BARTS AND THE LONDON NHS TRUST HOMERTON UNIVERSITY HOSPITAL NHS FOUNDATION TRUST NEWHAM HOSPITAL NHS

TRUST

O R AC L E S O U RC I N G U S E R GUIDE
SUPPLIER EDITION V1.0

O R AC L E S O U R C I N G U S E R G U I D E
SUPPLIER EDITION V1.0
1. I N S T RU C T I O N S F O R U S I N G T H I S G U I D E

1.1. INTRODUCTION

BARTS and the London NHS Trust, Homerton University Hospital Foundation NHS Trust, and Newham Hospital NHS Trust have chosen to use the Oracle Sourcing Module as part of its standard business practice as it provides a consistent model / process for contract execution, delivering significant internal & external efficiency gains, supporting the strategic sourcing process through the use of attributes which embeds total cost of ownership thinking into standard business processes and provides linkage to other Oracle Applications When using this guide note the formatting of particular text throughout the document.

Number references exist on pages where multiple screen shot annotations are necessary. Below each of the screen shots tables are present which contain instructions relating to each number reference. Words that are formatted as underlined text indicates that definitions are present in the glossary located within the help function of the Oracle Sourcing site. Any wording below the tables that are formatted as bold italic represent important points relating to actions required on those pages

Particular attention is drawn to the following guides contained in this document:

RFI / RFQ / Auction checklists which provide a list of mandatory and optional tasks (pages 32, 54, & 72 respectively) Negotiation flowchart which provides an overview of the whole process (Next Page)

As all negotiations differ greatly no reference has been made to typical time frames between steps this information will be provided by the buyer running the negotiation. Notes: For the purposes of this document the generic term buyer will be used throughout the document to denote all the contracts and sourcing professionals operating at the Barts and the London, Homerton University Hospital and Newham University Hospital Trusts.

1.1.1. NEGOTIATION FLOW CHART

Step 1: Acknowledge Participation

RFI

RFQ

Auction

Acknowledge Participation

Download Instructions

View Lines Step 2: Download Files/Information Download Spreadsheet (Optional) Complete PPQ Complete Spreadsheet offline (Optional)

Click Quote Response Read and Accept Terms and Conditions of the Oracle Sourcing Site

Create Header Details

Populate Line Details and Attachments Step 3: Respond to the Buyer

Upload Pre-prepared Spreadsheet or Enter Online Save a draft of your Progress Review your Response

Submit Response

Await results of Tender/Quote

Monitor Auction

2.

TA B L E O F C O N T E N T S

1.

Instructions for using this guide...........................................................................................2 1.1. Introduction ............................................................................................................................................. 2 1.1.1. Negotiation Flow Chart........................................................................................................................... 3

2. 3.

Table of Contents..................................................................................................................4 Log into Oracle Applications................................................................................................6 3.1. 3.2. 3.3. How to register ........................................................................................................................................ 6 Log in ................................................................................................................................................... 10 How to reset a forgotten password........................................................................................................... 13

4.

Functionality Getting Started........................................................................................... 21 4.1. 4.2. 4.3. 4.4. How to change your password................................................................................................................. 21 How to Edit your Personal Information................................................................................................. 24 How to Acknowledge Participation........................................................................................................ 27 How to search for previous negotiations you have participated in.............................................................. 30

5.

RFI Checklist ...................................................................................................................... 32 5.1. 5.2. 5.3. 5.4. 5.5. 5.6. 5.7. 5.8. 5.9. How to view an RFI ............................................................................................................................. 33 How to view RFI attributes ................................................................................................................... 34 How to view notes and Download file attachments.................................................................................. 35 How to view RFI lines........................................................................................................................... 36 How to view detailed line information..................................................................................................... 37 How to view Oracle Sourcing RULES for the RFI............................................................................... 38 How to communicate with the buyers ...................................................................................................... 39 How to create an RFI response .............................................................................................................. 40 How to view and accept the terms and conditions of using the Sourcing site ............................................ 41

5.10. How to create RFI header details and add attachments .......................................................................... 42 5.11. How to add attachments to your response................................................................................................ 43 5.12. How to populate RFI line details........................................................................................................... 44 5.13. How to respond to line level attributes .................................................................................................... 45 5.14. Example of RFI with populated fields ................................................................................................... 46 5.15. How to save draft or proceed with completing an RFI ............................................................................. 47 5.16. Draft RFI confirmation screen ............................................................................................................... 48 5.17. How to review your RFI response and submit......................................................................................... 49 5.18. RFI response - submit confirmation........................................................................................................ 50 5.19. How to respond by spreadsheet ............................................................................................................... 51 5.20. How to download the spreadsheet response template and instructions ....................................................... 52

