WSS flash cards

What are the two common intake forms?

Request for RFX & Request for New Supplier Onboarding

What is Request for RFX?

Used to initiate a request for information, quotation, or proposal from suppliers.

what is Request for New Supplier Onboarding?

Used to start the process of bringing a new supplier into the system.

Stakeholders can access intake forms in a few different ways.

A direct link to the request page, hosted externally (often on a customer's internal site).

The Create Project button, available when signing into Workday Strategic Sourcing on the Pipeline page.

The Workday Strategic Sourcing tile on the customer access page (Okta, OneLogin) that links to the intake form.

A link on the Business Purchase Table in Workday Strategic Sourcing.

what is a Business Purchase Table

They can find intake forms for different request types, links to create requisitions, the internal catalog for readily available goods, and much more. This streamlined approach makes it easier for stakeholders to find the right resources and initiate the purchasing process, ultimately saving them time and effort.

Optional and before filling out an intake form

WSS encompasses 5 parts?

 Intake, Pipeline, Sourcing (RFX Events, Reverse Auctions, Dynamic Negotiations), contracts, and Suppliers (Supplier Onboarding, Supplier Performance, Action Items).

What is intake?

is the very beginning of the source to contract funnel, allowing stakeholders in the business to easily engage with sourcing and procurement teams for their needs.

A ______ populates the relevant information into an intake form, which the system processes into a sourcing task.

stakeholder

After submitting a new request via an intake form, stakeholders can view their requests in their ______ in the Requests tab.

Pipeline

When deploying Intake, some important questions to ask the customer are?

Can you describe how stakeholders would engage your team today?

What information do you need to collect for your sourcing team to act?

How do you determine who works on projects?

automatically route intake requests to the right sourcing manager?

set up routing rules that determine who gets assigned to a project based on specific criteria

What is request is unassigned?

any user with the appropriate permissions can assign the request to themselves or a teammate.

Which role configures the intake form for requesters to complete?

Company Administrator

Which statements are true regarding intake routing?

There are no requirements for customers to set up intake routing.


If intake routing is not configured, any licensed user can be assigned as the owner.

Which statements are true regarding intake routing?

There are no requirements for customers to set up intake routing.

If intake routing is not configured, any licensed user can be assigned as the owner

As part of intake design, you would like to configure an intake form with routing rules.  What would be the next logical step to take?

Discuss the potential design for the intake form and the routing process for determining ownership of an intake form

You can configure intake routing to create rules that determine who gets assigned as the _____ of a project.

owner

Pipeline can be

Provide increased visibility for project prioritization, assignment, and collaboration.

Serve as a centralization of data that is reportable and actionable.

Allow teams to track savings.

Bulk Update

Licensed users can bulk update data on pipeline projects. In the All Projects dashboard, select the Bulk Update button. You can choose multiple projects, and update the common fields by following the prompts in the window on the right. You can then apply those changes to the subset of projects affected.

Filters

Use Filters to narrow down results and focus on following a specific aspect of your projects, such as: Project Type, Date Range, Project Status, Sourcing Owner, Category, Spend, and Savings. To apply a filter, select the Filters button. Next, enter the project criteria you want to filter by and then select Apply. Once you apply filters, you can save this view so you can easily come back to it and share it with others.

Milestones

You can review upcoming and recently completed project milestones

My Projects

You can select the My Projects toggle to display only your projects.

New Project

Licensed users can create new projects by selecting the New Project button.

Project Details

The Project Details section is where you identify the basics for your project, such as: title, category, project type, project description, estimated start and end dates, requester, and company. In this section, customers can choose to add additional custom fields that are relevant to their company, such as region, department, and cost center. The image below displays the Project Details section of a project.

Financial details

The Financial Details section is where you enter project data, such as: estimated spend, final spend, and estimated savings. You can also enter final savings numbers for a project by selecting the Add Savings button. The image below displays the Financial Details section of a project.

Attachments

The Attachments section allows you to keep all relevant documents in one place within the project. Sourcing managers and stakeholders with Read/Write access can upload any number of files to this section for internal use. The image below displays the Attachments section of a project.

Suppliers

The Suppliers section allows you to tie suppliers to a project. You can add a supplier already existing in the Supplier Directory. You can also add new suppliers to the directory that you may have never worked with before. The image below displays the Suppliers section of a project.

