Vendor Management System. Vendor Job Aid. (Ed. Date 08/01/04)

Transcription

1 Vendor Management System Vendor Job Aid (Ed. Date 08/01/04)

2 Vendor Management System Vendor Job Aid Table of Contents Quick Reference Document 3 Access to Vendor Registration and Password Set -Up Sites...4 Vendor Registration 5 Access to CNA Vendor Management System After Password Activation..10 Change Registered Company Information Provide Access for an Individual Vendor User by Creating a Unique Password.12 View the List of Registered Individual Users. 13 Tracking Vendor Assignments.14 APPENDIX..17 2

3 Vendor Management System Vendor Quick Reference Document The Vendor Management System is a web-based tool developed by CNA to allow vendors to register and update their company information, in addition to receiving and communicating about referrals from CNA. This quick reference page is designed to assist you in using the Vendor Management System quickly and easily. For more detail, please refer to the full text of this training document. Access the Vendor Management System How to Perform this 1. Click Vendor Registration and Management on the CNA Home Page a. To create a vendor password and register, click Vendor Registration Form. b. To login after your password has been activated, click Login. Change registered information about your company Add a Vendor User View the List of Registered Vendor Users Track Vendor Assignments Click Edit Profile in the menu bar at the top of the page. Click Add a Vendor User in the menu bar at the top of the page. Click Vendor Registered Users in the menu bar at the top of the page. Click Assignment Tracking in the menu bar at the top of the page. 3

4 Access to Vendor Registration and Password Set-Up Sites The tasks below outline how to access the Vendor Registration section of the CNA Vendor Management System and establish a company password. Access the Vendor Registration site How to Perform this 2. Go to the CNA Home Page at 3. Click Vendor Registration and Management in the left menu bar The System will take you to the Vendor Registration and Management text page. 4. Click Vendor Registration Form in the left menu bar or at the bottom of the text box. The System will take you to the CNA Vendor Registration/Create Account page. Create a Vendor password 1. On the CNA Vendor Registration/Create Accou nt page, type your company address in the Address field. 2. Type a password you create in the Create Password field, subject to the password rules: a. Contains 6 to 8 characters b. Contains at least one number c. Contains a special character (%,$,#) d. Contains no repeated letters Please record the password in a safe place CNA will not have a record of it. 3. Retype that password in the Confirm Password field Note: This will be your company password. Each individual that will be accessing the system will have their own unique password. 4. Type an answer to one of the security questions. 5. Click Next The System will take you to CNA Vendor Registration/Page 1 of 6 4

5 Vendor Registration The tasks below outline how to register information about your comp any and the services you provide in the CNA Vendor Management System. CNA Vendor Registration/Page 1 of 6 Register general company and contact information How to Perform this 1. Type information in the requested fields - the fields with an asteris k (*) are mandatory: TIN Type* o TIN = Tax Identification Number o FEIN = Federal Employer Identification Number o SSN = Social Security Number 2. TIN* 3. Company Name* 4. Dun & Bradstreet Number (D&B) 5. Whether you re an existing or prospective vendor* 6. Street Address 1* and 2 7. City*, State*, Zip*, Country * 8. Website 9. Phone*, Fax* 10. Primary Address 11. Referral Address* (all system communication will be sent to this ) 12. Last Name of Primary Contact Person* 13. First Name of Primary Contact Person 14. Contact Person s Title 15. Contact Person s Telephone Number 2. Click Next The System will take you to CNA Vendor Registration/Page 2 of 6 5

6 Vendor Registration (continued) CNA Vendor Registration/Page 2 of 6 Register insurance/licensing information and type of company information How to Perform this 1. Type information in applicable fields - the fields with an asterisk (*) are mandatory: Insurance/Licensing Information Insurance Certificate available Professional licensing maintained URAC accreditation CNA Financial as Additional Insured IRS Form W-9 Financial information available upon request Company Type* Principal Place of Business* 2. Click Next The System will take you to CNA Vendor Registration/Page 3 of 6 CNA Vendor Registration/Page 3 of 6 Register information about company sales and CNA business volume. 2. Type information in the requested fields - the fields with an asterisk (*) are mandatory: Total Annual Sales Revenue* Amount of Business done with CNA Beginning year of doing business with CNA Products and services offered CNA locations served CNA buyer or contact person 3. Click Next The System will take you to CNA Vendor Registration/Page 4 of 6 6

7 Vendor Registration (continued) CNA Vendor Registration/Page 4 of 6 Register information about the diversity and e-business capabilities of your company. How to Perform this 1. Type information in the requested fields Historically underutilized business category (check all that apply) Minority owned Female owned Disabled or veteran owned Gay/Lesbian owned Certification Agency Information Certification Agency Certification Number Certification Expiration Date E-business tools used E-procurement capabilities CNA Vendor Registration/Page 5 of 6 Register additional company information. 1. Click Next The System will take you to CNA Vendor Registration/Page 5 of 6 1. Type information in the requested fields Company Questions Original equipment manufacturer Reseller Services provider Additional Information Provide any additional information you want us to know about your company and/or services offered. 2. Click Next The System will take you to CNA Vendor Registration/Page 6 of 6 7

