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PhilGEPS

Agency Reports

Bid Notices Posted By Business Category Report

Bid Notices Posted By Region Report

Registration Report

Registration Update Report

Suppliers By Country Or Province State Report

Suppliers By Form Of Organization Report

System Usage Report

Annual Plan

Overview

This is a module oriented to the maintenance of Annual Procurement Plan. This feature is used to capture the initial APP and to upload the supplements (modifications) as a reference for the PE to purchase what they need. This is the basis that the system will use to validate if the items the PE intends to procure are included in the plan and the quantities and budget assigned for it. This will also facilitates the generation of management reports, such as Procurement Monitoring Report, APCPI, etc.Before uploading the data into the system, the record for the PE has to be created in the system and the flag that will handle if there will be validation to be made in the APP has to be configured so the system will know how to handle the document.Once the General Appropriations Act (GAA) has been approved by the Congress of the Philippines, this will be the official budget that a Procuring Entity (PE) will have to use and the Annual Procurement Plan contains all the common and non-common goods to be purchased by the PE within the year.

Bid Process

Bid Response

Overview

Bidders use this functionalities to submit their bids (bid responses).

This facility allows Vendors to submit their bids using the form specified in the bidding documents where Technical and Finalcial proposal are sealed in two (2) separate sealed envelopes. Bids may be submitted electronically or manually.

Navigation

My PhilGEPS ► Bid response

Bid Response Screen Fields

Field	Description
Id	Unique identifier. Setup parameter to determine if entered by user or system generated.
Official Receipt (OR) Number	Official Receipt Number issued by PhilGEPS.
Is Joint Venture	Possible Value is TRUE or FALSE. Default value is 'FALSE'.
Notice	Associates the Bid Response documents to the Notice.
Vendor	Associates the Bid Response to the Vendor submitting the bid documents.
Bid Response Type	Possible values is Manual or Electronic; Default value is 'Electronic'.
Workflow Status	Possible values are 'Created'; 'Pending'; ‘Submitted’; ‘Withdraw’; 'Eligible'. Default value is 'Created'.
Workflow Process Transition	Transition of the the workflow process on the basis of workflow status.
Response Received Date Time	The combination of Response Received Date & Time.
Response Name of Person Who Delivers	Name of the person who delivers the response.
Submitted By	User that created the Response.
Bid Receipt	On a Bid Response is posted, a Bid Receipt must be generated and saved as an Attachment.
Bid Response Detail	One or more Bid Response Detail - Procurement Document Detail
Bid Notice Line Item	The submitter responsible, selects the notice line items defined by the vendor in the documents manually delivered.

Procedure

Users: Suppliers & Buyer

User is logged into the system.
User goes to Bid Response option.
System presents Bid Response form.
User clicks on ‘Create’ Button.
User files out the Bid Response form presented by the system.
User attaches the supporting file(s) and clicks ‘Save’ button.
If users does not save the Bid Supplement information, system does not record it.

Bid Notice Line Item

Overview

The submitter who is responsible, selects the notice line items defined by the vendor in the documents manually delivered.

Bid Response Details

Overview

This entity contains the detail of every Bid Response.

Bid Response Details Screen Fields

Fields	Description
Response Detail Id	System auto-generated, visible to the user, not updatable by the user.
Envelope number	Possible Values are Envelope1-Eligibility; Envelope1-Technical; Envelope2-Financial. Default Value is 'Envelope1-Eligibility'.
Response Comments	Additional information regarding the Response Detail.

Bid Supliment

Overview

It describes the supplemental bidding documents in response to Vendor set of queries and/or revisions to the initial documents uploaded.

Navigation

My PhilGEPS ► Bid Supliment

Bid Supliment Screen Fields and Tabs

Field	Description
Code	Unique identifier. Setup parameter to determine if entered by user or system generated. When system generated, it will be left padded with zeros.
Notice	The Notice that will be modified by the supplement
Workflow Status	Possible Values is Create; Approval Requested; Approved; Cancelled. Default value is 'Created'
Workflow Process Transition	Transition process of the workflow status.
Bid Supplement Title No	The “bulletin Number’ of the Supplement.
Date Published	The combination of Date and Time. When the supplement was approved.
Date Submitted	The combination of Date and Time. When the supplement was submitted for approval.
Attachments	The user must upload attachments against the Bid Supplement.
Activities	The notice activities present in the Notice.
Doccuments Checklist	Attach notice checklist doccuments.

Procedure

User: Buyer

User is logged into the system.
User goes to Bid Supliment option.
System presents Bid Supliment form.
User clicks on ‘Create’ Button.
User fills out the Bid Supliment information form presented by the system.
User attach the attachments, Activities and Doccuments Checklist for a particular Bid Supliment.
User clicks ‘Save’ button to save the Bid Supliment information.
If user does not save the Bid Supliment information, system does not record it.

Catalouge

Overview

Catalouge Module is a basic moduile oriented to the maintenance of all the basic entities and catalofues. This feature is used to capture information such as non business days, government branch, memberships, etc.

Accredited Supplier Codes

Overview

The assigned users use Accredited Supplier Codes to create codes for LSB, Limited Source Bid process.

Navigation

Catalogues ► Accredited Supplier Codes

Accredited Supplier Code screen Fields and Tabs

Field	Description
Code	Unique identifier. Setup parameter to determine if entered by user or system generated. Left padded with zeros.
Active	Determines if the Accredited Supplier Code is active or inactive.
Start Date	Initial date for the LSB Code.
End Date	Validity end for LSB Code.
Last Update Date	Last date on which the Accredited Supplier Codes was updated.
Limited Source Bid Code	LSB code is System admin defined. The value is unique.
Last User Update	Last user who updated, system will automatically populate this value based on the logged in user.

Procedure

User: Admin

User is logged into the system.
User goes to Accredited Supplier Codes option.
System presents Accredited Supplier Codes form.
User clicks on ‘Create’ Button.
User fills out the Accredited Supplier Codes information form presented by the system.
User clicks ‘Save’ button to save the Accredited Supplier Codes information.
If users does not save the Accredited Supplier Codes information, system does not record it.

Activity Listing

Overview

This entity refers to the list of available activities that can happen during a bid process. This list is used as a reference in creating and maintaining a specific schedule of activity.

Navigation

Catalogues ► Activity Listing

Activity Listing screen fields

Field	Description
Code	Unique identification code of Activity Listing.
Active	Possbile values are True and False. If checked, it refers that the record is available for use and if unchecked, the record is for reference purpose only. True is the default value.
Is Default	This field is used to make the Activity default in schedule of activity.
Name	Name of the activity.
Description	Description of the Activity.

Procedure

User: Admin

User is logged into the system and goes to Activity Listing screen.
User clicks on ‘Create’ Button.
User fills out the necessary Activity Listing information in the fields.
User clicks on ‘Save’ button.
If user does not fills up correct information in mandatory fields, system does not saves the record and shows an error message.

Award Type

Overview

Contains a valid list of Award Type catalogue defined by user, which is uses to classify the type of award a bidder can obtain in a specific Bid.

Navigation

Catalogues ► Award Type

Award Type screen fields

Field	Description
Code	Unique identification code.
Active	Active status - if checked, Award Type is active.
Description	Description of the Award Type.

Procedure

User: Admin

User is logged into the system.
User goes to Award Type option.
System presents Award Type form.
User clicks on ‘Create’ Button.
User fills out the Award Type information form presented by the system.
User clicks ‘Save’ button to save the Award Type information.
If users does not save the Award Type information, system does not record it and shows error message.

Bid Document Fee

Overview

Refers to the list of fees that a Vendor has to pay for Bid Documents based on the Approved Budget for the Contract (ABC) and the range of cost for bidding documents.

Navigation

Catalogues ► Bid Document Fee

Bid Document Fee screen Fields

Field	Description
Code	Unique identification code of Bid Document Fee either entered by users or system generated as defined by set-up parameter.
Active	This field defines whether the record is for use or for refernce purpose only. True is the default value.
Description	A short description of the fee.
Maximum Cost Bidding Documents	Maximum cost of bidding documents.
Effective Date	Start Date of the fee’s effectivity.
Approved Budget Contract Maximum Range	Maximum Amount for the bid project.

Procedure

User: Admin

User is logged into the system.
User goes to Bid Document Fee option.
System presents Bid Document Fee form.
User clicks on ‘Create’ Button.
User fills out the Bid Document Fee information form presented by the system.
User clicks ‘Save’ button to save the Bid Document Fee information.
If user does not save the Bid Document Fee information, system does not record it.

Bid Evaluation Criteria

Overview

The elements of such catalogue can be copied into the procurement document where the user can add or modify it, the catalogue is used as template.

Navigation

Catalogue ► Bid Evaluation Criteria

Bid Evaluation Criteria screen Field and Tab

Fields	Description
Id	This is an unique identifier and a setup parameter to determine if entered by user or system generated. When this is system generated, it is left padded with zeros.
Active	Identifies the record as being active or inactive.
Bid Evaluation Criteria Type	A closed domain for now whose value available is 'Technical'
Description	It is the user defined description for the Bid Evaluation Criteria.
Short Description	It is the user defined abbreviated description for the Bid Evaluation Criteria.
Criteria Weight	The weight that the given criteria will represent during Bid Evaluation Process

Procedure

User: Admin

User is logged into the system.
User goes to Bid Evaluation Criteria option.
System presents Bid Evaluation Criteria form.
User clicks on ‘Create’ Button.
User fills out the Bid Evaluation Criteria information form presented by the system.
User clicks ‘Save’ button to save the Bid Evaluation Criteria information.
If user does not save the Bid Evaluation Criteria information, system does not record it and shows error message.

Bid Evaluation Method

Overview

Bid Evaluation Method screen contains a catalogue of Bid Evaluation Methods, with some predefined, more can be added as required. Users can configure different behaviors of evaluation methods through this entity.

Bid Evaluation Method entity contains the catalogue of Bid Evaluation Methods such as Value for Money, Quality-Cost Based Selection (QCBS), Quality Based Selection (QBS), Least-Cost Selection (LCS), Fixed Budget Selection (FBS), Administrative Evaluation, etc.

Navigation

Catalogues ► Bid Evaluation Method

Bid Evaluation Method screen Fields

Field	Description
ID	Unique auto-generated numeric code.
Active	If false, the Bid Evaluation Method cannot be used anymore and it would be there for reference purposes.
Is Administrative Evaluation	Indicates that the Bid Evaluation Method will only be used for Administrative Evaluation.
Limit Number of Vendor	Possible values True/False. Default is False.
Apply Minimum Technical Score	If true, the system will require the Minimum Technical Score in Procurement Document Item Lots.
Abbreviation	Short Description of the Bid Evaluation Method.
Description	Detailed description of the Bid Evaluation Method.
Classification	Possible values are 'Civil Works', 'Goods', 'Consulting Services','Goods - General Support Services','Infrastructure'. Default value is 'Goods'.
Financial Proposal Weight %	Weight for the Financial factor.
If Financial Evaluation By Lowest Price	If true, the system will suggest an Original Ranked Vendors by lowest price.
Bid Evoluation Criteria	The reference for this collection is the entity Bid Evaluation Criteria.

Procedure

User: Admin

User is logged into the system.
User goes to Bid Evaluation Method option.
System presents Trade Agreement form.
User clicks on ‘Create’ Button.
User fills out the Trade Agreement information form presented by the system.
User attach the Bid Evaluation Method which is the reference for this collection is the entity.
User clicks ‘Save’ button to save the Bid Evaluation Method information.
If user does not save the Bid Evaluation Method information, system does not record it.

Bid Security

Overview

This entity refers to the Bid Security schedule where the Bid Security amount must be equal to a percentage of the approved Budget Control as specified in the RA and IRR.

Navigation

Catalogues ► Bid Security

Bid Security screen fields

Field	Description
Code	Unique identification code.
Active	Active status - if checked Bid Security is active.
Description	Description of the Bid Security.
Approved Budget Contract Percentage	The amount corresponding to a certain fee.

Procedure

User: Admin

User is logged into the system.
User goes to Bid Security option.
System presents Bid Security form.
User clicks on ‘Create’ Button.
User fills out the Bid Security information form presented by the system.
User clicks ‘Save’ button to save the Bid Security information.
If users does not save the Bid Security information, system does not record it and shows error message.

Business Category

Overview

This Entity enable's the registry and the types of business category.

Navigation

Support Entities ► Business Category

Business Category screen field and Tabs

Field	Description
Code	Unique identifier. Setup parameter to determine if entered by user or system generated.If it is system generated, it is left padded with zeros.
Name	Name of the Business Category
Description	Description of the Business Category
Active	A checkbox possible Values are TRUE/FALSE.Default Value is True

Checklist

Overview

Refers to the list of required documents that a Vendor (Merchant) needs to submit based on the conditions set forth by the system administrator. These are Procurement Classification, Procurement Mode and Applicable Procurement Rules.

Navigation

Catalogues ► Checklist

Checklist screen Fields

Field	Description
Code	Unique identification code of Checklist either entered by user or system generated as defined by set-up parameters.
Active	This field defines whether the record is for used or reference purpose only. Default value is true.
Procurement Classification	Procurement Classification may be Civil Works, Goods, Consulting Services, Infrastructure, etc. Goods is the default value.
Description	Checklist name is mentioned in this field.
Procurement Mode	The condition referring to the Procurement Mode.
Trade Agreement	Trade Agreementto be selected from dropdown box.
Stages	Collection of Category for the given Notice and Bid Process.

Procedure

User: Admin

User is logged into the system.
User goes to Checklist option.
System presents Checklist form.
User clicks on ‘Create’ Button.
User fills out the Checklist information form presented by the system.
User attach the Stages for a particular Checklist.
User clicks ‘Save’ button to save the Checklist information.
If user does not save the Checklist information, system does not record it.

Checklist Category Document

Overview

This will enable the user to add documents to a Category of a checklist.

Navigation

Catalogues ► Checklist Category Document

Checklist Category Document screen field and Tabs

Field	Description
Code	Unique identifier. Setup parameter to determine if entered by user or system generated. When system generated, it will be left padded with zeroes.
Active	Denotes if the record is active or inactive.
Mandatory	Denotes if the record is mandatory information when referenced by other screens.
Name	Reference name of the givenm document.
Envelope	Determines which envelope is associated to the record.
Sequence	Sequence for the document to be used withing a category.
Attachments	Document or Set of Documents for a Given Document.

Procedure

User: Admin

User is logged into the system.
User goes to Checklist Category Document option.
System presents Checklist Category Document form.
User clicks on ‘Create’ Button.
User fills out the Checklist Category Document information form presented by the system.
User attach the document for a particular Checklist Category Document.
User clicks ‘Save’ button to save the Checklist Category Document information.
If user does not save the Checklist Category Document information, system does not record it.

Attachment

Attachment screen field and Tabs

Field	Description
Id	A unique identifier which is system generated corresponding to the attachment. It is a Setup parameter to determine if entered by user or system generated.If it is system generated, then it is left padded with zero
Required	If true, the document is required in fulfilling the checklist
Document	The file Name in the Document Library
Document Type	The file Type classification in the document Library

Checklist Stage Category

Overview

This entity refers to the list of documents assigned to a specific checklist.

Navigation

Catalogues ► Checklist Stage Category

Checklist Stage Category screen field and Tab

Field	Description
Code	Unique identifier. Setup parameter to determine if entered by user or system generated.If system generated, it will be left padded with zeroes.
Active	A chcekbox whose possible values are True/False.Default value is true.
Stage	The alphanumeric classification of the Stage
Category	It is a Combo Box collection may vary from 1 to many.
Checklist Category Documents	The set of documents for a single category

Procedure

User: Admin

User is logged into the system.
User goes to Checklist Stage Category option.
System presents Checklist Stage Category form.
User clicks on ‘Create’ Button.
User fills out the Checklist Stage Category information form presented by the system.
User attach the document for a particular Checklist Stage Category.
User clicks ‘Save’ button to save the Trade Checklist Stage Category.
If user does not save the Checklist Stage Category information, system does not record it.

Civil Society Organization Type

Overview

This entity contains the catalogue for types of Civil Society Organization.

Navigation

Catalogues ► Civil Society Organization Type

Civil Society Organization Type screen fields

Field	Description
Code	Unique identification code of Civil Organization Type.
Active	Possible values are true or false. True is the default value. Active status indicates that the record is available for use. False value indicates that the record is for reference purpose only.
Name	Name of the Civil Society Organization Type.
Abbreviation	Abbreviation for the Civil Society Organization Type.
Description	Description of the Civil Society Organization Type.
Is Multilateral Development Bank	Defines if the Civil Society Organization Type is a Multilateral Development Bank or not.
Is Oversight Agency	Defines if the Civil Society Organization Type is a Oversight Agency or not.

Procedure

User: Admin

User is logged into the system and goes to Civil Society Organization Type screen.
User clicks on ‘Create’ Button.
User fills out the necessary Civil Society Organization Type information in the fields.
User clicks on ‘Save’ button.
If user does not fills up correct information in mandatory fields, system does not saves the record and shows an error message.

Claim Resolution Type

Overview

It allows the user to create Claim resolution types in order to classify the procurement claim resolution.

Navigation

Catalogues ► Claim Resolution Type

Claim Resolution Type screen Fields

Field	Description
ID	Unique identifier. Setup parameter to determine if entered by user or system generated. When system generated, it will be left padded with zeros.
Is Result Active	If checked indicates that the Claim If not checked, the Claim Resolution Type cannot be used anymore and it would be there for reference purposes.
Claim Resolution Result	Selectable list with the possible values are Acceptance and Rejection. Default value is Acceptance.
Short Description	This is a brief description of the result, e.g. “tender cancellation”, “intend to award to second best bidder”, “not enough information provided to support the claim”, “the claim has no relevancy”, etc.
Procedure	This is a detailed description of the procedure of this result, e.g. “A tender cancellation implies the Procurement Document cancellation, a new Procurement Document will be published in the next 15 working days and all bidders must submit proposals again”.

Procedure

User: Admin

User is logged into the system.
User goes to Claim Resolution Type option.
System presents Claim Resolution Type form.
User clicks on ‘Create’ Button.
User fills out the Claim Resolution Type information form presented by the system.
User clicks ‘Save’ button to save the Claim Resolution Type information.
If user does not save the Claim Resolution Type information, system does not record it.

Claim Type

Overview

Contains all the Claim Types such as ‘Procurement Document Claim’, ‘Bid Evaluation Claim’, ‘Contract Claim’, etc.

Navigation

Catalogue ► Claim Type

Claim Type Screen Fields and Tabs

Fields	Description
Id	Unique identifier. Setup parameter to determine if entered by user or system generated. When system generated, it will be left padded with zeros.
Active	Denotes if Claim Type is active or inactive.
Claim Type Source	Possible Values are ‘Procurement’ and ‘Contract Management’. Default is ‘Procurement’
Claim Procurement Type	Possible values Clarification; Impugnation; Nullity whose default value is Null.
Abbreviation	A brief description of claim type.
Description	It is the user defined description for the Bid Evaluation Criteria.

Procedure

User: Admin

User is logged into the system.
User goes to Claim Type option.
System presents Claim Type form.
User clicks on ‘Create’ Button.
User fills out the Claim Type information form presented by the system.
User clicks ‘Save’ button to save the Claim Type information.
If user does not save the Claim Type information, system does not record it.

Classification List

Overview

This entity refers to the list of classification for the vendors available to any form of organization.

