User Guide - Local Government Association of South Australia
Contents
1. Your local group Staf Reward amp Recognition program You belong to the Threevile Counci local group Your Jf Closing 15 Jun 11 500 PM Q Bow ab gt administrator is Laura Matthews s Recommended activity amp Industrial Relations Mediator required to help resolve dispute gt Requests wth uractioned responses J Closing 30 Jun 11 5 00 PM Q er om ab gt Vendor questions to answer Supplier List Information gt Sox Cunverts for Road Upgrade gt Suppler ists you can access a Jf Closing 16 Jun 11 5 00 PM Q ry ah gt Status gt Nore Your timezone gt Austraian Eastern Standard Time UTC 10 Figure 7 Requests with unactioned responses Once the RFQ has closed you are now able to evaluate the responses received Select Requests with unactioned responses as highlighted above and select on the green icon to view the responses All responses received for DEMO Test Request Add notes REBEL ALLIANCE GROUP info YOUR DECISION c Post 6 May 1 6 F gt Select A Q PAIF 7 Undecided decide by 09 Jun 11 09 25 PM Sagi DARK SIDE INC info E YOUR DECISION SS gt Decli Q fF ae Undecided decide by 09 Jun 11 09 25 PM ea SPACE EXPLORERS INC into YOUR DECISION G Poste gt Select gt Decline Q me Undecided decide by 09 Jun 11 09 25 PM ee Figure 8 Responses received You will then see a screen similar to figure 8 Choose Select or Decline as appro2. and VendorPanel will validate the email addresses you have entered From there click on All OK send invitations and the invited buyers will receive an invitation to register with the system Once they are registered you will see the number count as in Figure 12 change accordingly from Invited to Buyers The invited buyers will then be able to create new requests in VendorPanel Administrators also have the option of approving all RFQs and answers to supplier queries before they leave the system By default this option is turned off so if your council would like the administrator to have this function please contact diane harris lga sa gov au 9 0 Locked Box Functionality Once you have sent out an RFQ you are able to either receive quotations and download as they are received in or alternatively you can lock the system so that all quotations are only able to be viewed after a set closing date and time Local Government Corporate Services Version 1 Updated November 2011 11 By default this is turned off within VendorPanel which means that responses can be read and downloaded as soon as they are received and not prior to the closing date However Council can elect for the Locked Box function to be turned on If the Locked Box function is turned on lt applies to all requests for all users in VendorPanel for that Council Council will be able to see who has respon
3. vp demo4 gmail com 3 0 Completing an RFQ To send an RFQ to Supplier s you need to complete certain information To do this go to My Requests and click on Create a New Request You are also able to run a test request from the My Requests tab Figure 3 shows each of the 9 simple steps on the left hand side that need to be completed REQUEST WIZARD Welcome to the request wizard Give this request a name This wizard will walk you through the process of creating your Request for Quote or a nanais ea Proposal RFQ RFP You can see each step and track your progress via the menu to the left Please start by giving your request a name This should be a concise summary of what you need e Enter a name for this request required ee ae T p e e Save and Continue es d gt gt N N gt gt THIS REQUEST TrrRYTYV TF 4 0 Supplier notification You are able to select the supplier s that you wish to contact to supply you with a quotation REQUEST WIZARD Categories panels amp vendors This is a test req uest Select categories that align to your request to reveal matching panels and vendors Note Once this request has been posted and available to vendors you cannot untick items already ticked a Give this request a name gt Categories panels amp vendors 1 Select Categories 4 of 9 selected pi a 4 2 Select Panels 1 of 1 selected gt F 3
4. Select Vendors 3 of 3 selected minimum of 3 recommended P F wi paeas Dark Side Inc gt P Til Rebel Alliance Group wi Space Explorers Inc THIS REQUEST E e Preview this request Ti Make a copy gt gt Save these vendors cancel e Transfer to another user e Delete this request e Exit Wizard The reference number for this D request is 5779460 ooo oo Figure 4 select suppliers Local Government Corporate Services Version 1 Updated November 2011 5 You are able to de select those suppliers under the category that you do not wish to have provide you with a quotation or select all if you wish to receive from the range of suppliers See Figure 4 NOTE if you select less than 3 suppliers the next screen after saving the vendors will issue a warning that you have selected less than the default number of suppliers You are able to move forward to the next screen if this is not an issue or go back to the previous screen and select more if you are required under Council policy to receive three or more quotes or if you believe you would like to issue additional requests When a request is posted the panel suppliers that have been selected will receive an automatic email notification and a link to the RFQ Suppliers will submit responses via the system and you will be notified once it has been submitted Through VendorPanel you are able to view whether a supplier has reviewed or responded to your request see
