Pending Tasks

Overview

This module is a facility that works as a reminder for all the users about the tasks that they have as “pending” to do in the system and is related to what a system user is supposed to do or register in the system.

As an example,  a user has to approve or reject the creation of a merchant in the system after they have been registered all the information in the form.  For the “aspirant” to become a registered merchant everything is done after the submission of the information, but for another type of user in the system, a “pending task” notification is raised and a counter for that specific task is added one. On the other side, when a pending task is done by the user that has assigned that activity, then the counter is decreased by one and the flow on process goes on.

There is a clarification to take into account, some activities are under users control and cannot be assigned or done automatically by the system, as a clear example of this non automatic task is the visual review of a document, this activity involves a human intervention.

Of course not all system users have to perform the same tasks or activities and that is why a pending task list can and will be different from one user the other.

Procedure

Announcement

User: Admin

  1. When the Buyer Coordinator creates an announcement that will be posted publicly, the system generates an Announcements pending task.
  2. The PhilGEPS Site Administrator must approve or disapprove the announcement.
  3. The pending task is removed when 

         (i) the Site Admin has approved the announcement and the Buyer Coordinator has viewed the announcement as approved or,

         (ii) the Site Admin has disapproved the announcement and the Buyer Coordinator has cancelled the announcement.

  4. No need for PhilGEPS Site Admin approval when an announcement is intended for the Procuring Agency’s organization.

Buyer Registration

User: Admin

  1. When the Institution (Procuring Entity) has submitted all the information for registration, the system generates a pending task for the System Administrator to approve or disapprove the registration. During this stage System Administrator needs to set the APP Check flag for the Institution, system asks for it. 
  2. If registration has been approved/disapproved, pending task count decrements.

  3. The PhilGEPS Site Admin must approve or disapprove the registration.

Supplier Registration for Approval

User: Admin

  1. When the Vendor (Merchant) has submitted all the information for registration, the system generates a pending task for the System Administrator to approve or disapprove the registration.
  2. If registration has been approved/disapproved, pending task count decrements.
  3. The PhilGEPS Site Admin must approve or disapprove the registration.

Platinum Membership for Approval

User: Admin

  1. When the Vendor (Merchant) has submitted all the required documents for upgrading to platinum, the system generates a pending task for the System Administrator to approve or disapprove the upgrade.
  2. If registration has been approved, pending task count decrements.
  3. The PhilGEPS Site Admin must approve or disapprove the upgrade.

Pending Payment

User: Admin

  1. When the Vendor (Merchant) has paid the fee for blue/platinum membership, contact and product/service, the system generates a pending task for the System Administrator to approve or disapprove the payment.
  2. If payment has been approved, pending task count decrements.
  3. The PhilGEPS Site Admin must approve or disapprove the payment,

CSO Registration for Approval

User: Admin

  1. When the CSO has submitted all the information for registration, the system generates a pending task for the System Administrator to approve or disapprove the registration.
  2. If registration has been approved/disapproved, pending task count decrements.
  3. The PhilGEPS Site Admin must approve or disapprove the registration.

Auditor Registration for Approval

User: Admin

  1. When an auditor needs to be registered and the Auditor Agency has submitted all the information for registration, the system generates a pending task for the System Administrator to approve or disapprove the registration.
  2. If registration has been approved/disapproved, pending task count decrements.
  3. The PhilGEPS Site Admin must approve or disapprove the registration.

Notice in Draft

User: Buyer

  1. A Notice is “In - Preparation” status while user is keying the information in the form or mandatory fields have been inputted. A Notice also remains in- preparation status when it has not been submitted yet.
  2. If notice has been submitted/posted, pending task count decrements.
  3. The Notice Creator must submit the completed Notice information.  Next status is “Notice for Approval”.

Notice for Approval

User: Buyer

  1. When the Notice Creator and the Notice Approver are two different users (this is recommended) performing the tasks, the notice goes to the Notice Approver for approval after the Notice Creator submits the Notice.
  2. If notice has been approved, pending task count decrements.
  3. The Notice Approver approves the Notice submitted by the Notice Creator if he/she finds it correct.

Disapproved Notice

User: Buyer

  1. When the Notice Approver rejects the Notice, a rejection reason comes along with it stating why the Notice was disapproved (rejected). The Notice Creator  then has a Disapproved Notice in his queue. This status is final and the Notice cannot be modified or updated, but the Notice creator can create a copy of the disapproved notice.
  2. If notice has been cancelled or created new notice referencing the disapproved notice, pending task count decrements.
  3. The Notice Creator can create new notice in reference with the disapproved notice capturing necessary details without re-encoding.

