Negotiation Header

1-Title: The name by which this RFI, RFQ, or auction will be known. You must specify a title for

your negotiation and once the negotiation is published, the title cannot be changed.

2-Negotiation Styles: Oracle Sourcing provides powerful functionality to the users.

Not all of these features are needed for many negotiations, however. Sourcing

Administrators can control which features are available by defining negotiation styles.

Through reusable negotiation styles, buying organizations can expose or hide unneeded Oracle

Sourcing features, thereby simplifying the user interface.

When a sourcing document is created using a style, disabled features are hidden from users.

Negotiation styles can streamline and standardize the creation of negotiation documents.

Examples:

1. May be your Company’s policy is to send RFI without Lines.

2. Negotiation without requirements

3-Quote Style :The style determines who will be able to see the quotes/bids and when.

Open(RFIs and auctions only): All suppliers can see the quotes/bids, though the responding

supplier's identity is concealed. Online Competition motivates suppliers to give the best price

Blind: Only the buyer can see the quotes/bids. But you can make the supplier able to see the best

price or his rank (Sourcing(R)->Administration->Negotiation Configuration->Supplier Visibility in

blind auctions

Sealed: The buyer can see the responses when the negotiation is unlocked. Both the buyer and

suppliers can see the responses when they are unsealed.

4-Event: is a group of related negotiations. You may want to create a sourcing event if you need to

monitor several related negotiations as a group rather than individually. To use events, you first

create an event. Once the event is created, you can associate negotiations with the event

Example: you want to monitor negotiations which are related to each department so you create

event for each department.

Example: You have a big project which requires multiple negotiations so you want to collect all the

negotiations under one event.

5-Security Level: Who can Access this negotiation?

1. Public: The document can be viewed by any other buyers in the buying Organization.

2. Private: The document can be viewed only by the creator, the creator's manager, and

members of the document collaboration team.(Manager which is assigned to the employee

in the Supervisor Assignment)

3. Hierarchy The document can be viewed only by the creator, the creator's manager,

members of the document collaboration team (if any), and any members higher than the

negotiation owner who are listed in the Security Hierarchy defined in Oracle Purchasing for

that document type.

6-Outcome (auction, RFQ only): Designate your RFQ or auction outcome as either a standard

purchase order or a blanket or contract purchase agreement.

This cannot be changed once you proceed to the next step.

7- Collaboration teams: You can identify a group of users from within your company who will

collaborate on this negotiation:

1. Make the member an approver of the sourcing document.Parallel approval is used

2. Give the member the ability to score supplier responses to negotiation Requirements (if

scoring is allowed by the negotiation style)and he can be approver also.(Scoring Teams)

3. Give the member view-only access to the document. View-only members can

View the document but cannot update any information. Can be approver Also.

Note: You can define a particular task for that member to perform, and a target date by which the

task should be completed. You can assign task before submitting the negotiation for approval.

The team member marks the task as complete once it is finished

What is Two –Stage RFQ ?

Government organizations and departments as well as other public sector enterprises such as banks

often follow a two-stage RFQ process. This process involves the submission of quotes in two

separate sealed envelopes. One contains what is termed the technical quote, and the other contains

what is called the commercial quote

The technical quote includes all responses to questions and parameters pertaining to the technical

aspects that are used by the sourcing organization to evaluate the technical feasibility of the quotes

and the capacity of the suppliers. The commercial quote addresses the issues of price and other

factors associated with the execution of the sourced items.

The buying organization initially assesses the suppliers to be technically qualified before their price

quotes are unsealed and evaluated. This is done to ensure no bias in awarding the contract.

The Two-Stage RFQ process involves the submission by the suppliers of a technical quote and a

commercial quote. The technical quotes are opened and evaluated first to determine a list of

qualified suppliers, and only then are the commercial quotes of the qualified suppliers opened and

evaluated.

8- Requirements:

What is Requirementand How to use them?

Requirements are High-level information often solicits details about the supplier company itself.

Note: Requirements should be included in sections

Example: Technical Section, Commercial Section

Requirements are used for supplier's assessment.

Requirements can be:

1. External: responses are provided by the supplier.

Examples of external requirement: information might be a supplier's years in business, or

personnel qualification.

1. Required: Supplier Must Respond to this Requirement.

2. Optional: Supplier Have the option to respond or not.

3. Internal: response is provided by some kind of internal evaluator (Collaboration

Team).Supplier cannot see the Internal Requirements.

Example of internal requirement: Evaluate Vendor Financial Strength

Note: Both External and Internal Requirements Can be Evaluated

4. Display Only: No response is required. Cannot be evaluated.

Example: Please Attach Your Company CV.

When defining a requirement you can enter:

1. Value Type:

1. Number

2. Date

3. Text(A List Of Values will appear to the supplier If Automatic

Scoring)

4. URL

2. Target: Enter a target value for the Requirement

(for example: 30 or more years in business) .

3. Display to Supplier: Indicate whether you want suppliers to see your Target value

4. Maximum Score (Manual scoring method only): You can set a maximum score allowable

for this Requirement. The Sourcing Administrator may have set a default value for this

property, but you can override it if necessary.

5. Knockout ScoreYou can specify a threshold value that applies to supplier responses. If the

score for a supplier's response does not meet this threshold, that response will be removed from

the shortlist once the buyer applies the knockoutresult.

