rabitah vendor training manual supplier lifecycle (slc) … · 2018-01-22 · • similar to vendor...

Building a Bridge for Tomorrow …

RABiTAH

Vendor Training Manual Supplier LifeCycle (SLC)

Management


Course Overview

This course introduces you to the RABiTAH – Supplier Relationship Management Processes

Target Audience

This Course is intended for

Vendors

Prerequisites:

Supplier Registration process in JSRS

Basic knowledge and experience in PDO Qualification Process


Course Outline

Supplier Registration

Supplier Qualification- Sell Side

ABC Due Diligence

Technical Qualification

Supplier Master data management - Sell side

3

Building a Bridge for Tomorrow … 4


Steps : • Unregistered/Interested supplier will click on the “Supplier Self-Registration” link

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

Vendor

Building a Bridge for Tomorrow … 26/10/2016


Steps : 1. Fill in the contact details of the person from your company who would be point of

contact for all documents 2. In Step 3 , you would mention the products and service that you would provide PDO . 3. Click on ADD button to add the product/service categories . Once you click on ADD a

new pop up window with all the PDO specific product categories will be displayed.

5

Click on ADD button to mention which all product/services you would be interested in providing . Once you click on Add button , a new pop up window will open with all PDO

approved vendor material and service codes

If you already know the category description or code

you can use this option to find it

Use the checkbox to select the categories that you want to add or

supply . If you select the Parent categories , all the child categories will be added automatically . You can also

select individual categories

Click OK to add the selected categories

Vendor


Steps : 1. Once you select the products categories and click OK as mentioned in previous slide ,

categories will be added as shown below . You can delete the categories at any point 2. Once you fill in all the details , you need to select the two checkboxes mentioned in

step 2 . Send button will be only activated after you select the checkboxes 3. Click Send once done

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You can delete categories which you don't want to supply using the delete button

Once all the data is field , you need to accept the Terms and Conditions . Send Button will be only activated if you select both the checkboxes

If you miss out any of the mandatory fields system will throw an error as shown . Fill in the details and click send again


Vendor


Steps : 1. System would show you below message , that means your form is submitted successfully. 2. System will also send you 2 emails one with your User ID and another with your initial

password . 3. Using the User ID , you would be able to login to PDO supplier portal and collaborate on

all the documents . So kindly remember the User ID and keep it safe . 4. Click on the URL to navigate to PDO supplier portal .

7


Vendor

Your User ID

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


Steps : 1. On the logon page copy paste the User ID and password that you got from PDO

registration system . 2. System will ask you to change the initial password. 3. Once you click change button , system will take you to your portal screen . Check your

name as shown in the PIC 3 . 4. Verify you see the screen as shown in PIC 3 . 5. Supplier can now maintain there own data or add change data (Covered later).

Collaborate on various documents . (Covered in later chapters)

8

Copy User ID and password from the email and paste it


Vendor


Steps : • PDO vendor management team will regularly send out Qualification forms to

you/suppliers. • You would receive an email about the forms . You can access all your forms from below

mentioned area in your portal . 1. Click on Qualification Expert 2. Click on Qualification on left hand side pane 3. Click on NEW to see all newly sent forms . 4. Click on the Form name to open the form .

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Vendor

Supplier Qualification-ABC Due Diligence


Steps : • Fill in the form

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Vendor



Steps : • Fill in the form as shown below

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Vendor



Steps : • Fill in the form as shown below

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Vendor



Steps : • In case PDO requires more clarification on some question that you responded earlier ,

you would receive the same form . You need to edit it and put in more clarification wherever required .

