CTM

Contract Management

Authority

User Guide

April 2012

Version Control

Version Date Amendment

1.0 March 2012 NEW split into two manuals

tender and contract

management

1.1 April 2012 Update with 6.9 release

Table of Contents

SECTION 1: INTRODUCTION TO TENDER MANAGEMENT AND

CONTRACT MANAGEMENT ............................................................ 4

SECTION 2: ACCESSING TENDER MANAGEMENT ................... 5

2.1 Modules and settings within tender management .................................... 5

SECTION 3: MANAGEMENT OF INFORMATION ......................... 6

SECTION 4: CONTRACT MANAGEMENT .................................... 6

4.1.1 Create draft contract for a single supplier (full signing process) .. 7

4.1.2 Set-up contract add-ons ............................................................. 12

4.1.3 Attach contract documents ........................................................ 13

4.1.4 Create cover letter ..................................................................... 13

4.1.5 Assign a contract manager ........................................................ 13

4.1.6 Create multiple suppliers draft contract ..................................... 14

4.2 Communicate and sign the contract with the supplier (full signing process)

16

4.2.1 Send draft contract ..................................................................... 16

4.2.2 Flag contract to final ................................................................... 17

4.2.3 Create and send regret letter ..................................................... 18

4.2.4 Publish the award ...................................................................... 18

4.3 Working with a contract ........................................................................... 19

4.3.1 Contract amendments ................................................................ 21

4.3.2 Contract call-off .......................................................................... 23

4.3.3 Contract Collaboration ............................................................... 25

4.3.4 Tasks .......................................................................................... 25

4.3.5 Supplier evaluations ................................................................... 27

4.3.6 Contract expiry alerts ................................................................. 28

4.4 Import a contract master list ................................................................... 29

GENERAL USER INFORMATION................................................... 31

4.5 Edit user profile ....................................................................................... 31

4.6 Digital signatures .................................................................................... 33

4.6.1 Verification of digital certificate against external validation service36

4.7 Reporting ................................................................................................. 38

4.8 My tasks .................................................................................................. 39

4.9 Other areas ............................................................................................. 40

4.9.1 Contract number (separate module) .......................................... 40

Section 1: Introduction to Tender Management and

Contract Management

EUS Tender Management (CTM) is a comprehensive tool that allows tenders to be created,

distributed and evaluated without the need to create and manage paper documents. CTM

makes the tendering process easier for both buyers and suppliers and covers the entire

process including the contract management phase.

Tender Management is used by government organisations and general contractors to

improve the efficiency of the tendering process. For those who respond to tenders, for

example general contractors, sub-contractors and trades people, tender management

simplifies and speeds up the process of formulating tender responses.

You can add all of the necessary drawings, specifications, schedules, tender documents and

other attachments to the Request for Tender you issue or receive.

Buyers have access to a rich database of their chosen suppliers when issuing a Request for

Tender. If appropriate, you can source potential new suppliers, complete with pre-

qualification details, from the supplier database.

Suppliers are able to present information to initiating organisations at the time and place that

purchasing decisions are made.

Tender Management offers you the following advantages:

• Saves you time and money compared with traditional methods

• Greatly improves the exchange and management of information

• Improves accuracy throughout the tendering, quotation and contract process

• Reduces time wasted on low value administration (faxes, phone, travelling)

• Increases traceability

• Web-based for easy access to information – anytime, anywhere

Section 2: Accessing Tender Management

EUS Tender Management and Contract Management is only available if your company has

registered to use this system.

To access CTM:

1. Open your web browser and go to your CTM logon page.

Insert your Username and Password into the appropriate fields then click on the [Log

in] button.

The EUS Tender Management Welcome Page displays.

2.1 Modules and settings within tender management

Tender management has modules and settings which can be switched on or off. This guide

describes all modules and settings available within the contractual process. If you do not

find specific links or modules when accessing the system it is likely that certain modules are

switched off. To see the modules you can access, review your personal profile described in

section Edit user profile within this document.

To read in detail about the tender module please see the tender management buyer

user, e-auction guide, DPS and others through the help of our support office.

If you would like certain modules switched on, contact your company administrator or your

CTM support.

