ccp sourcing - cook county, illinoisstep.cookcountyil.gov/.../uploads/ccp-sourcing_train.docx ·...
TRANSCRIPT
CCP SourcingCreated on 4/30/2018 9:03:00 PM
Training Guide
Table of ContentsCCP Sourcing...................................................................................................................1
PON Processor.............................................................................................................1Creating RQF Header, Lines, Control and Submitting for Approval........................................2Publishing the RFQ...............................................................................................................14Unlocking and Submitting a Surrogate Quote.......................................................................16Awarding to a Supplier and Submitting for Approval.............................................................22Completing Award and Submitting for Approval....................................................................28
PON Manager..............................................................................................................37Approving RFQ..................................................................................................................... 38Approving Award...................................................................................................................40Award Recommendation Approval........................................................................................43Approving a BPA...................................................................................................................45
Page i
Training Guide
CCP Sourcing
PON Processor
Page 1
Training Guide
Creating RQF Header, Lines, Control and Submitting for ApprovalLearning Objective : In this topic you will learn how to create a RFQ, add header, lines, control options and submit the RFQ for approval.
Upon completion of this topic you will be able to:
Select a requisition and create a RFQ
Add header details
Add attachments
Review line details
Review and change control options
Review the RFQ
Submit the RFQ for approval
Procedure
This topic will cover:
- Creating RFQ and Submitting for Approval.
Time to complete: 10 minutes
Page 2
Training Guide
Step Action1. After logging on with your username and password, the Oracle Applications
Home Page is displayed.
To create RQF click your valid Sourcing responsibility link.
In this example, click the CCP PON Processor link.
2. Click the Sourcing link.
3. Sourcing page will display all the requisitions and negotiations. You can create RFQs, add attachment, submit RFQs for approval from this page.
Click the Sourcing Home Page link.
4. The Sourcing home page is displayed.
Negotiations tab displays all the published negotiations.
Draft Negotiations displays all the negotiations in the draft mode.
Requisitions tab will display all the approved requisitions ready for creating RFQs.
5. Click the Requisitions link.
6. The Requisitions page is displayed.
All the approved requisitions are listed ready for the RFQ to be created.
To search for a requisition which is not listed, click the Search button.
7. The Search section is displayed.
The Buyer field should be empty when you search using a Requisition Number.
8. Press the [Delete] button on your keyboard after you select the Buyer name.
You can also use the Clear button to clear all fields.
Page 3
Training Guide
Step Action9. Click in the Requisition field.
10. Enter the appropriate requisition number into the Requisition field.
In this example, enter "10000034272".
11. Click the Go button to execute the search.
12. The requisition is displayed.
If there are more than one line, everything is displayed.
Select all the appropriate line for creating the RFQ.
13. In this example, click the Select option to select all the requisition lines.
14. The Document Builder section defaults the Type, OU, and Outcome.
You can change the defaults at this point.
15. Click the Add button to add the selected requisition lines to the Document Builder.
16. The Document Builder displays the selected requisition.
The Outcome, Style, and other requisition details are displayed.
17. Click the Create button to autocreate the RFQ.
18. The Create RFQ 1020: Header page is displayed.
Fill in all the mandatory field with all the appropriate information.
Click the below link to learn more about Terms.
19. The RFQ 5030 is displayed.
Click in the Title field.
20. Enter the appropriate title into the field.
In this example, enter "RFQ for the purpose of training".
Page 4
Training Guide
Step Action21. After you enter all the header information, go to the Collaboration Team
Section.
There is a default collaboration team identified, but it can be modified.
22. Click the Add Another Row icon to add another member.
Note: You can identify a group of users from within your organization who will collaborate on this negotiation. For each member, you can choose to provide various access. One approver other than the buyer must be assigned.
23. Click in the Member (Required) field.
24. The new line is added.
Enter the appropriate name into the Member (Required) field.
In this example, enter "andrew".
25. The matched names are displayed for your easy selection.
Click Andrews, Deshannon E.
26. Click the Approver option.
27. Click the Access dropdown list to view more options.
Page 5
Training Guide
Step Action28. Select the appropriate access level from the list.
In this example, click Full.
