N.B. This is an additional module to our Sourcing package. Please submit a request via HQ if you wish to purchase this module for your site. 


Adding an eAuction: 


Adding eAuctions is done through a Requirement, the first step is to head to the relevant Requirement and then to the RFX tab within it. 

From there click on the '+ Add RFX' button to open up the drop menu. At the bottom select 'EAuction'. A pop-up should appear which will allow you to create the eAuction.


eAuction Pop-up:


The eAuction pop-up, when filled, in forms the specification and main details of the eAuction itself.

  • Title - The title of the eAuction as it will appear onscreen to all users.
  • Specification - The specification should hold any information about the eAuction that participants may need. This should include any relevant information on specific lots. The specification will be accessible by participants when they are invited as well as throughout the process.
  • Contact Details - These will be automatically filled in with the creators details. On the drop down is a selection of contact details from the people named under the People tab of the requirement, selecting one will input that persons details automatically. 
  • Auction Settings - 
    • Auction Start Date/Time - Auctions are run live and so the start date and time and particularly important to ensure that all relevant suppliers are present. 
    • Auction Type - The only available type is 'Reverse Auction' whereby sellers bid for the prices at which they are willing to sell their goods and services.
    • Minimum Auction Duration - The minimum time the eAuction will be active for. This prevents eAuction administrators from closing the eAuction earlier than the allotted time.
    • Tied Bid - The only available option is 'Equal Worst' position. Where two leading bidders would be labelled both as 2nd rather than 1st. 
    • Dynamic Close Period - This is a specified length of time counting from the end of the auction, for example the last five minutes. If a supplier places a bid during this timeframe, the eAuction is extended by a further [however many minutes it is extended by] minutes

    • Registration Deadline Date - The date by which any suppliers looking to participate must have expressed their interest by. 

NB: Click 'Create' at the bottom of the page to create the eAuction. Any details submitted will be saved if you click off the pop-up. 


Within a Created eAuction:


Once the eAuction has been created it's own interface will appear on screen with a number of pages and options:

  • Specification & Settings - This page reflects the information submitted when creating the eAuction. All the information on this page is editable. Save at the bottom left of the screen must be clicked to register any changes.
  • Documents - This tab will hold any documents relevant to the eAuction. 
    • Documents can be uploaded from either your PC or from the document library of the parent Requirement using the 'Add a Document' or 'Add from Document Library' buttons. 
    • Documents added will show the File Name, Size, Uploader and the date the document was added. There is the option to download or delete any documents uploaded depending on your user role. 
  • Items - In the Items tab you can add items to the eAuction (the lots). See Adding Items below:
  •  Participants - This tab allows you to add participants to the eAuction. The user is limited to only adding participants from suppliers named on the parent requirement. 
    • Click 'Add Participants' to bring up the pop-up. From there there is the option to add participants individually or tick 'Add All Suppliers' to invite every supplier named on the parent requirement. 
    • Also on this page is the ‘Invite Participants and Schedule Auction’ button. This will publish the eAuction and schedule it according to the start time you have given in Specifications & Settings. Do not do this until you are happy that all the details you have submitted are correct.
  • Audit - Contains a record of all activities within the eAuction. This is not visible to suppliers. 
  • Nudges - Contains in one place all the nudges (personal communications) that have been sent through the eAuction from the Key User. This is also not visible to suppliers. 


Adding Items:


User's running the eAuction have to add items to be bid on. Each item (or items together) should be representative of a Lot from the parent requirement. I.e.. If Lot 1 is Laptops and Headphones it may be separated out to have an item for Laptops and an item for Headphones individually.
Click 'Add Item' to bring up the pop-up, fill in the details and click 'Add' in the bottom right to add the item to the eAuction: 

  • Item Name - The name of the item being bid for. This is the name Suppliers will see so it should be clear and concise, e.g. laptops, tables, windows. 
  • Unit of Measure (UoM) - The unit of measurement for the item being bid on, e.g. individual laptops, boxes of ten headphones.
  • Quantity of Uom's - The amount required with mind of the Unit of Measure.
  • Current Price - The price previously paid for this item. This information is hidden from the suppliers. 
  • Qualification Price - The price which suppliers must meet or undercut in their preliminary bid. If the initial price they offer is higher than the qualification price, they will not be able to fill in the registration form that allows them to attend the auction.


Publishing the eAuction:


Once the eAuction has been all set-up, in the Participants tab click 'Invite Participants and Schedule Auction'. This will send an invite to all the suppliers, and schedule the Auction to begin on the date and time specified in the Specification & Settings tab.


Countdown to the eAuction:


Once published, a countdown will appear in the top right of the page you are on, indicating how long is left until the scheduled time of the eAuction. The person appointed as the ‘key user’ will still be able to add and edit all the details in the same ways outlined above. A few additional functions will now also be available under the following tabs:

 

  •  Documents: Qualifying participants of the auction will now be able to upload documents to this tab. These will be visible to the key user.

 

  •  Qualification Bids: This tab will show the key user any preliminary bids submitted by participating suppliers.

 

  •  eAuction: Once the eAuction has started, this is the tab from which you will manage it. You will be able to view bids as they come in [and then maybe add one further detail about what managing the auction looks like?]

 

  •  Nudges: This tab will now allow users to view and respond to all nudges from participating suppliers, as well as to send out any further communications. 


NB: There is a link in the top right hand corner of the page, next to the countdown timer, that takes the user back to the parent requirement.