White Paper on Prospective Supplier Registration
and Evaluation
(Using i-supplier and Sourcing Modules)
By
Samba Siva Reddy Narayana
Table of Contents
Prospective Supplier Registration............................................................................... 2
Supplier Registration............................................................................................... 2
Buyer Administrator actions.................................................................................... 5
Creating an Request for Information - RFI................................................................10
Creating New Negotiations.................................................................................... 10
Add prospective suppliers to the RFI.....................................................................17
Review and Publish the RFI to Supplier.................................................................18
Supplier Response for RFI...................................................................................... 21
Supplier Evaluation Process...................................................................................... 27
Enter the Scores.................................................................................................... 30
Locking Scores...................................................................................................... 34
Knockout Scores.................................................................................................... 37
Manage Requirements........................................................................................... 38
Prospective Supplier Registration
Prospective Vendor Registration and Supplier Profile Management ease the
administrative burden faced by trading partners conducting business. New suppliers
can register with the buying organization to indicate their interest in establishing a
business relationship. Suppliers are also able to access and update a profile of key
company details online. This information is used by buyers to directly modify supply
base information in their purchasing and payables system. Modifying supply base
information results in a significant reduction in the volume of forms and direct
contact between the two organizations.
The Prospective Vendor Registration feature allows buyer organizations to accept
unsolicited registration requests through their own Web page from suppliers with
whom the company has not previously conducted business. This self-service
registration process provides prospective suppliers with a Web page where suppliers
can complete a simple registration form and then submit it for approval by
administrators at the buying company. After a buyer administrator approves the
supplier's registration request and information on the supplier is added to the
buying company's purchasing and payables system, supplier user accounts for that
supplier can be created and the supplier users can begin accessing and using the
applications.
Supplier Registration
-
Supplier user clicks registration link on buyer's web site.
Company URL in Web Site
http://osidt3.osius.com:8000/OA_HTML/OA.jsp?
page=/oracle/apps/pos/onboard/webui/ProspRegPG&OAHP=POS_GUEST_REG_HP&O
ASF=POS_SUPPREG_REGISTER&OAPB=POS_ISP_BRAND&ouid=AC6DAE12692EB19A
Supplier fills out and submits registration page.
Click on Continue
Create Address Book
Click on Apply
Click on Register
Registration Completed by the Supplier User
E-mail notification is sent to administrator requesting registration approval
Buyer Administrator actions
Login in to Buyer who registers and Negotiate with suppliers
Nav : - Select Supplier Profile Administration Supplier Search
Click on Prospective Supplier Registration
Click on Review
Click on Approve or Reject for Registration
After a supplier company's registration request is approved by a buyer
administrator, a company profile is created for that supplier. Supplier profiles
contain company information such as tax IDs, Dun and Broadcaster numbers,
supplier addresses and contact names, descriptions of goods and services provided
by the supplier, classification details such as ownership status (for example,
minority-owned) and bank account details. Suppliers maintain the information and
update it as needed. Suppliers have the responsibility for ensuring the information
about their company is current and correct.
If approved, prospective supplier is created, and a user account is set up for user
who registered the company. User is assigned external user default responsibility.
Note: Added Sourcing Supplier Responsibility, as profile is not set to default the
Responsibility while doing registration
Creating an Request for Information - RFI
RFI's are used to qualify suppliers and their goods and services for subsequent
procurement activities. RFIs are used more for gathering information on goods and
service provided by a supplier than to lock in particular price information. Therefore,
one unique feature of an RFI is that buyers can choose to define negotiation line
items without price and quantity and specify lists of criteria to which suppliers must
respond. RFIs can be taken to multiple rounds until the buyer has enough
information to identify supplier(s) with which to deal. At the conclusion of the RFI
cycle, the information contained in the RFI can be copied into an RFQ or buyer's
auction.
Creating New Negotiations
Nav:- Sourcing Super User Sourcing Home Page Negotiation Tab
-
Enter the Header Details
Enter Title, Negotiation Style, Security Level
Enter the Collaboration Team Details
You can identify a group of users from within your company who will collaborate on
this negotiation. For each member, you can choose to:
Make the member an approver of the sourcing document.
Give the member the ability to score supplier responses to
negotiation Requirements (if scoring is allowed by the negotiation style
sheet).
Give the member view-only access to the document. View-only members can
view the document but cannot update any information.
Define a particular task for that member to perform, and a target date by
which the task should be completed. The team member marks the task as
complete once it is finished.