Page 6
Training Guide
Step Action29. Click the Scrollbar to view the rest of the option on this page.
30. The Additional Header Attributes (Buyer & Supplier) is displayed near the bottom of the form.
Click in the Contract Number field.
31. Enter the appropriate contract number into the field, if applicable.
In this example, enter "3498754".
32. Click the Add Attachment button to add supporting documents. Here you would attach the solicitation document for vendors to review and respond to.
33. The Add Attachment page is displayed.
Click in the Title field.
34. Enter the appropriate name into the field.
In this example, enter "RFQ for the purpose of training".
Page 7
Training Guide
Step Action35. Click the Category dropdown list to view more options.
36. All the available categories are displayed.
Always select To Supplier category.
In this example, click the To Supplier list item.
Page 8
Training Guide
Step Action37. Click the Browse… button to find the attachment from your local machine.
38. Select the appropriate file from the machine to be uploaded as a supporting document.
In this example, click in the RFQ Controls.doc document.
39. Click the Open button.
40. Click the Apply button to attach the document selected.
41. Click the Lines link to view the RFQ line details.
Note:The Confirmation message is displayed.
Page 9
Training Guide
Step Action42. From the Lines form you can select different response options.
Ranking: Price Only or Multi-Attribute Weighted Scoring. Multi-Attribute Weighted Scoring allows you to enter scores and weights to line attributes, Quantity and/or Need-By Date.
Cost factors allow you to capture additional item costs such as freight or special charges. Leave this defaulted as None.
Price Tiers allow you to negotiate line prices with your supplier based on characteristics of your order.
Enter price break information to negotiate a pricing structure with your supplier based on quantity, ship-to location, and effective-date values.
43. Click the Controls link to schedule your solicitation.
44. The Create Controls page is displayed.
After you have entered the negotiation header, and added line(s), click the "Controls" link to access the Create Controls page for that negotiation. Complete the fields as appropriate for the negotiation type.
You must have created your negotiation header before you can create negotiation controls. For the fields where you enter a date and time, the default time is the time when you entered a value in the field.
Dates are entered in DD-MMM-YYYY hh:mm:ss format. (example - 01-JAN-2018 09:00:00).Note: You can edit the value to change the time if needed.
Click the Schedule link to learn about the options.
45. To make this RFQ previewable immediately click the Immediately option.
46. Click the Close Date calendar icon to select the day this advertisement should close (the bid open date).
Be sure to enter the correct time and date.
Page 10
Training Guide
Step Action47. The Calendar is displayed.
Select an appropriate close date from the calendar.
In this example, click February 28th.
48. The Time in Close Date defaults to the time you select the date. Please change the time manually to the correct close time.
Note: Follow the time entry format.
49. Go to the right and select the “Open Date” calendar icon to select the date the solicitation should begin advertisement.
The Time in Open Date defaults to the time you select the date. Please change the time manually to the specific time this solicitation should be advertised on the selected date.
Note: Follow the time entry format.
50. In this example, click the Immediately option to make the RFQ available immediately.
51. In the Response Rules section, select the applicable rules that apply to your solicitation. Note that different rules may apply to different types of solicitations.
You can click the below link to learn more about the Response Rules.
52. You can change the control options under the Response Rules.
In this example, uncheck the Restrict to invites suppliers option.
Note: You can select all the appropriate rules.
53. Check the Allow multiple responses option.
54. Check the Allow Multiple Active Offers option.
55. Check the Allow Quote Withdrawal option.
56. Check the Require award approval option.
Page 11
Training Guide
Step Action57. Check the Allow manual close before the Close Date option.
58. Check the Allow manual extend when the negotiation is open option.
59. Click the Save as Draft button.
60. Note: The Confirmation message is displayed.
Click the Contract Terms link.
61. We will not be using the Contract Terms functionality at this point.
62. Click the Suppliers link.
63. The Create Supplier page is displayed.
If there are any suppliers displayed, delete the supplier before proceeding. If there are more than one supplier listed, select all and click the delete button.
64. Click the Review button on the upper right corner to review the details of the RFQ.
65. The Review page is displayed.
Confirm all the information is correct before submitting for approval.
