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.