Contractor / Supplier Registration User Guide

Transcription

1 ` Contractor / Supplier Registration User Guide User Guide Developed by:

2 Contents 1. INTRODUCTION PRE-REQUISITES PROCEDURE INTRODUCTION: SUPPLIER REGISTRATION PROCEDURE: REGISTRATION FEE PAYMENT CREDIT CARD PAYMENT Method DIRECT DEBIT method: PAY BY NEFT: BANK PAYMENT method: PAYMENT PROCESS COMPLETION for NEFT and OTC options: CREDENTIALS BY E-PROCUREMENT PORTAL APPLICATION APPROVAL PROFILE MANAGEMENT USER GUIDE EDIT PROFILE: CHANGE PASSWORD: ADD / EDIT WORK EXPERIENCE: ADD / EDIT SERVICE EXPERIENCE ADD / EDIT GOODS SUPPLY EXPERIENCE: ADD / EDIT ASSET DETAILS: ADD / EDIT FINANCIAL INFORMATION: ADD / REMOVE DIGITAL CERTIFICATES: ADD / REMOVE DOCUMENTS IN YOUR MY DOCUMENTS:... 49

3 1. INTRODUCTION The Government of Karnataka (GoK) has decided to implement a statewide e-procurement portal. The new e-procurement portal will act as an end-to-end system wherein government agencies can handle their procurement activities entirely on-line starting from Indent Generation, Tendering, Contract Management, Catalogue Management and Payments. The end-to-end e-procurement portal has the following key modules: Contractor/Supplier registration Indent management /Estimate Preparation e-tendering e-auctions Contract management & Catalogue management e-payment. Note: Government of Karnataka Help Desk No.: / available on all Government working days between 9 am to 9 pm contact hphelpdesk.blr@rteservices.com for any help during registration. CONTRACTOR/SUPPLIER REGISTRATION MODULE OVERVIEW Before you begin: In the supplier registration module in the e-proc portal, contractors will be identified with a unique ID. The contractors will be required to register in the supplier registration module as a pre-requisite for participation in the e-proc portal. The contractors registered in the supplier registration module can participate in live tenders, submit bids and have authorized entry into the e-proc portal. Given the sensitivities, contractors will be allowed to register in the portal only after their identity and the veracity of their claims have been verified. Supplier registration module has been divided into 3 parts. Submission of application for registration on e-proc portal Approval of application for registration on the portal Review/Edit/Update My Profile section Created by: Hewlett Packard Page 3 of 53

4 2. PRE-REQUISITES The Contractor/Supplier must have the following: 2.1. A broadband Internet connection, it is suggested to have minimum 512kbps line. This is required for ensuring faster response while accessing information, processing and uploading of files. Some of the common broadband service (and other High-speed Internet service) providers are BSNL, AirTel, Sify, Reliance and Tata VSNL A digital certificate (e-token) on your PC or on a thumb drive. You cannot proceed with your registration or edit your profile without a digital certificate. You can obtain your digital certificate on the e-procurement PORTAL using the following links: A digital certificate helps keep your information and your transactions completely safe. It is like a lock for your information repository Your digital certificate is accompanied with a driver to install on your computer. The driver will be supplied on a CD-ROM. Please install the driver on your computer as per the instructions on the CD-ROM Use Check Browser Compatibility link on the Right Hand Side of the Contractors Home Page and verify if you have the right version of Java Runtime Environment installed on your system. Use the link provided to download and install the right version if you need to. Choose Java Runtime Environment (JRE) 6 Update 7 whichever is latest version available in website option from the list displayed when you click the download link (as displayed in the screen) Test your key using Test Here button on the Check Browser compatibility screen. The steps are illustrated with screen shots on the following pages for your help. Created by: Hewlett Packard Page 4 of 53

5 2.3. You need to go to e-governance PROCUREMENT PORTAL using the URL to check your browser compatibility and to download the correct version of Java Runtime Environment which is one of the pre-requisites for registering as a Contractor/Supplier. Click on Contractors to enter the Information Page as indicated in the following screen shot to enter your home page where you will locate other links necessary to satisfy the pre-requisites. Created by: Hewlett Packard Page 5 of 53

