Cloudia Sourcing release news 6 August 2019


New user management *Additional functionality subject to a separate order

We’ve started using a new user management for Sourcing so that transferring data and moving between Cloudia Suite would be easier and faster. Click here for further information about user management. New user management is enabled to those organisations which are using SSO.



Roles *Relates to additional functionality subject to a separate order

New user management allows organisation’s admin users to create new accounts and roles for Sourcing. Currently admin users can create roles by turning features on or off for that specific role. For example, you can create a role that is only allowed to evaluate the responses for requests but not publish or edit the request.

Role editing is related to the new user management mentioned above and requires the organisation to use SSO.


IMAGE. Creating a new role for Sourcing.



Persons in charge and rights *Additional functionality subject to a separate order

You can now assign users read- and editing rights to requests and auctions. For example, if user doesn’t have an editing right to the request, he/she can only read the request. It is also possible to set users as persons in charge or deputy persons in charge. Persons in charge will receive the e-mails regarding this request. Persons in charge can edit persons in charge and rights during any points of sourcing event process. Rights can be seen in the list view as different icons.



IMAGE. Assigning persons in charge and rights.



IMAGE. Icons for different rights.



Creating Advanced RFx in Planning

A plan created in Planning can now be brought over to Sourcing as an Advanced RFx.



IMAGE. Sending a plan to Sourcing is done from “Plans”-tab, section “Items”.



IMAGE. Once the plan is sent to Sourcing, it can be found from “Draft”-folder in Sourcing.



Added “Sent e-mails” history data to “Send an e-mail”-feature

When sending any messages from “Send an e-mail”-feature, those messages will be saved and will be viewable at the bottom of the “Send an e-mail”-page.


IMAGE. Sent e-mails can be found at the bottom of the “Send an e-mail”-feature.


Estimated value & Price range

User can now decide whether to publish the estimated value or price range to suppliers.



Cloudia Sourcing release news 4 June 2019


Self Help

A set of self help guides has been added to the system to guide the users with the system functionalities. The self help can be found from the right hand side in the system. The guides will walk the user step by step through a certain functionality. At the moment there are self help guides available for introduction of the front page, starting a new RFx (basic and advanced), starting a new auction, using templates, how to use advanced search, send a clarification request and response comparison. We will add more self help guides in the future. 















Comparison scenarios

A scenario management has been added to closed RFxs. With this functionality you can review what kind of affect would different responses have on the response comparison. The scenario management can be found by opening the response management. By creating a scenario you can alter the prices and the criteria answers given by the supplier and also the calculation methods defined in the original RFx. The alterations will not be change the real response comparison. The scenario is created to simulate how the comparison would change if the values given by the supplier would be different. 


In the comparison scenarios you can alter the following information:

  • Prices given by the supplier
  • Responses and criteria calculation methods for criteria types numeric, menu and yes/no 
  • The way of asking the price (Price is requested for the items and it will affect the benchmark price, Price is requested for the items, but it will not affect the benchmark price or Price is not requested for the items)
  • Price score calculation method (Relationship to the smallest or Relationship to the smallest, linear)


IMAGE 1. Defining a scenario starts from the response comparison by clicking the "Open scenario management" > "Create new scenario". In the view shown on the image you can define the tenders and sub-areas used in the scenario. 



IMAGE 2. In the scenario you can alter the prices, calculation methods and criteria responses given by the supplier to simulate how the changes would affect the outcome. 


Other improvements in the release:

  • Added a possibility to hide the suppliers who participated in the RFx from contract award PDF 
  • Read only user can now participate in internal discussion 
  • “Sender’s email address”-field was removed from sending an e-mail via Sourcing. The e-mails from the system are always sent from noreply@cloudia.fi.
  • Removed the possibility to fix reponses from cancelled RFxs. The functionality is not needed with cancelled RFxs.


Cloudia Sourcing release news 30 April 2019


Definition of comparison criteria

It is now possible to ask for the highest price in both Basic and Advanced RFx.


