User Manual for Business Approver
Contents
1. Comments Comments are not required unless sending an item rework Comments entered here will be included in system emails and comment history will be visible to other users in the comments section on this form Ken SFBid 07 09 2015 02 06 pm Contract Owner says this Tower project is on a fast track Can you review this quick please Thanks ACTIONS Updated 7 17 2015 Page 11 APPROVE TO CONTRACT ANALYST TO POST e Click the green Approve button to move the Contract forward in the workflow ACTIONS Return to Contract Owner for Rework All changes savey RETURN FOR REWORK e Clicking the red Return to Contract Owner for Rework button returns the RFP back to the previous step for rework by the Contract Owner e If you are returning the RFP you must include a comment explaining your request for rework ACTIONS Return to Contract Owner for Rework lt All changes saved SAVE e All Changes are AutoSaved in the RFP Web Form You will not need to save as you go outside of the Proposal Response Form Updated 7 17 2015 Page 122. RFP Document is a preformatted document based on the standard RFP Template As information is filled into the Contract Web Form the RFP Document will populate the information following the prescribed format e The schedule tasks etc will populate to the RFP Document as both the Contract Owner and Contract Analyst enter the information e The Scope of Work can be expanded upon and contractual clarifications and specifics should all be added directly to the RFP Document e Editing should always be done in the response field outside of the document if it has been populated by SFBID into the RFP Document This will be noted in a notification ribbon at the bottom of the RFP Document if you click into a text area that is locked by the web form formatting e When Reviewing the RFP users can simply choose the Read Only option e Should additional information be required and the Document be opened for editing users must click on Open Check Out and Check In when done e Click on the RFP Document blind to view available actions for the RFP Document RFP DOCUMENT Version 2 0 ae Ea EASTA ee Previous Versions Last updated at 06 22 15 04 54 PM Available for editing 2 0 System Account System Generated 1 0 System Account System Generated RFP amp Refresh Document Open Check Out Read Only Upload new Version e Clicking on the Open Check Out link will open the RFP Document from the central Share
3. SFBid and is outside of SharePoint you will need to upload the newest version of the document to the system Updated 7 17 2015 Page 9 o Please note that documents uploaded to SharePoint through SFBid will remove previous versions which may have changes that were made between the times that the RFP Document was downloaded from the website and returned in a modified version o Itis recommended that documents not be shared and modified outside of the SFBid SharePoint system however should this happen click the blue Upload New Version button and browse your local files for the document you wish to upload Version 11 0 Previous Versions Last updated at 06 25 15 09 37 AM Available for editing 11 0 Pat SFBid Refresh Document 10 0 System Account System Generated e 9 0 Ken SFBid XX 06 22 15 04 11 PM Read Only 8 0 System Account System Generated 4 7 0 System Account System Generated 06 22 15 03 30 PM Upload new Version Show all versions Add Contributors VIEW HISTORY e Clicking the View History link will expand the form to show all the versions of the SharePoint RFP Document including user comments n 10 a ch rhe aia Previous Versions YA VA Last updated at 06 22 15 04 43 PM Available for editing 10 0 System Account System Generated Refresh Document 9 0 Ken SFBid XX 06 22 15 04 11 PM MAIS 8 0 System Account System Generated Read Only 7 0 System Account System Ge
4. 15 03 40 PM Discard Checkout lt 7 0 System Account System Generated 06 22 15 03 30 PM Show all versions Add Contributors e The Discard Check Out option will remove any changes that you have made to the document and will not be reflected in the Previous Version History and comments READ ONLY e Clicking this link downloads a local copy of the latest version of the RFP Document to your desktop but does not include SharePoint integration Version 11 0 Previous Versions Last updated at 06 25 15 09 37 AM Available for editing 11 0 Pat SFBid 06 25 15 09 37 AM Refresh Document 10 0 System Account System Generated 06 22 15 04 43 PM Open Check Out 9 0 Ken SEBid a 06 22 15 04 11 PM Read Only 8 0 System Account System Generated 16 22 15 03 40 PM Upload new Version 7 0 System Account System Generated 06 22 15 03 30 PM Show all versions Add Contributors e You cannot edit the document until you check it out which can be done within the Read Only document o The yellow ribbon at the top of the page will have a Check Out button Click this and enter your email and password information Home Insert Page Layout References Mailings Review View Deve Navigation e If you open a read only copy of the document and share it outside of SharePoint local copies will not be saved in SFBid Should a more recent version of the document need to be entered into
