Ge M User Enablement Procurement Module Buyer Workflow

Ge. M – User Enablement Procurement Module

Buyer Workflow Creation of Organization (Buyer Account) Annual Procurement Plan Demand Aggregation Registration of Secondary Users Browse Products Plain Buy Order Placement L 1 Buy e. Tendering & RA Goods Receipt Confirmation Supplier Evaluation Goods Inspection Contract Management Payment Processing Goods Returns 1

Ge. M 2. 0 – Functional Blocks User Management Buyer Registration & Onboarding Ge. M – What does it offer to Buyers Supplier Registration & Onboarding User Self Service § Ease of Procurement Single window for purchasing all types of goods – from stationary to automobiles Makes available search, compare, select and buy facility Offers rich listing of products for individual categories of Goods/Services Enables buying Goods and Services online, as and when required. Catalog Management Product Registration Service Registration Procurement Direct Buy Compare & Buy E-Tendering & RA Bid Management Order Management Contract Management PO Issuance Order Fulfillment Goods Delivery GRN & Inspection Order Returns Processing § Efficient processes Online processes driven by procurement policies Ensures continuous vendor rating system Easy online returns management § Ease of Monitoring Online order tracking & Realtime dashboards, detailed analytics & reports Anywhere access Invoicing & Payments Invoicing Payments Processing 2

Ge. M 2. 0 – Training Coverage User Management Buyer Registration & Onboarding Important Supplier Registration & Onboarding User Self Service Catalog Management Product Registration Service Registration Procurement Direct Buy Compare & Buy E-Tendering & RA § Before you proceed with procurement, Have your user ID created & appropriate privileges assigned Have all the details of the products to be procured Have the details of the approving authority Have e-Sign details handy and registered mobile number accessible for OTP verification and authorization § Happy Purchasing!! Bid Management Order Management Contract Management PO Issuance Order Fulfillment Goods Delivery GRN & Inspection Order Returns Processing Invoicing & Payments Invoicing Payments Processing 3

Step 1 Home Page of Ge. M Portal Screen 1 Process Flow § Registered users visit www. gem. gov. in § Click on Login link **** § Users can use the Products & Services links to surf through all the products and services registered on the portal § Users can also view a list suppliers by clicking on “All Suppliers” link 4

Step 2 Login : User Logs In as Buyer Screen 2 https: //gem. gov. in/login Process Flow § Enter the appropriate User ID & Password to login to the Ge. M § An added layer of security prevents unauthorized fake logins using automated login scripts § Click on “Login” to enter the next generation e-Procurement portal **** § Passwords are case sensitive § Use Forgot Password link to recover lost passwords § For users who login for the first time, the portal will ask user to enter additional user details while returning users will be taken to the buyer dashboard 5

Step 3 Buyer Dashboard Screen 3 Process Flow § Users land on the dashboard once authorized on the login page in previous step § Summary of buyer activity for the logged in user is available on the page § Important messages and notifications for the user are available on the right side of the page **** § The landing page also facilitates users to sign up for Digi. Locker, which can be used for storing important documents § Clicking on summary displayed on the page navigates users to detailed view page of each item § Other important links are available at the top of the page 6

Step 4 Navigation to e-Marketplace Screen 4 Process Flow § User clicks on “Market” link available on the dashboard § e-Marketplace page displays Newly Added Products at the center, Top Selling Products on the left and Popular Products at the bottom § Products images are displayed for ease of understanding the product **** § Users can click on “Cart” to view products & services already added in the cart § For quick access to online demo, users can use the “Demo” link 7

Step 5 Search Products by Category Screen 5 Process Flow § User enters the search text in the “Predictive Search” box at the top of the page § Best matches to the search criteria get populated alongwith the categories **** § Make sure appropriate category is selected for accurate search results § Enter all mandatory filter parameters for generating the Search Results § Use “Add to Compare” checkbox for comparing multiple products displayed in Search Results 8

Step 6. 1 Apply Filters given in the Left Pane Screen 6. 1 Process Flow § Additional Search Parameters can be entered in the “Filters” section on the left § Filter parameters like “Location” & “Quantity” are mandatory as these parameters qualify the vendors for supplying the selected product **** § The filter parameters available for selection would change as per the product selected 9

