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Sourcing User Manual

1. GENERAL INFORMATION Code RHGO1 RFI Date Created 2007 12 05 VorkPlan Budget approval 74 cd OJEU Reference Number 2006 S 117 124854 ranta Haniar Collective Mini Requirements fo RHG Catering Service Create Header Description P pangs quiremen r Caption atering Pu Create Questions Create Section CONTROL INDICATORS Status Code Rating Status Reason Active for Supplier Sealed PROCEDURE INDICATORS Procedure Type e Commodity Category RESTAURANTS AND CATERIN 74 a OJEU Notice Date 20071205 ma CPY Code 55000000 Issue Date 2008 01 04 Closing Date 2008 01 16 Proposed Award Date 2003 02 01 a a Contract Award Date 2008 02 08 a G Attachments No records found ADD PREVIEW SAVE HEADER CANCEL Sections Section Deserition Eat Delete B Overview of this RFI Contanct Details For RHG Supplier General Overview Quality Products Manufacturing NARRAR xxx SC XC x xX IT Infrastructure T S Questions Figure Maintained questionnaire You can then make any changes that are allowable to the questionnaire header and select the SAVE button once you are finished Method Edit a section or a question Select the Edit E icon next to the item you wish to edit in the section or question grid The selected section or question will display Edit the details as required Select the SAVE button Your changes have been successfully saved Method Delete a section or a question e Sele
2. a rri BLL Figure Capture Responses entry point The following form will display G Home Select a Questionnaire Giuestionnaire Type RFI GUEstionnaire RHGO1 RFI Supplier Figure Select a Questionnaire Method Capture Responses 33 BaO AK INTENDA Sourcing User Manual e Select the Lookup icon next to the Supplier field A grid listing displays listing all the suppliers to whom the questionnaire was issued At the top of the grid as filter box will display as follows Filter Supplier Name e Capture the name of the suppliers whose response you have received e Select the APPLY button e The grid will change and list the suppliers whose name most closely resembles the one you supplied e Click on the Select icon next to the supplier you want The Select a Questionnaire screen will display with the name of the selected supplier populated in the Supplier field Select the OK button The issued questionnaire will display Complete all of the necessary fields If the supplier has given you a document on an CD or a disk that they would like to include in their submission select the Q MSCHITENES button at the top of the screen The View Attachment form will display View Attachments iD FilePath Donen Delete Mo records found e Select the ADD button e The Add Attachments form will display e Select the Browse button and locate the file that needs to be attached When you
3. 86 Jie INTENDA Sourcing User Manual Fotential Answers Answer Code Answer Description wer Caption nawer Rating Answer Value Active for Supplier No records found Figure Potential Answers e Complete the following fields o Answer code Answer description Answer caption Answer rating Answer value e Check the Active check box e Select the SAVE button The Potential Answer will now have been linked to your question e Select the SAVE button again on the Questions form O O O The new section you have just created will now display in the grid under QUESTIONS To edit or delete the question simply select the Edit E icon or the Delete icon Follow the steps listed above to all the questions and possible answers to your questionnaire 87 ML pS INTENDA A SN L Sourcing User Manual Load an OJEU Notice This form is accessed by selecting the Load OJEU link from the OJEU Notice main form as depicted below K Home _ WOULD YOU LIKE 10 Create QJEU reb Y Load OJEU Create a Template Load a Template Delete a Template Create a JEU from a Template Figure Load a OJEU access point You will be prompted to select the Questionnaire number you want to work with Make your selection and select the OK button The questionnaire you have selected will show as being active in the bar at the bottom of the following screen which will also display all of the functions available for sel
4. Figure RFI main screen The Publish a Questionnaire form will display as follows RFI Type RFI RFI Type Code RHGOOT RFI Description sue To O Web O Print Out besue Type LO Closed Open Figure Publish a Questionnaire form 31 Sourcing User Manual STE INTENDA The Questionnaire Type and Questionnaire fields will default with the information of the questionnaire that was selected on entry to the Load RFI form Method Publish a Questionnaire e Select whether to publish the questionnaire to the Web or to Print Out by selecting the relevant radio box e Select what type of issue it is by selecting either the Closed or Open radio box next to the Issue Type field e Select the OK button The questionnaire document as it appears to the suppliers will display as follows tr Home C Attachments E Help Confidentiality The Supply Chain acting on behalf of RHG Business Services Authority maintains relations with multiple organisations Data provided in this questionnaire is strictly confidential This questionnaire and all associated material provided by the RHG Supply Chain and the RHG either with or subsequent to this questionnaire must be considered confidential and proprietary to the RHG Supply Chain and the RHG Our Approach Your organisation is being invited to respond to this Pre Qualification Questionnaire because you have expressed an interest in participating in this project through the Official Journal of th
5. Figure Load a Questionnaire access point You will be prompted to select the Questionnaire number you want to work with Make your selection and select the OK button The questionnaire you have selected will show as being active in the bar at the bottom of the following screen which will also display all of the functions available for selection 27 WG 3 4 INTENDA SE Sourcing User Manual z Maintain capture Suppliers Responses Create Header Submit for Approval Delete reate Section Publish Copy reate Questions Evaluate Close Extend fa C3 E H 9 C C cH Recommend a a F a Evaluate Recommend E H H ACTIVE RFI RHG Catering Service ACTIVE RFI STATUS Created Figure Load a Questionnaire main screen Maintain a RFI Once you have created a questionnaire and selected it from the Load RFI link on the main form of RFI it can be maintain at any given time before it is issued To do so select the Maintain link from the RFI menu on the Load RFI main form as follows Home Maintain Capture Suppliers Responses Create Header Submit for Approval Delete reate Section Publish Copy K Create Questions Evaluate Close Extend Recommend Open Report Manager The questionnaire header with its associated sections and questions will display as follows a f F E WENEI a NAAL T 6 aa Lee m j ka c Bell NN FF I f Sourcing User Manual S Home Header
6. NY iter Jd INTENDA USER MANUAL Sourcing Version 1 3 13 0 Sourcing User Manual 2 INTENDA Table of Contents Tabie of Contents souvenen aina oaa a a aa aana a a aaia a a 1 MOGUC cient a ciation se inacec eau om curen slo cisanviewcievalisiniaaeaavonsenuweucuesteinnes 3 RTS aH 2 IOT ct eis seca EE ete ee ean E T H E E EE d T DIS cians crass EAE AEAEE ed EAEE E E ORAA 5 Opening the Sourcing Mod le siruina Ea aaa aA A A E aE AE 6 WIS CE ACC CS Sree E cs E A EEA E 7 Source Plan Work Plan and Bid Calendar sss sssssss sss sss ssssssssssssns senenn nenen enean 8 Mandatory amp Non Editable fieldS ssssssssssssssssssssssssssssssesssenss ennenen neeaae 8 Using the CASI TT sissisiierinsi E EAEE E e E 8 Le les H yee ninine a E E 9 Create an Assigned Period ssssssssssssssssssesssssssssssssssssssssese asses esos eee ees neee es 9 Edit an Existing Assigned Period ccccsssseeeseseesseeeseesseeeeeeeesseeeseoeesseeeseoenseeeeeeosseeessonnneees 10 Delete an Existing Assigned Period ccccccsseesseeeeeeeeseeeseeenseeeeseoensseeseeoenseeeeseoenseeessoneneees 10 Source Pla MEO TTT 13 PUTA LOC UNG HHT 16 View an Attached OC UO rvaaunscen estee seen danstercesuesvecesiunueecueved escesumesesneoensvsaawesenvtusuendedusvenduessys 17 Introduction to Bid CAlCNG Al vc civeaicrcasenatitevah ovcansawsenswavussvodaehvenewtnsnusuecerdmnemevsiavessdeswesieustevestes 17 About BUGS AS NA Streeter cates en ag ee enen 17 Logon to the
7. SAVE HEADER Sections SectionlDeseription Te Delete CN CONTRACT NOTICE g x Anh ALU Questions Parent Code Description ca CN 0 CONTR La x TRACT NOTICE Figure Maintained questionnaire You can then make any changes that are allowable to the questionnaire header and select the SAVE button once you are finished Method Edit a section or a question Select the Edit E icon next to the item you wish to edit in the section or question grid The selected section or question will display Edit the details as required Select the SAVE button 54 q D S INTENDA Sourcing User Manual Your changes have been successfully saved Method Delete a section or a question e Select the Delete amp icon next to the item you wish to delete in the section or question grid e Asystem message will display as follows Are You sure You want to delete the selected record e Select the YES button to delete the item OR select the NO button to retain the item The selected item will be deleted and will no longer display under the sections or questions grid Once a PIN has been created you can capture the details you wish to include in the notice being published Select the Capture link from the PIN menu on this form Prior Information Notice Administration The Capture selection form will be displayed Q Home Capture a PIH PIM Type PIM PIN Code RHGO2 PIH PIN Reference Mumber Figur
8. j Sourcing User Manual Copy a PQQ Template If you need to duplicate a questionnaire you are able to do so by simply copying the questionnaire you want to reproduce To do so select the Copy Questionnaire link from the Administration menu on the Load a Template main screen as follows L Home POO 3 Administration gt gt Maintain gt Delete Create Header Copy Create Section Create Questions o Tess ACTIVE TEMPLATE POQ RHG Catering Senrice ACTIVE TEMPLATE POQ STATUS Created Figure Copy entry point Once you have selected the Copy link the following screen will display Home Copy a a template Pre Qualification Questionnaire Type Pre Qualification Questionnaire Code New Pre Qualification Questionnaire Code Figure Copy screen e Capture a questionnaire code for the new questionnaire in the New Questionnaire Code field e Select the COPY button e Amessage asking you to verify your choice will display Are you sure you want toa copy the selected record e Select the YES button 133 aK INTENDA Sourcing User Manual The system will automatically return you to the workspace of the original questionnaire You will need to select the HOME button to return to the PQQ Home Page where you can then select the copied questionnaire and maintain it e PLEASE NOTE All copied questionnaires must be maintained as all fields pan will need to be amended to suite
9. Create Questions Evaluate Recommend Ra ss T Reporting Open Report Manager S HHY 113 Me INTENDA Sourcing User Manual The questionnaire header with its associated sections and questions will display as follows GENERAL INFORMATION Code WorkPlan Create Header OJEU Reference Number wi Create Section mf Description si Create Questions CONTROL INDICATORS Status Code Status Reason Sealed RGHOOS POO Budget approval 2008 5 117 124584 Collective minimum Requirements for Catering Services Date Created 2008 01 22 Created By RHE Uys wo Sent RHG Catering Services Caption Rating Active for Supplier Unsealed PROCEDURE INDICATORS Procedure Type QOJEU Notice Date Closing Date sste Date Attachments Filename Mo records found SAVE HEADER Sections E i pi b Section Description OOOO A Qyerview of this PP Contact Details Supplier General Overview Guality Products Manufacturing IT Infrastructure Salle s N NC N N X X XN Questions Figure Maintained questionnaire You can then make any changes that are allowable to the questionnaire header and select the SAVE button once you are finished Method Edit a section or a question Select the Edit Ej icon next to the item you wish to edit in the section or question grid The selected section or question will display Edit the details as required Select the SAVE button Your chang
10. WOULD YOU LIKE TO gt Create PIN Load PIN Create a Template Load a Template Delete a Template Create a PIN from a Template Figure Load a PIN access point You will be prompted to select the Questionnaire number you want to work with Make your selection and select the OK button The questionnaire you have selected will show as being active in the bar at the bottom of the following screen which will also display all of the functions available for selection S Home Prior Information Notice __ Administration mw E r Maintain Delete Create Header Capture Copy Create Section Submit for Approval Close Extend tm reate Questions Pyblich Tees lt Reporting Publish a Notice Open Report Manager iE ACTIVE PIN RHG Catering Service ACTIVE PIN STATUS Authorised Figure Load a Questionnaire main screen i JE i INTENDA Sourcing User Manual Maintain a PIN Once you have created a questionnaire and selected it from the Load PIN link on the main form of PIN it can be maintain at any given time before it is issued To do so select the Maintain link from the PIN menu on the Load PIN main form as follows polr information Notice Administration Maintain Capture Submit for Approval Publish Reporting my Fin H Jen Report Manager PHGOOT PI JUL f Budget approval Catering Services tion x Collective Minimum Requirements Description
11. create Questions gt Publish Reporting C Publish a Notice Open Report M lanager ACTIVE QUEU RHG Catering Services ACTIVE QJEU STATUS Captured The Capture an OJEU selection form will be displayed 90 U 14 INTENDA h N R Sourcing User Manual GEU Code GEU Reference Number _ Figure Capture a OJEU selection form e Click on the Select D icon next to the Notice field e Input the Attribute e Select the OK button The selected notice will display as follows S i d it J a IF 1 i d AAI Te pad E mans r a i C h f Sourcing User Manual amp Intenda Questionnaire Engine Yersion 1 1 0 0 Microsoft Internet Explorer File Edit View Favorites Tools Help Our Approach our organisation is being invited to respond to this Pre Qualification Questionnaire because you hawe expressed an interest in participating in this project through the Official Journal of the European Union response process This Pre Qualification Questionnaire is the first stage of our supplier selection process Company Information What is the inception date of the Company What is the average annual Turnover of the Company Does your business comply with all Do you have ISO9000 appropriate food in respect of your satety legislation and organisation NB By regulations NB If indicating yes you successful you will be may have to provide obliged to be thes
12. main form of OJEU Notice it can be maintain at any given time before it is issued To do so select the Maintain link from the OJEU Notice menu on the Load OJEU Notice main form as follows M Horne OJIEU Administration Maintain Delete gt Copy Budget approval Collective minimum Requirements for Catering Services LINK CPV PREVIEW Sections A Introduction yy x ADD Questions 4 A1 introduction 7 x Figure Maintained questionnaire You can then make any changes that are allowable to the questionnaire header and select the SAVE button once you are finished Method Edit a section or a question Select the Edit E icon next to the item you wish to edit in the section or question grid The selected section or question will display Edit the details as required Select the SAVE button 103 q D S Ey S INTENDA Sourcing User Manual Your changes have been successfully saved Method Delete a section or a question e Select the Delete Z icon next to the item you wish to delete in the section or question grid e Asystem message will display as follows Are You sure You want to delete the selected record e Select the YES button to delete the item OR select the NO button to retain the item The selected item will be deleted and will no longer display under the sections or questions grid Should a questionnaire become obsolete for whatever reason you have the option to delete it f
13. plans are all linked to the sourcing plan To be able to access Source Plans select Sourcing gt Sourcing Plans from the dashboard On this form you are able create a new Source Plan Method Create a new Source Plan e Onthe Source Plan List form select the New _1 icon e Anew form Source Plan Maintenance will be displayed ka ha Cate brst saved Tueiday Decemba 16 2007 Tuesday December 18 2007 M publish to bid calender LU Display December 16 2007 Figure Source Plan Maintenance form e Complete the following fields Code Description a PLEASE NOTE The Code is an abbreviation or identifying number to T identify the Source Plan e Select the BUYER button and the Buyer List form will be displayed Buyer list Buyer code Buyer name Buyers Figure Buyer List form e Click on the Search 75 icon leaving the filter criteria fields blank to display a list of all the buyers registered on ISSMC or enter Search Criteria into the filter fields e The Buyer List form will be displayed listing all the information that complies with the search criteria on the grid 11 aK INTENDA Sourcing User Manual e Highlight the Buyer responsible for the Sourcing Questionnaire and click on the Return Data icon e You will be returned to the Source Plan Maintenance form with the Buyer field populated with the selected information E PLEASE NOTE The Buyer field is not compulsory e Sele
