This document includes instructions to help you with most actions you need to do in Emptoris. If you have any questions, please contact your IBM Representative. For more Information and Help material, please visit the IBM Emptoris Sourcing User Guide site at: http://www-03.ibm.com/procurement/proweb.nsf/contentdocsbytitle/emptoris+sourcing~emptoris+sourcing+user+guide. Note: This document covers instructions for an RFI, an RFQ, or an RFP. The instructions for responding to questions only applies to and RFI or and RFP, you can ignore if you are responding to an RFQ. Similarly, the instructions for entering prices apply only to an RFQ or RFP and can be ignored if you are responding to an RFI. The term "RFx" refers to an RFI, RFQ or RFP. TABLE OF CONTENTS Technical Information... 3 Logging In... 3 Finding and Accepting your RFx... 5 Viewing / Downloading Attachments from IBM... 6 Uploading Attachments... 7 Messaging Options & Functions... 9 Viewing / Sending Messages on RFx... 10 Responding to Questions Online... 13 Entering Prices Online... 15 Entering Prices Online: Option 1 (Single Bid)... 15 Entering Prices Online: Option 2 (Multi Bid)... 16 Offline Bidding (Questions and Prices)... 17 Instructions... 18 Multiple Currencies / Where to view Exchange Rates... 21 To view Exchange Rates... 22 Page 1 of 32
How to delete a bid... 23 How to run reports to check your bids Option 1... 24 How to run reports to check your bids Option 2... 25 How to Change your Profile Settings... 26 External Notifications... 26 Time Zone & Currency... 27 Date and Number Formats... 28 Languages... 28 Supplier Tutorial... 30 Logging out... 31 Page 2 of 32
TECHNICAL INFORMATION You will need to be at a computer equipped with either the Internet Explorer or Mozilla Firefox browsers LOGGING IN Go to the IBM esourcing Web site at: https://ibmssm.emptoris.com/emptoris/sso_login.jsp Enter user name and password in the fields highlighted in the screenshot above and then select the Login button. When you login you will be taken to the View RFx screen (unless this is the first time you have ever logged in). If you see a time zone window when you log in, your time zone has not been set up and should be adjusted. From the top-right of the screen, select your name to open a menu and select preferences: Page 3 of 32
On the preferences screen, ensure you have the correct time zone selected. You should also choose the currency you will use most of the time. Return to the View RFx screen by selecting Sourcing from menu at the top of the screen and then clicking Bids> View RFx if you are not already on the RFx list Page 4 of 32
FINDING AND ACCEPTING YOUR RFX Click on the Blue View/Respond to RFx button next to the RFx name to go into the RFx Before you are able to respond to any questions, you will need to accept the RFx, by clicking on the Green Accept button as highlighted in the red oval in the sample screenshot below. When you click on the Accept button a new window will open which allows you to provide any comments to IBM. You do not need to provide any comments, if you want to take part in the RFI you simply select the OK button in the window shown below: Page 5 of 32
VIEWING / DOWNLOADING ATTACHMENTS FROM IBM The next step is to select the attachments link which is highlighted in the screenshot below: The window that opens contains all the RFP attachments. They must ALL be downloaded. You can download files individually by clicking on their filename or initially it might be easier to click on all the boxes to the right of the screen and then click on the export button as shown below: In the next popup window click on the export button. Page 6 of 32
Once the files have been exported the data manager window will open and you can click on the link for Done Click here to download results to download all attachments at one time: The system will then allow you to choose the location you want the zip file to be downloaded (for example your desktop, RFP folder etc). If you experience any difficulties with the zip file please download each file individually. UPLOADING ATTACHMENTS To upload attachment for IBM to see, click on the same RFx Attachments link that you used to download the attachments from IBM. Page 7 of 32
This time, however, you will click on the button to Add to Add attachments Enter a name to reference the document, then click on the Browse button and find the file on your hard drive. After you have completed this for the file or files you want to attach, click on the Save button. Page 8 of 32
MESSAGING OPTIONS & FUNCTIONS Emptoris tool has two messaging options one on the header section of the tool and one on the cap area of the RFx section as shown in the below screen shot 1 & 2. Messaging option on header section of the tool of the tool gives you the option to send messages to the team members listed under your organization in the tool or to IBM with regards to a RFx by identifying the Context as and the Recipients appropriately, as shown in the below screen shot 3. The messaging option on the cap area of the RFx is used for communications between IBM Team and you with regards to the RFx. We advise all suppliers to use the messaging option on the cap area RFx that is shown on screen shot 2 when they are sending message in regards to a RFx because it automatically specifies the context, which is easy to forget otherwise. Screen shot 1 Screen shot 2 Screen shot 3 Page 9 of 32
VIEWING / SENDING MESSAGES ON RFX If you want to view or send a message to IBM using the Emptoris tool, click on the hyperlink for Messages in the cap area of the RFx This will bring up a window with messages. The first tab will display by default. This is for Received Messages Any messages that IBM has sent you concerning this RFP will be listed here. To view the content of a message, click on the hyperlink for the subject of the desired message. Note: This window also defaults to display messages from the last 10 days. You may need to make another selection in the pull down window. To send a message click on the Create Button In the next window, note that the context is already filled in for you (it will specify the RFx that you are working with) Page 10 of 32
