RABiTAH Vendor Training Manual Supplier LifeCycle (SLC) Management

RABiTAH Vendor Training Manual Supplier LifeCycle (SLC) Management

Course Overview This course introduces you to the RABiTAH Supplier Relationship Management Processes Target Audience This Course is intended for Vendors Prerequisites: Supplier Registration process in JSRS Basic knowledge and experience in PDO Qualification Process

Course Outline Supplier Registration Supplier Qualification- Sell Side ABC Due Diligence Technical Qualification Supplier Master data management - Sell side 3

Supplier Registration Vendor Steps : Unregistered/Interested supplier will click on the Supplier Self-Registration link provided on PDO website Supplier should be already registered with JSRS before registering in PDO Below Supplier Self registration Form will open up. Supplier will fill in the required data in Supplier Self-Registration form Make sure to enter your actual email address in the Company and contact email fields System will throw an error if any of the mandatory fields are not field In JSRS Number field, enter the JSRS registration number 4

Supplier Registration Vendor Steps : 1. Fill in the contact details of the person from your company who would be point of contact for all documents 2. In Step 3, you would mention the products and service that you would provide PDO. 3. Click on ADD button to add the product/service categories. Once you click on ADD a new pop up window with all the PDO specific product categories will be displayed. Click on ADD button to mention which all product/services you would be interested in providing. Once you click on Add button, a new pop up window will open with all PDO approved vendor material and service codes If you already know the category description or code you can use this option to find it Use the checkbox to select the categories that you want to add or supply. If you select the Parent categories, all the child categories will be added automatically. You can also select individual categories Click OK to add the selected categories 26/10/2016 5

Supplier Registration Vendor Steps : 1. Once you select the products categories and click OK as mentioned in previous slide, categories will be added as shown below. You can delete the categories at any point 2. Once you fill in all the details, you need to select the two checkboxes mentioned in step 2. Send button will be only activated after you select the checkboxes 3. Click Send once done You can delete categories which you don't want to supply using the delete button Once all the data is field, you need to accept the Terms and Conditions. Send Button will be only activated if you select both the checkboxes If you miss out any of the mandatory fields system will throw an error as shown. Fill in the details and click send again 26/10/2016 6

Supplier Registration Vendor Steps : 1. System would show you below message, that means your form is submitted successfully. 2. System will also send you 2 emails one with your User ID and another with your initial password. 3. Using the User ID, you would be able to login to PDO supplier portal and collaborate on all the documents. So kindly remember the User ID and keep it safe. 4. Click on the URL to navigate to PDO supplier portal. Your User ID Click on the link to navigate to PDO supplier portal. You would be asked to change the password for the first time. Password would be sent in a different email 26/10/2016 7

Supplier Registration Vendor Steps : 1. On the logon page copy paste the User ID and password that you got from PDO registration system. 2. System will ask you to change the initial password. 3. Once you click change button, system will take you to your portal screen. Check your name as shown in the PIC 3. 4. Verify you see the screen as shown in PIC 3. 5. Supplier can now maintain there own data or add change data (Covered later). Collaborate on various documents. (Covered in later chapters) Copy User ID and password from the email and paste it 26/10/2016 8

Supplier Qualification-ABC Due Diligence Vendor Steps : PDO vendor management team will regularly send out Qualification forms to you/suppliers. You would receive an email about the forms. You can access all your forms from below mentioned area in your portal. 1. Click on Qualification Expert 2. Click on Qualification on left hand side pane 3. Click on NEW to see all newly sent forms. 4. Click on the Form name to open the form. 26/10/2016 9

Supplier Qualification-ABC Due Diligence Vendor Steps : Fill in the form 26/10/2016 10

Supplier Qualification-ABC Due Diligence Vendor Steps : Fill in the form as shown below 26/10/2016 11

Supplier Qualification-ABC Due Diligence Vendor Steps : Fill in the form as shown below 26/10/2016 12

Supplier Qualification-ABC Due Diligence Vendor Steps : In case PDO requires more clarification on some question that you responded earlier, you would receive the same form. You need to edit it and put in more clarification wherever required. Click here post onsite audit 26/10/2016 13

