Managing Events

This chapter provides an overview of event management and discusses how to:

• Manage events.

• View bid history.

• View event document status.

• Use discussion forums.

• Generate Strategic Sourcing reports.

Understanding Event Management

Manage events through a single page. You can view the status of events and the approval workflow associated with an event to see how bidding is progressing, and then process the award of the event.

Once posted, a created event's bidding begins on the specific start time. The event progresses through most of the following statuses:

• Open: An event that has been saved but not posted or routed for collaboration.

• Collaborating Event: An event that has been routed for internal collaboration.

• Pending Post Approval: An event that is awaiting approval.

• Pending Scheduled Review: An event that is awaiting an approval process review.

  This status occurs when approval workflow is set to scheduled.

• Posted: An event that is approved; bidding is ongoing.

• Event Completed: An event that has ended but whose update event status process has not been run yet.

• Pending Award: An event that is complete but that has not yet been awarded.

• Collaborating Bid Analysis: An event that has been routed for internal collaboration on the received bids.

• Awarded: An event that has been awarded and whose status for all line items is Closed.

• Not Awarded: An event that ended without the event being awarded.

  The status for all lines items was manually set to Closed.

• Canceled: An event that was cancelled by the event creator.

For RFI events, the following event statuses include:

• Open: A newly created, not yet approved, event.

• Collaborating Event: An event that has been routed for internal collaboration

• Pending Post Approval: An event that is posted for internal approval.

• Posted: An approved event with bidding that's ongoing.

• Posted/Event Ended: An completed and approved event that has not yet been reviewed.

• Pending RFI Review: An completed event that is awaiting review.

• Collaborating Bid Analysis: An event that has been routed for bid analysis collaboration

• RFI Reviewed: An event whose RFI responses have been reviewed.

• Canceled: An event that was cancelled by the event creator.

Event Details

While the event is posted, you can invite new bidders and edit these details of the event:

• Header comments and attachments.

• Line comments and attachments.

• Event extensions.

• Reserve price.

Status Update at Event End Date

The Update Event Status application engine process (AEAUCSTATCK) updates the status of an event from Posted to Pending Award (for auction and RFx events) or Pending RFI Review (for RFI events). You can schedule this process to run every 5 minutes; it checks to see if an event's end date has arrived. If it has, the event status is updated to Pending Award or Pending RFI Review.

This process is also used to notify event creators when the collaboration due date has passed and when an event has ended and is pending award.

RFI Events

You can maintain RFI events using the Event Workbench. You can search for events by the RFI event format, or the RFx event type. You also view the RFI cycle for RFI events on the Event History page.

Multiversion or Multiround Events

You can use the Event Workbench to create and edit versions of multiversion events. When you are viewing a multiversion event in the Event Workbench, the system always displays the most recent version of the event.

Auction Pause

If a bidder makes an error when posting a bid on an auction event or needs clarification on the auction event, the event creator may pause the event to either remove the erroneous bid or address the clarification.

You can pause an event any time while it is open for bidding. When an event is paused, the event creator may make changes to an event or elect to disallow a bid. Bidders can view a paused event and save a bid, but can’t post a bid. Internal users can still enter bids on behalf of a bidder while an event is paused. If an auction is paused, the system notifies the invited bidders. The system notifies the bidders that bidding has resumed when the event is restarted.

Managing Events

This section discusses how to:

• List all the events that you are managing.

• Search for events that are associated with a sourcing plan.

• Locate the event in the event cycle.

• Pause and resume an event.

• Cancel an event.

• View event history.

• Create a new version.

• Check out an event to enter collaboration input.

• View bid history.

• Access event discussion forums and chat rooms.

See Also

Analyzing Bids and Awarding Events

Pages Used to Manage Events

Listing Events

Access the Event Workbench page.

Only Show Events I Created	Click to show only user-created events.
Associated with Plan	Select a sourcing plan to be included in the search criteria.
Plan Name	Select the name of the sourcing plan.

