The Administration tab provides access to the tasks you use to administer and maintain Oracle Sourcing. These tasks are performed by the Sourcing CLM Super User. If you do not have the Sourcing CLM Super User responsibility, you do not see the tab.
As a Sourcing Contracting Professional, you can create and edit reusable lists, create abstracts and forms, manage value sets and values, cancel or delete negotiations, run concurrent requests, add negotiation styles, set up terms and conditions, configure negotiations, and work with negotiation subscriptions.
Related Topics
Setup Negotiation Terms and Conditions
Creating and Editing a Reusable Invitation List
Creating and Editing a Reusable Attribute List
Creating and Editing a Reusable Requirement List
Creating and Editing a Reusable Cost Factor List
Many organizations have numerous rules and regulations pertaining to the advertising of their sourcing event. Many public sector organizations, for example, have regulations that require publishing information on upcoming procurement events to external sources (such as System for Award Management (SAM)) if the contract is above a particular value. Additionally, many companies want to advertise their negotiations to increase the number of suppliers that participate in the negotiation. If you need to advertise your solicitations, you can use the abstract and forms feature to provide both high-level and in-depth information about a particular solicitation.
If you wish to advertise a negotiation from your own website, you can do so completing an Abstract and publishing it to an external website. This external website will be accessible to suppliers without having to log into your system. Oracle Sourcing delivers a default template called Abstract. You can take this template and modify it as appropriate for the solicitation.
If you wish to advertise a negotiation on an external source (for example, a centralized website), you can do so using a Form. This assumes that the external source accepts XML files.
Before you can complete an Abstract or Form for a solicitation, the Sourcing Super User must perform some setup steps. Once they are done you can complete the Abstract and Forms anytime during the lifecycle of the negotiation. After you complete the Abstract or Form, you can publish the information they contain.
You can create or edit an Abstract or Form at anytime during the lifecycle of the negotiation.
To create a form:
Enter a Code. When you create a new form, by default the Version is 1.
Enter a Name and a Description for the form.
The XML Publisher Template and XML Publisher Data Source display by default.
Select the Status of the form. By default, this is Draft.
Select the Form Type.
In the Sections and Fields region, click Add Another Row to add a select and add a field. You can choose to make the field a required field for suppliers.
Click the Manage Sections and Fields button to add a new field or a section based on your business requirements.
Search for sections and fields and click the Manage Value Sets button to work with the associated value sets.
See: Integrating with System for Award Management (SAM) section in the Oracle Contract Lifecycle Management for Public Sector Implementation Guide for information on how to set up and integrate with SAM.
To define a value set, complete the following steps:
On the Administration tab, click Manage Value Sets. The Value Sets window displays.
Enter a name for the Value Set.
Optionally, enter a description.
Select a List Type from the list.
Select a Security Type.
In the Format Validation region, select a Format Type. Depending on the format type you select here, other fields are enabled or disabled.
Enter the Precision details.
Enter the Maximum Size for the field.
Select other validation details such as Numbers Only, Uppercase Only. You can also select the right-justify and zero-fill numbers to define the format for the field.
Enter the Min and Max Values for the field.
Select the Validation Type and save your work.
You use the Segment Values window to manage values for the value sets you defined.
To enter a value:
In the Administration tab, click Manage Values. The Segment Values window displays.
Search for the value set you defined.
You can view the values defined for the value set and the effective dates for the values. You can also add a new value to the value set.
You can view the Values, Hierarchy, and Qualifiers for the value set. You can also add a new value to the value set.
Save your work.
You use the Submit Requests window to run concurrent programs for sourcing.
To run a concurrent program:
In the Administration tab, click the Concurrent Requests link. The Submit Requests window displays.
Enter the Name of the concurrent program to run.
Enter the parameters for the concurrent program. The parameters that display depend on the concurrent program you choose to run.
Your Sourcing Administrator can define document styles that become available for use by buyers. A negotiation style can exclude certain Oracle Sourcing features. For example, you could define a style that does not allow the use of Requirements or attributes. Once you remove a feature, the associated regions and fields do not appear on the product pages thus streamlining the appearance.
To create a Negotiation Style
On the Administration tab, click the Negotiation Style link.
On the Negotiation Style page that displays, click Create Negotiation Style.
On the Create Negotiation Style page, enter the following details:
Name of the negotiation style
Description of the negotiation style
Status of the negotiation style - by default, this is active
In the Negotiation Header Controls region, select the appropriate check boxes based on your business requirements
In the Document Types region, select the appropriate check boxes based on your business requirements
Click Apply.
Using AME for Approvals in Solicitations
Oracle Approvals Management Engine (AME) is used to manage and define approvals for solicitations. The seeded Transaction Type called Negotiation Approval is used to enable AME Approvals for RFQs. AME uses the Document Total or Item Category to set the approval hierarchy. Use the Administration tab > Update Negotiation Style page to start using AME for solicitation documents. For a specific negotiation style, navigate to the Approval Controls region, and select the AME Transaction Type value as Negotiation Approval. This value is defaulted in the dropdown. If you would like to use the collaboration team approval list instead, leave the value in the dropdown blank.
