Supplier Directory User Guide: Procurement Support Centre Procurement Support Centre December 30, 2015
Contents Supplier Directory Goal:... 2 Login Screen... 2 Approvals menu button... 3 Supplier Accounts Requiring Approval... 3 Approve a supplier record... 3 Reject a supplier record... 4 Suppliers menu button... 6 Manually add a supplier... 6 How a manually added supplier can take control of their account... 7 Edit an existing supplier record... 8 Remove supplier details/account... 11 Account Activities tab... 12 Admin menu button... 13 User Management... 13 Public User Account Management... 15 Help / User Guide Documentation... 17 System Parameters... 20 Community Lookup Table... 21 Industries Lookup Table... 23 Accessing the Supplier Directory Outlook Public Folder... 26 Create a shortcut to the Supplier Directory public folder in your Outlook... 26 Respond to e-mails using the Supplier Directory email account... 29 Support and Contact Information... 30 1 of 31
Supplier Directory Goal: The purpose of the Supplier Directory is to: 1. Provide a central repository for supplier information, searchable by skill-sets and industry categories. 2. Enable the supplier to update their own information, with changes reflected on the public website in real time. Gives piece of mind to the contractor/business that their information is up to date and accurate. 3. Minimize and, where possible, streamline the current time consuming manual process by Procurement Support Centre for getting the information from the supplier into directory. 4. Prevent supplier information from becoming stale, with yearly reminders to verify supplier details, and removing entries that have not been verified after a set time period. 5. Enable a degree of data integrity by maintaining a log of changes to information and any automated e-mails sent by the system. 6. Easily create and obtain data via system reporting (e.g. Supplier details for all suppliers that have carpentry skills in a particular location). 7. Ensure the data contained is as accurate as possible. 8. Provides data in real time, accessible by the public and YG users Login Screen: Access to the Tender Management System (TMS) for Internal Yukon Government Employees (NOT suppliers) is via their web browser and this address: https://apps.ynet.gov.yk.ca/sds-admin/f?p=159 In order to be able to login to the Supplier Directory, Procurement Support Centre must train or approve the user before they authorize their account. PS Centre controls the user s permissions level: Procurement Support Centre approve/edit supplier details does not see the Admin button/features. System Administrator full system access, can perform tasks under the Admin button. Once authorized, a user logs in using their YNET Username and Password. 2 of 31
Approvals menu button: Upon login to the Supplier Directory, the first page to be displayed is the approvals view. This is a list of all suppliers that have recently created or submitted changes to their business details which Procurement Support Centre must review and approved before these details appear in the public supplier directory search. Supplier Accounts Requiring Approval When the Supplier creates or modifies their account, an email notification is sent to Procurement Support Centre (PS Centre) notifying them of this (supplierdirectory@gov.yk.ca). The account will display in the above Supplier Accounts Requiring Approval list. To approve a supplier, click on the relevant supplier from the list. Approve a supplier record Click Edit Supplier 3 of 31
Review the details and test the user s web site link they may have entered to ensure the site is appropriate. If all is OK, scroll to the bottom of the screen and click Approve Supplier. NOTE: If a supplier is making changes to an existing account, their previous business details will continue to be shown on the public site until the new changes are approved by PS Centre. If this is a new supplier account, no details will be shown on the public site until approved by PS Centre. Reject a supplier record To reject a supplier record (e.g. for inappropriate content) on the supplier details edit screen click the Reject button. 4 of 31
Enter a reason in the comments field and Click Reject Supplier. This will then be added to an automated email and sent to the supplier advising that they need to make changes to their account and resubmit it. The supplier will receive a notice of rejection email. They must make the relevant changes as per the comment PS Centre had provided and resubmit the changes. NOTE: If a supplier is making changes to an existing account, their previous business details will continue to be shown on the public site until the new changes are approved by PS Centre. If this is a new supplier account, no details will be shown on the public site until approved by PS Centre. 5 of 31
Suppliers menu button: This list shows all the suppliers that can be displayed via the public Supplier Directory search page. Manually add a supplier A supplier that completes a manual registration form can have these details entered by PS Centre. To do this click on Add Supplier. On the Account Information screen fill out the supplier details using the manual registration form provided by the supplier. And click Create 6 of 31
NOTE: An account that is created by PS Centre will not receive the automatic email notification to update their account details after 1 year. If the Supplier does not remember to update their account (or request Procurement Support Centre do this via another manual registration form), their account will be deleted after 1 year. Manually adding a supplier record sets a Managed by PS Centre flag on that How a manually added supplier can take control of their account If PS Centre has manually added a supplier s account, as long as the supplier has provided an email address, that supplier can gain access and update their own account. The manually entered public supplier should be directed to follow the password reset instructions as located on the public Supplier Directory site Help/User Guide button. They should follow the guide How to request a new password.pdf and use their supplier email address that they provided PS Centre on the manual registration form. As soon as a manually entered supplier requests a new password, the Managed by PS Centre flag will be removed from their supplier record. That supplier will now receive the email reminders to update their account after 1 year and they will be able to set a password and manage their account details online. 7 of 31
