RABiTAH Vendor Training Manual

RABiTAH
Vendor Training Manual

Supplier LifeCycle (SLC)
Management
Building a Bridge for Tomorrow …

Course Overview
This course introduces you to the RABiTAH –

Supplier Relationship Management Processes
Target Audience
This Course is intended for
Vendors
Prerequisites:
Supplier Registration process in JSRS
Basic knowledge and experience in PDO
Qualification Process

Course Outline
Supplier Registration
Supplier Qualification- Sell Side
ABC Due Diligence
Technical Qualification
Supplier Master data management - Sell side
Building a Bridge for Tomorrow … 3

Vendor
Steps :
• Unregistered/Interested supplier will click on the “Supplier Self-Registration” link
provided on PDO website
• Supplier should be already registered with JSRS before registering in PDO
• Below Supplier Self registration Form will open up .
• Supplier will fill in the required data in “Supplier Self-Registration” form
• Make sure to enter your actual email address in the Company and contact email fields
• System will throw an error if any of the mandatory fields are not field
• In JSRS Number field , enter the JSRS registration number

Vendor
Steps :
1. Fill in the contact details of the person from your company who would be point of
contact for all documents
2. In Step 3 , you would mention the products and service that you would provide PDO .
3. Click on ADD button to add the product/service categories . Once you click on ADD a
new pop up window with all the PDO specific product categories will be displayed.
Click on ADD button to mention which all

product/services you would be interested in
providing . Once you click on Add button , a
new pop up window will open with all PDO
approved vendor material and service codes
If you already know the

category description or code
you can use this option to
find it
Use the checkbox to select the

categories that you want to add or
supply . If you select the Parent
categories , all the child categories will
be added automatically . You can also
select individual categories
Click OK to add the selected

categories
26/10/2016 Building a Bridge for Tomorrow … 5

Vendor
Steps :
1. Once you select the products categories and click OK as mentioned in previous slide ,
categories will be added as shown below . You can delete the categories at any point
2. Once you fill in all the details , you need to select the two checkboxes mentioned in
step 2 . Send button will be only activated after you select the checkboxes
3. Click Send once done
You can delete categories

which you don't want to
supply using the delete button
Once all the data is field , you

need to accept the Terms and
Conditions . Send Button will be
only activated if you select both
the checkboxes
If you miss out any of the

mandatory fields system will
throw an error as shown . Fill in
the details and click send again

Vendor
Steps :
1. System would show you below message , that means your form is submitted successfully.
2. System will also send you 2 emails one with your User ID and another with your initial
password .
3. Using the User ID , you would be able to login to PDO supplier portal and collaborate on
all the documents . So kindly remember the User ID and keep it safe .
4. Click on the URL to navigate to PDO supplier portal .
Your User ID
Click on the link to navigate to PDO

supplier portal . You would be asked to
change the password for the first time .
Password would be sent in a different
email

Vendor
Steps :
1. On the logon page copy paste the User ID and password that you got from PDO
registration system .
2. System will ask you to change the initial password.
3. Once you click change button , system will take you to your portal screen . Check your
name as shown in the PIC 3 .
4. Verify you see the screen as shown in PIC 3 .
5. Supplier can now maintain there own data or add change data (Covered later).
Collaborate on various documents . (Covered in later chapters)
Copy User ID and

password from the
email and paste it

Supplier Qualification-ABC Due
Diligence
Vendor
Steps :
• PDO vendor management team will regularly send out Qualification forms to
you/suppliers.
• You would receive an email about the forms . You can access all your forms from below
mentioned area in your portal .
1. Click on Qualification Expert
2. Click on Qualification on left hand side pane
3. Click on NEW to see all newly sent forms .
4. Click on the Form name to open the form .