Navigation

Registration ►Classification List

Classification List screen field nad Tabs

Field	Description
Code	Unique identification code either entered by users or system generated as defined in system parameter.
Name	Given name of Classification.
Description	Description of Classification List.
Active	This field indicates whether the record is available for use or for reference purpose only. Active indicates that the record is for use.

Procedure

User: Admin

User is logged into the system and goes to Classification List screen.
User clicks on ‘Create’ Button.
User fills out the necessary Classification List information in the fields.
User clicks on ‘Save’ button.
If user does not fills up correct information in mandatory fields, system does not saves the record and shows an error message.

Consultant List

Overview

This refers to the list of consultants for the vendors available to any form of organization. This serves as a requirement during bid submission for Vendors to identify the consultant(s) for the project.

Navigation

Catalogues ► Consultant List

Consultant List screen field

Field	Description
Code	Unique identification code either entered by user or system generated as defined in system parameter.
First Name	First name of consultant.
Middle Name	Middle name of consultant.
Last Name	Middle name of consultant.
Nationality	Nationality of consultant.

Procedure

User: Admin

User is logged into the system and goes to Consultant List screen.
User clicks on ‘Create’ Button.
User fills out the necessary Consultant List information in the fields.
User clicks on ‘Save’ button.
If user does not fills up correct information in mandatory fields, system does not saves the record and shows an error message.

Contact Type

Overview

It allows to create Contact Types in order to classify the list of GENERAL CONTACTS for PhilGEPS.

Navigation

Support Entities ► Contact Type

Contact Type screen field and Tabs

Field	Description
Code	Unique identification code either entered by user or system generated as defined in system generated.
Active	A checkbox whose Possible Values are TRUE/FALSE. Default value is TRUE. Value 'True' refers that the record is available for use. Otherwise, it is for reference purpose only.
Acronym	ID for the String Type.
Name	Name for the type of contact.
Description	Description of the type of contact.
Attachment	Collection of documents containing information needed to approve the type.

Procedure

User: Admin

User is logged into the system and goes to Contact Type screen.
User clicks on ‘Create’ Button.
User fills out the necessary Contact Type information in the fields.
User clicks on ‘Save’ button.
If user does not fills up correct information in mandatory fields, system does not saves the record and shows an error message.

Attachment

Attachment screen field and Tabs

Fields	Description
Id	Unique identification code manualy entered by the user.
Title	Title of the Attachment
Description	Short descrption of the attachment.
Attachment	Field to upload document to support the attachment.
Date Time	Date Time of the attachment.
User	User who is uploading the document and associated with the attachment

Direct Contracting Condition

Overview

This is useful for the system site admin to create/customize field(s) that can be used as additional information when creating documents in the Document Library (defined below). These fields are filled up by the supplier and Buyer during registration or submission of bidding documents, serve as requiremente in the system. Users are able to add any records based on the requirements need.

Navigation

Catalogues ► Direct Contracting Condition

Direct Contracting Condition screen Fields

Field	Description
Code	ID for field added to the document included in the document library, system generated.
Active	If true, the Document Field can be used and referenced.
Description	Name for the field added to the document included in the document library.

Procedure

User: Admin

User is logged into the system and goes to Direct Contracting Condition screen.
User clicks on ‘Create’ Button.
User fills out the necessary Direct Contracting Condition information in the fields.
User clicks on ‘Save’ button.
If user does not fill up correct information in mandatory fields, system does not saves the record and shows an error message.

Document Category

Overview

Refers to the general category of the documents in the system to classify varios forms. This is useful for the site admin during set-up of document library.

Navigation

Catalogues ► Document Category

Document Category screen Fields

Field	Description
Code	Unique identification code.
Active	Active status - if checked Document Category is active.
Description	Description of the Document Category.

Procedure

User: Admin

User is logged into the system.
User goes to Document Category option.
System presents Document Category form.
User clicks on ‘Create’ Button.
User fills out the Document Category information form presented by the system.
User clicks ‘Save’ button to save the Document Category information.
If users does not save the Document Category information, system does not record it and shows error message.

Document Field Maintenance

Overview

This is useful for the system site admin to create/customize field(s) that can be used as additional information when creating documents in the Document Library. These fields gets filled up by the supplier and Buyer during registration or submission of bidding documents, serve as requiremente in the system. It is able to add any records based on the requirements need.

Navigation

Catalogues ► Document Field Maintenance

Document Field Maintenance screen Fields

Field	Description
Code	ID for field added to the document included in the document library, system generated.
Field Name	Name for the field added to the document included in the document library.
Field Type	Type of the field added to the document included in the document library.
Field Length	Length of the new field for the document included in the document library.
Data Type	Data Type of the new field added to the document included in the document library.
Is Required	If true, it indicates that this new field is requiered for the document included in the document library. Default value is false for this field.
Active	If true the Document Field can be used and referenced. Default value is True.

Procedure

User: Admin

User is logged into the system and goes to Document Field Maintenance screen.
User clicks on ‘Create’ Button.
User fills out the necessary Document Field Maintenance information in the fields.
User clicks on ‘Save’ button.
If user does not fill up correct information in mandatory fields, system does not saves the record and shows an error message.

Document Registration

Overview

Refers to the list of forms submitted by the Vendor for the Platinum Membership in reference to the Form of Organization and Procurement Classification combination. Maintenance of records is performed by System Administrator.

Navigation

Catalogues ► Document Registration

Document Registration scree Fields

Field	Description
Code	Unique identification code of Document Registration either entered by users or system generated as defined by set-up parameter.
Active	If checked, this record can be used and referenced. Mark as checked is the default value.
Procurement Classification	Possible Values for Procurement Classification are Civil Works, Goods, Consulting Serives, Infrastructure to be selected from dropdown box. Goods is the default value for this field.
Organization Supplier Type	Supplier Organization Type to be selected from the drop down box.
Document Registration Detail	This refers the forms selected by the Vendor during registration.

Procedure

User: Admin

User is logged into the system.
User goes to Document Registration option.
System presents Document Registration form.
User clicks on ‘Create’ Button.
User fills out the Document Registration information form presented by the system.
User attach the Document Registration Detail for a particular Document Registration.
User clicks ‘Save’ button to save the Document Registration information.
If user does not save the Document Registration information, system does not record it.

Document Type

Overview

This entity refers to the identification of document type used in the system prior to selection of document category. This is useful for the site admin during set-up of document library.

Navigation

Catalogues ► Document Type

Document Type screen Fields

Field	Description
Code	Unique identification code.
Active	Active status - if checked, Document Type is active.
File Mandatory	This field defines if the Document Type is mandatory.
Description	Description of the Document type.

Procedure

User: Admin

User is logged into the system.
User goes to Document Type option.
System presents Document Type form.
User clicks on ‘Create’ Button.
User fills out the Document Type information form presented by the system.
User clicks ‘Save’ button.
If users does not save the Document Type information, system does not record it and shows error message.

Email Notification

Overview

It records all email notifications being sent by the system to respective reciepents depending on the scenario and action that triggers the email to be sent.

Navigation

Registration ► Email Notification

Email Notification screen fields and Tab

Field	Description
Code	Unique identification code either entered by user or system generated as defined in system parameter.
Active	Possible Values are True and False. Default value is True. If true, the Email can be used and referenced.
Subject	The subject of the email.
Salutation	Salutation/Greetings before the email body/content.
Body	The message of the mail.
Trigger Activity	Describes the activity performed in the system that triggers the email to be sent.

Procedure

User: Admin

User is logged into the system and goes to Email Notification screen.
User clicks on ‘Create’ Button.
User fills out the necessary Email Notification information in the fields.
User clicks on ‘Save’ button.
If user does not fills up correct information in mandatory fields, system does not saves the record and shows an error message.

Fees

Overview

It is catalogue for list of Fees available, to be used in the procurement process. It enables the selection based on the requirements needed.

Navigation

Catalogues ► Fees

Fees screen field and Tab

Field	Description
Code	Unique identification code of Fees either entered by users or system generated as defined in system parameter.
Description	Description regarding fees like Vendor Addtional Contact Fee, Additional Catalogue for Products/Services.
Fee	Fee amount is mentioned in this field (in Philippine currency).
Effective Date	Effective Date for the fee.
Active	Default Value is True. If the value is set to true, the Fee can be used and referenced.

Procedure

User: Admin

User is logged into the system and goes to Fees screen.
User clicks on ‘Create’ Button.
User fills out the necessary Fees information in the fields.
User clicks on ‘Save’ button.
If user does not fills up correct information in mandatory fields, system does not saves the record and shows an error message.

Fields Of Expertise

Overview

This entity is useful during registration of individual both local/foreign consultant to be able to identify their field(s) of expertise, it is able to register any typification of the fields of expretise according needs.

Navigation

Catalogues ► Fields Of Expertise

Fields Of Expertise screen Fields

Field	Description
Code	Unique identification code of Fields of Expertise record either entered by users or system generated as defined by set-up parameter.
Active	This field defines whether the record is for use or for reference purpose only. Default value is True.
Description	Brief description of the field of expertise.

User: Admin

User is logged into the system and goes to Fields Of Expertise screen.
User clicks on ‘Create’ Button.
User fills out the necessary Fields Of Expertise information in the fields.
User clicks on ‘Save’ button.
If user does not fills up correct information in mandatory fields, system does not saves the record and shows an error message.

Funding Instrument

Overview

Funding Instrument refers to the manner to which the funding source can be acquired. This is not part of CoA (UACS). It is used during Bid Process. It enables the selection based on the requirements need.

Navigation

Catalogues ► Funding Instrument

Funding Instrument screen fields and tab

Field	Description
Code	Unique identification code.
Active	Active status - if checked, Funding Instrument is active.
Description	Description of Funding Instrument.
Applicable Procurement Rules	Collection of child Funding Instrument for the particular Trade Agreement.

Procedure

User: Admin

User is logged into the system.
User goes to Funding Instrument option.
System presents Funding Instrument form.
User clicks on ‘Create’ Button.
User fills out the Funding Instrument information form presented by the system.
User attach the Funding Instrument for a particular Trade Agreement.
User clicks ‘Save’ button to save the Funding Instrument information.
If users does not save the Funding Instrument information, system does not record it and shows error message.

Generic Contact List

Overview

It allows to create a generic list of contacts for PhilGEPS.

Navigation

Catalogues ► Generic Contact List

Generic Contact List screen field and Tabs

Field	Description
Code	Unique identification code of Generic Contract List either entered by user or system generated as defined in system parameters.
Active	Possible Values for this field are TRUE/FALSE. Default value is TRUE. True value refers that the record is available for use. Otherwise, it is for reference purpose only.
Salutation	Defines the level of formality regarding contact person form of addressing.
First Name	First Name of the contact.
Middle Name	Middle Name of the contact.
Last Name	Last Name of the contact.

Procedure

User: Admin

User is logged into the system and goes to Generic Contact List screen.
User clicks on ‘Create’ Button.
User fills out the necessary Generic Contact List information in the fields.
User clicks on ‘Save’ button.
If user does not fills up correct information in mandatory fields, system does not saves the record and shows an error message.

Address

Address screen field and Tabs

Field	Description
Is Main ?	A checkbox whose possible values are True/False
Address Type	Defines the address is of which location of the contact for example home,work etc
Address	Full address of the contact
Location	Exact location of the contact
City	City of the contact.
State	State in which the contact is residing in repect to the country.
Zip Code	A Numeric Code corresponding to the address in terms of the province or locality.

Contact Type

Contact Type screen field and Tabs

Field	Description
Code	Unique identifier. Setup parameter to determine if it is entered by user or system generated. If system generated, it is left padded with zeros.
Active	A checkbox whose Possible Values are TRUE/FALSE.Default value is TRUE.
Contact Type	A lookup button followed by a list of precreated contact type.

Contacts

Contacts screen field and Tabs

Field	Description
Contact Value	Field to insert the contact value like a numeric code as in a phone number.
Is Main	A checkbox whose possible values are True/False
Contact Type	An dropbown menu whose optional values are Fax,Electronic Mail,Phone,Website.
Contact Location Type	It corresponces to the location priorto the contact type.
Description	A short description of the contact.

User

User screen field and Tabs

Field	Description
Code	Unique identifier. Setup parameter to determine if it is entered by user or system generated. If system generated, it is left padded with zeros.
User	Field followed with an lookup button which has precreated list of users.
Active	A checkbox whose possible values are True/False.True is its default value.

User Role

This entity represents the Generic contact list user role.

User Role screen field and Tabs

Field	Decsription
Code	Unique code manually entered by the user.
User Role	A lookup button following a list of precreated user roles.
Active	A checkbox with possible values True/False.Default value is True.

Library Section

Overview

This entity will alow the user to create a set of Library sections in order to archive documents in the library organized by section. This will facilitate the usage of the documents.

Navigation

Support Entities ► Library Section

Library Section screen field and Tabs

Field	Description
Code	Unique identifier. Setup parameter to determine if entered by user or system generated. When system generated, it will be left padded with zeros.
Active	A checkbox whose possible values are True/False.Default value is true.
Name	Name of the Section
Description	Description of the section.

Library Section

Overview

This entity allows the user to create a set of Library sections in order to archive documents in the library organized by section. This facilitates the usage of the documents.

Navigation

Catalogues ► Library Section

Library Section screen Fields

Field	Description
Code	Unique identifier. Setup parameter to determine if entered by user or system generated. If it is system generated, then it is left padded with zeros.
Active	A checkbox whose possible values are True/False.Default value is true.
Name	Name of the Section.
Description	Description of the section.

Procedure

User: Admin

User is logged into the system.
User goes to Library Section option.
System presents Library Section form.
User clicks on ‘Create’ Button.
User fills out the Library Section information form presented by the system.
User clicks ‘Save’ button to save the Library Section information.
If user does not save the Library Section information, system does not record it.

Membership Type

Overview

Refers to the catalogue containing types of membership and the corresponding fee, if assigned. The Future Membership Fee and the Future Effective Date are add-on features where the Site Admin has the option to specify a future value of the Membership Fee which comes into effect upon reaching the Future Effective Date.

Navigation

Catalogues ► Membership Type

Membership Type screen Fields

Field	Description
Code	Unique identification code either entered manually by users or systyem generated as defined in system parameter.
Active	If checked, it indicates Membership Type is available for use. True is the default value. If unchecked, the record is available for reference purpose only.
Name	Name of Memebership Type.
Description	Description regarding Membership Type.

Procedure

User: Admin

User is logged into the system.
User goes to Membership Type option.
System presents Membership Type form.
User clicks on ‘Create’ Button.
User fills out the Membership Type information form presented by the system.
User clicks ‘Save’ button to save the Membership Type information.
If users does not save the Membership Type information, system does not record it

Membership Vendor

Overview

This refers to the catalogue containing types of membership and the corresponding fee, if assigned.

The Future Membership Fee and the Future Effective Date are add-on features where the Site Admin has the option to specify a future value of the Membership Fee which comes into effect upon reaching the Future Effective Date.

Navigation

Catalogues ► Membership Vendor

Membership Vendor screen Fields

Field	Description
Code	Unique identification code for Membership Vendor either entered by users or system generated as defined by parameter set-up.
Active	This field determines whether the record is for use or for reference purpose only. True is the default value for this field. True values refers that the record is available for use.
Description	Description of the Membership Vendor.
Is Assign Representative	States the condition if the membership allows the vendor to have an authorized representative. Default Value is False.
Future Membership Fee Amount	The future cost of the Membership based on the Future Effective Date.
Future Effective Date	The effective date for Membership Fee in the future.
Membership Fee Amount	The cost for a specific type of Membership.
Effective Date	The start date of the Vendor’s membership type.

User: Admin

User is logged into the system and goes to Membership Vendor screen.
User clicks on ‘Create’ Button.
User fills out the necessary Membership Vendor information in the fields.
User clicks on ‘Save’ button.
If user does not fills up correct information in mandatory fields, system does not saves the record and shows an error message.

Nature Of Organization

Objective

Refers to the catalogue containing nature of organization for CSO. Every Organization (CSO) must the categorized into one form of organization. Users are able to register any classification according to needs.

Navigation

Catalogues ► Nature Of Organization

Nature Of Organization screen Fields

Field	Description
Code	Unique identification code of Nature Of Organisation record either entered by users or system generated as defined by set-up parameters.
Active	If true, the nature of organization CSO can be used and referenced. Default value is true.
Name	Name of the Nature of Orgnization.
Description	Brief description of the nature of organization for CSO.

Procedure

User: Admin

User is logged into the system.
User goes to Nature of Orgnization option.
System presents Nature of Orgnization form.
User clicks on ‘Create’ Button.
User fills out the Nature of Orgnization information form presented by the system.
User clicks ‘Save’ button to save the Nature of Orgnization information.
If user does not save the Nature of Orgnization information, system does not record it and shows error message.

Non Business Days

Overview

This is used to register the Non Business Day. User is able to register any Non Business Day recurrent through the years or not.

Navigation

Catalogues ► Non Business Days

Non Business Days screen Fields

Field	Description
Code	Non Business Day ID unique for each record.
Active	If true, it indicates that this specific date is non business day and no activity can be scheduled for the bid process, except for publication day. Deault value is True.
Name	Description or Name of Non Dusiness Day.
Is Recurrent	This field defines whether Non Business Day is Recurrent. Default value for this field is True.
Date	Non Business Day Date to selected from calendar button.
Fiscal Year	Fiscal year to be selected from dropdown box.

User: Admin

User is logged into the system and goes to Non Business Days screen.
User clicks on ‘Create’ Button.
User fills out the necessary Non Business Days information in the fields.
User clicks on ‘Save’ button.
If user does not fills up correct information in mandatory fields, system does not saves the record and shows an error message.

Notice Checklist

Overview

This the Checklist of Documents for the Bid Process notices.

Navigation

Catalogues ► Notice Checklist

Notice Checklist screen fields

Field	Description
Code	Unique identifier. Setup parameter to determine if entered by user or system generated. When system generated, it will be left padded with zeros.
Active	Active status - if checked Bid Security is active.
Documents	Documents related to Notice Checklist.

Procedure

User: Admin

User is logged into the system.
User goes to Notice Checklist option.
System presents Notice Checklist form.
User clicks on ‘Create’ Button.
User fills out the Notice Checklist information form presented by the system.
Attach the documents related to Notice Checklist.
User clicks ‘Save’ button to save the Notice Checklist information.
If users does not save the Notice Checklist information, system does not record it.

Notice Type

Overview

Notice Type is useful during Notice creation to classify the kind of notice a procuring entity requires for a particular project.

Navigation

Catalogues ► Notice Type

Notice Type screen fields and tabs

Field	Description
Code	Unique identification code.
Active	Active status - if checked, Notice Type is active.
Description	Description of the Notice type.
Minimum Required Bids	The minimum number of Bids required for the Notice to proceed to the Bid process.
Abstract Text	This Entity contains a valid list of Notice Type Abstract Text catalogue defined by the user.

Procedure

User: Admin

User is logged into the system.
User goes to Notice Type option.
System presents Notice Type form.
User clicks on ‘Create’ Button.
User fills out the Notice Type information form presented by the system.
User must attach the Abstract Text for a Notice Type.
User clicks ‘Save’ button to save the Notice Type information.
If users does not save the Notice Type information, system does not record it and shows error message.

Agency Notices ( Open Opportunities )

User: Auditors

User is logged into the system.
User select Open Opportunities.
Audit participates as observer and can upload reports for the Notice throughout the entire process
These are the notices where the Auditor has been participating as observer and uploading reports. It must be remembered that these are not mandatory .