Edit an existing supplier record Supplier Directory User Guide: Procurement Support Centre To edit an existing Supplier record, click on the appropriate supplier row. The Supplier record will appear this view shows the current details that can be displayed in the public side search results. This does NOT show any changes that a supplier may have made (you have to click edit to see those). Click Edit Supplier This will open the supplier details see over page. NOTE: The buttons Edit Supplier, Add Note to Account and Remove Account are on a floating bar. This bar can be accessed from the Supplier Details and Account Activities tabs. The actions of these buttons on this bar perform the same function. 8 of 31
Make the required changes to the supplier details. Enter a description and reason in the comments box. This is compulsory and will be attached to an automated email that will be sent to the supplier. Click Save 9 of 31
Add a note to a supplier account Supplier Directory User Guide: Procurement Support Centre A note on a suppliers account is NOT visible by the supplier. It is for internal Procurement Support Centre use only. A note is NOT appended to an automated email and sent to the supplier. From the supplier record screen, click Add Note to Account from the floating button bar. The above window will appear, enter a subject line and comment and click Create. The note will be added to the Activities tab of that account (see later section). 10 of 31
Remove supplier details/account Supplier Directory User Guide: Procurement Support Centre If PS Centre needs to remove a supplier from the directory, this can be done from the Supplier record area. Click Remove Account from the floating button bar. Enter a comment in the comments field and click Remove Account. The supplier will be sent an automated email with the attached comments informing them that their account has been removed. 11 of 31
Account Activities tab The Account Activities tab keeps a log of all the automated notification emails and account notes that apply to the selected supplier account. Clicking on a particular line item will open the details for that activity. 12 of 31
Admin menu button: Whether a PS Centre user has the Admin menu button displayed will depend on their security permission level. Only users with a Supplier Directory System Administrator security level can view and make changes to the items in this area. User Management User management enables PS Centre to create/change which internal YG users can access the Supplier Directory and to which level of permission. To add a user, click Add User 13 of 31
Complete the fields using the YNET username and Government email address. If the user is to only be able to view the contents of the internal Supplier Directory (e.g. Supplier account activities) then Read Only should be Yes, otherwise if the user can add notes, set this to No. If the user has the ability to update the field level help items, select edit Help > Yes. The User Role sets the security level of the user. Click the drop down arrow and select the appropriate level: Procurement Support Centre approve/edit supplier details does not see the Admin button/features. System Administrator full system access, can perform tasks under the Admin button. 14 of 31
Public User Account Management PS Centre can view a public users email details and block an account in the case of misuse contrary to the terms of use for the Supplier Directory. Click on Public User Management in the list. Click on the relevant public user. To block or unblock a user account, click the relevant Yes/No toggle under Block User? If Yes is selected, enter a comment as to why the person is being blocked, and click Save A blocked public user will then by highlighted in red in the public user list. 15 of 31
Public Site Terms of Use Supplier Directory User Guide: Procurement Support Centre The public site terms of use is the text that a new public user sees and must agree to abide by on initial login to the Supplier Directory. If the terms of use in this section are changed at any point, at the next login, every public user will be prompted to read and agree to these new terms. Once a user has agreed to the terms of use, they will not be prompted to review them again. At any point that they are logged in, they can click on the hyperlink at the top of every public page: To update the terms of use click Public Site: Terms of Use from the list. This will open an edit window (see next page). The current existing Terms of Use (and previous versions) are at the bottom of the page under Prior Terms of Use. NOTE: The terms of use have significant legal ramifications and should not be edited nor created without legal consultation. Enter the new terms of use in this section. Click Save when complete. 16 of 31
Help / User Guide Documentation Supplier Directory User Guide: Procurement Support Centre The Supplier Directory administrator can add or remove all help documents on the system. The files in this area are the ones linked to when an internal YG user or public user clicks on Help / User Guide in the top right corner. From the users perspective, the help menu appears as below: Category name 17 of 31
To edit the relevant help topic, select it from the list by clicking on it. The below window will appear: Change the category heading that the help documentation is listed under here. Change the uploaded help file that a user can download/view here. Enter a document title that is displayed to the end user if one is not entered, the filename will be used. Select whether this help document is available to the public or only to internal YG staff. Click Save when done. 18 of 31
