Managing ITC Tenders & Approvals in the esourcing Portal (TTS)

Transcription

1 Managing ITC Tenders & Approvals in the esourcing Portal (TTS)

2 TTS - Basic Process Flow Chart PAGE 1

3 Contents FOREWORD LOGIN & NAVIGATION ITC PROJECTS CREATING ISSUE NEW TENDER REQUEST FORM SENDING ISSUE NEW TENDER REQUEST FORM FOR APPROVAL PUBLISHING RFQ/ITB CREATING AND COMPLETING AWARD REQUEST FORM SUBMITTING AWARD REQUEST FORM FOR APPROVAL AWARDING RFQ/ITB ON ESOURCING PORTAL CREATING AND SUBMITTING ADDITIONAL REQUEST FORMS CREATING AND COMPLETING VARIATION REQUEST FORM SUBMITTING VARIATION REQUEST FORM FOR APPROVAL RECALLING AN APPROVAL REQUEST CHECKING THE STATUS OF AN APPROVAL REQUEST REJECTION AN RFQ CANCELLING AN RFQ PAGE 2

4 Foreword This document has been created to support Commercial users in managing ITC Tenders through the esourcing portal. Commercial users that are only required to Approve ITC request forms should consult the Guide titled Responding to Approval Requests in the esourcing Portal (TTS). PAGE 3

5 1 Login & Navigation Access the KNPC esourcing Portal via - and Login. If you have been setup on the KNPC esourcing portal use the login details provided to access the site. Your Username is your 6 digit KNPC number. If at any stage you forget your password please use the "Forgot your password?" link on the homepage to request a new one. Once logged in navigate to the Projects area. PAGE 4

6 Click on your RFQ created under Project Title to start with the Workflow. 2 ITC Projects All RFQs/ITBs below 30,000 K.D. will be created in the esourcing portal without workflow. All RFQs/ITBS over 30,000 K.D. will be created in the esourcing portal with workflow to support the approval cycle. 3 Creating ISSUE NEW TENDER Request Form Prior to issuing an RFQ above ITC value (excluding single source) necessary approvals must be sought. Issue new tender click on Request for Tender Issuance. PAGE 5

7 The steps on how to proceed will be available in the task instructions. PAGE 6

8 Click on Issue New Tender Template under Auto Create Template links. OR PAGE 7

9 Enter the new title Issue New Tender MAXIMO RFQ/ITB number and click on Create. The Request Form is now created under Objects in the Task. Click on the request form created. Click on Custom Functionality to import information from MAXIMO. Click on Save then on Close after the Additional info imported correctly. PAGE 8

10 Click on Import project additional info. PAGE 9

11 Click Save. Click Close. Click on Edit Response to complete the Request Form. PAGE 10

12 Click on Save and Return after the mandatory information have been completed and then click on Submit Response. PAGE 11

13 Click on Back to List to the Project Workflow. PAGE 12

14 Click on Request for Tender Issuance to start adding the Approval Users. 4 Sending ISSUE NEW TENDER Request Form for Approval Click on Request Approval PAGE 13

15 Enter the Description of Approval select the list of Approval based on the Estimated Value of the RFQ/ITB (ITC approvals; ITC and HTC approvals; ITC, HTC and CTC approvals). Click on Edit Selected List, add your Senior and Team Leader, click on Save and then sort them to be shown as sequence approvals. PAGE 14

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18 When the List of the approvals has been setup correctly click on Send Approval Request. PAGE 17

19 By clicking on Approval you can see the status of your request if it is Pending, Approved with the details by clicking on Approval Title. PAGE 18

20 When the ITC Approved then the Workflow status of the Task 1.1 Request for Tender Issuance will change automatically from Running to Completed. PAGE 19

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24 5 Publishing RFQ/ITB When the RFQ/ITB Published from Maximo the Status of the Task 1.2 Publishing Tender and Bidding management will change automatically from Not Started to Running and the RFQ/ITB will be Created and Published under it. PAGE 23