5. that you get a feel for the system by creating a test request under the My Requests button on the toolbar A wizard will walk you through the process of creating a request but if you get stuck on anything just place your mouse over the question mark in the bubble to get more information This will give you the opportunity to see the entire process through in a test FAQ s MY REQUESTS Be Staff Reward amp Recognition program Closing 15 Jun 11 5 00 PM Q BaF ah b Industrial Relations Mediator required to help resolve dispute Closing 30 Jun 11 5 00 PM Q ee Af wh Box Culverts for Road Upgrade Closing 16 Jun 11 5 00 PM Q ah environment i e the request sent and responses received are dummies To send an actual request to vendors on the LGCS panel select Create a new request Be sure not to get this and the test request mixed up f My Requests My Account MY REQUESTS All your requests B Staff Reward amp Recognition program B Industrial Relations Mediator required to help resolve dispute Be Box Culverts for Road Upgrade Figure 2 My requests FAQ s gt ADD NEW lt Closing 15 Jun 11 5 00 PM Q BR ea GA utd Closing 30 Jun 11 5 00 PM Q ee awh lt Closing 16 Jun 11 5 00 PM Q B ae Local Government Corporate Services Version 1 Updated November 2011 Blade Forseen logout vp demo4 gmail com gt SHOWALL gt ADD NEW Blade Forseen logout
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7. D LGCS LOCAL GOVERNMENT CORPORATE SERVICES vendorpane User Guide Local Government Corporate Services Version 1 Updated November 2011 Contents 1 0 2 0 3 0 4 0 5 0 6 0 7 0 8 0 9 0 10 0 Introduction to Vendor Panel ccccccceccceecceeeceeeceeeseeeceeseeeseeseeeeas 3 Fe TWN 1 Al Ve Otani soncteatsocsamhicos aero aueactanteaonctievessnmiaoraurosemeedanecanntarecetat 3 2 1 Registering ON VENAOrPANel cccccccceccsecceeceeceeeceeceeeaeeseeseesaees 3 22 IPONA e eb E E E E E 4 Completing an RFQ ssssssssnsssnsesrnesrrrenrresrrrerrrenrrrerrrrsrrrerrrrerrrenrrenrrre 5 SUPP He OUMC AHO Mioara nr a E 5 PCOS IO DION S taste tum cencnag orice enact cocetsin cee eesecuie hence ieee 6 Be sO TIS VOQUES eierne 7 De Make A CODY retaken AOS 7 9 3 Delte MS regos aiaa a elem aai 7 5 4 Transfer to another USES cccccccecceecceecceecaeecueecueceueseeeseesaensaees 7 5 5 Show on Hide from my homepage eeecceeeeeeeceeeeeeeeaneeaees 7 Selecting successful suppliers cccccecceceececeeeeceeeeseeeeeseeeeeeeeeseeeeens 8 Downloading summary reports ccc eee seececeeeceeceeeeesseeceeeeeeseeseeeaeess 9 Local Group Manager LGM ACCESS ccceeceeeeeeeeeeeeeeeeeneeeeeneeeees 10 LOCKE BOX FUNCTION A IIVY ccnp cratysircsnsenassssatsineerammeiudisbaleiawerensneuasraemenrunsien 11 Balae a ketene eRe ener a ante ene eerie omen een ne eee ene ee ee eee ee 13 Local Go
8. Figure 5 You can do this by clicking on the graph icon next to the request see figure 2 Statistics for this request REQUEST DETAILS Statistics for this request vendors notified for this request VENDOR DETAILS NOTIFIED DATE READ VENDOR RESPONDED 1 ABC Human Services VW Yes A 24 May 11 12 20 AM Declined to respond 2 lt 4 Omega HR Consulting 4f Yes VW 24 May 11 12 22 AM VW 24 May 11 12 23 AM 3 wap Axis HR 4f Yes VW 24 May 11 12 25 AM WV 24 May 11 12 29 AM 4 msm First Line Consulting 4f Yes VW 24 May 11 12 15 AM 4 Reponse in draft Figure 5 Request details statistics 5 0 Request options By clicking on the orange arrow to the right of a request you are able to select a range of Options Edit this request Make a copy Delete this request Transfer to another user Show on my homepage Figure 6 Request options Local Government Corporate Services Version 1 Updated November 2011 6 5 1 Edit this request You can make changes to your RFQ at any time before the closing date by selecting Edit this request see figure 6 Navigate your way through the wizard to the area you wish to change and when you re done VendorPanel will confirm the changes made It is recommended you enter the details of any changes made so the panel are aware 5 2 Make a copy You can save time by selecting Make a copy to use the same information as a previous RFQ You can still go through the wizard to make c
