PDMI Information for Suppliers

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PDMI Information for Suppliers
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Table of Contents

• cFolders Account Access and System Requirements
• cFolders Navigation
• Searching in cFolders
• Accessing License Agreement Forms
• Additional Information

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How is PDMI Impacting Suppliers?

• In October 2006, DLA will implement SAPs
  Collaboration Folders (cFolders) to replace
  existing bidset applications Automated Bidset
  Interface (ABI), Contractors Automated Package
  Request System (CAPRS), and DSCC Bidset Interface
  (DBI)
• Bidset preparation and distribution will now
  occur within SAP, as cFolders will be created for
  each solicitation that requires a tech data
  package
• BSM DIBBS will direct Suppliers to existing
  bidset applications for solicitations posted
  prior to PDMI
• cFolders will be used for all new solicitations

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Supplier Access Account Establishment

• cFolders accounts are established based on BSM
  DIBBS Supplier accounts
• All cFolders users must have a DIBBS account
• BSM DIBBS cFolders interface creates cFolders
  accounts upon creation in BSM DIBBS (at least 10
  minute processing time)
• PDMIs initial conversion, approximately one week
  before Go-Live, will create cFolder accounts for
  existing BSM DIBBS users
• Suppliers requiring cFolders access are
  encouraged to create BSM DIBBS accounts prior to
  October
• More information around support processes will be
  provided closer to the Go-Live Date

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Important information regarding cFolder Passwords

• Upon account creation, a users cFolder password
  will match their DIBBS password
• Users will be required to change their password
  upon initial logon to cFolders
• At this point, cFolders passwords will not be in
  synch with DIBBS
• DIBBS will not send password changes in DIBBS to
  cFolders
• If a user cannot log into cFolders for any
  reason, call the help desk to have the password
  reset
• If a users DIBBS password is not 8 characters,
  users are encouraged to reset their DIBBS
  password prior to October 4

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System Requirements

• In order to download documents from cFolders, the
  following system requirements are necessary
• Microsoft Internet Explorer, version 6.0 or later
• Windows 2000 or later
• Java Applet. This can be downloaded from the
  following website http//www.java.com/en/download
  /windows_xpi.jsp

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Browser Requirements

• Internet Explorer settings should be configured
  as follows
• In Internet Explorer, open the Tools drop-down
  menu and select Internet Options.

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Browser Requirements

• Internet Explorer settings should be configured
  as follows
• Click the Advanced tab.
• Scroll to locate Browsing section, and verify
  that the checkbox for Reuse windows for
  launching shortcuts is NOT checked.
• If the box is checked, click on the box in order
  to remove the checkmark.

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Browser Requirements

• Internet Explorer settings contd
• Verify that the checkbox for Show friendly HTTP
  error messages is not checked.
• If it is checked, click on the box in order to
  remove the checkmark.
• Click Apply, then OK to exit the Internet
  Options menu.

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Table of Contents

• cFolders Account Access and System Requirements
• cFolders Navigation
• Searching in cFolders
• Accessing License Agreement Forms
• Additional Information

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Viewing and downloading data from cFolders

• Suppliers will access cFolders via a link from
  BSM DIBBS or directly from following link
• https//pcf1.bsm.dla.mil/cfolders/default.htm
• NOTE This link will not be active until Monday,
  October 9, 2006.
• Suppliers can view and download files and related
  information for solicitations
• Access to viewing and downloading files will be
  restricted based on the users authorization
• Suppliers will have the ability to download
  license agreement application forms via a link on
  the cFolders Homepage

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Accessing cFolders from DIBBS Tech Docs
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Solicitation page when accessed directly from
DIBBS hyperlink
When a user accesses cFolders using a DIBBS
hyperlink, they will be directed to the cFolders
login page. After the user logs into cFolders,
the user will be automatically taken to the
requested solicitation folder. Users can access
the cFolders home page by clicking on Home in
the upper left hand corner.
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Accessing cFolders DirectlycFolders Home Page

• The Home Page is divided into two views
• Functions
• Solicitations List

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cFolders Home Page
The Functions panel lists all available searches,
along with links to License Agreement Forms,
ASSIST, and MEDALS
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cFolders Home Page
The Solicitations available for viewing are
listed on the home page. Key details about the
solicitation are shown here, such as status,
close date, security restrictions and what
materials are on the solicitation for quick
viewing. Clicking on a Solicitation Number
will take you into the details of that
Solicitation.
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Solicitation Page

• The solicitation page will display all NSNs on
  the solicitation and header level details of the
  solicitation.
• Clicking the link under the Material Group /
  Numbers column will take you into the NSN Details
  page.

