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Coupa Success Portal

Creating a Project (SOW) Requisition

Select Create Requisitions from the landing page or navigate to Menu>Requisitions>Create Requisitions

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Select SOW Project (Identified Supplier).

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Select desired template to create the requisition:

  • From an Existing SOW Project.  Allows you to search for a previously submitted project and auto-populate job details.
  • New SOW Project.  Allows you to create a new project with a blank form from “scratch.”

To create a Project, six (6) tabs of information must be completed:

Outline Tab

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  • Enter your desired Project Title.
  • To select reference data such as the Organization and GL Account, type the first few characters in field and sellect from the populated list.
  • To select reference data such as the Labor Class and Cost Center, click the field and select from dropdown list.
  • You can select cost centers, work locations and access locations from the respective drop-down list.
  • The GL Account will auto-populate based on the AP Cost Center selected.
  • Requestor will auto-populate to the user that is creating the project. You can change the Requestor, as well as add multiple Requestors (one Requestor can be marked as Primary).

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  • Click on the blue Select box in the Engaging Manger field to select the engaging manager(s) for your project.

  • Enter the first few letter of the desired engaging manager’s name and select from the populated list.

  • Reminder:  Click the blue plus (+) to add the name to the Engaging Manager grid.

  • If you have added more than one engaging manager, be sure to indicate which manger is primary for the project.

  • If you want to add an Alternate Engaging Manager or Managers, follow the same process as for the Engaging Manager. Click Submit.

  • Select Start Date and End Date by clicking on the calendar icon and selecting desired date for each.

  • Click Save & Continue.

Scope Tab

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  • Select the Commodity Group from the drop-down list. Then select a Commodity.

    • Associating your project with a Commodity enhances visibility into project spend details.

    • Assigning the Commodity Group filters the values available when assigning the Commodity, reducing the chance of assigning the wrong commodity, and allowing for tighter control when reporting on Projects and Skill Catalogs

  • Enter your Project Budget and a Statement of Work that specifies what work will be done for your project.

  • Select the Contract Type for your project. You can choose both types, if desired.

    • If you select Time and Material, you must create at least one Skill Catalog (Job title/description) for your project

    • If you select Fixed Price, you must create at least on Work Package/Deliverable for your project

  • Indicate if there will be any Expenses or Travel applied to this project.

    • Indicate the description and amount for each of these if you selected Yes

The total amount allocated for travel and expenses will NOT be calculated in the Total Project Budget. These amounts are independent and used for tracking purposes only.

Time and Material Bid

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To create a Skill Catalog click Add New in the skill catalog area.

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  • If a Commodity Group and Commodity are assigned to the project, those values are pre-selected for the Skill catalog.
    • If your Commodity menu allows multiple options to be selected, nothing is pre-selected.
  • Enter the first few letters of the Job Title and select from the populated list. The Job Titles available are based on the Commodity selected. Once created, the Skill Catalog grid includes columns for the Commodity Group and Commodity assigned to each job title.
  • The Job Description auto-populates based on the chosen job title.
  • Indicate the number of anticipated Resources needed for the job title.
  • If the Mandatory Skills did not auto-populate when the job title was selected enter these skills now.
  • Once you have completed all required and desired information for this Skill Catalog, click Submit to add the information to your project.
  • If you want to add additional skill catalogs to your project, click Add and Continue and follow the process above.

Fixed Price Bid

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  • To create a Work Package click Add New in the work package/deliverable area.

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  • Enter the name of your Work Package.
  • Indicate the Budget amount of this work package.
  • Once you have completed all required and desired information for this Work Package, click Submit to add the information to your project.
  • To add more work packages to your project, click Add and Continue and follow the process above.
  • Once you have added all desired Skill Catalogs and/or Work Packages to your project, click Save & Continue.

Select Supplier(s) Tab

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  • Select the supplier(s) you want to use for your project from the list of Available Suppliers.

  • Use the directional arrows to move your desired Available Suppliers to the Selected Suppliers grid.

  • >> moves ALL suppliers listed in the Available Suppliers grid to the Selected Suppliers grid.

  • > moves only the supplier(s) you highlighted to the Selected Suppliers grid

  • <moves only the supplier(s) you highlighted in the Selected Suppliers grid do the Available Suppliers grid.

  • << moves ALL suppliers listed in the Selected Suppliers grid to the Available Suppliers grid.

  • Once you have selected the supplier or suppliers you want to use for your project, click Save & Continue.

Deliverables Tab

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Workflow Tab

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  • The designated Approval Workflow will be listed for reference and routing to required approvers.

  • Click Save & Continue.

Review & Submit Tab

  • Verify all information from each of the previous tabs on one page.

  • Click each of the information accordions to view the information you entered as you created you project.

  • If you need to make and corrections, click on the appropriate project tab, update the desired information and return to the Review & Submit tab to submit your project for approval.

  • Click Submit to create the project and submit it for required approval.

 

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