Read NSU Supplier Sourcing Guide text version

Nova Southeastern University

Supplier Sourcing Guide

Version 2, 10/02/2009 | SMART Business Advisory and Consulting, LLC

Contents

· Section One: Supplier Self Registration · Section Two: Login and Manage your Preferences · Section Three: Responding to an Event Responding to an Event (In Excel) · Section Four: Responding to an Auction · Section Five: Messages · Section Six: Support Resources

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Contents > Section One

SUPPLIER SELF REGISTRATION

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Supplier Self Registration

Browse to NSU Sourcing 1. Enter the URL address below in your Internet browser. https://ariba.nova.edu/Sourcing/ 2. From the NSU Supplier Sourcing home page (link above), click Register as a new supplier. 3. The Self Registration form is shown, complete the form. Use your email address as your user name.

Complete all of the fields on this page. This will assist the NSU buyer with ensuring they have the proper information about your Organization

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Supplier Self Registration

Once the Self Registration form is completed and submitted, the confirmation is shown on the NSU Supplier Sourcing home page.

To review or edit your profile and preferences refer to the Your Preferences page

This is the confirmation of successful registration

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Your Preferences

You are responsible for the accuracy of your user profile. Having a user profile does not necessarily mean your organization is a supplier to NSU, only that you are setup in the Sourcing system.

Review and edit your personal and organizational information, and change your password, if desired. If you change your message setting preferences for the type of messages you receive or their method of delivery, save your changes before you leave the tab.

You can provide a Forgotten Password Question and Answer that will allow you to access your account in case you forget your password. For security reasons, you cannot modify your Forgotten Password information without also providing your password.

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Contents > Section Two

LOGIN AND MANAGE YOUR PREFERENCES

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Login to the NSU Sourcing Website

Login to NSU Sourcing 1. Enter the URL address below in your Internet browser. https://ariba.nova.edu/Sourcing/ 2. Enter your Username and Password then click the `Login' button. 3. After clicking the `Login' button, the Event List page is displayed.

Login Here...

Forgot your password? Click here...

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Access the Event

Access the Event 1. To access your event from the Event List page click the Name of the event.

Note: If you have been invited to one event, you may not see this screen.

Click to open Message Center. NOTE: Keep the Message Center open while you are logged in.

Manage your Preferences and User Profile here.

You are notified by email of all events you are invited to participate in. Events you are actively participating in will display on the `Active Events I participate in' List on the Event List page..

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Contents > Section Three

RESPONDING TO AN EVENT

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Responding to an Event

Responding to an event, may include responding to Requests for Information, Requests for Proposal or a simple Request for Quote/Bid. In all, the steps necessary to respond are essentially the same. 1. Intend to Respond. Based on the event settings defined by NSU, the RFX info available for viewing prior to submitting Intent to Respond may vary. The Intend to Respond button is shown in most events. Suppliers can typically view most of an event prior to clicking Intend to Respond. Decline to Respond. Supplier may also decide to not participate by clicking the Decline to Respond button. This option provides a comment box that is helpful to inform the buyer of your decision.

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Responding to an Event

1. 2. In order to respond, you can click on the Prepare Response button, or use Excel by clicking on the Open RFX in Excel button. (The Prepare Response button may not appear until after you have clicked Intend to Respond.) If you use the Excel process, the system will prompt you to either Save or Open the bid sheet. You can create your bid, and then save your file (Save As) to a location that you will remember. Come back into Sourcing for the specific event, and then click on the Prepare response button (see pages 15 & 16 for details).

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Responding to an Event

1. 2. 3. After clicking on the Prepare Bid button, you can enter your responses to questions and response/bid information on the RFX Info page Once you have completed each page, click Next. If you need to perform more research prior to sending your response, or need further review, click Save. This will allow you to save your work. When you come back to the event, click on the Revise Response button.

In this example there are three types of response fields shown, a text field, a drop down list of choices and an attachment.

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Responding to an Event

1. 2. 3. After completing any required responses on the RFX Info Page, click Next to proceed to the Enter Values page. Each item that requires a price response will be listed. Enter the bid price in the Price field. Details on an items can be viewed by clicking the Item Name, Once you have completed each page, click Next.

Click the Item Name link is view any additional information about the item.

Prices are for the individual item. The Extended Price will shown the Price * Quantity.

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Responding to an Event (In Excel)

For Events with many line items it can be easier to upload the item pricing using a Microsoft Excel spreadsheet. 1. From the Enter Values page, click the Import Response button. 2. The Import Response Information From a Spreadsheet form is shown, Export the Excel spreadsheet from Sourcing 3. Start with Step 1, `Click here to export the Excel sheet'. 4. From the File Download dialog box, save the Excel spreadsheet to your computer. Do not rename the file or change the extension ­ the file must be in Excel 2003 (.xls), not Excel 2007 (.xlsx) format.(see the next page for additional steps).