To create new help documentation links, click Add Help Documentation. Complete the relevant fields and select whether this help guide can be accessed by the public or internal staff. Click Create. 19 of 31
System Parameters The System Parameters link controls the email addresses that the Supplier Directory uses to send out emails, as well as the number of days until an email update notification is sent to the supplier to update their account. Failure of a supplier to update their account after this time period results in their account being removed from the system automatically. System Email: This is the e-mail address that the automated notifications will be sent from. This address appears in the from section of the e-mail that the public will receive. Feedback Email: This is the e-mail address that feedback will be sent to when the public clicks on the Feedback hyperlink in the top right corner of the TMS. Days to 1 st Warning of inactivity: Days until the supplier is sent their notification to update their account. Days after 1 st warning to 2 nd warning of inactivity: Days from the first notification until the 1 st reminder email is sent. Days after 2 nd warning to notice of account removal: Days after the 1 st reminder email after which the account will be removed if not updated. Click Save Disable System emails: Turn on/off email sent by the supplier directory (default = No). 20 of 31
Community Lookup Table Supplier Directory User Guide: Procurement Support Centre The community Lookup table controls the list of Yukon Communities that a Supplier can select that their business operates in or near to. To edit a community, click on it in the list. Adjust the community title Set that community to be displayed in the list for a supplier to select (Active = Yes) or not (Active = No) 21 of 31
To add a new Yukon community click Add Community Enter the Yukon Community name Set that community to be displayed in the list for a supplier to select (Active = Yes) or not (Active = No) Click Create. 22 of 31
Industries Lookup Table Supplier Directory User Guide: Procurement Support Centre The Industries lookup table controls the business types that a supplier can select when creating/modifying their account. The codes used here are taken from Canada Revenue Agency. Category Subcategory (Optional) Industry Category No Subcategory here Industry Industries or business types are broken down into Category, Subcategory (optional) and Industry see the above diagram how the classification in the table affects the appearance of the list to the public. 23 of 31
To edit an industry, click on the relevant line item. Edit the relevant items. Use the earlier explanation/illustration of how this industry type appears in the list in order to determine whether a sub category is required. Set that industry/business type to be displayed in the list for a supplier to select (Active = Yes) or to hide that industry type select Active = No. To delete that industry type, click Delete. Click Save. 24 of 31
To add a new Industry type, click Add Industry Enter the relevant fields. Use the earlier explanation/illustration of how this industry type appears in the list in order to determine whether a sub category is required. Set that industry/business type to be displayed in the list for a supplier to select. Set Active to Yes. Click Create. 25 of 31
Accessing the Supplier Directory Outlook Public Folder: The Supplier Directory has its own Outlook public folder mailbox which only Procurement Support Centre has access to (see below instructions to access this). Any e-mail notifications from the Supplier Directory (e.g. new account/account changes requiring approval) will be sent to this public folder. Create a shortcut to the Supplier Directory public folder in your Outlook Click on the Folder List icon at the bottom of your Outlook bar (if you don t see it, click the black and white arrow to show more icons). 26 of 31
This will display the Public Folders list. Click a folder with a triangle next to it in order to expand it. Navigate to: All Public Folders -> Highways and Public Works -> CSB -> Contract Services -> Supplier Directory This is the Supplier Directory mailbox where incoming mail is deposited. Right click with the mouse on Supplier Directory, from the menu click Add to Favorites. 27 of 31
You should now see the Supplier Directory in your Outlook Favorites folder for easy access. Any e-mail that is sent to supplierdirectory@gov.yk.ca will also be received into this inbox. 28 of 31
Respond to e-mails using the Supplier Directory email account If you need to respond to an email from the Supplier Directory Public folder and you want to respond with the Supplier Directory as the sender (rather than your regular email account) do the following: Open the email from the Supplier Directory folder, Click the Reply, Reply All or New Message (whichever is appropriate). Click the Options tab, click From, then in the email message, click the drop down arrow next to the From button. Select Other E-mail Address (or selectsupplierdirectory@gov.yk.ca you have previously performed this step). On the pop up window, enter in Supplier Directory and click OK The e-mail will now be sent to the recipient from the Supplier Directory System email account (mailto:supplierdirectory@gov.yk.ca). If a user responds to this e-mail, it will arrive in the Tender Management System public folder. 29 of 31
Support and Contact Information This system was built using APEX 4.0 (Oracle Application Express version 4.0) by MakeIT Solutions Inc. For programming updates and/or improvements or suggestions to this application, please contact the Manager of IMU, Highways and Public Works, (867)-667-5192 Updating of the lookup tables and user access is controlled by Procurement Support Centre, Highways and Public Works, contracts@gov.yk.ca, (867) 667-5385 30 of 31