GeM Institution Local Contracts Manager guide v1

prepared for institution users managing local GeM

contracts

Institution Local Contracts

Manager training guide

nstitution users managing local GeM


Manager training guide 1.6

nstitution users managing local GeM


CONTENTS Who does what ................................

Further information about GeM

Contract and purchasing procedures

Supplier queries ................................

Creating, merging and deleting Institutions

Training ................................................................

System operation issues ................................

@UK client forum ................................

Contacts ................................................................

JISC Procureweb Team ................................

@UK Support Team ................................

GeM Supplier Adoption Team

GeM overview ................................

GeM process ................................

Contract Management ................................

eMarketplace ................................

@UK PLC ................................................................

eMarketplace environment ................................

Accessing GeM ................................

Logging in ................................

Your home page ................................

Getting help ................................

Data entry ................................

Your profile ................................

GeM user roles ................................

Contract manager ................................

Administrator ................................

Purchaser ................................

All contracts ................................

Creating local contracts ................................

Agreements ................................

Lots ................................................................

Contracts ................................

Processing local contracts ................................

Price lists ................................................................

Attachments ................................

Subscribers ................................

Contract status ................................

Suppliers and products ................................

Finding companies ................................

New companies ................................

Finding products ................................

Supplier price changes ................................

Managing teams................................

Appendix 1: Permissions ................................

Appendix 2: Price list spreadsheet

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Further information about GeM ................................................................................................

ract and purchasing procedures ................................................................................................

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Creating, merging and deleting Institutions ................................................................

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GeM Supplier Adoption Team ................................................................................................

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Appendix 2: Price list spreadsheet ................................................................................................

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Who does what Further information about GeMhttp://www.gem.ac.uk

Contract and purchasing proceduresJISC Procureweb Team

Supplier queries GeM Supplier Adoption Team

Creating, merging and deleting Institutions@UK Support Team

Training @UK Support Team

System operation issues@UK Support Team

@UK client forum Our online Client Forum carries announcements, outage reports, development plans and manuals. You may vote

for planned software changes, post your views and respond to other users:

URL: http://www.buyers.ukplc.net

Follow the above URL and select Register, then enter the required details.

Contacts

JISC Procureweb TeamEmail: [email protected]

Phone: 02920 870333

@UK Support Team Email: [email protected]

Phone: 01189 637052

Please have available whenever you call or email our Support Team:

• Your Username (used to login to the system)

• The exact text of any error message

• References such as Message ID or @UK Purchase Order Number

• The supplier name (if you were connecting to a website)

• Screenshots (if possible) of the failure process

The Support Team will try to resolve any issues on receipt, but complex problems may require development work

and will therefore take longer to fix.

GeM Supplier Adoption TeamEmail: [email protected]

Phone: 01189 357083

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Further information about GeM

Contract and purchasing procedures

GeM Supplier Adoption Team

Creating, merging and deleting Institutions

System operation issues

Our online Client Forum carries announcements, outage reports, development plans and manuals. You may vote

for planned software changes, post your views and respond to other users:

.buyers.ukplc.net

Follow the above URL and select Register, then enter the required details.

JISC Procureweb Team [email protected]

[email protected]

Please have available whenever you call or email our Support Team:

Your Username (used to login to the system)

The exact text of any error message

References such as Message ID or @UK Purchase Order Number

The supplier name (if you were connecting to a website)

Screenshots (if possible) of the failure process


and will therefore take longer to fix.

GeM Supplier Adoption Team [email protected]

Our online Client Forum carries announcements, outage reports, development plans and manuals. You may vote


GeM overview GeM (Generic eMarketplace) was conceived to provide HE and FE Institutions with a repository for contracts,

shared content and a means of purchasing online by Pcard. The GeM Board (comprising representatives from JISC

Advance, Procureweb, Consortia, HE and FE Institutions) manage t

which is developed and maintained by @UK PLC.

The system is fast, reliable and easy to use. It gives contract managers access to load, maintain and publish

contracts. Local managers can customise their purchas

enquiries, orders, invoices and payments online.