Note regarding Agency Notice: Auditor will participate as observer and can upload reports for the Notice throughout the entire process. It must be remembered is not mandatory Procuring Entity (Buyer) invites Auditors for a Notice, Auditors are already assigned to Procuring Entity so they can be able to participate in the evolution of bid process for the Notice.

Agency Award Notice

User: Auditors

User is logged into the system.
When a bidder (vendor) has been awarded for a specific notice and he/she has accepted the award ,then

a.The notice is considered Awarded

3. This is the last status of the Notice hence last change for an Auditor to upload a report.

Note regarding Agency Award Notice: Auditor will participate as observer and can upload reports for the Notice throughout the entire process. It must be remembered is not mandatory Procuring Entity (Buyer) invites Auditors for a Notice, Auditors are already assigned to Procuring Entity so they can be able to participate in the evolution of bid process for the Notice.

Notice Type Abstract Text

Overview

It contains a valid list of Notice Type Abstract Text catalogue defined by users.Users use the entity to create types of abstract texts in order to classify a notice (header, footer, sub-title) trough notice type. It is maintained by the Administrator.

Navigation

Catalogues ► Notice Type Abstract Text

Notice Type Abstract Text screen field and Tab

Field	Description
Code	This field has unique identification code which is system generated Notice Type Abstract Text Id.
Active	Default Value is True. If true, the Notice Type Abstract Text can be used and referenced.
Title	User defined title for Text regarding notice type abstract.
Header	User defined text for the notice type.
Footer	This a user defined Description text.

Procedure

User: Admin

User is logged into the system and goes to Notice Type Abstract Text screen.
User clicks on ‘Create’ Button.
User fills out the necessary Notice Type Abstract Text information in the fields.
User clicks on ‘Save’ button.
If user does not fills up correct information in mandatory fields, system does not saves the record and shows an error message.

Organization Supplier Type

Overview

Organization Supplier Type refers to the catalogue containing types of organization for Vendors (suppliers). Every Vendor (Supplier) is categorized into one form of organization.

Navigation

Catalogues ► Organization Supplier Type

Organization Supplier Type screen fields

Fields	Description
Code	Unique identification code.
Active	Active status - if checked, Organization Supplier Type is active.
Description	Description of the Organization Supplier Type.

Procedure

User: Admin

User is logged into the system.
User goes to Organization Supplier Type option.
System presents Organization Supplier Type form.
User clicks on ‘Create’ Button.
User fills out the Organization Supplier Type information form presented by the system.
User clicks ‘Save’ button to save the Organization Supplier Type information.
If users does not save the Organization Supplier Type information, system does not record it and shows error message.

Procurement Claim Reason Type

Overview

Represents all the valid reasons that can be part of a claim; this can be useful for statistic information classifying claims by reason types.

Navigation

Catalogues ► Procurement Claim Reason Type

Procurement Claim Reason Type screen Fields

Fields	Description
Id	This is an unique identifier and a setup parameter to determine if entered by user or system generated. When this is system generated, it is left padded with zeros.
Active	Default value is True. If the user switches it to False, the claim reason type can not longer be assigned and remains only for references purposes.
Claim Reason Type Short Description	A brief description of the claim reason type, e.g. “the non-compliance with the terms and conditions declared in the pre-qualification or tender documents”.
Claim Reason Type Description	The detailed description of the claim reason type.

Procedure

User: Admin

User is logged into the system.
User goes to Procurement Claim Reason Type option.
System presents Procurement Claim Reason Type form.
User clicks on ‘Create’ Button.
User fills out the Procurement Claim Reason Type information form presented by the system.
User clicks ‘Save’ button to save the Procurement Claim Reason Type information.
If user does not save the Procurement Claim Reason Type information, system does not record it.

Procurement Classification

Objective

This entity refers to the mode of acquisition of good, consulting services and infrastructure projects by the Procuring Entity.

This entity is useful in classifying the procurement in the system during creation of Notice. It enables the selections based on the requirements need.

Navigation

Support Entities ► Procurement Classification

Procurement Classification screen Fields

Field	Description
Code	Unique identification code for Procurement Classification either entered by users or system generated as defined by set-up parameter.
Active	This field defines whether the record is for use or for reference purpose only. True is the default value for this field.
Procurement Classification Type	Goods, Consultancy service are examples of Procurement Clasification Type. This field defines the kind of Procurement Classification.
Name	Name of Procurement Mode.
Description	Description of Procurement Mode.

Procurement Mode

Overview

Procurement Mode refers to the mode of acquisition of good, consulting services and infrastructure projects by the Procuring Entity.

Navigation

Catalogues ► Procurement Mode

Procurement Mode screen fields and tab

Field	Description
Code	Unique identification code.
Alternative	Indicates if the given Procurement Mode is common or alternative during bid process.
Active	Active status - if checked, Procurement Mode is active.
Name	Procurement Mode name.
Description	Procurement Mode description.
Specific	In order to configure specific types of procurement the attribute must be checked. Default unchecked.
Is Limited Source Bidding	If checked source bid code is visible. Default unchecked.
Max Amount	The Maximum amount defined for LGUs.
Notice Type	Collection of child Notice Type for a particular Procurement Mode.

Procedure

User: Admin

User is logged into the system.
User goes to Procurement Mode option.
System presents Procurement Mode form.
User clicks on ‘Create’ Button.
User fills out the Procurement Mode information form presented by the system.
User attach the Notice Type for a particular Procurement Mode.
User clicks ‘Save’ button to save the Procurement Mode information.
If users does not save the Procurement Mode information, system does not record it and shows error message.

Procurement Process Bids Awards Committee Role

Overview

This entity is maintained by administrator users, it contains the different functional roles definitions during the bidding process, it is not a role for a system user but the role a registrated user is in: Vendor, Institution, CSO or Auditor entities plays in the bid process.

After creating and configuring the User Roles, the Administrator users should assign the users that are be related to those roles.

Navigation

Suppport Entities ► Procurement Process Bids Awards Committee Role

Procurement Process Bids Awards Committee Role screen Fields

Field	Description
Code	Unique identification code entered for keeping record of Procurement Process Bids Awards Committee Role.
Active	If true, it refers that the Role can be used and referenced, and the field is checkmarked in that instance. True is the default value for this field.
Description	Full description of the objectives of this role, comments and observations are mentioned in this field.

Procedure

User: Admin

User is logged into the system and goes to Procurement Process Bids Awards Committee Role screen.
User clicks on ‘Create’ Button.
User fills out the necessary Procurement Process Bids Awards Committee Role information in the fields.
User clicks on ‘Save’ button.
If user does not fills up correct information in mandatory fields, system does not saves the record and shows an error message.

Product Service

Overview

This entity refers to the list of products and services that a vendor can advertise whose membership is only for Platinum members.

Navigation

Registration ► Product Service

Product Service screen field and Tabs

Field	Description
Id	System generated identification code of Product Service.
Name	Name of the product or the service.
Description	Simple description of the product.
UNSPSC Main Category	Based on the UNSPSC Code, system automatically records the Main Category of the item.
Product Service Image	Image of the product or service.

Procedure

User: Admin

User is logged into the system and goes to Product Service screen.
User clicks on ‘Create’ Button.
User fills out the necessary Product Service information in the fields.
User clicks on ‘Save’ button.
If user does not fills up correct information in mandatory fields, system does not saves the record and shows an error message.

Reason For Failure

Overview

Refers to the list of reasons due to which a Bid can fail.

Navigation

Catalogues ► Reason For Failure

Reason For Failure screen fields

Fields	Description
Code	Unique identification code.
Active	Active status - if checked, Reason For Failure is active.
Description	Description of the Reason For Failure.

Procedure

User: Admin

User is logged into the system.
User goes to Reason For Failure option.
System presents Reason For Failure form.
User clicks on ‘Create’ Button.
User fills out the Reason For Failure information form presented by the system.
User clicks ‘Save’ button to save the Reason For Failure information.
If users does not save the Reason For Failure information, system does not record it and shows error message.

Schedule Of Activity

Objective

Schedule of Activity enables users to create a Schedule of activities for a Specific Notice.

Navigation

Catalogues ► Schedule Of Activity

Schedule Of Activity screen Fields

Field	Description
Code	Unique identification code of Schedule Of Activity either entered by user or system generated as defined in set-up parameter.
Active	This fields defines whether the record is for use or for reference purpose only. Default value is true.
Timeline	Schedule Scope id defined in this field.
Procurement Classification	Procurement Classification to be selected from dropdown box. Goods, Consulting Service, Infra are some examples of Procurement Classification.
Applicable Procurement Rules	The conditions referring to the Trade Agreement.
Maximum Amount Approved Budget Contract Php	The maximum amount of ABC as basis for the schedule of activity.
Minimum Amount Approved Budget Contract Php	The minimum amount of ABC as basis for the schedule of activity.
Procurement Mode	The condition referring to the Procurement Mode.
Activities	Activities per Schedule are added. One or more Activities may be added.

User: Admin

User is logged into the system and goes to Schedule Of Activity screen.
User clicks on ‘Create’ Button.
User fills out the necessary Schedule Of Activity information in the fields.
User clicks on ‘Save’ button.
If user does not fills up correct information in mandatory fields, system does not saves the record and shows an error message.

Terms And Conditions

Overview

It records the catalogue of Terms and Conditions specific to an Institution, Vendor, CSO and Auditor.

Navigation

Catalogues ► Terms And Conditions

Terms And Conditions screen Fields

Field	Description
Code	Idnetification code of Terms and Conditions which is system generated.
Active	If true, the TOC can be used and referenced.
Content	This field specifies to text content the Terms of Conditions.
Intended To	This field specifies to whom the Terms of Conditions apply.

Procedure

User: Admin

User is logged into the system and goes to Terms And Conditions screen.
User clicks on ‘Create’ Button.
User fills out the necessary Terms And Conditions information in the fields.
User clicks on ‘Save’ button.
If user does not fills up correct information in mandatory fields, system does not saves the record and shows an error message.

Trade Agreement

Overview

Trade Agreement is useful during Notice creation to identify the applicable procurement rules or guidelines to be used for the procurement process. It enables the selection based on the requirements needed. Trade Agreement is commonly known as Procurement Rules.

Navigation

Catalogues ► Trade Agreement

Trade Agreement screen fields and tab

Fields	Description
Code	Unique identification code.
Active	Active status - if checked Trade Agreement is active.
Title	Title of the Trade Agreement.
Description	Description of the Trade Agreement.
Procurement Mode	Collection of child Procurement Modes for a particular Trade Agreement.

Procedure

User: Admin

User is logged into the system.
User goes to Trade Agreement option.
System presents Trade Agreement form.
User clicks on ‘Create’ Button.
User fills out the Trade Agreement information form presented by the system.
User attach the Procurement Modes for a particular Trade Agreement.
User clicks ‘Save’ button to save the Trade Agreement information.
If users does not save the Trade Agreement information, system does not record it and shows error message.

Claim Management

Procurement Claim

Overview

This entity represents a claim submitted by a vendor submitted in any communication method.

Navigation

Claim Management ► Procurement Claim

Procurement Claim screen fields

Field	Description
Code	Unique identification code.
Claim Type	Claim type that it is related to the Procurement Claim.
Claim Status	Status of the claim. Depending on the Workflow Configuration Setting for this Entity the basic Stages are: ‘Created’, ‘Approval Requested’, ‘Approved’, ‘Rejected’, 'Cancelled'. Default Value is 'Created'.
Workflow Process Transition	Available Transition of the Claim depending on the Workflow Configuration Setting for this Entity.
Notice	The Procurement Document that is related to the claim; when the claim has been submitted from the public site, the application must automatically associate the Procurement Document Reference Number of the Published Document with the Procurement Document ID.
Bid Evaluation	This is the 'Approved' Bid Evaluation related with Document against which Claim is submitted.
Vendor	This is the vendor id assigned to the vendor.
Submitted By	User is able to enter the Name of the Agency/Institution submitting the claim.
Original Claim	When the Request for Reconsideration (Original Claim) is 'Rejected' (denied) by the BAC, the Vendor can fill out another claim related to the original (Protest) and this has to be resolved before the Bid Process and continue.
Date Submitted	When this Claim was submitted.

Attachments

Overview

System allows to attach files to support the claim.

Attachments screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.

Procurement Claim Reasons

Overview

The vendor must specify the reasons for the claim; these reasons are typified in the Procurement Claim Reason Type Entity.

Procurement Claim Reasons screen fields

Field	Description
Code	Unique identification code manually entered by users or automatically generated based on parameters.
Procurement Claim Reason Type	The vendor general reason for claim.
Description	Additional Description given by the vendor.

Attachments

Overview

System allows to attach files to support the claim reason.

Attachments screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.

Procurement Claim Resolution

Overview

This entity represents a Claim Resolution stated by a BAC.

Navigation

Claim Management ► Procurement Claim Resolution

Procurement Claim Resolution screen fields and tab

Field	Description
Code	Unique identification code.
Claim ID	The Claim entity associated to this Claim resolution.
Claim Resolution Status	Defines workflow status of the Claim Resolution.
Claim Resolution Type	Upon acceptance or rejection of the Claim, the Claim Responsible User must enter a Claim Resolution Type in order to Typify the Resolution.
Claim Decision	The decision made by the Claim resolution committee regarding the Claim originally submitted.
Claim Justification	A brief justification of the decision.
Claim Resolution Committee Members	All the employees that are part of the claim resolution committee.

Claim Resolution Document

Overview

Documents related to the Claim Resolution to attach in support of the Claim Resolution.

Resolution Additional Files screen fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.

Resolution Additional Files

Overview

Supporting files to attach to support the Resolution.

Resolution Additional Files screen fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.

Common Entities

Government Agency

Overview

This sign-up form allows the user to subscribe access as government agency/Organization. After accepting the terms and conditions of the PHILGEPS Buyer Agreement, needs to fill the sign-up forms fields in order to apply for Government Agency PhilGEPS user.

Navigation

Admin ► Common Entities ► Government Agency ► Government Agency

Government Agency screen fields and Tab

Name	Description
Organization Name	Name of the Organization
Acronym	Acronym of the Organization
Former Name	Name of the Organization former name if applicable
Government Branch	Select from predefined Government Branch
Organization Type	Select from predefined Organization Type
Agency Tax Identification Number	Tax identification Number
Web Site Address	Web Site address of the GoV. Agency
Default Language	Default language of the application
Brief Description of the Organization	Description of the organization
Country	Mandatory Value = Philippines
Region	Select from predefined Region
Province	Select from predefined Province
City/Municipality	Select from predefined City/Municipality
Street/Address	Organization Street Address
Zip Code	Organization Zip Code
Salutation Title	Select from predefined Salutation Title
Gender	Possible Values: MALE/FEMALE
Marital Status	Marital Status of the contact person for the institution
Country Of Origin	Country of the Employee as Contact Person
First Name	Name of the Employee
Middle Name	Middle Name of the Employee
Last Name	Last Name of the Employee
Date of Birth	Birthdate of the employee
Employee Number	Number (Application ID) of the employee
USER ID	Application USER ID
Designation	Description of the contact designation
Social Number	Social Number of the Employee
Telephone Number	GoV. Agency Telephone Number
Mobile	GoV. Agency Mobile Number
Fax Number	Fax Number
Email Address	Email address of the GoV. Agency Contact
Supporting Documents	Supporting documents to the Vendor/ PhilGEPS Business relationship

Procedure

Users: ADMIN

user is logged into the system.
user enters the required data and submits the form.
user requests approval for the submission, from the Workflow Transition.
Administrator will receive a pending request for request transition.
Administrator opens the form submitted for approval,
Administrator requests approval and approves if everything is okay else rejects the approval requested.

Government Branch

Overview

This Entity will enable the registry of the Government Branch to which the Government Agency belongs.

Navigation

Admin ► Common Entities ► Institutions ► Government Branch

Government Sector screen Fields

Field	Description
Code	Unique identification code of Government Branch record.
Language	Country specific language used for description.
Description	Brief Description about the Government Branch.
Active	Indicates whether the record i sactive and available for use or is for reference purpose only.
Is Multilateral Developement Bank	This attribute indicates if the Government Sector is for Multilateral Developement Bank.The Default Value is False

Procedure

User:Admin

System Administrator or Administrator of the institution has logged in to the system
System presents Government Branch form.
User clicks on ‘Create’ Button.
User fills out the Government Branch information form presented by the system.
User clicks ‘Save’ button to save the information.
If users does not save the Government Branch information, system does not record it and shows error message.

Auditors

Overview

Records of Auditors are shown in this screen.

Navigation

Directory ► Auditors

Auditors screen Fields

Field	Description
Former Name	Former name of Auditor is entered in this field for filtering records.
Government Branch	Government Branch for audit to be selected from lookup button for filtering records.
Country	Country of Auditor to be selected from dropdown box for filtering records.
Region	Region to be selected from dropdown boxfor filtering records.
Street Address	Street address of audit to be entered in this field for filtering records.
Zip Code	Zip code to be entered for filtering records relating to Auditor.

Procedure

User: Admin

User is logged into the system and goes to Auditor screen.
Screen appears in search mode.
User applies information in the fields to filter records and clicks on Find button.
Required records of Auditors are shown in selection mode.
Upon clicking on the record, detailed information regarding the Auditor are shown in View mode.

Buyers

Overview

List of category of buyers and number of buyer under each category and detailed information regarding buyers are seen from this screen.

Navigation

Directory ► Buyers

Buyers screen Fields

Field	Description
Line Item	Line item for buyers in the directory are mentioned in this column.
Category	Category of buyers are shown in this column.
Number of Buyers	Number of buyers under each buyer category are shown in this column.

Procedure

User: Admin

User is logged into the system and goes to Buyer screen.
Directory of Buyers are shown in the screen having three colummns -Line Items, Category and Numbers of Buyers.
Upon clicking on the records shown in the list, list of buyers relating to the specific buyer category are shown in the list in selection mode.
Upon clicking on any specific buyer, details information regarding the buyer is shown in View mode.

Civil Society Organization

Overview

Records relating to Civil Society Organization are shown in this screen.

Navigation

Directory ► Civil Society Organiztion

Civil Society Organiztion screen Fields

Field	Description
Name	Name of Civil Society Organiztion (CSO) is entered in this field for filtering records.
Region	Region of CSO to be selected from lookup button for filtering records.
Civil Society Organization Type	CSO Type to be selected from lookup button for filtering records.
Province	Province to which CSO belongs to be selected from lookup button for filtering records.
Registered Date	Date opf registration to be selected from calendar button for filtering records.
City Municipality	City Municipality to which CSO belongs to be selected from lookup button for filtering records.

Procedure

User: Admin

User is logged into the system and goes to Civil Service Organization screen.
Screen appears in search mode.
User applies information in the fields to filter records and clicks on Find button.
Required records of CSO are shown in selection mode.
Upon clicking on the record, detailed information regarding the CSO is shown in View mode.

Suppliers

Overview

This screen refers to the catalogue containing types of organization for Vendors (suppliers). Every Vendor (Supplier) is categorized into one form of organization.

Navigation

Directory ► Suppliers

Suppliers screen Fields

Field	Description
Line Id	Line Id for Suppliers in the directory are mentioned in this column.
Category	Category of Suppliers are shown in this column.
No. of Suppliers	Number of suppliers under each supplier category are shown in this column.