6 To check your browser compatibility scroll down your home page to locate Check Browser Compatibility link (notice the item enclosed in a blue rectangle in the screen shot below) on the right hand side of the screen. If you get a Security Alert screen, click on Yes to continue. JRE Download Link Created by: Hewlett Packard Page 6 of 53

7 Please follow the procedure to check the version of JRE on your system using the guidelines on the screen as shown above (Notice steps shown against a. Check JRE Version ). If you either don t have JRE installed or the version is not the one that is required, then click on the link labelled here (in red colour in the above screen) as indicated in the above screen shot. JRE Download link: You will see Sun Developers Network (SDN) page. Scroll down till you see the correct download link Java Runtime Environment (JRE) 6 Update 7 (Notice item inside the red rectangle in the screen shot below). Click on Download button. Please follow the guidelines on the resulting page and complete JRE installation/update. After the JRE is properly installed or updated go back to Check Browser Compatibility screen once again. Follow the procedure described below to validate your digital key. Insert your e-token in one of the USB ports on your computer and click on Test here button. Click on Yes on the security alert screen. You will see a screen that shows the details of your e-token if it is properly inserted in the USB port. Please click on the row containing your name, token issuer s details and the token expiry date and then click on OK to continue. Created by: Hewlett Packard Page 7 of 53

8 You will be prompted to type your password in a screen. Type your password correctly and click on OK. If your password is validated then you should see the screen that indicates that your key has been successfully validated. If validated you will see the "Signing Successful or Decrypted Successfully.." screen as shown below. If your key is valid then you will notice the caption of the Test here button changed to Signing Successful or Decrypted successfully. If you receive this screen then you are ready for the New Contractor/Supplier Registration process. If you are unable to get this confirmation of successful signing then please verify your password and/or token details. This is a must and mandatory check which will help you in successful signoff at the time of Bid-Submission In the Contractor/Supplier registration module in the e-procurement portal, contractors will be identified with a unique ID. The contractors/suppliers will be required to register in the Contractor/Supplier registration module to obtain their unique Id, which is a pre-requisite for participation in the e-procurement portal activities. The contractors registered in the Contractor/Supplier registration module Can participate in live tenders Submit bids Have authorized entry into the e-procurement portal. Created by: Hewlett Packard Page 8 of 53

9 Given the sensitivities, contractors will be allowed to register in the portal only after their identity and the veracity of their claims have been verified Internet Explorer 6.0 (Service Pack 2) and above with above installed. No other browsers are supported at the moment A valid account with enough space to receive mails. If you are a regular Contractor/Supplier to the Government we recommend a dedicated account and an alternate e- mail account in case the preferred service has some problem of receiving and sending mails. There are many free mail services available on the Internet today like Hotmail, gmail, Yahoo mail, Rediffmail, Sify mail etc. There are many paid services available if you prefer. Following are the links to some of these e- mail service providers. Gmail: Hotmail: SIFY: Rediff Yahoo / WinZIP installed on your system to compress large files into smaller sized files. Get this from: On the e-proc Portal, all fields marked with a red asterisk (*) indicate compulsory information. You cannot proceed with registration without filling those details Save the scanned copy of Power of Attorney or Affidavit in the desk top. The Person authorized to register should hold Power of Attorney. Download the Format from GOK portal System (Hardware and Software) Specifications: PC: Any Pentium IV PC, with 512 Mb RAM and 60 GB HDD 512 kbps (Minimum) Broad Band Internet connection Operating System Windows XP (SP2) Internet Explorer Version 6 (with Service Pack 2) and above Internet security settings Allow Cookies. Java Runtime Environment - (JRE) 6.0J Use the URL to download Java 6.0 Runtime free. Created by: Hewlett Packard Page 9 of 53

10 3. PROCEDURE INTRODUCTION: This section details what the documented procedure(s) is and business information about when it should be used. This section also provides information about why a procedure(s) is important and the context in which it should be utilized. Contractor/Supplier Registration module has been divided into 3 parts: Submission of application for registration on e-proc portal Approval of application for registration on the portal Review/Edit/Update My Profile section Once you submit your application for registration you may see the status of your application on the e-procurement PORTAL. You will be intimated when your application is approved. 4. SUPPLIER REGISTRATION PROCEDURE: To be able to register as a Contractor/Supplier on the Procurement Portal you have to access the Portal Services using the URL: On the Right Hand Side (RHS) of e-governance PROCUREMENT PORTAL you can see links to Contractors Home Page (Contractors and Enter), Registration Process (Sign up), links for Government users and Clients. By clicking on either Contractors or on Enter you can enter the Contractors Home Page. Created by: Hewlett Packard Page 10 of 53

