Using Emptoris 8 Request for Information (RFI)

Transcription

Using Emptoris® 8
Request for Information (RFI)
® and Emptoris® are registered trademarks of Emptoris, Inc. All other
trademarks and registered trademarks are the property of their respective holders.
Copyright © 2001-2009 by Emptoris, Inc. All Rights Reserved.
Table of Contents
Request for Information (RFI) Getting Started .................................................................. 1
Request for Information (RFI) Responding to the RFI.................................................... 45
Request for Information (RFI) Monitoring and Scoring the Event ................................. 65
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Request for Information
Getting Started
Getting Started
Copyright ©2009 Emptoris, Inc
1
Getting Started
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2
Getting Started
Procurement Lifecycle
Sourcing/Procurement Lifecycle
Project
Management
Performance
Management
Sourcing
Spend
Analysis
RFI
RFQ
Auction
Analysis
Contract
Award
RFP
Performance
Management
9
An RFI (Request for Information) is used to gather information from suppliers to help
initially qualify prospective suppliers for an RFQ or Auction event. An RFI is a series of
questions that is sent to suppliers and the responses are ‘scored’ or evaluated as to how
they fit the business needs or the organization. Creating and managing an RFI is an
important first step in the procurement process.
3
Getting Started
Module Objectives
After completing this module, you should be able to:
•
•
•
Create a Request for Information
Monitor Supplier Responses
Score and Evaluate the Supplier Responses
4
Getting Started
Create an RFI
To create any RFx (RFI, RFQ, RFP, Auction or Buyer Survey), from the View and
Manage RFx(s) page, click on the Create RFx button.
Follow the steps below to create an RFI:
1. Click the Create RFx button.
5
Getting Started
Create an RFI, continued
There are several ways to create a new RFI in this system:
•
•
•
Create New RFx - Use this button to create an RFI from “scratch”.
Create From Template – This allows you to build an RFI from a previously
developed RFI.
Create From Import – This uses a previous RFI that can be imported into your
system.
6
Getting Started
Basic Information
This screen is used to input basic information about the RFI. Any field marked with an
asterisk (*) is a required field.
Type: The drop-down box will offer a selection of types of RFx’s.
Name: The naming convention for the RFI is controlled by the host of the event. The
name could be descriptive of the host organization, the products being purchased, or both.
Unique ID: This identifies the RFI within the database. If this field is left blank the
system will automatically use what has been entered into the Name field.
Description: This is an optional field used to describe the RFI. Any text entered here
will be shared with all invited participants (buyers and suppliers).
Follow the steps below to create the RFI:
1.
2.
3.
4.
5.
Enter the Project Name (if you are using projects).
From the drop-down Type box, select RFI.
Enter the Name of the RFI.
Enter the Unique ID (or let the system fill it in automatically with the Name).
Enter a Description if applicable.
7
Getting Started
Basic Information, continued
Business Units: If your organization is configured with business units, use this field to
associate the RFI with one of those units.
Currency Decimal Places: The default is 2 decimal places, but this can be modified.
Follow the steps below to create the RFI:
6. To identify a Business Unit, us the drop-down box.
7. To change the default decimal places, use the Currency Decimal Places dropdown box.
8. Click Save.
8
Getting Started
Basic Information, continued
Clicking the Save button after inputting basic information about the RFI will cause the
navigation Wizard menu to display on the left side of the screen. The Wizard will guide
you as you create the RFI. You can click on any step in the Wizard to move directly to it.
You can skip steps and move through the Wizard in any order needed.
Follow the steps below to use the Wizard:
1. Verify or edit the Basic Information entered when you created the RFI.
2. Click on the Next button at the bottom of the screen, or use the Wizard to select
Define RFI Rules to begin building the RFI.
9
Getting Started
Define RFI Rules
This screen allows the buyer the option to block responses from the view of anyone in the
buyer’s organization. Selecting the Yes option would, for example, be standard practice
in a situation where all the responses are “sealed”.
In addition, the Host can control where a Supplier can make an attachment. Click each
checkbox to select the item where attachments are permitted.
10
Getting Started
Creating Questionnaires
An RFI is a standard business process whose purpose is to collect information about the
capabilities of various suppliers. It contains a series of questions and normally, follows a
format that can be used for comparative purposes.
Within the Emptoris system, creating an RFI involves creating questionnaires. A
questionnaire is a group of questions that have a relationship with one another and relate
to particular aspects or features of a supplier’s business. An RFI can contain one or more
questionnaires with multiple questions.
Examples: Questionnaires can contain questions that are organized around topics such as
company information, financial information, customer support, references, or product
quality information.