66. Click the Scrollbar to view more.
67. Click the Submit For Approval button after reviewing the details of the RFQ.
68. The Review: Submit For Approval page is displayed.
Click in the Note To Approver field.
69. Enter the appropriate comments into the field.
In this example, enter "RFQ for the purpose of training".
70. Click the Submit button.
Page 12
Training Guide
Step Action71. The Confirmation popup is displayed.
Click the Negotiations Home Page link to return to the negotiations home page.
72. This topic covered:
- Creating RFQ and Submitting for Approval.End of Procedure.
Page 13
Training Guide
Publishing the RFQLearning Objective : In this topic you will learn how to publish the RFQ.
Upon completion of this topic you will be able to:
Select the correct RFQ and view its details.
Publish the RFQ.
Procedure
This topic will cover:
- Publishing RFQ.
Time to complete: 5 minutes
Page 14
Training Guide
Step Action1. After logging on with your username and password, the Oracle Applications
Home Page is displayed.
Solicitation can be published after they have been approved. To publish your approved solicitation, click your valid Sourcing responsibility link.
In this example, click the CCP PON Processor link.
2. Click the Sourcing link.
3. Sourcing page will display all the requisitions and negotiations. You can create RFQs, add attachment, submit RFQs for approval, publish the RFQ from this page.
Click the Sourcing Home Page link.
4. The Negotiations page is displayed.
Click the 5030:RFQ for the purpo... link to open the RFQ.
5. The Review page is displayed.
Note: The Status of the RFQ is Approved
Click the Publish button.
6. The Information section is displayed.
Click the Negotiations Home Page link to return to the negotiations page.
7. This topic covered:
- Publishing RFQ.End of Procedure.
Page 15
Training Guide
Unlocking and Submitting a Surrogate QuoteLearning Objective : In this topic you will learn how to unlock a RFQ and submit a surrogate quote.
Upon completion of this topic you will be able to:
Query a RFQ
Unlock the RFQ
Review line details
Add attachments
Add Line Price
Submit the Surrogate RFQ
Procedure
This topic will cover:
- Unlocking the RFQ and Submitting Surrogate Quote.
Time to complete: 10 minutes
Page 16
Training Guide
Step Action1. After logging on with your username and password, the Oracle Applications
Home Page is displayed.
After a solicitation has closed, surrogate quotes (“hard copy” responses submitted) can be entered. To unlock the solicitation and submit surrogate quotes, click your valid Sourcing responsibility link.
In this example, click the CCP PON Processor link.
2. Click the Sourcing link.
3. Click the Sourcing Home Page link.
4. The Negotiations page is displayed.
Click the RFQ number link from the list of published negotiations.
In this example, click 5030 link.
5. The status of the RFQ is now Closed.
Note: The Actions menu defaults to Unlock.
Click the Go button.
6. Note: The Status of the RFQ is now Closed (Unlocked).
Click the Actions dropdown list to view more options.
Page 17
Training Guide
Step Action7. Click the Scrollbar to view more options.
8. Select the appropriate action from the list.
In this example, click Create Surrogate Quote.
Page 18
Training Guide
Step Action9. Click the Go button.
10. The Create Surrogate Quote: Select Supplier and Contact page is displayed.
Click in the Supplier field.
11. Enter the appropriate name into the field.
In this example, enter "ikea%".
12. Click the Go button to execute the search.
13. The matched suppliers name is displayed.
Click the Select option to select the supplier.
Note: If the vendor is not found in your search results, they may need to be created in iSupplier.
Page 19
Training Guide
Step Action14. Click the Create Surrogate Quote button.
15. The Terms and Conditions page is displayed.
Click the Checkbox option to accept to the terms and conditions.
16. Click the Accept button.
17. The Create Quote: 4999 page is displayed.
Click in the Quote Received Time field.
Note: This date and time should be time-stamped on the vendor’s response.
18. Enter the appropriate date and time into the Quote Received Time field.
In this example, enter "27-Feb-2018 21:24:39".
19. Click the Add Attachment button.
Note: An example would be the proposal page or any other bid related documents provided electronically, such as on a flash drive.
20. The Add Attachment page is displayed.
Click in the Title field.
21. Enter the appropriate title into the field.
In this example, enter "rfq for training".