11 Click Sign up link (Notice the item inside blue rectangle) to start Registration Process Once registered you can come back to this page to login and manage your information. There are quite a few useful links for your help like FAQs, User Guides, link to Digital Certificate authorities, invitations for bid, bid submission and link to download important document templates like Power of Attorney and Affidavit. (Notice items below the blue rectangle in the above screen shot) The first thing in the registration process is to agree to the terms and conditions of e- Procurement. Read Terms and Conditions locate the Agree button at the bottom of the screen and click on Agree (notice red rectangle in the screen shot below) to continue with the registration process. If you disagree you will quit the registration process Click on Agree (notice red rectangle in the screen shot). Created by: Hewlett Packard Page 11 of 53

12 Application Information screen is displayed. Application Type: Click to select the appropriate option from the drop down list to indicate whether you are registering as a Company, a Sole Proprietor or a Partnership Firm. Select User Type: Click on Authorized Signatory if you are registering yourself. You may want to nominate a user. In that case ensure that you are registered as a Contractor/Supplier before choosing to nominate others. Click on Nominated User to nominate a user. Note : The Company/ Firm/Entity/Sole proprietor/partnetship, should be registered first to nominate any additional user from the respective Company/ Firm/Entity/Sole proprietor/partnership. Select Certificate: You need to use your e-token provided by your Certifying Agent that contains the details of your digital certificate. Insert the e-token in one of the USB ports of your computer and click on Select Certificate link. The details from the e-token are downloaded into the page if the token is valid. Please ensure that you have checked your browser compatibility and your e-token is signed successfully as described earlier. Digital Certificate details from your key Created by: Hewlett Packard Page 12 of 53

13 The screen looks like it is shown above after the digital certificate information is downloaded. Click Continue to proceed. If your digital certificate is valid then you will be taken to the next screen. Otherwise you will be prompted to provide a valid certificate Company Information page is displayed. You fill the following details. Type of Company: Choose from the drop down list. The options are Public limited Private limited Joint Venture Company PAN Number: As in the Income Tax Certificate. Company Name: Automatically taken from your digital certificate. Head of the your company: First and Last name of the head of company Designation: Choose from the dropdown list. The options are CEO MD Chairman Company Registration Number: As provided in your company registration certificate. Power of Attorney: Upload scanned copy of document from your system. If you are a Sole Proprietor then fill the following information Created by: Hewlett Packard Page 13 of 53

14 Your PAN number Your company name Your first name Your middle name (Optional) Your Last Name or Sur Name or Family Name Social Status from the list: Either SC or ST or HUF or Others Power of Attorney / Affidavit : Scanned copy s=aced to your desktop This is the filled page 4.4. Contact information page is displayed. Enter the following information. Building/Block Number: Your Door Number or Building Number or Block Number Street name: The street name of your location City: The name of your city or town State: The state to which your city belongs. Choose the state name from a list PIN: PIN Code of your city/town. Country: Country to which your city/town belongs. India by default. Telephone number: Entered as Country Code followed by STD Code f ollowed by the telephone number as illustrated in the following screen. Preferred Id: Your regular id. This is a very important information. You receive all important communications from e-portal services like your User ID, Created by: Hewlett Packard Page 14 of 53

15 Password etc. to your Id. Please do not use fictitious e- mail Id. Alternate Id: Additional Id. Use the alternate e- mail id you have. Web Site Address: Your Web Site URL if you have one. Click Back to change any previous information, Continue to proceed further Nature of Business screen is displayed. Created by: Hewlett Packard Page 15 of 53

16 Nature of business: Tick one or more check boxes to indicate your business (Goods-Goods Supplier, Works-Executing various works, and/or Services-Service Provider). Have you already registered with a department: If you have registered earlier with one or more government departments like PWD or KBJNL, then select YES. If Yes then four additional fields appear: The department with whom you have registered. The Class/Category under which registered Existing Registration Number. Registration date. Dates can be selected using Calendar Control alongside the date fields. Click Add to enter this information to your registration form. You can add more than one departmental registration and proceed to enter the following statutory information. If you have not registered earlier with one or more government departments, then select NO and enter the following statutory information. Bank name: Name of your banker. Branch Name: Name of the Branch where you hold your account. Branch Code: Branch Code of the branch (Optional) IFSC number: Get this information from your bank s branch. Account Type: Select the type of account you hold with this bank from the list corresponding to the option. Created by: Hewlett Packard Page 16 of 53