Follow the steps below to create a questionnaire:
1. Click on the Create Questionnaire button.
11
Getting Started
Creating Questionnaires, continued
This window allows you to define each questionnaire.
The required fields are Name and Importance.
The Name identifies the type of information the questionnaire is seeking about a
potential supplier.
The Importance level refers to how important this questionnaire is to the overall event.
It must be set between 0 -10. The importance level will determine the weight that the
system assigns to that questionnaire. The total score for an RFI is the sum of the
weighted scores of its questionnaires.
Designating a questionnaire a Show Stopper will flag the responses of any supplier that
doesn’t meet the minimum value that you have defined.
Attachments: After clicking Save, you can add attachments if required.
2. Provide a Name for the questionnaire.
3. Set Importance between 0-10.
4. Identify if this questionnaire is a Show Stopper. (If selected, enter the minimum
value for the supplier response.)
5. Attachments may be added after the item is Saved.
12
Getting Started
Questionnaire Linking Section: Linking the questionnaire to a category is not required,
but can be beneficial during the RFI process. For example, you will be able to identify
and select the suppliers with approved links to the category. This link will also be helpful
for reporting purposes by identifying suppliers and categories within the RFI.
6. Enter a value in the Search field or, click on the Category hyperlink to link this
questionnaire to a category. For this example, we entered AS in the search field.
7. Click on the name to select the category to use with this questionnaire. For this
example, we selected the ASCAT3 category.
13
Getting Started
8. The selected category is added to the Questionnaire.
9. Click Save.
14
Getting Started
Creating Questions
Once a questionnaire is created, you can begin adding the questions.
Follow the steps below to create questions:
1. Click the Create button on the bottom frame to begin adding new questions.
15
Getting Started
Creating Questions, continued
Each question can contain up to 2000 characters. The answer types available are:
Text
Integer
Decimal
Yes/No
Date
Currency
Selection
Table
Spacer Row
Note: You may want to use a numbering system to better track large numbers of
questionnaires and questions.
If selecting an Integer, Decimal, or Currency answer type, you can specify a minimum
and a maximum value. This will restrict the value the suppliers can enter for their
answers.
Text, Table and Date answers can only be scored manually.
2. Type the question in the Question box.
3. Select Answer Type from the drop-down menu.
16
Getting Started
The Auto Score function provides users the opportunity to have questionnaires scored
automatically. The user must set minimum and maximum values and the system will use
these values to restrict the supplier and will calculate the actual score based on the value
the supplier enters for an answer.
Questions are also assessed using an importance value between 0-10. The system will
weigh the question based on the importance value.
4. If autoscore is being used, click the Auto Score button and enter the Score values.
5. Optionally, enter a Default value as an appropriate answer to the question.
6. Define the Importance level of the question (0-10).
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Getting Started
Selecting Show Stopper for any question will flag the response of any supplier who
doesn’t meet the minimum value that you have defined. For any Show Stopper question,
the Required box must be selected. The supplier must answer the question prior to
submitting their response. You can include a response field for the supplier to offer any
additional comments that can provide further information about their answers.
The choices for Visibility are:
Buyer Read/Supplier Write – This is the default and allows other people within the
buying organization to read the questions. The supplier provides answers to the
questions.
Buyer Write/Supplier Hidden – This is the option to select if you just want to test the
RFI with your internal personnel prior to inviting various suppliers to respond.
18
Getting Started
7. Indicate if the question is to be a Show Stopper and Required.
8. Click the checkbox to allow the supplier to Include Comments if needed.
9. Select Visibility.
10. Click the Save button to save the question.
11. Attachments can be included after saving the Question.
Continued adding other questions as appropriate to the topic of the questionnaire.
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Getting Started
Sequencing Questions
You can reorder the sequence of questions by using the sequence button in the lower
right corner of the screen.
Example: After constructing a list of questions, a buyer may want to put the more
significant questions at the top of the list.
Follow the steps below to reorder the question sequence:
1. From the Edit Questionnaire window, click the sequence button.
20
Getting Started
Sequencing Questions, continued
2. Click on the question to select it.
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Getting Started
3. Slide the cursor over the insertion point and click. (Refer to the instructions on the
Adjust Sequence screen if needed).
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Getting Started
4. Once moved, the questions will be reset in the new sequence.
5. Click Save to save the new sequence.
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Getting Started
The new sequence of questions will now appear on the Edit Questionnaire screen.
Click Close to return to the Edit tab screen. The questionnaires will be listed by title and
the Wizard will be available.
24
Getting Started
Editing Questionnaire Weights
Once you have completed creating questionnaires, it is time to assign weights to them.
This is where the buyer decides the weight, or significance, of each questionnaire in
relation to all the others.
The popup from this page will explain how the questionnaires are weighted and scored
within the RFI.