Request for Participation

User: Buyer

  1. This is only available when Mode of Procurement is Limited Source Bidding. A Vendor (Merchant) sends a Request for Participation.
  2. If notice creator accepts/rejects the request for participation and bid submission date is reached, pending task count decrements.
  3. The Procuring Agency has the option to approve or reject the Vendor’s request to participate in the bidding.

Pending Payment for Bid Document

User: Buyer

  1. A Pending Payment for Bid Document is generated when the Vendor pays for the bid documents.
  2. If payment is approved, pending task count decrements.
  3. Procuring Agency validates payment details and may opt to approve or disapprove the payment.

Supplier Query

User: Buyer

  1. A Vendor has posted a query about the Notice.
  2. If notice is closed, pending task count decrements.
  3. The Procuring Agency must respond to the Vendor’s query.

Record Bid Receipt

User: Buyer

  1. When a Vendor submits a bid manually, the system generates a Record Bid Receipt pending task for the Bid Receiver.
  2. The Bid Receiver must encode the Bid Transaction Number generated by the system, when Vendor indicated manual submission, upon receipt of bid documents from the Vendor
  3. The pending task is removed when

       (i)Bid Receiver opens the pending task and enters the transaction Number or

       (ii)when the deadline for bid submission lapses and bid receiver opens with or without entering the transaction number, the pending task goes

       away.

Bid Notices for Opening/Evaluation/Post Qualification

User: Buyer

  1. When a notice reaches its bid opening date and time, the system generates a pending task of Bid Notices for Opening/Evaluation/Post Qualification.
  2. If all line items in the Notice is awarded or failed, pending task count decrements.
  3. The Procuring Agency must fulfil the action required of the pending task. Depending on the pending task, the Procuring Agency must perform Bid Opening or Bid Evaluation or Post Qualification.

Bid Result Summary

User: Buyer

  1. When Bid Evaluation and Post Qualification is done, Bid Result Summary pending task is generated by the system, each for BAC, CSO and Auditor.
  2. If BAC views the result summary or the notice becomes “awarded” or “failed”, pending task count decrements.
  3. Bid Result may be audited and reviewed.

Notices for Award

User: Buyer

  1. When a Notice status is in Closed – Pending award, Notices for Award pending task is generated by the system for Notice Creator and Auditor.
  2. If award notice is created and submitted for approval, pending task count decrements.
  3. Notice for Award is released by the Procuring Agency.

Award Notices for Approval

User: Buyer

  1. In case when the Award Notice is created or saved and the Notice Creator submits for review and approval the Award Notice, an Award Notice for Approval is generated by the system intended for the Notice Approver.
  2. If award notice is approved, pending task count decrements.
  3. The Notice Approver approves the award notice submitted by the Notice Creator.

Disapproved Award Notices

User: Buyer

  1. When an Award Notice is disapproved, a Disapproved Award Notice is generated by the system.
  2. If Notice creator creates new award notice or line item is declared as failed, pending task count decrements.
  3. The Notice creator can create new award notice and copy details from the disapproved notice without re-encoding the necessary information.

Award Notices to Proceed

User: Buyer

  1. Once an Award Notice is posted, the system generates an “Award Notices to Proceed” pending task intended for the Notice Creator.
  2. If notice to proceed is posted, pending task count decrements.
  3. The Procuring Agency must post the Notice to Proceed to inform the Vendor of the awarded bid notice.

Create 2nd Stage Bidding

User: Buyer

  1. In the case of Consulting, once Vendors are shortlisted during Bid Evaluation, the system generates the Create 2nd Stage Bidding pending task for the Notice Creator.
  2. The Notice Creator creates the 2nd stage Bid Notice.
  3. The pending task is removed when the 2nd stage Bid Notice goes to Notices in Draft or created.

Request for Reconsideration/Protest

User: Buyer

  1. When a Vendor contests a bid decision, the Authorized Representative of the Vendor may file a protest within 3 days from receipt of notice of ineligibility. A Request for Reconsideration pending task is generated by the system.
  2. If RR or protest is denied or granted, pending task count decrements.
  3. The BAC of the Procuring Agency has 7 days to respond to the request of the Vendor.
  4. If the Request for Reconsideration is denied by the BAC of the Procuring Agency, the Vendor has the option to file for a protest within 7 days from receipt of the response of the Procuring Agency.
  5. The Procuring Agency must respond to the protest filed by Vendor.

