An Acquisition Plan Summary is created and used by a federal agency to outline the proposed requirements and acquisitions of the agency. It helps formulate a strategy to satisfy the future procurement needs of the agency. The Acquisition Plan Summary ensures that the agency fulfills its procurement requirements in a timely and cost-effective manner. CLM addresses the frequently used (but non-standardized) need across federal agencies to coordinate and plan acquisition efforts. You can perform a combination of actions within the Acquisition Plan Summary, including capturing information related to procurement purpose, solicitation method, extent of competition, potential vendors, supporting attachments in multiple formats and other key data elements associated with typical procurement activities. The Acquisition Plan Summary is routed through an approval chain before it gets finalized. Another important feature of the Acquisition Plan Summary is the ability to reference the Acquisition Plan Summary in Purchase Requisition and Solicitation documents. This helps the agency keep track of all the downstream documents created referencing the Acquisition Plan Summary.
Note: An Acquisition Plan is a Procurement Strategy tool. Procurement managers analyze the demand and schedule tasks in order to find the best acquisition strategy for specific goods or service. For example, an agency would like to procure 10 combat submarines in the next 3 years. The method to acquire the goods or services – the strategy, the plan, the sequence of steps, is defined by an acquisition plan. As the agency works through the plan, the documents created in the procurement process are linked to the acquisition plan.
Related Topics
Acquisition Plan Summary Home Page
Creating and Managing an Acquisition Plan Summary
Actions on an Acquisition Plan Summary
Using Acquisition Plan Summary in CLM Documents
Using the Acquisition Plan Summary responsibility in CLM, navigate to the Acquisition Plan Summary link which will take you to the home page. The home page is the main page that helps you create, view and manage your acquisition plan summary documents.
The home page has several regions that you can use to view and manage Acquisition Plan Summary documents.
The first region enables you to perform a simple search or an advanced search for Acquisition Plan Summary documents. The simple search LOV requires that you select a Name or Number and enter the value in the next field, and then click Go.
Click the Advanced Search link to open the Advanced Search page. Enter search criteria values such as Effective Date, Operating Unit, Status, Administrator, and so on, and then click Go to retrieve your Acquisition Plan Summary document(s).
To create a new Acquisition Plan Summary: Click the Create Acquisition Plan Summary button above the search results region in the Advanced Search page. Additionally, use the Export button to export the Acquisition Plan Summary documents found in the search results region to a comma-separated MS-Excel spreadsheet.
Use the Select radiobutton to select an Acquisition Plan Summary document and then select the Open value from the Actions LOV, then click Go. This action will open the selected Acquisition Plan Summary document.
Click the Simple Search button to return to the Acquisition Plan Summary Simple Search page.
The Acquisition Plan Summary home page consists of the following regions:
The Recent Acquisition Plan Summaries region displays a list of Acquisition Plan documents, with any status, that you, as the current logged in user, recently viewed, created or updated. The documents are sorted on the view date and displayed in descending order of the view date. Click the Acquisition Plan Summary number link to open the document in read-only mode, or click the Update icon to update the document. Click Full List on the top right corner of the region to view all your Acquisition Plan Summary documents.
The Milestones region displays all the milestones belonging to all the Acquisition Plan Summary documents, including recurring milestones. Click Manage Milestones to open the Manage Milestones page. The Search region enables you to search for a single or a set of milestones, depending on the search criteria you enter.
Click the Update icon to update the milestone. Note that you can also click the Update icon on the home page (Milestones region) for a milestone if you need to update it.
Note: You can update one milestone at a time, you cannot change multiple milestones in a single update operation.
The most frequently used action in the Update Milestone page is to update the status of the milestone. Click the Status list of values to select a relevant status for the milestone. Optionally, enter comments in the Notes text area to record your updates. Click Apply to save your work and return to the Acquisition Plan Summary home page.
Use the Acquisition Plan Summary responsibility to create and manage Acquisition Plan Summary documents. Click the Acquisition Plan Summary menu item to open the Acquisition Plan Summary home page.
