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Navigator Training Manual

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1. NY iter Jd INTENDA USER MANUAL Navigator Version 1 8 1 0 AK INTEN D A Navigator User Manual Table of Contents DEEN OCU TON PENEN E E EEEE AE E aaah ates awe aifntnsip wl weld ASE 2 Lite GY CIE VICW sa ciwcssicedesaewceisusested aN ETEN Eaa EE E E OE e 2 Status GrOUPING AYA cA A 2 POOS VON ea e n E E E EE E EE E E E E 2 TOP AOS eee n E RE E E E E E A E E E S 3 Bare a sce EAE eee A EEA E E A E EE E A EE E A EA A T 3 icons on the navigato soseri aa 4 CUSTOMIZE a view TION cunnen aa a 5 SNOW Delegate ccccccccccsssseeecceeeeceeeeeeeeceeeeeeeueeseeceeeeeeseeeeeeeeeeeeseaeseeeeeeesseaaaseeeeesesssaaageeseeeeeseaas 6 Search for an it iM ceccecceceeceececceceecescaccecneceecaceecnscuseecnscuscusneeeseusnaeneeusaeenseusausneenseusaaseeeneaueceeesensanens 6 SNOW hide tee VIC WISIN iarsin a iia AERA inne 6 Open another navigator WINdOW ccccceesccccccssscceccceesecceeeeeessceeeeeauseceeeseeeeeeeesseeaseeeeseaeceeetaaenes 7 To view a tender in the tender life CYCIO ccccceccceceeeeceeceeeceeceeeeeecseseceeseeeceeseuseeesseaeeeesaaeeessaeeees 7 Navigator NOIES ros iA E a EA EE 9 To add a note follow the steps DelOW cccccceeecceceeeeceeceeeceeceeceecseeeceeceeeeeesseeeeesaaeeeesaueeessaeeees 9 Tae g o i e E E E E Su E E A E dscisnmantnsnanweanettacioncauncecinies 11 BI el NOUS A E A E E E A E E E E E E EE S 11 Remove a MOTE cc cc ecececececcccccccececececececeneneueueueueueueueu
2. Add Attachment to note Add Attachment Open ttachment Delete Attachment Print Selected Note Pring All Notes Figure Adding a Note e Enter a description and the content of the note Notes Tender 7060 CTT2060 Description Figure Notes e To attach the note to the tender Quotations template etc select the Add button Page 10 of 25 AK INT N D A Navigator User Manual View a note e Right click on the item to which the note is attached i Lite Cycle View 235 Contract Tender 26 uz Lreated 12 2197 Fi 12 AH Terr View Motes 12194 RHOOOC View Tasks 1217 RFS Item 12150 N WP1 2150 12746 NWP 21 46 12745 NWP 21 45 12136 NWP 21 36 12133 NWP1 2133 12725 Proguote Template 12124 NWP121 24 e 12123 Quotations Template c Issued 10 Closed 2 3A Pending Recommendation 2 Standard Type 209 E Status Grouping wiew ga Project View MF Templates Figure View Notes e Select View Notes on the pop up menu Edit a note Changes can be made when a note has been selected as all the current content is displayed in read write format e Right click on the listed note you wish to edit Page 11 of 25 gt lt INT F N D A Navigator User Manual Notes Tender 1219 7 RHOOQ0003 fag AH Template Parameter i lM Comparativ Add Note Group All relevant CE formula s and gt RH Template E H da cl op Wh Administrators d Delete
3. the creation of quotations am otel Group All relevant CE formula s and Edit Note eria have already been set Delete Mote Deactivate note Add Attachment to note Add Attachment Open Attachment Delete Attachment Print Selected Note Frink All Motes a m Figure Print Selected Note e Select OK on the print dialogue box to start printing Method Print all notes This option provides a functionality to print all the notes linked to a specified item e Right click on the form e Select Print All Notes from the pop up menu Notes Tender 1219 7 RHOQ0003 Ae WE Add Note to be used for the for the creation of quotations WE Compare stel Group All relevant CEY formula s and Edit Note fla have already been set Delete Nake Activate note dd Attachment to note dd Attachment Open Attachment Delete Attachment Print Selected Note Print All Motes m Figure Print all Notes Page 14 of 25 ji INTENDA Navigator User Manual e Select OK on the print dialogue box to start printing Method Deactivating and activating notes The administrator can deactivate notes Other users are then not able to view the note when accessing the Notes form e Select the note you wish to deactivate Notes Tender 1219 7 RHOO0003 fee AH Template Faral Comparative F rs RH Template Expi WEJ Administrators doc add Note used for the for the creation of quotations oup All relevant CEY form