Step 6. 2 Select the Delivery Location & Enter the Quantity Required Screen 6. 2 Process Flow § User selects the “Delivery Location” and enters the “Quantity” to be purchased § User clicks on “Search” refine the results based on selected Filter Criteria **** § Users can enter multiple Delivery Locations and different Quantities for each Location in case of Centralized Procurement 10

Step 6. 3 Select the No. of Years of Experience (Supplier) Screen 6. 3 Process Flow § User enters the number of years of experience in working with Government Departments the supplier is expected to have § Search results would be refined based on every filter parameter applied **** § Years of Experience is an important Filter Parameter for supplier selection § Use this parameter effectively, especially in case of procurement of high value, complex products & services § Effective combination of different Filter Parameters helps in selecting the appropriate product & supplier combination 11

Step 7 Click on Add to Cart Screen 7 Process Flow § User selects the most suitable product from the Search Results matching the Filter Criteria § User clicks on “Add to Cart” to proceed with the procurement **** § The user also has the option to compare multiple products § In case of further refining the Search Results, the user can use the Product Specifications section 12

STEP 8 Product Remains in the Cart for 5 Days (Price of the Product is locked for 5 Days) Screen 8 Process Flow § On clicking “Add to Cart”, the selected product is added to Shopping Cart of the User & User is navigated to “Shopping Cart” page § The price of the selected product is locked for a period of 5 days **** § The 5 day lock period is available for users to seek internal approvals before proceeding with the purchase § Any change in product parameter requirement would necessitate removing the product from the Shopping Cart & restarting the product selection process 13

STEP 9 Shopping Cart Checkout Screen 9 Process Flow § User clicks on “Proceed to Checkout” to complete the purchase § User has the option to directly purchase the selected product or setup a tender or Reverse Auction for the procurement **** § The selection of procurement method i. e. Direct Purchase, Tender/RFP or Reverse Auction is defined by Governement Procurement Policies defined from time to time § Refer to the latest procurement policy document for the same 14

Procurement by Direct Purchase 15

STEP 9. 1 Procurement by Direct Purchase Screen 9. 1 Process Flow § User clicks on “Direct Purchase” option on the Proceed to Checkout page § Portal displays Order Summary & request user for Delivery Period § User clicks on “Continue” after entering the desired “Delivery Period” in days **** § On clicking “Continue”, the portal creates demand records it on the current date § Please note down the “Demand No. ” displayed in top right corner for tracking the demand 16

STEP 9. 1. 1 Demand Generation Screen 9. 1. 1 Process Flow § Portal confirms successful generation of Demand with the Demand No. § Order Summary with requesting user details are displayed on the page **** § Users can click on “Item Description” to view the details of the item selected for procurement 17

STEP 9. 1. 2 Financial Details for the Demand Screen 9. 1. 2 Process Flow § User enters the financial details for the demand created **** § Ensure selection of appropriate approving authorities for quick processing of demand § All fields are mandatory 18

STEP 9. 1. 3 E-signing the Financial Approval Screen 9. 1. 3 Process Flow § Once User submits the demand with financial details, the demand is saved § The portal prompts user to e-sign the demand PDF file generated for approval **** § E-Signing of the demand PDF is mandatory for further processing 19

STEP 9. 1. 4 E-signing the Contract Order Screen 9. 1. 4 Process Flow § User is prompted to e-sign the Contract Order PDF § The Sanction Order is available for review **** § All documents – Sanction Order, Contract Order and Financial Approval can be downloaded in PDF format § The order summary page displays the Expected Delivery Date based on demand creation date & Delivery Period mentioned on Demand Creation Page 20

STEP 9. 1. 5 Contract Order PDF Screen 9. 1. 5 Process Flow § The portal generates the Contract Order PDF § All details of the buyer, supplier and the buying organization are included **** § Users can download the PDF on local machine for offline reference 21