Procedure

User: Admin

User is logged into the system and goes to Suppliers screen.
Directory of Suppliers are shown in the screen having three colummns -Line Id, Category and Numbers of Suppliers.
Upon clicking on the records shown in the list, list of Suppliers relating to the specific Suppliers category are shown in the list in selection mode.
Upon clicking on any specific Supplier, details information regarding the Supplier is shown in View mode.

Forgot Password

Overview

If the user forgets his password, the (Log in screen) will enable the user to after entering USER ID and User Security Question, the system is then able to reset is password

Navigation

Forgot Password screen fields and Tab

Name	Description
Username	USER ID that the user is assigned
Select question	Security Question to challenge the user authentication
Answer	Security answer is validated against the stored answer to the question
New Password	New password that the user wants to set
Password Confirmation	Re-enter the new password

Procedure

Users: BUYERS

Navigate to login page
click on Forgot Password
enter the Username, Select security question and Answer related to the user whose password required to be reset
enter new passsword and re-enter new password.
click Submit and a conformatin message shows that the passwrod has been reset.

Management Reports

Alternative Modes Of Procurement

Overview

This report is related to bid process, and will be used by the users to track/monitor Alternative Modes of Procurement (AMP) Notices.This is a Summary-Detail Report.The User will generate the Summary Report accordingly with the search criteria, and then when the data is retrieved a link or buttons must be added to generate the details of the row selected.

Navigation

Management Reports ►Alternative Modes Of Procurement

Alternative Modes Of Procurement screen field and Tabs

Field	Description
Procuring Entity Name	The name of the procurement entity.
Publish Date From	Start Date when Notices is published
Publish Date To	End Date of the Notices published
Agency	This is the Procuring Entity Name
Mode Of Procurement	Name of the field to be displayed in the report form.
UNSPSC Code	Abbreviation of the description of the Catalogue Item
Classification	This entity is a Procurement Classification
Approved Budget	Amount of money assigned to the Notice

Amount Of Notices Posted By Agency Report

Overview

The quantity of notice posted by Agency gets generated from here.

Navigation

Management Reports ► Amount Of Notices Posted By Agency Report

Amount Of Notices Posted By Agency Report screen Fields

Field	Description
Procuring Entity	Governement Agency which is the procuring entity to be selected from the lookup button for filtering records.
Publish Date From	Initial date for publishing to be selected from calendar button for filtering records.
Publish Date To	End date for publishing to be selected from calendar button for filtering records.
Comment	Comment on the report to be added in this field.

Procedure

User: Admin

User is logged into the system and goes to Amount Of Notices Posted By Agency Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Audit Entry Report

Overview

This report is generated for Audit Entry.

Navigation

Management Reports ► Audit Entry Report

Audit Entry Report screen Fields

Field	Description
From Date	Initial Date of Reporting period to be selected from calendar button.
To Date	End Date of Reporting period to be selected from calendar button.
Group By	Whether the report is to be grouped by or not, to be selected from this field.
Object Reference	Comment on the report is entered in this report.
Application User	Reference for Audit Entry report to be selected from dropdown box.
Log ID	Unique identification code of Audit Entry to be selected from lookup button.

Procedure

User: Admin

User is logged into the system and goes to Audit Entry Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Bid Notices And Awards Details

Overview

The purpose of this report is to present details of the Bids Notices Awards.

Navigation

Management Reports ► Bid Notices And Awards Details

Bid Notices And Awards Details scrren fields

Field	Description
Organization ID	Government Agency to be selected from lookup button for filrting records.
Published Date From	Initial date of publication to be selcted from calendar button.
Published Date To	End date of publication to be selcted from calendar button.
Comment	Comment regarding the bid notices and award details.

Procedure

User: Admin

User is logged into the system and goes to Bid Notices And Awards Details screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Bid Notices And Awards Summary Report

Overview

This is used to generate report regarding Bid Notice and Award in summarised format.

Navigation

Management Reports ► Bid Notices And Awards Summary Report

Bid Notices And Awards Summary Report screen Fields

Field	Description
Registration Date Initial	Initial date for registration to be selected from calendar button.
Registration Date Final	End date for registration to be selected from calendar button.
Institution	Institution responsible for bid notices and awards to be selected from lookup button.
Comment	Comment on the report is added in this field.

Procedure

User: Admin

User is logged into the system and goes to Bid Notices And Awards Summary Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Bid Notices Posted By Business Category Report

Overview

This report is generated for Bid Notices Posted By Business Category Report.

Navigation

Management Reports ► Bid Notices Posted By Business Category Report

Bid Notices Posted By Business Category Report screen Fields

Field	Description
Business Category	Goods and Services category to be selected from lookup button.
Publish Date From	Initial Date of Reporting period to be selected from calendar button.
Publish Date To	End Date of Reporting period to be selected from calendar button.
Comment	Comment on the report is entered in this report.

Procedure

User: Admin

User is logged into the system and goes to Bid Notices Posted By Business Category Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Bid Notices Posted By Region Report

Overview

This report is generated for Bid Notices Posted By Region Report.

Navigation

Management Reports ► Bid Notices Posted By Region Report

Bid Notices Posted By Region Report screen Fields

Field	Description
Region	Region to be selected from lookup button.
Publish Date From	Initial Date of Reporting period to be selected from calendar button.
Publish Date To	End Date of Reporting period to be selected from calendar button.
Comment	Comment on the report is entered in this report.

Procedure

User: Admin

User is logged into the system and goes to Bid Notices Posted By Region Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Bidders Report

Overview

This screen is used to generate report regarding details of bidders.

Navigation

Management Reports ► Bidders Report

Bidders Report screen Fields

Field	Description
Procuring Entity Name	Government Agency to be selected from lookup button for filrting records.
Comment	Comment on the report is entered in this report.
Publish Date From	Initial date of publication to be selcted from calendar button.
Publish Date To	End date of publication to be selcted from calendar button.
Mode Of Procurement	Mode of procurement to be selected from dropdown box.
Classification	Classification for which bid is made to be selected from dropdown box.
UNSPSC Code	Goods and Service category to be selected from lookup button.
Funding Source	Funding Source to be selected from dropdown box for filtering records.
Approved Budget	Ceiling Approved Budget to be selected from dropdown box.

Procedure

User: Admin

User is logged into the system and goes to Bidders Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Buyer Organization By Government Branch Org Type Report

Overview

This report is generated for Buyer by Government branch organisation type.

Navigation

Management Reports ► Buyer Organization By Government Branch Org Type Report

Buyer Organization By Government Branch Org Type Report screen Fields

Field	Description
Reporting Period Initial	Intial date of Reporting period to be selected from calendar button.
Reporting Period Final	End Date of Reporting period to be selected from calendar button.
State	State to be selected from dropdown box. Possible values are : Active, All and Cancelled.
Comment	Comment on the report.
Region	Region to be selected from lookup button.
Province	Province to be selected from lookup button.

Procedure

User: Admin

User is logged into the system and goes to Buyer Organization By Government Branch Org Type Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Buyer Organizations By Government Branch Report

Overview

This screen is used to generate report regarding Buyer organisation defined by government branch.

Navigation

Management Reports ► Buyer Organizations By Government Branch Report

Buyer Organizations By Government Branch Report screen Fields

Field	Description
Reporting Period Initial Date	Initial date of reporting period to be selected from lookup button.
Reporting Period Final Date	End date of reporting period to be selected from lookup button.
Comment	Comment on the report.

Procedure

User: Admin

User is logged into the system and goes to Buyer Organizations By Government Branch Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Certificate Payment Report

Overview

This report is generated for Payment Certificate.

Navigation

Management Reports ► Certificate Payment Report

Certificate Payment Report screen Fields

Field	Description
Reporting Period Initial	Initial date of reporting period to be selected from lookup button.
Reporting Period Final	End date of reporting period to be selected from lookup button.
Type Transaction	Membership Vendor to be selected from looup button for filtering records.
Comment	Comment on the report is added on this field.

Procedure

User: Admin

User is logged into the system and goes to Certificate Payment Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Compliance

Overview

This report is generated for Compliance.

Navigation

Management Reports ► Compliance

Compliance screen Fields

Field	Description
Procuring Entity Name	Name of Procuring Entity to be entered in this field.
Publish Date From	Initial date of publishing to be selected from calendar button for filtering records.
Agency	Government Agency to be selected from lookup button for filtering records.
Publish Date To	End date of publishing to be selected from calendar button for filtering records.

Procedure

User: Admin

User is logged into the system and goes to Compliance Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

E-Bidding Report

Overview

This screen is sued to generate report regarding bidding online.

Navigation

Management Reports ► E Bidding Report

E Bidding Report screen Fields

Field	Description
Publish Date From	Initial date of publication to be selcted from calendar button.
Publish Date To	End date of publication to be selcted from calendar button.
Agency	Government Agency to be selected from lookup button for filtering records.
Mode of Procurement	Mode in which procurement is made to be selcted from dropdown box.
Funding Source	Funding Source element to be selected from lookup button.
UNSPSC Code	Goods and Services Category to be selected from lookup button.
Classification	Classification of contract for which bidding is made to be selected from dropdown box.

Procedure

User: Admin

User is logged into the system and goes to E Bidding Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Notice Assign to a Contact Report

Overview

This report is related to a bid process, and are used by the users to track/monitor the Notices with status ‘Award’ only.

Navigation

Management Reports ► Notice Assign to a Contact Report

Notice Assign to a Contact Report screen fields

Field	Description
Awarded Date From	Starting Date of the Award to be selected from dropdown box.
Awarded Date To	End Date of the Award to be selected from dropdown box.
Comment	Comment regarding the notice assigned to a contact person.

Procedure

User: Admin

User is logged into the system and goes to Notice Assign to a Contact Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

User: BUYER

User is logged into the system and goes to Notice Assign to a Contact Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Orders By Bid Notice Report

Overview

This report is generated for Order by bid notice.

Navigation

Management Reports ► Orders By Bid Notice Report

Orders By Bid Notice Report screen Fields

Field	Description
Organization ID	Government Agency responsible for Orders by Bid Notice to be selected from lookup button.
Published Date From	Initial date of Publishment to be selected from calendar button.
Comment	Comment on the report to be added in this field.
Reference Number	Reference number, if any, to be entered in this field.
Published Date To	End date of Publishment to be selected from calendar button.
Member Type	Membership Type to be selected from dropdown box for filtering records.

Procedure

User: Admin

User is logged into the system and goes to Orders By Bid Notice Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Organizations Report

Overview

This screen is sued to generate report for Organizations.

Navigation

Management Reports ► Organizations Report

Organizations Report screen Fields

Field	Description
Registration Date Initial	Initial date of publication to be selcted from calendar button.
Registration Date Final	End date of publication to be selcted from calendar button.
State	State of organization to be selected from dropdown box.
Member Type	Member Type to be selected from dropdown box.
Country	Country to which the Organization belongs to be selected from dropdown box.
Comment	Comment regarding Organizations Report is added in this field.
Region	Region to which Organisation belongs to be selected from lookup button.
Province	Province to which Organisation belongs to be selected from lookup button.
City/ Municipality	City or municipality to which Organisation belongs to be selected from lookup button.

Procedure

User: Admin

User is logged into the system and goes to Organizations Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Payment Of Bidding Document Report

Overview

This report is generated for Payment Of Bidding Document.

Navigation

Management Reports ► Payment Of Bidding Document Report

Payment Of Bidding Document Report screen Fields

Field	Description
Notice	Notice to be selected from lookup button to filter records for report generation.
From Date	Initial Date of Reporting period to be selected from calendar button.
To Date	End Date of Reporting period to be selected from calendar button.
Comment	Comment on the report.

Procedure

User: Admin

User is logged into the system and goes to Payment Of Bidding Document Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Procurement Service Report

Overview

This screen is used to generate reports regarding Procurement Service.

Navigation

Management Report ► Procurement Service Report

Procurement Service Report screen Fields

Field	Description
Published Date From	Initial date of publication of Procurement Service to be selcted from calendar button.
Published Date To	End date of publication of Procurement Service to be selcted from calendar button.

Procedure

User: Admin

User is logged into the system and goes to Procurement Service Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Registration Report

Overview

This report is generated for Registration.

Navigation

Management Reports ► Registration Report

Registration Report screen Fields

Field	Description
Reporting Period Initial	Intial date of Reporting period to be selected from calendar button.
Reporting Period Final	End Date of Reporting period to be selected from calendar button.
Vendor Membership Type	Type of Vendor membership is selected from dropdown box for filtering records for report generation.
State	State of registration is selected from dropdown box for filtering records for report generation purpose.
Comment	Comment on the report is entered in this report.

Procedure

User: Admin

User is logged into the system and goes to Registration Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Registration Update Report

Overview

This report is generated regarding updation of Registration.

Navigation

Management Reports ► Registration Update Report

Registration Report screen Fields

Field	Description
Reporting Period Initial	Intial date of Reporting period to be selected from calendar button.
Reporting Period Final	End Date of Reporting period to be selected from calendar button.
Form Of Organization	Form of organisation to be selected from dropdown box.
Type Update	Type of Updation or downgradtion to be selected from dropdown box.
Comment	Comment on the report is entered in this report.

Procedure

User: Admin

User is logged into the system and goes to Registration Update Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Spending By Item Category

Overview

This report is related to bid process, and will be used by the users to track/monitor how much money the Procuring Entities are spending in Items and then PS can use this information for future plan to include the Items in the Catalog.

Navigation

Management Reports ► Spending By Item Category

Spending By Item Category screen field and Tab

Field	Description
Publish Date From	The start date when Notices is published.
Publish Date To	The end date when Notices is published.
Agency	Institution (Buyer’s) Name to be selected from lookup button.

Procedure

User: Admin

User is logged into the system and goes to Spending By Item Category screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Suppliers By Country Or Province/State Report

Overview

The purpose is to generate reports based on Subscriber Organizations by Country and Province/State.

Navigation

Management Reports ► Suppliers By Country Or Province/State Report.

Suppliers By Country Or Province/State Report screen field and Tabs

Field	Description
Reporting Period Initial	Initial Date of Reporting period to be selected from calendar button.
Reporting Period Final	End Date of Reporting period to be selected from calendar button.
Supplier Organization	Whether the supplier organisation is foreign or local is mentioned in this field from the lookup button.
Comment	Comment on the report is made in this field.
Region	Region of Supplier is selected from the lookup button.

Procedure

User: Admin

User is logged into the system and goes to Suppliers By Country Or Province/State Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

Region

Suppliers By Form Of Organization Report

Overview

This report is generated for Suppliers By Form Of Organization.

Navigation

Management Reports ► Suppliers By Form Of Organization Report

Suppliers By Form Of Organization Report screen Fields

Field	Description
Reporting Period Initial	Initial Date of Reporting period to be selected from calendar button.
Reporting Period Final	End Date of Reporting period to be selected from calendar button.
Supplier Organization	Whether the supplier organisation is foreign or local is selected from the dropdown box.
Comment	Comment on the report is entered in this report.

Procedure

User: Admin

User is logged into the system and goes to Suppliers By Form Of Organization Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

System Usage Report

Overview

The purpose of this report is to present auditors and system administrators a detail listing of users with last login date between a specified date. Listing is delimited by last login date within a range, can be filtered by role of user.

Navigation

Management Reports ► System Usage Report

System Usage Report screen field and Tabs

Field	Description
User Role	User Role to be selected from lookup button as filter criteria.
Last Login Date From	Initial last login date to be selected from calendar button.
Last Login Date To	End last login date to be selected from calendar button.
Sort By	Sort By criteria with respect to User Id and Last Login Date.
User ID	Sorting based on User ID.
Last Login Date	Sorting based on Last login Date.

Procedure

User: Admin

User is logged into the system and goes to System Usage Report screen.
User enters necessary information to filter records for report generation purpose.
Click on Generate Report button.
Report gets generated as per filtered information.

My Organization

Auditor Organization

BlackListed Vendor

Overview

This will allow the Institution Assigned users to create and maintain a list of vendors with blacklist records.

Navigation

Registration ► BlackListed Suppliers

BlackListed Suppliers screen field and Tabs

Attribute	Description
CODE (ID)	Unique identifier. Setup parameter to determine if entered by user or system generated. When system generated, it will be left padded with zeros.
Is JV	If it is a Joint venture
Vendor	Reference to the blacklisted vendor.
Organization	The name of the Organization that is blacklisting the Vendor.
Organization Address	Organization address
Issuance Date/Time	Date when the blacklisted project was issued
Start Date/Time	Date when the blacklisted project Starts
Completion Date	Date when the blacklisted project ends.
Project Name	type of flaw
Offence Committed	Reasons why the vendor was blacklisted. Reference to the law or procedure can also be included here.
Last Update	Last User who enter or modified this record. Automatically populated by the system with the user who is logged in.
Last Update Date/Time	The combination of Date Time Automatically populated by the system with the last date when this record was modified.
Actions	The user will use the 'Actions Dialogue Box´in order to insert actions related to the given vendor.

Procedure

User: Supplier

User is logged into the system.
User goes to BlackListed Vendor option.
System presents BlackListed Vendor form.
User clicks on ‘Create’ Button.
User fills out the BlackListed Vendor information form presented by the system.
User clicks ‘Save’ button to save the Contact vendor information.
If users does not save the BlackListed Vendor information, system does not record it and shows error message.

CSO Organization

Overview

Refers to Catalogue containing information related to Civil Society Organizations that can be invited to observe a bid. CSO Organization must be added in the Audit trail.

Navigation

My Organization ► Organization Profile

Civil Society Organization screen fields and Tabs

Field	Description
Code	This is an Unique identifier. Setup parameter to determine if entered by user or system generated. If it is system generated, it is left padded with zeros.
Name	Name given by the user to the CSO
CSO Type	This is the Type of Community Service Organization
Nature of Organization	This is the Nature of Organization
Is Active	The possible values available for this chcekbox are True/False .By defualt this is true.
Workflow Status	Workflow related. Possible values are 'Created'; 'Send for Approval'; 'Approved'; 'Rejected'. Default Value is 'Created'.
Workflow Process Transition	Process transition from one state to other.
Is Registered Thorugh Web Portal	Possible Values: TRUE/FALSE.This attribute will indentify if the CSO was generated using the REGISTER form - outside the GRP - or by the GRP sys admin/assigned user.
Registered Date	Date in which the CSO was registered.
Country	Country of Origin Of the CSO
Region	Region where the CSO is located
Province	Configuration Stage, user defined
City Municipality	Configuration Stage, user defined
Street Address	Street Address, user defined
Zip Code	User defined field for registration purposes.
Coverage Region	This states the region of the CSO and is a collection from 1 to many.
Barangay	Barangay is Region Type.

Procedure

CSO Registration

Users: CSO & ADMIN

1. CSO select Online Registration Option on the log in page.

2. Enters the email and submit, system will send the registration form in email.

3. CSO opens the Registration form from email and enters the required information.

4. CSO submits the Registration form for approval from PhilGEPS.

5. Submission creates a pending task for ADMIN users.

6. Pending task appears in screen for ADMIN Users to open and check the details of submitted information.

7. ADMIN user have the option to check for potential duplicates that already exist based on Registration number. (Exceptions are for Multilateral

Bank and Oversight Agency as they doesn’t require Registration Number).

8. ADMIN user has the option to Approve or Reject the agency registration.

9. If Approved, system generates the User automatically based on the combination of first character of First Name and complete Last Name,

and sends the email notification to the contact’s email containing Username and password.