5. 2 040 000 Posted Pauline Y Lam Pauline Y Lam No 07 14 2015 11 07 AM Site Remediation at 520 John Muir Drive PUC CON 0053 14 300 000 Posted Michael Hirai Michael Hirai No 07 14 2015 9 59 AM 38 San Francisco Groundwater Supply Pipel WD 2622 1 500 000 Posted Kate Long Kate Long Yes 07 14 2015 9 49 AM Town of Sunol Fire Suppression System WD 2705 6 335 000 Posted Ryan K Fitzgerald Ryan K Fitzgerald No 07 13 2015 5 25 PM amp Moccasin SharePoint Test PUC PRO 0065 15 000 000 Draft Scope amp Respon Cheryl Sperry Ken SFBid 07 13 2015 1 54 PM Build It Bigger WW 530 6 500 000 Posted Chris Theg Chris Theg Yes 07 13 2015 11 52 AM 38 Don Pedro Reservoir Crossing 115kV an HH 960 6 000 000 Posted Isis Sykes Isis Sykes No 07 09 2015 11 03 AM TRA Watershed Maintenance Project PUC PRO 0061 150 000 Posted Pat SFBid Ken SFBid Yes 07 08 2015 2 33 PM 38 Updated 7 17 2015 Page 4 REVIEW AND APPROVE e After the Contract Owner and Contract Analyst have created a new RFP and CMD has reviewed it the Contract Owner will select any Business Approvers who might have any vested interest in the RFP e When the Contract Owner has assigned you an RFP you will receive an email from SFBid to Review and Approve e Click on the blue Review and Approve link in the email to jump into SFBid and log in using your email address and password Y SFBi j SFBid Tuesday July 14 2015 Hello Kate Long You have an action item in SFBid 1
6. PROFESSIONAL SERVICES BUSINESS APPROVERS USER MANUAL SF This document is designed to help Business Approvers use SFBid If you are not a Business Approver please use the manual associated with your user role in the Help section on the SFBid website Table of Contents IDEM A a a A en ees desea E A A A T A A a E A aaa iial aaa 3 Request neW SFB ACCOUN O uti 3 VIEW ACTION Items on MV SEBI Pad Guneraren E E R R a 4 AS A Oo E ge II at m 5 0 y RARO O 5 REP DOCUMEN Ervin dci 5 COMMON ati il 11 ACI arami ladumist Medes ENE cncuwacan stele Sadsdcutvnanmen stad cecuumcouselll E E a E E 11 APproveto Contract AnialVSt tO POSE kaateti E a ion 12 KELAM MOL REWOF Kiisamaa di 12 SAVE iial aia alaalia ami a ee ee 12 Updated 7 17 2015 Page 2 LOG IN e Asa city employee you are already registered with SFBid 1 Goto https sfbid sfwater org 2 Click on the blue log in icon in the top right corner of the screen 3 Login using your sfwater org email address e g sfbid sfwater org 4 Enter your password o Your password is the same password you use to log in to your computer in the morning Y SFBid TRAINING 2 2 ES Contract List Login Search SFBid Stay signed in SIGN IN Need an account Register here Forgot your password Copyright O 2015 San Francisco Public Utilities Commission All Rights Reserved about help contact REQUEST NEW SFBID ACCOUNT ROLE e You may need to contact us to be assigne
7. Point location o The RFP Document in SharePoint is always the latest version of the document so the Check Out option should be used in almost every case e You will need to enter o Your sfwater email address o Your password same password that you use on your work computer Updated 7 17 2015 Page 6 Sign In Email Address patstbid stwater org Password SCR CREE e While you have the document checked out for editing other users can view but cannot edit the RFP Document This prevents conflicting changes to the document e When you are done editing the RFP Document you must Check In the document to save your changes and allow others to view the RFP Document in SharePoint o Do this by clicking the File menu at the top and then pressing the Check In button O Information about PUC PRO 0218 14 http vim devsfbOL RFPPUCPROO21814 PUC PRO 0218 14 docx Checked Out Document F No one else can edit this document or view your changes until it is checked in EN Discard Check Out Check In e Asyoucheck in the document you can enter comments to describe the changes saved to this version e In order to continue to continue working on the RFP Document after saving changes check the box for Keep the document checked out after checking in this version o Checking in the document as you work allows other users contributors to see the most up to date RFP o Ifyou keep the document check
