5 Replies Latest reply on Oct 4, 2012 11:51 AM by Tim Fabiniak

    Is there an alternative to using envelopes?

    Elizabeth Sewell Apprentice

      Hi All,

       

      I am new to this community and relatively new to ariba too.

       

      It has been decided that we should not be able to view responses before an RFQ ends in my organisation. We know that we can use envelopes to do this (but no-one likes using them!) or we can switch off the ability to view participants responses before the event ends but this is not secure as we can switch it on and off without evidence. Does anyone know of another way?

       

      Thanks in advance.

        • Re: Is there an alternative to using envelopes?
          David Morel Master

          Welcome to the community & Ariba! Envelopes are the way to go...can you share the issue you are having with Envelopes that are keeping you from using them? We made significant changes to how they work in the last Service Pack prior to 12s1 to increase the usability of Envelope Events. David Morel

          1 of 1 people found this helpful
            • Re: Is there an alternative to using envelopes?
              Elizabeth Sewell Apprentice

              Thank you David. The issues that we have are that if we make any amendments or need to add a participant during the running time, then we lose any responses that have already been submitted. Can you tell me if there have been any changes to this since the latest update?

                • Re: Is there an alternative to using envelopes?
                  David Morel Master

                  Yes! That is one of the many items that were improved! Infact, a lot of these were done in connection with your company and a few other customers! :-)

                   

                  Access/download the "Ariba Strategic Sourcing and Contract Management Solutions 11s Release Guide" from the Documentation page in Help and you will see a description of all the enhancements. But, at a high level, you can now edit the event without wiping out the submitted bids. Also, when you choose not to open the 2nd envelope for a supplier, their first envelope doesn't get wiped out. You will still be able to show why you didn't choose them to go on.

                   

                  I hope that the enhancements are what you are hoping for! Let me know after you have checked it out...

                   

                  David

                  • Re: Is there an alternative to using envelopes?
                    h15t0r1an Apprentice

                    One thing that can overcome some of the issues with adding a participant during the running time is to have a policy of inviting every bidder from the beginning as a "Supplier Team", not just as a regular Participant.  Setting up every bidder upfront as a "Supplier Team" can help not just issues with envelopes but also, for example, the shareability of bid documents and continued shared access of the bid work that has been uploaded amongst current / future members of the supplier's bid team.  Keeping this option open can help especially where bidder is given a long period before final submissions are required.

                     

                    When the inevitable changes such as bidder staff changes, temporary handovers due to holiday etc., occur while bids are still being prepared this gives the opportunity to add further staff belonging to that bid location to the bid more seamlessly.  Access to the bid can then be shared amongst a team for that bidder which can be changing constantly provided there is always at least one team member in the Supplier Team.

                     

                    Even if it turns out that there is never a need to add any further or replacement person to the bid for the initially set up Supplier Team, considering the option to set up every bidder as a Supplier Team upfront saves a lot of inconvenience on both bidder and purchaser sides if a situation should arise that a bidder wants to make a change or addition(s) to their team.

                • Re: Is there an alternative to using envelopes?
                  Tim Fabiniak Master

                  Another option if you have Sourcing Pro: you can create a template where the option to hide responses until the event ends is either "Read-Only" (shown to the user but not changeable) or "Hidden" (set in the template and not shown to the user.) So long as you use those options (and not the default Delegated, which allows users to change it), nobody using that event template will be able to change the option.

                   

                  Of course, this does mean creating a new template and making sure your users use it, so it presents additional challenges.