Notifying Stakeholders and Awarding Contract(s)

Peter Campbell Updated by Peter Campbell

You have now reached the Outcome phase, which is the final phase before the activity is completed.

The Outcome tab opens with a display of the planned / budgeted contract values across the top of the window.

Within the Outcome tab, there is also a Suppliers section, which displays all suppliers involved in the activity.

This section is organised into tabs showing successful, unsuccessful, and awarded suppliers.

Suppliers will show under:

  • Successful if they were deemed as such during the evaluation stage and have not yet been awarded a contract via the system
  • Unsuccessful if they were deemed as such during the evaluation stage
  • Awarded if they were successful and have had their contract awarded in the system

Following the Suppliers section, is the Contracts section, which displays any contracts that have been created and awarded to the suppliers identified in the previous section.

At this stage, all suppliers should be notified of whether their bid has been successful or unsuccessful.

This can be done by selecting the Notify Outcome button for each individual supplier, or by using the Notify All button located above the supplier list.

The notifications to the suppliers are as follows:

Now that the suppliers are aware of the outcome of their submission, users can begin agreeing a contract with the successful suppliers. These discussions will happen outside the system.

To progress through the Outcome phase, users must create the contracts they wish to award within the Suppliers section of the Outcome tab.

To do this, select the Setup Contract button and complete the wizard that appears:

Within this wizard, the name, number, and primary team are automatically inherited from the Sourcing Activity. However, the owner field must be populated manually. All fields can be edited if required.

After completing the general information section, you will be asked to confirm the details taken from the sourcing record that will be transferred into the Contract record.

This begins with the contract dates and is followed by the contract values:

When assigning the value, the wizard provides several options depending on the amount you intend to award for the contract. Users can choose from the following:

  • Use submission value (ex Tax) – this is the value the supplier submitted
  • Use remaining approved value (ex Tax) – this is the remaining value from the budgeted contract values (shown at the top of the Outcome tab)
  • Enter award value – this is manually entering the award value for the contract

Finally, there is an option to upload documents to the contract record. These will be added to an uncategorised document category within the new contract record, but they can be categorised later if required.

At this stage, users can save these contract details.

This action will trigger a Review Contract button to appear against that supplier:

This review allows the user to reopen the contract creation wizard, to edit or confirm the values, and then create the contract record.

Once the review has been completed, the supplier moves from the Successful suppliers view to the Awarded suppliers view. The contract record is also added to the Contracts section of the page.

The budgeted/planned values at the top of the tab are also updated:

If multiple suppliers are successful, the contract creation wizard allows you to create all associated contracts using their submitted values, even if the combined total exceeds the approved value or budget of the sourcing activity.

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Closing the Sourcing Activity and Setting up Contract Management

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