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Relationship Management Framework “Major Suppliers Portal” Agency User Guide Version 1 1 December 2015
Relationship Management Framework
“Major Suppliers Portal”
Agency User Guide
Version 1
1 December 2015
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NSW Government Major Suppliers Portal Agency User Guide
Contents
INTRODUCTION 4 USER ROLES 7 Roles for Agencies 7 Roles for Suppliers 7 BEFORE YOU BEGIN 8 Conventions Used in this Guide 8 Logon and Password 8 Help Tips 9 LOGIN NSW GOVERNMENT MAJOR SUPPLIERS PORTAL 10 Login, Password Reset and Sign Up 10 NAVIGATING THE MAJOR SUPPLIERS PORTAL 23 Site Map 24 My Agency 25 Suppliers 27 Engagements 29 My Feed 31 Search 33 Log Out 35 Creating a New Engagement 37 Approving a New Engagement 40 Creating Feedback for an Engagement 47 Viewing Suppliers 52 Navigating and Searching Engagements 54 Add Files to Engagements 57 Add New Post to My Feed 62 Searching the Major Suppliers Portal 64 NEED HELP USING THE PORTAL 66
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Introduction NSW Government spent in excess of $220 million on general advisory services in the 2014 – 2015 financial year. This spend is heavily concentrated towards a small number of consulting firms, with ten major suppliers accounting for 71% of this expenditure. Five Tier One suppliers provided 62% of all consultancy advice by value.
NSW Government wants better value for money and a smarter, more flexible approach when engaging a major supplier. The Relationship Management Framework (RMF) was developed as a result, in consultation with major Advisory Firms and NSW Government agencies.
ERC has placed an obligation on the Agency Head or Chief Financial Officer to personally approve all engagements valued over $50,000 with major suppliers of consultancy or other services from 1 December 2015. Procurement Board Direction 2015-04 provides you with more information.
The introduction of the Major Suppliers Portal https://www.majorsuppliersportal.nsw.gov.au across NSW Government will assist in meeting these obligations.
Procurement Board Direction 2015-04
From 1 December 2015, when engaging with a major supplier of consultancy or other services valued at over $50,000 an agency is required to:
! have the approval of the agency head or CFO
! approval can only be given once satisfied that no similar work has been purchased by NSW Government, or if work has been purchased that a significant discount has been given by the consulting firm to recognise re-use of previous work
! report all engagements on the Major Suppliers Portal
! report information about the engagement and its outcome on the Major Suppliers Portal
What is the Major Suppliers Portal? The Major Suppliers Portal is an on-line self-service portal to assist NSW Government to better manage and understand the use of major suppliers of consultancy and other services.
Designed for information sharing and approval of engagements with major consulting suppliers, the Major Suppliers Portal aims to:
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! Reduce demand for consulting services by increasing sharing of information and re-use of advice already purchased across NSW Government agencies
! Improve agency procurement around engagement of consultancy services
! Increase transparency of consultancy spend with major suppliers across NSW Government and identify current market share of major suppliers
! Increase transparency of consulting services bought and delivered across NSW Government
! Increase NSW Government understanding of market capabilities of consultancy firms.
What is a Major Supplier? Currently the portal applies only to major suppliers of consultancy services.
A major supplier is a consulting business that has supplied work valued above $2 million during the last financial year
The current ten major suppliers of consultancy services are:
Accenture APP Corporation
Boston Consulting Group (BCG) Deloitte
Ernst & Young (EY) KPMG
Nous Group Price Waterhouse Coopers (PwC)
Project 7 Consultancy Third Horizon
The Chair of the Procurement Board has discretion to add or remove suppliers from this list.
What Information is Captured by the Major Suppliers Portal? The Major Suppliers Portal will show:
• NSW Government $ spend on consultancy and other services with a major supplier
• Types of work being procured by agencies and cost
• The quality of this work – through ratings
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• The competencies and capabilities of firms and consultants
• Consultancy firms rates and current market share
• Consulting Firms will have limited access to the portal to upload information about the services they provide
How do I access the Major Suppliers Portal? To start using the Major Suppliers Portal log into https://www.majorsuppliersportal.nsw.gov.au and sign up to use the Portal.