6. Weight (Automatic and Manual scoring methods only) :If you choose to use weighting,

enter the weight of this Requirement. Thevalue you assign should reflect the importance of

this Requirement relativeto all other Requirements for this negotiation. The higher the

value, the more important the requirement.The total of all Requirement weights must

Be 100.

Note:You can define which response values (or range of values) are acceptable for this

Requirement. If you define acceptable response values for text type Requirements, Those

values are displayed to the responder, who must select a value from the Predefined list of

values.

note hese fields do not appear. Also , tManual scoring methodNote that if you chose the

that if you chose the Automatic scoring method, you must define both theacceptable

values and their scores. To define acceptable values:

9-Scoring methods:

1. None:responses cannot be scored.

2. Manual: evaluators will enter scores for a particular response manuallywhen scoring a

participant's response.

3. Automatic:The system will assign a score based on scoring Information you define.

If you choose Automatic, you must define theallowable values (value ranges) and

the score for each.

Note:scoring method chosen applies only to a particular Requirement.

You can have a combination of both automatically and manually scoredrequirements within the

same negotiation.

10- Select Scoring Settings:

1. Enable Weights: You have the option to make all requirements equal in the importance. Or

to make weight for each other if you have requirement is more important than others.

If weights are enable so you will be allowed to assign weight for each Requirement

Example Number of years in business Weight=60

IsoCertified? Weight=40

2. Display Scoring Criteria to Supplier: If checked, suppliers can see the scoring values you

set.

Supplier views the Scoring Criteria if he entered the View RFQ page ->Requirements

(View).

3. Default maximum score – the default maximum value that buyers can define for a score.

Buyer can override when defining arequirement.

Maximum Score only Used with Manual Scoring.

4. Managing Scoring Teams:

1. Create team(Example: Technical Team)

2. Assign Team Members(Must Exists in

Collaboration team)

3. Assign team To section of requirements

4. Specify The Price visibility According to your

Business need

Example(The Technical team shouldn't See the prices)

5. Additional Actions on Requirements:

1. Use Pre-defined requirement list(Administration->Re-Usable Attribute list)

2. Import by Spread Sheets (you can Upload Requirements using Spread Sheets

But, you can OnlyUpload Requirements Which are Manual Scored.

Negotiation Lines

1. Display Rank As:There are three methods you can use when displaying Response ranking:

1. You can use a numeric ranking – 1,2,3 …

2. You can use a text ranking Win, Lose..

3. You can choose to not show a rank

What are Cost Factors?

1. Used to identify additional costs associated with a negotiation line. These includesuch costs

as import duty, shipping or storage.

2. Using price factors allows buyers to identify andtake into account these additional costs

when negotiating with suppliers.

Cost factors Types:

3. Supplier cost factors: identify additional costs associated with purchasing a particular negotiation line.

4. Buyer cost factors: identify additional costs associated in dealing with a particular supplier.

In the same line you can define both buyer and supplier cost factors

But you have to choose Buyer and supplier cost factor from the menu.

Cost Factors Can Be Calculated AS:

5. Fixed Amount For The line

Line price = Actual Price + (Cost Factor/Quantity)

6. Per-Unit:

Line price=Actual Price +Cost Factor

7. Percentage:

Line price=Actual Price+(Actual Price*Percentage)

Note:A single line can have one or more cost factors (of any type) defined for it. All cost

factors are added to the line price (the price being offered by the supplier per unit) to obtain

the bid/quote price.

The bid/quote price is the actual price per unit when all applicable cost factors are applied.

Bid/quote price is calculated as follows:

Line price + ((line price * percentage of line cost factor) + per-unit cost factor + (fixed

amount cost factor / response quantity))

Example:The following example shows how a supplier's response is adjusted to take into account all the

cost factors defined by the buyer. The numbers represent the values entered by the supplier for the line price

and all the cost factors.

1. Line price = 30

2. Percentage of line cost factor = 35

3. Per-unit cost factor = 5

4. Fixed amount cost factor = 15

5. Response quantity = 100

Calculation: 30 + ((30 * 0.35) + 5 + (15/100)) = $45.65 (bid price)

Note: Buyer enters the Cost Factor for Each Supplier in the supplier's tab

Visibility of Transformed Responses:

6. When defining the negotiation, the buyer has the option of exposing the transformed

bid/quote prices to the suppliers.

7. If a buyer chooses this option, then when a supplier enters a response in the Create

Bid/Quote page, the transformed value of the response is shown on Review Bid/Quote

page.

8. The buyer always sees both the original response and the transformed response, and the

ranking is calculated based on the buyer's view of the transformed response.

Note:If the buyer chooses not to expose the transformed bid prices to the suppliers, a

supplier sees no adjustment to the bid price, but the ranks that the supplier sees (assuming

that ranks are displayed to the supplier) are still based on the buyer's view (the transformed

view) of the Total Bid/Quote Price.

Note2:if this is an open negotiation (not blind or sealed), then a transformed view of the

bid/quote price is displayed between suppliers such that factors assigned to one supplier are

reflected in the bids/quotes/ of the other supplier and are NOT reflected in the viewing

supplier's own bid/quote.

Ranking Methods

There are two methods you can use when ranking supplier responses:

• Price only ranking displays the responses ranked solely according to price.

• Multi-attribute scoring (MAS) includes values entered for negotiation attributes along with price when ranking responses.

