Statement of Work (SOW) RFX Response Training guide

Transcription

1 Updated: September 2016 Statement of Work (SOW) RFX Response Training guide Hewlett Packard Enterprise Global Procurement

2 End to end process workflow SOW Request Evaluate & Source Engage (SOW) Implement & Complete Hewlett Packard Enterprise BUYER SUPPLIER HPE RFX HPE Evaluate & Source RFX Supplier RFX Response HPE Creates SOW Supplier Reviews SOW HPE Finalizes SOW Supplier Accepts SOW HPE submits Purchase Order Supplier Receives Purchase Order HPE Approves Invoice Supplier Invoices via HPE s Invoicing website Supplier payment Hewlett Packard Enterprise BUYER SUPPLIER - If you are awarded the work, Hewlett Packard Enterprise creates a Statement of Work for your review.

3 Respond to RFX Topic Pages Open and review RFX 4-6 Chat message 7-8 Respond to RFX 9-14 Answer RFX questions Submit response or withdraw 20-22

4 Open and review RFX

5 Open and review RFX Active RFX are available from the Work Items menu under RFX / Respond. Prior to responding, review each section by selecting the tab for Details, Clauses, Characteristics, and Questions. On the Details screen, look at the Responses Due Date. Take action as needed prior to this dates. Responses Due Date: last date to submit your RFX to Hewlett Packard Enterprise TIP: Find any status RFX in the View menu. If needed, sort the list using the search columns and select Filter.

6 RFX Attachments Attachments are located at the end of the Details page. Select View to open. If you need to edit a document, select Download Attachment. Resave the updated document with a new filename and attach during your response. NOTE: Documents are saved as Word documents. By default, track changes is enabled to easily identify updates made. Ensure track changes is turned on before you edit the document.

7 Chat message

8 Chat during RFX The Chat feature can be used to initiate communication with Hewlett Packard Enterprise. Chats are visible immediately and can be accessed directly from the main RFX screen. HPE Sourcing contacts will receive an notifying them there is a chat waiting. To send a Chat, select the icon near the top right corner of the screen. Ensure you are on the Hewlett Packard Enterprise tab and enter your message and select Save. When Hewlett Packard Enterprise responds to your chat, you will receive an notification and the chat will be visible in the chat window. IMPORTANT: To send a message to all suppliers, select All Suppliers. Do not include any identifying information about your company when using Chat to all suppliers.

9 Respond to RFX

10 Respond to RFX Select Respond to open the response screen. Read the important terms and conditions. Answer the four questions at the end of the page. If you updated the Exhibits or other documents received as part of the RFX, select Add Attachments to upload. Attach new documents as needed. NOTE: Documents will default as Public visibility. If you have attached documents that are only for your company use, change to Private.

11 Clauses The standard clauses available cannot be changed or removed. If you need to add additional information to any clause section, select Add Category and enter a title for the clause. Select Add Clause to enter the clause detail. To edit or remove a clause that has been added, hover over the clause content and select the X to remove, the cross to re-order, or the pencil to edit. NOTE: If you have any questions regarding clauses, send a Chat to Hewlett Packard Enterprise. (Chat can only be created from main RFX screen, not inside the response screens.)

12 Characteristics The Exhibit A document attached (or other documentation) should provide the information you need to enter your Characteristics. The next few slides explain in detail each type of Characteristic that can be added Don t forget to add your Presented Budget, based on your summary calculations once the characteristics have been entered.

13 Define Fees This section is used to set up a rate structure for a role or job description To add a Fee, check the box. This opens up a new section with the choice: Add Fees or Copy Fees. Select Copy Fees. Pre-defined fees are already loaded. Do a search for the type of fee/role you require. Search by Description Select the correct fee and click the Add Selected button Fill out the appropriate fields Rate/Unit Maximum Units (optional) Select Calculate Fee Rate Amount to calculate budget Repeat steps to add additional fees If the required fee is not pre-loaded, select Add fees and fill in appropriate fields, as shown above

14 Define Management Events This section is used to add events that do not trigger monetary payments. To add a Management Event, check the box. This opens up a new section with two choices: Add Management Event and Copy Management Events To add a new event, select Add Management Event and fill in the following fields Type Single or Recurring Deliverable Owner Buyer (HPE) or Supplier Name Name of event Description (optional) Brief description of the event Due on Due Date To copy management events from a library, select Copy Management Event and do a search for the event you want to copy. Select the Type Search by Name or Description Select the correct event and click the Add Selected button Fill out the appropriate fields as needed (see above) Repeat above steps to add additional Management Events

15 Define Schedules This section is used to define monetary events. (i.e. Supplier is paid xx every month) To add a Schedule, check the box. This opens up a new section with two choices: Add Schedule and Copy Schedule To add a new schedule, select Add Schedule and fill out the following fields Can Supplier change amount prior to invoicing the schedule Type Rate/Unit Name Period # of Units To copy a new schedule, select Copy Schedule and do a search for the schedule you want to copy. Select the Type Search by Name or Description Select the correct event and click the Add Selected button Fill out the appropriate fields as needed (see above) Repeat steps to add additional Schedules

16 Define Events Used to define Analysis, development, and testing. To add an Event, check the box. This opens up a new section with two choices: Add Event and Copy Event To add a new event, select Add Event and fill out the following fields Can Supplier change amount prior to invoicing the Event? Name Description (optional) Date (optional) Amount To copy an event, select Copy Events and do a search for the schedule you want to copy. Search by Description Select the correct event and click the Add Selected button Fill out the appropriate fields as above Repeat steps to add additional events

17 Review Options on the Review page: Make Changes: select to edit any section Answer Questions: select to answer the RFX questions, if available for the engagement (also saves the response) Complete Later: select to save the response if you are not ready to submit the RFX to Hewlett Packard Enterprise Submit: select when the response is complete and ready to send to Hewlett Packard Enterprise

18 Answer Questions

19 Answer Questions The questions screen can be accessed in two ways. Select Answer Questions on the review screen (see previous slide) Select the Questions tab on the main RFX page

20 Questions Questions are displayed in sections. A section can have multiple categories and a category can have multiple questions. Highlight a section and select Edit to answer the questions for the section selected. NOTE: Repeat the above for each section of questions.

21 Questions Answer the questions. If needed, add attachments to provide additional information. Select Update to save answers.

22 Questions Once your answers are final, select Reviewed for each highlighted section. After a section is reviewed, you will not be able to change answers to the questions

23 Submit RFX response

24 Submit RFX When you have completed your response, select Submit. If you see a message stating your data has not been saved, select the Clauses and/or Questions tab and mark the items as Reviewed, then select Submit.

25 Withdraw RFX You can Withdraw your response at any time prior to the response due date. If you need to make changes to your response or add documentation, select Withdraw. Ensure you resubmit your response prior to the response due date. NOTE: Send a Chat message to Hewlett Packard Enterprise to inform Hewlett Packard Enterprise why you have withdrawn.

26 Thank you