Diligence
Vendor
Steps :
• Fill in the form

Diligence
Vendor
Steps :
• Fill in the form as shown below

Diligence
Vendor
Steps :
• Fill in the form as shown below

Diligence
Vendor
Steps :
• In case PDO requires more clarification on some question that you responded earlier ,
you would receive the same form . You need to edit it and put in more clarification
wherever required .
Click here
post onsite audit

Technical Qualification-Approval
Due Tech Performance Vendor

Diligence Qualification Promotion
Management
Steps :
• Similar to Vendor Due Diligence; technical qualification requests can be received by
vendor from PDO
• Once the final approval post onsite audit is done by PDO, vendors will receive a
notification
• Vendors can check which all PDO categories they are approved for .
• Login as vendor:
1. Click on Master data manager
2. Click on Company Data
3. On right hand side you will find Approved PDO categories (need to scroll Down)

Vendor Self-Service -
Data Maintenance
Vendor
Steps :
• Vendors can maintain their own data using their vendor portal .
• Vendors can
• Add additional attachments
• Add company logo
• Change/add bank accounts
• Change own data ,like email id , phone no .
• Create additional employee User IDs
• Changes to company and bank data will go for PDO’s approval
For adding additional

attachments like vendor
catalog , new equipment
designs.
Currently there is no approval for

Vendor added attachments . So the
status will automatically update once
you refresh the screen

Data Maintenance
Vendor
Steps :
• Vendors can change the company data by following below steps
Company Logo can be only

uploaded/updated in display
mode . So if you want to add
company logo , do not click Edit
Changes like Bank account

change/addition will trigger a
workflow to vendor management
team , who will approve the changes .
If rejected , changes will be reverted
back to original.
Click Save once your
done with changes

Data Maintenance
Vendor
Steps :
• Vendors manage their certificates here
Click here to add certificates
Mandatory certificate that is

not yet uploaded by vendor .

Data Maintenance
Vendor
Steps :
• Vendors can create additional employees and there user IDs from below menu option.
There is no approval for

employee creation .
Additional employees will be
automatically accepted .
Maximum of 5 employees
can be created .

Data Maintenance
Vendor
Steps :
• Once additional employee/contact person is created , User IDs can be created for them.
• Newly created Employee will be visible in Find User menu .
• Role assignment can be done during this User ID creation step .
Click here to
open the
contact person .
User ID will be
automatically generated
and cannot be edited
Password
Roles the user will perform

. Check the relevant roles.

Add/Renew Product
Registration
Vendor
Steps :
• For already registered vendors who want to register new product categories , you need
to fill the new product registration excel sheet and attach it in attachment area .
Click here to
Download the
excel template
Fill the template

and upload it in
attachment

Questions?

RABiTAH
Operational Procurement
22
Scope of RABiTAH
RABiTAH will lead to integration of all procurement

activities into one SAP SRM platform
OPERATIONAL SOURCING STRATEGIC SOURCING AND

CLM
Replacing: IX2 (OTN)
Replacing: Omnicom,
SCOPE: PPT
RFQ Process
Publish/Evaluation/Award SCOPE:
PO Creation Tendering
Contracts
SUPPLIER LIFE CYCLE (SLC) SUPPLIER SELF SERVICE

Replacing: Omnicom (SUS)
SCOPE: Replacing: IX2 (OTN)

On-boarding # SCOPE:
Qualification PO Management
Classification Invoice Management
Evaluation
Phase Out # Registration will continue in JSRS

Sourcing Terminology
RFX – Request for Quotation(RFQ), Request for

Proposal(RFP), Request for Information(RFI)
Bid Invitations – Enquiry, Tender (Same as RFx)
RFX Response – Bid submission, Quote
Submission Deadline – Deadline date for bidders to
submit their bids, after submission deadline no more
electronic submission of RFx Responses.
Opening Date and Time – Date and time that Bids can
be opened by Buyers
Bidders – Vendors invited to an RFX
Two Envelope Bidding – Vendors submit RFX
responses in two parts i.e. Technical and Commercial
Binding Period – Bid validity End Date (Set by PDO, not
the Vendor) The date until the quote from the vendors
is expected to be valid

RFX Process
BUYER SELLER
Create RFX and Send Bid Receive e-mail
invitation notification
View how many vendors Accept /Reject the

responded invitation to Bid
Create Bid Response
Receive Bid Responses Send Response before

Submission deadline
Open Bids when due
Evaluate Bids
Accept Bid and Award
Approve the Award
Create Follow-On Doc. Receive PO in SUS Collab.