This User Guide provides you with all the details for using and understanding the Major Suppliers Portal.. A “Quick Guide’ is also available to assist you in getting started.
Who do I contact if I need help using the Major Suppliers Portal? For further information or for assistance using the Major Suppliers’ Portal, please contact the NSW Procurement Service Centre on 1800 679 289 or email: [email protected]
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User Roles All users will be provided with specified access to perform all necessary functions in the Major Suppliers Portal depending on your professional role.
User roles and their allowable web functions for the Major Suppliers Portal are detailed below.
Roles for Agencies
Function Agencies
• My Agency Details • My Profile Read & Update
• My Engagements • Sensitive Engagements (I am a part of)
Create, Read & Update
• All Agencies and Suppliers Accounts • All Contacts • All Engagements • All Feedback • All Competencies
Read Only
• My Contacts • My Feedback
Create, Read, Update & Delete
• Sensitive Engagements No Access
Roles for Major Suppliers
Function Suppliers
• My Firm Detail • My Profile (User Details) • My Engagements • Sensitive Engagements (I am a part of)
Update & Read
• My Contacts • My Feedback (response to received
feedback)
Create, Read, Update & Delete
• My Feedback Read Only
• Sensitive Engagement • All Feedback • All Agencies and All Contacts • All Engagements • All Competencies
No Access
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Before You Begin
Conventions Used in this Guide 1. Instructions for actions are shown in the following style:
Action
The instructions for actions are enclosed in the box.
The names of screens and sections of NSW Government Major Suppliers Portal are shown in bold type: e.g. NSW Government Major Suppliers Portal page.
2. Naming Conventions
• An Agency refers to a NSW Government Cluster and, or Agency • A Supplier refers to the supplier which has been engaged to complete
the engagement.
Logon and Password To access the Major Suppliers Portal simply log on to the URL below and sign up to begin using the Portal. The registration process takes only a few minutes to complete. Once you have signed up your logon and Password details will be sent to you immediately.
Please note: you will need a NSW Government email address to log into the Portal. If you currently do not have a NSW Government email address, please contact the NSW Procurement Service Centre on 1800 679 289 or email: [email protected] and they will get you started.
Web Portal URL https://www.majorsuppliersportal.nsw.gov.au
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Help Tips
The NSW Government Major Suppliers Portal provides many explanatory tips available via a mouse hover. The example is provided below:
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Login, Password Reset and Sign Up The Agency Login Page provides the following user capabilities:
• Login to the NSW Government Major Suppliers Portal • Forgot My Password for password reset • Sign-Up, allowing first time users to register
Login - Web Portal URL
Action
Select link below
https://www.majorsuppliersportal.nsw.gov.au
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Login Page Appears
Login Page
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Action
Enter your user name and password, and click Log In.
Login Page
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The NSW Government Major Suppliers Portal home page Appears
NSW Government Major Suppliers Portal Page
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Forgot My Password
Action
Select link below
https://www.majorsuppliersportal.nsw.gov.au
Login Page Appears
Login Page
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Action
Click Forgot Your Password
Login Page
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Forgot Your Password page appears
Action
Enter your email address and click Continue
Forgot Your Password
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Note: If you entered an incorrect email address the following message and link may appear.
Action
Either click resend the email or contact your administrator.
Check Your Email
Note: If you entered your email correctly, then you will receive an email with a link where you can enter your new password.
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Change Your Password page appears.
Action
Enter your new password and then click Change Password
Change Your Password
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The NSW Government Major Suppliers Portal page Appears
NSW Government Major Suppliers Portal Page
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Sign-Up
Action
Select link below
https://www.majorsuppliersportal.nsw.gov.au
Login Page Appears
Login Page
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Action
Click Sign-Up
Sign- Up Page
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Sign-Up page appears
Action
Enter your user details and click Submit. Note that a welcome email is also sent.
