The sections below describe the various setup steps for different CLM features such as:
Enabling Encumbrance
Configuring CLM Offices and Contacts
Sourcing Setup Steps
Integrating with FedBizOpps
Approvals Management
Setting Up Warrants
Workload Assignment Setup Steps
FPDS-NG Setup Steps
CLM enables you to provide funding / encumbrance information for a Requisition, Award / Order. You can create and approve Requisitions, Awards and Orders with no funding or with partially available funds. You can incrementally fund the Award / Order lines through the Modification feature, depending upon the availability of funds.
Set up Encumbrance using the implementation steps below:
Login with your credentials and use a Purchasing responsibility that gives you access to the setup windows/pages.
Navigate to Setup: Organizations > Financial Options.
In the Find Financial Options window, select an Operating Unit and click Find.
Click the Encumbrance tab for the selected Operating Unit and select the following three checkboxes:
Use Requisition Encumbrance
Reserve at Completion (optional - determines whether to reserve funds for a requisition at the time of submission or at the time of final approval)
Use PO Encumbrance
Save your work and close the Financial Options window.
Some of the setup steps you will need to perform in Sourcing for CLM are:
Setup steps for selecting templates in order to view solicitations using the Standard Forms and Document Formats. The output that is generated is a pdf.
Setup steps to specify which notification the user can receive.
Specify Negotiation Styles for CLM Solicitation document type.
Select Templates for printing forms
Login with your credentials and use a CLM Sourcing responsibility that has the Administration tab enabled. Click the Administration tab and then click the Negotiations Configuration link.
In the Forms region, you can specify the various templates for the CLM Standard Forms and Document Formats.
Please ensure that the Active checkbox is selected for that solicitation document.
Specify one of the documents as a Default document.
Click Apply to save your changes.
For more information, please refer to the Appendix - List of XML Publisher Templates associated with Standard Forms and Document Formats.
Specify the notifications you want to receive
Select the Administration tab and then click the Notification Subscription link.
The Notification Subscription page consists of two regions - Buyer Notifications and Supplier Notifications.
Select the Solicitation checkbox to specify which notifications buyers and suppliers should receive.
Click Apply to save your changes.
Specify controls for Negotiation Styles
Select the Administration tab and then click the Negotiation Styles link.
The Negotiation Styles page opens, and in the Search region, enter the search criteria. For example, you can enter Solicitation as the Document Type and the Status as Active to query all negotiation styles that have a Solicitation document type. Click Go.
The search results display in the region below. Click on the Name hyperlink to view the negotiation style controls. The pre-defined negotiation styles for the Solicitation document type are:
Large Negotiation
Standard Negotiation
Click on the Update (pencil) icon to edit the controls for the negotiation style.
The Update Negotiation Style page opens, enabling you to set the different controls for the negotiation style. There are header level controls and line level controls that you can set.
In the Document Types region, select the Enabled checkbox for the Solicitation Document Type.
Click Apply to save your changes and close the page.
Extra Information Types are defined using descriptive flexfields. Oracle HRMS provides some predefined EITs. You may add your own information types, but you must not change the definitions of the delivered EITs. Unlike the usual descriptive flexfields, EITs are child entities with separate tables to hold the information you enter. This means that you can have multiple instances of an EIT for each main record. When you define the EIT, you can specify whether you want to allow multiple instances. With the exception of organizations, EIT data is viewed and entered in a separate window which you can task flow.
In order to set up address locations and contacts, CLM makes use of the Extra Information Types found in the Oracle HRMS application.
The Preferences page of your module enables you to select default values for the CLM Offices and Contacts. This saves data entry time and effort for the user. Click the Preferences link at the top of your application page to open the Preferences page. You can specify the values for offices and contacts that you want defaulted everytime the user creates/updates a CLM document.
Follow the steps below in order to set up office address locations and contacts:
Use an HRMS responsibility that has the HR Manager function.
Navigate to Work Structures > Location.
Run the Register Extra Information Types (EITs) concurrent program. This registration is a one time activity. You cannot run this program with the same parameters if it has already been run once on the instance.
(M) View > Requests > Submit a New Request.
