User Guides
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      1. Knowledge Base
      2. User Guides

      PB System™ Admin User Guide

      I.  Logging In

      A.     Enter Username

      B.      Enter Password

      • Click on the eye to see keystrokes.
      • If the password is unknown, click on Need Password Help? to reset your password.

      II.   Home

      C.      Daily Calendar:  

       The Daily Calendar lists all the Agency’s important solicitation deadlines for the day. Users will see the Pre-Bid meeting, Q&A, and Bid deadlines. Click on any listing to open the solicitation.

      D.     Stat Cards:

      Stat cards contain statistical data on the PB System™'s general overall usage by both the Agency and the Public. They can be configured for user preference.

      Configuring Stat Cards
      • Select Edit
      • Select the delete icon within each card to remove
      • Select the + bar to add in a new card type or select any existing card to edit
        • Select Report Type to define the type of data to be shown
        • Select Timeframe for the frequency of data
        • Select the color bar to change the color of the card
        • Select Save, Cancel or Reset to Defaults

      E.   News and Events:

      News and Events found by clicking on the Bell icon at the top right, contains important information PlanetBids needs to share with its clients. It is highly recommended that Users take a quick look when entering the PB System™ to view updates. The Line Item Import Template and the Inside Scoop registration links have moved to the Help Center.  The Import template can be filled out by the Agency's internal client and provided to the PB User to upload line items into the bid record quickly.


      F.    Left Side Navigation Menu:

      Navigation menu navigates the user to the different areas of the PB System™. Access to each area is based upon the purchase of the module and User permission configurations.

      • Top right corner of the left-side navigation menu will either be an X or >. This will toggle the menu open and closed to optimize screen space.
      • Home: returns User to the home page.
      • Bid Management: quickly manage the process of issuing, monitoring, conducting evaluations, and awarding formal and informal bids.
      • Bid Spec Library: access to PlanetBids client solicitations to help Users find piggy-backable, cooperative bids and build specs using other agency bids.  
      • Project Evaluation: add-on that allows Users to manage the multi evaluator and/or consensus evaluation process on solicitations. Project Evaluation allows Users to use the RFP evaluation process on all solicitation types (Quotes, Bids, RFI, RFP, RFQual and IPWB).
      • Document Management (PREVIEW): allows users to upload existing documents and templates, create new, and associate to modules for easier use. 
      • Vendor Management: Gain access to Vendor records, run advanced searches on multiple sets of Vendor data, add a vendor, perform real-time verification of provided information (i.e., certifications and licenses) against third party databases, generate comprehensive reports with visual charts, and broadcast messages to selected Vendors.
      • Contract Management: maintain and retrieve up-to-date, relevant information regarding contracts.
      • Insurance Management: enables risk managers, procurement, public works, and contract administrators to automate, maintain, and retrieve up-to-date, relevant information regarding Vendor or contractor insurance certificates.
      • Emergency Operations: enables any Agency to manage, maintain and retrieve up-to-date information on Vendors that provide goods and services in the event of an emergency.
      • Business Certifications: enables an organization to manage its certification programs such as Small Business Enterprise, Minority, or Diversity as well as Contractor Prequalification(s).
      • Reports: print or export comprehensive reports.
      • Calendar: calendar view of Agency and any other selected PB Agencies bid dates/deadlines. Users plan solicitation dates to enhance Vendor participation. Provides a quick link to the Agency bid information.
      • Admin: permission-based access to manage administrative areas of each module.
      • Vendor Portal: quick access to the public side of the PB System™.
      • User Settings: reset User information (name, title, phone, email, login).
      • Help Center: FAQs, create a support ticket, Support phone number, and feedback section.
      • Log Out: logs User out of the PB System™.

      G.  Dark Mode / Light Mode

      Found at the bottom right corner, Dark Mode / Light mode allows the user to change the background setting. 

       

      Access to Admin is permission-based. Users granted access to Admin will have access to manage modules based upon Agency access and individual user permission to the module.

      Super users will have access to manage individual user permission and department information.

      • Select a heading to expand and manage options.
      • Select Submit at the top right to save all changes.