8 Vendor Registration (continued) CNA Vendor Registration/Page 6 of 6 Register information about the services you provide How to Perform this Service Information 1. Click on LOC/RATES next to a service you provide The System will take you to the Location/Rates selection page 2. Check all locations where this service is provided, or click Check All to select all 50 states. 3. Click Add a. Type in Rate Information (optional) b. Type in any additional information you want us to know about your services (optional) The System will return you to CNA Vendor Registration/Page 6 of 6. The service you selected should now have a check mark. 4. Repeat Steps 1 3 for every service you wish to register 5. Optional: To tell us about a service you provide that s not listed as a selectable option, click on the phrase, Click here to notify us of a service you provide that s not listed above. a. The System will take you to an Client page. b. Type in whatever information you d like to share with us. c. Click Send The System will return you to CNA Vendor Registration/Page 6 of 6 8

9 Vendor Registration (continued) CNA Vendor Registration/Page 6 of 6 (continued) How to Perform this 6. Click Submit a. The System will take you to the Successful Registration page where you will see the following message on your screen, Your registration to be an approved vendor for CNA was successful. CNA will carefully review your registration and advise you of your status soon. b. A registration acknowledgement will be sent to the Referral Address you registered, containing the following message, This will acknowledge your registration to be an approved vendor for CNA. CNA will carefully review your registration and advise you of your status soon. IMPORTANT NOTE: c. When your password is activated by CNA, you will receive a confirmation containing the following message, You have been approved to a ccess the CNA vendor management system. Please use the userid and password you entered at registration to access the system. User ID:. 9

10 Access to CNA Vendor Management System After Password Activation The tasks below outline how to access the CNA Vendor Management System. Access the System How to Perform this 1. Go to the CNA Home Page at 2. Click Vendor Registration and Management in the left menu bar The System will take you to the Vendor Registration and Management text page. 3. Click Login in the left menu bar. The System will take you to the CNA Login page. 4. Enter the User ID registered for your company in the CID field (the same User ID supplied to you in the confirmation received from CNA). 5. Enter the Password created for your company during registration in the Password field. 6. Click Go. The System will take you to the Vendor Detail page that summarizes much of the basic information provided when your company registered. 10

11 Change Registered Company Information The tasks below outline how to change any registered information about your company in the CNA Vendor Management System. Change registered information about your company How to Perform this 1. Click Edit Profile in the menu bar at the top of the page. The System will take you to CNA Vendor Edit/Page 1 of 6. There are six navigation buttons at the top of the page which allow you to navigate directly to those pages by clicking on that button. Click on your left mouse button and hold it directly over one of the numbered buttons a brief description of the information on that page will be displayed for about 5 seconds: 1) Company Address & Contact Information 2) Company Type & Insurance/Licensing Information 3) Company Sales & CNA Business Volume 4) Business Category & E-Business Capabilities 5) Additional Company Information 6) Selection of Vendor Services Offered 2. Make any necessary changes on any of the six pages. 3. Click Submit at the bottom of CNA Vendor Registration/Page 6 of 6. (If you are on a different page after completing your changes, navigate to Page 6 of 6 by clicking on the yellow 6 button at the top of any page. The System will return you to the Vendor Detail page with the following message displayed at the top of the pa ge, Your profile has been successfully updated. 11

12 Provide Access for an Individual Vendor User by Creating a Unique Password The tasks below outline how to create a password for individual system users at your company, which allows them to access the CNA Vendor Management System and respond to assignments. Add a Vendor User by Creating a Unique Password for That User How to Perform this 1. Click Add a Vendor User in the menu bar at the top of the page. The System will take you to the Vendor User Administration page 2. Type information in the requested fields: Personal Info - User First Name - User Last Name - User Password Type a password in the Password field, subject to the password rules: - Contains 6 to 8 characters - Contains at least one number - Contains a special character (%,$,#) - Contains no repeated letters Please record the password in a safe place CNA will not have a record of it. Retype the same password in the Verify Password field. Security Questions Type an answer to one of the security questions 3. Click Submit The System will take you to the Vendor Detail page with the following message displayed at the top, The user for this vendor was created successfully with user id vm. IMPORTANT NOTE: This will be the individual s UserID needed to access the system. 4. Repeat Steps 1 3 for every individual in your company that will be accessing the System. 12

13 View the List of Registered Individual Users The tasks below outline how to view the list of individual system users at your company and their User ID numbers. View the list of Individual Vendor Users How to Perform this 1. Click Vendor Registered Users in the menu bar at the top of the page. The System will take you to the Vendor List of Users page. Every individual that registered for your company by creating a password will be listed with the following information: - User ID - Last Name - First Name - 13

14 Tracking Vendor Assignments Vendor assignments are easily trackable on the Vendor Management System: Action can only be taken on an assignment (accept, decline or document completion) if the System is accessed with an individual user s unique UserID and Password. Assignments are in review-only status if the System is accessed with the vendor UserID and Password. When a CNA employee sends a referral to you through the Vendor Management System, you will receive an automatically generated notification The Subject line of the will provide the Request ID number The text of the will be as follows, There is an assignment pending for you at Please accept or decline the assignment within the next 24 hours. If you have any questions, please contact (Requester s Name) at (Requester s Address). 14

