Raytheon Centralized Reps & Certs Internal User Guide

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1 Internal User Guide Benefits Provides a single online repository of completed Representations & Certifications (Reps & Certs) forms for Raytheon Suppliers Automates the annual certification process Furthers One Raytheon approach to doing business Allows suppliers to complete 1 Rep & Cert form for each location and make it available to all of Raytheon Dramatically increase efficiency & automation by replacing a decentralized paper-based process Supports compliant transactions by enforcing completion of the CR-003 form Overview The Raytheon Reps & Certs application allows our supply base to electronically access and complete Raytheon s required certifications once annually using the enterprise CR-003 form. The completed forms will be maintained in a centralized database accessible by all Raytheon employees, eliminating the need to pursue multiple paper copies, and streamlining processes for both Raytheon and its suppliers. The Reps & Certs application is integrated with the Enterprise Supplier Database (WebESD) to allow users to easily determine a given supplier s certification status and take the appropriate action. Prior to expiration, the application will prompt the signatory to recertify to Raytheon, further streamlining the collection process for subsequent years. Frequently Asked Questions (FAQs) How do I log in if I don t have an Exostar account? SecureForms uses Directory Services IDs and passwords and an Exostar account is not required for Raytheon users. Where do I find the Reps & Certs? From OneRTN go to Our Company, Functions, Supply Chain, Tools and Resources. Access directly from the Web Enterprise Supplier Data (WebESD) site, through links located both within supplier records and in the menu on the left hand side of the screen. How do I know if there is a current copy of the Reps & Certs form on file? If valid and expiration dates are populated in WebESD, there is a valid Reps & Certs form in place. Click the Initiate New Request or View Current Form link to view the latest form if one is available, or to access the Reps & Certs application in order to invite the supplier to complete one. I need to reassign the form to a different contact but the reassign button is grayed out. What do I do? The form can only be reassigned if the status is Waiting for Supplier. Raytheon users cannot reassign the form if the status is Pending Exostar Account Activation, meaning Exostar has not yet created the supplier s Managed Access Gateway (MAG) account. Additionally, the form cannot be reassigned if the status is In Use By Supplier, meaning the supplier is currently editing the form. If you are unable to reassign the form, send an to supply.chain.technology@raytheon.com with the ESD number in question to request cancellation of the form. Note: if the initial invitee is in the process of completing the form, all data will be lost when the form is deleted.