Note:you can define additional attributes for your negotiation items and solicit information

on those attributes from your suppliers. You can then consider suppliers’ responses to these

attributes when evaluating responses. you can also choose certain item attributes, and have

the system consider them when ranking competing responses. These attributes can include

base item attributes such as price, but they can also include item attributes the buyer

defines. Negotiations in which attributes are defined and scored for negotiation lines are

called Multi-Attribute Scoring (MAS) negotiations.

Integration with iProcurement: You can use the descriptors in iProcurement as attributes

for the items in sourcing if you set this profile option

PON: Automatically Default Catalog Attributes then choose (All,Base,category,or none)

Multi-Attribute Scoring Negotiations (MAS):

9. In Multi-Attribute Scoring negotiations, you identify attributes you wish the system to

includewhen calculating the rank of competing responses from multiple suppliers. These

attributes areused in combination with item price to determine which the best response is.

What are other attributes can be scored?

11. because you want evaluate Standard Purchase OrderQuantity(If the negotiation outcome is

if the supplier will be able to supply the full quantity or not, Supplier may respond with

Quantity less than the required quantity)

or Not from the response rules.respond with full quantityan restrict Supplier to cYou

11. )Standard Purchase OrderIf the negotiation outcome is(By To)-Need( -(Need By From)

12. Custom attributes: Used By Buyers to get specific information about the item or service.

beside the And used also to evaluate the supplier based on his response to this attributes

Price

Important note: In Multi Attribute Scoring Negotiations Buyers select other

attributes to be included in the calculations but:

1. Price Is Always Included

2. You define the importance of each attribute (relative to the other attributes you’ve selected)

by assigning a weight for the attribute.

3. Note that you can choose which attributes you wish to include in the ranking calculation.

Not all attributes for the item have to be included.

4. You cannot use manual scoring with item attributes only automatic scoring.

How the System Calculates the Price to Score Ratio?

5. Determines the score for the response value.

6. Multiplies the score by the weight for that attribute. The result is divided by 100. This is

theweighted score for that attribute.

7. Adds the weighted scores for all attributes for that line.

8. Divides the price by the weighted score total.

9. The response with the lowest price to score ratio is the best response.

Example:

Assume a buyer has defined a negotiation and selected the following attributes to be

weighted:

Attribute Weight

Quantity 50

Need-by Date 30

Color (user defined attribute) 20

For each of these attributes, the buyer has also defined and scored all acceptable values:

Attribute Acceptable Values Score

Quantity <1000 60

Quantity > 1001 100

Color Red 100

Color Blue 75

Given these definitions, the price to total score ratios for the following two possible

responses are calculated as shown, and Response 2 would be designated as the best

response even though the bid price for Response 2 is higher.

Response 1:

Attribute Response Value

Quantity 980

Color Blue

Price $250

Total Score: (60 * 50) + (75 * 20) / 100 = 45

Price to Total Score Ratio: 250 / 45=5.56

Response 2:

Attribute Response Value

Quantity 1200

Color Red

Price $300

Total Score: (100 * 50) + (100 * 20)/100 = 70

Price to Total Score Ratio = 300 / 70 =4.29

Additional features for Attributes:

1-You can inherit attributes from iProcurmenet as we discussed

2-You can upload attributes using spreadsheets.

3-Using Predefined Attribute list.(Administration->Reusable attribute list)

Which line types can be used when creating a negotiation?

1. Lines – individual negotiation lines that are bid on and awarded independently of anyother

lines.

2. Lots - Buyers can define lots that contain a collection of lines, giving a hierarchical

Structure to the sourcing document. A lot may be an assembled product or lines

may be organized into lots to obtain the most competitive bid. Suppliers are

required to evaluate the entire lot and place a bid at the lot level for speed and

convenience. Suppliers may optionally provide line-level bids as well.

Buyers analyze the bids and make award decisions at the lot level. When the buyer

Creates a purchasing document from the award, awarded lots are transferred to

purchasing document lines. 3. Groups - negotiation lines can also be organized into groups for ease of analysis andaward.

Groups are collections of related lines that allow buyers to model market baskets. Suppliers

bid on individual lines within the group; they cannot respond at the group level. The pricing

information is automatically rolled up to the group level for enhanced analysis. Buyers can

analyze and make award decisions for the entire group, or they can choose to select the best

supplier bids for individual lines within the group. Awarded lines are transferred to the

purchasing document, if the buyer creates one from the award.

Price Tiers:allow you to negotiate line prices with your supplier based on characteristics of

your order. For example, you may expect to receive a discount from your supplier if you

buy a large quantity of units, and you may specify several quantity levels and the prices you

are willing to pay at each. Or you may be willing to pay more per unit if your supplier can

ship the order to a special location, or by a certain deadline.

There are two types of price tiers, based on the negotiation outcome:

1. Quantity-based price tiers: apply only to the quantity of units for your negotiation line.

You can add quantity-based price tiers in negotiations with outcomes of standard

purchase orders, blanket, or contract purchase agreements. However, you can only use

quantity-based price tiers if the negotiation style you are using, as defined by the Sourcing

Administrator, allows them.

2. Price breaks can apply to the ship-to location, the quantity and/or the effective dates for

your negotiation line. Price breaks can only be used with blanket and contract purchase

agreements. They cannot be used with standard purchase orders.

Example: Assume you are purchasing PC keyboards. You specify $20 as your start or base price.

You then set up two price breaks. The first offers a price of $19 per unit if buying more than 100.

