BMS Features and Support

• Common Features
• Icons
• Search Bar
• Sorting
• My Profile
• Banked/Vacation/Sick Leaves - View and Reports
• Electronic & Digital Signatures
• Project Management
• Program Area
• Project Numbering Seqence
• Project Cloning
• Add/Edit Projects
• Audit Trail
• Small features on Project View Page
• Approvals Module in BMS
• FR-48 Report – Issue / Workaround Documentation
• Tags in Work Packages
• Time Tracking System
• Errors while submitting timesheets
• New Staff Rate Assignment
• Deleting Duplicate Timesheets
• Notes on COG Staff
• Automatic Labor Transactions – Process Documentation
• Fiscal Year End Yearly Process
• Procurement
• Companies Management Module
• Procurement Process
• Administration
• Synthetic Data
• Audit Trail

Common Features

Icons

1. Whenever you see an anti-clockwise arrow icon, it indicates that an edit history (audit trail) is available. You can click on the icon to view the edit history for that specific item.

2. Some tables are large and require a wide screen to display all columns at once. When you see an eye icon, it means you can choose to show or hide columns. Simply click the icon to display the columns you need and hide any unnecessary ones to save space.

3. Whenever you see a [+Number], you can hover over it to view the additional items in the list. The picture below is an example where you can see the [+Number]

 

4. Whenever you see a question mark icon, click on it to launch a guided tour of the page. The tour highlights key elements on the page, explains their purpose and how to interact with them.

Search Bar

You’ll find the Search bar on several pages. Here are some tips to help you get the most out of it and improve your search experience.

1. Some menu dropdowns allow you to select only one option, while others let you choose multiple. For example, in the image below, you can select both 'vendor' and 'customer' to search at the same time.

2. You can click the (x) icon to clear any selected options in a search box. For example, in the image below, the list is initially filtered by 'active' status. By clicking the (x) icon to clear the status, and then hitting the 'Search' button, you'll be able to see all items, regardless of their status.

 

3. Some search bars let you filter by a specific time range. Simply select the 'From' and 'To' dates using the date-picker calendar or by typing the dates directly into the fields, then click 'Search' to apply the filter.

Sorting

In addition to the Search feature, users can easily Sort any table by clicking the up or down arrows next to the column headers. This allows sorting the table data in ascending or descending order based on that column.

Below is an example on the Project View Page:

My Profile

Banked/Vacation/Sick Leaves - View and Reports

Business Management System (BMS) has been updated with a new and improved leave reporting. This feature allows users to easily access and view their banked, sick, and vacation leave summaries and details in one place.

The new feature is located on the "My Profile" page, which can be accessed by clicking on the "My Profile" link at the top right corner of the screen as shown below.

 

Here are some key features of the new leave reporting:

• Quick Access: Access your leave data quickly by going to the My Profile page.
• Year Selection: The dropdown menu at the top right corner of the screen lets you select the year for which you want to view data.
• Days vs. Hours: The toggle switch at the top right corner of the screen allows you to easily switch between viewing your leave data in days or hours.
• Summary and Details: The summaries are displayed when the page loads, but you can view full details by sliding the switch control to "Show Details".
• Download Reports: There is a download button for each leave type that creates a PDF with a summary and detailed breakdown of the leave type.
• Gauge Indication: Each leave type has a gauge indicating the percentage of leave available.

The screenshot below shows an example of the new leave area.

See below for an explanation of the items in the image screenshot above.

1. Year selector.
2. Switch between days and hours view.
3. Information icon, which displays helpful information when you mouse over it.
4. Gauge indicates the percentage of leave available.
5. Switch to show or hide details.
6. Downloads a report of the specific leave type.
7. Show a calculation breakdown for the leave type.

Please note that in a future release, users will have the ability to view their data in days instead of just hours in the downloaded PDF report.

Electronic & Digital Signatures

BMS now has the ability for each user to create their own Electronic Signature.  Each user should take a quick moment and jump into their My Profile page and ensure their personalized Electronic Signature is added.  This will ensure that along with your Digital Signature, your electronic signature gets applied to Approval Reports going forward.

You can upload a signature (if you have a file copy), or you can write your signature with your finger, or a stylus on your Touch-Screen computer.