25 The same process for the Opening of the RFQ/ITB will continue as currently happening Bravo. PAGE 24

26 In the Final Evaluation Stage, after the Evaluation of the ITC Committee and all the Evaluators, the Procurement/Contract Specialist will be able to do Pre-Award only and will not be able to see the Award Button till he gets Approval from the ITC Committee to Award. PAGE 25

27 When the RFQ/ITB is under the stage of Final Evaluation Pre-Awarded then you can complete this task and move to the task of Request to Award. Click on 1.2 Publishing Tender and Bidding management Change the Status Manually by clicking on Change Status and hit the Button Completed. PAGE 26

28 After the Status is Completed, click on Promote Objects to promote the RFQ/ITB to the next Task Request to Award and then Close. PAGE 27

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30 As per the Workflow below the Task 1.2 has been Completed and the Task 2.1 start Running and the RFQ/ITB moved with it. 6 Creating and Completing AWARD Request Form 2.0 Tender Award To issue Request to Award click on Request to Award and read the Task Instructions. PAGE 29

31 Click on Award Template under Auto Create Template links. OR PAGE 30

32 Enter the new title Request to Award - RFQ/ITB number and click on Create PAGE 31

33 Award request Form is now created under Objects in the Task, Click on Request to Award RFQ/ITB # Click on Custom Functionality, import the additional information by clicking on Import project additional info button, click on Save then on Close after the Additional info imported correctly. PAGE 32

34 Click on Edit Response to complete the Form with the Mandatory information. PAGE 33

35 Click on Save and Return after the mandatory information have been completed and then click on Submit Response. PAGE 34

36 Click on Back to List to the Project Workflow. Click on Request to Award to start adding the Approval Users. PAGE 35

37 7 Submitting AWARD Request Form for Approval Click on Request Approval Select the object request and click Continue Approval Request Fill the Approval Description select the list of Approval based on the Estimated Value of the RFQ/ITB (ITC approvals; ITC and HTC approvals; ITC, HTC and CTC approvals). Click on Edit Selected List, add your Senior and Team Leader, click on Save and then sort them to be shown as sequence approvals. PAGE 36

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40 When the List of the approvals has been setup correctly click on Send Approval Request. PAGE 39

41 By clicking on Approval you can see the status of your request if it is Pending, Approved with the details by clicking on Approval Title. PAGE 40

42 When the ITC Approved then the Workflow status of the Task 2.1 Request to Award needs to be changed Manually from Running to Completed. Click on the Task 2.1 Request to Award. PAGE 41

43 Change the Status Manually by clicking on Change Status and hit the Button Completed. PAGE 42

44 After the Status is Completed, click on 2.2 Award and change the status from Not Started to Running. PAGE 43

45 Click on 2.1 Request to Award and move the RFQ from 2.1 to 2.2 Award PAGE 44

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47 Once the RFQ has been moved to 2.2, click on Confirm to have the button Award in the RFQ PAGE 46

48 8 Awarding RFQ/ITB on esourcing Portal Now the Button Award will be available to the Procurement/Contract Specialist to Award the RFQ/ITB to the winner Vendor. PAGE 47

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50 After the Status changed to Award, the Senior Procurement/Contract Specialist can transfer the bid to Maximo and click on the Task 2.2 Award and change the Status to Completed. PAGE 49

51 9 Creating and Submitting Additional Request Forms For Creating an Additional request, you have to Activate the task 1.3 Additional ITC Request Forms. Once it is activated many Template will be shown to create your Additional Request. PAGE 50

52 To activate any of these additional request, you have to click on the Task Additional Request and change the status to Running. PAGE 51

53 Once the status changed to Running then you will be able to create any of the Additional Request in the same way of creating new Issue Request Form by clicking on one of the Template below and complete the process. 10 Creating and Completing VARIATION Request Form To Create Variation Order Request form, first the task 2.2 Award should be under Running status and then you have to click on Active button under Variation order. PAGE 52

