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eServices register version 2.0
How to go to market
Last updated 14 April 2015
Norman Kennedy
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Revision Status
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2015 04 14 - Final 1.0
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Introduction
This Slide pack explains the structure of a
Project within the eServices register version 2.o
and how to create and issue an RFP.
• The Contents are hyperlinked to the start of
sections start slide show to activate the links.
• On each slide the home button returns you to
the contents page.
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Contents – Section Starting Points
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Create a project - Introduction
Project Structure
Project Flowchart
Create project form
Tasks At Creation - Expanded View
Team at creation
Message Board at Project Creation
Events - An Introduction
Event Tabs
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Rules
Suppliers
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Content Tab
Lots
Summary
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Navigate back the Project
Supplier View
The event closes
Award Event - Start
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How to access the eServices register
This slide shows three ways to get to the home page of the
eServices register (Ariba)
Option 1 - Use your bookmark to eServices register, bookmark the login page
Option 2 - Access via eServices Gateway www.procurement.vic.gov.au/eServices
Option 3 - Direct url: vicgov.sourcing.ariba.com
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eServices Login Page
You can reset your password or find
your login id.
Login id is case sensitive and is your
email address
Press to check which
browsers are supported
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Browser/Plug-in Support
Check this occasionally for changes
Check back as this will be
updated over time
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Home Screen Showing Project Create
New Tabs can be created and the content
within the existing tabs can be changed
Select Create, then Sourcing Project
The News widget is highly
recommended because it is
used as a communication tool
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Contents High Level
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Create a project - Introduction
Project Structure
Project Flowchart
Create project form
Tasks At Creation - Expanded View
Team at creation
Message Board at Project Creation
Events - An Introduction
Event Tabs
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Rules
Suppliers
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Content Tab
Lots
Summary
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Navigate back the Project
Supplier View
The event closes
Award Event - Start
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Create a project - Introduction
The following slides show how to create a
project and issue an RFP.
As shown on the overview, a project is a
container. The project contains the Team and
various logs and message
An RFP(event) is a document within a project. A
project may have a number of independent
events.
Events are individually managed.
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Project Structure
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Project Flowchart
The Ariba term for an RFI or RFQ is an
Event. That term will be used throughout
this presentation
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Create project form
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Create project form fields explained
Project Title is
not the same as
the RFQ title, for
clarity they
should relate
This will copy all the content of a previous project
which you can then edit for the new project
Enter a brief description of the project, use terms
that would make sense in a summary report
Use for Budget Estimate, this figure is
used in reporting
Select No for real projects, this cannot be changed after a
project is created
Related to
the project, is
used for
reporting
Not normally used: Use to relate
to a Predecessor Project (The
previous project in your process
that led to the creation of this
project), this will populate the
region, Department and
Commodity with the values in the
predecessor project.
If you answer yes a field appears, this is used for reporting
only, it is good practice to include a budget
New requirement for normal projects or
variation if this is a contract variation process
Shows the version of the template, the comment
below will give a summary of changes
Note nothing on this screen is visible to a Supplier
Use the commodity code used
for the Contract Publishing
System (CPS):
43: Information Technology
Broadcasting and
Telecommunications
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Create form completed
Press Create
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Project Overview Page
Project Tabs are explained in
following slides
Project Overview
Overview Actions
You may exit and return to your
project at any time, changes are
saved automatically
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Project Overview Showing Actions
Edit Overview
Enables you to edit
any of the fields in
the overview
Includes the project in the
Watched Projects widget
on the home screen
Only for test projects
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Home Screen
Showing Watched Projects Widget and Recently Viewed
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Documents at Project Creation
The documents Tab contains documents associated with the project.
At creation it contains:
• The Best and Final Offer template (BAFO)
• The RFX Template, this can either be and RFP or RFI document depending on your choice when you create it.
• The summary form which should be completed at the completion of the project. It enables the capturing of
original offers, BAFO results or negotiated changes.
As you will see in later slides, these documents can be copied and you can add other documents for your
records.
In future we will also add information documents here for example the eServices flowchart and project overview
document.
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Documents after Event Creation
A document can be copied using the action menu before it is edited. In this
case the Best and Final Offer. In this case the blank document is copied.
After it has been edited, use View Details and then the action menu on the
event overview. In this case the completed document is copied
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Make a copy of a created Event
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Create Screen to Copy an Event
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Showing the copied Event
In this case the complete contents are copied including the selected suppliers.
