TenderLink Documentation: Evaluation For PurchasersTenderLink Documentation: Evaluation For...

Evaluation For Purchasers:Create and Manage Online Requirements Forms

TenderLink Documentation:

Evaluation For Purchasers 2

Contents3 OnlineeValuationProcessFlowChart

4 Introduction

4 OnlineRequirementForms

4 RequirementForms 5 CreateaRequirementsForm(PS) 7 CopyaRequirementsForm(PS) 7 RenameaRequirementsForm(PS) 7 DeleteaRequirementsForm(PS) 8 ViewTenderDetails 8 SelectaRequirementsForm(PS)

8 EditaRequirementsForm 8 CreateaGeneralSectionWithinaRequirementsForm(PS) 10 CreateaPre-qualificationComplianceSection(PS) 10 CreateaSub-sectionWithinaRequirementsForm 11 CreateRequirementsWithinaSub-Section 11 AddaComplianceRequirement 13 AddaCustomRequirement 14 AddaProductRequirement 15 AddPricingRequirements 15 AddaTextRequirement 16 PrintRequirements 16 ManageProjectNotes(PS) 18 ManageAttachedFiles 19 LockRequirementsForm(PS)

20 ManageRequirementsFormWeighting 20 RatingSectionsByImportanceRatings(PS) 21 RatingSectionsByComparisonValues 22 RatingSub-sectionsByImportanceRatings 23 RatingSub-sectionsByComparisonValues 24 RatingRequirementsByImportanceRatings 25 RatingRequirementsByComparisonValues 27 PrintRequirementsForm

27 FinaliseRequirementsFormWeighting(PS) 27 ViewWeights 28 PrintWeights 28 LockUserWeighting 28 TransferWeightAverages 29 AddorChangeFinalWeights 30 Auto-balanceWeights 31 SaveFinalConcensusWeights

32 ManageRequirementsFormApprovals(PS)

33 AttachRequirementsFormtoTender(TenderOwner)

33 RequirementsFormAdministration(PS) 34 SupplierInstructions 34 ManageProcurementSpecialists 36 ManageRequirementFormsPermissions 36 ManageSectionPermissions 37 ScoringLevelSelection 37 ManageWeightingOptionsSelection 37 ManageImportanceRatingOptions 38 ManageComparisonValueOptions 39 ManageScoringOptions 40 ManageEvaluationEnabledSections

41 CribSheet

43 GlossaryofTerms

OnlineeValuationProcessFlowChart

Create Online Requirements

Form

Requirements Developed

Within

Requirements Form

Requirements Form

Weighted By

Procurement

Team

Weighting Finalised By

Procurement

Specialist

Requirements Form Approved

(One or More Procurement

Specialists)

Requirements Form

Attached to

Tender

TenderReleased

Tender

Created(By Tender

Owner)

Purchaser: Procurement Team

ViewTender

View Requirements

Respond to Requirements

Via Online Response

Form

ReviewResponse

Form Make

Submission

Supplier

TenderClosed

Keys Released For Electronic

Tender Box

SupplierResponses Scored By Evaluation

Team

ScoresFinalised By Evaluation

Team Leader

SuppliersShort-listed

Tender Awarded(Tender Owner)

Purchaser: Evaluation Team

Successful Supplier

Agreed to By Evaluation

Team


Introduction

UsethismanualtocreateandmanageOnlineRequirementFormsandmakeRequirementFormsavailableforOnlineResponseofatender.SimplylogontoyourTenderlink.comeTenderingPortalandnavigatetotheDashboard.

OnlineRequirementForms

TostartyourRequirementsForm,afterloggingontoyourTenderlink.comeTenderingPortal,intheDashboardmenuunderevaluationoptionsclickonView/AmendForms(figure1).

Figure 1. The Dashboard window.

IntheeValuationareaoftheTenderLinksystemthereisa15minutetime-outfunctionforsecurityreasons,thismeansifyouleaveyoursessionidlefor15minutesormoreyouwillautomaticallybeloggedout.Youmustlogbackinasthesameuser(i.e.sameemailaddress/username)torestoreyoursession,yourdatawillnotbelost.Ifyouclickonanyothermenuorattempttonavigateawayfromtheloginboxdisplayed,youwillloseyoursessiondetailsandanyunsaveddataforeValuation.

!Note:PS=ProcurementSpecialistonlycanperformtask.

UserswhoarenotProcurementSpecialistshavelimitedfunctionality,theyarenotabletocreatenewRequire-mentsForms,accessRequirementFormsAdministrationorviewthefinaliseweightingsectionandareonlyabletoviewRequirementsFormsthattheyhavebeengivenpermissionstoo.AnonProcurementSpecialistisabletoseeprojectnotesandfilesbutnotaddprojectnotesorfiles.

RequirementForms

Foreaseofuse,theRequirementFormswindowisdividedintoavarietyofdifferentfolders.YouwillonlyseeRequirementFormsthatyouhavepermissionsfor.Clicktheplusbutton nexttothefoldertitletoexpandthatfolder.Minimisethefolderbyclickingontheminusicon .

ThefirstfolderhousesalltheRequirementFormsthatyouhavecreated-RequirementFormsCreatebyMe.

Thesecondfolder-DraftRequirementForms,hasallformsthatareinprogress.

OnceaRequirementsFormhasbeenlockedorapproveditwillappearinthethirdfolder-ApprovedorLockedRequirementForms.


AnyRequirementsFormthatareattachedtoalivetenderwillappearinthefourthfolder-AttachedtoCur-rentTender.

WhenatenderisclosedtheRequirementsFormwillbemovedtothenextfolder-AttachedtoClosedorWithdrawnTender.

AllRequirementForms,regardlessofstatus,willalsoappearintheAllRequirementFormsfolder.

LastlytheRecycleBinfolderhousesalldeletedRequirementForms.

Figure 2. The Requirements Forms window.

CreateaRequirementsForm(PS)

IntheRequirementFormswindowclickontheCreateaRequirementsFormbuttonatthetoprightofthescreen(figure3).

Figure 3. Create a Requirements Form.

Adialogueboxwillappear(figure4).EnterthenameforthenewRequirementsFormandclickontheOKbutton.InthisexamplewewillcreateaRequirementsFormcalled‘CarPurchase’whichwillbeattachedtoatenderforthepurchaseofanewfleetcar.ClickontheCancelbuttontoabortRequirementsFormCreation.