5.21. How to load a spreadsheet response to Sourcing ...................................................................................... 53 6. RFQ Check List .................................................................................................................. 54 6.1. 6.2. 6.3. 6.4. 6.5. 6.6. 6.7. 6.8. 6.9. How to view an RFQ............................................................................................................................ 55 How to download attachments................................................................................................................ 56 How to export an RFQ to a spreadsheet or create a response.................................................................. 57 How to view and accept the terms and conditionS of the sourcing site....................................................... 59 How to create RFQ header details ......................................................................................................... 60 How to populate RFQ line details and add attachments......................................................................... 61 Example of RFQ with populated fields and proceeding with completing an RFQ .................................. 62 How to upload a pre-prepared RFQ spreadsheet quote ........................................................................... 63 How to review your RFQ response and submit....................................................................................... 64

6.10. RFQ response - submit confirmation ...................................................................................................... 65 6.11. How to view the details of the quote you have submitted .......................................................................... 66 6.12. How to view negotiations after a decision has been made ......................................................................... 68 6.13. Awarded Items ...................................................................................................................................... 69 6.14. Rejected Items ........................................................................................................................................ 70 6.15. Disqualified Items ................................................................................................................................. 71 7. Auction Checklist................................................................................................................ 72 7.1. 7.2. 7.3. 7.4. 7.5. 7.6. 7.7. 7.8. 7.9. How to view an Auction ........................................................................................................................ 73 How to download Auction instructions / attachments ............................................................................ 74 How to export an Auction to a spreadsheet How to create a bid ........................................................ 75 How to view and accept the terms and conditions of the Sourcing site....................................................... 77 How to create auction header details ....................................................................................................... 78 How to populate Auction line details and add line level attachments ....................................................... 79 Example of Auction with populated fields.............................................................................................. 80 How to bid by spreadsheet How to save draft How to proceed with completing the auction response... 81 Draft Auction response confirmation screen ............................................................................................ 82

7.10. How to upload your pre-prepared spreadsheet ......................................................................................... 83 7.11. How to review bid details and submit your bid ....................................................................................... 84 7.12. How to view the details of the bid you have submitted ............................................................................. 85 7.13. How to use the Power Bid function......................................................................................................... 89 7.14. Viewing Bid History ............................................................................................................................. 91 7.15. How to use the Auction Monitor ........................................................................................................... 94 7.16. How to cancel proxy bidding .................................................................................................................. 99

3.

L O G I N TO O R A C L E A P P L I C A T I O N S

3.1. HOW TO REGISTER

REF #

Entry Open your Internet Browser and enter the following URL https://82.110.64.19 or follow the Supplier e-tendering portal link on our external website (About Us -> Procurement and supplies -> Supplier zone)

N.B. If you get an error message advising about an invalid Security Certificate, Ignore and continue
1 Click on the relevant Trusts Link for Supplier Registration if you have never dealt with any of the Trusts

1 2 3 4 5 6 7 8

9 10 11 12 13

REF # 1 2

Entry Enter Your Company Name Enter at least one of the following (Preferably the VAT Number): Company House Number in the Taxpayer ID Field VAT Registration Number in the Tax Registration Field DUNS Number Enter a nickname for the address being used, i.e. Sales Office, London Branch, etc (Maximum of 15 Characters) Select the Country for the Address

3 4

(N.B. default is United States, Change to United Kingdom within the UK.)
5 6 Enter your House Name/Number and Street Name Enter the rest of your address

(N.B. City/Town/Locality is always mandatory, State/Region is mandatory outside of the UK)

7 8 9 Enter your Post/Zip Code Enter any additional information Enter your e-mail address

(N.B. This will be your login to the Oracle Sourcing System. Please do not use a generic address)
10 11 12 13 Enter your First Names Enter your Last Name Enter your Phone Number Click Register to submit.