       

      III.   Categories

      This allows the Agency to manage category codes. The initial list of codes will be created during implementation. The agency can edit the list at any time. The user may edit the description to correct errors. Do not completely change.

      • To Deactivate or Reactivate.
        • Search by # or Category.
        • Select code.
        • Select Deactivate or Activate.
        • Repeat as needed.
      • To Add New
        • Search by # or Category to prevent duplication.
        • Select Add New.
        • Enter in code number.
        • Enter Name.
        • Enter Description.
        • Repeat as needed.
      • Export

      Exports a list of all Category codes, descriptions and status.

      IV.    Bid Management

      H.  Settings

      The PB System™ Bid Management module provide the Agency the ability to manage public messaging and default settings.

      • Terms: When updating any of the custom messages below, it is best practice to wait until all active bids are closed or issue a notice on active bids. Changes in messaging while in Bidding Stage without notice may result in a protest being filed.
        • Bid Document Terms & Conditions

      Enter in custom message that will apply to any project where on the Documents tab, Bid Document Terms & Conditions box is checked.   When checked, vendors will be required to agree to the message before they can view or download any file marked Private.

      Note: Typically, this is used when Homeland Security requires prospective bidders to agree not to share the documents they obtain on the project.

      •     Q&A Instructions to Bidders

      Enter in custom message that will apply to all projects where the Q&A process has been activated.   When active the message will appear when the prospective bidder enters a question on the project.

      • eBid Terms & Conditions

      Enter in custom message that will apply to all projects where the Agency is accepting electronic offers.   All bidders will be required to agree to the message before they can enter or edit their offer.

      • Accept Cashier’s Check in lieu of Bid Bond? (Applies to Advanced eBidding for Public Works option only).

      Select Yes or No

      If your agency does not accept cashier’s checks in lieu of Bid Bond, select No. Bidder will not have the option to notify the Agency they will be submitting a cashier’s check. They will be required to attach their bond electronically.

      • Cashier’s Check Instructions to Bidders (Applies to Advanced eBidding for Public Works option only).

      Enter in custom message that will apply to all projects where the Agency is accepting electronic offers with Bid Bond response required and Accept Cashier’s Check in lieu of Bid Bond is set to Yes.   Message will appear on the Attachment tab within the ebid submission area.

      2. Notifications: Default settings for Bid Management.
      • Default Internal Notification Email List

      List of persons to be copied on notices sent to vendors on a project. The list will default into all projects created by all users. User can alter the list at the project level.

      • Default Q&A New Question Notification Email List

      List of persons to be notified when a question has been submitted by a vendor on a bid. List must contain licensed users. The list will default into all projects created by all users. User can alter the list at the project level. Contact the Account Executive to learn about the Q&A only access license.

      • Local Preference Percentage Default

      Agency standard percentage applied to offers by local vendors.

      3. Schedule Reminder and Survey Emails
      • Send Reminder emails to Prospective Bidders

      Enter in the number of days prior to project close an automatic reminder email notice will be sent to all prospective bidders (regardless of status) stating the bid will be closing in X number of days. This email can also be triggered within an individual project by going to Send Email on the Prospective Bidder tab and selecting Bid Closing Reminder.

      • Send status update request to non-bidding Prospective Bidders

      Enter in the number of days after the project closes a Non-Participation Survey email will automatically be generated to any prospective bidder with status Bidder that did not submit an offer. Email will ask the vendor to return to the Prospective Bidder tab on the project and state why they did not submit.

      If the Agency is accepting paper bids it is recommended that this feature not be selected here. Failure to enter in paper submissions on the project Bid Results tab will generate an email to the bidder. This email can also be triggered within an individual project by going to Send Email on the Prospective Bidder tab and selecting Non-Participation Survey.

       

      I.  Bid Document Library

      Allows Agency to create a library of common documents to be added to projects. Agency can specify which template the document can be accessed. All documents in the library will default to Public when added to the project.

      • To add a document
        • Drag and drop a file or select Browse Files to add one or more documents.
        • Select Title to change the title of the document.
        • Select Edit to specify template document should be accessed from.
        • Check one or more templates and select
        • Repeat as needed.
        • Select Remove if a document was selected in error.
         2. To Deactivate or reactivate a document.

