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Step to Write a Business Proposal

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Step to Write a Business Proposal Powered By Docstoc
					                                                                          e1a3c8d8-f840-4a92-bb69-03626c403d52.xls                                                                  Page 1

#       Category                         Issue / Question                                                                            Answer
Login Issues:
                                                                              The SAP E-Sourcing system is designed to be used with Internet Explorer version 5.5 and above. Using alternate
                                                                              internet browsers (Mozilla Foxfire, Safari, etc.) will cause functional problems and the inability to see the screens
1      Browser         Only use Microsoft's Internet Explorer                 properly. It is recommended that you only work with the Internet Explorer browser.
2      Login Link      Vendor Login Link                                      http://www22.verizon.com/suppliers/index.jsp
                                                                              To bookmark the login page, use the "Add SAP E-Sourcing to your Bookmarks" link on the login in page BEFORE
                                                                              logging in (lower left hand corner below the Log On button). Bookmarking by using Internet Explorer Favorites will
3   Login Bookmark How do I bookmark the login page?                          cause login problems when relogging back in.
    Login Problem - You probably have an error with your bookmarked
4   Website is Down link.                                                     Delete your current bookmark. See Login Link and Login Bookmark to resolve.
                                                                              Click the "Forgot Your Password" link below the Log On button. Enter your user id or email. The system will email
                                                                              you a temporary password. Suggestion - Highlight the temporary password in the email and use Copy (Crtl-C) and
                                                                              Paste (Ctrl-V) enter the password. You will also need it on the following screen to create your new password. The
                                                                              system is case sensitive and people often accidentally suspend their access after three login attempts when they
    Login Problem -                                                           manually type in the password. When you create the new password, it should be at least 8 characters long and
5   Password Reset How do I reset my password?                                include at least 1 number. You cannot use previous passwords.
    Login Problem - Error message = Password retry limit has been             Your user id has become locked out of the system and will needed to be reset by SAP support. Send an email to
6   Exceeded Limit exceeded.                                                  sap.sourcing.team@verizon.com requesting to be reset.

    Login Problem -                                                           The user id that you are trying to log in with probably had to be inactivated because a duplicate vendor profile was
7    Entry Inactive Error message = Entry inactive.                           found and it had to be inactivated. Send an email to sap.sourcing.team@verizon.com to request assistance.


Invoicing:
                                                                              The SAP E-Sourcing system is a front-end system for creating bids (RFXs) and Contracts. It does not have any
                                                                              tie-in with receiving invoices. That would require a separate back end system (PeopleSoft or SAP) that would
                                                                              generate purchase orders and allow us to send payments via an accounts payable system. For invoicing and
                       Where do I find Invoicing and Payment History          payment information, you'll need to discuss how that billing process should be arranged with your Verizon contract
8       Invoices       information?                                           manager or purchasing contact.


RFX (RFP, RFQ, RFI) Processes:
                                                                           Please disregard that email. It is an old system generated email that is in error. There isn't any EDIT button.
                                                                           Once you have opened up the RFX, you will automatically be in EDIT mode. Please do the following. Click on the
                                                                           Workbench link that is on the top center of your screen. It's a little to the left-hand side. (wait for screen to refresh)
                                                                           Look for the File Sharing box on the right-hand side of the screen. Open the "Vendor - Responding to an RFX"
                                                                           Help Guide. You'll need to double click on the green page icon to the left of the file name to launch the Word
    RFX - Intention to Vendor RFX Invitation email - The email tells me to document. Please see steps 1-5 on pages 2-6. This will allow you to send us your intention to respond and
9    Respond email click on the EDIT button, but I don't see one.          change your RFX status to "In Progress".

                                                                         The system does not give you the opportunity to review the RFX documents before answering the Intention to
                      The RFX screen wants me to confirm my Intention Respond question. Select the Intend to Respond radio button and click the Finish button. This will let you proceed
   RFX - Intention to to Respond, but does not give me an opportunity to into the RFX so you can review the RFX documents. After reviewing the files under the Attachments button, if you
10 Respond Button review the RFX first.                                  decide that you do not wish to participate, you can Decline the bid at that time. See the Decline process below.
                                                                        e1a3c8d8-f840-4a92-bb69-03626c403d52.xls                                                                  Page 2

#       Category                        Issue / Question                                                                          Answer
                                                                            The link to open an RFX is the blue page icon to the left of the RFX name in the "Active Auctions, RFXs, and
                                                                            XPress Requests" section on the middle right-hand side of the screen. Next, click on the blue PROP (proposal)
                                                                            number link at the lower left corner. The RFX is opened when you see a yellow bar at the top of the sceen and
                                                                            you see the Header, Schedule, Information, and Questions tabs below it. See the "Vendor - Responding to an
                                                                            RFX" Help Guide in the File Sharing box above to open a Word document that explains the entire RFX response
11 RFX - Opening it How do I open the RFX?                                  process.