17 Bank Account Number: Type in your bank account number and SWIFT number carefully. Bank Account Holders Name: Name of the person who operates the account PAN: Your Company PAN is automatically displayed. VAT/TIN, Service Tax, KST and CST Please enter as applicable Registration Summary screen appears on the next screen You may get a hard copy by using Print button. Click Back if you want to correct any errors detected while reviewing the summary. Click on Register once you are through with the verification of the summary Congratulations Screen appears. Your Application Reference number and User ID are displayed on the screen. Please note down these as you will need them for the follow up process. 5. REGISTRATION FEE PAYMENT You can choose from different payment methods displayed, as shown in the following screen, when you click on Pay button to start the payment process CREDIT CARD PAYMENT Method To pay the registration fee through your credit card, click on the Credit Card (Online Payment) option. If you choose to pay the fees later click on Close button. Click Pay after verifying details on the screen that appears. Click on Pay button to proceed with payment process. Click Back if you wish to choose a different payment method. Click on OK button on the payment method confirmation window that is displayed. You will choose your card type (VISA, MasterCard). You enter your credit card details Card Details completely filled Created by: Hewlett Packard Page 17 of 53

18 The screen will look like it is shown above when you have completely filled the card details. Click on PAY NOW button to effect the payment. Your card details are verified by the payment gateway service and you will receive confirmation of payment debited to your card account if the card is valid. If the card is not valid you will receive alert about it and system will wait for you to correct any errors in the card details provided by you. A successful transaction message is displayed. Created by: Hewlett Packard Page 18 of 53

19 Registration complete screen appears and the password and the user name is mailed to your Id with Application reference number The Congratulations screen appears. Created by: Hewlett Packard Page 19 of 53

20 Your Application Reference Number is generated. Please note down this number which is required to track your application status DIRECT DEBIT method: Click on Direct Debit Using Internet Banking (Online Payment) option to pay from your bank account through Internet Banking facility. Click on Pay to proceed or Back to change the payment method on the Payment details screen. Click on OK on the confirmation window to effect the payment. Click on Cancel and then on Back to change the payment method. You will information on your screen about successful completion of payment process PAY BY NEFT: Click on NEFT (Offline Payment) option. Read the text in red at the top of the screen to understand how NEFT payment works. Scroll down to the bottom of the screen to proceed. Click Pay button to complete NEFT payment procedure. Click OK button on the confirmation screen. Click on Cancel and then on Back to change the payment method. Read the text in red color at the bottom of the Created by: Hewlett Packard Page 20 of 53

21 screen to understand how NIFT payment method works. View all details before closing the screen. Procedure to complete payment process: You need to print the NEFT form using Print the NEFT Form option at the bottom of the screen, take it to your bank, make the payment and obtain the payment reference number (Insist Bank to provide NEFT Reference no only). This reference number should be typed on the payment window shown above along with the date of payment to complete the payment process. You need to provide Bank Transaction Reference Number and Payment Date as illustrated in the screen shot below (notice fields enclosed in red rectangles) after making payment through your bank to complete the payment process BANK PAYMENT method: Click on Remittance at the bank counter-challan (Offline Payment) option. Verify details and click on Pay at the bottom of the screen. Created by: Hewlett Packard Page 21 of 53

22 Figure eProcurement - Windows Internet Explorer : Pay : Click on Pay button to proceed. Click on Back to change the payment method. Click on OK button on the confirmation window. View details before closing. You need to follow the procedure as described for NEFT payment under the heading Procedure to complete payment process above. Once you have completed the registration process verify if you obtained your user credentials (User ID and Password) through the preferred Id provided by you. You will need the User ID and Password to use the portal services for conducting any business on the portal and to add and/or modify the contents of your profile information filled during the registration process. If you have not received your credentials then please contact e- Governance help desk and follow it up. You cannot participate in any online bid unless you have your User ID and Password. So please make sure you obtain these credentials soon. An will be sent to your preferred account with your new user ID and password. You must login and change your password for reasons of security immediately. Your will look like the screen shot below PAYMENT PROCESS COMPLETION for NEFT and OTC options: When you make payments using either NEFT or OTC (Bank Payment) you will have to complete the process by entering Bank Transaction Reference number and transaction Created by: Hewlett Packard Page 22 of 53