Section 3: Management of Information

To access your contracts you either enter through the relevant tender preceding the contract

or create stand-alone contract. All your contracts can be found under the Contracts link on

your start page of the system once you are logged in. Your contracts database consist of

three tabs, meaning the contracts are split into Active, Pending and Expired.

Section 4: Contract Management

When a supplier is awarded for a Tender you can create a contract with the awarded supplier.

The contract process can also be run without having a preceding tender management

process. There are three different contract processes that can be selected depending on your

authority needs/internal processes or even from contract to contract. These three different

flows are described more in detail in each sub-section below. They are; Full signing process,

Simplified signing process and Signing outside CTM.

During and after the contract process, you can assign tasks to users within your company.

You can also change owner of the contract.

After a completed contract there is the possibility to evaluate the supplier performance of the

contract.

The contracts created for a Tender is available on the contracts tab. From the contracts tab

you also create contracts for the Tender. You can also create the contract from the checklist

of the tender.

4.1.1 Create draft contract for a single supplier (full signing process)

To create a draft contract if you have not chosen the simplified workflow or signing

outside CTM

1. Click on the {Contracts} tab for the Tender you wish to continue with a contract process.

2. Click on the [Create contract…] button. The create screen is displayed

The following fields can be filled in when creating a contract. The fields marked with a * are

required fields. Fields can vary depending on setting made by the operator in respective

country, or depending on modules on/off.

Field Description

Contract reference Any internal or external reference to the contract.

Name and description Name and more detailed description of the contract.

Workflow type Full signing process – The full signing process is what is

when both the draft and final contract have to be sent to

the supplier for signing

Simplified signing process – The simplified process is

still signing of the contract within CTM, but only the first

version of the contract have to be sent to the supplier for

signing

Signing outside of CTM – All signing of the contract is

taking place outside of CTM, the contract is available

within CTM for contract repository purposes. The

information and status of the contract can be changed at

any time without require any re-signing of the contract.

The supplier(s) will have access to the contract once

you have set it as final

Contract type Frameworkagreement or Project; if you select

Frameworkagreement you will activate an additional

dropdown field called Call-Off type; If you selelct Project

you will only make one contract with one supplier and

not have any options for any call-offs.

Call-Off type Here you select what type of call-off type you require for

this specific contract.

Mini-competition – Allows for creation of mini-

competitions from the contract tab called Call-Off

Ranking – Ranking will allow for setting rank on

suppliers within a multi-supplier contract and also

disable the possibility to do any mini-competitions. Call-

offs will be done outside of CTM. See section below for

more information about ranking.

Combination – Allowing a combination of those, i.e.

possibility to set rank on suppliers and also allowing the

mini-competition

Ranked with distribution key – se ranked

Supplier Select the supplier to sign the contract with. Only the

awarded suppliers are listed.

Lot Selection of the Tender Lot the contract should reflect,

one or more Lots can be selected. Clicking the + icon

expands a view to see more detail about the award of

the selected supplier and Lot

Contract value Total value of the contract, usually the total quote

received and negotiated with the supplier in tender

process.

Payment type The contract payment type, the payment types can be

updated by the company administrator.

Contract dates Start and expiry date of the contract

Contract signing This option enables you to sign the contract digitally

both from the supplier side and from your side as the

buyer. Clicking that box will expand a list of users that

can sign a contract within your organisation.

Allow change of end If you click this the system will allow you to change a

contract that is in final status. This can then be made

from the bottom of the checklist (see picture below) –

consequence will be that prolonged contract is set to

draft version again in order to get the prolonging

accepted by all parties. (IF you have selected Full

signing process)

Comment Here you can enter any additional comment or

description that will be available to the supplier

3. Fill in the fields and values in the create contract screen and click [Save]. First draft

contract is created. Editing of the contract and the steps to complete the contract is

displayed in a checklist mode. Once an item in the checklist is completed it will be

marked with a green ticker.

Contract checklist with Full signing process/ workflow

Contract checklist as simplified workflow

Checklist example of a frameworkagreement with Signing outside of CTM.

All signing of the contract is taking place outside of CTM, the contract is available within

CTM for contract repository purposes. The information and status of the contract can be

changed at any time without require any re-signing of the contract. After that you have set

the contract as status signed (in the checklist) The supplier(s) will have view possibility of the

contract information and can download the contract (that they have already signed manually)

if attached as document by the buyer in the checklist.