If available, the buttons appear to the right of each event. Availability depends on the event's status:

Pausing and Resuming an Auction

Access the Event Workbench page.

Note. You can pause only auction events, not RFx nor RFI events.

To pause an auction:

1. Navigate to the Event Workbench page and select the auction to pause.

   You can pause only those auctions that have been posted and have not ended.

2. Click the Pause button.

   The system takes you to the Pause Event page.

3. Click the Pause Event button on the Pause Event page to confirm that you want the event paused.

   The page title changes to Resume Event, and the Resume button appears.

   If the value in the End Date/Time field has passed, when resuming the event the system alerts the event creator and indicates how to extend the end date and time.

See Also

Setting Up Reason Codes

Canceling an Event

Click the Cancel Event button to cancel an event.

Note. You can't cancel events that are partially awarded or that have a status of Awarded, Not Awarded, or Cancelled.

When you verify the cancellation request on the Cancel event page:

• If the event has been posted, an email notification is generated to the invited bidders, notifying them that the event is canceled.

• The event status is updated to Canceled.

Using the Event History

Access the Event History page.

	Click the Chat History button to view the chat log associated with the event.
	Click this button to access discussion forums.

As the event enters each stage in the cycle, the representative button is highlighted. If an event's status is Cancelled, none of these buttons are highlighted.

Viewing the Bid History

The Bid History page is available to event creators for RFx and Auction events. You may allow bidders to view the bid history only for auction events. Bidders will not have access to the Event Invitation page, nor will they have access to the real-time price and score charts. You can select to display competitor bids to a bidder for auction events by setting the Competitor Bids field on the Event Settings and Options page to Display and Show Identity or Display and Hide Identity. If you select to show identity, then bidders will see the names of the other bidders who bid on the auction event. If you select to hide identity, then bidders will be able to view the bids, but not the identity, of the other bids on the event.

If bidders are allowed to submit proxy bids, event creators will not ever see the bidder's proxy price on the bid history pages and price graphs, but will see the bidders current bid price.Likewise, if bidders may view competitor bids, they will never see the actual proxy price entered by the other bidders. They will only be allowed to see the bidder's current bid price

Note. The available Status/Ranking options for bidders to select, such as Rank, Price, Score, and Status on the Bid History page, is controlled based on the settings on the Event Settings and Options page.

If bidders compete on the basis of price, and the Competitor Bids display option is selected for the event, bidders can view the bid prices associated with the other bidders. If bidders compete based on score, and the Competitor Bids display option is selected for the event, bidders can view the bid scores associated with the other bidders. If the event is ranked, bidders can view bids by rank. Bidders always have access to view by bid status if competitor bids are displayed.

Pages Used to View Bid History

Viewing by Best Bids

Access the Event Bid History page.

You can only view by best bids if Bids Compete At: Line Leveloption is selected on the Event Settings and Options page. If you chose to rank the event, the system displays the rank. If bidders are competing based on price, the system displays the total event bid price for each bidder. If not, the system displays the total event bid score for each bidder. If the bidder has the total winning price/score, the system indicates that the bid status is Winning; otherwise, the system displays Outbid. When accessed using the Best Bids report type, the price chart and score chart are based on the total event bid price/score. You can view the price/score for each line item when using the List by Line report type.

View Price Chart

The View Price Chart shows a real-time line graph of the bidding activity on an auction event. The system automatically refreshes the chart every 5 seconds to display the latest bids. The X-Axis represents the bidders and the Y-axis represents the bid price.

View Score Chart

Access the View Score Chart.

The View Score Chart displays a real-time bar graph representing each bidder’s score. The X-Axis represents the bidders, and the Y-Axis represents the bidder’s score.