Note:  Most cell phones today are touchscreen capable, so even if your PC does not have a touchscreen - you can navigate to BMS on your mobile phone and use its built-in touchscreen capability to create your electronic signature.

Project Management

Program Area

This grouping within BMS is introduced to align with COG's Overarching Project Structure & 2024 Naming Conventions.  It's a new structural element to aid with grouping Projects under a specific Program Area, and to assign a Manager who is responsible for this area of work.  This will help in both R&D and JP&S Workflows that call out a Program Area Manager for approvals.  

ü  Screen 1: Program Area Management Module

ü  Screen 2: Program Area View

To view each program area, users can click on the program area name or select "View" from the action menu on the right.

ü  Screen 3: Add Program Area

Only users with permission to add a program/program area can see this button and proceed with adding a program area.

ü  Screen 4: Edit Program Area

Only users with permission to edit a program/program area can see this button and proceed with adding a program area.

Project Numbering Seqence

As part of our ongoing efforts to improve our project management capabilities, we are introducing a new six-digit project numbering system starting March 17, 2025. This change is designed to address the limitations of our current four-digit system and provide a more robust solution for managing projects.

The new system will retain the same formatting as the old system but will append two additional digits to avoid collisions. For example:

• R&D (2xxx) project numbers will now be in the format 200001, 200201, 200301, etc.
• CIQB (5xxx) project numbers will now be in the format 500001, 500201, 500301, etc.

Here are a few examples to illustrate how this new system works:

• If you try to clone or manually enter a project number that already exists, such as 4744, the system will check for the availability of numbers in the sequence 474401-474499. For instance:
  • If 474401 is available, the system will assign it.
  • If 474401 is not available (e.g., because someone has already cloned or created a project with that number), the system will check if 474402 is available.
  • This process continues until all numbers in the sequence are exhausted. If no numbers are available, the application will report that no more numbers are available for 4744.
• For manual entry, the input field will only allow 4 digits, and the system will automatically append the next available two digits to avoid collisions.

We recommend familiarizing yourself with the new format and testing the clone feature before the deadline. The IT department has a testing environment, which can be found at http://bms-qat2.services.candu.org/ where this change can be tested.

Important Notes:

• The new system cannot be rolled back once it takes effect on March 17, 2025.
• Manual entry of project numbers is still allowed, but the system will check for availability and assign the next available number in the sequence.

Project Cloning

The Project Cloning feature helps you save time by allowing you to quickly duplicate projects and work packages, rather than manually creating them from scratch.

You can also track the original project of any cloned project by checking the "Cloned From" field.

Step 1: Accessing the Clone Project Feature

You can access the Clone Project feature in two ways:

1. From the Project List:
   • Open the menu for the project you want to clone.
   • Select "Clone Project".

2. From Within a Project:
   • Inside the project, click on "Clone Project" to initiate the cloning process.

 

Step 2: Review and Customize the Cloned Project

Once you've accessed the Clone Project feature, you'll be presented with a summary of the project you are about to create.

• Project Title: You can modify the title at this stage or wait until the cloning process is complete to change it later, along with other fields.
• Work Packages: Select or deselect the work packages you want to clone along with the project. Only the work packages you select will be included in the cloned project.

The following fields from the work packages will be cloned. There are no tasks, dates, contacts, or budgets attached.

• WP Number
• WP Name
• Quality Program
• Description
• Scope
• Community Benefits
• Technical Objective
• Status
• Working Group
• WP Issue
• Conexus Operations
• Comments
• Closure Criteria

 

If you want to exclude any of these fields (except for WP Number and WP Name), you can switch to Manual Mode. For example, in the screenshot below, you may choose to deselect the Description field if you do not want the cloned work packages to carry over the same descriptions as the original.

Note: Any fields you select or deselect will apply to all the work packages being cloned. You cannot choose different fields for individual work packages.

Step 3: Save and Confirm

After reviewing your selections, click Save. A confirmation prompt will appear, showing you a summary of the work packages and fields you’ve selected.

• If you need to make any changes, click Cancel to return to the previous screen.
• If everything looks correct, click Confirm to proceed. The cloned project will then be created.

