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Sourcing

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Thank you to those of you who attended this Webinar.  Below are a few of the questions from the sessions with their corresponding answers.  The full list of questions and answers from the session is attached to this post.  Please feel free to use Ariba Exchange to respond to this post and interact with your peers.  We look forward to speaking with you again in a future session!

 

Question: Is Ariba Discovery more suited to commodities and/or can it be used for services, like BPO for specific niche areas like insurance, etc.

Answer: You can use Discovery to conduct events in services as well.

 

Question: Are you able to select multiple commodities?  Say the bid would be open to wax and soy based crayons?

Answer: Yes, you are able to select multiple commodities within one posting.

 

Question: Do all suppliers that respond to the posting have access to Ariba to sign in and participate in an RFP?

Answer: Not necessarily, you can create suppliers in your database of suppliers, then they will have a username and password to login to your site and participate in events.

 

Question: You can only export suppliers invited?

Answer: You can only export suppliers that have responded to a posting.

Thank you to those of you who attended this Webinar.  Below are a few of the questions from the sessions with their corresponding answers.  The full list of questions and answers from the session is attached to this post.  Please feel free to use Ariba Exchange to respond to this post and interact with your peers.  We look forward to speaking with you again in a future session!

 

Question: Could you please briefly tell difference between full project and quick project one more time?

Answer:

Quick Project: Stand alone sourcing event such as an RFI, RFP or Auction

Full Project:  A container project which holds your sourcing events (created on the Documents tab) and provides functionality to manage your internal process through Phases and Tasks, events and internal documents with your team.

 

Question: Can we do a "test" project in our systems as well?  For example, if we wanted to practice creating an event , but didn't want it to go live?

Answer: Yes, you can indicate projects as test projects in both your Test and Production sites.  Note, that if you add suppliers as participants and publish the event they will be invited.  The test project has all of the same functionality, but will allow you to separate project information in reporting.  Test projects therefore, should only be sent to test participants (suppliers you create with your own contact information or fake data although a real email address is needed if you want to receive notifications and event invitations).

 

Question: Can we upload a document?

Answer: When creating event content you can select Add > Attachment to upload a document which your participants will then be able to download and review.  If you need the participants to reattach an updated file you must create a question with answer type "Attachment".

 

Question: Can we download participants from Outlook or from an Excel spreadsheet?

Answer: The participants, as well as the content and rules can be set up using an Excel spreadsheet. On the Supplier or Content sections of your draft event, click on the Excel Import button where you can download the template with any existing content and then upload an updated file to Import.  The import template must be in the format provided.

Thank you to those of you who attended this Webinar.  Below are a few of the questions from the sessions with their corresponding answers.  The full list of questions and answers from the session is attached to this post.  Please feel free to use Ariba Exchange to respond to this post and interact with your peers.  We look forward to speaking with you again in a future session!

 

Question: Can I add tasks to the mandatory task list?

Answer: Yes, new mandatory tasks can be added to an existing list.

 

Question: If I copy a document from another module, will it then automatically be updated if the original is updated?

Answer: No, it will not update automatically.

 

Question: If you use URL to go to  a website is it necessary for the user to sign in to the site with userID and password?

Answer: Yes, the user will need to login to Ariba in order to access that URL.

 

Question: if parent is not populated on set up, will the enhancement work link new orgs to the appropriate Parent

Answer: The supplier will be able to link children on USE (Unified Seller Experience), but this doesn’t get reflected in any customer’s supplier record, this is for the supplier’s convenience and management. The customer can link children on upstream supplier database, but this doesn’t get reflected in USE.

Thank you to those of you who attended this Webinar.  Below are a few of the questions from the sessions with their corresponding answers.  The full list of questions and answers from the session is attached to this post.  Please feel free to use Ariba Exchange to respond to this post and interact with your peers.  We look forward to speaking with you again in a future session!

 

Question: What is RSS?

Answer: RSS (Really Simple Syndication) is a web feed format which is used to publish information.  You can enter an RSS URL from a news or industry website (they will be listed specifically as RSS feed links) to pull this feed into your Sourcing site.

 

Question: What is a surrogate bidder?