4.1.2 Set-up contract add-ons

From the contract checklist, click the Edit link next to Set up contract add-ons

Fig 24. Edit the add-ons within a contract

The external can only be edited until the contract is final. The internal add-ons can be edited

at any time within the contract process. You can search on contract add-ons in the contract

list. The actual add-on alternatives can only be created by the system administrator/super

user at your company. See Administrator guide for more details.

4.1.3 Attach contract documents

If desired there is a possibility to attach additional documents other than the ones within the

tender management process. You can attach two types of documents, contract documents

that can be downloaded by suppliers and will be part of the contract and you can attach

internal documents. The internal documents will not be visible to the suppliers and can be

uploaded at any phase of the contract, it will not affect the contract status.

To attach contract documents:

1. From the contract checklist, click the Edit link next to the Documents section.

2. Click the [Upload files…] button and select the documents to upload from your local

computer and click [Upload]

3. Files are uploaded to the contract, click [Close window] when finished uploading contract

documents.

Internal information:

Information entered in this section is only visible for all internal staff that has access to this

contract, this information is never visible for the supplier. Once you enter the link to write any

internal information such as call-off rules etc you can also find an additional text box where

you can enter keywords that can be searched for in the contract master list.

4.1.4 Create cover letter

The cover letter is the letter to be sent to the selected supplier of the contract together with

the contract draft.

To create the cover letter:

1. From the contract checklist, click the Edit link next to the Cover letter section.

2. Enter any text within the cover letter. You can also use variables to add, for example the

name of the contract from the application instead of filling in the name yourself. If the

company administrator has created any templates, click the [Load template] button to

fetch from archive. When finished with the letter click [Save] and [Close window] to go

back to checklist.

4.1.5 Assign a contract manager

A Contract Manager can be assigned for a contract, in addition to the Contract Owner.

The owner is automatically set when the owner is created, while the manager has to be set

manually as all other permissions. Both owner and manager can be assigned from the same

window where you set all user access for a contract.

Assigning a manager will automatically give it editor permissions on the contract.

Both owner and manager will now be visible on all relevant pages, for both parties, including

the contracts overview, contract details, when choosing message recipients, etc.

For all existing contracts the owner has been assigned as manager.

4.1.6 Create multiple suppliers draft contract

To create a contract with several suppliers:

1. Click on the {Contracts} tab for the Tender you wish to continue with a contract process.

2. Click on the [Create contract…] button. The create screen is displayed.

3. At Type of contract, click yes that several suppliers and select the LOT that you wish to

include in the contract (generally you will here select all)

Suppliers awarded to tender are listed together with the packages the supplier is awarded

for, selection of suppliers and packages are made in the screen above and at least one

package have to be selected. If no package is selected for a supplier, the supplier will not be

included in the framework contract.

Packages/suppliers may be added and removed in a later stage as well.

4. The status of a contract is now Created and you have arrived to the checklist

4.2 Communicate and sign the contract with the supplier (full

signing process)

After initial creation of the contract you should communicate the draft contract with the

supplier and sign the final contract.

4.2.1 Send draft contract

The supplier does not know of the award and the draft contract until you send the draft to the

awarded supplier (unless you have informed the supplier outside the system)

NOTE! If an approval workflow has been set up you can be prompted to send an approval to

assigned approvers prior to sending the draft contract.

To send the draft contract (when you have NOT selected simplified workflow or

signing outside CTM)

1. From the contract checklist, click the Send link next to the send draft contract section

within the checklist. The message, which will be sent as an email are displayed.

2. Click the [To…] button and select the recipients of the draft contract. Click [Select].

3. Fill in any text within the open field and click [Send message] to send message/email

and also the notification of the contract draft.

4. The Status changes to Draft sent to supplier

5. When supplier has accepted the Status changes to Draft acknowledged by supplier

6. If the supplier has chosen to decline the draft version of the contract the status changes

to Draft declined by supplier.

7. Make necessary changes of the contract. The status changes again to Created and

needs to be resent to the supplier. After sent the status changes one more time to Draft

sent to supplier etc.

4.2.2 Flag contract to final

When the supplier has accepted and signed the draft contract, the next step is to save the

contract as a final version. Saving as a final version can only be done once and isn’t

available until draft is accepted by the supplier.

