4 Replies Latest reply on Jun 21, 2011 11:32 AM by Beverly Dunn

    Ariba Sourcing Tool

    rishma.johnston Apprentice

      Does anyone know how to leverage the Ariba Sourcing tool to use it for receiving e-sourcing RFx event requests from fellow peers?

        • Re: Ariba Sourcing Tool
          Beverly Dunn Master

          Hello Rishma --thank you for joining the Customer Success Group on Ariba Exchange.  In order to provide the best answer possible, can you please clarify on your request?  Is this related to Buyer collaboration or supplier collaboration?

           

          After we hear back from you, we will supply you a response.

           

          Regards,

          Beverly Dunn

          Ariba Customer Success

            • Re: Ariba Sourcing Tool
              rishma.johnston Apprentice

              What do you mean by supplier or buyer collaboration?

                • Re: Ariba Sourcing Tool
                  Beverly Dunn Master

                  - Suppliers receive event requests and buyers can use “Supplier team” functionality to let suppliers collaborate on a RFP or RFI

                   

                  - Buyers can use “Team” functionality within an RFX or use Project/Process functionality to collaborate on an RFX event ( using excel upload sheet) and track the progress for audit purposes.

                   

                  Please email me with your address and I will send over a screen shot.  Unfortunately, I am unable to attach within this reply.

                   

                  Beverly Dunn

                  bdunn@ariba.com

                    • Re: Ariba Sourcing Tool
                      Beverly Dunn Master

                      Within the Ariba Sourcing application, a functionality called messaging allows for easier communication between all associated parties with an event.  Messaging can be utilized to send out specific information to an entire market (participants and team members) or to specified individuals.  Automated messaging also occurs with certain actions taken within an event.

                       

                      This manual will first go through the messaging options utilized by a user within the system.  Note that sending private messages to suppliers, is a functionality that can be enabled or disabled on the site level.

                      • To do this, an administrator will have to go to a specific site and select Customization Manager>Parameters >Application.AQS.EnablePrivateMessaging. To enable, set Value to Yes.

                       

                      Later a brief description about the formats and locations of messaging will be described.  Along with this, you will be advised on how certain actions correlate with messages sent throughout the application.  For ease of reference, these have been broken down into matrices.

                       

                      Sending Messages with Private Messaging Enabled (Buyer’s Perspective)

                       

                      From a published event, project owners can send messages to suppliers and team members from three places:

                      1. Message Center/Supplier Tab
                      2. Bid Console

                       

                      1. 1.       Message Center and Suppliers page

                      When in the Message Center or Suppliers page, buyers need to press the Compose Message button to create a new message.

                      From the ‘Compose New Message’ page; they can select to send it to ‘All Participants’, ‘Selected Participants’, and/or ‘All Project Team Members’.

                      If a buyer wants to send a private message he/she must select ‘Selected Participants’ and press the ‘Select Participants’ button. Once in the Select Supplier for Message page, he/she must check the desired suppliers.  The Compose New Message page will then show the selected suppliers.

                       

                      1. 2.       Bid Console

                      To send a message from the Bid Console, the buyer will have to click on the supplier’s name within the Bid History, and select ‘Compose Message’.

                      * Note that since the buyer had to select a supplier, the latter will show under selected participants on the ‘Compose New Message’ page. The buyer can then select more suppliers by pressing ‘Select Participants’ button.

                         

                      Sending Messages with Private Messaging Disabled (Buyer’s Perspective)

                       

                      If private messaging is disabled, project owners can only send messages to all the suppliers and/or all team members.

                       

                      They will be able to do so from the ‘Message Center’ and ‘Suppliers’ tab. The option to send messages from the Bid Console is grayed out.

                       

                      Sending Messages (Supplier’s Perspective)

                       

                      For a supplier to view, send, or reply to messages; he or she will need to go to the ‘Event Messages’ page. There are two ways to go there:

                      • clicking on the ‘Event Messages’ link on the upper-left side of the site
                      • clicking on ‘Notifications’ and then on the ‘Subject’ of one of the notifications

                       

                      When responding and composing a message, suppliers can not choose to whom they will be writing.  Their message will always be sent to all project team members.

                      * Note that when responding to a message, the original text is included on the message.

                       

                      A.  When sending the message, the recipient sees:

                      1. A pop-up in the lower right hand corner of their browser window:
                      2. An archived message on their My Messages or Message Center page (depending on whether they are a buyer or supplier user):
                      3. An email, if they correctly entered their email address in their user profile:

                      When a user is logged off of the system, Sourcing continues to forward received messages to the user's email address, and also archives the user's messages in the Messages Center or My Messages page.

                       

                      Criteria for Supplier to Receive Messages

                      Depending upon the responses provided by an invited supplier, messages may or may not be shown to them.  To illustrate this breakdown, please reference the below matrix.  It details how the status of the supplier (‘Invited’ versus ‘Intend to Bid’) will affect messages that are being sent out.  This matrix is specific to messages being composed by a user, rather than the automated messages that will be detailed in an upcoming section.

                       

                      If Buyer sends a message to all participants, the supplier gets:

                      Supplier not accepted terms of use

                      Supplier only accepted terms of use

                      Supplier accepted: terms of use & bidder agreement

                      Supplier accepted 2 agreements + selected lots

                      Email

                      no

                      no

                      yes

                      yes

                      Notifications

                      no

                      no

                      yes

                      yes

                      Message Center

                      no

                      yes

                      yes

                      yes

                      If Buyer sends to selected participant, the supplier gets:

                      Supplier not accepted terms of use

                      Supplier only accepted terms of use

                      Supplier accepted: terms of use & bidder agreement

                      Supplier accepted 2 agreements + selected lots

                      Email

                      yes

                      yes

                      yes

                      yes

                      Notifications

                      yes

                      yes

                      yes

                      yes

                      Message Center

                      no

                      yes

                      yes

                      yes

                       

                      Formats and/or Locations of Messages Sent

                       

                      Messages are sent out in 5 different formats and/or locations.  A brief description for each is detailed below.

