sap vendor management training

1. Sunday, March 3, 2019
BHEL-BHOPAL
e - procurement system
Supplier Training

2. Sunday, March 3, 2019
Agenda
•Introduction
•Readiness Required to Use
•Digital Signature Certificate (DSC)
•Vendor Mapping / DSC Mapping
•Tender View & Bid Submission
•Help

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Introduction

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Introduction Agenda
• Traditional Purchase Process
• Existing Manual Tendering Process
• Limitation of Manual System
• Proposed e-Tendering Process
• Overall Advantages
• Advantages to Vendors

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Traditional Purchase Process
• Manual processes
• Long chain of internal authorizations and scrutiny (at times
involving several departments)
• Several visits by Vendors to Departments
• Generation of reams of paper-based statements and evaluations
Indentor Indent / PR
Purchase
Department
RFQ / NIT /
RFP / RFI
VendorsBid/Offer
Purchase
Order
Material / Service

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Existing Manual Tendering Process
Tender
Creation
Tender
Creation
Tender
Publishing
Tender
Publishing
Bid
Submission
Bid
Submission
Tender
Approval
Tender
Approval
Note Sheet
Verification
Note Sheet
Verification
Technical bid
Opening
Technical bid
Opening
Reco. &
Approval
Reco. &
Approval
Tender
Verification
Tender
Verification
Tender
Opening
Tender
Opening
Note sheet
Preparation
Note sheet
Preparation
Evaluation
& Approval
Evaluation
& Approval
Price bid
Opening
Price bid
Opening
Note Sheet
Approval
Note Sheet
Approval
PO
Preparation
PO
Preparation

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Limitation of Manual System
•Delay in issue of tender schedules to Vendors
•Disadvantage for geographically spread bidders to participate
•Physical request / threats to bidders
•Risk of Tender Boxes at Multiple locations
•Delays in finalization of tenders
•Human interface at every stage leading to loss of objectivity
•Lack of Transparency

8. Sunday, March 3, 2019
Vendor
Upload
(BHEL)
Vendor
Upload
(BHEL)
Vendor
Activation
Vendor
Activation
Tender
View
Tender
View
DSC
Mapping
DSC
Mapping
Technical CSTechnical CSBid
Submission
Bid
Submission
Authentication
(BHEL)
Authentication
(BHEL)
Response
Submission
Response
Submission
CS ViewCS View
Price Bid
CS
Price Bid
CS
On line
Clarification
On line
Clarification
Proposed Tendering Process
Re – Bid
Submission
Re – Bid
Submission
PO ViewPO View
Purchase
Order
Purchase
Order
PO
Acknowledgement
PO
Acknowledgement

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Overall Advantages
The main objectives of the e-Procurement initiative are to:
• Reduce the time and cost of doing business for both vendors and BHEL
• Realize better value for money spent through increased competition
• Standardize the procurement processes across departments/agencies
• Allow equal opportunity to all vendors
• Bring transparency

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Advantages to Vendors
•Automatic Email alerts
•Re Bid submission
•Location independent
•Increased opportunities
•Transparency and eliminated buyer subjectivity
•Online confirmation of tender submission
•Consistency of process
•24X7 Accessibility

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Advantages to Vendors
•Elimination of dependency on officials for information
•Encrypted tenders at the time of submission
•Digital Signature – signing & verification
•Online Clarification
•Automatic viewing of all tenders online
•Past data for reference
•All tender related information available online

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Readiness Required to Use

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Personnel Skills
•Awareness of the Procurement Process
•Knowledge of simple Internet applications
•Basic computer skills (e.g. basic MS office)
•Has valid email address
•Training in e-procurement application

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Other Requirements
•Should have a Computer
•Should have access to internet
•Should have valid class III Digital Certificate
•Enrolled with e procurement application

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Browser Settings for EPS

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Installation of Java Runtime Environment
(JRE) 1.6 and above.

