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Buyer - Source To Contracts - English - 25 Apr - v4
Buyer - Source To Contracts - English - 25 Apr - v4
Table of Contents
Chapter 28: View Response Workbench in case of 2 Envelopes Bid Submission System ______________________ 116
Change Log
Change Log
Date Topic Description of Change Change By Page No #
23 Feb 2022 User Persona Adding Flow of Project Creation for Naseem 9
PTPL and SHU
23 Feb 2022 Create Project Update New Project Request Images Naseem 14 - 15
Request
23 Feb 2022 Creating A Project Update Image for SHU Cost Recovery Naseem 33 - 35
After Flipping A and SHU Non Cost Recovery and
Project Request explanation for Realization for both
SHU.
23 Feb 2022 Project Status Update Image for Project Status Naseem 44
23 Feb 2022 Milestone - Update Image for Milestone - Naseem 46
Activities Activities
23 Feb 2022 View Response Update explanation about Technical Naseem 101
Workbench in case Evaluation
of 2 bid envelope
23 Feb 2022 Envelope Event: Update explanation about Shortlist Naseem 104
Shortlist Suppliers Suppliers
23 Feb 2022 Create Auction Update explanation and Image for Naseem 146
From Project Create Auction From Project
19 Apr 2022 All chapter Changes created based on comments Roben/Edo
from Pertamina
Keywords (Within
Persona Roles Brief Description
Pertamina role)
- Ability to create project, RFx, edit documents
Pert_UP_Procurement and approve transactions
Procurement
Manager Non-Key Users Procurement Manager - Ability to view reports and dashboards
Manager
(SHU) - Ability to browse catalog and do carts check
out
- Ability to edit RFx and Contract documents
(Without Default View Activity)
Pert_UP_Procurement Buyer Buyer, Purchasing,
Buyer - Ability to view reports and dashboards
(EXISTING) Contract
- Ability to browse catalog and do carts check
out
- Ability to create project, RFx, edit documents
and approve transactions (With Trigger
Pert_UP_Procurement
Procurement Project Request to Supplier Activity)
Manager with activity Procurement Manager
Manager - Ability to view reports and dashboards
Supplier Profile Admin
- Ability to browse catalog and do carts check
out
- Ability to edit RFx and Contract documents
Pert_UP_Procurement Buyer (Without Default View and Report View
Buyer, Purchasing,
- Buyer Only w/o Report Buyer Activity)
Contract
Viewer activity (SHU) - Ability to browse catalog and do carts check
out
Prt_UP_Vendor Performance
Report Viewer Report Team - Ability to view report / dashboard
Widget (SHU)
Prt_UP_Report Viewer +
- Ability to View RFx, Auction and Contract
activity to view Projects, RFX, Report Viewer Report Team
and view report / dashboard
Auction, and Contract (PTPL)
Pert_UP_Corporate Corporate
Document Viewer - Ability to View Documents
functions Funtion
Note:
End user will revise the project request based on comments from
procurement buyer (if any), and informing it to procurement buyer
via add comments once the revision is done
Once it’s confirmed by the procurement buyer. End user will submit
the project request
10
11
End User add Pooler as a Team member and Pooler Review the
Project Request
13
To create a Project Request document, click on Create on the left navigation, then click on Project Request.
14
• Request Name: Title of tender request that will be used as tender title proposal
• Description of Needs: brief description or summary of the general scope of work
• Currency: main currency in which the tender will use
• Goods and Service: Bidang/Subbidang Usaha that is referring to classification Bidang Usaha that is set by government
institution that in charge of oil and gas. Incase of regulated the refers to Klasifikasi Baku Lapangan Usaha Indonesia.
• Organisational Entity: it should be fill in PT. Pertamina Hulu Energi and/or Etities in Subholding Upstream
• Region: It should be filled in by province of main operation area KKKS/Persuhaan
• Additional Details: any further details to add on to the request. If the project request is for Project Request
Amandement, so “type of request” should be project request amandement.
Depending on the type of Request selected, the additional questions will be populated as shown below.
15
16
Click on Save, after filling in all mandatory information. Now two more sections will be visible (Team Members and attachments).
17
Click done, and notification will be sent to the team members added to the Project request
Choose the Team Members who will be part of the Project Request also a Procurement Buyer who would flip the project
request to project. Click on the (+) sign to add team members
18
Once the team members are added. They will get email notifications mentioning that they have been added as a team member.
Attachment:
Click on Add Attachments and the upload dialog box will pop up. Maximum 5 files can be uploaded at a time and maximu file
size is 30 MB each document.
19
Browse and select the file that needs to be uploaded, such as an Approved PR attachment, then click on Close.
Note:
• Approval and circular processes are accommodated in GEP SMART. These needs are met according to as-is. GEP
SMART only accepts and uploads
Click on the action menu on top-right hand to view audit log. The audit log can be used to track changes made on the Project
Request.
20
NOTE
21
To add approver to Project Request, click on the action menu on top-right hand and click on Manage Approval.
22
Then type in the approvers name and select the approver and click Done
In case if there are more than one level of approval, end user can add approver level 2 by clicking the (+) sysmbol and
type in the approvers name and select the approver and click Done
Click on Send for Approval to send the Project Request for approval. Dialog comment box will appear, can be filled in if
needed, then click Send for Approval in this dialog box
23
The approver received an email once Project Request send for Approval.
24
The approver can view the Project Request in the My Tasks section on the landing page.
The approver can now review the Project Request and Reject or Approve it by clicking the Reject or Approve button.
25
Once Approver Approve the Project Request Status get changed as Draft Approved
26
After successful approval, user need to add Procurement Manager and Pooler Procurement Buyer as part of team
member.
Procurement Manager will ask Procurement Buyer to review the Project Request via “add comments”.
27
Procurement Buyer will review Project Request and will inform the comments to end user if any via “add comments”
If there are comments from Buyer asking to revise some field on the project request. End user will need to withdraw the
Project Request and do the changes. End user will need to re-do the flow again. Once the changes have been done, end user will
need to inform buyer to check again the project request and asking for confirmation whether all fields and attachment are
correct and whether project request can be submitted.
28
Procurement Buyer will confirm and inform end user via “add comments” that project request can be submitted.
Click on Submit to finalize in the bottom-right corner. Project Request Status will change to “Active”
End User will only click the “Submit” button after Procurement Buyer has reviewed it and confirm that the project request can
be submitted. Incase of the End User click the “Submit” button before Procurement Buyer reviews the project request document
and confirm that the project request can be submitted, End User will not be able to do the changes on the project request based
on the correction or comments from Procurement Buyer. Procurement Buyer will need to cancel the project request and End
User will need to create new project request document.
29
To add a comment, click on Add Comment at the top of the project request. Once a comment has been added, all the team
members receive an email notification regarding the same.
30
To view the Project Request, click on Project on SMART landing page. Under the Project Request tab, click on the
Project Request you want to view.
To add comments to the project request, click on add comments at the top of the project request page, enter the
comments and click Save.
31
Choose the Team Members who will be part of the Project Request also a team member who would flip the project
request to project. Click on the (+) sign to add team members and click done. Also, check the Request Coordinator checkbox for
the respective team member to give him right to flip the project request to a project. A notification will be sent to the team
members added to the Project request.
View: Team member will only be able to see the project request without having access modify or flip the project request to
project
Request Coordinator: Team member will be able to flip the project request to project
32
To cancel or complete a project request, click on the drop down next to Flip to Project and select Cancel Request or
Mark as Complete. The status of the Project Request changes to Cancelled or Completed.
33
Mark as Complete : This option can be selected if procurement manager does not want to continue with the project
request because the work has already been completed with another request so there is no need to
flip it to the project
Cancel Request : This option can be selected if procurement manager wants to reject the request. End users don't
need to make a project request again, just edit the project request.
Re Open Request : This option can be selected if procurement manager wants to re open the request which are already
mark as completed.
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• Ideation: The first phase in the lifecycle of a project, helps capture the potential savings opportunity. In the Ideation
phase, you report an estimate value of the savings.
• Execution: The second phase in the lifecycle of a project. During Execution, efforts are taken, such as negotiations with
the Supplier, to meet the savings values estimates that were formulated in the ideation phase.
• Realization The third and final phase in the lifecycle of a project, helps capture the actual, realized savings. These
Realised savings are tracked along with the estimated and negotiated savings to help determine whether your project
is incurring a profit or a loss, by providing a periodic analysis.
Pertamina Lubricants
1) Ideation – Below are the different combinations of Tender method and Submission methods for project ideation
phase.
36
2) Execution – Below are the different milestones per combinations of Tender method and Submission methods for
project execution phase.
Tablel 1/3
37
38
39
Table 2/3
40
41
42
Table 3/3
43
44
3) Realization - Below are the different combinations of Tender method and Submission methods for project realization
phase.
45
1) Ideation – Below are the different combinations of Tender method and Submission methods for project ideation
phase.
2) Execution – Below are the different milestones per combinations of Tender method and Submission methods for
project execution phase.
46
Table 1/4
Table 2/4
Pembukaan
Pengumuman Masa Sanggah
Penyampaian Penawaran 1
Tender Submission Evaluasi Evaluasi Hasil Evaluasi Sampul 1 /
Dokumen Sampul/
Method Method Administrasi Teknis Admin & Masa Sanggah
Penawaran Sampul
Teknis Tahap 1
1/Tahap 1
(1) (2) (9) (10) (11) (12) (13) (14)
DA < One Envelope
Yes Yes Yes Yes
200million IDR System
One Envelope
DA Others Yes Yes Yes Yes
System
Based on One Envelope
Yes Yes Yes Yes
Prequal. result System
Based on Two Envelopes
Yes Yes Yes Yes Yes Yes
Prequal. result System
Based on Two Stages
Yes Yes Yes Yes Yes Yes
Prequal. result System
One Envelope
Open tender Yes Yes Yes Yes
System
Two Envelopes
Open tender Yes Yes Yes Yes Yes Yes
System
Two Stages
Open tender Yes Yes Yes Yes Yes Yes
System
47
Table 3/4
Penyampaian
Pembukaan Hasil
Dok
Tender Submission Penawaran Evaluasi Pelaksanaan Pengumuman
Penawaran Negosiasi
Method Method Sampul Komersial Tender - Pemenang
Tahap 2 (Jika
2/Tahap 2 Persetujuan
berlaku) - 29
(1) (2) (15) (16) (17) (18) (19) (20)
DA < One Envelope
Yes Yes Yes Yes
200million IDR System
One Envelope
DA Others Yes Yes Yes Yes
System
Based on One Envelope
Yes Yes Yes Yes
Prequal. result System
Based on Two Envelopes
Yes Yes Yes Yes Yes
Prequal. result System
Based on Two Stages
Yes Yes Yes Yes Yes Yes
Prequal. result System
One Envelope
Open tender Yes Yes Yes Yes
System
Two Envelopes
Open tender Yes Yes Yes Yes Yes
System
Two Stages
Open tender Yes Yes Yes Yes Yes Yes
System
Table 4/4
Masa Sanggah
Tender Submission 1 Sampul/ Penunjukan Proses
Proses SP3MK
Method Method Sampul 2/ Pemenang Kontrak
Tahap 2
(1) (2) (21) (22) (23) (24)
DA < One Envelope
Yes Yes Yes
200million IDR System
One Envelope
DA Others Yes Yes Yes
System
Based on One Envelope
Yes Yes Yes Yes
Prequal. result System
Based on Two Envelopes
Yes Yes Yes Yes
Prequal. result System
Based on Two Stages
Yes Yes Yes Yes
Prequal. result System
One Envelope
Open tender Yes Yes Yes Yes
System
Two Envelopes
Open tender Yes Yes Yes Yes
System
48
Masa Sanggah
Tender Submission 1 Sampul/ Penunjukan Proses
Proses SP3MK
Method Method Sampul 2/ Pemenang Kontrak
Tahap 2
Two Stages
Open tender Yes Yes Yes Yes
System
1) Ideation – Below are the different combinations of Tender method and Submission methods for project ideation
phase.
2) Execution – Below are the different milestones per combinations of Tender method and Submission methods for
project execution phase.