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Responding to an Event (In Excel)

(continued from the previous page)

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Open the spreadsheet in Microsoft Excel. Note: Do Not change or remove any items or tabs from this spreadsheet! Cells that are yellow denote fields where you can enter in text or data responses. Next, Enter the Price (USD), depending on the Event you may or may not be required to bid on all items. Some items may ask for additional information to be provided. When complete, save your work in Excel

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Responding to an Event (In Excel)

(continued from the previous page) 10. Once the items are ready to load as your response, return to the event in Sourcing and browse to the Enter Values page and click the Import Response button. 11. Browse to the excel spreadsheet file. 12. Click Load Response and the items will be updated with pricing in Sourcing. 13. The Line Items will be displayed with the pricing in Sourcing. An Import successful message will be shown.

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Responding to an Event (Invalid Value)

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After answering the RFX questions and entering bid values, the Summary page is displayed. If there are any required fields such as prices or other data entry fields specified for the event, any failure to complete required areas will display as an invalid value note on the Summary page. These must be addressed before the response can be submitted. Invalid Values are shown in Red with a descriptive explanation for each. Click the note to be returned to the location of the discrepancy to complete the proper response.

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Responding to an Event

1. 2. 3. After answering the RFX questions and entering bid values, the Summary page is displayed. If ready to submit, click on the Submit button. The system will then bring you back to the event main page. If you want to save, either click Save, or Exit, and then Save. If you want to completely start over with this response, click Exit and then Discard.

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Responding to an Event

My Bids and Revising your Response 1. 2. To revise your response after the original submission , click the My Bids tab. Then click the `Revise Response' button.

To view your previous bid / response click the ID number here. If you have submitted multiple responses, there will be one ID for each submitted response.

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Responding to an Event

Question and Answer Board 1. 2. 3. Using the Q&A Board Suppliers may submit questions to the buyer when the event is running. The buyer may opt to only allow questions during a particular period. The Q&A Board allows Suppliers to use the Ask Question button only when the Buyer has permitted questions to be asked. The buyers response to each questions will be listed in the Q&A Board tab. Response are also shown in the Message Center.

Click the Ask Question button to send a message directly to the NSU buyer responsible for this event. The Buyer has the option to respond in a public or private manner.

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Contents > Section Four

RESPONDING TO AN AUCTION

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Responding to an Auction

1. 2. 3. An Auction is a more competitive type of event. Time and price are the key factors in an auction. For an Auction you will need to click on Bid Entry tab. Based on the event, you may also be prompted to indicate if you Intend to Respond. If yes, you will not be able to bid until you select.

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Responding to an Auction

1. 2. 3. 4. 5. Adjusting your Bid: Adjust your bid by either selecting the light bulb button or typing a new $ amount into the bid entry box (based on rules of event). Submitting your Bid: Click submit to enter your bid into the market. Click update totals to view your proposed bid prior to clicking submitting. Remember, only submit actually enters your bid. Open time remaining for the auction lot ­ ensure that you are aware of how much time remains Click on this symbol to customize your view Lead Bid Indicator ­ This symbol may be displayed under the group / market basket / lot name / item name if you are the lead bidder. Note: Review the Message Center for the latest on your bid status or information from the buyer.

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Contents > Section Five

MESSAGES

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Messages

During an event, the Sourcing tool, and the NSU Buyer will communicate with the supplier. Suppliers will receive messages via their email address and through the Sourcing Message Center. The Subject and Body of the message will provide a statement about the message and link to the Event. ·The email address that will receive these messages is the same as listed in the user preferences. ·The Message Center is accessible at any time once logged into Sourcing by clicking the Message Center link.

Subject: Thank you for registering

Dear <Your Name>, Dear <Your Name>, Thank you for registering on our Ariba Sourcing site. The administrator has been notified of your registration and will assign you proper permissions to use the system and participate in sourcing events. The "[Test Event]" RFX will start at September 4, 2009 10:46:41 AM EDT. To view further details and bid in this RFX, please go to https://ariba.nova.edu/Sourcing/...

Subject: The "[Test Event]" is starting

Subject: Owner changed the RFX questionnaire in "[Test Event]"

Dear <Your Name>,

Subject: The "[Test Event]" has been shortened by 1 Hour

Dear <Your Name>,

The RFX owner or team member changed the RFX questionnaire in "[Test Event] Reverse Auction".

To view the RFX, go to https://ariba.nova.edu/Sourcing/...

The "[Test Event]" RFX has been shortened by 1 Hour

To view the current state of the RFX, go to https://ariba.nova.edu/Sourcing/...

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Contents > Section Six

SUPPORT RESOURCES

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Support Resources

· · Review the Supplier Sourcing Guide. Review the online `Help'. Click the right corner of Sourcing. · Review the NSU Supplier Sourcing online `tutorial' at: http://www.nova.edu/cwis/bsv/purchasing/ · Contact the NSU Buyer who owns the Event. button at the top

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NSU Supplier Sourcing Guide

28 pages

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