ibm electronic supply-chain interlock e-collaboration ... · the electronic supply-chain interlock...

IBM Electronic Supply-chainInterlock E-collaborationPrimer for Guest Users

Before using this information and the product it supports, read the information in "Notices."

Note:

Fifth Edition (October 2001)This edition applies to Version 3.0 of IBM Electronic Supply-chain Interlock System (product number notapplicable) and to all subsequent releases and modifications until otherwise indicated in new editions.

© Copyright International Business Machines Corporation 1999, 2001. All rights reserved.Note to U.S. Government Users Restricted Rights—Use, duplication or disclosure restricted by GSA ADPSchedule Contract with IBM Corp.

112.2.4.1 Printing a view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

112.2.4 Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

102.2.3 Search functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

92.2.2 Viewing documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

92.2.1 Opening the Keyword database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

92.2 Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

92.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

9Chapter 2. Using the Keyword database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

71.7.2.2 Requesting enrollment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

61.7.2.1 Obtaining a userid and password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

51.7.2 User enrollment requested by the user . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

51.7.1 User enrollment requested by the guest coordinator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

41.7 User enrollment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

41.6 Guest company setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

31.5 Access control list groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

31.4.3 Guest coordinator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

31.4.2 Host coordinator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

31.4.1 Regular user . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

21.4 User categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

21.3.3 Internet connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

21.3.2 Browsers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

21.3.1 Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

21.3 Minimum system requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

21.2 Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

11.1 Introducing ESI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

1Chapter 1. Getting started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

viWho should use this document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

viConventions used in this document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Contents

© Copyright IBM Corp. 1999, 2001 iii

303.2.14.1 Printing a view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

293.2.14 Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

283.2.13 Search functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

273.2.12 Viewing documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

273.2.11.4 Creating a Meeting Action document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

273.2.11.3 Creating a Meeting Minutes document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

263.2.11.2 Creating a Meeting Response document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

263.2.11.1 Creating a Meeting Agenda document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

263.2.11 Creating Meeting documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

253.2.10 Creating a Part Number Data Integrity document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

243.2.9.3 Procedure for receiving PCN Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

223.2.9.2 Creating an EOL Submission document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

213.2.9.1 Creating a PCN Submission document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

203.2.9 Product Change Notification and End-of-Life Notification . . . . . . . . . . . . . . . . . . . . . . . . . .

193.2.8.1 Replying to an RFQ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

193.2.8 Request for information and request for quotation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

183.2.7.1 Responding to an EC Release Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

173.2.7 EC Release Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

163.2.6 Creating a Contract document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

163.2.5 Deleting a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

153.2.4 Editing a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

153.2.3 Creating a response to a main document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

143.2.2 Creating a Commodity Management document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

143.2.1 Opening the E-collaboration Commodity Management database . . . . . . . . . . . . . . . . . . . .

133.2 Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

133.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

13Chapter 3. Using the E-collaboration Commodity Management database . . . . . . . . . . . . . . . . . . . .

112.2.4.2 Printing a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

iv IBM ESI E-collaboration Primer for Guest Users

55Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

53Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

50Trademarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

49Appendix B. Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

47Part Number database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

46E-collaboration Commodity Management database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

45Keyword database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

45Appendix A. Forms and views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

43Chapter 5. FAQ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

404.2.3 Search functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

394.2.2 Viewing documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

394.2.1 Opening the Part Number database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

394.2 Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

394.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

39Chapter 4. Using the Part Number database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

363.5 Tips for working with documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

363.4.4 Click to attach file(s) field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

353.4.3 Restricted access field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

353.4.2 E-mail notification section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

343.4.1 Council/Commodity mapping section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

343.4 Common and special fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

343.3.2 Contract document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

313.3.1 Commodity Management documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

313.3 Collaboration categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

303.2.14.2 Printing a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Contents v

Conventions used in this documentIBM is often referred to as the host in this document; suppliers (companies that supply IBM with goodsand/or services) are referred to as guests.

ESI refers to the Electronic Supply-chain Interlock application.

Note: is used to highlight exceptions and other items calling for special emphasis.

The names of buttons, tabs and fields are generally in bold type.

Words within a sentence that deserve special emphasis are generally in italics.

Who should use this documentThis document is intended as a primer for employees of guest companies who will be using ESI as aregular user (also referred to as a common user or general user) or a guest coordinator. While tasks thatcan only be performed by an ESI administrator are mentioned in this document, they are generally notexplained in detail. However, there is a separate document to assist administrators with their own set oftasks. There is also a separate document for host users.

vi IBM ESI E-collaboration Primer for Guest Users

Procurement presents many challenges to business success, not the least of which are communicationsand logistics. Traditional business methods for IBM and its suppliers create redundant paperwork,processes prone to costly errors and an overall lack of visibility to IBM's supply chain and its transactions.ESI addresses these business issues by leveraging recent IT innovations to provide a highlysecure, flexible, platform-independent system for its suppliers that encompasses the entire supply

Chapter 1. Getting started

1.1 Introducing ESIToday success for supply chain trading partners means that value must be maximized in processesthroughout the supply chain. The Electronic Supply-chain Interlock (ESI) System acts as IBM's catalystfor success by streamlining, consolidating and homogenizing information and processes throughout thesupply chain. The worldwide proliferation of the Internet, in synergy with IBM’s commitment to e-businessand Lotus Notes™, have provided the ideal conditions for a supply chain solution for IBM andsuppliers alike. Recent, rapid advances in information technology (IT), especially in Internettechnologies, have created a tremendous opportunity for improving the process of managing a supplychain and managing business relationships, enabling IBM to transform procurement into e-procurement.

ESI is an e-business application that enhances communication, collaboration and the managementof data flow between IBM (the "host") and its suppliers ("guests") in a secure and organized workflowenvironment. ESI is a Lotus Domino™ based management and communication tool that provides 24 x7 online access to procurement related data through a single interface. ESI's secure architecturewill strengthen supplier alliances and streamline the procurement process by allowing the timelysharing of supply chain information with its suppliers, and by promoting electronic communication overthe World Wide Web. In so doing, the overall efficiency of processes will be improved and the cost ofbusiness driven down.

ESI uses Lotus Notes as its primary operating environment for its storage, messaging, securityand customization characteristics. Notes can store and manage all types of data, regardless of theapplication used to create the data. Notes provides the communication infrastructure to supportmessaging, mail routing, data replication and mobile users. Access to the IBM-hosted Domino serveroutside the IBM firewall is controlled by Domino security, while Web users have the added security ofthe Secure Sockets Layer (SSL) and Hypertext Transfer Protocol Secure (HTTPS). Lastly,Notes provides a development environment that promotes the customization of applications, providingflexibility for user and supplier alike.

Residing behind IBM's firewall, the ESI databases integrate with several strategic IBM systems:Contract On-line Tracking (COLT), Procurement System Information Warehouse (PSIW), PCN/EOLTracking database and Aspect engineering part number database. The ESI databases are replicated toan IBM-managed Domino server outside the firewall that provides Web access to the system.

The main ESI databases are the E-collaboration Commodity Management database, the Keyworddatabase, the Part Number database and the Archive database. Each registered supplier has accessto its own data in the first three databases. IBM users have access to their own council's informationin all the databases. IBM users and suppliers have different types of access to ESI. Both haveaccess as either editor, author, or reader. Further security is provided at the form level, where the usercan limit access to a particular form or document to a restricted group of users. Many different viewsof ESI data are possible, allowing users to maximize the value of the information in each ESI database.ESI makes it possible to easily create documents for each supply chain process, with many timesavingoptions like automatically filled in fields, automatic e-mail notification that a document is coming,multi-supplier documents, automatic storage, the ability to attach other documents, and 100%traceability.

© Copyright IBM Corp. 1999, 2001 1

chain. When everyone in the supply chain is using the same information and the same procedures,miscommunications are minimized and transaction processing times are greatly reduced.

1.2 PrerequisitesThe portal administrator and ESI administrator must create a set of documents to set up a guestcompany. The portal administrator must create these documents in the Supply Portal DB2 datastore:

! Company Profile! User Profile! Company Type! Application Setup

A program will run nightly to feed the new profile information into the Keyword database.

The ESI administrator must then create these documents in the Keyword database to cross-map thefocal contacts for the various commodities:

! Commodity Mapping! Commodity Information! Database Location

1.3 Minimum system requirementsThis section covers the hardware, operating system, browser and Internet connection prerequisites thatare necessary to successfully use ESI.

1.3.1 HardwareA 133 MHz or faster processor is recommended to effectively use ESI; memory of at least 48 MB isrecommended.

1.3.2 BrowsersUsers can access ESI over the Web with Netscape Navigator or Microsoft® Internet Explorer browsers.Netscape Navigator Version 4.6 or higher or Microsoft Internet Explorer Version 5.0 or higher arerecommended. Any other Web browser may have difficulty working with the E-collaboration CommodityManagement database.

1.3.3 Internet connectionGuests need to provide their own ISP (Internet service provider) connection in order to use ESI. If you areusing a modem connection, a modem capable of transmitting data at 56 kbps (thousand bytes persecond) or more is recommended.

1.4 User categoriesThis section describes the categories of ESI users: regular user, host coordinator and guest coordinator.

2 IBM ESI E-collaboration Primer for Guest Users

1.5 Access control list groupsHost users and guest users have different types of access to ESI. Access control list (ACL) groups forguest users are discussed here.

A guest coordinator is designated by each guest company. The guest coordinator obtains a Web HTTPuserid and password from IBM Registration. A guest company has access to the ESI E-collaborationCommodity Management database, the ESI Keyword database, and the ESI Part Number database(only for the guest company’s own part numbers). Strict security measures have been implemented sothat one guest company can not gain access to the data of another.

The guest coordinator determines the set of people who have access to restricted access documents byspecifying in each request for ESI enrollment whether the user will have restricted or nonrestricted access.The access levels provided for guest users are Author, Editor and Reader, all restricted access bydefault. The Nonrestricted Author, Nonrestricted Editor and Nonrestricted Reader access level optionscan be requested by the host coordinator or the guest coordinator.

1.4.1 Regular userA regular user is considered to be a user of the E-collaboration Commodity Management database fromthe Procurement organization or a guest company. The coordinators discussed in the following sectionsare also regular users, but have additional responsibilities too. The ESI administrator is responsible to setup regular users with the appropriate security access, provided that the request for access is approved bythe host coordinator.

1.4.2 Host coordinatorThe ESI host coordinator is the main focal point for each host commodity council and is the main contactbetween the guest and ESI for first level type questions or problems.

The host coordinator can perform the following tasks:

! Provide the Portal administrator with the guest information necessary to add new guest companies.

! Approve host user enrollment requests and assign an access level to council members via the SupplyPortal application enrollment mechanism

! Update the Commodity Mapping document by adding or deleting contact persons as those personsjoin or leave the commodity council or a guest company (the ESI administrator can also do this).

! Update the Commodity Information document (the ESI administrator and guest coordinator can alsodo this).

! Coordinate and hold ESI education sessions for both host council members and guests.

1.4.3 Guest coordinatorEach guest company designates someone in the company to act as its guest coordinator, and thisperson is listed in the guest's Company Profile document that is created by the portal administrator.Guest coordinators can perform the following tasks:

! Request application access for other members of their company (the host coordinator and ESIadministrator can also do this).

! Update the guest's Commodity Information document in the Keyword database (the host coordinatorand ESI administrator can also do this).

Chapter 1. Getting started 3

The access types for guest users are:

! Restricted Editor Users have the authority to read/create/edit all of their own company’sdocuments .

! Nonrestricted Editor Users have the authority to read and edit all of the guestcompany's nonrestricted documents, and to create both restricted and nonrestricteddocuments. Users can read restricted documents that they themselves created, as well asresponses to those restricted documents.

! Restricted Author Users have the authority to read all of the guest company's documents,authority to create restricted and nonrestricted documents, and authority to edit only their owndocuments.

! Nonrestricted Author Users have the authority to read only the guest company'snonrestricted documents, to create restricted and nonrestricted documents, and to edit onlytheir own documents. Users can read restricted documents that they themselves created, aswell as responses to those restricted documents.

! Restricted Reader Users have the authority to read all of the guest company's documents, but noauthority to create or edit any documents.

! Nonrestricted Reader Users have the authority to read only the guest company's nonrestricteddocuments, but no authority to create or edit any documents.

ESI access can be further restricted on the document level. See section 3.4.3, Restricted access field, foran explanation of the Restricted access field in ESI documents.

1.6 Guest company setupBefore individual guest users can enroll to use ESI, the guest company and guest coordinator must bepreregistered by the host. Information about the guest company is gathered from the host's PSIW(Procurement System Information Warehouse) DB2 database by the host coordinator. This information isconveyed to the Supply Portal administrator, who then sets up the guest company.

The Portal administrator must perform these tasks to set up a guest company in the Supply Portal:

! Create a Company Profile document

! Create a User Profile document for the guest coordinator (this is done automatically when therequest for ESI access is approved by the administrator)

! Create application-to-company mapping, to “map” ESI to the companies that can use it

The ESI administrator must then perform these tasks to set up the guest company :

! Create Commodity Information and Commodity Mapping documents for the guest company in theKeyword database

! Create Database Location documents, including the Supplier Partnumber Database Locationdocument, in the Keyword database

! Create and populate groups in PGM (public group manager)

1.7 User enrollmentThe person in a guest company who has been designated as the guest coordinator has the ability to usethe Supply Portal Web site to request Web access to ESI for other members of the organization . The ESI


administrator and host coordinators can also request enrollment for a guest user. If necessary, membersof the guest company can request Web access themselves.

Before a guest user can be enrolled for ESI E-collaboration or any other application under the SupplyPortal, the user must obtain a userid and password from the IBM Registration site.

For more information on using the Supply Portal see the document titled IBM Supply Portal User Guidefor Guest Users (contact your commodity representative to get a copy).

1.7.1 User enrollment requested by the guest coordinatorBefore you can enroll a user in your company for ESI E-collaboration, the user must go to the IBMRegistration site and obtain a userid and password. See section 1.7.2.1, Obtaining a userid andpassword, for help in obtaining a userid and password.

Before requesting access for a user, determine whether the user is a new Supply Portal user (has not yetenrolled for a restricted application under the Supply Portal) or a regular user (has enrolled for at leastone restricted application). Follow these steps to request application enrollment for a new user:

1. Access the Supply Portal page at Internet address http://www.ibm.com/procurement/esi .

2. The Supply Portal Overview page appears. Click one of the My Portal links.

3. Your personalized My Portal page appears. Click New User App. Enrollment in the User part of theUser Functions section. If the user is a regular user, click Request App. Access. The steps torequest enrollment for a regular user will be similar to the following steps for requesting enrollment fora new user.