The second offers a price of $18 a unit if purchasing over 500. For these price breaks, you receive

the responses shown in the table below.

Your price break

level

Your price

offered

Supplier 1's

Response

Supplier 2's

response

1 $20 $19 $19

100 $19 $18 $17

500 $18 $15 $16

Once you have entered your price break values and your suppliers have responded to them,

you can enter assumptions into the system and it will calculate which response is the best.

For example, given the price break structure defined in the table above,if you buy 120 PC

keyboards, the system will identify Supplier 2 as the best response. However, if you buy

550 PC keyboards, Supplier 1 is the best response.

Entering Assumptions:

Search Your Negotiations->Award by line->Analyze Price Breaks and enter your assumption

Important Note: Enter the maximum Quantity in the price tiers Equals to the required quantity at

the line level, Because Supplier will not be able to respond with less quantitythan the maximum

quantity in the price tiers.

1. You must first specify how the supplier should interact with the price

break and how the price break is tracked and calculated.

Price Tiers Response:

2. None - no price breaks for this line.

1. Optional - suppliers must respond to your price breaks, but they can modify them and/or

add their own.

2. Required - suppliers must respond to your price breaks and cannot modify them or add

new breaks.

Agreement Release Quantity:

1. Non-cumulative - only the release quantity for that particular response qualifies for that

break discount.

2. Cumulative - the released quantity for the agreements increases with each new release, so

that the release amount for this response is added to the previous cumulative amount and

the new cumulative amount is applied against the price break.

Note that if cumulative price breaks are defined for a line, no Effective date fields can be

used.

Line Pricing Information:

1-Start Price:the price at which responding for one unit of an item must begin. A start

price is not required, but if the buyer specifies one, all responses must be equal to or below

the Start Price. If the negotiation was created from backing requisitions, the start price

defaults to the lowest requisition price of all requisitions for that item. However, if the line

type is amount-based, the start price defaults to the requisition quantity.

2-Target price: the price the buyer hopes to pay for one unit of your item.

3-Current price: the price the buyer is currently paying for the item. If the buyer

Enters a value in this field, the system can calculate the savings available with

Difference responses. Current price is not displayed to suppliers.

Supplier's Savings=Current Price – Response Price

Used by award optimization to get better decisions.

Note: If the negotiation outcome is a blanket purchase agreement or contract purchase

Agreement, you can specify a minimum release amount.

4-Need-by Date: if there is a time requirement for the item, you can specify a date or

Date range by which the item must be delivered.

Additional Actions on lines:

1-Notes and attachments at the line level

2-Upload lines Using Spread Sheets

3-Upload Attribute list

Negotiation Controls:

3. Negotiation Dates Control:

1. The preview date: specifies when the negotiation will be available for viewing.

NoResponses will be accepted. Suppliers can view the negotiation and begin preparing

draftResponses during this time.

2. The open date/time specifies when the negotiation will start accepting responses. You

canchoose to open the negotiation immediately, or allow the system to open it.

3. The close date is the date when you plan to close the negotiation to responding. You

mustenter a close date when you define the negotiation; there is no default for this date.

Note: Optionally, you can choose to have the closing of each negotiation line

ONLY.Auctions (Staggered Closing)staggered

4. Award date is the date by which you intend to publish your award decisions. Award dateis

optional.

Staggered Line Closing: You can optionally choose to have the system stagger the closing

of negotiations instead ofclosing all lines at once.

You specify the close date/time for the first negotiation line and a time interval (in minutes)

That must elapse before the next negotiation line is closed.When using the staggered line

closing feature, the order in which you define your negotiationlines is important and should

be planned.

If any line is Auto Extended, the closing date/time of subsequent lines is adjusted

accordingly.

Note:Staggered line closing can be used only with Auctions.

Invitation Control:

Restrict to invited suppliers: You can specify that participation is by invitation only.Or

you can allow any supplier registered with the system to respond to the negotiation.

Note:If you specify that participation is by invitation only, you must invite at least one

supplier to participate.

Visibility Control:

Allow supplier to see other suppliers' contract terms, notes and attachments: You can

specify that suppliers in the negotiation will be allowed to see any notes and attachments

included with other suppliers' quotes or bids, or you can restrict suppliers from seeing other

suppliers' notes and attachments.

Response Controls: what types of responses are acceptable?

Allow supplier to select lines on which to respondYou can allow participants to respond to

individual lines(s) in the negotiation, or specify that they must respond to all lines in the

negotiation.

Require full quantity: You can specify that participants must submit responses for the full

quantity specified in the line. Alternatively, participants can submit responses for partial

quantities. If you have weighted and scoredthe quantity attribute, you must set this to No.

Allow multiple responses: You can specify that respondents must submit a single, best response

in the negotiation, or may submit multiple responses during the negotiation open period.

5. Display best price to suppliers : Normally, in sealed negotiations, suppliers cannot see other

suppliers’ responseinformation. You can choose, however, to display the best response value to

suppliers, sothey will know the value they need to beat if they submit another response.

6. Enforce supplier's previous round price as start price for this round:You can specify that

suppliers cannot bid any higher than their bid/quote in the previous round.

Note that this bid control is ONLY available for second or subsequent rounds in a multiple

round negotiation.

