Requestor (any TIBCO location)

Freda Fung
Mind Map by Freda Fung, updated more than 1 year ago
Freda Fung
Created by Freda Fung about 6 years ago
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Description

tc procurement

Resource summary

Requestor (any TIBCO location)
  1. Oracle PR [&SDD] Request Starts

    Annotations:

    • Since no PR is required for Property Matters, consider the quantity of Property Matters is very few, so we propose to raise Property Matters request in Revitas even for Oracle countries. Trainings will be giving to Facility team SDD to be raised at Oracle with options PR reqeuest yes or no.  For Lease - NO PR request - go to SDD - Revitas Extra fields needed:  1. Asking requester: are you doing a property lease? -> (background divert to SDD and revitas, no PR will be raised)
    1. Existing Supplier

      Annotations:

      • subject SDD scheduled review
      1. New Supplier
        1. Requestor & Supplier receive SDD questionnaire
          1. SDD

            Annotations:

            • SDD form to inculde infor for GCAs & DD info Purchasing & Requestor get confirmation once the DD is cleared
            1. Catalogue Item Purchase

              Annotations:

              • Categorized & PO exception list items request a PO exception list fr IPH
                1. RSS move to the next phase

                  Annotations:

                  • Property Lease Engagement letters + Non-catelogue Item Purchase Second stage of Revitas = After SDD is cleared, Requestor is required to upload the approvals from manager and finance to further proceed to Legal &/ Commercial Review
                  1. Commercial review
                    1. Legal Review
                      1. Document negotiation
                          1. Signing

                            Annotations:

                            • same signing procedures as oracle countries
                            1. Signed Agreement
                        1. Annotations:

                          • Legal review make comments to the documents with commercial comments in order to combine commercial and legal review into one doc comments and purchasing team further handling.
                        2. Annotations:

                          • Property Lease + Engagement letters are legal review only Second phase of RSS = After SDD clear, Requestor to upload the approvals from manager and finance to CMS, for Legal &/ Commercial Reviews On the RSS page: 2 mandatory required field: Manager approval + Financial approval uploads
                    2. Existing
                      1. US based Entity & Independent Contractor
                        1. New
                          1. Engagement letters + Non-catalogue Item Purchase

                            Annotations:

                            • Non-catagorized items
                            1. Manager + Finance Approval (by email)
                              1. Commercial Review

                                Annotations:

                                • Catalogue items no need go through Legal Review
                                1. Signed/ Commercial stamped Agreement

                                  Annotations:

                                  • so no PO for non-Oracle countries Only signed agreement / Commercial Stamped agreement
                            2. Requestor & Supplier receive SDD questionnaire

                              Annotations:

                              • receives link in a email
                              1. PR Request Submited
                                1. Catalogue Item Purchase
                                  1. Manager + Finance Approval
                                    1. PR Approval
                                      1. Standard PO

                                        Annotations:

                                        • what kind of documents? PO+terms? We need to capture the document into Revitas - Amit to check & liaise
                                        1. Capture in Revitas Database

                                          Annotations:

                                          • Standard PO PO Signed GCA / Short GCA Signed 3rd party contract
                                  2. Non-catalogue item Purchase
                                    1. Manager + Finance Approval
                                      1. PR Approval
                                        1. Commercial Review
                                          1. Legal Review

                                            Annotations:

                                            • amit  check with Revitas team on information transfer from Oracle All data and document to be transferred to Revitas, and at legal review stage, no input should be done manaully Notification should be sent to requestor and purchasing team
                                            1. Document negotiation

                                              Annotations:

                                              • Commercial review and Legal Review are combined in one document for vendor's / requester's further process 
                                              1. Signing
                                                1. Buyer places the PO
                                                    1. AP Team will set up Supplier & Confirm back to buyer
                                                          1. Annotations:

                                                            • Fully Signed / Commercial Stamped agreement will be sent to supplier, then supplier will raise invoice which will be shared with AP together with the agreement. 
                                                      1. Receive the contract from supplier
                                                        1. P/W protected?
                                                          1. upload as a attachment

                                                            Annotations:

                                                            • version tracking: name properlly according to the versions
                                                          2. no P/W protected
                                                            1. upload to doc session
                                                              1. Finalise the doc
                                                                1. TIBCO standard (GCA / Short GCA)
                                                                  1. Sign by Vendor
                                                                    1. Stamp by Commercial
                                                                      1. Stamp by Legal

                                                                        Annotations:

                                                                        • Subject to availability of Echosign, we aim to stamp all documents via Echosign.  At the moment before Echosign is available, we stamp the documents and upload to revitas
                                                                  2. Supplier paper
                                                                    1. Stamp by Comercial
                                                                      1. Stamp by Legal

                                                                        Annotations:

                                                                        • Subject to availability of Echosign, we aim to stamp all documents via Echosign.  At the moment before Echosign is available, we stamp the documents and upload to revitas
                                                                        1. Annotations:

                                                                          • echosign
                                                                          1. Vendor signature

                                                                            Annotations:

                                                                            • Subject to Echosign availability, once the document is approved by Commercial team and Legal team, the stamped document will be sent via Echosign to buyer for them to forward to requestor/Vendor for further signing arrangement.   Potentially we may set up Echosign accounts for the buyers so that they can arrange signing with the vendor by using Echosign
                                                          3. Annotations:

                                                            • Engagement Letters no need commercial review, but PR is requested_
                                                2. Property Lease
                                            2. Property Matters, & Non-Oracle Request in Revitas

                                              Annotations:

                                              • Phase  1 short SS questions basic stuff to trigger the SDD for new suppliers Purchasing gets the auto notification email At the end of Phase 1, on the RSS tab, note/instruction/preview to requester: telling them request can only proceed for review after SDD clearance and submission of Approvals from manager and financial at Phase 2.
                                              1. New Supplier

                                                Annotations:

                                                • There is no database on existing supplier, it is a judgement call of the requester.
                                                1. Existing Supplier
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