23 date. You will notice the status indicated by a red exclamatoryu mark inside a yellow triangle as shown in the screen shot. When you click on the payment option for completing the process you are presented with the screen where you will enter the bank transaction number and date and click on Update Payment. Created by: Hewlett Packard Page 23 of 53

24 When you complete the process you will see the screen below. Payment Process completed. 6. CREDENTIALS BY Created by: Hewlett Packard Page 24 of 53

25 7. E-PROCUREMENT PORTAL APPLICATION APPROVAL The application submitted by you has been electronically sent to a central agency (i.e. Centre for e-governance) for review and approval. A security officer in the Centre for e-governance (CEG) will review the details of the application and verify: a) your authorization to represent and bid on behalf of the institution, and b) If the application fee has been submitted. The results of the verification process will be notified to the user later. If both conditions are satisfied, your application will be approved and registered to provide you with complete access to participate in e- Tendering and the subsequent use of the e-proc Portal. Created by: Hewlett Packard Page 25 of 53

26 8. PROFILE MANAGEMENT USER GUIDE Document Overview: The following document is a user guide for the contractors and suppliers registered with the Government of Karnataka using the e-procurement PORTTAL facility for updating their profiles. Using the facility the registered you can Update your contact details Update your business information Nominate users Manage your password, Upload/update your Works Experience Upload/update your Service Contract experience Upload/update your Goods Supply Experience Upload/update your Asset Details Upload/update your Financial Details Upload/update your digital certificates Upload/update documents like certificates to store in individual My Documents Before you begin: It is important to ensure that the correct conditions and pre-requisites have been established before this procedure can be executed. The following pre-conditions are required: To be able to access your profile for updating you need your user name and password assigned to you during the registration process. Please keep your most recent password if you have changed it in the past. Ensure the documents you want to upload into your My Documents are scanned and stored on your computer. Ensure that you have all details about your past experience with Government departments ready on hand along with the scanned copies of corresponding certificates. Ensure that your Internet connection is stable and fast enough for uploading documents. Uploading large documents (size in MBs) takes quite a long time and therefore you need an uninterrupted Internet connection during upload. Created by: Hewlett Packard Page 26 of 53

27 As a registered contractor/supplier Access the portal service for managing his/her profile by using the URL Log in using previously assigned credentials (User ID and Password). The service can be accessed as often as needed to update any of the information. It is recommended that you keep your profile updated to benefit from the online business model. When required information is readily available and the effort in conducting your business will substantially reduce. The online storage of information ensures that your information is available to you irrespective of your geographical location at the time of need. If a little effort is put to upload all relevant documents to the My Documents it will go a long way in avoiding a lot of last minute anxiety. Created by: Hewlett Packard Page 27 of 53

28 8.1. EDIT PROFILE: When you type the URL in your browser (Internet Explorer) and press Enter key you will see the e-governance PROCUREMENT PORTAL on your screen. This is the same screen you used for the registration process. Click on Contractors to enter the Information Page When you click on the Contractors link as shown in the above screen shot, you will get the home page where you have links to various e-portal services. Created by: Hewlett Packard Page 28 of 53

29 Contractor s page appears. On the Contractors home page click on Login link as shown in the above screen shot to access your profile. You will see a login page on your computer screen. Please type your user name and password correctly in the boxes provided on the login screen and click on Login button. If you have forgotten your User Name then there are two ways to get it. If you remember, your User Name and Password were mailed to your preferred id when you registered yourself. You can try retrieving that mail and note down your credentials. If you are unable to retrieve the mail then two links are provided on the login screen shown above. If you click on Forgot user login? link you will be prompted to provide your preferred e- mail id that you typed while registering as new supplier. If your id is valid (same as the one typed earlier) then your credentials will be mailed to the id. If you click on Forgot Password? link then you will be prompted to provide your user name. If your user name is valid (the user name exists) then your credentials will be mailed to the preferred id you provided Created by: Hewlett Packard Page 29 of 53