Technical Qualification-Approval Due Diligence Tech Qualification Promotion Performance Management Vendor Steps : Similar to Vendor Due Diligence; technical qualification requests can be received by vendor from PDO Once the final approval post onsite audit is done by PDO, vendors will receive a notification Vendors can check which all PDO categories they are approved for. Login as vendor: 1. Click on Master data manager 2. Click on Company Data 3. On right hand side you will find Approved PDO categories (need to scroll Down) 26/10/2016 14

Vendor Self-Service - Data Maintenance Vendor Steps : Vendors can maintain their own data using their vendor portal. Vendors can Add additional attachments Add company logo Change/add bank accounts Change own data,like email id, phone no. Create additional employee User IDs Changes to company and bank data will go for PDO s approval For adding additional attachments like vendor catalog, new equipment designs. Currently there is no approval for Vendor added attachments. So the status will automatically update once you refresh the screen 26/10/2016 15

Vendor Self-Service - Data Maintenance Vendor Steps : Vendors can change the company data by following below steps Company Logo can be only uploaded/updated in display mode. So if you want to add company logo, do not click Edit Click Save once your done with changes Changes like Bank account change/addition will trigger a workflow to vendor management team, who will approve the changes. If rejected, changes will be reverted back to original. 26/10/2016 16

Vendor Self-Service - Data Maintenance Vendor Steps : Vendors manage their certificates here Click here to add certificates Mandatory certificate that is not yet uploaded by vendor. 26/10/2016 17

Vendor Self-Service - Data Maintenance Vendor Steps : Vendors can create additional employees and there user IDs from below menu option. There is no approval for employee creation. Additional employees will be automatically accepted. Maximum of 5 employees can be created. 26/10/2016 18

Vendor Self-Service - Data Maintenance Vendor Steps : Once additional employee/contact person is created, User IDs can be created for them. Newly created Employee will be visible in Find User menu. Role assignment can be done during this User ID creation step. Click here to open the contact person. User ID will be automatically generated and cannot be edited Password Roles the user will perform. Check the relevant roles. 26/10/2016 19

Add/Renew Product Registration Steps : For already registered vendors who want to register new product categories, you need to fill the new product registration excel sheet and attach it in attachment area. Vendor Click here to Download the excel template Fill the template and upload it in attachment 26/10/2016 20

Questions?

RABiTAH Vendor Training Manual Operational Procurement 22

Scope of RABiTAH RABiTAH will lead to integration of all procurement activities into one SAP SRM platform OPERATIONAL SOURCING Replacing: IX2 (OTN) SCOPE: RFQ Process Publish/Evaluation/Award PO Creation STRATEGIC SOURCING AND CLM Replacing: Omnicom, PPT SCOPE: Tendering Contracts SUPPLIER LIFE CYCLE (SLC) Replacing: Omnicom SCOPE: On-boarding # Qualification Classification Evaluation Phase Out SUPPLIER SELF SERVICE (SUS) Replacing: IX2 (OTN) SCOPE: PO Management Invoice Management # Registration will continue in JSRS

Sourcing Terminology RFX Request for Quotation(RFQ), Request for Proposal(RFP), Request for Information(RFI) Bid Invitations Enquiry, Tender (Same as RFx) RFX Response Bid submission, Quote Submission Deadline Deadline date for bidders to submit their bids, after submission deadline no more electronic submission of RFx Responses. Opening Date and Time Date and time that Bids can be opened by Buyers Bidders Vendors invited to an RFX Two Envelope Bidding Vendors submit RFX responses in two parts i.e. Technical and Commercial Binding Period Bid validity End Date (Set by PDO, not the Vendor) The date until the quote from the vendors is expected to be valid

RFX Process BUYER Create RFX and Send Bid invitation View how many vendors responded SELLER Receive e-mail notification Accept /Reject the invitation to Bid Create Bid Response Receive Bid Responses Send Response before Submission deadline Open Bids when due Evaluate Bids Accept Bid and Award Approve the Award Create Follow-On Doc. Receive PO in SUS Collab.

