PCF e-Sourcing Buyer Manual (Requestor)

SESAMi Confidential Proprietary. 1. PAP Community Foundation e-Sourcing Module User Manual Training ( Division User / Requestor ).

SESAMi Confidential Proprietary. 2. AGENDA Portal Login Create Small Value Purchase (SVP) / Request for Quotation (RFQ) Manage SVP / RFQ Resubmission Quotation Analysis / Response Award Recommendation / No Award Recommendation Create Offline SVP/RFQ.

Business Process Flow. SESAMi Confidential Proprietary.

SESAMi Confidential Proprietary. 4. 1. Portal Login.

[Audio] Click on Sign In under PCF Staff Login to login to the portal..

[Audio] Click on e-Sourcing under the module selection pop-up.

SESAMi Confidential Proprietary. 7. 2. Create Small Value Purchase (SVP) / Request for Quotation (RFQ).

Process Flow for SVP / RFQ Publication. SESAMi Confidential Proprietary.

[Audio] Move the mouse over to SourceKey, SVP, Create SVP. There are 5 tabs for the SVP creation. Input and select all the information for the compulsory fields marked wit the red asterisk. Once done, click on Next to proceed to Item Detail tab.

[Audio] The following prompt message will pop out. For Open sourcing type, recommended to open the SVP/RFQ for 7 working days. For Limited sourcing type, recommended to open the SVP/RFQ for 5 working days. System will prompt the following pop-up messages if the SVP/RFQ's closing date is less than the recommended number of working days from the opening date..

[Audio] Input all compulsory fields. Click on Add Item once done. The added item can be updated or deleted. Click on Next to proceed to Attachment tab..

[Audio] Click on Choose File to select the file to be uploaded. Input the file information in the Description field. Click on Upload Attachment after selecting the file. The uploaded attachment will be displayed under the Attachment(s) section. File upload allows only 50 MB per file. User can choose whether attachments can be viewed by PCF and Supplier, or just by PCF. Click on Next to proceed to Preview tab.

[Audio] Use the Search Criteria to look for registered vendors. You can search for registered vendors by name or category. Tick the box for the respective vendor and click on Notify Selected Supplier(s) to trigger notification email to invited vendors..

[Audio] Click on Submit for Publication. The following prompt message will appear when submission is successful..

SESAMi Confidential Proprietary. 15. 3. Manage SVP / RFQ.

[Audio] Move the mouse over to SourceKey, SVP, Manage SVP. Click on the View hyperlink under Action.

[Audio] When buyer clicks on 'Change' button, system will initiate the change and show the Header Page. SVP/RFQ can be cancelled if it is still under Open status.

SESAMi Confidential Proprietary. 18. 4. Resubmission.

[Audio] For SVP/ RFQ, requestor can initiate resubmission after closing time. The maximum number of times for a resubmission is 5. Move the mouse over to SourceKey, SVP, Manage SVP. Click on the Resubmission hyperlink under Action.

[Audio] For Resubmission, Buyer can upload attachment, set the closing Date/Time and select the suppliers. Only vendors who has submitted their quotation can be invited for the resubmission.

5. Quotation Analysis / Response. SESAMi Confidential Proprietary.

[Audio] Move the mouse over to SourceKey, View, View Response. Click on View hyperlink under Action.

[Audio] User can view details of vendor's quotation and download attachments Click on the View icon under Action to view the line item quote input by vendor. Click on the Download hyperlink to download the attachment.

[Audio] Move the mouse over to SourceKey, View, View Analysis. Click on the View hyperlink under Action.

[Audio] The Response summary page shows the bids received from the participating vendors. Click on View Supplier Response to view the details of the bids.

[Audio] Click on Export button to download Excel file for received bids under the RFQ. The excel file shows all the bids received from the suppliers for a particular SVP / RFQ / Tender. Buyer can evaluate the bids at item level..

6.1 Award Recommendation. SESAMi Confidential Proprietary.

Award - Process Flow for SVP. SESAMi Confidential Proprietary.

Award - Process Flow for RFQ. SESAMi Confidential Proprietary.

[Audio] Move the mouse over to SourceKey, Award, Create Award. Click on the Recommend icon under Action proceed..

[Audio] Create Award recommendation page contains 5 tabs. They are Header, Item Detail, Recommendation, Recommended Item, Preview. Fill in all the compulsory fields marked with the red asterisk. Click on Edit Messages if to edit the default message that will be send to both successful and unsuccessful suppliers. Click on Next to Proceed..

Award Recommendation - Item Detail. SESAMi Confidential Proprietary.

Award Recommendation - Recommendation. SESAMi Confidential Proprietary.

[Audio] Input or select the following compulsory fields. Click on Update Item once done..

[Audio] Requestor can choose to use more than one cost centre for the recommended item. Click on the Plusicon besides the Action column. Click on the Add hyperlink under the Cost Distribution section.

[Audio] Recommendation routed to the respective approving authority based on the type of document. For SVP Award, if EVP is up to 2K, then the document will be routed to 1 level approval. If EVP is above 2K, then then document will be routed to 2 levels of approval. Endorser is optional..

[Audio] For RFQ Award, the document will be routed to 3 levels of approval. Both Recommender and Endorser are optional..

[Audio] Select respective approvers under Approver Selection. Click on Submit for Approval once done. The following prompt message will appear once submission is done..

SESAMi Confidential Proprietary. 39. 6.2 No Award Recommendation.

[Audio] Tick on No Award option. Click on Edit Messages if to make any changes to the message that will be triggered to the vendors.

[Audio] The item detail tab will be empty due No Award option selected. Click on Next to proceed to the next tab.

[Audio] Click Choose File to select file to upload. Click on Upload to upload the selected file. Tick on Others for the recommendation under the Recommendation Reason section. Click on Next once done.

[Audio] There will be no supplier under the Supplier Name dropdown to select. Click on Next to proceed to the next tab..

[Audio] Select respective approvers under Approver Selection Click on Submit for Approval once done. The following prompt message will appear once submission is done..

SESAMi Confidential Proprietary. 45. 7. Create Offline SVP / RFQ.

[Audio] Move to Source Key, Create SVP/ RFQ Offline, Create RFQ Offline. This function helps to create an offline SVP / RFQ for the quotations received from supplier through offline. Limit for SVP is up to 5K, only one supplier can be awarded in one SVP Limit for RFQ is above 5K up to 70K, one or more suppliers can be awarded in one RFQ.

[Audio] Requestor to manually input the following fields. Tick on the Award box if the quotation is to be awarded. Click on Add new quotation when done. The created quotes will appear under the List of quotation section.

SESAMi Confidential Proprietary. 48. Graphical user interface Description automatically generated with medium confidence.

[Audio] Allows distributing an item quantity to more than one cost center. If user clicks on plus icon, then system will show the cost distribution for that item. Under the cost distribution section, there is an 'add link. This link will show the popup page to distribute the quantity with different cost center..

[Audio] Click on Choose File to select the file to be uploaded. Input the file information in the Description field..