SC319 Umoja Solicitations. Umoja Solicitations Version 76 Last Modified: 8-April

SC319 Umoja Solicitations Umoja Solicitations Version 76 Last Copyright Last Modified: 8-April-2015 United 24-May-13 Nations 1

Agenda Course Introduction Module 1: Overview of the Solicitation process in Umoja Module 2: Prepare Solicitation Module 3: Upload received bids in Umoja Module 4: Accept / reject received bids Course Summary Course Assessment Course Survey 2

Introduction Please share with us: Your name Your section/unit Years of experience in the field An interesting fact about you 3

Ground Rules Please consider the following guidelines during the training session: Turn your cell phone to silent mode. Please step out of the class to take any important phone call Please do not access your e-mail or the Internet outside of breaks Participate fully in the training session and respect each other s contribution Breaks are included at the discretion of the trainer X X No Phones Do Not Access E-mail Participate Ask Questions Breaks 4

Course Overview The purpose of the Umoja Solicitations course is to explain Solicitations process in Umoja. Prerequisite Review You should have completed the following prerequisite courses: Umoja Overview Umoja Requisitioning Overview Umoja Procurement Overview Umoja SRM Navigation Umoja Master Data and Coding Block Overview Course Duration: 16 hours 5

Course Objectives After completing this course, you will be able to: Explain the Key terms in the solicitation process in Umoja Log into Umoja SRM Select a Shopping Cart or Shopping Cart line item/s from the Sourcing Cockpit Create an RFx in Umoja SRM Edit an Rfx Add bidders to an RFx Add currencies to an RFx Submit an Rfx for approval 6

Course Objectives Publish an RFx and print final solicitation Upload received bids into Umoja SRM Accept or reject uploaded bids Conduct a BAFO (Best and Final Offer) in Umoja View Shopping Carts using the sourcing Cockpit View Shopping Carts using BW Independent Reports 7

Module 1 Objectives After completing this module, you will be able to: Describe how the Solicitation Process fits in Umoja Identify solicitation process steps conducted in Umoja and outside Umoja Explain the roles and responsibilities of staff involved in the solicitation process Explain the Key terms in the solicitation process in Umoja Explain assignment of Shopping Carts to Buyers in Umoja Know when to use funded or an unfunded Shopping Carts Explain the Key aspects of Master Data that are relevant to supply Chain Explain touch points across Umoja modules, processes and activities Briefly describe the vendor registration process in Umoja 9

Key Terminology Key Term Shopping Cart RFx Sourcing Cockpit Supplier Business Partner Description A term used in Umoja SRM for what is currently referred to as a Purchase requisition. A generic term for a solicitation document. The x signifies that this could involve a number of different types of solicitations, such as ITB, RFQ and RFP. A Buyer workspace which allows Procurement to view and process approved Shopping Carts which were created without a source of supply (i.e. did not have a contract assigned). These Shopping Carts may be processed as solicitations, contracts or purchase orders. A term used in Umoja SRM for vendors. A person or an organization that has a business interest with UN. It can be a commercial vendor that supplies goods or services to UN or a UN agency or a staff member. Vendors registered in UNGM are replicated in Umoja (Umoja SRM and ECC) as BP s. 10

Key Terminology Key Term Functionality of Workload redistribution Purchasing Group UNGM Collaboration Room Target Value SRM (Supplier Relationship Management Description A tool used by the Buyer Supervisor Role to assign Shopping Carts, RFx and Contracts to Buyers in a Purchasing Group and to transfer procurement documents to other Purchasing Groups A purchasing team or unit within the Procurement function responsible for buying specified groups of products or services and headed by a Buyer Supervisor, for example Supply Team, Engineering Team, Medical Team etc. The central database and entry point for all vendor registration and management. An online in Umoja SRM for each RFx where bids, bid summaries, and bid extracts may be uploaded. For an RFx, this value indicates either the estimated amount for a PO or the estimated Not-to-Exceed (NTE) amount for a Contract. An Umoja component used specifically for procurement and requisitioning activities 11

Roles & Responsibilities The following Umoja Enterprise roles are involved in the Solicitations process: Buyer Processes purchase requisitions through solicitations, purchase orders and contracts For RFQ s, enters bids that are submitted via mail, fax or email into Umoja SRM Buyer Supervisor Manages a group of Buyers Performs workload assessment Assigns Shopping Carts to individual Buyers Bid Administrator Manages the administrative tasks in the Solicitation process, specifically the receipt of bids Approver Reviews and approves/rejects RFx documents 12

Solicitation process Overview The following diagram summarizes the three basic acquisitioning scenarios in Umoja SRM: UN Contract Catalog Items Published to the UN Contract Catalog UNGM Vendors Requisitioning (Create & Approve a Shopping Cart (SC)) Material/ Service Master No Contract Exists Re-occurring (Unfunded SC) Contract Exists (Funded SC) No Contract Exists One Time Buy (Funded SC) Buyer Receives the SC and Creates a Solicitation Buyer Receives an Automatically Generated Purchase Order Buyer Receives the SC and Creates a Solicitation Buyer Creates an aa a Contract Purchase Order is Approved and Released Purchase Order is Approved and Released Receipt, Invoice & Payment Processing The processes highlighted in green involve the solicitation processes. 13

