OUM USER GUIDE Abu Dhabi Investment Authority

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USER GUIDE

Abu Dhabi Investment Authority 03-01 Request for Quotation (Single Stage)

Index

Index ......................................................................................................................................... 2

2.5.1 Request for Quotation (Single Stage) .......................................................................... 3

2.5.1 Request for Quotation (Single Stage)

Requirements – To create a RFQ sourcing negotiation in ERP

Pre-Requisites – Suppliers are registered and Approved in ERP. Although a prospective supplier can also be invited to bid, this prospective supplier cannot view the RFQ or submit bid unless he completes his registration and is approved.

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 “ADIA_User Guide_Supplier Registration” to learn how to add favorites to his homepage.

Role Supplier

Step Supplier gets email notification of Invitation to the sourcing negotiation

Step Details Supplier gets email notification of Invitation to the sourcing negotiation

Responsibility None

Navigation None

Action Check email

Role Supplier

Step Supplier logs in to ARMS Application

Step Details Supplier logs in to ARMS Application

Responsibility None

Navigation None

Action Enter user name, password and click on login button

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

Role Supplier



Responsibility Sourcing Buyer (ARMS)

Navigation Worklist

Action Open the notification by clicking on it.

Role Supplier




Navigation Worklist

Action Enter Note to Buyer if required (non mandatory field)

Role Supplier

Step Supplier acknowledges the participation in RFQ

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.


Navigation Worklist

Action Click on Yes button

#1 – Buyer can see that the supplier intends to participate by opening the RFQ in Sourcing buyer (ARMS) responsibility and on the negotiation, on the supplier’s tab, the field Intent to Participate should be Yes if Supplier has 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

Role Supplier

Step Supplier is redirected to his open notification

Step Details Supplier navigates to his homepage

Responsibility Homepage

Navigation None

Action Click on home icon

Role Supplier

Step Supplier navigates to Sourcing Home Page

Step Details Supplier navigates to Sourcing Home Page

Responsibility Homepage

Navigation None

Action Click on Sourcing Home page

Role Supplier

Step Supplier reviews the negotiation in “Your company’s Open Invitations’ section

Step Details Supplier reviews the negotiation in “Your company’s Open Invitations’ section

Responsibility Souring Buyer (ARMS)

Navigation Sourcing Homepage > Negotiations

Action Click on negotiation number

Role Supplier

Step Supplier reviews the 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

Role Supplier

Step Supplier reviews the negotiation terms and conditions

Step Details Supplier reviews the negotiation terms and conditions



Action Save and view the terms and conditions.

Role Supplier

Step Supplier reviews the negotiation

Step Details Supplier reviews the negotiation



Action Check the check box – I have read and accepted the terms and conditions. Click on Accept button

Role Supplier

Step Supplier reviews the negotiation

Step Details Supplier reviews the negotiation



Action None

Role Supplier

Step Supplier creates quote for the RFQ

Step Details Supplier creates quote for the RFQ



Action Select Create quote

Role Supplier

Step Supplier creates quote for the RFQ

Step Details Supplier creates quote for the RFQ


Navigation Negotiations > Create Quote

Action Click on Go

Role Supplier

Step Supplier create a quote

Step Details A quote has 2 sections, header and lines. Header contains quote header, attachments and requirement questions.

Line contains the lines and their attributes



Action Enter the Quote header details (optional – Quote valid until, Reference number and Note to Buyer) Enter answers to requirements in quote value column fields.

Role Supplier

Step Supplier responds to the requirement questions

Step Details Supplier responds to the requirement questions wherever his response is required or is optional as per the case. Some questions will be a text answer; other may have answer in number, a date or a URL. According to the nature of question, supplier should enter the answer. The field target value represents what value to the question ADIA is looking for. Answer to some requirements may be in the form of attachment (for example, requirement is please attach you last 5 years Income tax statement in pdf format) Supplier while answering this question should respond by attaching the document in Attachment section. The document should be named properly like Income_Tax_Statement_FY_1999_2004.pdf.

For some requirements answer is in LOV, supplier should select a suitable value from the list



Action Enter the response (column quote value) to the requirements. In case the quote value has a LOV, select a suitable value from the list.

Role Supplier

Step Supplier adds Attachment if required

Step Details Supplier adds Attachment if required



Action Click on Add Attachment button

Role Supplier

Step Supplier enters the title, description and selects the attachment from his desktop to be uploaded

Step Details Supplier enters the title, description and selects the attachment from his desktop to be uploaded



Action Enter title, description and click on browse button for type as file, select an file to be attached and click on Open button

NOTE: Please ensure that attachment files names contain the relevant requirement/question number before they are uploaded.