REF #

Entry If you receive the message above, you will need to send your details to elcfis.sysadmin@bartsandthelondon.nhs.uk to be set up manually. Your e-mail will need to include the following information Company Name VAT Registration Number DUNS Number Full Address Telephone Fax Number Contact Name (In full) Contact E-mail address

3.2. LOG IN

REF # 1

Entry Click on the Link to log on to Oracle Sourcing

10

1 2 3

REF # 1 2 3

Entry Enter your Username Enter Your Password Click on the Login Button

N.B. If you enter your password incorrectly 3 times, you will need to reset your password using the steps in Section 3.3

11

1 2

REF # 1 2

Entry Click on the Sourcing Supplier Link on the left Click on the Sourcing Home Page Link on the right

12

3.3. HOW TO RESET A FORGOTTEN PASSWORD

REF # 1

Entry Click on the Forgot your password? link

13

1 2

REF # 1 2

Entry Enter your username/e-mail address Click on Submit

14

REF #

Entry You will be sent an e-mail confirming that you want to reset your password

Click on the Approved link

15

REF # 1

Entry Send the automated response

16

REF # 1

Entry You will receive an e-mail with a temporary password, make a note of it.

17

REF # 1

Entry Return to the Login Page

18

1 2 3

REF # 1 2 3

Entry Enter your Username Enter the temporary Password given to you. Click on the Login Button

19

1 2 3 4

REF # 1 2 3 4

Entry Enter the temporary Password Enter your new password Enter your new password again Click on the Apply Button

Note: Password Rules

Minimum of 7 Characters Has to be a combination of Letters and Numbers No Repeating Characters You cannot reuse a password you have used in the last six months After 90 Days the system will ask you to create a new password when you log in to the system.

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4.

F U N C T I O NA L I T Y G E T T I N G S TA RT E D

4.1. HOW TO CHANGE YOUR PASSWORD

REF # 1

Entry Click on the Preferences Link

21

REF # 1 2

Entry
Type your old and new passwords in these fields Click the Apply button

Note: Password Rules

Minimum of 7 Characters Has to be a combination of Letters and Numbers No Repeating Characters You cannot reuse a password you have used in the last six months After 90 Days the system will ask you to create a new password when you log in to the system.

22

REF # 1

Entry
Click the home link to return to the home page

23

4.2. HOW TO EDIT YOUR PERSONAL INFORMATION

REF # 1

Entry
Click the Personal Information link under the Manage header on your home page

24

REF # 1 2

Entry
Edit fields as required Click the Apply button to save your changes

25

REF # 1

Entry
If successful you will see this confirmation (now click the negotiations link to return to your home page)

26

4.3. HOW TO ACKNOWLEDGE PARTICIPATION

REF # 1

Entry
Any negotiations you have been invited to participate in will be listed below the Open Invitations header. Click on the Negotiation Number link to acknowledge a participation, (in this example it is 352).

Note: the process for acknowledging participation is the same for RFI, RFQ and Auctions.

27

REF # 1

Entry
Select the value Acknowledge Participation from the drop down box and click the Go button

28

2 3

REF # 1 2 3

Entry
Check the relevant radio button Type a note here for the buyer if required (optional) Click Apply to submit the acknowledgement

29

4.4. HOW TO SEARCH FOR PREVIOUS NEGOTIATIONS YOU HAVE PARTICIPATED IN

REF # 1

Entry
Any negotiations you have previously participated in can be viewed by clicking on one of the links in this area of your home page

Note: This is the only method of viewing negotiations you have previously been involved in. If the Active link does not yield results, try the Awarded or Rejected links.

30

1 2

REF # 1 2

Entry
Click on the Response Number link to view details of the information / quote you sent Click on the Negotiation Number link to view details of the negotiation you participated in

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5.

RFI CHECKLIST

A Request for Information (RFI) is used to qualify suppliers and their goods and services for subsequent procurement activities. RFIs are used more for gathering information on goods and service provided by a supplier than to lock in particular price information. Typically, an RFI will contain prequalification documents and attribute questions for response as well as additional information for suppliers including an instruction letter and draft contract. Mandatory Optional

Step 1 Acknowledge participation in an RFI

Acknowledge participation

Step 2: Download RFI Information

View RFI lines Download Attachments Complete prequalification response off line Complete any other required information off line

Step 3: Respond to an RFI

Click create response Read and accept the terms and conditions of the Oracle Sourcing Site Create RFI header details Populate RFI line details Add attachments Save a draft of your response Review your RFI response Send messages to the Buyer Submit your response

32

5.1. HOW TO VIEW AN RFI

REF # 1

Entry
Any negotiations you have been invited to participate in will be listed below the Open Invitations header. Click on the Negotiation Number link to enter a negotiation, (in this example it is 354).