 

 

Error Scenario: Cloning Process Failed

If the cloning process fails and you receive an error stating that the project number has been taken, this means another project was created while you were creating your cloned project, and it has already been assigned the project number that was originally chosen for your cloned project (first come first serve).

To resolve this:

1. Click on "Click to Reset".
2. A new project number will be automatically assigned to your cloned project.

Once the reset is complete, you can proceed with the cloning process.

Tour Feature on Clone Project Page

For additional guidance on the Clone Project page, click the question mark icon to open the “Guide me through the page” feature. This tour will walk you through the locations of buttons and fields on the page.

Add/Edit Projects

New Projects, created in BMS now have six digit numbers, and to make it simple we are appending the two digit year before the remaining four digit project number you are used to.  So new Projects would be:  246074 (rather than just 6074). 

All newly created project should use New Calculation Method (by default). Double check with your manager or finance department before switching any project to Old Calculation Method.

ü  Screen 1: Add New Project

When user selects a program, project number will automatically suggest a pattern that is usually used for that program. However, user can choose another pattern by their own choice. Users can view information of the pattern by mousing over the info icon.

User can choose to manually enter the last 4 digits of Project Number or let the system automatically finds the next available number in database using the pattern.

ü  Screen 2: Edit Project

Feature supports both 4 digits and 6 digits projects

Audit Trail

The Audit Trail feature is currently available for Projects and will be implemented for other components soon. Wherever you see an anti-clockwise arrow icon, you can click on it to view the editing history (audit trail) of that specific item.

In the example screenshots below, you can see the Audit Trail for a project.

Click on each record to open its panel

Mouse over a new value to see the old value of that field

 

 

Small features on Project View Page

1. Collapsible Project Information Sections

Users can collapse/expand any info sections to save space

2. Hide/Unhide Columns for Work Packages

The number displays the total number of columns currently in view.

Click on each column’s name to hide/unhide it. The user’s selection is saved and used across all WP views.

Mouse over the (+Number) to see the list of columns in view

Similar feature is also available for some other pages, e.g., Work Package Management Module

3. Show PO Commitments against Work Packages

Mouse over each WP’s number to see approved-PO commitments

Approvals Module in BMS

An important addition to BMS, is a built-in Approvals Module, that can be linked to Projects & Work Packages, or can be used as a stand-alone Approval platform to capture digital approvals, and make them searchable and easy to find as required.  

Based inside the Project Management Module, you can access it by clicking on Approval in the left-hand quick launch bar (see below).

Approval workflows can be started, by clicking the Add Approval Info on the top right-hand side of the Approval screen above, or directly from your Project or Work Package Screen by accessing the associated Approval tab (See below):

When adding an approval directly from your Project screen, Simply fill in the necessary fields.  You can choose your approval category from the drop down field, and attach any files that may be required for the Approval workflow.  Under the Staff section at the bottom, add the necessary approvers, in the order you'd like them to be notified.  

Note:  if you would prefer a parallel-type approval, where all approvers are notified together and approve independently... then turn on the Hierarchy Feature, and add all approvers at Level 1.

 

Once the approval has begun, each "Approver" listed will be notified by Email, that they have an approval waiting in BMS.  

An In-Progress Approval will look like this (see below):

If any of the approvers do not receive the email notification, you can resend them by clicking on the little envelope next to the users name (see above):

The Approval Email will look like this (see below):

Clicking the link above will take you to the approval page, where the approval can see all of the necessary information they'll require to approve the request:

Approvers can add comments before they approve or disapprove the request.  

Approvers can also access the approval, directly from the Approval module in the left-hand navigation quick-launch bar (see below):

Note:  If an approval request is awaiting your response, you'll see the dashboard at the top of the screen indicate that there is an Approval you need to action!

Clicking the action button in this view, provides the Approver the ability to submit their decision (see below):

 

Completed Approvals:

Once an Approval Request is complete, an approval report will become available from the Approval Module screen (see below):

Clicking the Completed Report button will download a PDF copy of the Approval Report.  Electronic signatures, from each users My Profile page will be automatically applied to the Approval Report (see below):

 

FR-48 Report – Issue / Workaround Documentation

Issue Summary

When generating the FR-48 report, the output contains entries that are unclear and included in the report.

