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Draft Sourcing Event Tool Kit Purchasing Analyst Guide for Excel Template Import January 26, 2004.

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Presentation on theme: "Draft Sourcing Event Tool Kit Purchasing Analyst Guide for Excel Template Import January 26, 2004."— Presentation transcript:

1 Draft Sourcing Event Tool Kit Purchasing Analyst Guide for Excel Template Import January 26, 2004

2 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 2 Contents Introduction MS Excel Template Importing Excel Bidding Attachments Purchasing Analyst Guide for Excel Template Import

3 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 3 Introduction Prior to building events with the MS Excel Templates, it is strongly recommended that Purchasing Analysts do the following: 1.Review the appropriate Sourcing Event Tool Kit and Appendices (available on MyFloridaMarketPlace website ( ) 2.Review RFX structure 3.Review / Understand MS Excel functionality and shortcuts 4.Review HTML Quick Reference Guide (see Appendix I of Buyer Tool Kit) ( ) 5.Utilize MyFloridaMarketPlace Sourcing Training / Sandbox environment to practice and test importing templates for your Sourcing event 6.Utilize the Buyers’ link on MyFloridaMarketPlace (see Appendix C of Buyer Tool Kit), which provides additional information, training and communication on various issues First Steps

4 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 4 Introduction Excel provides features, such as advanced editing functions, formula entry, and formatting, not available in current web-based applications The content of the solicitation may already exist in an Excel format or some format that can be read by Excel. The data can thus be collected and entered without having to be typed in Ability to Build RFX components in one spreadsheet instead of multiple screens in the Sourcing Tool Knowledge of Excel is common, making Excel a good tool for collaborating with team members RFXs can be built/tested in Training environment, then imported directly into Production. Why Use Excel Import?

5 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 5 Introduction Solicitation Content that can be imported: RFX information including: questions, requirements, descriptions, and instructions Line items details for an RFX, including item groups and subgroups, descriptions, part numbers, and commodity codes, and terms associated with line items Price and quantity information, including initial prices, current prices, target prices, and price increments Overview of Excel Import Vendors can export bid requested items (e.g., prices, text responses, etc.) to Excel to facilitate completion and upload of their response Vendors Purchasing Analysts can use import capability to build and test events Purchasing Analysts

6 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 6 Contents Introduction MS Excel Template Importing Excel Bidding Attachments Purchasing Analyst Guide for Excel Template Import

7 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 7 MS Excel Template The Excel Template has a standard layout. Four main worksheets –Cover/Instruction page –RFX Info –Items –Item Terms Separate worksheet for different RFX Info, Items, Item Terms Base template can be exported through the Sourcing tool MyFloridaMarketPlace Excel Template Layout

8 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 8 MS Excel Template Certain aspects of template cannot be changed or deleted. Column Names - must not be changed. If changed the tool will ignore the data in that column and an error message will be generated and Import will be aborted. Required Columns - The headings of columns that must contain data are color-coded yellow. Columns with blue headings are for optional information and should be used as needed. Missing or Extra Columns - Unneeded columns can be removed. Additional columns can be added (as long as they do not duplicate any of the column names used in the template) MyFloridaMarketPlace Excel Template Column Parameters

9 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 9 There are some restrictions on entering data in the Excel template. 1.Data in template must be in correct syntax 2.Formulas cannot be entered into predefine columns in template. Formulas can be still be used by adhering to the following steps: a)The template contains columns for Target Price and Current Price. Suppose your target price is always 70% of your current price. Create a new column named Calculated Target Price. (This column will not be imported.) b)In the Calculated Target Price column, enter a formula that calculates 70% of the corresponding cells in the Current Price column. c)Select the cells in the Calculated Target Price column, and copy their contents (Edit > Copy). d)Select the corresponding cells in the Target Price column, and paste using the menu selection Paste > Special. e)Select the Values option, and click OK. This pastes the numeric values and not the formulas. MS Excel Template MyFloridaMarketPlace Excel Template Data Parameters

10 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 10 MS Excel Template Question #This column identifies the question, attachment or RFX level requirement defined in this row. All the entries under this column organize the rows into a hierarchy which can make it easier for users to understand the contents of the RFX Info section. These cells can contain only numbers separated by periods. No alphabetical characters are allowed except periods. QuestionRequired entry. Can Contain a question, Attachment description or RFX level requirement. If the Question # for this row ends in a zero, then this row is a title for this section. DescriptionIf this row describes a section of informational text (indicated by the entry under Question # ending with a zero), then enter the text here. This column is not used if this row defines any other object defined here (like a question or a requirement). TypeIf this row describes a question, an RFX-level requirement, or a file attachment for the user to download and read. Possible data types, and how to identify them are described on slide ## Is read onlyUse this cell to indicate whether this row defines an RFX-level requirement. Is InternalUse this cell to indicate whether this row defines a section of internal information. Is for Cost Formula If this row defines a question or requirement, you may make it available for use within a Total Cost formula by entering "Yes" in this cell. Column Descriptions - RFX Items