GeM process National, Regional and selected Local contracts are created, items

loaded and access enabled for relevant member Institutions.

When contracts are published the content is loaded into

Institutions’ purchasing views and into supplier websites as their

custom catalogues for GeM buyers.

Contract ManagementManagement of contracts and user permissions is

carried out by three roles in GeM:-

• Consortium Contract Manager

• Contract Manager of an Institution which has

its own local contracts loaded into GeM

• Administrator of Institutions with no local

GeM contracts

Institution Contract Managers create

Contracts where, for example:-

Agreement = Stationery

Lots 1 and 2 = Paper and Pens

Contracts 1 and 2 = contracts with supplier 1 and supplier 2 for Paper

Contract 3 = contract with supplier 3 for Pens

Contracts hold header information and line item detail

eMarketplace Purchaser and Supplier environments are housed within the secure eMarketplace environment.

process enquiries and mini-competitions, place orders on contracted suppliers, receive invoices and make payment

by purchasing card – all online via their eMarketplace portlet.

Institutions which do not use GeM for purchasing have all the facilities for locating items,

running competitions, but may not add items or services into the shopping bas

@UK PLC @UK PLC was established in 1999 to help make the process of

easier and more efficient using the Internet. @UK has pioneered the process of e

organisations, facilitating controlled paperless ordering and payment.

SpendInsight AI spend intelligence tool analyses purchases down to order line item level, identifying potential

savings on products bought at different prices; most

other organisations pay for the same products.

GreenInsight calculates a scientifically valid carbon footprint for goods and services bought, giving an accurate

measure of environmental impact and

Full eProcurement portal functionality enables buyers to trade with multinational, medium

companies on- or off-contract. It can be seamlessly integrated with back

Agresso, or approval workflow, receipting, etc can be set up within @UK.

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was conceived to provide HE and FE Institutions with a repository for contracts,


Advance, Procureweb, Consortia, HE and FE Institutions) manage the contract for provision of the technology

which is developed and maintained by @UK PLC.


contracts. Local managers can customise their purchasers’ views of contract items and purchasers can process

enquiries, orders, invoices and payments online.

National, Regional and selected Local contracts are created, items

loaded and access enabled for relevant member Institutions.

acts are published the content is loaded into

Institutions’ purchasing views and into supplier websites as their

Contract Management Management of contracts and user permissions is

Contract Manager of an Institution which has

its own local contracts loaded into GeM

Administrator of Institutions with no local

Contract Managers create local contract entities Agreements, Lots and

= contracts with supplier 1 and supplier 2 for Paper

= contract with supplier 3 for Pens

Contracts hold header information and line item detail with contracted prices.

Purchaser and Supplier environments are housed within the secure eMarketplace environment.

competitions, place orders on contracted suppliers, receive invoices and make payment

all online via their eMarketplace portlet.

Institutions which do not use GeM for purchasing have all the facilities for locating items,

running competitions, but may not add items or services into the shopping basket.

@UK PLC was established in 1999 to help make the process of contracting, buying and selling throughout the UK

easier and more efficient using the Internet. @UK has pioneered the process of e-enabling suppliers to

ilitating controlled paperless ordering and payment. As well as GeM, @UK offer:

AI spend intelligence tool analyses purchases down to order line item level, identifying potential

savings on products bought at different prices; most advantageous contracts available; benchmarking against what

other organisations pay for the same products.

calculates a scientifically valid carbon footprint for goods and services bought, giving an accurate

measure of environmental impact and the choice to offset at point of purchase.

portal functionality enables buyers to trade with multinational, medium

contract. It can be seamlessly integrated with back-office systems such as Ora

Agresso, or approval workflow, receipting, etc can be set up within @UK.

was conceived to provide HE and FE Institutions with a repository for contracts,


he contract for provision of the technology


ers’ views of contract items and purchasers can process

Purchaser and Supplier environments are housed within the secure eMarketplace environment. Institutions

competitions, place orders on contracted suppliers, receive invoices and make payment

Institutions which do not use GeM for purchasing have all the facilities for locating items, comparing prices and

buying and selling throughout the UK

enabling suppliers to purchasing

GeM, @UK offer:-

AI spend intelligence tool analyses purchases down to order line item level, identifying potential

advantageous contracts available; benchmarking against what

calculates a scientifically valid carbon footprint for goods and services bought, giving an accurate

portal functionality enables buyers to trade with multinational, medium-sized and small local

office systems such as Oracle and

Internal websites are used by purchasing organisations to host internal supplier catalogues, such as stores, print

departments and catering services.