10. If Rejected, information stays in the system but with status = Rejected.

Consultant

Overview

This refers to a professional who provides expert advice in this particular area of organisation.

Navigation

My Organization ► Consultant

Consultant screen fields and Tab

Field	Description
Code	This is an Unique identifier. A Setup parameter to determine if entered by user or system generated. If it is system generated, it is then left padded with zeros.
First Name	First name of the consultant.
Middle Name	Middle name of the consultant.
Last Name	Last name of the consultant.
Nationality	Nationality of the consultant.
Carriculam Vitae	Carriculam Vitae attached for the details of the consultant.

Procedure

User: Suppliers

User is logged into the system.
User goes to consultant option.
System presents consultant form.
User clicks on ‘Create’ Button.
User fills out the consultant information form presented by the system.
User attach the Carriculam Vitae for a particular consultant.
User clicks ‘Save’ button to save the consultant information.
If users does not save the consultant information.

Contact CSO

Overview

Contact CSO contains the catalogue for contacts in the CSO organization as registered in the system.

Navigation

My Organization ► Contact CSO

Contact CSO screen fields and Tab

Field	Description
Code	This is an Unique identifier. A Setup parameter to determine if entered by user or system generated. If it is system generated, it is then left padded with zeros.
Active	Possible Values:True/False.Default value is True.If true, the Contact can be used and referenced.
Salutation	Title for salutation. It is a mandatory field.
First Name	First or given name field.
Middle Name	Middle name field.
Last Name	Last name field.
Gender	Gender of CSO contact for PhilGEPS. The Possible Values is MALE/FEMALE.
Fax Number	Fax Number of the CSO Contact.
Telephone Code	Numeric Telephone Country Code like: “234”, “351”.
Telephone Number	Numeric telephonic number.
Mobile Number	Mobile Number of the Contact.
Email	Email address of the CSO contact.
Supporting Document	Attachments Upload collection from 1 to many.
Designation	Designation of the PhilGEPS contact for CSO
User Role	The user role is Assigned by the System Administrator.
Application User	Application user for the CSO Contact.

Procedure

User: CSO

User is logged into the system.
User goes to Contact CSO option.
System presents Contact CSO form.
User clicks on ‘Create’ Button.
User fills out the Contact CSO information form presented by the system.
User attach the Supporting Document for a particular Contact CSO.
Assign User Role and Application user for the CSO Contact.
User clicks ‘Save’ button to save the Contact CSO information.
If users does not save the Contact CSO information, system does not record it and shows error message.

Contact Vendor

Overview

Refers to the valid contact or contacts for a Vendor (Supplier) according to membership type. It must be able to register any record according to needs.

Navigation

Registration ► Contact Vendor

Contact Vendor screen field and Tabs

Field	Description
Id	Unique identifier. Setup parameter to determine if entered by user or system generated. If it is system generated, it is then left padded with zeros.
Salutation	Title for salutation
First Name	First or given name
Middle Name	Middle name
Last name	Last name
Gender	Possible Values is: MALE/FEMALE
Active	Possible Values: True/False.By Defaultvalue is True.
Application User	Application user for the Vendor Contact
User Role	The reference is the entity user.Assigned by the System Administrator.
Designation	Designation of the Organization
Contact	Contact Details of the vendor.
Attachments	The information regarding the vendor

Procedure

User: Vendor

User is logged into the system.
User goes to Contact vendor option.
System presents Contact vendor form.
User clicks on ‘Create’ Button.
User fills out the Contact vendor information form presented by the system.
User attach the Supporting Document for a particular Contact vendor.
Assign User Role and Application user for the vendor Contact.
User clicks ‘Save’ button to save the Contact vendor information.
If users does not save the Contact vendor information, system does not record it and shows error message.

Attachments

Attachments screen fields and Tabs

Field	Description
Id	System generated unique id code in corresponding to the attachments.
Title	Title of the attachment
Description	Short description of the attachment
Attachment	Field to attach a file in support of the attachment.
Date Time	Date and time of the attachment.
User	User associated with the attachment

Contacts

Overview

Refers to the valid contact or contacts for a Supplier. It must be able to register any record according to needs.

Navigation

My Organization ► Contact

Contact screen field and Tabs

Field	Description
Id	Unique identifier. Setup parameter to determine if entered by user or system generated. If it is system generated, it is then left padded with zeros.
Salutation	Title for salutation
First Name	First or given name
Middle Name	Middle name
Last name	Last name
Gender	Possible Values is: MALE/FEMALE
Active	Possible Values: True/False.By Defaultvalue is True.
Application User Profile	Application user for the Supplier
Application User Profile	The reference is the entity user Assigned by the System Administrator.
Designation	Designation of the Organization
Contact	Contact Details of the Supplier .
Attachments	The information regarding the Supplier Contact

Procedure

User: Buyer

User is logged into the system.
User goes to Contact option.
System presents Contact form.
User clicks on ‘Create’ Button.
User fills out the Contact information form presented by the system.
User attach the Supporting Document for a particular Contact.
Assign User Role and Application user for the Contact.
User clicks ‘Save’ button to save the Contact information.
If users does not save the Contact information, system does not record it and shows error message.

Contacts Institutions

Document Library

Overview

Refers to the list of forms used by: Procuring Entities, Suppliers, BAC Members as a requirement during registration, notice creation, bid opening, bid evaluation, post qualification and awarding. This entity is maintained by the System Administrator. It enables adding form base ond the requirements need.

Navigation

My Organization ► Document Library

Document Library screen fields and Tab

Field	Description
Code	This is an Unique identifier. A Setup parameter to determine if entered by user or system generated. If it is system generated, it is then left padded with zeros.
Active	Possible Values is checked/unchecked. Default value is checked.
Is Joint Venture	Possible Values is checked/unchecked. Default value is unchecked.
Vendor	The vendor creating the eligibility document.
Name	Document Name to be filled here.
Folder	Possible Values is checked/unchecked. Default value is checked.
Is Eligible	Possible Values is checked/unchecked. Default value is unchecked.
Document Type	Document type code for the document in the Library.
Document Category	Document category code.
Library Archive Section	Section of the library were the document can be allocated. This will enable the user to classify the documents per section. Document usage will be facilitated.
Attachment	Attachments to Upload.
Added Fields	The reference for the collection is Document Field Maintenance.

Procedure

User: Suppliers

User is logged into the system.
User goes to Document Library option.
System presents Document Library form.
User clicks on ‘Create’ Button.
User fills out the Document Library information form presented by the system.
User attach the Supporting Document for a particular Document Library.
User clicks ‘Save’ button to save the Document Library information.
If users does not save the Document Library information.

MY Organization Profile

Overview

Membership Request

Overview

This entity will enable both Supplier and Joint Venture to:

Renew
Upgrade
Downgrade

Navigation

My Organization ► Membership Request

Membership Request screen Fields

Field	Description
CODE	Unique identifier. Setup parameter to determine if entered by user or system generated. When system generated, it will be left padded with zeros.
Is Joint Venture	Possible Values is Checked/Unchecked. Default is Unchecked
Request Type	Possible Values are ‘Renewal’; ‘Upgrade’; ‘Downgrade’. Default Value is ‘Renew’
Workflow Process Status	Possible Values are ‘Create’; ‘Request Approval’; ‘Approved for Payment’; ‘Approved’; 'Rejected'. Default Value is ‘Create’.
Rejection Date	The combination of Date and Time. When the request rejected.
Vendor	The ID of the vendor posting the request.
Vendor Name	Name of the vendor.
Membership Type	Type of Membership that the vendor selects to upgrade, downgrade or or decides to renew.
Membership Fee Amount	The fee amount for the selected Membership.
OR Number	Number for the OR.
OR Date/Time	The combination of Date and Time. When the OR was Generated.
Subscription Approved	The combination of Date and Time. When the subscription was approved.
Transaction Reference Number	The reference FY for the subscription Request.
Documents	Attachments Upload.
Eligibility Documents	List of elements regarding mandatory of specific documents uploaded.
Membership Request Receipt	When a Membeship Request transaction occurs, a receipt must be generated and saved as an Attachment.

Procedure

User: Supplier

User is logged into the system.
User goes to Membership Request option.
System presents Membership Request form.
User clicks on ‘Create’ Button.
User update the Membership Request information form presented by the system.
User clicks ‘Save’ button to save the Membership Request information.
If users does not save the Membership Request information, system does not record it.

Ongoing/Completed Projects

Overview

This process allows the Vendor to maintain the list of ongoing and/or completed projects by Procurement Classification. The system also provides a quick summary of all the projects that the Vendor has participated in.

Navigation

My Organization ► Ongoing/Completed Projects

Ongoing/Completed Projects screen Fields and Tabs

Field	Description
Id	Number auto generated by the system. It will be unique within the system.
Procurement Classification	Classification of the Procurement type.
Project Status	Present Status of the project. Completed or Ongoing.
Contract Name	Name of the Contract
UNSPSC Main Category	Catelouge item classification.
Item Code	Catelouge item code as per project.
Attachment	Relevent doccumets to attach.

Procedure

User: Supplier

User is logged into the system.
User goes to Ongoing/Completed Projects option.
System presents Ongoing/Completed Projects form.
User clicks on ‘Create’ Button.
User fills out the Ongoing/Completed Projects information form presented by the system.
User attach the Supporting Document for a particular Ongoing/Completed Projects.
User clicks ‘Save’ button to save the Ongoing/Completed Projects information.
If users does not save the Ongoing/Completed Projects information, system does not record it.

Organization Read Only

Product/Service Listing

Overview

Product/Service Listing is comes in my organisation for suppliers and platinum members.

Navigation

My Organization ► Product/Service Listing

Product/Service Listing screen fields and Tab

Field	Description
Id	Number auto generated by the system. It will be unique within the system.
Name	Name of the Product Service.
Description	Short descripition of the related Product Service.
UNSPSC Main Category	Catelouge item classification.
Product Service Image	Attach Image of the product service to the form.

Procedure

User: Suppliers

User is logged into the system.
User goes to Product/Service Listing option.
System presents Product/Service Listing form.
User clicks on ‘Create’ Button.
User fills out the Product/Service Listing information form presented by the system.
User attach the Image of the product service for a particular Product/Service Listing.
User clicks ‘Save’ button to save the Product/Service Listing information.
If users does not save the Product/Service Listing information.

Public Contact List

Overview

This entity will allow to Create and Manage a Public Contact List per Government Agency – Institution/ Buyer.

Navigation

My Organization ► Public Contact List

Public Contact List screen fields and Tab

Name	Description
Code (ID)	Unique identifier. Setup parameter to determine if entered by user or system generated. When system generated, it will be left padded with zeros.
Classification	Classification of the list accordingly to the type of service.
Head Of Procuring Entity	Name of the Head of Procuring Agency
BAC Members	Collection of Contacts to be Public as Bac Members
Technical Working Group	Collection of Contacts to be Public as Technical Working Group
BAC Secretariat	Collection of Contacts to be Public as BAC Secretariat
Head Of PMO / End User	Collection of Contacts to be Public as Head Of PMO / End User
Project Consultant	Collection of Contacts to be Public as Head Of PMO / End User

Procedure

Public Contact List

user BUYER is logged in.
enter Head Of Procuring Entity, Classification, Technical Working Group, BAC Secretariat, Head Of PMO / End User, Project Consultant and BAC Members.
If validation is Ok system saves information else prompts an error message.

Sub Organization

Overview

This sections describes the process that will allow the PhilGEPS user to list the existing child institutions for a given institution.

Navigation

My Organization ► Sub Organization

Sub Organization screen Fields

Field	Description
User Name	Name of the Logged in user.
Date	Enable System calendar. Default log in current date.
Time	Display Log In system time
Institution ID	ID of the Parent institution
Acronym	Acronym of the Parent institution
Parent Organization Name	Name of the Parent organization
Parent organization Address	Address Of the Parent Organization
Child Organization ID	Organization ID
Child Organization Name	Organization Name
Location	Location of the Organization
Status	Status of the Organization. Active: TRUE/FALSE

Procedure

User: Supplier

User is logged into the system.
User goes to Sub Organization option.
System presents Ongoing/Completed Projects form.
User clicks on ‘Search’ Button.
User update the Sub Organization information form presented by the system.
User clicks ‘Save’ button to save the Sub Organization information.
If users does not save the Sub Organization information, system does not record it.

Supplier Organization

Overview

Refers to the information regarding supplier’s registration and their membership levels. In the Philippines, there is no a Goverment's Agency in charge of registring the merchants to provide a unique ID for them, that is why depending on the form of organization the registration of vendors will vary.

NOTE: This entity must be added to the Audit trail.

Navigation

Registration ► Vendor

Vendor screen fields and Tab

Fields	Description
Code	It is an Unique identifier. Setup parameter to determine if entered by user or system generated. If it is system generated, then it is left padded with zeros.
Active	True by defaultIf true, the Supplier can be reference else the Supplier has been “Cancelled” and cannot be used and referenced.
Form of Organization	It Is a closed domain Possible Values are :“Partnership”;“Corporation”;“Single Proprietorship”;“Cooperative”;“Foreign Company/Organization”;“Individual Local Consultant”;“Individual Foreign Consultant”
Vendor Type	Values are: Joint Venture, others. This indicate's whether a Vendor is participating in a joint venture or other types available in the FB system
Organisation Name	The name of the organisation
Workflow Process Transition	This shows the workflow process transition
Workflow Status	Depending on the Workflow Configuration Setting for this Entity the basic Stages are:‘Created’,‘Approval Requested’,‘Approved’,‘Rejected’,'Cancelled', The Default value is ‘Created’.
Country	Default read-only attribute it is the Country of the vendor
Region	Region for registration purposes.
Street Address	Strret Address of the vendor
Membership Vendor	Supplier’s Membership Type
Membership Effective Date	This is the last day of the effectivity of the vendor’s membership. This date change's when the Vendor renews, upgrade or downgrade the membership type.
Registration Active Date	Date of activationhe date when the supplier is approved as a valid supplier.
Business Tax Identifier Number	This is the Corporate Tax identification Number
Capitalization	Company’s capitalization
Performance Rating	This references the performance rating of the supplier.It is not visible during registration.
Is Blacklisted	Suppliers listed as "Blacklisted" are barred from participating in government procurement opportunities.
Blacklisted date	This is the eference to system date in which the vendor was blacklisted.

Procedure

Vendor Registration

Users: SUPPLIER & ADMIN

Supplier selects Online Registration Option on the log in page.
Enters the email and submit, system sends the registration form in email.
Supplier opens the Registration form from email and enters the required information.
Supplier submits the Registration form for approval from PhilGEPS.
Submission creates a pending task for ADMIN users.
Pending task appears in screen for ADMIN Users to open and check the details of submitted information.
ADMIN user have the option to check for potential duplicates that already exist based on TIN number/DTI Certificate Number.
ADMIN user has the option to Approve or Reject the agency registration.
If Approved, system generates the User automatically based on the combination of first character of First Name and complete Last Name, and send the email notification to the contact’s email containing Username and password.
If Rejected, information stays in the system but with status = Rejected.

My PhilGEPS

Annual Procurement Plan

Overview

When the Procuring Entity is uploading data for the first time in the System, it is considered as the Initial APP(Annual Procurement Plan) while the subsequent uploading is considered by the System as the supplemental information. Only one (1) file at a time per Procuring Entity is uploaded then the system validates and if it is accepted, it is recorded in the system.

Data related to the APP and supplemental data uploaded by the Procuring Entities is contained here, once it is approved by the Authorities. It's the reference and validation for the Procuring Entity at the moment of a Notice Creation and Notice Approval for every item they want to purchase.

Navigation

Annual Plan ► Annual Procurement Plan

Annual Procurement Plan screen fields and Tab

Field	Description
Code	This is a system generated APP Id for each Procuring Agency.
Institution Element	This is the CoA Element of the concept selected in the parameter Location of the module
Fiscal Year	Automatically populated by the system from the APP Template file
Loaction Element	This is the CoA Element of the concept selected in parameter location of the module
Last User	It Is the user entity the Last user who updated, system automatically populates this value based on the user logged in.
Last upload On	It Is the user entity the last date and time of last update, automatically populated by the system with System date.
Comment	This is the only attribute that user is able to modify (manually enter) as the rest are automatically populated by the system with information in the APP Template file

Procedure

Annual Procurement Plan

Users: BUYER

1. Procuring Agency chooses to upload a file prepared in excel format

2. System displays the page where APP loaded is, user goes to the bottom of the screen and select button for uploading an APP file.

3. System parses file.

a. If parsing is successful then

- System adds data as Initial APP,

- for APP Supplement, the information like amounts and dates (if applicable) for the code is replaced, but no recalculation is done. However, the link of the item to the bid notice remains, in case there is already a bid notice linked to the item.

b. If parsing is unsuccessful, file is rejected and a message is sent to the user. The error message identifies the row where the error occurred.

Award Notice

Overview

This entiy enables the BAC to award the notice to a specific vendor or Joint Venture. The Award might be:

Item Level
Lot Level

Navigation

My PhilGeps ► Award Notice

Notice screen fields and Tab

Name	Description
CODE(ID)	Unique identifier. Setup parameter to determine if entered by user or system generated. When system generated, it will be left padded with zeros.
WFP Status	Possible Values: Created;Request Approval;Approved;Proceed;Approved-Awarded;Awarded-Contract Take-Over;Cancelled;
Award Notice Type	Possible values: 'Normal Award Notice'; 'AMP Award Notice'
Bid Evaluation	The Bid Evaluation Parent of the ranking
Awarded Item	The Item to be awarded to the Vendor or Joint Venture
Awarded Notice	The awarded notice
Ranked List Of Vendors	The Final vendor for the Bid Evaluation Process
Awarded	The vendor list per ranking
Conditions	Possible Values: 'Critical Plant Components', 'Exclusive Dealer/Manufacturer', 'Proprietary in Nature', 'Goods - General Support Services', 'Infrastructure', Default value = 'Proprietary in Nature'
Control Number	A reference number for the Award Notice, user defined
Approved Budget	Amount allocated for the project
Area of Delivery	The region where the Items are to be delivered
Delivery Period	Number of days for the items to be delivered
Procuring Entity	The parent institution for the award notice
Contract No.:	Contract number for the Notice of Award
Contract /Official Receipt No.	Official receipt for the contact act
Award date	The combination of Date Time of the Award Notice
Contract Amount	Amount entitled for the budget
Contract Title	A description about the contract
Award Resolution/Reason	A description regarding the Award Resolution
Line item	The item/items awarded to the vendor
BAC Resolution Attachment	Supporting documents to the Bid Evaluation Process.
Notice to Proceed	An award process requires a notice to proceed in order to be finalized

Procedure

Users: BUYERS

1. User is logged into the system.
2. When a bidder (vendor) has been awarded for a specific notice and he/she has accepted the award ,then
a.The notice is considered Awarded
3. This is the last status of the Notice hence last change for an Auditor to upload a report.

BAC Maintenance

Overview

In The Philippines Islands the groups in charge of conducting Bids are called 'BAC', and refers to the Bids and Awards Committee established to conduct the bids.

The constitution of a BAC in the Institution may vary from one structure to the other and the reason is because some BACs are specific for specific Modes to Procure.

The maintenance of this struture is assigned to the System Administrator.

BAC Group

Objective

Maintined only by ‘User Administrator’ or ‘Super Users’, it contains the different functional roles definitions during the bidding process, it is not a role for a system user but the role a registrated user in: Vendor, Institution, CSO or Auditor entities plays in the bid process.