4. The New User Enrollment page appears. In the ID to register field type the userid of the user youwant to enroll. In the Select application field select ESI Commodity, then click Continue.

5. A New User Enrollment (continues...) page appears. Click in the Desired role field to open adrop-down menu of possible roles. Some of the fields will be prefilled with information pulled from IBMRegistration. Complete the remaining fields on the page, which are self-explanatory. Fields designatedwith an asterisk (*) are required fields and must be completed to finish the transaction; other fields areoptional.

When finished, click Continue at the bottom of the page.

6. A second New User Enrollment (continues...) pages appears. Complete the fields on the page andclick Continue.

7. Another New User Enrollment (continues...) page appears. Complete the fields on the page andclick Continue.

8. The New User Enrollment Final Review page appears, displaying the selections you made on theprevious New User Enrollment pages. Review the information listed. If you need to make anychanges, click your browser’s Back button until you get to the applicable page, then continue fromthere until you get back to this step. If everything is correct, click Submit at the bottom of the page.

9. A final New User Enrollment page appears. Your enrollment request is complete.

Make a note of the request number, because having it handy will be helpful if you need to inquireabout the status of your request. Once your request is reviewed you will be notified of the outcome bye-mail.

1.7.2 User enrollment requested by the userThere are two ways a guest user can enroll for ESI E-collaboration. The first and best way is for the userto provide the guest coordinator with the userid obtained at the IR site, then let the guest coordinatorsubmit the enrollment request. The second way to enroll for an application requires that the user


complete and submit the enrollment request directly. If the user does not know who the guest coordinatoris, the second way should be used.

Letting the guest coordinator submit the enrollment request is the preferred method because it gives theguest company greater control over its users’ access to ESI E-collaboration, and the approval of therequest takes less time.

1.7.2.1 Obtaining a userid and passwordBefore you can enroll for ESI E-collaboration, you must go to the IBM Registration (IR) site and obtain auserid and password.

1. Access the Supply Portal Overview page at this Internet address:

http://www.ibm.com/procurement/esi2. Click Register. This takes you to the Register page at the IBM Registration (IR) site.

3. In the Authentication settings section complete the User ID and Password fields, then type thepassword again in the Verify password field. You can click Guidelines for User IDs andPasswords to bring up the IBM Registration: Frequently Asked Questions page for assistance indetermining a suitable userid and password.

4. In the Challenge question field, type a challenge question that only you can answer. Then, type theanswer to the question in the Answer to challenge question field. Choose a question that is simpleto answer and easy to remember; you may be asked to furnish the answer occasionally to confirmyour identity.

5. Complete the remaining fields on the Register page. Most of the fields are self-explanatory. The fieldsdesignated in the registration form with an asterisk (*) are required to complete this transaction; otherfields are optional.

Tip: Some fields have an arrow you can click to open a drop-down menu of items to choose from.There is an alternate way to complete these fields. Instead of clicking the arrow to open thedrop-down list, tab to the field then type the first letter of the item you want and the item willautomatically appear. If the item that appears begins with the letter you typed but is not the one youwant, type the first letter again and the next item on the list beginning with that letter will appear. If theitem that appears is still not the one you want, continue typing the first letter to progress through all ofthe items beginning with that letter until you reach the one you want. Using the up and down arrowkeys on your keyboard will take you forward and backward through the entire list.

6. When you have finished completing the Register page, click Continue at the bottom of the page. Ifyou want to clear all fields, click Reset instead. Clicking Cancel returns you to the Supply Portal homepage.

Note: The fields in the Address information section are not required fields. However, if you completeonly the Country field in the Address information section, you will be asked to complete the remainingfields in that section after you click Continue.

7. A new Register page appears displaying the information you entered on the registration form. Reviewthe information listed. If everything is accurate and complete, click Continue and you will return to theSupply Portal home page; your registration is complete. It may take up to 15 minutes for your useridand password to become active. If you wish to change or add anything, do not click Continue.Instead, click Change to open the Change Profile page where you can change any of the personalprofile information listed.


7. Another New User Enrollment (continues...) page appears. Complete the fields on the page thenclick Continue.

8. Another New User Enrollment (continues...) page appears. Complete the fields on the page thenclick Continue.

9. The New User Enrollment Final Review page appears, displaying the selections you made on theprevious New User Enrollment pages. Review the information listed. If you need to make anychanges, click your browser’s Back button until you get to the applicable page, then continue fromthere until you get back to this step. When everything is correct, click Submit.

10. A final New User Enrollment page appears listing your request number. Make a note of the requestnumber, because having it handy will be helpful if you need to inquire about the status of your request.

You will be notified of the status of your request through the e-mail address you provided in yourenrollment request. If your request is approved, a link to the ESI E-collaboration database will appear onyour personalized My Portal page.

1.7.2.2 Requesting enrollmentNew and regular guest users follow similar steps to enroll for ESI E-collaboration.

A new guest user follows these steps to request enrollment in ESI E-collaboration when the user doesnot know who the guest coordinator is:

1. Access the Supply Portal page at Internet address http://www.ibm.com/procurement/esi .2. The Supply Portal Overview page appears. Click one of the My Portal links.

3. Your personalized My Portal page appears. Click New User App. Enrollment in the User part of theUser Functions section. Regular users click Request App. Access instead. The subsequent steps aregular user follows to enroll are similar to these steps for new users, with some differences such asthe names of the pages.

4. The Terms and Conditions page appears. Click I Agree at the bottom of the page.

5. A New User Enrollment (continues...) page appears. Click in the field to open a drop-down list ofrestricted applications for which you can enroll. Select ESI Commodity then click Continue.

6. Another New User Enrollment (continues...) page appears. Select a role in the Desired portal rolefield. Complete any of the remaining fields on this page that have not been prefilled with userinformation from IBM Registration, then click Continue.


Chapter 2. Using the Keyworddatabase

2.1 OverviewThe ESI Keyword database is used to keep profile information related to the host and guest companies; itcould also be called the "ESI Profile" database. Its main use is to provide host and guest information toESI Keyword-dependent databases (such as the E-collaboration Commodity Management database),such as company profile, location profile, user profile and commodity mapping. The ESI administrator willneed to set up the proper Notes ACL (access control list) group for new users.

By clicking Web Access Request guest coordinators can link to the Supply Portal where they canrequest ESI enrollment for other users in their company. See more in section 1.7.1, User enrollmentrequested by the guest coordinator. Also, the document titled IBM Supply Portal User Guide for GuestUsers contains more information on how to use the portal (contact your commodity representative to geta copy).

2.2 TasksThe ESI Keyword database provides profile information such as company information, user informationand location information, in read-only mode. Commodity Mapping documents are used by authorizedusers (the ESI administrator and host and guest coordinators) to update guest companies’ commodityinformation. The following sections describe how to perform each of these tasks.

2.2.1 Opening the Keyword databaseClick on the ESI Keyword DB link on the left side of the page in any ESI database to open the Keyworddatabase. A list of the Keyword database views appears: Company Profile, Company Location, UserProfile, Web Access Request and Commodity Mapping. You are now in the Keyword database.

2.2.2 Viewing documentsYou can view any Keyword database document allowed by your access level by selecting the appropriateview. This section describes how guest users can view documents in the Keyword database. Refer to theAppendix A, Forms and views, for a list of views in the Keyword database.

Follow these steps to view a document in the Keyword database:

1. Open the Keyword database and select the appropriate view from those listed on the left part of thepage (Company Profile, Company Location, User Profile or Commodity Mapping).

Note: Selecting Web Access Request will bring you to a page where you can link to IBM Registrationor to the Supply Portal site.

2. Locate the document you want to view and open it by clicking the blue, underlined text in the leftmostcolumn in the view (such as the Company Name or Supplier column).

3. Close the document by clicking Close, if present, or by clicking Back on your browser’s toolbar.


2.2.3 Search functionsThere are three ways you can perform a search:

! Search all of IBM using the Search area at the top of every view (A).

! Search the current view or current open document using your browser's built in search function (B).

! Search the Keyword database by clicking on Search where it is grouped withPrevious/Next/Expand/Collapse toward the top and the bottom of the view (C).

A. Follow these steps to perform a Web search of all of IBM’s public Internet sites using the Search areathat is located near the top of the page:

1. From any view type the keyword, or string of text, you want to search for in the text box directly tothe left of Search near the top of the page.

2. Click Search.

3. A Search results page appears listing the sites that include the text you entered. You can openone of the Web pages or documents by clicking the blue underlined text. If the search resultswere not satisfactory, try clicking Advanced search or Tips for assistance.

B. Follow these steps to perform a search of the current view or open document using your Webbrowser:

1. From an appropriate, expanded view select one of the following depending on whether yourbrowser is Netscape or Internet Explorer:

! Edit, then Find in Page... if your browser is Netscape

! Edit, then Find (on This Page)... if your browser is Internet Explorer

Note: As an alternative, you can simultaneously press Ctrl and F on your keyboard.

2. The Find box opens. Type the string of text you want to search for in the Find what field, thenclick Find Next or press Enter on your keyboard.

3. Your browser will bring you to and highlight the first instance of the text string you typed while theFind box stays open. To go to the next instance, click Find Next or press Enter on your keyboardagain. Proceed until you find the instance you want.

C. Follow these steps to perform a search of the Keyword database using Search, which is grouped withPrevious/Next/Expand/Collapse toward the top and again toward the bottom of the view:

1. From an appropriate view click Search where it is grouped with Previous/Next/Expand/Collapse(located both near the top and the bottom of the page). The search this view page appears.

2. Type the keyword you want to search for in the Search for field.

3. Click in the Sort results by field and select relevance, last modified, first modified or keep currentorder.

4. Click in the Return maximum of field and select 10, 50, 100, 250 or All.

5. You can specify that you want the search to look for variations of the keyword you typed byselecting Use word variants; or specify that you want to perform a “fuzzy” search by selectingFuzzy search.

6. When you have completed the search this view page click Search. The search results pageappears, listing the documents that contain the keyword you typed according to your selections inthe Sort results by and Return a maximum of fields. The documents are listed in columns justas in the view you were in. To open one of the documents listed, click on the blue, underlined textin the row.


2.2.4.1 Printing a viewFollow these steps to print a view:

1. Open the Keyword database and select the appropriate view from those listed (Company Profile,Company Location, User Profile or Commodity Mapping).

2. Click Print on your browser’s toolbar, or select Print from your browser’s File menu.

3. Click OK on the Print pop-up menu that appears.

2.2.4.2 Printing a documentFollow these steps to print a document:

1. Open the Keyword database and select the appropriate view from those listed (Company Profile,Company Location, User Profile or Commodity Mapping).

2. Locate the document you want to print and open it by clicking the blue, underlined text in the leftmostcolumn in the view (such as the Company Name column).

3. Click Print on your browser’s toolbar, or select Print from your browser’s File menu.

4. Click OK in the Print pop-up menu that appears.

If the results are not satisfactory, try modifying your search and clicking Search again.

2.2.4 PrintingThis section describes how to print a view or document in the Keyword database. You can print any viewor document that you can access.

Chapter 2. Using the Keyword database 11

Chapter 3. Using theE-collaboration CommodityManagement database

3.1 OverviewThe ESI E-collaboration Commodity Management database is designed to enhance communicationbetween IBM and its suppliers. It provides links to the Part Number and Keyword databases. TheE-collaboration Commodity Management database includes forms for creating documents to facilitatemany important procurement processes, or categories. The forms are designed to facilitate informationexchange by the use of attachments with minimal manual input of data. While the type of files that can beattached to a Commodity Management document is virtually unlimited, users should verify thereceiver's software type and version by checking in the Company Profile document (a copy ofwhich is located in the Keyword database) to ensure that the recipient will be able to view theattachment. Note: File attachments should be used judiciously, as unnecessarily large file attachments canneedlessly degrade performance for other users while the attachment is being uploaded or downloaded.

The E-collaboration Commodity Management database interacts with several host support databases.Commodity Management documents are periodically moved to an Archive database to control the sizeand performance of the ESI applications. If necessary, documents can be moved from the Archivedatabase back to the E-collaboration Commodity Management database. The archive process iscurrently available only to host users. If necessary, your IBM contact can have an archived documentmoved back to the E-collaboration Commodity Management database where you can access it.

This section discusses the various tasks that can be accomplished from the E-collaboration CommodityManagement database, and gives instructions for guest users to complete these tasks.

3.2 TasksGuest coordinators are responsible for submitting requests for user access to the ESI E-collaborationCommodity Management database. When access is approved the ESI administrator updates the groupsand roles accordingly. If you do not have the proper authority, you may not be able to see some of theaction buttons mentioned in the following tasks. This section provides instructions for creating, editing,printing and otherwise manipulating the documents available in the E-collaboration CommodityManagement database to facilitate the following procurement processes, or categories:

! Contract! Assembly Technical Documents! Award (initiated only by the host)! EOL Submission! EC Release Request (initiated only by the host)! Forecast! Meeting Agenda! Others! Part Number Data Integrity ! PCN Submission! Supplier Performance Reporting (initiated only by the host)


! Request for information (RFI) / Request for quotation (RFQ) (initiated only by the host)! Reconciliation! RoadMaps

Within the Contract category are the following subcategories:

! Confidential disclosure agreement! Goods agreement! Statement of work! Transaction agreement! Electronic data interchange! Non-disclosure! Product specification and pricelist! Production procurement agreement! Purchase agreement! Replenishment agreement! Supplier quality agreement

Other categories that are available only to host users may appear on some documents you will see. Thecommodity categories are summarized in section 3.3, Collaboration categories.

3.2.1 Opening the E-collaboration Commodity Management databaseGuest users are enrolled for ESI through the IBM Supply Portal Web site (see more in section 1.7, UserEnrollment). Once your enrollment for ESI has been approved, a link to the application will appear onyour personalized My Portal page at the Supply Portal site. Simply click on the link then provide youruserid and password to access the E-collaboration Commodity Management database.

From the E-collaboration Commodity Management database you can also access the Keyword and PartNumber ESI databases using the links provided.

3.2.2 Creating a Commodity Management document This section describes the steps necessary to create a generic Commodity Management document thatcould be in any category. Specialized instructions for creating documents in the EC Release Request,RFI-RFQ, PCN, EOL, Part Number Data Integrity and Meeting Agenda categories are provided in:

! Section 3.2.7, EC Release Request

! Section 3.2.8, Request for information and request for quotation

! Section 3.2.9, Product Change Notification and End-of-Life Notification

! Section 3.2.10, Creating a Part Number Data Integrity document

! Section 3.2.11, Creating Meeting documents

Follow these steps to create a new Commodity Management document:

1. Open the E-collaboration Commodity Management database as described in section 3.2.1, Openingthe E-collaboration Commodity Management database, and select the Category, Author or RFI/RFQview.