Supplier websites hosted on @UK provide full ecommerce functionality where suppliers process transactions and

take payment by card or other means. They maintain one catalogue, with custom views for different sets of

products/services and prices for individual customers or groups.

Design and build service is offered to clients who need more sophisticated functionality than that provided by

@UK’s range templates.

For further information on these services or any bespoke requirements:

Website: http://www.uk

Contact details: http://www.uk

eMarketplace environment

Suppliers associated with GeM contracts maintain their catalogues of goods and services either on a hosted @UK

ecommerce website or, in the case of national and multinational companies such as Dell and RS Components, on

their own independent site to which

@UK hosted suppliers have the following facilities which are designed to ensure that your orders are priced

accurately to minimise order-invoice mismatches and delays in fulfilling your requirements:

• Restrict their customers’ view of their catalogues to contracted items and prices only.

• Add extra charges such as delivery costs which are calculated when you add affected items or orders to your

shopping basket.

• Apply promotional offers (such as buy one

stage.

• Associate forms with products and services (such as provision of temporary staff) requiring you to provide

additional information at time of order.

• Flip orders into matching invoices

invoices up to the total value of the original order.

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are used by purchasing organisations to host internal supplier catalogues, such as stores, print

on @UK provide full ecommerce functionality where suppliers process transactions and


products/services and prices for individual customers or groups.

service is offered to clients who need more sophisticated functionality than that provided by

For further information on these services or any bespoke requirements:-

ttp://www.uk-plc.net

http://www.uk-plc.net/contact-us.htm

eMarketplace environment



their own independent site to which you punch out from the GeM environment.


invoice mismatches and delays in fulfilling your requirements:

Restrict their customers’ view of their catalogues to contracted items and prices only.

Add extra charges such as delivery costs which are calculated when you add affected items or orders to your

Apply promotional offers (such as buy one get one free and percentage or fixed monetary discounts) at basket

Associate forms with products and services (such as provision of temporary staff) requiring you to provide

additional information at time of order.

Flip orders into matching invoices and, in the case of call-off requirements, issue multiple non

invoices up to the total value of the original order.

are used by purchasing organisations to host internal supplier catalogues, such as stores, print

on @UK provide full ecommerce functionality where suppliers process transactions and


service is offered to clients who need more sophisticated functionality than that provided by




invoice mismatches and delays in fulfilling your requirements:-

Restrict their customers’ view of their catalogues to contracted items and prices only.

Add extra charges such as delivery costs which are calculated when you add affected items or orders to your

get one free and percentage or fixed monetary discounts) at basket

Associate forms with products and services (such as provision of temporary staff) requiring you to provide

off requirements, issue multiple non-matching

Accessing GeM

Logging in Go to www.gem.ac.uk and click the

Try LOGIN via Institution using your home institution credentials for instant access to GeM and so that you

don’t have to set up a separate username and password. (Using

account requires your Administrator to authorise access before

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and click the Login button

using your home institution credentials for instant access to GeM and so that you

don’t have to set up a separate username and password. (Using LOGIN via GeM

account requires your Administrator to authorise access before you can use GeM).

using your home institution credentials for instant access to GeM and so that you

LOGIN via GeM and registering a new

Your home page

Your home page provides access to functionality via the tabs at the top of the

screen and to contracts by clicking the direct link

individual Contract Key. Selecting the option

Local Contracts > Contracts Home returns you to this screen.