33

5.2. HOW TO VIEW RFI ATTRIBUTES

REF # 1

Entry
Click the show all details link to view details of RFI header level attributes (an RFI may not have header level attributes in every instance if this is the case the field will still expand but will not show any data)

34

5.3. HOW TO VIEW NOTES AND DOWNLOAD FILE ATTACHMENTS

REF # 1
Any notes to suppliers and Header level attachments will be present below the Notes and Attachments heading. The attachments can be downloaded by clicking on each of the links (one at a time if there are multiple present)

35

5.4. HOW TO VIEW RFI LINES

REF # 1

Entry
Click the Lines link to view detailed information for all lines within the RFI

36

5.5. HOW TO VIEW DETAILED LINE INFORMATION

REF # 1

Entry
Click the link respective to the line description you are seeking for detailed information

37

5.6. HOW TO VIEW ORACLE SOURCING RULES FOR THE RFI

REF # 1 2

Entry
Click the Controls link The RFI conditions will then be present and are only available in a read only format

38

5.7. HOW TO COMMUNICATE WITH THE BUYERS

REF # 1

Entry
Select Online Discussions from the drop down list.

39

5.8. HOW TO CREATE AN RFI RESPONSE

REF # 1

Entry
Select Create Response from the drop down list and click Go to respond to the RFI

40

5.9. HOW TO VIEW AND ACCEPT THE TERMS AND CONDITIONS OF USING THE SOURCING SITE

REF # 1

Entry
Read the terms and conditions and click the Accept button if you accept the terms and conditions of access to the Sourcing site

41

5.10. HOW TO CREATE RFI HEADER DETAILS AND ADD ATTACHMENTS

1 2 3

REF # 1

Entry
Key a value in the Response Valid Until field. This value should reflect the validity of the information you provide within the RFI response. If a validity period does not exist, leave the field blank. The reference number is for your internal tracking only. Any notes typed to buyer will be received by the buyer upon receipt of your response Click the Add Attachments button to attach your prequalification responses and any other required files refer to next page for more detail with regard to adding attachments Answer attributes (if any) by typing directly into the Response Value fields

2 3 4 5

42

5.11. HOW TO ADD ATTACHMENTS TO YOUR RESPONSE

REF #

Entry
Click the Add Attachments button (refer to previous page of this manual)

1 2

Type a description for the file to be attached in this field. (a copy of the file name will suffice) Make sure the radio button next to File is checked. The maximum file size for attachments is 2 Megabytes. If the files you need to attach are larger, split the content and attach multiple smaller files. Click the Browse button to navigate within your PC / network to the file you wish to attach. Click the Add Another button if you have more than one attachment to add and then Apply button when all attachments have been added

3 4

Note: You can also add web Links as attachments

43

5.12. HOW TO POPULATE RFI LINE DETAILS

2 3

REF # 1

Entry
If this target symbol appears, it means more detail is required at line level such as attributes. Click the update (pencil shaped) icon to drill down and respond to the additional requirement. Proceed to the next page of this guide if you have selected this option If a pricing response is required within the RFI, key pricing details in the Response Price field Click the calendar icon next to the promise date field and select a date that occurs in the future

2 3

Note: Not all RFIs will have items at a line level NOTE: If there is a large number of items you may wish to respond by using a spreadsheet (REFER TO SECTION 5.19 OF THIS GUIDE)

44

5.13. HOW TO RESPOND TO LINE LEVEL ATTRIBUTES

3 4

REF # 1 2 3 4

Entry
Key the response price for the item Key your response to the line level attribute(s) Add any attachments pertinent to the line item (Maximum 2MB File Size) Click the Apply button when line details are complete to return to RFI response page

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5.14. EXAMPLE OF RFI WITH POPULATED FIELDS

46

5.15. HOW TO SAVE DRAFT OR PROCEED WITH COMPLETING AN RFI

REF # 1 2

Entry
Click the Save Draft button to save your progress. You can save a draft of your progress any time this icon is present on the page (and proceed to next page of this guide) OR Click the Continue button when all requirements are completed. (Proceed to Section 5.16 of this guide if you elect to Continue.)

