Different groups can be created in the system under which the suppliers will be bundled. Approval criteria can be created for a group. The supplier fills out the survey, after which the system generates a scoring for the suppliers. The system user then accepts or rejects the suppliers for the groups. Based on the scoring, the system lists the suppliers in a ranking order.
The user can search for a supplier group in Supplier Management and Cloudia Sourcing. The grouping makes it possible to classify suppliers under different categories. This allows sending direct procurements to suppliers in a selected group already at the procurement stage through Cloudia Sourcing. The suppliers included in the group will be automatically ranked by the system based on the scoring of the assessment criteria.
Previously created groups can be searched for from the system. The group search lists the group name, publication date, status (Public, Active, Draft, Closed), description, number of suppliers and the date when modified.
The status of the group determines where it appears between the systems (Sourcing) and the public Tarjouspalvelu.fi service. When a group is visible to the tenderers, it is possible to join it.
Draft
- Only visible to the user who created the group. Not shown in the Sourcing service.
Active
- The group is shown in the Sourcing service.
Public
- The group is shown in the Sourcing and Tarjouspalvelu (Supplier Portal) service.
Closed
- The group is closed and not visible.
Searching for a group
In the navigation bar, click ‘Groups’ - ‘Groups’. The list of groups is displayed.
FIGURE: Top bar - Groups
The group search can be found on the left-hand side of the list. You can limit the search in a number of ways. Limit the search as applicable, and then click ‘Search’.
- You can search for a group by a keyword, group status, supplier assessment and publication date. Select ‘Show my groups only’ to search for groups that belong to the user who has logged in
- Group status
- Use this option to search for groups based on their status (draft, active, published, closed)
- Group status
- Supplier's status in group
- Limit the search by the status of the supplier’s group (new, accepted, rejected, needs assessment)
Browse for groups
The list of groups opens on the right-hand side of the search bar. Click the columns to sort the groups according to the column concerned. When you click the column again, the order changes from ascending to descending (for example, the first click sorts the column alphabetically from a to z and the second click from z to a)
To view the created groups in more detail, click ‘View details' for the group. To edit a previously created group, switch to the ‘Search’ tab and select the group to be modified under ‘Edit’. A group can also be deleted.
Group listing incluses mass action where user can:
- Change status
- Change status for selected groups
- Remove
- Remove selected groups
- Remove selected groups
Click a group row to display a quick overview of the group on the right-hand side. The quick overview displays the group’s name, owner, publishing date, last date when modified, status, description, and the number of suppliers in the group. The quick overview also displays visually the supplier's status in the group.
Group card
Search for the category you want and click on the row to open the category details. You can also open the category by clicking the three lines button on the right-hand side of the row and selecting ‘Group card' .
The ‘Group Card’ button opens the view shown in the figure below.
- Create new group, add supplier to the group, add suppliers from cart, send e-mail, change group status
- Group basic information
- Group supplier`s contact persons
- Suppliers in the group
- Mass functions
- Status of criterias
- Criteria answers
- Group criteria (supplier`s approval criteria)
- Contracts in the group
- Claims in the group
- Group change history
Figure: Group details page
1. Group details
- Add suppliers to the group
- Opens a new view, where you add the desired suppliers to the group
- Add suppliers from cart
- Add suppliers from supplier cart to the group
- In the ‘Send e-mail’ section, the user can send e-mail to the contacts of all the suppliers added to the group. The supplier’s contacts are defined on the supplier card`s basic infomation
- The ‘Recipients’ field lists the e-mail addresses of the selected contacts of all suppliers. The list can be edited, and new addresses can be added to it.
- In the ‘Subject’ field, enter the subject of the e-mail
- In the ‘Message’ field, enter the content of the e-mail
2. Group basic information
- Edit – Click the ‘Edit’ button to open the group details for editing. The button opens the fields in the group view for editing
3. Group contact
- Possibility to add suppliers contact person`s in the group
- Contact person`s must be created first at supplier`s card "contact person" section
4. Suppliers in the group
- All the suppliers associated with the group concerned are listed on the right-hand side of the group information page. The suppliers are listed on separate status tabs according to their status.
- Supplier
- The tab lists all the suppliers associated with this group
- New
- The tab lists the suppliers who have submitted a request for inclusion in the group but whose requests have not yet been processed.
- Needs assessment
- Suppliers that need to be assessed.
- Accepted
- Supplier who has been accepted to this group
- Rejected
- Supplier who has submitted a request for inclusion to this group but whose request was rejected by the user.
- Supplier
5. Mass functions
- Criteria response link can be sent to selected suppliers in the group at once
- For selected suppliers - select from the lis view desired suppliers
- For all the suppliers - sends question link to criteria for all suppliers
- Assesment
- For selected suppliers can be done assesment at once
- Remove for the group
- Selected suppliers will be deleted from the group
6. Status of criteria
- Status icons tell you what the supplier criteria question status is
- Sent - Shows when the criteria is sent to supplier (date and time)
- Waiting for the reply - Shows when the supplier is not answer to criteria questions
- Last response - Shows when the last response was received (date and time)
- Score not comparable - New criteria questions added, after supplier`s previous answers
7. Criteria answers
- Clicking > icon, supplier`s answer history opens
- From this view can the assestment be updated, select "assesment"
- Supplier assesment
8. Supplier approval criteria
- You can create approval criteria for the group, to which the supplier is required to respond upon joining the group. A registration link will be sent to the selected suppliers via the system. The supplier fills out the form by answering the questions created by the Supplier Manager user. The system calculates the scoring automatically based on the supplier’s responses and displays this data under the group. After that, the user may view the supplier’s responses and accept the supplier to, or reject the supplier from, the selected group.
- A list of questions the suppliers will be asked to respond to when they register to the group.
9. Contracts in the group
- Contracts (see “Contracts”)
- Lists the contracts of the suppliers added to the group
- If you have access to Cloudia Contract, the system lists the contracts from Contract Management.
- Lists the contracts of the suppliers added to the group
10. Claims in the group
- Claims (see “Claims”)
- Lists the claims of the suppliers added to the group
- If you have access to Cloudia Contract, the system lists the claims from Contract Management.
- Lists the claims of the suppliers added to the group
11. Change history
- Change history
- What changes have been made to the group, when and by whom
- What changes have been made to the group, when and by whom
