USER GUIDE Abu Dhabi Investment Authority · Abu Dhabi Investment Authority . 02-05 Supplier Profile Audit . Author: Abu Dhabi Investment Authority . Creation Date: 29-Jan-2017

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OUM USER GUIDE

Abu Dhabi Investment Authority 02-05 Supplier Profile Audit

Author: Abu Dhabi Investment Authority

Creation Date: 29-Jan-2017

Last Updated: 29-Jan-2017

Document Ref: ADIA/User Guide/2.2.6

Version: V1

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Index

Index ......................................................................................................................................... 2

02-05 Supplier Profile Audit ................................................................................................... 3

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02-05 Supplier Profile Audit Requirement – To allow buyers to create a RFI of type ‘Supplier Profile Audit’ Pre-Requisite –Supplier is registered in ARMS and has a valid login ID and password to access Suitable ‘Sourcing Supplier’ Responsibility.

External User (Supplier) URL https://supplier.adia.ae/OA_HTML/AppsLocalLogin.jsp

System & Browser Requirement Windows 10, Windows 8.1 & Windows 7 users will require Internet Explorer 11

Windows Vista users will require Internet Explorer 9

In the steps where Supplier has action to click on any favorite icon on his ARMS Homepage, and If supplier is not able to see any favorites functions in his homepage, he should refer to guide “01-01 Supplier Registration” to learn how to add favorites to his homepage.

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Role Supplier

Step Supplier receives email notification

Step Details Supplier receives email notification

Responsibility None

Navigation None

Action Check email

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Role Supplier

Step Supplier logs in to ARMS

Step Details Supplier logs in to ARMS

Responsibility None

Navigation None

Action Enter username, password and click on login button

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Role Supplier

Step Supplier reviews the notification in ARMS

Step Details Supplier reviews the notification

Responsibility None

Navigation Homepage

Action Click on Worklist icon of Sourcing Buyer (ARMS) responsibility

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Role Supplier



Responsibility Sourcing Buyer (ARMS)

Navigation Worklist

Action Open the notification by clicking on it.

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Role Supplier




Navigation Worklist

Action Enter Not to Buyer if required (non mandatory field)

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Role Supplier

Step Supplier acknowledges the participation in RFI

Step Details Supplier acknowledges the participation in RFI


Navigation Worklist

Action Enter the Notes to Buyer

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Role Supplier

Step Supplier acknowledges the participation in RFI

Step Details Buyer can see the intent to participate in negotiation > Supplier tab > Against supplier the field intent to participate is Yes or no as per supplier’s response. The note to buyer field value is visible by clicking on the Response (Yes or No) link.


Navigation Worklist

Action Click on Yes button.

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#1 – Buyer can see that the supplier intends to participate by opening the RFI in Sourcing buyer (ARMS) responsibility and on the negotiation, on the supplier’s tab, the field Intent to Participate should be Yes if Supplier as clicked on Yes button (to participate in the negotiation) . If the value to the field is No, it means supplier has clicked on No button (to participate in the negotiation) Clicking on yes (or no) shows the notes entered by supplier and the date the acknowledgement was made

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Role Supplier

Step Supplier is redirected to his worklist

Step Details Supplier can click on home icon to return to homepage. Note that the notification is no longer available in the worklist of open notifications.

Responsibility Homepage

Navigation None

Action Click on home icon

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Role Supplier

Step Supplier navigates to the home page of the negotiation

Step Details Supplier reviews the negotiation

Responsibility Homepage

Navigation None

Action Click on Sourcing Homepage icon

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Role Supplier

Step Supplier opens the negotiation

Step Details Supplier clicks on negotiation number to open the negotiation.

Responsibility Souring Buyer (ARMS)

Navigation Sourcing Homepage > Negotiations

Action Click on negotiation number

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Role Supplier

Step Supplier is directed to negotiation terms and conditions.

Step Details Supplier reviews the negotiation terms and conditions

Responsibility Sourcing Supplier (ARMS)

Navigation Negotiations

Action Click on terms and conditions attachment

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Role Supplier

Step Clicking on negotiation terms and conditions link will download the terms and conditions in a pdf file.

Step Details Supplier can save the document and read it carefully.



Action Save and view the terms and conditions

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Role Supplier

Step Supplier accepts the terms and conditions

Step Details Supplier should check the check box (I have read and accepted the terms and conditions) only if he accepts the terms and conditions and is willing to participate.



Action Check the check box – I have read and accepted the terms and conditions. Click on Accept button

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Role Supplier

Step Clicking Accept button opens the negotiation

Step Details Supplier reviews the negotiation



Action None

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Role Supplier

Step Supplier creates response for the RFI

Step Details Supplier creates response for the RFI



Action In the Actions > Select Create Response

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Role Supplier


Step Details Supplier creates response for the RFI. Note that the field time left indicates the time left to create and submit response. If the time is crossed before supplier submits the response, the negotiation gets closed and supplier will no longer be able to submit the response any more.



Action With Action as Create Response, Click on Go Button

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Role Supplier


Step Details The default value of Supplier profile attribute is Additional Information. With this attribute the default attribute form is Additional Details


Navigation Negotiation > Create Response

Action Ensure The attribute LOV has value Additional Information

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Role Supplier

Step Supplier enters the Service /Product Industry field value

Step Details To enter Service / Product field value, click on the search icon of the field.



