A supplier will come into the 'manage' stage of the workflow for one of three reasons: when a new supplier has been added to the Suppliers register, when a supplier is due for review, and following the review of an supplier.
Quick steps to manage a supplier:
- Go to the Task management component
- Click on Assign to You
- Select from the options
- Complete the required fields
- Click Submit
Workflow
There are three reasons why you will receive a task to manage a supplier:
Scenario 1: A new supplier has been sent to you to manage
Scenario 2: The supplier is due for review
Scenario 3: The supplier has been reviewed and returned to you to manage
Form components
| Action history | A chronological list of the instructions and actions recorded to date within each stage of the workflow. |
| Task management | Your options for managing the supplier. |
| Supplier summary | Where you can view key information about the supplier |
| System event history | A chronological list maintained by the system of all entries and linkages in the system relating to this supplier. |
Action history
This component displays the commentary by the assigned officers at each stage of the workflow.
Hover over the date to display who recorded the note.
Task management
Scenario 1: A new supplier has been sent to you to manage
When a new supplier has been sent to you to manage it will be in the 'Manage stage' of the workflow.
Task options
Assign for review
Choose this option to define and delegate the tasks required to review the supplier.
- Task instructions - provide instructions to undertake the review. As this relates to a new supplier being added to the Supplier register, you may want the Supplier details form to be checked to ensure the assessment of the supplier has been comprehensively assessed. In this scenario, the Task instruction might be: 'Review the Supplier's performance in terms of their capacity to delivery goods and services on time.'
- Assign - select the user responsible for carrying out the review. Select Assign to me to assign the review to yourself.
- Task due date - select the date the review task is to be completed by.
Escalate for approval - choose this option to escalate the process to the Supplier owner for approval. Note: when you are the Supplier owner, this option will change to Approve.
- Comment - use this field to communicate to the Supplier owner your recommendation to approve the supplier on the Supplier register e.g. 'Supplier's performance has been reviewed and assessed as meeting the organisation's requirements in terms of capacity to provide goods and services on time, billing and returns protocols. Recommend the supplier is approved for 12 months.'
Task management
Scenario 2: This supplier is due for review
When a supplier has previously been approved and is due for review it will be sent to the 'Manage stage' of the workflow.
Task options
Assign for review
Choose this option to define and delegate the tasks required to review the supplier.
- Task instructions - provide instructions for the review of the supplier e.g. 'Review the supplier's performance over the past 12 months in terms of their ability to deliver goods and services on time, invoice management, and in the management of adverse events.'
- Assign to - select the user responsible for carrying out the review. Select Assign to me to assign the review to yourself.
- Task due date - select the date the review task is to be completed by.
- Reasons for rescheduling the review - state your reasoning for rescheduling the review. Typical example would be:
- the review of this supplier is not a priority for the organisation at this time
- Next review date - select the date the supplier is to be next reviewed.
Task management
Scenario 3: This supplier is due for review
When a supplier has been reviewed it will be sent back to the 'Manage stage'. The workflow will reflect a review has been completed, as the 'Review stage' in the workflow will be ticked.
Task options
Assign for task
Choose this option if there is further action to be taken in relation to reviewing the supplier.
- Task instructions - provide instructions for further review of the supplier e.g. 'Assessed the supplier's charge rate compared to a similar provider and advise if the supplier rates are price competitive.'
- Assign to - select the user responsible for carrying out the review. Select Assign to me to assign the review to yourself.
- Task due date - select the date the review task is to be completed by.
Escalate for approval
Choose this option to escalate the process to the Supplier owner for approval. Note: when you are the Supplier owner, this option will change to Approve.
- Comment - use this field to communicate to the Supplier owner your reasoning for recommending the supplier is approved for a further time e.g. 'Supplier's performance has been assessed as meeting the organisation's requirements. Recommend the supplier is reviewed again in 12 months.'
Supplier summary
This component summarises the supplier and the services provided.
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 close, the button label will change to 'Close' allowing you to close the item without having to click through to another stage in the workflow.
Select the purple Archive button when the supplier is to be archived and the Supplier details form will be moved to the 'Archived suppliers' tab on the register.
Select Create a related item if you want to create a separate linked item on another register when you save the form. A link between the two items will be displayed in each item's System event history.