Set Up Sourcing Events

ORSUS Sourcing Event Management is completely intended to provide complete overview of all screens ranging from establishment of the sourcing event to confirmation of the event through contract administration (vendors and suppliers) and to the evaluation of event performance. The application ensures for maintaining positive relationship between event team members.

Create Event, Add Participants and Team Members

After the creation of prerequisites for an event, you can setup an event by adding participants, team members and required metric templates.

To create an event:

1. On the Organizations menu, click MY ORGANIZATIONS and then click Organizations on the sub-menu. The Organizations page displays.
   
2. Click the New tab. The BASIC INFORMATION section appears.
   
3. Provide the following fields and click Save.
   

Note 1: For the Commodity field, you can use the browse button to select multiple products and services from the Products and Services pop-up window. You can use the Search field to select particular products and services. Select and click Ok.
Note 2: As per the selected commodities for the event, vendors should define those products and services.

After clicking Save, a Success Message displays indicating that Your Information Updated Successfully. Click Ok to acknowledge the message.

After clicking Save, the below tabs appear for the added record in order to gather more information about the sourcing event. You can edit and delete the below fields on each tab given below. The Rules tab is the active tab.

1. On the Rules tab, provide the following fields and click Save.
   

• Response Start Date/Response End Date: Select the response start date and end dates.
  
• Estimated Awarded Date: Select an estimated date to get an award for the event.
  
• Allow Bidding: Select this checkbox when the event is about to release and ready to accept bids.
  

2. Click on the Contents tab, enter the following fields and click Save.

• Title: Enter the title of the event and you can also modify its styles and fonts.
  
• Introduction: Enter the introduction paragraph about the event and customize its styles. 
  
• Requirements: Enter any information about requirements needed for the event and customize its styles.

Below these fields, the Content Documents Info section appears. 

3. Click on the Create New  button. The Content Documents pop-up window appears. 

4. Provide the following in the below fields and click Save. 

• Sourcing: This field automatically gets filled up.
  
• Document Title: Enter the title for the document.
  
• Document Version Number: Enter the document version number.
• Document Description: Enter the description of the document.
• Upload Document: Use the Choose File button and upload a document. 
• Notes: Enter any additional information or explanation regarding the document.

You can also delete the document by clicking on the delete symbol.

Sourcing Owners have the access to select whom to be the authors for the sourcing event. Sourcing Authors can edit the Sourcing Content while other event members have no access to edit the content.

To select sourcing author:

1. Click on the Authors tab and click Create New button. The Authors Name pop-up window appears.
   
2. Select the names of authors and click Ok. You can also use the Search  field to choose authors. 

Only Sourcing Owners can create and delete approvers those who want to be in the event.

To select approvers:

1. Click on the Approvers tab and click Create New button. The Authors Name pop-up window appears.
   
2. Select the names of approvers and click Ok. You can also use the Search  field to choose authors. 

Sourcing Suppliers/Vendors are also created by Sourcing Owners.

To manage sourcing suppliers:

1. Click on the Suppliers. It shows list of vendors who are involved in the event. 
   
2. To create new members, Click on Create New button. The Vendors Name pop-up window appears. 
3. Select the names of vendors and click Ok. You can also use the Search  field to choose vendors. 

Sourcing Reviewers are also created by Sourcing Owners. To select who needs to be in the reviewer's role:

4. Click on the Reviewers tab and click Create New button. The Internal User Information pop-up window appears.

5. Select the names of reviewers and click Ok. You can also use the Search field to choose reviewers.

Fields are the sourcing attributes that are defined by the sourcing owner. You can add one or more fields to the sourcing event which and can customize those fields as per the requirement of the organization. 

To manage fields:

1. Click on the Fields tab and click Create New button. The Sourcing Attributes pop-up window appears.  
   
2. Provide the following fields and and click Ok.  

• Sourcing: This field automatically gets filled up.
  
• Field Name: Enter the field name you are going to create for the event. 
  
• Field Label: Enter the field label for the above-mentioned field that helps for the user to understand the field.
• Field Type: Select the type of the field from the drop-down list.
• Is Required ?: Select this checkbox when the field is required for the event.

Metrics are set of values that are to be measured for each vendor response during selecting and awarding suppliers. Once you define custom metric templates, you can assign those metrics to a sourcing event so that reviewers can provide their feedback for each participant based on metric values’ weight.