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http://www.java.com/en/download/index.jsp
To download Java Runtime Environment type the following address

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Digital Signature Certificate
(DSC)

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Digital Certificate Agenda
•What is a Digital Certificate?
•Why Digital Certificate needed for e-Tendering?
•Who Issues Digital Certificates?
•How a Foreign Vendor can apply for a digital certificate?
•Types of Digital Certificates
•Validity of a Digital Certificate
•How to Apply for a Digital Certificate?
•Do’s & Dont’s of Digital Certificate

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What is a Digital Certificate?
•Digital Certificates serve as an identity of an individual for a
certain purpose, e.g. a driving license identifies someone
who can legally drive in a particular country.
•Digital Certificate can be presented electronically to prove
your identity or your right to access information or services
on the Internet.
•Use of Legally Valid Class III Digital Signature and USB
Token to store the Signature is compulsory as per Indian IT
Act 2000 - Amendment 2004

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Why Digital Certificate needed for e-Tendering?
To enable Trust & Security
•Authentication : How do you verify whether the vendors are really
sending the information or some others?
•Confidentiality : How do you make sure that the information sent is
read only by intended users and nobody else?
•Integrity : How do you make sure that the information sent is not
altered dishonestly or falsely?

39. Sunday, March 3, 2019
Who Issues Digital Certificates?
•Certifying Authority (CA) issues the digital certificates
•There are 7 CA’s in India who in turn report to the Controller of
Certifying Authorities (CCA)
•The licensed CA’s in India are:
• Safescrypt
• NIC
• IDRBT
• TCS
• MTNL
• (n)Code Solution CA (GNFC)
• e-Mudhra

40. Sunday, March 3, 2019
Types of Digital Certificates
There are 3 different classes of certificates for different
applications
•Class 1 is for email.
•Class 2 is for IT filing, etc.,
•Class 3 are high assurance certificates, primarily intended for e-
commerce applications and are issued to individuals only on their
personal (physical) appearance before the Certifying Authorities.
* Only Class III 2048 Bit Signing & Encryption (Company / Enterprise
User) Digital Certificate is valid for BHEL e-Tendering

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Validity of a Digital Certificate
Digital certificate can be issued by CA’s
for a period of minimum of one year
to two years.
IE -> Tools -> Internet Options ->
-> Content -> Certificate -> View

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How to Apply for a Digital Certificate?
A digital certificate can be bought from any of the CAs or from any
of the Local Registration Authority (LRA) as approved by any of
the CAs.
1. Application –
a.Access the CA website to select customer type and class of
certificate needed and to accept Subscriber Agreement.
b. Fill the online registration form and choose a password for later
authentication.
c. After due verification of mandatory fields, confirm the given
details again and print the displayed form to hand sign and send it
across to the CA.

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2. Authentication
a.The CA verifies and validates the information provided in
the online application and identification form.
b. Upon approval, the CA sends an email on the email
address provided in the application form with a link for
email id verification.
c. Generally it takes around 3 weeks for an Indian national
& 5 weeks for an foreign national to get an digital certificate
from the date of his/her application for the same.
How to Apply for a Digital Certificate?

44. Sunday, March 3, 2019
How a Foreign Vendor can apply for a DSC?
•Procure Digital Signature Certificate (Class-III) from any
of the empanelled Certifying Authorities of India
•Scanned copy of Power of Attorney wherein the person having the
Digital Signature Certificate is mentioned as the true and lawful
attorney.
•Scanned copy of the firm registration certificate

45. Sunday, March 3, 2019
Do’s of Digital Certificates
The token containing certificate should be preserved in the safe
custody of the owner of the certificate.
If the token is lost, inform the concerned CA and request for
revocation of the certificate.
Protect your computer from unauthorized access by keeping it
physically secure.
Use access control products or operating system protection
features (such as a system password).
Take measures to protect your computer from viruses.
 Always choose to protect your private key with a good password

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Dont’s of Digital Certificates
Don’t share your DSC.
Your DSC should be protected by a password and should never be
sent across any network.

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Installation of
DSC (.pfx file)

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eToken
You can store your DSC in eToken also

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Vendor Mapping /
DSC Mapping

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https://bheleps.buyjunction.in

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Important Points to
remember

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• Always check that your e-mail address in your registration is
accurate. You will not receive addendum notifications if this
address is wrong
• Bidders are requested to make note of dynamic time being
displayed on BHEL e-Procurement portal to ensure that the bids
are submitted on time.
• Try to avoid responding at the last minute. Try to submit you Bids
through e-Procurement well in time.
• Helpdesk Numbers:033-66106426/033-66106454 (During
Business Hours) and Cell :09231027017/09163348104 till 20:30
Hours.

85. Sunday, March 3, 2019
Thank You