Find out how to manage supplier approvals and request and maintain compliance information for each supplier in your supply chain.
Jump to:
- See a supplier's compliance approval status
- Automating supplier compliance requests
- Monitoring and actioning supplier approvals
See a supplier's compliance approval status
The supplier Company Profile shows the level of approval under 'Status' on the right side of the page. On the below supplier profile, you can see the supplier is approved on a 'Basic level'.
Open the Compliance status module to see a summary of the status - click on 'Manage compliance' to access detailed information and take action.
Automating supplier compliance requests
Compliance Levels allow your organisation to add an level of control, ensuring only approved suppliers are engaged on your Opportunities and Projects. Compliance Levels could relate to market the supplier is working within or the risk level of the work they undertake.
This video covers:
- How to see the levels of approval (Compliance Levels) set by your organisation.
- How to view any Compliance Level reviews and document sets set up by your organisation.
- How to request a set of Compliance documents from a supplier.
- How to request additional Compliance documents from a supplier.
- How to review and monitor your suppliers' approval progress.
Note: Compliance Levels are configured by the Super users of your organisation's Portfolio in line with the BMS requirements of your organisation. They enable you to request and maintain a standard set of Compliance documents (insurances / accreditations / policies) and automate the supplier approval process.
TIP! Explore the Compliance Levels set up on your organisation's Portfolio by viewing the 'Manage Compliance' page via a supplier's Company Profile. From the Company Profile, go to the Compliance status module in the Governance section, click 'Manage Compliance' and then 'Add level' to view instructions, the associated documents and the reviews.
Assigning a supplier to a Compliance Level
Level A - C users can assign suppliers to Compliance Levels from a supplier's Company Profile. Navigate to the Governance section, expand the Compliance status module and click 'Manage Compliance'. Then click 'Add level' and select one of the available Compliance Levels from the dropdown.
Note: Compliance Levels are only visible to clients. Compliance documents and their status are visible to your supplier companies.
Monitoring and actioning supplier approvals
This video covers:
- How to find a supplier's approval status.
- How to understand the supplier's approval progress.
- How to see the status of Compliance documents.
- How to review Compliance documents.
- How to review the status of Compliance Level checks
Note: If you are the named reviewer on a Compliance document type, or you requested the document, you will be notified via email when a document is ready for review.
Managing a supplier's compliance
The Manage compliance page provides a summary of approval levels and documents that have been requested and enables you to add any additional levels and documents as required. Click 'Add level' to explore the Compliance Levels set up on your Portfolio and view the instructions, associated documents and reviews to check the relevance for your supplier.
Reassigning reviewers
If you do not have the authority or the capacity to review a Compliance Level or Compliance document, you can reassign the reviewer. For Compliance Levels, this is within 'Review compliance checks' on the Manage Compliance page for the specific Compliance Level. For Compliance documents, click into the the document to 'Reassign reviewer'.
Archiving Compliance documents
If the Compliance document request has an error or needs to be re-submitted by the supplier for any reason, you can also click 'Archive' next to 'Status' when you click into a specific Compliance document. If this is a Required document within the Compliance Level, this will be re-requested.
Audit trail
All historical Compliance Level review approvals and/or rejections are documented for each supplier, giving you a full audit of who has approved/rejected the supplier, when this happened and why. You can see this by clicking on a review on a supplier's Manage compliance page and then expanding the 'Review compliance checks' module.
Reviewing the status of your supply chain
If you are a Level A or B user you can gain insight into the Compliance status of your supply chain by reviewing the Compliance report and the Compliance document index, which can be filtered by Compliance Level and also by approval status.