14. Create Section CONTROL INDICATORS Status Code Created Rating Status Reason Active for Supplier O PROCEDURE INDICATORS Procedure Type Restricted Open Procedure Commodity Category RESTAURANTS AND CATERIN 74 a OJEU Notice Date 2007 12 05 ma CPY Code lssue Date 2008 0104 Closing Date 2008 01 16 Proposed Award Date 2008 02 01 Contract Award Date 2008 02 08 ma a Attachments No records found ABD PREVIEW SAVE HEADER CANCEL Sections Senon Deserpnan E Halis B x Overview of this RFI Contanct Details For RHG Supplier General Overview Quality Products Manufacturing AARAA IT Infrastructure I 2 C3 Questions Figure Maintained questionnaire You can then make any changes that are allowable to the questionnaire header and select the SAVE button once you are finished Method Edit a section or a question Select the Edit Ej icon next to the item you wish to edit in the section or question grid The selected section or question will display Edit the details as required Select the SAVE button Your changes have been successfully saved Method Delete a section or a question e Select the Delete Z icon next to the item you wish to delete in the section or question grid 44 Ey S INTENDA Sourcing User Manual e Asystem message will display as follows Are You sure You want to delete the selected record e Select the YES button to delete the item OR select the NO button to ret
15. Delete Copy Budget spproval Catering Services tio Collective Minimum Requirements PESCrIPLION SAVE HEADER Sections CN CONTRACT NOTICE g x Questions SSS EE CONTRA Figure Maintained questionnaire You can then make any changes that are allowable to the questionnaire header and select the SAVE button once you are finished Method Edit a section or a question e Select the Edit _ icon next to the item you wish to edit in the section or question grid e The selected section or question will display e Edit the details as required 67 Tp Ey S INTENDA Sourcing User Manual e Select the SAVE button Your changes have been successfully saved Method Delete a section or a question e Select the Delete Z icon next to the item you wish to delete in the section or question grid e Asystem message will display as follows Are you sure You want ta delete the selected record e Select the YES button to delete the item OR select the NO button to retain the item The selected item will be deleted and will no longer display under the sections or questions grid Should a questionnaire become obsolete for whatever reason you have the option to delete it from the system To do so select the Delete link from the Administration menu on the Load a Template main screen as follows Q Horne PIN Administration Maintain Delete Create Header Copy Create Section Cre
16. Mo records found ADD SAVE HEADER CANCEL Figure Header Method Creating a questionnaire header e Capture the Code and Caption for the new questionnaire Capture the OJEU Reference number if required Capture the description for the questionnaire Select the WorkPlan Check the Rating check box if this questionnaire is to be evaluated Check the Active check box to ensure the questionnaire is available for issue Indicate whether the questionnaire is sealed or unsealed by checking the relevant radio box Select the Procedure Type e Depending on the type selected the date field will be populated OR you can select dates for the fields yourself If you wish to add an attachment to your questionnaire header do the following e Select the ADD button in the Attachment section of the header Attachments Mo records found Figure Attachments section of questionnaire header LE Sourcing User Manual The Add Attachments form will display e Select the BROWSE button locate and select the file you want and select the OK button e After providing all the necessary information and adding the attachment select the SAVE button e To exit the form without saving anything select the CANCEL button Once you have finished completing and saving the questionnaire header two other sections become available You can capture the sections to which you will add the questions Method Adding a section to a questionnaire e Select
17. PQQ via PREM ssvccsesisctscccssinnctsvcenenevenesteeceeeeesteesvecceuereeewsteneuecesereveidecteseteceusbecseceeeeecees 19 LOOKUP TADIS uigrana E AEE EE EE EEEE EEE a EEE 20 TYPE ON POC SIN sieaa EE E E ae EAEE EE A EE 20 PRCCMIS SE TON MTOM AUN H 23 Create a RFI Questionnaire Ty pe ccccccssssseeeeessccesssseeeeeeseeceensneeeeeeeeoesnseseeeeseeeoensnseeeesaoes 23 Ear o RU 1 2 A A eae AEA A cco EE A E A E E tees 27 Maintain a Fe rete anc dee ene ae nes A ERA ie renee vee REEE 28 Submit RFI for Approval acca citar cisterna tenascin cee aces ennenen 30 Publish a REI Questionnaire sissa damn ve wanes a aaa ayaa aas aes s 31 Capture ROS INS HH 33 chs UE Cire RE eee eee ne rene nee enn en ar mewn ene nD oars Noun ree anne CEE SS eran en Sra ents een meen tener amr een rr ann 34 Recommend a R Eiei T 36 DEIC 9 1 2 o A E E E R 37 CODY a PRF ha e cee et ca E E E a E a 38 close Exen A BFI a E N 39 Greal a RFI PRN RC ciiin a a a a a a 42 Maintain a RFI Template HH 43 Delete a RFI Template egas sesi tsagaita site EZ REZ R ianc NZ iaai Zag Eoaea 45 COPY a 0 SIN 1 IHH 47 CODY RL irom R Template H 48 Prior information c Le cossiensa a aaia asaan 49 Grede a PIN eH 49 Load a UN TTT 53 Maintain a PUN oss 2osceciacesuccienctinatodviuetadesustsadadentinuetantonccusexcuuddapsindt inutnudubusddadeuustaudadexiunsmaetuareuces 54 UU a PIN TEH 55 Submit PIN TOF Approval ssssssssssssss sese esse seene 57 UU SF a PIN isoine cage unatendccntcundsusas
18. available for completion by the supplier e Once all the fields are complete check the Rating Indicator box if the supplier s response to this question is to be evaluated e Then check the Lookup Indicator box to set up the possible answer to this question The Lookup icon becomes available for selection as follows Lookup Figure Lookup Indicator e Click on the Lookup icon The Potential Answers form displays as follows Potential Answers wer Code Answer Description wer Caption nswer Rating ISWwer Value L ADD No records found Figure Potential Answers 26 Z INTENDA me Sourcing User Manual Complete the following fields o Answer code o Answer description o Answer caption o Answer rating o Answer value e Check the Active check box e Select the SAVE button The Potential Answer will now have been linked to your question e Select the SAVE button again on the Questions form The new section you have just created will now display in the grid under QUESTIONS To edit or delete the question simply select the Edit Eg icon or the Delete icon Follow the steps listed above to all the questions and possible answers to your questionnaire Load a RFI This form is accessed by selecting the Load RFI link from the RFI main form as depicted below Horne WOULD YOU LIKE TO Create RF reb Load RFI Create a Template Load a Template Delete a Template Create a RFI from a Template
19. click on Sourcing gt Work Plans Method Create a Work Plan e On the Work Plan List form select the New icon e A new form Work Plan Maintenance will be displayed This form is divided into six 6 sections Work Plan Details Source Plan Details 14 Sourcing User Manual STE INTENDA PQQ Dates TT Dates Comments Business case details mork plen getai statuz QUEL Notice date Wednesday January 02 2008 Come Business Cast details Crested O Submit date Wednesday J 02 2008 Signature date Wednesday 02 2008 POQ date TT dates Publication date Wednesday Ja Publication date Wednesday y 02 2008 Closing date Wednesday d Closing date Wednesday ay O2 2006 Evaljation dake Wednesday Jan Evaluation date Wednesday UZ 2008 Award date Wednesday j Recommendation date Wednesday 02 2008 Award date Wednesday gz 2008 Figure Work Plan Maintenance form e Complete the following fields Code Description eae PLEASE NOTE The code is an abbreviation or identifying number to T identify the Work Plan The Status Fields remains blank The status field will be populated when Workflow has been activated e Select a date when the OJEU notice should be published e Select the Submit and Signature date of the Business case PLEASE NOTE The Business Case is used to obtain management commitment and approval for investment in business change through rationale for the i
20. copied questionnaire before you can proceed If you wish to close a questionnaire for further responses or if you wish to extend the closing date of a questionnaire this can be done here One screen is used to do both actions To do so select the Close Extend link from the Administration menu on the Load a RFI main form as follows 39 ALIF WRAT a Nn OMN LP a a A i l eI K J k h P fi T Sourcing User Manual Request for Information Administration Maintain Capture suppliers Responses Submit for Approval Publish Evaluate Recommend lt Reporting Open Report Manager Change Status To Reason Extend Date To SAWE CANCEL Figure Close Extend Questionnaire Method Close a Questionnaire e Select the Lookup icon next to the Change Status To field e A grid will display listing all of the statuses that are available for selection as follows Authorised Authorised Cancelled Cancelled Captured Captured Closed Closed Created sued Ordered Ordered Pending Pending Pending Authorisation Pending Authorisation Rejected Z E E E E Z 2 E E e Click on the Select icon next to the relevant status e The Change Status To field will be automatically populated with the selected information 40 LE INTENDA we Sourcing User Manual e Capture the reason the status is being changed in the Reason field e Select the SAVE button e Amessage will display on the s
21. fields e Check the Active Indicator check box to make it available for completion by the supplier e Once all the fields are complete check the Rating Indicator box if the supplier s response to this question is to be evaluated e Then check the Lookup Indicator box to set up the possible answer to this question The Lookup icon becomes available for selection as follows Figure Lookup Indicator e Click on the Lookup icon The Potential Answers form displays as follows 51 Jie INTENDA Sourcing User Manual Fotential Answers Answer Code Answer Description wer Caption nawer Rating Answer Value Active for Supplier No records found Figure Potential Answers e Complete the following fields o Answer code Answer description Answer caption Answer rating Answer value e Check the Active check box e Select the SAVE button The Potential Answer will now have been linked to your question e Select the SAVE button again on the Questions form O O O The new section you have just created will now display in the grid under QUESTIONS To edit or delete the question simply select the Edit E icon or the Delete icon Follow the steps listed above to all the questions and possible answers to your questionnaire 52 RY E N INTENDA gt N Sourcing User Manual Load a PIN This form is accessed by selecting the Load PIN link from the PIN main form as depicted below Home
22. has now changed to CLOSED Method Extend a Questionnaire e Select the Date Picker 9 icon next to the Extend Date To field e A calendar will display as follows Figure Calendar e Select the relevant date by clicking on it e The Extend Date To field will be automatically populated with the selected information e Capture the reason the status is being changed in the Reason field 100 NG ZC INTENDA Sourcing User Manual e A message will display on the same screen confirming that the date has been changed Date was Extended successfully e Select the SAVE button e Select the OK button and you will be return to the main form AY Z i INTENDA Sourcing User Manual A template can be created and used over again only changing the section of the template to the requirements of the question To create a template select the Create Template from the OJEU Notice main form as depicted below none WOULD YOU LIKE TO Create OJEU Load GJELI mr Create a Template Load a Template Delete a Template Create a OJEU from a Template The blank Questionnaire header will display as follows Create Head B Create Questions Create Section SAVE HEADER Complete the form the same as explained in Creating an OJEU Notice 102 C INTENDA Sourcing User Manual Maintain a OJEU Notice Template Once you have created a questionnaire and selected it from the Load OJEU Notice link on the
23. in a tender process It is also designed by an organisation to secure the necessary reassurances about the capacity capability and eligibility of potential bidders to satisfy both the collective minimum requirements of each tender and the successful completion of the procurement process itself A Sourcing Questionnaire will generally cover at least the following e Details of potential bidder and its business structure e Legal amp Regulatory requirements e Financial information e Health amp Safety Requirements e Details of Workforce e Environmental Management Policies This Sourcing Questionnaire is forwarded either to a list of pre selected suppliers or to the entire supplier community If suppliers are interested in tendering for any future contracts for this specific commodity category they will respond by submitting their answers to the questionnaire via the GlobalERFx website Definitions Tem Definition RFI Request for Information PIN Prior Information Notice BC Business Case PQQ Pre qualification questionnaire System used to create tenders contracts and amendments which will RFx then be awarded and evaluated A template created in the Panel Scoring Application will be linked to an evaluation criterion of a tender in RFx GlobalERFx com is a business to business facilitation portal specifically designed for the global ERFx pre procurement sourcing market Its GlobalERFx main aim is to bring buyer and supplier co
24. the Delete Z icon on the Work Plan List form Bid Calendar The Tender and Contract Module offers a wide variety of management reports to the ISS Manager ISS reports are driven by LogiXML reporting which is an XML based report building application that lets developers build full featured web based reports charting dashboards and portals within a single development environment End users can view and interact with all of their key business data in one place performing one click calculations on chosen data sets sorting and grouping data and drilling down into charts and graphs A number of reports are currently available within the Tender and Contract Module of ISS To access these reports select Reporting gt Management Reporting You will be redirected to the Management Console Select the Tenders Menu on the Home page A Bid Calendar is a publication of the content of an organisational sourcing plan A bid calendar shows the supplier community which tenders or contracts will be put out to the market within specific time frames Information displayed in the bid calendar will be extracted from the information captured in the sourcing plan maintenance process The items displayed on the Bid calendar will be sourcing plan items A bid calendar contains read only information therefore the supplier is unable to perform any actions against the bid calendar 17 Ey S INTENDA Sourcing User Manual The ISS Manager is also able to mo
25. the file you want and select the OK button e After providing all the necessary information and adding the attachment select the SAVE button e To exit the form without saving anything select the CANCEL button NG Ji INTENDA Sourcing User Manual Load a BC This form is accessed by selecting the Load OJEU link from the BC main form as depicted below Home WOULD YOU LIKE TO Create BC oad BE Figure Load a BC access point You will be prompted to select the Questionnaire number you want to work with Make your selection and select the OK button The questionnaire you have selected will show as being active in the bar at the bottom of the following screen which will also display all of the functions available for selection S Home Business Case Administration gt Maintain Be NMC eis Submit for Approval gt Copy Close fExtend lt Reporting N Open Report Manager ACTIVE BC RHG Catering Senice ACTIVE BC STATUS Created Figure Load a Questionnaire main screen aa ZC INTENDA j Sourcing User Manual gt Maintain a BC Once you have created a questionnaire and selected it from the Load BC link on the main form of BC it can be maintain at any given time before it is issued To do so select the Maintain link from the BC menu on the Load BC main form as follows Maintain Submit tor Approval Open Report M
26. the requirement for the new questionnaire The Possible Answers are not copied therefore new possible answers will have to be created for the copied questionnaire You can create a PQQ from a template that was created in advanced To do so select the Create a PQQ for a Template link from the main PQQ menu Ome WOULD YOU LIKE TO b Create Pow Load Prat P Create a Template Load a Template f Delete a Template gt Create a POG from a Template e Chose the template that you want to copy by selecting the Lookup icon next to the template field e Type in the code of the new PQQ e Select the OK button The new PQQ is created and can be located by selecting the load PQQ link Reporting There is currently a menu selection available for reporting on the maintenance section of the PQQ Module which will run reports off LogiXML However the development of this section will be tailored to client requirements and will therefore be client specific 134
27. Attachments form will display e Select the Browse button and locate the file that needs to be attached When you have found it select the OK button e You will be returned to the View Attachment form Select the SAVE button and the selected attachment will be added to the suppliers response e Select the SAVE AS button at the bottom of the questionnaire form You will now have successfully captured the supplier s response Once the closing date for a questionnaire has been reached and the suppliers have responded to it the questionnaire can be evaluated To do so select the Evaluate link from the PQQ menu on the Load a PQQ main form as follows ra lt Pre Qualification Questionnaire Administration L B ice ce cr G P D E gp Pe M L L 2 The Evaluate a Questionnaire form will display as follows 120 BaO Sourcing User Manual a INTENDA Evaluate a Questionnaire RHG r 30497 Catering ABC Cleaning Services 10 0000 0 000000 S Services RHG l 30514 Catering ABC Catering Services and Equipment 10 0000 0 000000 Services SAVE CANCEL Figure Evaluate a Questionnaire form You will be able to see how the responses to the questionnaire have been evaluated by the information that is displayed on the form e Select the SAVE button to complete the evaluation process You will be returned to the Load a PQQ main form Recommend a PQQ Once a questionnaire has been success