7. Allow multiple rounds of negotiation:You can specify that the negotiation can continue

into additional rounds after the close date, or you can specify that the negotiation will not be

allowed to continue into additional rounds past the close date.(Auctions Only)

8. Suppliers are required to lower the line price when submitting a revised response: If you have

allowed suppliers to submit multiple bids, you can specify that they must submit rebids that are

reduced by a specific minimum amount or minimum percentage. That is, rebids must decrease

by this minimum amount. You can enter either a straight amount or a percentage by which bids

must improve. Use numbers, for example, "10." You can choose to have the new minimum

response amount be calculated based on the current best response, or the supplier's previous

response (if the previous response is also the current best response).(Auctions Only)

Note: A bid decrement amount will always be applied to a supplier's current bid price. If you

specify your bid decrement amount as a percentage, the decrement percentage will be calculated

based on a supplier's original bid price, but will be applied to the supplier's current bid price.

For example:

Auction #1234; bid decrement = $100

1. Bidder A's original bid = $1000

2. Bidder B's original bid = $950 (becomes current best bid)

3. Bidder A' rebid = $850 ( $950 - $100)

Auction #2234; bid decrement = 20%

1. Bidder A's original bid = $1000

2. Bidder B's original bid = $950 (becomes best bid)

3. Bidder A's rebid = $750 ( $950 - ($1000 * .20))

1. Require award approval: You can choose to require the award decision to be approved

before a purchase order can be generated. The approval chain can use both the

Employee/ Supervisor or the Position Hierarchy structure defined in Oracle Approvals

Management.

Negotiation Length Controls:

Allow manual close before the Close Date You can choose to allow the negotiation to be

closed before the close date. Otherwise, the negotiation cannot be closed until the close

date and time specified above.

Allow manual extend when the negotiation is open: You can choose to allow a

negotiation to be extended. When a negotiation is extended, you enter a new close date and

time.

Using Auto Extend:

2. The Auto Extend feature is only available to auctions.

3. It allows the system to automatically extend an auction if a new bid is received within a

certain time period immediately before the close date/time.

4. These extensions can be repeated if necessary.

5. You define the length of the extension in minutes. The system starts tracking response that

length of time before the close date/time. For example, assuming an extension value of

twenty minutes, if the system receives a bid within twenty minutes of the time

theNegotiation is to close, it will extend the negotiation for another twenty minutes past

theSpecified close date/time. Notifications are sent to participants notifying them the

auctionhas been extended.

6. Extensions are typically triggered by responses to the top bid; however, you can choose to

have extensions triggered whenever a bid is received for any of the top responses.

7. ForExample, you can have Auto Extend triggered if you receive a competing bid for any of

the top three bids.You can specify a certain number of extensions that will be granted.You

can choose to extend bidding on all the negotiation lines or only the line which received the

triggering bid.

Allow AutoExtend You can have your auction automatically extended if a new winning

bid is received during the final minutes of your auction.

For example, if you enable an AutoExtend of 30 minutes, with AutoExtend set to start at

the current scheduled auction close time, and a new winning bid is received in the final 30

minutes of the auction (the AutoExtend period), your auction will be automatically

extended for 30 minutes past the currently scheduled close time.

Note: If you selected the option "Allow manual extend when the negotiation is open," you can revise your AutoExtend settings while the auction is in progress..

Lowest Triggering Response Rank: You can choose to have AutoExtend triggered for

any number of the top ranked bids. For example, you could choose to have AutoExtend

triggered whenever you receive a better bid for not only the current winning bid, but also

for the current second or third best bids as well. If you know you will award this line to

multiple suppliers, the feature allows you to encourage competition on not just the top bid,

but competing bids as well. Enable this feature by specifying the lowest ranking bid for

which the receipt of a bid can trigger AutoExtend. If this field is left blank, any bid will

trigger Auto Extend.

Lines to AutoExtend: You can extend bidding for all auction lines, or only for those lines that

receive winning bids during the AutoExtend window. The AutoExtend period is determined by the

length of each AutoExtension.

Start Time of Extensions:You can start AutoExtensions at the scheduled close time of the

auction or at the time that a triggering bid is received during the AutoExtend period prior to the

close time.

For example, if you enable an AutoExtend of 30 minutes and a triggering bid is received in the final

30 minutes of the auction, your auction will automatically extend for 30 minutes past the scheduled

close time of the auction if you select "Close Date." However, if you select "Receipt time of the

triggering response," your extension will begin as soon as a triggering bid is received within the

AutoExtend period.

Auto Extend Period (minutes): You must specify the duration (in minutes) of each Auto Extend

period. This setting also determines the end-of-auction period during which the receipt of a

triggering bid triggers an AutoExtension.

For example, if you specify that each Auto Extension is 20 minutes:

1. Each AutoExtension will last for 20 minutes after the start time you specify, and

2. The period from 20 minutes prior to the scheduled close of the auction to the scheduled

close of the auction is the AutoExtend period during which the receipt of a competing bid

will trigger AutoExtend.

Number of Extensions Enter the maximum number of extensions allowed before a line is finally closed

for bidding. If this field is left blank, there is no limit to the number ofextensions.

The slide shows how the auto extension value is used:

• The Close time is 5:00.

• The extension period is 20 minutes.

• If a new winning bid is received between 4:40 and 5:00 (in this case, at 4:50, which is

within the last twenty minutes of the auction), an extension is triggered.

• If the extension starts from the receipt time of the bid, the auction is extended until 5:10.

If the extension starts from the close time, the auction is extended until 5:20.

