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PEP 2015 – Processes and Systems

Training Document

Supplier Guide – Auction

Version 1.0 / October 2010

Welcome to

Global Pharma Procurement

PEP 2015 – Processes and Systems Supplier Guide –

Version 1.0 / October 2010 /22

Table of Contents

1 What is a reverse e-Auction?............................................................................................................ 3

2 Accessing the Ariba Sourcing System........................................................................................... 4

3 Responding to an e-Auction ............................................................................................................. 5

3.1 Accessing an e-Auction.............................................................................................................. 5

3.2 Status of the event ........................................................................................................................ 5

3.3 Navigating in the Event ............................................................................................................... 6

3.3.1 Event Details and Contents ................................................................................................... 6

3.3.2 Event Overview and Timing Rules ....................................................................................... 8

3.3.3 Bidding Rules ............................................................................................................................. 9

3.3.4 Market Feedback ...................................................................................................................... 9

3.4 Review Bidder Agreement .......................................................................................................10

3.5 Review Event.................................................................................................................................12

3.5.1 Selecting Lots...........................................................................................................................12

3.6 Prebidding......................................................................................................................................13

3.6.1 Downloading and Uploading Documents ......................................................................13 3.6.1.1 Downloading Documents............................................................................. 13 3.6.1.2 Uploading Documents.................................................................................. 13 3.6.1.3 Replacing and Deleting Documents ............................................................. 14

3.6.2 Placing prebids ........................................................................................................................14

3.7 Bidding............................................................................................................................................15

3.7.1 Saving and Submitting Response.....................................................................................17

3.7.2 Reload Last Bid .......................................................................................................................17

3.7.3 Ranking ......................................................................................................................................17

3.8 Exporting Event Content into Excel.......................................................................................18

3.9 Response History.........................................................................................................................18

3.10 Awarding ........................................................................................................................................19

3.11 Message Board ............................................................................................................................20

4 Logout from Ariba ...............................................................................................................................22



1 What is a reverse e-Auction?

In a reverse e-Auction the Buyer is running the auction and the participants are the

suppliers, so the roles of buyers and sellers are reversed. Suppliers compete to obtain the

business, and prices typically decrease over time.

Bidding performed in real-time, results in a dynamic, competitive process. Depending on

the set up of the event the bidders are able to view information regarding their position in

the competition.



2 Accessing the Ariba Sourcing System

When the e-Auction opens, you automatically receive an email message containing a link

to the Roche Ariba Sourcing website. You can either click on the indicated URL or open

an internet browser and type in the following website address:

http://rsmsourcing.roche.com

Enter your user name and password, which were sent out to you in a separate system

generated email. Then click the Login button.



3 Responding to an e-Auction

3.1 Accessing an e-Auction

To access the event you have been invited to, simply select it from the Event List that

appears after login.

If you have been invited to only one event, you will be taken directly to that project after

logging into the system. In case you have been invited to multiple events you will see

them grouped on your screen, based on their status: Completed, Open, Pending

Selection, Preview.

You may expand the panels by clicking on the arrow located on the very left of the page.

You can enter the event by simply clicking on the event name.

3.2 Status of the event

An e-Auction might be in status:

Preview – the Buyer sets a preview period during which you can preview all documents

and items. If the Buyer enables preview bidding, you may/have to put your initial prices in

the preview period.

Open – in open status you can enter your competitive bids

Paused – the Buyer might pause the event for technical reasons

Pending Selection – in this status the Buyer evaluates the bids, no bids can be entered

anymore

Completed – after awarding the winner, event closes

You can check the event status on the right upper hand corner, next to the clock.



You can check current status on the upper-right hand corner on the screen.

This is an event in preview period:

This one has a status of pending selection:

3.3 Navigating in the Event

3.3.1 Event Details and Contents

When entering an e-Auction you will see this screen.

The countdown clock, which is found in the upper right hand corner shows you how

much time is remaining from the different stages of the e-Auction.

