Questionnaire (RFI) Creation

Questionnaire (RFI) Creation

Questionnaires (RFI) can be created in following phases:

Internal: Definition of demand, Demand aggregation

External: Sourcing, RFP and Re-negotiation'

Questionnaire creation

To create a questionnaire, click <on the corresponding icon> and follow step-by-step the following instructions. A questionnaire can be created from blank or from a template; the following choices are offered:

To create a questionnaire, please follow the steps:

1. • Empty questionnaire
   • Existing questionnaire:

Questionnaire properties

In the questionnaire editor, before starting to create any questions, go first to the questionnaire properties to set the general settings for this questionnaire: Select or unselect the following options, then save your selection and go back to the questionnaire editor to start working on the questions. The setup of the questionnaire can be done online or offline (see next subchapters).

Create questions online

To insert a new question, use the following two icons: <the corresponding icon>Add a new line to the questionnaire (i.e. 1) <the corresponding icon>Add a new line to the next sub-level (i.e. 1.1) To insert your first question, click <the corresponding icon> Choose the type of question (in this case, you choose a title) and click  :<the corresponding icon> Write the title name and click <the corresponding icon> to save the information: Your first line was created: After having inserted your title, you can create the next question. In the column Actions, click the icon New sub-level row if you want to have a sub-level (this would be: 1.1) or click the New rowif you want to have the same level (i.e. 2). Select again your type of question on the tab Overview (i.e. a field with written answer). Then click:<the corresponging icon> Specify the title of a question. You can then select the length and height of the free text field. You can as well define if this question should be mandatory for the supplier: Finally click<the corresponding icon>. Your second line has been created. To enter a multiple answer select from:

• Pull down- (single selection)
• Radio button (single selection)
• Checkboxes (Multiple selection)
• List (Multiple selection)

To enter “Automatic scoring” refer to Scoring Guide.

Important note:

In case you need to make some modifications on an already created question, click on the following icon (Set row properties). The question editor will allow any modifications

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List of questionnaire options (online)

Find hereafter a short explanation of the existing questionnaire options:

• Properties of columns and numbering
• Move up/ down the question
• New row Add a new line and level to the questionnaire
• New sub-level row Add a new line to the next sub-level (e.g. 1.1)
• Copy the layout of the lines
• Paste the layout of the lines
• Change layout; you have to select the lines before you click this icon
• Edit sheets to add different tabs in the questionnaire
• Preview the questionnaire
• Export the questionnaire to Excel; this Excel uses a macro
• Import the questionnaire from Excel (template must be exported first)
• Import the questionnaire from Excel (without macro)

How to set a questionnaire to “Multilanguage”

You are able to setup questionnaires for different languages. In order to do this you must use the “Set multi-language” option. After the option has been ticked on and confirmed, you can edit the translation by changing the view to translation by clicking “Change to translation view” (see chapter 8.2.3).

How to set a layout on your questionnaire

First select a line and then click the icon Set layout.You can also select all the lines at a time to make a new general layout. Set your layout and click then on the icon , then. You can copy/ paste layout on the other lines by clicking these icons:

Create questionnaires offline

There are two ways of creating questionnaires offline:

• Creating the questionnaires using the macro (questionnaire exported)
• Creating the questionnaires without using the macro (creating questions directly in excel and importing into the platform).
• Import questions using Macro template:

Use the macro to create your questions following the steps like if you create online questions (see chapter 7.2): Save your file, close it and click on “Questionnaire import with macro”. When creating questions using macro, point to excel cell first, where question will be inserted, then use macro to create question Conditional questions and formula’s cannot be created using Macro.

• Import questions directly from Excel:

Prepare your Excel sheet, save and close it. Click on “Questionnaire import without macro”:

Setting an questionnaire (RFI) online

Do not forget to preview your questionnaire before you set it online. To preview the questionnaire, click  :<on the corresponding icon> This is what the supplier’s will see. To go back to the questionnaire editor, click  :<on the corresponding icon> In order to set the questionnaire online for the suppliers, you have to publish it. Click on the phase where you created your questionnaire. Then click the Publish<the corresponding>icon. The platform will then check if all the conditions have been met for the questionnaire to be published. If lines with a “Stop” icon exist, you need to do corrections in the project/questionnaire setup before you can publish.

After the changes are done, click again on “Publish”.

Click  :<next>

Optional: If you see the following pop-up, select the suppliers that you wish to have access to the structure you are about to publish and then click next. (This depends on the settings in the project template.) Now, you can choose the end date and time for the supplier access to this questionnaire. You have the possibility to set the questionnaire directly online or to let it start at a specific date. Make use of the calendar; click <the corresponding>: You see the message displayed “Questionnaire has been published”; this means the project has been set online with success The suppliers then receive an automatic invitation email informing them about the publication of this project (if email is active). They also receive their access codes (the password email is sent only to new suppliers who have not logged in to the platform before). The suppliers have access to documents attached to this project (if the supplier access flag had been set) and can enter the questionnaire.

You can now continue working and create another questionnaire or you can start preparing the quotation grid. The suppliers will not see new elements until they are published (set online).

Once published, the questionnaire cannot be modified. In case you need to change something, close the online questionnaire, copy it, make the modifications and set the new one online.

Copy a questionnaire

Please refer to chapter 8.6 Copy grids.