47

5.16. DRAFT RFI CONFIRMATION SCREEN

REF # 1

Entry
Make a note of the draft number for your reference. You can access your drafts from the Manage Draft Responses link or the 'Your Active and Draft Responses' table on the sourcing home page. Either continue editing your draft or click the home link to return to the sourcing home page or click on the logout link at the top of the page to end your session

48

5.17. HOW TO REVIEW YOUR RFI RESPONSE AND SUBMIT.

REF # 1

Entry
Click the Submit button to lodge your response

49

5.18. RFI RESPONSE - SUBMIT CONFIRMATION

REF # 1

Entry
This message is shown to confirm your response has been lodged

50

5.19. HOW TO RESPOND BY SPREADSHEET

REF # 1

Entry
Click the respond by spreadsheet button

51

5.20. HOW TO DOWNLOAD THE SPREADSHEET RESPONSE TEMPLATE AND INSTRUCTIONS

REF # 1

Entry
Select lines from the drop down box and click the Export button Save the file to a location on your network / PC. The .zip file will contain instructions as to how to complete the spreadsheet. Once the spreadsheet has been populated with applicable detail proceed to the next page of this guide for an explanation as to loading the spreadsheet

Note: The spreadsheet must be saved as type .txt or else it will not load.

52

5.21. HOW TO LOAD A SPREADSHEET RESPONSE TO SOURCING

REF # 1 2

Entry
Click the browse button and find the file on your network / PC you wish to load Click the Import button to load the spreadsheet response and return to page 36 of this guide to continue responding to the RFI

Note: The spreadsheet must be saved as type .txt or else it will not load.

53

6.

RFQ CHECK LIST

A Request for Quotation (RFQ) enables buyers to collect quotes from suppliers. Typically, an RFQ will contain a list of items to quote and attribute questions for response as well as additional information for suppliers including an instruction letter, a draft contract and product specifications. Once suppliers have submitted an initial round of quotes, the buyer may fine-tune the RFQ and initiate detailed negotiations as necessary. The process may go through multiple rounds of negotiations and quotes before completion.

Mandatory

Optional

Step 1 Acknowledge participation in an RFQ

Acknowledge participation

Step 2: Download RFQ Information

Download Attachments View RFQ lines Download quoting spreadsheet Complete quotation off line

Step 3: Respond to an RFQ

Click create response Read and accept the terms and conditions of using the supplier site Read the Contract Terms for the Negotiation Create RFQ header details Populate RFQ line details Download pre-prepared quotation spreadsheet Save a draft of your response Review your RFQ response Submit your response

54

6.1. HOW TO VIEW AN RFQ

REF # 1

Entry
Any negotiations you have been invited to participate in will be listed below the Open Invitations header. Click on the Negotiation Number link to enter a negotiation, (in this example it is 355).

55

6.2. HOW TO DOWNLOAD ATTACHMENTS

2 REF # 1 2 Entry
Click on the link below the file name header to download the attachment Click on the Contract Terms link to view the contract terms relating to the Negotiation.

56

6.3. HOW TO EXPORT AN RFQ TO A SPREADSHEET OR CREATE A RESPONSE

REF # 1

Entry
Select Export to Spreadsheet from the drop down list of values and click the Go button to begin the process of preparing your quote from a spreadsheet this process is recommended for RFQs containing more than 10 items requiring a response. (proceed to the next page of this guide if you select this option) OR Select Create Quote from the drop down list of values and click the Go button to proceed with development of your response to the RFQ online (proceed to Section 6.4 of this guide)

57

REF # 1

Entry
Select lines from the drop down list of values and click the Export button to download the RFQ lines (save them to a location on your PC / network and open the file then proceed to the next page of this guide) Then save the file as a *.txt (tab delimited) file in a location on your PC / network and click the green back arrow on the main toolbar to return to Oracle Sourcing. If the file is not saved as a *.txt (tab delimited) file it will not load to Oracle Sourcing. Once you have prepared your spreadsheet response go back to creating a response.

NOTE: The .zip file also includes a help file that provides assistance with preparing the spreadsheet response

58

6.4. HOW TO VIEW AND ACCEPT THE TERMS AND CONDITIONS OF THE SOURCING SITE

REF # 1

Entry
Read the terms and conditions of the sourcing site and click the Accept button if you accept the terms and conditions

59

6.5. HOW TO CREATE RFQ HEADER DETAILS

1 2 3 4 5

REF # 1 2 3 4 5

Entry
Click the Quote By Spreadsheet button to load pre-prepared spreadsheets go directly to Section 5.19 of this guide for instructions to load your spreadsheet OR Key a value in the Quote Valid Until field. This value should reflect the validity of the information you provide within the RFQ response. If a validity period does not exist, leave the field blank. The reference number is for your internal tracking only Any notes typed to buyer will be received by the buyer upon receipt of your response Attach any attachments by clicking the button. Any documentation supporting your quotation should always be attached to this area of the response. Refer to Section 5.10 of this guide for instructions as to loading of attachments. (after viewing instructions for uploading attachments return to this page and follow the next step) Answer attributes (if any) by typing directly into the Response Value fields