Figure 4. Create a New Requirements Form dialogue box.

TheRequirementsFormiscreated.

ClickontheConfirmbuttontoconfirmnochangeindeclarationofconflictofinterest(figure5).

Figure 5. Declaration of Interest.

YouwillbenavigatedtothecontentspageofyournewRequirementsForm.

Figure 6. The Requirements Form Contents.

YouwillnoticeatthebottomoftheRequirementsFormContentsthereareaseriesofsevenindicators(figure6),thesesevenindicatorsarethestepsrecommendedtocompleteyourRequirementsForm.Theywillhelptotrackyourprogressandcanbereferredtoforhelp.Asmallerversionoficons-theProgressIndicatorcanbeseenatthetoprightofyourscreen.


Clickonthetitleoftheicontodisplaythatstepandhelpinformation(figure7).

Figure 7. The seven step process.

TonavigatebacktotheRequirementFormswindowclickontheView/AmendFormslinkatthetoprightofthescreen.

CopyaRequirementsForm(PS)

IntheRequirementFormswindowfindtheRequirementsFormthatyouwishtocopyandnavigateacrossthescreentothecorrespondingiconsontherightoftheTenderID.

Choosethefirsticon(figure8)tocreateacopyoftheRequirementsForm.

!Note:Hoverovereachicontodisplayiconname.

Figure 8. The copy a Requirements Form icon.

AnyCustomAdministrationsettings(eg.ImportanceRatings/ComparisonValues/ScoringOptions)willbecopiedtothenewRequirementsForm.ProjectNotes,Weights,FilesandPermissionswillnotbecopiedtothenewRequirementsForm.

AnewRequirementsFormwillappeartitled‘Copyof<OriginalRequirementsFormName>’.UsetherenameicontorenamethecopiedRequirementsForm.

RenameaRequirementsForm(PS)

IntheRequirementFormswindowfindtheRequirementsFormthatyouwishtorenameandnavigateacrossthescreentothecorrespondingiconsontherightoftheTenderID.

Choosethesecondicon torenametheRequirementsForm.Adialogueboxwillappear.EnterthenewnamefortheRequirementsFormandclickontheOKbutton.TheRequirementsFormhasnowbeenrenamed.ClickontheCancelbuttontoabortwithoutrenamingtheRequirementsForm.

DeleteaRequirementsForm(PS)

IntheRequirementFormsCataloguefindtheRequirementsFormthatyouwishtodeleteandnavigateacross


thescreentothecorrespondingiconsontherightoftheTenderID.

Choosethefourthicon todeletetheRequirementsForm.Adialogueboxwillappear,ifyouaresureyouwanttodeletetheRequirementsForm,clickontheOKbutton.TheRequirementsFormwillbemovedtotheRecycleBinfolder.TocompletelyremovetheformintheRecyclebinchoosethefourthiconagaintodelete.

ViewTenderDetails

ToviewthetenderdetailsthatrelatetoaRequirementsForm,intheRequirementFormswindowfindtheRequirementsFormandnavigateacrossthescreentotheTenderIDcolumn.ClickontheTenderIDtoviewthetenderforthatRequirementsForm(seefigure6).

!Note:TheTenderIDwillonlybedisplayedaftertheRequirementsFormhasbeenattachedtoatender.

SelectaRequirementsForm(PS)

IntheRequirementFormswindowfindtheRequirementsFormthatyouwishtoview/editandclickontheRequirementsFormtitle.ADeclarationofinterestdialogueboxwillappear.ClickontheConfirmbuttontoconfirmnochangeinconflictofinterest.YouwillthenbetakentotheRequirementsFormContents(figure9).

Figure 9. The Requirements Form Contents.

IntheRequirementsFormContentsisalistofthesectionswithintheRequirementsForm,pleasenotethiswillbeblankinanewRequirementsForm.

EditaRequirementsForm

CreateaGeneralSectionWithinaRequirementsForm(PS)

OntheRequirementsFormContentspage,tocreateanewsection,enterthenameofthesectionintothe‘CreateaNewSectionfieldlocatedbelowthesectiontitles(figure7),selectthetypeofsectionasDefault,enteradescriptionforyoursectioninthe‘Description’fieldlocatedbelow(notrequired),thenclickontheCre-ateSectionbutton.TorenameasectionbrowsetothatsectionandclickontheRenamebuttonwhichcanbefoundontherightadjacenttothesectiontitle,likewisetodeleteasectionclickontheDeletebutton.Toeditthesectiondescription,clickontheEditbuttonontherightadjacenttothedescription.

Herewewillcreateatab,orsectioncalled‘Specifications’inordertoaddRequirementsforthespecificationsrequiredforournewcar(figure10).Anewsectionandtabiscreated.


Figure 10. Create a New Section.

Sectionsarenumberedfrom1intheordertheyarecreated.Hoveroveratabtodisplaythetitleofthesection,clickatabtogotothatsection(figure11).

Figure 11. Navigate to a section.

Torearrangetheorderofthesections,intheRequirementsFormContentsusethearrows totheleftofthesectionnamestomovethesectionup(towardsthebeginningoftheRequirementsForm),ordown(towardstheendoftheRequirementsForm)(figure12).

Figure 12. Rearrange sections.


CreateaPre-qualificationComplianceSection(PS)

OntheRequirementsFormContentspage,tocreateanewPre-qualificationCompliancesection,enterthenameofthesectionintothe‘CreateaNewSectionfieldlocatedbelowthesectiontitles(figure13),selectthetypeofsectionasComplianceOnly,enteradescriptionforyoursectioninthe‘Description’fieldlocatedbelow(notrequired),thenclickontheCreateSectionbutton.

Figure 13. Create a Compliance Only Section.

Selecting‘ComplianceOnly’willallowyoutoonlyaddcomplianceRequirementstothatsection.

Thispre-qualificationcanbeusedtocullsupplierResponsesquicklyifyouhavealargenumberofRespons-es.GenerallyallthequestionswithinthePre-QualificationCompliancesectionareMandatory.RequirementFormResponseswillbeinitiallyorderedforevaluationaccordingtohowmanyoftheseRequirementstheydonotcomplywith,ie.thosethathavetheleastnon-complianceanswerswillberankedfirstandaddedtothetopofthelistforevaluating.