Direct links to documents and lower level
information are contained in the Navigation Panel
on the Left.
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NSN Details

• The NSN details page will display an NSN on the
  solicitation and will list the categories of
  documents included. A solicitation may have
  multiple NSNs if this is the case, there will
  be multiple folders per NSN
• Click on a document category to view details

NSN National Stock Number 1st 4 digits are the
FSC (material group) Last 9 digits are the NIIN
(material number)
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Government Specifications Standards

• Government specs and standards associated to an
  NSN on solicitation will be listed. The user can
  navigate to the ASSIST homepage to obtain the
  spec or standard

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Non-Government Specs/Standards

• Non-government specs and standards associated to
  an NSN on solicitation will be listed on the
  Non-Govt Specification page

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Drawings

• Clicking on Drawings will display all of the
  drawings associated to the NSN in the
  solicitation
• If the users do not have a hyperlink and zip file
  for a particular document, then they do not have
  access to the file and will need to complete a
  license agreement form (details later in job aid)
• Click on a file to view more details and download
  the file

This user does not have access to this file as
the user is not in the correct license
agreement. The user can download the other files.

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Drawing Details

• The Drawing details page will display the
  Document Information Records (DIRs) and the files
  and description information for each record (DIR)
• To download the single file, click on the file
  name

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Downloading a single file

• After clicking on the file name, users will be
  prompted to save the file to their computer or
  cancel the request.

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Returning to the home page

• To return to the home page, click Home in the
  upper left hand corner from any page.

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Additional Home Page Details
Clicking on the File Name will open up a zip file
containing the documents associated to that
solicitation that the user is authorized to
download. If the user is not authorized to view
certain files, the files will not be included.
If the file name says No File, then the user is
not authorized to download any files associated
to this solicitation. If it has been awarded
and the user is not the awardee, the user will
not be able to download any files.
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Downloading Multiple Files

• cFolders allows the ability to download all files
  associated to a solicitation in a single zip file
  (only files that the user is authorized to
  download will be included)
• The user can de-select files they do not wish to
  download
• Click Continue to download the files

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Downloading Multiple Files
Users will navigate to a directory and click
continue to download the files. The documents
that will be included in the download are listed
at the bottom of the screen along with their
respective file sizes. All of the files
selected will be downloaded in 1 zip file.
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Table of Contents

• cFolders Account Access and System Requirements
• cFolders Navigation
• Searching in cFolders
• Accessing License Agreement Forms
• Additional Information

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Search Capabilities

• Users can query cFolders for solicitations based
  on Purchase Requisition, Material Group, Material
  Number, Drawing, and ASSIST Document ID.

To conduct a search, click on the hyperlinks in
the Functions panel
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Searching for a Material (NIIN)

• Users can create searches and save them for
  future use. Users can also delete searches no
  longer needed.

To initiate a Search, click the Create button
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Searching for a Material (NIIN)
Enter a name for your search. Enter the search
terms, up to 4, and select OR or AND to
combine the search terms with items with an
asterisk () are a required field. Click Start.
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Searching for a Material (NIIN)
All searches will be saved to access at a later
time. Clicking on the Search Name will open up
the search results page.
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Searching for a Material (NIIN)
The Search Results Screen provides links to the
solicitations that matched the search criteria.
It also allows for the capability to repeat the
search. The user will need to repeat the search
to refresh the results.
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Table of Contents

• cFolders Account Access and System Requirements
• cFolders Navigation
• Searching in cFolders
• Accessing License Agreement Forms
• Additional Information

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License Agreements and Access to Files

• Documents posted to cFolders may be protected by
  a License Agreement (LA).
• If a solicitation has documents that are under an
  LA, then the home page will list all LAs that
  apply by the number.
• To find out what the LA is, click on the LA
  numbers.

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License Agreements
To obtain License Agreement forms, click on the
License Agreements link in the Functions menu on
the left hand side of the home page.
Instructions will be provided within the LA
forms on where to send completed information to
apply for access to documents protected by a
license agreement.
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License Agreements Process

• License agreement folders will contain all of the
  files necessary to request access to protect
  documents

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Table of Contents

• cFolders Account Access and System Requirements
• cFolders Navigation
• Searching in cFolders
• Accessing License Agreement Forms
• Additional Information

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Updates to cFolders

• Materials on a solicitation will not be added or
  removed
• Documents will not be added or removed
• The following fields will be updated during the
  course of the solicitation
• Contract Awardee
• Close date adjustments
• Status Cancelled, Awarded
• Cancelled
• Awarded - at time of award only awardee able to
  view at that time
• Information will be available for 60 days after
  the contract award date
• Data will only be available to the contract
  awardee after award, other users will not be able
  to download the files after this point

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cFolders Support

• If you experience issues with cFolders, please
  contact the Help Desk at
• 866-335-HELP(4357)
• toll free