Answer: This is a user, typically Ariba customer support's Event Day Management group, acting as a supplier in order to submit bids on a supplier's behalf when the supplier is unable to do so themselves (cannot access the internet due to connection or power problems).

 

Question: When you delete a section by error, is there a way you can retrieve that section?

Answer: No.  There is no undo option, and the site saves automatically when you make changes so deleting is permanent.  When you click delete you are prompted to confirm and the pop up notes the number of content items being deleted.  Confirm that this is correct, and if you are unsure Cancel and double check that nothing was mistakenly selected.  If you delete a section all of the content items in that section will also be deleted.

Thank you to those of you who attended this Webinar.  Below are a few of the questions from the sessions with their corresponding answers.  The full list of questions and answers from the session is attached to this post.  Please feel free to use Ariba Exchange to respond to this post and interact with your peers.  We look forward to speaking with you again in a future session!

 

Question: Are the commodities based on the UNSPSC?

 

Answer: Yes, the commodities listed in Discovery are indeed UNSPSC based.

Thank you to those of you who attended this Webinar.  Below are a few of the questions from the sessions with their corresponding answers.  The full list of questions and answers from the session is attached to this post.  Please feel free to use Ariba Exchange to respond to this post and interact with your peers.  We look forward to speaking with you again in a future session!

Question: Can you talk a little more about adding recordings to the Sourcing Library? We could use this for training purposes.

Answer:   You can add recordings as files (documents) or links (URL) to the sourcing library.  This is a good place to store internal reference documents and recorded trainings for your sourcing users.

 

Question: What's the benefit of the content document verses the regular document in uploading a webex recording?

Answer: The content document allows you to build content as you would within a sourcing event.  Then you can add this content into any event and edit as necessary.  Adding a regular document simply attaches a file.  It does not built out sections, requirements, questions, items, etc.

 

Question: Can you please provide a more detailed explanation of the implications of deactivating and/or locking a user?

Answer: Both locking and deactivating a user remove that user's access from the site.  Also, both can be undone in the administration section.  Deactivating removes the user from any drop down or selection fields.  So they will not be able to be added to any new projects.  Deactivating should be used for permanent changes - most commonly, to indicate that someone is no longer with the organization.

 

Question: When you import suppliers and/or users, how does Ariba address duplicates?

Anser: There is a site parameter which can be set to prevent duplicate organization names.  However, this only prevents exact duplicates.  It does not identify Ariba and Ariba, Inc. as duplicates.  Whether importing or creating new organizations and users individually you should always first search to confirm that the organization and user do not already exist.

Thank you to those of you who attended this Webinar.  Below are a few of the questions from the sessions with their corresponding answers.  The full list of questions and answers from the session is attached to this post.  Please feel free to use Ariba Exchange to respond to this post and interact with your peers.  We look forward to speaking with you again in a future session!

Question: Please detail how to invite NON - Ariba users for scoring the project.

Answer:   You may be thinking of adding external graders, which allows you to add a grader who is not part of the team and hides the participant names when grading.  External grading must be enabled on the rules and then are added in the team step, but using the Edit External Graders button instead of adding the user to the Team Graders group.  This takes you to the team grading task where you can add in the external grader.  While review tasks (which team grading is a type of) allow you to add email reviewers I would say that external graders must be a system user.  They can be a team member, not licensed user, but as grading is done in the site they will need to have a login to the system.

 

Question: Is there any way to turn off the weights for non-question areas so it is not possible to enter anything in those areas?

Answer: No.

 

Question: What are those scores listed in the parenthesis?

Answer: The scores in parenthesis and outside show the difference between the supplier score before and after any changes you have made as a team grader / owner in consensus.

 

Question: Is there a way to allow only certain users the ability to score certain sections/questions?

Answer: No, within the sourcing tool graders will have the ability to score all post-graded questions.  However, if a user does not grade a question (leaves this blank as opposed to entering a score of 0%) the participant will not be penalized.  Only grades submitted will be used to calculate the overall score.  A 0% submission will be included in the calculation.

Thank you to those of you who attended this Webinar.  Below are the questions from the sessions with their corresponding answers.  Please feel free to use Ariba Exchange to respond to this post and interact with your peers.  We look forward to speaking with you again in a future session!

