Supply Chain

Supply Chain Process

To assign the prequalification questionnaire to the Organisation select required Organisation and navigate to Prequalification tab. Below screen will be presented.

Click on button to open pop up window that will let you select Prequilification category, Due Date, Reason, Assignee and Reviewer.

Once Category is selected the criterion assigned to this category will display.

Reviewer field drop-down is dictated by a category record set up. If job role has been selected for this field then the drop-down will show all the users from the system that have this job role assigned. If no job role have been selected then all the users from the system will be available and all the mailing groups will became available. If one of the mailing groups is selected then all the users that belong to this group will be assigned as reviewers and receive notification about that fact.

Assignee or email field will show a drop-down of users that belong to the organisation. Also external email address can be populated at this field if required person is not present on a system. In case of assigning the email address the notification will be sent with a link address to the site as presented below.

Once all the mandatory fields are populated on a form Click to schedule prequalification or to close the form.

Scheduled prequalification will be added to the Organisation Prequalification Tab with Status Ongoing. Notification will be generated and sent to the assigned Organisation to inform that the prequalification has been scheduled. Also Assignee will receive a notification about assigned questionnaire.

Upon clicking on arrow next to Category Name the Prequalification will expand and state all the details: Criterion, Assignee, Reviewer and Status.

To Reject the entire prequalification you need to highlight Category Name and Reject button will become available. All prequalifications can be rejected at any point during the prequalification process.

To Accept the entire prequalification all the criterions under the Category have to be in status Completed. To Accept the prequalification highlight category and accept button will become available.

As an Assignee, you will receive a notification that will mention title of the questionnaire. You can find the prequalification questionnaire in two ways:

By opening Prequaification tab for your Organisation and searching for a Category Name and clicking on a Criterion title hiperlink which will take you to the questionnaire
By opening Tools & Questionnaires & Search Assignments and filtering via assigned to me

Upon completing the questionnaire click on submit. Status of the questionnaire will change to Submitted and notification will be sent to the Reviewer to inform that questionnaire is ready for review.

As an Reviewer you will receive a notification that will mention title of the questionnaire. You can find the prequalification questionnaire in two ways:

By opening Prequaification tab for your Organisation and searching for a Category Name and clicking on a Criterion title hiperlink which will take you to the questionnaire
By opening Tools & Questionnaires & Search Assignments and filtering via For me to review

The workflow for supply chain process has been described below:

Create & Edit Categories

Creating a Category

Categories are used to group a number of questionnaires together. When scheduling the prequalification process this allows you to schedule all questionnaires within the category at the same time and track them as a whole rather than individual questionnaires.

Once the prequalification questionnaires have been set up using Create Questionnaire Template they can be assigned to a category; you must ensure that 'Prequalification' is selected as an Applicable Record type to use the questionnaire template in a category. Clicking on Create Category will open the page shown below.

From here you can give your category a name and a description, assign job roles to review the process, add questionnaire templates as a list of criteria and add instruction document.

By specifying job roles you can restrict the number of users who can use the prequalification process; this means that you will only be able to assign users with the selected job role to review questionnaires and approve the prequalification process. To add a job role click on the appropriate field and begin to type in the name of the job role; this will generate a list of relevant job roles for you to select. The Reviewer job role specifies which job role can review each questionnaire; the Approver job role specifies which job role can approve the prequalification process.

To create questionnaire criteria in the category you must first give the criteria a name; you can then search for a questionnaire template and assign a reviewer job role if required.

To add more criteria click ; this will add a new row to the list of criteria. To delete a row click the red cross next to the row that you wish to delete.

To add Instructions for prequalification write required text in the text area. Upon start of the prequlaification this text will be sent to the Organisation email address together with the attached instruction document.

To Add Instruction Document click on the button. The pop up window will appear. From that window select document folder where your file will be uploaded to. You can upload your document from your local or from DMS folder. Once all documents are uploaded and required folder is selected click on Add in the bottom of the page.

Once you have finished setting up the category click 'Create' to create your category, this will take you to the Category record page. Clicking 'Cancel' will generate a pop up asking you to confirm the action, click 'Continue Working' to return to create category, or click 'Yes, Close' to go to the Search Categories page.

Search Categories

Search allows you to search for any categories within the system, filter through categories and access a category record. Clicking on this option will open the page shown below.

The list of categories contains the following information:

Name
Tags

Clicking on a category will open the Category Record page.

Search Categories

To search for categories click the button next to the column header. For example, if you wanted to search by Name you could click the button next to Name.

For more information on this function see Filters.

Sort Questionnaires

You can also sort items by grouping them; to do this drag the column header that you wish to group by into the blue box above the columns. This will sort the categories into groups defined by the column header; in the example shown below the categories have been grouped by Name.

To change the order that the categories are displayed in click the column header that you wish to organise by. Clicking once will arrange them in alphabetical order defined by the information in that column. Clicking the column header for a second time will arrange the categories in reverse alphabetical order. Clicking the column header for a third time will return the categories to displaying in the original order.

Custom Filters

Custom Filters allow you to conduct a more detailed search of the categories; these are expandable & collapsible using the filter symbol . For more information on this function see Custom Filters.