22. Click the Browse… button to find the attachment from your local machine.
23. Select the appropriate file from the machine to be uploaded as a supporting document.
In this example, click in the RFQ Controls.doc document.
Page 20
Training Guide
Step Action24. Click the Open button.
25. Click the Apply button to attach the document selected.
26. Click the Lines tab to enter price responses in each line.
27. Click in the Quote Price field.
28. Enter the appropriate price into the Quote Price field.
In this example, enter "19".
29. Click in the Quote Price field.
30. Enter the appropriate price into the Quote Price field.
In this example, enter "9".
31. Click in the Quote Price field.
32. Enter the appropriate price into the Quote Price field.
In this example, enter "4".
33. Click the Continue button.
34. Click the Submit button to submit the surrogate quote.
35. The Confirmation section is displayed.
Click the Return to Sourcing Home Page link to return to the negotiations page.
36. This topic covered:
- Unlocking the RFQ and Submitting Surrogate Quote.End of Procedure.
Page 21
Training Guide
Awarding to a Supplier and Submitting for ApprovalLearning Objective : In this topic you will learn how to award a RFQ to the supplier and submit for approval.
Upon completion of this topic you will be able to:
Award a RFQ to Supplier
Add approvers
Review the RFQ
Submit for approval
Procedure
This topic will cover:
- Awarding to a Supplier and Submitting for Approval.
Time to complete: 10 minutes
Page 22
Training Guide
Step Action1. After logging on with your username and password, the Oracle Applications
Home Page is displayed.
After all quotes are in EBS, you would then recommend a quote for award. To begin, click your valid Sourcing responsibility link.
In this example, click the CCP PON Processor link.
2. Click the Sourcing link.
3. Click the Sourcing Home Page link.
4. The Negotiations page is displayed.
Click the RFQ number link from the list of published negotiations.
In this example, click 5030.
5. The RFQ: 1019 page is displayed.
Note: The Actions menu defaults to Unseal.
Click the Go button.
6. Note: The Status of the RFQ now is Closed (Unsealed).
The Actions dropdown defaults to Award by Quote menu item.
Click the Go button.
7. The Award by Quote page is displayed.
The list of suppliers quotes are displayed. Select the appropriate supplier from the list.
In this example, click the Select option for OFFICE DEPOT, INC.
Page 23
Training Guide
Step Action8. Click the Award button.
9. The Award Quote page is displayed.
All the other details are filled in.
Click the Award checkbox.
10. Click the Go button.
11. Note: The Confirmation message is displayed.
Click the Actions dropdown list to view more options.
Step Action12. Click the Award Summary list item.
Page 24
Training Guide
Step Action13. Click the Go button.
14. The Award Summary page is displayed.
Note: You can use the Award Attachment to add any attachments if necessary.
Review the details and click the Submit For Approval button.
15. Click the Add Another Row icon to add an approver.
16. Click in the Approver Name field.
17. Enter the appropriate name into the Approver Name field.
In this example, enter "andrew".
Page 25
Training Guide
Step Action18. The matched names are displayed for your easy selection.
Click Andrews, Deshannon E.
19. Click the Add Another Row icon to add another approver.
20. Click in the Approver Name field.
21. Enter the appropriate name into the Approver Name field.
In this example, enter "hawkins".
22. The matched names are displayed for your easy selection.
Click Hawkins, Alesia P.
23. Click the dropdown list.
Page 26
Training Guide
Step Action24. Select the appropriate approval hierarchy.
Click Before Andrews, Deshannon E.
Step Action25. Click the Submit button.
26. The Confirmation message is displayed.
27. This topic covered:
- Awarding to a Supplier and Submitting for Approval.End of Procedure.
Page 27
Training Guide
Completing Award and Submitting for ApprovalLearning Objective : In this topic you will learn how to complete the award and submit the BPA for approval.
Upon completion of this topic you will be able to:
Selecting the approved award and completing it
Create a BPA
Finding the BPA
Submitting the BPA for approval
Procedure
This topic will cover:
- Completing an Award and Submitting a BPA.
Time to complete: 10 minutes
Page 28
Training Guide
Step Action1. After logging on with your username and password, the Oracle Applications
Home Page is displayed.
