Programs

Programs are document storage repositories grouping a suite of Sourcing Projects under a single umbrella. You can set up and link programs to your opportunities by selecting the appropriate program from the Programs drop-down list. Documents available under a program will be accessible to the sourcing team members to upload for external view. You can track opportunities linked to a program and view the status of those opportunities. Within a program, you can create a team to manage the documents for a wider group and use the discussion forum to communicate with program team members.

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1. Click Programs on Quick Access menu or click Programs after clicking Sourcing in the main menu.

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2. Click Create Program.

Programs can be edited by selecting the pencil icon beside the appropriate Program ID.

 

 

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3. On the Identity tab, complete the following textboxes:
    a. In the Code textbox, insert a code that identifies the Program. The code cannot have spaces in between or after characters
    b. In the Program textbox, insert a Program name.
    c. Optional: In the Description textbox, insert a description of the Program.
    d. Optional: Using the Commodity scope drop-down list, select one or multiple relevant commodities.
    e. Using the Organizational scope drop-down list to select one or multiple organizational scope options.
4. Click Save.

 

Code is a unique identifier of the Program and in the Program text box. Users should enter a label name specific to their organization. 
The only Currency available is CAD.

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5. Navigate to the Documents tab.
    a. Click Upload a Document.
    b. In the Title textbox insert a title.
    c. Change Document Status to Approved if you are ready to make it accessible to the program.
    d. Click the Click or Drag to add files button to upload files from Windows Explorer, or drag files from Windows Explorer, releasing when a green box appears.
    e. Optional: In the Summary textbox, provide a summary of the attached document.
    f. Click Save & Close.

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6. Optional: Navigate to the Forum tab.
    a. Use the search filter to filter messages.
    b. Select Compose to create a new message.

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    c. Use the To drop-down list to select one or multiple recipients.
    d. Optional: In the External Emails textbox, insert the email address of one or multiple external recipients.
    e. In the Subject textbox insert a subject.
    f. Optional: In the Message textbox insert a message
    g. Optional: Click the Click or Drag to add files button to upload files from Windows Explorer, or drag files from Windows Explorer, releasing when a green box appears.
    h. Optional: Click the Send me a copy checkbox to receive a copy by email.
    i. Click Send.

Files that are attached to BC Bid messages are only available within BC Bid and will not appear in the external email notification.

 

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7. Optional: Use the Team menu to add members to the program.
    a. In the Select user(s) drop down list insert a user name.
    b. Using the Profiles column drop-down list select one or multiple profiles for the user.

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i. Optional: Use the Activity menu to track opportunities linked to the program.
ii. Optional: Click the Workflow menu to see the actual workflow.

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8. Click Initiate Approval Process to start the workflow.

Note: After clicking Initiate Approval Process, the Status of the Program will change to “Approval in progress”. To update the Status to “Approved”, click Approve. Only Approved programs can be linked to an opportunity.

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9. Optional: To change the status of a Program from Approved to Terminated, select Terminated from the Status drop-down.

Note: This removes the program from being connected to future sourcing projects and can be done either by the user responsible for the program or an Administrator.