9. ded to a request but will not be able to open any response until after the closing date The default time is close of business on the selected closing date Before a decision is made that the Locked Box function is to be turned on all VendorPanel users within Council should be consulted to discuss the implication of this decision In addition should Council elect to turn on this feature any existing open request will take on the Locked Box feature with immediate effect e g responses to existing RFQ s will not be able to be reviewed until after the closing date Equally should Council choose to turn off the Locked Box feature existing open requests with responses will be able to be read and downloaded immediately lf Council wishes to turn this feature on or off please contact diane harris lga sa gov au Local Government Corporate Services Version 1 Updated November 2011 12 10 0 Contact us This guide provides council users with the basics of operating the VendorPanel system Should you encounter any problems with using VendorPanel please contact either LGCS or Magnetized Markets at the details below Operational issues Diane Harris Local Government Corporate Services T 08 8224 2013 E diane harris lga sa gov au Technical issues Magnetized Markets T 03 9095 6181 E support vendorpanel zendesk com Local Government Corporate Services Version 1 Updated November 2
10. e Buyers gt Browse all Browse All gt Get buyer links ID NE LOCAL GROUP CREATED ADMIN MGRS BUYERS INVITED 1 say Demonstration Council 21 Sep 11 o 0 gt Figure11 Managing buyers By selecting Manage buyers under the Admin Tools dropdown box LGM s can invite other users from their council in to the system to create and view requests Local Government Corporate Services Version 1 Updated November 2011 10 SHOW CURRENT USERS gt Administrators gt Buyers gt Invited Browse All INVITE NEW USERS gt Buyers LOCAL GROUP CREATED ADMIN MGRS BUYERS INVITED 1 ey Demonstration Council 21 Sep 11 0 4 0 Figure 12 Inviting buyers To invite buyers to the system click on the orange arrow and under Invite New Users click on Buyers You will then see a screen as shown in figure 13 ADMIN TOOLS Manage Buyers gt Browse all Add Buyers to the Demonstration Council Local Group gt Get buyer links l we Approximately how many Buyers would you like to invite 25 10 25 50 Please enter the contact names and email addresses of up to 5 buyers to add to the Demonstration Council local group A Get Started email will be sent to each inviting them onto this local group CONTACT NAME EMAIL ADDRESS Validate list Cance Figure 13 Adding buyers You can add other users by filling out the form with their name and email address When you are done click on Validate list
11. hanges wherever appropriate 5 3 Delete this request If you decide that you no longer need a request you have the option of deleting it A message will prompt you to confirm your decision to delete the request Once a request is deleted it cannot be undone A request can only be deleted prior to posting to suppliers 5 4 Transfer to another user If you are going on leave or leaving the organisation you can transfer the request to another user Transferring a request can be done on a temporary or permanent basis 5 5 Show on Hide from my homepage This allows the user to determine which requests are displayed on their homepage Selecting Hide from my homepage for any requests you want to remove from the homepage you can always bring them back by going to the My Requests page and clicking on Show on my homepage The Other icons represent the following View your request View responses received a green icon indicates that responses have been received Download a zip folder with the request and all responses received including attachments View statistics for the request suppliers notified who has read the request and whether the suppliers have responded Lt View documents attached to the request Local Government Corporate Services Version 1 Updated November 2011 7 6 0 Selecting successful suppliers aA My Requests My Account FAQ s BEREDI i NFORMATION MY REQUESTS gt zz ADD NEW
12. ld like to password protect this file enter your desired password below We recommend you DO NOT use your login password J Download Figure 9 Downloading summary reports The details of your request and the responses received can be printed out and kept for internal council records All requests made will also be archived in the VendorPanel system Local Government Corporate Services Version 1 Updated November 2011 9 8 0 Local Group Manager LGM access Betty Maverston logout My Requests My Account Admin Tools FAQ s jip i pt oo INFORMATION ADMIN TOOLS Your local group Quick Links You belong to the Demonstration Council local group Ba gt Manage buyers 1 Your administrator is Chestine Ong gt View Reports Recommended activity gt None Supplier List Information gt Supplier lists you can access x Status gt None Your timezone gt Australian Eastern Standard Time UTC 10 Figure 10 Local Group Manager homepage There will be at least one council user set up as a Local Group Manager in VendorPanel which provides administrator rights As a LGM your homepage will be similar to those of buyers but with the added function of Admin Tools see figure 10 With this function LGM s can invite and manage other council users of the system buyers fi My Requests My Account Admin Tools FAQ s PRBE eat gt Manage buyers 1 ADMIN TOOLS View Reports Manag