Findings

• If a staff member modifies their timesheet after initial submission, the timesheet status changes to “Re-submitted.”
• Timesheets in the “Re-submitted” state are currently being included in the FR-48 report.
• This results in additional rows appearing in the report that do not accurately reflect finalized or approved data.

Current Impact

• The FR-48 report may display incomplete or misleading information.
  

Temporary Solution / Workaround

• All re-submitted timesheets must be approved by the staff member’s supervisor.
• Once approved, the data will be correctly reflected in the FR-48 report.

Tags in Work Packages

Tags are a flexible way to organize and manage work packages (and can be extended to other models in the future). They allow you to group related items, highlight priorities, or capture information and states that are not formally supported by the system yet.

Tags can be applied in a systematic, agreed-upon way (for example, standardized status-like tags defined by PMs), or used personally to help you identify and organize your own work packages in a way that works best for you.

In the example screenshots below, you can see the Tags for a Work Packages.

Choose Tags in Search Field to start looking for the Work Packages that have those tags.

A Work Package may contain many tags, mouse over on "plus tag" to reveal hidden tags

When you are viewing a specific Work Package, if that Work Package has tags, a list of those tags will be visible

When editing a Work Package, choose available tags in tag selector, scroll through the list or type in to search

If you need to create a new tag, there are 2 ways to do it:

• Type in your tag, press "Enter" or click on result that is shown
  

  

• OR: Click on "Add New Tag" to open a modal to create a tag with ability to put in description and colour:
  

  

  

Time Tracking System

Errors while submitting timesheets

This error typically occurs when there are existing records for the same timesheet in the system, and the system is preventing a duplicate submission. It may also indicate that you're trying to allocate hours to the same work package more than once.

No worries, though! Here’s what you can do to fix it:

Step 1:

Click Review current timesheet. Take a quick stroll through each row to make sure you're not accidentally double-allocating hours to the same work package (see the example image below). Sometimes, the BMS front-end is sharp enough to catch this for you, but other times, it might let it slip through until the database throws a fit. So, it's a good idea to give it a careful look yourself!

If you’ve double-checked and are confident there’s no duplicate work package, but BMS is still throwing the error, then it’s time to move on to the next step!

Step 2:

Make sure you only have one tab or window of BMS open. If you’re running multiple browsers (like Edge, Chrome, etc.) or have several tabs/windows open with the same timesheet, it could cause some unexpected behaviour in BMS. Just double-check and ensure there’s only one open!

Click on Time Tracking System to open a fresh Timesheet List. Then, pick the timesheet you want from the list. This gives you a clean, up-to-date page to work from. Important: Don’t use the browser’s "back" or "refresh" buttons (those little arrows in the top left corner!). They won’t give you the latest info from BMS. Instead, they’ll just show you what the browser remembers, which might not reflect the real-time data from BMS.

After filling in all the fields and hitting Save, if the issue is still hanging around, it's time to move on to Step 3!

Step 3:

I know, I know – it sounds like the classic tech support advice, but sometimes it works like magic: log out, close your browser, or even give your computer a quick restart. Something might’ve gone a bit haywire behind the scenes, and while we’re not exactly sure what, starting fresh often clears it right up. Give it a shot!

If everything’s working perfectly now, awesome! 🎉 If not, no worries—just reach out to the dev team (Andre, Neha, or Eirian). We’re here and happy to help if you’ve already tackled all the steps and things still aren’t cooperating. Let’s get it sorted!

New Staff Rate Assignment

Changes for Staff Rate Assignment to Staff

New Functionality Added

1.      You can now add multiple staff bands with from and to date for a specific fiscal year.

2.      If some staff rate (for both new and old calculations) changes in the middle of the year, this new feature will give correct labor transactions, fixing the issues we had in the past.

Note: For active rate (current), please leave 'To Date' field empty.

Instructions

·        CASE 1: New fiscal Year Change

o   To Date field should be added for the current row and a new row should be added for the new fiscal year.

·        CASE 2: Rate Change in middle of year

o   End date should be chosen, and new row should be added.

·        CASE 3: Staff Band is similar but Rate changes for old calculation

o   Add new row and update rates, but select same staff band.