In the left hand side panel you will find Event Details.

From this panel you can reach messages related to the event, download tutorials and go

through the e-Auction sections one after the other.

Checklist consists of tasks that you have to follow:

1. Review Event Details

2. Review and Accept Agreement

3. Submit response

4. Submit Bids

In Event Contents you will find all information, documents related to the event, and the

items on which you have to bid.

In the panel Event Content, you will see a list of the sections that you have to go through

step by step while preparing your response. Depending on the Buyer’s set up, it might be

that some sections are not visible from the very beginning, but accessible only after you

reviewed the agreement and stated your intent to respond.



You may change the view by clicking on the different sections. For example if you select

All Contents, you will see all sections under each other in the middle of the screen. By

selecting a single section, Ariba will display only that one.

By clicking on the arrow in front of the sections you can expand or close them.



3.3.2 Event Overview and Timing Rules

At the bottom of the page you will see the rules applied to the Auction.

Event Overview and Timing rules contains, among others, the name of the Buyer, the

currency, and the timing rules. Pay particular attention to the Bidding start and end times

and the overtime rules. Content you see here may vary upon the settings applied by the

event owner.

Publish time: the time when the event opens. From this time you can review the Auction

content. If pre-bidding is enabled by the Buyer you may have to place your initial bids

during this period.

Pre-bid time: the timeframe during which you can make your preliminary bids. Please

note that in events where pre-bidding is required, you can access the live bidding only if

you placed bids during the preview period.

Bidding start time: the time when competitive bidding starts

Bidding end time: the time when bidding is ending. Buyer might set up overtime, which

means that bidding can be extended with a predefined time upon predefined rules.

Different timing rules can be applied to different items in events that have

multiple items:

1. Parallel: all lots/items start and end at same time 2. Staggered: all lots/items open at the same time, but close sequentially 3. Serial: one lot/item ends before next lot/item begins

Running time for the first lot: the first lot will open for bidding with this initial amount

of time. It might be extended, if overtime is triggered. Once the running and overtime

ended, the lot closes (this rule applies only for staggered and serial bidding).

Time between lot closing: this amount of time must pass before the next lot closes, to



ensure that participants have sufficient time to bid on each lot (this rule applies only for

staggered and serial bidding).

Bid rank that triggers overtime: for example if a Buyer specified 3, then a bid entered

in the 1st, 2nd or 3rd place within a predefined period of time (e.g. 1 minute) before the end

time will trigger overtime.

Start overtime if bid submitted within (minutes): if a new bid is submitted within a

certain period of time before the end time, bidding extends into overtime. (e.g. if it is 1

minute, then bidding is extended, when a new bid is submitted within the last 60

seconds.)

Overtime period: bidding extends for this amount of time, if overtime is triggered

Estimated Award Date: the date when the Buyer expects to make the awarding decision

3.3.3 Bidding Rules

Based on the bidding rules:

• You can or cannot create bundles • You might be required to improve your bids based on the improvement rules set by the Buyer – with a predefined nominal amount or percentage only (e.g. 1 EUR or 1%)

• You can improve your bids only by beating the 1st, 2nd etc. bids • You can or cannot submit tie bids • You might be required to bid on all items

3.3.4 Market Feedback

Market feedback determines what type of information you see about the others’ bids.

Based upon the settings in the event:

• You might see a starting gate (initial price) set up by the Buyer. If starting price is enabled, you have to submit a valid bid, which satisfies this starting gate, otherwise

you will not see any market information.

• You might see your rank, the leading bid, the reserved price set up by the Buyer.



3.4 Review Bidder Agreement

Before participating in an event, you will need to review and accept the bidder agreement.

This agreement is separate from the initial agreement you saw, when you first logged into

the system, and must be agreed to on a per event basis. To access the bidder agreement,

click Review Agreement.

Select I accept… or I do not accept… and click OK.



Or click Decline to Respond, if you do not want to participate. You can give a reason in

the pop-up window.