 

Question: Would you want to mark the event "Test" for practice runs with suppliers where they are bidding on pears, apples, and oranges or would you want the Ariba administrator to assist on those pratice events as well?

Answer: Yes, you would want to mark your practice events as a "Test", you would only want the Ariba Administrator to monitor live events.

 

Question: Why would you choose one lot strategy over another?

Answer: This totally depends on your particular situation, there isn't a "preferred" method, just the best strategy for your particular scenario.

 

Question: Will you show where suppliers contact Ariba support?

Answer: Go to Help -> Contact Us to see the dial in numbers for the Help Desk. Also make sure (as seen on the call) you add the contact information for Product Support within the Content of the event.

 

Question: Does allocation allow you to split lot award among 2 suppliers?

Answer: Yes, there is an option for "Advanced Award" which allows you to type in a percentage breakdown amongst suppliers.

Below is a link where you can review a recent webinar presented by Ariba's CMO and the Best Practice Center entitled Sourcing Library and Managing the Supplier Database.  The Webinar description is as follows:

 

This session will give you an overview of how to use the Sourcing Library, as well as tips and recommendations for managing your supplier database. Some of the benefits of using an e-sourcing tool include creating content that can be used in future events, and providing easy access to suppliers.

 

You will get the most out of this session if you attend “Building an RFP – Sessions #1 and #2” prior attending this Webinar. Topics in this session will include:

 

     - Sourcing Library (level of access needed for this session) – Event Content, Attachments, Past Event
     - Managing the Supplier Database (level of access needed for this session) – Create New Suppliers, using Discovery to identify Suppliers

 

https://aribawebinars.webex.com/aribawebinars/lsr.php?RCID=ba44c75d2b9a671a47c2c2e684f1b731

The "Six C's" to consider when considering a sourcing opportunity: Contract Availability, Commercially Attractive, Competitive Supply Base, Clearly Defined Requirements, Compressible Margin, Commitment.

 

Contractual Availability =             No contractual or supplier restrictions during the proposed supply period.

Commercially Attractive =           Large enough spend to attract attention of suppliers in the applicable industry.

Competitive Supply Base =         Enough suppliers to create competitive online dynamic markets.

Clearly Defined Requirements =  Buyer requirements can be clearly defined and easily conveyed to suppliers. A tight scope of work will give suppliers greater confidence in bidding.

Compressible Margin =              Inherent opportunity for cost compression and/or savings.  Cost avoidance also a consideration.

Commitment =                          Buyer supports the project in all internal and external communication.

 

Nima Bagheri is a Customer Engagement Executive with Ariba. All customers are invited to join the private Customer Success group on Ariba Exchange, where you can access the Customer Success Spotlights, Lunch 'n Learn Webinar calendar and replays, and the Ariba Knowledge Nuggets

Thank you to those of you who attended this Webinar.  Below are a few of the questions from the sessions with their corresponding answers.  The full list of questions and answers from the session is attached to this post.  Please feel free to use Ariba Exchange to respond to this post and interact with your peers.  We look forward to speaking with you again in a future session!

 

Question: Do the suppliers know who the buyer is when this posting is loaded. If so, is it possible to submit an "anonymous" posting?

Answer:   Yes, There is an option for every posting which allows for buyers to mask their company name and create an alias of their choice.

 

Question: Are the commodity code selections and delivery location specific to our data (e.g. taxonomy) or are the data options standardized for all Ariba clients?

Answer: Standardized for all Ariba customers. The commodity codes use the UNSPSC system.

 

Question: Does it mean that if you click "prefer supplier to have physical presence" that those who don't cannot participate?

Answer: It does not, but it includes a message letting all suppliers know that your preferred vendors will be located in the area you have designated.

 

Question: Does it have multy currency i.e. UK Sterling, Euro etc

Answer: Yes, using the "custom" option in the project amount will allow you to change to over 50 currencies.

 

Question: Does it mean that if you click "prefer supplier to have physical presence" that those who don't cannot participate?

Answer: It does not, but it includes a message letting all suppliers know that your preferred vendors will be located in the area you have designated.