2. Click Create Commodity Doc at the top of the page.

3. Complete the Commodity Management form beginning with the Subject, Supplier name, Council, Commodity and Category fields. The latter four fields are completed using drop-down menus. Whenthe Category field is completed, parts of the form may change to accommodate the specialinformation needed for the category selected.


Follow these steps to respond to a main document:

1. Open the E-collaboration Commodity Management database as described in section 3.2.1, Openingthe E-collaboration Commodity Management database.

2. Locate the main document you wish to respond to from an appropriate view. Open the document byclicking on the blue underlined text in the leftmost column of the row where it is listed.

Tip: If you received an e-mail notification, you can open the main document by clicking under Link todocument for Web users in the e-mail. See more in section 3.2.12, Viewing documents.

3. Click Create Response inside the document at the top of the page.

4. Complete the Response document.

5. When your response is finished, click Save&Submit toward the bottom of the form to save thedocument and send the people you designated in the E-mail notification section an e-mail notifyingthem of a Response document awaiting their attention. Click Delete to close and delete the documentand return to the Category view. Click Refresh to refresh the data in the document, such as whenadding multiple file attachments (see more in section 3.4.4, Click to attach file(s) field).

Access to the Response document is determined by the selections in the Restricted access field of themain document (this field is not available in the Response document). These fields are explained insection 3.4, Common and special fields. If one of the restricted access options was selected in theRestricted access field of the main document, and additional recipients who do not belong to a restrictedaccess group are specified in the E-mail notification section of your Response document, thoserecipients will receive the e-mail notification but will not be able to view either the Response document orthe main document.

When viewing a Response document, it is possible to go back to the main, or parent, document byclicking Open Parent at the top of the document.

3.2.4 Editing a documentBoth host Notes users and guest Web users have the ability to edit certain documents based on theiraccess to the database. Any main document that has not received a response can be edited by the

Access to the document is determined by your selections in the Restricted access field, which isexplained in section 3.4.3, Restricted access field.

Using the fields in the E-mail notification section, you can specify whether an e-mail notificationshould be sent to the appropriate persons. In the E-mail notification field you can designate thosewho you want to receive e-mail notifying them of a Commodity Management document awaiting theirattention. You can also specify to whose attention the e-mail should be addressed (Attention field),additional recipients to receive the e-mail (Additional recipients field), and any additional commentsyou may have (E-mail notification comments field). These fields are explained in section 3.4.2,E-mail notification section.

Detailed information can be exchanged by attaching files in the Click to attach file(s) field. Seesection 3.4.4, Click to attach file(s) field.

4. When the document is finished, click Save&Submit toward the bottom of the form to save theinformation you entered and close the document. If Yes was selected in the E-mail notification field,an e-mail will be sent to the persons specified notifying them that a Commodity Managementdocument is awaiting their attention. Click Delete to close and delete the document and return to theCategory view. Click Refresh to refresh the data in the document, such as when adding multiple fileattachments (see more in section 3.4.4, Click to attach file(s) field).

3.2.3 Creating a response to a main document

Chapter 3. Using the E-collaboration database 15

author of the document, an ESI administrator or a host coordinator. Guest coordinators can edit anydocument created by their company. Once a main document has received a response, that maindocument can no longer be edited.

Follow these steps to edit a Commodity document:


2. Locate the document you wish to edit from an appropriate view. Open the document by clicking on theblue underlined text in the leftmost column of the row where it is listed.

3. Click Edit at the top of the document.

4. Edit the document as necessary.

5. When you have finished editing, click Save&Submit toward the bottom of the form to save yourchanges and close the document. If Yes was selected in the E-mail notification field, then an e-mailwill be sent to the persons you selected notifying them of a document awaiting their attention. ClickDelete to close and delete the document and return to the Category view. Click Refresh to refresh thedata in the document, such as when adding multiple file attachments (see more in section 3.4.4, Clickto attach file(s) field).

3.2.5 Deleting a documentUsers can mark documents in the E-collaboration Commodity Management database to show that theyneed to be deleted. After being marked for deletion, a document is no longer visible to regular users; itcan only be viewed by an ESI administrator. An agent runs periodically that automatically deletesdocuments in the E-collaboration Commodity Management database that have been marked for deletionand do not have a response. If a main document that has a response is marked for deletion, thedocument will no longer be visible to a regular user but the agent will not delete that document or itsresponse. Instead, the agent will mark the document "MarkWait," meaning that the ESI administratormust review the document using a special view to determine whether it should be deleted. If youmistakenly mark a document for deletion, contact the ESI administrator before 5:00 p.m. EST to have thedocument saved from deletion.

Follow these steps to mark a document for deletion:


2. Locate the document you wish to delete from an appropriate view. Open the document by clicking onthe blue underlined text in the leftmost column of the row where it is listed.

3. Click Edit at the top of the screen to open the selected document in edit mode.

4. Click Delete toward the bottom of the form. The document will automatically close.

Note: You will only be able to edit and mark for deletion those documents allowed for your ACL group.See section 1.5, Access control list groups, for more information.

3.2.6 Creating a Contract documentHost users generally initiate a Commodity document in the Contract category. However, guest users cancreate a basic Contract document for one of these contract categories:

! Confidential disclosure agreement! Purchase agreement! Electronic data interchange! Goods agreement


! Non-disclosure! Production procurement agreement! Product specification and pricelist! Supplier quality agreement! Replenishment agreement! Statement of work! Transaction agreement

Follow these steps to create a Contract document:

1. Open the E-collaboration Commodity Management database as described in section 3.2.1, Openingthe E-collaboration Commodity Management database, and select the Category view or Author view.

2. Click Create Contract at the top of the page.

3. Complete the form beginning with the Category field. Fields marked with an asterisk (*) are requiredfields.

Using the E-mail notification section you can designate the appropriate persons to receive e-mailnotifying them of a Contract document awaiting their attention. This is explained in section 3.4.2,E-mail notification section.

Access to the document is determined by your selections in the Restricted access field, which isexplained in section 3.4.3, Restricted access field.

4. When the document is finished, you must click the Save&Submit toward the bottom of the form tosave the information you entered and close the document. If Yes was selected in the E-mailnotification field, an e-mail will be sent to the persons listed notifying them of a Contract documentawaiting their attention. Click Delete to close and delete the document and return to the Categoryview. Click Refresh to refresh the data in the document, such as when adding multiple fileattachments (see more in section 3.4.4, Click to attach file(s) field).

3.2.7 EC Release RequestBefore an engineering change (EC) can be implemented for a new or existing part number, theengineering change must be approved for release. The EC Release Request document categoryprovides a structured way to initiate and track the EC review and approval process.

Host users initiate an EC Release Request document. The user attaches the appropriate specificationfiles to the document using the file attachment area, and specifies the date a response is required by.

The guest responds to the EC Release Request document in one of two ways: EC Response or InquiryResponse. The guest should respond with an EC Response by the due date specified by the host. Onlyan EC Response counts in terms of meeting the due date. In an EC Response a guest can approve ordisapprove the EC, noting any exceptions to the approval or reasons for the disapproval in a wordprocessor file attached to the document. If necessary, the host can revise the EC, attaching the revisionin a response to the main EC Release Request document.

The guest and host can collaborate in this manner until a solution is found. The host can make multiplerevisions to the EC Release Request before finalizing it as the Formal Release notice. The host makesthe Formal Release by creating a response to the main EC Release Request document. This is theformal release notice for the IBM part number associated with the EC, and should be incorporated in allfuture POs (purchase orders) and RFQs (requests for quotations). Host users should not incorporate anEC in a PO or RFQ prior to the formal release, unless their IBM purchasing administrator has authorizedthem to do so without a formal release. Once the host creates the Formal Release notice, any furtherengineering change for the part number will have to be approved with a new EC Release Requestdocument and EC number.


A guest can also respond with an Inquiry Response if clarification is needed from the host before an ECResponse can be made. If a guest’s only response is an inquiry response, an e-mail reminder will be sentwhen the due date passes.

3.2.7.1 Responding to an EC Release RequestThe host user creating the EC Release Request document specifies who should receive e-mailnotification that the document is awaiting their attention. You should respond by the date specified in thedocument.

Follow these steps to respond to an EC Release Request document initiated by the host:

1. Open the EC Release Request document in view mode by clicking under Link to document for Webusers in the e-mail notification you received.

Note: You can also open the document from an appropriate view in the E-collaboration CommodityManagement database. For example, in the Category view find the EC Release Request category,expand the category by clicking on the twistie (a small, triangular arrow icon) to its immediate left, andlocate the document. See more in section 3.2.12, Viewing documents.

2. Open the specification file that the host has attached to the document by clicking on the documenticon in the Details section toward the bottom of the document.

3. Review the specification file and determine whether/how your company can accommodate theengineering change proposed. If you need more information to make this determination, submit anInquiry Response to the host as described in step 4b.

4. Click Create Response in the open EC Release Request document. Follow these steps to completethe Response form:

a. Leave the Subject field alone. This should already contain the EC number and the IBM partnumber entered by the host user who created the document.

b. Click in the Response Type field and select EC Response.

Note: If you only want to create an inquiry response, select Inquiry Response instead of ECResponse and continue as described in section 3.2.3, Creating a response to a main document.Only an EC Response approving or disapproving the EC Release Request counts in terms ofmeeting the due date; an inquiry response does not count.

c. Type the EC number in the EC Number field (this should already be listed in the Subject field).

d. Type the date on the EC specification itself in the EC Date field. This will help ensure that both theguest and the host are looking at the same specification. Use month/day/year format if yoursystem is set for this date style (for example, 11/23/2001 is November 23, 2001). Useday/month/year format if your system is set for this date style (for example, 23/11/2001 isNovember 23, 2001).

e. Type the IBM part number in the IBM Part Number field (this should already be listed in theSubject field).

f. Select one of the following options in the EC Response field:

! Approved with no exceptions

! Approved with exceptions noted

! Disapproved with reasons noted

The exceptions or reasons noted in the latter two options should be noted in a word processordocument and attached using the Click to attach file(s) field (see more in section 3.4.4, Click toattach file(s) field).


g. Use the E-mail notification section to designate the appropriate people to receive an e-mailnotifying them that this document is awaiting their attention. See more in section 3.4.2, E-mailnotification section.

5. When you are done, click Save&Submit toward the bottom of the form to save the information youentered, generate an e-mail notification to those people you specified, and close the document. ClickDelete to close and delete the Response document and return to the Category view. Click Refresh torefresh the data in the document, such as when adding multiple file attachments (see more in section3.4.4, Click to attach file(s) field).

3.2.8 Request for information and request for quotationHost users initiate an RFI-RFQ (request for information-request for quotation) using the RFI-RFQcategory of Commodity Management document. The guest then responds to the RFI-RFQ document byproviding the appropriate information or quotation. The RFQs will be made available to guests utilizingspreadsheet attachments. The spreadsheets should be in .wk4 file format (the spreadsheet was savedusing the .wk4 file extension option) to maintain software compatibility between Microsoft, Lotus, QuattroPro and OS/2® system users.

All RFI-RFQ Commodity Management documents are listed in the Pending section of the RFI/RFQ viewuntil the due date specified by the author is reached. If the due date has been reached and no responsehas been received from the guest, the RFI-RFQ document will be automatically moved to the Over Duesection. When an RFI-RFQ document is moved to the Over Due section an e-mail reminder is sent tothe guest. Once the guest responds the document is automatically moved to the Closed section. Theguest must specify whether a response to an RFI-RFQ document is an RFI-RFQ response or a requestfor clarification and/or additional information. Only an RFI-RFQ response counts in terms of meeting thedue date; if a guest’s only response is a request for clarification or additional information, the documentwill be moved to the Over Due section when the due date passes. The recipient can view RFI-RFQdocuments in both sections, but should respond before the due date.

3.2.8.1 Replying to an RFQThe guest must retrieve and save the RFQ attachment from the ESI RFI-RFQ document before replying.

Follow these steps to retrieve an RFI-RFQ:


2. Select the RFI/RFQ view. If the due date has not yet arrived, expand the Pending section and locatethe document among the new RFIs-RFQs. If the due date has passed, check in the Closed and OverDue sections.

3. Open the RFI-RFQ document by clicking on the create date (in blue, underlined text) in the leftmost(Create date) column of the row where it is listed.


4. Click on the icon for the attached file under the Details field toward the bottom of the document toopen it. Once it is open, use the browser to save the file by clicking File —> Save As, then typing afile name and saving it to your hard drive.

5. Open the file using the software of your choice.

6. Prepare a reply to the RFI-RFQ using IBM format (see your buyer for a copy of the format).


Follow these steps to reply to an RFI-RFQ:


2. Select the RFI/RFQ view. If the due date has not yet arrived, expand the Pending section and locatethe document. If the RFI-RFQ document cannot be found, it may be under the Closed or Over Duesections (you may contact the buyer to determine the status of the RFI-RFQ).

3. Open the RFI-RFQ document by clicking on the create date for the document (in blue, underlined text)in the leftmost (Create date) column of the row where it is listed.


4. Click Create Response at the top of the form.

5. Complete the RFI-RFQ-Response form as follows:

a. In the Response type field select either RFI-RFQ Response or Clarification and/or additionalinfo required. Only an RFI-RFQ Response counts toward meeting the due date.

b. Select Yes in the E-mail notification field, located in the E-mail notification section, and someadditional fields appear. You can type the name of the person to whose attention the e-mailshould be addressed in the Attention field. Choose the recipients you would like to notify bye-mail that an RFQ document is awaiting their attention (such as a buyer or engineer) in the Sendto field. The list will include recipients designated in the parent document that you are respondingto. If someone who you would like to notify is not on the list, type the person's e-mail address inthe Additional recipients box. Type any additional comments that may be necessary in theE-mail notification comments field.

c. Click Browse... in the Click to attach file(s) field, locate the RFI-RFQ file that you created whenyou retrieved the RFI-RFQ, highlight it, then click Open. The file name will appear in the Click toattach file(s) field. To attach additional files, either:

! Click the Refresh to add additional files button directly under the Click to attach file(s) field

OR

! Click Refresh lower on the page

The name of the first file you attached will no longer appear in the Click to attach file(s) field,instead appearing at the very bottom of the page. Proceed as you did when attaching the first file.

6. When finished click Save&Submit toward the bottom of the form to save the information entered andthe attachment, send an e-mail to the persons specified and close the document.