Enter the following parameters for Office Codes:
Table Name = HR_LOCATION_INFO_TYPES
Information Type = Office Code and Defaults
Multiple Rows = No
Run the concurrent program again with the following parameters for Contact Titles. This is also a one-time step.
Table Name = PER_PEOPLE_INFO_TYPES
Information Type = CLM Contact Title
Multiple Rows = No
Navigate to the HR Security form: Security > Information Types Security
Enter the following for your responsibility (example, FED HRMS Manager) in the Information Types region:
CLM_CONTACT_TITLE
CLM_OFFICE_CODE
In the Location window, query for your location (F11 & Ctrl-F11) and when your location details display in the fields, click Extra Information Types (Extra Inform..). This opens the Extra Location Information window for that location. The Type region should display Office Code and Defaults in the row. Place your cursor in the Office Code and Defaults row, and click on the Details row. This opens up the Extra Location Information window and enables you to enter the information for the following fields:
Location Code (DoDACC may be set up as a Location Code)
COTR Office
Issuing Office
Property Administration Office
Payment Office
Requesting Office
SBA Office
Invoice Office
Administration Office
Specify whether the location is a specific office type or not (for example: for COTR Office, click on the COTR Office row and then select Yes or No). Click Ok to save your changes and return to the Extra Information Location window. The Details row displays the values (Yes, No) that you have selected for all the offices. Save your work and close the Extra Location Information window.
Navigate to People > Enter and Maintain window. Find the person you wish to enter as an office contact and enter a title for (for example: Buyer, Contracting Officer).
Enter the person details such as Full Name, Social Security or Number in the Find Person window. Click Find and the search results appear in the People window.
Click Others, and in the Navigation Options popup that displays, select Extra Information and click Ok.
The Extra Person Information window opens for that person. Put your cursor in the CLM Contact Title row to select it and then click the Details row. The Extra Person Information popup opens.
Enter a Title (such as Buyer), DoDACC (the code for defaulting the document number - this is optional), Call/Order Code. Click Ok to save your work and return to the Extra Person Information window. The Details row is populated with the information you entered in the popup. The Contact Title is used in the printing of the forms.
Related Topics
Oracle HRMS Configuring, Reporting, and System Administration Guide.
FedbizOpps is the single point of entry for Federal buyers to publish Federal government procurement opportunities across departments and agencies. US Federal Government complex contracting and procurement business processes require that all opportunities over a certain amount, currently at $25,000, must be posted to FedBizOpps, where suppliers seeking Federal markets for their products and services can search, monitor, and retrieve opportunities solicited by the entire Federal contracting community. Use Sourcing Abstract and Forms in order to integrate with FedBizOpps.
As a pre-requisite step, please ensure that CLM is installed and enabled in your instance. Login using your credentials and use the CLM Sourcing Super User responsibility or any other Sourcing responsibility that gives you access to the Administration tab.
Perform the following steps:
Navigate to CLM Sourcing Super User > (T) Administration > Negotiation Tools region > (H) Abstract and Forms.
The seeded forms list appears. The status of the forms associated with FedBizOpps are set to Draft initially. You need to set the status of each form to Active to be able to use it in the solicitation. Click Update (pencil icon) in order to open the form individually. Select Active from the Status LOV and click Apply to save your changes. Making the form status as Active is a one-time step.
Associate an XSL file to the form, using the XML Publisher Administrator responsibility.
Navigate to XML Publisher Administrator > Home > Templates
Click Create Template to open the Create Template page. Enter the following information:
Name: enter a template name of your choice
Application: select Sourcing (pon)
Type: XSL Text
Code: enter a code of your choice
Data Definition: In the Search LOV, select the Application Name as Sourcing. Select your form from the list.
In the Template File region, select the xsl file you wish to use.
If you do not have the xsl file in your local drive, you can download it from $pon_top at the following location: pon/patch/115/publisher/templates.
The files to download are:
FED_AMD_COMB_SOL.xsl
FED_COMB_SOL.xsl
FED_DOC_UPLOAD.xsl
FED_MOD_PRESOL.xsl
FED_PRESOL.xsl
In the Template File region, select your preferred Language.