Viewing by Bidder or Bid

You may view the bids posted by each bidder using the Bidder/Bid Report Type. You can sort by bid ID, date, name, or score. All of each bidder’s posted bids appear, but only the best bid for each bidder displays the rank or score. The price and score appears for all bids. You may also disallow a bid on an auction event from this page. This may be necessary if a bidder posts an erroneous bid. The Disallow Bid option is only available to internal users—bidders may not disallow their own or another bidder's bid. If you don't select Bids Compete At: Event Level on the Event Settings and Options page, the system displays only the score, price, rank, and status at the line level, not at the overall bid level. If you selected Bids Compete At: Event Level on the Event Settings and Options page, the bid price, score, rank and status displays for the overall bid.

If bidders have access to view competitor bids, they can use this page to view the bids entered by each bidder. Bidders may also select the Display My Bids Only check box to display only their own bids. This option is not available to internal users.

Viewing List by Line

The system displays all bids entered for each line. If you have selected to display the start price to bidders on the Event Settings and Options page, the system displays the start price.

Score View

Access the Event Bid History page.

If you select List by Line and the Score Status Ranking, you can view the score for each line.

Rank View

If you select List by Line and the Rank Status Ranking, you can view the score for each bidder’s best line bid as a ranking.

Bid Status View

If you select List by Line and Bid Status as a status ranking, you can view each bidder’s best line bid by the bid status.

Price View

If you selectList by Lineand theRank Status Price, you can view the price for each bidder's best line bid.

You can view the price of all bids based on the bidder’s best bid if you selected Bid Required on All Lines on the Header Details page.

Bidder Participation in Multiround Events

The Event Bid History page displays the event participation by round and not by version. Therefore, if the following bid situation occurred:

• Bidder A accepted on version 1 and posted a bid on version 2.

• Bidder B accepted on version 2 but never posted a bid.

• Bidder C declined on version 3 for round 1.

• Bidder D never responded to any of the event notifications.

The system displays the following on the Event Participation page for round 1:

• Invited Bidders: 4

• Participating Bidders: 2

• Declined Bidders: 1

• No Response: 1

See Also

Defining Header Details

Defining Strategic Sourcing Business Units

Using the Sourcing Document Status Inquiry

This section discusses how to use sourcing document status inquiry.

Page Used to Inquire on Document Status

Using the Sourcing Document Status Inquiry

Access the Sourcing Document Status Inquiry page.

If there are requisitions, purchase orders, or contracts associated with an event, you can view them on the Sourcing Document Status Inquiry page.

If requisitions were consolidated into an event, the Document Status Inquiry page lists each requisition. Then once you award an event, the inquiry shows the related contract, purchase order, or multiple purchase orders (if the award is for an event derived from multiple requisitions). This information is available only for buy events.

See Also

Using the Sourcing Document Status Inquiry

Using Discussion Forums

This section discusses how to use discussion forums.

Pages Used to Access Discussion Forums

Using Discussion Forums

Access the Event Discussion page.

Click a linked event to access the discussion forum for that event.

Click an event forum topic to view an event message.

After viewing the message, click the Reply button to post a message to the event forum for this topic. Click the Post button to add the message to the discussion forum.

See Also

Using Discussion Forums

Generating Strategic Sourcing Reports

This section discusses how to:

• Generate Cycle Time Analysis reports.

• Generate Auction Summary reports.

Pages Used to Generate Strategic Sourcing Event Reports

See Also

PeopleSoft Enterprise Strategic Sourcing 8.9 Report Descriptions

Generating Cycle Time Analysis Reports

Access the Cycle Time Reporting page.

Report Request Parameters

Select to include events with the following statuses:

See Selecting Event Statuses.

Select to include events with the following event create dates:

Select to include events with the following categories:

Selecting Event Statuses

Access the Select Event Status page.

Select one or more of these status to be printed on the report:

• Awarded

• Open

• Posted

• Paused

• Pending Post Approval

• Pending Award

• Inactive Version

Generating Auction Summary Reports

Access the Auction Summary Report page.

Auction Format	Select the type of auctions you want included in the report. Values are Both, Buy, and Sell.
Business Unit	Select a range of business units for the report.
Department	(Optional) Select the department to further define the search criteria.
Entered By	(Optional) Select the name of the event creator.

Select to include events with the following event create dates: