Tender template groups and steps

Tender template steps make up the various schedule items within a tender. There are several types of template steps, each of which has different functionality specific to the particular tasks that make up the tendering process.

A template group is simply a grouping device used to organize template steps and have no functionality additional to this. In order to make a template valid, any template groups must contain at least one template step.

Tender process step types

Add a tender template group

Note Only valid tender templates can be used to create tenders. In order for a template containing groups to be valid, any groups must contain at least one step. A group cannot be the last item in the tender schedule.

1. Open the navigation bar. If necessary, click the Manage tab.

2. Under Organisation Standards, click Tender Templates.

   The Tender Templates page is displayed.

3. Select the template category in which you want to edit a template from the drop-down list.

   The tender templates for the selected category are displayed.

4. Click the for the template you want to edit.

   The Tender Template Details page is displayed.

5. From the Actions menu, select Add Group.

   The Add Group window is displayed.

6. Enter information as required in the relevant fields.

   • Title

   • Position: If this is not the first group or step to be added, you can choose the positioning of the step in the tender process:

     1. Select Before or After.

     2. Select the appropriate group/step from the Template step drop-down list.

7. Click Save.

   The Tender Template Details page is displayed with the group added to the template schedule.

Add tender template steps

8. Open the navigation bar. If necessary, click the Manage tab.

9. Under Organisation Standards, click Tender Templates.

   The Tender Templates page is displayed.

10. Select the template category in which you want to edit a template from the drop-down list.

    The tender templates for the selected category are displayed.

11. Click the for the template you want to edit.

    The Tender Template Details page is displayed.

12. From the Actions menu, select Add Process Step.

    Note When one step or group has been added you can then add a step below the existing step/group. Navigate to the Tender Template Details page and click the for the step/group below which you want to add a step. Select Add Step Below from the menu. The Add Process Step Item window is displayed.

    The Add Process Step window is displayed.

13. Enter information as required in the relevant fields.

Field	Description
Title	The title of the tender process step.
Tender Process Step	The type of process step. Each process step type is structured to facilitate the various steps of the tendering process. See the Tender process step types above for more information.
Price Categorisation	Despatch/Tracking process step types only. The category of bidder submission documents: Priced - all documents are categorized as Priced, i.e. they contain commercial information. Unpriced - all documents are categorized as Unpriced, i.e. they do not contain commercial information. Mixed - documents can be both Price and Unpriced, and are categorized as necessary by the Bid Opening Authority.
Is Dependent on Stage Gate	Only applies to Despatch/Tracking and Award process steps. Select if the process step can only be completed if a stage gate is complete. See Stage gate template steps for more information.
Guidelines	Any best practice guidelines for the step.
Position	If this is not the first group or step to be added, you can choose the positioning of the step in the tender process: Select Before or After. Select the appropriate group/step from the Template step drop-down list.
Planned Start (Days	The number of days after the tender's start date that you want the step to begin. Note When the tender is created, the tender's schedule is generated in accordance with the time scale entered in the Planned Start (Days) field. Process steps can run concurrently with other process steps depending on the values entered in the Planned Start (Days) field. Note Users can modify the tender schedule after the tender has been created by using the Modify Dates feature. Changes can then be cascaded through subsequent process steps. For more information, see Modify tender dates.
Planned Duration (Days)	The planned time span of the process step in the field. Once a value has been entered in this field, the Planned End field is populated.
Minimum Duration (Days)	The minimum permitted duration of the process step.
Maximum Duration (Days)	The maximum permitted duration of the process step.
Mandatory	Select to make completion of the step mandatory. Warning A mandatory step cannot be removed from the tender schedule at a later date.

14. Click Save.

    The Tender Template Details page is displayed with the step added to the template schedule.

Edit tender template step details

15. Open the navigation bar. If necessary, click the Manage tab.

16. Under Organisation Standards, click Tender Templates.

    The Tender Templates page is displayed.

17. Select the template category in which you want to edit a template from the drop-down list.

    The tender templates for the selected category are displayed.

18. Click the for the template you want to edit.

    The Tender Template Details page is displayed.

19. Click the drop-down arrow for the step you want to edit and select Edit Step from the menu.

    The Edit Process Step window is displayed.

20. Edit the information as required in the relevant fields.

Field	Description
Title	The title of the tender process step.
Tender Process Step	The type of process step. Each process step type is structured to facilitate the various steps of the tendering process. See the Tender process step types above for more information.
Price Categorisation	Despatch/Tracking process step types only. The category of bidder submission documents: Priced - all documents are categorized as Priced, i.e. they contain commercial information. Unpriced - all documents are categorized as Unpriced, i.e. they do not contain commercial information. Mixed - documents can be both Price and Unpriced, and are categorized as necessary by the Bid Opening Authority.
Is Dependent on Stage Gate	Only applies to Despatch/Tracking and Award process steps. Select if the process step can only be completed if a stage gate is complete. See Stage gate template steps for more information.
Guidelines	Any best practice guidelines for the step.
Planned Start (Days	The number of days after the tender's start date that you want the step to begin. Note When the tender is created, the tender's schedule is generated in accordance with the time scale entered in the Planned Start (Days) field. Process steps can run concurrently with other process steps depending on the values entered in the Planned Start (Days) field. Note Users can modify the tender schedule after the tender has been created by using the Modify Dates feature. Changes can then be cascaded through subsequent process steps. For more information, see Modify tender dates.
Planned Duration (Days)	The planned time span of the process step in the field. Once a value has been entered in this field, the Planned End field is populated.
Minimum Duration (Days)	The minimum permitted duration of the process step.
Maximum Duration (Days)	The maximum permitted duration of the process step.
Mandatory	Select to make completion of the step mandatory. Warning A mandatory step cannot be removed from the tender schedule at a later date.

21. Click Save.

    A confirmation message is displayed.

Reorder tender template groups and steps

22. Open the navigation bar. If necessary, click the Manage tab.

23. Under Organisation Standards, click Tender Templates.

    The Tender Templates page is displayed.

24. Select the template category in which you want to edit a template from the drop-down list.

    The tender templates for the selected category are displayed.

25. Click the for the template you want to edit.

    The Tender Template Details page is displayed.

26. In the Reorder column, drag the icon for the group or step you want to move to the new position.

Note Groups and steps can also be reordered in the schedule of any tenders created from the template. See Reorder tender schedule items for more details.

Remove tender template groups and steps

Note The process steps below a group are not deleted when the group is deleted.

27. Open the navigation bar. If necessary, click the Manage tab.

28. Under Organisation Standards, click Tender Templates.

    The Tender Templates page is displayed.

29. Select the template category in which you want to edit a template from the drop-down list.

    The tender templates for the selected category are displayed.

30. Click the for the template you want to edit.

    The Tender Template Details page is displayed.

31. Click the drop-down arrow for the group/step you want to remove and select Delete Group or Delete Step from the menu.

    A warning message is displayed.

32. Click OK.

    A confirmation message is displayed.