                                                                            See the "Vendor - Responding to an RFX" Help Guide in the File Sharing box to open a Word document that
                                                                            explains the entire RFX response process.

                                                                            Simplified Overview: Once seeing all the tabs of the RFX:

                                                                            1. Click on the Information tab. This contains all the information about the RFX and the files needed to submit
                                                                            your response back. Drill into all the blue links to access the Attachment button. Click the Attachment button to
                                                                            access the files that you will need to save down to your hard drive. Shortcut: Click the Attachments button in the
                                                                            yellow bar above the tabs to quickly access all the files that you download to your hard drive.

                                                                            2. After you have you prepared your response files, you will need to provide answers to questions and/or attach
                                                                            response files on the Questions tab. You can incrementally save your responses (as a draft) by clicking Save.

                                                                            3. Once you have answered all the required questions, click Save.
   RFX - Response
12    Proposal     How do I create my proposal?                             4. Submit your proposal back to Verizon by clicking on the 'FIRM' button (see the process below).
   RFX - File Size
13      Limit      What is the maximum file size limit?                     The system can receive files up to 100 MB in size, but it could take up to 15 minutes to upload.
                                                                            In cases where a file attachment question has been made required, but you don't have such a file to provide
                     The RFX asks me do supply a file that I do not         because it is not relevant to your company, the system will still verify that a file was attached because the question
                     have or is not relevant to my company. Example:        was made required. The workaround to provide a "dummy" file to meet the file attachment requirement. Create a
   RFX - Asks for an asked to supply MWDVBE certificate, but I am not       Word document with a statement like "Does not apply" or "Not applicable" and then attach the dummy Word
14  Irrelevant File a minority supplier.                                    document.

                                                                       1. Use a zip file(s), so multiple files can be attached against an individual file attachment question, or
                                                                       2. When seeing all the tabs (Header, Schedule, Information, Questions), you can click the Attachments button in
                                                                       the center of the top yellow bar to upload additional files. Your files are only visible to Verizon and not to any other
                      The system only lets me attach one file for each suppliers. The Attachments button is not accessible when you are answering questions on the Questions tab.
     RFX - Attaching question needing a file attachment response. How You will need to back-up a screen by clicking on the blue PROP number link above the yellow bar or by clicking
15   Additional Files can I attach additional files?                   the small green box with the white X at the top right of the yellow bar, so you can see all the tabs again.

                                                                            In order to submit a question, you must be in the RFX at the level where you see all the tabs. In the yellow bar at
                                                                            the top, click the Discussions button. Click one of the blue topic links. "General Discussions" appears in most
                                                                            RFXs and is where you should submit your questions (unless a more relevant topic link is given). Click the "New
                                                                            Message" button. Enter a Subject and Content. You can attach a file by clicking on the "..." attachment browse
                    How do I submit a Question to Verizon while I am        button. When you click the OK button at the lower-left afterwards, your question has been sent and an email will
     RFX - Submit a working on my RFX response?                             notify the Verizon bid owner that a question has been submitted. See step 14 on pages 12-16 of the "Vendor -
      Question to                                                           Responding to an RFX" Help Guide for reference. Note: The "Questions Tab" is NOT the place to submit
16      Verizon     Using the Discussions module.                           questions. Think of it as a "Responses Tab". It is where you provide your responses to questions FROM Verizon.
                                                                     e1a3c8d8-f840-4a92-bb69-03626c403d52.xls                                                                 Page 3

#      Category                       Issue / Question                                                                            Answer
                                                                          Once you have completed and reviewed your RFX response you will be ready to submit. In order to submit you
                                                                          must be in the RFX at the level where you see all the tabs. In the upper right-hand corner (in the yellow bar) you
                                                                          will see a button that says 'In Progress'. Click on the 'In Progress' button. A Change Phase screen will appear.
                                                                          Click the 'FIRM' (meaning Submit) button on the right. A pop-up box will ask if you want to change the phase, click
                                                                          OK and you will see the status change to 'FIRM'. Click OK at the lower-left to return to seeing all the tabs. Seeing
                                                                          the 'FIRM' status in the top right-hand bar, which has changed from yellow to gray (to indicate that your proposal
                                                                          can no longer be edited) confirms that your proposal has been sent back to Verizon. You will also receive a
                                                                          confirmation email that your proposal has been received. If you need to change your proposal after you have
     RFX - Submit    How do I submit my RFX Response                      changed the status to 'FIRM', you will need to contact the sourcing person who issued the RFX for assistance.
17    Response       (FIRM process)?                                      See step 15 on pages 17-18 of the "Vendor - Responding to an RFX" Help Guide for reference.
                                                                          The system gives suppliers the ability to send multiple proposals back. Sometimes suppliers accidentally create
                                                                          alternate proposals that they did not intend to create. To avoid confusion about which proposal to continue to work
                                                                          on, you should work on the lowest PROP # and close out the higher number PROP #(s). To close out any extra
      RFX - Extra    How do I get rid of extra proposal numbers           PROP #'s, click the blue link for the PROP # and follow the Decline process step below. This will not affect your
18     Proposals     (PROP #)?                                            ability to Firm back your good proposal.