If you aren’t going to use all the options on the tabs at the top of the screen,

you can restrict your access to contracts

Getting help Context-sensitive help and information is displayed

alongside the information icon at the head of

each screen.

Clicking the icon during a process generates a pop

Breadcrumb trails are shown at the top of the page, with

direct links back to earlier points in the system

The Support link at the top right of your home page

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Your home page provides access to functionality via the tabs at the top of the

screen and to contracts by clicking the direct links under By status and by

Selecting the option Home at the top right of the page, or

returns you to this screen.

If you aren’t going to use all the options on the tabs at the top of the screen,

you can restrict your access to contracts-related activities only.

and information is displayed

alongside the information icon at the head of

during a process generates a pop-up help window.

are shown at the top of the page, with

direct links back to earlier points in the system.

at the top right of your home page gives instructions on reporting technical issues:

reporting technical issues:-

Data entry The following fields are populated from a dropdown list of available options. These options are managed by

Procureweb, who you should contact to request changes or additions to the options under:

• Category

• Terms of delivery

• Terms of purchase

When entering data to fields showing

• click on the required item from the list;

• type into the box until the required entry is automatically added;

If you make a mistake, simply delete the entry and restart y

Date fields have a quick date selector function

• click on the required date in the current month.

• use left/right arrowheads to move back/forward a month at a time

• click on the month name to access the

the arrowheads.

Your profile The option My Details > Profile Settings

displayed on your home page.

You should ensure that your personal information is kept up

date via the Edit my details option.

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The following fields are populated from a dropdown list of available options. These options are managed by

, who you should contact to request changes or additions to the options under:

When entering data to fields showing Type to filter list in the input box, you may:-

click on the required item from the list;

type into the box until the required entry is automatically added;

If you make a mistake, simply delete the entry and restart your input.

Date fields have a quick date selector function: click on the calendar icon, then you may:

click on the required date in the current month.

use left/right arrowheads to move back/forward a month at a time

click on the month name to access the year display and select a month or move back/forward in years using

My Details > Profile Settings allows you to customise the contract summary information

You should ensure that your personal information is kept up-to-

The following fields are populated from a dropdown list of available options. These options are managed by

, who you should contact to request changes or additions to the options under:-

calendar icon, then you may:-

year display and select a month or move back/forward in years using

allows you to customise the contract summary information

GeM user roles You have been set up with all the permissions you had on CuPID or, if you weren’t a

CuPID user, you may have full super

You can change your role by amending permissions.

Standard @UK eMarketplace functionality

disabled. You should take care not to change configura

To view your access permissions, go to

your username.

Contract manager Your CuPID permissions are reproduced in GeM. However, if, you are your institution’s Contract Manager

and portlet Administrator you can assign yourself the appropriate additional rights.

Contract managers maintain their own local contracts and have access to natio

consortia.

Administrator Your institution administrator is responsible for managing user permissions and, if required, assigning different

groups of purchasers to their own tailored view of goods and services available

need access to:-

• Manage Admins

• Set up Users and Addresses

• Manage Purchasing Views

Purchaser Whether your institution is using GeM to purchase from contracted suppliers or not, your users will access the

same functionality to compare prices, access rich supplier website content and run competitions. Users will need

to be assigned to a delivery address, but need no administrative rights.

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You have been set up with all the permissions you had on CuPID or, if you weren’t a

super-user access to your institution’s GeM portlet.

You can change your role by amending permissions.

functionality which is not applicable to GeM users has,

disabled. You should take care not to change configuration options other than those covered here.

To view your access permissions, go to Users > Manage administrators > Edit administrator

permissions are reproduced in GeM. However, if, you are your institution’s Contract Manager

and portlet Administrator you can assign yourself the appropriate additional rights.

Contract managers maintain their own local contracts and have access to national and regional contracts set up by

Your institution administrator is responsible for managing user permissions and, if required, assigning different

groups of purchasers to their own tailored view of goods and services available to buy. Your administrator will

Whether your institution is using GeM to purchase from contracted suppliers or not, your users will access the

to compare prices, access rich supplier website content and run competitions. Users will need

to be assigned to a delivery address, but need no administrative rights.

has, wherever possible, been

tion options other than those covered here.