Table 1/4
49
Prebid/
Pengumum- Keberatan/
Pengumum- Klarifikasi/
Penilaian an Hasil Pertanyaan
Tender Submission an/ Meng- Undangan Perubahan
Kualifikasi/ Prakual./ Hsl.Kualifi-
Method Method undang & Tender DokTender/
Prakual. Kualifikasi – kasi/Prakual
Pendaftaran DrafKontrak
24 ifikasi - 25
-5
(1) (2) (3) (4) (5) (6) (7) (8)
DA < One
300million Envelope Yes Yes
IDR System
One
DA Others Envelope Yes Yes
System
One
DS Envelope Yes Yes
System
Two
DS Envelopes Yes Yes
System
Two Stages
DS Yes Yes
System
One
Open tender Envelope Yes Yes Yes Yes Yes Yes
System
Two
Open tender Envelopes Yes Yes Yes Yes Yes Yes
System
Two Stages
Open tender Yes Yes Yes Yes Yes Yes
System
Table 2/4
Masa
Pembukaan Pengumuma
Sanggah
Penyampaia Penawaran n Hasil
Tender Submission Evaluasi Evaluasi Sampul 1 /
n Dokumen 1 Sampul/ Evaluasi
Method Method Administrasi Teknis Masa
Penawaran Sampul Admin &
Sanggah
1/Tahap 1 Teknis
Tahap 1
(1) (2) (9) (10) (11) (12) (13) (14)
DA < One
300million Envelope Yes Yes Yes Yes Yes
IDR System
One
DA Others Envelope Yes Yes Yes Yes Yes
System
One
DS Envelope Yes Yes Yes Yes
System
50
Masa
Pembukaan Pengumuma
Sanggah
Penyampaia Penawaran n Hasil
Tender Submission Evaluasi Evaluasi Sampul 1 /
n Dokumen 1 Sampul/ Evaluasi
Method Method Administrasi Teknis Masa
Penawaran Sampul Admin &
Sanggah
1/Tahap 1 Teknis
Tahap 1
(1) (2) (9) (10) (11) (12) (13) (14)
Two
DS Envelopes Yes Yes Yes Yes Yes Yes
System
Two Stages
DS Yes Yes Yes Yes Yes Yes
System
One
Open tender Envelope Yes Yes Yes Yes
System
Two
Open tender Envelopes Yes Yes Yes Yes Yes Yes
System
Two Stages
Open tender Yes Yes Yes Yes Yes Yes
System
Table 3/4
Penyampaia LaporanHasi
n Dok Pembukaan lPemilihan/ Hasil
Tender Submission Penawaran Penawaran Evaluasi Pelaksanaan Pelaksanaan
Negosiasi
Method Method Tahap 2 Sampul Komersial Tender- Tender -
(Jika 2/Tahap 2 Pengiriman Persetujuan
berlaku) - 29 - 31
(1) (2) (15) (16) (17) (18) (19) (20)
DA < One
300million Envelope Yes Yes Yes Yes
IDR System
One
DA Others Envelope Yes Yes Yes Yes
System
One
DS Envelope Yes Yes Yes Yes
System
Two
DS Envelopes Yes Yes Yes Yes Yes
System
Two Stages
DS Yes Yes Yes Yes Yes Yes
System
One
Open tender Envelope Yes Yes Yes Yes
System
51
Penyampaia LaporanHasi
n Dok Pembukaan lPemilihan/ Hasil
Tender Submission Penawaran Penawaran Evaluasi Pelaksanaan Pelaksanaan
Negosiasi
Method Method Tahap 2 Sampul Komersial Tender- Tender -
(Jika 2/Tahap 2 Pengiriman Persetujuan
berlaku) - 29 - 31
(1) (2) (15) (16) (17) (18) (19) (20)
Two
Open tender Envelopes Yes Yes Yes Yes Yes
System
Two Stages
Open tender Yes Yes Yes Yes Yes Yes
System
Table 4/4
Masa
Pengumum- Sanggah 1
Tender Submission Penunjukan Proses Proses
an Sampul/
Method Method Pemenang SP3MK Kontrak
Pemenang Sampul 2/
Tahap 2
(1) (2) (21) (22) (23) (24) (25)
DA < One
300million Envelope Yes Yes Yes Yes Yes
IDR System
One
DA Others Envelope Yes Yes Yes Yes Yes
System
One
DS Envelope Yes Yes Yes Yes Yes
System
Two
DS Envelopes Yes Yes Yes Yes Yes
System
Two Stages
DS Yes Yes Yes Yes Yes
System
One
Open tender Envelope Yes Yes Yes Yes Yes
System
Two
Open tender Envelopes Yes Yes Yes Yes Yes
System
Two Stages
Open tender Yes Yes Yes Yes Yes
System
52
Fill in mandatory Project detail fields that weren’t available in the project request. Once details are filled, click Save.
The required project will be created.
53
Once project has been created, assign the Project to buyer. To assign the Project to buyer, select click on change
ownership in the action menu at the top-right corner of the project.
Notes: For SHU, it will not be applicable as the assignment process has been done in project request from Procurement Manager
to Procurement Buyer.
Type in the new owner’s name and the reason for change and click on done.
54
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After the Project is assigned to Procurement Buyer, link the PR-RFX to the Project. PR-RFX is the RFX automatically
generated in Smart once the PR created in SAP and it’s interface to GEP Smart. To link the PR- RFX to the Project, go to the
RFX, AUCTION & CONTRACT section of the Project and click Add RFX.
Select the RFX and click on Link existing RFX. The RFX will now be linked to project.
56
Click “Using Blank Form” to create new RFX (this can be used for objections) or in this case select “Link Existing RFX”
to link existing RFX.
Notes: RFx Objections is not applicable for SHU. RFx from “using blank form” will be used as Prequalification RFx in SHU.
Select the RFX and click on Link to Project button. The RFX will now be linked to project. The Scope (CBR) must always
be the same in both RFX and Project, if not, change the scope (CBR) to match for successful linkage.
57
To link another RFX, Click on the icon in the RFX, AUCTION & CONTRACT section and select RFX.
Follow the same steps as we did while linking the first RFX and the second RFX will be linked to project.
58
Notes: Make sure that PR number that is mentioned on the RFx should be the same as PR number mentioned on project request
and project.
To check the document hierarchy, click on icon in the RFx, Auction, and Contract section.
59
60
Update Project Details including Estimated Savings on the Ideation Phase. Click on add savings under Estimated
Savings.
Enter the estimated spend and estimated savings and click save. The estimated savings will be added.
61
If Estimates are not known, Estimated Spend and Savings can be entered as 0 or nominal values. If there is more than one line
Bidang/Sub-Bidang, so Procurement Buyer may fill in the Estimated Spending & Estimated Saving only at one primary line
Bidang/Sub-Bidang. For other line, fiels Estimated Spending & Estimated Saving can be filled in by “0”.
62
To update status of a project, click on status at the top of the project and select the value from the dropdown.
Team Members can be added to the project in the Team Members section of the project page, by clicking the
icon.
Business Users Business End User can be invited to the Project as Team Member to see the status of the Project itself.
They will be able to see all the updates on the Project directly.
Buyers will update the Project and Milestones based on the updates in the Procurement Process.
63
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Based on the details entered i.e., Tender Method and Submission Method, the required Milestone and Activities will be generated
for 3 phases of Project.
65
To add an attachment to the milestone, click on add attachment in the respective milestone. Numbering of every
attachment must be done offline.
To change a milestone assignee, open the milestone, click on Show Lookup in activity assignee.
Select the new assignee and Click Done. The milestone assignee will be updated.
66
The milestone can now be marked completed by switching the slider from Pending to Achieved.
Once achieved the milestone can now be sent for approval. To send a milestone for approval, click on the action menu
and click manage approval.
67
Click on add approvers, search and select the required approver and click done.
68
69
When Procurement Buyer send Milestone for Approval, email notification will go to Approver. The approver will be able
to see the project that has a milestone pending for approval, in My Tasks under Pending Approval card.
70
On clicking the Project, the approver will be redirected to the milestone page where the approver’s approval is required.
On clicking Approve milestone, the milestone will be approved and milestone status changes to Approved. The approver
also has the option to reject milestone or withdraw their approval.
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Add Approver
The Add Approver window will then be displayed. Type in the name of the approver that needs to be added under the
Search & Add Users text box, then select the approver.
72
On the Project document page, Click on Send for Approval to send the Project for approval. Once Project Send for Approval,
Project Approver will receive a notification.
To approve projects, On the landing page, click on My Tasks and select the project that needs to be approved from the
Pending Approval tab.
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Validate the details of the project. Click on Approve. The confirmation window will then appear to input any comments.
Click Approve to approve the project. Click Reject if you wish to reject the project approval.
74
Once the project is approved, click on the dropdown list next to the Ideation button and select Execution.
The confirmation window will appear. Click on OK to move the project into Execution phase.
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Note : Unless all the Milestones of the previous Project Phase are achieved you cannot move to the next phase
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Under Change Ownership, type in the user’s name who currently is the owner of the document and select the document
type from the dropdown. Then click View Documents.
Select the documents that author need to be changed and type in the new owner’s name in and click
Change Ownership.
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Once clicked, there will be a pop up asking to retain old owner as team member in the event.
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You can also search for different types of documents by selecting the arrow and a drop-down of documents will appear.
80
From the Project page, scroll to the RFX, Auction & Contract section. To open the PR-RFX, click on the RFX that is linked
to the project.
81
Access the RFX event, Click on settings . Event Settings allows users to customise certain general
settings pertaining to the RFX
• Public RFX: Select this option if you require the RFX to be a public RFX (Open Tender RFX). Website link to all the
public RFXs – https://smart.gep.com/publicrfx/pertamina?oloc=215#/
• 2-envelope event: select this option if you require technical and commercial evaluation to be done separately.
• Confidential event: select this option if you want to allow only invited members of the buyer’s team to view the RFX
event.
• Sealed event: select this option to display the Suppliers’ responses only after the period to respond to the RFX is over.
(Note: If the RFX is a 2-envelope event, it will always be a sealed event)
• Training event: select this option to conduct a training event. This event will be excluded from reports and dashboard.
• Mask Buyer name and Contact Details on supplier Side: select this option to hide the buyer name from the supplier.
• Mask Supplier name for viewing responses: select this option to hide the Supplier name from the evaluators.
• Award Event through Scenario Finalization: select this to award supplier through finalized awarding scenario.
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• Multicurrency event: select the check box to enable Suppliers to bid in currencies other than the Event Currency.
• Allow all Team Members to access Supplier responses: select this option to allow all participants (co-author, evaluators
etc.) in the event access all Supplier responses.
• Price sheet response evaluation: select this setting to evaluate price sheets at item or price sheet level.
• Questionnaire response evaluation: select this option to enable questionnaire evaluation.
• Skip response evaluation of questionnaire and price sheet: select this to allow evaluator to skip evaluation of
questionnaire or price sheets
•
Diverse suppliers need not be included in this event: this will not be applicable in PERTAMINA
• Suppliers can preview event before accepting mandatory guidelines: select this option to allow Suppliers to preview
the RFX event before accepting the guidelines.
• Suppliers must confirm participation in event before submitting their responses: select this option to ensure that the
Supplier confirms participation in the event after accepting the guidelines.
• Suppliers can upload attachments in “Attachments” section of RFX: select this option to allow Suppliers to add and
upload attachments.
• Supplier can access discussion forum before accepting mandatory guideline: select this option to enable supplier to
access forum before accepting guidelines
• User needs to click on the Done option once all settings are configured for the event.
Upon loading the RFX document page after selecting, enter/update basic details of the RFX.
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The Event Name is auto populated. Validate the Event Name and edit the name if required to match Tender Title.
Fill in or select:
- Buyer create RFX event with RFI type and add the general and special qualification guidelines/ attachments/ templates
on the event. Buyer may add any necessary questionnaire if needed
- Buyer get the response from vendor and evaluate the qualification documents.
- For any clarification needed with vendor, Buyer may communicate with vendor through Discussion Forum
- For new vendor, Buyer provide IP2P access to the vendor. in parallel Buyer provide the qualification documents to MDM
team
- Buyer then shortlist the vendors and get approval through comment section (This point is not applicable for SHU)
- Buyer can create a new RFI from project for Technical or commercial objection. (This point is not applicable for SHU)
Pertamina can provide feedback to the supplier on objection using the discussion forum. Using discussion forum will also
ensure that the communication is documented and auditable. If approval required on communication, it can be a part of project
milestone.
84
Click on the Pencil icon at the top right of the Timeline section.
Populate the Start and End Date & Time for each of the below:
Response Timeline: this is previously known as the bid closing date in which Supplier can submit their bid responses. The
response timeline will be visible by supplier.
Feedback Timeline: the period in which Suppliers can upload revised prices to update the submitted one (refer to chapter 31).
85
Enter the Name for the new timeline and the Start Date & Time and the End Date & Time.
Click Done once completed the new custom timeline will be added.
