Responding to a BT Sourcing Activity on Oracle via isupplier

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1 Responding to a BT Sourcing Activity on Oracle via isupplier A users guide for Suppliers responding to an RFI, RFP, RFQ, Auction, ITT or Tender electronically with BT using our new Oracle ebusiness Suite BT plc 2007

2 Contents Contents... 2 Figures... 3 Introduction... 4 Terminology... 4 Terms and Conditions of Use of Oracle Sourcing... 5 Software for using Oracle isupplier and Sourcing... 5 Login ID and Passwords... 5 The Five Steps to Responding to an Activity... 6 Step 1 Receive Initial activity notice... 6 Step 2 Receive Activity invitation Step 3 Review and Acknowledge participation... 7 Accessing Activities via the alert method:... 8 Accessing Activities via the Sourcing pages:... 9 Step 4 Review, Collate and Draft response to Activity Header Tab Lines Tab Controls Tab Contract Terms Tab Step 5 Submit response to Activity Creating a Response to an RFI Creating a Quote for an RFQ Creating a Bid for an Auction Support available to you during a Sourcing Activity Appendix Responding by Spreadsheet Appendix Proxy Bidding Appendix Searching Appendix Supplier Registration Appendix On-line Discussions Appendix Auctions with Quantity Price Tiers Appendix Glossary of Terms Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 2 of 36

3 Figures Figure 1 Invitation Figure 2 Invitation , link to system... 7 Figure 3 Home Page... 8 Figure 4 Acknowledgement Page... 8 Figure 5 Home Page Navigator Menu... 9 Figure 6 Home Page Roles Menu... 9 Figure 7 Sourcing Home Page Figure 8 Tab sections Figure 9 Reviewing an Activity (header) Figure 10 Reviewing activity Action Menu Figure 11 Reviewing an Activity (lines) Figure 12 Reviewing an Activity (line) Figure 13 Reviewing an Activity (controls) Figure 14 Reviewing an Activity (contract terms) Figure 15 Review an RFI Figure 16 Create RFI response Figure 17 Upload an attachment Figure 18 Attachment uploaded Figure 19 Review RFI response Figure 20 Confirm RFI response submitted Figure 21 Review RFQ Figure 22 Create RFQ quote Figure 23 Review RFQ quote Figure 24 Confirm RFQ quote submitted Figure 25 Create Auction Bid page Figure 26 Review Auction bid Figure 27 Confirm Auction bid saved as draft Figure 28 Manage Drafts Figure 29 Review Auction Bid Figure 30 Confirm Auction bid submitted Figure 31 Monitor Auction Figure 32 Sourcing Home page Auction bid submitted Figure 33 Response Screen [Auction] Figure 34 Export / Import of any Lines / Header Attributes Figure 35 Proxy Bidding Figure 36 Search criteria Figure 37 Registration Figure 38 Login Figure 39 Change Password Figure 40 Home Page Figure 41 Online discussion option Figure 42 Initial messages page Figure 43 Blank message Figure 44 Enter message content Figure 45 Message accepted Figure 46 Messages waiting Figure 47 Review messages list Figure 48 Review a message Figure 49 Create a Bid with Quantity Price Tiers Figure 50 Review Quantity Price Tiers Figure 51 Creating Quantity Price Tier Bid Figure 52 Matching Values Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 3 of 36