Deleting Duplicate Timesheets

Background:

The BMS has a known issue where it is possible to submit duplicate timesheets which can result in miscalculation of labour transactions. As a result, the IT Department has disabled the ability to generate labour transactions if duplicates are detected for the labour weekending date in question.

How To:

1. Go to the page Duplicate Timesheet (candu.org)
2. Once on the page, select the Weekend Date and click search
   

   

   
   
3. If there are any duplicate timesheets, they will appear in the table with a "Delete" button for each duplicate. Click the "Delete" button and you will be asked to confirm the delete action. This will delete all duplicates and leave just a one record so the user does not have to resubmit timesheet,
   

   

   

   
   
4. Repeat step 3 for all duplicates unit there are no more duplicate timesheet records.

Repeat the steps above for all weekend dates.

 

Below is a video demonstrating the process

DeletingDuplicateTimesheet.mp4

Notes on COG Staff

Only users with access to view "COG Staff" can access this feature. Staff notes are permanent records, and the content can only be edited or deleted within 24 hours of creation. Note privacy, however, can be edited at any time.

• Notes on a specific staff member

Users can select "View Notes" from the action menu or click the Note icon in the COG Staff Details drawer to view notes for a specific staff member.

The small number in the bubble indicates the total number of notes associated with the staff.

Users can click on the Edit icon to edit a note. However, the content can only be edited within 24 hours of creation.

• All staff notes

Users can click on the Note icon to view all notes that are visible to them.

Automatic Labor Transactions – Process Documentation

Automatic Labor Transactions – Process Documentation

Overview

This document outlines the process and logic for automatic labor transaction generation within the system. These transactions are generated based on a bi-weekly pay period schedule tracked by Bernice.

Labor transaction generation occurs automatically every Tuesday at 11:00 AM EST. The following sections describe the conditions and actions performed during this process.

Key Notes

• Labor transactions align with bi-weekly pay periods tracked by Bernice.
• The automation is scheduled to be executed every Tuesday at 11:00 AM EST.
• Examples used in this documentation pertain to the week ending on:
  • August 10, 2025 (2025-08-10)
  • August 17, 2025 (2025-08-17)

Definitions

• Locked Weekend Date: A status indicating that labor transactions for the corresponding week are finalized and should not be altered.
• Old Method: Legacy calculation method defined by the project.
• New Method: Updated or revised calculation method for project labor processing.
• Approved Timesheet Revision: If an already approved timesheet is modified, it triggers a new transaction generation.

 

Process Logic

1. Week One Automation – Tuesday, August 12, 2025

This runs processes transactions for the weekend date: August 10, 2025.

Step 1: Duplicate Timesheet Check

• At 11:00 AM, the system will scan for duplicate timesheets associated with the weekend date 2025-08-10.
• If any duplicates are found, they will be automatically deleted.

Step 2: Lock Status Verification

• The system checks whether the weekend date 2025-08-10 is locked.

a.  If Not Locked:

·        Generate labor transactions using the old method for weekend date ‘2025-08-10’(for projects where calculation method = old).

·        Generate labor transactions using the new method for weekend date ‘2025-08-10’ (for projects where calculation method = new).

·        If any approved timesheets have been revised, generate labor transactions accordingly (applies to both calculation methods).

b. If Locked:

·        No action is taken; the system does not regenerate or modify transactions.

2. Week Two Automation (Pay Week) – Tuesday, August 19, 2025

Since this date falls within a pay period, the system processes both pay weeks (2025-08-10 and 2025-08-17) and locks the generated labor transactions.

Step 1: Repeat Week One Process for August 10, 2025

• Execute all steps described under the August 12, 2025 automation.

Step 2: Process for Weekend Date – August 17, 2025

a. Duplicate Timesheet Check

·        At 11:00 AM, the system checks for duplicate timesheets for the weekend date 2025-08-17.

·        Any detected duplicates are deleted automatically.

b. Lock Status Verification

·        The system verifies if the weekend date 2025-08-17 is locked.

i. If Not Locked:

·        Generate labor transactions using the old calculation method for weekend date ‘2025-08-17’.

·        Generate labor transactions using the new calculation method for weekend date ‘2025-08-17’.