Procurement by Bidding Process 22

STEP 9. 2 Procurement by Bidding Screen 9. 2 Process Flow § User refines product search results by entering the desired filter parameter values § All products matching filter parameters are displayed § User clicks on compare check box to select products to compare § Click “Compare” button at bottom right of the page to compare selected products **** § The process of searching for products is similar to the one followed for “Direct Purchase” § Please refer Step 5 & Step 6 for the product search process 23

STEP 9. 2. 1 Product Comparison Sheet Screen 9. 2. 1 Process Flow § On clicking “Compare”, the product comparison page is displayed § User can compare values of product selection parameters for each product selected § Page also lists out number of vendors supplying the product **** § Users can use help links like “Last Procurement Prices” as reference for price benchmarking § Clicking on numbers displayed against “Sellers” lists out the suppliers who are supplying the selected products 24

STEP 9. 2. 2 Addition of Selected Product to Shopping Cart Screen 9. 2. 2 Process Flow § User clicks on “Add to Cart” on Product Comparison page to proceed with the product procurement § Shopping Cart page is opened which displays Order Summary § User clicks on “Proceed to Checkout” **** § User can remove the product from the shopping cart by clicking “Remove” to cancel the procurement activity § User can go back to product comparison page by clicking “Comparison Sheet” link to select another product under the same category 25

STEP 9. 2. 3 Proceed with Bidding Option Screen 9. 2. 3 Process Flow § Clicking on “Proceed to Checkout” takes the user to the procurement page § User clicks on “Bidding” to proceed with tender/RFP process of procurement **** § The selection of procurement method i. e. Direct Purchase, Tender/RFP or Reverse Auction is defined by Governement Procurement Policies defined from time to time § Refer to the latest procurement policy document for the same 26

STEP 9. 2. 4 Creation of Bid Screen 9. 2. 4 Process Flow § On clicking “Bidding” button on previous page, user lands on Bid Creation page § User can review product specifications here based on the product selected **** § Buyer can view product comparison sheet by clicking on “Show Comparison Sheet” 27

STEP 9. 2. 5 Creation of Bid – Adding Details Screen 9. 2. 5 Process Flow § Page allows user to add more details to the product specifications § Details related to product testing & certification etc. can be requested here **** § Adding these details helps defining product quality standards 28

STEP 9. 2. 6 Creation of Bid – Defining Bid Calendar Screen 9. 2. 6 Process Flow § User enters the “Bid Start Time & Date” and the “Bid End Time & Date” § User also “Enter Quantity” and “Terms of Delivery” for the procurement § User can enter additional specifications with desired values, if required § Click on “Create Bid” button **** § Verify all details entered before clicking on “Create Bid” § Details entered here will form a part of the final bid § Please refer procurement policies document for guidelines pertaining to bid duration 29

STEP 9. 2. 7 Creation of Bid – Review Bid Screen 9. 2. 7 Process Flow § On clicking “Create Bid” the bid review screen is displayed § User reviews all the bid details and checks the “Terms & Conditions” checkbox confirming acceptance § Click “Finalize Bid” button to confirm bid creation **** § For new users – please ensure you have read the terms & conditions of Ge. M portal before confirming acceptance of the same 30

STEP 9. 2. 8 Creation of Bid – Authorization Using e-Sign Screen 9. 2. 8 Process Flow § On clicking “Finalize Bid” the portal prompts for authorizing the bid using e. Sign § An OTP is sent to registered mobile number of the logged in user § User enters OTP and clicks on e. Sign to finalize the bid **** § Ensure your registered mobile number is accessible § In case users don’t receive OTP, they can use “Resend OTP” link for regenerating it § In case of Resend OTP request, the old OTP, in case received, will no longer be valid 31

STEP 9. 2. 9 Creation of Bid – Bid Created Successfully Screen 9. 2. 9 Process Flow § On clicking “e. Sign”, the bid is created and a bid number is generated § The status of the bid is displayed in graphic form **** § Note down the bid number for further tracking 32

STEP 9. 2. 10 Creation of Bid – Supplier Notifications Screen 9. 2. 10 Process Flow § Once bid is finalized, notifications would be sent to all qualifying suppliers § The list of suppliers to whom notifications have been sent can be seen by clicking on “Notifications” link **** § The date and time of delivery of notifications is displayed in the list 33