Users > Manage administrators > Edit administrator and click Edit against

permissions are reproduced in GeM. However, if, you are your institution’s Contract Manager

nal and regional contracts set up by

Your institution administrator is responsible for managing user permissions and, if required, assigning different

to buy. Your administrator will

Whether your institution is using GeM to purchase from contracted suppliers or not, your users will access the

to compare prices, access rich supplier website content and run competitions. Users will need

All contracts You may access national and regional GeM contracts via the

• View all GeM Agreements, Lots and Contracts by default, but Consortia may change access

permissions to their own contract entities.

• Unsubscribe their institution from consortia contracts.

• View companies and products assigned to all GeM cont

The Subscription Report lists all current

The option All Contracts > View Contract

and contacts:-

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You may access national and regional GeM contracts via the All Contracts tab options:-

View all GeM Agreements, Lots and Contracts by default, but Consortia may change access

permissions to their own contract entities.

Unsubscribe their institution from consortia contracts.

View companies and products assigned to all GeM contracts

current contracts that your institution subscribes to:-

All Contracts > View Contract gives you access to opt out of contracts and manage local attachments

View all GeM Agreements, Lots and Contracts by default, but Consortia may change access

gives you access to opt out of contracts and manage local attachments

Creating local contractsThe Local Contracts tab gives you access to:

• Create and View local GeM Agreements, Lots and Contracts created for their own Institution

• Create and View Companies (Suppliers) for their local GeM contracts

• View Products attached to their own local GeM cont

• Subscribe (make available to) their own institution to their local contracts they create

The structure of contract system elements is hierarchical with Agreements at the top level. Agreements may

contain Lots, and Lots contain Contracts.

An Agreement is a grouping of Contracts, for example Audio Visual Equipment agreement. If an Agreement is split

into subsets of commodities, such as AV Supply, Broadcast system and Projector lamps, these are set up as Lots

under the Agreement. Contracts are created under the appropriate Lot and e

supplier who provides the goods or services and the line items and contract prices.

Agreements and Lots are optional: you may set up contracts independently

Agreements From Local Contracts > Agreements > View Agreements

agreements by name or start date; edit existing agreements; or create a new

agreement.

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contracts tab gives you access to:-

Create and View local GeM Agreements, Lots and Contracts created for their own Institution

Create and View Companies (Suppliers) for their local GeM contracts

View Products attached to their own local GeM contracts.

Subscribe (make available to) their own institution to their local contracts they create


contain Lots, and Lots contain Contracts.



are created under the appropriate Lot and each Contract carries details of the

supplier who provides the goods or services and the line items and contract prices.

Agreements and Lots are optional: you may set up contracts independently or directly under ag

> Agreements > View Agreements you may search for

agreements by name or start date; edit existing agreements; or create a new

Create and View local GeM Agreements, Lots and Contracts created for their own Institution

Subscribe (make available to) their own institution to their local contracts they create




ach Contract carries details of the

or directly under agreements.

Lots Lots are assigned to Agreements, so you must

You don’t have to use Lots – you may create Contracts directly beneath an Agreement, but you can’t put a Lot

and a Contract at the same level directly under an Agreement).

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assigned to Agreements, so you must create or select the Agreement before adding a Lot beneath it.

you may create Contracts directly beneath an Agreement, but you can’t put a Lot

and a Contract at the same level directly under an Agreement).

Agreement before adding a Lot beneath it.

you may create Contracts directly beneath an Agreement, but you can’t put a Lot

Contracts Contracts may be created under Agreements, under

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Agreements, under Lots, or independently.

Buyer notes internal information which is not accessible by subscribing institutions

Secondary owner someone who you give access to manage the contract on the owner’s behalf.

Supplier notes information visible to consortia and subscribing institutions

Start date date on which the contract takes effect and the associated items or services become

available to subscribing institution purchasers.