Where you want to invite more than 100 suppliers this method minimises the
editing required
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Showing RFP or BAFO Options
Only the original copy of
documents is linked to the task
flow.
So because the BAFO is a type of
RFP the copied versions give you
the option of RFP or BAFO when it
is created
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Quick Links Before editing an Event
Quick Links creates a hyperlink
within the Documents tab
and also on the project home
screen
An event can be added to quick links
before editing by using the drop down
list in the Documents or Tasks Tab and
removed using the Action drop down
either in the Documents or Tasks Tabs or
from the project home screen.
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Quick Links After editing the event
An event can be added to quick
links after editing by selecting
“view details” and then Actions.
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Quick Links On overview screen
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Tasks At Creation - Expanded View
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Tasks after some processing
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Tasks Collapsed View
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Tasks where there are Multiple Events
Not the multiple events are not shown in the tasks
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Team at creation
Created by default
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Team - Add Members
It is possible to have multiple entities for each field
May view and edit event
Must approve publication. Must be the
person designated by Department policy
Administrator access, hard coded
May view but not edit an event
Owner populated by default, but others
may be added in this screen
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Team Completed
Showing team members allocated
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Team - Message to Project Approver
This is the message a project approver gets when they are added to the team.
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Message Board at Project Creation
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Message Board - Message by email
This is a facility would be useful where many people are involved in a project. This
might happen where a number of related events are included in one project. Or
where there is an evaluation team.
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Message Board - After activity
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Event Messages at Project Creation
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History at Project Creation
Items can be grouped
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History at Project Creation - Filtered
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History Grouped
Expand or Collapse for easy navigation
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History Collapsed
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Tasks action list at project creation
Task without Document
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A workflow was recommended by the eServices
review. This is the Ariba version of a work flow.
It is designed to lead you through a best
practice procurement process.
Therefore a number of tasks relate to good
procurement practice and are not Ariba specific.
So they just need to be marked as complete.
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Tasks - a task completed
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History - after task completion
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Actions Task with document
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Try to complete task without creating RFX
A task which has a document attached can not be completed until the
document is created
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Task Phase Changes
The phase status is determined by the status of tasks within the phase
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Events - An Introduction
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In Ariba an RFP(RFQ) or RFI is called an “event” and is the mechanism for
going to market. The following sections give more detail.
Before an event is published it must be approved by a specified Departmental
approver, the approver is generally defined by a Department’s Procurement
group. In the current version of the eServices register, the project manager
must select the project approver in the project Team Tab.
The event has 4 parts:
– Rules, this defines the opening and closing times
– Suppliers, this defines who will be requested to respond, there is a
limitation of 100 suppliers for each event. It is possible to copy an event
and therefore invite multiples of 100 suppliers.
– Content, contains the questions a supplier is required to answer and any
information you may want a supplier to know.
– Summary, contains all the above sections, an event is “submitted” for
publication from this section.
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Create an Event
The process has five steps:
1. Create the event
2. Specify the rules
3. Add Suppliers
4. Populate the content template, sections may be
deleted or added as required. Lots must be added
5. Review and publish
The following slides show the detail is step 1, Create the
event
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Steps to Create an Event
1. Create the event
A.
B.
C.
D.
E.
F.
G.
Open the Project
Navigate to the Tasks Tab
Navigate to RFX document
Select Open, this is the create step
Complete the overview information
Select RFP or RFI
Create
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Create an Event
Step 1D - Open the RFX document
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Once the RFP has
been created use
edit to open it for
editing
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RFX is a generic term to represent
RFP(RFQ) or RFI
The Ariba term for an RFI or RFQ is an
Event. That term will be used
throughout this presentation.
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Create Event
Step 1E – Complete Overview
Include a short meaningful
description
This screen contains the overview information. It
is different from the Project information, where
there is only one RFQ in the event it is useful to
use the same name and description
Use the commodity code used for the CPS:
43: Information Technology Broadcasting and Telecommunications
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Create Event
Step 1F – Select RFP or RFQ
Note Vic. Gov. only uses RFP and RFI from this list
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Create Event
Step 1F – Select RFP
Announce to overview screen and the message board
Currently there only one selection possible, there
may be options in the future
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Create Event
Step 1F – Select RFI
Currently there only one selection
possible, there may be options in
the future
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Event Tabs
The following four slides show a quick view of
the four tabs in an event.