After creating and configuring the User Roles, the ‘User Administrator’ assign users that is related to those roles.

Navigation

Support Entities ► BAC Group

BAC Group screen Fields

Field	Description
Code	Unique identification code of BAC Group either entered by users or system generated as defined by set-up parameter.
Active	If true, the BAC Group can be used and referenced.
Institution	Institution related to BAC Group to be selected from lokup button.
Description	Full description of the objectives of this role, comments and observations.
BAC Members	Members of BAC group is to be added from this tab.

Procedure

Users: BUYER & ADMIN

User is logged into the system.
User goes to BAC Group creation option.
User enters the required information for BAC group.
User enters BAC members information
System validates the number of members in order to save
If validation is Ok, system saves information else prompts an error message.

Bid Evaluation

Awarded Vendor

Overview

This entity records the final result of the evaluation made to Bid Responses from Vendors.

Navigation

My PhilGEPS ► Bid Evaluation ► Awarded Vendor

Awarded Vendor screen fields and tab

Field	Description
Code	Unique identification code.
Awarded Date	Date when the Bid Evaluation process finished. Automatically assigned by the system
Bid Evaluation	Refers to the Bid Evaluation entity.
Short List Awarded Vendor	Collection of zero or more 'Short Listed Vendors Awarded' entity.

Procedure

Awarded Vendor

user BUYER is logged in.
enter Code, Awarded Date and Bid Evaluation.
If validation is Ok system saves information else prompts an error message.

Bid Evaluation

Overview

This entity records the evaluation of the submitted prices, including cost of all taxes like VAT, income tax, local tax and other fiscal levies and duties which are itemized in the bid form and are reflected in the detailed estimates. The BAC or the Technical Working Group will then calculate the total price based on the corrections and/or modifications in case of discrepancies.

Navigation

My PhilGEPS►Bid Evaluation ► Bid Evaluation

Bid Evaluation screen fields and tabs

Field	Description
Code	Unique identification code.
Bid Evaluation Date	Date when the Bid Evaluation is saved.
Workflow Status	Workflow Status of the Bid Evaluation as defined in Workflow configuration section.
Workflow Process Transition	Workflow Transition as defined in Workflow configuration section.
Notice	The Notice related to the Bid Evaluation.
Procurement Document Responses Presented	True, if Bid Response exist related to the Notice Id. False, if no Bid Response exist related to the Notice Id.
Institution	The procuring government agency.
Evaluation remarks	General information related to the evaluation process.
Justification	Reason for the Bid Evaluation.
Bid Evaluation Committee Members	The employees that are part of the Evaluation Committee.
Bid Vendor Evaluation	It is a collection of cero to more ‘Bid Vendor Evaluation’ for vendors with a Bid Response related to the Notice.

Procedure

Annual Procurement Plan

Users: BUYER

Buyer is logged into the system.
From the Bid Evaluation form, logged in Buyer enters the necessary details and submits the form.
Buyer requests approval for the submission, from the Workflow Transition.
Administrator will receive a pending request for membership request transition.
Administrator opens the form submitted for approval, enters and makes any modifications if required.
Administrator requests approval , from the Workflow Transition if everything is okay else rejects the membership approval requested.
If approved, Administrator receives a pending request for the transition.
Administrator enters and approves if everything is okay else rejects the payment approval requested.
If Payment is approved by the Administrator,
Buyer record is updated.

Attachments

Overview

System allows to attach files to support the Bid Evaluation.

Attachments screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.

Bid Evaluation Criteria

Bid Evaluation Method

Overview

This entity will contains a catalogue of Bid Evaluation Methods. The system have already some predefined Evaluation Methods and allow adding more as required. Users can configure different behaviors of evaluation methods through this entity.

Navigation

Geps Bid Vendor Evaluation

Overview

This entity contains the information related to the bid presented by each vendor. It is populated with all the bidders’ information.

Navigation

My PhilGEPS ► Bid Evaluation ► Geps Bid Vendor Evaluation

Geps Bid Vendor Evaluation screen fields

Field	Description
Geps Bid Evaluation	Look up to the Bid Evaluation ID related to the Bid Vendor Evaluation.
Geps Vendor	This field represents the Vendor ID.
Institution	Refers the Institute of the Bid Evaluation.
Is Eligible	Available values are ‘True’ or ‘False’. If this value is False, the bid from the vendor can not be evaluated.
Is Envelope One Pass	This refers to Technical Evaluation made to a Vendor 's Bid Response.
Is Envelope Two Pass	This Refers to Finantial Evaluation made to a Vendor's Bid Response.
Is Bid Evaluation Finished	When Bid evaluation is finished, user is to tag this attribute as True.
Envelope One Score	Score for Envelop one.
Envelope Two Score	Score for Envelop two.
Remarks	Justification or general information related to the evaluation.
Reason For Not Eligible	Reason why Vendor is not eligible.

Procedure

Geps Bid Vendor Evaluation

Precondition: Vendor, Institution, Geps Bid Evaluation needs to pre-existing

user BUYER is logged in.
enter Geps Bid Evaluation, Geps Vendor, Institution, Envelope One Score, Envelope Two Score.
If validation is Ok system saves information else prompts an error message.

Ranked List Of Vendors

Overview

This entity contains the list of vendors who were awarded at item level or whole Notice.

Navigation

My PhilGEPS ►Bid Evaluation ► Ranked List Of Vendors

Ranked List Of Vendors screen fields

Field	Description
Code	Unique identification code manually entered by users or automatically generated based on parameters.
Vendor	The vendor who is awarded.
Ranking	The order on how vendors are awarded.

Procedure

Short List Awarded Vendor

Precondition: Bid Evaluation needs to pre-existing

user BUYER is logged in.
enter Code, Active, Bid Evaluation, Ranking List.
Vendor requests approval from the Workflow Transition.
Bac Member will receive a pending request.
Bac Member execute "Rank Vendors" transition.
Bac Member execute "Closed" transition and mark it as final,
or
Bac Member execute "Closed" transition and mark it as final.

Short List Awarded Vendor

Overview

This entity contains the list of vendors who passed the evaluation.

Navigation

My PhilGEPS ► Bid Evaluation ► Short List Awarded Supplier

Short List Awarded Vendor screen fields

Field	Description
Code	Unique identification code manually entered by users or automatically generated based on parameters.
Active	Active status - if checked Activity Listing is active.
Vendor Source	Possible values are: ‘Automatically Assigned by the system’ or ‘Manually Incorporated by the User’. If the user entered the vendor, then the value is ‘Manually Incorporated by the User’ otherwise the value is ‘Automatically Assigned by the system’.
Vendor	The sortlisted Vendor id.
Description	Description of the Short List Awarded Vendor.

Procedure

Short List Awarded Vendor

Precondition: Vendor needs to pre-existing

user BUYER is logged in.
enter Code, Active, Vendor source and Vendor.
If validation is Ok system saves information else prompts an error message.

Vendors Awarded Per Item

Overview

It contains a the list of vendors who passed the evaluation Notice Status is 'Closed-Pending Award'.

Navigation

My PhilGEPS ► Bid Evaluation ► Vendors Awarded Per Item

Vendors Awarded Per Item screen fields and tabs

Field	Description
Code	Unique identification code.
Notice Line Item	Refers to the awarded line item.
Description	Description of the awarded line item.
Original Ranking Awards Of Vendors	Refers to the list of vendors who are awarded at item level.
Final Ranking Awards Of Vendors	Initially populated by the system with the same information of the Original Ranking of Awarded Vendors. The user can modify it.

Procedure

Users: BUYERS

user BUYER is logged in.
enter Code, Notice Line Item, Description, Original Ranking Awards Of Vendors and Final Ranking Awards Of Vendors.
If validation is Ok system saves information else prompts an error message.

Attachments

Overview

System allows to attach files to support the purchasing process.

Attachments screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.

Claim Management

Procurement Claim

Overview

This entity contains all the Claim Types such as ‘Procurement Document Claim’, ‘Bid Evaluation Claim’, ‘Contract Claim’, etc. Also this entity defines System Source of the claim such as Procurement, Contract Management, etc. because claims can be done from any System.

Navigation

My PhilGeps ► Claim Management ► Protest Mechanism

Procurement Claim screen fields and Tab

Name	Description
CODE (ID)	Unique identifier. Setup parameter to determine if entered by user or system generated. When system generated, it will be left padded with zeros.
Is Protest	if checked indicates whether it is a "Protest" type.
Is Request For Consideration	if selected indicates whether it is for reconsideration
Claim Type	Claim type that it is related to the Procurement Claim.
Notice ID	The parent notice of the Claim process regarding a Bid Evaluation
Bid Evaluation	This is the 'Approved' Bid Evaluation related with Document against which Claim has been submitted.
Is Joint Venture	if selected indicates a Joint Venture
Vendor	The Vendor creating the Claim
Vendor Name	Name of the Vendor creating the claim
Joint Venture	The Joint Venture creating the Claim
Joint Venture Name	Name of the Joint Venture creating the claim
Submitted By	Institution submitting the claim.
Claim Reason	Reason for the claim
Date/Time Submitted	The combination of Date Time On Transtion: ‘Approval Requested’;
WFP Status	Depending on the Workflow Configuration Setting for this Entity the basic Stages are: ‘Created’; ‘Approval Requested’; ‘Approved’; ‘Rejected’; Default Value = 'Created'.
Approved Claim Date/Time	The combination of Date Time when this Claim was Approved
Rejected Claim Date/Time	The combination of Date Time when this Claim was Rejected
Archived Date/Time	The combination of Date Time when this Claim was Archived
Attachments	Attachments Uploaded
Original Claim	The user will use this attribute if a re-claim is to be posted.

Procedure

Users: BUYERS

user is logged into the system.
user enters the required data and submits the form.
user requests approval for the submission, from the Workflow Transition.
Administrator will receive a pending request for request transition.
Administrator opens the form submitted for approval,
Administrator requests approval and approves the payment if everything is okay else rejects the approval requested.

Procurement Claim Resolution

Overview

This entity represents a Claim Resolution stated by a BAC.

Navigation

My PhilGeps ► Claim Management ► Procurement Claim Resolution

Procurement Claim Resolution screen fields and Tab

Name	Description
CODE (ID)	Unique identifier. Setup parameter to determine if entered by user or system generated. When system generated, it will be left padded with zeros.
Claim ID	The Claim entity associated to this Claim resolution.
Claim Decision	The decision made by the Claim resolution committee regarding the Claim originally submitted.
Claim Justification	A brief justification of the decision.
Claim Resolution Document	Attachments Upload
Claim Resolution Committee Members	All the employees that are part of the claim resolution committee.
Resolution Additional Files	Attachments Upload
Claim Resolution Type	Upon acceptance or rejection of the Claim, the Claim Responsible User must enter a Claim Resolution Type in order to Typify the Resolution. Resolution types have two dimensions: For 'Acceptance’; For 'Rejection’;
WFP Status	The workflow must be configured with the following basic stages (however stages can be configured according to the customer specific needs) : Default Created Created; Approval Requested; Approved; Published; Rejected; Default = 'Created'

Procedure

Users: BUYERS

user is logged into the system.
user enters the required data and submits the form.
user requests approval for the submission, from the Workflow Transition.
Administrator will receive a pending request for request transition.
Administrator opens the form submitted for approval,
Administrator requests approval and approves the payment if everything is okay else rejects the approval requested.

Document Library

Overview

This entity refers to the list of forms used by: Procuring Entities, Suppliers, BAC Members as a requirement during registration, notice creation, bid opening, bid evaluation, post qualification and awarding. This entity is maintained by the System Administrator. It enables adding form base and the requirements need.

Navigation

My PhilGEPS ► Document Library ► Document Library

Document Library screen fields and Tab

Name	Description
CODE (ID)	Unique identifier. Setup parameter to determine if entered by user or system generated. When system generated, it will be left padded with zeros.
Is Eligible	if checked it is Eligible for use
Is Jv	if checked it is a Joint Venture type
Is Folder	if selected, a document in the library - minimum reference depot for documents - may be compused of a collection of documents. This is the ORIGIN
Active	if checked it is Active
Vendor	The vendor creating the eligibility document
Joint Venture	The Joint Venture creating the eligibility document
Name	Document Name
DocType	Document type code for the document in the Library
DocCategory	Document category code
Library Archive Section	Section of the library were the document can be allocated. This will enable the user to classify the documents per section. Document usage will be facilitated
Attachment(s)	Attachments Upload
Added Fields	The reference for the collection is: Document Field Maintenance
Eligibility Documents	List of elements regarding mandatory data from specific documents to be used for: Membership Request - User; Membership Management - System wise;

Procedure

Users: ADMIN

user is logged into the system.
user enters the required data and submits the form.
System validates, if validation is Ok system saves information else prompts an error message.

Institution Vendor List For LSB

Overview

The assigned user can use Institution Vendor List to create codes for LSB, Limited Source Bid process.

Navigation

My PhilGEPS ► Institution Vendor List For LSB

Institution Vendor List For LSB screen Fields and Tabs

Field	Description
Code	Unique identification code of Document Registration either entered by users or system generated as defined by set-up parameter.
Active	If checked, this record can be used and referenced. Mark as checked is the default value.
JV	If checked, Accredited Supplires refer to the Joint Venture else Vendor. Mark as unchecked is the default value.
Last Update Date	Last date on which the Institution Vendor List For LSB was updated.
Limited Source Bid Code	Select LSB code Manually from the drop down menu.
Institution	Parent institution of the LSB Vendor List.
Accredited Suppliers	Accredited Supplires are of two types Vendor or Joint Venture.

Procedure

User: Admin

User is logged into the system.
User goes to Institution Vendor List For LSB option.
System presents Institution Vendor List For LSB form.
User clicks on ‘Create’ Button.
User fills out the Institution Vendor List For LSB information form presented by the system.
User attach the Accredited Supplires for a particular Institution Vendor List For LSB.
User clicks ‘Save’ button to save the Accredited Supplires information.
If user does not save the Accredited Supplires information, system does not record it.

Notice

Overview

Notices are utilized by the Institution (Procuring Agency) in the creation of bid notices for the different types of procurement methods, upload bid documents and supplements, create award notices and update bid results. The Vendors (Merchants), on the other hand, use this module to search and/or browse for bid opportunities, bid results, and award notices. Vendors (Merchants), who have set their bid match profile, receive automatic bid notification through email.

Navigation

My PhilGeps ► Notice

Notice screen fields and Tab

Field	Description
Serial No	Unique serial key
Reference No	Reference number of the notice detail describing each and every fields of the notice entity.
Procurement Mode	Procurement Mode values are filtered by the parent Procurement Rules
Classification	This is closed domain with default value 'Goods'.Available values are 'Civil Works', 'Goods', 'Consulting Services', 'Goods-General Support Services', 'Infrastructure'.
Publish Date	The publishing date of the Notice
Closing Date/Time	The closing date time of the concerned notice.
Notice Status	Status of the Notice

Procedure

Bidding Functions Notice Creation - Header

Precondition: All catalogs related to the Notice are properly configured

Users: BUYERS

1. User is logged into the system.

2. User goes to Notice option and clicks on ‘Create’ button.

3. System presents the first page of Notice header, the information captured here configures the behavior of the Notice.

4. User clicks on ‘Next’ button

5. System presents the Notice Title information depending on the data previously captured in first Notice header screen.

6. User enters the data for at least one Notice Line Item.

7. If the Institution captured has CHECK APP=TRUE system presents on the screen the APP Details matching the Funding Source (high level) for the user to select and add Line Items, else system presents the Catalog Item for the user to select and add Line Items.

8. User clicks on ‘Submit’ Button.

9. System validates that all mandatory fields for Notice header are captured in order to save.

Bidding Functions Notice Creation - Details

Precondition: All catalogs related to the Notice are properly configured

Users: Buyers

1. User is logged into the system.

2. User goes to Notice option, select the Notice and clicks on it.

3. System presents the page of Notice header with the data previously captured. Bac group must be assigned at this point.

4. User clicks on ‘Notice Line Item’ Tab

5. System presents the Notice Line Item information previously captured.

6. If the Institution captured has CHECK APP=TRUE system presents on the screen the APP Details matching the Funding Source (high level) for the user to select and add Line Items, else system presents on the screen the Catalog Item for the user to select and add Line Items.

7. User clicks on ‘Schedule of Activities’ Tab

8. System retrieves the schedule of activities configured for the Notice (accordingly with Procurement classification, procurement mode, etc).

9. User enter all data for the schedule of activities. Validation for Non business day triggers if applies.

10. User clicks on ‘’Bid Evaluation Criteria’ Tab

11. System retrieves the bid evaluation criteria configured for the Notice (accordingly with Procurement classification, procurement mode, etc).

12. User can add bid evaluation criteria if needed.

13. User clicks on ‘Checklist’ Tab

14. System retrieves the checklist configured for the Notice (accordingly with Procurement classification, procurement mode, etc).

15. User can add element to checklist if needed.

16. User clicks ‘Save’ button, system validates if all required data is captured and update, else error(s) found are displayed in red.

At this point user with proper grants can Request for Approval.

Bidding Functions Notice Creation Request for Approval

Precondition: All data for the Notice is captured and saved in the system

Users: Buyers with proper grants for Request for approval

1. User is logged into the system.

2. User goes to Notice option, select the Notice and clicks on it.

3. System presents the page of Notice header with the data previously captured.

4. User after validating the data clicks on dropdown list of Workflow Process Transition field and select option ‘Request for Approval’

5. System present a button to open the screen to capture the comment for the transition, if any. User clicks on Update button to save the transition. If user does not save the transition, Notice Status remains ‘In Preparation’

Bidding Functions Notice Creation Approved

Precondition: Notice Status is ‘Request for Approval’

Users: Buyers with proper grants for Request for approval

1. User is logged into the system.

2. User goes to Notice option, select the Notice and clicks on it.

3. System presents the page of Notice header with the data previously captured.

4. User after validating the data clicks on dropdown list of Workflow Process Transition field and select option ‘Approved’

Bidding Functions Notice Creation Disapproved

Precondition: All data for the Notice is ‘Request for Approval’

Users: Buyers with proper grants for Disapprove

1. User is logged into the system.

2. User goes to Notice option, select the Notice and clicks on it.

3. System presents the page of Notice header with the data previously captured.

4. User after validating the data, user considers it is not correct, then clicks on dropdown list of Workflow Process Transition field and select option ‘Disapproved’.

5. Notice Status goes to ‘In Preparation’

6. System present a button to open the screen to capture the comment for the transition, if any. User clicks on Update button to save the transition. If user does not save the transition, Notice Status remains ‘Request for Approval’.

Bidding Functions Notice Creation Cancelled

Precondition: Notice Status is ‘Request for Approval’

Users: Buyers with proper grants for Cancel

1. User is logged into the system.

2. User goes to Notice option, select the Notice and clicks on it.

3. System presents the page of Notice header with the data previously captured.

4. User after validating the data, user considers it is not correct and decides the Notice is no longer valid, then clicks on dropdown list of Workflow Process Transition field and select option ‘Cancelled’.

