QUALIFICATION

Once the registration process has been completed, the supplier will be notified and then receive the login credentials to be able to access the e-Procurement portal and continue with the next qualification phase (ref. Figure 1).

At this point, the supplier will need to perform the following on-page actions:

1.    Enter Username and Password (A)

2.    Click on the Login button (C)

If the supplier has forgotten their password, they will have the opportunity to change it using the “Forgot your password?” link (B).

Figure 1. Aruba Portal: Log-In page.

On first login, the system allows the provider to change the password (Ref. Figure 2).

Figure 2. Aruba Portal: Password Change

This will take you to the Homepage (ref. Figure 3) of the vendor area, which gives the vendor the opportunity to: 

• Complete the proposed Questionnaires.  
• Upload the documents that, although not mandatory, are of strong relevance for their qualification within Aruba's supplier register.

Figure 3. Aruba portal: vendor-side homepage

The main sections are shown below, highlighted in the figure above (ref. Figure 3):

A.    Technical Support (A): clicking on this button redirects you to a new window where you can consult the user manual or ask for assistance.

B.    User Area (B): clicking on this button will allow you to view your Name and Username, change your Password, change the portal display language between Italian and English, and log out.

C.    Main Menu (C): through this menu, the provider can view and edit company data, questionnaires, documents, their bank details and communications received.

D.    Questionnaire: Completed Sections (D): widget from which to access the questionnaires to be completed. 

E.    Attached Documents (E): widget through which you can access the area related to documentation and attach the required documents.

F.    Latest communications received (F): section containing the summary of communications automatically received by the system.

In case of expiration of the questionnaire or qualification documents, the supplier will receive a communication asking him to fill out the questionnaire

Compilation of questionnaires

Clicking on Questionnaires: Sections Completed or selecting the “Questionnaire” link from the left menu will take you to the questionnaire completion pages (ref. Figure 4).

Figure 4 . Aruba Portal: Qualification Questionnaires section.

Within the forms, fields marked with an asterisk (*) are mandatory fields; however, it is recommended that all fields be filled in in order to provide Aruba with as much data about the supplier company as possible.

Should the supplier need to download the file related to the questionnaire, he/she may click on the “Download pdf” button (A) found within each page of the questionnaire.

To submit and save each form click Save (B) (ref. Figure 4). Once a form is saved it will automatically go to the next form.

Questionnaire forms that still need to be completed will be marked with the symbol: After completing and saving a form, it will be marked with the symbol:Should a completed questionnaire be out of date, it will be marked with the symbol:and will need to be filled out again.

Data within individual forms can be changed at any time through the “Edit” button (A) (ref. Figure 5).

Figure 5. Aruba portal: qualification questionnaire completed

While completing the questionnaires, the supplier will be asked to attach documents (mandatory and non-mandatory) (ref. Figure 6). 

In order to attach a document, when the relevant pop-up opens, it is necessary to click on the Upload button (A) and enter the release date of the document in question. In order to save the document entry, the supplier will have to proceed by clicking on the Save button (B); conversely should they wish to go back without saving the entry, use the Cancel button (C) (ref. Figure 6)

Figure 6. Aruba Portal: Uploading documentation while filling out questionnaires.

Document entry

In the “Supplier Documents” section, the supplier can attach the required documents; which can be mandatory (such as, for example, the DURC or the Chamber of Commerce Visura) and non-mandatory. 

Within the STATUS column of the table (ref. Figure 7), some informative labels can be displayed:

• To be attached: if the supplier has not yet entered the required documentation;
• In Progress: is visible when the supplier attaches valid documentation to the platform;
• To be updated: this label will only be visible if - with the passage of time - the documentation entered turns out to have expired. 

In this section, in fact, the supplier has the option of uploading or reloading expired documents using the icon:  viewing the history of all attached documents-if any-clicking on the icon and finally downloading the documentation he has attached using the icon (ref. Figure 7):

Figure 7. Aruba portal: supplier documents section.

The supplier, after filling out the proposed questionnaires and providing the required documentation, can complete the qualification process by submitting its data, using the orange-colored “Submit Data” button (A), which will be automatically enabled upon completion of the qualification process (ref. Figure 8). 

Otherwise, this button will be disabled.

Figure 8. Aruba Portal: enabling the Send Data button once the qualification process is finished

The supplier, after it completes the qualification process, has the ability to: 

• view/edit the completed questionnaires; 
• view attached documents;
• upload new documents;

These actions can be performed using the left side menu or through the widgets on the Home Page (ref. Figure 3).