Requirements: Stakeholders

Anyone (with the correct user role/permissions) from a named Buyer organisation/department/section can be named as a Stakeholder by a Procurement Manager.

Once named as a Stakeholder, the contact will be able to view the same information as a Buyer in the Details tab.

They will also have access to 6 additional tabs within the Requirement. See from "Stakeholder View of Requirements" for more information

Stakeholders that can add Requirements

For Stakeholder users that have the permission to add Requirements, they can now also see the following options on Requirements in which they are named as a Stakeholder:

• Edit
  • This will allow the Stakeholder to edit details of the requirements, including custom fields
• Stage
  • This will allow the Stakeholder to edit the Stage of the Requirement.

This allows such nominated Stakeholders the ability to both add and manage their own Requirements/Contracts Registers at a high level.

If a Stakeholder has been granted the ability to add Requirements, see here for more information. There are limitations on what they can input as specified in the article.

If you wish to allow all/certain Stakeholders this ability to create and manage Requirements (which they are named against), please ask your site administrators to contact [email protected] with your instructions.

Stakeholder View of Requirements

Details

Here, they can view information such as:

• Contract Start and End Date
• Value of the contract
• Suitability for SMEs and VCSEs
• Reference Prefix
• Locations and regions of the contract
• Named Procurement people
• Named Stakeholders
• Buyer organisations/departments/sections
• CPV Codes

Description

Stakeholders have a read-only view of the long description.

Comments

• Stakeholders can view comments left by other users with commenting access.
• They can also add, edit and delete their own comments. Having access to comments created by the Procurement/Contract Managers if shared with them. (careful when specifying the stage the comment relates to - this cannot be edited)
• Comments can include tables, lists, pictures and website links (these can't be links to files/folders).
• Remember to click Save when finished.

Document Library

Stakeholders can upload multiple documents relevant to the requirement, as well as view, download and delete the documents they have uploaded. They can also do this with documents shared with them by the Procurement/Contracts Manager

This area is split into folders correlating to the requirement stages.

• Any documents which are attached in the library, if used in particular Questionnaires, will be marked to indicate this. If a Key User deletes these documents from the requirement, the marked ones, will also no longer be available to interested suppliers in their interface. Deleting a document cannot be undone and will present a warning indicating this. 
  

Nudges

View and create Nudges relating to the requirement.

• When creating a new Nudge from this tab, they will be able to attach any documents uploaded to the Documents Library tab.
• Nudge recipients (including suppliers) will be able to reply with any attachments of their own. 
• You can select up to 20 participants involved with the requirement to send a Nudge to simultaneously. Do this by searching for the people you wish to nudge, selecting them using the tick box then press Add and then select Set Selected. 
• Any user with access to a Nudge with attachments will be able to download the attached files from either the main Nudges screen or via the Nudges tab on the Requirement.
• When viewing Nudges from this tab, you can filter them by status, the stage of requirement they're related to and when they were last updated. 
• If a job is linked to the requirement, any nudges from that job will also appear and can be searched for by job number in the filter section.
• Stakeholders can only view nudges they have sent/received or those shared with them by Procurement/Contract Managers.

Suppliers

Stakeholders can view the Suppliers attached to the Requirement on the 'Supplier' tab. Here (dependent on specific permissions) they are able to click into the Supplier organisation, see and click into the Questionnaire responses/results, as well as see and open Categories. 

Reminders

They are able to add notifications for all stakeholders. These  notifications can be created with a Start and End Date. From the drop-down list on the 'Repeat' section whilst creating a new notification, you will be able to select how often these notifications occur from the following; Daily, Weekly or Monthly.

Clarification Q&A's

Accessed via clicking on the notification generated on the system and by heading to Supplier Management > Clarification Q&A

A stakeholder can be named as responsible for Clarification questions within the People tab of a requirement. This will
provide them access to the Clarification Questions screen. A stakeholder selected for Clarification Questions can also be named as a respondent by a key user when making Questionnaires, meaning any Clarification Questions on that questionnaire will appear under 'My Q&A's' in the Clarification Question screen (see above on how to access).

See here for more information on Clarification Questions.