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Under the team members section, click on the “(+) Add” icon. Then ‘Add team members work’ page will then be
displayed.
Click on ‘Add’ to add the selected team members to the RFX. Once all the team members are added click on Done.
87
Check the boxes to the right of each team member based on their roles. (Note: Only Authors and Co-Authors and assigned Team
Members will be able to make changes to the RFX.)
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In the Scoring tab, Buyer/RFX Author will be able to assign questionnaires to Evaluators/Team Members, and to select which
questionnaire (technical criteria) that needs to be assigned to the desired Evaluator. The same steps can be repeated for price
sheets. User can click on done once the assignment is done.
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To add suppliers, in the supplier section click on “(+) Add” button and select “Add from Repository”.
To select required suppliers from the repository, select the filter icon on top right.
The filter will display the attributes on the left side, you may filter using client supplier code or Legal Company Name attribute.
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To choose the primary contact respondent or the primary email contact address, click on primary respondednt for every
single supplier and choose which email address that can be used as a primary respondent.
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To add guidelines, scroll to Guidelines subsection on the RFX document page and click on the Import from Repository
link. Select the guidelines that needs to be added.
Then click on Import. The guidelines will then be visible under the guideline’s subsection.
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Enter or select:
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To Add Questionnaire (Technical Criteria), scroll to questionnaire subsection on the RFX document page and click on
Create New Questionnaire.
Enter the Questionnaire Name and description and click on “+” icon on the right side.
Upon clicking the “+” icon, the New Question dialog box will be displayed. Enter the question in the Question field. Check the
mandatory box if the question is mandatory to be filled in.
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Check the Allow Supplier to add attachments box to allow Suppliers to add attachments as per the requirement.
Evaluation Types:
• Score: select this to create questions that will be scored numerically (will be used primarily for General questions)
• Acceptable or Unacceptable Type: select this to create questions that will be scored based on whether it is acceptable
(When the evaluation method is Pass / Fail, questions can be created with this evaluation type)
• Info: select this for informational purposes only
From the drop down select the type of responses that the supplier can provide.
To add questionnaire from the repository, click + button and click “import from repository”. Choose questionare that will
be used from the repository, then click import.
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To validate/Update a price sheet, scroll to the price sheet subsection on the RFX document page and click on the price
sheet.
Enter Price Sheet Name and select Price Sheet Type. Input a brief description of the price sheet under Price Sheet Description.
Click on Icon Manage Column at the top right corner of the price sheet table.
Add columns for supplier response. Click on + icon on the top right corner of the pop up and enter the number of columns that
needs to be added. Click on the tick icon, then click on the Column name and enter the column name.
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Click on the icon to enter the computation formula and enter the formula. Click Done.
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Fill in all the columns for all the line items needed. Click on Save to save the data.
Click Done when all the required fields have been filled.
Baseline price can be edited only in the draft status of the RFX.
Note: RFX coming through SAP-PR will be created with the Price sheet based on the PR released. In case there are changes
happening to the Price sheet based on the Pre-Bid Meeting, the RFX Pricesheet must be updated manually.
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How to remove the Price sheet during Prequalification and add it back in the next stage
Step 1 : Download the Price sheet on local system, Save the same as repository and delete it from the event
Step 2 : Once the prequalification round is completed and user starts with a new stage for RFQ Create new stage of the current
event and go to Price sheet section and click select the option of Import from repository.
Select the relevant Price sheet template from the repository as per the below screenshot
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Step 3: Download the Uploaded Price sheet from the system using the download option highlighted below
Step 4: Copy the line items from the earlier downloaded Price sheet that was saved on the local system to new downloaded
template.
Upload this updated back to the system using the upload option next to the download icon
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NOTE
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To add RFX attachments, scroll to Attachments on the RFX document page, then click on “+” icon on the top right
corner. File size limit is 30 MB each, and file limit is 5 at once uploading.
Click on browse, then select the documents that needs to be attached, then click on Close.
Check the checkbox visible to supplier against the attachment documents that needs to be accessed by the suppliers. The
documents with “Visible to Suppliers” unchecked will be visible only to the Buyers.
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The RFx document will be approved offline. Therefore, approval for RFx documents will be done by auto-approve (it does not
add approval on the manage approval menu).
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Once the RFX is approved, The RFX will be in Approved status. Click on Publish Event.
An Email pop-up will appear. Click on Send then the status will change to Published.
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Once the RFX is published, you can now open the discussion forum by clicking on icon on top of the RFX event page, to
have any discussions with the supplier.
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Click on internal thread if you wish to have an internal discussion within the team members.
Click on the supplier’s name if you wish to have a discussion with that supplier and the team members.
Once the RFX has been published, Procurement Buyer can revise the response timeline by clicking on the icon in
the event timelines section. The buyer can make the required changes.
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Once the response timeline is revised, the buyer will be asked for the reason to revise the response timeline.
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The Procurement buyer should enter the reason and click done, this can be used to capture short comments, the response
timeline will be revised.
If required, the buyer can share comment through email notification by checking the checkbox, the comment will be shared with
the suppliers along with the revised timeline or else the supplier will only receive the revised timeline. Only Authors and Co-
Authors will be able to make changes to the Timelines on RFX.
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Withdrawal of RFX.
Click on the Action Menu icon within the RFX document, then select to Withdraw Event.
Withdrawal of RFX will prompt a pop-up message. Check the box to send email notifications to Suppliers and Team Members
(if required) then click Yes.
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Withdrawal doesn’t require approval. In case approvals are needed for withdrawal, the same can be taken through the internal
discussion capability.
The status of the RFX will change to “Event Withdrawn – Approval Required”. Buyer can then perform changes to RFX, and must
resubmit for approval and re-publish the RFX.
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The buyer can view supplier activities through the status tracked within the supplier section of the RFX event.
The Participation status provides details whether supplier has accepted the guidelines, confirmed participation, submitted
response or declined invitation, along with the date and time stamp details. The status gets reflected based on the supplier
action.
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Once the response time is closed, Open Technical Responses button is available.
Once Technical Evaluation timeline is already started open Technical Response button will still be available. Technical Response
button will be available in case of Response timeline end and Technical Evaluation timeline not yet started. Changes are here
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Once the buyer chooses to open technical responses the response timeline can no longer be extended.
Once confirmed, the status of the event gets updated to Technical Response Opened.
NOTE
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For questionnaire, go to response workbench, click evaluate, and click my evaluation tab, and click evaluate questionare.
questionnaire summary tab and click evaluate. Select Questionnaire.
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Once Technical score are submitted and the technical evaluation timeline ends, the status of the RFX event changes to
Supplier Shortlisting. At this stage, Shortlist Suppliers button appears at the bottom right of the screen.
In case of Technical Evaluation Timeline end and Commercial evaluation timeline started still Shortlist Suppliers button will be
visible. Once buyer shortlist the supplier open Commercial Response button will be appearing.
Click on Shortlist Suppliers button to select the suppliers for proceeding forward to view the commercial responses. Select the
suppliers and click Done.The status of the doc will become “Supplier Shortlisting”.
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Click on the Open Commercial response button to proceed with the selected supplier.
A confirmation window pops up, before Buyer proceeds to open the commercial responses:
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In Case of Commercial Evaluation Timeline end and buyer not yet Short listed the supplier Shortlist and Open Commercial
Response button will be available. When Buyer try to open commercial response a warning message will display “ Commercial
evaluation timeline specified for event has already ended. You must modify evaluation timeline for evaluating
commercial responses”
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Once the evaluation timeline (Commercial evaluation timeline in case of 2 bid envelope) starts, the evaluator can now
evaluate the supplier’s responses. To evaluate Price sheet, go to Response Workbench, Go to Evaluate Click on My Evaluation
and Click on Evaluate: Price Sheet.
Notes : ▪ If the feedback setting isn’t enabled the buyer may directly proceed to evaluation.
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▪ In case the feedback is sent post evaluation, Buyer may choose to evaluate the responses again
based on the revised responses.
For commercial evaluation, click on compare response click on manage column mapping and map the columns as
below and click on Done.
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Once Done, click on submit scores as indicated on page above. A select suppliers screen will pop up, select the suppliers for
whom you wish to submit the scores.
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(Note: If the RFX is a 2-envelope event then there would be separate round of evaluation i.e. first technical evaluation and then
commercial evaluation. The responses of only the suppliers that have been shortlisted in the technical round will be visible in
the commercial round
1) Click on the Download Supplier Response link to downloads the response and evaluation summary.
2) Select the appropriate options and click on download in the bottom right corner to download the summary.
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3) Click on download to download the selected. Click on go to Logs will take user to Logs Page to download the Zip file.
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Buyer needs to enable the setting, ‘Share Response Feedback’ with Supplier to provide your feedback. You can then share the
supplier feedback once the response timeline is closed, and feedback timeline is open.
Click on Supplier feedback under negotiation to enable feedback. Buyer may or may not choose to allow suppliers to
provide revised responses during feedback timeline.
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The Buyer can compare the responses of the supplier by clicking response workbench in the supplier responses section
(Note: If it is a sealed event the responses can be opened only when the response timeline is closed)
You can go ahead, view and compare the responses but the responses can’t be evaluated if the response timeline is still open.
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Select the suppliers you want to send feedback to and click Done.
Toggle the Enable Feedback slider to turn ON the feedback for the required price sheet.
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The Manage Feedback settings is then enabled. Click Manage Feedback icon, to manage the columns for which the
feedback is to be enabled.
Under the Enable Feedback column, toggle the slider to turn the feedback ON for a column. Under the Feedback type, click the
Colour Range Settings icon. Click the Add new rule icon to add a new rule.
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You can now publish the feedback for supplier on the Response Feedback page.
The suppliers will now be given their feedback and based on feedback settings, the supplier maybe restricted or maybe allowed
to submit revised responses.
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Award event can only be done once the evaluation timeline has been passed in which the status of the doc is “Awarding –
Approval Required”. If the evaluation timeline has not been passed, so the evaluation timeline is needed to be adjusted on the
event timelines.
Once the event is in Awarding status, click Award Event system ask about the scenario finalization.
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Go to Award Scenario. Click on Scorecard click on Lowest Line Price and finalize the scenario.
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Go to Award Event. Select the Suppliers that needs to be awarded. Click on Short List.
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Select the reason from the drop down. Enter the spend allocated. Enter comments if required. Attach documents if
required. Click on Done.
Attach RFX award summary in attachment from Analyse-Vision and Click on Done.
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Click on Triangular Drop Down. Click on Standard View & Enter Award Summary.
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Award Summary Report will get pulled up. User can click on the pencil option & choose the appropriate project number to get
to the concerned event document.
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User can click on the action menu & choose export PDF as indicated below. User is supposed to attach the exported PDF in
attachment option highlighted below.
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Note: Approver needs to be added using Manage Approval through the RFX event page before sending for approval.For SHU, it
will be auto approved.
To award through scenario i.e. Lowest Line Price, click on settings on the event page. Select the
setting - Award Event through Scenario Finalization.
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On the RFX event page, click on Award Event click on Lowest Line Item under Award Scenario.
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This will optimize the bids and allocate the lines to the suppliers who has quoted least price for the lines.
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Go to allocation details tab to see the ranking of the suppliers against each of the line items.
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Now in the award event page, spend has been allocated to the suppliers based on price quoted by the suppliers.
Select reason from the dropdown. Enter comments if required. Attach documents if required. Click on Done.
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Note: Approver needs to be added using Manage Approval through the RFX event page before sending for approval.
If there are any documents required from the supplier before awarding, the suppliers can be asked through the discussion forum
to submit the required documents.
When the documents are received in the RFX through the discussion forum, the same can be shared with Finance and legal
through another internal discussion on the same RFX (They will need to be added to the team member). Finance can review and
confirm if the same looks good. If there is any issue, the same can be communicated to the vendor through the discussion
forum itself and the necessary actions can be taken accordingly (In the internal thread/discussion of the discussion forum).
On the approver’s homepage, click on Task. Select the RFX that needs to be approved from the Pending Approval tab.
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Click on Action Menu icon . Click on Approve Event, to approve the event.
Click on Reject if required. Click as ‘Done’ on the pop up which will appear by posting appropriate comment.
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Now on the award event screen, the buyer can award the supplier by clicking on award supplier.The status of the
document will become “Awarding – Approved”.
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Click on Award Event, Go to Non-Award section, Select Supplier and Click on Non- Award Supplier Button.
System will ask about reason. An email template will appear. You can edit accordingly and click send. Once you click send, the
status of the document will change to “Awarded”.