Click Apply to save your changes.
Return to Sourcing by selecting the CLM Sourcing Super User responsibility or an equivalent responsibility that enables you to open the Administration tab: (T) Administration > Abstract and Forms > Forms.
Select your form and click Update (pencil icon).
In the XML Publisher Template field, use the Search LOV to find the template you created in the previous steps.
Select your template to add it to the XML Publisher Template field.
Click Apply to save your changes and return to the Forms page. You will get a confirmation message, indicating that the updates were successful.
Using the Administration tab, click the Negotiations Configuration link to open the Negotiations Configuration page.
Scroll down to the FedBizOpps region, and enter the following information:
User ID: enter the User ID
Password: enter the password
Agency URL: enter the URL of the agency that will send the data to FedBizOpps
Note: Please note that the above steps do not require any firewall or network setup. The email server in the instance should be up and running.
Click Apply to save your changes.
The above values that you enter appear in forms such as the Pre-Solicitation Notice.
Navigate to the System Administration responsibility.
Open the Lookup Types page and search for the Sourcing application by entering Sourcing in the Application Name LOV.
The various lookups for the Sourcing application display in the search results region.
Select the Email of FedBizOpps lookup by clicking on the Name hyperlink. You can view the email details of the person(s) to whom the email and xml attachment will be sent from Sourcing. This email and xml attachment is uploaded to the FedBizOpps website. Alternatively, you can update the email address by clicking the Update (pencil) icon.
Oracle Approvals Management (AME) is a self-service Web application that enables you to define business rules governing the process for approving transactions in Oracle e-Business Suite modules that have integrated AME. Oracle Approvals Management enables you as a business user to specify the approval rules for an application without having to write code or customize the application. After you define the rules for CLM, CLM communicates directly with AME to manage the approvals for its transactions.
Note: CLM also supports the approval routing methods of job-position hierarchy and employee-supervisor hierarchy.
The AME Approval workflows need to be used as the AME Approval workflows contain the rules governing CLM document approvals. You may customize the workflows to suit specific agency requirements, however your customizations need to be based on the AME Approval workflows.
Some pre-defined workflow files (.wft) that are used in the approval process by communicating with AME:
| CLM Document Name | .wft filename |
|---|---|
| Requisition & Requisition Amendment | poxwfrqa.wft |
| Award & Modification | poappame.wft |
| Solicitation & Solicitation Amendment | ponwfapp.wft |
The pre-defined Transaction Types such as Purchase Requisition Approval, Purchase Order Approval, Purchasing Modification Approval have their corresponding pre-defined attributes that you can view in AME using the Approvals Management Business Analyst responsibility or a similar responsibility.
For more information on Approvals Management, please refer to the Oracle Approvals Management Implementation Guide.
The Federal Government authorizes Contracting Officers (KO) to obligate money on behalf of the government via warrants. Warrants are generally granted for specific amount limits, for example, $25K, $100K, $1M, and so on.
To set up warrants, complete the following steps:
Create a Warrant.
See: Creating a Warrant
Define a Contracting Officer and associate the warrant with the Contracting Officer.
See: Defining a Contracting Officer and Associating Warrants
Set the Document Style for warrants to ensure the application validates the warrant at the time of finalizing the award.
See: Document Styles
You create a warrant from the Warrants page using the Purchasing Super User responsibility.
To create a warrant
From the Oracle Applications Home Page, select Setup : Purchasing, and click Warrants.
On the Search Page that displays, click Create.
On the Warrants page that displays, in the Create Warrants region, enter the following details:
Enter a unique Warrant Name. This is a mandatory field.
Enter a Description for the warrant.
Select either Active or Inactive as the Status of the warrant. This is a mandatory field.
Select a Currency from the list. By default, this is USD.
Select an Issuing Office from the list. This is the office that issued the warrant to the Contracting Officer (KO).
Enter an Issuing Date. This is the date on which the warrant was issued to the user.
Enter a Received Date. This is the date on which the user received the warrant.
Enter the Status Date. This is the date on which the status was last updated.
In the Warrants Line region, click Add Another Row, and add the following details:
Select a Document Type from the list. For example, Awards, IDV with Lines, and IDV without Lines.