Create an Acquisition Plan Summary in one of the following two ways:
Click the Create Acquisition Plan Summary link on the right side of the page to open the Create Acquisition Plan Summary page. This will enable you to enter the relevant fields in the page.
The main page consists of a Search region, where you can search for existing Acquisition Plan Summary documents by Number or Name. Your search results show up in the Acquisition Plan Summaries page. You can also click the Create Acquisition Plan Summary button to open the Create Acquisition Plan Summary page.
Enter relevant data for the following fields (fields marked with an '*' are mandatory):
Number: This field accepts an alphanumeric value. If the profile option Contract Repository Auto-Numbering Enabled is set to Yes, then the Number field does not display, and the system generates the number automatically. See: Contract Lifecycle Management for Public Sector Implementation Guide for more information on numbering CLM documents.
*Name: Enter a name for your Acquisition Plan Summary
*Operating Unit: Enter the operating unit you to create the Acquisition Plan Summary in
*Type: Enter Acquisition Plan Summary
*Administrator
Currency
Amount
Effective Date
Additional Attributes region > *Context Value: select Acquisition Plan Summary from the list of values. The related fields will display on the page below the Context Value LOV:
J&A Number
Procurement Action
Procurement Purpose
Security Requirements
Competition Extent Code
Potential Set-Aside
Target socioeconomic group
Contract Type
Incentives / Award Fees
Performance Based Requirements
GFP/GFE
Subcontracting Plan
Additional Attributes region is a region for Descriptive Flexfields. In the Additional Attributes region, the Context Value drop-down is hidden initially if there is no setup for context and segments. The DFF in this page will render automatically if the setup relevant setup steps are performed.
Additional Information: The Additional Attributes tab is a predefined UDA template (Template for Acquisition Plan Summary). These additional attributes can be modified. Your system administrator may have configured this region to show a different set of fields. Navigate to the User Attribute Setup using the Contract Workbench Administrator responsibility in order to modify the additional attributes
The Notes tab enables you to enter short notes for the Acquisition Plan Summary. Click the Notes tab and then click Add Note. The Add Note page displays and you need to select the Note Type and Visibility before you enter the content for the note.
Click Apply to save your changes and return to the Acquisition Plan Summary page. The Notes tab shows you the notes you created. Click the '+' (plus) icon or the Show link to view the note contents.
Click Apply and Add Details to be able to enter further information for your Acquisition Plan Summary.
At the left of the page, you will see some links namely, Header, Parties and Contacts, Milestones, Documents. The links are described as follows:
Parties and Contacts
Use this page to create a list of potential parties, including suppliers, who you plan to work with to fulfill your agency's acquisition needs. The default operating unit is displayed when you add a supplier. Click Add Supplier to open the Add Supplier page. Using the Add Supplier page, select a Role (Supplier), Supplier Name, and Address from the lists of values. When you select the role as Supplier, the Supplier Site list of values displays and you need to select a supplier site. When you select a Supplier Site, the Address populates automatically. To add another supplier to the Acquisition Plan Summary, click Apply and Add Another, otherwise, click Apply.
When you return to the Acquisition Plan Summary page > Parties and Contacts link, another block for Contacts displays below the Suppliers region. Click Add Contact to add one or more contacts for the supplier you have selected. The Add Contact page displays, and you need to select a Contact Role (Salesperson, CEO, Accountant, Buyer, and so on) for the contact. Then select the Contact Name from the list of values. If you don't see the contact you want to add, you can create an adhoc contact by clicking Create Contact. In the Add Contact page, the Phone Number and Email Address of the contact display automatically when you select a contact. This information comes from the contact details entered in the Supplier profile. To add another contact to the Acquisition Plan Summary, click Apply and Add Another, otherwise, click Apply.
Milestones
Use the Milestones page to create one-time and recurring milestones for the Acquisition Plan Summary. Create milestones that will help your agency track the execution progress of the acquisition plan. For example, offer creation is a one-time milestone, and creating monthly status reports is a recurring milestone.