The Importance values you assigned are shown in the middle column and can be edited.
The corresponding calculated weights are shown in the right column. (Note: you may
need to minimize the popup screen to see these values).
The weights must be normalized (the sum of all questionnaire weights must total 100).
Follow the steps below to edit questionnaire weights:
1.
2.
3.
4.
5.
Select Weight Questionnaires from the Wizard menu.
Review the explanation of how weights are used for scoring.
Click the Close button to close the weight calculation window.
Click in the text box for a questionnaire to edit the Importance Level.
Click Next.
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Getting Started
Editing Question Weights
The Weight Questions step is used for viewing and revising the Importance values for
the questions contained within each questionnaire. The drop-down box at the top of the
questions window allows for easy navigation between questionnaires.
The popup from this page will explain how the questions are weighed and scored within
the questionnaires.
The Importance Values you have assigned are shown in the middle column and can be
edited. The corresponding calculated weights are shown in the right column. (Minimize
the popup screen to see these values).
Follow the steps below to edit question weights:
1.
2.
3.
4.
5.
Select Weight Questions from the Wizard menu.
Review the explanation of how weights are used for scoring.
Click the Close button to close the weight calculation window.
Make any edits to the Importance Levels of the individual questions.
Click Next.
26
Getting Started
Invite Suppliers
Once the questionnaires have been completed, you need to select suppliers to whom the
invitations will be sent for them to participate in the RFI. There are two sources to use to
invite suppliers to participate in your RFI.
Invite from Supplier List - A list of suppliers provided by your organization.
Invite from RFI - A list of suppliers from previously run RFIs.
In addition, you can use the Quick Search feature to identify a Supplier Agent. Enter a
name or partial name to begin the search.
Follow the steps below to invite suppliers:
1. For this example, we entered CAL to search for Calvin Cross.
2. Click on the name of the supplier to select him or her.
3. You can click on the Invite from Supplier List button.
27
Getting Started
Invite Supplier, continued
Regardless of whether you selected suppliers from a list or from a list of previous RFIs,
the next choice is whether to invite them to the entire RFI or for one or some of the
questionnaires.
Invite for RFI invites the supplier to participate in the entire RFI.
Invite by Questionnaire is a good choice for a supplier who only provides a certain
service or product that your organization needs, but does not supply everything needed or
required by your RFI.
For this example, we select the Invite for RFI option.
28
Getting Started
Buyers will invite specific users within the individual supplier organizations from this
screen. Depending on the number of potential suppliers, there may be several pages to
this screen. The suppliers are listed alphabetically. Note: Holding the cursor over the
page numbers will reveal how the listings are divided.
Using the “Select All” feature will allow you to invite all the suppliers on the page
displayed.
You will only see suppliers listed that have not been previously invited to this event.
The filter drop-down box will default to the list of suppliers in the “My Supplier List” or
if none are selected to Approved—that is, a list of approved suppliers. Other options
from this filter are:
•
•
•
•
•
My Org. Suppliers – Suppliers that have been linked to your organization.
My Supplier List – Suppliers you may have previously selected to add to your
personal list.
With Suggested Links – Suppliers that have suggested links to a category but the
link has not been approved by the content manager.
With Approved Links-All – Lists suppliers in your buyer organization that have
approved links to a category.
With Approved Links-My Org. – Lists suppliers that have approved links and
are linked to your specific organization list.
29
Getting Started
Follow the steps below to invite suppliers:
1. Click in the checkbox on the far right side of the screen next to those suppliers
you wish to invite.
2. Click on the Invite for RFI button.
3. The “Invite from Supplier List” pop-up screen will appear. Click Close.
30
Getting Started
The invited suppliers will then be displayed on the Invited Suppliers screen.
31
Getting Started
Edit Invitation
The system has a pre-defined, default invitation to send to the suppliers.
The name you have given to the RFI is automatically placed in the Subject line.
The Standard Text area will be filled with system-generated text that cannot be edited.
The Message area (as seen above) can be configured to read the way in which the Buyer
wants.
Emptoris allows edits to the standard invitation message to fit your needs. Letter text can
be cut and pasted from another program or typed directly in the open area. Use the word
processing formatting buttons to format the message as needed.
Note: The invitation is not sent to the suppliers until the RFI is opened by the Buyer in
the Schedule step of the Wizard.
Follow the steps below to edit the invitation message:
1. Click the Edit Invitation option on the left side bar Wizard menu.
2. Edit message (if desired).
3. Click Next. This will bring you to the invitation for the buyer’s other team
members.
32
Getting Started
Hosts/Co-Hosts – Edit Invitation
The system has a default invitation defined to send to the team members. However, the
Emptoris system allows edits to the standard invitation letter sent to the buyer team
invited as Hosts/Co-Hosts to fit your needs.