28. EU Reference Number 2006S 117 124554 Date Created ZUD 7 1 1401 E Catering Z enri oez Notice Description 3 QJEU Motice Date 2007 M029 lssue Date 200711902 Closing Date 2007 Yet Proposed Award Date 20074144 Contract Award Date 20074146 DELETE CANCEL Figure Delete screen e Select the DELETE button e Amessage asking you to verify your choice will display 96 Si INTENDA JAS Sourcing User Manual Are You sure You want to delete the selected record e Select the YES button The questionnaire will be deleted Because you have deleted the active questionnaire you will be returned to the Would you like to main screen of OJEU Notice amp Home re ee ee ee _ WOULD TOU LIKE 10 Create OJEU Load OJEU Create a Template Load a Template Delete a Template Create a JEU from a Template Copy an OJEU Notice If you need to duplicate an OJEU Notice you are able to do so by simply copying the Notice you want to reproduce To do so select the Copy link from the Administration menu on the Load an OJEU Notice main screen as follows Open Journal European Union Notices lt Administration Maintain De lete Capture Copy Submit for Approval Close Extend Publish Reporting Publish a Notice Open Report Manag er ACTIVE QUEU RHG Catering Services ACTIVE QJEU STATUS Captured Figure Copy entry point Once you have selected the Copy Questionna
29. FORMATION Code Date Created 2007 1206 WorkPlar CJEU Reference Number Create Header Description Caption Create Section Create Questions CONTROL INDICATORS Status Code Created Rating Status Reason Active for Supplier Sealed Unsealed PROCEDURE INDICATORS ane I Procedure Type Hot Linked wt Commodity Category QWEU Motice Date 2007 M206 Fe CF Code Issue Date Fal 2 Closing Date Proposed Award Date T ce Contract Award Date Attachments Mo records found ADD SAVE HEADER CANCEL Complete the form the same as explained in Creating a Questionnaire 42 Ae INTENDA Sourcing User Manual Once you have created a questionnaire and selected it from the Load RFI link on the main form of RFI it can be maintain at any given time before it is issued To do so select the Maintain link from the RFI menu on the Load Template main form as follows S Horne lt RF Administration E Maintain E Delete Create Header gt Copy Create section Create Questions The questionnaire header with its associated sections and questions will display as follows 43 ee N a i i ee YNN rF iT d Sourcing User Manual er Home Header GENERAL INFORMATION Code RHGO1 RFI Date Created 2007 12 05 WorkPlan Budget approval OJEU Reference Number 2006 5 117 124854 Collective Minimum Requirements for RHG Catering Service Create Header Description E Caption Create Questions
30. Manual Step not reached Step in the process not yet reached Complete section A step in the process that has been completed Status bars There is a status bar displayed on the create and maintain forms of this module that indicates what you are doing or have done with your document and what is still left to do to complete the lifecycle of the document concerned The status bar displays as follows and Is self explanatory Create Header Create Section Create Questions Bal Published l Evaluate wi Recommend Figure Status bar F lt INTENDA Sourcing User Manual Opening the Sourcing Module As illustrated in the figure below Sourcing is accessed via the Intenda Solution Suite ISS icon displayed on your desktop By selecting this icon you will be allowed access to the Intenda Solution Suite Dashboard aul Ed Ed Internet RPT Viewer Image Explorer Gomposer iS Adobe Acrobat meee inline Intenda Solution 7 0 Provesst Suite icon a EL Ado lhe Reader Winzip Intenda 7 0 olution suite p R 2 Belarc Advisor Copy Tools Intranet oF 9 35 ConceptDrar Project Figure Your desktop The Intenda Solution Suite logon form will be displayed Log on to ISS ISS INTENDA SOLUTION SUITE Environment Royal Hotel EEE Pd Organisation E Organisations L Default E ROYAL HOTEL GROUP RHG Gauteng Branch Figure Log into ISS Sourcing User Manual S14 INTENDA To
31. Notice Date Closing Date sue Date Attachments File Name Mo records found ADD Sections Section Description O O OOOO B Qyerview of this PPE Contact Details Supplier General Overviews Guality Products Manufacturing RR SNS Kil Lag Legg La Le Lag La Ly IT Infrastructure Questions Figure Maintained questionnaire You can then make any changes that are allowable to the questionnaire header and select the SAVE button once you are finished Method Edit a section or a question Select the Edit E icon next to the item you wish to edit in the section or question grid The selected section or question will display Edit the details as required Select the SAVE button L L L L Your changes have been successfully saved Method Delete a section or a question 130 Ae INTENDA Sourcing User Manual e Select the Delete amp icon next to the item you wish to delete in the section or question grid e Asystem message will display as follows e Select the YES button to delete the item OR select the NO button to retain the item The selected item will be deleted and will no longer display under the sections or questions grid Should a questionnaire become obsolete for whatever reason you have the option to delete it from the system To do so select the Delete link from the Administration menu on the Load a Template main screen as follows G Home POO Administrati
32. Out by selecting the relevant radio box e Select what type of issue it is by selecting either the Closed or Open radio box next to the Issue Type field e Select the OK button The questionnaire document as it appears to the suppliers will display as follows t LE Sourcing User Manual mi X j d F aj NAA le fy L Home C Attachments D Help Confidentiality The Supply Chain acting on behalf of RHG Business Services Authority maintains relations with multiple organisations Data provided in this questionnaire is strictly confidential This questionnaire and all associated material provided by the RHG Supply Chain and the RHG either with or subsequent to this questionnaire must be considered confidential and proprietary to the RHG Supply Chain and the RHG Our Approach four organisation is being invited to respond to this Pre Qualification Questionnaire because you have expressed an interest in participating in this project through the Official Journal of the European Union response process This Pre Qualification Questionnaire is the first stage of our supplier selection process What isthe average annual Turnover of the What is the inception date of the Company Company s your business comply with all appropriate ood safety legislation and regulations NB If organisation NB By indicating yes you may have to NO w successful you will be obliged to be regularly audited l provide these at a future stage during the awar
33. Select a planned date when the PQQ should be awarded in accordance with current legislation ITT Dates e Select a planned date when the ITT should be published in accordance with current legislation e Select a planned date when the ITT should close in accordance with current legislation e Select a planned date when the ITT should be evaluated in accordance with current legislation e Select a planned date when the Tender should be awarded in accordance with current legislation e Complete the Comments field with valid relevant comments relating to the Work Plan e Click on the Save icon The Work Plan Module provides the facility to attach relevant documentation to the work plan per Source plan item Method Attach a Document 16 Sourcing User Manual iis INTENDA e On the Work Plan Maintenance form select the Documents tab e Click on the New icon e Anew form Work Plan Document Maintenance will be displayed e Complete the Item Name and Description fields e Select the Browse 2 icon next to the File field Browse to the relevant file and click on the OPEN button e Select the Save lad icon Method View an Attachment e Onthe Work Plan Document Maintenance form select the document to the viewed e Click on the Edit _ icon and select the View icon e The content of the original attached document will be displayed You are able to update and delete an existing work plan by simply selecting the Edit or
34. Source Plan Item Tos Ll On the Source Plan Maintenance form click on the Items tab Select the New Ll icon The Source Plan Item Maintenance form will be displayed Complete the Item Code and Name fields respectively PLEASE NOTE The code is an abbreviation or identifying number to identify the Source Plan Item The Source Plan field defaults to the Source plan description on the details tabs This field cannot be edited Select the BUYER button and the Buyer List form will be displayed Search for and select a buyer responsible for the Source Plan item and click on the Return Data icon You will be returned to the Source Plan Item Maintenance form populating the Buyer field with the selected information PLEASE NOTE The Buyer field is compulsory Select the PERIOD button The Source Plan Assigned Period List form will be displayed Search for and select the required assigned period and click on the Return Data icon The system returns to the Source Plan Item Maintenance form populating the Period field with the selected information Complete the Budget Value field Complete the Estimated Duration in Months field PLEASE NOTE You do not have to capture the estimated budget value of 13 is INTENDA Sourcing User Manual gt the item but if captured it must be a valid value e Select the date when the OJEU notice should be published e Select the date when the Contract should start If the Source Plan mu
35. URE JEU Type OJEU JEU Type Code RHGOS OJEU Description Catering Semices Notice SEND FOR APPROWAL CANCEL Figure Send for approval form e Click on the SEND FOR APPROVAL button e Confirmation of submitting approval displays e Select the OK button PLEASE NOTE Approval of submitted questionnaire is done externally by T the delegated approver as set up in the system workflow module 93 Wy INTENDA K E 7 N Sourcing User Manual Publish a OJEU Notice Once you satisfied that your OJEU Notice is correct it can be issued To do so select the Publish link from the OJEU menu on the Load a OJEU main form as follows Open Journal European Union Notices Administration Maintain Create Header Capture M create section Submit for Approval KE Create Questia publish a Reporting C Publish a Notice O Eia lt Open Report Manager Figure OJEU Notice main screen The Publish a Questionnaire form will display as follows Issue a OJEU OJEU Type OJEU OJEU Type Code RHG10 OJEU S s Catering Services Motice LES Criptien esue To Web print Cut Issue Type Figure Publish a OJEU Notice form The Questionnaire Type and Questionnaire fields will default with the information of the questionnaire that was selected on entry to the Load OJEU Notice form Method Publish a Questionnaire e Select whether to publish the questionnaire to the Web or to Print
36. a questionnaire for further responses or if you wish to extend the closing date of a questionnaire this can be done here One screen is used to do both actions To do so select the Close Extend link from the Administration menu on the Load a PQQ main form as follows 125 Sourcing User Manual Lee ae A iy OMN a a a i s oe thh Ji X Fj i F Pre Qualification Questionnaire Administration Maintain Create Header Submit for Approval Create Section Publish Create Questions Evaluate Recommend ublished Reporting D Evaluate Open Report Manager Recommend Change Status To Reason Extend Date To SAWE CANCEL Figure Close Extend Questionnaire Method Close a Questionnaire e Select the Lookup icon next to the Change Status To field e A grid will display listing all of the statuses that are available for selection as follows Authorised Authorised Cancelled Cancelled Captured Captured Closed Closed Created Created zsued Sued Ordered Ordered Pending Pending Pending Authorisation Pending Authorisation Ie Se ke Es Ee Sh ike Ee Sb Es Rejected Rejected e Click on the Select icon next to the relevant status e The Change Status To field will be automatically populated with the selected information e Capture the reason the status is being changed in the Reason field 126 LE aK INTENDA Sourcing User Manual e Select the SAVE button e Amessage wi
37. ad a PIN main screen as follows z Prior Information Notice lt Administration Figure Copy entry point Once you have selected the Copy link the following screen will display LE AK INTENDA Sourcing User Manual Copy a Prior Information Notice Figure Copy a screen e Capture a questionnaire code for the new questionnaire in the New Questionnaire Code field e Select the COPY button e Amessage asking you to verify your choice will display Are you sure you want to copy the selected record e Select the YES button The system will automatically return you to the workspace of the original questionnaire You will need to select the HOME button to return to the PIN Home Page where you can then select the copied questionnaire and maintain it Rese PLEASE NOTE All copied questionnaires must be maintained as all fields gan will need to be amended to suite the requirement for the new questionnaire The Possible Answers are not copied therefore new possible answers will have to be created for the copied questionnaire If you wish to close a questionnaire for further responses or if you wish to extend the closing date of a questionnaire this can be done here One screen is used to do both actions To do so select the Close Extend link from the Administration menu on the Load a PIN main form as follows 63 Sourcing User Manual al tie WAAT a wl Le ay he rary N Fi k fi L f Prior Informat
38. adccaustvelainwecushvadedeesese 58 DEIC a MIN HHHH 61 CODY a PIN H 62 Close Elena a PIN as a AE nade une anes RAA ERE 63 1 Sourcing User Manual H INTENDA Create a PIN Rl 66 Maintain a PIN T mplale weiss ciated naa EA RA ARE AEE AEREA 67 Delecta PIN Template serrana AER a EAA a 68 COPY a PIN Templale sioa aaa pc cc clone nica a E aE a EO a EE AEAEE 70 CODY a PIN from Template ial wascseiects iaaa a aa a a a a aA ah aai aE a e E Aa 71 BUsiness CaSe iienaa wee ees A EEA AEEA one econ EAEE E EA 72 Load a BC iinr E E E E E 74 Maimam a B G seo a E E E E a 75 SUDMILBC TOK 0 OV NI issoria iaoa aaa 76 Dolled BG ron E E EE 77 COPY a BOG oea E ne E E E E 78 Glose EXEN an IT 80 OE ING Sara sie e eE EEE E G E E EE 83 Create a OJEU NotiCe Type uissisiussuainaa aaa a sgssss 84 Load ETIKA Tah HTH 88 Maintain a OJE U ING iC HTH 89 Ca UTI a OE IN UCC TTT 90 Submit OJEU Notice for Approval sssssssssssssssssssssee essen eenn ee 93 Publish a OJEU NotiCe nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnan nnmnnn nnmnnn 94 D lete an OJEU NOTCE eioniaon eisai a E aE O a E E R EOE ETRA 96 CODY an OJEU eni 97 Close Extend an QU EU Notice ss ssssssssssss sese 99 Create a OJEU Notice Template ssssssssssssssssssssss eee essen eenn neee eenn 102 Maintain a OJEU Notice Template ssssssssssssssssss ses sssssss eenn eenn 102 Delete a OJEU Notice Template ususinman a ieee a ane a i rng ogsv zde 104 Copy a OJEU Noti
39. ain the item The selected item will be deleted and will no longer display under the sections or questions grid Should a questionnaire become obsolete for whatever reason you have the option to delete it from the system To do so select the Delete Questionnaire link from the Administration menu on the Load a Template main screen as follows Q Home _ REI _ Administration Y Maintain _ P Delete Create Header gt Copy Create Section Create Questions Figure Delete entry point eee PLEASE NOTE The system will automatically delete the questionnaire notice you are currently working with Therefore be careful to ensure that you have loaded the correct questionnaire A questionnaire cannot be deleted once it has been issued Once you have selected the Delete Questionnaire link the following form will display 45 otis a F ANA i L e ae ae H m m i Ca an fy i Sourcing User Manual Home Delete RHG Catering Service Code RHGO41 RFI Caption RHG Catering Senmice CWEU Reference Number 2006S 117 124854 Date Created 2007 4205 are Collective Minimum Requirements for Catering senmices Description OJEU Notice Date 200712705 Issue Date 2003 0104 Closing Date 2008 0446 Proposed Award Date 200802701 Contract Award Date 2008 0208 DELETE CANCEL Figure Delete screen e Select the DELETE button e A message asking you to verify your choice will display Are You sure You want
40. aintain Delete Copy LE 6 INTENDA Sourcing User Manual If you need to duplicate a questionnaire you are able to do so by simply copying the questionnaire you want to reproduce To do so select the Copy link from the Administration menu on the Load a Template main screen as follows OJEU Administration Maintain P Copy Create Question Figure Copy entry point Once you have selected the Copy link the following screen will display Copy a template a eee ee Se ee a Mra TA UTGA Journal European Union Notice ype P EO 11 Cc lleic b p e ds mi Fi U TnGial Journal curopean Union Notice Lode mi TEE pi ral aero deer lees rade New Official Journal European Union Notice Code Figure Copy screen e Capture a questionnaire code for the new questionnaire in the New Questionnaire Code field e Select the COPY button e Amessage asking you to verify your choice will display Are you sure you want to copy the selected record e Select the YES button The system will automatically return you to the workspace of the original questionnaire 106 ae INTENDA Sourcing User Manual You will need to select the HOME button to return to the OJEU Notice Home Page where you can then select the copied questionnaire and maintain it cess PLEASE NOTE All copied questionnaires must be maintained as all fields will need to be amended to suite the requirement for the new questionnai
