Setting Up CLM features

Overview

The sections below describe the various setup steps for different CLM features such as:

Setup for Enabling Encumbrance

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:

  1. Login with your credentials and use a Purchasing responsibility that gives you access to the setup windows/pages.

  2. Navigate to Setup: Organizations > Financial Options.

  3. In the Find Financial Options window, select an Operating Unit and click Find.

  4. Click the Encumbrance tab for the selected Operating Unit and select the following three check boxes:

    • 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

  5. Save your work and close the Financial Options window.

Sourcing Setup Steps

Some of the setup steps you will need to perform in Sourcing for CLM are:

Select Templates for printing forms

  1. 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.

  2. In the Forms region, you can specify the various templates for the CLM Standard Forms and Document Formats.

    Ensure that the Active check box is selected for that solicitation document.

  3. Specify one of the documents as a Default document.

  4. Click Apply to save your changes.

    For more information, refer to the Appendix - XML Publisher Templates for Standard forms for Awards/IDVs/Solicitations.

Specify the notifications you want to receive

  1. Select the Administration tab and then click the Notification Subscription link.

  2. The Notification Subscription page consists of two regions - Buyer Notifications and Supplier Notifications.

  3. Select the Solicitation check box to specify which notifications buyers and suppliers should receive.

  4. Click Apply to save your changes.

Specify controls for Negotiation Styles

  1. Select the Administration tab and then click the Negotiation Styles link.

  2. 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.

  3. The search results display in the region below. Click the Name link to view the negotiation style controls. The predefined negotiation styles for the Solicitation document type are:

    • Large Negotiation

    • Standard Negotiation

  4. Click Update to edit the controls for the negotiation style.

  5. 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.

  6. In the Document Types region, select the Enabled check box for the Solicitation Document Type.

  7. Click Apply to save your changes and close the page.

Personalizing the CLM Interface

System administrators can configure CLM pages using the Oracle Applications Framework (OAF) technology (which includes the Personalization Framework) to meet their business requirements.

This topic explains the different components of the CLM interface that can be configured using the Personalization Framework.

Prerequisites

Enable personalization by setting the following profile options:

  1. Personalize Self-Service Defn

  2. FND: Personalization Region Link Enabled

Displaying Options in the CLM Controls Region

Allow Overcommitment of Obligation Check Box

On the Purchasing Options, CLM Controls region, the Allow Overcommitment of Obligation check box is hidden by default.

To display the Allow Overcommitment of Obligation check box:

  1. Navigate to the Purchasing Options (PurchasingOptionsPG) page.

  2. Scroll to the CLM Controls region. Click Personalize CLM Controls. The Personalize Region: CLM Controls page appears.

  3. Scroll to the row: Message Check Box: Allow Overcommitment of Obligation.

  4. Click the Personalize icon.

  5. Set the Rendered property to "true" at the appropriate level and save your work.

Enable Supplier Changes Using BSO Web Service Check Box

On the Purchasing Options, CLM Controls region, the Enable Supplier Changes Using BSO Web Service check box is hidden by default.

To display the Enable Supplier Changes Using BSO Web Service check box:

  1. Navigate to the Purchasing Options (PurchasingOptionsPG) page.

  2. Scroll to the CLM Controls region.

  3. Click Personalize CLM Controls. The Personalize Region: CLM Controls page appears.

  4. Scroll to the row: Message Check Box: Enable Supplier Changes Using BSO Web Service.

  5. Click the Personalize icon.

  6. Set the Rendered property to "true" at the appropriate level and save your work.

Displaying IDV Search Result Columns on the Orders Page

On the Orders page, to enable contracting officers to search for awards using a specific IDV or source document number, the following search fields are available:

By default, the Source IDV and External IDV Number columns on the search results table are hidden.

To display the Source IDV and External IDV Number columns, complete the following steps using personalization:

  1. Navigate to the Orders page (OrdersSummaryHeadersPG).

  2. Click Search.

  3. Click Personalize Purchase Order Header Table. The Personalize Region: Purchase Order Header Table page appears.

  4. Search for the rows:

    • Column: (ExternalIDVCol)

    • Column: (SourceIDVCol)

  5. Click the Personalize icon for these rows.

  6. Set the Rendered property to "true" for both the rows.

  7. Save your work.

Configuring CLM Offices and Contacts

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 every time the user creates/updates a CLM document.