Letter text can be cut and pasted from another program or typed directly in the open area.
Use the word processing formatting buttons to format the message as needed.
Follow the steps below to invite hosts & co-hosts:
1. From Host/Co-Host, edit the Message text if desired.
2. Click Next to save the new text.
33
Getting Started
Define Team
In some organizations, selecting suppliers is a team effort. The leader of the event is
responsible for selecting the other team members. Defining team members allows for
RFx collaborative involvement to cascade to other users.
From this step of the Wizard menu you can choose which team members will assist you
with the process of hosting the RFI. The team members can also be used for a quality
assurance/control process.
34
Getting Started
Define Team, continued
Potential team members within an organization are grouped under two tabs:
Linked to Category(s) – Buyers who are linked to a particular category or product line
from a supplier or suppliers.
All - Any buyers who are eligible to be team members within the organization.
Follow the steps below to invite team members:
1. From Host/Co-Host>Define Team, click the Add Team Members button.
2. From the All tab, select the checkbox next to the members of the buyer
organization that will take part in this RFx.
3. Click on the Add Team Members button.
4. Click on OK.
5. Click Next.
35
Getting Started
Assign Team Role
Once selected, the team members are assigned roles by the leader of the event. By
default, the creator of the RFx is designated as the Lead Role and the Primary Contact.
The Lead will have full permissions within the event.
The options in the Roles drop-down box are:
•
•
•
•
Lead/Host (L) – The creator of the event with full permissions. These can be
shared with other members of the team.
Member/Co-Host (M) – Has the same permissions as the Lead except scheduling
the event to open and close.
Observer (O) – Has the ability to monitor the RFI.
Scoring Observer and Scoring Member (SO, SM) – Have the ability to
participate in collaborative scoring initiatives. Their scores from the score sheet
section of the RFI will be used as part of the overall team average.
One member of the team should be designated as a Primary Contact when these roles are
assigned.
Follow the steps below to assign team roles:
1. From Host/Co-Host>Assign Team, select the role type from the drop-down
menu.
2. Type the Role Letter in the selection box for the member(s) you want to change.
3. Click Next.
36
Getting Started
Viewing Attachments
There may be documents that the buyer wants to include with this RFI that will help the
potential suppliers better understand the scope of the RFI and provide more appropriate
and relevant responses. These attachments can include such things as Terms and
Conditions, Technical Specifications, tables and Charts, etc.
The buyer can add attachments and group them into specific folders. The attachments
dialog box will display who created this attachment and the date and time at which it was
attached.
Follow the steps below to add attachments:
1. Click on the Add button. The Add Attachment dialog box is displayed.
Note: Use the Update button to replace an attachment with a modified version.
37
Getting Started
Viewing Attachments, continued
This screen allows the buyer to attach multiple documents at one screen and then save
them all at once.
Name: The name of the document being attached.
Folder: There are several folders into which documents are placed:
• Communication
• General Specifications
• Private Information (Note: Attachments stored in the Private Information
folder are only visible to Buyers/Co-Hosts invited to this RFx).
• Terms and Conditions (T&C)
• Technical Specifications
Location: This specifies either a local drive (i.e. from your hard drive) or a URL.
Attach Content: The specific file path and name for the attached file.
Follow the steps below to add attachments:
2.
3.
4.
5.
6.
Type in a name for the attachment.
Select a Folder to store it in from the drop-down menu.
Select the Location of the attachment.
Click the Browse button to find the document.
Click Save and Close.
38
Getting Started
Schedule
The last action step in the RFx setup is to schedule the RFI and send out the invitations.
Any RFx can be scheduled to “Open Now” or to open and close at pre-determined dates
and times.
The open and close dates must be in the future. The close date does not have to be
specified; if left blank, it is assumed that the RFx is perpetual and that the Host will
manually close it when desired.
Follow the steps below to schedule the RFI:
1. From Schedule, Click Open Now button or enter a future date. Use the calendar
icon to select a date.
2. Use the calendar icon to select a date for the event to close, or leave it blank.
3. Select an invitation option.
4. Click the Save button.
39
Getting Started
Schedule, continued
The Host can override either the open or close date at any time by clicking an Open Now
or Close Now button, or changing the date and time.
Note: Be sure to verify the time zone in which you want the event to open.
Whenever a change is made to a scheduled date, notifications are sent out to all invited
suppliers as well as team members.
Manual Invitation: The “Send Invitation” buttons are enabled only after a future date for
opening is entered and Save is clicked.