3.2.9 Product Change Notification and End-of-Life NotificationGuest users submit Product Change Notifications (PCNs) and End-of-Life (EOL) Notifications to the hostthrough the E-collaboration Commodity Management database. Each PCN and EOL notice isautomatically loaded into the host PCN/EOL Tracking database and assigned to the PCN or EOLcoordinator for the applicable commodity. Each host site that utilizes products affected by a PCN or EOLis notified and must enter its response in the PCN/EOL Tracking database. An agent runs every weekendto compile each guest company’s PCNs into a PCN Report. The status of each PCN can be tracked byviewing a guest company’s most recent PCN Report in the E-collaboration Commodity Managementdatabase. A PCN Report is moved to an Archive database, which is accessible only by host users, fourweeks after its creation. If necessary, your host contact can have an archived PC Report moved back tothe E-collaboration Commodity Management database where you can access it.

This section describes how to submit a PCN or an EOL notice using ESI and how to view the PCN report.


3.2.9.1 Creating a PCN Submission documentGuest users can follow these steps to create a PCN Submission document designed for submitting PCNdata to the host:



3. Type a short description of the document in the Subject field (for example: Joe's Garage PCN).

4. Double check to make sure that the Supplier name field lists your company's name.

5. Make a selection in the Council field (see item 6 of section 3.5, Tips for working with documents).

6. Make a selection in the Commodity field.

7. Choose PCN Submission in the Category field. This opens a PCN Details section.

8. Set the Time period field, the week # field and the Year field to the time period, week # and the yearthat the PCN is submitted, respectively.

9. Select Council restricted in the Restricted access field. This will restrict who can view the documentto people in the commodity area who are authorized to view the document. See section 3.4.3,Restricted access field, for more information on this field.

10. Complete the Supplier PCN number field.

11. Select Yes, No or TBD (to be determined) in the Specification change field (if the PCN caused achange to the electrical specification or the physical outline drawing, check Yes).

12. Set the Type of PCN field with the response that most closely matches the type of PCN beingsubmitted.

13. Complete the Due date field with the date the PCN is due to be answered. Use month/day/year formatif your system is set for this date style (for example, 11/23/2000 is November 23, 2000). Useday/month/year format if your system is set for this date style (for example, 23/11/2000 is November23, 2000). The Date sent to IBM focal point field just below will display a prefilled date that is in theformat that your system is set to. Remember, the commitment is 60 days from submission!

14. Make a selection in the Other council(s) field. If the PCN affects multiple councils, select all that areaffected. To select more than one council hold down Ctrl on your keyboard while clicking on eachadditional council.

15. Make the appropriate selection in the Why is this change being made? field.

16. Complete the Request type field. Advance Notice means that all of the data or samples are notready, but you want the host to start working on the PCN. Execute means everything is ready to go.

17. Complete the Sample availability date field with the date when samples for Functional ApplicationTesting will be available.

18. Complete the Qualification data availability date field with the date when the qualification data willbe available.

19. Complete the When will you begin shipping this change to IBM? field.

20. Complete the Orig. supplier component PN field with the original supplier part number. If there aremany, type "See attachment" and attach a spreadsheet file listing them using the Click to attachfile(s) area at the bottom of the document (see section 3.4.4, Click to attach file(s) field). Save thespreadsheet using .wk4 format.

21. Complete the New supplier component PN field with the new supplier part number. If there aremany, type "See attachment" and attach a spreadsheet file listing them using the Click to attach


file(s) area at the bottom of the document. Save the spreadsheet you are going to attach in .wk4format.

22. Complete the IBM component PN field with the IBM part number affected. If there are many, type"See attachment" and attach a spreadsheet file listing them using the Click to attach file(s) area atthe bottom of the document. Save the spreadsheet you are going to attach in .wk4 format.

23. Select Yes or No in the Transfer form to PCN Database? field. No means that you do not have all ofthe information and want to hold the document in ESI until you get the missing information. Yesmeans all of the data is in the document and you want to send the PCN to the PCN/EOL Trackingdatabase. An agent runs regularly to move these PCN Submission documents from ESI to thePCN/EOL Tracking Database.

Note: Once you save and submit a document that you have marked to be transferred to the PCNDatabase, do not edit the document again.

24. Type any comments you would like to make in the Description field.

25. Select Yes or No in the E-mail notification field, which is located in the E-mail notification section.Selecting Yes results in additional fields appearing in this section. You can type the name of theperson to whose attention the e-mail should be addressed in the Attention field. The Send to fieldlists the contact persons in your company and in the host company who are designated in theCommodity Mapping document for the specified council and commodity. Select those on the list whoyou want to receive an e-mail notifying them that a PCN Submission document is awaiting theirattention. An Additional recipients field will appear where you can type the e-mail address ofsomeone you want to receive e-mail notification but who is not on the list. If additional user e-mailaddresses need to be added to the list, please contact your PCN coordinator. Type any additionalcomments that may be necessary in the E-mail notification comments field.

26. Click Browse... by the Click to attach file(s) field to locate and attach all pertinent data, including thePCN document, specifications, qualification data, F/A (failure analysis) reports, audit results and so on(see section 3.4.4, Click to attach file(s) field). Acceptable formats for attachments are:Spreadsheet–.wk4; Presentation–Freelance Graphics® or Power Point® 97 or lower; Wordprocessor document–Word Pro™, Word 97 or lower and Adobe Acrobat V3.0. Highlight the file youwant to attach, then click Open. The file name will appear in the Click to attach file(s) field. To attachadditional files, either:


OR


The name of the first file you attached will no longer appear in the Click to attach file(s) field, insteadappearing at the very bottom of the page. Proceed as you did when attaching the first file.

27. When done, click Save&Submit toward the bottom of the form to save the information entered, sende-mail notification to the persons specified and close the document. If you marked this document withto be transferred to the PCN database, do not refresh or reedit the document.

The PCN Submission document is copied to the PCN/EOL Tracking database, then the e-mail is alsosent to the PCN coordinator. If the PCN involves more than one council, the e-mail will go to theoverall PCN coordinator.

3.2.9.2 Creating an EOL Submission documentThe EOL Submission document is designed for submitting EOL (end of life) data to the host. Followthese steps to create an EOL Submission document:




3. Type the subject in the Subject field (for example: Joe's Garage EOL).


5. Make a selection in the Council field (see item 6 of section 3.5, Tips for working with documents).

6. Make a selection in the Commodity field.

7. Choose EOL Submission in the Category field. This will open an EOL Details section.

8. Set the Time period field, the week # field and the Year field to the time period, week and year thatthe EOL is submitted, respectively.

9. Select Council restricted in the Restricted access field. This will restrict who can view thedocuments to people in the commodity area who are authorized to view these documents. Seesection 3.4.3, Restricted access field, for more information.

10. Make a selection in the Other council(s) field in the EOL Details section of the form. If the EOLaffects multiple councils, select all that are affected. To select multiple councils, hold down the Ctrlkey on your keyboard while selecting each council.

11. Complete the Supplier EOL number field.

12. Complete the Last buy date field with the last day an order can be placed.

13. Complete the Last ship date field with the last day an order can be shipped.

14. Select Yes or No in the Transfer form to PCN/EOL Database? field. No means that you do not haveall of the information and want to hold the document in ESI until you get the missing information. Yesmeans all of the data is in the document and you want to send the EOL Submission to the PCN/EOLTracking database.

Note: Once you mark a document to be transferred to the PCN/EOL database and submit it, do notedit the document again.

15. Paste into the Part numbers affected and alternatives field the list of host (IBM) part numbersaffected, the guest company part numbers affected, and any recommended alternatives. If there aremany, type "See attachment" and attach a spreadsheet file listing them using the Click to attachfile(s) area at the bottom of the document (see section 3.4.4, Click to attach file(s) field). Save thespreadsheet in .wk4 format.

16. Type any comments you would like to make in the Description field. Additional comments can beentered in the Details field a few fields below.

17. Select Yes or No in the E-mail notification field, located in the E-mail notification section. SelectingYes results in additional fields appearing in this section. You can type the name of the person towhose attention the e-mail should be addressed in the Attention field. The Send to field lists thecontact persons in your company and in the host company who are designated in the CommodityMapping document for the specified commodity council and commodity. Select those on the list whoyou want to receive an e-mail notifying them that a EOL Submission document is awaiting theirattention. An Additional recipients field will appear where you can enter the e-mail address ofsomeone you want to receive e-mail notification but who is not on the list. If additional user e-mailaddresses need to be added to the list, please contact your EOL coordinator. Type any additionalcomments that may be necessary in the E-mail notification comments field.

The EOL Submission document is copied to the PCN/EOL Tracking database, then the e-mail is sentto the EOL coordinator. If the EOL involves more than one council, the e-mail will go to the overallEOL coordinator.

18. Click Browse... by the Click to attach file(s) field to locate and attach all pertinent data, including theEOL document, specifications, qualification data, a list of part numbers affected and so on. Highlight


the file you want to attach, then click Open. The file name will appear in the Click to attach file(s)field. To attach additional files, either:


OR


The name of the first file you attached will no longer appear in the Click to attach file(s) field, insteadappearing at the very bottom of the page. Proceed as you did when attaching the first file. Acceptableformats for attachments are:

! Spreadsheet: .wk4

! Presentation: Freelance or Power Point 97 or lower

! Word processor document: Word Pro, Word 97 or lower and Adobe Acrobat V3.0

19. When done, click Save&Submit toward the bottom of the form to save the information entered, sende-mail notification to the persons specified and close the document. If you marked this document to betransferred to the PCN/EOL database, do not refresh or reedit the document.

The EOL Submission document is copied to the PCN/EOL Tracking database, then the e-mail notificationis also sent to the EOL coordinator. If the EOL involves more than one council, the e-mail will go to theoverall EOL coordinator.

3.2.9.3 Procedure for receiving PCN ReportsGuest companies can keep track of each PCN submitted by reviewing their PCN Report, which isgenerated each weekend. Guest users can follow these steps to receive their PCN Report for viewingwith their spreadsheet software:


2. Select the Category view, then click the twistie preceding PCN Reports to expand the section.

3. Find the PCN report you want to view and click on the create date in the leftmost column of the view(in blue, underlined text) to open it.

4. Click on the icon for the attachment at the bottom of the form. The PCN Report is in a text (.txt) file,and is not very legible in this format. You can see that the dollar sign ($) is the field delimiter in thisformat. Use File —> Save As on your browser's menu bar to save the report on your hard drive. Afterthe file is saved, you can exit ESI.

5. Open your spreadsheet program, then use it to open the PCN Report .txt file.

The steps listed in A and B below describe how Lotus 1-2-3® and Microsoft Excel spreadsheet users canproperly align fields in a PCN Report .txt document and make the document more readable by selectingdelimiting options to start a new field at each dollar sign ($). Users of other spreadsheet software mayhave similar functions that will allow them to select delimiting options to properly align the spreadsheet.

A. Lotus 1-2-3 users:

1. Select File —> Open to locate the PCN Report .txt file where you saved it. Select it then clickOpen.

2. The Text File Options pop-up window will appear. Select Other character(s) from the Start newcolumn at each drop-down menu, enter the dollar sign ($), then click OK.

The file should open as a properly configured .123 spreadsheet.

B. Microsoft Excel users:


1. Select File —> Open to locate the PCN Report .txt file where you saved it. Select it then clickOpen.

2. The Text Import Wizard - Step 1 of 3 pop-up window will appear. Select Delimited, then clickNext.

3. On the Text Import Wizard - Step 2 of 3 pop-up window, select Other: in the Delimiters boxand type in the dollar sign ($), then click Next.

4. On the Text Import Wizard - Step 3 of 3 pop-up window, select General in the Column dataformat box, then click Finish.

The file should open as a properly configured spreadsheet.

3.2.10 Creating a Part Number Data Integrity document Guest users use the Part Number Data Integrity document category to alert the host to any discrepancyin the ESI Part Number database. The Part Number database pulls part number data from theengineering and contract databases in the host's back end system. When you select the part number,ESI gets the description of the part from the Part Number database. An e-mail notification option isavailable to notify the host and guest contacts who are identified in the applicable Commodity Mappingdocument that a Part Number Data Integrity document is awaiting their attention.

The host will take the appropriate action to correct the discrepancy in its back end engineering andcontract databases.

Follow these steps to create a Part Number Data Integrity document:

1. Open the E-collaboration Commodity Management database as described in 3.2.1, Opening theE-collaboration Commodity Management database.


3. Type the subject in the Subject field.


5. Complete the Council field (see item 6 of section 3.5, Tips for working with documents).

6. Complete the Commodity field.

7. Choose Part Number Data Integrity in the Category field. This will open a Part Number Detailssection.

8. Set the Time period field, the week # field and the Year field to the time period, week and year thatthe Part Number Data Integrity document is being submitted.

9. Complete the Restricted access field (see section 3.4.3, Restricted access field).

10. Select the applicable part number in the Supplier part number field.

11. Select the corresponding customer (IBM) part number in the Customer part number field. The Partdescription field will fill in automatically.

12. Complete the Alert Date field (this field is prefilled with today's date).

13. Type any comments you would like to make in the Description field. Additional comments can beentered in the Details field a few fields below.

14. Select Yes or No in the E-mail notification field, which is located in the E-mail notification section.Choosing Yes will open several new fields. Type the name of the person to whose attention you wantthe e-mail to be addressed in the Attention field. Click in the Send to field, where you can scrollthrough a list of the names and corresponding e-mail addresses of host and guest contacts for thecouncil and/or commodity affected by the part number discrepancy. These contacts are identified inthe Commodity Mapping document, which can be found in the Keyword database. An Additional


recipients field appears where you can enter the e-mail address of someone you want to receivee-mail notification but who is not on the list. If you determine that the host engineer should be notified,obtain the engineer's e-mail address from the Engineering Data document in the Part Numberdatabase that corresponds to the part number in question. Type any additional comments that may benecessary in the E-mail notification comments field.

15. Click Browse... by the Click to attach file(s) field to locate and attach pertinent data. Highlight the fileyou want to attach, then click Open. The file name will appear in the Click to attach file(s) field. Toattach additional files, either:


OR



16. When done, click Save&Submit toward the bottom of the form to save the information entered, sende-mail notification to the persons specified and close the document. Click Delete to close and deletethe document and return to the Category view. Click Refresh to refresh the data in the document,such as when adding multiple file attachments (see more in section 3.4.4, Click to attach file(s) field).

3.2.11 Creating Meeting documentsThe four types of ESI meeting documents are Meeting Agenda, Meeting Response, Meeting Minutes andMeeting Action. The Meeting Minutes, Meeting Action and Meeting Response documents can be createdonly after the Meeting Agenda is created. Both host and guest users can initiate a Meeting Agenda.