Solicitation process Overview Summary of the solicitation process: The following is a summary of the Solicitation process in Umoja: The Requisitioner creates a Shopping Cart and submits it for approval to the Approver. When a Shopping Cart is approved, it automatically moves to a predetermined Purchasing Group in Procurement. Cost / Funds Centers are linked to specific Purchasing Groups in Procurement. Shopping Carts created by a particular Cost / Funds Centers are automatically directed to the appropriate Purchasing group, for example Shopping Carts created by the Engineering Section go to the Purchasing Group responsible for procuring Engineering requirements. 14

Solicitation process Overview The Buyer Supervisor assigns the Shopping Cart/s to Buyers in his Purchasing Group using the Functionality of Workload Redistribution. The Buyer navigates to the Sourcing Cockpit to search for Shopping Carts that have been assigned. The Buyer selects Shopping Carts and creates RFx. 15

Solicitation process Overview There are no email alerts to the responsible Buyer when Shopping Carts have been assigned. Buyers have to manually check for Shopping Carts in the Sourcing Cockpit. Email alerts are only generated for the Approver when a procurement document has been submitted for approval. Umoja generates an alert If a catalog item is selected from the Sourcing Cockpit: 16

Solicitation process Overview Funded vs Unfunded Shopping Carts: A shopping Cart can be funded or unfunded. Both types can be used to create an RFX depending on the required outcome i.e. system / local contract or Purchase Order. Funded Shopping Cart: A funded Shopping Cart generates a pre-commitment in funds management. It can be used to create an RFx, followed by a Purchase Order to commit the funds. Shopping Carts created against the Catalog are automatically converted to POs upon approval. 17

Solicitation process Overview Unfunded Shopping Cart: An unfunded Shopping Cart does not pre- commit funds. It is typically used to initiate the solicitations process and create a contract i.e. to initiate a BPO or Systems Contract or for multi year contracts. 18

Solicitation process Overview Unfunded Shopping Cart: An unfunded Shopping Cart can also be used to initiate the solicitation process in advance of the receipt of funds prior to an upcoming budget period. An Unfunded Shopping Cart can only result in a Unfunded contract. 19

Solicitation process Overview Workload Redistribution Screen: The Workload Re-Distribution functionality is used to assign Shopping Carts to Buyers. It is only available to the Buyer Supervisor and is accessed from the Procurement tab It is possible to re-assign documents that have already been assigned to a another purchasing group or responsible buyer 20

Solicitation process Overview Vendor Registration in the UNGM: The UNGM is the key supplier registration portal in the Umoja solution. Commercial entities are required to register their intent to do business with the United Nations in the UNGM. 21

Solicitation process Overview The Vendor Registration Team in UNPD reviews the supplier s registration request. If accepted, the vendor will be synched to Umoja. Once synced, the supplier is immediately available in Umoja and can then be invited to participate in a solicitation. See job Aid: Commercial Supplier Management in Umoja for a detailed explanation on the registration process. 22

Approver (Requisitioning ) Requisitioner Role of Umoja in the Solicitation Process The following is a graphic review of how Umoja fits in the Solicitation process and shows processes that are carried out in Umoja and processes outside Umoja: A Shopping Cart is created and approved in Umoja Create Shopping Cart Submit Shopping Cart for approval Review and And Approve Shopping Cart Approved SC transfers to Procurement Tasks performed in Umoja by the Requsitioner Tasks performed outside Umoja 23

Buyer Buyer Supervisor Role of Umoja in the Solicitation Process Buyer Supervisor assigns Shopping Cart to responsible Buyer using the Functionality of Workload Redistribution in Umoja. Buyer navigates to the Sourcing Cockpit in Umoja and reviews Shopping Carts that have been assigned Requests for EOI and Source Selection Plans are prepared outside Umoja as per current processes. Buyer creates RFx from one or more Shopping Carts listed in the Sourcing Cockpit. Review and Assign Shopping Cart Review SC requirements in Sourcing Cockpit Request for EOI Prepare Source Selection Plan Create RFx Document Tasks performed in Umoja Tasks performed outside Umoja 24

Approver Buyer Role of Umoja in the Solicitation Process Buyer submits RFx for approval in Umoja RFx are assigned to Approvers on the basis of Delegations of Authority and Purchasing Group in Umoja. Review SC requirements in Sourcing Cockpit Request for EOI Prepare Source Selection Plan Create RFx Document Submit RFx for approval Review and Approve RFx Document Tasks performed in Umoja Tasks performed outside Umoja 25

Vendor Approver Buyer Role of Umoja in the Solicitation Process The RFX is printed in PDF format and sent to vendors outside Umoja by fax, email and other modes as per current practice Vendors submit bids outside Umoja via mail, e-mail, fax and other modes as per current practice. The current bid receiving and opening procedures remain unchanged. Review SC requirements in Sourcing Cockpit Request for EOI Prepare Source Selection Plan Create RFx Document & submit for approval Print and Send Solicitation to Bidders Review and Approve RFx Document Tasks performed in Umoja Submit Response Tasks performed outside Umoja 26