8. d the correct user role in the system e Send an email to sfbid sfwater org to get set up with the correct user role o Please be sure to have your supervisor s approval for the role which you are requesting e You will receive confirmation that your account has been updated with your role s Updated 7 17 2015 Page 13 VIEW ACTION ITEMS ON MY SFBID PAGE 1 Login to SFBid see Log In section above for instructions 2 Your landing page upon log in will be your My SFBid to return to this location at any time click star icon My SFBid in the top right corner of the screen On the My SFBid page you can review Action Items and My Contracts O The Action Items queue includes all tasks which are waiting for you to perform an action O The My Contracts queue includes all contracts for which you have had an action 3 Click anywhere on the action item row to jump to that action item barr TRAINING 22 e E 8 O Y SFBid TRAINING 2 2 Welcome Kate x Es je Account MySFBid Templates Admin Log off Contract List My SFBid Start New Contract Search SFBid ACTION ITEMS 20 Action Number Title Days Review and Approve RFP PUC PRO 0066 Sidewalk Gardens il Showing 1 to 1 of 1 MY CONTRACTS 20 O View All Contracts Title Number Amount Status Owner Analyst Visible Updated Sidewalk Gardens PUC PRO 0066 100 005 Review amp Approve Pat SFBid Ken SFBid 07 14 2015 12 15 PM x 8 Ductile Iron Water Main Installation o WD 2712
9. gt Review and Approve Sidewalk Gardens PUC PRO 0066 San Francisco Public Utilities Commission SFPUC Hi Kate this RFP is one thought you might want to take a look at before it goes to the City Attorney s office Please note any comments here and Ken will be sure to check in with me if there are any additions we might work on If you think there are any major changes that need to be done please feel free to send it back to me with your notes Thanks Comment from Pat SFBid Thanks SFBid noreply e After you log in you will be redirected to the Contract Web Form e Review the information entered by the Contract Owner Analyst and CMD in order to be sure you agree that all of the information in the fields is correct o Click on the top of each blind to expand and see the fields of information e Make changes to any information that may be incorrect or send it back for rework if there is something that the Contract Analyst Owner should work on that you are not ready to approve e Review any comments made at the bottom of the RFP Web Form e Below the Edit line are your tasks o RFP Document o Comment optional e Below the Actions line are your actions o Approve to Contract Analyst to Post o Return to Contract Owner for Rework EDIT e Here you may review the RFP Document e lf necessary mark comments in the document or return to the RFP Web Form and comment there RFP DOCUMENT Updated 7 17 2015 Page 5 e The
10. nerated 96 22 15 03 30 PM Upload new Version 6 0 System Account System Generated 16 22 15 03 26 PM Show all versions Add Contributors ADD CONTRIBUTORS e You can click on the Add Contributors link to invite your colleagues to give contribute to the drafting or reviewing of the RFP o Contributors can view and edit the RFP Document with you in SharePoint Updated 7 17 2015 Page 10 RFP DOCUMENT Version 10 0 Previous Versions Last updated at 06 22 15 04 43 PM Available for editing 10 0 System Account Refresh Document O 9 0 Ken SFBid Open Check Out 8 0 System Account Read Only 7 0 System Account Upload new Version 6 0 System Account System Generated XX System Generated System Generated System Generated 06 22 15 04 43 PM 06 22 15 04 11 PM 06 22 15 03 40 PM 06 22 15 03 30 PM 06 22 15 03 26 PM Show all versions e Select users from the searchable drop down list and click the Share button to send your colleagues an email Share draft document with other users UE Notification will be sent to selected users Type at least 3 characters COMMENT e Type in comments and click the blue Add Comment button to add comments to the Contract for the Team members and managers to see along the workflow e Comments are editable and removable later however comments are not private and are viewable by all users in the workflow EDIT COMMENTS o
11. out other contributors can only see it in the Read Only version and are unable to make edits until you have checked the document back in Updated 7 17 2015 Page 7 Version Comments Drafted the detailed Scope of Work for the RFP Keep the document checked out after checking in this version e Ifyou happen to close out the window before checking in the document you will receive a pop up prompt asking if you would like to check the document back in Select Yes to check the document in Other users cannot see your changes until you check in Do you want to check in now e Ifyou do not wish to keep any of your changes you can select to Discard Check Out o Do this by clicking the File menu at the top and then pressing the Check In button or Information about PUC PRO 0218 14 http vm devsfb01 RFPPUCPROO21814 PUC PRO 0218 14 docx Checked Out Document FE No one else can edit this document or view your changes until it is checked in AyDiscard Check Out lt i Check In a ee o Do this by closing out the document and clicking on the red Discard Check Out Updated 7 17 2015 Page 8 Version 11 0 Previous Versions Last updated at 06 25 15 09 37 AM Currently locked for editing by you 11 0 Pat SFBid 06 25 15 09 37 AM 10 0 System Account System Generated 06 22 15 04 43 PM 2 0 Ken SFBid xx 06 22 15 04 11 PM 8 0 System Account System Generated 06 22
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