The following checklist enables you to follow the EIT setup steps given in detail after the checklist:

  1. Find an HRMS responsibility that has the HR Manager function. See: Open the relevant HR page.

  2. Run the Register Extra Information Types (EITs) concurrent program the first time. See: Running the EIT concurrent program.

  3. Run the Register Extra Information Types (EITs) concurrent program again with different parameters. See: Running the EIT concurrent program a second time.

  4. Update the HR Security Form Information. See: Updating the HR Security Form.

  5. Enter the required Extra Information Types. See: Entering Extra Information Types.

  6. Enter the required contact details and titles. See: Entering Contacts and Titles.

Follow the steps below in order to set up office address locations and contacts:

  1. Open the relevant HR page

    Use an HRMS responsibility that has the HR Manager function.

    Navigate to Work Structures > Location.

  2. Running the EIT concurrent program

    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

  3. Running the EIT concurrent program a second time

    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

  4. Updating the HR Security Form

    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

  5. Entering Extra Information Types

    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 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)

    • COR Office

    • Issuing Office (set up for PRDS - requisitions)

    • Property Administration Office

    • Payment Office

    • Requesting Office

    • SBA Office

    • Invoice Office

    • Administration Office

    The PRDS Location field is used to enable PRDS for the Issuing Office.

    Specify whether the location is a specific office type or not (for example: for COR Office, click the COR 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.

  6. Entering Contacts and Titles

    Navigate to People > Enter and Maintain window. Find the person 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

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 every time the user creates/updates a CLM document.

Refer to the relevant CLM user guides for more information on the Preferences page:

See Also:Oracle HRMS Configuring, Reporting, and System Administration Guide.

Approvals Management

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 predefined 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 predefined Transaction Types such as Purchase Requisition Approval, Purchase Order Approval, Purchasing Modification Approval have their corresponding predefined attributes that you can view in AME using the Approvals Management Business Analyst responsibility or a similar responsibility.

For more information on Approvals Management, refer to the Oracle Approvals Management Implementation Guide.

Setting Up Warrants

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:

  1. Create a Warrant.

    See: Creating a Warrant

  2. Define a Contracting Officer and associate the warrant with the Contracting Officer.

    See: Defining a Contracting Officer and Associating Warrants

  3. Set the Document Style for warrants to ensure the application validates the warrant at the time of finalizing the award.

    See: Document Styles

Creating a Warrant

You create a warrant from the Warrants page using the Purchasing Super User responsibility.

To create a warrant

  1. From the Oracle Applications Home Page, select Setup : Purchasing, and click Warrants.

  2. On the Search Page that displays, click Create.

  3. 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.

  4. 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 select.

      If you select Award as the Document Type, then you can select 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 select 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 select 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.

  5. 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 select 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.

  6. 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.

Defining a Contracting Officer and Associating Warrants

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

  1. From the Oracle Applications Home Page, select Setup : Personnel, and click Buyers.

  2. On the Buyers page that displays, click Add Buyer.

  3. Select a Buyer from the list.

  4. Select a Category from the list.

  5. Select a Ship-To location from the list.

  6. Enter the Begin Date.

  7. Enter the End Date.

  8. 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.

  9. Select a defined warrant from the Warrant list.

    Note: You can associate only one warrant to a Contracting Officer.

  10. Click Save to save your definition and association.

Workload Assignment Setup Steps

In order to use Workload Assignments, you need to set up Milestones and Milestone Templates.

See Workload Assignments Overview, Oracle Contract Lifecycle Management for Public Sector Purchasing User Guide about using the workload assignment milestone templates.

This topic explains how to create and maintain 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, and so on.

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 or 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.

Searching for a Milestone Template

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.

Creating a 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.

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.

In the Milestone Types region, enter or select the milestone information for the template.

  1. The Sq No column displays the sequence number of each milestone, and the sequence number defaults to the Create Workload Assignment page when the template is applied to create a workload assignment. You can update the sequence number to reorder a milestone. The sequence number must be unique for each milestone.

  2. 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.

    Following are System milestones:

    • Create Award

    • Approve Award

    • Create Solicitation

    • Publish Solicitation

    • Create Modification with no Change in Fund: This milestone gets completed after a modification to an award with any of the requisition lines from the workload assignment is created with no change in Fund on the respective requisition lines from the workload assignment.

    • Approve Modification with no Change in Fund: This milestone gets completed after a modification to an award with any of the requisition lines from the workload assignment is approved with no Change in Fund on these respective requisition lines from the workload assignment.