15 Tracking Vendor Assignments (continued) Review and/or Accept/Decline Assignments. How to Perform this 1. Click Assignment Tracking in the menu bar at the top of the page The System will take you to the Assignment List page all assignments that have been referred to you will be listed: - Request # (the system assigned referral ID number) - Request Date/Time (displays the date of the referral) - Service Type (the type of service requested) - Vendor Accept/Decline Date - Completion Date (date vendor completes the referral) - Max Cost (the maximum amount CNA approved) - Status of Request 2. Click the applicable Request # in the list. The System will take you to the Assignment Detail page for that Request #. 3. Click Next at the bottom of the section to review more information about the assignment. Clicking the Next button at the bottom of the following section will return you to the Assignment List page. Click the Request # again to return to the Assignment Detail page. 4. Click Accept or Decline in the Service Status section after reviewing information about the assignment. The System will return you to the Assignment List page with the following message displayed at the top, Service Request # has been updated. The Vendor Accept/Decline Date column for that Request # will reflect the current date and the Status of Request column for that Request # will change appropriately. 15

16 Tracking Vendor Assignments (continued) If action is not taken on a referral within 24 hours after it was submitted to you through the Vendor Management System, you will receive an automatically generated notification The Subject line of the will provide the Request ID number and the CNA Claim Number The text of the will be as follows, Our records indicate that action has not yet been taken on the above referenced CNA assignment which has been pending for you at for more than 24 or 48 hours. In order to deliver prompt service to our clients, if we do not receive acceptance from you within the next 24 hours, we may reassign this to another vendor. If you have any questions, please contact (Requester s Name) at (Requester s Address). Document Completion of an Assignment. How to Perform this 1. Click Assignment Tracking in the menu bar at the top of the page The System will take you to the Assignment List page 2. Click the applicable Request # in the list. The System will take you to the Assignment Detail page for that Request #. 3. Click Complete in the Service Status section and enter the Actual Cost. 4. Click Submit. The System will return you to the Assignment List page with the following message displayed at the top, Service Request # has been updated. 16

17 APPENDIX A VENDOR SCREEN MESSAGES AND TEXT After completing the initial registration pages and clicking Submit: 1. The System arrives at the Successful Registration page where the following message is displayed: a) Your registration to be an approved vendor for CNA was successful. CNA will carefully review your registration and advise you of your status soon. 2. A registration acknowledgement is automatically sent to the vendor with the following text: a) This will acknowledge your registration to be an approved vendor for CNA. CNA will carefully review your registration and advise you of your status soon. When action is taken by CNA on one of the registered vendor services, the vendor password is activated and a confirmation is automatically sent to the vendor with the following text: You have been approved to access the CNA vendor management system. Please use the userid and password you entered at registration to access the system. User ID:. When updates are made to the vendor s registered information, after clicking Submit the System arrives at the Vendor Detail page with the following message displayed: Your profile has been successfully updated. When a password is created for an individual vendor user, the System arrives at the Vendor Detail page with the following message displayed: The user for this vendor was created successfully with user id vm. When one of the registered vendor services is approved, an is sent to the vendor with the following text: Approver: Name Approver cna.com This will advise that you have been approved as a vendor for CNA, to provide the service, (description of service) in (state) under the following circumstances ( ). Assignments that fall outside these circumstances may not be authorized. Notification of approved assignmen ts will be made via ; assignments can be accessed at Please use the and password you entered when you registered to login to the system. Please safeguard your password. CNA asks that assignments be accepted within 24 hours. If not accepted within 48 hours, CNA may reassign the case to a new vendor. If you have any questions, please contact the Approver. 17

18 APPENDIX A (continued) When one of the registered vendor services is disapproved, an is sent to the vendor with the following text: Approver: Name Approver cna.com Thank you for your application to be an approved vendor for CNA. CNA h as reviewed your application and has elected not to approve your firm at this time. However, your registration information will remain in our database, and you may access it at any time to update it. There may be a future opportunity for a business relationship and CNA may also engage your services on an exception basis. If you have any questions, please contact the Approver. When a referral is submitted to the System for a vendor, that vendor receives an with the following text: There is an assignment pending for you at Please accept or decline the assignment within the next 24 hours. If you have any questions, please contact (name of referring CNA employee) at (referring employee s address). If a vendor does not take action on an assignment within 24 or 48 hours, the vendor receives an with the following text: Our records indicate that action has not yet been taken on the above referenced CNA assignment which has been pending for you at for more than 24 or 48 hours. In order to deliver prompt service to our clients, if we do not receive acceptance from you within the next 24 hours, we may reassign this to another vendor. If you have any questions, please contact (name of referring CNA employee) at (referring employee s address). After a vendor accepts, declines or completes an assignment, the System arrives at the Assignment List page with the following message displayed: Service Request # has been updated. 18