Keywords used when searching for contracts; separ

Annual contract value an estimate of the total value of orders that will be placed against the contract per year.

Contract comments information about the contract for consortia and subscribers.

Annual contract value comments information about the contract value estimate for consortia and subscribers.

Force expired date on which you terminated the contract, if earlier than the

Framework no. reference of a related framework, tender or entry in another system external

Processing local Find the contract to be processed via

on your home page.

Use the functions on this page to:-

• Add more consortium contacts

• Attach and process documents or URLs to the contract

• Process the contract through the stages

• Upload and download catalogue content an

different sets of line items or prices

• Subscribe institutions to the contract

Please note that you cannot edit a contract with a status of

select Revise contract before making changes.

Select the required option from the list at the foot of the page

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internal information which is not accessible by subscribing institutions

someone who you give access to manage the contract on the owner’s behalf.

information visible to consortia and subscribing institutions.

date on which the contract takes effect and the associated items or services become

available to subscribing institution purchasers.

used when searching for contracts; separate each keyword with a comma.

an estimate of the total value of orders that will be placed against the contract per year.

information about the contract for consortia and subscribers.

information about the contract value estimate for consortia and subscribers.

date on which you terminated the contract, if earlier than the End date.

reference of a related framework, tender or entry in another system external

local contracts via Contracts System > Contracts > Contract Search or by clicking the direct link

documents or URLs to the contract

Process the contract through the stages from Revision to Valid

catalogue content and, if different subscribing institutions are to have access to

nt sets of line items or prices, price lists via the Upload amendments option.

Subscribe institutions to the contract.

Please note that you cannot edit a contract with a status of Valid. You need to select the

before making changes.

required option from the list at the foot of the page.

internal information which is not accessible by subscribing institutions.

someone who you give access to manage the contract on the owner’s behalf.

date on which the contract takes effect and the associated items or services become

ate each keyword with a comma.

an estimate of the total value of orders that will be placed against the contract per year.

information about the contract value estimate for consortia and subscribers.

End date.

reference of a related framework, tender or entry in another system external to GeM.

or by clicking the direct link

different subscribing institutions are to have access to

You need to select the Process option and

Price lists

Line items and prices are loaded as a price list from a spreadsheet, ideally in a standard format, and assigned to a

Contract. If a contract has one set of prices for all subscribers, the line items constitute a

different sets of items and/or prices are to be made available to different subscribers, additional price lists are

uploaded and assigned to the relevant institutions.

Please refer to Appendix 2 for the standard format of price list spreadsheets.

If your contract already has line items

you can view them via the Line items

button:-

The resulting page allows

minor edits to product

information, although the

preferred way to enter this

data is by Excel upload.

To add or update content, click Upload

file containing the line items and

Cancel Upload if you change your mind)

Publish changes updates all participating members’

purchasing views and the supplier’s custom catalogue

with the amendments. Any warnings or errors in the

upload will be reported:-

Warnings report anomalies in the data for your information but you may continue to load the line items.

Errors prevent the process from completing (for example, a non

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Contract. If a contract has one set of prices for all subscribers, the line items constitute a

f items and/or prices are to be made available to different subscribers, additional price lists are

uploaded and assigned to the relevant institutions.

Please refer to Appendix 2 for the standard format of price list spreadsheets.

If your contract already has line items

Line items

Upload Data, select the

file containing the line items and Publish Changes (or

if you change your mind):

updates all participating members’

purchasing views and the supplier’s custom catalogue

warnings or errors in the

report anomalies in the data for your information but you may continue to load the line items.

prevent the process from completing (for example, a non-numeric price).


Contract. If a contract has one set of prices for all subscribers, the line items constitute a Default price list. Where

f items and/or prices are to be made available to different subscribers, additional price lists are

report anomalies in the data for your information but you may continue to load the line items.

If your data is not in the standard format, the uploader will attempt to translate it. If it fails because it cannot

recognise what information to load into which fields, you may

column names onto the corresponding system column the re

Attachments Options are available to add new

documents or URLs as attachments; delete

or download existing ones.

