Supplier training materials (PDF 2.1M)

Contract Management System
Supplier Training Pack
1
Contents
Starting Up
1.
About the contract management system…………………………………………………...3
2.
Getting your login………………………………………………………………………..……4
3.
Registration ………………………………………………………………………….…….….5
4.
Terms and conditions………………………….……………………………………..………7
3.
Logging in…………………………………………………………………………….…….….8
4.
Supplier Homepage……………………………………………………………….………….9
5.
Updating your profile………………………………………………………………………..10
Help
4.
Available support………………………………………………………...…………...….….11
5.
ACC Contacts………………………………………………………………………………..12
Doing business
5.
View an Event …………………………………………………………………………….….13
6.
Compose Response ……………………………………………………………………..….18
7.
Save Response ……………………………………………………………………….….….21
8.
Submit Response ……………………………………………………………………………22
9.
Revise Response…………………………………………………………………………….24
10. Glossary ………………………………………………………………………………………25
2
Starting up
About ACC’s contract management system
• ACC’s online contract management allows suppliers
to have 24 hour access to their company profile and
history, to lodge and track tenders and monitor the
contract approval process.
• Existing suppliers will be transferred to the new
system on renewal or review of their contract.
• New suppliers or those who do not have a current
contract may also register their company and build
their profile in the online system before they submit
their tender.
3
Starting up
Getting your login
To join up email [email protected] and provide
• your company’s legal name, physical address and
phone number
• the name of the nominated administrator for your
company, their phone number and email
address. Also,
• the category of work you currently provide or
want to contract to.
You will be sent a login and password for access
to the site.
4
Starting Up
Registering
. . . you will be sent a login and password for access to the site.
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5
Starting up
Your profile
Setting Password & Secret Question
2. The first time you logon to
Ariba, you will be prompted
to set a password and secret
question
3. Once this has
been completed, click
OK.
6
Starting up
Terms & Conditions
4. Review the Terms &
Conditions, click Accept then
click OK
7
Starting up
The Login screen will provide you with access to the site
Input username and password
8
Starting up
Supplier Homepage
The command bar remains
consistent throughout most screens
The preferences menu allows
you to update your profile
information, set a default locale
& currency and change
notification and Desktop File
Sync preferences.
9
Starting up
Updating your profile
Ensure your information is correct (Name,
phone number, e-mail) and select “OK”
Please IGNORE the “ARIBA Network User
ID” and “ARIBA Network Organization ID”
10
Getting Help
Available support
Additional tutorials
and guides are
available from these
menus
11
Getting Help
ACC Contacts
Responsibility
Overview
Name
Contact details
Contact
Management
System
training
Provide general support
on how to access and
work around the tool,
including answering
questions.
Training material is
on www.acc.co.nz
Contract
Administration team
can also provide
support for logins
and passwords
[email protected]
Day to day
management
Management of the
tender event, such as
response to general
questions and setting
timeframes.
Tender facilitator
Tender facilitator
named in the tender
documentation
Software
Questions
If you have issues with
the performance of the
software.
Contract
Administration team
[email protected]
General
feedback
Any comments.
Contract
Administration team
[email protected]
12
Doing Business
View an Event
Completed Events are closed & are no longer
accepting responses. These tenders have been
awarded & are displayed as a reference only.
1. Open Events are
running events in which
you have been invited
to participate. (To
access an event click
on the title)
Pending Selection events have closed & are no
longer accepting responses, but the successful
respondents of these events have not yet been
awarded.
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Doing Business
Event Details
2. After opening an open event, to
participate click Review Agreement
14
Doing Business
Bidder Agreement
Log In, Ts & Cs
3. Review and
accept the Bidder
Agreement and
click OK
15
Doing Business
Event Screen
4. The Table Menu allows you to customise which attributes are displayed on
your event. The Expand All & Collapse All function collapses or expands
event sections which is useful when navigating through lengthy content in an
event.
Event Contents allows you to view all event content
or choose to view a particular Section of the event
content individually.16
16
Doing Business
Steps 1, 2, 3 have now been
Event
Screen
completed.
Step 4 is to respond to
the questions
5. Responding to the project is very easy.
Simply follow the answer formats
supplied in the right hand column adjacent to the each question.
17
Doing Business
Compose Response
The * symbol next to a question indicates that this a
required question and must be answered. An event
response can not be submitted until all mandatory
questions have been answered.
Event documents can be downloaded by clicking on the
document name and selecting Download
18
18
Doing Business
Compose Response
Response answer types can also be attached files. To
upload a file, click Attach File and select Browse,
select the document and click OK
19
Doing Business
Compose Response
References relate to documents which need to be
reviewed in order to answer a particular question.
Click on the References link to view and download
the document
20
Doing Business
Save Response
As you work on your response, you are able to save your
progress as you go. You are able to close the application and
return to finish it at a later stage via the home page, so long as
there is still time left on the event.
At any point during an open event, you can post a question to the event
facilitator by clicking the Compose Message button and they can respond
to you through the application’s message board function.
21
Doing Business
Submit Response
6. Once you have completed your entire response click the Submit button and then OK to confirm
22
Doing Business
Submit Response
7. If your response has any errors, you will receive this error message and the
system will flag the areas which need to be rectified before your response can
be submitted.
8. Once errors have been
adjusted, the response can be
resubmitted.
23
Doing Business
Revise Response
You may revise your response as many times as you
wish before the time runs out, by clicking the “Revise
Response” button
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Glossary
Desktop File Sync- DFS automates uploading and downloading of files in the contract
management system sourcing and allows you to check document version compatibility.
You can manually set up the Desktop File Sync from the dashboard, click Preferences on
the toolbar and select Change Desktop File Sync.
Event- in the contract management system sourcing, an “Event” is the publication of
data to suppliers or buyers and their response to questions or bidding on goods or
services. It includes Requests for information, or proposals.
Notification- This will provide you with quick links/info on updates and project
communications.
Pending- The event has closed for responses and is pending selection.
Preferences - The Preferences area of the contract management system is the place
that a user may edit their personal information.
Project- Refers to the overall Sourcing project, which contains the sourcing process. The
project is the container that holds the information related to a supplier review.
Revise Responses- Once a response has been submitted, while there is still time
remaining, you are able to edit and revise your response if required. This can be done as
many times as necessary so long as the event is open and there is still time remaining.
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Glossary
RFX- an RFX communicates business needs to potential participants and asks them to
propose goods or services to fulfil the business needs. The participant typically includes
pricing information in the response, but price might not be the most important factor in
your selection.
Sourcing- Sourcing projects are work areas in the contract management system that
help you manage the workflow surrounding the creation of a sourcing event.
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