Tasks are used within Atamis projects/tenders to direct the user through the required actions to complete a tender from set up and engagement through to evaluation and award. The default tasks, timescales and assignments will be set from the template. Users can add their own tasks, modify the due date field to reschedule the task or change the assigned field to re-assign to another User. Click Edit to edit these and other details.
Although optimised for eSourcing features, tasks in the Tender App operate using the same activity management functionality used elsewhere in Atamis.
There are three different types of tasks that provide differing functionality to users:
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Manual Tasks
A manual task can be added to instruct users to carry out an activity on the project, ensuring users carry out any required tasks. An example of a manual task may be 'Add Team Members and Confirm Evaluators'. Task guidance can be customised to assist users in understanding what is required to complete the tasks and users can add comments. The Mark complete button can be used to set the task as complete and add a completed date. -
Action Tasks
Action tasks will have a Do Now button accompanying them which will initiate a wizard which direct users to carry out system actions. The Action Field Type in the task layout is a picklist of action types that are used for different sets of system actions. Refer to the article on Action Types for a full breakdown. An example would be 'Approve Requirements Sections'. - eSourcing Milestone Tasks
Milestone tasks are automated tasks completed by system processes based on the task's due date and start date determined during the tender creation. There are four types of milestone tasks:-
- Registration Starts: suppliers can only register interest in bidding after this date (assuming the Project has been published to the Tender Opportunities page on the Atamis Portal)
- Responses Open: suppliers can only start entering their responses after this date
- Deadline for Questions: suppliers can still ask clarification questions after this date, but the system will display a message saying that a reply is not guaranteed as the deadline has passed
- Responses Close: suppliers cannot update their tender response after this date
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When on the tasks tab, you will see a full list of all tasks for the tender along with key information presented in columns.
- View Task Details - Click on a Task (using the blue hyperlinked text) to view its detail page, including guidance on how to complete the task within the system.
- Action Type - For action type tasks, this column will indicate what Action Type the task is and the Do Now button will display in the Action column. When clicked the system will take you to the appropriate page to perform the necessary system steps.
- Key Milestones - Tasks that are eSourcing Milestones will display the type of milestone in this column.
- Approval Required - Some tasks require the user to be an approver on the procurement team to finalise the task or will be dependent on gateway approval being granted before they can be completed. Those that require approval will be indicated with a checked box.
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