Below is a summary of the steps to perform an eSourcing transfer.
For and a video of these actions please click here.
Step 1 - Importing the Evidence Items
Project>Setup>Questions 'View evidence items'> Manage evidence items > Import Evidence items
- Enter the Esourcing project RFX/ITT number
- Select the Envelopes (you can pull one or more across) > Save
- Check that the Project name is correct
- Click Import
- Select the Evidence items you wish to pull across
(NOTE: at this stage this is just the question and declarations for either text responses or document attachments, this enables AWARD to generate the right associated options)
- Importing Evidence items complete.
Step 2 - Create Questions from Evidence items
Project>Setup>Questions 'View evidence items'> Manage evidence items > Create questions from eSourcing
- Select the type of question structure > Next
If you select eSourcing, then section headings will be created based upon the hierarchy in the eSourcing system. If you select Flat, then no section headings will be created - all selected Questions will be placed at the same level under one parent Question.
NOTE if selecting FLAT: You can select sections, all or a smaller number in a batch to create questions from. Ideally you would deal with these on a section by section basis as you will need to declare the Parent (if this is already in the project this will appear on the drop down list for you to select).
- Specify the question structure
- Give the sections and questions a weight
NOTE: all questions/sections must have a weight, if the Question is for information or pass/fail, enter 0 as the weight.
- Questions have been created
Step 3 - Map evidence Items to Questions
By default, when you create a question from an evidence item, the evidence item will be mapped to that questions. However, If you have Evidence Items that don’t exactly match an AWARD Question (that is, you want to have two Evidence Items mapping to one AWARD Question or two AWARD Questions mapping to one Evidence Item) then you can manually map the two together.
Project>Setup>Questions 'View evidence items'>
- select question(s) and click Assign Items
- Select the Evidence item(s) to link to the selected questions(s) and click save
Step 4 - Set up your Document Groups
Project > Documents > Create group
Before you can transfer the responses from eSourcing into AWARD you need to have set up Document Groups to hold the bidders’ Documents.
For the purposes of running the Supplier Response Transfer you need to have at least one Internal Document Group and one Submission Document Group, but you can have a Submission Document Group per Envelope if you wish.
Step 5- Import Supplier responses
Once the RFX has closed in eSourcing then you are ready to transfer the bidder’s answers/documents into AWARD for evaluation.
Project > setup > Tools > Supplier responses > Import Supplier Responses from eSourcing >
- Click import and Enter the RFX / ITT number then click next
- Follow the on-screen wizard selecting Envelopes and setting document group transfer options
- Click Import. Your supplier response import will be queued. Import times will very much depend on the number of responses you are importing.
NOTE: You can close the eSourcing transfer window while the import is taking place.
On completion, An email will be sent to you detailing the outcome of the supplier response import.