2 FAQs (cont d) I have invited a supplier. Why isn t there a form in the system for them yet? Suppliers will receive an initial as soon as they are invited, and a follow up from Exostar containing their login ID, password and instructions within five business days. Some suppliers may need to be reminded to complete the online form. Can a hard copy of CR-003 be uploaded into SecureForms? No, it is not possible to upload hard copies of the Reps & Certs into SecureForms. What happens when I invite a supplier? Suppliers will need to log into Exostar MAG to complete the form. If they do not have an existing Exostar account, they will receive an initial as soon as they are invited and a follow-up from Exostar containing their login ID, password and instructions within 5 business days. If they have a MAG account, but cannot access Reps & Certs via the Supplier Portal, they will receive an containing instructions on how to request access. This request will require approval from their company s Exostar organization administrator. Each user will need to purchase a 2-Factor Authentication credentials from Exostar before accessing Reps and Certs within the Supplier Portal. This is a cyber-security measure to protect Raytheon s infrastructure. Click here for more information. If the supplier contact needs further assistance logging in, they will need to contact Exostar at or by telephone at Why must my supplier register for 2-Factor Authentication (2FA) before they are able to access the Supplier Portal/Reps and Certs? 2FA enhances security of the Supplier Portal and mitigates risk against Advanced Persistent Threats. Because the Supplier Portal allows external users to connect to Raytheon s infrastructure, protection against unwanted intruders and cyber-threats is essential. Click here for more information. How do I know what information my supplier receives? The buyer that submitted the request will be copied on all s sent to the supplier from Raytheon s SecureForms application. Buyers will also receive an if another buyer changes the supplier contact. Buyers will not be copied on s suppliers receive directly from Exostar. My supplier claims to have completed the form but it s not visible in WebESD yet, why not? After logging in, suppliers need to complete and digitally sign the form before it will update in WebESD and Reps & Certs. If they have answered all required questions, the Sign button will be active. Clicking it will open a new window containing their Exostar ID, where they can reenter their password and click Sign. Once the supplier digitally signs the form, the systems will automatically update right away. If the Sign button is inactive, the supplier can identify missing mandatory fields by clicking Check for Missing Fields & Save. This will open a window listing any missing mandatory fields. FAQs (cont d) What information do I need to add a supplier to WebESD? Send the supplier a PDF copy of the CR-003 form and request that they complete the relevant parts of Sections A.1. and A.2., sign the form in Section C, and return it to you. You may then submit a request directly if you have an account on WebESD. If not, contact your WebESD Group Administrator (a list of administrators is available in WebESD) or web.esd.requests@raytheon.com. Note: addition of a supplier to WebESD does not constitute approval to do business with them and additional certifications may be required. Can we accept certifications filed on SAM.gov (the government System for Award Management) website? No, because we require certification directly to Raytheon which is not possible through SAM.gov. Who must complete a CR-003 form? All suppliers providing goods & services in support of a US government prime contract regardless of dollar amount. This includes foreign suppliers as well as colleges and universities. What steps are taken to review the completed certification to ensure there are no answers that prevent Raytheon from doing business with the supplier? The only action taken by Corporate Supply Chain Operations is to display selected information in WebESD and block suppliers that indicate they are debarred. Review of the completed form prior to placement of a purchase order is the buyer s responsibility, although the actual process of how this is done varies by business. My supplier has questions about the form or refuses to complete it online, where can I go for guidance? Contact your business Subcontract Advisor, Legal or Compliance Department. My supplier changed his address on the form but it s not displaying in WebESD, why not? Address changes are not automatically updated in WebESD and a WebESD Change Request would need to be submitted. The updated information will display in SecureForms and on the form the next time it is updated by the supplier Viewing a completed Reps & Certs Completed Reps & Certs will automatically be linked to suppliers specific ` WebESD record for easy viewing. WebESD is continually updated with the most recently completed Reps & Certs document. What do the different status messages mean? Pending Exostar Account Activation means Exostar has not activated the supplier s existing account or created a new one. Waiting for supplier means the supplier s account is active but they have not yet logged in. In use by supplier means they have logged in and started, but not yet finished, editing the form. In use by supplier (signature step) means they have finished editing, but not yet digitally signed, the form.

3 Accessing the SecureForms Raytheon Reps & Certs Log into the system using your Directory Services username and password. You may also view the supplier s form submission history by clicking the History link. Navigation Bar Supplier Info User The completed Reps & Certs document may not be altered after it has been signed. Tax identification numbers are encrypted and require special access to view. Pending Request Information Request Status Suppliers that have not been invited will not have a Pending Request. Enter the address and name of the appropriate contact in the fields and click Send Invitation to complete. Invitations must include a person s first and last names and uses of words such as Sales Department or Customer Services cannot be used.note: suppliers that are invited to complete their Reps & Certs will be given access to the Supplier Portal. It is critical for Raytheon employees to validate that the invited person is the appropriate contact from the supplier organization to complete the Reps & Certs form. The Raytheon user will receive a confirmation that their request has been processed. How to Search, Invite and Reassign the Reps & Certs Search for the supplier by using their ESD number General information about the supplier is presented on this screen. If a supplier has been invited, there will be a contact displayed along with a Pending Request block. In the Pending Request, you can see when the supplier was invited and if they have accessed the form to complete it. The navigation bar allows a user to go to the Reports Section, Contact the Reps & Certs Help Desk, Download a Help Guide, Logout or Return to OneRTN. The user may click Finish and return to the ESD search screen or print the confirmation. The supplier will receive two s after being invited: The first will be from Raytheon indicating the request has taken place, and will provide general information about the Reps & Certs application and what will happen next. The second will be from Exostar within five business days of the invitation, and will contain login details and instructions for accessing the application in order to complete the Reps & Certs form.

