Frequently Asked Questions
1. About the Project
a. When is the go-live dates?
Please refer to the PowerPoint slides (first backup slide) – training materials updated here:
http://www.singhealth.com.sg/aboutsinghealth/groupprocurement/businesswithgpo/eproc
urement/pages/home.aspx.
The first go live date will be for SHHQ (phase 1: sourcing to contract): 29 Sep 2014, and for
SHHQ (phase 2: requisition to order): 08 Dec 2014
b. What will remain the same after the implementation of this e-Procurement (Ariba) system?
Invoicing, goods receipt, delivery note, payment processes remain the same. Please
continue to do what you have been following for the invoicing process.
c. Is e-invoicing in scope for this project?
This project does not cover the e-invoicing. Please continue to do what you have been
following for the invoicing process.
2. About information to be provided
a. What information do I need to provide you?
You will need to provide us with the generic email address, and the AN ID.
b. Where is the AN ID found?
This is found at the top right hand corner after you register and activate your account. It
starts with “ANxxxxxxxxxxx”.
3. Registration
a. How do I register?
Go to http://supplier.ariba.com, and click on register. You’ll need to follow the on-screen
instructions to register, or alternatively, look at the PowerPoint slides.
b. How many AN ID can I have per company?
1 AN ID per company.
c. Can there be more than 1 email address to register for each company?
Each company can have only 1 AN account. But if you want to have multiple email addresses
accessing the same account, see point 3d.
d. Can I add multiple users to the company Ariba Network Account?
Yes, you’re able to add multiple users to the company Ariba Network account. First, create a
company Ariba Network account with the generic email address. After activation of the
account, you’ll be able to click on a box at the top right hand corner. Select “Users”. You’ll
be able to create a role based on what these users would be doing, and save that role. Click
on “Create Users”, and you’ll be prompted to enter user information of the user you’re
adding, and select the role which is suitable for this user. For illustration, please see the
“Ariba Network Quick Start Guide for Suppliers”.
(http://www.singhealth.com.sg/aboutsinghealth/groupprocurement/businesswithgpo/epro
curement/pages/home.aspx, under 7. training materials; 5. Ariba Network Quick Start
Guide.)
e. Will all these users be notified of all notifications?
There are notifications you can set up for different uses. Go to Account Settings ->
Notifications to set this up.
f.
Can I select more than 1 commodity/ship to location?
Yes, there is the option to select more than 1 commodity/ship-to location.
g. Do I need to register for multiple Ariba Supplier Network account to transact with different
buyer organizations?
This is up to you. However, 1 Ariba Supplier Network account can have the capability to
transact with multiple buyer organizations.
h. If I already have an Ariba Supplier Network account, do I have to register again?
This is up to you. However, 1 Ariba Supplier Network account can have the capability to
transact with multiple buyer organizations.
i.
Is there a registration fee for the Ariba Supplier Network account?
Standard Subscription is free.
This will allow you to utilize Ariba Network to engage with SingHealth, such as responding to
sourcing events, receive notification and Catalogue Management.
For other value-added functionality and paid services from Ariba, please refer to Ariba
Network “Service Subscriptions” page.
j.
When do I have to register?
It would be good to register as soon as possible, when the process is fresh in the mind.
Please let us know the AN ID after you register.
4. About Ariba
a. What are the value added services which might be charged if I use them in my Ariba
Supplier Network account?
Some examples will be receiving POs via ASN, using the e-invoicing feature. For more
information, please refer to the “Service Subscriptions” page in Ariba Network.
5. To-Be vs As-Is Sourcing to Contract Processes
a. If Ariba Network is down, how do I respond to the sourcing events?
You can contact SingHealth in rare events like this. Ariba Network does not have scheduled
downtime, as they have redundant servers to ensure the system availability. However, if
Ariba Network is down, you can reach out to Ariba Network support team (for Singapore,
you can call 800 6161 703) and keep SingHealth updated.
b. What is the deadline for the sourcing event if the sourcing event calls for 20 items? Are the
deadlines the same for these 20 items?
The governance process will not change. So if the deadline is specified for the event, and the
event calls for 20 items, the deadline will apply to the 20 items. Once the system time is up,
you’ll be unable to submit your response.
c. Is there a maximum file size my attachment can be?
100 Mb.
d. Can I withdraw participation in the event with this e-Procurement tool?
If you wish to withdraw your participation in the event, you can contact the respective
Buyer.
e. Will there be an Award notification to awarded suppliers?
Yes, there will be an award notification sent by the system to the awarded suppliers.
f.
Will contract negotiation be done offline or online?
Contract negotiation can be done either way.