·        If any approved timesheets have been revised, generate labor transactions accordingly.

ii. If Locked:

·        No further action is taken.

Step 3: Pay Period Locking

• The system checks if the current week is designated as a pay period.
  • If Yes:
    • Lock labor transactions for both weekend dates (2025-08-10 and 2025-08-17).
  • If No:
    • No changes are made to the lock status.

Fiscal Year End Yearly Process

• Pause automatic labor transaction after running last transaction for Fiscal Year. (Confirm the date with Finance to finalize last transactions to run).
  • Comment the code in Kernel.php
• Wait for Finance to close all their labor transactions for last fiscal year.
• When Finance alerts about they have closed all their labor transactions, following steps are required to do (Note: Finance may take up to mid to end April to close it)

Once Finance has confirmed that last fiscal year is closed, following actions need to be taken:

Action required to be done by Finance

1. Make sure new staff bands rates have been entered into by Finance. https://bms.services.conexusnuclear.org/BMS/StaffBands.jsp
2. For each Conexus staff, new row should be entered, and respective staff bands need to be assigned for new fiscal year.
   1. 1. There is documentation on how staff rates should be added.
      2. http://knowledge.services.conexusnuclear.org/books/bms-features-and-support/page/new-staff-rate-assignment

Action from IT

1. Make ‘2026/27’ year active from BMS.(https://bms.services.conexusnuclear.org/BMS/FiscalYear.jsp)
2. Make sure finance will run labor transactions manually for the weekend dates that have not ran for FY ‘2026/27’.
3. Resume automatic labor transactions.

Procurement

Companies Management Module

1. The Companies Management Page initially loads with companies sorted by the most recent updates. You can click the arrow icons (up or down) next to the column titles to sort the list by Name, Customer Code, Vendor Code, or Performance.

2. Users can click on View/Edit to view or edit a company.

3. Adding New Capabilities to a Company

• Click [+New Capability]
  Click the [+New Capability] button to begin adding a new capability to the company.
• Start Typing or Select from Suggestions
  Once the input field appears, click inside it. The system will immediately begin searching the database and display a list of suggestions based on existing capabilities.
• Filter Suggestions as You Type
  As you type, the list of suggestions will automatically filter to match your input. You can either select an existing capability from the list or continue typing to create a new one.
• Add the Capability
  Once you've typed or selected the desired capability, press Enter to add it.
• Repeat as Needed
  To add more capabilities, click [+New Capability] again, and repeat the process for each capability.
  

4. Add Performance Rating to a Company

• Select the Rating
  Click on the number of stars that corresponds to your desired rating. The number of filled stars reflects the rating you select.
• Adjust Rating as Needed
  If you want to change your rating, simply click on a different number of stars. The stars will update to reflect your new selection.
• Clear the Rating
  If you’ve selected a rating but wish to clear it, click on the same number of stars you previously selected. For example, if you rated 2 stars and want to remove the rating, click on the 2 stars again to clear it.

5. Only users who have access to the Purchase Order Management Module can view the list of orders under View Company Page. Users who don't have access to POs will see the screen like below.

6. Users can hover over PO Date to see Delivery Date

 

7. Users can hover over Project Number to see Project Title or click on it to go the project page

 

8. Users can open the PO panel to view the PO and all associated INs. The amount shown in the Total Amount column represents the total value of the PO and all related INs.

9. Users can go to Payment page via this menu

Procurement Process

The procurement process begins with Purchase Requests, which serve as the central hub for all procurement activities. From a Purchase Request, you can manage items, bidders, Single Source Justifications (SSJ), RFXs, Purchase Orders (POs), approvals, internal notes, and more features in the future. 

 

1. Create a Purchase Request 

Click “Create Purchase Request” to start a new request. 

2. Add Items to a Purchase Request 

To add an item: 

1. Click “Add Item”.
2. Fill in the required fields. 
3. Click the ✔ icon to save, or ✖ to cancel. 

R&D Purchase Requests 

For R&D Purchase Requests, you will see “Import WP as Item” instead of “Add Item.” 
This allows you to import Work Packages directly into the Purchase Request. 

Item details can be edited at any time before the Purchase Request is marked as Ready for Purchase. After that, items become read-only. 