To flag a contract as fina:

A contract within the Alcatel directive cannot be flagged as final until the the standstill period

is over.

1. From the contract checklist, click the Edit link next to the Final contract created. The

contract details page will be shown in a non-edit mode

2. Click the [Save as final] button and the contract is saved as final.

If you will make any changes to the contract at this stage, it will be re-flagged to a draft

version,(if you use full signing process) and you’ll need to send the draft for accepting to the

supplier again. If you use simplified process or signing outside CTM the flow is ready

and final by you simply setting it as final on this point.

To send the final contract (only in full signing process)

1. From the contract checklist, click the Send link next to the Final contract sent to supplier.

The message, which will be sent as an email are displayed.

2. Click the [To…] button and select the recipients of the final contract. Click [Select].

3. Fill in any text within the edit field and click [Send message] to send the final contract to

selected recipients.

4. The status changes to Final sent to supplier.

5. Once the supplier noticed the final contract you will receive an automatic email/message

of the acknowledgement and the status changes to Final acknowledged by supplier.

4.2.3 Create and send regret letter

When the awarded supplier has been informed and acknowledged the final contract, it is

time to send the regret letter to the suppliers not awarded the contract.

To create the regret letter:

1. From the contract checklist, click the Edit link next to the Regret letter section.

2. Enter any text within the regret letter. You can also use variables to add, for example the

name of the contract from the application instead of filling in the name yourself. If the

company administrator has created any templates, click the [Load template] button to

fetch from archive. When finished with the letter click [Save] and [Close window] to go

back to checklist

To send the regret letter:

1. From the contract checklist, click the Send link next to the Regret letter section within the

checklist. The message, which will be sent as an email are displayed.

2. Click the [To…] button and select the recipients of the regret letter. Click [Select].

3. Fill in any text within the open field and click [Send message] to send message/email

and also the notification of the contract regret.

4.2.4 Publish the award

Within public procurement the buyer is obliged to publish the award.

Currently we support six “sites” for publishing a contract award publication:

• Eu-supply site or client site – The local publishing to the eu-supply site and the client

site. From this publish page the suppliers can go in directly and accept the public

invitation and start working with their responses.

• OJEU – The official journal and publication place within the EU. All public tenders within

the European Union must be published to OJEU, or TED/SIMAP as it also is called

• Doffin – Norwegian official publication site for publication of tenders within Norway. If the

tender is above EU threshold value it publication will be automatically sent to SIMAP for

publication via Doffin.

• BOAMP – French publication site for all public tenders within France. The BOAMP has a

connection to SIMAP and a publications made to BOAMP are automatically published to

SIMAP as well.

• Udbud.dk – Danish publication site for all public tenders within Denmark. Udbud.dk has

a connection to SIMAP and a publication made to Udbud.dk is automatically published to

SIMAP.

• Aanbestedningskalender (ABK) – National publication system for Netherlands.

Publications above threshold value is automatically send to SIMAP for publication by the

ABK

Depending on modules installed and country origin you may or may not see all publication

sites.

To publish the award

1. From the contract checklist, click the Publish link next to the publish section, list of

pre-defined publish sites are displayed.

2. To add additional sites, click the [Edit…] button

3. Set the publication date, same date for all publish sites, select the desired publish

sites and click [Save].

4. If selecting OJEU as publication site, you’ll need to fill in a form prior to publishing the

Tender. Click the [Edit…] button next to the publication site and fill in the form.

5. When finished with the form, click the [Publish] button. The form and publication

notification will be sent and the contract award will be published on the set date.

4.3 Working with a contract

After contract final has been signed (and during signing as well) by the supplier you can go

into the main contract section and create variations, evaluations, assign tasks and send

messages.

Created contracts can be reached from the Contracts link on the home page or within each

Tender.

Go to the desired contract from the list by clicking the link in the name.

The main contract page consists of a printer friendly version page, and the parts are divided

into tabs, same as within the Tender. You also have an excel report that can be created from

the contracts list.

Fig 9. Contract master list with new Excel report

The result report looks like below, the gray lines are framework contracts and their sub

contracts.

The edit checklist can be reached from all tabs and the [Edit from checklist…] button.