After a quote received for a solicitation has been approved, you will then create a PO. To begin, click your valid Sourcing responsibility link.
In this example, click the CCP PON Processor link.
2. Click the Sourcing link.
3. Click the Sourcing Home Page link.
4. The Negotiations page is displayed.
Click the RFQ number link from the list of published negotiations.
In this example, click 5030.
5. The RFQ: 5030 page is displayed.
Click the Actions dropdown list to view more options.
Page 29
Training Guide
Step Action6. Select the appropriate action from the list.
In this example, click Complete Award.
Page 30
Training Guide
Step Action7. Click the Go button.
8. The Complete Award page is displayed.
The options relevant for this RFQ are already selected by default.
If you have change the options, you can do it at this point.
9. Uncheck the Source requisition lines against Blanket Purchase Agreements options.
10. Click the Submit button.
11. The Create Purchase Order page is displayed.
The Blanket Purchase Agreement (BPA) details are displayed.
Click the Arrow to view details of the quote.
Page 31
Training Guide
Step Action12. Uncheck the Initiate Approval option.
Step Action13. Click the Release Method dropdown and select Release Using
AutoCreate option.
Page 32
Training Guide
Step Action14. Click the Submit button.
15. The Purchase Order Summary page is displayed.
The Purchase Order Number (BPA number) is auto generated with Incomplete status.
16. Click the Home link.
17. The Oracle Home page is displayed.
Click the CCP PO Buyer link.
18. Click the Purchase Orders link.
19. Click the Purchase Order Summary link.
20. The Find Purchase Order form is displayed.
Use any of the fields on this form to find a purchase order.
Page 33
Training Guide
Step Action21. Click in the Number field.
22. Click the Number List of Values (LOV) button to view more options.
23. The Purchase Orders window is displayed.
Click in the Find field.
24. Enter the appropriate number into the Find field.
In this example, enter "%43786".
25. Click the Find button to execute the search.
26. The matched purchase order is displayed and selected by default.
Click the OK button.
Page 34
Training Guide
Step Action27. Click the Find (J) button to find the purchase order and review the details.
28. The Purchase Order Headers window is displayed.
Click the Open button.
29. The Purchase Order Summary window is displayed.
Click in the Amt Agreed field.
30. Enter the appropriate amount into the Amt Agreed field.
In this example, enter "300000".
31. Click the Tools menu to access the allocation option.
32. Click the Setup Department wise BPA allocation menu.
33. The CCG Department Wise Allocation window is displayed.
Click in the Department field.
34. Click the Department List of Values (LOV) button to view more options.
35. The Departments window is displayed.
All the departments are listed, select the appropriate department from the list.
In this example, click 1008.RISK MANAGEMENT.
36. Click the OK button.
Page 35
Training Guide
Step Action37. Click in the Allocated Amt. field.
38. Enter the appropriate amount into the Allocated Amt. field.
In this example, enter "1000".
39. Click in the Department field.
40. Click the Department List of Values (LOV) button to view more details.
41. The Departments window is displayed.
All the departments are listed, select the appropriate department from the list.
In this example, click 1010.OFFICE OF THE PRESIDENT.
42. Click the OK button.
43. Click in the Allocated Amt. field.
44. Enter the appropriate amount into the Allocated Amt. field.
In this example, enter "3000".
45. After you enter all the appropriate allocation details, click the Save button.
46. Click the Close button.
47. Click the Approve... button to submit the purchase order for approval.
Page 36
Training Guide
Step Action48. The Approve Document window is displayed.
Click the OK button.
49. Click the Close button.
50. This topic covered:
- Completing an Award and Submitting a BPA.End of Procedure.
PON Manager
Page 37
Training Guide
Approving RFQLearning Objective : In this topic you will learn how to approve RFQ.
RFQ notifications are listed in the worklist. You can click on the notification to review or approve the RFQ transaction sent to you.
Upon completion of this topic you will be able to:
Select the correct notification and view its details.
Approve, Reassign or Reject.
Procedure
This topic will cover:
- Approving a RFQ.
Time to complete: 5 minutes
Step Action1. Use the "Worklist" on the Oracle Home Page to manage your pending worklist
queue and take actions.