CreateaSub-sectionWithinaRequirementsForm

Usethetabstonavigatetothesectioninwhichyouwishtoaddasub-section,herewewillcreateanewsub-sectionundertheSpecificationssectionwejustcreated,whichwewillcall‘SafetySpecifications’.

Enterthetitleofthesub-sectioninthefieldnextto‘Createsub-section’(figure14),thenclickontheCreatebutton.Thesub-sectiontitlewillappearabove.

Figure 14. Create a sub-section.

Torearrangetheorderofsub-sections,usethearrows adjacenttothesub-sectiontitletomovesub-sectionsup(towardsthebeginningofthesection),ordown(towardstheendofthesection).

Todeletethesub-section,clickonthetrashicon adjacenttothesub-sectiontitle.

Torenamethesub-section,clickonthetrashicon adjacenttothesub-sectiontitle.


Clicktheplusbutton nexttothesub-sectiontitletoexpandthesub-section.Minimisethesub-sectionbyclickingontheminusicon .

CreateRequirementsWithinaSub-Section

Inthedropdownlistlabelled‘AddRequirements’(figure15),selectaRequirementtypefromthelist.

Figure 15. Add Requirements to a sub-section.

Requirementswillbenumberedfrom1intheordertheyarecreated.

TorearrangetheorderofRequirements,usethearrows totherightoftheRequirementtitletomoveRequirementsup(towardsthebeginningofthesub-section),ordown(towardstheendofthesub-section).

AddaComplianceRequirement

SelectCompliancefromthe‘AddRequirement’dropdownlist(figure16).Typeyourquestionintotheblankfield,inthiscasewearegoingtoasktheSupplierwhetherthecartheyareproposinghasElectronicStabilityControl(figure16).


Figure 16. Add a new Compliance Requirement.

Nextselectapriorityfromtheprioritydropdownlist-Isthismandatory,essential,importantornicetohave,inthiscaseitisnotamandatoryRequirementbutisdefinitelyanimportantfeature,sowewillselectImportant.

Ifthe‘Mandatory’optionisselectedthiswillbeindicatedtotheSupplierwhentheyrespondtotheRequire-mentsForm.

IfitisessentialfortheSuppliertorespondtothisquestioncheckthe‘ResponseRequired’checkbox.

Ifthe‘ResponseRequired’optionisselectedthiswillbeindicatedtotheSupplierwhentheyrespond.

Checkingthe‘AllowUpload’checkboxwillallowaSuppliertouploadafile/documenttosupporttheirResponse.

Checkingthe‘AllowComment’checkboxwillallowaSuppliertoexplainoraddsupportingtexttotheirRe-sponse.

ClickontheSavebuttontosavetheRequirement,thecomplianceRequirementisadded(figure17).ClickontheCancelbuttontoabortwithoutsavingtheRequirement.

Figure 17. Compliance Requirement added.

WhenevaluatingResponsesautogeneratedscoresareassignedtoComplianceRequirementswhenthe‘ScoringLevelSelection’issettoRequirement.ThescoregeneratedisdeterminedbytheResponsegivenbythesupplierandthescoresettingsintheadministration.

PreviewwhattheSupplierwillseebyselectingPreview(figure18).


Figure 18. Preview the Supplier view.

Youwillseethequestionasked‘DoesthevehiclehaveElectronicStabilityControl?’,theSupplieristhenaskediftheyfullycomply,partiallycomplyordonotcomply.ForthisquestionifthecartheyareproposinghasElectronicStabilityControltheywillcheck‘FullCompliance’.TheSupplierwillthenaddanycommentsandclickonthe‘Save’icon(figure19).

SelectClosePreviewinthetoprightcornertoclosethepreviewview.

IfyouwishtorevisitandeditordeletetheRequirementselectEdit(figure19).

Figure 19. Edit a Requirement.

AddaCustomRequirement

WhenthereareseveralcomponentstooneRequirementselectCustomfromthe‘AddRequirement’dropdownlist.

ForthisexamplewewilladdacustomRequirementinthe‘CarSpecifications’sub-sectiontoasktheSupplierwhetherthecartheyareproposing,hasalloywheelsandsomespecificsaboutthewheels(figure20).


Figure 20. Add a Custom Requirement.

Typeyourquestionintotheblankfieldthenselectfromthe‘Options’list(figure20)ontherighttobuildyourcustomRequirement.

InthisexamplewehaveselectedAddYes/Noinputfromthe‘Options’listtoaskwhetherthecarhasalloywheels,thenwe’veselectedAddaNumericinputfromthe‘Options’listtoaskwhatsizetheyareandfinallyAddaTextinputtoaskiftheyarelowprofile.

IfwewantedtheSuppliertoaddapriceforthealloywheelswecouldselectAddaCurrencyinputfromthe‘Options’listinthiscasewewilladdpricingintoaseparatesection.

TheSuppliercouldbeaskediftheycomplyornotbyusingtheAddaComplianceinputfromthe‘Options’list.

ItisnotessentialthatthecarhavealloywheelssowehaveselectedthePriorityasNicetohave.

TorearrangetheorderofoptionstheRequirementfirstneedstobesaved.Selecteditandusethearrowstotherightoftheoptiontomoveoptionsup(towardsthebeginningoftheRequirement),ordown

(towardstheendoftheRequirement).

ClickontheSavebuttontosaveyourRequirement.ClickontheCancelbuttontoabortwithoutsavingtheRequirement.

AddaProductRequirement

WhentheRequirementrelatestoaproductyoumayselectProductfromthe‘AddRequirement’dropdownlist.TheproductRequirementallowsyoutoletthesupplierknowyour‘PreferredPresentation’foraproduct.Inthisexampletheproductisthematerialofthecarinteriorandthe‘PreferredPresentation’isleather(figure21).

Thesupplierwillaskiftheycomplyandtheywillalsohavetheopportunitytoaddtheirproductpresentation(ie.theymaynotbeabletosupplyleatherbuttheymaybeabletosupplyvinyl).

Figure 21. Add a Product Requirement.


AddPricingRequirements

WhentheRequirementinvolvesthepriceofanitemselectPricing:Itemfromthe‘AddRequirement’dropdownlist.AfteraddingtwoormorepricingitemsselectPricing:Sub-totalfromthe‘AddRequirements’dropdownlisttoaddthepricestogether.ClickontheSavebuttontosaveeachitemorsub-totalasyoucreateit(figure22).

