NATIONAL GUARD HEALTH AFFAIRS LOGISTICS & CONTRACTS MANAGEMENT I-Supplier Portal SIGN UP NOW SUPPLIERS REGISTRATION DEADLINE 17 AUGUST 2011 TRANSACT AND COMMUNICATE ON LINE
The material in this booklet is considered to be proprietary material for use by the National Guard Health Affairs Authority. It may not be copied, reproduced, or distributed without written permission from the Executive Director of the Logistics & Contracts Management, NGHA. For internal use only copyright 2011 NGHA Page 2
isupplier Portal Overview The isupplier Portal is a web-based tool which structures all communication between NGHA and suppliers through a secure internet portal, with online Purchase Order collaboration, and paperless fulfillment. Previously NGHA relied on email and phone communication to coordinate procurement activities with suppliers. It used paper forms to facilitate supplier registration and manually enter all supplier data. The NGHA isupplier Portal module introduces a supplier self-service model which allows suppliers to register and manage their administrative information, receive bid documents, submit bid responses and receive invoice/payment status online. As a supplier using Oracle isupplier Portal, you have real-time access to information (such as purchase orders, invoices, payments and your company s registered information with NGHA). Page 3
What are the benefits of isupplier Portal (isp)? The isupplier Portal (isp) gives suppliers the ability to directly access information and enter business transactions online in a secure, self-service environment. ISP provides visibility across the procurement-topay life cycle, building a collaborative environment where NGHA buyers and suppliers become integrated partners as both parties are able to access the same information over the Internet. Suppliers must first register via the "supplier registration" process then they can inquire across a range of web pages that include information, such as current purchase orders and supplier agreements. Suppliers can also gauge their performance and efficiency by reviewing the following information: receipt histories purchase order histories returns outstanding overdue receipts open delivery schedules on-time delivery performance Invoice and payment information can also be shared over the Internet, including when invoices were received and when payments were sent. ISP also enables suppliers to proactively learn about their service level in areas, such as progress against long term agreements, time-critical delivery information, purchase order changes, and delivery performance information. All views are shown at a high level but can be drilled down to view the specific documents associated to the inquiries. Page 4
At NGHA we believe that the isupplier Portal (isp) will offer a wide range of advantages for registered Suppliers, as well as, to Internal NGHA Users. The following statements detail some of the important advantages that registered Suppliers should enjoy as they use the isupplier Portal (isp) process: Elimination of those lost Purchase Orders sent via faxes and/or emails that are not being successfully transmitted to, or received by Suppliers. Electronic data concerning new PO s, change order requests, etc. will be instantaneously available within each Supplier s secured Home Page. Future NGHA PO s will reside electronically within the isupplier database resulting in less man-hours wasted with filing paper PO s. Real-time electronic feedback on PO s Immediate email notification to the isp Users with information pending PO s requiring attention. Enables more accurate information sharing, and communications surrounding the entire PO Commitment Process. Provide each isp USER a discrete portal into a secured, web-based, information data warehouse. Enables a reduction in Supplier man-hours wasted due to non-value Added telephone inquiries, investigations, and/or information search concerning PO Status, delivery history, or selected invoice information. KEY ADVANTAGES of isupplier PORTAL Reduced Cycle Times through Interactive Information Sharing across the entire Order Acknowledgement to Fulfillment cycle. Secured Data Base of Information offering a Higher Degree Information Integrity on PO s. Establishment of a Closed Loop Process that is easily accessible, highly interactive, and globally expandable in the PO review, tracking, and acknowledgement process. Higher Quality of Collaborative Communications between NGHA and Suppliers to avoid surprises in the Acknowledgement to Fulfillment execution process Informative Invoice Inquiry for registered isp Suppliers. Page 5
Is isupplier Portal (isp) secure? Yes, it is highly secure application and ISP Security strategy is explained below. Self-Service Web Applications Security Strategy Oracle s Self Service Web Applications security strategy is composed of: The user registration process and user-level password protection Record-level security to ensure that each user views only the assigned set of data; known as securing attributes Column-level security to ensure that specific data columns can be hidden from users; known as excluding attributes Time and hit limits for each connection session Secure Sockets Layer (SSL) connections to secure the communication line between the user and the systems. HTTP cookie technology to ensure that the appropriate client is communicating with the appropriate server during a communication session. Encryption technology ensures that users cannot simply change the URL line to access unauthorized information. Page 6