30 My Profile Main Menu appears. When you login successfully you will see the main menu of your profile as shown in the above screen shot. Click Edit Profile link to edit your profile Created by: Hewlett Packard Page 30 of 53

31 When you click on Edit Profile link as shown in the above screen shot your profile with options Personal/Company Information, Contact Information, Business Information and Nominate Users will appear on your computer screen as shown in the next screen shot. Click on Contact Information Figure eProcurement - Windows Internet Explorer : Contact Information : Please Note: Among the options of your profile, the first option Personal/Company Information is not editable. This is as per the discretion of the Government. The other options allow you add and edit information. Click on Contact Information to provide your contact information or to change the information provided earlier. Created by: Hewlett Packard Page 31 of 53

32 Contact Information screen appears. You can change the old information and type information left blank earlier. You may change or add the following information. Change the name of the city Change the PIN code Change your door/building/block number Change your street name Change your city/town name Change the State to which your city/town belongs Change PIN code of your place or change it Add more phone numbers You may provide an alternate address You may provide your residence land line number, your mobile phone number and any fax number if available. Click Save to transfer the changed and new information to your e-portal records. Created by: Hewlett Packard Page 32 of 53

33 Close the screen and return to Main Menu as shown in the next screen for continuing with profile management operations. Back to Main Menu After completing operation on every menu option you will have to return to the Main Menu to choose Business Information as the next option. Business Information screen Provide details of past history of Any works executed Any service contract executed Any goods supplied Store the information in your e-portal records for future reference. You can provide the following information. Select the department where registered Select Class in which registered Type your registration number Add details to record and proceed to fill your bank details. Created by: Hewlett Packard Page 33 of 53

34 Bank Details screen Fill all available information You may provide details you left blank when registering and provide details of additional bank accounts you hold. After typing the required information click on Add button to transfer the contents to your e-portal records. You come back to the main menu every time you want to access your profile options. Created by: Hewlett Packard Page 34 of 53

35 Nominate users screen Use the menu option Nominate Users of Edit Profile menu option if you want to nominate another person to conduct business online. You will need a separate e-token (digital key) for every nominated user. You use that key when nominating the user. Please insert the digital key (belonging to the new nominated user) in the USB port and click on Select Nominee Certificate. Select and confirm the e-token details. Click on Add button to transfer the details to your profile records. You may remove a nominated user from the list as shown in the screen shot below. Figure : : Created by: Hewlett Packard Page 35 of 53

36 8.2. CHANGE PASSWORD: Use this menu option to change the password assigned to you by the system when registering as a new supplier or contractor. You may change the password at any time to ensure that your confidential information is safeguarded against any fraudulent use of your credentials. It is recommended that you change your password frequently to ensure that no onlooker will be able to use your credentials. Type Old and New passwords When you choose to change your password you will be prompted to provide your old password and then the new password that you want to record as illustrated in the screen shot above. Please note the guidelines (shown framed in a red rectangle in the above screen shot) to form your password on the right hand side of the screen. This is intended to make the password complex enough to avoid guessing by anybody else. When you have successfully changed your password you will receive the message indicating that your password has been changed successfully. You will have to remember your new password to access your profile in future. Created by: Hewlett Packard Page 36 of 53

37 Please remember to note the password in a place known only to you and accessible only by you to guard against any fraudulent use of your credentials ADD / EDIT WORK EXPERIENCE: Record you previous experience of executing works for different departments of the Government. For this you click on Work Experience menu option. In Work Experience you can provide the following information for storing in your profile. Work Progress-Whether Completed or Ongoing Work Type Building, Road, Dam etc. Contract Type-Whether you were the prime contractor or you were a sub-contractor or was it a joint venture Employer-Whether the work was done for Government of Karnataka or for a Public Sector Undertaking (PSU) under Government of Karnataka or Other state or central government body. Name of employer Name of the place where the work was done. There are other items to be filled. So scroll down the screen to enter additional information. Type the name of the project Describe the work done Type Contract/Agreement Number Type the value of the work done in lakhs of rupees Created by: Hewlett Packard Page 37 of 53