Sign-Up Page
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The NSW Government Major Suppliers Portal page Appears
NSW Government Major Suppliers Portal Page
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Navigating the Major Suppliers Portal
The main sections of NSW Government Major Suppliers Portal for Agencies are:
• Home – Agency Portal Home Page
• My Agency (Link)
• Suppliers (Link)
• Engagements (Link)
• My Feed (Link)
• Search (Link)
• Log Out (Link)
The top navigation bar displays the main functions available. The availability of these functions is based on the role assigned to you.
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NSW Government Major Suppliers Portal Page
When you log in, the Agency Home Page screen opens.
Site Map
My Agency • Agency Home Page
Suppliers • Suppliers List View
Engagements • Engagements List View
My Feed • My Feed Page
Search Portal • Search Page
Logout • Logout Of Portal
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My Agency
Action
Click on My Agency
NSW Government Major Suppliers Portal Page
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The Agency Home page opens.
Agency Home Page =
The Agency Home page contains information about your agency, engagements current and completed and provides you with a list of key contacts including your nominated approver.
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Suppliers
Here you will find information about each of the major suppliers on the portal, such as: key contacts, skills and capabilities of the supplier, details of engagements across NSW Government and ratings on the quality of the work completed.
Action
Click on Suppliers
NSW Government Major Suppliers Portal Page
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The Suppliers List View page screen opens.
Suppliers List View
Choose a supplier from the list and click on it to open the supplier home page for detailed information.
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Engagements
Here you will find information about all engagements undertaken with the major suppliers. You can use this section to search for similar work currently in flight or completed across agencies or enter a new engagement for your agency.
Action
Click on Engagements
NSW Government Major Suppliers Portal Page
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The Engagement List View page screen opens.
Engagements List View
From the engagements home page you will be able to view all engagements across NSW Government agencies or search for a specific engagement or capability to assist you to identify any similar work or advice that has previously been purchased.
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My Feed The My Feed page is specific to you. Here you can set up chatter and subscribe to specific project or engagement information relevant to you and your agency.
Action
Click on My Feed
NSW Government Major Suppliers Portal Page
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The My Feed page appears
My Feed Page
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Search The Search Portal icon allows you to search across the entire portal for engagements, suppliers, ratings and feedback, documents, competencies and capabilities of suppliers and any other information.
Action
Click on Search Portal
NSW Government Major Suppliers Portal Page
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The Search page appears
Search Page
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Log Out
The log out function allows you to log out and exit the Major Suppliers Portal.
Action
Click on Log Out
NSW Government Major Suppliers Portal Page
c
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The Log In Page appears
Log In Page
You are now logged out of the system and will need to log back in should you need to access information in the Major Suppliers Portal.
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Creating a New Engagement
This section of the user guide outlines the steps involved in creating and if required, seeking approval for a new engagements with a major supplier.
Action
On the home page Click on Engagements
NSW Government Major Suppliers Portal Page
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The Engagements page opens.
Action
Click on Create New Engagement
Engagements Page
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The New Engagement page opens.
Action
Enter project details as prompted and click Save & New
New Engagement Page
Note: User will receive notification that the new engagement was saved:
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Approval of a New Engagement
The steps involved in seeking and providing approval for a new engagement through the portal are outlined below.
Action
Click on Engagements
NSW Government Major Suppliers Portal Page
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The Engagements page opens.
Action
Click on (1) All Engagements, then (2) enter your project name, and (3) select your project.
Engagements Page
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The New Engagement page opens.
Action
Click Submit for Approval. Note: for the engagement to be approved through the portal your nominated approver must be registered as an approver on the portal.
New Engagement Page
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The Engagement Approval page opens.
