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Notice

Mar, 2016-03-15 07:06 — achatterjee

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’

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 ‘Request for Approval’.

 

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’.

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 ‘Request for Approval’.

 

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.