4.3.1 Contract amendments

Variations can be added to a contract. The variations can be of two types VI Tender and

emergency variation

• VI Tender – The VI Tender is a bigger change to the contract and needs to be

negotiated more in detail with the supplier. When initiating a VI Tender the tender

process will start again and any amendments to the contract are added.

• Emergency variation – A smaller variation/change to the contract and can be handled

without initiating the Tender process again.

To create a VI Tender to the contract:

1. Go to the contract and the { Amendments } tab. The amendments overview is listed.

2. Click the [Initiate VI Tender] to start the variation process. The create Tender page is

displayed, fill in the values and edit the Tender as done within the tender process

3. The only supplier to add and invite is the one selected for the contract.

To create an emergency variation:

1. Go to the contract and the { Amendments } tab. The amendments overview is listed.

2. Click the [Create emergency variation]. The variation details page is displayed

3. Fill in the fields and click [Save].

4. Attach any documents to the variation.

5. Send the variation to the supplier by clicking the [Send draft to supplier]. The supplier

is informed and needs to accept the variation and the variation have to be saved as a

final version and the final version have to be accepted by the supplier for the variation

to be completed.

Amendmends tab overview

To create an emergency variation with packages/lots

When creating an amendment RFT from a framework contract (connected to RFT), it is

possible to select what packages to include

If user selects option “Add all”: All packages and suppliers included in the contract with more

than one supplier will be added to the amendment RFT. If the user selects this option, the

amendment RFT will be created exactly as in prior version 6.7 of CTM.

If user selects option “Packages” and specifies what packages to include, only these

packages will be included in the amendment RFT and those suppliers selected against each

package for sub contract, the sub contract have to be final in order to be part of the

amendment RFT.

4.3.2 Contract call-off

When you create the contract you must select what type of call off procedure you want to be

possible within this particular contract. This is Explained in the beginning of the contract

creation.

Call-Off Type

Mini-competition – Allows for creation of mini-competitions from the contract tab called Call-

Off

Ranked – Ranking will allow for setting rank on suppliers within a multi-supplier contract and

also disable the possibility to do any mini-competitions. Call-offs will be done outside of

CTM. See section below for more information about ranking.

Combination – Allowing a combination of those, i.e. possibility to set rank on suppliers and

also allowing the mini-competition

Ranked with distribution key - Allows ranking to be set on the Contract and any additional

comment about distribution key.

Framework agreement with one supplier – One supplier tied to framework

Other – None of the above-a help text will appear suggesting you can enter information in

the internal information field from the contracts checklist.

If you have selected Mini-competition or Combination you will see the tab called “Mini-

competition, if selected Ranking, this tab will not be visible. You will only be able to create a

call-off from a contract that has status set as final.

Click on create mini competition

Select if you want to create mini-comp for all packages (if several available) or for only one

of the packages (lots) click Save

Give your mini competition a name, select the process template (created by your

administrator) that is called Mini-competition or similar appropriate name given within your

organisation and continue with this as normally (tender checklist etc) The mini competition

will NOT appear on your list of tenders-it is only available from the contract it belongs to.

4.3.3 Contract Collaboration

There is a possibility for the contractual parts (supplier and buyer) to exchange and save

documents, for purpose of for example placing invoice or filling out self evaluation etc.

Contract Collaboration area can be found under the tab of the same name see screen below:

The parts that have access to the contract collaboration area are the same as the ones that

have rights on the contract in general-from contractual phase. Contract Collaboration is a

separate module upon request.

4.3.4 Tasks

Within contract management as well as within tender management different tasks can be

assigned to users within the company regarding the contract.

To create tasks and assign to users within the system:

1. Go to the contract and the { Tasks } tab.

2. Click the [Add task…] button. The create task screen is displayed.

3. Select the task type in the drop-down, and click [Save/Notify]. The company

administrator within your company can set up task types for you to choose from.

4. Select the user to assign the task to in the drop-down and select the start and end-

date for the task for when the user should be completed with the task. Click the

[Save/Notify] button to send a message informing the user about the task. A status of

the task completion is shown in the list of tasks.

If you have a task type that needs to be sent to an external person (no access to the system)

it is possible to send to external e-mail address; see below

An additional free text field is added when creating a task (internal or external). The free text

can be used in as a variable ($free_text) when creating a message template for the event

‘Task assigned’.

