Publishing RFP

Objective

After completing this lesson, you will be able to explain how to complete the bidding process as a supplier and list the sourcing process steps from draft to award.

Source-to-Order with Contract Compliance Process Flow

Business process flow infographic showing supplier, sourcing, contracts, and buying roles with tasks: RFP creation, supplier approval, and contract management.

Sourcing Event Stages

  1. Draft
    • Project owner builds the event content.
    • Suppliers do not see any information.
  2. Preview
    • Suppliers view the event and ask questions.
    • Pre-bids may be possible depending on template, but no competitive information is shared.
  3. Open
    • Suppliers bid.
    • Project owner monitors activity.
    • Clock displays time until event ends, though this may be extended or reduced by project owner.
  4. Pending Selection
    • Bidding has ended.
    • Project owner analyzes bids and selects winner(s).
  5. Completed
    • No more activity.
    • The event is available for viewing only.

Publishing and Awarding Events

Steps for Publishing and Awarding Events: review and publish, monitor supplier responses, create award scenarios, and award the best scenario for sourcing success.

Step 1: Review and Click Publish

Interface for Doc618011930 - Training Event displays options to review, revise, and publish the event, plus contract details and actions.
Publishing Your Event
Publishing your event will send a notification to your suppliers and, depending on settings and timing, allow them to respond and ask questions.
Ariba Review
SAP Ariba can review your event for structure, format, and best practices prior to submitting it to suppliers.

Step 2: Monitor Supplier Responses

Message detailing RFP communication, sender, recipient, subject, timestamp, and pricing information. Includes options to reply, confirm, or cancel action.
View Responses in Real Time
  • If allowed by event rules, you can review supplier responses as they are submitted.
Message Board
  • Suppliers may be asking questions via the integrated message board. Be sure to provide timely answers to the supplier asking the question and, when appropriate, all participants.

Step 3: Create Award Scenarios

Award Optimization
The table compares generator prices ($17,500, $17,200, $16,500) across locations, highlighting variations and additional details via icons.
  • Use the optimization tool to help analyze complex bids by setting goals and rules.
Manual Scenarios
Bar chart compares scenarios: best bid, savings, limited suppliers. Displays total amounts (USD), highlighting cost and savings differences.
  • If you want to determine the award without using the optimization tool, you can create a manual scenario to capture the award information.

Step 4: Award a Scenario

Table shows supplier allocation: Computers (Supplier XYZ 100%), Monitors (Jones Corp 100%), Printers (ABC Company 100%). Submit for award available.
Completing Your Event
  • Submitting your award will complete the event, locking it from further changes. Be careful to review the award closely before you submit.
Event Header Data
  • The event creation screen is customizable, allowing companies to capture unique, useful information for searching and reporting.

Publish the Sourcing Event

After completing this activity, you will be able to:

  • Publish the sourcing event

ExerciseStart Exercise

Register and Submit Bids

As a supplier, you have been invited to participate in a sourcing event by your customer. Register for the Ariba Network using the link in your email and bid on the generators.

After completing this activity, you will be able to:

  • Register and submit bids

ExerciseStart Exercise

Build Award for the Sourcing Event

After completing this activity, you will be able to:

  • Award the sourcing event

ExerciseStart Exercise

Learning

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