Figure 22. Add Pricing Items and Sub-total.

SelectPricing:Totalfromthe‘AddRequirements’dropdownlisttoaddsub-totalstogether.

!Note:NoinputfromSupplierswillberequiredforsub-totals/totals,theywillbecalculatedautomatically.

AddaTextRequirement

WhentheRequirementrequiresasentenceorparagraphanswerselectTextfromthe‘AddRequirement’dropdownlist.

Addyourquestiontothe‘TextRequirement’fieldandthenclickontheSavebutton.

Figure 23. Add a Text Requirement.

!Note:CommentsarecompulsoryfortextRequirementsthereforethe‘Allowcomments’optionishidden.


PrintRequirements

IfyouwishtoprintyourRequirementsFormforreview,selectthe‘RequirementsFormContents’tablabelledC.Belowthesectionsclickonthe‘PrintRequirementsForm’Link(figure24)or,clickonthePrinticon .

Figure 24. Print Requirements Form.

Thiswillopenapagewithallthesections,sub-sectionsandRequirementswithintheform.ChooseFileandthenPrintfromyourbrowsermenu.

AlternatelytoprintasectionofaRequirementsFormclickonthePrinticon nexttothesectiontitle.

ManageProjectNotes(PS)

Toaddaprojectnoteclickonthe‘ProjectNotes’tablabelledP.

Under‘AddaNote’inthefieldnextto‘NoteTitle’,enteratitleforyournote.InthefieldnexttoNoteBody,enteryourprojectnote.ClickontheSavebutton(Figure25).

Figure 25. Add a project note.

Yournotewillappearbelowwithtitleandtimecreated(figure26).


Figure 26. Project Note added.

ClickontheInvalidatebuttonadjacenttothenotetoremovethenoteifitnolongerapplies.Ahistoryofyournoteiskeptinagreyedoutfashion.

!Note:ProjectNotesarenotdisplayedtotheSuppliertheyareintendedfortheProcurementandEvaluation

teamsonly.


ManageAttachedFiles

Figure 27. Browse to upload a file.

TouploadafilerelevanttoyourRequirementsFormorEvaluationofResponsesclickontheProjectFilestablabelledF.ClicktheBrowsebutton.InthewindowsFileUploaddialogueboxfindthefileyouwishtoupload,selectthefileandclickontheOpenbutton(figure27).

Figure 28. Upload file.

Adescriptionfieldwillappear,addadescriptionandclickontheUploadFilebutton(figure28).

Thefilenowappearsinthelist(figure29).


Figure 29. Project Files List.

Toviewafileclickonthefilename.

!Note:Youmusthavetheappropriatepermissionsinordertoupload/view/deletefiles.

Userswith‘ReadOnly’Permissionscanviewfiles.Userswith‘Read&Upload’Permissionstocanview,uploadanddeletefiles.Userswith‘AllPermissions’canView,uploadanddeletefiles.

See‘ManageSectionsPermissions’forinformationonchangingfileuploadpermissions.

!Note:ProjectFilesarenotdisplayedtotheSuppliertheyareintendedfortheProcurementandEvaluation

teamsonly.

LockRequirementsForm(PS)

LockingaRequirementsFormwillpreventanyfurtherchangesbeingdonetotheRequirementsForm.InordertolocktheRequirementsFormyoumustfirstlockeachsectionoftheRequirementsForm.Navigatetothesectionthatneedstobelocked.InthetoprightcornerclickontheLockthisSectionbutton(figure30).

Figure 30. Lock Requirements Form sections.

TothenlocktheRequirementsFormselectthe‘RequirementsFormContents’tablabelledC.InthetoprightcornerclickontheLockthisFormbutton(figure31).AllsectionsmustfirstbelockedbeforeaRequirementsFormcanbelocked,lockedsectionsareindicatedbythekeyicon beforethesectiontitle.


Figure 31. Lock Requirements Form.

TheImportanceRatingsdropdownboxesortheComparisonValuesMatrixnowappearforyoutoweighteachsection.IfyouthenbrowsebackthroughyourRequirementsFormyouwillseethatalltheeditablefieldshavebeendisabled.

ManageRequirementsFormWeighting

!Note:WeightingoptionscanbechangedintheRequirementsFormAdministration.

!Note:Sectionsmustfirstbelockedbeforeweightingcanbeapplied.

WeightingcaneitherbedonebyImportanceRatings(default)orComparisonValues,thisisdefinedbytheprocurementspecialistintheRequirementsFormAdministration.Youcanenteraweightingforeachsection,eachsub-sectionandeachRequirement.

!Note:ScoresthatareBlankorZeroareNOTutilisedinthecalculationofAverages.e.g.Scoresof4,0&5resultinaverageof4.5=[SumofScores]/[CountofNon-ZeroScores]=9/2=4.5

RatingSectionsByImportanceRatings(PS)

IntheRequirementsFormContentsselectImportanceRatingsforeachsub-sectionwithinasection,fromtheadjacentdropdownmenuselecttheoptionthatbestrepresentsyouropinionoftheimportanceofthatsection(figure32).


Figure 32. Section weighting.

Inthisexampleyoucanchoosefrom:UnknownNicetoHaveImportantEssential

Afteryouhaveselectedyourimportanceratingsforeachofthesub-sectionsclickontheSaveImportancebutton.

Atthispointweightingpercentagesarecalculatedbyoursystem.Thesearethevaluesshowninthe‘Weight-ings’tablabelledW,forfinalisingRequirementsFormweightings.

!Note:ImportanceRatingscanbedefinedbyProcurementSpecialistsintheRequirementsForm

Administration.

RatingSectionsByComparisonValues

!Note:ChangetheWeightingOptionsSelectionfromImportanceRatingstoComparisonValuesMatrixin

theRequirementsFormAdministration.

ClickontheComparisonValuesbuttontodisplaytheComparisonValuesmatrix(Figure33).

Figure 33. Requirements Form Contents.

UsetheComparisonValueskeytoratewhichsub-sectionsaremoreimportantthanothersbychangingthevaluesinthematrix(figure34).


Figure 34. Enter Comparison Values.

