Supplier training materials (PDF 2.1M)
Transcription
Supplier training materials (PDF 2.1M)
Contract Management System Supplier Training Pack 1 Contents Starting Up 1. About the contract management system…………………………………………………...3 2. Getting your login………………………………………………………………………..……4 3. Registration ………………………………………………………………………….…….….5 4. Terms and conditions………………………….……………………………………..………7 3. Logging in…………………………………………………………………………….…….….8 4. Supplier Homepage……………………………………………………………….………….9 5. Updating your profile………………………………………………………………………..10 Help 4. Available support………………………………………………………...…………...….….11 5. ACC Contacts………………………………………………………………………………..12 Doing business 5. View an Event …………………………………………………………………………….….13 6. Compose Response ……………………………………………………………………..….18 7. Save Response ……………………………………………………………………….….….21 8. Submit Response ……………………………………………………………………………22 9. Revise Response…………………………………………………………………………….24 10. Glossary ………………………………………………………………………………………25 2 Starting up About ACC’s contract management system • ACC’s online contract management allows suppliers to have 24 hour access to their company profile and history, to lodge and track tenders and monitor the contract approval process. • Existing suppliers will be transferred to the new system on renewal or review of their contract. • New suppliers or those who do not have a current contract may also register their company and build their profile in the online system before they submit their tender. 3 Starting up Getting your login To join up email supplier@acc.co.nz and provide • your company’s legal name, physical address and phone number • the name of the nominated administrator for your company, their phone number and email address. Also, • the category of work you currently provide or want to contract to. You will be sent a login and password for access to the site. 4 Starting Up Registering . . . you will be sent a login and password for access to the site. ssy invite you to Welcome Eric Fene the Ariba site and at u yo d re ste gi re has ation Corporation Accident Compens ect 101 oj Pr g in ain Tr Event Doc403473 participate in d enessy’ dard Time and en signed a user id: ‘ef AM, Eastern Stan 0 You have been as :0 10 at 10 20 , January 10 begin on Monday, andard Time. The event is set to 00 PM Eastern St , 5: at 10 20 5 y ar on Friday, Janu 1. You will receive an invitation via t. ion about this even For more informat iba registration. Complete your Ar 1. 934.co.nz .supplier8456475 ing rc ou as rib c.a ac :// -Click this link http rd -Create a passwo estion -Create a secret qu e-mail to participate in the project. Follow the instructions and URL provided to proceed. : Note the following ur days ste the URL into yo is only valid for 30 *The above URL reen, copy and pa sc at n th tio rts tra pa gis in re a spaces you to sures there are no link does not take en e , ov es ab lin e e th ipl ult ing m ck ans *If cli bar. If the URL sp browser's address ur password . case you forget yo you paste together in ity ent id ur yo y are used to verif n and the answer *The secret questio rms & Conditions 2. Accept Ariba Te t the event 3.Access the even se to participate in oo ch u yo if t en pt the agreem -Review and Acce 5 Starting up Your profile Setting Password & Secret Question 2. The first time you logon to Ariba, you will be prompted to set a password and secret question 3. Once this has been completed, click OK. 6 Starting up Terms & Conditions 4. Review the Terms & Conditions, click Accept then click OK 7 Starting up The Login screen will provide you with access to the site Input username and password 8 Starting up Supplier Homepage The command bar remains consistent throughout most screens The preferences menu allows you to update your profile information, set a default locale & currency and change notification and Desktop File Sync preferences. 9 Starting up Updating your profile Ensure your information is correct (Name, phone number, e-mail) and select “OK” Please IGNORE the “ARIBA Network User ID” and “ARIBA Network Organization ID” 10 Getting Help Available support Additional tutorials and guides are available from these menus 11 Getting Help ACC Contacts Responsibility Overview Name Contact details Contact Management System training Provide general support on how to access and work around the tool, including answering questions. Training material is on www.acc.co.nz Contract Administration team can also provide support for logins and passwords supplier@acc.co.nz Day to day management Management of the tender event, such as response to general questions and setting timeframes. Tender facilitator Tender facilitator named in the tender documentation Software Questions If you have issues with the performance of the software. Contract Administration team supplier@acc.co.nz General feedback Any comments. Contract Administration team supplier@acc.co.nz 12 Doing Business View an Event Completed Events are closed & are no longer accepting responses. These tenders have been awarded & are displayed as a reference only. 1. Open Events are running events in which you have been invited to participate. (To access an event click on the title) Pending Selection events have closed & are no longer accepting responses, but the successful respondents of these events have not yet been awarded. 13 Doing Business Event Details 2. After opening an open event, to participate click Review Agreement 14 Doing Business Bidder Agreement Log In, Ts & Cs 3. Review and accept the Bidder Agreement and click OK 15 Doing Business Event Screen 4. The Table Menu allows you to customise which attributes are displayed on your event. The Expand All & Collapse All function collapses or expands event sections which is useful when navigating through lengthy content in an event. Event Contents allows you to view all event content or choose to view a particular Section of the event content individually.16 16 Doing Business Steps 1, 2, 3 have now been Event Screen completed. Step 4 is to respond to the questions 5. Responding to the project is very easy. Simply follow the answer formats supplied in the right hand column adjacent to the each question. 17 Doing Business Compose Response The * symbol next to a question indicates that this a required question and must be answered. An event response can not be submitted until all mandatory questions have been answered. Event documents can be downloaded by clicking on the document name and selecting Download 18 18 Doing Business Compose Response Response answer types can also be attached files. To upload a file, click Attach File and select Browse, select the document and click OK 19 Doing Business Compose Response References relate to documents which need to be reviewed in order to answer a particular question. Click on the References link to view and download the document 20 Doing Business Save Response As you work on your response, you are able to save your progress as you go. You are able to close the application and return to finish it at a later stage via the home page, so long as there is still time left on the event. At any point during an open event, you can post a question to the event facilitator by clicking the Compose Message button and they can respond to you through the application’s message board function. 21 Doing Business Submit Response 6. Once you have completed your entire response click the Submit button and then OK to confirm 22 Doing Business Submit Response 7. If your response has any errors, you will receive this error message and the system will flag the areas which need to be rectified before your response can be submitted. 8. Once errors have been adjusted, the response can be resubmitted. 23 Doing Business Revise Response You may revise your response as many times as you wish before the time runs out, by clicking the “Revise Response” button 24 24 Glossary Desktop File Sync- DFS automates uploading and downloading of files in the contract management system sourcing and allows you to check document version compatibility. You can manually set up the Desktop File Sync from the dashboard, click Preferences on the toolbar and select Change Desktop File Sync. Event- in the contract management system sourcing, an “Event” is the publication of data to suppliers or buyers and their response to questions or bidding on goods or services. It includes Requests for information, or proposals. Notification- This will provide you with quick links/info on updates and project communications. Pending- The event has closed for responses and is pending selection. Preferences - The Preferences area of the contract management system is the place that a user may edit their personal information. Project- Refers to the overall Sourcing project, which contains the sourcing process. The project is the container that holds the information related to a supplier review. Revise Responses- Once a response has been submitted, while there is still time remaining, you are able to edit and revise your response if required. This can be done as many times as necessary so long as the event is open and there is still time remaining. 25 Glossary RFX- an RFX communicates business needs to potential participants and asks them to propose goods or services to fulfil the business needs. The participant typically includes pricing information in the response, but price might not be the most important factor in your selection. Sourcing- Sourcing projects are work areas in the contract management system that help you manage the workflow surrounding the creation of a sourcing event. 26