Completion of E-Bidding Roles

User: Buyer

  1. After successfully registering to the PhilGEPS modernized system, the very first pending task is the Completion of E-Bidding Roles. The Procuring Agency sees this upon logging in to the system.
  2. If BAC group/structure is created, status is “Completed”.
  3. The Procuring Agency completes assignment of E-Bidding Roles in his organization.

Announcements

User: Buyer

  1. When the Buyer Coordinator creates an announcement that will be posted publicly, the system generates an Announcements pending task.
  2. What Needs To Be Done: The PhilGEPS Site Admin must approve or disapprove the announcement.
  3. The pending task is removed when

        (i) the Site Admin has approved the announcement and the Buyer Coordinator has viewed the announcement as approved or,

        (ii) the Site Admin has disapproved the announcement and the Buyer Coordinator has cancelled the announcement.

  4. No need for PhilGEPS Site Admin approval when an announcement is intended for the Procuring Agency’s organization.

Notices for Award        

User: Auditor

  1. When a Notice status is in Closed – Pending award, the system generates the Notices for Award pending task for the auditor.
  2. If notice is closed, pending task count will decrement.
  3. Nothing needs to be done, this is actually a pending task for the Procuring Agency. However, the Auditor can use this pending task as entry point to upload an audit report.

Create 2nd Stage Bid Notice

User: Auditor

  1. In the case of Consulting, once Vendors are shortlisted during Bid Evaluation, the system generates the Create 2nd Stage Bidding pending task for the Notice Creator.
  2. If the 2nd stage notice is created (meaning the status of the 2ndstage notice is “in-preparation”), pending task count will decrement.
  3. Nothing needs to be done, this is actually a pending task for the Procuring Agency. However, the Auditor can use this pending task as entry point to upload an audit report.

Bid Result Summary

User: Auditor

  1. When the Bid Notice Summary is generated after each stage (Bid opening, Bid Evaluation and Post Qualification), Bid Result Summary pending task is generated by the system, each for BAC, CSO and Auditor
  2. If auditor view the result summary of the notice, pending task count will decrement.
  3. Nothing needs to be done, this is actually a pending task for the Procuring Agency. However, the Auditor can use this pending task as entry point to upload an audit report.

Award Notices to Proceed

User: Auditor

  1. Once an Award Notice is approved and posted, the system generates an “Award Notices to Proceed” pending task intended for the Notice Creator.
  2. If Notice to Proceed (NTP) is approved or bid notice has failed, pending task count will decrement.
  3. Nothing needs to be done, this is actually a pending task for the Procuring Agency. However, the Auditor can use this pending task as entry point to upload an audit report.

Bid Notices for Opening/Evaluation/Post Qualification

User: Auditor        

  1. When a notice reaches its bid submission date and time, the system generates a pending task of Bid Notices for Opening/Evaluation/Post Qualification.
  2. If notice status is Close Pending-Award, pending task count will decrement.
  3. Nothing needs to be done, this is actually a pending task for the Procuring Agency. However, the Auditor can use this pending task as entry point to upload an audit report.

Announcements

User: Auditor 

  1. When the Auditor Coordinator creates an announcement that will be posted publicly, the system generates an Announcements pending task.
  2. What Needs To Be Done: The PhilGEPS Site Admin must approve or disapprove the announcement.
  3. The pending task is removed when (1) the Site Admin has approved the announcement and the Auditor Coordinator has viewed the announcement as approved or, (2) the Site Admin has disapproved the announcement and the Auditor Coordinator has cancelled the announcement.
  4. No need for PhilGEPS Site Admin approval when an announcement is intended for the Auditor’s organization.

 

Pending Payment 

User: Suppliers

1. If Vendor chooses to upgrade to Blue Membership, Pending Payment pending task is generated by the system.

2. If Vendor chooses to upgrade to Platinum Membership, required documents must be uploaded and approved first then the pending task is generated

3. If Vendor chooses to pay for additional contact, catalogue and bid documents, pending payment task is generated by the system.