• Rules
• Suppliers
• Content
• Summary
Later slides explore each tab in detail
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Rules
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Suppliers
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Content
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Summary
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Event Tabs
The following slides show in detail how to
complete each Tab.
• Rules
• Suppliers
• Content
• Summary
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Exit
• You may exit an event at any time
• You will be given the options below
The project is the container for all events
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Rules
The following slide shows in detail how to
complete the Rules Tab.
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Explanation of fields
Define the time that the event will:
Open:
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use the publish date or
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set a specific start date
Close:
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Duration or
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Set a specific end date
Determines whether scoring functionality is enabled for this event. Select Yes to show the
Scoring display option when you enter content. Select No to hide the Scoring display option when
you enter content.
Can Project owner create response team by default, if yes, the newly invited
suppliers will be response team automatically. A response team enables all
of a supplier’s users to work on the one event.
Yes means you can see supplier responses as they are lodged. No means that the
responses are treated like a closed tender box. They cannot be seen until the event
has closed. Good practice is to select No. This option may be locked in the future
This email address may be any valid email address, it
does not need to be an Ariba User.
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Suppliers
The following slides show in detail how to
complete the Suppliers Tab.
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Suppliers Tab
This tab allows suppliers to be searched for and then invited to respond to an RFP/RFI.
The search mechanism and other aspects are explained in following slides
This opens the supplier
search dialog which is the
same dialog as appears on
the home screen.
This can be used when there are a large number
of suppliers, especially where more than 100 are
to be invited. The use of this Import will be
explained in another document.
This posts outside the
eServices register onto
the Ariba Global Network.
Its use is strongly
discouraged.
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Search – Standard Screen
Note the search terms
are used in an “or”
mode, therefore any
supplier with at least one
of the terms will be
returned.
These fields are selected or deselected to be shown on the search
screen individually in the “Search Options” in the Fields part of the
Search Options screen. The whole block is shown or hidden using
options under the Views heading. See next slide
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Search further information
Search Options
Advanced search gives
access to more search
criteria
Do not use this option, it creates an
approach on the Ariba Global Network
outside the eServices register.
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Advanced Search
The advanced search provides searches
on elements of the Supplier Profile
Questionnaire
Do not use these questions they are
not used by the eServices suppliers
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Response Team
The Ariba system is based on users.
• Each user within a supplier is regarded as an individual contact point
• If a supplier is invited, by default all the users are invited as individuals and all may respond to the RFQ individually. They can
not work on a single response.
• It is possible to select which user/s to invite.
• The alternative approach is to set a response team, in this case there is only one response possible from a supplier and all of
a supplier’s users may work on the single response. So this option should be the one you use normally.
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Content Tab
The following slides show in detail how to complete the content tab.
• The content tab contains template content.
• All of this content can be changed by you, you may copy, edit, move
or delete any of the sections/content questions.
• sections/content questions and can be “dragged and dropped”
• Additional sections/content questions can be added
• Questions can be organised as sub-questions
• Questions can contain attachments or request content to be loaded
• Questions can be mandatory or optional
• Questions may be set to be invisible to suppliers
• In the template these questions are blue text to highlight that fact
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Select Content Tab
Select the Content Tab
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Content Guide
• Read the instructions, written in blue, included in
the template
• Once you have finished your edits you may prefer
to delete these instructions, be aware that
although the suppliers can not see these
instructions the numbering remains the same so
that they will see discontinuous numbering
• Please forward suggestions for improvement to
the eServices inbox.
• The next couple of slides explain some common
characterises and navigation mechanisms
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Edit controls 1
Select a question or all questions for editing
This will collapse
the sections within
the content
section to aid
navigation.
Click box to select
Click box
to select
all content
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Sections collapsed
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Edit Controls 2
Select a question then select action
A question heading is a
hyperlink so double clicking
will also open the add and edit
options
Hover over heading to
show down arrow,
pressing brings up
Add/Edit menu
This slide shows various
options for editing the
content
Not currently recommended
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Drag and Drop
It is possible to drag and drop questions, the numbering is adjusted
automatically.
The questions can be dragged into and out of sections
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Complete the contract variables template
For ease of access the Contract Variables document is contained within the
template.
You can either download the variables document from here and modify it for this
project or use a saved a copy edited previously.
Replace the dummy file with the contract variables modified for this project.