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6.6. HOW TO POPULATE RFQ LINE DETAILS AND ADD ATTACHMENTS

REF # 1 2

Entry
Key prices for each line of the RFQ This symbol indicates that items within line 2 (i.e. 2.1, 2.2) are part of a lot. (Lots are collections of lines, giving a hierarchical structure to the sourcing document. A lot may be an assembled product or lines may be organized into lots to obtain the most competitive bid. Suppliers are required to evaluate the entire lot and place a bid at the lot level for speed and convenience. Suppliers may optionally provide line-level bids as well) This symbol indicates the items within line 3 are grouped. (Groups are collections of negotiation lines organized into groups for ease of analysis and award. Groups are collections of related lines that allow buyers to model market baskets.) If a target symbol is present next to any of these pencil icons you will need to click on the icon to add additional information. Attachments can also be added at line level by clicking on the pencil icon The following page shows an example of completed RFQ fields

61

6.7. EXAMPLE OF RFQ WITH POPULATED FIELDS AND PROCEEDING WITH COMPLETING AN RFQ

REF # 1

Entry
Once all quote details have been entered, click the Continue button to review your quote prior to submitting it. (Proceed to Section 6.9 of this guide if you elect to continue)

62

6.8. HOW TO UPLOAD A PRE-PREPARED RFQ SPREADSHEET QUOTE

REF # 1 2

Entry
To load your prepared spreadsheet pricing click the Browse button and navigate to the location on your PC / network you saved the file. Once you have found the file, click Import button. This will take you back to the create quote screen with populated fields Section 6.7

63

6.9. HOW TO REVIEW YOUR RFQ RESPONSE AND SUBMIT

REF # 1 2

Entry
Review the details of your quote. If incorrect, click the Back button to return to the previous screen for editing. OR If all details are correct, click the Submit button to send your quote

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6.10. RFQ RESPONSE - SUBMIT CONFIRMATION

REF # 1

Entry
This screen will appear to confirm the RFQ response has been submitted. To check the result of the quote you have submitted click the Return to Sourcing Home Page link and proceed to the next page of this guide

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6.11. HOW TO VIEW THE DETAILS OF THE QUOTE YOU HAVE SUBMITTED

REF # 1

Entry
Click the Response Number link to view the response (219 in this example).

66

REF # 1

Entry
Click the Response Number link to view the response.

Note: The rank indicator specifies how response rankings are displayed. There are three types of different indicators.

Win/Lose displays "Win" for the best ranked Quote/Bid and "Lose" for all others. "1,2,3..." displays "1" for the best Quote/Bid and sequentially numbers the remaining bids in order of rank. "None" displays no ranking indicator.

NB: Rank 1 does not necessarily mean you will get the business.

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6.12. HOW TO VIEW NEGOTIATIONS AFTER A DECISION HAS BEEN MADE

REF # 1

Entry
From your company home page either awarded, rejected or disqualified items can be navigated to using the links as highlighted on the screen shot Proceed to Section 6.13 if you click the awarded items link Proceed to Section 6.14 if you click the rejected items link Proceed to Section 6.15 if you click the disqualified responses link

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6.13. AWARDED ITEMS

REF #

Entry
This screen shot shows the items you were successful on regarding your quote. Further detail will be provided by the buyer once a final assessment is complete

69

6.14. REJECTED ITEMS

REF #

Entry
Any items where your bid has been unsuccessful will be displayed within the rejected items page. The Item Attributes will however always appear on the rejected items page as they are not deemed to be a line item within the proposed supply agreement. Any items listed on this screen aside from the Item Attributes will be accompanied by a reason as to why the bid for each line was rejected

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6.15. DISQUALIFIED ITEMS

REF #

Entry
If for any reason your response has been disqualified the details will be present on this screen.

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7.

AU C T I O N C H E C K L I S T

Mandatory Optional

Step 1 Acknowledge participation in an Auction

Acknowledge participation

Step 2: Download Auction Information

View Auction lines Download Attachments Download quoting spreadsheet Complete quotation off line

Step 3: Respond to an Auction

Click create response Read and accept the terms and conditions of using the Sourcing Site View the contract terms associated with this negotiation Create Auction header details Populate Auction line details Upload quotation spreadsheet Save a draft of your response Review your Auction response Submit your response Review your Auction bid status Use the Auction Monitor

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7.1. HOW TO VIEW AN AUCTION

REF # 1

Entry
Any negotiations you have been invited to participate in will be listed below the Open Invitations header. Click on this negotiation number link to enter a negotiation, (in the example it is 356).

