UNCLASSIFIED eServices register version 2.0 How to go to market Last updated 14 April 2015 Norman Kennedy 1

UNCLASSIFIED Home Revision Status Final 1.0 2

UNCLASSIFIED Home 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. 3

UNCLASSIFIED Home Contents – Section Starting Points 4 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 Rules Suppliers Content Tab Lots Summary Navigate back the Project Supplier View The event closes Award Event - Start

UNCLASSIFIED Home 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 Option 3 - Direct url: vicgov.sourcing.ariba.comvicgov.sourcing.ariba.com 5

UNCLASSIFIED Home eServices Login Page 6 Press to check which browsers are supported You can reset your password or find your login id. Login id is case sensitive and is your address

UNCLASSIFIED Home Browser/Plug-in Support Check this occasionally for changes 7 Check back as this will be updated over time

UNCLASSIFIED Home Home Screen Showing Project Create 8 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

UNCLASSIFIED Contents High Level 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 Rules Suppliers Content Tab Lots Summary Navigate back the Project Supplier View The event closes Award Event - Start 9

UNCLASSIFIED 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. 10

UNCLASSIFIED Home Project Structure 11

UNCLASSIFIED Home Project Flowchart 12 The Ariba term for an RFI or RFQ is an Event. That term will be used throughout this presentation

UNCLASSIFIED Home Create project form 13

UNCLASSIFIED Home Create project form fields explained 14 Shows the version of the template, the comment below will give a summary of changes New requirement for normal projects or variation if this is a contract variation process Use for Budget Estimate, this figure is used in 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. Select No for real projects, this cannot be changed after a project is created This will copy all the content of a previous project which you can then edit for the new project Related to the project, is used for reporting Use the commodity code used for the Contract Publishing System (CPS): 43: Information Technology Broadcasting and Telecommunications Enter a brief description of the project, use terms that would make sense in a summary report Project Title is not the same as the RFQ title, for clarity they should relate If you answer yes a field appears, this is used for reporting only, it is good practice to include a budget Note nothing on this screen is visible to a Supplier

UNCLASSIFIED Home Create form completed 15 Press Create

UNCLASSIFIED Home Project Overview Page 16 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

UNCLASSIFIED Home Project Overview Showing Actions 17 Includes the project in the Watched Projects widget on the home screen Only for test projects Edit Overview Enables you to edit any of the fields in the overview

UNCLASSIFIED Home Home Screen Showing Watched Projects Widget and Recently Viewed 18

UNCLASSIFIED Home Documents at Project Creation 19 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.

UNCLASSIFIED Home Documents after Event Creation 20 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 Copy

UNCLASSIFIED Home Make a copy of a created Event 21 Copy

UNCLASSIFIED Home Create Screen to Copy an Event 22

UNCLASSIFIED Home Showing the copied Event 23 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

UNCLASSIFIED Home Showing RFP or BAFO Options 24 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

UNCLASSIFIED Home Quick Links Before editing an Event 25 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. Quick Links creates a hyperlink within the Documents tab and also on the project home screen

UNCLASSIFIED Home Quick Links After editing the event 26 An event can be added to quick links after editing by selecting “view details” and then Actions. View details

UNCLASSIFIED Home Quick Links On overview screen 27 Jump straight to RFQ

UNCLASSIFIED Home Tasks At Creation - Expanded View 28

UNCLASSIFIED Home Tasks after some processing 29

UNCLASSIFIED Home Tasks Collapsed View 30 Expand /Collapse Task List

UNCLASSIFIED Home Tasks where there are Multiple Events 31 Not the multiple events are not shown in the tasks

UNCLASSIFIED Home Team at creation 32 Created by default

UNCLASSIFIED Home Team - Add Members 33 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 May view but not edit an event Administrator access, hard coded Owner populated by default, but others may be added in this screen

UNCLASSIFIED Home Team Completed 34 Showing team members allocated

UNCLASSIFIED Home Team - Message to Project Approver 35 This is the message a project approver gets when they are added to the team.

UNCLASSIFIED Home Message Board at Project Creation 36

UNCLASSIFIED Home Message Board - Message by 37 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. Post via gives the link

UNCLASSIFIED Home Message Board - After activity 38

UNCLASSIFIED Home Event Messages at Project Creation 39

UNCLASSIFIED Home History at Project Creation 40 Items can be grouped

UNCLASSIFIED Home History at Project Creation - Filtered 41

UNCLASSIFIED Home History Grouped 42 Expand or Collapse for easy navigation

UNCLASSIFIED Home History Collapsed 43

UNCLASSIFIED Home Tasks action list at project creation 44 For tasks without a document mark the task started or completed to indicate the status of that task Task without Document 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.