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- Create a price sheet & save it. Choose manage columns, in price sheet,
- When the supplier’s responses is closed and technical evaluation is completed, open the commercial response and go
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- Edit the name to KP for column 1 and select computation for column type and edit the formula by clicking on
icon. (Taking 30% as minimum req)
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- Edit the name to HEA for column 2 and select computation for column type and edit the formula by clicking on
icon. Once done, click Done.
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To flip a RFX to next stage, go Negotiation Tab and click flip to next round.
Select the suppliers you wish to take to next round and click continue.
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Select the information you wish to carry from present RFX to the next round. You can also switch the flip supplier
responses toggle to carry the responses from the present RFX to the next round. Once selected click Flip to RFX.
The newly created RFX will be visible in the link document section of ld the RFX event page Click on document Name
to Access the same.
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To flip an RFX to a contract, go to the Award Event page of the RFX and click on Flip to Contract Section in left
Navigation.
System will give options like create contract by using blank form or template. User can choose a template from
repository or can go with the blank form.
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Select the supplier you want to create a contract with and proceed by clicking Select Price Sheet on the bottom right
corner.
Select the Price Sheet and proceed by clicking Column Mapping on the bottom left corner.
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In column mapping, the column on the left is the price book column and column on the right is the price sheet column.
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Click Done once completed. The flipped contract will be visible in the linked section of the RFX event page. Click on the
contract to access it. Basic elements of the Price sheet will be flipped over to the Pricebook. Pricebook can then be enriched to
show relevant details on the Catalog. Buyer must ensure that no change is made to the Contract Line Item reference, the same
must be copy pasted from the RFX itself.
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In the case of multi-contracts, the flip to contracts can be performed as many times as splits needed and then the line details
can be updated accordingly in the contract. PR Number will remain and should be entered same in the Additional Information
for the split contracts.
Along with the price sheet, the agreed final contract term is also flipped to contract language section of the contract. Final
Review / Approvals can be done on the Contract before signatures.
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In Project, Scroll to RFX, Auction & Contract. Click on the Add Auction. Changes are here
Select if you wish to create a new auction i.e. from blank or link an existing auction to the project.
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The linked or created Auction, will appear under RFX, Auction & Contract section. Changes are here
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There are four different types of auctions to select from when creating an auction. The auction type can be chosen based on
your criteria and requirements.
Also known as an English auction. In this type of auction, the bidders participate in real time environment and continuously
decrease/increase the bid based on real time competition feedback.
A Dutch auction starts with a high or low price depending on reverse or forward method. This Price goes on
decrementing/incrementing at regular intervals, until a bidder accepts the price. Whoever bids first/accepts bid is the winner
of the auction.
A Japanese auction starts with a high or low price depending on reverse or forward method. The price goes on
decrementing/incrementing at regular intervals. The bidders must accept the bid amount specified in each of
incrementing/decrementing range to stay in the competition.
Unlike the Dutch auction, a Japanese auction continues until there are no more participants left to bid or if time runs out.
A Sealed auction is a type of auction in which the bidders place only one bid. Unlike the other auction types that allow suppliers
to continually place bids with each passing interval, in a sealed auction, the suppliers cannot place interval bids.
Also, unique to sealed auction is the fact that the bids placed by the bidders are hidden to each other and to you, the buyer.
Unlike the other auction types where you are able to see what the bidders are bidding, in a Sealed auction, you are unable to
view the bids till the time the auction event is live.
Auction events can be conducted in either forward or reverse. These methods are dependent on the details and type of the
auction that meets your requirements.
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36.2.1 Reverse
This is conducted for the purpose of buying goods and materials from potential suppliers. Bidding usually starts with highest
possible price and decreases gradually. The winner is the supplier having the lowest bid.
This is a descending-price auction, also known as a Procurement or Buy offer. In this format, bids must be lower in price than
the previous bids in order to win an auction. This is the most commonly used auction format in Sourcing, where the bidders
compete by lowering their prices.
36.2.2 Forward
This is usually conducted for the purpose of selling goods or materials. Bidding usually starts with lowest possible price and
increases gradually. The winner is the bidder having the highest bid.
This forward auction type is useful when you want to auction off any surplus goods or materials.
Bonus-Malus can be used when buyer wants to incorporate any associated costs or rebates, like tooling, total cost of ownership,
discounts / rebates into the bid placed by the supplier to ensure that bid analysis happens in real time.
Thus, for Regular Reverse Auction, you can apply “Bonus” if you want to favour a supplier and “Malus” if you want to penalize a
supplier.
▪ The bonus malus feature is applicable only for Regular and Sealed type auctions.
▪ You can also select to conduct a bonus malus event, post event publish and also modify the bonus malus
event, post event publish, if required.
Note
To know more how to apply bonus malus to the different types of auctions, see:
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On the Landing page, you can view the existing auction documents under the Sourcing Auction section. You can create a new
auction under the Create section.
Under the Auction Tab, the documents are arranged according to Access types. Go through the list to locate Auction and click
the required auction document to go inside the Auction.
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You can also search for an auction using the search field on the Landing page Auction name and Auction Number also can be
Use filters to narrow down the search.
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Creating an Auction event involves tasks such as setting up the event, specifying the items to be purchased, inviting suppliers,
compiling the final information of the bids, and awarding a supplier.
On clicking create, the document menu will appear containing the various document creation options, Click Auction.
On Clicking Auction Sub Menu will display containing the creation options, select the option you want to proceed with.
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• Copy Existing Auction – If you wish to create an auction copying an existing auction
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When Use Create New Auction Basic Details Section will Appear.
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Field Description
Auction Name
Enter the name which will be used to refer to the Auction.
Auction Description
Enter a brief description of the objectives of the Auction.
Auction Type
Select the type of auction event to create. You can create the
following types of auction events:
▪ Regular
▪ Dutch
▪ Japanese
▪ Sealed
Event Currency
Select the currency of transaction.
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Auction Method
Select the type of auction method to be employed.
▪ Reverse
▪ Forward
Event Value
Enter the estimated price or budget for the goods or services to be
supplied.
Product/Services
Choose the category.
Region Select the geographical area(s) to which the goods or services are to
be supplied.
After
Author Name Auto populated based on Creator.
filling the Basic Details Once Click on Save below following are the different Section on an auction document will visible.
▪ Basic Details
▪ NDA&Guidelines
▪ Lots
▪ Team Members
▪ Suppliers
▪ Attachments
Event Settings
Event settings help to define the rules for running an auction event.
1) Click on the ‘Settings’ button available on the auction page at bottom left.
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The auction settings for a regular auction is described below. For auction settings for other types of auctions, see Creating a
Dutch Auction from Blank, Creating a Japanese Auction from Blank, and Creating a Sealed Auction from Blank.
Following is the information regarding the settings that you can configure for a regular auction:
Field Description
General Settings
Decimal Precision Defines the number of digits allowed after decimal for currency values.
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Any event which is used for training the buyer and suppliers can be marked
This is a Training Event as training event. The details of training events are not captured in reports.
This is a Bonus Malus Event Bonus-Malus can be used when buyer wants to incorporate
any associated costs or rebates, like tooling, total cost of
ownership, discounts / rebates into the bid placed by the
supplier to ensure that bid analysis happens in real time.
Enable Bidding at Lot Level Upon selecting this, Supplier can bid for each Lot instead of
bidding for individual item.
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Enables the ability for you to specify reserve price for Event.
Enable Reserve Price
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Lead Bid Suppliers will see only top bid for the Lot.
Items Only – Available for full, lead, and rank visibility type.
Suppliers will see line-item level feedback and will see only
their own overall bid for the lot.
Display Lot Level Best Bid Show best bid within the lot.
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Show Graph and Bid details to Supplier(s) Displays bid details from other suppliers in graphical
representation.
Hide Volume from Supplier Allows to hide the volume (quantity) details from supplier
side. This in effect also hides the sub-total (effective price)
as a result.
Extension Settings Extension settings define how and when the auction will
extend during the bidding event.
Extension Trigger Period This option defines time parameter for extending the
auction. Number of minutes left in the auction at which the
trigger in engaged. For example, if the trigger period is two
minutes, any bid that obeys the trigger rules and is placed in
the final two minutes will automatically extend the auction.
Extend Staggered Lots Allows the extension of staggered lots within an auction.
Extend Auction When Dropdown of options of when you may let suppliers extend
based on best bid or any bid
Maximum # of Extensions Allowed This is a parameter for defining the number of times auction
should be extended.
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37.1.1.2
Bonus Malus in a Regular Auction
To apply bonus malus setting in a Regular auction, select the This is a Bonus Malus Event in settings tab under general setting.
Now, to assign bonus or malus factors and values to the suppliers involved in the auction event, in lots click on Bonus Malus
Settings
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For each lot, you can then specify, as per your requirement, the Bonus-Malus Factor and Bonus-Malus Value for each of the
suppliers taking part in the event.
Using the Initial Bid Settings, available under Settings, you can manage the initial bids received prior to auction.
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In an auction event, you can collect initial bids from suppliers by one of the below method:
1) Run a preliminary initial bid duration: Allow suppliers to participate in initial bid duration to collect their pre-bids before
auction goes live.
2) Specify supplier specific initial bid manually: If you have received initial bids from supplier through offline methods, then
you can feed in supplier’s initial bid yourself.
Also, once an auction event is published and is in the initial bid duration, you can add new lots to the event.
37.1.2 Guidelines
To create a guideline:
1) In the Guidelines tab, in Enter Guideline Name, provide a name for the guideline.
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1) Click On
2) Click on Import from Repository
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37.1.3 Lots
For information on lots for the different types of auctions, see Creating and Managing Lots in Dutch Auctions, Creating and
Managing Lots in Japanese Auctions, and Creating and Managing Lots in Sealed Auctions.
You can either create a new lot or add a lot to an existing event, until the auction is live.
To create a lot:
1) Under the Lots section, for the Create Lot field, provide a name.
2) Click Create Lot.
3)
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Field Description
Start Date & Time The start and end date and time for your lot.
End Date & Time The End date & time for your lot.
Item Detail Row Details about the items being added to the lot captured
under the respective columns.
Safety Net (%) Safety Net is set to ensure suppliers do not accidentally
lower or raise their bid by too large amount.
Overall Historical Price Overall Historical Price at Lot Level calculated based on
items added in lot.
Overall Start Price Overall Start Price at Lot Level calculated based on items
added in lot.
Overall Previous Best Quote Overall Previous best quote at the lot level calculated
based on the previous best quotes for the items in the lot.
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Option Description
Import Template To import data from an excel file onto the lot, in the
application.
Export / Import Log To view the log for export and import details.
Settings To view and configure the lot settings. The lot settings is
similar to the auction event settings except for the
following:
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Option Description
To add line items to a lot, fill up the details, on the empty line provided:
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Field Description
Unit Historical Price Historical price is the previous procured price of an item,
which is used for calculating savings or profit for the
auction. Note: Historical price is for internal purpose only
and will not be displayed to supplier
Total Historical Price The total historical price calculated based on Unit
Historical Price and Volume.
Previous Best Quote The previous best bid received for the item.
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To manage the columns on the line items details, click the Add/Manage Columns icon.
The existing columns are displayed in a list with information as to the way they are configured in terms of whether they are
mandatory, visible to supplier, and if supplier input is allowed or not. Bid rule information is also available for these columns.
Details for existing columns cannot be modified.
You can add new columns using the Add Columns icon on the top-right corner.
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Specify the number of new columns you wish to add and click the Add icon. The newly added columns are displayed as
follows:
For the columns that you add, you can perform the following actions:
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Decremental Bidding - Supplier must place bid less than or equal to previous bid for that selected column.
Incremental Bidding - Supplier must place bid higher than or equal to previous bid for that selected column.
Not Applicable - No restrictions on bids placed by suppliers for that selected column.
▪ To delete a column(s), select the check box for the required column(s), and click the Delete icon on the top-right
corner.
To view and edit information for team members, click the Team Members tab.
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4) To delete a team member, point to the name of the member, and click .
37.1.5 Suppliers
The Suppliers tab enables you to select and add suppliers to the auction event.
For Dutch and Japanese auctions, you can invite additional suppliers even after the event has been published.
You can continue to add suppliers till the time the auction is in the Not Yet Open status.
Note
To view information for the existing suppliers and add new ones, click the Suppliers tab.
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2) Select the required supplier(s) from the list and click on Save & Done.
You can invite different suppliers for different lots. To apply this setting:
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37.1.6 Attachments
The Attachments tab enables you to upload and attach various documents to your auction event.
