Assessing and Awarding Bids

This chapter provides an overview of the supplier communications and discusses how to:

• View and respond to bids.

• Create and maintain interview schedules.

Understanding Supplier Communications

In PeopleSoft Services Procurement, supplier communications enable service coordinators to collaborate and communicate with suppliers and requesters to match qualified bids with open service requisitions and work orders.

PeopleSoft Services Procurement enables service coordinators and requesters to perform these tasks:

• Review incoming, draft, and outgoing supplier bid information.

• Exchange continuous bid communication (service coordinator and requester).

• Respond to bid submissions (service coordinator only).

• Schedule interviews for submitted candidates (service coordinator only).

• Select a qualified bid to fill the position (service coordinator only).

To communicate with suppliers:

1. Access the Assess and Award Bids page to view qualified bids submitted by service provider contacts.

2. Use the Bid Response page to respond to supplier bids.

   Note. Candidate selection is complete when you select the Fill value as the bid action. This action officially ends the bid process between you and the supplier. An email notification is automatically sent to all bidding service provider contacts to inform them that the request has been filled by another supplier.

3. Use the Bid Response page to view the responses sent.

4. Access the Interview Schedule page to schedule and rate interviews (service coordinator and requester).

5. Use the Analyze Line and Analyze Total pages to analyze bid amounts and line scores for all bids submitted for the requisition or work order request.

   You can also change the bid factor weightings on these pages to perform a what-if analysis.

6. Fill the requisition or work order from either the Analyze Total page or the Bid Response page.

For more information about how suppliers submit bids and manage their awarded bid, see the Submitting and Managing Bids chapter.

See Submitting and Managing Bids.

Multi-Resource Requisition and Work Order Bids

The multi-resource services feature supports a grouping of multiple unique services and service providers for PeopleSoft Services Procurement requisitions and work orders. The bidding for multi-resource services is a two-step process. First, the multi-resource (parent) service is filled, and subsequent to that the individual (child) services can be sourced from the parent work order and filled by the supplier that was selected.

Service coordinators, requesters, and service provider contacts can communicate about bids for individual child services. A service coordinator can fill multiple positions for an individual work order service until total position quantity is reached. Each individual work order service position is converted to a child work order for the multi-resource parent.

See Setting Up Multi-Resource Services.

See Also

PeopleSoft Services Procurement Preface

Prerequisites

Before you can communicate with suppliers about requisitions and work orders, suppliers must respond to the sourced service by submitting bids.

Viewing and Responding to Bids

This section discusses how to:

• View bids.

• Respond to bids.

• Analyze event lines.

• Analyze event totals.

• Post an award.

Pages Used to View and Respond to Bids

Viewing Bids

Access the Assess and Award Bids page (Services Procurement, Assess and Award Bids).

Use this page to search for and access bids associated with sourced work orders and requisitions. You can use the page to respond to an incoming bid or edit a draft or outgoing bid. You can limit search results using search criteria, such as for a requisition or work order. Select a value in the Folder Type field to indicate the type of bid for which you want to search. Field values include:

• All: Select to view all types of bids.

• Draft: Select to view only draft bids. These are bids that have been saved as drafts on the Bid Response page.

• Incoming: Select to view only incoming bid responses. These bids are awaiting your action.

• Outgoing: Select to view only outgoing bid responses.

Click the Search button to initiate the search. The system displays the search results.

If you are working with a multi-resource work order, this page displays the information for the higher-level parent work order or requisition line service. The page displays information such as the number of times the bid was submitted, the maximum submittal limit, and number of positions.

Overview

Select the Overview tab.

Details

Select the Details tab. The tab displays additional information about the work order or requisition such as the last action, date, and who performed the action.

Responding to Bids

Access the Bid Response page (click the Bid Response button on the Assess and Award Bids page).

Service coordinators use this page to respond to supplier bids. The page displays information about requisitions or work orders depending on the type of bid to which you are responding. To access either a requisition or work order, click the Work Order ID or Requisition ID link on the Assess and Award Bids page.

The page has numerous formats depending on whether it's for a resource or deliverable service, whether it's for a requisition or work order replacement, and whether it's for a multi-resource service or related individual service. The most common use of the Bid Response page is with resource requisitions. The previous page examples are based on resource requisition sourcing.

Requirements

This section displays information about the requisition or work order, including the services coordinator and start and end dates. In the case of work order replacements, the Replacement For field displays the work order that requires a replacement service provider. The Sequence Number field appears for the work order sequence. The requisition and requisition line number also appear in this section.