Basic RFx

New definition of comparison criteria can be found at “Procurement object” for basic RFx when creating a new RFx. When choosing the "Highest price" as the response selection criterion, the response with the highest price is marked as number one on the comparison table. 


Advanced RFx

New definition of comparison criteria can be found at “Definition of comparison criteria” for advanced RFx when creating a new RFx. New choices are "Highest price" and "Economically most advantageous tender, scoring (Highest price)". When choosing the "Economically most advantageous tender, scoring (Highest price)" the response with most points will be marked number one on the comparison table. Maximum points of total quality will be awarded to the response with the highest price. 


Auction

There is now a possibility to use the English auction type in Cloudia Sourcing. In the English auction the highest price wins. The new auction type can found from "Definition of comparison criteria" section when creating the auction.



Default choices

The following default choices have been added to requests and auction forms:

  • Basic RFx:
    • Response details can only be viewed after the deadline for the submission of responses has expired* = No
    • Hide procurement procedure in the request shown to responders = Check
    • Hide comparison criterion in the request shown to responders = Check
  • Advanced RFx:
    • The agreement is subject to additional procurement opportunities = No
    • Hide procurement procedure in the request shown to responders = Check
    • Alternative responses accepted *= No
    • Response details can only be viewed after the deadline for the submission of responses has expired * = No
    • Hide comparison criterion in the request shown to responders = Check
    • Hide all scoring data from tenderers = Check
  • Auction:
    • The agreement is subject to additional procurement opportunities = No
    • Hide comparison criterion in the request shown to responders = Check
    • Hide all scoring data from tenderers = Check



Cloudia Sourcing release news 26 March 2019


The following new functionalities were installed as part of the update:


Other changes:

  • If the organisation is using the united user management for Cloudia' serivces, it is now possible to set a default system language for all users. 
  • Edited the system names showing in the "Navigate to" dropdown menu.  


Cloudia Sourcing release news 26 February 2019 


The following new functionalities were installed as part of the update:


New terminology

In the release the general term for notices has been changed to requests and for tenders the new term to be used is answers. In addition the notices are now called RFx (basic and advanced)


Procurement process

With each request type (Basic, Advanced, Auction) the procurement process is chosen on the "procurement object" -section. You choose whether the request is a RFI (request for information,) RFP (Request for proposal) or RFQ (Request for quotation). The selection for procurement process will not change the content of the request, but it will be shown for suppliers in Tarjouspalvelu. 


Read only role

A read only -role has been added to user rights. A user with read only -rights does not have any editing rights.


Default time zone

You can add a user specific time zone in your profile settings. 


Other changes: 

  • Information text boxes have been added to advanced RFx
  • So unifying changes have been made to the terms and fields on the requestforms
  • A possibility to search for requests with the procurement process has been added to the advanced search
  • Edited the question management letter image
  • Fixed the criteria library functionalities


Cloudia Sourcing Release News, 29 January 2019


The following new functionalities were installed as part of the update:


Call for tenders rounds

The negotiated procedure has been upgraded – the system now allows conducting several call for tenders rounds after each closed competitive tendering. A new round can be started both for a scored and non-scored procurement from the ‘Rounds’ section. Click here for instructions on how to start a new competitive tendering round. Click here for further information on the notice procedures and a description of the competitive tendering rounds.


Electronic auction

The electronic auction has been upgraded – the system now allows starting an electronic auction directly using the ‘Create new notice’ feature. The auction can be published to the Supplier Portal as open for all those who are interested or directly to the desired e-mail addresses. The auction can also be carried out based on a closed scoring-based call for tenders. In this case, you will need to start from the ‘Rounds’ section of the call for tenders. More detailed instructions will be published in the support portal during week 5.



Changes to the procurement form

In the ‘Company basic information’ section of a notice, you can choose whether to use the business ID, DUNS or trade licence number as the company’s identifier.