STEP 9. 2. 11 Bid Evaluation Screen 9. 2. 11 Process Flow § Buyer logs into the Ge. M portal and navigates to the “Bid-Products” page **** § The bid under evaluation will be visible only to the buyer who has created it 34

STEP 9. 2. 12 Bid Evaluation – Selecting Bid to be Evaluated Screen 9. 2. 12 Process Flow § A list of all open bids is displayed § Bidder clicks on the bid number to open the bid to be evaluated **** § The option of bid opening would be available only if the bid end date is over § The buyer also has the option to cancel the bid if he desires to terminate the procurement of the product 35

STEP 9. 2. 13 Bid Evaluation – Opening Technical Bid Screen 9. 2. 13 Process Flow § List of supplier who have submitted bids is displayed § User clicks on “Verify Specifications” to evaluate the technical bid § User has the option to qualify or disqualify a supplier on the basis of the technical bid **** § Users are requested to verify all product specifications in detail before qualifying/disqualifying a supplier 36

STEP 9. 2. 14 Bid Evaluation – Financial Bid Opening Screen 9. 2. 14 Process Flow § The list of suppliers qualifying the technical evaluation stage are available for financial bid opening § User clicks on “Open Financial Bid” **** § Only suppliers qualifying the technical evaluation are available for commercial evaluation 37

STEP 9. 2. 15 Order Issuance Screen 9. 2. 15 Process Flow § On clicking “Open Financial Bid”, the portal displays the supplier financial bid list in ascending order of quote § L 1 supplier is displayed at the top § User can create the PO using “Create Order” button **** § User can view offered products and the bid document before placing the order § User can also view the list of suppliers rejected at the technical bid stage § User cannot reject the financially L 1 supplier 38

Procurement by Reverse Auction 39

STEP 9. 3 Procurement by Reverse Auction Screen 9. 3 Process Flow § Use the process described in earlier sections to search, select and compare products § Add selected product to cart and proceed to checkout § Click on “Reverse Auction” to proceed with procurement by Reverse Auction method **** § Users can view the compared products by clicking on “Comparison Sheet” before proceeding to the next stage 40

STEP 9. 3. 1 Procurement by Reverse Auction – Configuration Screen 9. 3. 1 Process Flow § The product specifications carried forward from product search are displayed **** § Users are requested to confirm the product specifications here before proceeding to the next stage 41

STEP 9. 3. 2 Procurement by Reverse Auction – RA Schedule Screen 9. 3. 2 Process Flow § User defines the RA schedule i. e. date and time for start and end of RA § In addition to RA schedule, the step decrement value is also defined here **** § User can change quantity and specify “Terms of Delivery” on this page 42

STEP 9. 3. 3 Procurement by Reverse Auction – Create RA Screen 9. 3. 3 Process Flow § User verifies all details entered and clicks “Create RA” to confirm creation of Reverse Auction **** § If desired, user may add more specifications with the desired parameter values 43

STEP 9. 3. 4 Procurement by Reverse Auction – Verification Screen 9. 3. 4 Process Flow § On clicking “Create RA” on previous page, the user lands on the page with all RA details § User verifies all RA details before proceeding with finalizing RA **** § Users are requested to verify all the details with respect to product specifications and RA process at this stage 44

STEP 9. 3. 5 Procurement by Reverse Auction – Verification Screen 9. 3. 5 Process Flow § User checks the “Terms & Conditions” checkbox to confirm acceptance § Once all the RA details are verified, user clicks on Finalize RA **** § Users are requested to read through the Terms & Conditions of Ge. M before proceeding 45

STEP 9. 3. 6 Creation of Bid – Authorization Using e-Sign Screen 9. 3. 6 Process Flow § On clicking “Finalize RA” the portal prompts for authorizing the RA using e. Sign § An OTP is sent to registered mobile number of the logged in user § User enters OTP and clicks on e. Sign to finalize the RA **** § Ensure your registered mobile number is accessible § In case users don’t receive OTP, they can use “Resend OTP” link for regenerating it § In case of Resend OTP request, the old OTP, in case received, will no more be valid 46