If you prefer AME to be used in the withdrawal of negotiations process, click the Allow Document Withdrawal check box. If you need withdrawal notifications to be sent to approvers, click the Send Withdrawal Notifications to all Approvers check box.
As an administrator, you can define the Terms and Conditions for the supplier to read and accept.
To set up negotiation terms and conditions:
On the Administration tab, click the Negotiation Terms and Conditions link.
On the Setup Negotiation Terms and Conditions page that displays, enter the following details:
Select the Disable terms and conditions for all languages check box per your business requirements.
Select the language to use for the terms and conditions
Click Apply.
As an administrator, you can configure negotiations for use across your organization.
To configure negotiations:
On the Administration tab, click the Negotiations Configuration link.
On the Negotiations Configuration page that displays, enter the following details:
Select the appropriate radio buttons and check box to enter Rank Indicators to use in your organization.
Select the appropriate check boxes in the Supplier Visibility in Blind Solicitations
Select the appropriate cost factor from the list.
Select the appropriate radio buttons to determine the price breaks or price tiers.
Select the appropriate radio buttons or check boxes to determine if you want to make award approvals mandatory for solicitations.
Select the appropriate check boxes to define header scoring defaults.
Select the appropriate attribute groups for the negotiation.
Select the appropriate unit of measure for amount based lines.
Select the appropriate check box to determine details of multiple round negotiations.
Define the access to your external sources of supplier information using the Supplier Discovery region.
Enter the Server polling Interval (seconds) in the Countdown Clock region.
Enter the details for running concurrent requests in the Concurrent Processing region.
Enter the setup steps to enable suppliers to add unsolicited lines to their offers:
Default UOM (Unit of Measure) for Quantity Based Lines: select a value for this field and also decide whether you wish to allow suppliers to update UOM on Quantity Based unsolicited lines by selecting or unselecting the check box next to the Default UOM field. For amount based lines the UOM will be taken from the existing defaulting field for amount based lines.
Default Category: select a Default Category from the LOV, and also decide whether you wish to allow suppliers to update category on unsolicited lines by selecting the check box next to the Default Category field.
Default Contract Type for Quantity Based or Amount Based Lines: Selecting a Contract Type here will default a Contract Type on the unsolicited lines of the suppliers' offers. If you have selected the check box next to the Contract Type LOVs, the suppliers are allowed to update the Contract Type on unsolicited lines.
Selecting a default Cost Constraint from the LOV enables you to default a Cost Constraint value in the unsolicited lines of the suppliers' offers. You can decide to allow suppliers to update the Cost Constraint value on unsolicited lines, if they require to do so.
Click Apply.
If you typically invite the same core group of suppliers to many of your solicitations, you can add these participants to a reusable invitation list. An invitation list can help standardize your business practices by ensuring that all appropriate participants are invited to targeted solicitations. You can add an invitation list(s) when creating a new Sourcing document; you can also attach an invitation list(s) to a Sourcing document template.
To create a new invitation list:
Click Invitation under the Reusable Lists area of Quick Lists on the Negotiations Home page.
On the Invitation Lists page, click Create New Invitation List.
On the Create Invitation List page, complete the following fields (*indicates a required field):
*List Name
*Description
*Access - Invitation lists can be public or private. Your new list will default to private. All users in your company with the correct authorizations can view and use public lists; only you can use your private lists. Sourcing Super Users or users with the Manage Invitation Lists authorization can create, edit and manage public invitation lists as well as their own private lists. Only you can create, edit, and use your private lists. The same list can be used for all types of solicitation documents.
Status - Invitation lists are initially created as active. An active list can be used immediately. To inactivate a list, edit the list and change the status to inactive. An inactive list will be stored on the system, but will not be available for use until reactivated. Sourcing Super Users or users with the Manage Invitation Lists job function can create, edit, and manage public invitation lists, including change the access and status.
Click Add Suppliers, then search for suppliers to add to your invitation list.
Select the supplier(s) and click Add to Invitation List.
If the supplier you selected has multiple sites defined in the system, you can choose a specific supplier site to associate with this list (Supplier Site is another term for Address Name).
If you wish to add more suppliers to your list, click Add Suppliers again and follow the perceiving instructions. For a supplier with multiple sites, you can add an entry for each site for that supplier if you choose .
When you have finished adding suppliers, click Submit.
To edit an invitation list you have created:
To edit an invitation list you have created:
Search for the list you wish to update.
On the search results page, find your list, then click Edit. If you are have the Manage Invitation Lists job function, you can edit public lists.
On the Edit Invitation List page, update your list description, status, and access as appropriate. You can also add or delete suppliers.
When you are finished, click Apply.
