Initial Settings for FAR / Non-FAR Documents

Initial Setup Steps

Users need to be able to distinguish between, and transact, federal and non-federal documents. In a CLM instance, the user needs to have the ability to transact with both federal as well as non-federal documents (even within the same Operating Unit). A CLM user should be able to access either federal documents or non-federal documents. However, for other users such as Receiving users or Payables users, view-only access is provided for both federal as well as non-federal documents transactions.

Important: If users create non-FAR documents, they will be able to view and transact those documents using a non-CLM responsibility only. Users can work on FAR compliant documents using a CLM responsibility only. The system does not allow users to convert a non-FAR document to a FAR document.

In order to enable users to have access to the core CLM features, the following setup steps need to be performed:

  1. Add the following CLM predefined responsibilities for your users, as relevant, using the System Administrator responsibility:

    • CLM Purchasing Contracting Professional

    • CLM Purchasing Super User

    • CLM Sourcing Contracting Professional

    • CLM Sourcing Super User

    • CLM Sourcing Team Member

    • CLM iProcurement

    • Small Business Coordinator

    • Acquisition Plan Summary

    Note: When creating custom responsibilities, ensure that the predefined CLM responsibilities should be replicated, and then modified as per your business requirements.

    Before creating a custom responsibility, run the concurrent program Function Security Reports (Report Set) to detail the menu structure and function information of any predefined responsibility. This can be used as the basis to build the custom menus / responsibilities.

  2. For more information on using Function Security, refer to the Function Security section in this chapter.

    1. Log in as System Administrator and navigate to Application > Menu.

    2. Query the menu POS_ORDERS.

    3. Add a menu entry at Seq 15. The prompt should be Modifications and now assign the function Maintain Modifications to the prompt.

    4. Save your changes. A request gets processed that will recompile the menus; ensure that the request completes successfully.

    5. Repeat the above steps for POS_INTERNAL_ORDERS.

  3. Enable the following profile option values:

    Sl. No. Profile Option Name Set at which Level Value
    1. FND: Industry ID site level Public Sector - National Government
    2. PO: CLM Installed site level Yes
    3. PO: CLM Enabled responsibility level Yes
    4. PO: Enable IDV In Document Builder site level Yes
  4. Run the concurrent program CLM Seed Data Processor to enable federal nomenclature for entities such as menus, messages and lookups and to upload the relevant seed data. For more information, refer to the section CLM Seed Data Processor in this chapter,

  5. For PO (Purchasing) documents, the CLM Enabled check box at the Document Styles page enables you to make a Purchasing document CLM enabled or not.

    For PON (Sourcing) documents, there is no CLM Enabled check box at the Document Styles page. The new predefined document type - Solicitation - is CLM enabled. The non-FAR documents in Sourcing are: RFI, RFQ, Auction. The Sourcing FAR document is: Solicitation.

Function Security

The following table lists security functions in CLM.

Separate menus for CLM responsibilities are predefined, and there are no menu exclusions.