1. See also section 9,6 about My Tasks.

4.3.5 Supplier evaluations

After a delivered contract there is the possibility to evaluate the supplier performance in the

contract. The evaluation is made by creating evaluation questions which are sent to

evaluators within your company.

To create and send a supplier evaluation to evaluators:

1. Go to the contract and the { Evaluations } tab.

2. Click the [Create evaluation…]. Fill in the short and long description and click [Save].

3. Add evaluation questions by clicking the [Create/Edit questions] button. Questions can

be added from a template or directly on the evaluation. For more detailed information

about creating and adding questions, see the Questions section within tender

management section

4. Start assigning evaluators by clicking the [Assign evaluators…] button. The invite

screen is displayed

5. Click the [To…] button to select evaluators. The list of users listed is those who have

access to the contract. Select the persons to evaluate the supplier and click [Select].

6. Click [Invite] to send the evaluation to them. The message will be sent as an email

and message on the site alerting them of the evaluation to be made.

7. When the evaluators have completed the evaluation there is a link next to the

evaluator name in the evaluation page.

4.3.6 Contract expiry alerts

When the contract is reaching the expiry date, there is a possibility to set alerts to be sent

warning about the contract expiry. The alert will be sent as an email to the users set up to

retrieve the contract expiry alert.

To set up a contract expiry alert:

1. Go to the contract to set up alert for.

2. Click the [Alert…] button at the top information bar. List of users is shown.

3. Select the users to receive the alert, set days prior to contract expiration for the alert

to be sent and click the [Save] button. The alert is sent as an email to the user’s email

address set up within CTM.

4. You can at any time go in and add or remove users from the alert list.

4.4 Import a contract master list

The system offers you to import a contract master list of ongoing or signed contracts from

Excel. Contracts imported can be used as any other contracts within the system. There is an

Excel template example available for download.

To import a contract master list:

1. From the home page, click on the My Contracts link. The contract list screen displays.

2. Click the [Import contract master] button. You can select the contract type and the

master file to import from you local computer. The contract type is for you to choose

whether the imported contracts should be editable or not. All contracts imported are

completed and awarded contracts. Using the editable selection enables you to edit the

contract by adding a supplier and uploading documents. The contract cannot be sent

to the supplier for signing as it is already signed.

3. Select the file to import and click [Import]. The file starts to upload and a validation of

the data entered is made. If any of the contracts is not filled in properly the contract

master file cannot be imported. You may need to update the Excel-file and re-import

the file for validation again.

4. When the validation of the data is OK, click the [Proceed] button to fully import the list

of contracts. The imported contracts are imported and listed under respectively tab in

the contract list.

General user information

4.5 Edit user profile

You as the logged in user have access to settings and the details regarding your user profile

and can also change them on the site.

To edit user details:

1. Select Personal profile from the Navigation dropdown. The user details screen is

shown

2. Click on the Edit link by the User profile to change user details, such as user name,

password, time zone, notification settings, preferred language etc. Change the

settings and click [Save].

Notification settings

Notifications are events happening on the system and how you would like to be notified

about them. A system message is always sent for a notification, you can choose for each of

the notifications if you would like to receive an email as a notification as well.

Active X settings

ActiveX is control which can be downloaded and installed on your computer to gain access

to additional functionality within CTM, the ActiveX’s are only available on a client Windows

platform using the Internet Explorer as web browser. To be able to install the ActiveX you

need to have access to install programs on your computer, i.e. being a power user or

computer administrator.

To install the ActiveX’s one by one, click the [Load] button next to each of the ActiveX. You

can also install them all by downloading the complete installation Lot and install.

If you do not have access to install programs, you can download an installation Lot and ask

your local support to install the ActiveX-Lot.

The below ActiveX’s are currently available

ActiveX Description

Analytical engine The analytical engine is used within an Tender to score

and evaluate responses received from the suppliers.

Developed by eu-supply

Upload manager The upload manager is a tool to upload multiple files

and folder structures from you local disk to any of the

document archives on the system.

Developed by eu-supply

Chart FX The Chart FX is used within the eAuction module to

display a graph of bids which has been placed during an

auction

Developed by Software FX

CAPICOM The Capicom is used to create digital signatures to be

used on the site

Developed by Microsoft

Flash The Flash is used to display graphics, for example in a

supplier profile and the map-chart.