40
Getting Started
Summary
Follow the steps below to view the RFI Summary:
1. Click on the Next button on the Schedule screen, or select “Summary” on the Wizard.
The last selection in the RFx Wizard is the Summary Report. This is a good place to
review the RFx and ensure it is in good order. Attachments can be added at this page
also.
Some of the buttons available on this screen are:
•
•
•
•
•
•
Copy RFI into Templates – Copies the contents of this RFI into a template that
can be used for future RFIs.
Create Clone RFI – Makes a copy of this RFI that can be used as a test copy.
View Details – This will bring up the details of the RFI including invited
suppliers listed under Invitations as well as supplier profile details which include
name and email address
RFI Print Preview – This provides a summary of the major sections of the RFI
that you can review and then print out to provide yourself with a hard copy.
Round History – view the different Rounds for the event if the event uses
Rounds.
Export – export the event to an Excel spreadsheet. This is the same as the export
function available from the View and Manage RFXs page.
41
Getting Started
View RFI Details
Follow these steps to View the RFI Details :
1.
2.
3.
4.
From Summary (previous screen), click View Details button.
Review the Details about the RFI.
Click the Close button for the Detail window.
Click the Close Wizard button.
Note: The RFI Print Preview button displays the highest level of details about the event
and can be printed to save a hard copy of the information.
42
Getting Started
Copying an RFI into a Template
From the Summary step of the Wizard the user can create a template of their event.
The newly created template will appear on the Template page of the View and Manage
RFx(s) screen so that it can be reused.
Only the structure of the RFI, not the scheduling information, is entered into a template.
It is used for building future RFIs.
Follow the steps below to copy an RFI into a template:
1.
2.
3.
4.
5.
From the Summary Step, click on the Copy RFx into Template button.
Give the template a Name and Unique Id.
Click on Next button.
Click the Save button.
Click the Close Wizard button.
43
Getting Started
Clone the RFI
From the Summary step of the Wizard, the user can create a carbon copy of their event
by clicking on the Create Clone RFI button.
The start and end dates will not copy over to the clone. Once saved the clone can be
accessed from the View and Manage RFx screen.
This step is commonly used for testing the RFI before publishing or for training purposes.
Follow the steps below to create a clone of an RFI:
1.
2.
3.
4.
5.
From the Summary Step, Click on the Create Clone RFI button.
Give the clone a Name and Unique Id.
Click on Next.
Click the Save button (not required if you click Next).
Click the Close Wizard button. You will be presented with several options for
saving your data.
44
Responding
Responding to the RFI
45
Responding
46
Responding
How a Supplier Responds to an RFI
To successfully participate in an RFI there are a series of things that you will want to do.
Responding to an RFI begins with the same procedure that you will use to participate in
any RFx (RFI, RFQ, RFP, or Auction).
• How do I find and review the RFI that I am participating in?
Finding your RFI and reviewing details, which will help you to decide whether or
not you will accept the invitation to participate
• How do I accept or decline the invitation to participate?
Once you have reviewed the RFI details you can decide whether to accept or
decline the initiation to participate.
• How do I download attachments sent by the buying Organization?
There may be attachments or documents send by the buying organization that you
will need to review. It may be the terms and conditions of the events. You may
want to attach a document that you will want to send to the buying organization.
• How do I place a response
It is during this step that you will review and respond to a series of questions. The
information that you provide will be evaluated by the buyer organization
• How do I revise my responses?
After reviewing your responses you or someone in your group may decide that
you would like to make a change.
• How do I send a message to the buying organization?
If you need to collaborate with members of the buying organization the system
provides a built in messaging email.
• How do I create a report to summarize my responses?
When you have completed filling out each questionnaire you can run a report that
will summarize this information.
47
Responding
Supplier View RFx(s) Page
Once you have logged into the system as a supplier, you will arrive at the View RFx(s)
page. This page will display any RFI (Request for Information) that you may want to
respond to. The Status column of this page will display New for any event that you have
not yet participated in.
You can Click the Home icon from any page in the event to return to this page.
You can filter your list of events by selecting the appropriate status in the drop down list
next to the “Binocular” icon. Status values include: All, Open, Awarded, Pending,
Closed, Paused, or Open/Pending.
Follow the steps below to view the RFI:
1. From the View RFx Bids screen, click the RFx Name or click the View/Respond
to RFx button.
48
Responding
Accepting or Declining an RFI
Prior to making a decision whether to accept or decline an RFI invitation, you may want
to learn more about it. Much of that information is available on this screen. The supplier
can see the types of questions that have to be answered as well as any attached documents
that provide further details and data about the RFI.
Attachments are specific documents, such as Word document files or Excel spreadsheets.
The buyer may request that you download a copy of the terms and condition page that
will outline any legal matters. The supplier may need to submit this same document back
to the supplier with an electronic signature.
