USER GUIDE Abu Dhabi Investment Authority · Abu Dhabi Investment Authority . 02-05 Supplier...
Transcript of USER GUIDE Abu Dhabi Investment Authority · Abu Dhabi Investment Authority . 02-05 Supplier...
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OUM USER GUIDE
Abu Dhabi Investment Authority 02-05 Supplier Profile Audit
Author: Abu Dhabi Investment Authority
Creation Date: 29-Jan-2017
Last Updated: 29-Jan-2017
Document Ref: ADIA/User Guide/2.2.6
Version: V1
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Index
Index ......................................................................................................................................... 2
02-05 Supplier Profile Audit ................................................................................................... 3
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02-05 Supplier Profile Audit Requirement – To allow buyers to create a RFI of type ‘Supplier Profile Audit’ Pre-Requisite –Supplier is registered in ARMS and has a valid login ID and password to access Suitable ‘Sourcing Supplier’ Responsibility.
External User (Supplier) URL https://supplier.adia.ae/OA_HTML/AppsLocalLogin.jsp
System & Browser Requirement Windows 10, Windows 8.1 & Windows 7 users will require Internet Explorer 11
Windows Vista users will require Internet Explorer 9
In the steps where Supplier has action to click on any favorite icon on his ARMS Homepage, and If supplier is not able to see any favorites functions in his homepage, he should refer to guide “01-01 Supplier Registration” to learn how to add favorites to his homepage.
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Role Supplier
Step Supplier receives email notification
Step Details Supplier receives email notification
Responsibility None
Navigation None
Action Check email
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Role Supplier
Step Supplier logs in to ARMS
Step Details Supplier logs in to ARMS
Responsibility None
Navigation None
Action Enter username, password and click on login button
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Role Supplier
Step Supplier reviews the notification in ARMS
Step Details Supplier reviews the notification
Responsibility None
Navigation Homepage
Action Click on Worklist icon of Sourcing Buyer (ARMS) responsibility
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Role Supplier
Step Supplier reviews the notification in ARMS
Step Details Supplier reviews the notification
Responsibility Sourcing Buyer (ARMS)
Navigation Worklist
Action Open the notification by clicking on it.
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Role Supplier
Step Supplier reviews the notification in ARMS
Step Details Supplier reviews the notification
Responsibility Sourcing Buyer (ARMS)
Navigation Worklist
Action Enter Not to Buyer if required (non mandatory field)
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Role Supplier
Step Supplier acknowledges the participation in RFI
Step Details Supplier acknowledges the participation in RFI
Responsibility Sourcing Buyer (ARMS)
Navigation Worklist
Action Enter the Notes to Buyer
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Role Supplier
Step Supplier acknowledges the participation in RFI
Step Details Buyer can see the intent to participate in negotiation > Supplier tab > Against supplier the field intent to participate is Yes or no as per supplier’s response. The note to buyer field value is visible by clicking on the Response (Yes or No) link.
Responsibility Sourcing Buyer (ARMS)
Navigation Worklist
Action Click on Yes button.
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#1 – Buyer can see that the supplier intends to participate by opening the RFI in Sourcing buyer (ARMS) responsibility and on the negotiation, on the supplier’s tab, the field Intent to Participate should be Yes if Supplier as clicked on Yes button (to participate in the negotiation) . If the value to the field is No, it means supplier has clicked on No button (to participate in the negotiation) Clicking on yes (or no) shows the notes entered by supplier and the date the acknowledgement was made
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Role Supplier
Step Supplier is redirected to his worklist
Step Details Supplier can click on home icon to return to homepage. Note that the notification is no longer available in the worklist of open notifications.
Responsibility Homepage
Navigation None
Action Click on home icon
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Role Supplier
Step Supplier navigates to the home page of the negotiation
Step Details Supplier reviews the negotiation
Responsibility Homepage
Navigation None
Action Click on Sourcing Homepage icon
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Role Supplier
Step Supplier opens the negotiation
Step Details Supplier clicks on negotiation number to open the negotiation.
Responsibility Souring Buyer (ARMS)
Navigation Sourcing Homepage > Negotiations
Action Click on negotiation number
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Role Supplier
Step Supplier is directed to negotiation terms and conditions.