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To attach a document:
After you have configured the Regular Auction as per your requirement, you can publish it.
In a Dutch auction, the bidding amount either increases or decreases depending upon the configuration, and the suppliers can
place only one bid, during the event. Creating and managing a Dutch auction is the same as a Regular auction except for:
▪ Event Settings
▪ Lots
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1) In the basic details section, select Dutch as your event type and choose which method you would like to operate your
auction.
2) To view and change the event setting of the Dutch auction, select Settings Button
Here you are given two settings categories: NDA Settings and Lot Setup Behaviour.
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General Settings and NDA settings are common across all the auctions. For more details, see Event Settings
under Regular auction.
3) Using the Lot Setup Behaviour, you may set up the lot in Single Value or Range Value.
a) Single Value – With this configuration, you can specify a price and threshold for each item. The price will keep on
increasing/decreasing (based on auction method) till the threshold is met
b) Range Value – With this configuration, you can specify different price ranges for each item and different threshold for
each item. The price range will keep on increasing/decreasing (based on auction method) till the threshold is met.
You can either create a new lot or add a lot to an existing event, until the auction is live.
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Field Description
Start Date & Time The starting date and time for your lot.
Number of Intervals The number of intervals for which Lot will run
Item Detail Row Details about the items being added to the lot captured
under the respective columns.
Safety Net (%) Safety Net is set to ensure suppliers do not accidentally
lower or raise their bid by too large amount.
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Field Description
Note: Even after the lot is live, you can increase the Overall
Threshold value, if required.
Overall Previous Best Quote Overall previous best quote for the lot calculated based on
the previous best quotes for the items in the lot.
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The options for managing a lot are same as that of a Regular auction.
Based on the Lot setup behavior set for the Dutch auction, the line items in the lot can be single value or range value.
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Field Description
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Field Description
Unit Historical Price Historical price is the previous procured price of an item,
which is used for calculating savings or profit for the
auction.
Previous Best Quote The previous best bid received for the item.
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The options for managing the columns in the line item rows are the same as that of a Regular auction lot.
Once you have set up the Dutch auction, you can publish the auction.
In a Japanese auction, the bidding amount either increases or decreases depending upon the configuration, and the suppliers
must continue to place a bid during each interval to stay in the competition. Creating and managing a Japanese auction is the
same as a Regular auction except for:
▪ Event Settings
▪ Lots
1) In the basic details tab, select Japanese as your event type and choose which method you would like to operate your
auction.
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3) To view and change the event setting of the Japanese auction click on the Settings Tab.
General Settings and NDA settings are common across all the auctions. For more details, see Event Settings
under Regular auction.
Note
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You can either create a new lot or add a lot to an existing event, until the auction is live.
To create a lot:
1) Under the Lots tab, for the Create Lot field, provide a name.
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Field Description
Start Date & Time The starting date and time for the lot.
Note: Even after the lot is live, you can increase the number
of steps, if required.
End Date & Time The ending date and time for the lot.
Item Detail Row Details about the items being added to the lot captured
under the respective columns.
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Field Description
Overall Previous Best Quote Overall previous best quote for the lot calculated based on
the previous best quotes for the items in the lot.
The options for managing a lot are same as that of a Regular auction.
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To add line items to a lot, fill up the details, on the empty line provided:
Field Description
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Field Description
Unit Historical Price Historical price is the previous procured price of an item,
which is used for calculating savings or profit for the
auction.
Previous Best Quote The previous best bid received for the item.
The options for managing the columns in the line item rows are the same as that of a Regular auction lot.
Once you have set up the Japanese auction, you can publish the auction.
You can also modify the timeline of a Japanese auction once it is published. To do this, once a Japanese
auction is published, click Revise Timeline from the Action menu, select the required lot(s), and modify
the start date and time and the number of steps, as per your requirement.
Note
You can select to conduct Sealed Auction when you want to achieve one of the below objectives:
Buyer organization cannot view bids placed by Suppliers until Auction Duration is over.
share feedback with Supplier only post auction completion.
Creating and managing a Sealed auction is the same as a Regular auction except for:
▪ Event Settings
▪ Lots
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1) On the Basic Details tab, select Sealed as your event type and choose which method you would like to operate your auction.
2) To view and change the event settings of the Sealed auction click Settings tab ¸ displayed for the Event Settings field.
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Field Description
General Settings To make the event confidential by giving access only to team members.
NDA Settings NDA Settings in a Sealed auction is same as that of a Regular auction.
Note: Since this is a Sealed bid auction, there will be no setting to send
out alerts to anyone when the reserve price is met by a supplier.
Enable bidding at Lot level Enables the suppliers to bid at the lot level.
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Enable Supplier to bid above ‘Start Price’ Enables the suppliers to bid above the start price during bidding.
Note: In forward method, this setting enables the suppliers to bid below
the ‘Start Price’
Share rank with suppliers post auction completion Enables you to share rank information with the suppliers, once the
auction event is complete.
To apply bonus malus setting in a Sealed auction, select the This is a Bonus Malus Event checkbox on the Setting>General
Setting tab.
Now, to assign bonus or malus factors and values to the suppliers involved in the auction event, in the lot tab, click on action
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For each lot, you can then specify, as per your requirement, the Bonus-Malus Factor and Bonus-Malus Value for each of the
suppliers taking part in the event.
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You can either create a new lot or add a lot to an existing event, until the auction is live.
To create a lot:
1) Under the Lots tab, for the Create Lot field, provide a name.
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Field Description
Set Date & End Date Time To specify the start and end date and time for the auction.
Item Detail Row Details about the items being added to the lot captured
under the respective columns.
Safety Net (%) Safety Net is set to ensure suppliers do not accidentally
lower or raise their bid by too large amount.
Overall Previous Best Quote Overall previous best quote for the lot calculated based on
the previous best quotes for the items in the lot.
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The options for managing a lot are same as that of a Regular auction. For more information, see Managing a Lot.
To add line items to a lot, fill up the details, on the empty line provided:
Field Description
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Field Description
Unit Historical Price Historical price is the previous procured price of an item,
which is used for calculating savings or profit for the
auction.
Previous Best Quote The previous best bid received for the item.
The options for managing the columns in the line item rows are the same as that of a Regular auction lot.
Once you have set up the Sealed auction, you can publish the auction.
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An Auction will be created along with description, CBR and event value from the RFX.
The linked Auction will now be there in the Linked Documents section of RFX
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The team members will also be flipped over from the RFX.
The suppliers who have responded will also be flipped over from the RFX
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To place initial bids for supplier from RFX, click on event settings in the bottom left corner.
In the Initial Bid Settings, check the radio button “Set initial bid quotation as supplier specific first bid”. Once done, click save
and then Done.
Go to Lots section - By default selected RFX Pricesheet will covert as a Lot in auction. (If User wants to Add New Lot or Import
Lots from the Repository can be done (steps already explained earlier)).
Click on the Lot Name to go Inside the Lot, click on 3 dot action Menu and click on Select “Initial Price Settings”.
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By default all the Bid Values provided by Supplier in RFX will be available under individual Supplier. If Value is not Provided by
Supplier or provided by offline buyer can upload the initial bid price for Supplier in exported template and upload the same in
system. Click on Export in top right corner to download template.
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Fill the Initial Bid Price of the Supplier and Save the Templates.
Once done, upload the file by clicking on Import Excel in the top right corner
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To delete an auction:
1) On the auction page, click the Actions menu & Click on delete event.
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Before the user proceeds for publishing the auction, the Auction document needs to undergo an approval. The buyer/user need
to select concerned approvers as team members in ‘Team Member’ section. Auction documents have two approvals ‘Approval
to Publish’ & ‘Approval to Award’, user need to select concerned members who would approve these activities the concerned
member can be same individual or two different individuals. The user needs to select the correct ‘Rights’ in team member
section, as shown below.
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Once the entire document is filled as per requirement user can click on ‘send for approval’ button as indicated below at right
side bottom of the screen.
Once the user clicks on the ‘Send for Approval’ button the document enters the que of the approver, once approved it gets routed
back to the buyer who can publish it.
To publish an Auction:
1) On the auctions page, on the bottom-right corner, click on the Publish menu.
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3) Click Send Email. The client name, event name and other details are automatically populated by the application, based on
the details entered in the Auction.
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4) On Suppliers section supplier participation status based on their responses to the auction invitation,
5) An auction response status is as follows:
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To begin monitoring a live auction event, from the Actions drop-down menu, click Bid Summary.
The bid summary page displays the live status of your auction event. A sample bid summary page for a live regular auction
event, is as shown below:
To monitor a specific lot, that is, to open the Lot Summary, click the required lot underneath Lot Name column.
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On Lot Summary, on clicking a specific lot, the Live Auction Monitor is displayed, as shown:
Using the Live Auction Monitor, you can monitor a single lot event.
1) You can view its details and bid history of the event. Bid history tracks the bids being made by suppliers.
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2) To extend your auction, View Extension Settings located in the Event Settings and lots section>Lot Setting
a) The table can be expanded to view item level bids, as shown below:
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Once event is completed, To export the bid history, click Export Bid History, from the Actions menu.
You can pause the auction event, if required, as shown below: Go to Bid Summary from action menu.
You can resume a paused auction event, by clicking the resume icon, as shown below:
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39.2.1.1 Live Auction Monitor – Regular Auction with Bonus or Malus Enabled
When a bonus or malus is applied to a supplier participating in a regular auction, it is reflected in the Live Auction Monitor is as
shown below:
The Live Auction Monitor for a Dutch auction, when the event is live, displays details such as the step closing time for the
ongoing step and the number of increments / decrements that have occurred, as shown below:
The Dutch auction comes to an end as soon as a bid from any one of the suppliers is received. The Live Auction Monitor displays
the information as follows:
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On the Live Auction Monitor for a Sealed auction, till the time the event is live, you can only view the status of each supplier, that
is, if the supplier has placed a bid or not.
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You can also delete a bid placed by a supplier, by clicking the icon, next to the required supplier on mouse hover, as
shown below:
Once the event is complete, you can then view the bids placed by the suppliers. The Live Auction Monitor for a Sealed auction,
once the event is complete, is as shown below:
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39.2.4.1 Live Auction Monitor – Sealed Auction with Bonus or Malus Enabled
Even with bonus malus feature enabled, when a Sealed auction event is live, you cannot view the values of the bids placed by
the suppliers.
However, once the event is complete, you can view the bid details. With the bonus malus feature enabled, the Live Auction
Monitor for a completed Sealed auction event is as shown below:
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On the Live Auction Monitor, chat functionality is provided for you to communicate directly with the suppliers during the event.
1) On the bottom-right corner of the Live Auction Monitor, refer to the messages section.
2) Once clicked on the supplier name, the chat window is displayed, as shown below
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In the list of suppliers, next to the name of each supplier, it is indicated if the supplier is online or offline with
the help of green dot.
Note
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1) Once Event is Completed Award Option will start reflecting in the Event next to Event Details
Auction document needs to be approved by the approver before the buyer can award the supplier. Once the Auction document
enters ‘Awarding- Approval Required’ status ‘Send for Approval’ button can be observed as indicated below.
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Once the approver approves the proposal (Auction Result), buyer will get the authority to Award the auction.
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Click on icon, & choose the required supplier which would be available under suppliers.
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To view the additional actions, click the Actions drop-down list in the Auction.
You can perform the following additional actions, depending upon the different Auction stages:
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3) Modify the End Date & Time as per your requirement, to extend or reduce the auction event duration, and click Done.
If the lot has not yet opened in the auction event, then you can modify the Start Date & Time as well along with the End Date
& Time.
4) Draft the Email as required and click Done.
To reopen an auction:
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2) Modify the Start Date & Time and the End Date & Time as per your requirement and click on Reopen Event.
3) Draft the Email alert as required and click Done.
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You can add new lots or delete existing ones in a live auction event.
Once an auction event is published and is in the Not Yet Open or Live status, you can add a new lot to the auction event.
To add a lot:
To add a lot, click on add button highlighted specify a name for the new lot enter the essentials & click on done.
2) Specify the details on the new lot(s) and then to publish it to the suppliers, click Publish Changes.
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You can suspend an existing lot in an auction event from the Live Auction Monitor for the auction so that no more bidding occurs
in that lot.
You can suspend lot(s) only during the interim when the auction event has been published and has not yet
gone live.
Note
First, you will need to navigate to the Live Auction Monitor, by performing the following steps:
The status of the lot changes to Suspended and the lot is moved to the bottom of the list on the left pane, on the Live Auction
Monitor.