Action
Note: the approval of a new engagement must be completed by a nominated approver for your agency. In this case the nominated approver is Sarah Smith. The steps below assume Don Jones is the current user. (1) Select approver from list and then (2) click Submit.
Engagement Approval Page
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The Engagement Details page opens.
Action
The user is returned to the Engagement Details page, noting (1) the status has changed to Submitted, and (2) the Approval History now indicates that approval is Pending. To approve or reject the engagement the approver will Click (3) Approve / Reject.
Engagement Details Page
Note: when a new engagement is submitted for approval through the Major Suppliers Portal an email alert will be sent directly to the nominated approver advising them that an approval request has been lodged.
A sample email notification is provided on the following page.
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Sample Email Notification To Approver
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The Engagement Approval page opens.
Action
To approve or reject a new engagement, enter any comments you may have, and then click the Approve/Reject button.
Engagement Approval Page
Note: Approval page is presented, and the user is returned to the Engagement page where the status has changed to Approved.
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Creating Feedback on an Engagement
Once an engagement has been completed with a major supplier you will be asked to provide feedback and rate the quality of the engagement and the supplier. This section details the steps involved in creating feedback for an engagement.
Action
Click on Engagements
NSW Government Major Suppliers Portal Page
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The Engagements Table page screen opens.
Engagements Table
Action
Click on the “Action Required” Tab and choose the engagement you wish to provide feedback for.
Engagements Table
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The Engagements details page screen opens.
Action
Scroll down to the feedback section and click the “Provide Feedback” button
Engagement Details Page
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The New Feedback screen opens.
Action
Input the desired information for each field. Note: you must choose applicable fields from the lookup menu to associate the feedback with the person or engagement you are providing feedback for. Choose a rating and if you recommend using this supplier in the future from the drop down menu and click “Save”.
New Feedback Page
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Viewing Suppliers Here you will find information about each of the major suppliers on the portal, such as: key contacts, skills and capabilities of the supplier, details of engagements across NSW Government and ratings on the quality of the work completed.
Action
Click on Suppliers
NSW Government Major Suppliers Portal Page
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The Suppliers List View page opens.
Action
Click on Suppliers to view details of Suppliers.
Suppliers List View Page
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Navigating and Searching Engagements
Action
Click on Engagements
NSW Government Major Suppliers Portal Page
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The Engagement List View page opens.
Select applicable tab, My Engagements, All Active Engagements, Action Required or Closed Engagement, then Click on Engagement to view details of Suppliers. Engagement details are displayed.
Note: that My Engagements are the engagements that you or your agency is a part of.
Engagements List View Page
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Select applicable tab, All Active Engagements, Action Required or Closed Engagement, then enter search criteria.
Search on Engagements List View Page
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Adding Files or Documents to Engagements
Action
Click on Engagements
NSW Government Major Suppliers Portal Page
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The Engagement List View page opens.
Select applicable tab, All Active Engagements, Action Required or Closed Engagement, then Click on Engagement to view details of Suppliers. Engagement details are displayed.
Engagements List View Page
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Engagement Details page appears.
Action
Click on Feed.
Engagements Details Page
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Feed page appears.
Action
Click on File link.
Feed Page
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Upload File box appears.
Action
Click on Upload a file from your computer, then browse, and select a file to upload.
Feed Page
Note: The file you selected appears, then click Share. File appears in Feed.
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Add a New Post to My Feed
Action
Click on My Feed
NSW Government Major Suppliers Portal Page
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My Feed appears.
Action
Click on Post. Enter post and the click Share.
My Feed Page
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Searching the Major Suppliers Portal
Action
From the home page, click on the Search Portal icon
NSW Government Major Suppliers Portal Page
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Search page appears.
Action
Enter search criteria and click Search Again.
Search Page
All information relating to the search criteria will be displayed including engagements, documents, suppliers and competencies.
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Need help using the Major Suppliers Portal? For further information or for assistance using the Major Suppliers’ Portal, please contact the NSW Procurement Service Centre on 1800 679 289 or email: [email protected]