      Select Deactivate or Activate 

       

      J.   Special Notices

      Allows Agency to create a library of common statements to be posted on the Bid Information tab of any project. User can select as many statements from the library as needed.

      • To add a notice.
        • Search by Notice Description to prevent duplication.
        • Select Add New.
        • Enter short text.
      • To Deactivate or reactivate a notice.
        • Search by Notice Description.
        • Select notice.
        • Select Deactivate or Activate.

       

      K.  Non-Bidder Status Reasons

      Agency configured list of common reasons vendors may not be participating in your projects. Prospective Bidders can change their status from Bidder to Non-Bidder and select from the list of configured reasons. User may edit to correct errors. Do not completely change.

      • To create a Non-Bidder Status Reason.
        • Search by Reason to prevent duplication.
        • Select Add New.
        • Enter reason.
      • To Deactivate or reactivate a Non-Bidder Status Reason.
        • Search by Reason.
        • Select notice.
        • Select Deactivate or reactivate. 

      L.  Groups

      Groups are private codes created by the Agency to manage selected lists of vendors. Vendors cannot add a group to their profile and do not know the group exists. Agency will add a vendor to a group in Vendor Management. User may edit to correct errors. Do not completely change.

      • To create a Group code.
        • Search by # or Category to prevent duplication.
        • Select Add New.
        • Enter code number assigned to the Group.
        • Enter Group name.
        • Select Expires to set an expiration date, if applicable.

      Once the Group code has been saved, go to Vendor Management to edit selected vendor profile and add the Group code. (See Vendor and Bid Management Manual).

           2. To Deactivate or reactivate a Group.
      • Search box to find by # or Category.
      • Select Group name.
      • Select Deactivate or Activate.

      M.  Line Items

      • Line Item Library - Agency configured list of common line items. Items in the library can be directly added to a project. Once added, the information listed can be edited at the project level. To do an import of multiple line items, please contact your Account Executive. User may edit to correct errors. Do not completely change.
        • To Add Line Items
          • Search by Item Code, Description or Ref to prevent duplication.
          • Select Add New.
          • Complete at minimum all required fields.
        • To Deactivate or reactivate a line item.
          • Search by Item Code, Description or Ref.
          • Select Line Item.
          • Select Deactivate or
        2. Item Types - Agency created flags for line items. Vendors will not see this information. Allows the agency to custom code line items for asset tracking or other tracking needs. User may edit to correct errors. Do not completely change.
        • To Add Item Type.
          • Search by Type ID or Description to prevent duplication.
          • Select Add New.
          • Enter Agency desired code.
          • Enter description.
        • To Deactivate or reactivate an Item Type.
          • Search by Type ID or Description.
          • Select Item Type.
          • Select Deactivate or Activate.
         3. Delivery Locations - Agency created library of delivery locations. Location for delivery can be specified in Bid Management on the Line Item tab. User may edit to correct errors. Do not completely change.
      •  To create a Delivery Location.
          • Search by Location Name to prevent duplication.
          • Select Add New.
          • Enter Location Name.
          • Enter Location Address.
        • To Deactivate or reactivate a Delivery Location.
          • Search by Location Name.
          • Select Location.
          • Select Deactivate or Activate.

      V.  Project Evaluation

      N. Technical Qualifications Library

      Allows the Agency to create a library of common Technical Qualifications to be used to determine which bidder will be presented to evaluators for evaluation purposes. User can pull from the library in Project Evaluation and modify item at the project level. User may edit to correct errors. Do not completely change.

      • To create a Technical Qualification.
        • Search by Qualification or Description to prevent duplication.
        • Select Add New.
        • Select Mandatory if bidder must complete item to qualify.
        • Enter Qualification title.
        • Enter Qualification description.
      • To Deactivate or Activate a Technical Qualification.
        • Search by Qualification or Description.
        • Select Technical Qualification from the list.
        • Select Deactivate or Activate.