Inviting Suppliers:

1. You can specify which suppliers you wish to be able to respond to your negotiation.

2. You canopen the negotiation up to all suppliers registered with the system or limit

participation to onlythose suppliers you specify (RFQs are open only to invited suppliers by

default).

3. If you chooseto limit the group of suppliers, you must identify which supplier users are

invited. Supplierusers are associated with a particular supplier site.

4. In multi-currency negotiations, you can restrict a supplier user to a certain currency.

Suppliers you invite are sent invitation notification. For each supplier, you identify

the main supplier contact to receive the invitation. You can send a notification to an

additional contact if you know the email address.

5. Even if you open a negotiation to all registered suppliers, you can create an invitee list

andsend those suppliers listed an invitation prompting them to participate.

6. You can restrict a particular supplier user’s access at the line level by preventing them from

seeing other negotiation lines.

You can register new supplier while adding suppliers:

Register New Supplier:

Submit For Approval:

Publish After Approval

Additional Actions on Negotiations:

1. Applying template:You can use a document template of a specific type (RFI, RFQ, or

auction) to create a new document of the same type.

How do buyers, collaboration team members, and suppliers communicate

while a negotiation is in process? (Online Discussions)

There may be times when buyers, collaboration team members, and/or suppliers need to

contact each other for additional information or clarification on a negotiation.

While a negotiation is in draft status, collaboration members can communicate with each

other by means of internal messages.

Once a negotiation has been published, collaboration team members and suppliers can

communicate with each other by entering into an ongoing conversation called an online

discussion.

The negotiation creator and any members of the collaboration team who have full access

can create and respond to messages from each other as well as from the supplier.

Collaboration Team members with view-only or scoring-only access can create and reply

only to messages from other Collaboration Team members.

Creating message while negotiation is draft ONLY internal is available

Online Discussion Participants Messaging Capabilities: The table below details the rules

governing the messaging capabilities of the negotiation creator, Collaboration Team

members, and suppliers. Note that the rules vary depending on the style of negotiation and

the access level of the Collaboration Team members.

Negotiation

Style

Negotiation

Creator/Collaboration

Team Member (Full

Access) Can:

Collaboration Team

Members (View-Only or

Score Access) Can:

Negotiation

Respondents Can

Open/Blind

Negotiation

1. Create/Respond to

one or more

suppliers.

2. Create/Respond to

one or more

collaboration team

members/scoring

teams.

1. Create/Respond to

one or more

collaboration team

members/scoring

teams.

1. Create/Respond

to buying

organization.

Sealed

Negotiation

1. Create/Respond to

all suppliers.

2. Create/Respond to

one or more

collaboration team

members/scoring

teams.

1. Create/Respond to

one or more

collaboration team

members/scoring

teams.

1. Create/Respond

to all

participants.

2. Draft Negotiations

This container lists the draft negotiations for which you are either the owner or a

collaboration team member. The entries appear by preview date (if specified), then by open

date. If there are no dates specified, they appear according to the negotiation number. This

container lists a maximum of fifty entries.

If you can edit the draft, clicking the link navigates to the Create Negotiation: Header

page.

3. Incomplete Tasks:

If you are a member of a collaboration team, you may have been assigned specified tasks to

perform. For example, you may be responsible for defining the invitation list for a draft

negotiation.

If there are outstanding tasks you need to perform, reminders for the fifty most current

(displayed in order of target completion date) are displayed in this container. If no date for

the task was specified, the entries appear according to the negotiation number.

Clicking the link displays the associated negotiation information.

Search published and draft negotiations:

Remove Approvers:

Select which approver to be removed

Notifications for approval: From Work list

Monitor Negotiations

Actions after Opening the Negotiations:

Extend RFQ:You can extend a negotiation beyond its scheduled close date and time

only if you set your response controls to allow manual extension. You cannot manually

extend your negotiation after it has closed. Additionally, you cannot extend an auction after

its first Auto Extensionhas been triggered.

Important Note:when creating this negotiation, if you entered an award date, need-by

date, and/or long-term agreement dates, these dates will also be extended by the same

number of days that you extend your negotiation if the dates are scheduled to occur before

your extended close date.

For example, if your negotiation includes a January 15 close date and a January 20 award

date, and you extend that auction for 7 days, your new close date is January 22, and your

new award date is January 27. However, if you extend that auction for only 3 days, your

new close date is January 18, and your award date remains January 20.

Close RFQ: You can close a negotiation early only if you set your response controlsto

allow a manual close.

Pause RFQ:There may be times when you are in the middle of a fast-moving negotiation such as

an auction, and you need to answer a supplier's question or disseminate information to suppliers.

For example, during the last few minutes before a negotiation closes, a supplier may ask for

clarification on some aspect of the negotiation. In this case, you can pause the negotiation briefly

while you answer the question and then resume the negotiation and allow it to run to completion.

1. No active responses can be submitted while a negotiation is paused. Only draft responses

can be submitted.

2. Once the negotiation is resumed, the Close time is incremented by the amount of time the

negotiation was paused.

Cancel RFQ:Sometimes, the responses to your negotiation do not meet your needs.

For example, there may have been too few responses, or the terms of the responses are not

acceptable. Also the line requirements have changed, or the items are no longer needed. In any

of these cases, you may wish to simply cancel the negotiation.

Can I invite additional suppliers to a negotiation I've already created?