41. aire become obsolete for whatever reason you have the option to delete it from the system To do so select the Delete link from the Administration menu on the Load a PQQ main screen as follows Pre Qualification Questionnaire i Administration Antan E G LC os Mo an Reporting a m M L L O n PLEASE NOTE The system will automatically delete the questionnaire notice you are currently working with Therefore be careful to ensure that you have loaded the correct questionnaire A questionnaire cannot be deleted once it has been issued Once you have selected the Delete link the following form will display Delete a Questionnaire Code HG Caption RHG Catering Semices OJEU Reference Number S 117 124854 Date Created 2007 14 04 Collective Minimum Requirements for Catering Services Description OJEU Notice Date 2007 10 29 lssue Date 2007 1102 Closing Date 200774 1 07 Proposed Award Date 2007 41 14 Contract Award Date 2007711716 DELETE CANCEL Figure Delete screen 123 Wy a INTENDA P FD iy T J b iN F Na ad Sourcing User Manual e Select the DELETE button e A message asking you to verify your choice will display Are You Sure You want to delete the selected record e Select the YES button The questionnaire will be deleted Because you have deleted the active questionnaire you will be returned to the Would you like to main screen of PQQ H
42. aire needs to be linked to more that one commodity category the user will have to COPY the questionnaire rename the copy and then link it to the new commodity category To create a new OJEU Notice select the Create OJEU link from the OJEU Notice main form as depicted below mone WOULD YOU LIKE 10 Pete JEU Load GJELI Create a Template Load a Template Delete a Template Create a OJEU from a Template Figure Create a OJEU access point The blank Questionnaire header will display as follows LE Sourcing User Manual SAVE HEADER Figure Header Method Creating a questionnaire header e Capture the Code for the new questionnaire e Capture the description for the questionnaire e Select the WorkPlan e After saving the header select the LINK CPV button to link a CPV to the questionnaire Once you have finished completing and saving the questionnaire header two other sections become available You can capture the sections to which you will add the questions Method Adding a section to a questionnaire e Select the SECTION bar and the following form will display Sections Description Edit Delete Ho Data Figure Add sections e Select the ADD button e Complete the following fields o Code o Caption o Description o Order in which it will appear on the questionnaire e Check the Active Indicator check box e Select the SAVE button The new section you have just created will now dis
43. ame form confirming that the status has been changed status was changed successfully Select the OK button and you will be return to the main screen The status of your questionnaire has now changed to CLOSED Method Extend a Questionnaire e Select the Date Picker Tz icon next to the Extend Date To field e A calendar will display as follows November 7007 Figure Calendar e Select the relevant date by clicking on it e The Extend Date To field will be automatically populated with the selected information e Capture the reason the status is being changed in the Reason field e A message will display on the same screen confirming that the date has been changed Date was Extended successfully e Select the SAVE button e Select the OK button and you will be return to the main form 41 d a d 7 KX i aif sii ANI f Ail E Ay N i a Pa INTENDA Sourcing User Manual Create a RFI Template A template can be created and used over again only changing the section of the template to the requirements of the question To create a template select the Create Template from the Pre Qualification Questionnaire main form as depicted below Q Home WOULD YOU LIKE TO Create RFI Load RFI X Create a Template Load a Template Delete a Template Create a RFI from a Template The blank Questionnaire header will display as follows Home Header GENERAL IN
44. anager ACTIVE BC RHG Catering enri Ge ACTIVE BC STATUS Created The questionnaire header with its associated sections and questions will display as follows B GENERAL INFORMATION r SSS Work CS O e Created By RN Guidance for Local Authority PFI Description aote Open Delete OJEU Notice doc In Database x Final Business Case FAC pdf In Database E3 x ADD PREVIEW SAVE HEADER CANCEL Figure Maintained questionnaire You can then make any changes that are allowable to the questionnaire header and select the SAVE button once you are finished NG INITE ZN NT E N DA Sourcing User Manual Submit BC for Approval After a questionnaire was created it needs to be submitted for approval to the delegated authoriser in the organisation Select the Submit for Approval link from the BC menu on this form oS Home Business Case 2 Administration Maintain Delete Submit tor Approval Copy Close l Extend Reporting Open Report Manager ACTIVE BC RHG Catering Senice ACTIVE BC STATUS Created The Send BC for Approval screen will be displayed Send BC for Approval Bc Type BC Type Code RH304 BC Description Template SEHD TO PENDING SEHD FOR APPROWAL CANCEL Figure Send for approval form e Click on the SEND FOR APPROVAL button e Confirmation of submitting approval displays e Select the OK button ee PLEASE NOTE Approval of submitted questionnaire is done externa
45. apture the sections to which you will add the questions Method Adding a section to a questionnaire e Select the SECTION bar and the following form will display Sections Description Edit Delete Ho Data Figure Add sections Select the ADD button Complete the following fields o Code o Caption o Description o Order in which it will appear on the questionnaire Check the Active check box Select the SAVE button The new section you have just created will now display in the grid under SECTIONS To edit or delete the section simply select the Edit L icon or the Delete ZX icon Follow the steps listed above to all the sections to your questionnaire 50 BaO Sourcing User Manual S INTENDA Method Adding a question to a questionnaire e Select the QUESTIONS bar and the following form will display Questions Description Edit Celete Ho Data Figure Add questions e Select the ADD button e The expanded questions form displays as follows Questions GENERAL INFORMATION Section Code E Question Code Order Sequence Active for Supplier CONTROL INDICATORS Header Lookup Rating Display Caption Mandatory Read Only wuti Line CONTROL DATA Caption Tooltip Style Hormal Data Type Code varchar Detautt Option Type Check box Getion box Min value Max Value Max Rating Precision Character Count Word Court SAVE QUESTION CANCEL Figure New question form e Complete all of the relevant
46. as follows m B H L Bo a EH N lt S s B s R have loaded the correct questionnaire Request for Information Administration eo PLEASE NOTE The system will automatically delete the questionnaire notice you are currently working with Therefore be careful to ensure that you A questionnaire cannot be deleted once it has been issued Once you have selected the Delete Questionnaire link the following form will display Delete RHG Catering Service Code RHGO41 RFI Caption OJEU Reference Humber 2008 S 117 124854 Date Created ee Collective Minimum Requirements for Catering senices Description QJEU Notice Date 2007 M2005 Issue Date 2003 0 1 04 Closing Date Proposed Award Date 20080204 Contract Award Date Figure Delete screen e Select the DELETE button e A message asking you to verify your choice will display 37 RH Catering Serice 2007 A205 200301496 2008 02 08 DELETE CANCEL aise hy 4 L 1 f F a RAAT er Mas d a j x a r P 1 T L F Sourcing User Manual Are You sure You want to delete the selected record e Select the YES button The questionnaire will be deleted Because you have deleted the active questionnaire you will be returned to the Would you like to main screen of RFI Home WOULD YOU LIKE TO Create FFI Load RFI Create a Template Load a Template Delete a Template Create a RFI from a Template If you
47. ate of a questionnaire this can be done here One screen is used to do both actions To do so select the Close Extend link from the Administration menu on the Load an OJEU Notice main form as follows a4 Open Journal European Union Notices Administration Maintain Delete Capture Copy Submit for Approval Close Extend Publish Reporting Open Report lanager ACTIVE QJEU STATUS Captured Change Status To Reason Extend Date To SAWE CANCEL Figure Close Extend Questionnaire Method Close a Questionnaire e Select the Lookup 7 icon next to the Change Status To field e A grid will display listing all of the statuses that are available for selection as follows LE Si INTENDA Sourcing User Manual elect Authorised Authorised K Cancelled Cancelled Captured Captured Closed Created sued Ordered Pending Pending Pending Authorisation Pending Authorisation SR KE Se Be ie Xh Ee RE ie E Rejected Rejected e Click on the Select icon next to the relevant status e The Change Status To field will be automatically populated with the selected information e Capture the reason the status is being changed in the Reason field e Select the SAVE button e Amessage will display on the same form confirming that the status has been changed Status was changed successtully e Select the OK button and you will be return to the main screen The status of your questionnaire
48. ate Questions Figure Delete entry point eee PLEASE NOTE The system will automatically delete the questionnaire gas notice you are currently working with Therefore be careful to ensure that you have loaded the correct questionnaire A questionnaire cannot be deleted once it has been issued 68 4 WL 7 INTENDA x X ba N m i j tl r f F Sourcing User Manual Once you have selected the Delete link the following form will display S Home Delete RHG Catering Services Code RH002 F Ix Caption RH Catering Semices JEU Reference Number DUMMY Date Created 2007 40 29 oun Collective Minimum Requirement Catering gt erni Cez Description 3 IJEU Notice Date 2007 10 29 Issue Date 2007 9 1 28 Closing Date 2007 412 05 Proposed Award Date 2008 01 11 Contract Award Date 2008 01 18 DELETE CANCEL Figure Delete screen e Select the DELETE button e Amessage asking you to verify your choice will display Are You sure You want to delete the selected record e Select the YES button The questionnaire will be deleted Because you have deleted the active PIN you will be returned to the Would you like to main screen of PIN PIN Administration gt Maintain Delete Create Header Copy Create Section reate Questions 69 Sourcing User Manual TS INTENDA If you need to duplicate a questionnaire you are able to do so by simply copying the questionnaire you want to reproduce T
49. ce Template sieniniai an a a a gapaaase goas 106 Copy an OJEU from a Template nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnennnnnnnnnnmnnnnnn es 107 Pre Qualification QUESTIONNAINC ssseeeccceeessnnnnnnseeeeeeeeeeeeeeeeeeeocnnannaseeseeeeeeeeneeesooons 108 Creating a new Questionnaire sss sss sese sees s sees seene ennenen 108 Ete ET POQ aac taeda E A E EE a 112 Mainta a POQ sicir a aai aaa i 113 Submit PQQ for Approval ssssssssss eee 115 PUDIA POO e E E teas 116 Gapir eha THH 118 AT Gr Oh POO TE 120 Recommend a POQ TH 121 RI a POQ ETT 123 CODY aP TT 124 Close Extend a Questionnaire vcisccccstsdcacisncecscisieccntnnnscuncaawwe too usacsboatentedbedasueduetenauenestesnciueaes 125 Create a PQQ Template sss sss esse esse sese sees ennenen ennenen ennenen 128 Maintain a PQQ Template cccssssssssssssssssssssssssssessssessssssssssssssssssssssssssssssessseeseeeeeees 129 Delete a PQQ Temmplate cccssssssssssssssssssssssssssssssssssssessssssssssscsssssssssssssssssssssssssssssssseees 131 Copy a PQQ Template sss ssssss sss ss sese sese eenn 133 Copy a PQQ from a Template 134 RS OLIN orse a a a 134 2 LE ater Aki F AAAS i 0 e ae H wets lt aa Eel C fy i Sourcing User Manual Introduction A Sourcing Questionnaire is issued to suppliers to give them sufficient information to enable them to clearly establish whether they wish to participate
50. ces Create Questions Create Section LINK CPV PREVIEW SAVE HEADER CANCEL Sections ray Introduction Questions Introduction Figure Maintained questionnaire You can then make any changes that are allowable to the questionnaire header and select the SAVE button once you are finished Method Edit a section or a question e Select the Edit E icon next to the item you wish to edit in the section or question grid 89 wi ais INTENDA a Sourcing User Manual e The selected section or question will display e Edit the details as required e Select the SAVE button Your changes have been successfully saved Method Delete a section or a question e Select the Delete Z icon next to the item you wish to delete in the section or question grid e Asystem message will display as follows Are You sure You want to delete the selected record e Select the YES button to delete the item OR select the NO button to retain the item The selected item will be deleted and will no longer display under the sections or questions grid Capture a OJEU Notice Once an OJEU Notice has been created you can capture the details you wish to include in the notice being published Select the Capture link from the OJEU Notice menu on this form Home Ed E Open Journal European Union Notices i z Administration Ch Y N laintain Delete Fate reate Head Capture Copy Fale reate Section Submit for Approval Close Exte M
51. ct the Delete Z icon next to the item you wish to delete in the section or question grid e Asystem message will display as follows 29 D S J AMI Le 1 a Zt INTENDA Sourcing User Manual Are you sure You want ta delete the selected record e Select the YES button to delete the item OR select the NO button to retain the item The selected item will be deleted and will no longer display under the sections or questions grid After a questionnaire was created it needs to be submitted for approval to the delegated authoriser in the organisation Select the Submit for Approval link from the RFI menu on this form E Request for Information Administration Tone s CO CI a E D oa m ch c LIL SEND FOR APPROVAL Figure Send for approval form e Click on the SEND FOR APPROVAL button e Confirmation of submitting approval displays e Select the OK button 30 Tt E Ae INTENDA Sourcing User Manual x PLEASE NOTE Approval of submitted questionnaire is done externally by an the delegated approver as set up in the system workflow module Once you satisfied that your questionnaire is correct it can be issued To do so select the Publish link from the RFI menu on the Load a RFI main form as follows r Request for Information Administration ka f F U ULU r Create Header H GU L L E Ie E create Sectio M E o rn J J L S
52. ct the ORGANISATION button The Organisation List form will be displayed Organisation list Code Doo _ Oo Organisations Figure Organisation List form e Select the Search 75 icon leaving the filter criteria fields blank to display a list of all the Organisations registered on ISSMC or enter Search Criteria into the filter fields e The Organisation List form will be displayed listing all the information that complies with the search criteria on the grid e Select the Organisation applicable to the Sourcing Questionnaire and click on the Return Data icon e The system returns to the Source Plan Maintenance form populating the Organisation field with the selected information SP PLEASE NOTE The Organisation field is compulsory e Complete the following fields Date Last Saved Publish to Bid Calendar Start Date End Date e Select the Save lad icon A Source Plan has successfully been created and you are now able to create a Source Plan ltem 12 P S INTENDA Sourcing User Manual Source plan items are directly related to the source plan that you are creating Source plan items reflect the tenders or contracts to display on the procurement plan or bid calendar Sourcing plan items is where you are able to identify which tenders or contracts will be published to the market within a specific timeframe Source plan items can be amended at any stage or deleted if necessary Method Create a new
53. ct through the Official Journal of the European Union response process This Pre Qualification Questionnaire is the first stage of our supplier selection process What isthe average annual Turnover of the What isthe inception date of the Company Company Does your business comply with all appropriate Do you respect of your pod safety legislation and regulations NB If 4 organisation NB By indicating yes you successful you will be obliged to be regularly audited provide these at a future stage during the award period Summarise your companys Health and Safety What percentage of preservatives Policy products SAVE DETAILS Figure Publish PQQ e Close the document The Publish a Questionnaire form will now display a message that the questionnaire was issued successfully 117 BaO C INTENDA Sourcing User Manual Issue a POQ e Select the OK button You will be returned to the main form Roma PLEASE NOTE The questionnaire will be published to the GlobalERFx s website Registered suppliers can respond to the questionnaire via the website Once a questionnaire has been successfully publish you are able to capture the supplier s response if they give them to you in hard copy format To do so select the Capture Responses link from the Administration menu on the Load PQQ main screen as follows 118 S INTENDA Sourcing User Manual Pre Qualification Questionnaire Administra