    • Create Modification for Fund Change: This milestone gets completed once a modification with a fund change on any of the requisition lines from the workload assignment is created.

    • Approve Modification for Fund Change: This milestone gets completed once a modification with a fund change on any of the requisition lines from the workload assignment is approved.

  3. The Milestone Name and Description are defaulted for you. Enter a value for the Estimated Days field.

  4. Click Apply to save your newly created or updated milestone template. Otherwise, click Cancel to undo your changes or not save your template.

Updating a Milestone 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. Select a milestone and click Delete to remove the selected milestone from the milestone template.

Concurrent Program to Calculate Completion Date

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, refer to the section Extending the Workload Assignment feature in Extensibility for Implementers.

Setting Up Closeout Checklist Templates

Closeout Checklist Templates enable you to create a template that contains tasks which need to be executed on the contract document. The Closeout Checklist Template can be used across documents; all you need to do is attach the template to the documents that you propose to close out. For more information, see Contract Administration Overview, Oracle Contract Lifecycle Management for Public Sector Purchasing User Guide and Closeout, Oracle Contract Lifecycle Management for Public Sector Purchasing User Guide.

Use the following information to create a Closeout Checklist Template and add tasks to it, to create a reusable template for closing out one or multiple documents.

Using the appropriate CLM Purchasing responsibility, navigate to Setup: Purchasing > Closeout Checklist Templates. The Closeout Checklist Templates page enables you to search for existing closeout checklist templates. Additionally, you can use this page to update existing closeout checklist templates that have a status of Draft, create new closeout checklist templates, submit the checklist template for approval, create revisions for approved closeout checklist templates and duplicate existing closeout checklist templates.

Use the Search region to specify search criteria to retrieve existing closeout checklist templates. Use the Add Another list of values to add additional search criteria fields and their values to your existing search criteria. When you have entered the search criteria field values, click Go to retrieve closeout checklist templates. The search results display in the region below. The Actions list of values also displays, and you can perform the following actions on a selected closeout checklist template: Create New Version, Delete, Duplicate, Update.

Click Create Template to create a new template. The Create Closeout Checklist Template displays with some fields that you need to enter in order to complete the template header details. The closeout checklist template consists of 2 parts: the header and the tasks. First enter the header information and then enter the task information.

The mandatory fields in the header are Operating Unit, Template Number, Template Name, Template Administrator, and Effective From (Effective To is an optional field). Enter the mandatory and other fields to complete the header information. The Version and Status fields are defaulted for you.

Click Apply and Add Details to add tasks to the closeout checklist template. Click the Tasks link at the top left corner of the page to add tasks to the closeout checklist template. The Closeout Checklist Template: Tasks page displays, click Add Task to enter tasks for the template you just created. A new row for the task displays and you can enter the relevant task information. Enter a Task Name and Description. Then select a Task Type (Contractual or Internal) and a Responsible Party (Internal or Supplier). Internal Contact is a mandatory field, irrespective of whether the task type is Contractual or Internal. Enter a Duration that the milestone needs to be completed in, after physical completion of the document. You can select between days, weeks and months. In the Actions column, click Update to open the Closeout Checklist Template: Update Task page. The first region of the Closeout Checklist Template: Update Task page displays all the fields that you entered in the previous page. The other regions are:

Milestones after Physical Completion: Enter a duration (period) of days, weeks or months that you will complete the task in. The due date for the task completion will be calculated from the date on which the status of the document is updated to Physically Complete.

Notifications: Select Prior to Due Date and number of Days if you want to be notified a few days prior to the due date of the task. Select Status Change to be notified whenever the checklist undergoes a change in status. Select the Task is Overdue check box to be notified when the task is overdue. Select the Escalate after Due Days check box to escalate this task if it is overdue. Enter the number of days and also enter the person who will be notified if this task is escalated.

Attachments: The Attachments region enables you to attach various kinds of files to the task – including the ability to annotate the task 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.

  1. 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.

  2. 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.

  3. 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.

Click Apply to save your changes and return to the Closeout Checklist Template: Tasks page. In a similar manner, you can add more tasks to the closeout checklist template by clicking Add Tasks. You can also re-sequence the tasks by clicking Reorder. The Closeout Checklist Template: Reorder page displays and you can use the up and down arrow keys to re-sequence the tasks. Click Apply to save your changes and return to the Closeout Checklist Template: Tasks page.