Bid Administrator Vendor Approver Buyer Role of Umoja in the Solicitation Process Bid Administrators or TOC* open the received bids outside Umoja Buyer enters the bid financial information into Umoja SRM to facilitate the creation of follow on documents ( Contract or Purchase Order) Review SC requirements in Sourcing Cockpit Request for EOI Prepare Source Selection Plan Create RFx Document & submit for approval Print and Send Solicitation to Bidders Enter Bid financial information into SRM Review and Approve RFx Document Submit Response Tasks performed in Umoja Tasks performed outside Umoja *TOC : Tender Opening Committee Receive and open the Bids **Buyer or Bid Administrator. (Local decision) Scans bid **Enter responses into the Collaboration Room in SRM SRM 27

Bid Administrator Vendor Approver Buyer Role of Umoja in the Solicitation Process LCC and HCC are outside Umoja Statement of Award is prepared and approved outside Umoja Review SC requirements in Sourcing Cockpit Request for EOI Prepare Source Selection Plan Create RFx Document & submit for approval Print and Send Solicitation to Bidders Enter Bid financial information into SRM Evaluate and Recommend Award. ( LCC / HCC where applicable) Award Contract / PO Review and Approve RFx Document Submit Response Tasks performed in Umoja Receive and open the Bids Enter bid responses into SRM Tasks performed outside Umoja 28

Review of Master Data Master Data Central Master Data maintained to harmonize procurement and logistics across all missions Supply Chain Management Umoja Key aspects of Master Data relevant for the Supply Chain are: Material and Service Master Identifies the goods/services that are procured and managed by the UN using a unique identification number (Product ID) and Product Category Number. Vendor Master and UNGM Within Umoja SRM, Buyers can search for vendors listed in UNGM based on what types of goods/services they provide. (Low Value Vendors, however, are managed in Umoja ECC) UN Contract Catalog Central, online repository in SRM which contains all systems contracts for goods/services and enables simplified creation of Shopping Carts. 29

Touch Points The Umoja system is an integrated system and its modules integrate with each other to complete a process. Touch points refer to these integration points across Umoja modules, processes and activities. The Solicitations process interacts with the following processes: Requisitioning Shopping Cart Data transfer reduces manual entry Solicitations RFx Data transfer reduces manual entry Contract Creation Contract or PO 30

Learning Checkpoint 1 Which of the following activities does NOT take place in the Umoja SRM system? Select the correct option. A. Review Shopping Cart B. Prepare Source Selection Plan C. Create RFx D. Approve RFx Option B is the correct answer. The Source Selection Plan is prepared in consultation with the Requisitioner. No changes are made to this process as a result of Umoja. 32

Learning Checkpoint 2 Which enterprise role is responsible for approving an RFx in Umoja? Select the correct option. A. Buyer Supervisor B. Buyer C. Bid Administrator D. Approver 33

Learning Checkpoint 2 Which enterprise role is responsible for approving an RFx in Umoja? Select the correct option. A. Buyer Supervisor B. Buyer C. Bid Administrator D. Approver Option D is the correct answer. A staff member with the Approver role approves RFx in Umoja. A staff member can have both Buyer Supervisor role and the Approver role, but can only approve procurement documents using the Approver role. 34

Learning Checkpoint 3 Which type of Shopping Cart pre-commits funds? Select the correct option. A. Unfunded Shopping Cart B. Funded Shopping Cart 35

Learning Checkpoint 3 Which type of Shopping Cart pre-commits funds? Select the correct option: A. An unfunded Shopping Cart B. A Funded Shopping Cart Option B is the correct answer. A funded Shopping Cart generates a pre-commitment in funds management. 36

Learning Checkpoint 4 Where do vendors register to participate in UN solicitation exercises? Select the correct option: A. Umoja SRM B. Umoja ECC C. UNPD D. UNGM Option D is the correct answer. All vendors register in UNGM. 37

Learning Checkpoint 5 Where do vendors register to participate in UN solicitation exercises? Select the correct option: A. Umoja SRM B. Umoja ECC C. UNPD D. UNGM 38

Learning Checkpoint 6 Which role assigns Shopping Carts to Buyers in Umoja Select the correct option: A. Requisitioner B. Approver C. Buyer Supervisor D. Bid Administrator 39

Learning Checkpoint 6 Which role assigns Shopping Carts to Buyers in Umoja Select the correct option: A. Requisitioner B. Approver C. Buyer Supervisor D. Bid Administrator Option C is the correct answer. Buyer Supervisor role assigns Shopping Carts to Buyers. 40

What procurement document can be created from a an unfunded Shopping Cart? Select the correct option: A. A Contract and PO B. An RFx and a PO C. An RFX and Contract D. An RFx, PO and Contract Option C is the correct answer. An RFX and a Contract. A funded Shopping Cart will result in an RFx and PO. Technically the system allow you to create a Contract with a funded Shopping Cart but you should not do it for reasons that will be explained during the course. 41