4. If payment is approved, pending task count decrements.  

 

Bid Matches

User: Suppliers

1. If a Vendor registers in the system, the Business Category is defined by the Vendor to set as his bid match and to receive automatic bid notification through pending task and/or email. The vendor may or may not edit the bid match to their preference when the need arises.

2. When  a notice is approved and posted publicly, the system generates a bid match pending task based on the above conditions.

3. If vendor ordered a document or notice has closed, pending task count decrements.

 

Invitations to Bid

User: Suppliers

1. When a Procuring Agency deliberately invites a Vendor to participate in the Bid Notice or a vendor is shortlisted, the system generates a pending task in the Vendor’s pending task list and sends an email notification to the Vendor.

2. If vendor ordered a document or notice has closed, pending task count decrements.

 
Pending Orders
 
User: Suppliers
 
1. When a Vendor downloads the bid documents and the process ended abruptly, the system generates a Pending Order pending task.

2. If vendor completed or cancel the downloading process, ending task count decrements.

 

Pending Bid Submission
 
User: Suppliers
 
1. When a vendor orders a bid document or Bid Response is saved in draft, the system generates a Pending Bid Submission pending task.

2. If notice has closed or bid response is submitted, pending task count decrements.

 

Joint Venture

User: Suppliers

1. When a Vendor invites another Vendor to a Joint Venture, the system generates a Joint Venture Confirmation pending task where the Primary Vendor (the Vendor who invited) can monitor whether the secondary Vendor has confirmed or not.

2. The secondary Vendor (the one who is invited), the system generates Joint Venture  pending task.

 

Note: The counter of this Pending Task decrements in two ways (for the vendor who invited): (1) when the notice is awarded or has failed and (2) when the Primary Vendor disabled the JV invite.

The counter of this Pending Task decrements in two ways (for the Vendor who is invited): (1) when the Secondary Vendor has either accepted or declined the invite and (2) when the Primary Vendor disabled the JV invite.

 

Invitation to Negotiate/Post Qualification

User: Suppliers

1. When a Vendor is ranked as the Lowest Calculated Bidder, the system generates the Invitation to Negotiate/Post Qualification pending task..Highest Rated Bidder, in the case of Consulting Services also receives this pending task.

2. If negotiation is recorded or the documents for post qualification are submitted, pending task count decrements.

 

Award/Shortlisting Notices

User: Suppliers

1. When an award is approved by the Notice Approver, the system generates an Award/Shortlisting Notices pending task.

2. If awards and notices have been viewed, pending task count decrements.

 

Notice to Proceed

User: Suppliers

1. When the Notice to Proceed is approved by the Procuring Agency, the system generates a Notice to Proceed pending task.

2. If details of the award are saved on the vendor’s project listing, pending task count decrements.

 

Notice of Ineligibility

User: Suppliers

1. If Vendor is declared ineligible, the system generates a Notice of Ineligibility pending task.

2. If RR/protest is filed by the Vendor or if not filed within 3 calendar days of receipt, pending task count decrements.

Request for Reconsideration/Protest

User: Suppliers

1. If the Vendor’s Request for Reconsideration/Protest is denied or approved by the Procuring Agency, the system generates a Request for Reconsideration/Protest pending task.

2. If RR/protest is denied, vendor cancels RR or file protest, pending task count decrements. If RR/protest is granted, pending task count decrements upon viewing.

 

Bid Matches

User: CSO

 

  1. CSO has the ability to specify a bid match profile. When a bid match is paired to a notice, the system generates a Bid Matches pending task.
  2. If notice is closed, pending task count will decrement.
  3. The CSO has the option to submit intention to observe, in case they were not invited as an observer.

Bid Result Summary

User: CSO   

  1. When a CSO is invited/accepted to observe and the Bid Results are already available, the system generates a Bid Result Summary pending task.
  2. What Needs To Be Done: The CSO is informed of the result of bid. They have the option to submit a report about the bid.
  3. The Pending task will disappear when the bid has been awarded or has failed.

Invitation to Observe   

User: CSO 

  1. When a Notice Creator invites a CSO to be an observer, the system generates the Invitation to Observe pending task.
  2. If notice is closed or invitation to observe has been accepted or denied, pending task count will decrement.
  3. CSO must either accept or decline.

        (i)If CSO declines, an email notification is sent to the Procuring Agency with the reason for not accepting.

        (ii)If CSO accepts, an email notification is sent to the Procuring Agency and the Notice will be added to the Notice listing of the CSO.