54. d PROCEDURE INDICATORS Procedure Type OJEU Notice Date issue Date Attachments No records found SAVE HEADER Complete the form the same as explained in Creating a Questionnaire 128 WG INTENDA AIS Sourcing User Manual Maintain a PQQ Template Once you have created a questionnaire and selected it from the Load PQQ link on the main form of PQQ it can be maintain at any given time before it is issued To do so select the Maintain link from the PQQ menu on the Load Template main form as follows Home LH Maintain gt Delete e Create Header Copy IM create section M create iuestions R B ACTIVE TEMPLATE POQ RHG Catering Senice ACTIVE TEMPLATE POQ STATUS Created The questionnaire header with its associated sections and questions will display as follows Ue hi ha N 1 f P r Ba e ms dP 9 Pell Y fy q Sourcing User Manual Header GENERAL INFORMATION Code RGHOOS POO WorkPlan Budget approval E3 i Date Created 2008 01 22 Create Header OJEU Reference Number 2006 5 117 124584 Created By RHBuyet2 S L i 2 S c Create Section pie Collective minimum Requirements for lt T RHG Catering Senires Description PO lt Caption z S Catering Services Create Questions CONTROL INDICATORS Status Code at Rating Status Reason os Active for Supplier Sealed Unsealed PROCEDURE INDICATORS Procedure Type OJEU
55. d period Summarise your companys Health and Safety What percentage of preservatives is used in you Policy products SAVE DETAILS Figure Publish OJEU e Close the document The Publish a Questionnaire form will now display a message that the questionnaire was issued successfully Issue a OJEU e Select the OK button You will be returned to the main form eee PLEASE NOTE The questionnaire will be published to the GlobalERFx m website Registered suppliers can respond to the questionnaire via the website 95 LE WE Sourcing User Manual Delete an OJEU Notice Should a questionnaire become obsolete for whatever reason you have the option to delete it from the system To do so select the Delete link from the Administration menu on the Load an OJEU Notice main screen as follows Open Journal European Union Notices L Administration Maintain b gt Capture ection submit for Approval uestions Publish Reporting Open Report Manager ACTIVE QJEU STATUS Captured aan PLEASE NOTE The system will automatically delete the questionnaire notice you are currently working with Therefore be careful to ensure that you have loaded the correct questionnaire A questionnaire cannot be deleted once it has been issued Once you have selected the Delete link the following form will display LS Horne Delete RHG Catering Services Code RHGOS OJEU Caption RHG Catering Senices J
56. e IN froma Template e Chose the template that you want to copy by selecting the Lookup icon next to the template field e Type inthe code of the new PIN e Select the OK button The new PIN is created and can be located by selecting the load PIN link 71 Aj S INT E N DA Sourcing User Manual Version 1 3 12 0 A Business Case is a structured proposal for business improvement that functions as a decision package for organizational decision makers A business case includes an analysis of business process performance and associated needs or problems proposed alternative solutions assumptions constraints and a risk adjusted cost benefit analysis To create a new BC select the Create BC link from the BC main form as depicted below Home WOULD YOU LIKE TO Load BC Figure Create a BC access point The blank Questionnaire header will display as follows Home Header GENERAL INFORMATION Attachments Mo records found ADD SAVE HEADER Figure Header Method Creating a questionnaire header e Capture the Code for the new questionnaire Capture the description for the questionnaire Select the WorkPlan Select the ADD button in the Attachment section of the header 72 Version 1 3 2 0 ZN NTE N DA Sourcing User Manual Mo records found Figure Attachments section of questionnaire header The Add Attachments form will display e Select the BROWSE button locate and select
57. e Capture selection form LE si xX i F AWRAT ig AAT Pa ba C m i eT n iiy at d O Pel 1Y fis It lj h Sourcing User Manual e Click on the Select C icon next to the Notice field e Input the Attribute e Select the OK button The selected PIN will display as follows 2 Intenda Questionnaire Engine Version 1 1 0 0 Microsoft Internet Explorer File Edit View Favorites Tools Help Our Approach our organisation is being invited ta respond to this Pre Qualification Questionnaire because you hawe expressed an interest in participating in this project through the Official Journal of the European Union response process This Pre Qualification Questionnaire is the first stage of our supplier selection process Company Information What is the inception date of the Company What is the average annual Turnover of the Company Does your business comply with all Do you have ISO9000 appropriate food in respect of your satety legislation and regulations NB If organisation NB By indicating yes you successtul you will be may have to provide obliged to be these at a future regularly audited stage during the award period Summarize your companys Health and Satety Policy Product Information What percentage of preservatives is used in you product SAVE DETAILS a Local intranet Figure Notice information form On this form you can then capture informatio
58. e Drop down arrow next to the relevant Date field e To select a specific date click on the date e lf the date is not visible on the calendar click the right arrow button to view the next month or the left arrow button to view the previous month e To select a date click on the date e The date will now be saved Previous Month Next Month December 7007 Sun Mon Tue Wed Thu Fri Sat 1 4 5 6 7 amp Select the Date 11 12 Bim l4 15 16 19 20 21 ZZ 25 ZD 27 z0 24 12 13 2007 Figure Using the Calendar Version 1 3 2 0 Sourcing User Manual P INTENDA Lookup Tables Lookup tables contain standard static data used by various other business processes in RFx The lookup tables are populated within RFx by manually capturing all available data from the particular environment You must maintain the lookup tables and this is done by manually capturing the appropriate new or altered data for the correct lookup tables Assigned periods can be defined as quarters days months years etc The values are definable by you and are linked to a sourcing plan item The assigned periods are specified and set up in a lookup table To access the Source Plan Assigned Period List form select System Setup gt Lookup Tables gt OJEU Procurement Rules gt Assigned Period Assign period Code Description Prink order Assign periods Figure Source Plan Assigned Period List form From this form you are able to create a n
59. e European Union response process This Pre Qualification Questionnaire is the first stage of our supplier selection process Whatisthe average annual Turnover of the What is the inception date of the Company Company Does your business comply with all appropriate Do you have SO9000 in respect of you ood safety legislation and regulations NB If E organisation NB By indicating yes successtul you will be obliged to be regularly audited provide these at a future stage during the award period Summarise your companys Health and Safety What percentage of preservatives is used in you Policy products SAVE DETAILS Figure Publish RFI e Close the document The Publish a Questionnaire form will now display a message that the questionnaire was issued successfully RFI Type RFI RFI Type Code RHGOO7 RFI De cription e Select the OK button You will be returned to the main form 32 P p Sourcing User Manual AK INTENDA ee PLEASE NOTE The questionnaire will be published to the GlobalERFx Riana website Registered suppliers can respond to the questionnaire via the website Once a questionnaire has been successfully issued you are able to capture the supplier s response if they give them to you in hard copy format To do so select the Capture Responses link from the Administration menu on the Load RFI main screen as follows r Request for Information Administration S G E Ere Fc H
60. e at a future regularly audited stage during the award period Summarize your companys Health and Safety Policy Product Information What percentage of presenratives is used in you products SAVE DETAILS a Local intranet Figure Notice information form On this form you can then capture information in the available fields and check whatever check boxes are relevant to the notice you wish to publish Once you have completed all the relevant information scroll down to the bottom of the page using the scroll bar to the left of the page and select the button The system will display a message verifying that your details have been saved successfully Select the Home Kd button to return to the Load an OJEU Notice form 92 N Wf z lt INTENDA 7 U 9 Sourcing User Manual Submit OJEU Notice for Approval After a questionnaire was created it needs to be submitted for approval to the delegated authoriser in the organisation Select the Submit for Approval link from the OJEU Notice menu on this form Ed i Open Journal European Union Notices S Administration Maintain Delete M create Header Capture Copy M create Sectio Submit for Approval Close Extend M create Questions Publish uH Publish a Notice C Reporting Open Report Manager ACTIVE QJEU STATUS Captured The Send OJEU Notice for Approval screen will be displayed S Home TRIST E
61. e purchases referred to in the Prior Information Notice A questionnaire is created with its header and associated sections and questions residing under each section Questionnaires are linked to commodity categories The commodity category to which it is linked will automatically determine which suppliers receive the PIN when it is issued S Se PLEASE NOTE A questionnaire can only be linked to one commodity category If a questionnaire needs to be linked to more that one commodity category the user will have to COPY the questionnaire rename the copy and then link it to the new commodity category To create a new pre qualification questionnaire select the Create PIN link from the Prior Information Notice main form as depicted below Home WOULD YOU LIKE TO gt Create PIN Load PIN Create a Template Load a Template Delete a Template Create a PIN from a Template Figure Create a PIN access point 49 Version 1 3 2 0 TE INTENDA Sourcing User Manual The blank Questionnaire header will display as follows SAVE HEADER Figure Header Method Creating a questionnaire header e Capture the Code for the new questionnaire e Capture the description for the questionnaire e Select the WorkPlan e After saving the header select the LINK CPV button to link a CPV to the questionnaire Once you have finished completing and saving the questionnaire header two other sections become available You can c
62. ect the Publish link from the PIN menu on the Load a PIN main form as follows fa __ Prior Information Notice L lt Administration R z A Delete M crea e Header Capture M crea e Section gt Su Ay x e J Exte mi reate Quester gt gt p Figure PIN main screen The Publish a Questionnaire form will display as follows 58 lt INTENDA Sourcing User Manual Issue a PIN CANCEL Figure Publish a Questionnaire form The Questionnaire Type and Questionnaire fields will default with the information of the questionnaire that was selected on entry to the Load PIN form Method Publish a Questionnaire e Select whether to publish the questionnaire to the Web or to Print Out by selecting the relevant radio box e Select what type of issue it is by selecting either the Closed or Open radio box next to the Issue Type field e Select the OK button The questionnaire document as it appears to the suppliers will display as follows Home C Attachments D Help Confidentiality The Supply Chain acting on behalf of RHG Business Services Authority maintains relations with multiple organisations Data provided in this questionnaire is strictly confidential This questionnaire and all associated material provided by the RHG Supply Chain and the RHG either with or subsequent to this questionnaire must be considered confidential and proprietary to the RHG Supply Chain and the RHG Our Approach four orga
63. ection Home L Open Journal European Union Notices ig Administration Maintain Delete Create Header Capture Copy Create Section Submit for Approval Close Extend Create Questions Publish Reporting Publish a Notice Open Report M anager Lt ACTIVE QUEU RHG Catering Services ACTIVE OJEU STATUS Captured Figure Load a Questionnaire main screen 88 ZC INTENDA Sourcing User Manual Maintain a OJEU Notice Once you have created a questionnaire and selected it from the Load OJEU Notice link on the main form of OJEU Notice it can be maintain at any given time before it is issued To do so select the Maintain link from the OJEU Notice menu on the Load OJEU Notice main form as follows S Home _ Omen Journal European Union Notices lt Administration hiaintain Cr rD ate Header Capture Create Section submit for Approval Close Extend Create Questions Publish E E v m R 3 lt Reporting FR i he Z aras Publish a Notice i Open Report Manager Lt ACTIVE QJEU RHG Catering Services ACTIVE QJEU STATUS Captured The questionnaire header with its associated sections and questions will display as follows Home Header GENERAL INFORMATION Code RGH001 OJEU WorkPlan Budget approval KA 2 Date Created 2008 01 23 Create Header Created By RHBuyer02 Descriot Collective minimum Requirements for si horak Catering Servi
64. en Procedure Figure Type of Procedure form 21 LE Sourcing User Manual ij 7 INTENDA Method Adding a new procedure type Select the L New icon and the Type of Procedure form displays Capture the produce code and the procedure name for the new procedure type Indicate whether it is accelerated or restricted by checking the relevant box Capture the number of days between being sent to OJEU and being issued to suppliers Capture the number of days between being issued to supplier and the closing date of questionnaire e After providing the necessary information select the OK button e To exit the form without saving anything select the CANCEL button Method Editing a procedure type e Select the procedure type from the list you wish to edit e Then select the Edit icon to display the Type of Procedure form e After making the necessary changes select the OK button e To exit the form without saving select the CANCEL button Method Removing a procedure type e Select the Type of Procedure you wish to remove e Then select the lz Delete icon and it will be removed 22 Sourcing User Manual Request for Information Request for Information RFI is a standard business process whose purpose is to collect written information about the capabilities of various suppliers Normally it follows a format that can be used for comparative purposes A questionnaire is created with its header and associated secti
65. es have been successfully saved Method Delete a section or a question 114 Ae INTENDA Sourcing User Manual e Select the Delete amp icon next to the item you wish to delete in the section or question grid e Asystem message will display as follows e Select the YES button to delete the item OR select the NO button to retain the item The selected item will be deleted and will no longer display under the sections or questions grid After a questionnaire was created it needs to be submitted for approval to the delegated authoriser in the organisation Select the Submit for Approval link from the PQQ menu on this form lt Pre Qualification Questionnaire Administration ST Tass J L an 1 5 Ii M L L O 115 Me INTENDA Sourcing User Manual The Send PQQ for Approval screen will be displayed Send POO for Approval Pad Type POO Pato Type Code RHGO1 PFOO Description Collective Minimum Requirements for Catering Senices SEND FOR APPROVAL CANCEL Figure Send for approval screen e Click on the SEND FOR APPROVAL button e Confirmation of submitting approval displays e Select the OK button PLEASE NOTE Approval of submitted questionnaire is done externally by i the delegated approver as set up in the system workflow module Once you satisfied that your questionnaire is correct it can be issued To do so select the Publish link from the PQQ menu on the Load PQQ main for
66. essfully evaluated you can make a recommendation as to which supplier s to issue the ITT Invitation to Tender to To do so select the Recommend link from the RFI menu on the Load a RFI main form as follows Request for Information Administration Create Header Create Section Create Questions gt gt S oe 4 o pm EH HA al mMm S HH Figure Recommend entry point The Recommend a Questionnaire form will display as follows listing the suppliers whose responses to this questionnaire were received and evaluated Recommend a Questionnaire Code Description Supplier Name Total Point Point Select RHG 30497 Catering ABC Cleaning Services 10 0000 o 000000 E Services RHG 30514 Catering ABC Catering Services and Equipment 10 0000 0 000000 E Services Reason for recommandation SAVE CANCEL Once you have decided which suppliers must be recommended to receive the ITT you do the following e Check the check box next to the supplier s you wish to recommend e Select the SAVE button Once you have successfully recommended your supplier the recommendation will be available for selection in the subsequent ITT process of the RFx system 36 lt INTENDA Sourcing User Manual Should a questionnaire become obsolete for whatever reason you have the option to delete it from the system To do so select the Delete link from the Administration menu on the Load a RFI main screen
67. ew Source Plan Assigned Period Method Create an assigned Period e Onthe Source Plan Assigned Period List form click on the New J icon e The Source Plan Assigned Period Maintenance form will be displayed R INTENDA Sourcing User Manual Assign period maintenance Code Description Print order Figure Source Plan Assigned Period Maintenance form e Complete the following fields Code Description Print Order La PLEASE NOTE The Print Order determines the order in which the BID Calendar will be displayed e Select the Save lal icon The Assigned Period has now successfully been created Method Edit an Existing Assigned Period e From the Source Plan Assigned Period List form highlight the record that you wish to maintain e Click on the Edit 7 icon e Make the relevant changes and click on the Save ell icon The Assigned Period has now been edited To delete an existing assigned period highlight the relevant record and click on the Delete E icon The assigned period will be deleted from the system Source Plans Source Plan Maintenance is the process whereby basic information of a sourcing plan can be stored Multiple sourcing plans can be created and published within an organisation depending on the reason for the sourcing plan and the nature thereof 10 Si INTENDA Sourcing User Manual Sourcing plans is the highest level in the maintenance process Sourcing plan items and Work