54 Click on Variation Order Task and change the status Running. To issue Variation Order click on Variation Order Request and read the Task Instructions. PAGE 53

55 Click on Variation Order Template under Auto Create Template links. PAGE 54

56 OR Enter the new title Variation Order - RFQ/ITB number and click on Create Variation Order Form is now created under Objects in the Task, Click on Variation Order RFQ/ITB # PAGE 55

57 Click on Custom Functionality, import the additional information by clicking on Import project additional info button, click on Save then on Close after the Additional info imported correctly. PAGE 56

58 Click on Edit Response to complete the Form with the Mandatory information. PAGE 57

59 Click on Save and Return after the mandatory information have been completed and then click on Submit Response. Click on Back to List to the Project Workflow. PAGE 58

60 Click on Variation Order Request to start adding the Approval Users. 11 Submitting VARIATION Request Form for Approval Click on Request Approval OR Enter the Description of Approval select the list of Approval based on the Estimated Value of the RFQ/ITB (ITC approvals; ITC and HTC approvals; ITC, HTC and CTC approvals). PAGE 59

61 Click on Edit Selected List, add your Senior and Team Leader, click on Save and then sort them to be shown as sequence approvals. PAGE 60

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64 When the List of the approvals has been setup correctly click on Send Approval Request. PAGE 63

65 By clicking on Approval you can see the status of your request if it is Pending, Approved with the details by clicking on Approval Title. When the ITC Approved then the Workflow status of the Task 3.1 Variation Order Request will be changed Automatically from Running to Completed. PAGE 64

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68 12 Recalling an Approval Request To recall an Approval Request already issued navigate to the relevant Project and Task with the status of Awaiting Approval. Click on the task name. Once within the task click on the link labelled Approvals. PAGE 67

69 Within the Approvals section a list of approval requests relating to this task will be displayed. Click on the title of the Approval Request that is pending. PAGE 68

70 Click Recall Approval to stop the approval request. Confirm the action and add any relevant comments for audit trail purposes. PAGE 69

71 13 Checking the Status of an Approval Request To check the status of an approval request that is still pending navigate to the relevant Project in Bravo. Once in the Project click on the task that is awaiting approval. PAGE 70

72 Once within the task click on the link labelled Approvals. Within the Approvals section a list of approval requests relating to this task will be displayed. Click on the title of the Approval Request that is pending. PAGE 71

73 You can now see the list of approvers and who the approval is pending with. PAGE 72

74 If you want to see approver comments/attachments or want to export a pdf report on the approval history this can be done by clicking the button at the top of the page titled Approver Comments. 14 Rejection an RFQ During the Request to Issue stage, the Approval request is sent by Buyer to the list of Approvals and 3 kinds of steps are as below: - If the Approver Deny and the RFQ requires only a minor change in Bravo then Buyer updates the request form and resends. - IF RFQ is to be cancelled then the Buyer must change the project status to Cancelled. This should be reflected in Maximo. - IF RFQ requires updating in Maximo before it can be resent for approval then you navigate to the project settings and click on Edit button, change the Additional field Maximo Update to Yes and click on Save. A task runs that checks the value of this field and if updated to Yes then the status in Maximo changes to In Progress. The Project number will disappear in Maximo and so that when the user resends the information it updates the additional information fields in a new project. PAGE 73

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76 15 Cancelling an RFQ To Cancel an RFQ that has been rejected by the ITC Committee navigate to the Project in the esourcing portal. Click Change Status to Cancelled to make the cancellation in the esourcing portal and in MAXIMO. You will be asked to confirm this action as once completed the action cannot be undone. Click Confirm to Cancel the Project/RFQ/ITB in both the esourcing portal and in MAXIMO. PAGE 75

77 The Project Status is now cancelled. PAGE 76