4. 2 Add Task Edit Task Delete Task Prink Selected Task Print All Tasks Refresh Figure Task Reminder e Select Add Task on the pop up menu e Provide a description of the task Page 18 of 25 RU a INTENDA Navigator User Manual ee Tasks Tender 12194 RH000002 Subject in Ohainer Demo Stat Date 2007 0810 Due Datel 2007 0910 Status Not Started M Reminder 2007 09 10 1341 ee christinam intenda co za Notification Add reminder Figure Task Reminder Activate the reminder as displayed above if you prefer to be notified via email Select the start date and the due date Select a date and time to be reminded if the reminder has been activated Provide your email address Select the Add option Edit a task Tasks listed on the Task form can be edited e Right click on the task you wish to edit Add Task Edit Task Delete Task Deactivate Task Frink Selected Task Print All Tasks Refresh Figure Edit a Task Page 19 of 25 Sie INTENDA Navigator User Manual e Select Edit Task on the pop up menu e Make the changes you wish to do e Select the Update option Remove a task Only administrator users can permanently delete tasks For all other users when delete is selected the task must be marked as inactive e Right click on the task you wish to remove Tasks Tender 12194 RHOOO000 2 Add Task Edit Task Delete Task Deactivate Tas
5. Note Deactivate note Add Attachment to note Add Attachment Open ttachment Delete Attachment Frink Selected Note Print All Notes Figure Editing a Note e Select Edit Notes on the pop up menu e The selected notes content will become active Make your amendments e Select the Update button to add the changes made to the system Remove a note Only administrator users can permanently delete notes For all other users when Delete is selected the item should be marked as inactive e Right click on the note you want to delete Page 12 of 25 i INT N D A Navigator User Manual Notes Tender 12197 CAAS Si AM indiana eo tamplate i to be used for the for the creation of quotations Add Note Royal Hotel Group All relevant CEY formula s and Edit Mote ition crtena have already been set Delete Mote Deactivate note Add Attachment to note Add ttachment Open Attachment Delete Attachment Frink Selected Mote Frink All Motes Figure Deleting a Note e Select Delete Note on the pop up menu e Select Yes when asked whether you want to remove the note Printing notes Method Print selected note This functionality provides a hard copy of the selected note content e Right click on the note you wish to print e Select Print Selected Note from the pop up menu Page 13 of 25 Wie Ais INTENDA Navigator User Manual g Notes Tender 12197 RH000003 Add Note amp to be used for the for
6. ct s that they are linked to e All contracts are listed on one lower hierarchical level than the tenders that they belong to All amendments are listed on one lower hierarchical level than the contracts that they are linked to Page 2 of 25 AK INTEN D A Navigator User Manual Templates All tenders that act as Quotations templates are listed under this heading The tenders could be filtered according to the following available criteria Tender type Tender status Buyer Header description Or they can be searched for according to their tender number or reference Login To log on to Navigator successfully you will need to use the same username and password as you would for RFx As illustrated in the figure below Navigator is accessed via the Intenda Solution Suite ISS icon displayed on your desktop By selecting this icon you will be allowed access to the Intenda Solution Suite Dashboard AM Intenda Solution Suite Shortcut ral aed The Intenda Solution Suite logon screen will be displayed Log on to ISS ISS INTENDA SOLUTION SUITE Environment Royal Hotel Organisation E Organisations Default ROYAL HOTEL GROLP RHG Gauteng Branch Version 5 2 1 0 Figure Log into ISS To log into the ISS dashboard simply select the Organisation that you belong to and complete your username and password in the relevant field Once you are satisfied select the button You will then be redirected to th