Step Details Supplier reviews the negotiation terms and conditions
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations
Action Click on terms and conditions attachment
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Role Supplier
Step Clicking on negotiation terms and conditions link will download the terms and conditions in a pdf file.
Step Details Supplier can save the document and read it carefully.
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations
Action Save and view the terms and conditions
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Role Supplier
Step Supplier accepts the terms and conditions
Step Details Supplier should check the check box (I have read and accepted the terms and conditions) only if he accepts the terms and conditions and is willing to participate.
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations
Action Check the check box – I have read and accepted the terms and conditions. Click on Accept button
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Role Supplier
Step Clicking Accept button opens the negotiation
Step Details Supplier reviews the negotiation
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations
Action None
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Role Supplier
Step Supplier creates response for the RFI
Step Details Supplier creates response for the RFI
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations
Action In the Actions > Select Create Response
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Role Supplier
Step Supplier creates response for the RFI
Step Details Supplier creates response for the RFI. Note that the field time left indicates the time left to create and submit response. If the time is crossed before supplier submits the response, the negotiation gets closed and supplier will no longer be able to submit the response any more.
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiations
Action With Action as Create Response, Click on Go Button
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Role Supplier
Step Supplier creates response for the RFI
Step Details The default value of Supplier profile attribute is Additional Information. With this attribute the default attribute form is Additional Details
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Ensure The attribute LOV has value Additional Information
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Role Supplier
Step Supplier enters the Service /Product Industry field value
Step Details To enter Service / Product field value, click on the search icon of the field.
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Click on the search icon for field Service / Product Industry
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Role Supplier
Step Supplier enters the Service /Product Industry field value
Step Details Supplier creates response for the RFI
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Click on Go button
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Role Supplier
Step Supplier enters the Service /Product Industry field value
Step Details Supplier creates response for the RFI
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Click on Next 15 or Previous 15 to browse the list of values
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Role Supplier
Step Supplier enters the Service /Product Industry field value
Step Details Supplier creates response for the RFI
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Select the value which you want to use and click on select button
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Role Supplier
Step Supplier enters Headquarter Location (country) field value
Step Details Supplier creates response for the RFI
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Click on search icon of Headquarter location (country)
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Role Supplier
Step Supplier enters Headquarter Location (country) field value
Step Details Supplier creates response for the RFI
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Click on Go button to browse all the countries
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Role Supplier
Step Supplier enters Headquarter Location (country) field value
Step Details Supplier creates response for the RFI
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Alternatively, enter full of partial (e.g. %United%) in display name field and click on Go to search for specific records
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Role Supplier
Step Supplier enters Headquarter Location (country) field value
Step Details Supplier creates response for the RFI
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Click on go button
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Role Supplier
Step Supplier enters Headquarter Location (country) field value
Step Details Supplier creates response for the RFI
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action E.g. Select a record like United Arab Emirates and click on select button
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Role Supplier
Step Supplier enters other fields like Year of establishment, Sponsor in UAE (Only for UAE Companies), Name of ultimate holding or parent company or subsidiary companies with address and Guarantee from Holding Company (in Yes or No). The fields are self-explanatory
Step Details Supplier enters the value to other fields
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Enter the value to other fields are desired.
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Role Supplier
Step Supplier enters the shareholder information
Step Details This information is required only for UAE based companies. Note that there can be multiple shareholders in a company, so supplier can enter more than one records
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action By default the first row to enter the details is already available. Supplier can enter the details
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Role Supplier
Step Supplier enters shareholder information
Step Details Supplier enters shareholder information
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Enter the Shareholder information . (name of shareholder, Nationality, Percentage ownership)
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Role Supplier
Step If there are more than one shareholder, supplier can enter more (and any) number of records
Step Details To enter a new record of shareholder, click on new icon
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Click on add icon to add a new record in case there are more than one shareholders.
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Role Supplier
Step Supplier enters another shareholder record
Step Details Supplier enters another shareholder record
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Ensure all the shareholder records are entered.