UNCLASSIFIED Home Tasks - a task completed 45 The task list may be filtered The status of a task changes

UNCLASSIFIED Home History - after task completion 46

UNCLASSIFIED Home Actions Task with document 47 Open to create RFQ

UNCLASSIFIED Home Try to complete task without creating RFX 48 A task which has a document attached can not be completed until the document is created

UNCLASSIFIED Home Task Phase Changes 49 Shows phase “in Progress” Shows phase “complete” The phase status is determined by the status of tasks within the phase

UNCLASSIFIED Home Events - An Introduction 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. 50

UNCLASSIFIED Home 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 51

UNCLASSIFIED Home Steps to Create an Event 1.Create the event A.Open the Project B.Navigate to the Tasks Tab C.Navigate to RFX document D.Select Open, this is the create step E.Complete the overview information F.Select RFP or RFI G.Create 52

UNCLASSIFIED Home Create an Event Step 1D - Open the RFX document 53 Open to create RFQ Once the RFP has been created use edit to open it for editing 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.

UNCLASSIFIED Home Create Event Step 1E – Complete Overview 54 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 Include a short meaningful description Use the commodity code used for the CPS: 43: Information Technology Broadcasting and Telecommunications

UNCLASSIFIED Home Create Event Step 1F – Select RFP or RFQ 55 Note Vic. Gov. only uses RFP and RFI from this list Choose the event type RFI or RFP

UNCLASSIFIED Home Create Event Step 1F – Select RFP 56 Announce to overview screen and the message board Currently there only one selection possible, there may be options in the future

UNCLASSIFIED Home Create Event Step 1F – Select RFI 57 Currently there only one selection possible, there may be options in the future

UNCLASSIFIED Home 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 58

UNCLASSIFIED Home Rules 59

UNCLASSIFIED Home Suppliers 60

UNCLASSIFIED Home Content 61

UNCLASSIFIED Home Summary 62

UNCLASSIFIED Home Event Tabs The following slides show in detail how to complete each Tab. Rules Suppliers Content Summary 63

UNCLASSIFIED Home Exit 64 You may exit an event at any time You will be given the options below The project is the container for all events

UNCLASSIFIED Home Rules The following slide shows in detail how to complete the Rules Tab. 65

UNCLASSIFIED Explanation of fields 66 Define the time that the event will: Open: use the publish date or set a specific start date Close: Duration or 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 address may be any valid address, it does not need to be an Ariba User.

UNCLASSIFIED Home Suppliers The following slides show in detail how to complete the Suppliers Tab. 67

UNCLASSIFIED Home Suppliers Tab 68 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 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. This opens the supplier search dialog which is the same dialog as appears on the home screen.

UNCLASSIFIED Home Search – Standard Screen 69 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 Note the search terms are used in an “or” mode, therefore any supplier with at least one of the terms will be returned.

UNCLASSIFIED Home Search further information 70 Do not use this option, it creates an approach on the Ariba Global Network outside the eServices register. Search Options Advanced search gives access to more search criteria

UNCLASSIFIED Home Advanced Search 71 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

UNCLASSIFIED Home Response Team 72 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.

UNCLASSIFIED Home 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 73

UNCLASSIFIED Home Select Content Tab 74 Select the Content Tab

UNCLASSIFIED 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 75

UNCLASSIFIED Home Edit controls 1 76 Click box to select Click box to select all content Select a question or all questions for editing This will collapse the sections within the content section to aid navigation.

UNCLASSIFIED Home Sections collapsed 77

UNCLASSIFIED Home Edit Controls 2 78 Not currently recommended 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

UNCLASSIFIED Home Drag and Drop 79 It is possible to drag and drop questions, the numbering is adjusted automatically. The questions can be dragged into and out of sections

UNCLASSIFIED Home Complete the contract variables template 80 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

UNCLASSIFIED Home Load modified variables document 81 Update Yes, so a supplier can see the question, No means that a supplier can not see the question

UNCLASSIFIED Home Navigate to Contract Variables 82 Browse to file Select file and press OK

UNCLASSIFIED Home Contract Variables Selected 83 Press Done Completed

UNCLASSIFIED Home Lots 84 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”