7. cts which have the specific buyers assigned as delegates to them can be viewed by preference Upon selecting the Show Delegates option box the tenders contracts with the selected buyers assigned as delegates will also be displayed in the tenders or contracts list on the left hand side of the screen in the tree view Search for an item The search facility provides for searches according to the tender number or according to the tender reference e Select the manner in which you prefer to search according to the options displayed in the list box e Provide the tender number tender reference or contract number depending on what you ve selected to search according to in the text box e Select the search option Tender Number equal to Tender Number Tender Reference Contract Number Figure Search Show hide tree view legend Description of icons for tasks and notes and colours indicating the closing time range of a tender could be displayed under the tree structure with the show tree view legend facility Page 6 of 25 T INTENDA Navigator User Manual e Select the E Show hide tree view legend icon 2 41 Life Cycle View 235 E l Contract Tender 26 Standard Type 209 E Status Grouping ie ge Project View Templates Lite Cycle counters reflect loaded tenders only Their respective contracts andor amendments are omitted from the counters ltem has notes ltem
8. d an attachment Notes Tender 12197 RHOOOQ003 EA AH Template Parameter his berinlate is to be used for the for the creation of quotations Wt Compara Add Mote tel Group All relevant CCY formula s and A RH Template Edit Note la have already been set WP Administrator Delete Mote Activate note dd Attachment to note Add Attachment Open Attachment Delete Attachment Frink Selected Mote Print All Motes Figure Add an Attachment e Select Add Attachment on the pop up menu e Selecta file from the select an attachment dialogue box that opens e Select the Open option Navigator Tasks A task is a personal or work related errand you want to track through to completion The functionality includes a reminder via email Task reminder e Right click on the tender Quotations template etc e Select View Tasks Page 17 of 25 C INT k N D A Navigator User Manual H ES 1 Life Cycle Wiew E Status Grouping View 235 Ee Tenders 235 a 28 Created 12 o e 12197 RHO00003 12194 AH OO 12177 AFS It view Motes 12150 Nw P1 EEES 12146 NW P12146 12145 NW P12145 12136 NW P12136 12133 Nw P1 2133 12125 Proguote Template 12124 NWP121 24 12123 Quotations Template 2B Issued 11 Closed 3 H E Pending Recommendation 2 H Awarded 52 Cancelled 155 ct ie View Templates Figure View Tasks e Right click on the Task form Tasks Tender 12194 RH00000
9. e ISS dashboard Page 3 of 25 Navigator User Manual g intenda Solution Suite ISS INTENDA SOLUTION SUITE Username RHBuyerO Department ROYAL HOTEL GROUP Environment Royal Hotel Production 2 5 2009 11 05 56 AM Log Out Buyer Solutions Management Tools io RFx Tendering Contract Management ko Navigator RFX NAM l bo Purchase Management Navigator i Suotations Icon RFQ 4 Request For Sourcing RFS i Consolidation of Requests lt Add On s COR 4 Panel Scoring io Budgets PS BM bo Supplier Management SM 4 Suestionnaires QE Figure ISS Dashboard To access the Navigator Module simply select the Navigator icon on the dashboard Once you have accessed the RFS system the RFS main form will be displayed Icons on the navigator p ip Navigator Search for an item Open another Navigator window Create a view filter ERa Life Cycle View E Status Grouping View Show hide tree l g Project View view legend J Templates Figure Navigator Icons Page 4 of 25 Wie aie INT E N DA Navigator User Manual The following icons are displayed on the navigator bar Y Create a view filter 2 Search for an item Open another navigator window Show hide tree view legend Customize a view filter The filter facility can separate tenders according to selected tender types selected tender statuses and selected buyers The navigator filter can be c