The Meeting Minutes, Meeting Action and Meeting Response documents are initiated from a MeetingAgenda document. A Meeting Action document can also be initiated from a Meeting Minutes document; aMeeting Response document can be initiated from any meeting document, including another MeetingResponse document. A Meeting Action can be assigned to specific people and due dates assigned.

The Meeting Agenda and Meeting Minutes should be composed in a word processor document andadded to the appropriate meeting form using the Click to attach file(s) field. An e-mail notification optionis available to inform the invitees of a Meeting document awaiting their attention.

3.2.11.1 Creating a Meeting Agenda documentThe Meeting Agenda document is used to set up a meeting and set the agenda. To create a MeetingAgenda document, follow the steps outlined in section 3.2.2, Creating a Commodity Managementdocument earlier in this chapter. At the point where you are to select the collaboration category, selectMeeting Agenda and then follow the rest of the instructions to complete the document.

3.2.11.2 Creating a Meeting Response documentFollow these steps to create a Meeting Response document:


2. From an appropriate view locate the Meeting document that you wish to respond to. Click on the blueunderlined text in the leftmost field of the row where the document is listed to open it.

Tip: If you received an e-mail notification, you can open the Meeting document by clicking under Linkto document for Web users in the e-mail. See more in section 3.2.12, Viewing documents.

3. Click Create Response at the top of the document to open a new Meeting Response form.


4. Complete the Meeting Response form, then click Save&Submit toward the bottom of the page tosave the information entered and send an e-mail notification of your impending response to thepersons designated in the E-mail notification section (see section 3.4.2, E-mail notification section).

3.2.11.3 Creating a Meeting Minutes documentThe Meeting Minutes form is used to share the minutes of the meeting, and is initiated as a response tothe corresponding Meeting Agenda document.

Follow these steps to create a Meeting Minutes document:


2. From an appropriate view locate the Meeting Agenda document you wish to create minutes for. Clickon the blue underlined text in the leftmost field of the row where the document is listed to open it.

Tip: If you received an e-mail notification, you can open the Meeting Agenda document by clickingunder Link to document for Web users in the e-mail. See more in section 3.2.12, Viewingdocuments.

3. Click Meeting Minutes at the top of the document to open a new Meeting Minutes form.

4. Complete the Meeting Minutes form, then click Save&Submit toward the bottom of the form to savethe information entered and send an e-mail notification of the impending meeting minutes documentto the persons designated in the E-mail notification section (see section 3.4.2, E-mail notificationsection).

3.2.11.4 Creating a Meeting Action documentThe Meeting Action form is used to communicate and record the action agreed upon for an item in thecorresponding Meeting Agenda or Meeting Minutes document. The Meeting Action document is initiatedas a response to a Meeting Agenda or Meeting Minutes document. An action item can be assigned to aparticular person and due dates set.

Follow these steps to create a Meeting Action document:


2. From an appropriate view locate the Meeting Agenda or Meeting Minutes document you wish tocreate a Meeting Action document for. Click on the blue underlined text in the leftmost field of the rowwhere the document is listed to open it.

3. Click Action at the top of the document to open a new Meeting Action form.

4. Complete the Meeting Action form. Most of the fields in the form are self-explanatory. Use thedrop-down list in the Priority field to set the priority of the action. Use the Assigned to field to selectwho is responsible for the action item stated in the form. The drop-down menu includes a list of allhost ESI users who are registered for the application and the ESI users in your company.

5. When finished completing the form, click Save&Submit toward the bottom of the page to save theinformation entered and send an e-mail notification of your Meeting Action document to the personsdesignated in the E-mail notification section (see section 3.4.2, E-mail notification section).

3.2.12 Viewing documentsThis section describes how guest users can view documents in the E-collaboration CommodityManagement database. You can view any document allowed for your access level by opening thedocument from an appropriate view or by clicking the document link in the e-mail notification, if you


received one. Refer to Appendix A, Forms and views, for a list of views in the E-collaboration CommodityManagement database.

A. Follow these steps to view a Commodity Management document from the E-collaboration CommodityManagement database:

1. Open the E-collaboration Commodity Management database as described in section 3.2.1,Opening the E-collaboration Commodity Management database.

2. Select an appropriate view from the list of views in the navigator (the left part of the page) andlocate the document you want to view.

Tips:! In views containing more than one page, navigate to other pages by clicking Next or

Previous, which are located both at the top and bottom of the page.

! Expand an entire view by clicking Expand, which is located toward the top and again towardthe bottom of the view. To collapse a view, click Collapse. Expand an individual section of aview by clicking on the twistie (a small, triangular arrow icon) to the left of the section name;collapse the section by clicking the twistie again.

! Some columns in the view may have a small, triangular up arrow and down arrow (like a pairof twisties) just to the right of the column heading. By clicking these arrows the documents inthe view can be sorted according to the item in that column (such as location, create date,commodity or guest company name), in either ascending or descending order. Clicking on thearrows once sorts the view into ascending order; clicking a second time sorts the view intodescending order; clicking a third time returns to the original view. For example, the defaultCategory view lists the Commodity Management documents for your company in alphabeticalorder by category. The Create date column has arrows that you can click to re-sort the viewby create date. Clicking the arrows once sorts the documents in the view by create date inascending chronological order. Clicking the arrows twice sorts the documents in the view bycreate date in descending chronological order. Clicking a third time returns you to the originalCategory view.

3. Open the document for viewing by clicking on the blue underlined text in the leftmost field of therow where it is listed.


B. Follow these steps to view a Commodity Management document when you received e-mailnotification that the document is awaiting your attention:

1. Click on the document link in the open e-mail notification message you received.

2. You will be prompted for your userid and password if you are beginning a new E-collaborationCommodity Management database session. Type your user name and password, then click OKor press Enter on your keyboard.

3. The open Commodity Management document appears for you to view.



! Search all of IBM using the Search area at the top of the page in every view (A).


! Search the E-collaboration Commodity Management database by clicking on Search where it isgrouped with Previous/Next/Expand/Collapse toward the top and the bottom of the view (C).




2. Click Search.



1. From an appropriate expanded view or open document, select one of the following depending onwhether your browser is Netscape or Internet Explorer:

! Edit —> Find in Page... if your browser is Netscape

! Edit —> Find (on This Page)... if your browser is Internet Explorer

Tip: As an alternative, press Ctrl+F on your keyboard.


3. Your browser will bring you to and highlight the first instance of the text string you typed while theFind box stays open. To go to the next instance, click Find Next or press Enter on your keyboardagain. Selecting Up or Down in the Direction section of the Find box directs the search up ordown in the view or document. Proceed until you find the instance you want.

C. Follow these steps to perform a search of a view in the E-collaboration Commodity Managementdatabase using Search, which is grouped with Previous/Next/Expand/Collapse toward the top andagain toward the bottom of the view:






6. When you have completed the search this view page click Search. The search results pageappears, listing the documents that contain the keyword you typed according to your selections inthe Sort results by and Return a maximum of fields. The documents are listed in columns justas in the view you were in. To open one of the documents listed, click on the blue, underlined textin the row.


3.2.14 PrintingUsers can print a particular view or an individual document from the ESI E-collaboration CommodityManagement database.


3.2.14.1 Printing a view Follow these steps to print some or all of a view:


2. Select and expand the appropriate view to list the documents that you want to appear in the printedview.

3. Select File —> Print or click your browser's printer icon.

4. Follow the remaining steps necessary for your particular browser to print.

The printed result will include the view as well as the documents you selected as they appear in theoriginal view.

3.2.14.2 Printing a document

Follow these steps to print a document from the form screen:


2. From the appropriate view locate the document you wish to print, then click on the blue underlinedtext in the leftmost field of the row to open it.

3. Select File —> Print or click your browser's printer icon.

4. Follow the remaining steps necessary for your particular browser to print.

The printed result will include the contents of the document as they appear in the open document.


3.3 Collaboration categoriesThis section describes the commodity categories you can choose from when creating a CommodityManagement or Contract document.

3.3.1 Commodity Management documents

Guest users should initiate an EOL Submission document. Detailedinformation can be exchanged by filling out all fields in the form andattaching files. An e-mail notification option is available to notify recipients ofan EOL document awaiting their attention.

Instructions for working with EOL documents are provided in section 3.2.9,Product Change Notification and End-of-Life Notification.

EOL (End Of Life)Submission

Host users initiate an EC Release Request document. Before anengineering change (EC) can be implemented for a new or existing partnumber, the EC must be approved for release. The EC Release Requestdocument category provides a structured way to initiate and track the ECreview and approval process. Users can attach the appropriate specificationfiles to the document using the attachment area.

The guest responds to the EC Release Request document by the due datespecified by the host. If no response is received by the due date, the guest isautomatically sent an e-mail reminder.

Once all guests have responded and the product engineer has resolved theEC, the author of the main EC Release Request document creates aresponse to that document. The updated specification is attached to thisresponse. This response serves as the formal release notice for the partnumber. Find instructions for working with EC Release Requests in section3.2.7, EC Release Request.

EC Release Request

Host users initiate an Award document. The Award document is a way forthe host to provide the guest with details on the guest's expected businesslevel for the current contract cycle. An Award is for a guest’s production andsupport planning purposes only: in no case should an Award be construedas an obligation on IBM to purchase any parts or services. A part mustsatisfactorily complete the IBM qualification process before an Award can beconsidered.

An IBM Award is a result of monthly negotiations and is based on acombination of quality performance, technology leadership, serviceability(such as on-time delivery, recovery capability and contracts) andcompetitiveness. IBM reserves the right to update, modify or change anAward on a monthly basis at the conclusion of the monthly negotiations.

Detailed information can be exchanged by attaching files in the fileattachment area. The recipient can view the main document, view or detachthe attachment file, and respond to the main document (by clicking CreateResponse at the top of the page). An e-mail notification option is availableto notify recipients of an Award document awaiting their attention.

Award DescriptionCategory


Host and guest users can initiate a Reconciliation document. TheReconciliation document provides a way for the host and guests to reconcilethe volume of items shipped to internal or external manufacturing sites.Detailed information can be exchanged by attaching files in the fileattachment area. An e-mail notification option is available to notify recipientsof a Reconciliation document awaiting their attention.

The recipient can view the main document, view or detach the attachmentfile, and respond to the main document (by clicking Create Response at thetop of the document).

Reconciliation

Guest users should create a PCN Submission document, which is designedfor submitting an Engineering Change or Product Change Notification to thehost. An e-mail notification option is available to notify recipients of a PCNdocument awaiting their attention.

Instructions for working with PCN documents are provided in section 3.2.9,Product Change Notification and End-of-Life Notification.

PCN (Product ChangeNotification) Submission

This is a report of PCNs (Product Change Notifications) that is generatedfrom the host's back end PCN database. A PCN Report of each guestcompany’s current PCNs is generated each weekend. PCN reports can beviewed in the E-collaboration Commodity Management database in the PCNReports category. See more in section 3.2.9.3, Procedure for receiving PCNReports.

PCN (Product ChangeNotification) Reports

Guest users should initiate a Part Number Data Integrity document to alertthe host to any discrepancy in the ESI Part Number database. An e-mailnotification option is available to notify the appropriate host users of a PartNumber Data Integrity document awaiting their attention. The host will takethe appropriate action to correct the discrepancy in its legacy system.

The recipient can respond by selecting Create Response at the top of thedocument.

Instructions for creating a Part Number Data Integrity document areprovided in section 3.2.10, Creating a Part Number Data Integrity document.

Part Number DataIntegrity

Host and guest users can initiate an Others document. This categoryshould be used for a new category not available in the current selections. Ane-mail notification option is available to notify recipients of an Othersdocument awaiting their attention. Detailed information can be exchangedby attaching files to the document using the file attachment area.

Others

Host and guest users can initiate a Meeting Agenda. The agenda andminutes should be composed in a word processor document and attachedto the appropriate document. An e-mail notification option is available toinform the attendees of the meeting document.

The Meeting Minutes, Action and Response documents can be created onlyafter the Meeting Agenda is created. Instructions for working with Meetingdocuments are provided in section 3.2.11, Creating Meeting documents.

Meeting Agenda,Meeting Minutes andAction

Host users initiate a Forecast document. The Forecast is a way for the hostto provide a guest with a projection of the details for a part number for aparticular time frame. Detailed information can be exchanged by attachingfiles in the file attachment area. An e-mail notification option is available tonotify recipients of a Forecast document awaiting their attention.

Forecast DescriptionCategory


Host and guest users can initiate an Assembly Technical Documentsdocument. This document category provides a way to transmit specificationsfor an item between the host and a guest company.

The specs can be attached to the document in the file attachments area.The recipient can view or detach the attachment file, view the maindocument, or respond to the main document. An e-mail notification option isavailable to notify recipients of an Assembly Technical Documentsdocument awaiting their attention.

Assembly TechnicalDocuments

Guest users should initiate a Roadmaps document. The Roadmapscategory provides a way for guest companies to provide periodic technologyroadmap updates to the host.

A roadmap is a graphic depiction of the guest company's projection of futuretechnology for various components. For example, as laptop sizes getprogressively smaller, the components needed to produce the laptops needto get smaller as well. In this example, a guest company might provide aroadmap that details the progression of die shrinks over the next few yearsto make smaller package sizes possible. Or, the guest could use a roadmapto show the planned transition to new technologies in order for componentsto achieve the smaller package size needed.

The recipient can view or detach the attachment file, and can view the maindocument or respond to the main document.

Roadmaps

Host users initiate an RFI/RFQ for a guest company's response. TheRFI/RFQ is a way for the host to request information or a quotation fromguest companies.

The actual RFI/RFQ file is attached in the file attachment area. The recipientcan view or detach the attachment file, and can view or respond to the maindocument.

The recipient can locate an RFI/RFQ document from the RFI/RFQ view. Inthe RFI/RFQ view, the documents are sorted into the Closed, Pending orOver Due sections. RFI-RFQ documents remain in the Pending section untilthe due date specified by the author is reached. If the due date is reachedand no response has been received from the guest, the RFI/RFQ documentis automatically moved to the Over Due section. An e-mail reminder isautomatically sent to the guest. Only an RFI-RFQ response counts in termsof meeting the due date; if a guest’s only response is a request forclarification, the document will be moved to the Over Due section when thedue date is reached. Once the guest has responded, the document isautomatically moved to the Closed section. While a document can beviewed and responded to whether it is in the Over Due or the Pendingsection, the recipient should respond to a document before the due date.

Instructions for working with RFI-RFQ documents are provided in section3.2.8, Request for information and request for quotation.