Learning Checkpoint 6 What procurement document can be created from a an unfunded Shopping Cart? Select the correct option: A. A Contract and PO B. An RFx and a PO C. An RFX and Contract D. An RFx, PO and Contract 42

Module 1 Summary The key points covered in this module are: Buyers create an RFx from Shopping Carts listed in the Sourcing Cockpit Funded Shopping Carts can be used to create RFX, Contract and PO Unfunded Shopping carts can be used to create RFX and Contract Source Selection Plan, Request for EOI, forwarding of solicitation documents to vendors, Submission of Bid responses, opening of bids, Statement of Award and LCC & HCC are conducted outside Umoja Solicitation process is conducted by the Buyer role in SRM Buyer Supervisor assigns shopping Carts using the Workload redistribution functionality RFx is approved by the Approver All vendors register in UNGM The key aspects of master data relevant for the supply chain are Material/ Service Master, UNGM and UN Contract Catalog Touch points refer to these integration points across Umoja modules, processes and activities 43

Module 2 Objectives After completing this module, you will be able to: Create an RFx from a Shopping Cart/s Select Shopping Carts for solicitation from the Sourcing Cockpit Edit an RFx Add bidders and currencies to an RFx Submit an Rfx for approval Publish an RFx Print preview and print a Solicitation document 45

Create a Solicitation from a Shopping Cart: Process Steps The main steps for creating an RFx are : Open Sourcing Cockpit Search / Select a Shopping Cart Create and Edit a Draft RFx Submit the RFx for Approval Solicitation Output 46

Create a Solicitation from a Shopping Cart : Process Steps Step 1: The Buyer opens the Sourcing Cockpit screen: Open Sourcing Cockpit Search /Select a Shopping Cart Create and Edit a draft RFx Submit the RFx for Approval Solicitation Output The Buyer opens the Sourcing Cockpit to search, select and process Shopping Cart/s into draft RFx The Sourcing Cockpit displays all approved Shopping Cart line items that are pending conversion to RFx, PO or Contract. The Sourcing Cockpit is the only platform through which a Buyer can convert Shopping Carts into RFx, Purchase orders and Contracts If a funded Shopping Cart is visible in the Sourcing Cockpit, it is consuming funds in Funds Management as a Pre-Commitment Shopping Carts or line items for items ordered against the Catalog are not displayed in the Sourcing Cockpit as they are automatically converted to Purchase Orders. 47

Open Sourcing Cockpit To navigate to the Sourcing Cockpit, first log in to Umoja SRM. From the Home Screen: 1. Click Procurement 2. Click the Purchasing 3. Click Carry out Sourcing 1 2 3 48

Open Sourcing Cockpit 4. The Sourcing Cockpit window is displayed: Search with Requisition Number, Item Description or Product ID The Sourcing Cockpit provides various search criteria for Shopping Carts Search with Requisition Description or Product Category Search with Purchasing Group, Responsible Buyer or Funds Center Search with Account Assignment Category 49

Create a Solicitation from a Shopping Cart : Process Steps Step 2: The Buyer searches and selects the Shopping Cart line item/s from the Sourcing Cockpit. Open Sourcing Cockpit Search / Select a Shopping Cart Create and Edit a Draft RFx Submit the RFx for Approval Solicitation Output The selected Shopping Cart is used to create an RFx in the Sourcing Cockpit 50

Search and Select a Shopping Cart 3 1 2. Select a Shopping Cart line item. Note that you may select multiple line items for one single RFx by holding the CTRL or SHIFT keys. You can also select all items by clicking Select All 3. Click the Next button to proceed. 1 2 1. To search for a particular Shopping Cart or line items from a particular Shopping Cart, enter the applicable Search criteria in the Sourcing Cockpit. e.g. (a) If you know the Shopping Cart number, you complete the Number of Requisition field or (b) to see Shopping Carts assigned to a particular Buyer, select the Responsible Buyer field or (c) if you know the Fund Center you complete the appropriate field. etc. 51

Search and Select a Shopping Cart You will notice that when you select Shopping Cart line item(s) and click Next, the system moves the selected line item (s) from step 1 (Select Requisition) to step 2 (Assign Sources of Supply). The number of items moved is displayed in the header in the step Assign Sources of Supply. If you select a wrong line item, you can click Previous or scroll right and click Remove as appropriate. The Shopping Cart line item then returns to the Sourcing Cockpit. 52

Select a Shopping Cart The Sourcing Cockpit displays items at the line item level. For example: Shopping Cart Number 10000012035/3 Line Item Number This is the 3 rd line item on the Shopping Cart 53

Select a Shopping Cart Line Item Click the grey square next to the Shopping Cart line item number to select the line item Do not Click on the Shopping Cart number hyperlink as it simply displays the Shopping Cart, but does not allow you to creat an RFx The Buyer is able to cancel a Shopping Cart/s by clicking the Reject Items. Once a Shopping Carts is rejected it is deleted and cannot be re-submitted to Procurement. If the items are still required, the Requisitioner creates a new Shopping Cart. Shopping Carts should, therefore be cancelled only after discussions with the Requsitioner 54