Click Save to save your updates and then proceed with any of the actions in the Actions list of values:

Select Delete from the Actions LOV and click Go. You get a warning message that the closeout checklist template will be deleted. Click Yes to delete the template or No to retain the template.

Select Duplicate from the Actions LOV and click Go to make a copy of the template. The Closeout Checklist Template: Duplicate page displays, and you can enter the header details for the copied template. The Operating Unit, Version and Status values are defaulted for you and are read-only fields. Enter a Template Name, Template Number, Template Administrator, Effective Dates, Description and Instructions for the newly copied template. Click Apply and Add Details and then click the Tasks link at the top left corner of the page. The Closeout Checklist Template: Tasks page displays with the tasks from the source template copied to the destination template. You can add more tasks to the newly copied template and also save and apply your changes.

Submit for Approval: Select this action and click Go in order to get your closeout checklist template approved. When the template is approved, the status of the template in the Closeout Checklist Templates page, below the search criteria fields, shows as Approved. You can then associate this template to a document (award or IDV) for the purpose of processing the closeout of the document.

View History: Select this action and click Go to see the revision history of the closeout checklist template. The View History page displays with the version details of the closeout checklist template. Click the Return to Closeout Checklist Template link to return to the header page of the template.

Closeout Eligible Documents Concurrent Program

The Closeout Eligible Documents concurrent program send notifications to the administrators, informing them of the eligible documents for closeout. The parameters used in this concurrent program are: Operating Unit, Award Administrator, Open Options and Receipt Complete.

When the Closeout Eligible Documents concurrent program is completed successfully, a notification is sent to the Award Administrator indicating the documents' eligibility for Closeout. The Award Administrator will be notified only if the following occur:

See Closeout Workflow.

Closeout Workflow

See Setting Up Closeout Checklist Templates.

The Contract closeout workflow (POCLSOUT) orchestrates the contract closeout process by setting the closeout status of the documents, comparing the closeout statuses, activating the task list, submitting the concurrent programs for generating the PDFs, sending the notifications of validation failures, PDF signatures and PDF generation failures.

  1. Selector defined 'POCLSOUT_SELECTOR' for callback and setting the application context if this was lost.

  2. Sets the different closeout status for the document based on the orchestration defined. The closeout statuses are:

    • Physically Complete: The document is said to be Physically Complete when the contractor has completed the required deliveries and the agency has inspected and accepted the supplies or when the contractor has performed all services and the agency has accepted these services.

    • Administratively Complete: A contract will go through the administrative closeout process after it is considered physically complete. A contract is administratively complete once the contract administration office has gone through the closeout procedures as outlined in FAR 4.804-5 which includes completing the contract closeout checklist and contract completion statement.

    • In Closeout: Contracts in which contract administration personnel have started the closeout process, but the contract is not physically or administratively complete. The document status will be In Closeout when the Checklist tasks are completed and the Contract Completion Statement is pending to be signed by Administration Office.

    • Closed out: The contract closeout procedures have been completed for the contract and it is considered both physically and administratively complete. At which point, it is closed for further action and can only be accessed in a read-only state. If additional actions are required, it would need to first be reopened. The Reason field is enabled and is a required field only for the Closed out value.

  3. Activates the task list by calling the procedure and ends the process. When the business event is triggered on completing the task, the contract closeout workflow is launched again for the document.

    A business event "oracle.apps.okc.deliverables.deliverableCompleted" is raised whenever a deliverable in closeout is completed/canceled/failed to perform. The business event subscription checks whether all the deliverables for that document are either completed or canceled or failed to perform. If the above condition is satisfied then it launches the closeout workflow process. This business event takes deliverble_id as the parameter.

  4. Submits the java concurrent program request to generate the Checklist PDF and Contract completion statement PDF based on the pdf type that is passed and waits for the concurrent program to complete.