Inthisexampleyoucanchoosefrom:MuchLessImportantThan-MLLessImportantThan-LEquallyImportant-EMoreImportantThan-MMuchMoreImportantThan-MM

InthisexamplewehaveselectedMMorMuchMoreImportantThan.Sothecomparisonvaluereads;TheMandatoryRequirementssub-sectionisMuchMoreImportantThantheAdditionalRequirementssub-section.

Continueaddingcomparisonvaluesforeachcomparison.IfnocomparisonvalueisaddedthedefaultvalueasdefinedintheAdministrationwillapply.

OnceyouhaveaddedallcomparisonvaluesclickontheSaveCVWeightsbutton.

!Note:ComparisonValuescanbedefinedbyProcurementSpecialistsintheRequirementsForm

Administration.

RatingSub-sectionsByImportanceRatings

Navigatetoasectionbyselectingthetab.SelectImportanceRatingsforeachsub-sectionwithinthesection,fromtheadjacentdropdownmenuselecttheoptionthatbestrepresentsyouropinionoftheimportanceofthatsub-section(figure35).


Figure 35. Sub-section weighting.


HerewewillchooseEssential,meaningwefeelitisessentialforthecartohavetheMandatoryRequire-mentswiththatsub-section.AndastheAdditionalRequirementssub-sectionisnotquiteasimportantwewillchooseNicetoHaveforthisRequirement.Thesub-sectionswillbeweightedbasedonwhatwehavechosen.

Afteryouhaveselectedyourimportanceratingsforeachofthesub-sectionsclickontheSaveSub-SectionImportancebutton.

Atthispointweightspercentagesarecalculatedbyoursystem.Thesearethevaluesshowninthe‘Weight-ings’tablabelledW,forfinalisingRequirementsFormweightings.


Administration.

RatingSub-sectionsByComparisonValues

ClickontheComparisonValuesbuttontodisplaytheComparisonValuesmatrix(Figure36).

Figure 36. Display Comparison Values.

UsetheComparisonValueskeytoratewhichsub-sectionsaremoreimportantthanothersbychangingthevaluesinthematrix(figure37).




InthisexamplewehaveselectedMMorMuchMoreImportantThan.Sothecomparisonvaluereads;TheMandatoryRequirementssub-sectionisMuchMoreImportantThantheAdditionalRequirementssub-section.


OnceyouhaveaddedallcomparisonvaluesclickontheSaveCVWeightsbutton.


Administration.

RatingRequirementsByImportanceRatings

Expandthesub-sectionbyclickingontheplusicon nexttothesub-sectiontitle.Minimisethesub-sectionbyclickingontheminusicon .ClickontheImportanceRatingsbuttontodisplaytheimportanceratingsdropdownlists(figure38).

FromthedropdownmenuselecttheoptionthatbestrepresentsyouropinionoftheimportanceofthatRequirement(figure38).

Figure 38. Choose importance ratings.



HerewewillchooseEssential,meaningwefeelitisessentialforthecardealertobeanMTAmember.WefeelthatthesecondRequirementisnotquiteasimportantthatthecardealerisanAAaccreditedwarrantydealer,sowewillchooseNicetoHaveforthisRequirement.TheRequirementswillbeweightedbasedonwhatwehavechosen.

AfteryouhaveselectedyourimportanceratingsforeachoftheRequirementsclickontheSaveImportancebutton.

Atthispointweightspercentagesarecalculatedbyoursystem.Thesearethevaluesshowninthe‘Weight-ings’tablabelledW,forfinalisingRequirementsFormweightings.


Administration.

RatingRequirementsByComparisonValues

Expandthesub-sectionbyclickingontheplusicon nexttothesub-sectiontitle.Minimisethesub-sectionbyclickingontheminusicon .ClickontheComparisonValuesbuttontodisplaytheComparisonValuesmatrix(figure39).

Figure 39. Display Comparison Values matrix.

UsetheComparisonValueskeytoratewhichRequirementsaremoreimportantthanothersbychangingthevaluesinthematrix(figure40).




InthisexamplewehaveselectedMMorMuchMoreImportantThan.Sothecomparisonvaluereads;Requirement2isMuchMoreImportantThanRequirement3(figure41).IeWefeelthatgettinga5-doorhatchmodelisMuchMoreImportantThanthecarhavingalloywheels.

Figure 41. Reading the Comparison Values Matrix.


OnceyouhaveaddedallcomparisonvaluesclickontheSaveCVWeightsbutton(figure40).


Administration.

ComparisonValuesorImportanceRatingscanbeusedtoweightasectionorsub-section,butnotboth.


PrintRequirementsForm

IfyouwishtoprintyourRequirementsFormforreview,selectthe‘RequirementsFormContents’tablabelledC.BelowthesectionsclickonthePrintRequirementsFormLinkor,clickonthePrinticon (figure42).

Figure 42. Print Requirements Form.

Thiswillopenapagewithallthesections,sub-sectionsandRequirementswithintheform.ChooseFileandthenPrintfromyourbrowsermenu.

AlternatelytoprintasectionofaRequirementsFormclickonthePrinticon nexttothesectiontitle.

FinaliseRequirementsFormWeighting(PS)

TofinaliseRequirementsFormweightingclickonthe‘Weighting’tablabelledW(figure43).

ViewWeights

Figure 43. The Weighting tab.

Toviewallevaluatorsweightings,expandthesectionsandsub-sectionbyclickingontheplusicon nexttothesectionorsub-sectiontitle(figure43).Minimisethesectionsandsub-sectionbyclickingontheminusicon.

!Note:Evaluatorweightingsaresuggestionsonly,theseneednoteffectthefinalweightingsappliedhere.


PrintWeights

ToprintallevaluatorweightingsclickonthePrintbuttonatthebottomoftheweightingstable(figure44).

Figure 44. Print Weighting.

LockUserWeighting

SelecttheLockUserWeightingbuttontopreventanyfurtherweightingbeingdone.

Figure 45. Lock User Weighting.

TransferWeightAverages

Aneasywaytostartaddingweightingstothe‘FinalConsensusWeight’columnsistoclicktheTransferAver-agesbutton(figure46),totransfertheaveragesofallevaluatorweightingsforeachRequirementandeachsub-section.


Figure 46. Final Consensus Weight.

AddorChangeFinalWeights

Unbalancedsectionsand/orsub-sectionsthatdonotaddto100%areindicatedbya redflagicon(figure47).