Offline – via emails/meetings
Online – when the buyer uploads a draft copy of the contract into Ariba, you’ll receive an
email notification with the agreement draft attached. The suppliers can make any updates
and reply to the Buyer via email. The Buyer can then upload the version into Ariba for audit
trail purposes and initiate another round of negotiation (if required).
g. Will tenders be also using this e-Procurement tool?
Yes, tenders called by SingHealth will also be using this e-Procurement tool.
6. Ariba Discovery
a. How do I go to Ariba Discovery after logging in to Ariba Supplier Network?
You can click on the “Leads” tab at the top left hand corner.
b. What are “Matched” leads?
When there are Open Events / Ariba Discovery Postings created, Ariba will match the events
based on the commodity code and location mentioned in the Posting with the details
maintained in the Supplier Profile and send the suppliers a notification for Matched Leads.
If I set up my commodity selection/ship-to location wrongly in my profile, will I be able to
access the Open Event in Ariba Discovery which does not match my company profile?
Yes, you will still be able to access these open events. However, you will not be able to see
these events in “Matched Leads” or receive any notifications from Ariba about this possibly
being a “Matched Lead” for your company.
c. Details of matched leads/view all leads is only for SingHealth’s events?
You will be able to find SingHealth’s events in Ariba Discovery, if it is an open event; in Ariba
Discovery, you’ll be able to find other company’s open events as well.
d. What are the red words in a bracket in the Ariba Discovery event next to the ship-to location?
This occurs because your ship-to location settings in your company profile does not match
the ship-to location required by this open event in Ariba Discovery.
e. What is the currency in the Ariba Discovery event posting?
This will depend on the settings of the buyer when they input the details for the event. If
they specify a certain currency, you’ll be able to view the amount in that currency.
f.
What does the watchlist do?
If there are any updates to the event which you’ve added to the watchlist, you’re able to
receive notifications on these updates.
g. Is it possible to view the company’s name or buyer’s name in the Ariba Discovery (open
events)?
Yes it is possible to view the company’s name. It is also possible to view the buyer’s name.
However, this depends if the buyer is hiding this from your view.
h. Is it possible to put a watchlist on all of SingHealth’s events?
You will be able to find SingHealth’s events by going to “View all Leads” and searching in the
search box for SingHealth’s events. You’ll be able to put to watchlist on these events.
7. Closed Sourcing Events
a. How do I access closed sourcing events after logging in to the Ariba Supplier Network?
You can click on the “Proposals” tab at the top left hand corner.
b. For the excel import feature of uploading details for the sourcing event, where will I be able
to find the template?
After clicking on “Excel Import”, you’ll be directed to a page where you’re able to click on
“Download content”. This will download the content of the event in an excel template.
You’ll have to fill in the required details in the excel file, save and upload back into the
system.
c. Is it possible to use the iPad without the Microsoft Excel to use the excel import feature in
Ariba?
To use this excel import feature, you’ll need to have Microsoft excel on your device to edit
the event details in excel format.
d. Any system requirements for the excel import feature?
You will need Microsoft Excel in your computer to modify the excel template file. The file
format should be .xls when you upload it. Your Microsoft Excel version should be 2003 and
above.
e. Any other file format accepted in the participation of the closed sourcing event?
For the excel import feature, you’ll need Microsoft Excel (.xls). If the buyer allows you to add
attachments, other file types may be supported (eg. .pdf).
f.
Is it possible to add Remarks or Attachments to the response?
The system has this capability. However, it is up to the buyer/event if they allow you to add
remarks (comments) or attachments in your response.
g. If any critical information is not there in the closed event, is it possible to add these
information into the response?
The system has this capability. However, it is up to the buyer/event if they allow you to add
remarks (comments) in your response.
h. Is it possible to create alternatives response other than the items which is stated in the
sourcing event?
The system has this capability. However it is up to the buyer/event if they allow you to
submit alternative responses other than the items stated in the sourcing event. You will also
be able to include any bundles/accessories for the given item here.
i.
Is it possible to edit your response after it has been submitted?
Yes, it is possible to edit your response after it has been submitted if the sourcing event has
not been closed yet.
j.
Is a hardcopy response still needed to be submitted after the implementation of this eProcurement system?
Hardcopy response to be submitted on a need basis only, to be advised by Buyer/Category
Lead.
k. After submitting the response for the sourcing event, will there be a notification to say that I
have successfully submitted the response?
Yes, there will be a green notification at the top of the screen to tell you that your response
has been submitted, and to thank you for your participation of the event.
l.
Will suppliers know who else the bidders are in the sourcing event?
You will not be able to see who the bidders are in Ariba.
8. To-Be vs As-Is Requisition Processes
a. How is the Blanket PO quantity going to be maintained?
This is maintained in the Contract/PO
b. Will there be quantity in excess of the blanket PO sent?