       

      O. Criteria Library

      Allows the Agency to create a library of common Criteria to be used when evaluating submitted offers. User can pull from the library in Project Evaluation and modify item at the project level. User may edit to correct errors. Do not completely change.

      • To create a Criteria.
        • Search by Criteria or Detail to prevent duplication.
        • Select Add New
        • Enter Criteria title
        • Enter Criteria description

      Enter standard Points Available.

          2. To Deactivate or reactivate a Criteria.
      • Search by Criteria or Detail.
      • Select Criteria from the list.
      • Select Deactivate or Activate.

      P.  Evaluators

      List of all Evaluators for the Agency, their contact information, and the projects they have participated in as an evaluator.   Agency can create, manage and deactivate evaluator access. Evaluator access can also be created at the project level. User may edit to correct errors. Do not completely change.

      • To Add an Evaluator.
        • Search by First, Last, Organization and Email to prevent duplication.
        • Select Add New
        • Complete all required fields.

      Note: User will need to inform Evaluator of their profile status when created from Admin.

          2. To Deactivate or activate an Evaluator.
        • Search by First, Last, Organization and Email.
        • Select Evaluator
        • Select Deactivate or Activate.

      VI.   Vendor Management

      Q.  Vendor Types

      Agency configured list of vendor classifications (SBE, DVBE, etc.), ethnicity and gender to be tracked. Vendors will be able to select from the list of codes marked Editable by vendor when registering or updating their profile.   Any code not marked Editable by vendor only the Agency may select in Vendor Management within the Vendor’s profile. User may edit to correct errors. Do not completely change.

      • To create a Vendor Type.
        • Search by Code or Description to prevent duplication.
        • Enter an alpha/number 2-5 character code.
        • Enter Code description.
        • Select the Type of vendor code: Classification, Ethnicity or Gender.
        • Enter in common bid preference percentage calculation given by the Agency. This is optional and can be edited at the project level.
        • Enter in common evaluation points given by the Agency. This is optional and can be edited at the project level.
        • Select Editable by vendor if vendor can self-identify in their profile.
          • Unselect Editable by vendor to create an Agency vendor type. Agency will then edit a vendor’s profile and select the code. Vendor will be unable to select or edit.
           2. To Deactivate or activate a Vendor Code.
        • Search by Code or Description.
        • Select Code from list.
        • Select Deactivate or Activate.

      R.   Registration Referral Types

      Requires vendors to select from Agency created list when registering and completing the mandatory question “How did you hear about registering with (Agency Name)?” To turn this question on simply configure a list of possible answers. The question will then automatically become part of the Vendor Registration. User may edit to correct errors. Do not completely change.

      The answer to this question is found in Vendor Management, Export.

      • To create a list of Referral Types.
        • Search by Description to prevent duplication.
        • Select Add New.
        • Enter simple description.
      • To Deactivate or reactivate a Referral Type.
        • Search by Description.
        • Select Referral Type from the list.
        • Select Deactivate or Activate.

      VII.  Contract Management

      S.  Contract Management Settings

      The PB System™ Bid Management, Contract Management, Insurance Certificate Management and Business Certification Management modules provide the Agency the ability to manage public messaging and default settings.

      • Terms: Vendor must agree to each message below when using Contract Compliance.
      • Introduction Disclaimer Message
        Enter in custom message all contractors will have to agree to before they can enter their monthly subcontractor payments.
      • Submission Confirmation Message

      Enter in custom message all contractors will have to agree to before they can submit their monthly subcontractor payments.

        2.     Default Display Settings: Default settings for Contract Management and Contract        Compliance.
        • Display Purchase Orders in My Contracts
          • Select box to allow the contracted Vendor to see all Purchase Orders associated with the Contract.
        • Accept/Display Invoices in My Contracts
          • Select box to allow the contracted Vendor to submit and view invoice status associated with the Contract.
        • Display Payments in My Contracts
          • Select box to allow the contracted Vendor to see all Payments associated with the Contract.
        • Allow Subcontractor Reporting in My Contracts
          • Select box to allow the contracted Vendor to add and report monthly subcontractor payments on the contract.
      3. Expiration Reminders
        • Select box to generate an automatic expiration reminder email to the Contract Admin on the day the contract expires and X days prior to expiration.
        • Enter the number of days prior to expiration for expiration reminder notice to be sent.

        c.      Send Summary To:
        • Select ADD to enter internal email address(es) to receive a master email notification.