Milestones

Milestones help you break a project into smaller components that you can assign to stakeholders. They act similar to a task list, and each have a set deadline. You can create new milestones and assign them to others to collaborate on. Additionally, administrators can configure templated milestones to create a standard set of tasks per project type. The templated milestones often reflect standard steps in the customer's existing required process to follow. Milestones assignees will receive a notification when assigned a milestone and before it becomes overdue. You can also report on milestone details around status, due dates, and other project information. The image below displays the Milestones section of a project.

Sourcing

In Pipeline, you can create and manage all sourcing events related to your project. Within an individual project, from the Sourcing section, you can start new sourcing events, such as RFPs, RFIs, and auctions. Creating a new event will take users to the event build page and initiate the process to create an RFx and send bid information externally to suppliers. The image below displays the Sourcing section of a project.

Related Projects

In the Related Projects section, you can link a project with existing projects. If you choose the Create A New Project button, the new project will be automatically linked to the current project. The image below displays the Related Projects section of a project.

Stakeholders

From the Stakeholders section, you can invite teammates and colleagues from other teams or departments to collaborate on a project. You can set stakeholder roles as Read Only or Read/Write access. If a stakeholder has Read/Write access, they can actively collaborate with you to fill in custom fields, attach documents, and add other team members. However, stakeholders are never able to create events on a project, as that is an action reserved for sourcing managers. The image below displays the Stakeholders section of a project.

Project Status

You can move a project through different statuses as your project progresses. The project statuses you can select include Canceled, Planned, Active, Send for Approval, Approved, Completed, On Hold, and Needs Attention. The Send for Approval status is only relevant if you choose to enable the Project Approvals functionality. You cannot change the names of the statuses, but you can configure the Active statuses by project type.  The image to the left displays the Project Status pull-down and the available project statuses

Team Chat

Team Chat is a shared chat function among all users on a project, with a chat history that saves even after the project completes. You can use the "@" function to mention a stakeholder or all stakeholders on the project. When users are @ mentioned, they receive an email notification. The image to the right displays the Team Chat window.

Project Types and Project Layouts

In Pipeline, the ____ ____ and _____ _____ are both highly configurable. You can configure components such as Custom Fields, Project Pages, Financial Details, and Project Approvals.

Which of the following custom field types can you configure?

Currency, Decimal, Multiple Select

No Boolean

After creating custom fields for use on a project, what should the Company Administrator do with the custom fields?

Assign the custom fields to a project type.

A customer would like to configure project approval flows. Which option presents a logical set of next steps?

Create an approval flow, create and edit a new rule to specify rule criteria, then assign approval groups for projects meeting the rule criteria.

Pipeline project.

You can create custom fields in Settings and assign them to field groups. Field groups display as a tab on the _________

You can manage approval groups and project approval flows in _____ _____

the Approvals section of Settings.

With Sourcing you can

Store templates for ease of use when starting a new RFx Event

Compare supplier bids side by side.

Offer team chat, message center, and one-on-one chat for messaging with suppliers.

Build questionnaires, worksheets, and house stakeholder evaluations.

Set Up Your Event

The Event Setup section is where you craft the information your suppliers need to submit competitive bids.

event specifics, such as the event type and set up Message Center notifications to keep everyone informed throughout the process.

Set Your Timeline

The Set Your Timeline section helps you establish a clear timeline for your sourcing event. Accuracy is key here, so double-check that you've selected the correct time zone

While you can't add or remove steps from the default timeline, you can provide more detailed scheduling information in the Description section. This allows you to communicate specific deadlines and expectations to your suppliers, keeping everyone on the same page.

Invite Suppliers

When creating a sourcing event, any suppliers associated with the project are automatically included.  You can easily add additional suppliers and their contact information as needed in the Invite Suppliers section. Supplier lists remain confidential; participants cannot view other invited suppliers.

Build Response Sheet

he Build Response Sheet section is where you build questionnaires for suppliers to fill out, build worksheets to collect supplier information, and request documents from suppliers.

Questionnaires: Create comprehensive questionnaires to assess suppliers' ability to meet your qualitative requirements.

Worksheets: Collect structured information from suppliers, typically pricing data, in a user-friendly table format. Organize your RFx with multiple worksheets and sections. For efficiency, copy and paste data directly from Excel, and easily customize columns to define data types and visibility before sharing with suppliers

Documents: Clearly list the documents you need suppliers to submit alongside their bids.