When you add a line to a new solicitation, you may choose to add one or more line attributes to that line. Line attributes define unique specifications that you set for a negotiation line, and the details that a participant should provide when responding to that negotiation line. Line attributes make your negotiation line more descriptive and can also be used to ensure that all responses submitted for the line include specific details not included elsewhere in the line information.
To create a reusable attribute list:
Click Attribute under the Reusable Lists area of Quick Lists on the Negotiations Home page.
On the Reusable Attributes List page, click Create Attribute List to create a new attribute list and complete the following fields (*indicates a required field):
Name* - a name for the attribute list.
Description - a description of the attribute list.
Status - the status of the attribute list. By default, this is active.
Enter the following details in the Attributes region:
Attribute - enter a name for the attribute.
Group - select the group to which the attribute belongs.
Attribute Type - select a value from the list to indicate if the attribute is required, display only, or optional.
Select a Value Type for the attribute. You can choose from Text, Date, Number, and URL.
Enter a Target Value for the attribute.
Select the Display Target check box if this information should be visible.
Click the Score icon to indicate a score for the attribute.
Click Delete to delete the attribute.
Click Apply when you are done.
To update a reusable attribute list:
Click Attribute under the Reusable Lists area of Quick Lists on the Negotiations Home page.
On the Reusable Attributes List page, search for the Attribute List to update.
Make the required updates and click Apply when you are done.
You can request that participants in your solicitation rovide high-level information beyond simply information provided for each solicitation line. This high-level information often solicits details about the supplier company itself. Note that participants could be both external, such as the suppliers themselves, or internal, such as approvers. Such high-level pieces of information are referred to as Requirements for the solicitation.
To create a reusable requirement list:
Click Requirement under the Reusable Lists area of Quick Lists on the Negotiations Home page.
On the Reusable Requirement Lists page, click Create Requirement List to create a new requirement list and complete the following fields (*indicates a required field):
Name* - a name for the requirement list.
Description - a description of the requirement list.
Status - the status of the requirement list. By default, this is active.
Enter the following details in the Requirements region:
Select a requirement and click Add Section to add a new section to the list.
Select a section to and click Add Requirement to add a requirement. Enter the required details such as the properties, values, and value sets, and response values.
Click Apply when you are done.
To update a reusable requirement list:
Click Requirement under the Reusable Lists area of Quick Lists on the Negotiations Home page.
On the Reusable Requirement Lists page, search for the requirement list to update and make your changes.
Click Apply when you are done.
Reusable cost factor lists allow you to group several cost factors which are related or are typically used together. For example, you might create a cost factor list identifying normally expected transportation costs, for example, freight charges or import duty fees. Or you might create a list that identifies additional services such as consulting or training that will be required by a particular negotiation item. Once you have created a cost factor list, you can apply that cost factor list to any negotiation containing items to which those cost factors are applicable. You can create new cost factor lists or edit existing lists.
You must be assigned the Create Reusable Cost Factor Lists job function to create these lists.
To create a new cost factor list:
Click the Cost Factor link under Reusable Lists on the Quick Links section of the Negotiations Home page.
On the Cost Factor Lists page, click Create Cost Factor List.
On the Create Cost Factor List page, enter the following information:
List Name - You can enter up to 80 characters for the list name, but it must be unique among cost factor lists.
Description - You can enter up to 240 characters for the list description.
Status - The default status is Active. If you select Inactive, this list cannot be applied to any negotiation.
From the Cost Factors menu, select the cost factor you wish to add and click Add to List. To add additional cost factors, select the and click Add to List. Continue until you have added all the you need. After you have added the last cost factor, click Apply. If you wish to delete any from the list, select the cost factor and click Delete. Clicking Cancel discards any changes you have made, and returns you to the Cost Factor Lists page.
Note: You cannot add inactive cost factors to a cost factor list, but if a cost factor in a list is made inactive, an error message displays. You must remove the element from your list, activate it, and then add it to the list again. A cost factor list is also validated when it is applied to a negotiation.
To edit a cost factor list:
Click the Cost Factor link under Reusable Lists on the Quick Links section of the Negotiations Home page.
On the Cost Factor Lists page, search and select the list you want to edit. You can search for a particular price list by :
The list name.
The first few words of the list description.
The list status (Any, Active or Inactive).
The name of any cost factor defined to the list. (This returns all cost factor lists using that price element.)
When you have entered the search data, click Go.
The search results display any cost factor lists matching your search criteria.
To edit the list, you can either click the cost factor list name link, and click Update.
On the Edit Cost Factor List page, you can
update the description for the cost factor list.
change the cost factor list status.
add or delete from the list.
When you have finished making your changes, click Apply. The new list is validated. If any are inactive, you receive an error message.
As an administrator, you can enter details of the notification subscriptions to determine how notification subscriptions work in your organization.
To enter notification subscriptions:
On the Administration tab, click the Notification Subscription link.
On the Negotiation Subscription page, enter details of how notifications work for buyers and suppliers.
Click Apply