Page 38
Training Guide
Step Action2. To approve a RFQ from the worklist, click on the appropriate notification link.
In this example, click the Approval Required: RFQ 5030 (RFQ for the purpose of training) link to view the RFQ and perform the necessary action.
3. The notification is displayed.
Review the notification to verify all the details before performing any action.
You can also click on the Review link to view more information.
4. Click the Approve button.
5. This topic covered:
- Approving a RFQ.End of Procedure.
Page 39
Training Guide
Approving AwardLearning Objective : In this topic you will learn how to approve an award recommendation.
Award recommendation notifications are listed in the worklist. You can click on the notification to review or approve the recommendation.
Upon completion of this topic you will be able to:
Select the correct notification and view its details.
Approve, Reassign or Reject.
Procedure
This topic will cover:
- Approving an Award Recommendation to the Supplier.
Time to complete: 5 minutes
Step Action1. Use the "Worklist" on the Oracle Home Page to manage your pending worklist
queue and take actions.
Page 40
Training Guide
Step Action2. To approve an award recommendation from the worklist, click on the
appropriate notification link.
In this example, click the Approval Required: Award Recommendation for RFQ 5030 (RFQ for the purpose of training) and perform the necessary action.
3. The notification is displayed.
Review the notification to verify all the details before performing any action.
You can also click on the Award Summary to view all details.
4. Click the Award Summary link to view more details.
5. The Award Summary page is displayed.
To view details of the quote summary, click the Arrow.
6. All the details under Office Depots quote can be reviewed.
Click the Arrow to view details under Ikea.
Page 41
Training Guide
Step Action7. Click the Scrollbar to view more details.
8. Click the Arrow to view details under this supplier.
9. Click the Scrollbar to view
10. After reviewing all the details.
Click the Approve Award button.
11. The Approve Award page is displayed.
Click in the Note to Buyer field.
12. Enter the appropriate comment into the field.
In this example, enter "Approved".
13. Click the OK button.
14. Click the Home link.
15. This topic covered:
- Approving an Award Recommendation to the Supplier.End of Procedure.
Page 42
Training Guide
Award Recommendation ApprovalLearning Objective : In this topic you will learn how to approve an award recommendation.
Award recommendation notifications are listed in the worklist. You can click on the notification to review or approve the recommendation.
Upon completion of this topic you will be able to:
Select the correct notification and view its details.
Approve, Reassign or Reject.
Procedure
This topic will cover:
- Approving an Award Recommendation to the Supplier.
Time to complete: 5 minutes
Step Action1. Use the "Worklist" on the Oracle Home Page to manage your pending worklist
queue and take actions.
Page 43
Training Guide
Step Action2. To approve an award recommendation from the worklist, click on the
appropriate notification link.
In this example, click the Approval Required: Award Recommendation for RFQ 5030 (RFQ for the purpose of training) and perform the necessary action.
3. The notification is displayed.
Review the notification to verify all the details before performing any action.
You can also click on the Award Summary to view all details.
4. Click the Approve button.
5. This topic covered:
- Approving an Award Recommendation to the Supplier.End of Procedure.
Page 44
Training Guide
Approving a BPALearning Objective : In this topic you will learn how to approve a blanket purchase agreement.
Blanket purchase agreement notifications are listed in the worklist. You can click on the notification to review or approve the recommendation.
Upon completion of this topic you will be able to:
Select the correct notification and view its details.
Approve, Reassign or Reject.
Procedure
This topic will cover:
- Approving a Blanket Purchase Order.
Time to complete: 5 minutes
Step Action1. Use the "Worklist" on the Oracle Home Page to manage your pending worklist
queue and take actions.
Page 45
Training Guide
Step Action2. To approve a BPA from the worklist, click on the appropriate notification link.
In this example, click the CCP (OU) - Blanket Purchase Agreement 70000043786,0 for 300,000.000 USD requires your approval and perform the necessary action.
3. The notification is displayed.
Review the notification to verify all the details before performing any action.
4. Click the Scrollbar to view more option.
5. Click the Approve button.
6. This topic covered:
- Approving a Blanket Purchase Agreement Release.End of Procedure.
Page 46