38 Date on which the contract was signed Work Order Date Reason for any delay in execution Actual date of completion from the calendar Time allotted for the work Actual date of completion Any penalty was levied Financial year when the work was done Item of work done Work performed Unit-SqM, CuM etc. Quantity of work done (in units selected) Add Works details to Records The screen will look like the one shown in the above screen shot after you have successfully typed information and added your works details to your profile records. You can continue to enter your financial information as illustrated in the next screen shot. Select the financial year Type the value of work executed Type the payment received Add the financial details just typed to the records After completing entry of your financial information click on Add Financial Progress button as illustrated in the above screen shot to transfer the details to your profile. Upload certificate from Engineer in-charge Created by: Hewlett Packard Page 38 of 53

39 Upload the certificates from the certifying authority. You may upload the certificate from your computer or select from your My Documents if you have already uploaded them into your document repository on the e- portal. Click on Browse link as shown in the above screen shot for uploading the certificate from your computer. Choose File screen is displayed. When you click on Browse link for uploading the certificate you will see Choose File window screen which you will use to navigate to the location of your certificate on your computer. Created by: Hewlett Packard Page 39 of 53

40 Navigate to the place where the certificate is stored. For example if your certificate is stored in the Scanned Documents folder in the Documents folder of your computer, you double click on this folder to see the contents and to choose the right file as illustrated in the following screen shot Once you locate the document (certificate) to upload, you click on the document to select it. Click Open split button to upload the selected document. Select the certificate from the My Documents You may want to select the certificate from you re My Documents (like the My Documents folder on your computer) if you have already uploaded those in an earlier session. You use Select From My Documents link as illustrated in the above screen shot to do this. When you click on Select from My Documents link you will see a list of previously uploaded documents on your screen. Click Select corresponding to the document. Created by: Hewlett Packard Page 40 of 53

41 To select the document related to your work click on the Select on the left hand side of the screen corresponding to the row containing details of the document as illustrated in the above screen shot. Save all changes made Click on Save Work Experience button as illustrated in the above screen shot to save the details to your profile records. Click on Close to close the session to return to Main Menu. Created by: Hewlett Packard Page 41 of 53

42 8.4. ADD / EDIT SERVICE EXPERIENCE. Like Work Experience you may add your experience in executing any service contracts for the Government. To do this you click on Service Experience menu option on the main menu as illustrated in the above screen shot. Type of service-audit, Consultancy, Housekeeping, Project Management and Security Service Employer for whom the service was provided GoK, GoK PSU or Others Department KPTCL, KPWD, KRES etc. Name of the place where the service contract was executed. Assignment given to you Details of assignment Details of actual service rendered Contract or agreement number for the service rendered Value of the contract Start date for the contract Date of signing service contract Contract duration in months Scheduled completion date Actual date of completion Financial year of contract Value of service contract executed Payment received Created by: Hewlett Packard Page 42 of 53

43 Add the financial process to the records When all data has been entered you add the financial progress to your profile by clicking on Add Financial Progress button as illustrated in the above screen shot. You can upload the certificate from the certifying authority or attach a previously uploaded certificate from your My Documents as illustrated above for Work Experience. Once data entry is complete you save the information into your profile by clicking on Save service experience button as illustrated in the above screen shot ADD / EDIT GOODS SUPPLY EXPERIENCE: Like Work Experience and Service Experience you can add your experience in supplying material/goods to different departments of the Government. You can do this by choosing Goods Supply Experience menu option from the profile main menu. The following information can be entered and saved in your profile. o Who purchased goods from you o Department o Name of the place where goods were supplied o Name of the goods supplied o Detailed description of supply o Purchase Order number for the goods supplied o Date of goods supply o Value of the P.O. o Time in months given to supply the goods o Date of completion of supply o Was any penalty levied o Financial year of supply o Goods/Material category o Name of the goods/material supplied o Item Code of the material supplied o UOM o Quantity of material supplied Add Details of Supply to add details to profile records Created by: Hewlett Packard Page 43 of 53

44 After the above information has been entered you will need to enter some more information about the goods supplied as illustrated in the following screen. Click on Add Financial Progress to add details to profile records Additional information about goods supplies experience. o Financial year of supply o Value of goods supplied o Payment received Created by: Hewlett Packard Page 44 of 53

45 Upload the certificate from client from your computer. Attach certificate from your My Documents instead of uploading from your computer as illustrated in the Work Experience option. After your goods supply experience data has been entered completely, Click Save Goods Supply Experience. Click on Close button to end the session and return to My Profile Main Menu. Created by: Hewlett Packard Page 45 of 53