Follow the steps below to accept or decline an RFI:
1. Click the Expand button for each Questionnaire to view questions contained in
this questionnaire.
2. Click the RFx Attachments link to view any attached documents/URLs.
49
Responding
Viewing Attachments
The attachments link is where you can view attachments provided by the buyer. The
parentheses show how many attachments are available.
Follow the steps below to view attachments:
1. Click on the RFx Attachments (1) link. The Attachments dialog box is
displayed.
50
Responding
2. Click on the link in the Content column to view the attachment. If desired, you
can open and then save the document directly from there.
51
Responding
3. To download the attachment, select it by clicking on the box on the far right.
4. Click the Export button. A job is submitted in the Data Manager. Once
completed, you can download the attachment from the Data Manager.
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Responding
Send and Receive Messages
Messaging allows messages to be sent between the buyer and the supplier affiliated with
this event. The body of the message should not exceed 5000 characters.
Follow the steps below to send and receive messages:
1. Click on the RFI Messages hyperlink.
2. From the View by RFx window, click the Create button.
53
Responding
Send and Receive Messages, continued
Follow the steps below to send and receive messages :
3. On the Create Message screen, type in the subject and body of the message.
4. Click Send.
54
Responding
Accepting an RFI Invitation
Now that you have had a chance to view any messages and attachments, and look over
the questionnaires, it is time to decide whether to participate in the RFI.
1. Click Accept to accept the invitation to this event. (Optionally, click Decline
to not respond to the event.) The Accept Invitation dialog box is displayed.
55
Responding
Accepting an RFI Invitation
2. Provide an optional comment that will be sent back to the buyer. This gives
the supplier an opportunity to send any comments along with their acceptance
of the RFI.
3. Click OK.
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Responding
Responding to an RFI
The RFI screen displays the RFI questionnaires/ questions that you will be responding to.
From this screen the supplier can Place Responses to the Questionnaire.
Follow the steps below to view and respond to questionnaires:
1. Click the Place Response button to start creating a response. This will open a
pop-up screen allowing you to respond to all the questions in the questionnaire.
57
Responding
Creating a Response
Each question may have a different answer type. The space for your answer will vary
depending on the answer type (e.g. text, integer, decimal, selection, etc.).
Note: If the Draft option was configured during installation of the system, then a Submit
Draft button will appear. You will have to click this button to submit a set of responses
that were prepared originally as a draft.
Follow the steps below to create a response:
1. Questions can be answered by choosing a response from a drop down box,
typing in text or numbers, or selecting from multiple responses.
2. Attachments may be added at the event, questionnaire, or question level
depending on the event rules set up by the Buyer.. Click the small “paperclip”
icon to attach a file to an individual question.
3. Click Save to submit a response.
4. Repeat steps 1-3 for the remaining questionnaires/questions.
58
Responding
Revising a Response
The supplier can edit responses as long as an event is open.
Follow the steps below to revise a response:
1. Click on the Revise Response button. This will bring up the Edit Response
screen.
59
Responding
Revising a Response, continued
In this example, the supplier has revised a response to a question on the Edit Response
screen.
Follow the steps below to revise a response:
2. Make the desired changes to the responses.
3. Click on the Save button to save changes.
60
Responding
Review Responses
The View History button allows you to view the history of changes made to your
response, if desired.
The View Response Comparison window also allows you to compare a history of
attachments that you have uploaded into the system.
Follow the steps below to view bid history:
1. Click on the View History button.
2. Select the checkboxes for the responses you want to compare.
3. Click the Compare Responses button.
61
Responding
Create a Report
When you have completed filling out each questionnaire, you can run a report that will
summarize the information. The report can be exported out of the system and retained for
your records. This copy can be valuable for keeping an audit trail of your responses to an
RFI.
The Edit Report Parameters window allows for customized reporting.
Type of Responses: Report can include Valid, Invalid or Cancelled responses.
RFI/RFP Selection: Search and report on any of the RFI/RFP events in which you have
participated.
Question/Questionnaire Selection: Search and report on specific
question/questionnaires.
Report View Type: View as an Excel spreadsheet (default), a CSV file or as a PDF file.
(Note: you will need the PDF viewer to open a PDF file).
Follow the steps below to create a report:
1. Click on the Run RFI Report link.
2. Select report options as needed.
3. To select the default settings, click OK from the Edit Report Parameters
window.
62
Responding
Create a Report, continued
When you export this information out of the system, it is recommended that you export it
in an Excel format. This format will allow you to customize the look and feel of the
spreadsheet.
The Data Manager is used to build the file for the report.
Click the Done hyperlink in the Status column to download, save, open and view the
report.
You may print and file the report for future reference.
