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

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.

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