73

7.2. HOW TO DOWNLOAD AUCTION INSTRUCTIONS / ATTACHMENTS

REF # 1

Entry
Any notes to suppliers and Header level attachments will be present below the Notes and Attachments heading. The attachments can be downloaded by clicking on each of the links (one at a time if there are multiple present)

74

7.3. HOW TO EXPORT AN AUCTION TO A SPREADSHEET HOW TO CREATE A BID

REF # 1

Entry
Select Export to Spreadsheet from the drop down list of values and click the Go button to begin the process of preparing your bid from a spreadsheet this process is recommended for auctions containing more than 10 items requiring a response. (proceed to the next page of this guide if you select this option) OR Select Create Bid from the drop down list of values and click the Go button to proceed with development of your response to the auction online (proceed to Section 7.4 of this guide)

75

REF # 1

Entry
Select lines from the drop down list of values and click the Export button to download the auction lines (save them to a location on your PC / network and open the file then proceed to the next page of this guide) Once you have prepared your spreadsheet response go back to the previous page of this guide and follow the instruction to Create Quote.

NOTE: The .zip file also includes a help file that provides assistance with preparing the spreadsheet response If the Quote is not saved as a *.txt (tab delimited) file it will not load to Sourcing!

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7.4. HOW TO VIEW AND ACCEPT THE TERMS AND CONDITIONS OF THE SOURCING SITE

REF # 1

Entry
Read the terms and conditions and click the Accept button if you accept the terms and conditions of access to the Sourcing site

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7.5. HOW TO CREATE AUCTION HEADER DETAILS

2 3 4

5 6

REF # 1

Entry Click the Bid By Spreadsheet button to load pre- prepared spreadsheets - go directly to Section 7.10 of this guide for instructions to load your Spreadsheet OR Key a value in the Bid Valid Until field. This value should reflect the validity of the information you provide within the auction response. If a validity period does not exist, leave the field blank. The reference number is for your internal tracking only Any notes typed to buyer will be received by the buyer upon receipt of your response Attach any attachments by clicking the button. Any documentation supporting your quotation should always be attached to this area of the response Key any responses to line level attributes Proxy bidding is a method of automatically bidding when a competitor in the auction environment places a bid lower than yours. The increment in which a supplier wishes to decrease their bid by is required to be entered here. The increment can not be changed after it has been set. Proxy minimum bids are to be entered on each individual line see point (2) in section 7.6 of this guide. (NB: Proxy bidding is not compulsory within our Auctions) - To cancel proxy bidding refer to section 7.16 of this guide.

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7.6. HOW TO POPULATE AUCTION LINE DETAILS AND ADD LINE LEVEL ATTACHMENTS

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REF # 1 2 3 4

Entry
Key your bid price for each item in this column The minimum amount you are willing to bid for each item should be entered in this field on each corresponding line (if you have elected to utilise the proxy bidding function) Key promise dates for all items with a date in the future Click the pencil icon to key line level item attributes (if applicable) and add line level attachments

Note: Section 7.7 of this guide show examples of completed fields for the tasks outlined in sections 7.5 and 7.6

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7.7. EXAMPLE OF AUCTION WITH POPULATED FIELDS

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Once you have completed all required fields click the continue button and proceed to Section 7.11 of this guide

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7.8. HOW TO BID BY SPREADSHEET HOW TO SAVE DRAFT HOW TO PROCEED WITH COMPLETING THE AUCTION RESPONSE

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Entry
Click the Bid by Spreadsheet button if you have pre-prepared a spreadsheet for the Auction (proceed to Section 7.10 of this guide if you chose this option) OR Click the Save Draft button to save your progress. You can save a draft of your progress any time this icon is positioned at the bottom of the page. (if you choose this option proceed to next page of this guide) OR Click the Continue button when all requirements are completed. (Proceed to section 7.11 of this guide if you elect to Continue.)