10. endments can be viewed or selected from the following different views as set out in the introduction No amendments or changes can be made to any of the displayed information from this application The navigator is a management tool that enables the user to view and follow tenders without having to physically log into the RFx module to do so All tenders and contracts available within the RFx module are listed in the Navigator module in the following views Life Cycle View e All tenders are listed under their current status created issued closed pending awarded closed which in turn are listed under their corresponding transaction type Contract Tender Ad hoc Tender Redundant Stock Tender Pre Tender Enquiry e All contracts are listed one hierarchical level lower than the tenders amendments that they are linked to e All amendments are listed one hierarchical level lower than the contracts that they are linked to Status Grouping View e When loading a tender All tenders are listed under their current status created issued closed pending awarded and closed e When loading a contract All contracts are listed under their current status approved finalized terminated amended effective e When loading an amendment All amendments are listed under their current status created issued closed pending awarded and closed Projects View e All tenders are listed on one lower hierarchical level than the proje
11. eueueueuacauacecucutacucenensteneteuscecstacecacseacacanenenanananas 12 Pontung NOIES seic a a E i 13 PUB GENUS sarase a a a 16 Add attachment to a specific note cc ceeeecceccceeeseeeeeeeeeeeeeeecseeseeeeseaeeeeeeseaeseeeeeseaaeeeeeesaaeeeeeeesas 16 Ad A d E a R A E A 17 Navigator TASKS oec aa 17 Ea a E E A E A E EA E AA EE vious EEE 17 EEEE e TE E A E EEE E A EEE E E 19 RS NOV E e ie E E E P E E E tine E E EEA EE EE E tak 20 Activating and deactivating a taSk ccccccccccccccsssseceeecseseeeeeeeeeeeeeeeseeeeeeeeeseeeseeeeeseegeeeeeeseeseeeeeeeas 20 PGMS LSC e E E cred E E E E E E E E ET 22 RLE e e E E E E P E E EE E EE A A TEA A 22 Lookup functionalities on the task form ccccseeseeseeseseenseeenseeseeseeeeseeseaseeeensesoensesonseesenneesoas 23 The task lookup message ccccseececcseeeeecceeeeeeceeeeeecsaeeeseuseeeseaueeesseeeeeesaueeesseeeeeseeseeessaneeesaneees 24 The lookup OWNEL cccceccccceeseccccsececeeececuesececuueeecsaeeecsauscecseuseeessageeessauececseeeessuseesssageeessaeees 24 The notification selection a annannannannunnnnnnnnnnnnnnnnnnnnrnnnnnnnnnrnnrnrrnrrnrnnrnnrnnrnnrnnrnurnnrnorarranrnnrnnrnnrne 24 OS co ee new re ge nt ea se ee ese ee ee eee meee 25 Page 1 of 25 ji INTEN D A Navigator User Manual Introduction The navigator is an add on application for RFx to enable the user to view and follow tenders as they are processed in the system Tenders contracts and am
12. g gov zal Select Cancel Figure Notification Selection Page 24 of 25 RK INTEN D A Navigator User Manual e he names and email addresses of the buyers should be listed on the left hand side Select a buyer listed on the left hand side and then select the arrow in the middle of the page to move the buyer to the notification list on the right hand side of the form e Click the Select option to add the selected buyer s to the notification list Projects To view the projects setup select the Project View in the tree as displayed below i Lite Cycle View i Stat i Ff Templates Figure Projects One can select the main item and the linked attributes are displayed on the panel on the right as displayed below Project Code A H0107 ae Royal Hotel Recreational Upgrade Description j oe Cross Reference Date Started V Date Ended v Estimated Project Value 200000000 Est Sub Project s Value 100000 00 Estimated Tender Value 24 012 00 Actual Contract Value 1 47750 Figure Projects Project items lower down in the hierarchy can be accessed in the same manner The attributes linked to it are also displayed on the panel on the right To view and add tasks please refer to the section discussing it in this module Page 25 of 25
13. has task s Tender closing within 3 weeks Tender closing within 2 weeks Tender closing within days Figure Life Cycle View e Asection describing the manner in which the icons and colours are used is displayed Open another navigator window e To open another RFx navigator window select the Open another Navigator window icon To view a tender in the tender life cycle A tender s life cycle could be followed via the navigator according to its status from issue to award it Life Cycle Wiew 235 Contract Tender 26 Standard Type 209 E Status Grouping Wew H Project View Templates Figure Life Cycle View Page 7 of 25 gt i INTEN D A Navigator User Manual e Select the status of the tender you wish to view i1 Lite Cycle Wiew 235 Contract Tender 26 z Created 1 E Issued 10 Closed 2 Ee Pending Recommendation 2 Standard Type 209 E Status Grouping Wier H Project View Templates Figure Life Cycle View e Select the tender as listed in the tree e The details appear on the form next to the tree list Reference RHUUDO02 Buyer Demo Demo Description lak Services and Equipment Duration h2 months Number of Line Items 4 Creation Date 2007 07 23 0115 Closing Date amp Time 2008 08 25 11 00 Estimate Tender Value YL j Tender Level Questionnaires y item Level Questionnaires Tender Level Evaluation Criteria item Le