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On the landing page, you can view the existing Contracts documents under the Contract Tab. You can create a new Contract
under the Create section.
Under the My Task section, the documents are categorized and displayed according to the action that is pending for you. For
example, you will view the documents that are pending your approval in the Pending Approval section.
You can search for and work on the required Contracts document. Under the Contract tab, click the required Contract document.
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1) On the landing page, click Create and then from the available option click Contract.
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▪ Basic Details
▪ Internal Party
▪ Applicable For
▪ External Party
▪ Terms
▪ Team
▪ Notifications
▪ Milestones
▪ Linked Documents
▪ Additional Info
▪ Contract Language
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The Basic Details section includes all the basic details required to create a contract.
▪ Contract Name: Enter the name of the contract in the text area. For example, contract for hardware.
▪ Contract Number: This field is auto-populated once you save the contract.
▪ Mark as Confidential: Mark this field if you want the Contract document to be confidential.
▪ Document Type: Select your document type depending upon your contract.
▪ Contract Type: Select your contract type depending upon your contract.
▪ Description: Type a brief description of the contract into the text area. The description is not mandatory but is helpful for
suppliers and team members.
▪ Contract Administrator: The name of the person who would manage the contract.
The Applicable For section includes the fields that the contract is applicable.
Choose the required categories, organization entity and regions from the fields provides.
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To update a Category(s):
Alternatively, you can click the icon to drill-down the category tree and then select a category.
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2) From the Add Organization Entity screen, select the organization entity you wish to add.
Alternatively, click the icon to drill- down the organization entity tree and select an org entity.
The procedure to update regions is the same as updating a category. For more information, see Updating Category
above.
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▪ Authorized Signatory: Authorized signatory is the one who has the authority to sign the contract on behalf of organization.
Specify the authorized signatory for the buyer’s company and the supplier company.
▪ Contract Creator: This field is auto populated with the original contract creator’s name. This is a read-only field.
For Pre-signed and Authoring modes, you can add a maximum of 3 internal parties.
Note
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▪ Supplier Contact: Select the supplier contact name in the field provided.
▪ Signatory: Select the supplier contact name authorized to sign the contract.
For Pre-signed and Authoring modes, you can add a maximum of 3 internal parties.
43.5 Terms
▪ Currency: This field is auto-populated based on your preference; you can update the currency based on your requirement.
▪ Contract Value (Base Currency): It is the contract value based on the default base currency.
▪ Base Currency: This indicates the default currency.
▪ Payment Term: This field is auto-populated when you select the contract number based on the contract creator’s
preference. You can update the payment term based on your requirement.
▪ Commencing on: (i) Effective Date- If the user wants to enter a particular date on which the contract will become effective
OR (ii) Last Signature Date- If the user wants the contract to become effective on the date when the second party signs the
contract
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▪ Effective Date: Enter the date from which the contract will be effective.
▪ Remain in Effect: Enter the date till which the contract must be effective.
▪ Expiry Date: Enter the end-date till which the contract will be effective.
Contract Language elaborates the terms and conditions of the agreement. It also defines the roles and responsibilities of each
party that is part of the contract. Contract Management has been built to act as a central repository for all your contracts; pre-
signed or new.
You can set the default mode based on your organization requirement. To change the mode of Contract Language, click on the
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The product lets you draft contract language using the following modes:
▪ Pre-signed
▪ Authoring
You might have existing pre-signed contract language in place. Contract Management lets you add pre-signed contract language
to the system so that it acts as your repository for all contracts. This also helps you bypass the review, approval, and signature
process for contract language.
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1) Click Pre-signed Mode to Upload Pre-Signed Contractual Language to begin uploading the scanned contract.
2) Drag and drop the file in the grey area or click Upload Documents, browse to the contract language document, select it and
click Open to upload the document. When upload is complete, the contract document appears in the Contract Language
section.
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You can view or delete uploaded pre-signed contract language documents. Select the document and click
To add more contract language documents, click the Add Contract Language icon and perform the above steps to upload
the contract language.
43.6.2 Authoring
This mode allows you to create a contract language using pre-approved templates or draft offline using Microsoft Word. This
mode provides you the following options:
▪ MS Word Template
▪ SMART Template
You can upload MS Word templates of your contract and store them in the SMART by GEP tool. You can work on these
documents in future. You can also manage the Contract Lifecycle in the SMART tool.
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2) Drag and drop the file in the grey area or click Upload Documents, browse to the contract language document, select it and
click Open to upload the document. When upload is complete, the contract document appears in the Contract Language
section.
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You can view or delete uploaded pre-signed contract language documents. Select the document and click the
To add more contract language documents, click the Add Contract Language icon and perform the above steps to upload
the contract language.
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To directly upload a new version of the document, click Upload Minor Version. Browse to the required
document and click Open. A new version of the document is uploaded.
Note
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The left pane repository displays the clauses and variables. Clauses contain legal language and are the building blocks of a
contract language. Clauses are numbered per the order that they are placed in a contract.
With your cursor positioned where you want the clause content to appear, select the clause from the left panel to insert it.
You can view only the clauses for the organizational entity you selected.
Note
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Once the variables and clauses are inserted, click Save As Draft to update the changes. Click Check In, to mark the document
as the latest updated version.
You can click Upload Minor Version, to upload a minor version. Only the user who has uploaded this version can view it. All the
other users will see the major versions only.
To view the different versions of the document, open the contractual document from the Contract Language section and click
the Compare Versions icon to view the version you want to compare. By default, the latest version is shown. You can
change the version by using the drop down.
The Compare Versions link opens a new pop-up window, in which you can view the differences in both the documents. The
differences are highlighted as per specified colour code specified on the page. Any data that has been deleted in the new version
will be highlighted in Light Red and any data that has been inserted in the newer version will be highlighted in Yellow.
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Use this option when you have the template uploaded in the SMART by GEP library.
Click Select SMART Template, and from the list of available templates select the template you want to use to create your
contract language and click the Use Template button. This template is uploaded to you contract language section.
For more information on how to work with the template, comparing the document versions and online editing, refer MS Word
Template.
You can upload soft copies of the contract documents and additional documents for the contract. You can also add notes and
external links.
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▪ Appendices
▪ Notes and external links
To upload a document:
4) Click File Upload, browse to the document, select it and click Open to upload the document.
OR
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5) When the attachment is uploaded, you can specify if the attachment can be accessible to supplier by selecting Accessible
to Supplier. You can also specify the classification type for the document. For example, if the document you Uploaded is a
set of instruction, select Instructions.
Note
6) You can even select the required document and click on Download Selected icon which will download the selected
document. You can also download multiple documents at once. Select multiple documents and click on Download Selected
7) Select the document you want to delete and then click the Delete icon. After deleting the required document system
will ask for confirmation, select Yes to delete the selected document or else select No.
To add Notes, click Notes, on the notes pop-up enter the name and description for the notes and click Save.
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Similarly, to add external link, click External link, enter the name and URL for the external link and click Save.
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43.8 Lines
Line items contains information about the product for which the contract is drafted. This section allows you to add
line items for a contract.
1) To download the Material template, click icon. After successful download, you can view Excel template
with different tabs.
After specifying the details in the downloaded template, you can import line items by selecting Upload Lines. You
can import the line item template and details will be uploaded in line item section. In case of any validation error,
the system will populate error message.
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2) You can Export Line Items in Excel format by selecting View Log, bulk update the line items, and import them
back again.
43.9 Notifications
The Notifications section enables you to add email notifications. For example, you can create notification to alert the buyer
about the line items for a contract. You can also configure and set a few notifications as default.
To create customize notifications based on your requirements, click Add Notification icon. These notifications are termed
as Time based notifications.
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You can activate standard alerts to inform buyer about timelines for contract. Click on the status icon to activate or de-activate
the notification. The System displays a confirmation message.
▪ Alert: Select the period of alert from the drop down, For example, how many days/months/years before a specific event
date.
▪ Recipients: You can add the role or email id to whom you want to send the notifications.
▪ Notification Content: This option allows you to create a notification content for email /dashboard or you can also select the
available default templates, from Template Name in the Notification Details section.
You could use variables in your notification content. With your cursor positioned where you want the variable content to
appear, select the variable from the left panel to insert it.
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43.10 Milestones
This section allows you to create milestones that are used to monitor contractual progress by keeping track of important
checkpoints. You can create multiple milestones, specify due dates and assign them to internal or external stakeholders. The
system notifies the assignee as the milestone due date approaches.
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2) Enter the following details for the milestone and click Save:
▪ Due Date: Type the due date by which you expect the milestone to be complete.
▪ Alert: Select the type of alert from the drop down. For example, if you select Before from the Alert drop down. Enter the
number of Day(s)/Week(s)/Year(s).
The system will send an alert to you as per your configuration on the specified date.
3) Assigned to: Select Internal in case of buyer, select External for supplier.
4) Chose Evaluator: Enter the Name and Email of the buyer in the text area.
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The Linked Documents section displays all the linked documents from which Contract has been created.
Click the document name to view the summary of the associated documents.
43.12 Team
You can select / add multiple team members and give them view access to your contract document.
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The Below Member pop-up appears that lists the registered team members. From the left panel, select the required member and
click then shift them to the right panel by clicking button to add team member. After adding the required members, click
Done to add the member.
You can view the team member on the Team page. By default, the team member had the Viewer right. You can edit the right as
per your requirements in the Define Access.
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Co-author: Will be able to access the contract the same as author access
The Additional Information tab is configurable as per your organizational configuration requirement. This tab captures the
additional information apart from the standard ones covered in your contract.
• For OA contracts (PTPL) there will be 6 tabs – Bank Guarantee, General, OA, OA Amendment, Local Content & Contract
Document’s Number.
• For PO contracts (PTPL) there will be 6 tabs – Bank Guarantee, General, PO, PO Amendment, Local Content & Contract
Document’s Number.
• For OA contracts (SHU) there will be 5 tabs – Performance Bond, OA, OA Amendment, Local Content & Contract
Document’s Number.
• For PO contracts (SHU) there will be 5 tabs – Performance Bond, PO, PO Amendment, Local Content & Contract
Document’s Number.
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1) On the landing page, click Create and then from the available option click Contract.
The list of templates is displayed; select the template you want to use from the list.
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The description page appears, where you can modify the required details as mentioned in section Drafting a Contract from
Blank.
Each contract document that is created can be viewed in the list of contract templates.
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Click the Edit icon to modify a specific contract template and then perform the necessary actions.
Language Templates are the legal terms that are used while documenting the contract language.
• Click the Language Templates tab. You will see the card list.
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NOTE
3) Enter all the details under Setup tab and click Save.
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To delete the language template, click the down arrow besides Publish and click Delete.
▪ To edit the template, click the language template name.
Note
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1) On the Workspaces landing page, click Create and then from the available option click Contract.
The list of existing contracts is displayed; select the contract you want to use from the list. Go to the end of the tabs and you’ll
find ‘Use Document’ option.
The contract page appears, where you can modify the required details as mentioned in section Drafting a Contract from Blank.
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The Action menu provide you a set of actions that you can perform on the contract. Depending upon the type of contract you
select, the action menu would vary. In case you select Pre-signed Mode for Contract Language following is the list of action
menu items available.
Execute Contract will get executed and the status changes from Draft to Executed. You can view the
updated status on the Contract Dashboard in card format.
Save as Template Saves the contract as a template. You can use this template in future.
Preview Allows you to preview all the contract details on one page.
Export Allows you to export the contract as contract summary, which covers a summary of contract
information along with the details of the approvers.
Withdraw Allows you to withdraw the contract to make any additional changes. You can withdraw the
contract from any phase in the Contract Management life cycle.
Terminate Allows you to terminate the contract. You can terminate the contract from any phase in the
Contract Management life cycle.
In case you select use Authoring Mode in the Contractual Language, along with the above-mentioned action items you will view
the following additional items:
Send for Team Review Allows you to send the contract for Team Review. Once you send the contract for
team review the status of the Contract changes from Draft to Team Review
Pending.
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Send for Approval Allows you to send the contract for approval to the authorized approver.
Send for Supplier Signature Allows you to send the contract for Supplier Signature. Once you send the contract
for Supplier Signature the status of the contract changes from Draft to Supplier
Signature Pending.
Send for Signature Allows you to send the contract for Buyer Signature. Once you send the contract
for Buyer Signature the status of the contract changes from Draft to Buyer
Signature Pending.
▪ Once both the parties have signed the contract, you will need to hit the Execute button to execute the
contract.