To choose the people to sent the message to, click on the button to Please Select We recommend that you send all messages to All Hosts, this way every IBM contact receives the message in case one person is away from the office. To do this, click on All Hosts, then click on the arrow button to move it to the Selected side. Then click OK Enter a subject in the Subject: field and the body of your message in the Message: field. Click on the Send when complete. You may also add attachments using the link at the bottom Page 11 of 32
Note: To review sent messages, you need to select the tab for Sent Messages in the previous popup window. Again, you may need to select another choice to view messages older than 10 days. Page 12 of 32
RESPONDING TO QUESTIONS ONLINE Once you have downloaded all attachments you are ready to begin answering the questions. Alongside each of the questionnaires select the red Place Response button next to the questionnaire beginning with the first one: After answering all of the questions in the questionnaire, make sure you remember to click on the save button. We have not made the questions required in the system so that you may choose to answer some questions, save your work, and come back later to finish the other questions. Please understand that all questions are required to be answered before the end date of the RFP. Page 13 of 32
If, for any reason you cannot fit your response in the text box (which is limited to 5000 characters), you can attach your response to the question by selecting the paper-clip icon to the right of the text box. Once you have completed all questions in a questionnaire you should select the Save button at the bottom of the questionnaire and then select the Close button at the bottom of the Questionnaire to close the window. You will need to complete this process for each questionnaire until all questions have been answered. Once you have saved your answers you can view and amend your responses by clicking on the revise response button. Once your responses are saved, you can continue to edit your responses until the RFx closes by clicking on the revise bid. Page 14 of 32
ENTERING PRICES ONLINE Difference between SingleBid and MultiBid is: SingleBid allows you to bid on a single item at a time. Multiple Bids just displays multiple items in one screen allowing you to bid on more than one item at the same time (looks like a spreadsheet). Both SingleBid and MultiBid contains same items. ENTERING PRICES ONLINE: OPTION 1 (SINGLE BID) To find the place to enter prices, click on the Single Bid tab. Then click on any of the red Place New Bid buttons beside the item name. A new popup window will appear. You will see instructions to enter your bids in USD and the system will automatically calculate the bid in the Local currency using the exchange rate noted in the upper right part of the screen. You enter prices for all of the boxes that are in darker black print. The lighter grey print is for the fields that the system calculates for you. Be sure to click on the Save or Save and Go to Next Item Page 15 of 32
ENTERING PRICES ONLINE: OPTION 2 (MULTI BID) You can also click on the Multi Bid tab to enter prices for all the line items at one time, You enter prices for all of the boxes that are in blank box in front of each Item. Be sure to click on the Submit Bids button to submit your bids. Page 16 of 32
OFFLINE BIDDING (QUESTIONS AND PRICES) Another option for you to place bids is to use the offline bidding template. This will allow you to download a spreadsheet with all of the questions and items to price included. You can enter your responses on the spreadsheet at your convenience, and then import the responses into the system when you are finished. Please note these important instructions: Our Emptoris version supports excel 2003, 2007 or 2010 The offline bid form is a spread sheet that has the data in the specific format needed to be able to import the responses later. You cannot change the structure of the spread sheet because it will fail. You cannot change the names of the column headers You cannot move the columns in the spread sheet You cannot add columns to the spread sheet Number of decimals o If you enter more decimal places than allowed, even if you format the spreadsheet to only display 2 decimals o This will fail during import because there really are more decimal places in the entry, it is just not displayed to the user. o The import will fail, message typically says something like error on row 10, too many decimal places o The value has to be truncated to 2 decimals Page 17 of 32
Offline bidding spreadsheets cannot contain formulas o If you use formulas to calculate bids, users must to a copy -> paste special -> paste values to replace formulas. o Importing a formula will cause the import to fail Some fields require very specific format o Date field has a very specific format, including the time of day o Multi select answers have to match the choices EXACTLY You must use the offline bidding form that is specific for the RFP. Either by downloading it yourself or using the import file provided by IBM and attached to the RFx. You cannot use the offline bidding file used for the training event. The RFx name in the import file must match the RFx for which you are trying to import data. INSTRUCTIONS First, you create the offline bidding template by clicking on the Respond Offline button. In the next window, leave the choice for Download offline response template selected and click OK Page 18 of 32