Build an Evaluation

The Build an Evaluation section lets you create internal evaluations to gather valuable feedback from stakeholders, helping you make informed supplier selections. You can build your evaluation from scratch using the Scoring Questions feature to create a customized rubric with weighted scoring criteria, it's not mandatory

Invite Stakeholders

The Invite Stakeholders section allows you to bring key individuals into your sourcing event. These stakeholders gain access to the event, enabling them to view details, participate in evaluations, and contribute to the decision-making process.

Think of the stakeholder list as your event's core team

Publish Your Event

After building the RFx information, you can publish your event to suppliers from the Publish Your Event section.

Event Dashboard

View the event timeline and manage permissions for updated bids and late bids.

View supplier statuses and sent messages.

Navigate to supplier bid Information to view questionnaire and worksheet information, as well as attached documents.

Launch the stakeholder evaluation to begin scoring supplier bids. View the roll-up evaluation scores across all supplier bids.

Bypass terms and conditions on behalf of the supplier.

Event Analysis

The Event Analysis tab is your hub for reviewing and comparing supplier bids. It provides a powerful platform to analyze submissions and make informed decisions. You can view bid information in a convenient side-by-side format, making it easy to compare prices and quickly identify the most competitive suppliers. Need a more tailored view? No problem! You can customize the display to focus on specific suppliers, columns, or sheets.

Evaluation Comparison

After suppliers submit their bids and you've published your evaluation, it's time for your stakeholders to weigh in! They can review the bids and submit their scores based on the evaluation criteria. Once the scoring is complete, you'll have a clear picture of how the suppliers stack up.

Message Center

The Message Center provides a dedicated space for suppliers to ask questions and get clarification during the bidding process. Suppliers can submit their inquiries up until the Message Center deadline. When a supplier asks a question, buyers receive an email notification prompting them to respond. This ensures that questions are addressed promptly and efficiently. Suppliers, in turn, receive notifications when their questions are answered, keeping them informed and engaged throughout the process.

Write a direct response to the supplier who asked the question.

Write a response to the supplier's question and share that Q&A with all suppliers. The name of the supplier who originally asked the question remains hidden from others, and the buyer can edit the original question if it has supplier-identifying information.

Assign the question to another stakeholder with Read/Write or Answer Q&A access.

Request a Bid Update

Need to provide feedback or request changes to a supplier's bid? Workday Strategic Sourcing offers a streamlined way to request bid updates.


From the Submit Feedback page, you can:

• Draft a bid update request for your supplier.

• Add feedback to the questionnaire responses.

• Set a bid resubmission deadline.

• Insert autofill variables, such as the recipient's first name.

• Attach files to send to the supplier.

• Submit your request update.

A RFx is soon to expire. With 5 minutes remaining, a supplier poses a question. How should you respond?

Determine if your response merits communicating to all or only the one bidding supplier posing the question. In either case, use the Message Center to communicate, and consider extending the RFx timeline to allow for suppliers to receive and react to your response.

When reviewing bids on the Event Dashboard, what actions can you take?

Award

Request Bid Update

RFX Templates

You can configure event templates, questionnaire templates, and worksheet templates.

Event templates

appear as an option whenever a sourcing manager creates a new event from a project. To create an event template, start a new event and complete the information that you would like to be in the template. Exclude suppliers and timeline from the template, as they could cause confusion when reused. In the Event Set Up section, under Event Options, you can choose to make your event an event template. You can then share it with the entire organization, or just the stakeholders listed on the template. The image below displays the selection of the event template option with the share options displayed.

questionnaire templates

in the template library section of Workday Strategic Sourcing. You can use questionnaire templates to populate certain sets of commonly repeated questions across events, such as company background questions or customer reference questions. Any sourcing manager can add templates and move them into event questionnaire sections when needed. This saves time, ensures consistency, and helps you gather standardized information across all your sourcing activities. The image below displays a list of questionnaire templates in the template library.

Worksheet templates

are another powerful tool in the template library. They're especially useful for standardizing how you collect pricing and other structured data from suppliers. Imagine having pre-built templates for common pricing tables, product specifications, or service level agreements. Instead of recreating these tables from scratch for every event, you can simply pull in a template and customize it as needed. Sourcing managers can easily access and utilize these templates, making the process of gathering and analyzing supplier data much more efficient. The image below displays a list of worksheet templates in the template library.

Event Settings

Within Settings, you can configure event components, such as event types, terms and conditions, award email template, rejection email template, and require publish confirmation.