There is a minimization of the excess delivery quantity sent through the maintenance of the
quantity in the contract/PO. Blanket PO will be raised against the contract. The PO will be
based on the contracted quantity.
c. How is the PO going to be communicated?
There are 2 methods of communication – via Ariba Network or via email/fax/mail after the
buyer downloads and prints the PO from SAP. This is totally up to the suppliers to choose
which way they want to receive the PO by. The default way would be via email/fax/mail
after the buyer downloads and prints the PO from SAP. Otherwise, please inform the Buyer
to enable PO receive via Ariba Network. The future state of this would be e-PO from SAP.
d. Will ad-hoc PO be sent via email?
Yes, the same process for all POs. POs by default will be sent via email/mail/email after the
buyer downloads and prints the PO from SAP. Suppliers can also choose to receive the POs
via Ariba Network, but this might be at a cost to your organization.
e. Which email address does the PO go to?
It will go to the generic email address provided by your company.
f.
Will the PO be from the individual institutions or from SHHQ?
This will depend on whether the contract is from the individual institutions or from SHHQ. If
the contract is from individual institutions, the PO you receive will be by the individual
institutions; If the contract is from SHHQ the PO you receive will be by SHHQ.
g. For urgent requests on items, how is the process going to be like?
This is also known as retrospective buying, and it is an internal process. The Purchase
Requisition will be created internally, and the supplier will be selected. The PO may or may
not be sent to the suppliers, and the payment will be made based on the PO and the invoice.
h. How long will the PO be available in SAP?
The internal archival period in SAP is 7 years.
Please note that you will not be receiving the PO directly from SAP yet. The buyers will print
the PO from SAP and send it to you via email/mail/fax.
9. Catalog Uploading – What is required?
a. When do I need to upload a catalog?
For a start, catalog uploading can be done for newly awarded contracts for successful
sourcing events. However, in the future, there might be plans to migrate the existing catalog
items for existing contracts.
b. If there are changes to the catalog item, what changes would I need to make?
This depends on the contract that you have. If the new contract has price changes, you can
update the “Unit Price” column in the catalog file, but otherwise, most of the item
descriptions would remain the same. Please also note that you will have to update the
catalog validity period under “effective date” and “expiration date” based on the new
contract.
c. If the sourcing event is successfully awarded to multiple different organizations, which
organization uploads the catalogs?
The awarded organizations would have to upload the catalogs based on the contract, and
based on the awarded items.
d. If there is a blanket PO created, is there a need to upload these catalogs?
Yes, there is a need to upload these catalogs. Blanket POs are created based on the
contracts. Hence to link the items to contracts, catalogs need to be uploaded by the vendor.
e. For stock items, the Supplier Part ID will be SingHealth Material code determined by
SingHealth’s Buyers. Are there any other place in the catalog template file where I am able
to put my own Part reference ID?
Yes, there is. If it is a stock item, you can put your own Supplier Part reference ID under the
“Supplier Part Auxiliary ID”. Please also remember that if it is a stock item and under the
“isStockitem” column, put “TRUE”.
If it is a non-stock item, you would be able to put your own Supplier Part reference ID under
“Supplier Part ID” field in the catalog file.
f.
Can we view the catalog file before we submit them in the system?
You will be able to view your filled in excel catalog file before you submit them in the system.
g. Is there a validity period of the catalog?
Yes, there is a validity period of the catalog. This is based on the contract, and you’ll be
required to fill in the “effective date” and “expiration date” of the catalog file.
h. Do I need to upload images in my catalog file?
It would be good if you can upload images (via URL links) in the excel template for the
catalog file, because this ensures that end users are able to choose the items correctly and
quickly.
i.
How will I know which UNSPSC code to use in my catalog file?
Suppliers will check the UNSPSC excel list to view which UNSPSC codes to use based on the
awarded sourcing event.
j.
What is the GPMR number mentioned in the catalog name?
This is the sourcing event ID. Each institution will have their own sourcing event naming
convention. Eg RFP number, KRFQ number, EQM number, HP number.
10. What remains unchanged?
a. Invoicing, Payment, Delivery Note and Goods Receipt Processes remains unchanged
11. Training Materials
a. Where to find the training materials?
SingHealth GPO website, Ariba Network Learning Centre, Video tutorials in the link included
in the PowerPoint slides.
12. Support
a. Who do I contact if you face any issues on functional/application related queries?
If you attended the workshop session from 4th to 8th August 2014, you can drop an email to
Sherlyn at qychua@sg.ibm.com
If you attended the workshop session after 8th August 2014, you can drop an email to
gpo@singhealth.com.sg
b. Who do I contact if I have some procurement related queries?
Please drop an email to gpo@singhealth.com.sg