13. priate for each response It is recommended you provide comments when choosing to select or decline a supplier s response private notes only visible to you can also be recorded By clicking on the small bubble with the plus sign on it you are able to add notes to each response These notes are not visible to the vendors and are a good way for you to make quick points about each response Local Government Corporate Services Version 1 Updated November 2011 The third icon below the vendor s name gives you the option of downloading that particular vendor s response rather than all the responses received NOTE Once you have accepted or declined a quote an automatic email will be sent to the supplier advising them of the decision 7 0 Downloading summary reports By clicking on the icon associated with the request you can download a PDF report summarising your request and the responses received from suppliers You have the option of password protecting the downloaded folder but if you do not wish to use a password just click the Download button Download Request Package MYREQUESTS Download a request package for Workshop on leadership influencing skills for procurement staff This feature allows you to download and save everything and print to do with this request including any attachments all responses and their attachments and any panel documents to your computer in a ZIPPED format If you wou
14. tation which would have been sent to you by VendorPanel com please contact Diane Harris on diane harris lga sa gov au to be set up with an account Each council will receive one invitation that will be sent to the nominated key contact who will then be able to invite colleagues to the system This person on accepting the invitation will become your Council s Administrator The Administrator is then able to invite other staff within your Council to become Buyers If you require additional Administrators you need to contact Diane Harris who will then be able to assign additional Administrator rights to the correct person s within your Council The invitation will contain a registration link where you can follow the prompts and complete your profile The information provided here can be used in Request for Quotes RFQs Local Government Corporate Services Version 1 Updated November 2011 3 2 2 The homepage m My Requests My Account INFORMATION Your local group You belong to the Threeville Council local group Your administrator is Laura Matthews Recommended activity gt Requests with unactioned responses ies aie gt Vendor questions to answer es lee Supplier List Information gt Supplier lists you can access 5 Status gt None Your timezone gt Australian Eastern Standard Time UTC 10 Figure 1 Home page Once registered you can access VendorPanel Itis recommended
15. vernment Corporate Services Version 1 Updated November 2011 2 1 0 Introduction to VendorPanel Local Government Corporate Services LGCS is owned by the Local Government Association of South Australia and operates as a business unit of the Corporate Services Group LGCS is utilising an innovative online gateway for accessing a range of LGCS approved suppliers This portal is powered by VendorPanel com and offers council users an easier faster and more targeted way of selecting the best available suppliers with the confidence and security of drawing from the pool of LGCS pre selected panel suppliers Some key features of VendorPanel include e The system is automated allowing approved suppliers to receive notification of new requests from council and submit responses via the online portal Councils can interact with suppliers through the system and all proposals are managed and stored in the system e There is a standardised response format that allows for easy comparison between suppliers e A quick PDF summary extracts all details of the requests responses and evaluation making it easy to demonstrate a sound and responsible competitive s3ourcing process The system logs the process so it ensures council staff can meet governance and probity requirements 2 0 Getting Started 2 1 Registering on VendorPanel Your council requires a personal invitation to access VendorPanel and the LGCS panels If you have not already received this invi
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