You need to assign a category to each

attachment, selected from the dropdown

list.

Subscribers All Institutions with access to purchase from GeM contracts are Subscribers.

other institutions to your local contracts, you may subscribe and unsubscribe them here.

Locate and select the Contract (as before) and click

on the required Subscriber or parent group

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recognise what information to load into which fields, you may Re-map the data by dragging and dropping your

nding system column the re-upload.

add new

documents or URLs as attachments; delete

You need to assign a category to each

dropdown

All Institutions with access to purchase from GeM contracts are Subscribers. If you have permission to subscribe


Locate and select the Contract (as before) and click the Subscribers option at the foot of the page, then select

or parent group.


by dragging and dropping your

If you have permission to subscribe


option at the foot of the page, then select Edit

Subscriber Relationship will be automatically set to

access a contract when it is created.

You may change the relationship for exceptions, and allocate separate price lists as applicable

of prices exists against a contract, its name wi

Subscribing institutions may not purchase from contracts unless or until:

• The contract start date

• The contract status is Valid

• The Move to marketplace

• The institution is associated with a price list

Contract status Locate and select the Contract (as before) and click

the foot of the page.

The Current status of a contract and your permissions determine

how you can process it. Available options are displayed for

selection from the dropdown box.

• Valid contracts may be changed to

• Revision status contracts may be changed to

confirmation or Valid

• For confirmation status may be changed to

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will be automatically set to Participant for all Institutions who are entitled by default to

access a contract when it is created.

You may change the relationship for exceptions, and allocate separate price lists as applicable

of prices exists against a contract, its name will appear as the contract key.

Subscribing institutions may not purchase from contracts unless or until:-

Valid

Move to marketplace contract box is ticked

The institution is associated with a price list for the contract

Locate and select the Contract (as before) and click Process at

and your permissions determine

Available options are displayed for

changed to Revision

status contracts may be changed to For

status may be changed to Valid

for all Institutions who are entitled by default to

You may change the relationship for exceptions, and allocate separate price lists as applicable. Where only one set

Suppliers and products

Finding companies Before suppliers’ goods or services can be made accessible for GeM purchasers to

order they must have a live @UK ecommerce website configured to process

payments. Contracts with suppliers who do not have this etrading

viewable in GeM contract management, but the associated items/services may not be bought on GeM

It is important that you check existing suppliers before requesting new ones, to avoid duplication and

maintain accurate management information

You may edit company and contact details, as well as adding new contacts

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and products

Before suppliers’ goods or services can be made accessible for GeM purchasers to

order they must have a live @UK ecommerce website configured to process pCard

payments. Contracts with suppliers who do not have this etrading capability will be stored, processed and

viewable in GeM contract management, but the associated items/services may not be bought on GeM


rate management information.

You may edit company and contact details, as well as adding new contacts

capability will be stored, processed and

viewable in GeM contract management, but the associated items/services may not be bought on GeM.


New companies

When companies are adopted onto GeM they specify

electronic purchase orders.

Suppliers control all the information on their website (which may also

buyers). Any suppliers, contacts and addresses which you add will be stored and viewable

but will not update suppliers’ online trading environment

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When companies are adopted onto GeM they specify their organisation’s address, main user and

Suppliers control all the information on their website (which may also be used to trade with non

contacts and addresses which you add will be stored and viewable

but will not update suppliers’ online trading environment.

their organisation’s address, main user and destination for

used to trade with non-GeM

contacts and addresses which you add will be stored and viewable by all GeM users

Finding products You can access a list of products grouped by purchasable and non

Directory option. For full details, please see the Purchaser training guide.

You may search for contract products by part code, description or supplier then access the contract

or supplier details.

Supplier price changesYou are notified when suppliers change the prices of any items on your contracts. Changes will not

take effect unless and until you have approved them.