TochangeoraddfinalweightingstoRequirementsenterpercentagesinthefirstofthe‘Final’columnsadja-centtotheRequirement.RememberingRequirementswithinasub-sectionmustaddupto100,sub-sectionswithinasectionmustaddupto100andsectionswithinaRequirementsFormmustaddupto100.

Likewisetochangeoraddfinalweightingstosub-sectionsenterpercentagesinthesecondofthe‘Final’columnsadjacenttothesub-sectiontitle.

Likewisetoaddfinalweightingstosectionsenterpercentagesinthethirdofthe‘Final’columnsadjacenttothesectiontitle.

!Note:Ifyourweightsdonotbalanceyouwillnotbeabletoapprovetheformforuseinatender.


Auto-balanceWeights

Figure 47. Auto-balance Weights.

TheAuto-balancefunctionallowsyoutoautomaticallybalancetheconsensusweightingofyourrequirementform,oracomponentofitsuchasasectionorsub-section.

Auto-balanceasub-sectionbyclickingonthe iconnexttotheRequirementTotaltitle.

Auto-balanceasectionbyclickingonthe iconnexttotheSubsectionTotaltitle.

Auto-balanceallsectionsbyclickingonthe iconnexttotheSectionTotaltitleorbyclickingonthe‘BalanceWeights’button(figure47).

Ifyouhaveselectedtoauto-balancesomeorallofyourweightsapopupboxwillappearwiththeauto-balancingoptions(figure48).


Figure 48. Auto-Balancing Options.

Yourcurrentselectionforauto-balancingwillbedisplayed(ie.ifyouhaveoptedtoauto-balanceasubsectionorsectionorall),toauto-balanceweightsselectanoptionfromthelist,choosefrom:

Populateblankconsensusweightfields-selectingthisoptionwillauto-balanceyourcurrentselectionbyenteringequalvalues(totaling100)wheretheconcensusweightentryboxisBlankonly.

Overwriteblankandzero-weightedconsensusweightfields-selectingthisoptionwillauto-balanceyourcurrentselectionbyenteringequalvalues(totaling100)wherethecurrentconsensusweightentryboxisblankor0only.

Overwriteallconsensusweightfields-selectingthisoptionwillauto-balanceyourcurrentselectionbyenteringequalvalues(totaling100)overwritinganycurrententriesintheconsensusweightentryboxes.

YoumayalsochecktheboxnexttoApplyAuto-Balancingtoallchildrenofyourcurrentselection-thisoptionwillapplytoallchildattributesofyourcurrentselection(ie.ifasectionisselected,allsubsectionsandrequirementswithinwillalsobeauto-balanced).

ClickontheUpdatebuttontoimplementtheauto-balancing.

SaveFinalConcensusWeights

WhenyouarehappywithyourfinalconsensusweightsclickonSaveFinalConsenusWeightsbutton(figure49).Apopupwindowwillconfirmthattheconsensusweightshavebeensaved.


Figure 49. Save Final Weights.

ManageRequirementsFormApprovals(PS)

!Note:ARequirementsFormmustfirstbelockedandcorrectlyweighted(ie.mustbalance)inorder

forittobeapprovedandattachedtoatender.

ToapproveaRequirementsFormsothatitmaybeattachedtoatender,clickontheRequirementsFormApprovaltablabelledA.ClickontheApproveFormbutton(figure50).

Figure 50. The Requirements Form Approval tab.

!Note:ForsomeorganisationsRequirementFormswillrequiremultipleapprovals.TheRequirementsForm

willstayinapendingapprovalstateuntilallappropriatepartieshaveapprovedtheRequirementsForm.

OnlywhenaRequirementsFormisapprovedbyallpartieswillitbecomeavailableforattachingtoatender.

TomakechangesorremoveapprovalclickontheRemoveApprovalbutton(figure51).


Figure 51. Remove Approval.

AttachRequirementsFormtoTender(TenderOwner)

Createyourtenderusingthetenderwizardasnormal.AtSTEP8ElectronicSubmissionsscreen(figure51).SelectGetResponsesusingaRequirementsForm.

!Note:OnlyfullyapprovedRequirementFormswillappearinthislistandwillbelistedbytitle.Formsthat

havealreadybeenusedcannotbeselectedforanothertender.

AfterselectingResponsebyRequirementsFormadropdownlistwillappearbelow,usethistoselectthecorrespondingRequirementsFormthatyouhavecreated.

Figure 52. Attach Requirements Form to tender.

NextselectthepersonyouwouldliketheTenderBoxElectronicKeyssentto.Thisisrequiredtounlockthetenderboxandreviewthesubmissions.ClickontheNextbuttonandcarryonasusualtocompletethetender.

RequirementsFormAdministration(PS)

IntheRequirementFormswindowfindtheRequirementsFormthatyouwishtosetadministrationoptionsforandnavigateacrossthescreentothecorrespondingiconsontherightoftheTenderID.

Clickonthethirdicon togototheRequirementsFormAdministrationpage(figure53).


Figure 53. The Requirements Form Administration window.

ExpandtheAdministrationoptionyouwishtochangebyclickingontheplusicon .MinimiseanAdministra-tionoptionbyclickingontheminusicon .

SupplierInstructions

ExpandtheSupplierInstructionsoptionbyclickingontheplusicon .MinimisetheSupplierInstructionsoptionbyclickingontheminusicon .

InthefieldprovidedtypeanyinstructionstoyourSuppliers(figure54),thenclickontheSaveicon .ThesewillappearontheRequirementsFormContentspageintheSupplierview.

Figure 54. Supplier Instructions.

ManageProcurementSpecialists

ExpandtheProcurementSpecialistoptionbyclickingontheplusicon .MinimisetheProcurementSpecialistsoptionbyclickingontheminusicon .

Hereallyourprocurementspecialistswillbelisted(figure55).


ProcurementSpecialistshavereadandwritepermissionstoallRequirementsFormsallsectionswithin,how-evertoScoreResponsestheymustfirstbegivenResponseEvaluatorPermissions.TogiveaProcurementSpecialistResponseEvaluatorPermissionschecktheboxnexttotheProcurementSpecialistsnameandclickonthearrowpointingright .

Figure 55. Procurement Specialists.

LikewisetoremovetheResponseEvaluatorPermissions,clickthearrowpointingleft aftercheckingthecheckboxnexttotheProcurementSpecialist.