4 Introduction In this document we outline the steps you follow when receiving and responding to Sourcing activities on the new BT Sourcing platform. The steps are detailed with a short introduction and then a series of screen shots that best illustrate the points being made. Please take the time to read this document fully to be accustomed with the new processes for completing electronic tendering and auctions with BT Procurement. Although the Oracle Sourcing module splits activities into three types: RFI, RFQ and Auction we may use any of these for any one of our Procurement activities, including, but not limited to RFI, RFP, RFQ, Auction, ITT or Tender etc. The login, acknowledge and review processes are common across the three types, but the acts of submitting a response to an RFI, a quote to an RFQ and a bid to an Auction are slightly different and so will be detailed separately. This new electronic tool is hosted by Oracle for BT and is an integrated suite of modules from the Oracle ebusiness Suite. The two modules we will be using here are isupplier the Portal where login and initial navigation is performed, and Sourcing where all the Sourcing (RFI, RFQ, RFP, Auction, ITT etc) activity is carried out. You should note that currently only the English and German language options exist, and that these affect only the Oracle text on the application pages, not the various data input or chosen by the BT buyers to describe or configure the sourcing activities. Although any attachments provided by the Buyers may be any languages as appropriate. In BT we use a centre of excellence to run all Sourcing activities on behalf of the Buyers, although the buyer retains overall ownership and responsibility for the activity. This centre is called the Procurement Delivery Centre (PDC), and is where we have a dedicated team carrying out the sourcing processes on Oracle. You will be allocated a person in the PDC who will be your main contact in case of any technical issues or questions with the Oracle tool during the activity. Terminology Rather than keep talking about RFI, RFP, RFQ, Auction, ITT, Tender, Negotiations or other acronyms to do with the process of Procurement each time, in this document we use the term Sourcing Activity to mean all or any of these as appropriate. Also many of these terms can mean different things to different people, but this tool is used in BT where we need to conduct some sort of collaboration, interaction, pricing or costing or similar exercise with one or more suppliers, which may result in a contract or agreement of some sort being let with one or more of those suppliers. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 4 of 36

5 Terms and Conditions of Use of Oracle Sourcing All terms and conditions for the use and operation of the Oracle Sourcing tool are available either directly from the buyer or will be contained within the various activities held via the Oracle tool. For more information please contact your BT Buyer as required. Software for using Oracle isupplier and Sourcing You are not required to download or install any special software in order to access or operate these new BT Sourcing tools. The only requirement is that you have an Internet connection and a modern Internet browser, such as Microsoft IE6 or better. Please note that whilst other mainstream browsers should work successfully they are not specifically supported by Oracle at this time. Obviously a fast broadband connection will improve access speeds and your experiences, but it is not essential although the speed and reliability of uploading documents (attachments) will be greatly improved with a fast connection. Login ID and Passwords It s been assumed that the initial user registration, login and password change has already been completed by you, and is detailed in Appendix 4. If you have not logged in for 90 days or more, or have forgotten your password please contact your PDC contact to have your password manually reset, rather than using the Forgotten Password link on the Oracle login page. If you do use the Forgotten Password link to request a password reset, please note that you have 4 hours after receipt of the Confirm Reset to reply to this , and then another 4 hours to login and change your password after receipt of the new Temporary Password . If you fail to action either within the 4hr periods the reset will expire. If you use copy & paste to extract your password from an please make sure you do not pick up an additional space on the end of the password string of characters when doing so, as this will cause your login to fail. Please note that if you do not access one of the application pages your session will automatically expire after 60 minutes, if this happens please close the browser and login again. Also ensure you logout of the application when you have finished ensuring your session is closed properly and any unsaved work is either saved or cancelled properly. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 5 of 36

6 The Five Steps to Responding to an Activity There are five basic steps to responding to a Sourcing activity: 1. Receive the initial notice from a BT Buyer about a forthcoming activity; 2. Receive an invitation from Sourcing to the activity; 3. Login to isupplier/sourcing, review and acknowledge activity participation; 4. Collate and draft response to the Sourcing activity requirements; 5. Submit your completed response, quote or bid. Step 1 Receive Initial activity notice This initial will be similar to many you may have received before from BT buyers, outlining the basic requirements and terms of an ITT or Tender etc from BT, but now advising that this activity will be completed by utilising the new ebusiness application. Step 2 Receive Activity invitation The invitation will be sent to you from BT Group plc (or a BT Affiliate company) using a Hosted Service from Oracle Corporation, with a From/Reply-to address of wfpbtgri@atoracle.com; an example is shown in [Figure 1]. Please make sure that these s are not trapped by any anti-spam filters in operation in your company. Figure 1 Invitation You should note that s are only sent to the initial user invited to an activity by the BT Buyer. If additional users have been created for that supplier, whilst they can review the activity by logging in using the steps below, they will not get any s from the system about the activity. This includes only top level details of the activity, i.e.: Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 6 of 36