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Role Supplier
Step Supplier navigates to Profile Attribute – Quality Information
Step Details After supplier enters all the fields of Profile Attributes – Additional Information, he should navigate to Profile Attribute – Quality Information
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action In the Attribute LOV, select Quality Information
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Role Supplier
Step Supplier creates response for the RFI
Step Details Supplier creates response for the RFI
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Once Attributes Quality Information is selected the form for Quality Information gets enabled. The fields are related to ISO certification information
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Role Supplier
Step Supplier creates response for the RFI
Step Details Supplier creates response for the RFI
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Select Yes or No as your response to ISO Certification
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Role Supplier
Step Supplier creates response for the RFI
Step Details Supplier creates response for the RFI
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Select yes or no from the LOV.
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Role Supplier
Step Supplier creates response for the RFI
Step Details In case supplier’s response to an ISO certification is Yes, the certificate scan copy needs to be uploaded as attachment.
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Click on Add Attachment button
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Role Supplier
Step Supplier creates response for the RFI
Step Details Supplier creates response for the RFI
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Enter the title and Description as required (e.g. for ISO 9000 Certification)
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Role Supplier
Step Supplier creates response for the RFI
Step Details Supplier creates response for the RFI
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Click on Browse button. This will open windows explorer
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Role Supplier
Step Supplier creates response for the RFI
Step Details Supplier creates response for the RFI
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Browse to the folder which contains the scan copy of ISO certificate
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Role Supplier
Step Supplier creates response for the RFI
Step Details Supplier creates response for the RFI
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Select the file and click on Open button
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Role Supplier
Step Supplier creates response for the RFI
Step Details The file location of the scan copy of the certificate is added.
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action None
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Role Supplier
Step Supplier saves the record
Step Details Supplier has two options, Add Another, which will save the current attachment and allow supplier to upload another attachment, and other option is Apply which will save the attachment and return the supplier to the Create response page
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Click on Add Another if a new file needs to be added. Click on Apply if this is the last file to be uploaded. In current example, a copy of ISO 31000 also needs to be uploaded. Hence click on Add Another button
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Role Supplier
Step In this example, supplier wants to add another file
Step Details Supplier enters the title, description of the file, Category by default is From supplier and un-editable.
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Enter the title and description (e.g. for ISO 31000 certificate)
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Role Supplier
Step Supplier browses and selects a file from the local machine
Step Details Supplier clicks on browse button to select a suitable file.
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Click on Browse button. This will open the windows explorer.
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Role Supplier
Step Supplier can navigate and select a file from his local machine (where has saved the scan copy of the document)
Step Details Supplier navigates to the right folder using windows browser
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Browse to the folder which contains the scan copy of the ISO certificate
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Role Supplier
Step Supplier selects the right document and clicks on open button
Step Details Supplier selects the right document and clicks on open button.
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Select the file and click on open button
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Role Supplier
Step The file location is selected Supplier clicks on Apply button or Add another button to upload the attachment to the RFI Response.
Step Details As an example, this is the last file which supplier wants to upload the RFI, he clicks on Apply button to upload the attachment.
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action If this is the last file to be attached, click on Apply Button.
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Role Supplier
Step Supplier gets a confirmation that the attachment has been added successfully
Step Details Supplier ensures that all the required files are attached.
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Check that both files are attached.
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Role Supplier
Step Supplier Continues to create response
Step Details Supplier Continues to create response
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Click on continue button
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Role Supplier
Step Supplier gets a warning that Buyer has requested to submit a single best response. Multiple responses for this RFI are not allowed. This is because the response rule “Allow Multiple Responses” is not checked by buyer while creating RFI. (Refer page 19 of this document)
Please note- validating response is note required for Supplier profile Audit. So there is no need to click on Validate Button
Step Details Supplier submits the response for the RFI
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation > Create Response
Action Click on submit button
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Role Supplier
Step Supplier gets a confirmation that the response has been submitted.
Step Details Supplier gets a confirmation that the response has been submitted.
Responsibility Sourcing Supplier (ARMS).
Navigation Negotiation > Create Response
Action None
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Role Supplier
Step Supplier is redirected to Negotiations main page. Supplier can see the response in Your Active and Draft Responses section
Step Details Supplier reviews the response
Responsibility Sourcing Supplier (ARMS)
Navigation Negotiation
Action Check that the response is available in ‘Your Active and Draft Responses’ section
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