You may view details of the contract by clicking

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You can access a list of products grouped by purchasable and non-purchasable via the

option. For full details, please see the Purchaser training guide.

may search for contract products by part code, description or supplier then access the contract

Supplier price changes You are notified when suppliers change the prices of any items on your contracts. Changes will not

effect unless and until you have approved them.

You may view details of the contract by clicking Go by the contract key.

purchasable via the Search

may search for contract products by part code, description or supplier then access the contract

You are notified when suppliers change the prices of any items on your contracts. Changes will not

Managing teamsWhen a contract is created a team is assigned to manage it.

Teams are made up of contract managers with

One team exists for each Consortium, within which child teams may be created to manage subsets of the

Consortium’s contracts.

For teams over which you have permissions, you may:

• View and edit teams

• Add child teams in a hierarchy

• Add or remove team users

• Create new users.

Permissions which may be assigned to team users are:

• Catalogue administrator: Upload price lists; approve price changes; download contract data

• Contract administrator: Create and edit contracts, lots and agreements; assign subscribers; add attachments.

• Contract manager: Confirm contract before going live.

• User administrator: Create and manage teams and users.

• Viewer: View contracts, lots and agreements.

To create a team under the current one, click

To create a new user, click Add User Permission

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Managing teams When a contract is created a team is assigned to manage it.

Teams are made up of contract managers with access to the national, regional or local contracts which they own


For teams over which you have permissions, you may:-

Permissions which may be assigned to team users are:-

: Upload price lists; approve price changes; download contract data

: Create and edit contracts, lots and agreements; assign subscribers; add attachments.

: Confirm contract before going live.

: Create and manage teams and users.

: View contracts, lots and agreements.

under the current one, click Add Child.

Add User Permission then Create User

access to the national, regional or local contracts which they own.


: Upload price lists; approve price changes; download contract data

: Create and edit contracts, lots and agreements; assign subscribers; add attachments.

Appendix 1: Permissions

User & Tab / Option Action

CONSORTIUM CMTabs: CONTRACT SYSTEM

MY DETAILS

Options: Agreements Create

View

Contracts Create

View

Subscribe

Companies Create

View

Products View

INSTITUTION ADMINISTRATOR WITH LOCAL CONTRACTSTabs: HOME

LOCAL CONTRACTS

CONTRACTS

ORDERS

ORGANISATION

MY DETAILS

USERS

SUPPLIERS

PORTAL SETTINGS

REPORTS


View

Contracts Create

View

Subscribe

Companies Create

View

Products View

INSTITUTION ADMINISTRATOR no local contracts

Tabs: HOME

CONTRACTS

ORDERS

ORGANISATION

MY DETAILS

USERS

SUPPLIERS

PORTAL SETTINGS

REPORTS


View

Contracts Create

View

Subscribe

Companies Create

View

Products View

INSTITUTION PURCHASERTabs: HOME

CONTRACTS

ORDERS

MY DETAILS

Options: Agreements View

Contracts View

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Appendix 1: Permissions

Contracts System / Local Contracts Tab Contracts Tab

Own

Own

Own

Own

Can subscribe any institution across GeM, but own

institutions are subscribed by default.

All GeM

All GeM

Products attached to own contracts

INSTITUTION ADMINISTRATOR WITH LOCAL CONTRACTS

Local

Local Default is they can see all. All Consortia can change

this per contract.

Local

Local Default is they can see all. All Consortia can change

this per contract.

Own institution Can choose to opt out

Local

Local All GeM and local contract companies

Products attached to local contracts Products attached to GeM and local contracts

whether subscribing or not.

no local contracts

Default is they can see all. All Consortia can change

this per contract.


this per contract.

Can choose to opt out

All GeM companies

Products attached to GeM contracts

All that are visible to the institution, and from which

the institutional CM has not opted out.






All GeM and local contract companies

Products attached to GeM and local contracts

whether subscribing or not.




All GeM companies

Products attached to GeM contracts






Products tab

Subscribers tab

Price list tab

Prices tab

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GeM Institution Local Contracts Manager guide v1

Documents

Transcript of GeM Institution Local Contracts Manager guide v1