 

3. Add Bidders to a Purchase Request 

To add a bidder: 

1. Click “Create Bidder.” 
2. Select a supplier from the Vendor Name dropdown. 
   • If the supplier is not listed, it means the company does not yet exist in the system. 
   • You may add the company from the Companies page (if you have access), or contact the Finance team for assistance. 

Company & Contact Details 

• While viewing companies, you may toggle the filter to show: 
• All companies, or 
• Only companies with GSA / NDA on file. 
• The system automatically pulls in the company’s default address. 
• You may add additional notes to the Location field if needed (e.g., a different address or extra context). 
• Once a vendor is selected, the Contact field will populate with existing contacts. 
• If the contact you need is missing, click “Add New Contact” at the bottom of the drop down menu. 
• A new tab will open; add the contact there, then return to the original tab. 
• Click the Refresh button on the Contact filed (NOT the browser) to reload the updated contact list. 

Notes 

• You do not need to add a separate Scope of Work for each bidder. 
  The Scope of Work from the Purchase Request applies to all bidders automatically. 
• The Bid Information section can be left as-is at this stage. 
• Viewing a bidder will show: 
  • General Information 
  • Bid Information 
  • Related Approval Information 
  • Item list (where costs can be updated later) 

4. Create an Approval Request for the Bidder List 

Once all bidders are added: 

1. Open the Action Menu from the Purchase Request. 
2. Select “Create Approval Request for Bidder List.” 
   • A drawer will open with most fields pre-filled. 
   • You may edit these fields if needed. 
3. Select the approvers and click “Send for Approval.” 

📘 For detailed approval instructions, please refer to: 
Approvals Module in BMS | Conexus Knowledge 

After the bidder list is approved, Bidder Information can no longer be changed. 

 

5. Create a Single Source Justification (SSJ) 

If the Purchase Request uses non-competitive bidding, you must create a Single Source Justification. 

• Click “Create Single Source Justification.” 
• Use “Add Row” to select one or more justification reasons from the dropdown. 
• Add comments for each selected reason. 

After creating the SSJ, you can open the Action Menu in the purchase request, and create an Approval Request for the SSJ. Once approved, the SSJ becomes read-only. 

 

6. Create an RFX 

Currently, BMS supports RFP and RFQ only. 

⚠️ Once a bid is selected for a Purchase Request, the associated RFX cannot be updated. 
The only way to update it (not recommended) is to unselect the bid and return to the RFX section. 

6.1 Generate an RFX 

1. Click the down arrow to open the Generate RFX drawer. 
2. Select: 
   • RFX type 
   • Bidders 
   • Issue date 
   • Due date 
3. Click Generate. 
   • The RFX is generated from a docx template provided by the Procurement Management. 
   • Some fields are auto-filled from BMS, please review the document carefully. 
   • If information is missing, it usually means the data does not exist in BMS. 
   • You may either fill it in manually or update the missing data (commonly phone numbers) in BMS and regenerate the RFX. 
   • Regenerating the same RFX type for the same bidder will override the previous auto-generated (R0) version. 

6.2 Upload an RFX 

• If you already have an RFX, you may upload it instead of generating one. 
• Click the up arrow to open the Upload RFX drawer. 
• To prevent duplicates, the system does not allow re-uploading the same document. 

7. View and Update an RFX 

To view an RFX: 

From within an RFX record, you can: 

• View and edit General Information for the RFX 
• Track all versions of the RFX 
• Upload new versions or update version details 

📄 File behavior:
* PDF files open in a new browser tab.
* Non-PDF files download to your local machine. 

 

8. Send RFX to Supplier 

You may send an RFX: 

9. Update Bid Information 

After receiving the bids (quotations/proposals) from vendors: 

Bid Comparison 

10. Mark Purchase Request as Ready for Purchase 

When everything is complete: 

11. Create a Purchase Order 

After a Purchase Request is marked as ready: 

After creation: 

 

Administration

Synthetic Data

Only super-admins have access to this page. This feature is only available in UAT, QAT1, QAT2, to generate synthetic data for testing purposes.

Audit Trail

Apart from viewing Audit Trail from HERE, super-admins can also use this page to manage audit trail for all components