RFX – Notification
Vendor
When PDO publishes RFX it generates an individual email to each invited Vendor (Bidder). The email
address used is taken from the details of the contact person of that Vendor.
The text of the email body is currently under

review and will change before Go-Live
Publishing an RFX generates an email to each

invited Vendor. This email will contain the
Tendering Texts (Header and Item).
The hyperlink will bring the Vendor to

the SUS (Vendor Portal) Login page.
The hyperlink from the email will open the logon

screen for the Vendor.

Bids (Quotes)
Vendor
The bidders get an e-mail notification of the bid
invitation
The invitation can be accessed by bidders through the
e-mail using hyperlink provided or can log on to the SRM
portal and respond.
The Vendor can maintain the following details in his

RFX Response (Bid, Quote):
-Incoterm (mandatory)
-Terms of Payment
-Price (mandatory)
-Price per – Price Quantity (defaulted to 1)
-Vendor Product number
-Country of origin (mandatory)
-Manufacturer’s Name (mandatory)
-Delivery Days (defaulted to 0) (mandatory)
-Text (Bidder’s Remark) on Item and Header level
-Attachments on Item and Header Level

RFX Response Creation
Vendor
When a supplier logs in he will see the functionalities from SUS, SLC, SRM and CLM combined in one
ribbon at the top of his screen. Each functional area is accessible via one of the main pages.
RFX’s are available via the ‘RFX and Auction’ page.
On the ‘RFX and Auction’ page a POWL with

Highlighting the RFX will enable the buttons multiple queries allows the Vendor to search
like ‘Create Response’ and ‘Display Event’ for RFX’s with different status.
The Vendor can also click on the RFX

The RFX can be opened by Response number to access his RFX
clicking on the RFX number. Response directly.

Vendor
After opening the RFX the Vendor can communicate his Intent to Participate in this RFX to PDO.
The Vendor can also create the RFX Response (Quote/Bid) from here by clicking the ‘Create Response’
button.
Steps:
1. Review RFX details
2. Indicate Intent to Participate
3. Create RFX Response
The RFX parameters show the Vendor

until when he has time to submit his
RFX Response.
1 The Vendor can review item

details as well as Notes and
Attachments on the RFX.

Vendor
Steps:
1. Enter Incoterm
2. Go to ‘Items’ tab
3. Maintain Price, Delivery Days, Country of Origin and Manufacturer
4. Click the ‘Submit’ button
2 The Bidder can select a different

currency for his quote if PDO accepts 1
quotes in multiple currencies on this RFX
The RFX parameters show the Vendor

until when he has time to submit his
RFX Response.
The fields Country of Origin and

4 Manufacturer are critical for ICV tracking
and are mandatory on the RFX
The Country of Origin field requires

valid the SAP key for the country, e.g.
OM for Oman. A search help is available
to select the correct key.

RFX Change Notification
Vendor
When the PDO Buyer publishes a change to an RFX the SRM system sends out a notification email to
the Bidders, informing them about the change.

RFX Version Comparison
Vendor
Whenever a change to an RFX is published by PDO a new version of the RFX is saved in the system.
The Bidder can identify the differences between two versions by using the compare functionality for
RFX’s from the RFX Response.
In the example below the Submission Deadline was changed from 19.01.2016 17:00 to 20.01.2016
07:00

Questions and Answers
Can I change my Quote after I submitted it? – The Bidder

can change the quote until the Submission Deadline is
reached.
I would like to quote in a currency that is not avaiable in
the dropdown. What can I do? – Contact the PDO Buyer
and find out if they are will ed to add the missing
currency to the RFX.
How do I quote for only some of the items on the RFX? –
Just leave the price for the items that you do not want to
offer as zero.
What is the size limitation for an attachment? – 10 MB
per file.
Will I get a confirmation when my quote was accepted by
PDO? – The confirmation that your quote was accepted
will be the PO sent to you.
Can I offer an alternative item in my quote? –You could
use Notes and Attachment functionality for this purpose.
Can we have more than one user working on RFX’s – Yes
you can, please refer to SLC functionality for details of
managing users.
I cannot deliver any of the items requested . Do I still
need to submit a quote with zero prices?– No, but you
should use the Do Not Participate button to submit your
intent.