14. k Frink Selected Task Frink All Tasks Refresh Figure Deleting a Task e Select Delete Task e Select the Yes option when asked whether you wish to remove the task Activating and deactivating a task The administrator can activate or deactivate a task Users won t be able to view those tasks as it would seem to have been removed from the task list When a task is deactivated the reminder functionality would also be disabled until the task has been activated e Right click on the listed task you wish to deactivate activate Page 20 of 25 PS INTENDA Navigator User Manual Add Task Edit Task Delete Task Prink Selected Task Print All Tasks Refresh Figure Deactivating a Task e Select Deactivate Task on the pop up menu e The deactivated task s icon should change to Ley Inactive indicating the status as deactivated e Right click on the deactivated task Add Task Edit Task Delete Task Activate Task Print Selected Task Print All Tasks Refresh Figure Activate a Task e Select Activate Task on the pop up menu e The status icon changes back to Active Page 21 of 25 RY A HiS INTENDA Navigator User Manual Printing Tasks Print selected task This functionality provides a hard copy of the selected task content e Right click on the task you wish to print e Select Print Selected Note from the pop up menu Tasks Tender 12194 RHO00002 Add Task Edi
15. t Task Delete Task Deactivate Task Print Selected Task Print All Tasks Refresh Figure Print Selected Task e Select OK on the print dialogue box to start printing Print all tasks This option provides a functionality to print all the tasks linked to a specified item e Right click on the form e Select Print All Tasks from the pop up menu Page 22 of 25 AY He NT F N DA Navigator User Manual JAY A od Add Task Edit Task Delete Task Deactivate Task Print Selected Task Frink All Tasks Refresh Figure Print all Tasks Lookup functionalities on the task form The lookup functionality consists out of 3 sections e The lookup message e The lookup owner e The notification selection Lookup message Subject n a Owner Demo M Stat Date 2007 08 10 Due Datel 2007 09 10 Status Mot Started M Reminder 2007 0911 1341 E Lookup owner ii Ta christnamt intenda co z4 HM otification Update Cancel Figure Tasks Page 23 of 25 It INT N D A Navigator User Manual The task lookup message This lookup facility enables the user to look for a specific task according to the description or subject displayed in a grid which could be selected Select the Lookup message ellipse button as displayed above Select the item you wish to be displayed and edited To proceed click the Select option The selected task is displayed in the tasks form The look
16. ula s and Edit Moke e already been set Delete Note Deactivate note Add ttachment to note Add ttachmenk Open Attachment Delete Attachment Prink Selected Mote Frink All Motes Figure Deactivating Notes e Select Deactivate Note The status icon is changed to ce Inactive e Right click the deactivated note Select Activate Note e The status icon changes back to Active Page 15 of 25 oie INTENDA Navigator User Manual Attachments Adding attachments to a note is a facility whereby a file on the user s file system can be selected and saved on the database An attachment could be added to the note form or to a specific note Add attachment to a specific note e Right click on the note you wish to add an attachment e Select Add Attachment to note on the pop up menu Notes Tender 12197 RH000003 Ee 8H Template Parra lM Comparative Fo eee RH Template Expiry Wh Administrators doc id sed for the for the creation of quotations Add Mote Up All relevant CEW formula s and Edit Mote 2 already been set Delete Note Activate note Add Attachment to note dd Attachment Open Attachment Delete Attachment Print Selected Mote Pring All Motes Figure Add Attachment to Note e Selecta file from the select an attachment dialogue box that opens e Select the Open option Page 16 of 25 Sie INTENDA Navigator User Manual Add an attachment e Right click on the note you wish to ad