RFI-RFQ (request forinformation or request forquotation)

Host users initiate a Supplier Performance Reporting document. TheSupplier Performance Reporting document is a way for the host to provideguest companies with periodic evaluations, and for guests to providefeedback on the evaluation. An e-mail notification option is available to notifythe recipient of a Supplier Performance Reporting document.

The recipient can respond by selecting Create Response at the top of thedocument.

Supplier PerformanceReporting

DescriptionCategory


3.3.2 Contract documentHost users typically initiate a Contract negotiation document. Guest userscan also initiate a Contract document by clicking Create Contract at the topof the main E-collaboration Commodity Management database page. Thecategories of Contract documents are:

! Confidential disclosure agreement (CDA)! Electronic data interchange! Goods agreement! Non-disclosure! Product specification and pricelist! Production procurement agreement! Purchase agreement! Replenishment agreement! Statement of work! Supplier quality agreement! Transaction agreement

The Contract document should be created in an agreeable word processordocument then attached in the file attachment area. An e-mail notificationfunction is available to notify recipients that a contract is awaiting theirattention.

The recipient can detach the contract, mark modifications in red only, thenreattach the modified contract in a Response document to the host.

Contract negotiations are transmitted using ESI until they are finalized. Thehost will update its COLT system with the finalized contract.

Contract

3.4 Common and special fieldsDocuments are created from forms that are designed for the use of attachments and mi nimal manualinput. Many of the fields in the forms are automatically filled in, some have drop-down menus, andothers need to be typed manually. Some fields are common to all of the Commodity Management andContract document forms and have special characteristics that call for further discussion and instructionsin a separate, central location. This section addresses these common and special fields.

3.4.1 Council/Commodity mapping sectionThe Council/Commodity mapping section of the Commodity Management document appears a fewfields down from the top of the page. Within this section are the Council field and the Commodity field.The councils and commodities that you can choose from in these fields are those that your company isset up for in the mapping documents stored in the ESI Keyword database.

Select the council in the Council field first. The selections that will then be available in the Commodityfield are those commodities that are mapped to the council selected and to your company. This mappingof a guest company to councils and commodities means fewer selections to choose from in eachsuccessive field: you only have to choose from those councils that are mapped to your company, thenfrom those commodities that are mapped to the council you selected and your company. The samemapping also determines the choices available in the E-mail notification section and the Restrictedaccess field.


3.4.2 E-mail notification section Using the E-mail notification section you can send an e-mail to the appropriate individuals notifyingthem that a particular Commodity Management document is awaiting their attention. Selecting Yes in theE-mail notification field opens several new fields in the E-mail notification section. You can type thename of the person to whose attention you want the e-mail to be sent in the Attention field. The Send tofield includes a list of the contact persons in your company and in the host company who are designatedin the Commodity Mapping document for the specified commodity council and commodity. Somedocument categories include other names in the e-mail list that may be drawn from other sources. In aResponse document (a document that is a response to a main document), the e-mail list always includesthe recipients of the main document and the author of the Response document. Select those on the listwho you want to receive the e-mail. To select more than one, hold down the Ctrl key on your keyboardwhile clicking on each selection.

In addition to the e-mail list found in the Send to field, you can enter additional e-mail IDs in theAdditional recipients field.

There is an E-mail notification comments field where you can type any additional comments that maybe necessary.

3.4.3 Restricted access field Using the Restricted access field you can restrict access to the document to different groups and/orindividuals by selecting Council nonrestricted, Council restricted, Person level or Council-Personrestricted.

! Council nonrestricted This is the default access restriction option. If Council nonrestricted isselected then these users can view the document:

" Any user in the guest company

" Any host user in the corresponding commodity council

If you wish to further restrict access to the document use the drop-down menu in this field to selectPerson level, Council restricted or Council-Person restricted.

! Council restricted By choosing Council restricted, access to the document is restricted to:

" Users in the guest company who have restricted access (belonging to the Restricted Author,Restricted Editor or Restricted Reader access control groups)

" Host users who have restricted access and belong to the applicable commodity council

! Person level By choosing Person level, a Person list field will appear from which you can open adrop-down list. This list includes the names and e-mail addresses of the host and guest contactpersons defined for that particular combination of commodity and commodity council as defined in theCommodity Mapping document. Select the names of the persons you want to restrict access to. Onlythe individuals selected will have access to the document.

! Council-Person restricted By choosing Council-Person restricted, the document will beaccessible to:

" Guest and host users who have restricted access as in Council restricted" The individuals selected from the Person list drop-down list

Note: Keep this in mind when you respond to an ESI document: If one of the restricted access optionswas selected in the Restricted access field of the main document, and you specify additional recipientsin the E-mail notification section who do not belong to a restricted access group, those recipients willget the e-mail but will not be able to view either the Response document or the main document.


3.4.4 Click to attach file(s) fieldYou can attach files to a document by clicking Browse... by the Click to attach file(s) field. A pop-upwindow (called File Upload if your browser is Netscape, or Choose file if your browser is InternetExplorer) allows you to locate and attach a file or files located on your hard drive or network. Locate thefile you want to attach, select it, then click Open. The file name will appear in the Click to attach file(s)field. To attach additional files, either:


OR

! Click the Refresh button lower on the page

The name of the first file you attached will no longer appear in the Click to attach file(s) field, insteadappearing at the very bottom of the page. To attach the next file, proceed as you did when attaching thefirst file.

3.5 Tips for working with documents1. The creation of ESI Commodity Management and Contract documents, as with any documents, must

comply with IBM Procurement Bluebook policy.

2. Any field that is preceded by an asterisk (*) is a required field.

3. Press the Tab key or use the mouse to move from one field to the next.

4. You can view a brief help message for many fields by clicking in the field. The help message appearsin the status bar.

5. Some views have a twistie (a blue triangular bullet pointing to the right if collapsed, or down ifexpanded) preceding each section listed. Categories that have twisties contain data that can beviewed by expanding the view. All categories in a view can be expanded and collapsed at once byclicking on Expand or Collapse located at the top and the bottom of the view. Individual categoriescan be expanded and collapsed by clicking on the twistie itself. If a category with a twistie cannot beexpanded, it is because the user does not have access to the data contained in that category.

6. Some fields have an arrow to open a drop-down list to choose from, such as the Supplier name, Council and Commodity fields. There is an alternate way to complete these fields. Instead ofopening the drop-down list, just type the first letter of the item you want—supplier name, council, commodity or whatever the case may be—and the name, council, or commodity will automaticallyappear. If the item that appears begins with the letter you typed but is not the one you want, type thefirst letter again and the next item on the list beginning with that letter will appear. If the item thatappears is still not the one you want, continue typing the first letter to scroll through all of the itemsbeginning with that letter until you reach the one you want. Using the up and down arrow keys on yourkeyboard will take you forward and backward through the entire list .

7. Some fields have an arrow to open a drop-down list from which you can select more than one item,such as the E-mail notification field. To select more than one item in such a field, hold down the Ctrlkey on your keyboard while you click on each selection.

8. Any additional recipient whose e-mail address you enter in the Additional recipients field (whichopens below the E-mail notification field when Yes is selected) must have appropriate access to ESIin order to view the document referred to in the e-mail.

9. When viewing a Response document, it is possible to go back to the main, or parent, document byclicking Open Parent on the action bar.


10. When you receive an e-mail notification of a Commodity Management document awaiting yourattention, you can open the document by simply clicking on the document link in the e-mail (providedyou have appropriate access).


Chapter 4. Using the Part Numberdatabase

4.1 Overview The Part Number database is a read-only database. This database contains part number details sortedby part number and commodity. Details for each part number, such as customer (IBM) part number,supplier part number, description, package type, technology and pricing details are presented in anEngineering Data document and a Contract Information document. An Engineering Data document for apart number can be viewed by members of any council owning that part, and by any user in the guestcompany. A Contract Information document for a part number can be viewed by members of any councilowning that part and who belong to a restricted access ACL group, and by users in the guest companywho belong to a restricted ACL group.

Data is refreshed regularly from the host's back end databases in the form of the Engineering Datadocuments and Contract Information documents. This is achieved using ZMerge from Granite Softwareand Lotus Enterprise Integrator (previously called NotesPump) from Lotus Development Corporation. Theback end databases are the Aspect part number engineering database and PSIW (procurement systeminformation warehouse).

4.2 TasksThe main task possible in this read-only database is the viewing of part number data. It is also possible tocreate a Commodity Management document by clicking Compose Commodity Doc. on a ContractInformation document or an Engineering Data document. Without this shortcut creating a CommodityManagement document would require that you return to the E-collaboration Commodity Managementdatabase. This shortcut is very useful for reporting to the host any discrepancy in the Part Numberdatabase, for which the Part Number Data Integrity category of Commodity Management document isused (see section 3.2.10, Creating a Part Number Data Integrity document).

To read more about creating a Commodity Management document see section 3.2.2, Creating aCommodity Management document.

4.2.1 Opening the Part Number databaseTo open the Part Number database click ESI Part Number DB in the navigator on the left side of thepage in any view in the E-collaboration Commodity Management database. To find out how to open thatdatabase, refer to section 3.2.1, Opening the E-collaboration Commodity Management database.

4.2.2 Viewing documentsRefer to the Appendix A, Forms and views, for a list of views in the Part Number database. Follow thesesteps to view a document in the Part Number database:

1. Open the Part Number database.


2. Locate the document you want to view by choosing the appropriate view from the navigator on the leftpart of the page. The views are described in Appendix A, Forms and views.

Tips:! In views containing more than one page, navigate to other pages by clicking Next or

Previous located both at the top and bottom of the page.

! Expand an entire view by clicking Expand toward the top and again toward the bottom of theview. To collapse a view, click Collapse. Expand an individual section of a view by clickingthe twistie (a small, triangular arrow icon) to the left of the section name; collapse the sectionby clicking the twistie again.

! Some columns in the view may have a small, triangular up arrow and down arrow (like a pairof twisties) just to the right of the column heading. By clicking these arrows the documents inthe view can be sorted according to the item in that column (such as location, create date,commodity or guest company name), in either ascending or descending order. Clicking on thearrows once sorts the view into ascending order; clicking a second time sorts the view intodescending order; clicking a third time returns to the original view. For example, the defaultEngineering Data\All Fields view lists the Engineering Data documents for your company innumerical order by IBM part number. The Commodity column has arrows that you can click tore-sort the view by commodity. Clicking the arrows once sorts the documents in the view bycommodity in ascending alphabetical order. Clicking the arrows twice sorts the documents bycommodity in descending alphabetical order. Clicking a third time returns you to the originalAll Fields view.

3. Open the document by clicking on the blue underlined text in the leftmost column of the row where it islisted.



! Search all of IBM using the Search area at the top of every view (A).


! Search the Part Number database by clicking on Search where it is grouped withPrevious/Next/Expand/Collapse toward the top and the bottom of the view (C).



2. Click Search.



1. From an appropriate, expanded view select one of the following depending on whether yourbrowser is Netscape or Internet Explorer:

! Edit, then Find in Page... if your browser is Netscape

! Edit, then Find (on This Page)... if your browser is Internet Explorer.







6. When you have completed the search this view page click Search. The search results pageappears, listing the documents that contain the keyword you typed according to your selections inthe Sort results by and Return a maximum of fields. The documents are listed in columns justas in the view you were in. To open one of the documents, click on the blue, underlined text in therow where it is listed.


Note: As an alternative, you can simultaneously press Ctrl and F on your keyboard.


3. Your browser will bring you to and highlight the first instance of the text string you typed while theFind box stays open. To go to the next instance, click Find Next or press Enter on your keyboardagain. Proceed until you find the instance you want.

C. Follow these steps to perform a search of the Part Number database using Search, which is groupedwith Previous/Next/Expand/Collapse toward the top and again toward the bottom of the view:

Chapter 4. Using the Part Number database 41

Chapter 5. FAQQ: What does a guest need to use ESI?A: A guest company needs to have its own ISP (Internet service provider) connection and browser to useESI. Browsers that will function with ESI are Netscape Navigator Version 4.6 or higher and MicrosoftInternet Explorer Version 5.0 or higher.

Q: My company is an established supplier for IBM. How do we enroll to use ESI?A: Guest companies and a company's guest coordinator are preenrolled by the host. Find out who yourguest coordinator is, and that person will be able to request that you be granted Web access to ESI.

Q: My company just started supplying parts for IBM. How does a new guest company enroll for ESI?A: To have your company set up in ESI contact your IBM Procurement representative.

Q: I am an employee of a guest company that is enrolled in ESI, but I am not a registered user. How can Ienroll to use ESI?A: When a guest company is registered for ESI, the company designates one of its employees as theguest coordinator. This individual has the ability to perform special tasks, including the ability to requestWeb access to ESI for other employees in the company. Ask the ESI guest coordinator in your companyto request access to ESI on your behalf. If necessary, see the document titled IBM Supply Portal UserGuide for Guest Users for instructions on requesting access to ESI yourself, using the Supply Portal(contact your commodity representative to get a copy).

Q: What type of data can a guest receive?A: Guest users will receive an e-mail notification that an ESI document is awaiting their attention. MostESI documents accommodate the attachment of data files. While any type of file can be attached, hostusers should attempt to attach files saved in a compatible software version. The guest company and itshost buyer should agree on which software to use for attachments. RFQs (requests for quotation) utilizespreadsheet attachments saved in .wk4 format to maintain software compatibility between Microsoft,Lotus, Quattro Pro and OS/2 system users.

Q: I am a guest ESI user. If I have a problem, who should I contact? A: Every commodity is represented by a host commodity council. Each commodity council has a hostcoordinator. The host coordinator is the first point of contact for a particular commodity.

Q: I just got an e-mail notifying me that a document has been created for me to view, but when I go to thedatabase referred to in the e-mail, the document was not there. Why can't I see the document?A: There are two possible reasons. One is that when the document was created, access to it wasrestricted to users belonging to a restricted ACL (access control list) group. If you have not beenassigned to a restricted ACL group, you won't be able to view restricted access documents.

The other possible reason is that the document itself has not yet "replicated," or copied, from the serverwhere its creator originally saved it to the server from which you access ESI. Depending on your location,it will take either one or two hours for ESI documents to replicate. In contrast, outbound e-mailnotifications going from the host to guests are sent immediately; inbound e-mail notifications coming tothe host from guests are replicated according to a schedule (currently 11:00 a.m., 7:00 p.m. and 3:00a.m., but this is subject to change without notice). Due to this staggered replication schedule, it ispossible for you to get an e-mail notification before the corresponding ESI document is available. On thehost side, the same thing can happen. It is also possible for host users to be able to see an ESIdocument before they receive the e-mail notification.

Q: My system crashed while I was working on a commodity document. Is all of the information on thatdocument lost?A: You can retrieve the document you were working on by going to the E-collaboration CommodityManagement database, then choosing the Unsaved documents view. Look up your document under theappropriate category.