    Concurrent program details:

    EXECUTABLE: POCLSOUTPDF

    EXECUTION_FILE_NAME: PoCLMClsoutPDFCP (P_DOC_ID, P_CLOSEOUT_PDF_TYPE, P_DOC_NUMBER as parameters)

  5. Sends the following notifications based on the orchestration steps:

    Closeout Error Notification - ( Information Notifications-Unexpected errors)

    Checklist Signature Notification - (Checklist signature notifications with Closeout Details URL and Checklist PDF attached)

    Validation Error Notification - (Notification with list of errors and provision to Revalidate)

    Validation Warning Notification - (Notification with list of warning and provision to Continue and Revalidate)

    ACO Self Sign Notification - (Contract completion statement signature notifications with Closeout Details URL and CCS PDF attached)

    ACO Acknowledge Sign Notification - (Contract completion statement signature notifications with Closeout Details URL and CCS PDF attached)

    PCO Self Sign Notification - (Contract completion statement signature notifications with Closeout Details URL and CCS PDF attached)

    PCO Acknowledge Sign Notification- (Contract completion statement signature notifications with Closeout Details URL and CCS PDF attached)

Post Award Requests (PAR) Setup Steps

Adding the PAR Menu in Oracle CLM iProcurement

In Oracle CLM iProcurement, Role Based Access Control (RBAC) is used to grant a user access role for PAR.

The ICX PAR Requester Grant gives access to the PAR function. The role ICX PAR Requester Role contains this grant.

Implementers can assign the ICX PAR Requester Role as a child role to each of the responsibilities in which PAR is to be made available.

To add the PAR tab in the CLM iProcurement responsibility, add ICX PAR Requester Role to the CLM iProcurement role.

  1. Using the system administrator login, navigate to the User Management Responsibility > Roles and Inheritance.

  2. Query for the CLM iProcurement role.

  3. Navigate to View In Hierarchy > Add Node > Search for ICX PAR Requester Role.

Adding the PAR Menu Using a Custom Responsibility

To add the PAR menu using a custom responsibility:

  1. Ensure that you use ICX Post Award Request Tab in your custom menu. Navigate to System Administrator > Application > Menu.

  2. Create a Custom Role, and a Grant and assign themto your custom responsibility. Navigate to User Management > Roles & Role Inheritance > Create Role.

  3. Click Create Role. Click Create Grant and then provide your custom responsibility name.

  4. Set the permission to ICX Post Award Request Tab.

  5. Search for your custom responsibility in the Roles and Role Inheritance tab.

  6. Click View in Hierarchy. Click Add Node and search for your custom role.

  7. Verify that the role is added.

Other PAR Setup Steps

Other PAR setup steps are documented in different sections of this guide:

  1. Using the Document Styles page, you need to enable Post Award Requests for that document style. For more information, see the section Document Styles in this guide.

  2. Using the Attribute Setup Workbench, you can create / customize the document numbering for a PAR document. For more information, see the chapter Extending CLM Attributes using Attribute Setup Workbench.

Setting Up ELINs and CDRLs

If users are unable to see or use the predefined attribute groups for CDRLs, Data Item Details and Distribution Address in the relevant pages, implementers need to associate the attribute groups to a new template.

Implementers need to copy the predefined template CDRL Uda Template to a new template and freeze the template to use this on a data deliverable. Navigate to Contracts Terms Library Administrator and use the Deliverable Attributes Setup tab to copy the predefined template.

For more information on setting up ELINs and CDRLs, see: CLM Controls and Predefined Attribute Groups.

See: Oracle Contract Lifecycle Management Purchasing User Guide, Awards chapter for more information on ELINs and CDRLs.

Setting up Small Business Coordination Record (DD-2579)

Use the following steps to implement Small Business Coordination Record (DD-2579) documents in the system:

  1. Navigate to the Purchasing options page > CLM Controls region. Select the Enable Small Business Coordination Records check box and also enter a threshold value for the document amount. For more information on this setup step, refer to the Purchasing Options chapter, section on CLM Controls.

  2. Add the Small Business Coordinator responsibility to the respective users. You can also add the Small Business Coordination Record menu to an existing custom responsibility.

  3. AME setup for adding approvers: This setup step needs to be performed using the OKC_REP_CONTRACT transaction type for the Contract Type REP_SBCR. Contract Type is a predefined attribute for this transaction. Serial and parallel setup steps are supported for Small Business Coordination Record.

  4. The following workflows are used for approvals and signatures for this feature:

    • Small Business Coordination Record Approval Workflow (OKCREPAW.wft): This workflow is used to route the SBCR documents for Approval based on the AME setup.

    • Small Business Coordination Record Signature Workflow (OKCREPSW.wft): This workflow is used to route the SBCR documents for signature based on the signatories defined in the document.

  5. UDA Predefined Template: Implementers will have to copy the predefined template SBCR Uda Template to a new template and freeze the template to use this in SBCR. Navigate to Contracts Workbench Administrator - User Attributes setup to copy the predefined template.