                    The system shows that I have not answered all the     Go ahead and sumbit (FIRM) your response. See the submit my RFX Response (FIRM) process above. The
                    required questions, but I don't see any unanswered    system will return with an error message and red highlight the section(s) with unanswered questions. Click into
   RFX - Response - questions. How can I find the unanswered              the indicated section(s) and the unanswered question(s) will be flagged with red error messages. See the "RFX -
19 Missing Answers questions?                                             Asks for an Irrelevant File" tip # 14 above, as this is sometimes the reason why you have this error.

                                                                          In order to Decline you must be in the RFX at the level where you see all the tabs. In the upper right-hand corner
                                                                          (in the yellow bar) you will see a button that says "In Progress". Click on the "In Progress" button. A Change
                                                                          Phase screen will appear. Click the "Declined" button on the left. A pop-up box will ask if you want to change the
                                                                          phase, click OK and you will see the status change to "Decline". Click OK at the lower-left to return to seeing all
                                                                          the tabs. Seeing the "Declined" status in the top right-hand bar, which has changed from yellow to gray (to
                                                                          indicate that your proposal can no longer be edited) confirms that Verizon has received your Decline notification.
20   RFX - Decline   How do I Decline the RFX (Decline process)?          You will also receive a confirmation email acknowledging that you have Declined.


Updating Processes:
                     Updating the Company Profile, Certificate of
                     Insurance, Certification forms, and adding or        See the "Vendor - Updating Company Info" Help Guide in the File Sharing box on the right-hand side of the
21      Updates      removing contacts.                                   workbench page for all the updating processes.

                                                                          You can obtain a copy of the Certificate of Insurance (in PDF format) from your insurance agent. If you do not
                                                                          attach a current certificate on your profile, then your update is INCOMPLETE, even if you enter the line details.
22        COI        Certificate of Insurance - a file copy is REQUIRED   Add a line for each coverage type shown on the COI. You only need to attach the COI file to the first line though.
                                                                          Verizon needs to enter the change of Primary Contact. Send an email to sap.sourcing.team@verizon.com
23 Primary Contact   How do I change our Primary Contact person?          indicating the change that is needed and we will make the change for you.
    Add Company      How do I add a Contact or change info for our        See pages 7-9 of the "Vendor - Updating Company Info" Help Guide in the File Sharing box on the right-hand
24    Contacts       company Contacts?                                    side of the workbench page for all the updating processes.
   Delete Company                                                         Verizon needs delete vendor contacts from the system. Send an email to sap.sourcing.team@verizon.com
25    Contacts       How do I delete a company Contact?                   indicating the change that is needed and we will make the change for you.


Registration Issues:
26 Registration Link Vendor Registration Link                             http://vsource.verizon.com/vendor/registration.html
                                                                          e1a3c8d8-f840-4a92-bb69-03626c403d52.xls                                                                     Page 4

#       Category                       Issue / Question                                                                             Answer
                                                                        Send an email to sap.sourcing.team@verizon.com to verify. We have to review all registration requests to
                      I don't know if our company or a specific contact avoid setting up duplicate profiles for companies and people. Duplicate registration forms will be rejected. Due to
        Existing      person already exists in Verizon's SAP E-Sourcing the time involved to fill in the registration form, if there is a chance that your company could already be registered,
27    Registration?   (Frictionless SRM) system.                        it would be a good idea to send an email first.