Event types

Under Event Types, you can configure the various types of events you plan to run. You can customize the event name as well as the response name that displays in Workday Strategic Sourcing. These event types will be selectable in the meta-data section of each event you run. The image below displays the Event Types section within Settings.

Terms and Conditions

you can select to add to your sourcing events. Suppliers will have to agree to the terms before they are given access to the event. You can allow certain suppliers to bypass the terms if necessary. Suppliers will only be able to see the event title, timeline, and an optional note before they agree. The image below displays the Terms and Conditions section within Settings.

Award Email Template

you can configure your standard bid award template. This email will be sent to the suppliers you select for each event. You will have a chance to further customize it each time you send it. The image below displays the Award Email Template section within Settings.

Rejection Email Template

you can configure your standard bid rejection template. This email will be sent to the suppliers you select for each event. You will have a chance to further customize it each time you send it. The image below displays the Rejection Email Template section within Settings.

Require Publish Confirmation

you can add a message for your buyers to read and confirm before they publish any event. This works great if you want to make sure they properly added specific details to a template based response. The image below displays the Require Publish Confirmation section within Settings.

Commodity Codes

are a powerful way to streamline your sourcing events and connect with the right suppliers. You can enable adding commodity codes to your sourcing events from Settings.

you send out solicitations to all relevant suppliers for your event. This reduces manual input when adding suppliers, saving sourcing managers time when creating events

When you add a commodity code, Workday Strategic Sourcing adds all suppliers that use that commodity code and their supplier contacts to your Invited Suppliers list

As part of a RFx, you would like to ask invited suppliers to provide a signed Non-Disclosure Agreement (NDA). Where would you configure this?

In the event questionnaire to capture as a file request.

Reference columns

Workday Strategic Sourcing give you a powerful way to analyze supplier bids against your own internal data. These columns are visible only to you, not to suppliers, and allow you to compare bids against key benchmarks. Common examples of reference columns include: Target Savings, Baseline Spend, Incumbent Supplier, and Historical Unit Price.

Outlier Analysis

is a feature that helps identify any bids that may be far above or below the typical pricing. Setting outlier ranges and using them will help define what and where outliers are on supplier bids.

Before running your outlier analysis, you should add reference data to help identify the outliers. The data is what you would compare with supplier bid information to identify outliers.

Feedback Ranges

are similar to an update request within a RFx event, except that the feedback displays on a per line item basis in the worksheet. The sourcing team can also choose to send custom feedback requests to each supplier to change their provided prices after the initial submission.

Column Mapping

behaves similarly to the "Treat Field As" functionality in Worksheets. This means that your column setup defines what the column data means in your analysis.

You can set up column mapping using the Map Data button. To begin mapping your columns, use the Hints to understand which appropriate column you wish to map

Supplier Summary

analyze bids by supplier in the Supplier Summary. This allows you to compare totals across your suppliers, rather than viewing and comparing bid data on a line-item level.

From here, you can select a specific supplier and take action on that supplier. These actions include hiding a supplier from view, viewing a bid, awarding a supplier, rejecting a supplier, and requesting a bid update.

Item Pivot

tab offers Excel-like functionality with a similar interface so that Workday Strategic Sourcing users can easily group data together. Item pivots are especially useful if sourcing teams are running complex events with different sections and categories.

Sourcing managers can award more than ____ ______ for each line item in their sourcing events. This enables sourcing managers to diversify their awards and reduce supplier risk.

One Supplier

Event Analysis tab

of an event will display supplier bid data, both for worksheets and questionnaires, and will allow you to do advanced analysis of the data.

Reference columns are

buyer-side only columns that are the data points that you will view in comparison to the bids received from suppliers.

Outlier Analysis is

a feature that helps identify any bids that may be far above or below the typical pricing.

When you configure feedback ranges,

the feedback displays on a per line item basis in the requests to each supplier to update their prices after the initial submission.

When you set up column mapping,

you can calculate the savings against reference columns.

You can analyze bids by supplier in the Supplier Summary to compare totals across your suppliers

rather than viewing and comparing bid data on a line-item level.

Item Pivots are helpful when running complex events

with multiple sections and categories.

Reverse auctions are most successful when

The products or commodities being bid on can be described in a single cell of a worksheet.

There are three or more qualified suppliers that submit bids for each auction lot.

Invited suppliers can bid on all items. If suppliers aren’t able to bid on certain items, thus placing their bid for the item at $0, the total rankings can be skewed.