Enter the Terms
Bill-To Address - Address to which your RFI should be sent. Click the flashlight
icon to browser for other addresses. You can select any of the addresses
address is defined in Oracle Purchasing.
Ship-To Address - Address to which the RFI items will be shipped. Click the
flashlight icon to browse for other addresses. The possible values for your
operating in Oracle Purchasing.
FOB - The FOB terms for your supplier. The possible values and the default
are defined in Oracle Purchasing.
Payment Terms - The payment terms for your suppliers. The possible values
are defined in Oracle Payables. The default is set in Oracle Purchasing .
Define Scoring Settings
Select the Requirement add the Sections
Request information on suppliers at the negotiation level by defining negotiation
Requirements. Requirements can be external, in which case responses are provided
by the supplier. Examples of external requirement information might be a supplier's
years in business, ownership, or personnel qualification. Requirements can also be
used internally, in which case the response is provided by some kind of internal
evaluator. Internal requirement responses might include level of customer service
provided, or prior on-time history. Either way, responses to requirement requests
can be evaluated and used by personnel when awarding the negotiation.
Assign Section to Scoring Team
Check the Controls
When you create a new RFI you set response controls to determine the negotiation
length, participants, responding frequency, open and closing times and many other
variables.
Preview Date Use the pop-up calendar to specify a date/time after which the
negotiation information can be accessed by potential suppliers. They can
view the negotiation's details but cannot place responses.
Open Date Use the pop-up calendar to select the date/time after which all
eligible suppliers are allowed to participate in the negotiation or choose to
open the negotiation immediately.
Close Date Use the pop-up calendar to select the date/time when the
negotiation will be closed. Once closed, no further responses may be
accepted. If you allow the control manual close/close early, the negotiation
can be closed prior to the defined close date. If you allow the control manual
extend, the time limit for the negotiation can be extended past the original
close date. When you extend a negotiation you specify the new close date.
The Close Date cannot be later than the Need-By Date.
Allow supplier to see other suppliers' contract terms, notes and
attachments You can specify that suppliers in the negotiation will be allowed
to see any notes and attachments included with other suppliers' quotes or
bids, or you can restrict suppliers from seeing other suppliers' notes and
attachments.
Allow supplier to select lines on which to respond You can allow participants
to respond to individual lines(s) in the negotiation, or specify that they must
respond to all lines in the negotiation.
Require full quantity you can specify that participants must submit responses
for the full quantity specified in the line. Alternatively, participants can submit
responses for partial quantities. If you have scored the quantity attribute, you
must set this to No
Allow multiple responses you can specify that respondents must submit a
single, best response in the negotiation, or may submit multiple responses
during the negotiation open period.
Allow multiple rounds of negotiation you can specify that the negotiation can
continue into additional rounds after the close date, or you can specify that
the negotiation will not be allowed to continue into additional rounds past the
close date.
Allow manual close before the Close Date You can choose to allow the
negotiation to be closed before the close date. Otherwise, the negotiation
cannot be closed until the close date and time specified above .
Allow Alternate lines on Supplier Responses The checkbox Allow Alternate
lines on Supplier Responses enables suppliers to enter Alternate lines only if
the checkbox is selected. If this checkbox is Allow Alternate lines on Supplier
Responses not selected, the Allow Alternate Lines column in the Negotiation
line summary page and in the line details page is not be displayed. If, in the
first round of the negotiation, the buyer enables Allow Alternate lines on
Supplier Responses on the Controls page then Allow Alternate Lines is
displayed on line level; however, in the second round of the negotiation, if the
buyer does not select Allow Alternate lines on Supplier Responses in the
Controls page, then the checkbox Allow Alternate Lines on line level is not
displayed on the Lines Summary and Line Details pages. This checkbox
enables alternate lines to be cascaded to new rounds or amendments of the
negotiation as well.
Allow manual extend when the negotiation is open you can choose to allow a
negotiation to be extended. When a negotiation is extended, you enter a new
close date and time.