Add invitees: Any user assigned the appropriate function can add suppliers to a negotiation

any time before the negotiation closes.

There are several methods a supplier can use to respond to a negotiation:

• Suppliers can respond online.

• Suppliers can download, complete and upload a spreadsheet.

• Suppliers with no internet access can contact the buyer. The suppliers can provide their

response information and then the buyer can enter a surrogate bid on the supplier’s behalf.

How do I respond on behalf of suppliers without Internet access?

Create Surrogate Bid/Quote:Sometimes suppliers cannot place their responses online

since they have no online access. Oracle sourcing buyers can place surrogate bids on

behalf of such suppliers. Once the buyer has received all the bid/quote information, a

surrogate bid can be entered into the negotiation.

Note: If the negotiation is a Two-StageRFQ, it must first be closed, and technical and

commercial sections unlocked before a surrogate bid can be entered. Surrogate quotes

can be entered during either of the two stages - Technical or Commercial.

Create Amendment (Update Negotiation):After publishing a negotiation, the

buyer can update information defined in the document if necessary.

This update is called an amendment. Buyers can work on amendments while the

Negotiation is open.

Once the negotiation is amended (and approved, if necessary), suppliers who had

previously responded to the negotiation are notified that the sourcing Document has been

changed and are required to view and acknowledge the changes.

They use the View Changes page to do this. They must also review their previous response

and resubmit it in accordance with the amendment if they wish to continue participating.

Amendments can be created any time after the preview date/time (or open date/time, if no

Preview date/time was specified) and before the close date/time.

Creating New Round(After Closing The Negotiation):

After your RFI, RFQ, or auction has closed, you can initiate a new round of responding if you set

the controls to allow multiple rounds of responses (RFQs always permit multiple rounds of

quoting).After you initiate a new round of responding, none of the previous responses submitted

are available for awarding.

Set Controls on Auctions

How do I analyze the responses I have received?

There are several ways of analyzing the responses you have received for your negotiation. You can

analyze by line or by response (you obtain different information depending on which type of

analysis you perform).

You can use Auto Award to have the system pick the best award. And if there are many lines or

lines with complex attributes, you can also use a spreadsheet to perform your analysis offline.

Analyze By Response

3. Analysis by Response allows a buyer to compare responses at the negotiation level.

4. Available from the negotiation summary page by selecting Analyze by Bid/Quote from the

Actions menu.

5. Resulting table shows suppliers who have responded to the negotiation.

6. Details of the response (including the names of the suppliers) can be viewed.

7. Can compare responses to any header attributes

8. Not available for sealed negotiations until the buyer unlocks the responses.

Comparing Requirements:

Analyze By Line:

1. The Analysis by Line allows a buyer to display competing responses in a tabular or

graphicalfashion for ease of comparison.

2. Available from the negotiation summary page by selecting Analyze by Line from the

Actionsmenu.

3. You can select a negotiation line and perform detailed comparison on the responses For

thatline, competing responses can be selected for comparison. The Response Compare

pagedisplays details for the selected responses in side by side tables for ease of comparison.

4. Not available for sealed negotiations until the buyer unlocks the responses.

Graph Price:

Analyzing Responses to Price Breaks

1. Once your suppliers have responded to your negotiation line with their price break values,

youcan have the system analyze the responses to determine the best response. To analyze

pricebreaks:

1. On the negotiation summary (Auction Summary or RFQ Summary page), select the

Analyze by Line option from the Actions menu.

2. Select the line you wish to analyze.

3. Click Analyze Price Breaks.

4. You can enter different quantities, need-by dates and/or ship-to locations and the system

Will determine the best response based on the criteria you enter.

5. Click Analyze.

The system will use the values you enter to calculate what price break will be given

By each supplier who responded to that line, and will determine which the best response is.

Enter Assumptions:

Award

There are several methods you can use to enter award decisions:

2. You can award the entire negotiation to a single supplier.

3. You can award negotiation lines to different suppliers.

4. You can use the Award Optimization Feature to generate award decisions

And award according to the recommendations.

5. You can download a spreadsheet, enter your award decisions into it,

And upload itback to the system.

6. After you have entered your decisions, you must save your award.

7. If your award decisions require approval, you submit the award to the approval chain.

8. Once your decisions have been approved (if necessary), you complete the award

9. Once the award is complete, you generate its purchase order documents.

Awarding an entire negotiation to a single supplier:

1. You can easily award all the lines of a negotiation to a single supplier by selecting Award

by Quote/Award by Bid from the Actions menu on the negotiation summary page.

2. Awarding at the quote/bid level allows you to quickly enter your award specifications

since you do not have to enter an explicit award decision for each line.

3. All the lines on which the supplier quoted/bid are awarded to that supplier. Any lines the

supplier did not quote/bid on are not awarded.

Awarding By Response – Multiple Lines:

1. As a variation on the Award by Response method, you can award lines to different

suppliers while awarding multiple lines to the same supplier.

2. This method allows you to award multiple individual lines to the same supplier without

having to perform the Award by Line process separately for each line.

Awarding By Line

1. If you wish to split the award up between multiple suppliers, use the award by line

method.With this method you can award an individual negotiation line to a single supplier,

or split the line between multiple suppliers.

2. If the line type is amount based, you must award the entire line to a single supplier.

Also, you can choose to not award the line at all.

