The Suppliers register ensures the performance of critical suppliers are reviewed at regular intervals. After adding a supplier, it will move to the Manage stage for review prior to approval and publishing to the register.
Quick steps to adding a supplier:
- Add the Supplier to the Contacts register
- Go to the Suppliers register and click on the FAB and select Supplier
- Complete the Supplier details form
- Click Submit
Form components
| Supplier details | Describes the services provided by the supplier and specifies the next review date. |
| Supplier assessment | Where you can record an initial assessment of the supplier based on selected criteria. |
| Supplier performance notes | Where you can record your overall assessment of the supplier's performance |
| Assign | Where you can set the supplier manager and owner. |
| Attach records | Where you can upload associated records to the supplier. |
| System event history | A chronological list maintained by the system of most entries, changes, and linkages made in the system in relation to this supplier. |
Workflow
The Stage Navigation Bar displays the workflow stages that the supplier will follow once added (subject to the decisions made along the way).
Supplier details
Information on supplier type and services provided will auto-populate based on the information already recorded on the supplier's business contact form. This component allows you to set the the date the supplier will be reviewed next.
- Name - select the name of the supplier from the list, which is pointing to your business contacts.
The supplier must be added in the Contacts register first before being available in the Supplier name menu. Learn more
- Supplier type - this field will automatically populate based on the 'contact type' that has been selected on their Business Contact.
- Supplier review date - select the date the Supplier is to be next reviewed.
- Services provided - this field will automatically populate based on the description of 'services provided' that has been added on their Business Contact. If this field does not auto populate with data it means that the corresponding field in Business Contacts has not been completed. To add details relating to 'services provided' you will need to add the details on their Business Contact form.
Supplier assessment
- Assessment criteria - select from the list of Assessment criteria those which the supplier's performance will be assessed against.
- Initial assessment - provide a description of your initial assessment of the supplier's performance in terms of the extent the supplier meets or does not meet the assessment criteria.
Notes for System Administrators: The Assessment criteria is set up by the System Administrator and can be adjusted as required.
Supplier performance notes
Provide further information relating to the suppliers performance. To remove the notes, click on the 'trash can' icon.
Assign
This component is where you will assign the Supplier manager and the Supplier owner to ensure delegations and communication relating to the management of the document aligns with organisational requirements.
- Related business area - select the business area the supplier relates to.
- Related meeting - select the meeting that has oversight responsibility for the management of the supplier. A reference to the Supplier will be added to the agenda of the meeting, whenever the Supplier is under review.
- Supplier manager - select the staff member who is responsible for the management of the supplier
- Supplier owner - select the staff member who is accountable for the supplier's performance.
Access control
The Access control component is where you define which users have access to view the item. You can grant access to a team or individual users, or both.
| All users can access | Select this option if you would like all users to be able to view the item. |
| Specify who can access | Select this option to control which users can view this item. |
| Teams | Select the team/s who need to view the item. |
| Individual users | Select specific users (if they are not included in the selected team/s) who need to view the item. |
| Who can view? |
Click this button to see a list of users who can see the item based on your selection. The list will also include those users assigned to the item in the workflow. Note: Users with system level permissions to see all items will also be included. |
Note: The viewing permission level assigned to a supplier will apply to unapproved suppliers, i.e. new suppliers waiting to be approved, as well as to approved suppliers
Attach records
This component enables you to upload or link related records.
- Record name - When naming the record ensure the description is meaningful and easily found when searching. For instance, 'Correspondence re. SLAs - March 2022'.
- File/Link - click on Choose file and navigate to the record on your computer. If you have links enabled, toggle to change the control to add a URL to the record. The URL must be a in a web (http://) or Microsoft Sharepoint format (https://<company>.sharepoint.com/...).
Submit/save the form
The green Submit button will save the form and in most cases progress the item to the next stage of the workflow. The button label, however, will change depending on certain conditions to make it quicker to complete tasks. For example, if you assign the item to yourself to mange, the button label will change to 'Next' allowing you to mange the item without having to click through to another stage in the workflow.
- Create a related item - If you want to create a related/linked item after you submit the supplier form, you can select the relevant register in the Create a related item component. When you press Submit, the platform will launch a new item in the register you selected. The platform will display a link between the two items in the System event history.
- Quick publish - If you are the Supplier owner, you can skip the Manage and Approve stages by selecting Quick publish. The Quick publish option will immediately approve the supplier and publish it to the Supplier register.
- Submit/Next - The green Submit button will save the form, upload the supplier and move it to the Manage stage.