Note
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To initiate a Team Review process (it will be applicable only for authoring mode only):
2) Open the contract you want to send for Team Review and click Send for Team Review from the Actions menu drop-
down. You also have “Send for Team Review” option at the end of the page.
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The contract is sent for Team Review to the Members that has been selected as Term Reviewer in the TEAM Section.
As a Team Reviewer, following are the steps that you can follow to process a contract as Team Reviewed:
1) You can view the contract under My Tasks > Action Pending > Contract.
2) Click the contract name to open the contract you want to Accept.
3) You can review the contract and from the Actions menu you can either Accept or Reject the contract.
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4) If you choose to Accept, click Accept and add the comments in the comments section.
5) Once all the Team Members with Term Reviewer activity approve the contract, the status changes to Team Reviewed.
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6) Depending on the workflow configuration, buyer / procurement analyst can now send the contract for Approval.
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2) Open the contract you want to send for approval and click Send for Approval from the Actions menu drop- down.
You also have “Send for Approval” option at the end of the page.
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The contract is sent for approval to the approver that has been selected in the Manage Approver.
As an approver, following are the steps that you can follow to process a contract approval:
1) You can view the contract under My Tasks > Pending Approval > Contract.
2) Click the contract name to open the contract you want to approve.
3) You can view contract details, notes, line items, and attachments and notifications but cannot modify/delete this data.
Also, you add new notes, attachments, and notifications.
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4) You can also review the contract and from the Actions menu or the option button on the bottom left of the page,
Approve or Reject the contract.
5) If you choose to approve, click approve and add the comments in the comments section.
6) Once all the marked approvers approve the contract, the status changes to Approved.
7) Depending on the workflow configuration, buyer / procurement analyst can now send the contract for supplier
signature or authorized (buyer) signature.
As an approver, you can reject a contract from the Actions menu or click Reject button at the bottom right of the contract page.
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When you select Reject, you are required to provide rejection comments. The status of the contract will change from Approval
Pending to Rejected. The author can view the rejection comments given by the approver in order to perform the mentioned
actions on the rejected contract.
When a contract is sent for approval, the approver receives an email notification with the contract document attached. The
approver can approve or reject a contract through an email by clicking the approve or reject button available in the email body.
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Ad-hoc approval allows you to add and change the approvers in the approver list as per your requirement. During the approval
process, approvers can add other approvers to the current or a later stage. It only applies to the contract in which the addition
of other approvers is done and does not affect the process for other contract documents. You can finalize the contract only
once the contract is approved from the approvers.
To manage approvers:
1) From the Action menu on the top right, click Manage Approval.
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2) Click Add Approvers to add Users or User Groups to the approval process.
3) Search the User you want to add to the approvers and click Done.
Similarly, Select Group, if you want a group of users to approve the contract. Click Done.
Click Send for Approval, if you want to send the contract for approval to the selected approver.
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•
• If Parallel Approvals are needed at the same level, multiple approvers can be added at the same level and Approval Limit
can be set to the number of approvals needed.
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Once the contract has been sent for supplier signature the contract status changes to Supplier Signature Pending.
To Sign/Reject the contract the supplier will have to follow the steps below:
1) To sign the contract the supplier will have to click on Sign contract or Reject in the bottom right hand of the contract
page.
3) On clicking Sign Contract, there will be a pop-up asking to download the contract. Click on download to download the
contract.
4) Once downloaded and hard copy signed, upload the document and click Close. The contract is now signed by the
supplier.
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You can sign the document offline and upload the signed copy of the document. Only .pdf signed documents are accepted.
1) In the Internal Party section of contract, go to the Authorized Signatory field and click Show Lookup
2) In show lookup, first add the Secretary (i) and then add the authorized signatory (ii).
(i) (ii)
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4) Select Send for Signature. You will see the success message. The status of contract on author side changes to Buyer
Signature Pending.
5) When the Secretary and Authorized Signatory logins into the system, they can view the contract under Manage section.
6) Once the secretary clicks Sign Contract; system displays the below Offline Signature screen. The secretary can
download the copy of the contract and get the hard copy signed by the authorized signatory.
7) Next, through the Attachments pop-up upload the signed document and click Close.
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8) Once the signatory signs the contract the status of contract on signatory side changes from Buyer Signature Pending
to Buyer Signed.
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The Audit Trail functionality allows you to look at the contract history at any time and can help you with contract management.
Audit trail will give you the log of actions performed on a contract. The details will include the history of changes made to a
contract document, right from creating to editing, along with details on review, approval, execution, amendment, expiry,
termination and so on. It will have the information permanently stored in contract management which increases the visibility
and productivity for everyone involved in the contracting process.
To view the contract history, select Audit Trail from the Action menu.
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Unique Key The unique key under each section on which the action is performed. This key will help you
identify the unique attribute from the other attributes in a section.
50.2 Amend
There could be times when you want to modify certain things in a Contract once it is live. You can do this by using the Amend
feature. You can amend a contract after it live. While amending a contract, you cannot modify the following attributes:
▪ Contract Type
▪ Supplier
▪ Mode of the Contract
While amending, you can perform all the action available for contract in Draft state. You can delete the amendment draft copy.
Only when you execute the contract after completion of all workflow steps the amendment copy becomes the latest copy of the
contract. You can view the detail in My Tasks.
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To amend a contract:
2) The contract opens in Draft Amendment state. Make the necessary changes to the contract and click Save As Draft.
This is the first revision of the contract. You can perform all the actions on the contract in the Draft Amendment state.
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You can download the contractual documents, make the necessary changes and upload them.
Once you Amend the contract then the Status column is visible at the end in the Contract Language section. You can
toggle the status of the documents which has Type as Prior Copy and Revised.
Type Description
Prior Copy In this state the user can edit the previous language copy.
Checked Out The document can be edited, and changes are yet to be confirmed.
Newly Added The language documents that are getting added during the time of amendment.
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Inactive The language documents that are in inactive state. These documents will not be
visible to the users. This document will not be part of the final signed copy.
4) After making all the changes, click Execute, to execute the contract.
At times, you might want to modify certain attributes of the contract. You can do this using the contract modification feature.
The supplier will not receive any notification for the attributes you modify. Only the contract author can modify the attributes.
To modify a contract:
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2) The contract opens in Draft Modification state. Make the necessary changes to the contract and from the Action menu,
click Submit Modification.
Below is the list of fields that are editable in Amendment and Modification.
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Attorney Yes No
Authorized Signatory Yes No
Contract Sponsor Yes Yes
External Party
Supplier* No No
Referred As Yes No
Supplier Contact* Yes No
Signatory Yes No
Terms
Currency No No
Contract Value* Yes No
Payment Term Yes No
Effective Date* Yes No
Remain in effect Yes No
Expiry Date* Yes No
Renewal Yes No
Additional Information Yes Yes
50.4 Terminate
Once the contract is Executed or Live if a buyer is not satisfied with the contract, they can terminate the contract using the
Terminate option from the Actions menu. It is mandatory for you to enter the Termination comments.
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Note
Once the contract is Live, the assignee can then change the status of the milestone.
To achieve a milestone:
1) When you login into SMART by GEP you will see the contract under Manage > Contracts.
4) Click Action, select the option from the drop-down, and then click Send for Approval.
5) Enter your comments in the Comments pop-up, and then click Send for Approval.
The evaluator can login into SMART by GEP and approve or reject the milestone.
To evaluate a milestone:
1) When you login into SMART by GEP you will see the contract under Manager > Contracts.
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5) Enter your comments in the Comments pop-up, and then click Approve.
50.7 Close
You can close the Contract in any state. Once the contract is closed, it is moved to archive. The archived
contract will be in the state it was closed. The closed contracts will not appear on the Contracts Landing
page. However, you can view them when you filter the contracts. By default, you will see all the open
contracts. When you re-open a closed contract, it will open in the state it was closed. For example, if you
close a contract with status as Buyer Signed, when you re-open the contract it will open with Buyer Signed
status. However, if you close a contract which is live and will expire after six months. When you re-open this
contract, it will open in the expired state.
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You can change the contract administrator at any point of time. You can select the specific contracts and
change the owner for that contract. Once you change the contract administrator, the other person has the
full authority of the contract. You need to have the change ownership activity enabled, only then you can
see the Change Ownership option.
You can change the contract administrator at document level. Once you change the owner, the other person
has the full authority of the contract.
2) On the Change Administrator pop-up, enter the New Administrator and click Apply.
3) The new administrator will now have the full authority of the contract
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338
Parent Question
Sr.No Question Mandatory Parent Question Description
Response
339
Perwakilan Pengguna
Barang/Jasa dari unsur FPP
yang merupakan Penanggung
Panitia Tender Perwakilan Jawab Kontrak (Contract
Fungsi Pengguna | Tender Owner). Atau bagian dari
Mandatory
Committee User Function Anggota Panitia Tender yang di
Representative tunjuk, dibentuk dan disahkan
oleh Pejabat Berwenang untuk
melaksanakan proses
3 Pengadaan barang/jasa.
Tipe Kontrak
Material | Target Masa Berlaku Kontrak
Material yang di harapkan, sesuai
Target Berlaku Kontrak |
Mandatory Contract Type & Contract kebutuhan Fungsi FPP (Fungsi
Effective Contract Target
Tipe Kontrak Pengguna) terhadap
Jasa | Service Barang/Jasa yang ditenderkan.
9 Contract Type
340
341
Material/
Delivery Place Mandatory Material
26 Services Tempat penyerahan Barang.
342
Metode
Pertamina Synergy Pengadaan | Apabila pengadaan yang di
Mandatory Direct Appointment
Incorporated Proposed pilih adalah Synergi Pertamina
28 Tender Method
343
Metode
Proposed Supplier Candidate Pengadaan |
Mandatory Direct Selection
(for Direct Selection/DS) Proposed
39 Tender Method
42 Funding Resources
Parent Question
Sr.No Question Mandatory Parent Question Tooltip
Response
344
Performance
Performance Bond Expiry Date Mandatory Applicable
12 Bond
13 PLK No Mandatory
345
[Selected
Procurement Guideline Mandatory Organization Entity
2 Company code]
5 Regional/Zona Mandatory
Tooltips : "Pilih
anggota dari
Tender
Pengadaan Bersama
Member Joint Tender Mandatory Yes, Among SHU Bersama,
| Joint Tender
termasuk
lead/kordinator
8 Tender"
Member Joint Tender Outside Pengadaan Bersama Yes, with Outside Tooltips : "Isi
Mandatory
9 SHU | Joint Tender SHU anggota dari
346
Tender
Bersama,
termasuk
lead/kordinator
Tender"
Barang / Jasa |
Kategori Risiko | Risk Category Mandatory Jasa | Services
14 Material/ Services
Barang / Jasa |
Material Charging Mandatory Barang | Material
15 Material/ Services
Barang / Jasa |
Kategori Barang | Goods Category Mandatory Barang | Material
16 Material/ Services
Tipe Kontrak
Material | Material
Target Berlaku Kontrak | Effective Contract Type & Tipe
Mandatory Contract
Contract Target Kontrak Jasa |
Service Contract
17 Type
Tipe Kontrak
Material | Material
Durasi Kontrak | Contract Contract Type & Tipe
Mandatory Contract
Duration Kontrak Jasa |
Service Contract
18 Type
Tipe Kontrak
Material | Material
Contract Type & Tipe PO Material & PO
Target PO Date (2) Mandatory
Kontrak Jasa | Services
Service Contract
19 Type
Tipe Kontrak
Material | Material
Tanggal Pengiriman | Delivery Contract Type & Tipe
Mandatory
Time Kontrak Jasa |
Service Contract PO Material & PO
20 Type Services
347
Barang / Jasa |
Incoterms Mandatory
21 Material/ Services Barang | Material
348
Tooltips :
"Mengikuti
Final Investment Decision (FID) ABI & ketentuan STK
Mandatory Funding Resources
Status Combination Pengelolaan
Investasi
33 Pertamina"
349
Tooltips :
"Untuk diisi
apabila pada
isian Local
Content
Justification
Other Local Content Justification memilih
42 (if any) Optional "Others""
Daftar Spesifikasi
Material/Jasa yang
belum Menggunakan
SNI/SKKNI atau
Spesifikasi di Buku
Justifikasi Material/Jasa yang APDN | List of
belum Menggunakan SNI/SKKNI Goods/Service
atau Spesifikasi di Buku APDN | Specification which
Justification of Goods/Service are not using Tidak
Specification which are not using SNI/SKKNI or menggunakan
SNI/SKKNI or specification in specification in APDN SNI/SKKNI atau
48 APDN Book yet Mandatory Book yet Buku APDN
- Direct
Appointment
<200Million IDR
Proposed Supplier Bidder - Direct
Candidate for DA Direct Proposed Tender Appointment
50 Appointment Mandatory Method (Others)
350
Tooltips : Isi
secara lengkap
Susunan Panitia
Tender atau
Pengelola
Pengadaan
Tender Executor (Susunan Panitia (nama &
55 Tender/Pengelola Pengadaan) Mandatory jabatan)
Based on
Tender Method based on Prequalification
57 Prequalificaton Result Optional Tender Method 595 Result
Parent
Sr.No Question Mandatory Parent Question Question Tooltip
Response
Pilih Regional/Zona
Regional/Zona Mandatory
yang sesuai.