11 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 11 Default ValueIf this row describes a requirement, enter a value for it here. If this row describes a question, you may optionally enter a default value for it here. Make sure this value conforms to the data type you entered in the Type column RangeIf this row defines a question or requirement with a numerical Type (Whole Number, Decimal Number, Date, or Money), you may require users to enter a value within a range specified here in form: "low_number | high_number". Enumerated Values column takes precedence over entries in the Range column Enumerated ValueSpecifies a limited list of available values from which the user must choose, then enter those values here, separated by symbol "|". Allow Multiple ValuesIf this row defines a question with a list of available values specified under the "Enumerated Values" column, you may also let a user enter more than one of the available values by also entering "Yes" in this column. Allow Other ValuesIf this row defines a question with a list of available values specified under the "Enumerated Values" column, you may also let a user enter a value other than one of the available values by also entering "Yes" in this column. MS Excel Template Column Descriptions - RFX Items (continued)

12 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 12 MS Excel Template Whole NumberUsers may enter any number containing no decimal point Decimal NumberUsers may enter any number that may contain a decimal point. TextUsers may enter any standard keyboard characters. Including alphabetical, numerical, and punctuation. Max is 2000 characters. Long TextUsers may enter any standard keyboard characters. Including alphabetical, numerical, and punctuation. Max is 4000 characters. AttachmentRow specifies or requests a file attachment DateUsers may enter a date. Format: M/D/YY or MM/DD/YY MoneyUsers may enter a number representing a monetary value. May use decimal point followed by a max two digits Yes/No Users may enter either "Yes" or "No." Question/Term Input Types

13 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 13 MS Excel Template Item NameAn entry for the row under this column is required. Enter the name of the item defined in this row. Item #Organizes the items into a hierarchy. The Item # also defines item groups and market baskets (which are special item groups). These cells can contain only numbers separated by periods. No alphabetical characters are allowed except periods. Is a Market Basket Enter "Yes" if this row defines a market basket. The assumed value for this column is "No" unless otherwise specified. A row must define an item group in the "Item #" column before it can be specified as a market basket at this column. For the items inside the market basket no input in this column is necessary. DescriptionEnter a textual description of the item, group, or market basket defined in this row. SKUInput the appropriate SKU code or any part number or specification code that you use internally. Commodity Codes Enter any commodity codes the item defined in this row. Format is number(domain_name)". Detailed Description Enter a detailed description of the item, item group, or market basket defined in this row. Column Descriptions - Items

14 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 14 MS Excel Template Initial PriceEnter the initial price at which to start the bidding for this item or market basket. Current PriceYou may optionally enter a current price for this item or market basket. This value is only seen by the RFX owner and any team-members. Current price can be used to calculate savings achieved with this RFX. Target PriceYou may optionally enter a target price for this item or market basket. This is your desired price outcome. Price UOMEnter a specific unit of measure for how this item is priced. For example, if you are purchasing oil that is priced per gallon, enter "per gallon". Reserve PriceYou may optionally enter a maximum buying price or minimum selling price for this item. Immediate Win Price This is the bid price that will automatically award a winning quantity to a participant. The system will not wait for the bidding to close but rather will immediately award the quantity requested to the bidder. If the full quantity requested by the RFX owner has been awarded by the immediate win price, then the RFX will close. Total Quantity Desired Enter the total quantity you want to buy for the item or market basket defined by this row. Column Descriptions – Items (continued)

15 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 15 MS Excel Template Quantity UOMYou can specify a unit of measure for quantity that is different than unit of measure for price. Baseline CostThis represents the total cost for this line item, generally Current Price x Quantity. It will be used to calculate your savings for this line item. If no value is specified then the default will be Current Price x Quantity Minimum Price Improvement For Revised Bid You may specify how much a participant's revised bid must improve the previous bid entered. Minimum Price Improvement For Best Price You may specify if participant's revised bid improve over the previous bid made. Enter 0 to not use this rule, enter 1 to specify the total quantity of the previous bid must be improved; or enter 2 to specify that only the winning quantity of the previous bid must be improved. Minimum Best Price Improvement Auto. Reduction Inactivity Period In Minutes Enter an amount by which a bid must improve over the current best price for this item. Minimum Best Price Improvement Auto. Reduction by % You can specify a unit of measure for quantity that is different than unit of measure for price. For example, if you are buying oil that is purchased in barrels but priced per gallon, enter barrels. Column Descriptions – Items (continued)

16 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 16 MS Excel Template Minimum Best Price Improvement Auto. Reduction Stop Price If you specify that the price improvement for this item or market basket will be reduced if no bids are received during the time span defined in the column "Minimum Best Price Improvement Auto. Reduction Inactivity Period in Minutes," then you must specify at what price the reduction will stop. Enter that stop price here. Item External IDThis value is used to associate the corresponding items between the this worksheet and the Item Terms worksheet. Must match External ID in Items Worksheet The ID format is arbitrary. When exporting, the system assigns External IDs to existing items in the form "ExternalID- x." Column Descriptions – Items (continued)

