Answering Questions and Managing an Open Forum

1
Answering Questions and Managing an Open Forum

• Drafting, Finalizing, and Clarifying Answers

2
Answering Questions in a Forum

• Create Forums and Ask Questions are
  pre-requisites for this lesson
• Required fields/formats () are system-enforced
• Buyers use tools offered via Perform Actions on
  This Forum link to
• Provide Answers to submitted Questions via text
  and attachments
• Modify information associated with the Forum
  record
• Modify period in which Online Questions are
  accepted
• Modify rules governing Company Name display and
  Answer access
• Finalize Answers to Questions
• Re-Open Finalized Forums for Clarifications to
  public Answers
• Cancel Forums
• Buyers may submit Questions via Ask a Question in
  the Forum link as long as Q/A Start-End Dates are
  valid and Forum is not Finalized
• Finalizing Answers blocks further questions
  regardless of Q/A Start-End
• Re-Opening a Forum for Clarification does not
  allow further questions
• This scenario ends by selecting the Manage My
  Active Forums link.

3
Refer to the unique Quick Tips section on each
screen for specific definitions and other
helpful hints.
4
Access Forums through Desktop Quick Links or
Items Im Tracking.
5
Manage My Active Forums displays Solicitations
Close and Open Dates. Public record law requires
publication of answers PRIOR to Close.
6
To submit bidder questions received via fax,
telephone or email prior to Q/A End Date, select
Ask a Question in the Forum link.
7
Enter the question text, then select Submit
Question button.
8
Confirmation including question text is
displayed. Select Ask another link to enter
more questions. Select Return to forum to draft
answers.
9
Select Perform Actions on This Forum to access
management tools.
10
To draft answers, select Respond to Forum
Question link.
11
Respond to Question page displays the Question
item count.Items are presented in reverse
chronological order - most recent entry first.
Select Question link to re-sort.
12
View Answer page displays Company Name and
Question.Name value can be hidden from public
via Rules (see Create Forums).
13
Add Answer text in the box provided. Select Save
link. Timing of public access to your answer is
based on Rules.
14
AFTER an Answer has been saved, files may be
attached. Select Add Attachment link.
15
Document Description value is the files public
name.Use a name that will be readily understood
by Bidders.
16
Select Browse icon to locate the file on your
computer.
17
Use your systems Look in tool to navigate to
the file. Select the file. File name cannot
contain spaces or symbols. Select Open button.
18
The file location appears in the File
field.Select Upload Document button to accept
security disclaimer and upload file.
19
File is successfully attached to Answer.
20
Use icons to Access file (eyeglasses), change
Document Description (hand and pencil), or Delete
(trash can).
21
Select View icon (eyeglasses). Select File
Download Open button.
22
File is presented. To close and return to the
Forum, select Exit option from File menu or X
button in upper-right hand corner.
23
Select Edit icon to change the attachments
Document Description.
24
Over-write the existing text in the field.
Select Update button.
25
New name is displayed. Select the Delete icon to
eliminate the file.
26
The file is no longer attached to the Answer.
Select Done button.
27
Message confirms the Answer has been
added.Select Return to Respond to Question link
to continue answering or Return to Forum to
perform other management tasks.
28
Select Perform Actions on This Forum link.
29
Select the Edit Forum link to modify information
on the Summary, Contact, Rules, or Physical
Conference pages.
30
The wizard will take you through each page and
allow changes. Select Next Step button to
continue.
31
Buyers can alter Online Q/A Start and End Dates
in order to limit, extend or change period in
which Online Questions are accepted.
32
A summary of all information is provided on the
last step.Select Previous button for more edits
or Submit Forum to post.
33
Select Finalize Forum link to post official
answers for public view and to prohibit further
questions.
34
Reason value is not publicly visible. It may be
used in the future for reports.Select the
Continue button.
35
A confirmation message is displayed.Select
Manage My Active Forums link to access the Forum.
36
Select Logout link to verify public access.
37
Select Search for bidders forum link to access
public view.
38
Enter value for Referenced Solicitation Number.
Select Search button.
39
Select results link .
40
Select View icon to access record.
41
Summary page correctly notes Forum is finalized.
Once finalized, no online questions are accepted
regardless of Q/A Start-End dates.
42
Select Question/Answer tab to confirm answers are
visible to the public.
43
Select View Answer icon to confirm answers are
visible to the public.
44
Based on Rules, Company Name is displayed, Answer
is visible. Note this Answer contains an
attachment. Select Question/Answer tab to view
more.
45
To change an answer or attachment, select Login
and access Desktop.
46
From Desktop, navigate to the Active Forum.
47
Once you access the correct record, select
Perform Actions link.
48
Select Re-open Forum for Clarification link.
Action allows Buyer to modify answers and
attachments. No further questions are allowed
within Re-Opened Forums.
49
Reason value defaults to General. Reason is not
displayed. New values may be added for future
reporting. Select Continue button.
50
Confirmation is displayed. Select Manage My
Active... and navigate to the record you wish to
modify.
51
Select Perform Actions... and repeat Respond to
Question and Finalize processes until the record
is updated and answers are public.