Level A users can create and manage a set of tailored compliance requests bespoke to your portfolio. The Compliance request presets page is accessible from Management in the top navigation bar.
What is a compliance preset
A compliance preset enables you to create a standard document request that your teams can issue to suppliers (this can include attached documents). This is quick to request as all the information is already templated out, and will be consistent for every supplier. For example, Professional Indemnity Insurance, or requesting policies such as Modern Day Slavery.
How to create a new preset
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Go to Management and select Customise compliance.
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Click on Create a new preset. Enter a title, clear instructions on how a supplier can submit compliance documents, the appropriate category, the number of days until the deadline (upon the request being made of the supplier), reviewer and supporting documents.
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Click Create preset.
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The new preset will appear in the Compliance request presets Index page.
TIP! You may edit or delete a preset at anytime. This does not effect presets that have already been requested.
Testing your presets
To test if your preset request has been set up correctly and the experience for your teams:
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Go to a supplier's profile page.
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Scroll down to the Governance section, expand the Compliance documents module and click Request document.
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You will now see the list of preset documents you have set up.
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Check that the deadline makes sense (if you have set up 7 days, this automatically sets a deadline for 12 noon in 7 days from now).
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Note: do not click submit unless you want the supplier to be notified and given an action.
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Note: once one of the presets has been issued, this document remains on the drop down list but is shown in grey to indicate it has already been requested. You cannot request the same preset twice for the same supplier, unless you archive the first preset request.
Setting a reviewer for a compliance preset
When you create a new preset you can assign a reviewer, meaning that all documents submissions for that preset are sent to the same named individual for approval e.g. all ISO certificates will be flagged to a named individual in your BMS team for approval.
Reviewers must have Level A or B access on the IAND platform. If you assign the wrong reviewer, you can edit this at any time. The reviewer will be notified by email and a homepage action when a supplier submits a preset document for them review.
You do not have to assign a reviewer to a preset. In this case, the user who requested the document from the supplier will automatically become the reviewer and receive the notification email and homepage action when the supplier submits the document.
Reassigning a reviewer for a single supplier
You can also reassign a reviewer on a single document for a single supplier at any time (except when the document has been archived). This will not affect any aspect of the preset.
To reassign the reviewer for a single document, go to the Company profile in question, click on the compliance item to view the details page, and click the button to Reassign reviewer. You also have the option to remove the current reviewer and not replace them.