1
2 Contract / PO Title Mandatory
3 Contract / PO No Mandatory
4 Contractor / Supplier Name Mandatory
5 Contract Effective Date Optional
6 Contract Expiry Date Optional
7 Initial Contract / PO Value Mandatory
8 Delivery Time Date Optional
9 Performance Bond Mandatory
Performance Bond Effective Performance
Mandatory Applicable
10 Date Bond
Performance
Performance Bond Expiry Date Mandatory
11 Bond Applicable
12 PLK No Mandatory
Target Amendment Effective
Mandatory
13 Date
351
Jelaskan kondisi
PO/Kontrak saat ini, dan
Background Mandatory penjelasan mengapa
amandemen harus
dibuat.
25
Explanation of Proposed
Mandatory Berikan penjelasan
Amendment
secara rinci terkait
perubahan/amandemen
26 yang diusulkan
Referensi/Justifikasi
berdasarkan Pedoman Mandatory Silahkan pilih paling
Pengadaan sedikit 1 (satu) dari
27 kriteria yang tersedia.
Perubahan Lingkup Kontrak
berupa Penambahan Pihak Optional
28 dalam Kontrak
Perubahan Lingkup Kontrak
Optional
29 berupa Perubahan Harga
Perubahan Lingkup Kontrak
berupa Perubahan Lingkup Optional
30 Kerja
Nama KKKS yang akan
Optional
31 Bergabung (apabila Farm In)
Dalam hal KKKS Cost Recovery
melakukan farm-in ke KKKS
Optional
Gross Split, maka harus
32 memenuhi kebutuhan berikut:
352
SHU
Add.
Parent Question Additional
Details Question Mandatory Parent Question
Response Notes
Non
CRSr.No
1 Type of Request Mandatory
Organization [Selected
Procurement Guideline Mandatory
2 Entity Company code]
3 Buyer Group Mandatory
4 Nomor Tender | Tender No. Mandatory
5 Regional/Zona Mandatory
Panitia Tender Perwakilan
Fungsi Pengguna | Tender
Mandatory
Committee User Function
6 Representative
Pengadaan Bersama | Joint
Mandatory
7 Tender
Tooltips : "Pilih
anggota dari
Pengadaan Tender
Member Joint Tender Mandatory Bersama | Joint Yes, Among SHU Bersama,
Tender termasuk
lead/kordinator
8 Tender"
Tooltips : "Isi
anggota dari
Pengadaan Tender
Member Joint Tender Outside Yes, with
Mandatory Bersama | Joint Bersama,
SHU Outside SHU
Tender termasuk
lead/kordinator
9 Tender"
10 No. PR SAP | PR SAP No. Mandatory
Barang / Jasa | Material/
Mandatory
11 Services
Barang / Jasa |
Tipe Kontrak Material | Barang |
Mandatory Material/
Material Contract Type Material
12 Services
Barang / Jasa |
Tipe Kontrak Jasa | Service
Mandatory Material/ Jasa | Services
Contract Type
13 Services
Barang / Jasa |
Kategori Risiko | Risk Category Mandatory Material/ Jasa | Services
14 Services
Barang / Jasa |
Barang |
Material Charging Mandatory Material/
Material
15 Services
Barang / Jasa |
Kategori Barang | Goods Barang |
Mandatory Material/
Category Material
16 Services
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Tipe Kontrak
Material |
Material Contract
Target Berlaku Kontrak |
Mandatory Type & Tipe Contract
Effective Contract Target
Kontrak Jasa |
Service Contract
17 Type
Tipe Kontrak
Material |
Material Contract
Durasi Kontrak | Contract
Mandatory Type & Tipe Contract
Duration
Kontrak Jasa |
Service Contract
18 Type
Tipe Kontrak
Material |
Material Contract
PO Material &
Target PO Date Mandatory Type & Tipe
PO Services
Kontrak Jasa |
Service Contract
19 Type
Tipe Kontrak
Material |
Material Contract
Tanggal Pengiriman | Delivery
Mandatory Type & Tipe
Time
Kontrak Jasa |
Service Contract PO Material &
20 Type PO Services
Barang / Jasa |
Incoterms Mandatory Material/ Barang |
21 Services Material
Barang / Jasa |
Tempat Pengiriman | Delivery
Mandatory Material/ Barang |
Place
22 Services Material
Strategi penggunaan Paket
dan/atau sub-Paket Tender |
Mandatory
Strategy for using Packages
23 and/or sub-Packages Tender
WP&B dan
WP&B Revisi
atau AFE dan
Dasar Rencana AFE Revisi (jika
No. | No. (WP&B) Mandatory Kerja & Anggaran ada) | WP&B
| WP&B and WP&B
Revision or AFE
and AFE Revision
24 (If Any)
WP&B dan
WP&B Revisi
Dasar Rencana atau AFE dan
Tahun | Year (WP&B) Mandatory Kerja & Anggaran AFE Revisi (jika
| WP&B ada) | WP&B
and WP&B
25 Revision or AFE
354
WP&B dan
WP&B Revisi
atau AFE dan
Dasar Rencana AFE Revisi (jika
No. BS | BS No. (WP&B) Mandatory Kerja & Anggaran ada) | WP&B
| WP&B and WP&B
Revision or AFE
and AFE Revision
26 (If Any)
WP&B dan
WP&B Revisi
atau AFE dan
Dasar Rencana AFE Revisi (jika
Line (WP&B) Mandatory Kerja & Anggaran ada) | WP&B
| WP&B and WP&B
Revision or AFE
and AFE Revision
27 (If Any)
WP&B dan
WP&B Revisi
atau AFE dan
Dasar Rencana AFE Revisi (jika
Nilai | Value (WP&B) Mandatory Kerja & Anggaran ada) | WP&B
| WP&B and WP&B
Revision or AFE
and AFE Revision
28 (If Any)
POD dan POD
Dasar Rencana
Revisi (jika ada)
No. (POD) | No. (POD) Mandatory Kerja & Anggaran
| POD & POD
| WP&B
29 Revision (If Any)
POD dan POD
Dasar Rencana
Revisi (jika ada)
Tanggal (POD) | Date (POD) Mandatory Kerja & Anggaran
| POD & POD
| WP&B
30 Revision (If Any)
Material/
Services & Services & Direct
Budget Reference Mandatory
Material Charge
31 Charging
Budget
Year of RKAP Mandatory RKAP
32 Reference
Budget
RKAP Value Mandatory RKAP
33 Reference
34 Funding Resources Mandatory
355
Tooltips :
"Mengikuti
Final Investment Decision (FID) ketentuan STK
Mandatory
Status Pengelolaan
Funding ABI & Investasi
35 Resources Combination Pertamina"
Nilai Harga Perkiraan Sendiri
(HPS)/ Estimasi Nilai Kontrak |
Mandatory
Owner Estimate (HPS/OE) /
36 Contract Value Estimation
HPS/OE > IDR 5 Milyar atau >
Mandatory
37 USD500 Ribu?
HPS/OE > IDR 5
Nomor Daftar Pengadaan Milyar atau >
Mandatory Ya | Yes
(NDP) USD500 Ribu?
38
HPS/OE > IDR 5
Tahun | Year (Procurement Milyar atau >
Mandatory Ya | Yes
List) USD500 Ribu?
39
HPS/OE > IDR 5
Nilai | Value (Procurement List) Mandatory Milyar atau > Ya | Yes
40 USD500 Ribu?
Sudah Melakukan Optimalisasi
Aset Atau Belum | Have you HPS/OE > IDR 5
Mandatory Ya | Yes
done asset optimization or Milyar atau >
41 not? USD500 Ribu?
Batas Minimal TKDN | Local
Content Minimum
42 Requirements (%) Mandatory
Justifikasi TKDN | Local Content
43 Justification Mandatory
Tooltips :
"Untuk diisi
apabila pada
isian Local
Content
Justification
Other Local Content memilih
44 Justification (if any) Optional "Others""
Usulan Golongan Usaha
Penyedia Barang/Jasa |
Supplier Business Scale
45 Recommendation Mandatory
Kriteria Evaluasi Kualifikasi
Khusus | Specific Qualification
46 Evaluation Criteria Mandatory
Kriteria Evaluasi Teknis |
47 Technical Evaluation Criteria Mandatory
Kriteria Evaluasi Komersial |
48 Commercial Evaluation Criteria Mandatory
49 Proposed Tender Method Mandatory
356
- Direct
Appointment
<300Million IDR
Proposed Supplier Bidder Metode - Direct
Candidate for DA Direct Pengadaan | Appointment
50 Appointment Mandatory Tender Method (Others)
Metode Pengadaan | Tender
51 Method Mandatory
- Direct
Appointment Tooltips : Pilih
<200Million IDR "Yes" apabila
Metode - Direct Sinergi
Pengadaan | Appointment Pertamina
52 Pertamina Synergy Mandatory Tender Method (Others) Incorporated
Metode Penyampaian
Dokumen Penawaran |
53 Submission Method Mandatory
Metode Negosiasi |
54 Negotiation Method Mandatory
Metode Penunjukan Pemenang
55 | Award Method Mandatory
Tooltips : Isi
secara lengkap
Susunan
Panitia Tender
atau Pengelola
Tender Executor (Susunan Pengadaan
Panitia Tender/Pengelola (nama &
56 Pengadaan) Mandatory jabatan)
57 Check List of Attachments Mandatory
Parent
Parent
Sr.No Question Mandatory Question Tooltip
Question
Response
Pilih Regional/Zona
Regional/Zona Mandatory
yang sesuai.
1
2 Contract / PO Title Mandatory
3 Contract / PO No Mandatory
4 Contractor / Supplier Name Mandatory
5 Contract Effective Date Optional
6 Contract Expiry Date Optional
7 Initial Contract / PO Value Mandatory
8 Delivery Time Date Optional
9 Performance Bond Mandatory
357
Jelaskan kondisi
PO/Kontrak saat ini, dan
Background Mandatory penjelasan mengapa
amandemen harus
dibuat.
25
Explanation of Proposed
Mandatory Berikan penjelasan
Amendment
secara rinci terkait
perubahan/amandemen
26 yang diusulkan
Referensi/Justifikasi
berdasarkan Pedoman Mandatory Silahkan pilih paling
Pengadaan sedikit 1 (satu) dari
27 kriteria yang tersedia.
Perubahan Lingkup Kontrak
berupa Penambahan Pihak Optional
28 dalam Kontrak
Perubahan Lingkup Kontrak
Optional
29 berupa Perubahan Harga
358
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GEP helps global enterprises operate more efficiently and effectively, gain competitive advantage, boost profitability, and
maximize business and shareholder value.
Fresh thinking, innovative products, unrivalled domain and subject expertise, and smart, passionate people – this is how GEP
creates and delivers unified business solutions of unprecedented scale, power and effectiveness.
With 14 offices and operations centres in Europe, Asia and the Americas, Clark, New Jersey-based GEP helps enterprises
worldwide realize their strategic, operational and financial objectives.
Recently named Best Supplier at the EPIC Procurement Excellence Awards, GEP is frequently honoured as an innovator and
leading provider of source-to-pay procurement software by top industry and technology analysts, such as Forrester, Gartner,
Spend Matters, Paystream and Ardent Partners. GEP also earns top honours in consulting and managed services from the
industry’s leading research firms, professional associations and journals, including Everest Group on its PEAK Matrices of
Procurement Services Providers and Supply Chain Services Providers; Nelson Hall on its NEAT Matrix of Global Procurement
BPO Service Providers; HfS in its Blueprint Report on Procurement-as-a-Service; and ALM Intelligence in its Vanguard Reports
on both Procurement Consulting and Supply Chain Consulting.
To learn more about our comprehensive range of strategic and managed services, please visit www.gep.com. For more about
SMART by GEP, our cloud-native, unified source-to-pay platform, please visit www.smartbygep.com.
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