68. fully evaluated you can make a recommendation as to which supplier s to issue the ITT Invitation to Tender to To do so select the Recommend link from the PQQ menu on the Load a PQQ main form as follows K nome Pre Qualification Questionnaire Administration Maintain Capture Suppliers Respo create Header Submit for Approval Delete Create Section Publish Tony PEATE WESTON Evaluate Close Extend Recommend Tess Published Reporting Waluate S Ka Mae Open Report Manager a Recommend S HHY Figure Recommend entry point The Recommend a Questionnaire form will display as follows listing the suppliers whose responses to this questionnaire were received and evaluated 121 Sourcing User Manual N f F ah FF a NAAL T 6 aa p Eel i Ff ie f Recommend a Questionnaire RHG 30497 Catering ABC Cleaning Services 10 0000 o 000000 E Services RHG 30514 Catering ABC Catering Services and Equipment 10 0000 o 000000 E Services Reason for recommancdation SAVE CANCEL Once you have decided which suppliers must be recommended to receive the ITT you do the following e Check the check box next to the supplier s you wish to recommend e Select the SAVE button Once you have successfully recommended your supplier the recommendation will be available for selection in the subsequent ITT process of the RFx system LE Si INTENDA Sourcing User Manual Should a questionn
69. have found it select the OK button e You will be returned to the View Attachment form Select the SAVE button and the selected attachment will be added to the suppliers response e Select the SAVE AS button at the bottom of the questionnaire form You will now have successfully captured the supplier s response Once the closing date for a questionnaire has been reached and the suppliers have responded to it the questionnaire can be evaluated 34 Sourcing User Manual YL a a NAAL T a wal i aT i el hs d k i i To do so select the Evaluate link from the RFI menu on the Load a RFI main form as follows Request for Information Administration Maintain Submit for Approval Publish Evaluate Recommend Published Reporting Evaluate T Open Report Manager Recommend The Evaluate a Questionnaire form will display as follows Evaluate a Questionnaire RHG 30497 Catering ABC Cleaning Services 10 0000 O 000000 E Services RHG E 30514 Catering ABC Catering Services and Equipment 10 0000 0 000000 E Services SAVE CANCEL Figure Evaluate a Questionnaire form You will be able to see how the responses to the questionnaire have been evaluated by the information that is displayed on the form e Select the SAVE button to complete the evaluation process You will be returned to the Load a RFI main form LE Jie INTENDA Sourcing User Manual Once a questionnaire has been succ
70. ice are approached terms of contract are Procedure negotiated with them and a Contract Award notice is placed in the OJEU With the exception of the provisions listed below no prior OJEU notice is required This procedure may be used in the following circumstances e Open or restricted procedures have been used and produced no acceptable tenders Goods are purely for research or development this provision is likely to be interpreted strictly in that the product itself must be the subject of research Only one supplier is available for technical artistic or copyright reasons Extreme urgency exists for unforeseeable reasons beyond the control of the University for example replacing equipment damaged in a fire The use of this provision must be justified in writing Additional deliveries by the original supplier are required Accelerated If there is insufficient time to go through the Open or Restricted Procedure Procedures a prior contract notice may be placed justifying the use of this Procedure Suppliers have to respond within 15 days of dispatch of the notice and the time limit for the receipt of tenders is 10 days from invitation to tender You access the Type of Procedure form from the OJEU Procurement Rule link on the Lookup Tables menu The Type of Procedure form will display F Type Of Procedure OBR aS Ne Record 1 of 3 Pho Restricted Open Procedure 6 Restricted Selected Procedure Booo Op
71. ion Notice Administration Maintain Capture Coheed fare i Submit for Approwal Publish C Publish a Notice The Close Extend Questionnaire form will display as follows Change Status To Reason Extend Date To 5 SAWE CANCEL Figure Close Extend Questionnaire Method Close a Questionnaire e Select the Lookup icon next to the Change Status To field e A grid will display listing all of the statuses that are available for selection as follows code Description Select Select Authorized Authorized F Cancelled Captured Captured Closed Created sued Ordered Pending Pending Pending Authorisation Pending Authorisation Rejected Rejected CLOSE HHI e Click on the Select icon next to the relevant status e The Change Status To field will be automatically populated with the selected information e Capture the reason the status is being changed in the Reason field e Select the SAVE button 64 Tp aK INTENDA Sourcing User Manual e Amessage will display on the same form confirming that the status has been changed status was changed successtully e Select the OK button and you will be return to the main screen The status of your questionnaire has now changed to CLOSED Method Extend a Questionnaire e Select the Date Picker Ta icon next to the Extend Date To field e A calendar will display as follows November 2007 Figure Calendar e Select the relevan
72. ire link the following screen will display Li Ae INTENDA Sourcing User Manual Copy a Official Journal European Union Notice Figure Copy a screen e Capture a questionnaire code for the new questionnaire in the New Questionnaire Code field e Select the COPY button e Amessage asking you to verify your choice will display e Select the YES button The system will automatically return you to the workspace of the original questionnaire You will need to select the HOME button to return to the OJEU Notice Home Page where you can then select the copied questionnaire and maintain it en PLEASE NOTE All copied questionnaires must be maintained as all fields gan will need to be amended to suite the requirement for the new questionnaire The Possible Answers are not copied therefore new possible answers will have to be created for the copied questionnaire Rosa PLEASE NOTE The workflow is a mandatory field and is not being copied across when you copy an existing Notice If you want to capture or publish the copied OJEU Notice you will be prompt with a message stating that the questionnaire is incomplete You will first need to maintain the questionnaire and select the relevant workplan before you can capture or publish it LE GAI gt INTENDA JN Sourcing User Manual Close Extend an OJEU Notice If you wish to close a questionnaire for further responses or if you wish to extend the closing d
73. lected record e Select the YES button The questionnaire will be deleted Because you have deleted the active questionnaire you will be returned to the Would you like to main screen of BC Maintain Submit tor Approval Open Report Manager ACTIVE BC RHG Catering Serwice ACTIVE BC STATUS Created Copy a BC If you need to duplicate a BC you are able to do so by simply copying the Notice you want to reproduce To do so select the Copy link from the Administration menu on the Load an BC main screen as follows Maintain Submit Tor Approval Open Report Manager ACTIVE BC RHG Catering Serwice ACTIVE BC STATUS Created E INTENDA Sourcing User Manual Figure Copy entry point Once you have selected the Copy Questionnaire link the following screen will display Copy a Business Case Figure Copy a screen e Capture a questionnaire code for the new questionnaire in the New Questionnaire Code field e Select the COPY button e A message asking you to verify your choice will display Are you sure you want ta copy the selected record e Select the YES button The system will automatically return you to the workspace of the original questionnaire You will need to select the HOME button to return to the BC Home Page where you can then select the copied questionnaire and maintain it 79 Th SHA INTENDA N N Sourcing User Manual eo PLEASE NOTE All copied questionnaires mus
74. ll display on the same form confirming that the status has been changed Status was changed successtully e Select the OK button and you will be return to the main screen The status of your questionnaire has now changed to CLOSED Method Extend a Questionnaire e Select the Date Picker Mz icon next to the Extend Date To field e A calendar will display as follows November 7007 Figure Calendar e Select the relevant date by clicking on it e The Extend Date To field will be automatically populated with the selected information e Capture the reason the status is being changed in the Reason field e A message will display on the same screen confirming that the date has been changed Date was Extended successfully e Select the SAVE button e Select the OK button and you will be return to the main form 127 Alley N c N AL JA a i i P j X f he c Na x Sourcing User Manual Create a PQQ Template A template can be created and used over again only changing the section of the template to the requirements of the question To create a template select the Create Template from the Pre Qualification Questionnaire main form as depicted below Home WOULD YOU LIKE TO Create POG Load Pa gt Create a Template Load a Template Delete a Template Create a Poa from a Template The blank Questionnaire header will display as follows Status Reason Seale
75. lly by the delegated approver as set up in the system workflow module l JE Wi BD A Sourcing User Manual Delete a BC Should a questionnaire become obsolete for whatever reason you have the option to delete it from the system To do so select the Delete link from the Administration menu on the Load an BC main screen as follows oS Home Business Case Administration blaintain a Delete Submit for Approval Copy Close f Extend _ Reporting Open Report Manager ACTIVE BC RHG Catering Serwice ACTIVE BC STATUS Created gure Delete entry point PLEASE NOTE The system will automatically delete the questionnaire R A notice you are currently working with Therefore be careful to ensure that you have loaded the correct questionnaire A questionnaire cannot be deleted once it has been issued Once you have selected the Delete link the following form will display S Home Delete RHG Catering Service Code RHGO1 BC Caption RHG Catering Service CWEU Reference Number Date Created 2007 A205 nee Template Description S OJEU Notice Date 2007 M205 lesue Date 2008 0104 Closing Date 2008 0141 Proposed Award Date 2008 02 04 Contract Award Date 2008 0208 DELETE CANCEL Figure Delete screen T1 aw rar aS INTENDA Sourcing User Manual e Select the DELETE button e A message asking you to verify your choice will display Are You Sure You want to delete the se
76. log into the ISS dashboard simply select the Organisation that you belong to and complete your username and password in the relevant field Once you are satisfied select the button You will then be redirected to the ISS dashboard f Intenda Solution Suite ISS INTENDA SOLUTION SUITE Username Demo Department ROYAL HOTEL GROUP Environment RoyalHotel 2007 10 12 08 49 11 AM Buyer Solutions RF f Tendering f Contract Management ey Navigator Purchase Management Consolidation of Requests Budget Maintenance lt Add On s Supplier Management Panel Scoring Figure ISS Dashboard The Questionnaire Modules are accessed through the Sourcing Menu of the RFx Module Simply select the RFx icon on the dashboard User access User accounts are managed within the RFx system Any RFx user or administrator will automatically have access to the Sourcing Module P S INTENDA Sourcing User Manual Source Plan Work Plan and Bid Calendar Mandatory fields on a form are indicated throughout the system with the background colour of a field which will be light yellow whereas all non editable fields on a form will be indicated throughout the system with the background colour of light grey Non Editable Field Code O01 Description Budget approval Figure Non Editable Field Code UU Description Budget approval Mandatory Field Figure Mandatory Field Method Select a Date on a Calendar e Click on th
77. ly delete the questionnaire Rus notice you are currently working with Therefore be careful to ensure that you have loaded the correct questionnaire A questionnaire cannot be deleted once it has been issued Once you have selected the Delete link the following form will display Q Home Delete RHG Catering Services Code RH002 P lM Caption RH Catering Semices OJEU Reference Number DU bet et Date Created 2007 40 29 ear Collective Minimum Requirement Catering Senvices Description OJEU Motice Date 2007 A029 lzsue Date 2007 11 28 Closing Date 200774 23 05 Proposed Award Date 2008 01 44 Contract Award Date 2008 0148 DELETE CANCEL Figure Delete screen 61 BaO E gt INTENDA WENT f iy i at Pel T J Sourcing User Manual e Select the DELETE button e A message asking you to verify your choice will display Are You Sure You want to delete the selected record e Select the YES button The questionnaire will be deleted Because you have deleted the active questionnaire you will be returned to the Would you like to main screen of PIN Home WOULD YOU LIKE TO ad FIN ad a Template Delete a Template Create PIN Lo Create a Template Lo Create a PIN from a Template If you need to duplicate a questionnaire you are able to do so by simply copying the questionnaire you want to reproduce To do so select the Copy link from the Administration menu on the Lo
78. m as depicted below mome WOULD YOU LIKE TO Create POQ Y Load Pan P Create a Template Load a Template Delete a Template Create a Por fram a Template Figure Create a PQQ access point The blank Questionnaire header will display as follows 108 Version 1 3 2 0 IK INTENDA Sourcing User Manual Attachments File Name o records found Figure Header Method Creating a questionnaire header e Capture the Code and Caption for the new questionnaire Capture the OJEU Reference number if required Capture the description for the questionnaire Select the WorkPlan Check the Rating check box if this questionnaire is to be evaluated Check the Active check box to ensure the questionnaire is available for issue Indicate whether the questionnaire is sealed or unsealed by checking the relevant radio box Select the Procedure Type e Depending on the type selected the date field will be populated OR you can select dates for the fields yourself If you wish to add an attachment to your questionnaire header do the following e Select the ADD button in the Attachment section of the header Attachments Mo records found Figure Attachments section of questionnaire header The Add Attachments form will display e Select the BROWSE button locate and select the file you want and select the OK button 109 Sourcing User Manual e After providing all the necessary information and adding the at
79. m as follows Pre Qualification Questionnaire Administration L R ice ce ke G S mon Mi E L L Figure PQQ main screen The Publish a PQQ form will display as follows 116 HK INTENDA Sourcing User Manual Issue a POO CANCEL Figure Publish a Questionnaire form The Questionnaire Type and Questionnaire fields will default with the information of the questionnaire that was selected on entry to the Load PQQ form Method Publish a Questionnaire e Select whether to publish the questionnaire to the Web or to Print Out by selecting the relevant radio box e Select what type of issue it is by selecting either the Closed or Open radio box next to the Issue Type field e Select the OK button The questionnaire document as it appears to the suppliers will display as follows er Home C Attachments D Help Confidentiality The Supply Chain acting on behalf of RHG Business Services Authority maintains relations with multiple organisations Data provided in this questionnaire is strictly confidential This questionnaire and all associated material provided by the RHG Supply Chain and the RHG either with or subsequent to this questionnaire must be considered confidential and proprietary to the RHG Supply Chain and the RHG Our Approach Your organisation is being invited to respond to this Pre Qualification Questionnaire because you have expressed an interest in participating in this proje
80. mmunities together via a single portal providing authentication secure access and encrypted electronic data transmission ail l F ANANT lt ig s W j s a j x n A P ky F i S F Sourcing User Manual Icons Icons used throughout the system Delete Cancel x Use this button to delete or cancel an occurrence Inventory tender etc or remove the link between an item and a list containing the item La Edit Use this button to Edit existing records ESS Lookup Use this button to lookup an item for selection Select Use this button to select an item from an available list commodity category entity etc Date Picker iii User this button to capture the OJEU Notice Date the Proposed Award Date and the Contract date on a PQQ a Drop Down Arrow Use this button to display a list of information relevant to the field Mouse pointer The mouse pointer can be configured in windows to have other shapes This is an example of a mouse pointer Select this button if it displays on a form in the Module to return to the Home page Select this button if it displays on a form in the Module to log out of the Module Select this button if it displays on a form in the Module to access screen help information Start or End The start or the end of a complete process Start and End of step Start and end of a Step in the process where additional steps resides within the R step Wz Zp INTENDA Sourcing User