        4. Compliance Notifications (Applies to Contract Compliance option only).
          • Reporting Period cut-off: enter in date contractor must submit monthly subcontract payment data by.
          • Time of the day (24hr clock): enter in hour and minute contract must submit monthly subcontractor payment data by.
          • Send email to Subs requesting payment acknowledgment (the day after cut-off).
            • All subs on a contract will be asked to confirm the amount of payment the prime reported they paid the subcontractor for that month. Agency can run the confirmation report within the contract.
          • Send Notifications to:
            • Enter internal email address(es) to receive a master email when notifications are sent to subcontractors.

        T.   Contract Types

        List of contract types agency wants to track. Examples: Agreement, Lease, MOU, etc. User may edit to correct errors. Do not completely change.

        • To add a Contract Type.
          • Search by Contract Type to prevent duplication.
          • Select Add New.
          • Enter Contract Type Name.
        • To Deactivate or reactivate a Contract Type.
          • Search by Contract Type.
          • Select Contract Type from the list.
          • Select Deactivate or Activate


      U.   Contract Tags

      List of Agency tags to be tied to contracts. Recommend for tracking special clauses, vendor ratings, unique options on contracts. In Contract Management, a contract can have multiple provisions assigned to it. User may edit to correct errors. Do not completely change.

      • To add a Contract Tag.
        • Search by Provision or Description to prevent duplication.
        • Select Add New.
        • Create a number for the provision. This can contain alpha, numeric or symbol.
        • Enter a Provision title.
        • Enter a brief description of the provision.
      • To Deactivate or reactivate a Contract Provision.
        • Search by Provision or Description.
        • Select Contract Provision.
        • Select Deactivate or Activate. 

       

      V.  Contract Funding Source Types

      List of Agency funding sources to be tied to contracts. The PB System™ automatically comes with the following funding sources types: Bond, Capital Outlay, Federal, Federal & State, Federal w/ARRA, Federal w/o ARRA, Grant, Local, LTS, Operating, Prop 39 and State.

      • To add a Funding Source.
        • Search by type to prevent duplication.
        • Select Add New.
        • Create a number or name of the funding source. This can contain alpha, numeric or symbol.
      • To Deactivate or reactivate a Funding Source.
        • Search by funding source.
        • Select funding source.
        • Select Deactivate or Activate. 

      W.  Contract Change Types

      List of types of changes to be recorded within a contract. In Contract Management, a contract can have multiple types of changes recorded to it.

      • To add a Contract Change Type.
        • Search by Change Type to prevent duplication.
        • Select Add New.
        • Enter a Change title. Example: Task Order, Amendment and Change Order.
      • To Deactivate or reactivate a Change Type.
        • Search by Change Type.
        • Select Change Type.
        • Select Deactivate or Activate. 

      VIII.  Insurance Management

      X.  Insurance Certificate Management Settings

      The PB System™ Bid Management, Contract Management, Insurance Certificate Management and Business Certification Management modules provide the Agency the ability to manage public messaging and default settings.

      • Expiration Reminder
        • Send Expiration Reminder emails to vendors on the day Certificate expires.
          • Enter the number of days prior to expiration notice should be sent.
          • Additional message
            • Agency configured message to be added to PB System™ generated expiration notice. Recommended Agency includes a general agency contact information for vendor questions regarding insurance requirements.
          • Sent Summary To
            • Enter internal email address(es) to be notified of expiration notices.
      Send Expiration Reminder emails to Producer on the day Certificate Expires.
                  a. Enter the number of days prior to expiration notice should be sent.
                  b. Additional message
          • Agency configured message to be added to PB System™ generated expiration notice. Recommended Agency includes a general agency contact information for producer questions regarding insurance requirements.

          2. Notifications
          • Default Internal Notification Email List

      Default list of employees to be notified when a Vendor has submitted insurance to the Agency. This list can be altered at the record level.