Action Click on the search icon for field Service / Product Industry

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Role Supplier





Action Click on Go button

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Role Supplier





Action Click on Next 15 or Previous 15 to browse the list of values

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Role Supplier





Action Select the value which you want to use and click on select button

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Role Supplier

Step Supplier enters Headquarter Location (country) field value




Action Click on search icon of Headquarter location (country)

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Role Supplier





Action Click on Go button to browse all the countries

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Role Supplier





Action Alternatively, enter full of partial (e.g. %United%) in display name field and click on Go to search for specific records

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Role Supplier





Action Click on go button

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Role Supplier





Action E.g. Select a record like United Arab Emirates and click on select button

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Role Supplier

Step Supplier enters other fields like Year of establishment, Sponsor in UAE (Only for UAE Companies), Name of ultimate holding or parent company or subsidiary companies with address and Guarantee from Holding Company (in Yes or No). The fields are self-explanatory

Step Details Supplier enters the value to other fields



Action Enter the value to other fields are desired.

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Role Supplier

Step Supplier enters the shareholder information

Step Details This information is required only for UAE based companies. Note that there can be multiple shareholders in a company, so supplier can enter more than one records



Action By default the first row to enter the details is already available. Supplier can enter the details

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Role Supplier

Step Supplier enters shareholder information

Step Details Supplier enters shareholder information



Action Enter the Shareholder information . (name of shareholder, Nationality, Percentage ownership)

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Role Supplier

Step If there are more than one shareholder, supplier can enter more (and any) number of records

Step Details To enter a new record of shareholder, click on new icon



Action Click on add icon to add a new record in case there are more than one shareholders.

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Role Supplier

Step Supplier enters another shareholder record

Step Details Supplier enters another shareholder record



Action Ensure all the shareholder records are entered.

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Role Supplier

Step Supplier navigates to Profile Attribute – Quality Information

Step Details After supplier enters all the fields of Profile Attributes – Additional Information, he should navigate to Profile Attribute – Quality Information



Action In the Attribute LOV, select Quality Information

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Role Supplier





Action Once Attributes Quality Information is selected the form for Quality Information gets enabled. The fields are related to ISO certification information

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Role Supplier





Action Select Yes or No as your response to ISO Certification

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Role Supplier





Action Select yes or no from the LOV.

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Role Supplier


Step Details In case supplier’s response to an ISO certification is Yes, the certificate scan copy needs to be uploaded as attachment.



Action Click on Add Attachment button

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Role Supplier





Action Enter the title and Description as required (e.g. for ISO 9000 Certification)

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Role Supplier





Action Click on Browse button. This will open windows explorer

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Role Supplier





Action Browse to the folder which contains the scan copy of ISO certificate

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Role Supplier





Action Select the file and click on Open button

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Role Supplier


Step Details The file location of the scan copy of the certificate is added.



Action None

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Role Supplier

Step Supplier saves the record

Step Details Supplier has two options, Add Another, which will save the current attachment and allow supplier to upload another attachment, and other option is Apply which will save the attachment and return the supplier to the Create response page



Action Click on Add Another if a new file needs to be added. Click on Apply if this is the last file to be uploaded. In current example, a copy of ISO 31000 also needs to be uploaded. Hence click on Add Another button

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Role Supplier

Step In this example, supplier wants to add another file

Step Details Supplier enters the title, description of the file, Category by default is From supplier and un-editable.



Action Enter the title and description (e.g. for ISO 31000 certificate)

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Role Supplier

Step Supplier browses and selects a file from the local machine

Step Details Supplier clicks on browse button to select a suitable file.



Action Click on Browse button. This will open the windows explorer.

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Role Supplier

Step Supplier can navigate and select a file from his local machine (where has saved the scan copy of the document)

Step Details Supplier navigates to the right folder using windows browser



Action Browse to the folder which contains the scan copy of the ISO certificate

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Role Supplier

Step Supplier selects the right document and clicks on open button

Step Details Supplier selects the right document and clicks on open button.



Action Select the file and click on open button

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Role Supplier

Step The file location is selected Supplier clicks on Apply button or Add another button to upload the attachment to the RFI Response.

Step Details As an example, this is the last file which supplier wants to upload the RFI, he clicks on Apply button to upload the attachment.



Action If this is the last file to be attached, click on Apply Button.

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Role Supplier

Step Supplier gets a confirmation that the attachment has been added successfully

Step Details Supplier ensures that all the required files are attached.



Action Check that both files are attached.

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Role Supplier

Step Supplier Continues to create response

Step Details Supplier Continues to create response



Action Click on continue button

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Role Supplier

Step Supplier gets a warning that Buyer has requested to submit a single best response. Multiple responses for this RFI are not allowed. This is because the response rule “Allow Multiple Responses” is not checked by buyer while creating RFI. (Refer page 19 of this document)

Please note- validating response is note required for Supplier profile Audit. So there is no need to click on Validate Button

Step Details Supplier submits the response for the RFI



Action Click on submit button

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Role Supplier

Step Supplier gets a confirmation that the response has been submitted.

Step Details Supplier gets a confirmation that the response has been submitted.

Responsibility Sourcing Supplier (ARMS).


Action None

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Role Supplier

Step Supplier is redirected to Negotiations main page. Supplier can see the response in Your Active and Draft Responses section

Step Details Supplier reviews the response


Navigation Negotiation

Action Check that the response is available in ‘Your Active and Draft Responses’ section

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Documents

USER GUIDE Abu Dhabi Investment Authority · Abu Dhabi Investment Authority . 02-05 Supplier Profile Audit . Author: Abu Dhabi Investment Authority . Creation Date: 29-Jan-2017