Toadd/deleteProcurementSpecialistsintheDashboardmenuunderourdetailsclickonOurUserDetails(figure56).

Figure 56. The Dashboard window.

IntheUserMaintenancewindowselecttheuserfromtheYourCurrentUserslist.

TosignifythatauserisaProcurementSpecialist,underEvaluationOptions,checktheboxnextto‘Thisuserisaprocurementspecialist’(figure57).ThenclickontheSaveUserbutton.

Figure 57. The User Maintenance window.


ManageRequirementFormsPermissions

ExpandtheRequirementsFormPermissionsoptionbyclickingontheplusicon .MinimisetheRequire-mentsFormPermissionsoptionbyclickingontheminusicon .

HereuserscanbeassignedtotheRequirementsFormforeditingandevaluating.

ChecktheboxnexttotheuseryouwishtoassigntotheRequirementsFormandclickthearrowpointingrighttomovethemfromthe‘NoRequirementsFormPermission’listandaddthemtothe‘RequirementsForm

Permission’list(figure57).

Figure 58. Assigning Requirements Form permissions.

Likewisetoremovetheuserfromthe‘RequirementsFormPermissions’listclickthearrowpointingleft aftercheckingthecheckboxnexttotheuser.

ManageSectionPermissions

ExpandtheSectionPermissionsoptionbyclickingontheplusicon .MinimisetheSectionPermissionsoptionbyclickingontheminusicon .HereuserscanbeassignedNoAccess,ReadOnlyorReadWriteaccesstoeachsectionwithinarequire-mentsform.

!Note:UsersmustbegivenRequirementsFormPermissionsbeforetheycanbeassignedFormPermis

sionsBySection.

TheFormPermissionsBySectionisdividedintothreeareas.

ThefirstisRequirementsFormeditingandcreationofRequirements,selectfromNoAccess,ReadOnlyorReadWriteaccessforeachsection(figure59).

Figure 59. Form Permissions By Section.

NoAccesswillmeanthattheusercannotview,addRequirementsormakechangestothesection.

ReadOnlywillallowausertoviewasectionbutnottoaddRequirementsormakechangestothesection.ReadWriteaccesswillallowausertoview,addRequirementsandmakechangestothesection.


ThesecondareaoftheFormPermissionsBySectionrelatestoEvaluation.ChecktheboxintheEvaluatorcolumninorderfortheusertobeabletoevaluatethatsectiononceSuppliershavemadetheirresponses(figure58).

ThethirdareaoftheFormPermissionsBySectiongrantsaccessto‘ProjectFiles’intheProjectFilestabonauserbyuserbasis.

ReadOnlywillallowausertoview‘ProjectFiles’.

ReadanUploadwillallowausertoviewandadd‘ProjectFiles’.

AllPermissionswillallowausertoview,addanddelete‘ProjectFiles’.

ClickontheSaveFormPermissionstosaveyourselections.

ScoringLevelSelection

AfterSuppliershavesubmittedResponsestoyourtendertheResponsescaneitherbescoredatSectionLevel,Sub-sectionLevelorRequirementLevel.ChecktheradioboxnexttothelevelyouwishtoscoreResponsesat(figure60).

Figure 60. Scoring Level Selection.

ClickontheSaveScoringLevelbuttontosaveyourselection.

ManageWeightingOptionsSelection

ExpandtheWeightingOptionsSelectionoptionbyclickingontheplusicon .MinimisetheWeightingOptionsSelectionoptionbyclickingontheminusicon .

HereyoucanselectbetweenImportanceRatingsorComparisonValuesMatrixoptionsforweightingRequirementForms.

ManageImportanceRatingOptions

ExpandtheImportanceRatingsoptionbyclickingontheplusicon .MinimisetheImportanceRatingsoptionbyclickingontheminusicon .

HereyoucanchangeoraddImportanceRatingOptions.

Thedefaultoptionsforimportanceratingsare:

Unknown-witharatingof0.00NicetoHave-witharatingof1.00Important-witharatingof2.00Essential-witharatingof5.00

Tochangethedescriptionorrating,highlightwhatyouwanttochangeandtypeinthenewdescriptionorratingvalue,clicktheonSaveImportanceRatingsbuttonfigure61).


Figure 61. Change Importance Ratings.

ToaddanewimportanceratingclickontheAddanImportanceRatingbuttonatthebottomleft(figure61).EntertheDescriptionandratingandclickontheSavebutton.ImportanceRatingswillbeautomaticallyreorderedaccordingtoratingwhensaved.

Todeleteanimportanceratingclickonthetrashicon attheleftofthedescription.

!Note:The‘codes’willonlybevalidvalueswhenselectingRequirementweightsusingtheImportance

Ratingsmethod.

ManageComparisonValueOptions

ExpandtheComparisonValuesoptionbyclickingontheplusicon .MinimisetheComparisonValuesoptionbyclickingontheminusicon .HereyoucanchangeoraddComparisonValuesOptions.

ThedefaultoptionsforComparisonValuesare:

MuchLessImportantThan-ML-witharatingof0.10LessImportantThan-L-witharatingof0.20EquallyImportant-E-witharatingof1.00MoreImportantThan-M-witharatingof5.00MuchMoreImportantThan-MM-witharatingof10.00

Tochangethedescription,ratingorcode,highlightwhatyouwanttochangeandtypeinthenewdescription,ratingvalueorcode,clickontheSaveComparisonValuesbutton(figure61).

(Figure 61) Change Comparison Values.


ToaddanewComparisonValueclickontheAddaComparisonValuebuttoninthebottomleft(figure60).EntertheDescription,ratingandcodeandclicktheSavebutton.ComparisonValueswillbeautomaticallyreorderedaccordingtoratingwhensaved.

TodeleteaComparisonValueclickonthetrashicon attheleftofthedescription.

!Note:The‘codes’willonlybevalidvalueswhenselectingRequirementweightsusingtheComparison

Valuesmatrixmethod.

ManageScoringOptions

ScoringisusedbytheevaluationteamtoevaluateRequirementsFormResponses.

ExpandtheScoringOptionsbyclickingontheplusicon .MinimisetheScoringOptionsbyclickingontheminusicon .