Thank you to those of you who attended this Webinar.  Below are a few of the questions from the sessions with their corresponding answers.  The full list of questions and answers from the session is attached to this post.  Please feel free to use Ariba Exchange to respond to this post and interact with your peers.  We look forward to speaking with you again in a future session!

 

Question: Would you please confirm how you rename a created project and how you close / finish a project?

Answer: To rename an event (RFP, RFI or Auction), go to the Summary step of the event, click on the Actions menu on the top right hand side of the screen and select "Edit Overview". This will give you the ability to edit the title. To "close" a project (status is changed to Completed) you would have to create an award Scenario, then submit the award. This will change the status of an event from Pending Selection to Completed.

 

Question: How do you add another team grader?

Answer: Simply click on the + sign, then click on the drop down and select a user, if the user is not on the short list you see, click on "Search for More" to search your database of users.

 

Question: Can you change any of these scoring numbers once the RFP has been published?

Answer: Yes, it is possible to make changes to the scoring setup while the event is running and even after the event has gone into Pending Selection, however we recommend that you try to have your setup done prior to launching the event as much as possible.

 

Question: How can you print event information?

Answer: There are different Excel Exports that can help you extract the data, make changes to your Excel File, so that you can Print the information. During the Draft mode of the event, you can also select "Print Event Information" from the Summary step, in order to get a Word file out of the system.

Thank you to those of you who attended this Webinar.  Below are the questions from the sessions with their corresponding answers.  Please feel free to use Ariba Exchange to respond to this post and interact with your peers.  We look forward to speaking with you again in a future session!

 

Question: What is the use of initial and historic columns? Where the data from historic come from? Moreover if supplier has revised his offer, can we do the side by side comparison of the first submission and for the second submission at the same time?

Answer: The Historic and Initial values are entered when creating Lots and Line Items (Edit screen). Historic prices indicate what you are currently paying for a line item or lot. Historic prices are not shown to the suppliers, Initial/Ceiling values are. When a supplier submits their information, it overrides the values/bids from the first submission, you can see the Bid History for each supplier, however this information is not displayed side by side.

 

Question: When a supplier adds a comment, how could we be notified about it? because when a buyer adds a comment, the supplier is informed automaticaly, but it is not the case in the other way.

Answer: If a supplier uses the Messaging system within Ariba to send a comment/question, the buyer is notified via email and the notification is recorded in the Messages tab.

 

Question: After you have created an event and published it, can you change the name of the event?

Answer: Yes,  when you edit the event, go to the Summary step, click on the Actions menu on the top right, then select Edit Overview. You will be able to edit the title of the event along with other information.

 

Question: I saw in the pricing section that it is possible to ask more than 1 price for an item like item price,  transport price and administrative price. How do you that?

Answer: Those options were added as Terms within Line Items. These can be added to collect additional pricing on different components of the line item price or to even make up a price, depending on what you are trying to accomplish.

Thank you to those of you who attended this Webinar.  Below are the questions from the sessions with their corresponding answers.  Please feel free to use Ariba Exchange to respond to this post and interact with your peers.  We look forward to speaking with you again in a future session!

 

Question: Observers must have Ariba license or everybody with an email address can enter the event?

Answer: Observers must have a username and password to login to Ariba.

 

Question: Is the Supplier Discovery Posting optional within an event?

Answer: Although we do not recommend you skip the Discovery posting step, you can use the "Proceed to Invite Participants" link located on the top right hand side of the screen to bypass the posting.

 

Question: Is there any way to see the list of all suppliers already registered in our company's database in Ariba?

Answer: If you do a blank search for suppliers, you can see the full list. You can also use the Supplier Import/Export spreadsheet (located within Administration) to view the full list in Excel.

David Morel

12s1 Feature Demos

Posted by David Morel Apr 5, 2012

12s1 release will be out in a few months and I wanted to give you all a chance to see the Knowledge Transfer demos I did for two of the more significant features, Grading and Scoring Usability Enhancements and Savings Form Approvals and Prototypes. If you sign up for the Early Access program, you can play with them yourself in a few weeks!

 

Grading and Scoring Usability Enhancements

 

Savings Form approvals and Prototyping

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