Select an Award Type from the list. The award type you can select depends on the Document Type you choose.
If you select Award as the Document Type, then you can choose from Award, BPA Call, Delivery Order, Negotiated Agreement, or Purchase Order as the Award Type.
If you select IDV with Lines as the Document Type, then you can choose Definite Quantity, Indefinite Quantity, Requirements, or Basic Ordering Agreement as the Award Type.
If you select IDV without Lines as the Document Type, then you can choose Basic Agreement or Blanket Purchase Agreement as the Award Type.
Select a Warrant Type from the list. The values you see in this list depend on user-defined lookups.
Enter a positive integer value as the Amount. This is the amount that is enforced on the Base document as well as the Modification to the respective base document.
To remove a row, click the Remove icon.
In the Attachments region, click Add Attachment to add documents, such as Forms like SF1402, which contain details of the warrant for the Contracting Officer. On the Add Attachment page that displays, enter the following details:
In the Attachment Summary Information region, enter the Title, and Description of the document. The application displays the Category automatically.
In the Define Attachment region, select the Type from the list. You can choose from File, URL, and Text.
If you select File, click Browse and search for a file to attach.
If you select URL, enter the URL.
If you select Text, enter the text in the box.
Click Apply to add the attachment. Click Add Another to save the current attachment and add another attachment.
Click Save to create the warrant. The application validates that the combination of Document Type, Award Type and Warrant Type is unique if you create and save multi-row records.
You define contracting officers and associate warrants with them using the Warrants page available from the Purchasing Super User responsibility.
To define a contracting officer and associate warrants
From the Oracle Applications Home Page, select Setup : Personnel, and click Buyers.
On the Buyers page that displays, click Add Buyer.
Select a Buyer from the list.
Select a Category from the list.
Select a Ship-To location from the list.
Enter the Begin Date.
Enter the End Date.
Select the Contracting Officer check box to indicate that the buyer is a contracting officer. When you designate a buyer as a contracting officer, the warrants list displays.
Note: You can also use the Preferences Page to select a Contracting Officer. To do this, click the Preferences link and select Purchasing CLM Defaults to access the Offices and Contact Details page from which you can select the Contracting Officer. The contracting officer you select here defaults to the header on the document type you create.
Select a defined warrant from the Warrant list.
Note: You can associate only one warrant to a Contracting Officer.
Click Save to save your definition and association.
In order to use Workload Assignments, you need to set up Milestones and Milestone Templates.
Milestones
An assignment milestone is a set of tasks associated with a particular procurement action. For example: Prepare Solicitation Package, Submit Solicitation Package, Perform Proposal Evaluation, etc.
To view or define a system milestone, you need to navigate to Setup: Purchasing > Lookup Codes and search for the lookup ASSIGNMENT_MILESTONES_SYSTEM. The lookup type is User, which means that you can extend the list by adding more milestone lookups.
Milestone Templates
Milestone Templates enable you to define/use a set of milestones in a sequence for a given workload assignment. You can further re-use this template for other workload assignments. Using an appropriate CLM Purchasing responsibility, navigate to the Setup > Purchasing > Assignment Milestone Templates page.
Using the Search region in the Milestone Template page, you can search for an existing template using the template name or description as the search criteria.
Milestone Templates display in the search results. Click on the Update (pencil) icon to open the Update Assignment Milestone Template page and make your changes to the template.
You can update the Assignment milestone template name, description, and estimated duration. You can also update user milestone details. However, for a system milestone, only the Estimated Days is updatable. You can add milestones to the template or remove milestones from the template as per your requirement. Click the Delete (trashcan) icon for a milestone, and it gets removed from the milestone template.
To create a new Milestone Template, click Create Assignment Milestone Template in the Milestone Template page. The Create Milestone Template displays, and you need to enter a Milestone Template Name, Description (optional) and Estimated Days that the assignment will be completed in.
In the Milestone Types region, enter/select the milestone information for the template. Milestone Types are: System or User. If you select the Milestone Type System, the LOV for the Milestone Name displays the values from the milestones lookup and you can select one. The Milestone Name and Description are defaulted for you. Enter a value for the Estimated Days field.
