Requestor (any TIBCO location)

Nota:

• Since no PR is required for Property Matters, consider the quantity of Property Matters is very few, so we propose to raise Property Matters request in Revitas even for Oracle countries. Trainings will be giving to Facility team SDD to be raised at Oracle with options PR reqeuest yes or no.  For Lease - NO PR request - go to SDD - Revitas Extra fields needed:  1. Asking requester: are you doing a property lease? -> (background divert to SDD and revitas, no PR will be raised)

1. Existing Supplier

   Nota:

   • subject SDD scheduled review
2. New Supplier
   1. Requestor & Supplier receive SDD questionnaire
      1. SDD

         Nota:

         • SDD form to inculde infor for GCAs & DD info Purchasing & Requestor get confirmation once the DD is cleared
         1. Catalogue Item Purchase

            Nota:

            • Categorized & PO exception list items request a PO exception list fr IPH
            1. 1. RSS move to the next phase

                  Nota:

                  • Property Lease Engagement letters + Non-catelogue Item Purchase Second stage of Revitas = After SDD is cleared, Requestor is required to upload the approvals from manager and finance to further proceed to Legal &/ Commercial Review
                  1. Commercial review
                     1. Legal Review
                        1. Document negotiation
                           2. Signing

                              Nota:

                              • same signing procedures as oracle countries
                              1. Signed Agreement

                     2. Nota:

                        • Legal review make comments to the documents with commercial comments in order to combine commercial and legal review into one doc comments and purchasing team further handling.

                  2. Nota:

                     • Property Lease + Engagement letters are legal review only Second phase of RSS = After SDD clear, Requestor to upload the approvals from manager and finance to CMS, for Legal &/ Commercial Reviews On the RSS page: 2 mandatory required field: Manager approval + Financial approval uploads
         2. Existing
         3. US based Entity & Independent Contractor
         4. New
         5. Engagement letters + Non-catalogue Item Purchase

            Nota:

            • Non-catagorized items
            1. Manager + Finance Approval (by email)
               1. Commercial Review

                  Nota:

                  • Catalogue items no need go through Legal Review
                  1. Signed/ Commercial stamped Agreement

                     Nota:

                     • so no PO for non-Oracle countries Only signed agreement / Commercial Stamped agreement
         6. Requestor & Supplier receive SDD questionnaire

            Nota:

            • receives link in a email
         7. PR Request Submited
            1. Catalogue Item Purchase
               1. Manager + Finance Approval
                  1. PR Approval
                     1. Standard PO

                        Nota:

                        • what kind of documents? PO+terms? We need to capture the document into Revitas - Amit to check & liaise
                        1. Capture in Revitas Database

                           Nota:

                           • Standard PO PO Signed GCA / Short GCA Signed 3rd party contract
            2. Non-catalogue item Purchase
               1. Manager + Finance Approval
                  1. PR Approval
                     1. Commercial Review
                        1. Legal Review

                           Nota:

                           • amit  check with Revitas team on information transfer from Oracle All data and document to be transferred to Revitas, and at legal review stage, no input should be done manaully Notification should be sent to requestor and purchasing team
                           1. Document negotiation

                              Nota:

                              • Commercial review and Legal Review are combined in one document for vendor's / requester's further process 
                              1. Signing
                                 1. Buyer places the PO
                                    2. AP Team will set up Supplier & Confirm back to buyer
                                       3. Nota:

                                          • Fully Signed / Commercial Stamped agreement will be sent to supplier, then supplier will raise invoice which will be shared with AP together with the agreement. 
                              2. Receive the contract from supplier
                                 1. P/W protected?
                                    1. upload as a attachment

                                       Nota:

                                       • version tracking: name properlly according to the versions
                                 2. no P/W protected
                                    1. upload to doc session
                                       1. Finalise the doc
                                          1. TIBCO standard (GCA / Short GCA)
                                             1. Sign by Vendor
                                                1. Stamp by Commercial
                                                   1. Stamp by Legal

                                                      Nota:

                                                      • Subject to availability of Echosign, we aim to stamp all documents via Echosign.  At the moment before Echosign is available, we stamp the documents and upload to revitas
                                          2. Supplier paper
                                             1. Stamp by Comercial
                                                1. Stamp by Legal

                                                   Nota:

                                                   • Subject to availability of Echosign, we aim to stamp all documents via Echosign.  At the moment before Echosign is available, we stamp the documents and upload to revitas

                                                   1. Nota:

                                                      • echosign
                                                      1. Vendor signature

                                                         Nota:

                                                         • Subject to Echosign availability, once the document is approved by Commercial team and Legal team, the stamped document will be sent via Echosign to buyer for them to forward to requestor/Vendor for further signing arrangement.   Potentially we may set up Echosign accounts for the buyers so that they can arrange signing with the vendor by using Echosign

                           2. Nota:

                              • Engagement Letters no need commercial review, but PR is requested＿
         8. Property Lease

Nota:

• Phase  1 short SS questions basic stuff to trigger the SDD for new suppliers Purchasing gets the auto notification email At the end of Phase 1, on the RSS tab, note/instruction/preview to requester: telling them request can only proceed for review after SDD clearance and submission of Approvals from manager and financial at Phase 2.

1. New Supplier

   Nota:

   • There is no database on existing supplier, it is a judgement call of the requester.
2. Existing Supplier