Prepare Solicitation: Process Steps Step 3: Create Draft RFx Open Sourcing Cockpit Search / Select a Shopping Cart Create a Draft RFx Submit the RFx for Approval Solicitation Output Creation of an RFx includes the following steps: Click Create Draft > RFx Select the transaction type Edit RFx parameters Add Bidders and Currencies Add Notes and Attachments where applicable Create the Collaboration room 55

Create a Draft RFx To create the Draft RFx from the Assign Sources of Supply screen: 1. Click Create Draft, then select the RFx. A new draft RFx line will appear under the Created Drafts section at the bottom of the screen 1 56

Create a Draft RFx 2. Click the drop down arrow to display the Transaction Types 3. Select the Transaction Type i.e. the template for the Solicitation method (e.g. ITB or RFP) that is being used. 4. Click the Edit Selected Drafts button. 4 2 3 57

RFx Transaction Types RFx Transaction Types refer to templates of different solicitation methods available in Umoja. The Buyer populates the selected RFx template with information appropriate to the particular requirement. Full list of RFx Transaction Types: 58

Create a Draft RFx 5. After you click Edit Selected Drafts, the Edit Document screen opens and displays the RFx number, status of the Rfx, name of creator of RFx, number of supplier added etc. 6. Most importantly, the Edit Document screen displays the tabs for editing the RFx 5 6 59

Activity 1 Transaction Name: Create Draft RFx Link to the uperform simulation: http://unsapuperform.umoja.un.org/gm/folder- 1.11.2220?originalContext=1.11.2380 Participants create Draft RFx 60

Edit RFx Parameters Basic details about the RFx are entered on the RFx Information tab. Not used 1 1. Under the Organization section, your Purchasing Organization and Purchasing Group should be already filled in. Note: The Product Category field is not used for RFx s at the header level. However, each line item will keep it s Product Category from the original Shopping Cart. 61

Edit RFx Parameters 2. Under the Dates section, enter the following dates: Submission Deadline The last date that bidders can submit bids Opening Date The date and time on which bids are opened 2 Start Date Leave this field blank. Bidders can submit bids from the time of publication End of Binding Period Leave this blank as it is addressed in the UN fields Not used 62

Edit RFx Parameters 3 3. Under the Event Parameters section, review the Target Value for the Solicitation. The Target Value is the estimated Not-to-Exceed (NTE) amount for the Contract. If the Detailed Price Information indicator is set, bidders can enter conditions such as scale prices. For Follow on document always select Purchase Order or Contract Select the default Currency for the RFx. USD is the default currency 63

Edit RFx Parameters 4. Finally, fill out all fields under the UN Fields section. These fields are used to populate various parts of the final.pdf Solicitation document. 4 If a certain field is not applicable, enter n/a or 0. 64

Add Bidders As previously mentioned, all commercial suppliers must now be registered and approved in UNGM and synched in Umoja before they can be added to an RFx. To do add Bidders: 1. Click Bidders 2. Click Search for Bidders and then click From Internal Directory to open up a pop-up search window 1 2 65

Add Bidders 3. Click the View By drop-down arrow to display the two key options for searching for bidders: Select Bidders including UNGM numbers to search for commercial vendors by their organization name, UNGM ID, or Category ID Select Bidders Including Contact Persons to search for non-commercial vendors 4. Search for the vendor using any of the the criteria provided 5. Select the bidders you would like to add to the RFx. Select multiple bidders by holding the CTRL or SHIFT keys 6. Click Add Selected Bidders 7. Repeat the above steps for all bidders 4 3 Note: Click this button to automatically select all bidders in the search results. 5 6 66

Add Bidders The list of selected Bidders is displayed under the Bidders Tab Invited Vendor List: It is currently not possible to print the list of invited bidders in Umoja 67

Add Bidders UNGM Basic Registration There may be vendors who have not registered in UNGM but should be added as a bidder (e.g. they have responded to a Request for Expression of Interest). These vendors can be added to Umoja by completing Basic Registration in UNGM. Basic Registration is a quick process that will allow the vendor to appear in Umoja SRM. This replaces the current provisional registration process. If a vendor with Basic Registration is awarded a PO or Contract, they must first be converted into a full supplier. This process is covered later in the course. 68

Add Bidders UNGM Vendor Levels: Buyers should ensure that Vendors of the appropriate level are added to an RFx. For more information, please see the latest version of the UN Procurement Manual. 69

Add Bidder Currencies Below the Bidder Overview section is the list of Bidder Currencies. Only bids with currencies entered in this section can be accepted in Umoja SRM. Make sure to add all potential currencies that may be used before submitting the RFx for approval. To add a currency: 1. Click the Add Currency button to choose new currencies to add to the RFx 2. Selecting a currency and clicking Set Main Currency will set the default currency to be used when new bids are entered into they system. The USD is the default currency. 1 2 70

Edit Item Details Sometimes it may necessary to edit the item details. it is not possible to edit the description of an item selected from the materials or services master. To edit items: 1. Click the Items tab 2. Select the line item that you would like to edit, then Click the Details button. The item data will open at the bottom of the screen 1 2 71