RFX Notification Vendor When PDO publishes RFX it generates an individual email to each invited Vendor (Bidder). The email address used is taken from the details of the contact person of that Vendor. The text of the email body is currently under review and will change before Go-Live Publishing an RFX generates an email to each invited Vendor. This email will contain the Tendering Texts (Header and Item). The hyperlink will bring the Vendor to the SUS (Vendor Portal) Login page. The hyperlink from the email will open the logon screen for the Vendor.

Bids (Quotes) The bidders get an e-mail notification of the bid invitation The invitation can be accessed by bidders through the e-mail using hyperlink provided or can log on to the SRM portal and respond. The Vendor can maintain the following details in his RFX Response (Bid, Quote): -Incoterm (mandatory) -Terms of Payment -Price (mandatory) -Price per Price Quantity (defaulted to 1) -Vendor Product number -Country of origin (mandatory) -Manufacturer s Name (mandatory) -Delivery Days (defaulted to 0) (mandatory) -Text (Bidder s Remark) on Item and Header level -Attachments on Item and Header Level Vendor

RFX Response Creation Vendor When a supplier logs in he will see the functionalities from SUS, SLC, SRM and CLM combined in one ribbon at the top of his screen. Each functional area is accessible via one of the main pages. RFX s are available via the RFX and Auction page. Highlighting the RFX will enable the buttons like Create Response and Display Event On the RFX and Auction page a POWL with multiple queries allows the Vendor to search for RFX s with different status. The RFX can be opened by clicking on the RFX number. The Vendor can also click on the RFX Response number to access his RFX Response directly.

RFX Response Creation Vendor After opening the RFX the Vendor can communicate his Intent to Participate in this RFX to PDO. The Vendor can also create the RFX Response (Quote/Bid) from here by clicking the Create Response button. Steps: 1. Review RFX details 2. Indicate Intent to Participate 3. Create RFX Response 2 3 The RFX parameters show the Vendor until when he has time to submit his RFX Response. 1 The Vendor can review item details as well as Notes and Attachments on the RFX.

RFX Response Creation Vendor Steps: 1. Enter Incoterm 2. Go to Items tab 3. Maintain Price, Delivery Days, Country of Origin and Manufacturer 4. Click the Submit button 2 The Bidder can select a different currency for his quote if PDO accepts quotes in multiple currencies on this RFX The RFX parameters show the Vendor until when he has time to submit his RFX Response. 1 4 The fields Country of Origin and Manufacturer are critical for ICV tracking and are mandatory on the RFX 3 The Country of Origin field requires valid the SAP key for the country, e.g. OM for Oman. A search help is available to select the correct key.

RFX Change Notification Vendor When the PDO Buyer publishes a change to an RFX the SRM system sends out a notification email to the Bidders, informing them about the change.

RFX Version Comparison Vendor Whenever a change to an RFX is published by PDO a new version of the RFX is saved in the system. The Bidder can identify the differences between two versions by using the compare functionality for RFX s from the RFX Response. In the example below the Submission Deadline was changed from 19.01.2016 17:00 to 20.01.2016 07:00

Questions and Answers Can I change my Quote after I submitted it? The Bidder can change the quote until the Submission Deadline is reached. I would like to quote in a currency that is not avaiable in the dropdown. What can I do? Contact the PDO Buyer and find out if they are will ed to add the missing currency to the RFX. How do I quote for only some of the items on the RFX? Just leave the price for the items that you do not want to offer as zero. What is the size limitation for an attachment? 10 MB per file. Will I get a confirmation when my quote was accepted by PDO? The confirmation that your quote was accepted will be the PO sent to you. Can I offer an alternative item in my quote? You could use Notes and Attachment functionality for this purpose. Can we have more than one user working on RFX s Yes you can, please refer to SLC functionality for details of managing users. I cannot deliver any of the items requested. Do I still need to submit a quote with zero prices? No, but you should use the Do Not Participate button to submit your intent.