Contract Terms
Save RFI as Draft
Add prospective suppliers to the RFI
-
Click on Draft RFI
Click on Add to Invite Supplier
Supplier added to Invite List
Click on Apply
Review and Publish the RFI to Supplier
After Reviewing RFI by approver, RFI will be Published
Click on Submit for Approval
Login as user CBROWN for Approval
Click on notification and Approve the RFI
Now login as Operations (Buyer) user for publishing the RFI to supplier
Click on Publish
Supplier Response for RFI
-
Login in to Individual supplier to respond on RFI
Note: Mail server not set up in vision instance, email will not be sent, so we have
login to individual supplier and complete the RFI process
Click on Notification
Click on Negotiation Details
Click on Negotiation Number
Select Create Response from Actions
Click on Accept
Fill the Questionnaire or Requirements
Enter the Values 1 or 2
1- Yes
2- No
Note: We can make Response value as Text in place of number at the time of RFI
creation
You can save the RFI as Draft by clicking Save as Draft, if you are comfort
Click on Continue for Further process
Click on Continue
Click on Submit
Note: Do same procedure for remaining suppliers
-
After completion of Supplier response
Login as Buyer user Operations
Buyer Pat gets notifications from supplier as Return Response
Supplier Evaluation Process
-
Close the RFI for Review and Short Listing the suppliers
Click on Negotiation Number
Note: RFI close automatically after reaching the Close Date and we can also close by
manually if required by selecting the check box in Negotiation rules at the time of
negotiation creation
-
Go to Actions and Select Close RFI (Close Manually)
Click on Go
Enter the close Date or Immediately (Selected Immediately for testing
Purpose)
Click on Apply
Unlock the RFI to enter the Scores
Select Unlock from Actions and Unlock the RFI
Unseal the Sealed RFI
Enter the Scores
If the negotiations creator defined Requirements for a negotiation, you may be
asked to evaluate and score the responses to this Requirement. If team scoring has
been enabled for a negotiation, you must be a member of a scoring team to enter
scores. If team scoring is not enabled, you must be a negotiation editor (either the
negotiation creator or a Collaboration Team member with Full access) to enter
scores. If the scoring method for the Requirement is None or Automatic you do not
enter scores (for Automatic scoring, the system assigns a score to the response
based on the acceptable values defined by the negotiation creator).
The negotiation must be closed before entering scores.
To enter scores:
1. From the Negotiation Home page, access the negotiation for which you
wish to enter scores.
2. Select Enter Scores from the Actions menu.
3. On the Enter Scores by Response page, click the pencil icon in the Enter
Scores column for the response whose Requirements you wish to score.
4. On the Enter Scores page, view the Requirement and its response and enter
a value in the Score column. Note that you can not enter a value higher than
the maximum score the negotiation creator defined for that Requirement. You
may optionally enter an internal note. Note that is it mandatory to enter a
value for at least one of these two fields.
5. Click Submit Score.
6. Continue scoring subsequent responses.
Go to Actions and Select the Enter Scores and click on Go
Select each Supplier and Enter the Score
Submit the Score for Supplier
Note : Do Same Process for Other Suppliers
Do the same process for other Scoring Teams
After Entering Scores by All Scoring Members
Analyze Scores by Response or by Spread Sheet
Locking Scores
Once all your evaluators have scored their Requirements, you may wish to lock the
scores. Locking scores prevents members of the scoring team who have scoring
access only from entering new score values. It also allows the system to use the
score values entered manually to calculate the total score for the Requirements
(until the scores are locked, a Requirement with a scoring method of Manual has a
score of zero). Note that once the manual score for a Requirement is calculated, the
overall score for the bid/quote is also updated. Even though scores are locked,
scoring team members with full access can override the scores entered and/or
unlock the scores.
To lock/unlock scores:
1. Access the negotiation.
2. From the Actions menu, select Manage Scoring Teams and click Go.
3. On the Manage Scoring Teams page, click Lock Scoring (if scores are
unlocked). Scores can no longer be entered for Requirements. Alternatively
click Unlock Scoring (if scores are locked). After scores are unlocked, all
scoring team members can enter new scores.
Knockout Scores
When you define Requirements, you can choose to specify a knockout value. This is
the score below which a response is no longer considered acceptable. Once you
apply the knockout values, the response is removed from the shortlist. It can be
viewed, but not awarded. If any of the Requirement responses do not pass the
knockout test, that response is removed from the shortlist. Note that in a TwoStage RFI, if any responses are removed from the shortlist during the technical
evaluation stage, that response is not available for commercial evaluation.
To apply knockout scores:
1. Access the negotiation.
2. Select Apply Knockout Results from the Actions menu and click Go.
3. On the Apply Knockout Results page, view the information. The page
displays which responses will be removed from the shortlist.
4. If the information is correct, click Apply.
Click on Apply
Manage Requirements
To Short list the Supplier based on the Scores given by Scoring Team
Click on Go
Enter the Knock out score
Click on Perform Knock Out
View the Current short listed Scores
Complete the RFI