Edit Item Details 3. Edit any fields as required. As per standard procurement practice any changes to items from a Shopping Cart should be discussed with the Requisitioner to confirm acceptance. Any detailed description added by the Requisitioner for a line item can be found in the Notes and Attachments tab. 72

Add Notes and Attachments The option is available to add notes or attachments to an RFx. As opposed to the notes added to individual line items, these header-level attachments are appended to the final.pdf Solicitation Document. To add these to the RFx: 1. Under the Notes and Attachments tab, click the Add button under Notes. Choose which type of Note you would like to add and a pop-up window will open where you can enter the text for the Note. 1 73

Add Notes and Attachments There are several types of Notes that can be added. Each one is used in a different place on the final Solicitation document. These are: Tendering Text (1 st ) Tendering Text used at the header of the Solicitation Tendering Text (2 nd ) Tendering Text used at the line item level. In the pop-up window, you must select which line item to reference. Annexures Short description of Annexes included Additional Information Text displayed under the Submission of a Bid in section 6.3 Subject RFx Subject Description included in the Header of Solicitation End date for Bid Clarification Last date that the bidders can contact Buyer for information Supplementary Infomration Any additional information which can be added to end of Solicitation Document Note: More detailed information on the exact fields used in the Solicitation document is available in the User Guide. 1 st Tendering Text and Synopsis Description are not used 74

Add Notes and Attachments 3. To add an attachment, Click the Add Attachment button. If you would like an attachment to be appended to the Solicitation Document, make sure to leave the Visible Internally only box unchecked. 3 75

Create Collaboration Room 1. Collaboration Rooms are used to store scanned items such as submitted bids and must be created for all RFx documents. It is impossible to create a Collaboration Room for an RFx that has already been created and approved. To do this, simply Click the Create button under the Collaboration section 1 76

View Approval Process Using workflow, Umoja SRM automatically assigns Approver(s) to an RFx based on Delegations of Authority tables. To view the approval workflow for an RFx: 1. Click the Approval tab 2. Under the Processor column is the list of Approvers for this RFx. If you are viewing the RFx after it has already been submitted, you can view the entire Approval trail, including any previous rejections and revisions 3. To be notified (via the Work Overview screen) when the RFx is approved, make sure to check the box next to Work Item to Requester at Process End. If left unchecked, you will only be notified if the RFx is rejected 1 3 2 77

View Related Documents In Umoja SRM, all documents created during the procurement process are linked via the Tracking tab. For example, from an RFx, you can view the original Shopping Cart as well as a resulting Systems Contract. To do this: 1. Click the Tracking tab. The list of related documents will be displayed, along with their name, their current status, and the date the status was changed. 2. Under the Document Number column, click any of the links next to the documents to open them in a new window or tab. 1 2 78

Prepare Solicitation: Process Steps Step 4: Now that the RFx has been created according to guidelines, it can be published for approval. Open Sourcing Cockpit Select a Shopping Cart Create a Draft RFx Submitting the RFx for Approval Solicitation Output 79

Save and Publish an RFx When the RFx is ready for approval: 1. The document should be in Edit Mode. If the title of the screen is Display Document, then the document is in Display Mode. Click Edit 2. Click Check to display errors potential errors or warnings. Warnings, indicated by a icon, will still allow you to progress. Errors, indicated by a icon, will not allow you to progress until they are rectified 3. Click Save to save your document for later submission for completion if necessary. 3 2 80

Save and Publish an RFx 4. Before submitting the RFx for approval, you must review PDF version of the RFx. To do this, click the Print Preview button. This will open the solicitation document which will be sent to Vendors. Review the created RFx document to ensure that all appropriate fields and notes have been correctly entered and appear in the right places in the document. 4 81

Save and Publish an RFx 5. Click the Publish button to submit the RFx for approval. Recall that this system approval is NOT equivalent to a required signature. 6. To cancel/delete your RFx: If you have not yet saved the RFx, Click the Delete button If you have already saved the RFx, make sure the RFx is in edit mode (click the Edit button), then Click the Delete button 5 6 82

Activity 2 Transaction Name: Edit and Publish RFx Link to the uperform simulation: http://unsapuperform.umoja.un.org/gm/folder- 1.11.2200?originalContext=1.11.2380 Edit and publish the created RFx Approve the created RFX in the system 83

Prepare Solicitation: Process Steps Step 5: After the RFx is approved, it is printed. Open Sourcing Cockpit Select a Shopping Cart Create a Draft RFx Submitting the RFx for Approval Solicitation Output Note: A published RFx can still be modified by clicking the Edit button and need to run through the approval process again. 84

View Previously Created RFxs To view previously created RFx: 1. From the SRM Home Screen, Click Procurement 2. Click Strategic Sourcing. 3. The list of RFx documents is displayed 4. Click the Show Quick Criteria Maintenance button to expand or collapse the Search Fields. Use these fields to search for the RFx. 1 2 4 3 85

Solicitation Output 1. Search for the RFx and open it by clicking on the RFx number 2. Click the Print Preview button. The Solicitation document will open in PDF format 3. The PDF document can be printed and sent to Bidders by email, fax, mail etc 1 2 86

