Creating a New Requirement

Introduction

Requirements Management is the process of creating, reviewing, and executing a requirement package for goods and services needed to conduct business. The Appian Requirements Management (RM) solution provides a guided experience for collecting and maintaining requirement information about the goods and services needed to be purchased and delivered. Enabled by Appian's powerful records, after a requirement is created, end users can view and update this information from simple, informative record interfaces.

Creating a new requirement initiates the data collection process. To do so, you must be a member of the AS RM Create or Update Requirement PM Access security group. By default, this group includes the Requestor, Requestor Manager, and Contracting teams.

Create requirements

To create a requirement:

1. Navigate to Home > My Requirements, or click the Requirements tab.

2. Click ADD REQUIREMENT to open the Create New Requirement wizard.

   

   The Create New Requirement wizard has the following tabs on the sidebar to be filled for creating the requirement:

   1. Requestor
   2. Requirement Information
   3. Codes
   4. Funding
   5. Addresses
   6. Additional Information

   

Select a requestor

The workflow for creating a new requirement starts by asking you to specify details for the requestor responsible for completing the package, such as their name, Department of Defense Activity Address Code (DoDAAC), and contact information.

The details associated with the user creating the requirement are auto-populated in the tab. Continue to the other tabs if these are the correct details, or select another DoDAAC, or another user.

To select a different requestor:

1. Select the Requestor tab (default).
2. Enter and select the DoDAAC code using the autosuggest field. This action auto-populates the related Requestor fields. Verify and edit the populated details.
3. Enter and select the Point of Contact using the autosuggest field. This action auto-populates the POC fields. Verify and edit the populated details.

Enter requirement details

To enter requirement details:

1. Select the Requirement Information tab.
2. Enter a Title for the requirement.
3. Select the Type using the dropdown. This action indicates whether the requirement is new or for an award modification.
4. Select the Category using the dropdown. This field determines which key dates are required and must be entered for this requirement.

   Note:  The requirement categories can be modified to reflect the organization. Out-of-the-box values are Facilities, IT Hardware, IT Services, IT Software, Telecom, and Other. See Modifying Dropdowns for information on how to update these values.

5. Select the Priority using the dropdown. This field communicates the importance of the goods or services to your organization.

   Note:  The priorities can be modified to reflect the organization. See Modifying Dropdowns for information on how to update these values.

6. Enter a Description of the requirement in the text field.

Select dates

The dates you select are based on the requirement's category.

For goods and other non-service items, organizations need to define the expected delivery definition. You can select one of two options: Date or Dates or Lead Time. Choose Date or Dates to schedule a delivery for a specific date. Choose Lead Time to indicate a time frame after a specific event in which you need the goods. For example, after the award date, you need the item within two months.

For service categories, organizations need to define the period of performance (POP) needed for the services they are buying. For example, consulting services are needed from a specific company for one year.

To add dates for categories related to goods and other non-services items such as Facilities and IT Hardware:

1. Select a Requested Award Date using the calendar.
2. Select a Delivery Type for the goods or other non-services you are buying.

   Note:  Out-of-the-box, the values are Date or Dates and Lead Time. See Modifying Dropdowns for information on how to update these values.

   1. If you select Date or Dates, choose a Delivery Description and enter the date in the adjacent field.

      

      Note:  The delivery descriptions can be modified to reflect the organization. See Modifying Dropdowns for information on how to update these values.

   2. If you select Lead Time, choose a Lead Time Event, a Lead Time Description, a Duration, and a Duration Unit.

      

      Note:  The lead time events, lead time descriptions, and duration units are determined by your organization. See Modifying Dropdowns for information on how to update these values.

To add dates for categories related to services such as IT Services:

1. Select a Requested Award Date using the calendar.
2. Enter a POP Begin date for the requirement. This is the Period of Performance (POP) start date for the services you purchase.
3. Enter a POP End date for the requirement. This is the Period of Performance (POP) end date for the services you purchase.

Add NIGP codes

NIGP codes (National Institute of Governmental Purchasing codes) are a standardized classification system used to categorize goods and services in public procurement. These codes facilitate efficient communication, bidding, and purchasing processes for government agencies and vendors. Each code represents a specific category, making it easier to manage contracts and track procurement activities.

To add NIGP codes:

1. Click Plus icon in a circleAdd.
2. Enter the NIGP Code.
3. Enter a Description for the NIGP code.
4. Click Plus icon in a circleAdd to add more NIGP codes. A maximum of 10 NIGP codes is permitted.
5. Click X icon corresponding to a NIGP code to remove it.

Select requirement codes

RM provides intelligent recommendations. Users can search the PSC and NAICS codes and select the suggested codes.

To select codes for a requirement:

1. Select the Codes tab.
2. Enter a few keywords in the PSC search bar and click Search icon to search and list the related PSC codes.
3. Select the required PSC code.

4. Click View suggested NAICS codes to display a list of relevant NAICS codes based on your PSC code.

   

5. Select the required NAICS Code. Alternatively, click Manually search for a code to override these NAICS code recommendations.

   

Similar to the PSC code search, the NAICS code search provides intelligent text-searching capabilities.

View Configuring Intelligent Requirement Codes for configuration and other details regarding requirement codes.

Enter funding details

To enter funding details for the requirement:

1. Select the Funding tab.
2. Enter an Estimated Total Contract Value. This is the estimated overall value of the contract, including the base period and any potential extensions or options.
3. Enter a Committed Award Amount. This is the total committed funds allocated for the contract
4. Enter an Estimated Fiscal Year Amount. This is the estimated amount to be spent in the first fiscal year.
5. Enter an Estimated Base Period Value. This is the estimated total contract value for the base period, excluding any options or extensions.
6. Select the Fiscal Year using the dropdown.

Enter requirement addresses

To enter requirement addresses:

1. Select the Addresses tab.

2. Select a Location Type using the dropdown to describe the address.

   Note:  The location types can be modified to reflect the organization. See Modifying Dropdowns for information on how to update these values.

3. Search and select the DoDAAC associated with the address.

4. Select Address Type for the DoDAAC.

   Note:  If there is only one address associated with the DoDAAC, the address type is automatically populated in this field.

5. Search and select the Point of Contact for the address. If the required point of contact is not found, click NEW CONTACT next to the Point of Contact search box to create a new contact. The newly created contact appears in the search box after it is added.
6. Select a Point of Contact Type using the dropdown. Out-of-the-box values for point of contact type are Acceptor, Recipient, or Alternative Acceptor.
7. Click Plus iconADD ADDRESS to continue adding addresses to the requirement.
8. Click Trash icon to remove an address.

Enter additional information

The Additional Information tab contains questions only if they are configured by the admin user. Select the Additional Information tab to respond to the questions.

Create requirement and select a checklist

After filling out the tabs in the Create New Requirement wizard:

1. Click CREATE to save changes and complete the requirement creation. Once you have created the requirement, a confirmation is displayed showing the requirement number, related past procurements, and best in class contracts.
2. Click SELECT CHECKLIST to set up checklist for the created requirement, or click CLOSE to close the wizard and set up checklist at a later time.

Update requirements

To update a requirement:

1. Navigate to Home > My Requirements.
2. Select a requirement record using the checkbox.

3. Click UPDATE to open the Update Requirement wizard.

   

4. Follow the steps detailed in create requirements to update the requirement details.

5. Click UPDATE to save changes.

   

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