Price is the primary supplier award decision.

Suppliers are informed ahead of time that a reverse auction is being run.

Pre-Auction Checklist

Confirm a supplier’s intent to participate in the auction.

Confirm the supplier contacts that will be involved and add the contacts to the Supplier Directory in Workday Strategic Sourcing.

Enable suppliers to ask clarifying questions about the upcoming auction.

Explain the supplier support options and process.

If you start with an RFx, the suppliers' initial bids will

automatically carry over to the auction, giving them a starting point for the bidding process.

Actions can’t

be edited or saved as templates

Add Your Auction Details

Give the auction a name and provide auction details for your suppliers and any additional attachments for the auction. The image below displays the Add Your Auction Details section of the Build Auction page

Auction Settings

Create the auction structure and set rules for the auction and lots to follow, such as start and end times, auction extension, currency, and minimum bid decrement. The image below displays the Auction Settings section of the Build Auction page.

Supplier View Options

Determine what you will allow suppliers to view during the auction, such as bid rank, if their bid is lowest or not the lowest, and the lowest bid price on a line item or lot basis. The image below displays the Supplier View Options section of the Build Auction page.

Invited Suppliers

Invite suppliers to your auction to participate in specific lots. Suppliers added to an auction don’t receive any notifications about the auction until it’s published. The image below displays the Invited Suppliers section of the Build Auction page.

Auction Lots

Set up your auction ___ worksheet with line items. You can edit it up until the auction is published. Unlike events, you cannot edit an auction's worksheet structure. You can ask the supplier for a price per auction row. You can also choose to run a multiple ___ auction. This allows you to have one auction event, but have different worksheets and different potential suppliers bidding on items across lots. By selecting Add a Lot, you can set up a different worksheet for each lot, then assign which suppliers will participate in which lots. You may wish to split up lots by geography, material type, or any other designation that will help increase supplier participation and competition. The image below displays the Auction Lots section of the Build Auction page.

Invite Stakeholders

will be added to the parent project. Stakeholders will be able to view all related sourcing events, forms, and performance reviews, including all RFPs and suppliers bids. When a stakeholder is added, an email notification will be sent to them. The image below displays the Invite Stakeholders section of the Build Auction page.

Publish Your Auction

When you are ready, publish your auction. Once you publish, you will not be able to make any other edits. Workday Strategic Sourcing will send an email to your selected suppliers with the auction details. If you're not ready to publish, your work will be autosaved as a draft, so you can exit at any time. The image below displays the Publish Your Auction section of the Build Auction page.

Managing Live Auctions

Before your auction officially begins, you can preview the setup and monitor the countdown. Simply open the auction page to see the countdown timer prominently displayed at the top, along with a list of your scheduled lots on the left.

Once the auction is live, you have access to several helpful tools. You can monitor supplier bids as they come in, giving you a real-time view of the action. Need to communicate with suppliers during the auction? Use the Supplier Chat to answer questions or provide clarification. And if you need to pause the auction for any reason, or even revert to a previous round of bidding, you have the control to do so. The image below displays a live reverse auction in Workday Strategic Sourcing from the buyer's perspective.

Green Dot

The supplier is currently online and viewing the auction.

Red Dot

The supplier is registered in Workday Strategic Sourcing, but hasn’t yet claimed their email invitation for the auction.

Open Red Dot

The supplier hasn’t claimed their email invitation and they aren’t registered in Workday Strategic Sourcing.

Bid Corrections

Reverting removes the current bid from the supplier from the table and auction prices chart. The bidder will receive a banner notification to submit an amended bid.

When planning to revert supplier bids, Workday recommends pausing the auction first, then reverting the supplier bids.

Which statements are true regarding auctions?

You can create an auction from a project in Pipeline


You can create an auction from an existing RFx event.

While reviewing initial bids during a reverse auction, an auction manager notices a possible error from a bidding supplier. What should the auction manager

Revert the supplier bid. The supplier will receive a notification to submit an amended bid.

Contracts can

-Improve collaboration among teams involved in the contracting process
-Improve collaboration among teams involved in the contracting process
-Help prevent contracts from lapsing and keep teams notified on key contractual obligations.

Contracts Workbench

in Workday Strategic Sourcing provides a centralized hub for managing your contracts. You can navigate here by selecting Contracts under the Navigate drop-down. From here, sourcing managers can quickly access the contracts that they need to address.