Panel Scoring User Manual
Contents
1. Method Add a potential answer Select the tj Add icon to open the Add Potential Answers form e Provide a description default rating whether the answer is active and whether the comments are active An answer that is not indicated as active by selecting the Answer Active checkbox will not be picked up in the system If comments must be mandatory make sure that the Comments Active checkbox has been checked Editing a potential answer allows a user to make changes to the master record of the answer The changes that can be made to an answer are the description default rating comments indicator and active status Method Edit a potential answer e Select the potential answer from the grid on the Edit Potential Answers form you wish to edit e Click the 7 Edit icon to display the editable details of the potential answer e After making the necessary changes select the Save button or to exit without saving select the amp Close icon Deleting a potential answer allows the user to remove a potential answer that is no longer valid If a potential answer has been linked to a template or used on a tender it cannot be deleted as this will remove the history of the item Page 10 of 22 SZ Panel Scoring User Manual Method Remove a potential answer Onthe Maintain Potential Answers form select the potential answer you wish to delete e Click on the 4 Delete icon and the record will be removed instantly Creating a2. NY iter Jd INTENDA USER MANUAL Panel Scoring Version 1 4 4 0 INTENDA Panel Scoring User Manual Table of Contents 2 Billie fM 2 Opening the Panel Scoring 6 4 Me 6 Resetting password eR EA 8 Process HOW conira EA 9 Polenta answer S E TT A A 10 Grealing a template siruina a a aai iA 11 l ioci in B t c E 11 PEMD cia TETTE 13 Teme Boae E E ER 14 Linking Potential answers to your template 16 ASSIGN a TENGEN TO a TEM Pl 17 Maintain tender template qu cEEs eu v vs rreGEEiTR UAE USE E 19 mis dc NETT TETTE DOTEM 20 Maintain participants of the selected tender cccccseeeecceeceeeeseeeeceeeeeeeeeeeeeeeeeessaaeeeeeesaeeeees 20 Panel 21 Wih REX eR TEE 22 Page 1 of 22 IF VW RE INTENDA Panel Scoring User Manual Jd Introduction The
3. Figure Adding users as participants to the template Method Adding users to the template e The templates available are listed in the dropdown box as illustrated in the image above Select the template you wish to add users to e The form consists out of a Users section and a Users Added section Users listed in the Users Added section are linked to the template Select the n listed in the Users section and then select the move user to the Aaded Users section button e The selected user s is then added to the template To save them to the selected template select the Save icon e To exit the form select the Close icon These users linked to the template are referred to as participants To remove users from the template select the user listed under the Users Added section and then click the button The selected user is then moved to the Users section Page 13 of 22 3 V z Panel Scoring User Manual Template Detall The template detail is the breakdown structure whereby you will respond to the tender The template detail can be multi levelled thereby allowing for a parent child relationship It may be necessary for the administrator of a template to sub divide the template into areas which the participants understand When entering their scoring for tenders users will do it for their respective categories which can fall on the following level of a hierarchy If you refer back to the process flow the te
4. User Manual amp Seles File Data Help Description Office furniture TUBS Issued Heavy duty vehicles 1165 lssued Stationary 12351 Closed Vehicle maintenance 333 lesued Building material lt Evaluation Categories Template Detail Price Template 3 HDI Template 4 BEE Figure Assign a tender to a template Method assigning a tender to a template e The tenders created in RFx are listed in a grid under the heading Tender Detail Select the gt Assign Tender icon The Assign Template screen will display Select the tender from the grid you wish to assign to a template Select the evaluation category of the selected tender you wish to link the template to The active templates are listed under the heading Template Detail Select the template you wish to be linked to e The gt Assign Tender icon will become active Select the Assign Tender icon to link your template to an evaluation category of a tender e To exit the form select the Q Close icon Page 18 of 22 M Panel Scoring User Manual zu Maintain tender template Once a template detail has been linked to an evaluation category of a tender it is referred to as a tender within the Panel Scoring Application Maintenance of the potential answers the participants and the evaluation criteria is done with ease on this form To access this form select the ST Tender Detail icon to open the tender maintenance form Vey linked
5. e Select the Close button to close the message Your tender has now been successfully integrated into RFx Page 22 of 22