Q: I want to attach more than one file to my commodity document, but when I click Browse again andopen the next file I want to attach, it does not get added. How can I add another attachment?A: To attach additional files, either:


OR



Q: One of the files I attached to the document I am creating is not the correct file. How can I unattach it?A: If the attachment you want to delete is listed in the Click to attach file(s) box, simply select the textand press the Delete key on your keyboard. If the attachment you want to delete is listed at the bottom ofthe document under Mark attachments for deletion, click the box next to the file name so that a checkmark appears in the box then click Refresh.

Q: Sometimes when I start typing data in a commodity document something happens and the data Ityped disappears. Why does this happen?A: When you make a selection in a field, it may take a moment for the system to incorporate theassociated data into, or “refresh,” the document. You should not start entering text until the refresh iscomplete or that text will be lost. You can tell when the refresh is taking place by the presence of thehourglass icon (or whatever “busy” pointer you use) and the activity in the status message area andprogress bar at the bottom of the display screen. When the refresh is done, all activity will cease.

Q: I want to include part of a file in a commodity document, but I don’t want to attach the whole file. Howcan I do this?A: You can copy a portion of another document and paste it into the Details box.

Q: I clicked Back on my browser to return to the previous screen, but all I got was a screen that said“Data Missing” or “Page has Expired.” How can I get back to ESI?A: When you get the Data Missing or Page has Expired page, what to do depends on the browser youuse and the version. With some versions of Netscape, you can point your mouse at Back, then press andhold down the left mouse button until a list of the sites you have visited appears. With Internet Explorerand newer versions of Netscape, point your mouse at a small arrow icon next to the Back button or icon,then press and hold down the left mouse button until the list of the sites you have visited appears. TheWeb pages are listed in the order you visited them, the most recent being at the top of list. If selecting thepage at the top of the list brings you to another Data Missing or Page has Expired page, select the nextmost recent page until you get to an ESI page. Selecting the last site on the list should bring you back toyour home page. From there you can get back to ESI.

Q: I created a commodity document, then clicked Save&Submit. I expected to return to the ESI homepage, but instead I got a screen that said “Field Validation Error.” What should I do?A: Fields preceded by an asterisk (*) are required fields. The Field Validation Error or similar errormessage results when you try to save and submit a document without completing all the required fields.This error message identifies which required field has been omitted. Return to the document you wereworking on by clicking Back, then complete the necessary required field.


Appendix A. Forms and views

Keyword databaseThe ESI Keyword Database contains the following views from which to view existing documents. Thissection describes the views available to regular users, host coordinators and guest coordinators, and thetasks suited to each view. Views that are available only to host ESI administrators are not included in thisdiscussion, but are covered in a separate document for administrators.

Views

View the Commodity Mapping documents for the guest companyand host company, sorted by company name with additionalcolumns for council, commodity and supplier contact and Internetaddress. You also have the option of sorting the view by councilor commodity. An ESI administrator can create and edit aCommodity Mapping document.

Commodity Mapping

View the User Profile documents for registered users, sorted bycompany name with additional columns for user name, addressand user type. Guest users can only view User Profiles of users intheir own company and in the host company. You also have theoption of sorting the view by user name.

User Profile

View the Company Location documents for the guest companyand host company, sorted by company name with additionalcolumns for location and address. You also have the option ofsorting the view by location.

Company Location

View the Company Profile documents for the guest company andthe host company, sorted by company name with additionalcolumns for office location and address.

Company ProfileTo do the following...Use this view...


E-collaboration Commodity Management databaseThe E-collaboration Commodity Management database contains several forms and views, each designedto facilitate a particular function. This section describes the forms and views provided in theE-collaboration Commodity Management database and the tasks suited to each.

Forms

Create minutes for a meeting for which a Meeting Agenda document hasbeen created.

Meeting Minutes

Create a response to a Meeting Agenda or Meeting Minutes document.Action items can be specified and assigned to individuals.

Meeting ActionCreate and send a Meeting Agenda document.Meeting Agenda

Create/route contract documents to guest companies. This is linked to thehost's COLT (contract online tracking) system, from which contracts can bepulled in. This form can be initiated by both host and host users.

ContractCreate a response to Commodity, Contract and Meeting documents.Response

Create Commodity Management documents in a variety of categories.

The document (form) varies, as there are "subforms" associated with eachcategory. This form is used by both the host and guest users.

Commodity ManagementTo do the following...Use this form...

ViewsEach Commodity Management document can be viewed by selecting one of the following sort options, orviews:

! Category

! Author

! RFI/RFQ

! Unsaved documents

View all RFI/RFQ documents, categorized by status (Pending, Closedor Over Due), council and commodity, with additional columns forcreate date, subject, supplier name, author, RFI/RFQ # and due date.You also have the option of sorting the view by create date.

RFI/RFQ

View all documents in the database categorized by the author’s firstname, with additional columns for supplier name, create date andsubject. You also have the option of sorting the view by create date.You can only view those documents pertaining to your own company.

Author

View Commodity Management, Contract, Response, MeetingAgenda, Meeting Action and Meeting Minutes documents,categorized by category, council and commodity with additionalcolumns for create date, subject, supplier name and author. You alsohave the option of sorting the view by create date.

CategoryTo do the following...Use this view...


Engineering Data

View the list of Engineering Data documents, categorized by technology andsorted by IBM part number within each technology, with additional columns forsupplier name, supplier part number and description.

Technology

View the list of Engineering Data documents, sorted by supplier part number,supplier name, IBM part number and description. You also have the option ofsorting the view by description.

Supplier Part Number

View the list of Engineering Data documents, categorized by package withadditional columns for IBM part number, supplier name, supplier part numberand description.

Package

View the list of Engineering Data documents, categorized by customer (host)part number with columns for supplier name, supplier part number and IBME/C.

Customer Part Number

View the list of Engineering Data documents, categorized by commodity withadditional columns for IBM part number, supplier name, supplier part number,IBM E/C and description.

Commodity

View the list of Engineering Data documents, sorted by the description of thepart with additional columns for IBM part number, supplier name and supplierpart number.

Description

View the list of Engineering Data documents, sorted by IBM Part Number withadditional columns for IBM E/C, commodity, purchase status, supplier name,supplier part number, description, package, voltage, access mode, accesstime/frequency, access unit, leads and technology. You also have the optionof sorting the view by commodity or supplier name.

All Fields

To do the following...Use this view...

View Commodity Management, Contract and Response documentsthat guest users have not saved properly. Documents are categorizedby collaboration category, council and commodity, with additionalcolumns for create date, submit status, subject, supplier name andauthor. You also have the option of sorting the view by create date.

Unsaved documentsTo do the following...Use this view...

Part Number database

ViewsThe following chart describes the available ways to view Engineering Data and Contract Informationdocuments that are stored in the Part Number database. Host users can view all Engineering Data andContract Information documents. Guest users can view documents for their company only. Guest userscan open any of their company’s documents by clicking on the blue underlined text in the leftmost columnof the view.

Guest users accessing the Part Number database will notice that some views have a twistie (a bluetriangular bullet pointing to the right) preceding each category listed. The twisties indicate that the viewincludes part number information for other guest companies as well. Categories that have twisties containdata that can be viewed by expanding the view. If a category cannot be expanded, it is because the userdoes not have access to the data contained in that category. All categories in a view can be expandedand collapsed by clicking on Expand or Collapse located at the top and the bottom of the view. Individualcategories can be expanded and collapsed by clicking on the twistie itself.

Appendix A. Forms and views 47

Contract Data

View the list of Contract Information documents, categorized by supplier namewith additional columns for supplier part number, IBM part number, MOQ VM,L/T and price (US).

Supplier Name

View the list of Contract Information documents, sorted by supplier partnumber, supplier name, IBM part number, VM MOQ (vendor multiple,minimum order quantity), LT (lead time) and price (US).

Supplier Part Number

View the list of Contract Information documents, categorized by IBM partnumber with additional columns for supplier name, contract number, supplierpart number, VM MOQ (vendor multiple, minimum order quantity), L/T (leadtime) and price (US).

Customer Part Number

View the list of Contract Information documents, sorted by IBM part number,supplier name, PCMS supplier number, supplier part number, contractnumber, VM MOQ (vendor multiple, minimum order quantity), L/T (lead time)forecast, price (US), effective date and end date.

All Fields


Part Number Data Files

View part number data files for each council. The view is categorized by thefirst letter of the guest company name and council with additional columns forsupplier type and type of data (Engineering or Contract). You also have theoption of sorting the view by council or by type of data. There are separatedocuments for engineering data and contract data.

Each Engineering Data document and Contract Information document in thePart Number database contains data for only one part number. It can be veryuseful for a guest user to be able to view the data for many part numbers inone document. For this reason, an agent runs periodically to generate a textfile that contains a guest company’s consolidated part number data. This textfile is attached to the part number data file in this view.

Part Number Data Files



Appendix B. NoticesThis information was developed for products and services offered in the U.S.A.

IBM may not offer the products, services, or features discussed in this document in other countries.Consult your local IBM representative for information on the products and services currently available inyour area. Any reference to an IBM product, program, or service is not intended to state or imply that onlythat IBM product, program, or service may be used. Any functionally equivalent product, program, orservice that does not infringe any IBM intellectual property right may be used instead. However, it is theuser's responsibility to evaluate and verify the operation of any non-IBM product, program, or service.

IBM may have patents or pending patent applications covering subject matter described in thisdocument. The furnishing of this document does not give you any license to these patents. You can sendlicense inquiries, in writing, to:

IBM Director of LicensingIBM CorporationNorth Castle DriveArmonk, NY 10504-1785U.S.A.

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Any performance data contained herein was determined in a controlled environment. Therefore, theresults obtained in other operating environments may vary significantly. Some measurements may havebeen made on development-level systems and there is no guarantee that these measurements will bethe same on generally available systems. Furthermore, some measurement may have been estimatedthrough extrapolation. Actual results may vary. Users of this document should verify the applicable datafor their specific environment.

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This information is for planning purposes only. The information herein is subject to change before theproducts described become available.

This information contains examples of data and reports used in daily business operations. To illustratethem as completely as possible, the examples include the names of individuals, companies, brands, andproducts. All of these names are fictitious and any similarity to the names and addresses used by anactual business enterprise is entirely coincidental.

COPYRIGHT LICENSE:

This information contains sample application programs in source language, which illustratesprogramming techniques on various operating platforms. You may copy, modify, and distribute thesesample programs in any form without payment to IBM, for the purposes of developing, using, marketingor distributing application programs conforming to the application programming interface for the operatingplatform for which the sample programs are written. These examples have not been thoroughly testedunder all conditions. IBM, therefore, cannot guarantee or imply reliability, serviceability, or function ofthese programs. You may copy, modify, and distribute these sample programs in any form withoutpayment to IBM for the purposes of developing, using, marketing, or distributing application programsconforming to IBM's application programming interfaces.

TrademarksThe following terms are trademarks of International Business Machines Corporation in the United States,other countries, or both:

DB2

OS/2


Lotus, Domino, Freelance Graphics, Notes, Word Pro and 1-2-3 are trademarks or registered trademarksof Lotus Development Corporation in the United States, other countries, or both.

Microsoft is a trademark of Microsoft Corporation in the United States, other countries, or both.

Other company, product or service names may be the trademarks or service marks of others.

Appendix B. Notices 51

URL (uniform resource locator). (1) A sequence of characters that represent information resources ona computer or in a network such as the Internet. This sequence of characters includes (a) theabbreviated name of the protocol used to access the information resource and (b) the information used

Glossarybrowser (Web browser). A client program that initiates requests to a Web server and displays theinformation that the server returns.

drop-down menu. A menu that is displayed from the top of the screen downward when its title isselected. The menu remains open until a selection is made.

e-business. Either (a) the transaction of business over an electronic medium such as the Internet or (b)any organization (for example, commercial, industrial, nonprofit, educational or governmental) thattransacts its business over an electronic medium such as the Internet. An e-business combines theresources of traditional information systems with the vast reach of an electronic medium such as theInternet (including the World Wide Web, intranets and extranets); it connects critical business systemsdirectly to critical business constituencies—customers, employees and suppliers. The key to becomingan e-business is building a transaction-based Web site in which all core business processes (especiallyall processes that require a dynamic and interactive flow of information) are put online to improve service,cut costs, and sell products.

e-collaboration. The part of e-business that focuses on collaboration between supply-chain partners.

e-procurement. The part of e-business that focuses on procurement.

HTTP (hypertext transfer protocol). In the Internet suite of protocols, the protocol that is used totransfer and display hypertext documents.

HTTPS (hypertext transfer protocol secure). The protocol for accessing a secure Web server. UsingHTTPS in the URL instead of HTTP connects the message to a security protocol.

IT. Information technology.

main document (parent document). An original standalone document to which others may respond.ESI displays documents in hierarchies. At the top of the hierarchy is the main, or parent document.Indented beneath the main document are any responses to that document. Within IBM Lotus Notesrecognizes and stores the parent-child relationship between the two documents.

pop-up menu. A menu that, when requested, appears next to the object it is associated with.

pop-up window. In Common User Access (CUA) architecture, a movable window, fixed in size, in whicha user provides information required by an application so that it can continue to process a user request.

portal. Synonymous with “gateway”—is a term for a World Wide Web site that serves as a starting pointfor users when connecting to the Web. Leading portals include Yahoo, Excite, Netscape, Lycos, Cnet,Microsoft Network and even America Online with its own array of sites.

response document (child document). A document that has been created in response to a main, orparent document. ESI displays documents in hierarchies. At the top of the hierarchy is the maindocument. Nested within the main document are any responses to that document. Within IBM LotusNotes recognizes and stores the parent-child relationship between the two documents.

SSL (Secure Sockets Layer). A security protocol that provides communication privacy. SSL enablesclient/server applications to communicate in a way that is designed to prevent eavesdropping, tampering,and message forgery. SSL was developed by Netscape Communications Corp. and RSA Data Security,Inc.

twistie. A triangle shaped icon that is clicked to expand or collapse a row. The row may contain eitherdocuments, views or folders that are nested in a hierarchy of documents, views or folders.


by the protocol to locate the information resource. For example, in the context of the Internet, these areabbreviated names of some protocols used to access various information resources: http, ftp, gopher,telnet, and news; and this is the URL for the IBM home page: http://www.ibm.com . (2) The address of anitem on the World Wide Web. It includes the protocol followed by the fully qualified domain name(sometimes called the host name) and the request. The Web server typically maps the request portion ofthe URL to a path and file name. For example, if the URL is http://www.networking.ibm.com/nsg/nsgmain.htm , the protocol is http; the fully qualified domain name iswww.networking.ibm.com ; and the request is /nsg/nsgmain.htm.