HereyoucanchangeoraddScoringOptions.ThedefaultoptionsforScoringare:

DoesNotMeetRequirement-Witharatingof1.00PartiallyMeetsRequirement,WithPoorEvidence-witharatingof3.00PartiallyMeetsRequirement,WithGoodEvidence-witharatingof6.00FullyMeetsRequirement-witharatingof9.00SignificantlyExceedsorExtendsRequirement-witharatingof10.00

Tochangethedescriptionorrating,highlightwhatyouwanttochangeandtypeinthenewdescriptionorrating,thenfromthecompliancedropdownmenuselectthecomplianceoptionyouwishtoapply,clickontheSaveScoringOptionsbutton(figure61).

(Figure 61) Change Scoring Options.

!Note:Complianceoptionscanonlybeusedonce.

SelectingtheComplianceoptionsdefinesthesystemgeneratedsuggestedscoreforSupplierResponses.Thesearedisplayedduringscoringfinalisation.

ToaddanewScoringOptionclickontheAddaScoringOptionbuttonatthebottomleft(figure61).EntertheDescriptionandratingandselecttheComplianceoptionfromthecorrespondingdropdownlist.ClickontheSaveScoringOptionsbutton.ScoringOptionswillbeautomaticallyreorderingaccordingtoratingwhensaved.

TodeleteaScoringOptionclickonthetrashicon attheleftofthedescription.


AminimumofthreescoringoptionsarerequiredduetothreeoptionsbeingavailableinComplianceRequire-ments.

ManageEvaluationEnabledSections

Sectionscanonlybeenabledforevaluationafteratenderisclosed,youwillneedtheElectronicTenderKeystoenablesections.


CribSheet

SupplierViewofRequirementOptions

ComplianceRequirement

CustomRequirement

ProductRequirement

Pricing:ItemRequirement


Pricing:Sub-totalRequirement

Pricing:TotalRequirement

TextRequirement


GlossaryofTerms

ApproverTheApproverisamemberoftheProjectTeamwhoisabletosignofftheprocurementRequirementsFormpriortoitbeingissuedtoSuppliers.TheApprovermaybethelegalcounselandisoneofaminimumoftwodifferentProjectTeammembersrequiredtoapprovetheRequirementsForm.Forprobityreasons,aminimumoftwoapprovalsarerequiredtoapproveaRequirementsFormpriortoissue.ThesystemensurestheAp-proversareseparateProjectTeammembers.

ComparisonValueAComparisonValueisavalue,descriptionandcodedefinedbyaProcurementSpecialist,usedtoestablishtheimportance,andhenceweighting,ofaRequirement/CriterionwithrespecttootherRequirements/CriterionwithinaRequirementsFormSub-Section.

CriterionACriterionisasinglemeasureorRequirementusedtospecifythetargetproductorservice.AsingleRequire-mentsFormwillcontainmanyCriteria.

DeclarationofInterestTheDeclarationofInterest,Confidentiality,andProbityisaformthatmustbecompletedbyeverystaffmem-berandadviserwhoisdirectlyorindirectlyinvolvedinanyaspectoftheprocurementprocess.ItallowstheProcurementSpecialisttoidentifyandmitigateanyconflictsofinterest.

EssentialMinimumRequirement.

ImportanceRatingAnImportanceRatingisavalue&descriptiondefinedbyaProcurementSpecialist,usedtoestablishtheimportance,andhenceweighting,ofaRequirement/Criterion.

MandatoryCompulsory-mustbecompliedwith.

OWASPOpenWebApplicationSecurityProject,publisheroftheGuidetoBuildingSecureWebApplications.

ProcurementSpecialistTheProcurementSpecialistisresponsiblefortheprocurementprocess.MayalsohaveadualroleasProjectmanager.

ProjectManagerTheProjectManagerisresponsibleformanagingtheproject.

ProjectTeamTheProjectTeamconsistsofalltheparticipantsintheprocurementproject,includingtheProcurementSpecialist,SubjectSpecialist.TeammembersareresponsiblefortheinitialcreationoftheprocurementRequirementsFormandfortheultimateassessmentoftheSuppliers’Responses.

RequirementARequirementisasinglemeasureorcriterionusedtospecifythetargetproductorservice.AsingleRequire-mentsFormwillcontainmanyRequirements.

RequirementsFormCreatedbytheProcurementSpecialist,completedbySuppliers,andevaluatedbytheProjectTeam.TheFormcontainsSections,Sub-sections,andCriteria/Requirementscomprisingthespecificationforaprocure-mentexercise.

ResponseFormsCompletedbySuppliers,andevaluatedbytheProjectTeam.TheResponsecontainsanswerstoCriteria/Requirementscomprisingthespecificationforaprocurementexercise.


ScoringOptionsWhenevaluatingaSupplier’sResponse,anumericvalueisassignedtoeachCriterion.TheavailablescoringoptionsaredefinedbytheProcurementSpecialist,andconsistofavalue&description.Wherepossible,asuggestedscoreisassignedbythesystembasedontheSupplier’sResponse.

SubjectSpecialistTheSubjectSpecialistisaProjectTeammemberwhohasspecificdomainknowledgeoftheproductorservicethatistheobjectoftheprocurementproject.

SupplierASupplierorVendorcompletestheprocurementRequirementsFormbyprovidingaResponsetoeachoftheRequirementsForm’sCriteria.

TenderBoxContainsResponsestoatender,inthecaseofOnlineeValuationandRequirementsFormsthesewillholdtheTenderResponseFormscompletedbysuppliers.

WeightingTheWeightingforaCriterion,Sub-section,orSectionisapercentagevalueindicatingwhatbearingtheCriterion,Sub-section,orSectionwillhaveincalculatingtheoverallScore.

Thereareanumberofcommonlyusedevaluationmodels.TheOfficeoftheAuditor-General’sProcurementguidance forpublicentities indicates themostcommonlyusedare the lowest-priceconformingmodel, theweighted-attributemodel,andthetarget-pricemodel.Ofthesethemostcommonmodelusedforpublicsectorprocurementistheweighted-attributemodelandinitiallythisisthemodelthatwillbesupportedbythesystem.Withintheweighted-attributemodelthereissomevariationinusage,andinparticularthemechanismfordeter-miningtheweightofCriteria,Sub-sections,andSections.TheWeightofaCriterion,Sub-section,orSectionistheimportanceofthatitemexpressedasapercentage.

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