global procurement system participant manual · ... en-global srm-u765-00 revision : 0 ... rfx...

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Global Procurement System–

Participant Manual

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Participant Manual

Status: Final /56 File:EP_GPS_E-Tender_Tenderers Learning.udc

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Document Code : EN-Global SRM-U765-00 Revision : 0 Creation Date : 4/2/2014 Revision Date : Deliverable Code : U765

TITLE : REC GPS_TENDERER PROJECT : Global Procurement PHASE : Realization

Designed by : .................................. Role: Project Team............................. Verified by : .................................. Role: Project Manager........................ Approved by : .................................. Role: Project Executive.......................

Distribution: NOT CLASSIFIED

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Purpose

Use this procedure to Check RfQ Published by Eni on Global Procurement System, and create a Response automatically uploaded on Eni system. %s.

Prerequisites

Vendor Received User ID and Password by Eni. Vendror has been invited to tender.

Transaction Code

GPS_TENDERER (not Appliable)

Additional Information

This Document is only for authorized Eni tender

GPS Format parameters are used here!

Remember to use:

- Format codes to perform eLearning exercises

- Your specific local codes to perform tasks in your local Information System.

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Screen Flow

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Procedure1. Start the task using the menu path.

Personal Object Work List

2. Welcome to GPS Tutorial.

To access GPS system Insert UserID and Password

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SAP NetWeaver Portal - Microsoft Internet Explorer

3. As required, complete/review the following fields:

Field R/O/C Description

User ID * Required

Example:cp10001

4. Click Log on button .



Old Password * Required

Example:*****

New Password * Required

Example:*****

Confirm Password * Required

Example:*****

6. Click Change button .

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Personal Object Work List

7. In order to participate to a Bid Invitation, you need to Accept “eni Regulations”.

Read Eni regulation and Click Yes button .

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Active Queries

8. Click Published link to check published RfQ.



Bid Invitation Number: Required

Example:

10. Click Apply button .

11. Select RfQ in list below to check which functionality are avaiable for RfQ (which button are enlighted): Click button .

12. Click Display Bid Invitation button .

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Display RFQ : 7200001067

13. On the top of screen, Bid Invitation relevant information are displayed:

RfQ Number: Bid Invitation number

RFX Status: Status of Bid Invitation (Published or Transaction Completed, once RfQ has been completed by the buyer)

RFx Start Date: start date/time of Bid Invitation in Tenderer’s time zone

Submission Deadline: end date/time of Bid Invitation. After submission deadline, it will be no longer possible to Submit a Response.

Remaining Time: System displays how many days/hours/minutes/seconds remain to submit your Response

14. In Rfx information's tab, some generic info for RfQ are provided as:

Start Date:Before this date Tenderer isn't able to create an RfQ's Response (already shown in the top of screen).

Submission Deadline: Tenderer is able to create and submit response until this date(already shown in the top of screen).

Currency: currency of RfQ is always USD, Tenderer is able to create a response in another currency

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according to buyer choose

Scenario: Informs Tenderer if RfQ has been extended (Submission deadline changed) or Commercial re-bid step started.

15. Other documentation from buyer is available for Tenderer in Notes and Attachments area: Click Notes

and Attachments tab .


16. Open the Collaboration area to find:

•Technical attachments.

For example: click Collaborative area link .

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In Notes and Attachment tab, you can find:

•Standard attachments: i.e. Commercial Attachment, if available•Legal Documents: which shows all textual information related to the RfQ, like Object, Appendixes…

To download any attachment click on attachment name.

Public Area - Request for Quotation - cFolders

17. "Request for Quotation" identifies the Public Area.

To open the Public Area click Bidding documents link .

Help text and instructions are displayed under the drop-down menu used to select Public and Private Areas.

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Folder - Bidding documents - cFolders

18. 1. Technical Request for Quotation: this folder is used by buyer to upload technical document related to a new RfQ.

2. Technical Public Updates: this folder is used by buyer to add public updates (i.g. Technical specifications) for on-going RfQ. You receive an automatic e-mail for each public update inserted during till RfQ submission deadline.

19. Click 1.Technical Request for Quotation link .

Instructions to open attachments are displayed under the folder list.

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Folder - 1.Technical Request for Quotation - cFolders

20. To open/download an attachment click the link under Current Version .

File Download

21. Click Open or Save button .

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Folder - 1.Technical Request for Quotation - cFolders

22. To check public updates attachments, Click 2.Technical Public updates link .

Folder - 2.Technical Public updates - cFolders

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23. To open/download an attachment click the link under Current Version .

Folder - 2.Technical Public updates - cFolders - Microsoft Internet Explorer

24. Close the Collaboration area to go back to the RfQ.

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25. Click Items tab .

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26. Description, quantity and delivery date are immediately available.

More details can be displayed for each item by selecting the line and

click Details button .

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27. Details about material code, product category, quantity and delivery date are available at “item data” level

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28. Outline Item aggregates one or more Service line items:Click 0003 tree item .

29. Tenderer is able to download an excel schema of Requested Item. This will be useful in price uploading during Response creation. Click Download items table button .

File Download

30. Click Save button .

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Save As


DO NOT CHANGE FILE NAME AND EXTENSION.

Save it on Desktop.