81. n in the available fields and check whatever check boxes are relevant to the notice you wish to publish Once you have completed all the relevant information scroll down to the bottom of the page using the scroll bar to the left of the page and select the button 56 A INT E N DA Sourcing User Manual The system will display a message verifying that your details have been saved successfully Select the Home button to return to the Load a PIN form After a questionnaire was created it needs to be submitted for approval to the delegated authoriser in the organisation Select the Submit for Approval link from the PIN menu on this form Home Help E z Prior Information Notice gt Administration create Header gt Capture M create Serctiprp gt x l gr Mic reate Questions gt p The Send PIN for Approval screen will be displayed 57 g E i INTENDA Sourcing User Manual Q Home Send PIN for Approval FIN Type PIN PIN Type Code RHGO2 PIN Description Collective Minimum Requirement Tor Catering Sernices SEND FOR APPROVAL CANCEL Figure Send for approval form e Click on the SEND FOR APPROVAL button e Confirmation of submitting approval displays e Select the OK button ea PLEASE NOTE Approval of submitted questionnaire is done externally by ee the delegated approver as set up in the system workflow module Once you satisfied that your PIN is correct it can be issued To do so sel
82. need to duplicate a questionnaire you are able to do so by simply copying the questionnaire you want to reproduce To do so select the Copy link from the Administration menu on the Load a RFI main screen as follows Request for Information Administration reate Header m L p reae ECON vr L ate t ar La 111 D IS T K cc I Da le oi J i Taaa Published Eyal aT le sree Pe LET Roar rad BLL Figure Copy entry point Once you have selected the Copy Questionnaire link the following screen will display 38 aK INTENDA Sourcing User Manual tom Copy a Request for Information Figure Copy a screen e Capture a questionnaire code for the new questionnaire in the New Questionnaire Code field e Select the COPY button e Amessage asking you to verify your choice will display Are you sure you want to copy the selected record e Select the YES button The system will automatically return you to the workspace of the original questionnaire You will need to select the HOME button to return to the RFI Home Page where you can then select the copied questionnaire and maintain it ete PLEASE NOTE All copied questionnaires must be maintained as all fields will need to be amended to suite the requirement for the new questionnaire The copied questionnaire will be almost identical to the original questionnaire except that you will be requested to select a workplan for the
83. next to the relevant status e The Change Status To field will be automatically populated with the selected information e Capture the reason the status is being changed in the Reason field e Select the SAVE button e Amessage will display on the same form confirming that the status has been changed Status was changed successtully e Select the OK button and you will be return to the main screen The status of your questionnaire has now changed to CLOSED Method Extend a Questionnaire e Select the Date Picker 9 icon next to the Extend Date To field e A calendar will display as follows Figure Calendar e Select the relevant date by clicking on it e The Extend Date To field will be automatically populated with the selected information e Capture the reason the status is being changed in the Reason field 81 NG ZC INTENDA Sourcing User Manual e A message will display on the same screen confirming that the date has been changed Date was Extended successfully e Select the SAVE button e Select the OK button and you will be return to the main form Sourcing User Manual iis INTENDA OJEU Notice OJEU stands for the Office Journal of the European Union The OJEU is a journal that lists European contract tenders and notices from 25 EU European Union countries All procurement in the public sector is subject to EC Treaty principles of non discrimination equal treatment and transparency The EC P
84. nisation is being invited to respond to this Pre Qualification se you have exp pating in this project through the Official Journal of the European Union response process This Pre Qualification Questionnaire is the first stage o What is the inception date of the Company Does your business comply with all appropriate Do j respect of your ood safety legislation and regulations NB If E organisation NB By indicating yes you successful you will be obliged to be regularly audited provide these at a future stage during the award period imarise your company s Health and Safety What percentage of preservatives is used in you products SAVE DETAILS Figure Publish PIN e Close the document The Publish a Questionnaire form will now display a message that the questionnaire was issued successfully 59 Sourcing User Manual STE INTENDA Issue a PIN e Select the OK button You will be returned to the main form S PLEASE NOTE The questionnaire will be published to the GlobalERFx website Registered suppliers can respond to the questionnaire via the website 60 Sourcing User Manual A INTENDA Should a questionnaire become obsolete for whatever reason you have the option to delete it from the system To do so select the Delete link from the Administration menu on the Load a PIN main screen as follows Prior Information Notice lt Administration s PLEASE NOTE The system will automatical
85. nitor the progress of tenders and contracts being put out to market by viewing the bid calendar on a daily basis A menu selection for the Bid Calendar would be available from the reporting console Selecting this link would open the bid calendar for viewing The manager would now be able to view all activities that are relevant to the tenders and contracts that are in the market and scheduled to go to the market within the annual calendar as depicted on the bid calendar 18 Sourcing User Manual Logon to the PQQ via RFx To log into RFx simply select the RFx Tender Contract Management icon from the ISS Dashboard An RFx dialogue box will appear detailing the number of tenders contracts to be finalised Select the OK button The RFx Dashboard will display as follows Tender and Contract Management To access PQQ select the Sourcing menu item The following option will display Sourcing Sourcing Plan Work Plan RFI PIN Business Case MIE Motice Figure PQQs Lookup Table Menu To access the Sourcing lookup tables select System Setup then Lookup Tables then OJEU Procurement Rules The following options will display em 5 Add On Help Buyer Data Company Setup General Security Contracts Change Password uobes Options Suppliers To Do Administration Budgets Assigned Period QUEU Procurement Rules Categories Procedure Per Tender Type Reasons for Acceleration Stages Stage Per Type of P
86. nvestment The Business Case provides a framework for planning and management of the business change The ongoing viability of 15 BaO Sourcing User Manual P S INTENDA the project will be monitored against the Business Case The business case is created outside the system e Select the check box next to the Business case created field to indicate that a business case was created e Click on the ITEM button A new form Source Plan Item List will be displayed e Select the Search 75 icon leaving the filter criteria fields blank to display a list of all the Source Plan Items or enter Search Criteria into the filter fields and click on the Search 75 icon e The Source Plan Item List form will be displayed listing all the information that complies with the search criteria on the grid e Select the Source Plan item applicable to the Work Plan and click on the Return Data icon You will be returned to the Source Plan Maintenance form populating the Item field with the selected information a PLEASE NOTE The Code field is automatically populated with the code of the Applicable Source Plan to which the Source Plan item belongs PQQ Dates e Select a planned date when the PQQ should be published in accordance with current legislation e Select a planned date when the PQQ should close in accordance with current legislation e Select a planned date when the PQQ should be evaluated in accordance with current legislation e
87. o do so select the Copy link from the Administration menu on the Load a Template main screen as follows t PIN Administration Maintain Delete P Copy Figure Copy entry point Once you have selected the Copy link the following screen will display Copy a template lt imar ln Term tmn Arti Arnor nNTt rmaiton Mocs Drp Informatin F Tir Prior ITO TTG NOLU Figure Copy screen e Capture a questionnaire code for the new questionnaire in the New Questionnaire Code field e Select the COPY button e Amessage asking you to verify your choice will display Are you sure you want to copy the selected record e Select the YES button The system will automatically return you to the workspace of the original questionnaire 70 si INTENDA Sourcing User Manual You will need to select the HOME button to return to the PIN Home Page where you can then select the copied questionnaire and maintain it ae PLEASE NOTE All copied questionnaires must be maintained as all fields will need to be amended to suite the requirement for the new questionnaire The Possible Answers are not copied therefore new possible answers will have to be created for the copied questionnaire You can create a PIN from a template that was created in advanced To do so select the Create a PIN for a Template link from the main PIN menu Q Home WOULD YOU LIKE TO Load PIM emplate Load a Template Delete a Templat
88. oltip Style Normal S Data Type Code warohar Defaut Option Type Check box Option box Min Value Max Value Max Rating Precision Character Count Word Court SAVE QUESTION CANCEL Figure New question form e Complete all of the relevant fields e Check the Active Indicator check box to make it available for completion by the supplier e Once all the fields are complete check the Rating Indicator box if the supplier s response to this question is to be evaluated e Then check the Lookup Indicator box to set up the possible answer to this question The Lookup icon becomes available for selection as follows Lookup Figure Lookup Indicator e Click on the Lookup icon The Potential Answers form displays as follows Potential Answers wer Code Answer Description wer Caption nswer Rating ISWwer Value L ADD No records found Figure Potential Answers 111 INTENDA Ee ka 2 Sourcing User Manual Complete the following fields o Answer code o Answer description o Answer caption o Answer rating o Answer value e Check the Active check box e Select the SAVE button The Potential Answer will now have been linked to your question e Select the SAVE button again on the Questions form The new section you have just created will now display in the grid under QUESTIONS To edit or delete the question simply select the Edit L icon or the Delete icon Follow the steps listed above to all the questi
89. ome WOULD YOU LIKE TO Create Por Load Po Create a Template Load a Template Delete a Template Create a Po from a Template If you need to duplicate a questionnaire you are able to do so by simply copying the questionnaire you want to reproduce To do so select the Copy link from the Administration menu on the Load a PQQ main screen as follows lt Pre Qualification Questionnaire Administration Taga M L L E Figure Copy entry point Once you have selected the Copy link the following screen will display LE AK INTENDA Sourcing User Manual Copy a Pre Qualification Questionnaire Figure Copy a screen e Capture a questionnaire code for the new questionnaire in the New Questionnaire Code field e Select the COPY button e A message asking you to verify your choice will display Are you sure you want ta copy the selected record e Select the YES button The system will automatically return you to the workspace of the original questionnaire You will need to select the HOME button to return to the PQQ Home Page where you can then select the copied questionnaire and maintain it PLEASE NOTE All copied questionnaires must be maintained as all fields Tae will need to be amended to suite the requirement for the new questionnaire The Possible Answers are not copied therefore new possible answers will have to be created for the copied questionnaire If you wish to close
90. on Maritain Pe Delete Create Header gt Copy IM create Section M create iuestions Figure Delete entry point ae PLEASE NOTE The system will automatically delete the questionnaire notice you are currently working with Therefore be careful to ensure that you have loaded the correct questionnaire A questionnaire cannot be deleted once it has been issued Once you have selected the Delete link the following form will display 131 Sourcing User Manual Code RHG1111 Caption RHG Catering Services OJEU Reference Number 2006 5 117 124854 Date Created 2007 11 04 Collective Minimum Requirements for Catering Semices E v Description OJEU Notice Date 2007 10 29 Issue Date 2007 1 1402 Closing Date 2007 11 07 Proposed Award Date 2007 11 14 Contract Award Date 2007 41 16 DELETE CANCEL eee eee Figure Delete screen e Select the DELETE button e Amessage asking you to verify your choice will display Are You sure You want to delete the selected record e Select the YES button The questionnaire will be deleted Because you have deleted the active questionnaire you will be returned to the Would you like to main screen of PQQ Create Header Copy IM create section M create iuestions R L LR Maintain gt Delete MI ACTIVE TEMPLATE POO RHG Catering Senice ACTIVE TEMPLATE POO STATUS Created ML TE INTENDA fz 5
91. ons and possible answers to your questionnaire Load a PQQ This form is accessed by selecting the Load PQQ link from the Pre Qualification Questionnaire main form as depicted below LJ rs Home WOULD YOU LIKE TO Create Pom P Load DOG b Create a Template ad a Template b Delete a Template Create a Paa from a Template Figure Load a Questionnaire access point You will be prompted to select the Questionnaire number you want to work with Make your selection and select the OK button The questionnaire you have selected will show as being active in the bar at the bottom of the following screen which will also display all of the functions available for selection 112 14 INTENDA P J 1 Sourcing User Manual me G Ti Pre Qualification Questionnaire Administration Maintain create Header Submit for Approval Create Section Publish Create Questions Evaluate Recommend S Fi E a cH Reporting Open Report Manager M L Ei E Figure Load a Questionnaire main screen Maintain a PQQ Once you have created a questionnaire and selected it from the Load PQQ link on the main form of PQQ it can be maintain at any given time before it is issued To do so select the Maintain link from the PQQ menu on the Load PQQ main form as follows Q nome Pre Qualification Questionnaire Administration Maintain Create Header Submit for Approval Create Section Publish
92. ons and questions residing under each section Questionnaires are linked to commodity categories The commodity category to which it is linked will automatically determine which suppliers receive the RFI when it is issued on PLEASE NOTE A questionnaire can only be linked to one commodity Riana category If a questionnaire needs to be linked to more that one commodity category the user will have to COPY the questionnaire rename the copy and then link it to the new commodity category 4 To create a new RFI questionnaire select the Create RFI link from the RFI main form as depicted below Horne WOULD YOU LIKE TO b X Create RFI Load RE Create a Template Load a Template Delete a Template Create a RFI from a Template Figure Create a RFI access point The blank Questionnaire header will display as follows 23 Version 1 3 2 0 Sourcing User Manual Ji INTENDA Q Home Header GENERAL INFORMATION Code Date Created 2007 M206 WorkPlan 2 Ca JEU Reference Number Create Header Description Caption Create Section CONTROL INDICATORS Status Code Created Rating T Create Questions L Status Reason Active for Supplier Sealed GG Unsealed PROCEDURE INDICATORS Procedure Type Net Linked Commodity Category JEU Motice Date 2007 12 06 g PY Code Issue Date 91 2 Closing Date Proposed Award Date HH Ce Contract Award Date Attachments
93. opied questionnaire and maintain it cess PLEASE NOTE All copied questionnaires must be maintained as all fields will need to be amended to suite the requirement for the new questionnaire The Possible Answers are not copied therefore new possible answers will have to be created for the copied questionnaire You can create a RFI from a template that was created in advanced To do so select the Create a RFI for a Template link from the main RFI menu Q Home WOULD YOU LIKE TO Create RFI Load RFI Create a Template Load a Template Delete a Template create a RFI froma Template e Chose the template that you want to copy by selecting the Lookup icon next to the template field e Type inthe code of the new RFI e Select the OK button The new RFI is created and can be located by selecting the load RFI link 48 Sourcing User Manual Prior Information Notice The Prior Information Notice PIN is the annual or occasional advertisement in the Official Journal of the European Union advising the contracting community of UKAEA s future procurement plans PINs are intended to ensure that interested parties have as much time as possible to prepare for participation The Prior Information Notice is intended to provide an indication of future demand and as such UKAEA will not replace or amend the published information should the requirement change Publication of a PIN does not oblige UKAEA to make th