17. up owner The owner lookup lists the name and surname of all the buyers in the database Select the Lookup owner ellipse button as displayed above Select the owner you wish to be displayed and edited To proceed click the Select option The selected task is displayed in the tasks form The notification selection This section displays all the email addresses of buyers listed in the database You can search for and add them to the notification list e Select the Notification selection ellipse button as displayed above e The notification selection form displays as in figure 1 Notification Selection Manne eh ail A christinamaintenda co za Buper AFS carcinebitintenda co 2a Caroline Barmes carcinebiintenda co za Catherine Hlapi Finance chlaptniwpg gov za Catherine Nkoliswa Education cnkoliswa nvwog gov za Charles Maraba Transport cmarabatnwpg gov za Christina Meyer christnamtintenda co 24 Cirpllene Foster Intenda Consulting theoyvnt intenda co Conny Molethe Premier emolethetnwpg gov zal constance cnolatnwog gov za D Dan Moloto Education nsegwabanvanelnwpg go za Daniel Digoamaye Transport digoamajed inwpg gov za Demo christinantintenda co zal demol supporkiaintenda co za Dineo Phetlhu Finance D Phethutinwpg gov zal Elliot Skhosana Education mekhosana niwpg gov za Elliot Skosana Education mtkosanatnwpg gov za Elmarie De Kock Social EdeRocktnwo
18. ustomized by the user to suit personal requirements and flavour The settings changed are saved to the system database and applied again when logging into the system with the same login details on any other PC The settings are therefore not limited per PC a a PLEASE NOTE The header description doesn t form part of the customized on filter even when provided and saved CTT Comtract PTE Pre Tender Enquey AST Redundant Stock AHT 40 Hoc Tendai Created Issued Llosec Pending Recommendation Awarded Tebo Buy 24 test test T hasina MENET f E a evith Containing Egual ta Save Fike Settings Apply Filta Sethnas Show Delegates Page 5 of 25 T INTENDA Navigator User Manual Method Set filter up and apply it e Select the tender type s the tender status es and the buyer s by clicking on the relevant option boxes e The filter is done according to the header description and a dropdown box lists the manner in which the header descriptions are filtered Select one of the 3 options as displayed in the image above e Select the SAVE FILTER SETTINGS button and then to apply the filter settings select the APPLY FILTER SETTINGS e The tree built on the left side should only display the filtered tenders according to your set up show Delegates The tenders contracts that selected buyers created as well as all the tenders contra
19. vel Evaluation Criteria Consumers Commodities Potential Suppliers Mame RH Midrand Figure Tender details e Toview the consumers select the consumers tab Consumers Commodities Fotential Suppliers Mame RAH Midrand Figure Consumers tab e The consumers are listed e To view the specific tender s commodities select the commodities tab Page 8 of 25 T INTENDA Navigator User Manual Consumers Commodities Potential Suppliers Commodity Description FL131700 BATHROOM AND RESTROOM SUPPLIES AND ACCES Figure Commodities Tab e The commodities with their descriptions are listed e Select the potential suppliers tab to view them Consumers Commodities Potential suppliers Name Town ABC Cleaning Rustenburg AGG AND ROSE CLEANING SERVICES Taung AGISANANG PROJECTS AND ESTATE A Lichtenburg AKANYANG CONSTRUCTION AND PROJ Mafiken Figure Potential Suppliers Tab Navigator Notes The user can add any notes relating to a specific tender in the tender lifecycle the status group view project view and templates for Quotations To add a note follow the steps below Right click on the tender project or Quotations template e Select view notes e A form called Notes is displayed Right click on the form and select Add Note on the pop up menu Page 9 of 25 AA INIT Zis INTENDA Navigator User Manual Notes Tender 2060 CI T2060 Odd Mote Edit Mote Delete Mote

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