Role Supplier

Step Supplier applies the attachment

Step Details Supplier applies the attachment



Action Click on Apply button

Role Supplier

Step Supplier gets confirmation that the attachment has been added successfully

Step Details Supplier gets confirmation that the attachment has been added successfully



Action Click on lines tab

Note – If the response to the requirement is in the form of a document, please attach the document and ensure the document name is entered in the quote value of the requirement Supplier responds to the requirement questions wherever his response is required or is optional as per the case. Some questions will be a text answer, other may have answer in number, a date or a URL. According to the nature of question, supplier should enter the answer. The field target value represents what value to the question ADIA is looking for. Answer to some requirements may be in the form of attachment (for example, requirement is please attach you last 5 years Income tax statement in pdf format) Supplier while answering this question should respond by attaching the document in Attachment section. The document should be named properly like Income_Tax_Statement_FY_1999_2004.pdf . Please see the screenshot below –

Role Supplier

Step On the lines tab, supplier sees search screen to search lines. Note that search is applicable only for large negotiations. For standard negotiations, all lines are visible by default. Since Large negotiations usually have large number of lines sometimes exceeding 100, hence oracle has given a search section to search for the lines.

Step Details Supplier searches for the line



Action Review search parameters

Role Supplier

Step Supplier searches for the lines

Step Details One way by which supplier can search for all the lines in one go is to enter line number, greater than 0 as parameter. This results in all lines displayed to supplier



Action For line number, select greater than parameter

Role Supplier

Step Supplier searches for the lines

Step Details Supplier searches for the lines



Action Enter the parameter as 0 and click on Go button

Role Supplier

Step Review all the lines

Step Details Review all the lines



Action The result of the search shows the lines as per search criteria. In this example there is only line. Review the line. If the line has an icon it means more information is there on the line. Click on update icon to see the details.

Role Supplier

Step The create quote line form opens.

Step Details The form has 4 sections (Line, Attributes, Notes and Attachments. Line is where supplier can see details and enter Quote price & Promise date. Default value of promise date comes from the RFQ as setup by buyer. Supplier can overwrite.



Action Review the create quote line form

Role Supplier

Step Supplier enters the Quote line details

Step Details Supplier enters the Quote line details



Action Enter details like Quote price, Promised date, Quote value for attributes, Notes to Buyer. To add attachment, click on Add Attachment button

Role Supplier

Step Supplier adds attachment (optional)

Step Details Supplier adds attachment (optional)



Action On Add Attachment form, enter title, description. Select a file from the local machine by clicking on browse button. Open the file and Click on Apply button

Role Supplier

Step Supplier gets a notification that attachment has been successfully added to the Quote line

Step Details Note that attachment is only added but not committed. Once supplier clicks on Apply button, the attachment gets saved with the quote



Action Click on Apply button

Role Supplier

Step Supplier continues on the quote

Step Details Supplier continues on the quote



Action Click on Continue button

**** Another easier way to enter quote is by function Quote by spreadsheet. Supplier can download the quote in an XML format by clicking on button Quote by Spreadsheet on his desktop. He can than update the XML and upload it back to the application. All the updates are reflected in the quote. Create a Quote and click on Quote by Spreadsheet

It will open the Quote by Spreadsheet form. In step 1: Export Spreadsheet, select XML Spreadsheet – Rich style (.xml) and click on export button

This will download a zip file on supplier’s machine.

Open the zip file, the zip file contains a RFQ-Quote-Help.htm document and RFQ<number>-Response.xml Using help document, supplier can fill the xml file and save it on his desktop. Header Line

Yellow fields are mandatory, olive colored fields are optional Supplier should fill the xml file and save it on his desktop. Next supplier should return to the previous screen of Quote by Spreadsheet and import the file in Step 2: Import Spreadsheet Select the file to import by clicking on browse button Click on Import button to import the data to quote

Role Supplier

Step Supplier validates the Quote

Step Details Supplier validates the Quote



Action Click on Validate button

Role Supplier

Step Supplier gets confirmation that Quote has been validated without any errors

Step Details In case of any errors, supplier should contact Buyer through online discussion



Action Supplier clicks on Submit button

Role Supplier

Step Supplier gets confirmation that Quote has been entered successfully

Step Details Supplier gets confirmation that Quote has been entered successfully



Action Click on Return to Sourcing Home Page to return to Negotiations home page

Role Supplier

Step Supplier can see the quote in “Your Active and Draft Responses” section

Step Details Supplier can see the quote in “Your Active and Draft Responses” section



Action None

OUM USER GUIDE Abu Dhabi Investment Authority

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