Award Optimization

1. You can use award optimization to generate award recommendations. You can either

choosethe default recommendation (AutoAward) which awards responses based on rank, or

you candefine an award scenario and have Award Optimization generate award

recommendationsbased on the parameters you specify in the scenario.

2. Award Optimization allows you to define finely-tuned what-if award scenarios which you

canuse to mirror your procurement best practices

3. You can create multiple award scenarios and compare the different

RecommendationsGenerated. Thus you can use award optimization as a decision support

tool to evaluate your supplier responses and to provide the best award recommendation.

1. While the negotiation is still open, you can use award optimization to generate the

defaultaward recommendation based on the responses received so far. If you wish to create

different what-if scenarios, however, you must close the negotiation first.

2. If you used Award Optimization to define an award scenario, you can accept the award

decision generated by the system and use that decision to perform your award. When you

accept the award decision, the award information generated by the optimizer is saved in the

system. There is only one award saved. If you later accept a different scenario decision, the

previously saved decision is overwritten.

Optimization Results:

Optimization Results:

Scenario Constraints:

When defining your scenarios, you can set requirements at different levels.

Some of the constraints you can define include:

• Header constraints

- Minimum total negotiation award amount

- Maximum total negotiation award amount

• Line constraints

- Minimum line award amount

- Maximum line award amount

- Fractional awards not allowed

- Minimum line award quantity

• Supplier constraints

- Minimum or maximum number of awarded suppliers

- Minimum or maximum amount (in number or percentage) to award to ·A single supplier

·A supplier with a particular business status

·A supplier having a particular ASL status

- Any award recommendation created by Award Optimization can be modified using (Award by Response, Award by Line, etc.)

Define Supplier Incentives:

Supplier incentives are inducements offered by a supplier to increase the amount that a buyer

spends with that supplier. Supplier incentives include rebates and/or bonuses.

Rebates are provided by the supplier to the buyer and are based on the amount spent by the

buyer with that supplier. This can include both the spend amount of the specific transaction (a

particular auction or RFQ) as well as the accumulated spend that the buyer has spent over a

period of time with that supplier. Rebates are specified as a percentage of the spend amount that

is refunded to the buyer. There can be a fixed rebate for a particular transaction, or rebate tiers

can be specified to define rebate percentages that apply to different ranges of spend. For

example, if the spend is less than $100,000, perhaps a 2% rebate applies, whereas if the spend is

between $100,000 and $200,000, a 5% rebate applies.

Bonuses are fixed amounts that apply to a specific transaction. Signing bonuses and transition

bonuses are examples.

Suppliers can provide rebate and bonus information in attachments or attributes which they

provide when placing responses. When creating an award optimization scenario, a buyer can use

this information to calculate the applicable rebates and bonuses based on the award decision for

that supplier (incentive calculations have no effect on the award recommendation generated by

the optimizer). Buyers can also use the incentive information along with a line's current price(if

entered by the buyer) to determine the total savings for that negotiation.

Incentives are calculated according to the supplier's incentive structure. This structure can

include any or all of the following:

1. Rebate Tier values

2. Current Rebate % ( the rebate value for this transaction)

3. Current Total Spend (the buyer's accumulated spend with this supplier.

4. Transaction Spend (response value * awarded quantity)

5. Fixed incentive (for example, bonuses)

All applicable incentives are cumulative except that

1. If no Current Total Spend is specified, but both Rebate Tiers and a Current Rebate % are

defined, the Current Rebate % is ignored and only the appropriate tier percentage is

applied against the Transaction Spend value.

2. If Current Spend, Rebate Tiers, and a Current Rebate % are specified, the incentives are

calculated on both the Current Total Spend and the Transaction Spend as explained below.

((Current Total Spend + Transaction Spend) * any applicable Rebate Tier percentages) – (Current

Total Spend * Current Rebate %) + any fixed incentives.

v

This calculation prevents the current total spend amount from being rebated twice.

Example:

Buyer 123 has created an auction for 1000 widgets and has received a bid from Supplier

ABC. Supplier ABC also included incentive information. Buyer 123 decides to buy 100

widgets from Supplier ABC. Based on the Current Price information Buyer 123 entered

and the incentive information provided by Supplier ABC, Buyer 123 determines the

incentives for Supplier ABC and the savings available from Supplier ABC's bid.

Incentive Information:

1. Current Price = $25

2. Supplier Response = $23

3. Awarded Quantity = 100

4. Current Total Spend = $100,000

5. Current Rebate % = 2

6. Fixed Incentive (signing bonus) = $1000

7. Rebate Tiers

Minimum Spend Maximum Spend Rebate Percentage

$1 $100,000 2

$100,001 $500,000 5

Supplier Incentives: (((100,000 + (23 * 100)) * .05) - (100,000 * .02)) + 1000 = $4115

Savings plus supplier incentives: ((25 - 23) * 100) + 4115= $4315

Viewing incentive calculations:

Once you have entered incentive information for suppliers, you can use that information in

optimization scenarios you define. To view incentive information:

1. From the Award Optimization page, click the Optimize icon for the scenario you wish to

view.

2. On the Award Scenario: Optimization Results page, check the following fields for

incentive information:

1. Total Savings Amount including Incentives

This field displays the savings amount plus the incentives. The value in this field

hyperlinks to the Total Savings Amount including Incentives Detail screen which

show all suppliers who responded and the incentives they are offering (if any).

2. Total Savings Percent including Incentives

This field displays the savings amount plus the incentives amount divided by the

total award amount.