94. play in the grid under SECTIONS To edit or delete the section simply select the Edit E icon or the Delete ZX icon Follow the steps listed above to all the sections to your questionnaire 85 BaO Sourcing User Manual S INTENDA Method Adding a question to a questionnaire e Select the QUESTIONS bar and the following form will display Questions Description Ho Data Figure Add questions e Select the ADD button e The expanded questions form displays as follows Questions GENERAL INFORMATION Section Code Es Question Code Order Sequence Active for Supplier CONTROL INDICATORS Header Lookup Rating Display Captian Mandatory Read Only Multi Line CONTROL DATA Caption Tooltip Style Hormal Data Type Code varchar Detautt Option Type Check box Cptian box Min value Max Value Max Rating Precision Character Count Word Court SAVE QUESTION CANCEL Figure New question form e Complete all of the relevant fields e Check the Active Indicator check box to make it available for completion by the supplier e Once all the fields are complete check the Rating Indicator box if the supplier s response to this question is to be evaluated e Then check the Lookup Indicator box to set up the possible answer to this question The Lookup icon becomes available for selection as follows Lookup Figure Lookup Indicator e Click on the Lookup 2 icon The Potential Answers form displays as follows
95. re The Possible Answers are not copied therefore new possible answers will have to be created for the copied questionnaire You can create an OJEU from a template that was created in advanced To do so select the Create an OJEU for a Template link from the main OJEU menu Cone WOULD YOU LIKE 10 Create ODJELU Load GJELI Create a Template Load a Template Delete a Template Create a QJEU tram a Template e Chose the template that you want to copy by selecting the Lookup icon next to the template field e Type in the code of the new OJEU Notice Select the OK button The new OJEU is created and can be located by selecting the load OJEU link 107 i INTEN DA Sourcing User Manual Version 1 3 12 0 Pre Qualification Questionnaire A questionnaire is created with its header and associated sections and questions residing under each section Questionnaires are linked to commodity categories The commodity category to which it is linked will automatically determine which suppliers receive the PQQ when it is issued zo PLEASE NOTE A questionnaire can only be linked to one commodity Rian category If a questionnaire needs to be linked to more that one commodity category the user will have to COPY the questionnaire rename the copy and then link it to the new commodity category To create a new pre qualification questionnaire select the Create PQQ link from the Pre Qualification Questionnaire main for
96. rocedure Type OF Procedures Figure OJEU Procurement Rules Lookup Table Menu 19 Version 1 3 2 0 A W U 2 Sourcing User Manual Lookup Tables Lookup tables contain standard static data used by all of the various other business processes in Sourcing The lookup tables are populated during the implementation process of the Sourcing Module Electronic data if available can be imported into the relevant tables or all available data can be manually captured from the particular environment The applicable Sourcing users must maintain the lookup tables in the various relevant environments This is done manually by capturing the appropriate new or altered data for the correct lookup tables The Sourcing Module is supported by seven tables These tables are listed under the System Setup menu on the dropdown list in the OJEU Procurement Rules area of Lookup Tables Refer section for details on how to access the Sourcing lookup tables Before the Sourcing Questionnaires can be captured the Type of Procedure lookup table must be created in RFx The system carries Type of Procedure in lookup tables as standard static data The lookup tables are normally populated during the RFx implementation process The applicable RFx users must maintain the lookup tables to stay in line with local changes in legislation This is done manually by capturing the appropriate new or altered data for the correct lookup tables The Type of Procedure controls
97. rom the system To do so select the Delete link from the Administration menu on the Load a Template main screen as follows Q Horne OJEU 7 Administration gt Maintain Delete Create Header Copy Create Section Create Questions Figure Delete entry point Z x PLEASE NOTE The system will automatically delete the questionnaire notice you are currently working with Therefore be careful to ensure that you have loaded the correct questionnaire A questionnaire cannot be deleted once it has been issued 104 U AL lt INTENDA T A ba N m i tl r f F Sourcing User Manual Once you have selected the Delete link the following form will display S Horne Delete RHG Catering Services Code RHGOS OJEU Caption RHG Catering Senmices JEU Reference Number 200675 117 124854 Date Created 2007 11 04 Mer Catering Semices Notice Description a OJEU Notice Date 200771029 lesue Date 20074 102 Closing Date 200770 027 Proposed Award Date 2007 M144 Contract Award Date 20074146 DELETE CANCEL Figure Delete screen e Select the DELETE button e Amessage asking you to verify your choice will display Are You sure You want to delete the selected record e Select the YES button The OJEU Notice will be deleted Because you have deleted the active questionnaire you will be returned to the Would you like to main screen of OJEU Notice Q Horne 2 OJEU Administration M
98. st be published to the Bid Calendar select the check box next to the Item released field a PLEASE NOTE Both this field and the Publish to Bid calendar field on the Details tab must be checked for the Source Plan to be published to the bid Calendar If one of the fields is not checked the Source Plan will not appear on the Bid Calendar e Click on the Save lad icon You are able to maintain and delete source plan items by simply highlight the relevant record and selecting the Edit or the Delete Z icon on the Source Plan Maintenance form Work Plans A Work Plan is linked to a Sourcing Questionnaire Item Creating a work plan acts as an in depth analysis of a sourcing plan item to which a business case and timelines are linked A work plan is created to define the market analysis that has been done by the user to substantiate why a Sourcing Questionnaire or ITT process must be followed A work plan covers the following processes 1 Specifying the timelines associated with the PQQ or ITT processes 2 Specifying the business case for the sourcing plan item 3 Initiating a PQQ process based on the authorisation of the work plan 4 Initiating an ITT process based on the authorisation of the work plan or based on the completion of a PQQ process Although all the above steps form part of the work plan the Work Plan Module only covers the maintenance of the work plan To access Work Plans in order to create a new work plan simply
99. t be maintained as all fields a will need to be amended to suite the requirement for the new questionnaire The Possible Answers are not copied therefore new possible answers will have to be created for the copied questionnaire Close Extend an BC If you wish to close a questionnaire for further responses or if you wish to extend the closing date of a questionnaire this can be done here One screen is used to do both actions To do so select the Close Extend link from the Administration menu on the Load an BC main form as follows So Home Business Case Administration Maintain Delete Submit for Approval Copy Close f Extend _ Reporting Open Report Manager ACTIVE BC RHG Catering Semice ACTIVE BC STATUS Created The Close Extend Questionnaire form will display as follows Change Status To Reason Extend Date To SAWE CANCEL Figure Close Extend Questionnaire Method Close a Questionnaire T S INTENDA Sourcing User Manual e Select the Lookup icon next to the Change Status To field s A grid will display listing all of the statuses that are available for selection as follows Description Authorised Authorised Cancelled Cancelled Closed Closed Created Created lssued lssued Ordered Ordered Pending Pending Pending Authorisation Pending Authorisation Rejected Rejected af 9 Ef y y y Ff E Ef e Click on the Select icon
100. t date by clicking on it e The Extend Date To field will be automatically populated with the selected information e Capture the reason the status is being changed in the Reason field e A message will display on the same screen confirming that the date has been changed Date was Extended successfully e Select the SAVE button e Select the OK button and you will be return to the main form 65 Lae K 1 AL lt INTENDA f O X M in T J F Sourcing User Manual A template can be created and used over again only changing the section of the template to the requirements of the question To create a template select the Create Template from the PIN main form as depicted below Home WOULD YOU LIKE TO Create PIM Load PIN t Create a Template Load a Template Delete a Template Create a PIN from a Template The blank Questionnaire header will display as follows reate Questions B Ec E create Section Ec H SAVE HEADER Complete the form the same as explained in Creating a Questionnaire 66 aK INTENDA Sourcing User Manual Maintain a PIN Template Once you have created a questionnaire and selected it from the Load PIN link on the main form of PIN it can be maintain at any given time before it is issued To do so select the Maintain link from the PIN menu on the Load Template main form as follows Pl lt Administration Maintain
101. tachment select the SAVE button e To exit the form without saving anything select the CANCEL button Once you have finished completing and saving the questionnaire header two other sections become available You can capture the sections to which you will add the questions Method Adding a section to a questionnaire e Select the SECTION bar and the following form will display Sections Description Edit Delete Figure Add sections e Select the ADD button e Complete the following fields o Code o Caption o Description o Order in which it will appear on the questionnaire e Check the Active check box e Select the SAVE button The new section you have just created will now display in the grid under SECTIONS To edit or delete the section simply select the Edit L icon or the Delete ZX icon Follow the steps listed above to all the sections to your questionnaire Method Adding a question to a questionnaire e Select the QUESTIONS bar and the following form will display Questions Description Ho Data Figure Add questions e Select the ADD button e The expanded questions form displays as follows 110 Lilie ja Ra L z af ji E F j Th L i Sourcing User Manual Questions GENERAL INFORMATION 7 Section Code E Question Code Order Sequence Active for Supplier CONTROL INDICATORS Header Lookup Rating Display Caption Mandatory Read Only Multi Line CONTROL DATA Papin To
102. the SECTION bar and the following form will display lt Sections Description Edit Delete Ho Data Figure Add sections e Select the ADD button e Complete the following fields o Code o Caption o Description o Order in which it will appear on the questionnaire e Check the Active Indicator check box e Select the SAVE button The new section you have just created will now display in the grid under SECTIONS To edit or delete the section simply select the Edit L icon or the Delete ZX icon Follow the steps listed above to all the sections to your questionnaire Method Adding a question to a questionnaire e Select the QUESTIONS bar and the following form will display Questions Description Ho Data Figure Add questions e Select the ADD button e The expanded questions form displays as follows 25 BaO Lilie ja Ra L z af ji E F j Th L i Sourcing User Manual Questions GENERAL INFORMATION 7 Section Code E Question Code Order Sequence Active for Supplier CONTROL INDICATORS Header Lookup Rating Display Caption Mandatory Read Only Multi Line CONTROL DATA Papin Tooltip Style Normal S Data Type Code warohar Defaut Option Type Check box Option box Min Value Max Value Max Rating Precision Character Count Word Court SAVE QUESTION CANCEL Figure New question form e Complete all of the relevant fields e Check the Active Indicator check box to make it
103. the period that a tender is in the market The type of procedure is directly linked to the type of tender put into market There are only four types of procedures as far as the EU is concerned Each of the procedures have a host of rules that apply depending on the type of contracts in place and the nature of the tender being put into the market etc Each of the procedures then affect the period associated with the tender publication The Type of Procedure table carries the rules of possible Procedure types Open Procedure A notice is placed in the Official Journal of the European Union QJEU giving all interested suppliers the opportunity to tender 52 days must be allowed from dispatch of the notice to receipt of tenders Contract documents must be sent to suppliers within 4 days of receiving their request Additional information must be provided to tenderers at least 6 days before the final date of receipt of tenders Restricted A notice is placed in the OJEU allowing 37 days for interested suppliers Procedure to respond Invitations to tender are sent only to selected tenderers allowing 40 days for their response Contract documentation must be sent to suppliers within 4 days of receiving a request Any additional information must be provided at least 6 days before the final date of receipt of tenders 20 woe fa Lis fg Ma 1 a i F p ai NN b E d i F Sourcing User Manual Negotiated One or more suppliers of cho
104. tion h h L L i 1 lt L Ti rp Y CO L iT L R fcr creat G S L CT a m M L L O Figure Capture Responses entry point The following form will display Select a Questionnaire Giuestionnaire Type POO GUEstionnaire RHGO1 F Supplier Figure Select a Questionnaire Method Capture Responses e Select the Lookup icon next to the Supplier field A grid listing displays listing all the suppliers to whom the questionnaire was issued At the top of the grid as filter box will display as follows Supplier Mame e Capture the name of the suppliers whose response you have received e Select the APPLY button e The grid will change and list the suppliers whose name most closely resembles the one you supplied e Click on the Select icon next to the supplier you want 119 BaO INTENDA me Sourcing User Manual e The Select a Questionnaire screen will display with the name of the selected supplier populated in the Supplier field e Select the OK button e The issued questionnaire will display e Complete all of the necessary fields e lf the supplier has given you a document on an CD or a disk that they would like to include in their submission select the Q ENE button at the top of the screen The View Attachment form will display View Attachments iD FilePath Donen Delete Mo records found e Select the ADD button e The Add
105. to delete the selected record e Select the YES button The questionnaire will be deleted Because you have deleted the active questionnaire you will be returned to the Would you like to main screen of RFI RFI Administration Maintain Create Header Copy Create Section Create Question 46 Sourcing User Manual TS INTENDA If you need to duplicate a questionnaire you are able to do so by simply copying the questionnaire you want to reproduce To do so select the Copy Questionnaire link from the Administration menu on the Load a Template main screen as follows t RFI Administration Maintain Delete P Copy Figure Copy entry point Once you have selected the Copy link the following screen will display Ss 1 in tn L Taere ESI TOT In TGTTmnai iG 6 YU mb E a inte ara k pa P a dl e WEST TOT INTOrMaton LOTE E pmm L 1 e m pd m nTormaian toe Figure Copy screen e Capture a questionnaire code for the new questionnaire in the New Questionnaire Code field e Select the COPY button e Amessage asking you to verify your choice will display Are you sure you want to copy the selected record e Select the YES button The system will automatically return you to the workspace of the original questionnaire 47 Ey E INTENDA Sourcing User Manual You will need to select the HOME button to return to the RFI Home Page where you can then select the c
106. ublic Procurement Directives require contracting authorities to provide details of procurements in a prescribed format which are then published in the Official Journal of the European Union OQJEU In accordance with European legislation the majority of supply and service procurements with an estimated value of 200 000 currently 144 400 and works contracts with an estimated value of 5 278 000 currently 3 611 300 must be advertised in the OJEU All companies replying to an OJEU advertisement have an equal opportunity to express interest in being considered for tendering As in all of its tendering exercises those companies selected to tender receive the same information on which to make their bid An OJEU notice is therefore created and sent to OJEU allowing the publication of the tender details that is going to be put out to market Once the OJEU period has expired a OJEU Notice is published to the market Suppliers respond to the OJEU Notice and it is evaluated and a shortlist of suppliers recommended 83 Z INT E N DA Sourcing User Manual A questionnaire is created with its header and associated sections and questions residing under each section Questionnaires are linked to commodity categories The commodity category to which it is linked will automatically determine which suppliers receive the OJEU Notice when it is issued zo PLEASE NOTE A questionnaire can only be linked to one commodity gan category If a questionn

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