13

Vendor

Click here


post onsite audit


Steps : • Similar to Vendor Due Diligence; technical qualification requests can be received by

vendor from PDO • Once the final approval post onsite audit is done by PDO, vendors will receive a

notification • Vendors can check which all PDO categories they are approved for . • Login as vendor: 1. Click on Master data manager 2. Click on Company Data 3. On right hand side you will find Approved PDO categories (need to scroll Down)

14

Vendor

Technical Qualification-Approval

Due Diligence

Tech Qualification Promotion

Performance Management


Steps : • Vendors can maintain their own data using their vendor portal . • Vendors can

• Add additional attachments • Add company logo • Change/add bank accounts • Change own data ,like email id , phone no . • Create additional employee User IDs

• Changes to company and bank data will go for PDO’s approval

15

For adding additional attachments like vendor catalog , new equipment designs.

Currently there is no approval for Vendor added attachments . So the status will automatically update once you refresh the screen

Vendor

Vendor Self-Service - Data Maintenance


Steps : • Vendors can change the company data by following below steps

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Company Logo can be only uploaded/updated in display mode . So if you want to add company logo , do not click Edit

Click Save once your done with changes

Changes like Bank account change/addition will trigger a workflow to vendor management team , who will approve the changes . If rejected , changes will be reverted back to original.

Vendor



Steps : • Vendors manage their certificates here

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Mandatory certificate that is not yet uploaded by vendor .

Click here to add certificates

Vendor



Steps : • Vendors can create additional employees and there user IDs from below menu option.

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There is no approval for employee creation . Additional employees will be automatically accepted . Maximum of 5 employees can be created .

Vendor



Steps : • Once additional employee/contact person is created , User IDs can be created for them. • Newly created Employee will be visible in Find User menu . • Role assignment can be done during this User ID creation step .

19

Click here to open the contact person .

User ID will be automatically generated and cannot be edited

Password

Roles the user will perform . Check the relevant roles.

Vendor



Steps : • For already registered vendors who want to register new product categories , you need

to fill the new product registration excel sheet and attach it in attachment area .

20

Vendor

Add/Renew Product Registration

Click here to Download the excel template

Fill the template and upload it in attachment


Questions?

22 Building a Bridge for Tomorrow …

RABiTAH

Vendor Training Manual

Operational Procurement


OPERATIONAL SOURCING

Replacing: IX2 (OTN)

SCOPE: RFQ Process

Publish/Evaluation/Award PO Creation

STRATEGIC SOURCING AND CLM

Replacing: Omnicom, PPT

SCOPE: Tendering Contracts

SUPPLIER LIFE CYCLE (SLC)

Replacing: Omnicom

SCOPE: On-boarding # Qualification Classification Evaluation Phase Out

SUPPLIER SELF SERVICE (SUS)

Replacing: IX2 (OTN)

SCOPE: PO Management Invoice Management

# Registration will continue in JSRS

RABiTAH will lead to integration of all procurement

activities into one SAP SRM platform

Scope of RABiTAH


Sourcing Terminology

RFX – Request for Quotation(RFQ), Request for Proposal(RFP), Request for Information(RFI)

Bid Invitations – Enquiry, Tender (Same as RFx)

RFX Response – Bid submission, Quote

Submission Deadline – Deadline date for bidders to submit their bids, after submission deadline no more electronic submission of RFx Responses.

Opening Date and Time – Date and time that Bids can be opened by Buyers

Bidders – Vendors invited to an RFX

Two Envelope Bidding – Vendors submit RFX responses in two parts i.e. Technical and Commercial

Binding Period – Bid validity End Date (Set by PDO, not the Vendor) The date until the quote from the vendors is expected to be valid


RFX Process

BUYER SELLER

Create RFX and Send Bid invitation

View how many vendors responded

Receive Bid Responses

Open Bids when due

Evaluate Bids

Accept Bid and Award

Create Follow-On Doc.

Receive e-mail notification

Accept /Reject the invitation to Bid

Create Bid Response

Send Response before Submission deadline

Receive PO in SUS Collab.

Approve the Award


RFX – Notification

Vendor

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

Publishing an RFX generates an email to each invited Vendor. This email will contain the Tendering Texts (Header and Item).