RABiTAH
Strategic Sourcing and CLM

SRM RFx Types
Initial Screening of bidders

Single Split Single Split Traditional
Prequalification Combined Single
Commercial Technical Sequential
•Clarifications for •Technical and •Technical and •Technical and •Stage 1 –
prequalification commercial commercial commercial Technical
to be submitted response response response response and
by bidders in the submitted submitted submitted evaluation
form of together; together; together; •Stage 2 –
questionnaires Technical and Commercial Technical Commercial
Commercial evaluation Evaluation response and
evaluation done followed by followed by the evaluation
in parallel. Technical Commercial
evaluation. evaluation.

Tender Process
Project Tender Contract

Management Process Management
Phases
RFx Contract
Vendor Award
Publishing Opening Creation
Creation Response
RFx setup both technical and commercial
Publishing the RFx
Vendor responses
activities
FTB
Opening and award

SRM RFx Types
Initial Screening of bidders

Single Split Single Split Traditional
Prequalification Combined Single
Commercial Technical Sequential
•Clarifications for •Technical and •Technical and •Technical and •Stage 1 –
prequalification commercial commercial commercial Technical
to be submitted response response response response and
by bidders in the submitted submitted submitted evaluation
form of together; together; together; •Stage 2 –
questionnaires Technical and Commercial Technical Commercial
Commercial evaluation Evaluation response and
evaluation done followed by followed by the evaluation
in parallel. Technical Commercial
evaluation. evaluation.

Initial Screening of Bidders
New Bidders –
PDO Bidders- Existing on SRM Not Existing on
SRM
Existi Temporary
ng No registration
SRM thru SLC#
users
Yes
Access
the bid
invitatio
n Register
to SRM
system
Publish tender on
public portal Answer
the
question
naire A
`
Recieve
Submit user id
respons and
e password
Answ
Evaluate er to
Reponse quest
s ionna
ire No Exit
from
process
Provide
Yes
access
to Access
tender tender
docume docume
nt nts
# Foreign compan
Pre-Qualification
PDO Bidders- Existing on SRM
Access to
bid
invitation
Access
tender
Publish bid documen
invitation ts
Answer
the pre-
question
naire
Upload
Recieve responses attachme
nts
Submit
response

Bid Submission
Contract Engineer Bidders- Existing on SRM
Yes Access the bid

invitation
Access tender
documents
Publish bid
invitation
Provide technical
response
Provide
Commercial
Response
Recieve responses
Submit response

Key Changes
 Decommissioning of Omnicom, IX2,

PPT
 Fully automated contract
management process (creation,
approval, negotiation and analysis)
 RFQ process to be done in SAP SRM
and not ECC/IX2 Systems
 Discontinuity of Fax of Award
 Internal and external collaboration
using system
 Integrated systems (SAP SRM and SAP
Mustaqbal)
 Workflows in SAP
 New SAP SRM System Security Roles

Business Benefits
 Single cohesive system to manage

the key C&P operations
 Time reduction between
awarding and contract creation
 Compliance enforcement
 Process visibility
 Standardized and formalized
purchasing organization
 Collaboration with suppliers
 Better visibility, monitoring and
workflow for all contract owners

Bidder view in SRM
If you have not created any

response for the RFx , this
column will be blank.
Click on any of the
RFx to view details of
the RFx

cFolder for Collaboration
Steps:
• If you are opening the Cfolder for the first time , you will get disclaimer that you need
to accept . Scroll down to find Accept button
• Also make sure you accept any java applet warning that comes up .
To access Tender related

documents click on
Technical Rfx to access
Cfolders.