Function Name Function Code Name Description Functional Area
Approved Awards PO_AWD_APPR_FN To enable or disable predefined views in Buyer Work Center, the corresponding security function must be included in CLM Purchasing responsibilities. All the functions are grouped under a single menu CLM Views (PO_CLM_VW_FUNCTIONS). Oracle CLM Purchasing
Incomplete Awards PO_AWD_INC_FN   Oracle CLM Purchasing
In Process Awards PO_AWD_IPRO_FN   Oracle CLM Purchasing
Open Awards PO_AWD_OPEN_FN   Oracle CLM Purchasing
Rejected Bilateral Signatures Awards PO_AWD_RBS_FN   Oracle CLM Purchasing
Expiring IDVs PO_IDV_EXP_FN   Oracle CLM Purchasing
Incomplete IDVs PO_IDV_INC_FN   Oracle CLM Purchasing
Open IDVs PO_IDV_OPEN_FN   Oracle CLM Purchasing
Rejected Bilateral Signatures IDVs PO_IDV_RBS_FN   Oracle CLM Pruchasing
System Generated Description PO_GENERATE_DESCRIPTION This function is relevant for CLM responsibilities. If excluded, users cannot generate/ view the change description, as the action will not appear in the modification page Oracle CLM Purchasing
Oracle CLM Sourcing
Oracle CLM iProcurement
Oracle CLM iSupplier Portal
Allow User to Edit the System Generated Description PO_CLM_CHGDES_ALLOW_EDIT This function enables users to edit the System Generated Description Oracle CLM Purchasing
Oracle CLM Sourcing
Oracle CLM iProcurement
Generate Description for Solicitation Amendment PON_GENERATE_DESCRIPTION_FN If excluded, users cannot generate/view the change description, as the action will not display in the Solicitation Amendment page. Oracle CLM Sourcing
Maintain Modifications POS_MODIFICATIONS Add the function to the menus POS_ORDERS and POS_INTERNAL_ORDERS in order to enable users to access modification documents in iSupplier Portal. Oracle CLM iSupplier Portal
Allows manual linking of Purchase Requisitions PO_CLM_ALLOW_MANUAL_REQLINK This function enables manual linking of purchase requisitions to awards, modifications and solicitations. This function enables the Requisition Linking feature at the award, modification, solicitation and amendment authoring screens. It also enables the Create Default Distribution action in the award and modification authoring screens Oracle CLM Purchasing
Oracle CLM Sourcing
Workload Administrator PO_CLM_WLOAD_ADMIN This function enables actions (such as creating new assignments, adding lines to assignments, and updating assignments) for the Workload Administrator role.
However, the Buyer Assignment Workload (PO_CLM_BUYER_WLOAD) menu should be excluded if you want to use this function for Workload Administrators.
Oracle CLM Purchasing
Protest PROTEST_ADMIN Users that do not have this function security are able to see protests for the documents they have access to as per document security. Users with access to this function are able to see protests for all documents, regardless of whether they have access to the document or not. Oracle CLM Purchasing
Small Business Coordinator OKC_REP_SBCR_RESP For additional access (as a super-user), the Contract Repository Administrator function security can be added to the Small Business Coordinator responsibility CLM Purchasing, CLM Sourcing
View Awards and View Purchasing Documents PO_VIEW_PURCHASING_DOCUMENTS and PO_VIEW_CLM_BUYER_WORK_CENTER Users who want to access Read Only Buyer Work Center will have access to these menus. To give users access to the View Awards and View Purchasing Documents menu, these menus need to be added to the users' responsibility. CLM Purchasing

CLM Seed Data Processor Concurrent Program

The CLM Seed Data Processor concurrent program needs to be run after setting the value of the profile option PO: CLM Installed. You need to use the CLM Purchasing Super Use er responsibility to run this concurrent program. Note that the parameters for this concurrent program are:

This concurrent program, along with the profile option FND: Industry ID, will set the federal nomenclature at the site level and not per responsibility.

Review the workflow messages used in notifications and make appropriate customizations as per your implementation requirements.

If you are migrating data from previous releases to the current release, use the CLM Seed Data Processor concurrent program. To use the CLM Seed Data Processor concurrent program for enabling concurrent modifications feature for a document style: Run the CLM Seed Data Processor concurrent program with the document style name as the value for the parameter Document Style. Select ENABLE_CONC_MODS as the value for the parameter Mode.

Enabling CLM Documents

Implementers need to note that there are different steps used to enable transaction documents as CLM documents.

Type of Document Control Level Description
Purchasing Documents Document Style A new flag at the Document Style level has been added to indicate whether the document style is CLM Enabled or not. The check box (flag) is called CLM Enabled.
Solicitation Documents Document Type A new document type - Solicitation - is automatically CLM enabled.
Requisitions Document Header A flag has been added at the requisition header level to indicate if it's a CLM requisition or not. Therefore if the user logs in with a CLM responsibility and creates a requisition, the flag is automatically selected as being CLM enabled.

If the value of the profile option PO: CLM Installed is set to Yes, then iSupplier Portal users have access to both FAR and non-FAR documents. If the value of the profile option PO: CLM Installed is set to No, then iSupplier Portal users have access only to non-FAR documents.

Impact of Setup Steps on CLM Documents

For a given responsibility, if the value of the profile option PO: CLM Enabled is set to Yes, the CLM features are available for the user. Features such as Document Numbering, CLIN/SLIN, Options, Pricing, Funding, and so on, are available for use.

With this profile option value set to Yes the user can create and view only those documents that are CLM enabled.

CLM Features are available for those purchasing documents that use styles enabled for CLM. The responsibility determines if the Requisition is a CLM document or not. For Sourcing, CLM features are available for those documents that have a Document Type Solicitation.

Document search is restricted to CLM documents only. The user also sees additional search criteria that can be used in searches.

All Lists of Values (LOVs) have their display lists governed by the profile option settings. Thus only those values relevant for CLM display in the LOVs.