17 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 17 MS Excel Template Item External ID This value is used to associate the corresponding items between the this worksheet and the Item worksheet. Must match External ID in Items Worksheet The ID format is arbitrary. When exporting, the system assigns External IDs to existing items in the form "ExternalID-x." Display textRequired entry. Can Contain a question, Attachment description or RFX level requirement. If the Question # for this row ends in a zero, then this row is a title for this section. TypeIf this row describes a question, an RFX-level requirement, or a file attachment for the user to download and read. Possible data types, and how to identify them are described on slide ## Enumerated Value Specifies a limited list of available values from which the user must choose, then enter those values here, separated by symbol "|". Is read onlyUse this cell to indicate whether this row defines an RFX-level requirement. Is InternalUse this cell to indicate whether this row defines a section of internal information. Column Descriptions - Item Terms

18 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 18 Default ValueIf this row describes a requirement, enter a value for it here. If this row describes a question, you may optionally enter a default value for it here. Make sure this value conforms to the data type you entered in the Type column RangeIf this row defines a question or requirement with a numerical Type (Whole Number, Decimal Number, Date, or Money), you may require users to enter a value within a range specified here in form: "low_number | high_number". Enumerated Values column takes precedence over entries in the Range column Enumerated ValueSpecifies a limited list of available values from which the user must choose, then enter those values here, separated by symbol "|". Allow Multiple ValuesIf this row defines a question with a list of available values specified under the "Enumerated Values" column, you may also let a user enter more than one of the available values by also entering "Yes" in this column. Allow Other ValuesIf this row defines a question with a list of available values specified under the "Enumerated Values" column, you may also let a user enter a value other than one of the available values by also entering "Yes" in this column. Column Descriptions - Item Terms (continued) MS Excel Template

19 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 19 Contents Introduction MS Excel Template Importing Excel Bidding Attachments Purchasing Analyst Guide for Excel Template Import

20 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 20 Importing For each type of data (RFX information, items) an Import button can be found in the user interface on the page where that type of data is entered. Instructions to use Excel Import

21 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 21 Importing When you click the Import button a page is displayed that guides you through five steps. Instructions to use Excel Import (continued)

22 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 22 Importing Step 1 - Create the template. Step 2 - Edit the spreadsheet. Save the file when you are done. Step 3 - Locate the saved file. If you have already completed steps 1 and 2, click the Browse button in step 3 to locate your Excel file. Step 4 - Check this box to export or import all sheets in the workbook. Step 5 - To complete an import of your data, click the Import button in step 5. You must go through these five steps any time you import data from Excel The steps are the same for each type of data. Instructions to use Excel Import (continued)

23 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 23 Importing You may have errors when importing, which are usually due to data type formatting/syntax. You have two options: 1. Continue With Import (data not imported) 2. Cancel The Import (Repair and re-import) Importing Errors

24 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 24 Importing Be sure to understand the following impacts from using Excel Import feature. Import Replaces Existing Data: Data imported from a spreadsheet will replace the corresponding data already entered online, Import Affects Online Data Not in Spreadsheet: Areas of the RFX that are not covered by the spreadsheet, such as cost formulas, scoring criteria, and timing rules, are reset to their default state after you import from the spreadsheet. Import your data first, then set other parameters. Verify the Loaded Data: Improperly labeled data will fail to load without warning. If a column header has been unintentionally changed it will be ignored by the system during import, and the expected data will not be entered. You should always verify that the data you think you loaded is displayed online. Import Errors - Important Considerations

25 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 25 Contents Introduction MS Excel Template Importing Excel Bidding Attachments Purchasing Analyst Guide for Excel Template Import

26 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 26 Excel Bidding (Vendor Importing of MS Excel) Purchasing Analysts must select whether vendors can use Excel Bidding feature. Enabling Excel Bidding on the Rules - Bidding Page

27 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 27 Excel Bidding (Vendor Importing of MS Excel) Allowing vendors to use Excel Bidding will help streamline their response development and submission process. Can facilitate vendor’s internal collaboration on response development Steps (1-4) are the similar for import/export as in Edit RFX info view File downloaded/uploaded are Bid sheets, not templates Allows vendors to submit bids into the tool with Excel Allows vendors to upload all responses/bids at one time Excel Bidding Benefits

28 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 28 Contents Introduction MS Excel Template Importing Excel Bidding Attachments Purchasing Analyst Guide for Excel Template Import

29 Draft © 2004 MyFloridaMarketPlace. All rights reserved. 29 Attachments Handling attachments is not the same as Excel Import. Attachments cannot be loaded thru the Excel spreadsheet import process RFX Info Type must be “Attachment” in you imported spreadsheet Attachments are loaded through the user interface (Browse & Select) Attachments


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