3.5 Review Event

3.5.1 Selecting Lots

Next step is selecting lots:

Select the ones you wish to bid on and click on Submit Selected Lots. If it is required to

bid on all lots, you will not have an option to unselect any of them.



3.6 Prebidding

In some auctions you might be asked to place pre-bids for the items listed in the event,

answer some questions, or upload a document before starting to bid in the competitive

event. If response is required, you will not be able to submit any valid bids, unless

entering an answer for all questions marked with an asterisk.

3.6.1 Downloading and Uploading Documents

3.6.1.1 Downloading Documents

To Download any documents from the event click on the document and select either

Download this attachment or Download all attachments.

3.6.1.2 Uploading Documents

To attach a document click on the Attach file link, and browse for your file. If you need to

attach multiple documents to one question, it is better to save them in a zip file.



You can locate your file by clicking on the Browse button. Click OK when done.

3.6.1.3 Replacing and Deleting Documents

You can either replace or delete the file you attached originally. To do that, click on

Update file or Delete file.

3.6.2 Placing prebids

Enter your pre-bids into the price fields next to the items and click Submit Entire

Response button.

After submitting your pre-bids, you will receive a notification from the system.



It is possible to revise your pre-bid till the event is in the preview status.

3.7 Bidding

In case pre-bidding was required, you will see your initial prices in the bidding section of

the event. The system will update totals, so you will see extended prices on both item and

lot level.

You can check the bidding rules anytime by clicking on the “i” next to the items.



You can improve your prices by entering the new amount into the price field directly, or

by entering a decrement by nominal value or percentage. Decrement can be applied for

both single and multiple items.

Simply select the item(s) and enter decrement value, which can be either a nominal value

or a percentage.

Click Submit Entire Response button to submit your bids.

Please check the countdown clock periodically, as every event has a scheduled close time

and it is not possible to submit any further bids after the bidding is closed.

Although in e-auctions the Buyer can set an overtime based on different overtime rules,

so it might be that the bidding time is extended several times, if the rules are met.



3.7.1 Saving and Submitting Response

Please note that saving your response only files your answers, but does not make them

visible to the Buyer. Anytime you improve your bids during the competition, please use the

Submit Entire Response button instead of the Save button.

This is the notification you receive when simply saving a bid.

3.7.2 Reload Last Bid

You may reload your last submitted bids with the Reload Last Bid function. You have to

confirm this action in a pop-up window by clicking on OK.

3.7.3 Ranking

Your current rank is shown item by item on the bidding page. You can anytime submit

new bids to improve your ranks.



3.8 Exporting Event Content into Excel

It is possible to export event content and all attachments with one single step into excel.

To download the whole event content to an excel file, click on Download Content and

save the file on your computer.

Attachments can be downloaded in a zip folder.

3.9 Response History

You can access all submitted versions of your answers by going to

Response History on the Console. To enter any of the versions

click on the Reference Number.



3.10 Awarding

In status pending selection the Buyer is evaluating the results and selecting a winner. The

system allows the Buyer to award online, so that winners are informed through the

system.

Click on View Award button to see the lots/items that were allocated to you.

It is possible for the Buyer to select multiple winners, or to split items between more than

one supplier. You will see only those items here, which were fully or partially allocated to

you.



3.11 Message Board

It is possible to send messages to the Buyer through the system. To do that, click

Compose Message.

Enter your message in the text box and click Send when ready.

Another way to write messages is by going to Event Messages in

the Console. Here you will have a list of messages sent and

received around this event. New messages are in bold.

Click Compose Message to write a new message.



You can view and reply to messages here as well, either by selecting them in the

beginning of the row and click View, or by clicking on the subject.

If you click on Reply either in the event message list or in the message itself, you will be

directed to the Respond Message box, where you can compose an answer and click

Send when ready.



4 Logout from Ariba

For security reasons, always use the Logout button to exit Ariba Sourcing.