7 Activity Title short description of the activity; Activity Number A unique reference number for the activity; Preview Date the date from which you can review the activity content but not submit a response. Note this is optional and the buyer may not have configured this; Open Date the date from which you can review activity content and submit responses; Close Date the date from which you cannot review or submit responses you must have completed all action prior to this date as the system does not allow access to this activity after this time. To see more detail for the activity and its full content you should follow the instructions outlined below. You will see that the includes links to acknowledge your intention to participate (the Yes / No links at the bottom) we do not recommend you use these, but follow the process outlined below, as this will give you a better understanding and visibility of the whole activity, and does not rely on the vagrancies of any delivery systems. If you do click either the Yes or No links do not edit the resultant as this may cause it to fail to register correctly. Step 3 Review and Acknowledge participation Navigate to the isupplier login page (a link is in the invitation (see Figure 2 the Click here line ) or use and then login using the previously communicated and tested ID and password. Figure 2 Invitation , link to system You should always state your intent to participate or not in the activity by using the Acknowledgement option from the Actions drop-down once you have reviewed the activity content. There are two methods for accessing an activity, whichever option you choose you will get to the same screens in Oracle, both methods are detailed below: Via a Work list alert which is removed after you access it; Via the Sourcing pages directly from the Oracle menu page. An alert is basically a copy of an notification and once you have actioned (viewed) it is then no longer available. It is recommended that you use this method first as it saves having your screen filled with old alerts. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 7 of 36

8 Accessing Activities via the alert method: This screenshot [Figure 3] shows the homepage once you have successfully logged in and shows a number of outstanding alerts in the Work list area of the page. Figure 3 Home Page Click on the one you wish to action [Figure 3], which will take you to the Acknowledge Participation screen [Figure 4]. A B Figure 4 Acknowledgement Page Complete any Notes to Buyer and click the Yes button [A - Figure 4] to accept without reviewing the content. Alternatively enter notes and click the No button to state you will not be participating. If you did want to review then you can click on the Click here link [B - Figure 4] and follow the instructions in the next section [Figure 7] onwards to review and then choosing Acknowledge Participation from the Action dropdown. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 8 of 36

9 Having accepted or rejected, you will be returned to the home page (unless you clicked the Display next notification checkbox bottom of the reminder page; in which case you ll have been moved to the next alert to be actioned). Having returned to the Sourcing Home Page, you will then see that the alert has gone from your Work list. Accessing Activities via the Sourcing pages: You can access all your activities by logging in and navigating to the Sourcing Home page. Login and from the Home page, click the Sourcing Supplier link [Figure 5]. Figure 5 Home Page Navigator Menu Then click on the Sourcing Home Page link [Figure 6]. Figure 6 Home Page Roles Menu You will now be at the Sourcing Home page [Figure 7] and be able to see any activities you are currently working on (Your Active and Draft Responses) and any new activities (Your Company s Open Invitations). Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 9 of 36

10 Figure 7 Sourcing Home Page The Sourcing Home page allows you to view not only the activities but also to access your previous submissions (using the links under the Response Number column) and to use the Quick links to manage any Drafts you are working on a draft is an un-submitted response, see Step 5 for more details. Step 4 Review, Collate and Draft response to Activity You may now review the whole content and settings of the activity, by clicking on the relevant link, in this example we will click on an Auction, in the Open Invitations area [Figure 7], but the process you follow is the same for an RFI, RFQ or Auction. Having clicked this link we see a page similar to that shown in [Figure 8] (only a partial page is shown here). You will see that the activity is split into tabs Header, Lines, Controls and Contract Terms. We will now go through each Tab in some detail. Figure 8 Tab sections When reviewing activities particular attention should be taken of the open and close dates and times, as the system will not allow any response to be submitted outside of these times. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 10 of 36