6. evaluatian fem Data Help Tender No 313 Heavy Duty Vehicles 469 vehicle Maintenance 6082 Stationary 11219 Logistic Management 11711 Protective Clothing Figure Select tender to maintain from the grid For tender maintenance you have to select the tender you wish to maintain and then the View Linked Evaluation Criteria icon to display the tender detail Page 19 of 22 SM iy S INTEN DA Panel Scoring User Manual Selected Evaluation Criteria Detail Detail Code Description Weight Assigned Minimum A ating Masimum A ating Precision Potential 4nswers Comments Figure Maintain a tender Evaluation criteria You may add evaluation categories to the current hierarchy by selecting the p Add an Evaluation Criteria icon Select the evaluation criterion you wish to edit and then the Edit icon The evaluation category s details will then be editable To save the changes select the Save icon Maintain participants of the selected tender To add or remove participants from the tender select the Maintain Participants icon The Maintain Participants form is displayed The form consists out of the Users section and the Users Added section To add users to the tender select a user listed in the Users section and then the move user to the right button Make sure that you ve selected the S
7. or minimum weren t specified Note that this includes the digits after the comma opecifies the length of the numeric value after the comma for example Scale the scale of 2 would allow for the maximum of 99 after the comma i e 0 99 Maximum The maximum value of the numeric entry is specified for example 45 Minimum The minimum value of the numeric entry is stipulated for example 10 From the above examples the following criteria have been set down the precision should be 4 to allow 2 digits before and 2 after the comma with a value not exceeding 45 and not less than 10 ae PLEASE NOTE The weights of the evaluation categories you ve added IS must be 100 in total in the hierarchy A warning message will be displayed if the weights don t add up to 100 when you try to save Only the weights of the active evaluation criteria will be taken into account Method Editing an evaluation criterion Make sure that you are on the Maintain Template Detail form which can be accessed from the Maintain Template Header form e Select from the hierarchy on the left the evaluation criterion you wish to edit e To edit the evaluation criterion details select the y Edit icon e he editable fields of the evaluation criteria will be displayed on the right of the form e After making the necessary changes select the Save icon Page 15 of 22 3 M z Panel Scoring User Manual Method Removing an evaluation criterion Make
8. template Because a specific template may be assigned to multiple tenders a template allows you to predefine a structure that can be linked to tenders The same group of participants may evaluate different tenders in the same way where they belong to the same business unit or commodity grouping For this reason a template ensures that the user does not need to re create the structure whenever a tender needs to be evaluated A template consists out of the following 1 atemplate header 2 atemplate detail 3 potential answers 4 participants who do the scoring Template header A template header defines the high level information relevant to the template You will assign a template to a tender based on the displayed template header information Information captured on this level is the template code template description date created and whether the template is active or not To access the Maintain Template Header form select the Template Header and Detail icon to open the following form Maintain E Link potential anaw EE File View Data Help 2005 06 13 2005 06 06 Template 2 2005 06 07 Template 3 2005 05 25 Template 4 Figure Maintain template headers Page 11 of 22 NM X n M im s lj I A ty i INTEN DA Panel Scoring User Manual j Method Adding a template header e Select the Add Template Header icon and the Add Template Header form di
9. 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 The search functionality will be available where records are listed in a grid Search in a grid Figure Find functionality in a grid The search is done against the text provided in the text field and the column selected To start the search select the Find 4 icon Page 2 of 22 Sie INT F N A Panel Scoring User Manual Icons used throughout the system Assign Tender Add a CTRL A Edit a CTRL A Remove CTRL D Movetothe next record CTRL N 9 ExtApp caton 0 od sxe vj DropDownEror S Page 3 of 22 LU FU yA Panel Scoring User Manual amp t e ies a y i i f j Opening the Panel Scoring Module As illustrated in the figure below Panel Scoring PS 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 Me Intenda Solution Suite e Shortcut 8 75 Figure Your desktop The Intenda Solution Suite logon screen will be displayed Log on to ISS ISS INTENDA SOLUTION SUITE Environment Royal Hotel Production m Organisation E Organizations Default i ROYA