On the next screen, you may keep the default file name or enter a new name for your file, then click the Export button. Make sure if you re using Excel 2003 to select XLS and for Excel 2007 and 2010 select XLSX : Once the files have been exported the data manager window will open and you can click on the link for Done Click here to download results This will bring up a popup for you to choose a place to save the file on your hard drive. After entering the responses in the spreadsheet and saving it, you are ready to import your responses. To do so, you once again click on the Respond Offline button Page 19 of 32
This time, however, you choose the 1st option to import responses and click OK In the next window, click on the browse button and find the file on your hard drive, then click on Import Page 20 of 32
The Data Manager window will come up and list your import. It will either show Done if competed successfully or Failed if something was wrong with the file. There will be a link with an error message. If you cannot correct it yourself, please contact IBM to help you. MULTIPLE CURRENCIES / WHERE TO VIEW EXCHANGE RATES For some RFx events, it has been set up to allow submitting prices in more than 1 currency. If this is the case, then where ever you are submitting prices, the system will have a pull down for you to choose the currency SingleBid tab MultiBid tab Page 21 of 32
Offline Bid Template TO VIEW EXCHANGE RATES To view Exchange rates, you can check either by clicking on the hyperlink in the cap area/upper section of the RFx. Or you can also see them in the offline bid form in the BID_RFP tab. Page 22 of 32
Or you can also see them in the offline bid template in the BID_RFP tab. HOW TO DELETE A BID The system will use the last bid as the final bid that was placed before the RFx closes. So simply placing a new bid will replace any old ones. But, if you want to delete it from the system entirely, you should click on Revise Bids/History button. There is no need to delete older bids, but if you want to, you can delete by first clicking on the Revise Bids/History button, then select the one you want to delete and click on the trash can icon. Next, in the pop up window, scroll to the right and click in the boxes to select the bids to delete, and then click on the trash can icon to delete them. Page 23 of 32
HOW TO RUN REPORTS TO CHECK YOUR BIDS OPTION 1 From the cap area, click on the hyperlink for the report RFP: Run RFP report RFQ: Run Bid Report RFI: Run RFI Report" For an RFP or RFQ Bid report, if there are bid fields other than Price Per Unit in the RFx, and you want to see the other fields you entered pricing for you need to specify them to include them in the report. To do this, in the pop up window, go to the section for "Select Attributes" and click on any of the field names that you want included in the report. You can select multiple ones by holding the control key and clicking on the next attribute (or all by clicking onthe first one, then hold the shift key will clicking on the last one. Then click OK Page 24 of 32
HOW TO RUN REPORTS TO CHECK YOUR BIDS OPTION 2 Another option is to create a new offline bid form by following the instructions back on page 15. This format may be easier to review than the report from the hyperlinks. Anytime you create an offline bid form, the system will include any responses you have already made in the system. Page 25 of 32
HOW TO CHANGE YOUR PROFILE SETTINGS You can get to your user profile settings by selecting Virtual Supply Management from the menu at the top of the screen: Then click on your screen name in the upper right select Profile from the drop down menu that appears EXTERNAL NOTIFICATIONS It is advised that you should always have your preference set to have the system send an external email to you when you get a message or system notification. This means the system will send a copy to your email address so you will not have to log into Emptoris Sourcing just to check to see if you have messages Go to the "Preferences" tab and make sure there is a check mark for the option for the system to "send an email when a new inbox item arrives". Page 26 of 32
TIME ZONE & CURRENCY You can specify your time zone on the Preferences Tab. You should the currency you will use most of the time. also choose Page 27 of 32
DATE AND NUMBER FORMATS The date and Number formats are found on both the Preferences tab and the Applications tab (under Sourcing). You need to make you selection in both places. First select the Preferences tab and make your selections there. Then go to the "Applications" tab and make the same selections there LANGUAGES Please note that there are 9 languages available on the preferences tab (see list below). These languages will apply to all modules in the application (Virtual Supply Page 28 of 32
Master and Sourcing, etc). If you wish to use one of these languages, select it on the preferences tab. There are 6 "extra" languages available in the sourcing module. If you want to use one of these, first choose a language back on the preferences tab which will apply when you are in Virtual Supply Master, then choose one of the extra languages in the applications tab under sourcing. This is the language that will apply when you are in Sourcing. Page 29 of 32
After making any changes, click the OK button on the bottom left of the screen to save it. Return to the View RFx screen by selecting Sourcing from menu at the top of the screen and then clicking Bids> View RFx if you are not already on the RFx list SUPPLIER TUTORIAL The tool also has an In-Built Supplier Tutorial. In order to get to the Tutorial, you need to be in Sourcing and select the Question Mark icon and then Help : This will bring up the supplier tutorial window: Page 30 of 32
LOGGING OUT Select your name on the top-right of the screen to open a small menu and then select Logout : For more information and help material, please visit the IBM Emptoris Sourcing User Guide site at: http://www-03.ibm.com/procurement/proweb.nsf/contentdocsbytitle/emptoris+sourcing~emptoris+sourcing+user+guide Page 31 of 32
Page 32 of 32