WWW (World Wide Web). A network of servers that contain programs and files. Many of the filescontain hypertext links to other documents available through the network.


Index0.123, spreadsheet file extension, 24.txt, PCN Report spreadsheet file extension, 24.wk4, spreadsheet file extension, 19, 21, 22, 23, 43

11-2-3. See Lotus 1-2-3

AAccess control list groups, 3, 43

Nonrestricted Author, 4Nonrestricted Editor, 4Nonrestricted Reader, 4Restricted Author, 4Restricted editor, 4Restricted Reader, 4

ACL groups. See Access control list groupsAdditional recipients field, 35. See Also Fields,Additional recipients

tip for using, 36Application Setup document, 2Application-to-company mapping, 4Archive database, 1, 13, 20Aspect engineering part number database, 1, 39Assembly Technical Documents document category, 13

description of, 33Assigned to field, in a Meeting Action document, 27Asterisk, meaning of before a field, 36, 44Attaching files to documents, 13, 36. See Also Fileattachments

attaching multiple files, 36, 44attaching part of a file only, 44

Attention field, explanation of, 35Award document category, 13

description of, 31

BBrowsers, 2

CCategories

collapsing in a view, 36expanding in a view, 36of Commodity Management documents, 13, 31of Contract documents, 14, 34of users, 2

Click to attach file(s) fieldattaching multiple files, 36, 44explanation of, 36unattaching an attached file, 44

Collapsing a view, 28, 40Collapsing, a category in a view, 36COLT, 1, 34Commodity Information document, 2, 3, 4

Commodity Management documentscategories of, 31creating, 14unfinished, retrieving after your system crashes, 43

Commodity Mapping document, 2, 3, 4, 22, 23, 25, 35Company Profile document, 2, 3, 4

checking, for company's software type and version,13Company Type document, 2Confidential disclosure agreement document category,14, 16, 34Contact, for problems, 43Contract document category, 13, 14

description of, 34Contract documents

creating, 16Contract Information document, 39Council nonrestricted, Restricted access field option, 35Council restricted, Restricted access field option, 35Council/Commodity mapping section, 34Council-Person restricted, Restricted access field option,35Creating

a Commodity Management document, 14a Contract document, 16a Meeting Action document, 27a Meeting Agenda document, 26a Meeting Minutes document, 27a Meeting Response document, 26a Part Number Data Integrity document, 25a Part Number Data Integrity document from the

Part Number database, 39a PCN Submission document, 21a response to a main document, 15an EOL Submission document, 22Meeting documents, 26

DData Missing message, 44Data, types a guest can receive, 43Database Location documents, 4Databases

Archive, 1, 13, 20Aspect engineering and part number database, 1COLT, 1, 34E-collaboration Commodity Management, 1E-collaboration Commodity Management, using, 13Keyword, 1Keyword, using, 9Part Number, 1Part Number, creating a Part Number Data Integrity

document from, 39Part Number, using, 39PCN/EOL Tracking, 1, 20, 23PSIW, 1, 4, 39that a guest company has access to, 3

DB2, 4. See Also PSIWDeleting a document, 16Disappearance

of text while typing, 44Documents

Application Setup, 2

Index 55

Assembly Technical Documents category, 13, 33Award category, 13, 31categories of, in the E-Collaboration Commodity

Management database, 31Commodity Information, 2, 3, 4Commodity Management, creating, 14, 39Commodity Mapping, 2, 3, 4, 22, 23, 25, 35Company Profile, 2, 3, 4, 13Company Type, 2Confidential disclosure agreement (CDA) category,

14, 16, 34Contract category, 13, 34Contract Information, 39Contract, creating, 16Database Location, 4deleting, 16document can not be found, 43EC Release Request category, 13, 17, 31editing, 15Electronic data interchange category, 14, 16, 34Engineering Data, 39EOL, 20EOL Submission category, 13, 22, 31Forecast category, 13, 32Goods agreement category, 14, 16, 34Meeting Action, creating, 27Meeting Agenda category, 13, 32Meeting Agenda, creating, 26Meeting Minutes, creating, 27Meeting Response, creating, 26Meeting, creating, 26Non-disclosure category, 14, 17, 34Others category, 13, 32Part Number Data Integrity category, 13, 25, 32Part Number Data Integrity, creating from the Part

Number database, 39PCN, 20PCN Reports category, 24, 32PCN Submission category, 13, 21, 32Product specification and pricelist category, 14, 17,

34Production procurement agreement category, 14,

17, 34Purchase agreement category, 14, 16, 34Reconciliation category, 14, 32Replenishment agreement category, 14, 17, 34responding to, 15retrieving unfinished Commodity Management

documents after your system crashes, 43RFI/RFQ category, 14RFI-RFQ category, 19Roadmaps category, 14, 33searching for, 10, 28, 40sorting in a view, 28, 40Statement of work category, 14, 17, 34Supplier Partnumber Database Location, 4Supplier Performance Reporting category, 13Supplier Performance Reporting category, 33Supplier quality agreement category, 14, 17, 34tips for working with in the E-collaboration

Commodity Management database, 36Transaction agreement category, 14, 17, 34User Profile, 2, 4

Due date field, in a PCN Submission document, 21

EEC Release Request, 17

EC Response to, 17, 18formal release of EC, 17Inquiry Response to, 17, 18responding to, 18

EC Release Request document category, 13, 17description of, 31

EC Response, to an EC Release Request document,17, 18E-collaboration Commodity Management database, 1

creating Commodity Management documents in, 14forms, description of, 46opening, 14overview of, 13using, 13viewing documents in, 28views, description of, 46

Editing, Commodity documents, 15Electronic data interchange document category, 14, 16,34E-mail notification comments field, explanation of, 35E-mail notification field

in a Part Number Data Integrity document, 25in a PCN Submission document, 22in a response to an RFI-RFQ, 20in an EOL Submission document, 23

E-mail notification field, explanation of, 35E-mail notification section, 20, 22, 25, 35Engineering Data document, 26, 39Enrollment

approval, 3for a new guest company, 43for an employee of a guest company, 14, 43of an established guest company, 43requested by the guest coordinator, 5requested by the user, 5

EOL coordinator, 20, 23EOL Submission document category, 13

creating an EOL Submission document, 22description of, 31

e-procurement, 1Error message, 44ESI

catalyst for success, 1Lotus Domino based tool, 1

ESI administratortasks performed by, 2, 4

ESI enrollment, 5. See Also EnrollmentExcel. See Microsoft ExcelExpanding, a category in a view, 36

FFAQ, 43Field Validation Error, 44Field Validation Error message, 44Fields

Additional recipients, 35, 36Assigned to, in a Meeting Action document, 27


Attention, explanation of, 35Click to attach file(s), attaching multiple files, 44Click to attach file(s), explanation of, 36Click to attach file(s), unattaching attached files, 44Due date, in a PCN Submission document, 21E-mail notification comments, explanation of, 35E-mail notification, in a Part Number Data Integrity

document, 25E-mail notification, in a PCN Submission document,

22E-mail notification, in a response to an RFI-RFQ, 20E-mail notification, in an EOL Submission

document, 23IBM component PN, in a PCN Submission

document, 22in the Council/Commodity mapping section, 34navigating between, 36New supplier component PN field, in a PCN

Submission document, 21Orig. supplier component PN, in a PCN Submission

document, 21Other council(s), in a PCN Submission document,

21Part numbers affected and alternatives, in an EOL

Submission document, 23Priority, in a Meeting Action document, 27Qualification data availability date, in a PCN

Submission document, 21Request type, in a PCN Submission document, 21Restricted access, explanation of, 35Sample availability date, in a PCN Submission

document, 21Send to, explanation of, 35Specification change, in a PCN Submission

document, 21Time period, in a Part Number Data Integrity

document, 25Time period, in a PCN Submission document, 21Time period, in an EOL Submission document, 23Transfer form to PCN Database?, in a PCN

Submission document, 22Transfer form to PCN/EOL Database?, in an EOL

Submission document, 23Type of PCN, in a PCN Submission document, 21week #, in a PCN Submission document, 21week #, in an EOL Submission document, 23When will you begin shipping this change to IBM?,

in a PCN Submission document, 21Why is this change being made?, in a PCN

Submission document, 21Year, in a Part Number Data Integrity document, 25Year, in a PCN Submission document, 21Year, in an EOL Submission document, 23

File attachments, 13attaching part of file only, 44multiple, 36, 44presentation, 24spreadsheet, 19, 21, 22, 24, 43unattaching, 44word processor, 24

Firewall, IBM, 1Forecast document category, 13

description of, 32

Formal release, of EC, 17Forms

description of, in the E-collaboration CommodityManagement database, 46Frequently asked questions, 43

GGoods agreement document category, 14, 16, 34Guest coordinator, 43

tasks performed by, 3user enrollment requested by, 5

HHelp message, viewing for a field, 36Host coordinator

contact for problems, 43tasks performed by, 3

HTTPS, 1

IIBM component PN field, in a PCN Submissiondocument, 22IBM Registration, 3

obtaining a userid and password at, 6Inquiry Response, to an EC Release Request document,17, 18Internet Explorer, 2IR. See IBM RegistrationISP connection, 2

KKeyword database, 1

guest company setup in, 2opening, 9printing a view in, 11printing documents in, 11using, 9viewing documents in, 9views, description of, 45

LLotus 1-2-3, using to open a PCN Report, 24Lotus Domino, 1Lotus Enterprise Integrator, 39Lotus Notes

ESI primary operating environment, 1Lotus NotesPump, 39

MMapping, application-to-company, 4Mapping, council and commodity, 34Meeting Action documents, creating, 27Meeting Agenda document category, 13

description of, 32Meeting Agenda documents, creating, 26Meeting documents, creating, 26Meeting Minutes documents, creating, 27Meeting Response documents, creating, 26

Index 57

Memory, recommended for using ESI, 2Microsoft Excel, using to open a PCN Report, 24

NNavigating between fields, 36Navigating between pages of a view, 28, 40Netscape Navigator, 2New guest company, enrollment for ESI, 43New supplier component PN field, in a PCN Submissiondocument, 21Non-disclosure document category, 14, 17, 34Nonrestricted Author, access control list group, 4Nonrestricted Editor, access control list group, 4Nonrestricted Reader, access control list group, 4NotesPump, 39

OOpening the E-collaboration Commodity Managementdatabase, 14Opening the Keyword database, 9Orig. supplier component PN field, in a PCN Submissiondocument, 21Other council(s) field, in a PCN Submission document,21Others document category, 13

description of, 32

PPage has Expired message, 44Pages, navigating between in a view, 28, 40Part Number Data Integrity document category, 13

creating a Part Number Data Integrity document, 25description of, 32

Part Number database, 1opening, 39overview of, 39using, 39viewing documents in, 39views, description of, 47

Part numbers affected and alternatives field, in an EOLSubmission document, 23Password, 3

obtaining, 6PCN coordinator, 20, 22PCN Reports document category

description of, 32receiving, 24

PCN Submission document category, 13creating a PCN Submission document, 21description of, 32

PCN/EOL Tracking database, 1, 20, 22, 23Person level, Restricted access field option, 35PGM, 4Portal administrator, 4

tasks performed by, 2Printing

documents in the E-collaboration CommodityManagement database, 30

documents in the Keyword database, 11

views in the E-collaboration CommodityManagement database, 30

views in the Keyword database, 11Priority field, in a Meeting Action document, 27Processor, recommended for using ESI, 2Procurement System Information Warehouse. SeePSIWProduct specification and pricelist document category,14, 17, 34Production procurement agreement document category,14, 17, 34PSIW, 1, 4, 39Purchase agreement document category, 14, 16, 34

QQualification data availability date field, in a PCNSubmission document, 21Questions, frequently asked, 43

RReconciliation document category, 14

description of, 32Registration. See EnrollmentRegular user, 3Replenishment agreement document category, 14, 17,34Request type field, in a PCN Submission document, 21Responding to a main document, 15Responding to an EC Release Request, 18Restricted access field, explanation of, 35Restricted Author, access control list group, 4Restricted Editor, access control list group, 4Restricted Reader, access control list group, 4RFI/RFQ document category, 14

description of, 33RFI-RFQ document category, 19

replying to an RFI-RFQ, 20retrieving an RFI-RFQ, 19

Roadmaps document category, 14description of, 33

SSample availability date field, in a PCN Submissiondocument, 21Search functions

in the E-collaboration Commodity Managementdatabase, 28

in the Keyword database, 10in the Part Number database, 40

Searching for documents, 10, 28, 40Security, 1, 3Selecting, more than one item in a list, 36Send to field, explanation of, 35Software type and version, of guest, 13Sorting documents in a view, 28, 40Specification change field, in a PCN Submissiondocument, 21Spreadsheet

file attachments, 19, 21, 22, 23, 43SSL, 1


Statement of work document category, 14, 17, 34Supplier. See GuestSupplier Partnumber Database Location document, 4Supplier Performance Reporting document category, 13

description of, 33Supplier quality agreement document category, 14, 17,34Supply Portal, 3, 4, 43Supply Portal DB2 datastore, guest company setup in, 2

TText, disappearance of while typing, 44Time period field

in a Part Number Data Integrity document, 25in a PCN Submission document, 21in an EOL Submission document, 23

Tipsfor working with documents in the E-collaboration

Commodity Management database, 36Transaction agreement document category, 14, 17, 34Transfer form to PCN Database? field, in a PCNSubmission document, 22Transfer form to PCN/EOL Database? field, in an EOLSubmission document, 23Twisties, meaning of, 36Type of PCN field, in a PCN Submission document, 21

UUnattaching a file attachment, 44User categories, 2User Profile document, 2

for guest coordinator, 4Userid, 3

obtaining, 6

VViewing documents

in the E-collaboration Commodity Managementdatabase, 28

in the Keyword database, 9in the Part Number database, 39

Viewscollapsing, 28, 40description of, in the E-collaboration Commodity

Management database, 46description of, in the Keyword database, 45description of, in the Part Number database, 47expanding, 28, 40navigating between pages of, 28, 40

WWarning: Page has Expired message, 44Web Access Request, 9week # field

in a PCN Submission document, 21in an EOL Submission document, 23

When will you begin shipping this change to IBM? field,in a PCN Submission document, 21

Why is this change being made? field, in a PCNSubmission document, 21Word processor, file attachments, 24World Wide Web

ESI access by guests, 2

YYear field

in a Part Number Data Integrity document, 25in a PCN Submission document, 21in an EOL Submissioin document, 23

ZZMerge, 39

Index 59