Bidding Functions Order Notice

Precondition: Notice Status is ‘Active’

Users: Suppliers

1. User is logged into the system.

2. User goes to Open Opportunities option, select the Notice and clicks on it.

3. System presents the screens of Notices per category with Notice Status=Active.

4. User clicks on the Notice category.

5. System presents the notices pertaining to such category.

6. User clicks on selected Notice.

7. System presents the form of Notice detail for the user to know about the Notice details.

a. if user is interested in the Notices clicks on ‘Order’ button.

b. System redirects user to Payment screen to process the Bid Fee payment.

c. Notice is now part of ‘My Notices’ in Suppliers profile.

Opportunities

Overview

Procedure

My Oppurtunities

Users: Suppliers

1.My Opportunities are the list of Notices where the suppliers already participated

2.Whenever a supplier join or participate in a bidding process, they will be able to see the list bidding activity by looking into their My opportunities.

Award Notice

Objective

Naivgation

Opportunities ► Award Notice

Award Notice screen Fields

Field	Description
Application User
Award Notices Found
Line ID
Award Notice Number
Awarded
Reference Number
Line Items Quantity

Former Opportunities

Objective

Navigation

Opportunities ► Former Opportunities

Former Opportunities screen Fields

Field	Description
Application User
Number of Categories
Line Id
Category
Number of Former Opportunities

Open Opportunities

Objective

Navigation

Opportunities ► Open Opportunities

Open Opportunities screen Fields

Field	Description
Application User
Number of Categories
Line ID
Category
Number of Open Opportunities

My Profile

Activity(Audit Log)

Overview

Activity(Audit Log) shows the Audit history for the user.

Navigation

My Profile ►Activity(Audit Log)

Activity(Audit Log) screen Fields

Field	Description
Audit Timestamp	Shows the date and time for any specific entity audit.
Entity Name	Name of the audited entity.
Id Value	Id Value can me system generated or to be entered manually based on the system paramenter.
Operation Performed	Operation performed by the user which are insert, update and delete.

Procedure

User: Auditor , Suppliers & CSO

User is logged into the system.
User goes to Activity(Audit Log) option.
System presents Activity(Audit Log).
User clicks on forward and backward arrow to search Activity(Audit Log) record.
User can see the Activity(Audit Log) information presented by the system.

Assign Agency

Overview

The Auditor Coordinator can assign an agency or agencies to an Auditor. These assigned agencies will be audited by the Auditor to which these were assigned

Also, the Auditor, himself, can assign agencies to himself, for him to audit

Navigation

Field	Description
Id	Unique identifier which can be manually created or system generated .
Name	Name of the agency assigned to an auditor by an auditor coordinatore or the auditor itself.
Region	Region assiciated with the Agency.

Procedure: Auditor Coordinator assigns Agency/Agencies to an Auditor

User: Auditor

1. Auditor Coordinator selects an Auditor from their Organization's contact list

2. Auditor Coordinator then selects one or more agencies to the Auditor

3. Auditor Coordinator saves the assignment.

Procedure: Auditor assigns Agency/Agencies to himself/herself

User: Auditor

1. Auditor will select Assign Agency

2. Auditor will select one or more agencies from the list of agencies

3. Auditor saves the agencies he assigned to himself

Own Profile Auditor

Objective

This form enables the authorized employee to have access to information regarding user, Institution, employee. Only in read only mode.

Navigation

My Profile ► Own Profile Auditor

Own Profile Auditor screen Fields

Name	Description
User ID	Application User
User Name	Name of the Logged in user.
Organization Name	Organization Name (institution)
Contact Name	First Name and Last name of the employee
Contact Position	Position of the employee related to the belonging institution
Organization	Organization to which the employee belongs
Registration Date	Registration Date of the Employee as Contact Person
Contact Address	Address of the Contact Employee

Procedure

Agency Profile

Users: Auditors

1. User is logged into the system.

2. Auditor coordinator decides to assign an Auditor to an Institution

3 .User goes to My profile then to Assign Agency option to create a relationship between an auditor and an Institution. It is to be remembered that an Auditor can be related to one or more Institution simultaneously, so user can assign the auditor to a list of Institutions at the same time.

Note related to Agency Profile : The auditors belong to a single institution -COA- and are assigned to one or more institutions

Own Profile CSO

Own Profile Read Mode

Overview

This form will enable the authorized employee to have access to information regarding some attributes of:

user
Institution
employee

Navigation

Registration ► Contact Vendor

Own Profile Read Mode screen field and Tabs

Name	Description
User ID	Application User
User Name	Name of the Logged in user.
Org. Acronym	Organization Name (institution)
Contact Name	First Name and Last name of the employee
Contact Position	Position of the employee related to the belonging institution
Organization	Organization to which the employee belongs
Registration Date	Registration Date of the Employee as Contact Person
Role	Role that the user performs within the Application
Signed Terms and Conditions	Possible values = YES/NO
Terms and Conditions Signed Date	Registration Date of the Institution
Contact Address	Address of the Contact Employee
Telephone Number	Telephone Number of the Contact Employee
E-mail Address	Email Address of the Contact Employee
Security Question	Security Question and Answer of the Employee related user
Security Answer	Security Question and Answer of the Employee related user
Contact Status	The Status of the User
Status Date	The Status of the User

Procedure

User: Buyer

This screen shows information regarding current User is logged into the system.

Own Profile Supplier

Opportunities

Former Opportunities

Overview

This forms referrers to the process of LISTING opportunities with status:

Active
Closed
Closed Pending-opening
Closed pending evaluation
Closed Pending-Post Qualification
Closed Pending-Award
Awarded
Failed

Navigation

Opportunities ► Former Opportunities

Open Opertunities screen Field and Tab

Field	Description
Application User	Name of the Logged in user.
Number of Categories	Name given by the user to the CSO.
Line ID	Reference for the grouped information of the attributes.
Category	Ultimate Parent of Item Code based on UNPSC Categories i.e Segment.
Number of Open Opportunities	Opportunities whose status is Active.

Procedure

User: Admin, Buyer and Suppliers

User goes to Opportunities and the system displays the form.
A form will display containing the search fields based from the principal entity related to the functionality.
The user can choose to view listings for APP, former opportunities former opportunities, and award notices in the system.

Open Opportunities

Overview

This forms referrers to the process of LISTING opportunities with status is ACTIVE for each Government Agency

Navigation

Opertunities ► Open Opertunities

Open Opertunities screen Field and Tab

Field	Description
Application User	Name of the Logged in user.
Number of Categories	Name given by the user to the CSO.
Line ID	Reference for the grouped information of the attributes.
Category	Ultimate Parent of Item Code based on UNPSC Categories i.e Segment.
Number of Open Opportunities	Opportunities whose status is Active.

Procedure

User: Admin, Buyer and Suppliers

User goes to Opportunities and the system displays the form.
A form will display containing the search fields based from the principal entity related to the functionality.
The user can choose to view listings for APP, Open opportunities former opportunities, and award notices in the system.

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

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

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.
If registration has been approved/disapproved, pending task count decrements.
The PhilGEPS Site Admin must approve or disapprove the registration.

Supplier Registration for Approval

User: Admin

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.
If registration has been approved/disapproved, pending task count decrements.
The PhilGEPS Site Admin must approve or disapprove the registration.

Platinum Membership for Approval

User: Admin

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.
If registration has been approved, pending task count decrements.
The PhilGEPS Site Admin must approve or disapprove the upgrade.

Pending Payment

User: Admin

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.
If payment has been approved, pending task count decrements.
The PhilGEPS Site Admin must approve or disapprove the payment,

CSO Registration for Approval

User: Admin

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.
If registration has been approved/disapproved, pending task count decrements.
The PhilGEPS Site Admin must approve or disapprove the registration.

Auditor Registration for Approval

User: Admin

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.
If registration has been approved/disapproved, pending task count decrements.
The PhilGEPS Site Admin must approve or disapprove the registration.

Notice in Draft

User: Buyer

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.
If notice has been submitted/posted, pending task count decrements.
The Notice Creator must submit the completed Notice information. Next status is “Notice for Approval”.

Notice for Approval

User: Buyer

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.
If notice has been approved, pending task count decrements.
The Notice Approver approves the Notice submitted by the Notice Creator if he/she finds it correct.

Disapproved Notice

User: Buyer

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.
If notice has been cancelled or created new notice referencing the disapproved notice, pending task count decrements.
The Notice Creator can create new notice in reference with the disapproved notice capturing necessary details without re-encoding.

Request for Participation

User: Buyer

This is only available when Mode of Procurement is Limited Source Bidding. A Vendor (Merchant) sends a Request for Participation.
If notice creator accepts/rejects the request for participation and bid submission date is reached, pending task count decrements.
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

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

Supplier Query

User: Buyer

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

Record Bid Receipt

User: Buyer

When a Vendor submits a bid manually, the system generates a Record Bid Receipt pending task for the Bid Receiver.
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
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

When a notice reaches its bid opening date and time, the system generates a pending task of Bid Notices for Opening/Evaluation/Post Qualification.
If all line items in the Notice is awarded or failed, pending task count decrements.
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

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

Notices for Award

User: Buyer

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

Award Notices for Approval

User: Buyer

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.
If award notice is approved, pending task count decrements.
The Notice Approver approves the award notice submitted by the Notice Creator.

Disapproved Award Notices

User: Buyer

When an Award Notice is disapproved, a Disapproved Award Notice is generated by the system.
If Notice creator creates new award notice or line item is declared as failed, pending task count decrements.
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

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

Create 2nd Stage Bidding

User: Buyer

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.
The Notice Creator creates the 2nd stage Bid Notice.
The pending task is removed when the 2nd stage Bid Notice goes to Notices in Draft or created.

Request for Reconsideration/Protest

User: Buyer

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.
If RR or protest is denied or granted, pending task count decrements.
The BAC of the Procuring Agency has 7 days to respond to the request of the Vendor.
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.
The Procuring Agency must respond to the protest filed by Vendor.

Completion of E-Bidding Roles

User: Buyer

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.
If BAC group/structure is created, status is “Completed”.
The Procuring Agency completes assignment of E-Bidding Roles in his organization.

Announcements

User: Buyer

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

When a Notice status is in Closed – Pending award, the system generates the Notices for Award pending task for the auditor.
If notice is closed, pending task count will decrement.
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

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.
If the 2nd stage notice is created (meaning the status of the 2ndstage notice is “in-preparation”), pending task count will decrement.
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

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
If auditor view the result summary of the notice, pending task count will decrement.
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

Once an Award Notice is approved and posted, the system generates an “Award Notices to Proceed” pending task intended for the Notice Creator.
If Notice to Proceed (NTP) is approved or bid notice has failed, pending task count will decrement.
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

When a notice reaches its bid submission date and time, the system generates a pending task of Bid Notices for Opening/Evaluation/Post Qualification.
If notice status is Close Pending-Award, pending task count will decrement.
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

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

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.
If notice is closed, pending task count will decrement.
The CSO has the option to submit intention to observe, in case they were not invited as an observer.

Bid Result Summary

User: CSO

When a CSO is invited/accepted to observe and the Bid Results are already available, the system generates a Bid Result Summary pending task.
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.
The Pending task will disappear when the bid has been awarded or has failed.

Invitation to Observe

User: CSO

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

Registration

Overview

This module provides functionliaty to register Merchants (Vendors), Buyers, CSO and Auditors. GOP-OMR stands for Government of Philippines - Official Merchants Registery.This feature will be used to capture information regarding merchants or prospective suppliers’, Buyers, Civil Society Organizations and Auditors. Will also facilitates uploading of supporting documents as evidence of entity’s existence and legality.This is also the facility where the system administrator will review the information for approval or disapproval of the prospective supplier’s membership and things related.

Auditors

Overview

Refers to Catalogue containing information related to Auditors registered in the system. The Auditors have to be registered and approved by the System Administrator in order to participate in a bid as an observer.

Navigation

Registration ► Auditors

Auditors screen field and Tabs

Field	Description
Id	Unique identifier. Setup parameter determines if entered by user or system generated. If system generated, it becomes left padded with zeros.
Active	This checkbox is marked as checked/unchecked. By default it is marked Checked.
WorkFlow Status	Possible values are Created; Send for Approval; Approved; Rejected. Default Value is 'Created'.
Acronym	Acronym of the Agency.
Former Name	Former Name field of the auditor.
Government Branch	Government Branch to which the Government Agency belongs.
Organization Type	Type of organisation to classify the Audit Agency.
Tax Identification Number	Tax identification number associated with the Auditor.
Website	The corresponding website associated with the Auditor.
Country	Country of the Auditor.
Region	Region for Registration purposes.
Street Address	Street Address of the auditor.
ZipCode	Zip code for registration purposes.
Description	A short description about the Auditor.
Agency Name	Name of the Agency.
Registered Through Web Portal	This checkbox is marked as checked/unchecked.
Approved Date	Date in which the auditor was approved by the assigned system admin or user.
Auditors	Selection of Government employees as auditor.
Institutions	Assigned Institutions as an auditor.
Supporting Documents	Supporting documents to the PhilGEPS Business relationship
Audit Individual Agency	Selection of Government employees as ab auditor for Individual Agency.

Procedure

Auditor Registration

User: ADMIN and AUDITOR

Auditor select Online Registration Option on the log in page.
Enters the email and submit, system will send the registration form in email.
Auditor opens the Registration form from email and enters the required information.
Auditor submits the Registration form for approval from PhilGEPS.
Submission creates a pending task for ADMIN users.
Pending task appears in screen for ADMIN Users to open and check the details of submitted information.
ADMIN user have the option to check for potential duplicates that already exist based on TIN number.
ADMIN user has the option to Approve or Reject the agency registration.
If Approved, system generates the User automatically based on the combination of first character of First Name and complete Last Name, and sends the email notification to the contact’s email containing Username and password.
If Rejected, information stays in the system but with status = Rejected.

Civil Society Organization

Overview

Refers to Catalogue containing information related to Civil Society Organizations that can be invited to observe a bid.

Navigation

Registration ► Civil Society Organization

Civil Society Organization screen fields and Tabs

Field	Description
Code	This is an Unique identifier. Setup parameter to determine if entered by user or system generated. If it is system generated, it is left padded with zeros.
Name	Name given by the user to the CSO
CSO Type	This is the Type of Community Service Organization
Nature of Organization	This is the Nature of Organization
Is Active	The possible values available for this chcekbox are True/False .By defualt this is true.
Workflow Status	Workflow related. Possible values are 'Created'; 'Send for Approval'; 'Approved'; 'Rejected'. Default Value is 'Created'.
Workflow Process Transition	Process transition from one state to other.
Is Registered Thorugh Web Portal	Possible Values: TRUE/FALSE.This attribute will indentify if the CSO was generated using the REGISTER form - outside the GRP - or by the GRP sys admin/assigned user.
Registered Date	Date in which the CSO was registered.
Country	Country of Origin Of the CSO
Region	Region where the CSO is located
Province	Configuration Stage, user defined
City Municipality	Configuration Stage, user defined
Street Address	Street Address, user defined
Zip Code	User defined field for registration purposes.
Coverage Region	This states the region of the CSO and is a collection from 1 to many.
Barangay	Barangay is Region Type.

Procedure

CSO Registration

Users: CSO & ADMIN

1. CSO select Online Registration Option on the log in page.

2. Enters the email and submit, system will send the registration form in email.

3. CSO opens the Registration form from email and enters the required information.

4. CSO submits the Registration form for approval from PhilGEPS.

5. Submission creates a pending task for ADMIN users.

6. Pending task appears in screen for ADMIN Users to open and check the details of submitted information.

7. ADMIN user have the option to check for potential duplicates that already exist based on Registration number. (Exceptions are for Multilateral

Bank and Oversight Agency as they doesn’t require Registration Number).

8. ADMIN user has the option to Approve or Reject the agency registration.

9. If Approved, system generates the User automatically based on the combination of first character of First Name and complete Last Name,

and sends the email notification to the contact’s email containing Username and password.

10. If Rejected, information stays in the system but with status = Rejected.

Fields Of Interest

Fields Of Interest screen field and Tabs

Field	Description
Code	User specific unique code.
Name	Name of the interest
Description	A short description regarding the interest
Active	A checkbox with possible values True/False

Catalogue Item Classifications

Coverage Provinces

Coverage Provinces scrren field and Tabs

Field	Description
Code	An unique user specific code
Name	Name of the Province

Contacts Auditors

Overview

This entity contains the catalogue for contacts in the Auditor organization as registered in the system.

Navigation

Registration ► Contacts Auditors

Contacts Auditors screen fields and Tab

Field	Description
Code	Unique identifier. Setup parameter to determine if entered by user or system generated. If it is system generated, it is then left padded with zeros.
Is Active	Possible Values:True/False.Default value is True.
Institution	Identifies the Institution (PE) to which the contact is assigned to
Application User	Application user for the Auditor
Name Prefix	AVailable values to be inserted before a name are Ms./Mr
First Name	First or given name
Middle Name	Middle name of the Auditor
Last Name	Last name of the Auditor
Telephone Code	Numeric Telephone Country Code like: “234”, “351”.If Mobile Number is blank, the Telephone fields are required
Telephone Number	Telephone number.If Mobile Number is blank, the Telephone fields are required
Mobile Number	Mobile Number of the Contact.If Telephone fields are blank, Mobile Number field is required.
Email	Email address of the contact auditor.

Vendor

Overview

NOTE: This entity must be added to the Audit trail.

Navigation

Registration ►Vendor

Vendor screen fields and Tab

Fields	Description
Code	It is an Unique identifier. Setup parameter to determine if entered by user or system generated. If it is system generated, then it is left padded with zeros.
Active	True by defaultIf true, the Supplier can be reference else the Supplier has been “Cancelled” and cannot be used and referenced.
Form of Organization	It Is a closed domain Possible Values are :“Partnership”;“Corporation”;“Single Proprietorship”;“Cooperative”;“Foreign Company/Organization”;“Individual Local Consultant”;“Individual Foreign Consultant”
Vendor Type	Values are: Joint Venture, others. This indicate's whether a Vendor is participating in a joint venture or other types available in the FB system
Organisation Name	The name of the organisation
Workflow Process Transition	This shows the workflow process transition
Workflow Status	Depending on the Workflow Configuration Setting for this Entity the basic Stages are:‘Created’,‘Approval Requested’,‘Approved’,‘Rejected’,'Cancelled', The Default value is ‘Created’.
Country	Default read-only attribute it is the Country of the vendor
Region	Region for registration purposes.
Street Address	Strret Address of the vendor
Membership Vendor	Supplier’s Membership Type
Membership Effective Date	This is the last day of the effectivity of the vendor’s membership. This date change's when the Vendor renews, upgrade or downgrade the membership type.
Registration Active Date	Date of activationhe date when the supplier is approved as a valid supplier.
Business Tax Identifier Number	This is the Corporate Tax identification Number
Capitalization	Company’s capitalization
Performance Rating	This references the performance rating of the supplier.It is not visible during registration.
Is Blacklisted	Suppliers listed as "Blacklisted" are barred from participating in government procurement opportunities.
Blacklisted date	This is the eference to system date in which the vendor was blacklisted.

Procedure

Vendor Registration

Users: SUPPLIER & ADMIN

Supplier selects Online Registration Option on the log in page.
Enters the email and submit, system sends the registration form in email.
Supplier opens the Registration form from email and enters the required information.
Supplier submits the Registration form for approval from PhilGEPS.
Submission creates a pending task for ADMIN users.
Pending task appears in screen for ADMIN Users to open and check the details of submitted information.
ADMIN user have the option to check for potential duplicates that already exist based on TIN number/DTI Certificate Number.
ADMIN user has the option to Approve or Reject the agency registration.
If Approved, system generates the User automatically based on the combination of first character of First Name and complete Last Name, and send the email notification to the contact’s email containing Username and password.
If Rejected, information stays in the system but with status = Rejected.