What is the minimum Hardware and Software requirement to access isupplier Portal? You will need to use a Pentium PC with an Internet connection and Internet Explorer 5.5 or above browser, PDF Adobe Acrobat and an email address to use isupplier Portal. Page 7
I don t have access to isupplier Portal. How can I get access to isupplier? If you are an approved supplier doing business with NGHA, please contact Expediting Section or send an e- mail to expediting@ngha.med.sa. Currently, NGHA is providing access to registered suppliers as we are in the initial stage of isupplier rollout. You must be invited to get access to isupplier Portal. If you are not an NGHA approved supplier, please send in your request and Expediting Section will respond accordingly. What is my username? You will receive your username and temporary password when you receive your invitation to register. In general, your username will be the e-mail address used to create an account with NGHA isupplier Portal. All communications will be sent to this e-mail account. In some cases, the username will be the supplier number followed by the email address. This will be used if you need to access more than one supplier record on isupplier Portal. Who will notify me when my account is created in NGHA isupplier Portal? NGHA isupplier Portal will send an encrypted e-mail that contains your email address and temporary password when an account is established for your organization. Check the e-mail address submitted by your organization to Expediting Section to access isupplier Portal. You must log into the application within 14 days of receiving your credentials, otherwise, your account will be locked. I typed my password incorrectly 5 times, now my account is locked and I am unable to login to NGHA isupplier Portal? You need to send an e-mail to expediting@ngha.med.sa so we can reset your password. Currently isupplier portal will automatically lock the account after five invalid attempts and you won t be able to access until NGHA releases the lock. This is enabled for NGHA security reasons. Page 8
I forgot my password to login to NGHA isupplier Portal. Who should I contact to get a new password? Send an e-mail to expediting@ngha.med.sa so they can reset your password. A new password will be generated by the NGHA isupplier Portal system and an encrypted e-mail will be sent to your account. You must log into the application within 14 days of receiving your credentials, otherwise, your account will be locked. I have not used isupplier Portal for over 90 days; will my original logon still work? No, if isupplier Portal has not been accessed within 90 days, the logon will be de-activated. You will need to email expediting@ngha.med.sa to request your account to be activated. How often should I log onto the isupplier Portal? This depends on your business needs. NGHA isupplier Portal will send you an e-mail notification when an action is required from the supplier. Why does the system log me out after only 30 minutes of inactivity? For security purposes you will be logged out after a period of inactivity. When I logon to the isupplier Portal, I get an error. Please report this error to expediting@ngha.med.sa. This may be due to an Applications upgrade or maintenance. How do I get support if I have a problem using isupplier Portal? You can contact your Buyer or send an e-mail to expediting@ngha.med.sa. Is training available for isupplier? NGHA has created a user guide to help suppliers navigate through the isupplier Portal. The manual is available on the NGHA suppliers website http://www.ngha.med.sa/arabic/pages/vendorsmain.aspx. You can also request for a copy of the document by sending an email to expediting@ngha.med.sa. This document is periodically updated by NGHA so always use the latest version. However, right after the go-live there will be limited training sessions during the month of August to register and train suppliers. Page 9
Does each person in our site get a separate login to access NGHA isupplier Portal? Yes, NGHA will provide a separate username and password for each supplier user. There is another person in my company who wants to access isupplier. How do I request for access? Send an e-mail to expediting@ngha.med.sa and provide the following information: First and last name; mailing address; e-mail address and phone number. Also provide their Job Title and explain their role in your company. The Expediting Section will review the request and register the user if appropriate. How can I be registered? If you have supplied goods or services to NGHA in the past and do not have log-in credentials, you should set up a log-in username for the NGHA isupplier Portal. The following steps explain the process for setting up a NGHA isupplier Portal user: Request NGHA isupplier Portal Login ID Complete I-Suppliers Portal Registration Form NGHA Review NGHA reviews and approves user application. Approved applicants are emailed a Username and Password to access the NGHA isupplier Portal. Receive Approval E-mail from NGHA E-mail will have a link to the NGHA isupplier Portal as well as the unique Username and Password for the registered user. The user clicks on the link to launch the NGHA isupplier Portal and logs in with the Username and Password. Register Other Users Additional users for your company can register via the NGHA isupplier Portal by following these steps. Every additional registered user must have a unique email address to receive their own login and password. Page 10
