Use the Acquisition Plan Summary responsibility to create and manage Acquisition Plan Summary documents. Click the Acquisition Plan Summary menu item to open the Acquisition Plan Summary home page.
Create an Acquisition Plan Summary in one of the following two ways:
Click the Create Acquisition Plan Summary link on the right side of the page to open the Create Acquisition Plan Summary page. This will enable you to enter the relevant fields in the page.
The main page consists of a Search region, where you can search for existing Acquisition Plan Summary documents by Number or Name. Your search results show up in the Acquisition Plan Summaries page. You can also click the Create Acquisition Plan Summary button to open the Create Acquisition Plan Summary page.
Enter relevant data for the following fields (fields marked with an '*' are mandatory):
Number: This field accepts an alphanumeric value. If the profile option Contract Repository Auto-Numbering Enabled is set to Yes, then the Number field does not display, and the system generates the number automatically. See: Contract Lifecycle Management for Public Sector Implementation Guide for more information on numbering CLM documents.
*Name: Enter a name for your Acquisition Plan Summary
*Operating Unit: Enter the operating unit you wish to create the Acquisition Plan Summary in
*Type: Enter Acquisition Plan Summary
*Administrator
Currency
Amount
Effective Date
Additional Attributes region > *Context Value: select Acquisition Plan Summary from the list of values. The related fields will display on the page below the Context Value LOV:
J&A Number
Procurement Action
Procurement Purpose
Security Requirements
Competition Extent Code
Potential Set-Aside
Target socioeconomic group
Contract Type
Incentives / Award Fees
Performance Based Requirements
GFP/GFE
Subcontracting Plan
Additional Attributes region is a region for Descriptive Flexfields. In the Additional Attributes region, the Context Value dropdown is hidden initially if there is no setup for context and segments. The DFF in this page will render automatically if the setup relevant setup steps are performed.
Additional Information: The Additional Attributes tab is a seeded UDA template (Template for Acquisition Plan Summary). These additional attributes can be modified. Your system administrator may have configured this region to show a different set of fields. Navigate to the User Attribute Setup using the Contract Workbench Administrator responsibility in order to modify the additional attributes
The Notes tab enables you to enter short notes for the Acquisition Plan Summary. Click the Notes tab and then click Add Note. The Add Note page displays and you need to select the Note Type and Visibility before you enter the content for the note.
Click Apply to save your changes and return to the Acquisition Plan Summary page. The Notes tab shows you the notes you created. Click the '+' (plus) icon or the Show link to view the note contents.
Click Apply and Add Details to be able to enter further information for your Acquisition Plan Summary.
At the left of the page, you will see some links namely, Header, Parties and Contacts, Milestones, Documents. The links are described as follows:
Parties and Contacts
Use this page to create a list of potential parties, including suppliers, who you plan to work with to fulfill your agency's acquisition needs. The default operating unit is displayed when you wish to add a supplier. Click Add Supplier to open the Add Supplier page. Using the Add Supplier page, select a Role (Supplier), Supplier Name, and Address from the lists of values. When you select the role as Supplier, the Supplier Site list of values displays and you need to select a supplier site. When you select a Supplier Site, the Address populates automatically. If you wish to add another supplier to the Acquisition Plan Summary, click Apply and Add Another, otherwise, click Apply.
When you return to the Acquisition Plan Summary page > Parties and Contacts link, another block for Contacts displays below the Suppliers region. Click Add Contact to add one or more contacts for the supplier you have selected. The Add Contact page displays, and you need to select a Contact Role (Salesperson, CEO, Accountant, Buyer, etc) for the contact. Then select the Contact Name from the list of values. If you don't see the contact you wish to add, you can create an adhoc contact by clicking Create Contact. In the Add Contact page, the Phone Number and Email Address of the contact display automatically when you select a contact. This information comes from the contact details entered in the Supplier profile. If you wish to add another contact to the Acquisition Plan Summary, click Apply and Add Another, otherwise, click Apply.
Milestones
Use the Milestones page to create one-time and recurring milestones for the Acquisition Plan Summary. Create milestones that will help your agency track the execution progress of the acquisition plan. For example, offer creation is a one-time milestone, and creating monthly status reports is a recurring milestone.
Milestones help assign responsibilities to members of the procurement team, send reminders, and ensure that all necessary tasks are completed on time. Click Create Milestone to open the Create Milestone page.
Milestone Name and Internal Contact are mandatory fields. Select a Milestone Type - Contractual or Internal. Select a Responsible Party (Supplier or Internal). The Due Date region enables you to specify if the milestone is one-time or recurring. If you want to create a one-time milestone, select the Fixed Date radiobutton and enter a date. This will be the due date for the completion of the milestone. The due date may also be entered as a number of days relative to the Effective Date, Expiry Date or Signed Date. The Repeat Information region enables you to enter a one-time milestone or a repeating (recurring) milestone.
Click the Repeating Deliverable/Milestone radiobutton to make the milestone recurring. Enter a Frequency (example, 2 weeks, 1 month, etc). Select a value from the Repeat On list of values (example, first day of the month, 23rd day of the month, etc.). Enter an end date for the milestone using the Repeat Until (Fixed Date) field.
The Notifications region enables you to specify when notifications can be sent to the following people: suppliers, contract administrators, buyers, responsible party's contacts, etc. For example, you can opt to send a notification 2 or 5 days prior to the due date, or when the status of the milestone is changed (from Incomplete to Completed), or if the milestone is overdue. If the milestone is overdue, you can escalate the notification to a person higher up in the organization using the Escalate after Due Date and Escalation Contact fields.
The Attachments region enables you to attach various kinds of files to the acquisition plan summary - including the ability to annotate the acquisition plan summary with a note. Click Add Attachment to open the Add Attachment page and specify the kind of attachment you would like to use: Desktop File/Text/URL or From Document Catalog.
Select a Category from the list of values. The Category defines the purpose of an attachment, and controls which forms or pages can access it.
Select the attachment Type:
File - specify a file name to upload. Enter the file location, or use the Browse button to locate the file.
URL - enter the URL for a Web page.
Text - Enter text that is less than 2000 characters. If the text you want to attach is more than 2000 characters, upload it in a file.
From the Document Catalog:
Use the Search regions to query existing documents.
Select the Document Name link to view a document before attaching it.
Select the document(s) to attach.
Click Apply.
Save your work in the application page from which you launched the attachments flow. The attachments are not added until you save your work in the parent region.
In the Create Milestone page, click Apply or Add Another if you wish to create another milestone. Click Apply if this is the only milestone you wish to create at this time. When you click Apply, a confirmation message informing you that the milestone has been created is displayed.
Documents
Select a document category that you wish to add to the Acquisition Plan Summary. Then select the Add New Document action. The Add Document page displays and you can add a document using this page.
Enter a Description and a Category. Add a file or enter a web address (URL) by clicking the appropriate radiobutton. Then click Apply to add the file or URL of the contract document to the Acquisition Plan Summary.