Vendor Project List

Overview

This entity refers to Catalogue containing information related to the projects that a Vendor is currently executing and/or has already completed.

Navigation

Registration ► Vendor Project List

Vendor Project List screen field and Tabs

Field	Description
Id	Unique identifier. Setup parameter to determine if entered by user or system generated. If it is system generated, it is then left padded with zeros.
Procurement Classification	Possible Values:Civile works,Goods,Consulting Services,Goods-General Support Services,Default value is Goods
Project Status	Possible Values: On-Going,Completed.
Contract Name	Name or Title of the Project/Contract
UNSPSC Main Category	Based on the UNSPSC Code, system automatically records the Main Category of the item
Item Code	Specifies the UNSPSC Code of an item being served in the project.
Attchments	Information regarding the vendor project list.

Attachments

Attachments screen fields and Tabs

Field	Description
Id	System generated unique id code in corresponding to the attachments.
Title	Title of the attachment
Description	Short description of the attachment
Attachment	Field to attach a file in support of the attachment.
Date Time	Date and time of the attachment.
User	User associated with the attachment

System Security

Audit

Overview

To help maintain control over your organization’s daily operations, the FreeBalance Accountability Platform provides a powerful audit trail function that retains a complete record of all system operations.

In these features, users can search audit entries using several filter criteria for any Platform module. Filter criteria includes the following: Username, Audit Timestamp, Entity Name, Id Field, and Domain Event Type (insert, update, delete).

Also, users can configure some audit settings such as:

Enable or disable audited entities
Edit information about some entity fields for audit purposes

Audit Settings

Overview

Audit Settings is used to include or exclude a particular entity from the audit system, as well as to indicate which descriptive property of the entity should be shown in the Audit Entry form.

The form presents a list of all entities that were defined as auditable. After selecting one of the entities in the list, the user will be presented with a dialog box from where he/she can configure the above mentioned audit attributes for the entity. The discard button can be used to delete the changes made while the update button must be used to store any changes made. The buttons at the bottom of the main form are used enable or disable all entities irrespectively of their individual settings.

Navigation

Audit ► System Security ► Audit ► Audit Settings

By default, a list of auditing entities appears. Click over the entity want to set up.

Procedure

User: Admin

System Administrator or Administrator of the institution has logged in to the system
Audit Entries provides audit trail and records changes made to the instances of audit entities as part of transactions.
System by default identifies critical entities as audit entities and records all changes made to instances of these entities
System also allows users to define non-critical entities as audit entities through Audit settings where audit trail is also maintained on these entities.
From the Audit Setting the administrator can enable or disable audit trail for an entity.

Change Password

Overview

Users will be required to change their password upon initial login anytime thereafter. The FreeBalance Accountability Platform will ensure that the password users enter is of appropriate length and complexity to provide maximum security prior to the password change.
There are several other security features incorporated into the password changing process. For example, a given number of users previous passwords will be retained, and these passwords cannot be used again while they are still retained by the system. The new password will not be accepted if it is the same as the user ID or old password.

Navigation

Admin ► System Security ► Users ► Change Password

Change Password screen Field

Field	Description
Current Password	The current password of the user.
New Password	The new password which users want to create.
New Password Confirmation	Confirmation of the new password.

Security

Security Group

Overview

The purpose of a Security Group is to restrict the content that users can see throughout the application. For example, if a security group is created that specifies that a particular user will be able to see all information for Institution 001, then that user will only be able to view the information in Institution 001. Conversely, a Security Group may be created to specify that selected users can not access a selected dimension.
A security group is composed of Security Group Restriction(s) and Users assigned to it. Users may be indirectly assigned to a Security Group via their User Role, or directly related to the Security Group.
Only a ‘Super User’ or ‘Administrator User’ can create Security Groups.

Navigation

Admin ► System Security ► Security ► Security Group

Security Group screen Fields and Tabs

Field	Description
Code	Unique identification code manually entered by users or automatically generated based on parameters.
Language	The language used to register the description.
Description	Short description of the Security Group.
Security Group Restriction Tab	The Security Group Restriction Tab is used to include restriction information for the security group.
User Security Group Tab	The respective user for whom the security group is defined, is mentioned by this tab. This selected from the lookup button.

Procedure

User: Admin

System Administrator or Administrator of the institution has logged in to the system.
Administrator goes to Security Group option
The system administrator choose to create user group in the security module.
The system will display the form and the administrator will create a User Group for each role in the system.
User fills out the Document Type information form presented by the system.
User clicks ‘Save’ button to save the information.
The system will save the information and refresh the value in the list of User Group.

Procedure

Security Question

Overview

This entity decides differnt kind of security questions that an administrators decides as option in case of emergency for the users.

Navigation

Admin ► System Security ► Security ► Security Question

Security Group screen Fields and Tabs

Field	Description
Code	Unique identification code manually entered by users or automatically generated based on parameters.
Language	The language used to register the description.
Description	Short description of the Security Group.
Active	A checkbox with default value 'True'.Possible values True/False

Procedure

User: Admin

System Administrator or Administrator of the institution has logged in to the system.
Administrator goes to Security Question option
The system administrator choose to create Security Question in the security module.
The system will display the form and the administrator will create a Security Question for a particular user
User clicks ‘Save’ button to save the information.

ePayment

Overview

This module is utilized by the Vendors (Suppliers) and PhilGEPS in capturing and recording payment for certain fees such as Vendor Membership fees, Bid Document fees, Additional Vendor Contact fees (Blue and Platinum Membership), Additional Catalogue for Products/Services and whatever PhilGEPS offers in services deemed for payment.

Payment Processor

Overview

Payment Processor records the list of third party payment processors for PhilGEPS fees. The Site Admin maintains this catalogue.

Navigation

ePayment ► Payment Processor

ePayment screen field and Tab

Field	Description
Code	Unique identifier. Setup parameter to determine if entered by user or system generated. While it is system generated, it will be left padded with zeros.
Processor Name	Signifies the name of the third party payment processor.
Transaction Fee Percentage	This is the Processing Fee in Percentage.Actual processing fee amount is computed against the Transaction Amount (Payment Transaction Entity)
Transaction Fee Amount	Processing Fee amount charged by the third party payment processor to the Vendor
Active	If True, the third party payment processor can be referenced. Otherwise the third party payment processor is disabled.

Procedure

User: Suppliers

Electronic Payment The Electronic Payment process allows the Vendor to make payments on various fees electronically through the system. It provides capabilities to process payment transactions online. It also facilitates the use of GCash, a payment service offered by Globe Telecom.
This process allows processing of electronic payment through Land Bank of the Philippines as the third party payment processor.
This process allows processing of electronic payment through Development Bank of the Philippines as the third party payment processor. The Development Bank of the Philippines has several ways in accepting electronic payment.

These are through:

i. Visa Credit Card

ii. MasterCard Credit Card

iii. BancNet

4.This process allows processing of electronic payment through GCash as the third party payment processor.

5.Cash Payment (not an electronic payment means but documented) The Cash Payment process allows the Vendor to make payments on various

fees manually by paying directly to the Cashier of PhilGEPS office or over the counter payment of banks. This payment will still be recorded in the

system.

Payment Transaction

Overview

This describes the payment details when the Vendor pays certain fees to PhilGEPS.

Navigation

ePayment ► Payment Transaction

ePayment screen fields and Tab

Field	Description
Code	Unique identifier. Setup parameter to determine if entered by user or system generated. When system generated, it will be left padded with zeros.
Vendor	Identifies the Vendor, through the vendor code, paying for a transaction.
Payment Method	List of values include Cash and ePayment.
Notice	This references the relation of the payment transaction to a specific Notice when Fee Type is Bidding Documents and Bid Security
Fee Type	This specifies the fee that Vendor intends to pay online. The value for this field is automatically filled by the system based on the previous page where the ePayment was triggered. Values can be:Membership Fee,Bidding Documents,Bid Security Fee,4Additional Contact Fee,Additional Catalogue for Products/Services
Payment Processor	It is a Payment Procesor entity.List of values include:Land Bank of the Philippines (LBP), Development Bank of the Philippines (DBP), GCash
Payment Confirmation No	If Payment Option is Electronic, the third-party processor generates a Payment Confirmation No. after successfully processing the payment. That value is stored in this field.
Transaction Amount	Specifies the amount paid by the Vendor
Transaction Fee	Actual Amount of Processing Fee charged by the third party payment processor to the Vendor.
Total Amount	This value is calculated by the system, given the formula: Transaction Amount + Transaction Fee
Payment Date And Time	Date and Time when the payment was made as recorded in the system.

Procedure

User: Suppliers and Admin

ID Generation parameter indicates the procedure to generate ID attributes. System-generated using a customised algorithm.
Customised algorithm created during implementation to fulfil customer requirements, if any.
This parameter indicates what the Vendor is paying for.
This parameter indicates which third party payment processor will process the payment electronically.

Bidding Document Fee

User: Suppliers

1. Vendor selects the bidding documents he intends to pay for.

2. Vendor selects option to pay online.

3. System carries parameters of ordered bidding documents

a. Parameters include Notice ID of the bidding documents, the amount/fee specific to each bidding document, the Vendor ID and the total amount

to be paid.

4. Vendor chooses the Payment Processor.

a. Depending on the chosen Payment Processor, the system will behave as follows:

i. Land Bank of the Philippines – system will redirect to Land Bank’s own user interface

ii. Development Bank of the Philippines – system will redirect to DBP’s own user interface iii. GCash – PhilGEPS system displays the following fields {Mobile Number, Total Amount to be Paid}

5. Depending on the chosen Payment Processor, the user will perform the following:

a. Land Bank of the Philippines UI

i. The Vendor will enter all required information and submit for processing

b. Development Bank of the Philippines UI

i. The Vendor will enter all required information and submit for processing

c. GCash (uses the UI of PhilGEPS)

i. The Vendor enters all required information for GCash and submits for processing.

6. Third-party payment processor executes processing of the electronic payment information

a. If GCash, GCash will send a text message to the Vendor’s GCash mobile number

b. Vendor will have to enter his MPIN through his mobile phone to confirm the transaction

7. Third-party payment processor generates a confirmation receipt and transmits this back to the PhilGEPS system

8. PhilGEPS system records payment confirmation from the third-party payment processor and generates an e-OR.

a. System will update pending task “Pending Payment”; decrements count by 1.

9. Vendor prints e-OR for his own record keeping.

APPENDIX

This section holds complementary contents relative to the different System modules.

Common Tasks

This section contains a descriptions of common tasks shared by different Modules of the System.

Searching for Records or Elements

Navigation

(any screen in Search Mode or click a Find icon )

BASIC SEARCH

To SEARCH for ALL records/elements, follow the following steps:

Leave all fields blank.
Click the Find icon .

ADVANCED SEARCH

You can create filters for one or more fields:

You can use '*' (ZERO OR MORE characters wildcard): This will recover all records/elements that comply with your filter (e.g., '*2' will retrieve '2', 'c2', '1232', but not '23'; '*SMITH*' will retrieve 'JOHN SMITH', 'CAROL SMITHERS', but not 'Carl Smith').
You ca use '?' (ONE character wildcard): This will recover all records/elements that comply with your filter (e.g., '?2' will retrieve '32', 'x2', '#2', but not '2').

Creating Coding Blocks

Navigation

(Click New Icon under or or at Contract Payment Retention)

Overview

This entity contains the collection of Coding Blocks used in Contract Line Items, Payment Retention and Guarantees entities. It is a collection because Coding Blocks are registered per Fiscal Year and Contracts can be multi-year. It is necessary a collection of Coding Blocks for all fiscal years covered by the Contract:

A Coding Block can be added by SELECTING a pre-existing one already recorded in the System, or by COMPOSING a Coding Block out of segments pre-defined in the Chart of Accounts.

To SELECT a Coding Block, follow these steps:

In the Coding Block window, click the Lookup icon next to the Coding Block field, then click the Find icon on the Coding Block window for recovering the list of all pre-defined Coding Blocks.
Select the desired Coding Block from the list, and
Click the Save and Return icon to record your selection and return to the previous window or click the Discard icon to clear your current selection and return to the previous window.

To COMPOSE a Coding Block, follow these steps:

In the Coding Block window, click the New icon next to the Coding Block field. Another window will display.
For each Coding Block segment displayed select the appropriate element from the pull-down list.
Alternative, you can click the Lookup icon , then click the Find icon on the Element window for recovering the list of all pre-defined elements, and then click the required element to return to the previous window. Also, you can click the Hierarchical Element Selection icon to compose the Coding Block using the values from the pull-down lists; once all hierarchical segments have been specified, click the Save and Return icon to record your selection and return to the previous window or click the Discard icon to clear your current selection and return to the previous window.
Once all Coding Block segments have been specified, click the Save and Return icon to record your selection and return to the previous window or click the Discard icon to clear your current selection and return to the previous window.
Click the Save and Return icon to record your selection and return to the previous window or click the Discard icon to clear your current selection and return to the previous window.

Contract Payment Coding Block

*** VALIDATE IF IS CURRENTLY USED IN THE PLATFORM ***

This entity contains the collection of Coding Blocks used in the Payment entity. It is a collection because Coding Blocks are registered per Fiscal Year and Contracts can be multi-year. Therefore, a payment can be planned in a fiscal year and completed in another fiscal year.

Navigation click the New Icon under

Not Included Reports

Contract Claims Report

Overview

This report shows a list of Contract Claims. Each Claim with the following information: Claim ID, Vendor ID (who submits the Claim), Contract ID, Claim Date, Claim Status, Resolution ID, Resolution Type Short Description, and Resolution Status.

Some additional filters are available such as Contract, Vendor, Claim Date Period, Claim Status, Resolution Type Result, and Resolution Status

An Example of this report is shown below.

Navigation

Definition of Report Fields

The Contract Claims Report includes the following fields:

Report Fields	Description
Report date	The date the report was created. It is automatically generated.
Report time	The time the report was created. It is automatically generated.
User	The person who generates the report.
Page	Report page number.
Filter Criteria	Filter Criteria as entered under the Contract Claims Report.
Sort By	Used to sort the report by a specific sorting criteria
Comments	Any comment written by the user in the report generation window
Claim ID	Unique Identifier for the Claim.
Vendor ID	Unique Identifier for the Vendor.
Contract ID	Unique Identifier for the Contract.
Claim Date	Date Claim was submitted.
Claim Status	Claim status may be: Created, Approval Requested, Approved, Rejected or Cancelled. Default value is created.
Resolution ID	Unique identifier for the Resolution.
Resolution Type Short Description	Short description of the resolution type ex: Not enough support information.
Resolution Status	Resolution status may be: Created, Approval Requested, Approved, Published or Cancelled. Default value is created.

Generation of the Report

The Contract Claims Report shows a list of Contract Claims.

To GENERATE the Contract Claims Report, follow the steps below:

Navigation

The Contract Claims Report includes the following filter criteria available for the report:

Contract - Contract unit (optional parameter) that can be selected using the Lookup icon , and Find icon to retrieve the Contract unit. If selected, the report will include the selected Contract unit and all Contracts below the selected unit. Refer to Managed Contract for more information.
Vendor - Vendor unit (optional parameter) that can be selected using the Lookup icon , and Find icon to retrieve the Vendor unit. If selected, the report will include the selected Vendor unit and all Vendors below the selected unit. Refer to Vendors for more information.
Claim Status - Select a Claim Status from the options available for selection.
Resolution Status - Select a Resolution Status from the options available for selection.
Claim Date Period - Claim Date Period (optional parameter) that can be selected by using the calendar icon
Resolution Type - Select the Resolution Type from the drop-down menu.
Comments - Enter the Comments related to the generation of the report
Sort By - Click the , ,, icons to add and remove filter criteria to / from the selected list and click the , , , icons to move the items in the selected list up and down to put them in the desired order of appearance. Sort the Claim ID by the preferred ascending and descending order using the red arrow icon

If all filter criteria are left blank, all Contracts, Vendors, Claim Statuses, Resolution Statuses, Claim Dates Period, Resolution Types, and Comments will be included in the Report, as well as all the Contracts, Vendors, Claim Statuses, Resolution Statuses, Claim Dates Period, Resolution Types, and Comments allowed by the report user security profile.

The report can be exported in HTML, PDF, MS Excel, RTF and MS Word formats, prior to printing, using the , , , , and icons.

Vendor Performance Evaluation In Contracts Report

Overview

This report shows a list of Vendor Performance Evaluations related with Contracts. Each Performance Evaluation shows the following information: Evaluation ID, Vendor ID, Vendor Name, Contract ID, Rating Short Description, Rating Value, and Evaluation Date.

Some additional filters are available such as Contract, Vendor, and Evaluation Date Period.

An example of this report is shown below.

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Definition of Report Fields

The Vendor Performance Evaluation In Contracts Report includes the following fields:

Report Fields	Description
Report date	The date the report was created. This Value is automatically generated.
Report time	The time the report was created. This Value is automatically generated.
User	The person who generates the report.
Page	Report page number.
Filter Criteria	Filter Criteria as entered under the vendor Performance Evaluation in Contract Report.
Sort By	Used to sort the report by a specific sorting criteria.
Comments	Comment written by the user in the report generation window.
Evaluation ID	Unique integer identifier for a evaluation.
Vendor ID	Unique integer identifier for a Vendor.
Vendor Name	Name of Vendor.
Contract ID	Unique Identifier for the Contract.
Rating Short Description	Brief description for the Vendor Performance Rating ex: Excellent, Good, Regular, Bad etc.
Rating Value	Value assigned to the rating. For example: 5 is Excellent, and 1 is Bad.
Evaluation Date	Date of Evaluation.
Average	Average Rating Value for vendors in evaluation.

Generation of the Report

The Vendor Performance Evaluation In Contracts Report shows a list of Vendor Performance Evaluations related with Contracts.

To GENERATE the Vendor Performance Evaluation In Contracts Report, follow the steps below:

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The Vendor Performance Evaluation In Contracts Report includes the following filter criteria available for the report:

Vendor - Vendor unit (optional parameter) that can be selected using the Lookup icon , and Find icon to retrieve the Vendor unit. If selected, the report will include the selected Vendor unit and all Vendors below the selected unit. Refer to Vendors for more information.
Contract - Contract unit (optional parameter) that can be selected using the Lookup icon , and Find icon to retrieve the Contract unit. If selected, the report will include the selected Contract unit and all Contracts below the selected unit. Refer to Managed Contract for more information.
Evaluation Start Date - Evaluation Start Date (optional parameter) that can be selected by using the calendar icon .
Evaluation End Date - Evaluation Start End (optional parameter) that can be selected by using the calendar icon .
Comments - Enter the Comments related to the generation of the report.
Sort By - Click the , ,, icons to add and remove filter criteria to / from the selected list and click the , , , icons to move the items in the selected list up and down to put them in the desired order of appearance. Sort the Evaluation ID by the preferred ascending and descending order using the red arrow icon .

If all filter criteria are left blank, all Vendors, Contracts, Evaluation Start Dates, Evaluation End Dates, and Comments will be included in the Report, as well as the Vendors, Contracts, Evaluation Start Dates, Evaluation End Dates, and Comments allowed by the report user security profile.

The report can be exported in HTML, PDF, MS Excel, RTF and MS Word formats, prior to printing, using the , , , , and icons.