needs in a few weeks.
We are requesting an additional two week extension for our bid proposal. Please let us know if
this is acceptable.
Thanks,
Tom Gould
Click Send button
64.
Click Done to return to the Create Response page
65.
Click on the Requirements link in the navigation train at the top of the page
66.
Enter the following values for the Requirements (be sure to enter in values for both sections)
Requirement
Company
When was the company founded
Did any fortune 500 companies acquire your service
before?
Response Value
What is your Delivery record?
Company Website
On Time
http://www.advancedco
rp.com
Technical
What Certifications does your company have
Number of Technical Support Personnel
10/1/1980
Yes
ISO 9000
35
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Step
Action
67.
Click on the Lines link in the navigation train at the top of the page
68.
Select Negotiation Line 1 – X100 Base and Click on Required Details icon
69.
Enter the following Cost Factors:
Cost Factor
Line Price
Freight
Special Handling
70.
Pricing Basis
Per unit
Per unit
Fixed amount
Response Value
90
1
10
Enter the following Attributes:
Attribute
General
What is daily production capacity of
item?
What is lead time (in days) from order to
shipment?
Response Value
500
5
What is average % markup in price?
5
71.
Click on Save and Close to return to the negotiation lines.
72.
Enter the following Line Prices for the Negotiation Lines:
Line
1 X100 Base
2 X100 Core Kit
2.1 A100
2.2 B100
2.3 C100
3 X100
Components
3.1 HD400GB
3.2 MEM6GB
Line
Price
90.00
70.00
10.00
22.00
38.00
Start Estimated
Price Quantity UOM
100.00
500 Ea
80.00
500 Ea
15.00
500 Ea
25.00
500 Ea
40.00
500 Ea
25.00
30.00
500 Ea
20.00
500 Ea
15.00
73.
Click on the Review link in the navigation train at the top of the page
Review all of the sections you just set up and verify the data is correct
74.
From Actions > Validate
Correct any error if there are any
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Step
Action
75.
Click the Submit button at the top of the page
Write down the Bid # _________________________________
76.
Click the Sign Out link at top right corner to exit out as supplier user
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STEP 3: Submit Supplier Response #2
Step
77.
Action
Log into Supplier Portal, follow Instructor directions for your environment.
Sign in as the supplier user for EIP Inc.: john.kim / (Weekly password)
Click on Sign In
Navigate to Supplier Portal, Click Navigator, Click “Supplier Portal”
78.
Click the Negotiations sub-tab and find your negotiation under the Open Invitations section (
you may need to scroll down the window portlet to see this table).
79.
Select your negotiation and click on Acknowledge Participation button.
Select Yes and enter the Note to Buyer: We will submit bid.
Click OK button
80.
Select your negotiation, and click on Create Response button
81.
Since there is an amendment, you will receive the following warning:
You must acknowledge all amendments to negotiation #___ before responding. Do you want
to continue?
Click Yes button to this pop up warning
82.
You must now acknowledge the amendment. Click the Checkbox for I have reviewed the
changes and I acknowledge amendment 1 for negotiation #___.
You can see all the original values and the field changes in the amendment. In this case, the
close date has been updated from the original negotiation.
83.
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Click the Submit button
Click Yes button to pop up window to continue with response
Job Aid
Step
84.
Action
You can enter the supplier’s response using Excel. As an optional step, you can enter the
supplier response by downloading the response spreadsheet, entering the appropriate values
and uploading the spreadsheet. Click on the Respond by Spreadsheet drop-down list, choose
EXPORT.
Choose XML RICH STYLE format, click OK button.
Download the .xml file to your local drive. As needed unzip the file so you can open the
Negotiation#####-Response.xml file in Excel.
When you have completed the response spreadsheet, save to your local drive as an .XML file.
Return to the Supplier Response page in the system. Click on the Respond By Spreadsheet
drop down arrow, and select Import. Find your file and click OK.
85.