10. L HOTEL GROLIP RHC Cape Town Branch RHG Gauteng Branch Figure Log into ISS To 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 Page 4 of 22 WG Jks INTENDA Panel Scoring User Manual Li Intenda Solution Suite ISS INTENDA SOLUTION SUITE User name RHBuyert2 Department ROYAL HOTEL GROUP Environment Royal Hotel Production 2 5 2009 11 05 56 AM RFx Tendering Contract Management Navigator REX NAV Zie Purchase Management PM Panel Scoring icon Zie Quotations RF lt Request For Sourcing Consolidation of Requests w Panel Scoring 3 T Supplier Management i Questionnaires Figure ISS Dashboard Page 5 of 22 Wf n INIENDA Panel Scoring User Manual To access the PS Module simply select the PS icon on the dashboard Once you have accessed the PS system the PS main form will be displayed as follows Panel Scoring m 5 Ed File Maintenance Scoring Security Window Help IE Li 4 Version 0 0 0 0 User access User accounts are managed within the system and a distinction is made between administrators and participants who are normal account users Administrators have the ability to manage the participant accounts making changes or activating de activ
11. Panel Scoring application is an Add On to the RFx system providing authenticated external users the ability to capture point scorings against an evaluation category on a Tender The evaluation category will be reserved as a percentage of the total tender evaluation and it s the percentage allocated that will be affected by the Panel Scoring application A panel of individuals may provide a non related point allocation per supplier response thereby affecting the eventual outcome of business distribution based on aspects other than that which was allocated on the published Tender The organization publishing the Tender may want a percentage of the total evaluation to be provided by the answers given by suppliers while the rest of the makeup is done by interpretation of internal role players who evaluate the supplier responses or aspects of the responses In other words the organization who published the Tender may allocate points themselves to captured responses by suppliers in the Panel Scoring application Multiple individuals may capture their point allocation for an evaluation criterion in the tender template These points per supplier are affected by the external parties rating a specific supplier Definitions Term Definition 0 A tender template consists out of a tender header tender detail Tender template participants and possible answers This template is then linked to an evaluation criterion of a tender System used
12. TENDA Panel Scoring User Manual e The Link Potential Answers form consists out of the Available Answers section and the Answers Added section e To add answers listed in the Available Answers section select the answer to be added and then the move to right button The selected answer will then be moved to the Answers Added section e Select the d Save icon e Toclose the form select the Close icon Assign a tender to a template This is the process whereby a template can be linked to a tender created in RFx but can still be manipulated before capturing the participant answers This means that a template assigned to a tender can still be changed by taking detail items away or adding additional ones that were not present on the original template Only administrators of this specific profile have the option of maintaining a template assigned to a tender T PLEASE NOTE If the user is not an administrator they are not allowed to E perform any maintenance at this level For assigning a template to a tender number the tender in RFx must be in a closed status Tenders with other statuses will not be listed under Tender Detail on the Assign Template form Assigning a template to a tender can be done easily by assigning it to an evaluation category residing on the selected tender Only evaluation categories that have the Link to Price Indicator option activated in RFx will be displayed Page 17 of 22 i Panel Scoring
13. ating the accounts Only administrators are allowed to make changes to templates that have been created To access this form select the User Maintenance icon from the main menu Page 6 of 22 Panel Scoring User Manual ma Maintain Users File Data Help a Updated By Date Updated E Administrator zuppe Wi intenda co za Computer 43 2007 RHBuyerll2 Panel Member etreciap aiintenda co za PO 4 4 2007 RHPMM anager Panel Member Frans irhg cam Figure Maintain users Method Adding a user HHBuyer 2 8 28 2017 e Select the n Add icon e The Add a New User form is displayed Add User Profile Logon Information User Mame Password Descriptors Email 4ddress Account Active Administrator Figure Add user profile Page 7 of 22 A INT N D A Panel Scoring User Manual e The following fields are listed User name A login specification Password A login specification Description Description of the user Email Address Email address of the newly registered user Account Active If selected the user will be able to access the system with this specific login details Administrator If selected the user profile will be an administrative one e After providing the profile details of the user select the SAVE button e exit the form without saving select the CLOSE button Method Editing a user account e Select the user you wish to edit from the grid as displ