Modify Solicitation Umoja allows you to modify a published RFx. To edit an RFx: 1. Search for the RFx 2. Click Edit 3. Make the required edits and Publish. The RFx will need to be approved again if it has already been published 4. After it has been approved the solicitation can be printed again and sent to bidders as an amendment 2 87

Learning Checkpoint 1 Which of the following items is an online folder within Umoja SRM where received bids may be uploaded after scanning? Select the correct option. A. Add Attachments B. Collaboration Room C. Search Bidder D. Create Draft Option B is the correct answer. Collaboration Room is the command used to store scanned items such as submitted bids. 89

Learning Checkpoint 2 The output Solicitation is available to print and send to bidders in what file format? Select the correct option. A. DOC B. PDF C. XLS D. PPT 90

Learning Checkpoint 2 The output Solicitation is available to print and send to bidders in what file format? Select the correct option. A. DOC B. PDF C. XLS D. PPT Options B is the correct answer. Bidders in Umoja system receive the solicitation output as a PDF document. 91

Learning Checkpoint 3 You can add currencies after the RFx submission deadline has been reached Select the correct option. A. True B. False 92

Learning Checkpoint 3 You can add currencies after the RFx submission deadline has been reached Select the correct option. A. True B. False Option B is the correct answer. You cannot add currencies after the submission deadline is reached 93

Learning Checkpoint 1 You can create a Collaboration Room after the RFx has been approved Select the correct option. A. True B. False 94

Learning Checkpoint 1 You can create a Collaboration Room after the RFx has been approved Select the correct option. A. True B. False Option B is the correct answer. You cannot add the Collaboration Room after the RFx has been approved. 95

Module 2 Summary The key points covered in this module are: How to select Shopping Carts for solicitation from Sourcing Cockpit How to create an RFx How to edit an RFx How to add notes to an RFx How to print preview an RFx How to add bidders How to add currencies How to publish an RFx and print output Solicitation document How to modify an RFx 96

Module 3 Objectives After completing this module, you will be able to: Upload bids in Umoja SRM Upload bids in the Collaboration Room Award a bid to a selected vendor 98

Receive & Evaluate Bids: Process Steps Receiving and evaluation of bids is conducted outside Umoja. However, certain steps must be performed in Umoja to record the received bids and create follow-on Contract or PO. These system steps are outlined below: Search for a published RFx Add Bids to an RFx Award a Bid 99

Search for a Published RFx On the opening date of the Solicitation, bids are opened and evaluated outside of Umoja. The Buyer enters the bid prices into Umoja SRM. The bids documents can also be uploaded in the Collaboration Room. Search for a published RFx Add Bids to an RFx Award a Bid The first step is to find and open the respective RFx as previously explained. 100

Search for a Published RFx Add the bids to the RFx. Search for a published RFx Add Bids to an RFx Award a Bid After Bids have been opened, the Buyer uploads the commercial information ( prices, quantities etc.) in Umoja. This step is mandatory to allows for the creation of follow- on procurement documents, i.e. Contracts or Purchase Orders. 101

Add Bids to an RFx To do this: 1. Click the Responses and Awards button to display the Responses and awards screen. 1 Do not Click Edit The Responses and awards screen displays two tabs: Response Activity tab displays the list of all invited bidders Response Comparison screen displays a rudimentary bid abstract 102

Add Bids to an RFx 2 4 3 2. Click on Response Activity 3. Select the Bidder 4. Click the Response on Behalf button and a drop down list opens 103

Add Bids to an RFx 5 5. Click Create 104

Add Bids to an RFx 6 8 7 6. A new window headed Create Document opens 7. Click the currency drop-down list to select the currency for the selected bid 8. Click Items to enter the bid prices and quantity 105

Add Bids to an RFx 9 10 9. The Items Tab opens and displays the line items list 10. Enter prices and quantity tendered for each line item as appropriate. Ensure that you have selected the correct currency 106

Add Bids to an RFx 12 11 13 11. Click Submit when you have finished entering the prices 12. The status of the Response changes from In Process to Submitted 12 13. Click the Close button to return to the Response Activity screen to enter prices for the next Bid 107

Add Bids to an RFx 15 16 17 14. Repeat steps 2 to 13 for all bids received 15. When you have entered all prices Click Refresh in order to update the Response Status and generate the Response Number 16. A Response number is generated 17. The Response Status is displayed as Submitted 108

How to correct a bid entry To correct a wrongly entered price, you return to Response Activity in Responses and Awards. 18 19 21 20 18. Click Response Activity 19. Select the Bidder that requires correction 20. Click Click Respond on Behalf 21. Click Revise 109

How to correct a bid entry 22 24 23 22. A new window opens 23. If you wish to correct the currency, click the drop-down list and select the correct currency 24. To correct prices, Click the Items tab 110

How to correct a bid entry 25 25. Enter the correct prices 26. Click Submit and Close to return to Response Activity 26 111

Add Bids to an RFx To upload Bid in the Collaboration Room 1. Click Notes and Attachments. 2. Click the link under the Collaboration section. The Collaboration Room screen will open in a new window. You may have to re-enter your username and password 1 2 112