                                                                             See the Updating Processes section above. Do NOT use the registration form to submit an update to an existing
                                                                             profile. This form is for Brand New Registrations only. If you already have SAP E-Sourcing (Frictionless SRM)
       Don't send     If you need to Update your company profile, this is    access, login in there and Modify your profile with the update. If you’re not sure whether you or your company is
28   Updates Here     NOT the place to do it.                                already registered, please send an email to sap.sourcing.team@verizon.com to verify.
     Problem using                                                           This is an error with using IE 7.0 or higher. Use the up and arrow keys to navigate through the lists. Hit the Enter
     the drop down    The drop down lists do not let me pick, or do not      key to keep the selection. You can also enter the first letter of the word that you are searching for, i.e. enter 'C' for
29       boxes        keep, my selection.                                    Corporation, etc.
                                                                             1. D/B/A Company Name. If you do not have a "Doing Business As" (DBA) name, then re-enter the Company
                                                                             Legal Name. Do NOT enter "same as above", etc.
                                                                             2. DUNS Number. It cannot be left blank. Enter 00 000 0000 if you do not have one.
                                                                             3. Headquarters Address - Only enter the company HEADQUARTERS Address and phone info here. If you work
                                                                             at a different location, please log into the system After you receive your user id login email and Modify your profile
                                                                             with your work address.
                                                                             4. Ethnicity cannot be left as "None" and must be set to "Choose Not to Answer" if that applies.
                                                                             5. Verizon Contact. Enter the name of the internal Verizon sourcing person who asked you to register. This
30 Registration Tips These fields can cause errors.                          should not the same name as the sales person/field rep. who visits you at your location.
                                                                             1. Certificate of Insurance - Please provide this during registration if you have it available. If not, it will not hold up
                                                                             your ability to register and it can be added later by Modifying your company profile. You can obtain a copy of the
                                                                             COI (in PDF format) from your insurance agent. The COI's usually have multiple lines. Add a line for each
                                                                             coverage type shown on the COI. You only need to attach the COI file to the first line though. If you need
                                                                             clarification about the Verizon address info needed in the Certificate Holder box on the COI, you will need to speak
                                                                             to your Verizon contact/contract manager about that.
                                                                             2. Revenue Information - Please provide this info during registration if you have it available. If not, it will not hold
31 Registration Tips These fields can be provided later.                     up your ability to register and it can be added later by Modifying your company profile.
                                                                             This is not a required field and can be left blank. If you do want to search for a code, go to www.unspsc.org and
                                                                             search with one Keyword in the Code Name box. The results may be at a high level and may not specifically
                                                                             indicate your exact line of business. Just enter the closest code that matches or describes your business type. On
   Registration Form                                                         Verizon's registration form, you may enter additional codes in the Secondary UNSPSC code box. Please separate
32  - UNSPSC code I don't know what to use for my UNSPSC code.               the additional codes with commas and a space between them.
                     SAVE is SUBMIT. Only click it when you have             Clicking on SAVE will really SUBMIT this form to Verizon. Do not click on Save until you have completed the form,
                     filled in the entire form. If you get the warning       even if the system prompts you to save your work (just click OK). There isn't any way to save this form as a draft
                     message - "Reminder: Please save now to avoid           and then return to it later. Once you hit Save, the form will be sent to Verizon, assuming that all the required
                     losing your work" - just click OK and continue          (orange asterisked) fields have been filled in. If you do not see a message saying "New Registration Complete"
      SAVE Button working. Only SAVE when you've completed the               after clicking on Save, then your registration form has NOT been submitted and you will have red error messages
33     WARNING       form.                                                   indicating fields that need to be corrected.

                                                                             If after clicking on SAVE, you do not go to a new screen and see the "New Registration Complete - Thank you for
      Registration                                                           registering. Your information has been submitted for approval. You will receive an email notification when your
      Confirmation                                                           registration is approved." confirmation message, then your registration form has NOT been submitted to Verizon.
34      Screen        Supplier Registration Confirmation Screen              If the registration form still shows on your screen, then there are red error messages that need to be corrected.
                                                                             e1a3c8d8-f840-4a92-bb69-03626c403d52.xls                                                                Page 5

#      Category                         Issue / Question                                                                                 Answer
                                                                                All vendor registrations are reviewed to ensure that duplicate supplier registrations are not entered into the system.
                                                                                If your registration was denied, your company is already registered and you will need to Modify your profile rather
                                                                                than submit a new profile. See the "Vendor - Updating Company Info" Help Guide in the File Sharing box on
     Registration -    I submitted my registration, but I received a notice     the right-hand side of the workbench page for all the updating processes. Send an email to
35     Denied          that it was denied.                                      sap.sourcing.team@verizon.com if you have questions about your existing profile.
                                                                                Registering in SAP E-Sourcing (Frictionless SRM) is an essential step in the sourcing process. While you must be
                                                                                registered in order to participate in any of the on-line events, registration alone does not guarantee that your
     Registration  I have successfully registered in the system, but            company will be included in a bid. The individual buyers along with the internal client determine who will be
   Completed - Any have not received any Contracts, RFXs, Auctions              included in any event. Please contact your sourcing person if you have questions about participating in a future
36 Opportunities? or XPress Requests.                                           sourcing event.


Additional Help:
                                                                                Via email: sap.sourcing.team@verizon.com
37   Additional Help   You can write or call us for additional assistance.      SAP Help Desk: 972-724-5651, Option 6 for SAP E-Sourcing (Frictionless SRM) Support

				
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Description: Step to Write a Business Proposal document sample