Colleagues that do not have a Leadbuyer license on Negometrix, can still work with you in the preparation of the tender and on several aspects during the tender. In this article you see what user rights can be assigned to users without a Leadbuyer license and what specific tasks they can fulfill within your tender.
Overview of user rights:
A colleague without a licence cannot create a tender nor be the contact person. Every project therefore has to be started and lead by someone with a licence. You can add your colleagues through the 'Participants' tab, by clicking on 'Colleagues' and select one of your colleagues under 'add colleague' at the lower left part of your screen. You can now assign all user rights to your colleague except for the ones with the blue icon behind them.
Under the tab 'Tender options' your unlicensed colleague can only edit the Tender description. This might be the name of the tender as well as the short descriptions for both internal as external usage. Other settings like: Procedure type, Approval & Publication and other options can only be managed by a colleague with a licence. The same goes for the possible use of the tab 'Specific Tender Data'.
Within the Schedule someone without a license can get granted the same same user rights as someone with a license: manage tender schedule. The only difference is that a licensed user can create reminders for designated colleagues (the Leadbuyer can set these reminders through the 'Manage' button for each data or phase). A colleague without a licence can only set reminders for himself.
Just like the schedule, Pricing sheets are completely manageable by unlicensed users. Both the 'quick edit' as well as the 'edit settings' button (to add columns/ rows, manage comments or allow for the upload of documents) are available.
For questionnaires the possibilities are limited. An unlicensed user cannot add questionnaires, nor can he add 'question groups' or 'questions' under an existing questionnaire. You can however authorize a colleague to within a specific question group to edit or add questions. By clicking on 'properties' behind the question group you'll be able to manage 'Users who can manage the questions in the group'. Whenever you select a colleague under this tab, he/ she can edit the complete question group and add new questions to this group. Managing the awarding formula and accompanying price/quality ratio, however is a right that stays entitled to the licensed Leadbuyer.
The tab 'Question and Answer' can only be managed by licensed Leadbuyers during the preparation phase. Options and rules for this module should therefore be set be the LeadBuyer.
Selection and/ or Offer phase
Once the preparation is completed, the licensed colleague must send the invitations to the providers or to publish the tender. During the supplier phases (selection and/or offer phase), the non-licensed colleague may still manage the schedule or follow the progress of suppliers in filling-out the offer (provided this option is enabled under ‘Other Options’ within the Tender Properties.
In addition, for non-licensed users, it is possible to work with the Question & Answer module. However, publishing a question/ answer remains a right entitled only to licensees. An unlicensed user can thus only create a new question, or formulate a draft response to a question (provided that the user is assigned to that question). Assigning colleagues to questions is a license depend right.
During the evaluation phase, a non-licensed user could be assigned an evaluators role and given permission to view and compare quotes. The subsequent selection of the vendors to proceed to the next phase or eventually award, is only entitled to licensed users.