  6. Auto Numbering setup: At the contract type level, if you define a value for the Autonumbering Enabled field, this will take precedence over the profile option value Contract Repository Auto-Numbering Enabled. This has be set up in Contract type setup page using the Contract Workbench Adminstrator responsibility. You can also have custom numbering for the document by implementing the required logic in method 'GET_REP_CONTRACT_NUMBER' of package OKC_REP_NUM_HOOK.

  7. Workflows: The standard workflows for approval and signature can be customized by the customer. Otherwise, new workflows can be used for the process. The new workflows have to be specified at the contract type definition of Small Business Coordination Record. Also the process to be started needs to be launched from the following code hooks:

    • Approval Workflow: okc_rep_app_wf_code_hook.launch_custom_app_wf

    • Signature Workflow: okc_rep_wf_code_hook.launch_custom_sign_wf

    This is not a mandatory setup step.

  8. The Small Business Coordination Record PDF Template: For the PDF generation, the DD 2579 form is supported by CLM by default.. This can be customized like any other supported DD forms. If this is not required by the customer, a new custom layout template can be specified in the contract type definition according to customer requirement. Select the appropriate layout in the Contract Type setup to select any of the predefined custom templates.

Military Interdepartmental Purchase Request (MIPR) Setup Steps

Prerequisite

External users can access product functionalities in Oracle E-Business Suite to perform their business tasks. The assisting agency user is an external user who assists federal agencies in the MIPR fulfillment process and can access Oracle Workflow User List when processing MIPR notifications. You must define a grant to restrict the agency user access.

To restrict the assisting agency user access, complete the following steps:

  1. Log in to the Functional Administrator responsibility.

  2. On the Grant page, click Create Grant. The Create Grant: Define Grant page appears.

  3. Enter the grant name.

  4. In the Grantee Type field, select Specific User.

  5. In the Grantee field, select the name of the specific assisting agency user.

  6. In Data Security region, Object field, select Workflow Directory Partition (WF_PARTITION) as the object.

  7. Click Next. The Grant: Select Object Data Context page appears.

  8. In the Data Context Type, select Instance Set.

  9. In the Instance Set field, select Generic Partition Instance Set (WF_PARTITION_ISET).

  10. In the Instance Set Details region, leave the parameter fields blank.

  11. Scroll to the Set region.

  12. In the Set field, select Workflow Directory Partition Permission Set.

  13. Click Next.

  14. On the Grant: Review and Finish page, review the grant details and click Finish.

For detailed information about defining grants and related tasks, see: Defining Data Security Policies, Oracle E-Business Suite Security Guide, Object Instance Sets, Oracle E-Business Suite Security Guide, Grants, Oracle E-Business Suite Security Guide, and Assigning Permissions to Roles, Oracle E-Business Suite Security Guide.

For more information about Oracle Workflow objects, object instance sets, permissions, and permission sets, refer to Step 18: Configuring the Oracle Workflow User List of Values section in the Oracle Workflow Administrator's Guide.

See also, Setting Up Grants to Restrict User Access, My Oracle Support Document 2881609.1.

Setting Up MIPR

  1. Navigate to Setup > Purchasing Options page > CLM Controls region to enable the MIPR feature in the instance. For more information, refer to the section CLM Controls in the Purchasing Options chapter.

  2. Charge account segments need to be configured by the implementer. For MIPR, this segment must include Appropriation, Limit/Sub Head. Appropriation, Limit/Sub Head is printed in the DD-448 form in the charge account for each line, if it is configured in the charge account as one of the segments.

  3. At the assisting agency, for direct citation, receiving, invoicing and payment may not happen; this is optional, because obligation does not take place in the assisting agency for direct citation. If the agency still wants to perform all the transactions such as invoicing and payment, actual accounts need not be affected or impacted; it is advisable to use a dummy account so that there is no financial impact for direct citation lines in the assisting agency.

  4. Awards that are created from MIPR-Own MIPRs will not be visible in iSupplier Portal. If you are a MIPR requesting agency / office, you should model the assisting agency for the MIPR as a supplier. The supplier site created for this assisting agency should be setup to not make it visible to iSupplier Portal. Use this supplier/site for the obligation documents created against the MIPR-own. This will ensure that such documents will not be available in iSupplier Portal. As an implementer, you need to ensure that the above setup steps are completed.