11 Depending upon the configuration setup of your activity and whether RFI, RFQ or Auction has been chosen in Oracle some detail may not be available or may change slightly. An example full page with the Header tab visible is shown in [Figure 9]. Header Tab This is where the main setup and information for the activity is displayed. There may also be one or more Attributes which are questions the buyer wishes answered; and Attachments which may contain more information about the activity, e.g. T&C s, Schedules, Standards etc; the full page is shown in [Figure 9]. Figure 9 Reviewing an Activity (header) You may download any file attachments to your PC for reviewing offline. You may also export certain data from the activity into a spreadsheet to allow you to review or compose your response offline, and then to import that data back into Oracle directly without re-keying it. This option is either done from the Actions drop-down or from the actual Create Response page see Appendix 1. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 11 of 36

12 At the top of the page you will be able to see a dropdown menu called Actions [Figure 10] which you will use to complete many of the operations on the activities. Figure 10 Reviewing activity Action Menu One of the options available is to Print RFI, RFQ or Auction; this option allows you to print the core activity data into a single PDF document, but note it does not print out the Line-items or any attachment data. You can also create a Response, Quote or Bid, access the On-line discussions, View your previous response history and if an Auction, monitor it from here click the Go button after making your choice. Lines Tab This is where the buyer may have added one or more Line Items that they wish you to provide a response against, e.g. a price [Figure 11]. Figure 11 Reviewing an Activity (lines) If lines exist you may click on each one to review any further data or attachments available [Figure 12]. Lines may refer to individual real items or products, or may be arbitrary Items used to split the activity up into meaningful areas, e.g. Hardware and Software etc; or maybe in Lots or Groups of items. Lots are where you can bid or quote at both the Lot level or at each Lineitem below the Lot. If you are using Lots the system does not add up each Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 12 of 36

13 line to give a total lot value, as you may wish to provide a different total lot price based on say economies of scale of providing all the items. Groups are where you can only bid at the Line-Item level in each Group. Figure 12 Reviewing an Activity (line) Controls Tab This is where the rules for managing the activity are set; by reviewing these you will see what rules have been applied on the activity and how the activity may act whilst it s running [Figure 13]. Figure 13 Reviewing an Activity (controls) The dates, Preview (optional), then Open, then Close work in sequence; so whilst in Preview you can see the activity and download attachments etc, but not submit a response, bid or quote; whilst in Open you can review and submit a response, bid or quote; and finally whilst in Close, you cannot review or submit. You will be able to review the activity again once the PDC unlock it and the buyer begins the adjudication process. You cannot submit responses, bids or quotes once the activity is closed. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 13 of 36

14 Contract Terms Tab The buyer may have attached any related Terms and Conditions here or as an attachment at the header level [Figure 14]. Figure 14 Reviewing an Activity (contract terms) Step 5 Submit response to Activity The final step is to draft and formally submit your response or responses as appropriate. You may revisit any draft response at any time prior to submission and then complete a final edit or review before submitting it but once submitted it cannot be changed; although if multiple responses are allowed you can submit another response which then becomes your current active response, unless specified otherwise. The submission of a response is a two stage process, the first is to draft your response, which you can come back to time and time editing and saving as you go at this stage it s in Draft and can be managed via the Quick Links Draft option. And finally when you have completed all the work, you need to actually submit it, after which you cannot change it. Until you formally submit your response, quote or bid, BT will not recognise it. Adding Attachments and answering Attribute questions are the same regardless of whether the activity is an RFI, RFQ or Auction, but because there are certain differences between creating a Response in an RFI, a Quote in an RFQ and a Bid in an Auction we will show each of those variants in the following discussions. Attributes and attachments are covered in the RFI section below. Please be aware that if you intend to upload large documents to support your response, bid or quote, please do not leave this to the last few minutes of the activity. It is important to remember that even with broadband, uploading takes significantly longer than downloading if you do not complete and submit prior to the close time, your entire response, bid or quote will be rejected by the system. You must complete and submit a draft response before completing a new one, or you can delete the draft. Depending upon the setup you may be allowed to submit only a single (best price) response, or multiple responses; you can see if the buyer has allowed multiple responses in the Response Rules in the Controls Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 14 of 36