UNCLASSIFIED Home Add a Lot 85 Press Project Cost to show add menu

UNCLASSIFIED Home Lot Dialog 86 Complete Name, Description and select basket with no items, see next slide

UNCLASSIFIED Home Lot Dialog with Basket Dialog 87 Give the lot a name and, if necessary a description. VIP This must be Yes to make sure a supplier responds

UNCLASSIFIED Home Added lots 88 Completed lot questions without a description look like this You may add as many lots as you require * Indicates a mandatory question

UNCLASSIFIED Home Questions imported from the SPQ 89 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

UNCLASSIFIED Home Make a Question Mandatory 90 This makes the question mandatory

UNCLASSIFIED Home 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 91

UNCLASSIFIED Home Menu 92 Press actions and select a supplier to be able to view as that participant

UNCLASSIFIED Home View as Participant 93 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

UNCLASSIFIED Home 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 94

UNCLASSIFIED Home Summary 95 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.

UNCLASSIFIED Home Approval 96 Showing an error that needs to be fixed After error has been fixed and “submit” pressed

UNCLASSIFIED Home Pending Publish Approval 97 Event after submit for approval Now a message has been sent to the approver

UNCLASSIFIED Home Approval Task 98 This slide is included for information, buyers do not see this screen

UNCLASSIFIED Home Approval Task Full 99 This slide is included for information, buyers do not see this screen

UNCLASSIFIED Home Navigate back the Project 100 Use the actions button to view Project, this will return you to the project view at any time.

UNCLASSIFIED Home Task View - In Approval 101

UNCLASSIFIED Home History – In Approval 102

UNCLASSIFIED Home Approval Task on Home Screen 103 The Approvers View This slide is included for information, buyers do not see this screen

UNCLASSIFIED Home Project Approval Flow 104 Before Approval After Approval

UNCLASSIFIED Home Publish Approval Screen 105 The approver may view, approve or deny with or without comment to the buyer

UNCLASSIFIED Home Publish - Approved 106 You may add comments or documents

UNCLASSIFIED Home Monitor event 107 You can not edit an open event, instead you can monitor it

UNCLASSIFIED Home Change Timing for Published Event 108 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.

UNCLASSIFIED Home Publishing a modified event 109 You have the options below when updating an event

UNCLASSIFIED Home Supplier View The following slides show what a supplier sees 110

UNCLASSIFIED Home Supplier proposal screen 111 This is the supplier view included for your information

UNCLASSIFIED Home Supplier inbox 112 This is the supplier view included for your information

UNCLASSIFIED Home Invitation to supplier 113 This is the supplier view included for your information

UNCLASSIFIED Home Supplier Accepts Prerequisites 114 This is the supplier view included for your information

UNCLASSIFIED Home Prerequisites 115 This is the supplier view included for your information

UNCLASSIFIED Home Supplier View – select lots 116 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.

UNCLASSIFIED Home Supplier – Response Submitted 117 This is the supplier view included for your information

UNCLASSIFIED Home Supplier – Inbox event time reduced 118 This is the supplier view included for your information

UNCLASSIFIED Home Supplier Advice – Event time reduced 119 This is the supplier view included for your information

UNCLASSIFIED Home Supplier – Account Information 120 This is the supplier view included for your information

UNCLASSIFIED Home Supplier Dashboard showing events 121 This is the supplier view included for your information

UNCLASSIFIED Home The event closes The following slides show what happens when an event closes 122

UNCLASSIFIED Home Event Closed 123

UNCLASSIFIED Home Event Log 124 The log is only visible only after the event closes

UNCLASSIFIED Home Messages showing event closing 125

UNCLASSIFIED Home Supplier advising event closed 126 This is the supplier view included for your information

UNCLASSIFIED Home Award Event - Start 127 Select Scenario Tab

UNCLASSIFIED Home Award the Lots in Scenario 128 Award the lots and then submit for award

UNCLASSIFIED Home Award Confirmation 129

UNCLASSIFIED Home Scenario tab after award 130

UNCLASSIFIED Home Award Tab after award 131

UNCLASSIFIED Home Complete Project Summary 132 Open summary document

UNCLASSIFIED Home 133 Complete summary document Complete and Save

UNCLASSIFIED Home Tasks all complete 134

UNCLASSIFIED Home Event messages showing award 135

UNCLASSIFIED Home History after award 136

UNCLASSIFIED Home Supplier Award Notice 137 This is the supplier view included for your information

UNCLASSIFIED Home Event completed 138