Remember to log off when done responding to the event.
63
Responding
64
Monitoring and Scoring the Event
65
Viewing RFx(s)
The View and Manage RFx(s) window displays all RFx(s) created by the logged in
user’s Organization. From this window, you can Edit, Monitor and Analyze your RFx(s).
The Suppliers column indicates the number of suppliers invited to the RFI, number of
suppliers who accepted the invitation and the number of suppliers that responded to
questionnaires.
Follow the steps below to view an RFx:
1. From the View and Manage RFx page, click on the name link of the RFI to
view the responses from the Monitor page.
66
Monitoring Responses
From the Monitor Tab the user can view incoming responses. An “R” icon to the right of
the Message icon indicates that responses have been submitted for the questionnaire or
questions. Suppliers that have submitted responses are listed in the bottom frame. Click
the small plus sign next to the Questionnaire name to display the questions.
Follow the steps below to monitor responses:
1. Click the folder icon for the questionnaire you want to review.
67
Monitoring Responses, continued
Suppliers that have submitted responses are listed in the bottom frame.
The red and white “X” icon to the left of a supplier response indicates the supplier has
failed to score above the Show Stopper scores.
The individual supplier’s score listed in the My Score column, when displayed in Red
indicates that this score does not meet the minimum required score defined for this
questionnaire.
Follow the steps below to monitor responses:
2. View the suppliers listed in the Valid Supplier Responses.
68
Comparing and Scoring Responses
The Compare Responses button allows the buyer to view all of the suppliers’ responses
to a particular questionnaire.
Follow the steps below to compare and score responses:
1. Click the Compare Responses button.
69
Comparing and Scoring Responses, continued
The View Response Comparison screen displays the questionnaires and each of the
questions within them in the two drop-down boxes at the top of the screen with the
suppliers’ responses below.
The Hide Auto-scored questions selection box allows the buyer to focus on just the
questions that need manual scoring.
To score questions that are not autoscored, the buyer can select the My Score box to
enter each suppliers score.
2. Select the questionnaire and question to review.
3. Click the Hide Autoscored Questions selection box if desired.
4. Select the Supplier(s) to compare and click the right arrow button. The selected
suppliers are added to the right side window.
5. Click the Compare Responses button. (For this example the Hide auto-scored
questions box has not been selected).
70
6. If the question is not autoscored, type in a value for the My Score box. The
Buyer can also enter comments for each manual score by selecting the small
“paper” icon next to the My Score box.
Collaborative Scoring: The Leader of the RFx can assign roles to other team members
that allow them to score suppliers’ responses to RFIs (Scoring Member or Scoring
Observer). Team scoring only applies to questions that were not defined to be scored
automatically.
71
If you do not select the Hide auto-scored questions, you will see the responses provided
by the suppliers that are scored automatically.
7. Enter in a Score for any questions that did not automatically generate a score.
8. Click on Save.
9. Click the Close button.
72
Score Sheet Comparison
The RFI Score Sheet provides a summary view of the Rankings and Weighted Scores for
each supplier.
The Score Sheet tab contains the following:
My Scores: Supplier Scores based on the buyer currently viewing this page.
Average Score: Collaborative scoring based on a team of buyers including the buyer
who is the team leader.
Rank/Totals row: Suppliers overall rank and score.
Questionnaires/Questions: The Questionnaires / Questions for this RFI.
Follow the steps below to view raw and weighted scores:
1. Click the Score Sheet tab to view raw and weighted scores.
73
Score Sheet Comparison, continued
Weights: The weight assigned to this Questionnaire/ Question. The yellow lightning
bolt icon indicates that this question has been configured to be autoscored.
Show Stoppers: Indicates whether this Questionnaire/ Question had been designated as a
“Show Stopper” along with the minimum required score.
74
Score Sheet Average Scores
Collaborative scoring based on a team of buyers can be viewed by clicking the Average
Scores tab.
This tab will display the average score across the entire team. The results on this screen
are a cumulative average of the supplier scores.
The scores are based on the autoscore and manual score question results.
Follow the steps below to view score sheet average scores:
1. Click on the Score Sheet tab at the top of the page of the RFI.
2. Click on the Average Score tab.
75
Exporting and Importing Scores
The Score Sheet may be Exported to an Excel Spreadsheet for printing or to make
changes or edits to the scores. The modified score sheet then can be Imported and the
scores saved in the system.
Follow the steps below to Export the score sheet:
1. Click the Export button on the blue toolbar.
76
Exporting and Importing Scores, continued
2. The Export Data dialog box is displayed.
3. Modify the parameters as needed.
4. Click the Export button when done.
77
5. The Data Manager is displayed with the status of Pending or Running.
6. Click the refresh button on the blue toolbar to monitor the status.
78
7. When the status is Done, click the Done – Click here to download results
hyperlink.
