When creating and populating a Procurement Plan, there are several fields where users can input information. Some are free-text fields, while others require the user to select an option from a drop-down menu. The list of values available in some of these fields are pre-determined and managed by System Administrators. These fields are referred to as Managed Lists.

The fields you can manage are Cost Centres, Regions, Contract Types, Risk Types and Categories and Category and Subcategories.

Viewing and Updating your Managed Lists

Managed Lists are accessible via a module's settings. Administrators can make updates to the Procurement Planning lists by following the below steps.

1. Navigate to the Procurement Planning module, either via the app launcher icon in the menubar or through the navigation tile on your Homepage.

2. Click on the Manage Module tab in the top right to open the module settings.

3. Select the Lists tab. Here, click on the list you want to update. This will expand a table of all values currently in the list.

4. From here, you can make any required changes to existing values or add new values. This can either be done individually or in bulk (for some of the lists) by using the Import Templates function. If making updates individually:

   • To change an existing value, click on the line item to open its details. Make the necessary amendments then save your changes.
     • You can also delete a value by opening up the details and selecting the Delete button.
   • To create a new value, click on the + symbol to the right of the table, then enter all required details and click 'Save'.
5. You can find information about each Managed List type below.

Procurement Processes, Checklists and Timelines

You can find information on managing your Procurement Processes, Checklists and Timelines in detail here:

• Managing Procurement Processes
• Managing Procurement Checklists
• Managing Procurement Timelines

Cost Centres

The Cost Centre field appears in the Setup phase of a Procurement Plan on the Value step. It's an optional field.

When creating/managing a cost centre in this list, you will be able to define the following:

1. Cost Centre Number
2. Name or description of this cost centre

Regions

The Regions field can appear in the Setup phase of a Procurement Plan in the Details step. Users will be able to select multiple regions where the procurement will be carried out. Administrators can choose whether they want to include this field as part of the plan or not, and can also determine whether it's a mandatory field or not in the Procurement Planning General Settings.

You will only need to define the name of your regions when creating/managing your values in this list.

Click the Save button to save your changes.

Contract Types

The Contract Type field can appear in the Setup phase of a Procurement Plan on the Award Type step. This step is only included if you are also using the Contracts Management module and the Procurement Process selected on the Plan has an Output Type of Contract, Panel Contract or Subcontract. You can find more information on managing your Processes here: Managing Procurement Processes.

You can find information on setting up and managing your Contract Types here: Managing Contract Types.

Risk Types and Categories

The Risk Type and Category field can appear in the Planning phase of a Procurement Plan on the Risks step. When adding a new Risk a user will be able to select a 'type' and then get a list of 'categories' that relate to the selected type. Here you can define those options.

This step can be enabled in a Procurement Process and allows the user to enter any known risks to the procurement. You can find more information on managing your Processes here: Managing Procurement Processes.

When creating/managing your risk types and categories in this list, you will be able to define the following:

1. Risk Type name.
2. Primary Objective of the risk type.
3. The Categories that relate to this Risk Type.
   1. Against a category, you can describe the four severity levels (Minor, Moderate, Major, Extreme).
   2. You can additional categories using the table controls on the left that appear when you hover over the table.

Category and Subcategories

The Category and Subcategories field can appear in the Setup phase of a Procurement Plan in the Details step. Users will be able to select multiple categories that apply to this procurement. They will first select a 'category' and then will be able to select a 'subcategory' from what's been linked to the category they selected first.

Administrators can choose whether they want to include this field as part of the plan or not, and can also determine whether it's a mandatory field or not in the Procurement Planning General Settings.

When creating/managing a category in this list, you will be able to define the following:

1. Category name
2. An optional description of the category
3. The subcategories linked to the category
   1. You can additional subcategories using the table controls on the left that appear when you hover over the table.

Import Templates Function

Import templates are available if you need to make updates to a list in bulk. The template you download will include all of your current values in this managed list. It will include columns for the values that you can set.

Please note the following:

• The names of the columns directly relate to how the data is stored in-system. Please do not change the name of the columns so the system can correctly identify what's required to be updated when importing.
• The RecordID field is the unique identifier in-system for the record of the item.
• You can either create new items, update existing ones or do both of these at the same time in one import.

To use this function, follow the below steps:

1. While on the Lists tab of the module settings, scroll down the page to reach the Import Templates section.
   
   

2. Select the relevant list from the drop-down menu.
   
   

3. Click to Download an import template, then open the template in Excel. The template will contain any existing list items. The first column contains the record IDs (unique identifiers) and any subsequent columns are dedicated to capturing the list values.
   
   

4. Update the template as needed:

   • To make changes to existing items, retain the record IDs and update the values in any subsequent columns. If you don't make any changes to other existing items then nothing will change for them when you import the template.

   • To add new items, in a new row, leave the record ID column blank (the system will find the next available record ID upon import) and enter the values in their dedicated columns. This also ensures you don't inadvertently overwrite an existing record.

   • Do not make any changes to the column names, as they reference specific fields in the system.
     
     

5. Save the changes made to your template in Excel.
   
   

6. Return to VendorPanel and select to Import the template (ensure you still have the correct managed list selected from the dropdown). You will receive an on-screen notification confirming once your import has been successful.