15 tab [Figure 13] and you will be told if you are only allowed a single response when submitting your response, quote or bid. Creating a Response to an RFI In this scenario we submit an RFI by adding an attachment and answering two attribute questions which will be similar to most requirements in any RFI you may see. We assume you have followed the instructions above to login and navigate via the Sourcing menu or Work list to review the activity you wish to respond to. Figure 15 Review an RFI To create a response, choose Create Response from the Actions dropdown menu and click the Go button and you will see [Figure 16]. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 15 of 36

16 Figure 16 Create RFI response Attributes You can now enter your answers to the attribute questions. It should be noted that attributes can be one of three types: Required an answer must be given; Optional an answer may be given; Display only is for information only. Each answer can be Free Text, a number, a date or a URL. Number fields should be just that numeric; no currency symbols should be entered. Where the buyer has set it, there may also be a Target Value or values, if there is, then one of these is the value we expect to be input. In [Figure 16] we have filled in Yes and 1,000,000 as the two values. Uploading an Attachment To upload an attachment click on the Add Attachments button found in the attachments section (middle) of the page shown in [Figure 16], you will then see a screen like [Figure 17]. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 16 of 36

17 Figure 17 Upload an attachment Attachments can be a file from your PC, a URL web address, or a simple Text note. Type in a Description for the attachment, define your attachment (use the Browse button to browse your PC files system and select a file you wish to upload) and optionally give it a Name. You may upload attachments at either the Header or Line level as appropriate. Each attachment must be less than 100Mb (we recommend you keep them below 50Mb due to the time it takes to upload). The file types that you are allowed to upload include.doc,.xls,.ppt,.mpp,.jpg,.vsd,.txt,.csv and.tiff, if you need to include other file types then encapsulate them into a.zip file. If you password protect any files please ensure the password is communicated to the buyer separately. If you click the Add Another button, [Figure 17] it uploads the attachment and returns to the same screen to allow you add another, alternatively if this is the last attachment, then click the Apply button which will return you to the Activity review page and show the attachment(s) have been added with a confirmation message [Figure 18]. Whilst in draft mode, if you wish to update an attachment, click the Update icon [Figure 18], browse to the new version and upload it note this replaces the old file completely. You can also delete the attachment by using the Delete icon next to the attachment [Figure 18]. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 17 of 36

18 Figure 18 Attachment uploaded This screen [Figure 18] shows that an attachment has been added and the two attributes answered. We now click on Continue to review this response prior to submission [Figure 19]. Figure 19 Review RFI response We can now review the response [Figure 19] and we can either click the Save Draft button to save it for later editing and submission; or if finished click the Submit button to formally submit this to BT [Figure 20]. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 18 of 36

19 Figure 20 Confirm RFI response submitted The system confirms submission [Figure 20], and that completes submitting a Response to an RFI. The action of adding attachments and answering Attribute questions is the same in RFI, RFQ and Auctions. That completes the description of the RFI response process. Creating a Quote for an RFQ An RFQ is similar in approach to an RFI, except there is usually at least one Item to provide a quote for as well as maybe attributes and attachments. We will demonstrate only entering a quote for an item here as we covered attributes and attachments in the RFI above. As before login and navigate to the RFQ and review the content, choose Create Quote from the Actions dropdown and click the Go button [Figure 21]. Figure 21 Review RFQ Now enter your quote value(s) [Figure 22], here we have entered 1500 as a value for Item One, click the Continue button to review your quote. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 19 of 36

