Creating a sourcing activity is a structured and customisable process that allows organisations to manage RFIs, RFPs, and RFQs efficiently.

The Sourcing Wizard guides users step-by-step to tailor sourcing activities based on supplier questionnaires, pricing requests, and supplier-specific information.

📌 Tip:
If you want guidance on a specific section of the sourcing activity creation process, refer to individual Sourcing User Guides available under the Sourcing section of the User Guides Home Page.

When to Use This Feature

  • When issuing RFIs, RFQs, or RFPs to suppliers.

  • When customising sourcing activities with pricing, questionnaires, and supporting documents.

  • When inviting suppliers to participate in a competitive sourcing event.

  • When ensuring transparency, efficiency, and structured supplier responses.

Step-by-Step Guide: Creating a Sourcing Activity

Step 1: Access the Sourcing Module

  1. Click on Sourcing in the left-hand menu.

  2. Click on eSourcing.

  3. Click on Create Sourcing Activity to launch the Sourcing Wizard.

Step 2: Define the Structure of Your Sourcing Activity

  1. Choose which sections to include in the sourcing activity. You can select any combination of the following:

    • Internal Sourcing Sections: Background information about the organisation or activity that suppliers need to know.

    • Supplier Sourcing Sections: Sections where suppliers provide detailed responses (e.g., project implementation plans, service level agreements).

    • Supplier Questionnaires: Structured questionnaires with weighted scoring to assess supplier responses.

    • Pricing Requests: Requests for product or service pricing, including unit prices, taxes, and shipping costs.

  2. Click Next to proceed.

Step 3: Write the Sourcing Activity Summary

  1. Provide a clear and concise title and description of the activity.

  2. Specify the location and department related to the activity.

  3. Click Next to continue.

Step 4: Set Opening and Closing Dates

  1. Set the opening date and time – Suppliers will only be able to respond after this date.

  2. Set the closing date and time – Suppliers must submit their responses before this deadline.

  3. Click Next to move forward.

Step 5: Add Internal Information Sections

  1. Select internal sections that suppliers will see. These provide background information about your organisation, submission instructions, or guidelines.

  2. Click Add to Activity to confirm selections.

  3. Click Next when all sections have been added.

Step 6: Add Supplier Information Sections

  1. Select supplier-specific sections that require written responses.

  2. Click Add to Activity to confirm.

  3. Click Next when all supplier sections have been added.

Step 7: Add Questionnaires

  1. Select questionnaires from the Sourcing Library.

  2. Click Add to Activity to include them.

  3. Click Next to continue.

📌 Tip:
New questionnaires can be created under the Supplier Questionnaires module.

Step 8: Add Pricing Requests

  1. Add pricing line items for suppliers to submit quotes.

    • Product Name: Identify the requested product/service.

    • Product Code (optional): A unique identifier for tracking.

    • Unit of Measure: Specify how the product is measured (e.g., per unit, kg, litre).

    • Quantity: Specify the number of units required.

  2. Click Add Another Product to add multiple pricing requests.

  3. Click Next to proceed.

Step 9: Attach Supporting Documents

  1. Upload any relevant specifications, drawings, or contract templates for suppliers to review.

  2. Click Save to upload documents.

  3. Click Next to continue.

📌 Tip: The maximum file size for uploads is 25MB.

Step 10: Select and Invite Suppliers

  1. Choose suppliers from the Supplier Name dropdown.

  2. Select supplier contacts to receive the invitation.

  3. Click Add Another Supplier to invite multiple suppliers.

  4. Click Next when all suppliers have been added.

📌 Tip: Multiple supplier contacts can be invited to collaborate on the same response.

Step 11: Preview the Sourcing Activity

  1. Click View As Supplier to preview the activity from the supplier’s perspective.

  2. Review the content to ensure all required details are included.

Step 12: Send the Sourcing Activity to Suppliers

  1. Click Send to Suppliers to distribute the sourcing activity.

  2. Confirm that you want to send the activity by checking the confirmation box.

  3. Click Confirm and Send.

📌 Tip: Once an activity is sent, it cannot be edited.

Step 13: Tracking Supplier Responses

  1. Once sent, suppliers will receive an email invitation with their unique access code.

  2. You can monitor responses on the eSourcing Home Page.

  3. Notifications will be sent when a supplier submits their response.

Key Considerations & Best Practices

✅ Customise Activities to Fit Your Needs – Select sections based on whether you are conducting an RFI, RFQ, or RFP.

✅ Use Weighted Questionnaires for Evaluation – Assign scores to supplier responses to compare proposals effectively.

✅ Invite Multiple Supplier Contacts – Allow suppliers to collaborate on a single submission for accuracy and efficiency.

✅ Ensure Pricing Requests Are Clear – Provide precise details on requested goods or services to avoid supplier confusion.

✅ Attach Supporting Documents – Suppliers should have all necessary information to submit accurate proposals.

✅ Preview Before Sending – Use View As Supplier to check the final setup from the supplier’s perspective.

✅ Monitor Responses in Real-Time – Track supplier activity and follow up on pending submissions before the deadline.

Additional Resources

📌 Related User Guides:

📌 Need Further Help?
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