Creating RFx
Response/Quotation
If it’s a public tender , you
need to first Register . Only
after you register you can
create a Response/Quote
First click on participate

button and then Click on
Create Response
New screen with Create RFx

response heading will open .
This is your Quotation
If there are any screening

questions which are
mandatory to answer , you
can find them here.

Answering Screening Questions

Creating RFx
Response/Quotation
Vendor
Steps:
• To submit any technical documents relating to the tender , vendor has to click on
Technical RFx response button to open Cfolder .
• Any point of time if you need any clarification on the tender you can use Questions
and Answers functionality or Cfolder Collaboration For any Bid clarification
you can use Chat
functionality with Buyer
Open cFolder and

provide Technical
Response Enter
Price
For any Bid Clarification

you can use
Collaboration Folder

Technical Response by Bidder
Click here to open Cfolder where

you will submit your technical
documents .
Your technical submission should

be inside Tech_Bid folder and not
in Collaboration or External folder .

Financial Response by Bidder
Steps:
• To submit your financial response , you need to attach your commercial sheet in
attachment area of the main RFx and not in CFOLDER .
• Once Commercial is attached you need to click on Submit button to submit your
response.

Contract Document Review
Click to Open
the agreement
All Active
Agreements

1
Click here to open
the contractual
document
Click here to
Download document
to local desktop

Use Check out to make

modification to
contractual document
(which you downloaded
to local machine)
Use Check in to
upload the modified
contractual
document

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RABiTAH

Vendor Training Manual

Building a Bridge for Tomorrow …

This course introduces you to the RABiTAH –

Building a Bridge for Tomorrow …

Building a Bridge for Tomorrow … 3

Building a Bridge for Tomorrow … 4

Click on ADD button to mention which all

If you already know the

Use the checkbox to select the

Click OK to add the selected

26/10/2016 Building a Bridge for Tomorrow … 5

You can delete categories

Once all the data is field , you

If you miss out any of the

26/10/2016 Building a Bridge for Tomorrow … 6

Click on the link to navigate to PDO

26/10/2016 Building a Bridge for Tomorrow … 7

Copy User ID and

26/10/2016 Building a Bridge for Tomorrow … 8

26/10/2016 Building a Bridge for Tomorrow … 9

26/10/2016 Building a Bridge for Tomorrow … 10

26/10/2016 Building a Bridge for Tomorrow … 11

26/10/2016 Building a Bridge for Tomorrow … 12

post onsite audit

26/10/2016 Building a Bridge for Tomorrow … 13

Due Tech Performance Vendor

26/10/2016 Building a Bridge for Tomorrow … 14

For adding additional

Currently there is no approval for

26/10/2016 Building a Bridge for Tomorrow … 15

Company Logo can be only

Changes like Bank account

26/10/2016 Building a Bridge for Tomorrow … 16

Click here to add certificates

Mandatory certificate that is

26/10/2016 Building a Bridge for Tomorrow … 17

There is no approval for

26/10/2016 Building a Bridge for Tomorrow … 18

Roles the user will perform

26/10/2016 Building a Bridge for Tomorrow … 19

Fill the template

26/10/2016 Building a Bridge for Tomorrow … 20

Building a Bridge for Tomorrow …

RABiTAH will lead to integration of all procurement

OPERATIONAL SOURCING STRATEGIC SOURCING AND

SUPPLIER LIFE CYCLE (SLC) SUPPLIER SELF SERVICE

SCOPE: Replacing: IX2 (OTN)

Building a Bridge for Tomorrow …

RFX – Request for Quotation(RFQ), Request for

Building a Bridge for Tomorrow …

View how many vendors Accept /Reject the

Create Bid Response

Receive Bid Responses Send Response before

Open Bids when due

Accept Bid and Award

Approve the Award

Create Follow-On Doc. Receive PO in SUS Collab.

Building a Bridge for Tomorrow …

The text of the email body is currently under

Publishing an RFX generates an email to each

The hyperlink will bring the Vendor to

The hyperlink from the email will open the logon