       

      Y.    Insurance Document Library

      Allows Agency to create a library of common documents to be added to added to insurance requests. All documents in the library will default to Public when added to the request.

      • To add a document
        • Drag and drop a file here or select Browse Files to add one or more documents.
        • Select Title to rename the document.
        • Select Remove if a document was selected in error.
      • To Deactivate or reactivate a document.
        • Select the file.
        • Select Deactivate or Activate. 

      Z.  Insurance Types

      Agency list of insurance coverages to be requested from the vendor.

      • To add an Insurance Type.
        • Search by Insurance Type to prevent duplication.
        • Select Add New.
        • Enter coverage type name. Ex: Errors and Omissions.
      • To Deactivate or reactivate an Insurance Type.
        • Search by Insurance Type.
        • Select from the list.
        • Select Deactivate or Activate.

      AA.     Insurance Coverage Templates

      Insurance templates allows the Agency to standardize on insurance requests based on the type work or service to be performed. Templates can be altered once pulled into the insurance record.

      • To add a Template.
        • Search by Template Name to prevent duplication.
        • Select Add New.
        • Create a Name for the template. Ex: PW over 1 Million. Name is the only required field when creating a template. All other items are optional.
        • Select Add to add in coverage types, each occurrence min and aggregate min as required by the Agency.
        • Select Document Library File to select from the Insurance Document Library.
        • Enter notes to the Vendor.
        • Select
      • To remove a Template
        • Search by Template Name.
        • Select from the list.
        • Select Delete.

      BB.  Producers

      List of common Producers (Broker, Insurance Agency). When creating a record, Agency and Vendor can select from this list. List is editable at the record level.

      • To add a Producer.
        • Search by Name to prevent duplication.
        • Select Add New.
        • Complete the form.
      • To Deactivate or reactivate a Producer.
        • Search by Name.
        • Select from the list.
        • Select Deactivate or Activate.

      CC.  Insurers

      List of common Insurance Companies. When creating a record, Agency and Vendor can select from this list. List is editable at the record level.

      • To add an Insurance Company.
        • Search by NAICS or Name to prevent duplication.
        • Select Add New.
        • Complete the form.
        • Select Get Rating to check status on AM BEST.
      • To Deactivate or reactivate an Insurance Company.
        • Search by NAICS or Name.
        • Select from the list.
        • Select Deactivate or Activate.

      DD.  Deficiency Status Reasons

      List of common reasons an insurance accord is found deficient. When reviewing the insurance submitted, the User can record items to be corrected. With My Insurance, the Vendor will be notified of selected reasons.  

      1. To add a Deficiency Reason.
      • Search by Deficiency Reason to prevent duplication.
      • Select Add New.
      • Enter Deficiency Reason title.
      • Enter Explanation to the vendor.

      2. To Deactivate or reactivate a Deficiency Reason.
      • Search by Deficiency Reason.
      • Select from the list.
      • Select Deactivate or Activate.

      IX.  Emergency Operations

      Agency can manage emergency operations category codes and create scheduled reports.

      EE.   Emergency Operations Settings

      Emergency Operations ties into Vendor Registration and asks if the vendor can provide emergency assistance. Collects vendors 24-hour contact information as well as specific goods/services/construction/FEMA items needed during an emergency.

      1. Schedule Email: Automatically emails those listed in the Send List to section an email of all vendors listed in Emergency Operations
        • Local vendors Only

      Allows agency to remove non-local vendors from the email list

      • Frequency of Emails

      Ability to schedule the frequency of the emails: weekly, monthly or quarterly

      • Send list to “Add”

      Create a master list for emails to be sent.

      FF.  EO Categories

      List of active and deactivated codes currently used by the Agency as well as access to the PlanetBids master Emergency Operations Codes. If the master list does not contain a code needed by the Agency, submit a support ticket requesting the addition.

      1. To Add from Master List
        • Select
        • View and search available lists of codes.
        • Select all codes needed.
        • Select
      2. To Deactivate or reactivate a Code.
        1. Search by Name or Section.
          • Select from the list.
          • Select Deactivate or Activate.