79
8. The File Download dialog box is displayed.
9. Click The Save button to save the spreadsheet to a file or click Open to open and
display the spreadsheet.
80
The Spreadsheet contains two tabs. The first tab displays the instructions for entering
values or modifying the data.
10. Click Review the Template Instructions.
11. Click Scores tab at the bottom of the spreadsheet to display the scores.
81
12. The score sheet is displayed.
13. The cells in gray cannot be edited. Make changes to any of the values in the
active (white) cells.
14. Save the changes using the File/Save Excel menu option.
82
One the score sheet has been edited and saved. The revised scores may be imported back
into the system.
Follow the steps below to Import the score sheet:
1. Click the Utilities menu
2. Click the Import/Export > Import Data option
83
3.
4.
5.
6.
7.
The Import Data dialog box is displayed.
Modify the information as needed.
Click the Import Type drop down menu.
Select the Score Sheet option.
Click the Browse button to select the modified spreadsheet.
84
8. The Choose File dialog box is displayed.
9. Click on the file name to select the revised Spreadsheet file.
10. Click the Open button.
85
11. Click the Import button.
86
12. The revised score sheet values are imported into the system.
87
Buyer Reporting
Once the supplier responses to the RFI have been submitted, a report can be run that will
display the RFI details.
The report is launched from the cap section of the Monitor tab or Score Sheet tab by
clicking the link “Run RFI Report”.
Follow the steps below to run an RFI report:
1. Click the Run RFI Report hyperlink.
88
Buyer Reporting, continued
The RFI being monitored will be the RFI on which the report is run. The user will need to
provide some information before the report can be run.
Response Summary Format: (by Questionnaire, Supplier, or Cross Tab format)
Type of responses: to include (All, Valid, Cancelled, Invalid)
RFI/RFP Selection: Search and report on any of your RFI/RFP events.
Questions/Questionnaires: to include in the report The binocular search will allow the
buyer to define a specific question within a questionnaire. All questions/questionnaires
are included by default.
Suppliers to include: select the suppliers to include in the report.
89
Scores to Include: select the scores if available.
Override Scores: include any scores that were overridden.
Response Comments: Include comments submitted by the suppliers
Report View Type: View as an Excel spreadsheet (default), a CSV file or as a PDF file.
(Note: you will need the PDF viewer to open a PDF file).
Follow the steps below to view a buyer report:
1. Provide parameter information for the report.
2. Click OK.
90
Buyer Reporting
1. The Data Manager will process this report.
2. When the report has been successfully processed, the Status column will display
Done.
3. Click on the link in the Status column to view the report.
91
4. Save this report to your local hard drive or print and file as needed.
5. Click File > Exit to exit the report and return to the Monitor tab.
92
Supplier Participation Report
The Supplier Participation Report allows the user to view which suppliers have accepted
the event and are participating my submitting responses or bids.
Follow the steps below run the Supplier Participation Report:
1. Click The Supplier Participation Report hyperlink in the cap/banner section of
any event.
The report is submitted to the Data Manager and the user can open it or save the report to
a file.
93
Supplier Participation Report, continued
2. The current event is displayed as the default RFx Selection. Use the search icon
to select a different event if needed.
3. Select the radio button for the Report View Type. If PDF is selected, enter the
paper size and Orientation for the report.
4. Click OK when done.
94
5. The Data Manager is displayed with the status of Pending or Running.
6. Click the Refresh button to monitor the status.
7. When Done, click the Done – Click here to download results hyperlink.
95
8. The File Download dialog box is displayed.
9. Select Save to save the spreadsheet to a file or Open to display the report. For this
example, we click the Open button.
96
10. The Supplier Participation report is displayed in MS Excel.
11. Scroll to view the report details.
12. Click File > Exit when done.
97
Summary
We have be discussed how to host an RFI (Request for Information) in the Emptoris 7
System. There are a series of Wizard steps to creating the RFI from start to finish. We
discussed the different rules and options that you as the host can use when running the
event. The steps the supplier will take to respond to questions asked of them in the RFI.
The ultimate goal of the RFI is to qualify suppliers to continue on to the next event which
is typically an RFQ to provide pricing information. The RFI data updates to the
Supplier’s Profile as an RFx that this supplier has been invited to or participated in. The
Monitoring and Scoring functionality of the system allows you to Compare suppliers side
by side to determine their ranking.
Now that the RFI has ended and the responses are scored and compared you as the host
can decide which suppliers are qualified for the next event, the RFQ.
98

Using Emptoris 8 Request for Information (RFI)

Transcription

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