The text of the email body is currently under review and will change before Go-Live

The hyperlink will bring the Vendor to the SUS (Vendor Portal) Login page.

The hyperlink from the email will open the logon screen for the Vendor.


Bids (Quotes)

The bidders get an e-mail notification of the bid

invitation

The invitation can be accessed by bidders through the

e-mail using hyperlink provided or can log on to the SRM

portal and respond.

The Vendor can maintain the following details in his

RFX Response (Bid, Quote):

-Incoterm (mandatory)

-Terms of Payment

-Price (mandatory)

-Price per – Price Quantity (defaulted to 1)

-Vendor Product number

-Country of origin (mandatory)

-Manufacturer’s Name (mandatory)

-Delivery Days (defaulted to 0) (mandatory)

-Text (Bidder’s Remark) on Item and Header level

-Attachments on Item and Header Level

Vendor


Vendor

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

On the ‘RFX and Auction’ page a POWL with multiple queries allows the Vendor to search for RFX’s with different status.

The RFX can be opened by clicking on the RFX number.

The Vendor can also click on the RFX Response number to access his RFX Response directly.

Highlighting the RFX will enable the buttons like ‘Create Response’ and ‘Display Event’

RFX Response Creation



Vendor

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

The Vendor can review item details as well as Notes and Attachments on the RFX.

The RFX parameters show the Vendor until when he has time to submit his RFX Response.

1

2

3



Vendor

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

The fields Country of Origin and Manufacturer are critical for ICV tracking and are mandatory on the RFX

The Country of Origin field requires valid the SAP key for the country, e.g. OM for Oman. A search help is available to select the correct key.

The RFX parameters show the Vendor until when he has time to submit his RFX Response.

1

2

3

4

The Bidder can select a different currency for his quote if PDO accepts quotes in multiple currencies on this RFX


RFX Change Notification

Vendor

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


RFX Version Comparison

Vendor

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


Questions and Answers

Can I change my Quote after I submitted it? – The Bidder can change the quote until the Submission Deadline is reached.

I would like to quote in a currency that is not avaiable in the dropdown. What can I do? – Contact the PDO Buyer and find out if they are will ed to add the missing currency to the RFX.

How do I quote for only some of the items on the RFX? – Just leave the price for the items that you do not want to offer as zero.

What is the size limitation for an attachment? – 10 MB per file.

Will I get a confirmation when my quote was accepted by PDO? – The confirmation that your quote was accepted will be the PO sent to you.

Can I offer an alternative item in my quote? –You could use Notes and Attachment functionality for this purpose.

Can we have more than one user working on RFX’s – Yes you can, please refer to SLC functionality for details of managing users.

I cannot deliver any of the items requested . Do I still need to submit a quote with zero prices?– No, but you should use the Do Not Participate button to submit your intent.


RABiTAH

Vendor Training Manual

Strategic Sourcing and CLM

34


Prequalification

•Clarifications for prequalification to be submitted by bidders in the form of questionnaires

Combined Single

•Technical and commercial response submitted together; Technical and Commercial evaluation done in parallel.

Single Split Commercial

•Technical and commercial response submitted together; Commercial evaluation followed by Technical evaluation.

Single Split Technical

•Technical and commercial response submitted together; Technical Evaluation followed by the Commercial evaluation.

Traditional Sequential

•Stage 1 – Technical response and evaluation

•Stage 2 – Commercial response and evaluation

Initial Screening of bidders

35

SRM RFx Types


RFx setup both technical and commercial

Vendor responses

Opening and award

RFx

Creation Publishing

Vendor

Response Opening

Award Contract

Creation

Publishing the RFx

FT

B

activ

ities

Phases

Tender Process

Project Management

Tender Process

Contract Management


Prequalification

•Clarifications for prequalification to be submitted by bidders in the form of questionnaires

Combined Single

•Technical and commercial response submitted together; Technical and Commercial evaluation done in parallel.

Single Split Commercial

•Technical and commercial response submitted together; Commercial evaluation followed by Technical evaluation.