Milestones help assign responsibilities to members of the procurement team, send reminders, and ensure that all necessary tasks are completed on time. Click Create Milestone to open the Create Milestone page.
Milestone Name and Internal Contact are mandatory fields. Select a Milestone Type – Contractual or Internal. Select a Responsible Party (Supplier or Internal). The Due Date region enables you to specify if the milestone is one-time or recurring. If you want to create a one-time milestone, select the Fixed Date radiobutton and enter a date. This will be the due date for the completion of the milestone. The due date may also be entered as a number of days relative to the Effective Date, or Expiry Date. The Repeat Information region enables you to enter a one-time milestone or a repeating (recurring) milestone.
Click the Repeating Deliverable/Milestone radiobutton to make the milestone recurring. Enter a Frequency (example, 2 weeks, 1 month, and so on). Select a value from the Repeat On list of values (example, first day of the month, 23rd day of the month, and so on). Enter an end date for the milestone using the Repeat Until (Fixed Date) field.
The Notifications region enables you to specify when notifications can be sent to the following people: suppliers, contract administrators, buyers, responsible party's contacts, and so on. For example, you can opt to send a notification 2 or 5 days prior to the due date, or when the status of the milestone is changed (from Incomplete to Completed), or if the milestone is overdue. If the milestone is overdue, you can escalate the notification to a person higher up in the organization using the Escalate after Due Date and Escalation Contact fields.
The Attachments region enables you to attach various kinds of files to the acquisition plan summary - including the ability to annotate the acquisition plan summary with a note. Click Add Attachment to open the Add Attachment page and specify the kind of attachment to use: Desktop File/Text/URL or From Document Catalog.
Select a Category from the list of values. The Category defines the purpose of an attachment, and controls which forms or pages can access it.
Select the attachment Type:
File - specify a file name to upload. Enter the file location, or use the Browse button to locate the file.
URL - enter the URL for a Web page.
Text - Enter text that is less than 2000 characters. If the text you want to attach is more than 2000 characters, upload it in a file.
From the Document Catalog:
Use the Search regions to query existing documents.
Select the Document Name link to view a document before attaching it.
Select the document(s) to attach.
Click Apply.
Save your work in the application page from which you launched the attachments flow. The attachments are not added until you save your work in the parent region.
In the Create Milestone page, click Apply or Add Another to create another milestone. Click Apply to create the milestone. When you click Apply, a confirmation message informing you that the milestone has been created is displayed.
Documents
Select a document category to add to the Acquisition Plan Summary. Then select the Add New Document action. The Add Document page displays and you can add a document using this page.
Enter a Description and a Category. Add a file or enter a web address (URL) by clicking the appropriate radiobutton. Then click Apply to add the file or URL of the contract document to the Acquisition Plan Summary.
The following actions can be performed in an Acquisition Plan Summary page:
Delete: You can delete draft Acquisition Plan Summary documents. However, if the document is approved, you cannot delete it. You get a warning message when you select Delete from the Actions LOV and click Go. The message asks you if you really want to delete the Acquisition Plan Summary <version number>? Select Yes or No, depending on your preference. If you select Yes, the Acquisition Plan Summary gets deleted.
Cancel: The status of the Acquisition Plan Summary changes to Canceled if you select the Cancel action from the Actions LOV. The Cancel Acquisition Plan Summary page displays, where you can enter a Cancelation reason. When an Acquisition Plan Summary is canceled, you cannot make further updates to it anymore.
Validate: This action ensures that the Acquisition Plan Summary you created conforms to all the rules governing Acquisition Plan Summary creation. Select Validate from the Actions LOV and click Go. The system validates the document and shows the results in the Validation Results page. Total Messages, Errors and Warnings are displayed in numbers at the top of the page. Below these numbers, the details of the problems and the suggestions to rectify them are displayed. You will need to fix errors (example, missing Effective Date) before proceeding. You may or may not fix warnings that are displayed as a result of the validation. Click the Return to Acquisition Plan Summary link at the bottom of the page to return to the Acquisition Plan Summary page.