46 8.6. ADD / EDIT ASSET DETAILS: You may store the details of assets you own like Transport Vehicles, Earth Moving Equipments, Tools and Implements, Construction Equipments etc. in your profile by clicking on Assets menu option. You may provide the following information about your assets. o Asset Type Construction, Transportation, Quality o Asset name o Brand Name o Make o Model o Year of manufacture o Machine Specifications o Capacity o Value o Numbers owned o Registration number Click Save to save details You can add details of any number of assets using the above option. When completed, click on Close button to end the session and return to My Profile Main Menu. Created by: Hewlett Packard Page 46 of 53

47 8.7. ADD / EDIT FINANCIAL INFORMATION: You can upload your financial status information to your profile using the Financial Information menu option. In Financial Information you can provide the following. Financial year Your Gross Annual Turnover for the year selected Turnover from Civil Engineering Work Turnover from service contracts during the year selected Turnover from goods supplied during the year selected Attach Chartered Accountants certificate for the turnover typed You use Browse button as illustrated in the above screen shot to upload Chartered Accountant's certificate stored on your computer. Your screen will look like the one above when your certificate is successfully uploaded. Alternately you may want to attach the certificate already stored in your My Documents. To do this Click Select From My Documents and select the document to attach as illustrated in the Work Experience option. After completing data entry, Save your information to your profile records using Save button and then use Close button to end the session and return to main menu. Created by: Hewlett Packard Page 47 of 53

48 8.8. ADD / REMOVE DIGITAL CERTIFICATES: You can add more digital certificates that you may have purchased using Digital Certificate menu option under Edit Profile menu option. As you remember your digital certificate details will be contained in a USB key provided by the vendor. You need to use that key to add your new digital certificate. Insert the key in a USB port of your computer and click on Select Certificate button on the screen. If your key is valid the information is transferred from your key to the screen as shown in the following screen shot. Digital Certificate details from your key are downloaded from your digital key on to the screen and when you click on Register Certificate button your key details are transferred to the records. You will see the information below the label Digital Certificate as shown in the above screen shot. You can add any number of certificates. As usual click on Close button to end the session and return to main menu. Created by: Hewlett Packard Page 48 of 53

49 8.9. ADD / REMOVE DOCUMENTS IN YOUR MY DOCUMENTS: The last item of information in your profile menu is My Documents. This is identical to My Documents folder on your computer where you store documents of interest. This is the option that allows you to upload your documents like certificates into your My Documents of your profile. There is great advantage in storing your documents that you need for conducting your business in your My Documents (My Documents). While bidding for a work or service and supplying materials your documents will be ready at your hand, and the process of attaching them to a bid is also extremely fast, as the documents are available on the portal where you are conducting your business. If you depend up on some storage device on which you carry the documents to attach you are likely to misplace the device or carry wrong documents. You can always replace the old version of a document with the new version very easily using My Documents menu option. How do you upload documents from your computer into your My Documents is illustrated in the following screen shots. When you click on My Documents menu option you will see a screen similar to the one shown in the following screen shot. Follow the steps illustrated in the following screen shots to complete uploading documents from your computer to the My Documents on your e-portal profile. Click on Browse to locate and upload the document Created by: Hewlett Packard Page 49 of 53

50 Choose file screen is displayed. Navigate to the location of the document and selected the document to upload Click Open split button to upload as illustrated in the screen shot below. Click Upload to upload the selected document Created by: Hewlett Packard Page 50 of 53

51 Click in the» cell to locate your document in your My Documents after upload. Created by: Hewlett Packard Page 51 of 53

52 Document just uploaded is stored in your My Documents You can upload any number of documents with the only restriction that the individual file size should not exceed 28 MB. Usually the sizes of the documents will be much less than the limit specified. You must remember that the larger the document the more will be the time taken to upload. The time to upload also depends up on the Internet speed that you get from your Internet Service Provider (ISP) at the time of upload. End the session by clicking on Close button after upload is complete. Created by: Hewlett Packard Page 52 of 53

53 This concludes the options in Edit Profile facility provided on e- Procurement Portal. You may visit the above illustrated facility as and when you have some new information to upload or to remove unwanted information fro your profile. Click Logout after you have finished updating your profile. Created by: Hewlett Packard Page 53 of 53