Single Split Technical

•Technical and commercial response submitted together; Technical Evaluation followed by the Commercial evaluation.

Traditional Sequential

•Stage 1 – Technical response and evaluation

•Stage 2 – Commercial response and evaluation

Initial Screening of bidders

37

SRM RFx Types


Initial Screening of Bidders

# Foreign company

`

PDO Bidders- Existing on SRM New Bidders – Not Existing on

SRM

Existing

SRM users

Access the bid

invitation

Answer the

questionnaire

Submit respons

e

Exit from

process

Access tender

documents

Yes

Evaluate Reponse

s

Answer to questionna

ire

Provide access

to tender

document

Yes

No

Temporary registration thru SLC#

Register to SRM system

Recieve user id

and password

A

No

Publish tender on

public portal


Pre-Qualification

PDO Bidders- Existing on SRM

Publish bid invitation

Recieve responses

Access to bid

invitation

Access tender

documents

Answer the pre-question

naire

Upload attachme

nts

Submit response


Bid Submission

Contract Engineer Bidders- Existing on SRM

Access the bid invitation

Access tender documents

Provide technical response

Provide Commercial

Response

Submit response

Yes

Publish bid invitation

Recieve responses


Key Changes

41

Decommissioning of Omnicom, IX2, PPT

Fully automated contract management process (creation, approval, negotiation and analysis)

RFQ process to be done in SAP SRM and not ECC/IX2 Systems

Discontinuity of Fax of Award

Internal and external collaboration using system

Integrated systems (SAP SRM and SAP Mustaqbal)

Workflows in SAP

New SAP SRM System Security Roles


Single cohesive system to manage

the key C&P operations

Time reduction between

awarding and contract creation

Compliance enforcement

Process visibility

Standardized and formalized

purchasing organization

Collaboration with suppliers

Better visibility, monitoring and

workflow for all contract owners

Business Benefits

42


Bidder view in SRM

43

Click on any of the RFx to view details of the RFx

If you have not created any response for the RFx , this column will be blank.


cFolder for Collaboration

44

To access Tender related documents click on Technical Rfx to access Cfolders.

Steps: • If you are opening the Cfolder for the first time , you will get disclaimer that you need

to accept . Scroll down to find Accept button • Also make sure you accept any java applet warning that comes up .


Creating RFx Response/Quotation

45

If it’s a public tender , you need to first Register . Only after you register you can create a Response/Quote

First click on participate button and then Click on Create Response

New screen with Create RFx response heading will open . This is your Quotation

If there are any screening questions which are mandatory to answer , you can find them here.


Answering Screening Questions

46


Steps: • To submit any technical documents relating to the tender , vendor has to click on

Technical RFx response button to open Cfolder . • Any point of time if you need any clarification on the tender you can use Questions

and Answers functionality or Cfolder Collaboration

Vendor

Open cFolder and provide Technical Response Enter

Price

For any Bid Clarification you can use Collaboration Folder

For any Bid clarification you can use Chat functionality with Buyer

47

Creating RFx Response/Quotation


Technical Response by Bidder

48

Your technical submission should be inside Tech_Bid folder and not in Collaboration or External folder .

Click here to open Cfolder where you will submit your technical documents .


Financial Response by Bidder

49

Steps: • To submit your financial response , you need to attach your commercial sheet in

attachment area of the main RFx and not in CFOLDER . • Once Commercial is attached you need to click on Submit button to submit your

response.

1

2

3

4


Contract Document Review

50

All Active Agreements

Click to Open the agreement



51

Click here to open the contractual

document

1

2

3

4

Click here to Download document

to local desktop



52

Use Check out to make modification to

contractual document (which you downloaded

to local machine)

Use Check in to upload the modified

contractual document

Building a Bridge for Tomorrow … 53

QUESTIONS

rabitah vendor training manual supplier lifecycle (slc) … · 2018-01-22 · • similar to vendor...

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