Hover over question and select edit to open dialog box
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Load modified variables document
Update
Yes, so a supplier can see the question, No means that a supplier can not see the question
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Navigate to Contract Variables
Browse to file
Select file and press OK
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Contract Variables Selected
Completed
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Lots
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Lots are being used because numeric fields can not be reported by Ariba.
Lots can not be included in the template, they must be added to the content after the
RFQ has been created.
Lots must be included so that the RFQ can be “awarded”
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Add a Lot
Press Project Cost to show add menu
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Lot Dialog
Complete Name, Description and select basket with no items, see next slide
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Lot Dialog with Basket Dialog
Give the lot a name and, if necessary a description.
VIP This must be Yes to make sure a supplier responds
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Added lots
• Completed lot questions without a description look like this
• You may add as many lots as you require
* Indicates a mandatory question
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Questions imported from the SPQ
Supplier Profile Questionnaire (SPQ)
• Completed by all suppliers and attached to their profile which is accessible by all buyers
• A set of questions from the SPQ have been added to the content template
• If a supplier has completed these questions in their SPQ they will not need to complete them
again, their answers will be copied into their responses automatically
• Because of the low barrier to entry nature of the register some of theese questions are
optional at the time of registration.
• They should be mandatory at the time a request for quotation is issued so you shoul dmake
these questions mandatory
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Make a Question Mandatory
This makes the question mandatory
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View an event as a participant
• It is good practice to view the as a supplier will
see it before you publish it
• The following slides show this process
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Menu
Press actions and select a supplier to be able to view as that participant
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View as Participant
This enables you to the see the exact view a supplier will see including the Response History format, note
that the content of the questions copied from the SPQ will be populated with the information contained in
their SPQ
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Summary
The following slides show in detail the Summary
Tab and the approval to publish process.
The summary tab allows you to look at the
complete content of the event
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Summary
Scroll down to see the complete event structure, once you are satisfied with the content, press the submit
button. You will not be able to submit if there are errors, any errors will be noted at the top of the screen.
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Approval
Showing an error that needs to be fixed
After error has been fixed and “submit” pressed
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Pending Publish Approval
Event after submit for approval
Now a message has been sent to the approver
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Approval Task
This slide is included for information, buyers do not see this screen
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Approval Task Full
This slide is included for information, buyers do not see this screen
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Navigate back the Project
Use the actions button to view Project, this will return you to the project
view at any time.
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Task View - In Approval
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History – In Approval
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Approval Task on Home Screen
The Approvers View
This slide is included for information, buyers do not see this screen
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Project Approval Flow
Before Approval
After Approval
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Publish Approval Screen
The approver may view, approve or deny with or without comment to the buyer
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Publish - Approved
You may add comments or documents
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Monitor event
You can not edit an open event, instead you can monitor it
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Change Timing for Published Event
You may change the duration an event is open, pause or stop the event by using the
action menu.
These changes do not require further publish approval
You can also edit from the Action menu, any changes will not be visible until they are
published.
The published event remains active until an update is published.
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Publishing a modified event
You have the options below when updating an event
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Supplier View
• The following slides show what a supplier sees
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Supplier proposal screen
This is the supplier view included for your information
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Supplier inbox
This is the supplier view included for your information
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Invitation email to supplier
This is the supplier view included for your information
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Supplier Accepts Prerequisites
This is the supplier view included for your information
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Prerequisites
This is the supplier view included for your information
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Supplier View – select lots
A supplier must select lots and then submit lots to be able to access the rest of the
content. This is the supplier view included for your information.
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Supplier – Response Submitted
This is the supplier view included for your information
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Supplier – Inbox event time reduced
This is the supplier view included for your information
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Supplier Advice – Event time reduced
This is the supplier view included for your information
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Supplier – Account Information
This is the supplier view included for your information
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Supplier Dashboard showing events
This is the supplier view included for your information
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The event closes
• The following slides show what happens when
an event closes
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Event Closed
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Event Log
The log is only visible only after the event closes
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Messages showing event closing
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Supplier email advising event closed
This is the supplier view included for your information
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Award Event - Start
Select Scenario Tab
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Award the Lots in Scenario
Award the lots and then submit for award
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Award Confirmation
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Scenario tab after award
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Award Tab after award
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Complete Project Summary
Open summary document
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Complete summary document
Complete and Save
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Tasks all complete
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Event messages showing award
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History after award
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Supplier Award Notice
This is the supplier view included for your information
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Event completed
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