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Microsoft Excel - PRICE_LIST_7200001067[2].xls



H / 12 Required

Example:100

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Microsoft Excel - PRICE_LIST_7200001067.xls

33. If you want to upload file on quotation, please follow these rules:

•type ONLY inside the white fields (Priceand eventuallyNotes). For service items, the related

•outline is grayed, therefore only sub-items can be quoted

•do no change table structure: any changes to item structure will make file unloadable

•do not change file extension: any changes to file extension will make file unloadable

Click Save button .

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RFx - SAP NetWeaver Portal - Microsoft Internet Explorer

34. Click Close button to close RfQ window.

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Active Queries

35. Until Start Date isn't reached "Create Response functionality" is not available .

36. If button "Create Response" is still grey after Start date is reached, click Refresh button .

37. Click Create Response button .

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Create RFx Response

38. Currency

You can choose a currency among those allowed, according to buyer selection on the RfQ. Use matchcode, as shown below, to select the appropriate

currency:

Status and Statistics

On your right you can see Statistical Information.

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Create RFx Response

39. Click Notes and Attachments tab to upload Techincal and Commercial

documents: .

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Create RFx Response

40. To open your Private Area Click link Offer xxxxxxxxxx .

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Work Area - Offer 8000003170 SPUTNIK TRAVEL & TOURS (GH) LIMITED - cFolders

41. "Offer xxxxxxxxxx Company Name" identifies the Private Area.

Click Bidding documents link .

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Folder - Bidding documents - cFolders

42. Click 3.Technical Bid link .

Very important recommendation

In this folder you have to upload only Technical Documents. This folder will be available to buyer only after the Submission Deadline. Do not insert Commercial Bid here.

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Folder - 3.Technical Bid - cFolders

43. Click Create button .

Create Object - cFolders

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44. Click Document link .

Create Document - cFolders



Enter the name and a description. Decide whether or not you want to upload a local file now or later. Then choose Next Name

Required

Example:Technical bid

46. Click Continue button .

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Create Version - cFolders

47. To select the file you want to upload click Browse button .

File name must start with 'tec'.

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Choose file

48. Select the file you want to upload .

49. Click Open button .

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51. Uploaded file will be shown in the table.

Choose file

52. If you try to upload a file not starting with 'tec' you'll get an error .

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53. Click Save link label .

Microsoft Internet Explorer

54. Click OK button .

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55. Click 4.Technical Private clarification link label .

Folder - 4.Technical Private clarification - cFolders

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56. 4.1 Bidder: this folder is used to require\send private clarification to buyer. This folder remains open till the end of technical evaluation phase only for submitted offers.

4.2 Buyer: this folder is used by buyer to require\send private clarification. This folder remains open till the end of technical evaluation phase only for submitted offers.

57. Click 4.2 Bidder link label .

Folder - 4.2 Bidder - cFolders

58. If you need to ask/give private clarifications to buyer, you may upload an attachment in this folder.

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Folder - 4.2 Bidder - cFolders - Microsoft Internet Explorer

59. Click Close button .

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Create RFx Response

60. Click Add Attachment button .

Floor Plan Manager application for OIF - external

61. Very important recommendation:

These documents are not available to buyer during technical evaluation phase. Do not insert Technical Bid here. Click button .

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Add Attachment

62. Click button .

Choose file

63. Select the document you want to upload.

Important recommendation: name must start with 'eco'. Selecting this file you'll get an error. .


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Add Attachment


Add Attachment

66. To select a file starting wih 'eco' click Change File Selection button .

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Choose file

67. Select a file starting with 'eco' .


Add Attachment



Description: Required

Example:Commercial bid

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Edit Response : 8000003170

71.Click Items tab control .

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Price Required

Example:25

73. Tenderer is also able to upload price from RfQ item tab Excel. Click on Upload items from RFQ button .

Upload

74. Click .

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Choose file

75. Select price list file: PRICE_LIST_7200001067.xls .


Upload

77. Click Upload button .

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78. Prices are now uploaded .

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Create RFx Response

79. Until Response isn't completed Tenderer can save data into the system:Click Save button .

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Display Response : 8000002220

80. Click Edit button to change your Response until Submission Deadline

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81.Once response is completed, Tenderer is able to it. ONCE SUBMITTED, RESPONSE CAN'T BE MODIFIED (if any modification is required please contact reference buyer).

In a submitted quotation you can not add/delete Technical bid attachments but you may ask/receive private clarification using relevant folders.

Target Value

82. A pop-up advise you that Submitted Response can't be modified. Click OK button .

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Create RFx Response - SAP NetWeaver Portal - Microsoft Internet Explorer

83. Click Close button to close Response window.

Active Queries

84. Returned responses can be changed and must to be submitted again within the Submission Deadline.

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e-RfQ - SAP NetWeaver Portal - Microsoft Internet Explorer

85. To Modify your password follow those instruction:

Click Personalize link label .

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PageBuilder

86. Click Modify button .



Old Password: Required

Example:password01

Define Password: Required

Example:password02

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Confirm Password: Required

Example:password02


e-RfQ - SAP NetWeaver Portal - Microsoft Internet Explorer

89. Click to exit the system.

SAP NetWeaver Portal -- Web Page Dialog

90. Click Yes button .