20 Figure 22 Create RFQ quote If the buyer has set additional Currencies please make sure you select the correct currency prior to entering your quote values (Quote Currency dropdown towards to top left of the web page see Auction description for an example of this) you only need do this on the first quote as any subsequent quotes keep the same currency. You can now review your quote [Figure 23]. Figure 23 Review RFQ quote Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 20 of 36

21 See that the system has calculated the total quote amount based on your value and the quantity previously entered by the BT buyer. Click on Submit to formally submit this quote to BT, or click on Save Draft to save it and be able to come back later. Please note that this particular example only allows one quote see the warning message at the top of the screen, so you will not be able to submit a new or revised quote once this is submitted. Figure 24 Confirm RFQ quote submitted The system gives you confirmation that the quote has been submitted [Figure 24]. That completes the description of the RFQ quote process. Creating a Bid for an Auction You can create your Bid by manually completing each data field (shown next) or by using the Bid by Spreadsheet option shown in Appendix 1. For information on Proxy bidding please see Appendix 2. Once you are reviewing the chosen activity choose Create Bid from the Actions drop-down menu and click the Go button, at which point you will be shown the Create Bid page [Figure 25]. Figure 25 Create Auction Bid page Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 21 of 36

22 If the buyer has set additional Currencies (as in the screenshot above) please make sure you select the correct currency prior to entering your bid values (Bid Currency dropdown towards to top left of the web page) you only need do this on the first bid as any subsequent bids keep the same currency. At this point you can now enter the various Bid Price values for each Line-item etc, adding any attachments etc as appropriate, then click either Save Draft button to save it as a Draft to be able to revisit, or click Continue button to review the Bid [Figure 26]. Figure 26 Review Auction bid Whilst the activity is open and your response, bid or quote is in draft you can edit it, or delete it entirely and start again. To save your response as a draft, click the Save Draft button [Figure 26], you will get a confirmation that this has happened [Figure 27]. Figure 27 Confirm Auction bid saved as draft Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 22 of 36

23 You can now use the Manage Drafts menu link on the Home page, or click the Your draft responses link in [Figure 27]. The list of drafts saved on the system will then be displayed [Figure 28]. Figure 28 Manage Drafts From this screen you can select the response and click the Review and Submit button to formally submit it to BT [Figure 29]. Figure 29 Review Auction Bid Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 23 of 36

24 You can then click the Submit button to formally submit your response to BT, you will get confirmation that it has happened [Figure 30]. Figure 30 Confirm Auction bid submitted Also at this point you now have an option to monitor the Auction [Figure 30], clicking the Monitor Auction link gives you this page [Figure 31]. Figure 31 Monitor Auction If you return to this page during the Auction you will see any revised bids by the other suppliers and can then choose to create a new bid by using the Create Bid button. Having completed your first response you will now see that when you return to the Sourcing Home page the activity is no longer in the Open Invitations section, but has moved up to the Active and Draft section [Figure 32] with a corresponding Response number. Each response you make gets allocated a unique reference number. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 24 of 36

25 Figure 32 Sourcing Home page Auction bid submitted That completes the description of the Auction bidding process. Support available to you during a Sourcing Activity Whilst we don t provide one-to-one training in the use of the system, support is available to you whilst any activity is running, and depending upon the area your question is for, a different person may provide that support. System Activity access to the system, password and technical issues with the operation of the application is provided by your dedicated PDC contact; process, content, schedule, commercial, terms etc is provided by the BT Buyer; Technical about the content, schedule, product or items etc is provided by the assigned BT Technical contact or BT Buyer. These points of contact will have been given to you in the initial communication , or alternatively via attachments in the activity. In all instances you should raise your question or query directly with the person in question, alternatively you may use the On-line discussion facility within Oracle this is shown in [Appendix 5]. At all times the BT Buyer maintains overall responsible for the Sourcing Activity. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 25 of 36