If you select the Milestone Type User, you need to enter the values for the Milestone Name, Description and Estimated Days. The milestone you created as type User is applicable and usable only for this template and not for other templates. The system milestones can be used across templates.
The estimated days at the header level of the milestone template should be equal to or more than the highest value of estimated days provided for any milestone for that particular template, otherwise an error message is displayed.
Click Apply to save your newly created or updated milestone template. Otherwise, click Cancel to undo your changes or not save your template.
The concurrent program Compute Milestones Completion Date for Assignment updates the completion date for system defined milestones. This program can be scheduled on periodic basis to calculate the completion date of system milestones. User milestones can either be updated manually or a custom hook used along with this concurrent program is available to compute the completion date of user milestones.
To use Workload Assignment custom hook, please refer to the section Extending the Workload Assignment feature in the Extensibility for Implementers chapter.
The Workload Assignment actions (Create New Assignment, Add Lines to existing Assignment, Remove Lines from Assignment) are controlled by the FND function Workload Administrator. These actions can be assigned to the Workload Administrator by adding this function to the appropriate responsibility.
Federal Procurement Data System, Next Generation (FPDS-NG) is an external web application maintained by Global Computer Enterprises that collects contract related data from every agency in the Government for reporting purposes. Congress, federal departments, and agencies use FPDS-NG to track small business goals, report number and amount of contracts to date, show geographical placement of contracts, and summarize contract data for a specific contractor.
CLM integrates with FPDS-NG by providing users the ability to update FPDS-NG information from within the system, create, update, and link Contract Action Reports (CARs) to CLM documents, etc. Before users can use CLM with FPDS-NG, implementers need to set up the following:
Define valid Address Codes for Issuing Office: This is a pre-requisite step. For more information on defining address codes, please refer to the section Configuring CLM Offices and Contacts in the chapter Setting up CLM features. Also, refer to the section Addresses in the chapter Extending CLM Attributes using Attribute Setup Workbench.
Define valid Instrument Types: This is also a pre-requisite step. An Instrument Type indicates the type of instrument by entering a pre-defined upper case letter in position nine of the procurement instrument identification number (PIIN). For example, Indefinite delivery contracts –D and Basic Ordering Agreement – G. For more information on defining valid Instrument Types, please refer to the section Document Numbering in the chapter Extending CLM Attributes using Attribute Setup Workbench.
Set up Site Agency Administration: When your agency registers its details in FPDS-NG, the FPDS-NG site communicates site agency information to you. Site agency information such as Agency ID, Site ID, Password is sent to you and then you can set up your Site Agency information in CLM. Using the appropriate CLM Purchasing responsibility, navigate to the FPDS-NG Agency Administration page. The page enables you to create an Agency by clicking the Create button. You can also update the agency information by using the Update (pencil) icon.
Set up Profile Options: The profile options you need to define values for are:
PO: Enable FPDS-NG Reporting
PO: FPDS-NG Agency ID
PO: FPDS-NG Contracting Office Agency ID
PO: FPDS-NG Award XML Source
PO: FPDS-NG Award Mod XML Source
PO: FPDS-NG IDV XML Source
PO: FPDS-NG IDV Mod XML Source
PO: FPDS-NG User Account for contract action reporting
PO: FPDS-NG User Account for viewing contract action report
PO: User to Notify for Award Release Check Failure
PO: OA_HTML Absolute Path
For more details on the FPDS-NG related profile options, please refer to the section Profile Options in the chapter Profile Options in CLM for Public Sector.
Set up Proxy Server Information: Set up the following proxy server details-
Applications Proxy Port: the proxy port of the internal network, e.g. 80.
Applications Server-Side Proxy Host And Domain: the proxy host of the internal network e.g. www-proxy.us.oracle.com
Update Configuration File, FPDSConfig.xml: This file contains the Business Service URL and GUI Service URL for IDV and Award for FPDS-NG Webservice calls. These URLs should be appropriately modified during implementation.
Extending the Pre-Filled Information region: Please refer to the section Extending the Pre-Filled Information region in the chapter Extensibility for Implementers for more information.