The Procurement Planning module is governed by several settings that can be managed by System Administrators. These settings are outlined and defined below.
Accessing the Procurement Planning settings
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Navigate to the Procurement Planning module dashboard, either via the app launcher icon in the menubar or through the navigation tile on your Homepage.
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Click on the Manage Module tab in the top right to open the module settings.
- Refer to the 'General' tab for the module's general settings.
This will take you to the Settings - Procurement page, which has three tabs:
- General: General settings for managing the module, as detailed below in this article.
- Lists: These are manageable lists of data that populate selectable options and fields in a Procurement Plan. You can find information on managing these lists here: Managed Lists (Procurement Planning)
- Dashboard Customisation: These are settings for managing the Procurement Planning dashboard (including links and downloadable reports).
When making any changes to these settings it's important to hit the Save button at the bottom of the page when you're ready.
General
Procurement Number Generation
Every Procurement Plan created by a user will be automatically assigned a reference number. These settings allow you to manage the structure of the reference number and include additional information:
- Numbering prefix: This can be letters and/or numbers that appear at the beginning of the reference number. We recommend keeping this as short as possible (e.g. 'VP').
- Year Options: You can choose to include either the current calendar year or financial year in the reference number (eg. 'VP2023-###' or 'VP23/24-###'). You can only select one of the options or you can deselect both to not include a year at all.
Role Configuration
Please see the table for a description of each setting:
| Setting | Description |
|---|---|
| Users can add and remove roles | Allows users to add and remove roles on a Procurement Plan. |
| Can add custom roles | Allow users to add and assign people to custom-named roles on a Procurement Plan (outside of the default roles: Procurement Officer, Procurement Manager). |
| Can assign non-system users | Allows users to assign non-system users to a role with a free text field (note: non-system users won't receive system emails). |
| External Evaluator Documents Access |
An 'External Evaluator' is a non-system user that has been added as an Evaluation Panel Member. By default, they will get 'guest' access to the system and can view the Plan details. This setting enables them to be able to download any documents uploaded to the Plan as well. |
| Can Add Guest Users for Evaluation |
Allows non-system users to be assigned as an Evaluation Panel Member. Once requested to complete a Conflict of Interest declaration, they will be added as a 'guest' user in the system and can view the Plan(s) they've been assigned to. |
Module Settings
| Setting | Description |
|---|---|
| Default Tax Mode |
When entering an 'Estimated Value' on a Plan, this setting determines whether the 'Tax inclusive' checkbox is selected by default or not. |
| Public requests enabled on procurement setup |
Can users create Procurement Plans that result in a public request (Only enable if also enabled in Go To Market) |
| Creating market requests is ONLY available to users in the "Sourcing Team" group |
If enabled, only users who have been added to the 'Sourcing Team' user group will be able to create market requests from completed Plans. If disabled, all users with access to Procurement Planning will be able to create market requests from a completed Plan. |
| Supplier discovery enabled on procurement setup | If enabled, users can access the 'Supplier Discovery' tool to select categories, supplier lists and suppliers during the Procurement Plan 'Setup' stage. These selections will be included on the Go To Market request once transferred from Procurement Planning. |
| Manage standard COI text |
When adding an evaluator under the Evaluation Planning step, you can request that they complete a Conflict of Interest declaration. This button will take you to the setting where you can manage your declaration text. You can find more information on this here: Managing your Conflict of Interest Declaration. |
| Manage Initial Assessment and Value Risk Assessment questionnaires |
The 'Assessment' step of a Plan requires the user to complete a questionnaire. You can configure the questions and answers for the Initial and Value Risk Assessments with the buttons provided. You can find more information on this here: Managing Plan Assessments. |
Optional Input Visibility
| Setting | Description |
|---|---|
| Regions |
If this is selected to be visible, users will be able to select a 'Region' where the procurement will be carried out when creating a new Plan. This field can also be made mandatory. The options to select for this field are manageable by admins (see here for more information). |
| Category and subcategory |
If selected to be visible, users will be able to select multiple categories that apply to the procurement when creating a new Plan. This field can also be made mandatory. The options to select for this field are manageable by admins (see here for more information). |
Custom Reporting Fields
You can find information on Custom Reporting Fields here.
Dashboard Customisation
The below settings apply to all the module dashboards
Dashboard Settings
Enable function to add new records directly from report tiles on the dashboard: This enables the 'Add New' button on reports on the dashboard, which means there are multiple places from the dashboard where you can add a new contract
Custom Links
This allows you to have custom links at the bottom of the dashboard, these links can point to anything you'd like (i.e. an intranet page) but you can also link to specific reports in the system or documents. You can also control the visibility of who can see these links
Dashboard Reports
This allows you to define which reports are available on the dashboard. This can point to report dashboards, tabular reports or graphs
| Field | Description |
| Report Name | This is the name that will be displayed to the users |
| Enabled | Makes the report visible/invisible |
| Report Type |
This is the type of report you want: Detailed Report: Purpose build report form Export Report: Tabular report (these reports can be configured and customised per client) Visual Report: Charting report (these reports can be configured and customised per client) |
| Has access | Which user group(s) within the system can see and access this report |
| Target form | Which form is this report based off |
| Target Profile | Which report profile to point to (Only applicable for export and visual reports) |
Dashboard Actions
This lets you control which tabs show up at the top of the dashboard
| Setting | Description |
| Action Text | This is the name that will be displayed to the user |
| Has access | Which user group(s) within the system can see and access this tab |
| Action task |
What task does clicking this tab do: Do Nothing: Won't navigate away from the dashboard but will change what shows on the screen New Record: Navigates to a new record screen for the specified form Existing Record: Navigates to an existing record for the specified form and record URL: Navigates to the specified URL |
| Navigation | This will either be the name of a form where Action Type is New Record or Existing Record and will be a URL where Action Type is URL. If Action Type is Existing Record then you need to also specify the ID and View |