Add Bids to an RFx 3. Click the Folder link on the left hand menu 4. In the Folder Contents section, Click the Create button. A new screen will appear with a list of types of items to create 3 4 113

Add Bids to an RFx 5. Click the Document link. The Create Document window will appear 6. Type an appropriate name for the bid with any applicable description 7. Click the Continue button. Make sure the Upload Local File option is selected 8. A new window will open to allow you to browse for a file to upload from your computer. Select the scanned bid that you would like to upload, and click OK 5 6 7 114

Add Bids to an RFx 8. After entering price and quantity information and uploading attachments, click the Check button for a final verification of the data in the Bid response 9. Click the Submit button to submit the bid response. Approval is not necessary 10. Click the Close button to go back to the Response Activity screen 9 10 8 115

Activity 3 Transaction Name: Review and Approve Bids Link to the uperform simulation: http://unsapuperform.umoja.un.org/gm/folder- 1.11.2180?originalContext=1.11.2380 Log in to Umoja and add bids to an RFx Make a correction to an entry 116

Receive & Evaluate Bids: Process Steps Step 3: The Buyer can only award a bid in Umoja SRM after an award has been formally issued to a vendor. Search for a published RFx Add Bids to an RFx Award a Bid 117

Accept /Reject a Bid Only Bid Responses that have been designated Accept in Umoja SRM can be processed into a PO or Contract. To do accept or reject a bid in the Responses and Awards screen : 1. Select the appropriate bid and double click on the Response Number hyperlink 2. The Response is displayed 1 Note: Performing the accept or reject steps should only be done after the commercial and technical evaluation have been completed as appropriate. 119

Award a Bid to a Vendor 3. Click the Accept button. You will be returned to the Responses and Awards screen 3 120

Award a Bid to a Vendor 3. Now you can see that the Response Status of the bid has been changed to Accepted. If you open the Response again you would see that there are now buttons to create follow-on Purchase Orders or Contracts from the bid. This process is covered in more detail in the Contract and PO Creation Course. 121

Award a Bid to a Vendor It is also possible to see a comparison of all bids by clicking the Response Comparison tab. Clicking the Compare All Responses button will open a new view of all bids with price and quantity information. Similar to a bid abstract, this view will allow you to scroll right and left to compare all bids submitted. 122

Award a Bid to a Vendor Using the Response Comparison tab also allows you to make a split award. 123

Activity 4 Transaction Name: Upload Bids to SRM Link to the uperform simulation: http://unsapuperform.umoja.un.org/gm/folder- 1.11.2196?originalContext=1.11.2380 124

Best and Final Offer To create a BAFO (Best and Final Offer) Solicitation, first open the original RFx. On the Display Document screen for the RFx, click the Create Follow-on RFx button A pop-up window will open alerting you that the current RFx will be closed and new responses will no longer be accepted 125

Best and Final Offer In the new RFx, go to the Bidders tab and delete the bidders who will not participate in the BAFO Solicitation. Select the bidders to remove and click the Delete button. Next change any other details as necessary for the RFx and publish. This will send the RFx for approval Complete the Solicitation process as normal, adding the received bids and awarding the appropriate bidder. 126

Learning Checkpoint 1 What is the Response on Behalf button used for? Select the correct option. A. To open a contract B. To award a contract C. To input a bid response for a specific Bidder D. To input RFx details Option C is the correct answer. Response on behalf button is used to input a bid for a specific bidder. 128

Learning Checkpoint 2 Under which tab of the RFx Response screen is the commercial information for a bid entered? Select the correct option. A. Active Queries B. Notes and Attachments C. Items D. Responses and Awards 129

Module 3 Summary The key points covered in this module are: How to open a published RFx How to add bids to an RFx How to Accept or Reject received bids How to create a BAFO Solicitation 131

Agenda Course Introduction Module 1: Overview of the Solicitation process in Umoja Module 2: Prepare Solicitation Module 3: Receive and Evaluate Bids Course Summary Course Assessment Course Survey 132

Course Summary The key points covered in this course are: How to select Shopping Carts from the Sourcing Cockpit How to create an RFx How to edit an RFx How to add bidders and currencies How to submit an RFx for approval How to publish an Rfx How to Print Preview and print an RFx How to add and upload bids to an RFx How to How to select a winning bid for an RFx How to amend an RFx How to create a BAFO Solicitation 133

Course Assessment Now that you have completed all the modules in this course, you can test your knowledge by completing the Course Assessment. To receive credit for completing this course, you must pass this assessment with a minimum score of 90%. To complete the assessment you must return to the Learning Management System: 1. Log into Inspira 2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Search for the name of the course under the My Learning Activities section 4. Click the Start link of the course assessment 5. Click the Submit button once you have completed the assessment 135

Course Survey Your feedback is important to the continuous improvement of our training program. Please complete the evaluation for this course using the following steps: 1. Log into Inspira 2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Search for the name of the course under the My Learning Activities section 4. Click the Start link of the course survey 5. Click the Submit button once you have completed the course survey 137

Congratulations! You have successfully completed the Umoja Solicitations course. 138