To enter the response in the system (not excel), Click on the Requirements link in the
navigation train at the top of the page
86.
Enter the following values for the Requirements:
Requirement
Company
When was the company founded
Did any fortune 500 companies acquire your service
before?
Response Value
What is your Delivery record?
Company Website
Technical
What Certifications does your company have
Number of Technical Support Personnel
Good
http://www.eip.com
9/1/2000
Yes
None
20
87.
Click on the Lines link in the navigation train at the top of the page
88.
Select Negotiation Line 1 – X100 Base and Click on Required Details
89.
Enter the following Cost Factors:
Cost Factor
Line Price
Freight
Special Handling
Pricing Basis
Per unit
Per unit
Fixed amount
Response Value
85
2
20
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Step
90.
Action
Enter the following Attributes:
Attribute
General
What is daily production capacity of
item?
What is lead time (in days) from order to
shipment?
Response Value
1000
10
What is average % markup in price?
7
91.
Click on Save and Close to return to the negotiation lines.
92.
Enter the following Line Prices for the Negotiation Lines:
Line
1 X100 Base
2 X100 Core Kit
2.1 A100
2.2 B100
2.3 C100
3 X100
Components
3.1 HD400GB
3.2 MEM6GB
Line
Price
85
60
5
20
35
Start Estimated
Price Quantity UOM
100.00
500 Ea
80.00
500 Ea
15.00
500 Ea
25.00
500 Ea
40.00
500 Ea
20
30.00
500 Ea
20.00
500 Ea
10
93.
Click on the Review link in the navigation train at the top of the page
Review all of the sections you just set up and verify the data is correct
94.
From Actions > Validate
Correct any error if there are any
95.
Click the Submit button at the top of the page
Write down the Bid # _________________________________
96.
Click the Sign Out link at top right corner to exit out as supplier user
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Step
Action
97.
NOTE: You have the option to enter supplier responses for the additional suppliers. By
entering the additional supplier responses, you will have more data for Award Analysis. For
each supplier response you enter, you will need to sign out and sign back in. The remaining
suppliers are:
Supplier
Supplier User ID
Password
JGA
sara.cross
<Weekly Password>
Lee Supplies
ryan.lee
<Weekly Password>
Midtown Computer Supplies adam.jones
<Weekly Password>
98.
Close/Re-open Browser when switching between users.
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STEP 4: Monitor Negotiation
Step
99.
Action
Log into Fusion Applications, follow Instructor directions for your environment.
<DEMO NOTE for accessing login screen:
 From GSE Launchpad > click Launch Demo link
 From Index screen > click Primary Login Pages link > click Global Apps
Login hyperlink to access main user sign on screen.>
100.
Sign in as user Your User ID / Your Password, Click on Sign In
101.
Click Favorites > Sourcing Homepage
Or
Click Navigator > Procurement > Negotiations
102.
In the Sourcing Overview page, search for your negotiation in the Ongoing Negotiations
section.
103.
104.
Find your Negotiation and Click on the Monitor Negotiation icon
Negotiation Monitor
to go the
In the Negotiation Monitor, you can see supplier responses side-by-side in different views
on the Overview tab and detailed line information on the Lines tab
The Monitor Negotiation page provides you with a centralized location to obtain
information about all the responding suppliers and their responses while the negotiation is
still open. You can obtain information at the response level, or drill down to the line level.
Using the displays available, you can easily view competing responses and spot any trends
over time.
105.
Click on the Messages button at the top of the page. If there are any supplier questions
you can answer them here or if you would like to send a message to one or more suppliers
you can do that here.
When finished, click the Done button.
106.
In the Negotiation Monitor, click on the Close button at the top of the page.
107.
Check the checkbox to Close Immediately and Enter the following Note to Supplier: We
must immediately close this RFQ. We will inform you shortly of our decision.
Click the Submit button.
Click OK button to pop up window
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Step
Action
108.
At this point, the negotiation is closed and no new responses can be submitted by
suppliers.
