SAP Ariba Frequently Asked Questions

About the platform

• Q. What is the Source 2 Pay Project?

  A. The Source 2 Pay Project is how we're transforming the way we buy things. We're going to use digital tools from SAP, called Ariba and Fieldglass, to make it easier and more efficient to find and buy the things we need. This will replace the old, more manual ways we used to do it.

• Q. What is SAP Ariba and SAP Fieldglass?

  A. SAP Ariba is a way for people who buy things and people who sell things to connect with each other online. When we want to buy something, we'll use SAP Ariba to create a document called a purchase order, which will be sent to the seller. The seller will get an email with the purchase order and can confirm the order or send an invoice or credit note using SAP Ariba. If the seller needs to create an invoice or credit note for the purchase order, they can use a feature called "PO Flip" which takes the details of the purchase order and turns them into a draft invoice. The seller can also use SAP Ariba to respond to requests for bids and manage their own product catalogue.
  
  SAP Fieldglass is a way for us to find and work with people who are not permanent employees, like freelancers or consultants. It's a website that helps us find these people, communicate with them, and pay them for their work. It's all done online, in the cloud, which means we can access it from anywhere.

• Q. Why are we implementing SAP Ariba and SAP Fieldglass platforms?

  A. We received feedback from our team members and suppliers that highlighted our procurement processes were too complex, difficult to follow and weighed down by red tape. We also realised that to meet our growing procurement demands, we need to standardise and streamline our existing systems and processes. SAP Ariba and Fieldglass will introduce the technology we need to realise these opportunities and better enable our people and suppliers in their day-to-day purchasing activities.

Supplier changes

• Q. What’s changing for suppliers?

  A. From 27 February 2023 the way some of our in-scope suppliers supply their goods and services to us will be changing. Suppliers will be required to transact with us on SAP's Ariba and Fieldglass platforms.
  
  The success of this transformation is one of our top priorities for the benefit of our people, suppliers and wider organisation. We are committed to working in partnership with you to make this transition as seamless as possible, and hope that you will work with us to streamline our procurement processes. Our team are more than happy to discuss any questions or concerns you may have about what this transition might mean for you.

• Q. Which suppliers will be transitioned to the new platforms?

  A. Currently, most of our providers who supply personal protective equipment (PPE), major and minor equipment hire (dry hire), and unplanned facilities maintenance use the SAP Ariba Platform to transact with us.
  
  From early 2023, the providers who supply legal services and contingent workers to us will be asked to transition to the SAP Ariba and Fieldglass Platforms to continue to trade with us. The solution however will be progressively rolled out across the department to all commodities in the coming months and years as we transform our procurement capability.

• Q. Is there a cost for suppliers?

  A. No, there is no cost for suppliers to register or transact with us through the Transport and Main Roads SAP Ariba and Fieldglass platforms.

Using SAP Ariba and SAP Fieldglass

• Q. Why do I need an Ariba account if I am supplying contingent workforce through SAP Fieldglass?

  A. Registering on SAP’s Ariba platform is a prerequisite for transacting through SAP’s Fieldglass platform, so having a SAP Ariba account will allow you to register and transact in SAP Fieldglass.

• Q. I already have an existing SAP Ariba or SAP Fieldglass account. Do I need to register again?

  A. Suppliers who already have a SAP Ariba or Fieldglass account have the option of linking their existing SAP Ariba ID with us during the registration process by using the existing login details. In the case of where you would like to have a separate dedicated account to transact with us, you can set up a new account by completing the registration.

• Q. Can suppliers continue to trade with us if we do not want to move to SAP Ariba and/or SAP Fieldglass platforms?

  A. Yes. While moving to the SAP Ariba will eventually become the primary platform to trade with us, it will not be mandatory under current arrangements.

  The success of this transformation is one of our top priorities for the benefit of our people, suppliers and wider organisation. We are committed to working in partnership with you to make this transition as seamless as possible, and hope that you are willing to participate in order to continue our relationship into the future. Our team are more than happy to discuss any questions or concerns you may have about what this transition might mean for you.

• Q. Do I need to wait to be sent a Purchase Order to register on SAP Ariba the first time?

  A. No, you should have been emailed a link to sign up to SAP Ariba and create an account. Alternatively, if you already have an SAP Ariba account, you can link us as a buyer to your account through the system generated link we will send to you.

• Q. Is it mandatory to use timesheets in SAP Fieldglass?

  A. This will depend on which Buy Channel is being used and how the Work Order is set up.

• Q. What happens with workers currently providing services to Transport and Main Roads? Will they be required to use SAP Fieldglass?

  A. We are not transitioning existing purchase orders to SAP Fieldglass. This means that if there is a current engagement in place they will continue to follow current processes, unless an extension is to occur. In this instance the extension will then be completed in SAP Fieldglass.

SAP Ariba account types

• Q. What is a SAP Ariba Standard account?

  A. The standard account is a free, “light” version of the SAP Ariba Platform provided by SAP Ariba, which provides capability for suppliers to receive Purchase Orders and send invoices via email notifications and an online portal. There is no fee to use the SAP Ariba standard account.

• Q. What is an Ariba Enterprise Account?

  A. SAP Ariba enterprise account offers the full suite of features available in the SAP Ariba Platform. There is no fee for Transport and Main Roads suppliers. It is free.

• Q. How do I know if I need an Enterprise account?

  A. Most suppliers will only need a standard account to transact with us. In the instance where an Enterprise account may be required (typically only for those suppliers with large volumes of transactions), we will contact the supplier to make an arrangement.

• Q. There are multiple users within my organisation who will need to access SAP Fieldglass. Will each person need to register or is it a corporate account?

  A. Once the registration process is completed, you will be able to grant SAP Fieldglass access to other users within your organisation. To add additional users within your organisation, log into SAP Fieldglass as the supplier administrator and create a new user:

  1. select the Admin icon on the top right of the Home page
  2. select ‘User’ located in the ‘User section’
  3. click new
  4. complete the required information
  5. click add

Statement of Work bid within SAP Fieldglass

• Q. How do I know if a new request to engage has been posted in SAP Fieldglass via Statement of Work bid?

  A. If we have posted a new request to engage via a Statement of Work bid, you will receive a notification in your message centre on SAP Fieldglass. You can manage your individual notification preferences in your account settings to received email notifications when a new request to engage is listed.

• Q. How do I respond to Statement of Work bid if I use this buy channel?

  A. You will now respond to all job bids through the SAP Fieldglass platform. You can do so by clicking on the Statement of Workbids in your account and choosing to “respond” or “decline” based on whether you can fulfil the job request. You will be able to review the details of the job posting. Please note, this buy channel is currently used for legal services and those supplying light industrial labour hire.

• Q. What happens after I respond to an Statement of Work bid?

  A. We will receive a notification that you have responded, and any comments or attachments you have included in your response. We will then review and accept (or amend). Once accepted the posting will now become a Statement of Work. Once the Statement of Work has been approved by us, you will receive a notification and onboarding activities can commence.

Contact us

For more information please email your questions (including those about SAP Fieldglass) to ariba.support@tmr.qld.gov.au.