I do not receive any e-mail notifications from NGHA isupplier Portal? You need to notify expediting@ngha.med.sa or your Buyer to fix this problem. NGHA isupplier Portal will only send e-mail to the e-mail address registered on the portal. If your e-mail is a personal account and was not used for registration, you will not receive any e-mails. How can I view all the notifications sent to me via isupplier Portal? On the isupplier Home Page under Worklist, click on the Full List button and select the appropriate notification type from the dropdown list. Is it possible to have the e-mail notifications sent to more than one e-mail address? isupplier Portal sends workflow notifications to the e-mail address of supplier users that are registered on the Portal. Depending on the specific action required, the system will identify the appropriate supplier user based on their assigned responsibilities. Page 11
Can I see the status of my invoice and if it has been paid? Yes, you can access the isupplier Portal and review an invoice and its status from the Account tab. Do we have to use the isupplier Portal to invoice NGHA? You can use your current method of sending invoices to NGHA. Currently, the online invoice feature is only available to suppliers with purchase orders. NGHA would like to encourage these suppliers to submit invoices through isupplier. I created an invoice on isupplier. However, I cannot find the invoice that I created when I search for invoices? Invoices created on isupplier are reviewed and processed by Accounts Payable. It takes some time for this process to be completed. If your invoice is approved, the invoice will be show up on the query after the processing period. If you have any questions about invoices, please contact Accounts Payable. Page 12
What are things I can do with the isupplier Portal? Acknowledge Purchase Orders As a supplier, you can record purchase order acknowledgments online, respond to a notification, or record several acknowledgments from a central web form. The purchase order is automatically updated with your response and a notice is sent to the buyer. Both the supplier and buyer are notified when acceptance has not been recorded by the acceptance due date. Change a Purchase Order Promise Date for Delivery Items As a supplier, you can communicate a change in a promised date of a purchase order online at the Orders Tab. Select the Purchase Order to be updated and then click on the reschedule button. The request for change is then sent and routed within NGHA for approval. An approval action automatically updates the purchase order with the date change, whereas a rejection routes an exception notification to you, the supplier. Page 13
Enter Advance Shipment Notifications Oracle Purchasing supports the use of Advance Shipment Notices (ASN). The ASN contains details including: shipment date shipment and time identification number expected receipt date (due date) packing slip data and freight information item detail including cumulative shipped quantities purchase order number, including releases purchase order due date returnable container information As a supplier, you can also send billing information through an Advance Shipment and Billing Notice (ASBN). These *ASBNs contain currency and invoice amount information. Page 14
Forecast With ISP the Supplier is provided with the ability to view the planning and forecast schedules. There will be 52 weekly buckets and quarterly buckets of forecast information on the screen. Review Delivery Schedules The Supplier has access to information about open delivery schedules. This includes shipments that are past due, which help in planning shipments of goods to the buying organization. Page 15
Review Receipt and Return History The Supplier can explore a historical view of all receipts that have been recorded for the shipped goods. This allows the supplier to track its delivery performance for every shipment made and viewing the return information as well as accessing the results of inspected goods. On-Time Performance With the On-Time Performance the supplier can view historical delivery status. Base line for on time is 3 days early / 0 days late Early On-time Late Review Invoice & Payments The Supplier can review the status of their invoices and payments. Access to this information helps eliminating the need for purchasing and payables departments to handle routine supplier inquires. Supplier Item Summary Use the Supplier Items screen to view summary information such as purchase orders, overdue orders, receipts, defects, returns, on-time performance and invoices for items that are sourced to supplier through the Approved Supplier List (ASL). Page 16
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