14. ave icon after you ve made the necessary changes Page 20 of 22 Zir INTEN DA Panel Scoring User Manual Panel Scoring The process of capturing the point allocation for a specific template detail option is called panel scoring The prerequisites are that you must be logged in with the correct credentials which have been linked to the profile that has been assigned to a tender number Each response captured must be done against a specific supplier by providing a percentage point allocation or selecting it from a list of potential answers Whatever option is selected the result will relate into a percentage apportionment for the detail option being scored Each participant that logs in has the ability to capture only their own point scoring or selecting from the list of potential answers Method Scoring a tender Score tl To score a tender select the zn Scoring icon on the main menu The following form as illustrated below is displayed je eelected tender Date Created Supplier Mame Tender Description 2005 06 13 ABC Builders Ltd Building material 20057 06713 Toyota Dealers Pty Ltd Vehicle maintenance 2005 06 23 d E Office furniture loads 2005 06 23 Barloworld Ltd Heavy duty vehicles 2005 06 23 Hallmark Ltd Stationary Figure List of tender details to be scored Select the tender you wish to score from the grid and then select the Scoring icon to display the Score a Tender form This form co
15. ayed above Select the y Edit icon on the menu bar e The logon information of the selected user is displayed Disabling a participant account ensures that the relevant participant cannot log into the system Deleting a user will remove it from the system To deactivate a user deselect the Active User checkbox To configure a user as an administrator make sure that the Administrator checkbox is selected e When you are satisfied with the changes made select the UPDATE button to save it e To exit without saving select the CLOSE button Method Removing a user from the system e Select the user from the grid you wish to remove Selectthe 7 Delete icon e Amessage confirming the removal of the user will be displayed select YES to continue with deletion The specific user will now be removed from the system Resetting password Resetting a participant password allows the administrator to reset the password Each user has the ability to change his her password thereby placing you in control of your own logon profile To reset your password select the 2 Change Password icon which is embedded in the menu at the top Provide your current password and the new one and select the SAVE button Page 8 of 22 ac INTENDA l Create a template 1 header Create template detail create evaluation cate gories and link them ta the template 4 T d Link the potential answers Fi to the evaluation cat
16. egories A F ul Assign a template detail to an evaluation category linked to a tender in Proqure a kt Score the tender il Integrate with Proqure Panel Scoring User Manual Process flow The process flow consists out of a few sections the first section concerns itself with providing user access to the system the second with creating a template the third section with assigning a template to an evaluation criterion linked to a tender the fourth section is the scoring of a tender and the last section relates to the integration of a scored tender with RFx Create uzerz d kt Users linked to a template header are called participants Create potential answers Page 9 of 22 V Panel Scoring User Manual Potential answers Adding a potential answer allows you to create a new answer and manage the newly created potential answer When adding the potential answer a description default rating comments indicator and active status must be configured To access this form select the E Maintain Potential Answers icon from the menu fA Maintain Potential Answers Fie Data Help Description Rating Answer Active Comments Active Do Mot Comply Poor Partial Compliance 2115 1 0000 Fair Partial Compliance 407 2 0000 Good Partial Compliance BUE 3 0000 High Partial Compliance BU 4 0000 Full Partial Compliance 1005 F O000 Figure Maintain your potential answers