RABiTAH Vendor Training Manual Strategic Sourcing and CLM 34

SRM RFx Types Initial Screening of bidders Prequalification Combined Single Single Split Commercial Single Split Technical Traditional Sequential Clarifications for prequalification to be submitted by bidders in the form of questionnaires Technical and commercial response submitted together; Technical and Commercial evaluation done in parallel. Technical and commercial response submitted together; Commercial evaluation followed by Technical evaluation. Technical and commercial response submitted together; Technical Evaluation followed by the Commercial evaluation. Stage 1 Technical response and evaluation Stage 2 Commercial response and evaluation 35

Tender Process Project Management Tender Process Contract Management Phases RFx Creation Publishing Vendor Response Opening Award Contract Creation RFx setup both technical and commercial Publishing the RFx Vendor responses Opening and award FTB activities

SRM RFx Types Initial Screening of bidders Prequalification Combined Single Single Split Commercial Single Split Technical Traditional Sequential Clarifications for prequalification to be submitted by bidders in the form of questionnaires Technical and commercial response submitted together; Technical and Commercial evaluation done in parallel. Technical and commercial response submitted together; Commercial evaluation followed by Technical evaluation. Technical and commercial response submitted together; Technical Evaluation followed by the Commercial evaluation. Stage 1 Technical response and evaluation Stage 2 Commercial response and evaluation 37

Initial Screening of Bidders PDO Bidders- Existing on SRM New Bidders Not Existing on SRM Existi ng SRM users Yes No Temporary registration thru SLC# Publish tender on public portal Access the bid invitatio n Answer the question naire Register to SRM system A Evaluate Reponse s Answ er to quest ionna ire No ` Submit respons e Exit from process Recieve user id and password Provide access to tender docume nt Yes Access tender docume nts # Foreign compan

Pre-Qualification PDO Bidders- Existing on SRM Access to bid invitation Publish bid invitation Access tender documen ts Answer the prequestion naire Recieve responses Upload attachme nts Submit response

Bid Submission Contract Engineer Bidders- Existing on SRM Yes Access the bid invitation Publish bid invitation Access tender documents Provide technical response Provide Commercial Response Recieve responses Submit response

Key Changes Decommissioning of Omnicom, IX2, PPT Fully automated contract management process (creation, approval, negotiation and analysis) RFQ process to be done in SAP SRM and not ECC/IX2 Systems Discontinuity of Fax of Award Internal and external collaboration using system Integrated systems (SAP SRM and SAP Mustaqbal) Workflows in SAP New SAP SRM System Security Roles 41

Business Benefits Single cohesive system to manage the key C&P operations Time reduction between awarding and contract creation Compliance enforcement Process visibility Standardized and formalized purchasing organization Collaboration with suppliers Better visibility, monitoring and workflow for all contract owners 42

Bidder view in SRM Click on any of the RFx to view details of the RFx If you have not created any response for the RFx, this column will be blank. 43

cfolder for Collaboration Steps: If you are opening the Cfolder for the first time, you will get disclaimer that you need to accept. Scroll down to find Accept button Also make sure you accept any java applet warning that comes up. To access Tender related documents click on Technical Rfx to access Cfolders. 44

Creating RFx Response/Quotation If it s a public tender, you need to first Register. Only after you register you can create a Response/Quote First click on participate button and then Click on Create Response New screen with Create RFx response heading will open. This is your Quotation If there are any screening questions which are mandatory to answer, you can find them here. 45

Answering Screening Questions 46

Creating RFx Response/Quotation Vendor Steps: To submit any technical documents relating to the tender, vendor has to click on Technical RFx response button to open Cfolder. Any point of time if you need any clarification on the tender you can use Questions and Answers functionality or Cfolder Collaboration For any Bid clarification you can use Chat functionality with Buyer Open cfolder and provide Technical Response Enter Price For any Bid Clarification you can use Collaboration Folder 47

Technical Response by Bidder Click here to open Cfolder where you will submit your technical documents. Your technical submission should be inside Tech_Bid folder and not in Collaboration or External folder. 48

Financial Response by Bidder Steps: To submit your financial response, you need to attach your commercial sheet in attachment area of the main RFx and not in CFOLDER. Once Commercial is attached you need to click on Submit button to submit your response. 1 2 3 4 49

Contract Document Review Click to Open the agreement All Active Agreements 50

Contract Document Review 1 Click here to open the contractual document 2 3 Click here to Download document to local desktop 4 51

Contract Document Review Use Check out to make modification to contractual document (which you downloaded to local machine) Use Check in to upload the modified contractual document 52

QUESTIONS 53