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7.9. DRAFT AUCTION RESPONSE CONFIRMATION SCREEN

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Entry
Make a note of the draft number for your reference. You can access your drafts from the Manage Draft Responses link or by navigating to your company home page and looking under the Your Active and Draft Negotiations header. Either continue editing your draft or click on the logout link at the top of the page to end your session

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7.10. HOW TO UPLOAD YOUR PRE-PREPARED SPREADSHEET

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Entry
To load your prepared spreadsheet pricing click the Browse button and navigate to the location on your PC / network you saved the file. Once you have found the file, click Import button. (go to Section 7.7 of this guide which contain screen shots showing an example of populated fields and click the Continue button)

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7.11. HOW TO REVIEW BID DETAILS AND SUBMIT YOUR BID

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REF # 1 2

Entry
Review the details of your bid. If incorrect, click the Back button to return to the previous screen for editing. OR If all details are correct, click the Submit button to submit your current bid to the Auction

Note: If you do not click the Submit button your bid will not be transmitted to the Auction environment. Ensure you see the screen shot from the following page of this guide on your computer monitor after clicking the Submit button which confirms your bid has been submitted.

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7.12. HOW TO VIEW THE DETAILS OF THE BID YOU HAVE SUBMITTED

REF # 1

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This screen will appear to confirm the bid has been submitted. To check the result of the bid you have submitted click the Monitor Auction link and proceed to the next page of this guide

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REF # 1

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The results of your current bid will be shown within the rank column of the web page. In this example the best bid for all lines is shown by the text on each line. Proceed to the next page of this guide for an example of a different result OR Proceed to section 7.15 for information regarding the Auction Monitor

Note: The rank indicator specifies how response rankings are displayed. There are three types of different indicators.

Win/Lose displays "Win" for the best ranked Quote/Bid and "Lose" for all others. "1,2,3..." displays "1" for the best Quote/Bid and sequentially numbers the remaining bids in order of rank. "None" displays no ranking indicator.

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REF # 1

Entry
Where a line shows Lose rather than Win it is recommended to resubmit on selected lines by clicking the Create Bid button to improve your standing. Proceed to the next page of this guide

Note: The rank indicator specifies how response rankings are displayed. There are three types of different indicators.

Win/Lose displays "Win" for the best ranked Quote/Bid and "Lose" for all others. "1,2,3..." displays "1" for the best Quote/Bid and sequentially numbers the remaining bids in order of rank. "None" displays no ranking indicator.

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REF #

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Either manually enter new bids for lines you are not winning on OR upload a new bid spreadsheet OR proceed to the next page of this guide for information regarding Power Bidding

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7.13. HOW TO USE THE POWER BID FUNCTION

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Power Bid is a function that allows you to decrease your previous bid prices by a percentage value. The percentage you select will be removed from all bid prices whether you are winning or losing.

1 2

Type the percentage decrease in this field and click the Recalculate button. Click the Continue button to review your new bid and proceed to the next page of this guide

Note: Power Bid is only available for your second and subsequent bids.

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REF # 1

Entry
On the following, Review the new bid details and click submit to transmit your new bid to the Auction

Note: Only lines that have a re-bid value will be shown on this screen

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7.14. VIEWING BID HISTORY

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From the Sourcing Home Page, click on the Response Number relating to the relevant Auction you wish to view. In this example 231.

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REF # 1

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Select "View Bid History" from the drop down list of Actions.

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REF # 1

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Click on the bid link to see the details of that particular bid

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7.15. HOW TO USE THE AUCTION MONITOR

REF # 1 2

Entry
After placing your bid you may wish to view your performance against competing bid on a matrix. To navigate to the Auction Monitor Click the Negotiations tab to return to the Sourcing home page. Click the Monitor icon on the same row as the active negotiation

Note: This function is only available if the buyer has set up the Auction as public. If the Monitor icon is not coloured it means the Auction is set as Sealed and therefore access to competitors bid pricing is unavailable.

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REF # 1 2

Entry
Check the radio button on the line you wish to view using the Monitor function Click the Graph Price button

Note: Only 1 item can be selected and viewed at a time.

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REF #

Entry
Your bids are displayed on the matrix as triangles as shown in the legend. Competitors bids are displayed as circles. The best bid is highlighted with the green target. Click Return to Analyze by Line link to view another item or click the Negotiations tab to return to your home page

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REF #

Entry
Click the Negotiations tab to return to your home page

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REF #

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Click the Negotiations number link to re-enter the negotiation and proceed to Section 7.5 of this guide to continue bidding

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7.16. HOW TO CANCEL PROXY BIDDING

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If you are using the Proxy Bid function and would like to turn it off, go to submit a bid, then click the Cancel Proxy button and proceed to the next page of this guide

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2 3

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Select any items you wish to remove from the proxy bidding function AND Click the Cancel button OR Click the Cancel All Proxies button to remove the function from all lines Return to creating your bid (Section 7.5).

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