26 Appendix 1 Responding by Spreadsheet Rather than manually entering data for your Bid you can do it by using a spreadsheet. Follow the create bid instructions as before, but instead of typing in your values manually, choose Bid by Spreadsheet from the Create Bid page [Figure 33]. Figure 33 Response Screen [Auction] You can export the item or header details step 1 [Figure 34] into an Excel spreadsheet and complete this offline and then import it back into Oracle step 2 [Figure 34], thereby updating all the values in one go. The exported ZIP file contains one or more spreadsheets to be completed and a help file outlining what you need to do and which columns you can edit. Figure 34 Export / Import of any Lines / Header Attributes Using Step 2 in [Figure 34] choose the correct Type to import and browse to the file on your PC using the Browse button and then click the Import button. If there are any import errors, or you have inadvertently changed a non-editable column the system will reject the whole import advising you of where the errors may be, otherwise you will be advised the import was successful, at which point you can then review, save or submit as for the manual response previously outlined. A similar process can be employed in RFQ for completing Quotes. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 26 of 36

27 Appendix 2 Proxy Bidding Proxy bidding is where you can have the system automatically enter a bid for you each time a better bid is placed by another supplier this saves you having to monitor and respond each time manually. You have the option to set the value you wish to lower each of your bids by (Proxy Bid Decrement) [A - Figure 35], and the lowest bid you wish the system to go to (Proxy Minimum) [B - Figure 35]. A B Figure 35 Proxy Bidding Enter these values and submit your bid as you normally would; the system will then bid on your behalf lowering each bid by your stated decrement amount until the minimum value you set is reached. You may start manually bidding at any time by removing these values and submitting a manual bid. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 27 of 36

28 Appendix 3 Searching You have the ability by using the search option to find active activities that are no longer listed on the main screen as these areas on the screens are limited in size. Figure 36 Search criteria Once you have logged in and navigated to the Sourcing Home page, you can use the Search dropdown to choose from a number of options to do a search on, choose one and enter your search criteria and click the Go button. Searches are not case sensitive, and you can use the wildcard symbol of % (percentage) at either the start or end of the search criteria string, so for example to find a Title that starts with Test, select Title from the dropdown and enter test% in the search box and click Go button; to find the word test in the title use %test% in the search box. Alternatively click on the Full List buttons to get a full listing of all available activities you have. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 28 of 36

29 Appendix 4 Supplier Registration All suppliers are initially registered by the BT Buyer when they know they wish to use them for a sourcing activity. Once the buyer has completed the initial registration work in Oracle each supplier user will receive an automated inviting you to complete the registration process basically asking you to log in and change the temporary password you were allocated. You will receive an titled FYI: BT Group Supplier Collaboration Network: Confirmation of Registration giving you your user name and temporary password [Figure 37]. This has a From/Reply-to address of wfpbtgri@atoracle.com. Please make sure that these s are not trapped by any anti-spam filters in operation in your company. Figure 37 Registration If you have not received this Registration please check it has not been trapped in your company spam system and then contact your PDC person. You need to click on the log on link as shown above and enter the user name and password in the . Passwords are case sensitive, user names are not. If you copy and paste the password please make sure you do not inadvertently copy any space or full stop after the password string. Figure 38 Login Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 29 of 36

30 Enter your user name and temporary password and click the Login button [Figure 38]. You will now be asked to change your password [Figure 39]. Figure 39 Change Password You now enter the current (temporary) password and a new password twice, [Figure 39] enter the values and click the Apply button. Remember passwords are case sensitive. If your new password is accepted you will then be viewing the Home page [Figure 40]. Figure 40 Home Page If your password is not valid, i.e. too short etc the system will advise you and request you try again. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 30 of 36