Closing a procurement 

An active procurement can be closed before the expiry of the deadline. To close a procurement, use the ‘Close call for tenders’ functionality on the ‘Edit’ tab. Click here for instructions on how to use the functionality.


Rejecting a tender

When a call for tenders is active or closed, a received tender can be rejected. This is done in the ‘Received tenders’ section on the call for tenders information page. The tenderer is notified of the rejection by e-mail, and the status of his tender is changed to ‘In progress’. Instructions for an active call for tenders can be found here, and for a closed call for tenders, here.


Clarification request

The ‘Clarification request’ functionality now includes an option to cancel a sent clarification request. When a clarification request has been sent to a supplier, the option for submitting a clarification can still be cancelled for the supplier concerned. Following the installation, a comparison table pdf of the situation prior to the clarification request will be saved in the ‘Documents’ section of the procurement.


Settings

A tool for managing pre-saved texts has been added to the ‘Settings’ menu. The tool can be used for creating new and editing and deleting existing texts in the text fields of forms. Users may save texts in the pre-saved texts by themselves when they fill out the procurement forms. From the ‘Settings’ menu, the administrator may manage these added texts and add new ones where necessary. Click here for instructions on how to use the functionality.


Additionally, the following changes were installed in the system:

  • An option has been added for a non-scored competition to hide the procurement procedure and the tender selection criterion from the document displayed to the tenderers.
  • The use of confidential information has been removed from the system, because all information submitted by the tenderers is treated as confidential.
  • Added language translations to the system.
  • Fixed an issue with the selection of the Suppler Portal language – changing the language from the menu did not always change the user interface language in the Supplier Portal.
  • Fixed an issue with the call for tenders pdf in the Supplier Portal – the call for tenders pdf failed to open in the Supplier Portal


Cloudia Sourcing Release News, 9 January 2019


The following new functionalities were installed as part of the update:


E-signature *Additional functionality subject to a separate order

The Cloudia Sourcing system now allows signing the call for tenders and the contract award decision electronically. To use the e-signature feature in the system of your organisation, contact Cloudia’s sales. For instructions on how to use the electronic signature, click here.


Checking of information related to the contractor's obligations and liability *Additional functionality subject to a separate order

The statutory information related to the contractor's obligations and liability concerning a selected supplier can now be easily checked from the system from the information page of a closed competitive tendering. The information will be checked from the Reliable Partner service maintained by Suomen Tilaajavastuu Oy. A Cloudia Sourcing user does not need separate credentials to the Tilaajavastuu service. The information will be retrieved using the Cloudia user credentials based on the tenderer's business identity code. Click here for instructions on how to use the functionality.


Tender clarification

Clarification can now be requested concerning the tenders received in response to a competitive tendering using the tender clarification functionality added to Cloudia Sourcing. Any unclear information submitted in the tender by the tenderer can be clarified by sending a clarification request to the tenderer from the system. The tenderer will have the opportunity to clarify his tender in the Supplier Portal with regard to the desired sections. When the tenderer has submitted a clarified tender and the Cloudia Sourcing user accepts the clarification, the correct value will be added to the comparison table. Click here for more detailed instructions on how to request tender clarification.


Additionally, the following upgrades have been made to the system:

  • In a scoring-based call for tenders, all scoring data can now be hidden from the tenderers by selecting ‘Hide all scoring data from tenderers’ in the ‘Procurement object criteria’ section:
  • You can now also create your own price formula when selecting the order of priority selection criterion. For more detailed instructions on how to use the price criterion, see Price is requested and price criterion
  • The ‘Send an email’ functionality is now more versatile. In an active competitive tendering, the ‘Send an email’ functionality can now be used for sending an e-mail to all those who viewed the notice or only to those tenderers who submitted a tender. In a closed competitive tendering, you also have the option of choosing ‘Tenders included in comparison’, ‘Winning tenderers’ or ‘Lost tenderers’. Click here for instructions on how to use the functionality concerned.