17. mplate detail must be added to the template header and then potential answers may be linked to the selected evaluation criteria Make sure that you are on the Template Header form since you have to select a header to add template detail to You must first create a template detail to link to the template header Method Linking potential answers to an evaluation criterion e Select the template header listed in the grid you wish to add detail to on the Template Header form e Then select the Link Potential Answers to Evaluation Criteria icon The maintenance form of the template detail is displayed as illustrated below BEE Evaluation Criteria Selected E valuation Criteria Detail Code Description Weight Assigned Minimum A ating Masimum A ating Precision Scale Potential Answers Comments Active Figure template detail maintenance Page 14 of 22 e INTENDA Panel Scoring User Manual e To add a new template header select the n Add icon and the Selected Evaluation Criteria Detail fields become editable e Provide the required information in the fields and the select the iz Save icon to add the Template Detail to the hierarchy Make sure that the Active checkbox has been selected otherwise the evaluation category would be inactive Fields defined opecifies the number of digits the length of the numeric value for example the length of two would have a maximum of 99 if the maximum
18. nsists out of an Evaluation Criteria section and a Possible Answers section Select the evaluation criterion in the hierarchy on the left and provide a rating an answer and a comment on the right hand side of the form if required To save this score select the Save icon and to exit the form select the Close icon Page 21 of 22 V Panel Scoring User Manual Integration with RFx Once all the responses have been captured by participants the results may be submitted to RFx Validating the responses by the participants is a manual process but after this the responses are ready to be integrated back to RFx You may submit the panel results as many times as necessary In the case where multiple participants captured responses of one specific template detail the average of each of the responses is calculated since only one value is sent to RFx upon integration Method Integrating a tender with RFx e integrate a tender select the Integrate icon on the main screens toolbar e The Integrate screen will display as follows m Integrate File Data Help m ew TA Tender No Eval Cat Description Tender Description 12230 Quality Stationery for Royal Hotel Group a d ee F Stationery AAG Panel Scoring 2 Figure Integrate screen e Select the tender to be integrated e Select the Integrate icon e Asystem message will display saying that your tender has been successfully integrated
19. splays e The following fields of the header must be captured Header code The header code is unique and the system will reject any attempt to add a duplicate Description Provide an explanatory description of the template Date created The system logs the date and time automatically upon creation of a new template header Header active An inactive Header will not be listed where Headers could be selected e After providing the necessary information select the SAVE button e To exit the form without saving anything select the CLOSE button Method Editing a template header e Select the template header from the list you wish to edit e Then select the y Edit Header icon to display the Edit Header form e After making the necessary changes select the UPDATE button e To exit the form without saving select the CLOSE button Method Removing a template header e Select the template header you wish to remove e Then select the X Delete icon and it will be removed Page 12 of 22 i INTENDA Panel Scoring User Manual Template Participants Template participants are users linked to a template When a template is assigned to a tender the linked participants would already be assigned Only participants linked can capture their scoring for a particular tender To access this form select the E Template Users icon Lid Maintain Template Users File Data Help Select the Template Header Users Users Added
20. sure that you are on the Template Detail form which can be accessed from the Template Header form e Select from the hierarchy on the left the evaluation criterion you wish to edit loremove the evaluation criterion from the hierarchy select the Delete icon and the evaluation criteria will be removed Linking Potential answers to your template detail Template answers may be assigned to a template level For potential answers to be linked to the template the detail code must be activated for potential answers and the potential answer indicator must also be assigned Multiple potential answers may be assigned to a single detail code Where answers are linked the default rating is taken from the potential answer selected but you still have the full ability to change the default rating assigned To link potential answers you have to select an evaluation criterion from a template detail Method Linking potential answers e Select the evaluation criterion you wish to link the answers to on the Template Detail form e Select the Eg Link Your Potential Answers icon to open the Link Potential Answers form Link Potential Answers Sliced File Data Help Ba eal Ds 4vailable Answers Answers Added Do Mat Comply Poor Partial Compliance 207 Fair Partial Compliance 405 Good Partial Compliance BU High Partial Compliance BU Full Partial Compliance 10055 Figure Link Potential Answers Page 16 of 22 gt i IN
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