Sourcing Activity Creation

Peter Campbell Updated by Peter Campbell

Creating a new Sourcing Activity

Sourcing Activity creation can be started from the Home page or from within the Sourcing Activities module itself.

Select the button to add a new record and a six-step wizard will be displayed which will guide you through the process of creating a new sourcing activity.

Note: It is recommended that you enter as much detail as possible during the creation stage and select an appropriate Process Template for the Market Engagement Tool you intend to use.

Step 1

Choose the category of goods and/or services that you intend to procure.

If Opportunities Hub is selected as the Market Engagement Tool for a sourcing activity, this may influence how suppliers view the opportunity, including whether it appears within the category assigned to them.

Click Next to proceed to Step 2.

Step 2

Populate the high-level details for the sourcing activity such as Name, Number, Team, Owner and Description.

Click Next to proceed to Step 3.

Step 3

If the tax percentage for this Sourcing Activity is different to the site setting default percentage, select Custom and enter the estimate tax percentage that will apply to the awarded contract(s) for this Sourcing Activity.

If there is no tax percentage for this Sourcing Activity, select Not applicable.

Enter the estimated values and times for the contract(s) that will come as a result of this Sourcing Activity.

When the sourcing activity reaches the Outcome phase, the values entered will serve as the budget, and the value of the awarded contract(s) will be compared against these figures.

This page also includes the option to select a Process Template.

A Process Template must be chosen for the activity.

The Process Template determines the actions required to move between each phase, defines the Market Engagement Tool that will be used, and, most importantly, guides the user through completing each stage of the sourcing activity.

Once you have selected a Process Template, the Market Approach Method will be shown.

This will not be editable as it is controlled by the Process Template.

After completing this page, you may choose to create the activity; however, best practice is to continue through the process and provide as much detail as possible at this stage.

To follow best practice, click Next to proceed to Step 4.

Step 4

Add the required Insurances, Certifications and Documentation that a supplier must hold in order to be deemed compliant for the contract to be awarded.

As with the Contract Management module, Documents, Insurances and Certifications for suppliers cannot be uploaded via the Sourcing Activity record. Instead, here you are defining the requirement for these items as part of the activity.

Click Next to proceed to Step 5.

Step 5

Choose the Evaluation Methodology you wish to use when assessing Suppliers’ responses for this Sourcing Activity. The options available in the dropdown are predefined by the system configuration.

Click Next to proceed to Step 6.

Step 6

Finally, review the information shown in the summary to ensure all details are correct, then select the Create button at the bottom of the page.

Immediately After Creation

After selecting Create, you will be taken directly into the Sourcing Activity record, where you can add further details about the sourcing activity and the Process Template will be applied.

There are some actions that should be completed immediately:

  1. Scroll to the bottom of the Details tab and add any teams that should be involved alongside the Primary Team, using the Collaborating Teams section.

From here, after selecting Add Team, you can choose from a dropdown list of teams within the system, specify their role in the activity, and grant either edit or read-only access for members of that team.

Adding a Collaborating Team provides the members of that team visibility of the activity within their Sourcing Activities module.

  1. Navigate to the Planned dates section within the Planning Tab and add your planned dates for the sourcing activity.

This should be done as soon as possible to facilitate better roadmap planning of the sourcing activities across your organisation.

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