You can also perform bid communications for multi-resource work orders. Communications among the service coordinator, requester, and service provider contact act the same way as work order sourcing, except that the system also updates the parent work order with the candidate and rate information after you identify the candidate for the individual service.

Details

This section displays pay rates, fixed cost, and expense rates for a work order. The 3rd Party Markup field displays additional markups that are charged when the supplier secures resources from a subcontractor, and is available when the SP Pay Types Enabled check box is enabled on the Services Procurement Installation Options page.

Requisitions use a Rate Details grid that displays total amount for the requisition along with the total expense. It also displays average filled rate and amounts for requisition.

Service Information

This section displays service information, such as whether the work order or requisition uses a multi-resource, deliverable, or resource service method.

Candidate Requirements

This section provides candidate competency requirements for the resource services. Available in the section, for example, are the education level, experience, and other skills. The fields in this section are the same for work orders and requisitions.

Current Bid

This section displays bid information for the work order or requisition.

Rate Details

Bid Factors

Displays bid factor questions for the service and responses provided by the supplier for this bid.

Bid Response To

Select the appropriate option in this group box to send communications to the requester who originally submitted the requisition or to the service provider contact who submitted the bid.

See Also

Creating Bid Factors

Analyzing Event Lines

Access the Analyze Line page (click the Analyze Events button on the Assess and Award Bids page).

Optionally, use this page to view and maintain details about a single event line. To view and maintain event totals, click the Analyze Total link.

See Also

Analyzing Bids and Awarding Events

Analyzing Event Totals

Access the Analyze Total page (click the Analyze Total link on the Analyze Line page).

Bidders can view award details when the event status is awarded and you deselect the Display Bids check box on the Award Details page.

See Also

Awarding Events

Posting an Award

Access the Events Details page (select a bid, and click the Award Details link on the Analyze Events page).

See Also

Posting Awards

Creating and Maintaining Interview Schedules

This section provides an overview of the interview process and discusses how to:

• Create an interview schedule.

• Evaluate candidates based on their interviews.

Understanding the Interview Process

Here is an overview of the interview process:

1. Access the Interview Schedule page (service coordinator and requester).

   Enter the required values such as the interview date, time, and interviewer.

   Note. After you schedule a candidate interview for a requisition or work order service, the interview schedule details appear for the supplier.

   Note. The interviewer must have the requester, service coordinator, or approver role.

2. Access the Interview Schedule Details page (service coordinator, requester, and interviewers).

   Use this page to rate the candidate after interview is complete, then select the Interview Complete check box to update the status. The service coordinator or requester can also select the Send Email Notification check box to notify interviewers and the service provider contact of the interview schedule information.

   Note. Only service coordinators and requesters can access the Send Email Notification check box.

3. Save the page.

Upon completing the interview, the interviewer rates the candidate using the star rating system. After the Interview Completed check box is selected, the system calculates the average interview score for that candidate by selecting the rating for all completed interviews and dividing it by the number of completed interviews. This value is then saved in PeopleSoft Strategic Sourcing bid factor tables and used to calculate the candidate's overall score.

Note. The Enable Rating setting on the business unit does not affect ratings for an interview; it only controls whether timesheet ratings are used.

Note. The calculation of scores happens only when the interview bid factor is associated with this requisition or work order. If the interview bid factor is not used, the rating on the interview page is used for information purposes and is not used to determine the candidate's overall score.

Pages Used to Create and Maintain Interview Schedules

Creating an Interview Schedule

Access the Interview Schedule page (click the Interview Schedule button on the Assess and Award Bids page).

Enter the details of the interview schedule, including date, time, and interviewer. Header information displays either the work order ID or requisition ID.

Requesters and service coordinators can view the service providers scheduled for interviews. Click the Evaluate Candidate button to access the Interview Schedule Details page, where you can evaluate the candidate and provide interview details.

Note. You cannot update an interview schedule after you select Fill bid, Position No Longer Available, Offer Accepted, or No Longer Available.

You can also set up interviews for individual service bids related to a multi-resource service.

Evaluating Candidates Based on Their Interviews

Access the Interview Schedule Details page (click the Evaluate Candidate button on the Interview Schedule page). This button is available after you set up the interview.

Use this page to evaluate a candidate for a requisition or work order based on the candidate's interview.