If you want to create a new round of negotiation, you can optionally choose to create a
new round (Actions -> Manage -> Create New Round). If you reach the end of a
negotiation with no clear winners, you may choose to close the round and initiate a new
round of responding. Once a new round has been started, all suppliers can enter responses
again. This is useful when there are suppliers you have restricted to a single response per
round.
To start a new round of responding, you close the active negotiation, and then create a
new round, giving it a new close date. Note that there is a response control you can enable
to require that a supplier's new response price must be lower than that supplier's last
response price in the previous round. The new round has a number suffixed to the original
negotiation number. For example, if the original negotiation was number 31745, the new
round is 31745-2.
STEP 5: Analyze and Award
Step
Action
109.
An optional step is to View the Automatic Award Decision. From the Sourcing Overview
page, find and click on the negotiation # link for your negotiation (optionally click on the
pre-seeded Negotiation #31745).
Once you are in the negotiation, click on the Actions > Award > View Automatic
Award Negotiation
The Automatic Award Recommendation feature analyzes all the responses from suppliers
who participated in the negotiation and generates award decisions based on the details of
those responses. The automatic award recommendation is based on price offered in the
supplier responses (if Multiattribute Scoring is in effect, the recommendation is based on
price/score). No additional response adjustments such as cost factors, manually scored
header requirements, or price breaks are considered.
For each line, the system awards the full quantity from the best supplier response to that
line. If the line quantity being asked in the negotiation is still not full, the system awards
the quantity from the next best supplier responses and so on until the line quantity is
satisfied.
110.
Once you are finished reviewing the Automatic Award Recommendation, Click the Done
Button
111.
From the negotiation (use #31745 for pre-seeded data), Click on the Actions > Award >
Award Negotiation
You should now be in the Award Negotiation page for your negotiation
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Step
Action
112.
Select all the Supplier responses by clicking on the far left corner of the Suppliers grid to
select all of the responses.
Click the Award button
113.
View the Award Analysis section with all the graphs.
114.
Scroll down to Compare and Award table,
click Actions > Add or Remove Response Elements.
Highlight Requirements and bring it over to other window, then click OK button.
This will update table with supplier requirement response values.
115.
View all the responses side-by-side; under the Response Information and Requirements
section, observe the Requirement scores
116.
Determine an award by clicking on the Checkbox for one of the suppliers and Save and
Close
Click OK button to pop up window
117.
View all the graphs (including savings) and all other additional information. For example,
take a look at your total savings percentage (you should be in the green if you awarded
maximum savings)
118.
You also can do the Award Analysis by Line, by selecting the Lines tab and drilling into
the line level view to compare supplier responses.
119.
Review the award decision on the award pages.
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Step
Action
120.
NOTE: The final step in the Sourcing process is to generate the purchasing
documents for processing.
If you choose to generate the BPA from the RFQ, you will need to:
1. Click Submit for Approval button
2. IF the award amount is 50,000 or more, you will then need to log out as your user
id and log in as tiffany.irving/<weekly password> to approve the award. IF the
award is less than 50,000, wait a minute or so for system to self approve the
award.
3. Log in again as Your UserID/Password, open negotiation and go to Actions >
Award > Award Negotiation
4. Click Complete Award button
5. Check the radio button Create purchasing documents now, and then click OK
6. Click OK button to pop up window confirmation that aware is complete.
7. Click Submit button to create the BPA. Click OK button to pop up window
confirmation that purchasing document was created. NOTE the BPA Number
______________
8. The BPA will be in INCOMPLETE status, so you will still need to open the BPA,
edit as needed, and Submit the BPA from the Purchasing homepage.
121.
End of Procedure.
For Reference:
As noted at top of script, you can choose to look at seeded RFQ 31745 (under user ID
calvin.roth in Manage Negotiations) where the Award is In Progress. The Award graphs
will show partial awards to all the 5 suppliers. DO NOT submit for approval this 31745
RFQ award.
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