  5. The office details and contacts for the Invoice Office need to be set up along with the other offices. For more information on setting up the Invoice Office, refer to the section Configuring CLM Offices and Contacts in this chapter.

    The Assisting Agency is an external entity, and therefore is modeled as a supplier. The Assisting Agency is set up in the following manner:

    A predefined business classification is available for Suppliers. The name of this business classification is MIPR Assisting Agency. This can be set at supplier or address pages and is always stored as part of the supplier site in the supplier master pages.

    The MIPR Assisting Office list of values (LOV) populates from the list of sites in the supplier master, where the business classification is flagged as MIPR Assisting Agency. If a supplier site does not have this classification, then the MIPR Assisting Office LOV will not populate with any of these values. The MIPR Own page and the CLM iProcurement User Preferences page has the MIPR Assisting Office list of values.

    For a MIPR assisting office, the status PRDS Enabled, when selected, is equivalent to the status Approved, PRDS Enabled. Hence when a MIPR Assisting Office is set to PRDS Enabled, you can generate the PRDS XML file automatically for the MIPR Assisting Office.

    Additional Information: For regular Purchase Requisitions, when the PRDS flag is enabled at PRDS locations which is at Issuing office (EIT), PRDS is generated automatically. For MIPR type Requisitions, when PRDS location is enabled at Assisting Office definition in supplier master, PRDS will be generated automatically.

  6. The predefined Business Classification MIPR Requesting Agency in the Supplier pages helps define requesting agencies as external entities. Note that the business classification can be provided at the supplier site level as well. Thus, the MIPR Requesting Agency is available at the site level as well. When users create a MIPR-Others, the MIPR Requesting Office and site values enable users to view location and contacts in the Requesting Office LOV.

    The MIPR Requesting Office list of values (LOV) populates from the list of sites in the supplier master, where the business classification is flagged as MIPR Requesting Agency. If a supplier site does not have this classification, then the MIPR Requesting Office LOV will not populate with any of these values. The MIPR Others page, and the CLM iProcurement User Preferences page has the MIPR Requesting Office list of values

  7. In order to print the title of the employee along with the name in the DD 448 and DD 448-2 forms, you first need to enter the title in HR Employee Definition. Navigate to the appropriate HR responsibility and then select Enter and Maintain > Find Employee. Click the Others button, and a popup listing options appears. Select the Extra Information option.

  8. MIPR Information region and MIPR Acceptance region are UDA regions. If users are unable to view these regions, navigate to the Attribute Setup Workbench (UDA) and check if the attribute groups for these regions are associated to the Requisition Header Template. If not, the attribute groups for these regions need to be associated to the Requisition Header Template. Additionally, you need to check if the revision number is the latest, otherwise you need to update the revision number.

  9. Email configuration: The system picks up the contact name in the Assisting Agency and retrieves the email address of that contact to send the DD-448 to. Thus the Contact field is mandatory. However, if the contact name is not entered for any reason, the workflow fails and the form does not get sent. Additionally, you have to ensure that the mail server is configured correctly for the mail to work.

    For more information on configuring and setting up the mail server, refer to the Oracle Workflow Administrator's Guide.

Setting up Purchase Request Data Standard (PRDS) Inbound

PRDS Inbound supports federal agencies in receiving PRDS requests from external agencies and creating purchase requisitions. PRDS is a special kind of XML document used by federal agencies for communication. PRDS represents an entire purchase request in an XML structure.

A PRDS Inbound request is raised using a business event, and the event converts the PRDS Standard XML to an Oracle Standard service XML format, following which the requisition service will be called. The requisition service uses the Oracle standard XML as input and creates a new purchase requisition.

For CLM purchase requisitions, PRDS is the input XML. The Federal Flag attribute in the input XML is defaulted to Y, while PRDS is transformed to Oracle Standard XML.

Business Event Information

When you create or update a business event, enter the following:

Note the following while creating a business event subscription:

When you create or update a business event subscription, enter the following:

Business Event Subscription Parameters
SERVICE_WSDL_URL WSDL URL
SERVICE_NAME RequisitionService_Service
SERVICE_PORT RequisitionService_Port
SERVICE_PORTTYPE RequisitionService_PortType
SERVICE_OPERATION RequisitionService_CreateRequisition

Note: Oracle .apps.icx.patch.115.publisher.templates.ICX_PRDS_INBOUND_XSL.xsl - This is the XSL Tranformation file which transforms PRDS XML to Oracle Standard Service XML.