                       

                      1. Email:  Email is sent to desired parties, to the email address provided within the application.
                      2. Online Pop-UP:  While in the application, a pop-up box will show within the bottom-right corner of the page.  It will detail the short description of the information or action, that affected the event the buyer/supplier has accessed.
                      3. Message Center:  In the supplier’s view, they will have a hyperlink within the upper-left corner of the page, titled ‘Event Messages’.  This hyperlink will bring them to the list of messages in which they can view/reply/compose, if desired.
                      4. Notifications:  In the supplier’s view, they will have a hyperlink at the top-center of the page.  Once accessed, it will include all of the messages that are located in the Message Center, unless the supplier has not accepted both the terms of us and bidder agreement. 
                      5. Log:  Within the buyer’s view, any action taken will be documented within the Log.  This is used primarily as a documented reference, to see what actions were taken outside of the normal running times of the lot(s).

                       

                      Automated Messages Associated with Certain Actions Taken

                       

                      As the above mentioned information details messages that are directly posted by a user, the below actions are associated with automated messages sent out to the appropriate parties.  This matrix details what format and/or location of a message, is associated with certain actions.  (Note that this matrix was composed dependent on a supplier’s status set to ‘Intend to Bid’.)  You may need to incorporate the matrix concerning supplier status (‘Invited’ versus ‘Intend to Bid’) to capture a full understanding of when a supplier will receive a message.

                       

                      • Note:  The Log is only visible to the Buyer.  The supplier will not see this information.

                       

                      Description

                      Group

                      Email

                      Online

                      Message Center

                      Log

                      This message is sent whenever a bid is deleted.  (Only for the Supplier that placed the bid.)

                      Supplier

                      þ

                      þ

                      þ

                      þ

                      This message is sent whenever a new bid is entered into the system.  (Only for the Supplier that placed the bid.)

                      Supplier

                      þ

                      This message is sent whenever a bid is rejected by the system.  (Only for the Supplier that placed the bid.)

                      Supplier

                      þ

                      This message is sent whenever a surrogate bid is placed for the participant.

                      Supplier

                      þ

                      This message is sent whenever an event is extended by a bid.  (Overtime)

                      Supplier

                      þ

                      This message is sent whenever an event changes state.

                      Supplier

                      þ

                      This message is sent whenever an event is extended or reduced.

                      Supplier

                      þ

                      þ

                      þ

                      þ

                      This message is sent whenever an event is paused.

                      Supplier

                      þ

                      þ

                      þ

                      This message is sent whenever an event is moved to open.

                      Supplier

                      þ

                      þ

                      þ

                      This message is sent whenever an event's line enters pending selection state.

                      Supplier

                      þ

                      This message is sent whenever an event enters pending selection state.

                      Supplier

                      þ

                      þ

                      This message is sent whenever an event enters prebid review.

                      Supplier

                      þ

                      This message is sent whenever an event enters preview.

                      Supplier

                      þ

                      This message is sent whenever an event's line is re-opened.

                      Supplier

                      þ

                      þ

                      þ

                      þ

                      This message is sent whenever an event is re-opened.

                      Supplier

                      þ

                      þ

                      þ

                      þ

                      This message is sent whenever an event is republished.

                      Supplier

                      þ

                      þ

                      þ

                      þ

                      This message is sent whenever an event is resumed.

                      Supplier

                      þ

                      þ

                      þ

                      This message is sent whenever an event enters review state.

                      Supplier

                      þ

                      This message is sent whenever an event enters cancel state.

                      Supplier

                      þ

                      þ

                      þ

                      þ

                      This message is sent whenever buyer selects ‘Undo Cancel’.

                      Supplier

                      þ

                      This message is sent whenever an event is closed.

                      Supplier

                      þ

                      This message is sent whenever a supplier is locked out of an event.  (Only for the Supplier that is locked.)

                      Supplier

                      þ

                      þ

                      þ

                      This message is sent whenever a supplier is unlocked for an event.  (Only for the supplier that is unlocked.)

                      Supplier

                      þ

                      þ

                      þ

                      This message is sent to the winner of the event, whenever a buyer awards an rfx.  (This is Defaulted, but is actually up to the user.)

                      Supplier

                      þ

                      þ

                      þ

                      þ

                      This message is sent to the losers of the event, whenever a buyer awards an rfx.  (This is Defaulted, but is actually up to the user. Also, these notifications appear only if buyer chooses to notify losers.)

                      Supplier

                      þ

                      þ

                      þ

                      This message is sent whenever a supplier is uninvited out of an event.  (Only to the supplier that is uninvited and only if the buyer chooses “Keep and email”. Uninvited supplier does not receive a message if buyer chooses “Keep, but do not email.”)

                      Supplier

                      þ

                      þ

                      This message is sent whenever a bid is accepted by the system.

                      Buyer

                      þ

                      This message is sent whenever a supplier accepts the supplier agreement.

                      Buyer

                      þ

                      This message is sent whenever a supplier declines the supplier agreement.

                      Buyer

                      þ

                      þ

                      This message is sent whenever a supplier indicates he intends to bid.

                      Buyer

                      þ

                      This message is sent whenever a supplier indicates he does not intend to bid.

                      Buyer

                      þ

                      þ

                      This message is sent whenever a new event is started.

                      Both

                      þ

                      þ