Duplicate: Use the Duplicate action to copy an existing Acquisition Plan Summary. When you select Duplicate and click Go, the Duplicate page displays. You can enter a new name and description for the document. You can opt to Apply and Add Details or simply click Apply to save your changes. If you click Apply, you get a confirmation message that the document has been created successfully; the main page displays and you can view your copied Acquisition Plan Summary document along with the other documents. If you click Apply and Add Details, you get a confirmation message that the document has been created successfully and you will immediately be able to edit the newly created document; the tabs (Suppliers, Milestones, Documents, Notes, History) appear on the page and you can enter the details for the newly copied Acquisition Plan Summary document.
Manage Approvers: The Manage Approvers page lists the existing approvers for the Acquisition Plan Summary. It also enables you to add an ad-hoc approver as and when required. Click the plus (+) sign next to the Add Ad-Hoc Approver label and the following information displays: Select an Approver Type and an Approver Name from the lists of values. Then you can select a category of approver and an Insertion Point (before or after current approver).
Submit for Approval: Use this action to obtain approval for your Acquisition Plan Summary. The History tab enables you to see the list of approvers for your Acquisition Plan Summary document. When you submit for approval, a notification goes out to the approvers, they can approve, reject or forward the document to other users. Note that the document is sent for approval first.
Note: When the document is approved, all milestones are activated and are ready for tracking and closure. Active Milestones are displayed in Manage Milestone region of the Acquisition Plan Summary home page.
View Action History tracks all the action that has taken place on the Acquisition Plan Summary. The three regions in the View History page are:
Approval Action History – the approval action history, for example, if the Acquisition Plan Summary got accepted or rejected
Versions – The Acquisition Plan Summary starts with version 1. Every subsequent iteration of the document will be listed with an incremented version number in this region. For example, you have revised the Acquisition Plan Summary shortly after it has been approved. Thus, the version number of the Acquisition Plan Summary is incremented to 2.
View Contract File: You can opt to see the Contract File that is associated to the Acquisition Plan Summary via a purchase requisition or solicitation. When you select the View Contract File action and click Go, the Contract File Search page displays and you can find a Contract File. Click the Contract File Number link to open the relevant Contract File. The left pane of the page displays the outline of the Contract File. The right pane of the page displays the actual document information that you have clicked on. For example, if you clicked a solicitation in the left pane, the solicitation information displays in the right pane. The Planning folder in the left pane displays your Acquisition Plan Summary. Refer to the Contract File chapter in this guide for more information.
After you create, and approve an Acquisition Plan Summary, you can associate it to a Purchase Requisition.
Create a Purchase Requisition and click Checkout.
In the Requisition Information page, a region called Acquisition Plan Summary is available. This region consists of a list of values called Acquisition Plan. Click the Search icon to select an Acquisition Plan Summary that has been approved; you can search by Name or Description. Select an Acquisition Plan Summary from the list of values and the Acquisition Plan Summary document number appears in the list of values field. You have now associated the Acquisition Plan Summary document to the Purchase Requisition.
In order to save this association, proceed with creating, saving and submitting the Purchase Requisition for approval.
After you create, and approve an Acquisition Plan Summary, you can associate it to a Solicitation. You can also associate the Acquisition Plan Summary to a draft solicitation amendment or to a new round of the solicitation.
Create a draft solicitation and navigate to the header page.
Scroll down to the Acquisition Plan region.
This region consists of one list of values called Acquisition Plan. Click the Search icon to select an Acquisition Plan Summary; you can search by Name or Description. Select an Acquisition Plan Summary from the list of values and the Acquisition Plan Summary document number appears in the list of values. You have now associated the Acquisition Plan Summary document to the solicitation.
Continue with creating the solicitation, getting it approved and publishing it. The linked Acquisition Plan Summary information gets saved with the solicitation.
For more information, refer to the Oracle Contract Lifecycle Management for Public Sector Sourcing User Guide.