Setting up Purchase Request Data Standard (PRDS) Outbound

The Purchase Request Data Standard (PRDS) Outbound schema is a way for the Department of Defence to standardize the Purchase Requisition data. Purchase Requisitions can be converted into XML in PRDS format which can be sent to other agencies. This ensures that the right data is provided in order to establish Awards. PRDS Outbound is built to be compatible with the PDS for Awards.

For more information on setting up PRDS Outbound in CLM, refer to the following sections:

Trading Partner Setup

Use the following steps to complete the trading partner setup for PRDS:

  1. Create a new trading partner relation in XML Gateway responsibility.

  2. Trading partner type should be Internal.

  3. Specify a partner name and site. (These are required fields, though they are not significant. The first available map for Trading partner Type, Transaction Type and Transaction Subtype is taken into consideration)

  4. Specify the Transaction Type as ICX. The other values are defaulted automatically.

  5. The value of Map should be ICX_PRDS_REQ_OUT.

  6. Enter the value for Connection / Hub as Direct, and the Protocol Type as SMTP.

Post-Setup Steps

Using the CLM iProcurement responsibility, navigate to Scheduling Reports, and run the concurrent program Generate PRDS Outbound XML. You can specify the Requisition Numbers From and To as Parameters. If the requisition range given has 5 requisitions, the same number of files will be created in the path specified in Purchasing Options. Provided all the five requisitions had a status Approved. An example of the file naming structure in the output path would be: PRDS_PR-13-001-0008_20150903_203928.xml (PRDS_Req Number_Date_TimeStamp.xml)

Tax Calculation in Oracle CLM Purchasing

Overview

Tax information defaults onto requisitions, awards, and orders off IDVs only if your administrator has completed tax setup in Oracle E-Business Tax. Tax applicability rules along with attributes from the transaction are used in determining the tax for the transaction. For example, you can associate a tax with a ship-to location.

Depending on tax setup, you can override the recovery rate if the profile option eBTax: Allow Override of Tax Recovery Rate is set to Yes.

If you use partially recoverable tax, you can view the recoverable and nonrecoverable tax for each shipment and distribution by choosing Manage Tax from the Actions or Tools menu.

Tax Attributes and Rules

You can set up Oracle E-Business Tax to default tax attributes and determine tax applicability in Oracle CLM Purchasing based on your business needs. See: Setting Up Taxes, Oracle E-Business Tax User Guide.

How Tax Defaults Affect Purchasing Documents

The tax attributes and rules you set up in E-Business Tax operate on transactions in the following windows and processes in Oracle CLM Purchasing:

Using Template Codes

Ensure that during tax calculation, if you are using an upgraded instance, the Award and the Modification should have the same value for Regime Determining Factor Template Code. Awards use Standard Tax Classification Code (STCC), Modifications use Determine Applicable Regimes. However, you must ensure that the Regime Determining Factor Template Code value is the same for both Awards and Modifications, otherwise different taxes get defaulted on both documents, and causes mismatches between the tax amounts. For more information, refer to the Oracle E-Business Tax User Guide.

Note: This is applicable only for those users who need to use tax calculations.

Recovery Rate

The tax recovery rate defaults on Oracle CLM Purchasing documents are based on the attributes and rules you set up in Oracle E-Business Tax. You can view the tax recovery rate in the Manage Tax window. Override it using the Recovery Rate field is in the following pages:

The recovery rate is the percentage of tax your business can reclaim for credit. The nonrecoverable portion of the tax is included in the following:

Viewing Tax Information

Use the Manage Tax window to view the total recoverable and non-recoverable tax, as well as tax information for each transaction line. When you enter or change tax attributes on a line or change the Recovery Rate on a distribution, the tax information in the Manage Tax window is recalculated once you save the document. Use this window to view, not change, tax information. To change tax information, change the tax attributes on the Additional Tax Information window or the Recovery Rate in the document entry window if the profile options eBTax: Allow Override of Tax Code and eBTax: Allow Override of Tax Recovery Rate are set to Yes, if funds for the purchase order or release are not currently reserved (if you use encumbrance accounting), and if the shipment has not yet been received.

Select Manage Tax from the Actions or Tools menu, from the Requisitions, Awards, or Order off IDVs pages, or their corresponding Shipments or Distributions pages. If Oracle Services Procurement is licensed and implemented, buyers can search for schedules or pay items in an order document using the Payment Basis field.

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