Developed by Macromedia

Digital signature utility Digital signature utility allows you to digitally sign

documents and supplier responses on the site.

Developed by eu-supply

Certificate

There are two types of certificates you can upload to your user profile (i) Using when logging

in and signing contracts (ii) used for encrypting and decrypting the tender box within an

Tender.

i – The digital certificate to be used when logging in and signing contracts are uploaded from

the page where you edit the main user information such as time zone and language.

ii - Digital certificate within the main view are used when encrypting and sending envelopes

as part of an Tender, when using the offline editor.

4.6 Digital signatures

Within the system you can use and set different variations of certification to be used for

digital signing. These can be set on country level and on organization level. Below you see

that these settings appear and are possible to set (if you have the digital signature module)

within the procedure template. The setting for allowing letter of authentication can also be set

in the procedure template. If you have any of these you will automatically have the other

setting.

If the template are set up that this should be editable on each occasion you will as a normal

user be able to decide for each tender if you wish to allow/force any of these functions. See

bottom lines.

If the letter of authentication setting is enabled, the supplier will be able to choose to either sign the response digitally, or submit anyway and instead send a signed letter of authentication as fax or regular mail

It is now also possible to sign with ANY digital certificate installed on the client computer.

Note! There is still a setting that can be enabled to force matching certificate on user profilen, for markets that still reqoption.

This is the supplier page where you can see that the supplier gets information and a button

to print the authentication letter if you have chosen to let them respond this way.

As a buyer, you will be able to distinguish supplier responses submitted with a digital signature from the ones with letter of authentication.

And when opening the responses, you will also be able to verify that the letter of authentication matches the online information by comparing the generated hash key (see next page)

4.6.1 Verification of digital certificate against external validation

service

It’s possible for buyers to validate the certificate used by suppliers when sending the

proposal against an external validation service (Unizeto). Suppliers can also check any

certificate before sending the proposal if the certificate is valid. On the supplier side there is

also a link to view the certificate used for signing.

Buyer side:

Clicking on the digital signature icon will show the certificate used for signing and validation

of the certificate will be done against an external validation service.

If you find the same signature (hash code) on the printed letter of authentication sent by the supplier, and on the response page, you have verified that the response has not been altered and resubmitted since the authentication letter was printed.

Supplier side:

Suppliers can test a certificate against an external validation service

Suppliers have the possibility to view the certificate used for signing.

Checking certificate against an external validation service

4.7 Reporting

The CTM application supports different types of reporting. If running the solution using own

HW infrastructure there is the possibility to develop any own reports desired. If running

hosted we can also provide reports meeting almost any needs.

The standard configuration includes a set of reports using XSL/XML or Excel. We are happy

to tailor additional reports using this technology or integrate standard reporting tools on a

need basis such as Crystal Reports or Business Objects.

You can also reach tender specifik reports from the Reporting tab within the tender

4.8 My tasks

From the home page a link is available to “My tasks”. This shows an overview of the tasks

that the logged in user is involved in.

The user that is the owner of the contract can assign tasks to different users and external

persons. The tasks assigned to other users by the logged on user can be viewed on the tab {

Sent requests }. There, the owner of the task is shown together with start and end dates.

The external sent tasks appear at the senders list to set at ready (this due to fact that

external person has no access to system thus the task could otherwise never be set as

completed)

The user that has been assigned different tasks can review the list of tasks as well. On the

tab { Received requests } are the tasks that can be assigned to this user by other contract

owners.

When a task is set to complete by the assigned user, the task will be taken off the Requests

tab. It can then be found on the { Completed } tab instead.

4.9 Other areas

This section describes the areas not covered in any section above

4.9.1 Contract number (separate module)

Contract number is a property on a contract, it is an editable field and is default set to

- . The purpose of the field is for the

contracting authority to have a field which can be used both as reference and unique id at

the same time.

Reference is defaulted to contract number for Amendment RFT contracts – if you have the

contract number functionality switched on.

When creating a contract for an Amendment RFT the reference field will be defaulted with

the contract number from the awarded supplier’s base contract (the contract the amendment

RFT was created from).

Below is a schematic image on how the contract numbers and references are pre-filled

All related contracts (contracts that are created on the same base RFT, including

amendment RFT contracts) are listed in the Main contract page for a supplier. Ensuring the

supplier finding of any related contracts