31 Appendix 5 On-line Discussions If you have a question or comment about an activity you haven t contacted the Buyer or PDC directly you can use the On-line Discussions option available from the Actions drop-down menu [Figure 41] when reviewing your sourcing activity, click the Go button after selecting Online Discussions. Figure 41 Online discussion option Initially there will be no messages shown for an activity [Figure 42]. Figure 42 Initial messages page Click the New Message button to create a new message or question and you will see [Figure 43]. Figure 43 Blank message Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 31 of 36

32 If the activity Style is Open or Blind, then you have the opportunity to route (Send To) your message to the PDC or to All Participants (where only the buyer, or all suppliers respectively will be able to see your message); whereas if the style is Sealed (as many will be) you can only route to All Participants these differences are enforced by the Oracle application, not by BT and are the same for the Buyers creating or replying to your messages. Therefore, when creating a new message (or replying to another) with the Send To option of All Participants it will mean that all invited suppliers will see your message so do not put any identifying comments or remarks in either the message subject or body. Other suppliers will not see who sent the message (it merely shows A Respondent ) but the Buyer/PDC of course will be able to. If you need to ask a question that you do not wish other suppliers to see during a Sealed activity; then please the activity Buyer or PDC lead directly. The audit trail of these exceptions will be managed separately by the Buyer and PDC. Enter the Subject and your question or message [Figure 44] and click the Send button. Figure 44 Enter message content You will now see that your message has been accepted [Figure 45]. Figure 45 Message accepted Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 32 of 36

33 When you revisit the activity some time later and are at the review page, you will see above the Actions dropdown a message when you have messages waiting [Figure 46]. Figure 46 Messages waiting Click on the Unread Messages link to view the messages and any replies that are available [Figure 47]. Figure 47 Review messages list You will now see your original message and any replies that have been posted [Figure 47]. Click on the link in the column headed Message to read the message in full [Figure 48]. Figure 48 Review a message Please note that there are no s or alerts informing you of any waiting messages or replies, so you will need to check regularly throughout the activities duration. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 33 of 36

34 Appendix 6 Auctions with Quantity Price Tiers Where the buyer has requested price tiers then Bidding is slightly different. Once you have logged into the activity, navigate to the Create Bid option using the Actions drop down and you will see a page similar to [Figure 49]. B C A Figure 49 Create a Bid with Quantity Price Tiers If shown, the Target Price [A] is the Price for the maximum quantity. To review any individual Price breaks and any individual Price break targets click on the Line Item name [B], and you will see a page like [Figure 50]. Figure 50 Review Quantity Price Tiers Click the Return to Previous Page link to return to the previous page. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 34 of 36

35 To enter your bids for each Price Tier click on the Update icon [C in Figure 49] and you will see a page similar to [Figure 51]. B A Figure 51 Creating Quantity Price Tier Bid Enter your values for the individual Price Tiers [A] and then enter the Maximum Quantity and the associated price in the Bid Price and Bid Quantity fields [B] or you may also enter these values in the corresponding fields on the page in [Figure 49]. Please note that these figures must match [Figure 52] the maximum quantity and the associated bid, otherwise Oracle will not allow you to proceed and submit the bid. Figure 52 Matching Values Remember that after reviewing your bid values, to click the Submit button to formally submit your bid to BT. Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 35 of 36

36 Appendix 7 Glossary of Terms Term Collaboration ITT RFI RFP RFQ Sourcing Definition Interaction and or sharing of data or information between BT and one or more suppliers Invitation To Tender / Invitation To Treat Request For Information Request For Price / Request For Proposal Request For Quote Any of RFI, RFQ, RFP, Auction or Collaboration between BT and one or more suppliers ---- END OF DOCUMENT ---- Supplier Responding to an Activity.doc Version: Issue 2 BT plc 6 th November 2007 Page 36 of 36

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