      X.  Business Certification

      GG.   Business Certification Settings

      Business Certification can be utilized to run multiple certification types (SBE, Diversity, Business Forms, Prequalification, UPCCA, etc.).   Each application will have its own configurations for Expiration Reminders and Random Audits.

      1. Expiration Reminder
        • Send Expiration Reminder emails to Vendors on the day Certification expires.

      Enter in the number of days prior to expiration notice should be sent.

      • Send Summary To

      Enter internal email address(es) to be notified of expiration notices.

      2. Random Audit
        • Select Place certified vendors in audit. The PB System will randomly select and change Approved status to Audit status based on configuration.
          1. Enter the number of vendors the PB System™ should randomly select and notify they are now in Audit.
          2. Enter the number of days between audit selections.
          3. Select Audit Reason
        • Send Summary To
          1. Enter internal email address(es) to be notified of audit selection and notice.
        • Last Random audit on (Date): PB System™ automatically updates this field.

      HH.  Business Certification Document Library

      Allows Agency to create a library of common documents to be added to a deficiency or audit reason.

      1. To add a document.
        • Drag and drop a file here or select Browse Files to add one or more documents.
        • Select Title to rename the document.
        • Select Remove if a document was selected in error.
      2. To Deactivate or reactivate a document.
        • Select the document.
        • Select Deactivate or Activate.

      II. Certification Status Reasons

      Agency list of common reasons an application is found deficient or is denied.

      1. To add a Reason.
        • Search by Reason to prevent duplication.
        • Select Add New.
        • Enter reason short title.
        • Enter short explanation to vendor.
        • Select any files from the library to be included with the reason for further explanation.
        • Select Type- is the reason due to Deficiency, Denial or Audit.
        • Select the certification type. The reason will only appear if the vendor has completed the application for the certification selected.
        • Select Delete if created in error before save.
      2. To deactivate or reactivate a Reason.
        • Search by Reason.
        • Select Reason.
        • Select Deactivate or Activate.

      JJ. Certification Categories

      Allows Agency to create and manage a list of codes specific to certifications.

      1. To Add New.
        • Search by Code or Category to prevent duplication.
        • Enter in code number.
        • Enter Name (code).
        • Enter Description (code).
      2. To Deactivate or reactivate a code.
        • Search by Code or Category.
        • Select code.
        • Select Deactivate or Activate. 

      XI.  Email History

      KK.     Record of General Emails

      Records all general emails sent via Vendor Management, Insurance Certificate Management or Emergency Operations. In addition, controls the display of the email notice on the Vendor Portal News and Events.

      1. Select Module - Type sorts the emails issued by module.
      2. Select an email from the list to view message.
      3. Select or deselect Display in News and Events to add or remove from News and Events Vendor Portal.

      XII.  User Licenses

      LL.     Display of number of licenses under contract and currently in use.

      Display’s each module, the types of licenses available and the number of licenses contracted and the number currently in use.

      XIII.   Users

      MM.     Managing Users

      Only Super users will have access to this section. Contact PlanetBids to grant a user Super User permission. Super Users control who has access to specific modules and the permission level for each module.

      1. To Deactivate or Reactivate a user.
        • Search by First, Last, Department and Email.
        • Select user.
        • Select Deactivate or Activate.
        • Select Done.
      2. To Add a user.
        • Search by First, Last, Department and Email to prevent duplication.
        • Select Add New.
        • Complete User Information Section
        • Unselect any agency module the user should not access.
        • Select or unselect any permission level within each module.
        • Select Done.

      Note: Items with the word ONLY will prevent the user from using any function beyond that selection. Example: Bid Management, Allowed to add/answer Q&A Only. Selecting this option will not allow the user to create or manage any part of a bid other than the ability to answer submitted questions. The user will not be able to release the questions. A user allowed to manage a bid has the ability to answer and release questions.

       

      XIV.   Departments

      NN.  Managing Departments

      Only Super users will have access to this section. Agency list of departments with access to the system.

      1. Adding a Department.
        • Search by Department.
        • Select Add New.
        • Complete information.
        • Repeat as needed.
        • You can return to edit any department.