4 How to Search, Invite and Reassign the Reps & Certs (cont d) If the supplier does not receive the from Exostar within five business days, they should contact Exostar directly at or by telephone at Pending requests will have a status of either Pending Exostar account Activation, Waiting for Supplier, In Use by Supplier, or In User by Supplier (Signature Step). The Reassign button will be inactive for suppliers whose status is Pending Exostar account Activation or In Use by Supplier. Pending requests with a status of Waiting for Supplier may be reassigned to a different supplier contact. These suppliers should be contacted directly to encourage them to complete the Reps & Certs form. If the contact is no longer valid and the supplier cannot login, contact the Reps & Certs help desk at supply.chain.technology@raytheon.com and request that the original invitation be deleted. A new invitation can then be issued. Note: Suppliers are given Exostar MAG accounts at no cost to them. Those with existing MAG accounts will simply log in as normal and have the Raytheon Supplier Portal added to their account. Once the form has been signed, the signatory contact will be retained and prompted the following year for recertification. A historical record of the 10 previously submitted Reps & Certs documents is kept and can be found by following the History link. Reports Reports can be viewed for custom date ranges directly in your Microsoft Office Internet Explorer Web browser or be downloaded directly to a Microsoft Office Excel spreadsheet. Available reports: Property Certification Report Displays suppliers that have certified to having property accountable to buyer prime contracts in their possession or control. Certification Status Report Displays suppliers and applicable dates of invitation, certification creation and signature. Also includes the names & addresses of the buyer(s) that submitted the most recent invitations. Change Report Displays changes made by supplier to any of the editable fields on the CR-003 form. Upcoming Due Dates Report Displays supplier certifications expiring in the next 30 days. Flagged Answer Report Displays suppliers that have submitted their Reps & Certs form with any flagged responses. Contact Report Displays invited suppliers along with their contact information. Completed Certs Report Displays suppliers with completed Reps & Certs. Supplier Frequently Asked Questions What are Exostar s roles and responsibilities in this process? Exostar provides secure access to the Raytheon Supplier Portal, including the Reps & Certs application, via its Managed Access Gateway (MAG). Exostar sends invited suppliers an giving them temporary passwords and first time login instructions within five business days after a request by Raytheon is initiated. In addition, they provide support to suppliers that encounter difficulty accessing the application. My supplier said that they cannot log into Exostar. What should they do? Supplier login questions should be directed to Exostar Customer Service: Web: Telephone: Where can suppliers find the Reps & Certs application? The Reps & Certs are located in the Raytheon Supplier Portal application accessible through Exostar s MAG. You must first invite the supplier to our application using the Reps and Certs tool. The supplier will then be given an Exostar username and password and instructions on how to activate their account.

5 Supplier Frequently Asked Questions (continued) My supplier already has a MAG account to access other Exostar applications. Does the supplier need another account to complete the Raytheon Reps & Certs? No, access to the Raytheon Supplier Portal application can be added to the existing account. If users are completing the Reps and Certs for more than one ESD number, they personally will not need a separate account for each ESD provided someone in their company has one. How does my supplier log in to complete the Reps & Certs? Exostar sends a login ID, password, and instructions to the user directly. First-time users will need to sign into MAG with their user ID, one-time password and the system-generated password provided in the on-boarding from Exostar. Once logged in, each user will need to purchase a 2-Factor Authentication credential from Exostar before accessing Reps and Certs within the Supplier Portal. This is a cyber-security measure to protect Raytheon s infrastructure. Click here for more information Suppliers that encounter difficulty accessing MAG should contact Exostar Customer Service directly. Once successfully logged in, the supplier will have access to the Raytheon Reps and Certs application. Supplier Frequently Asked Questions (continued Why can t I complete a single certification for our corporate headquarters instead of multiple forms? We require separate certifications for each location that receives purchase orders from us. Why can t I see all my company s locations on the Portal? Only ESDs that are not blocked will be displayed on the Portal. Contact the buyer to have the record unblocked, it will then be available within 24 hours My supplier was recently added to WebESD, does not have a DUNS number or the DUNS was recently changed, why isn t it on the Portal? The Portal only receives DUNS updates monthly so the new information will not be displayed until the next update Supplier Home Page Geography Key supplier organization information is displayed on the home page. Suppliers can use the navigation bar to the Reps & Certs help desk, or download the supplier help document. Suppliers may reassign the Reps & Certs to different organizational contacts using the Reassign button. Suppliers click the Open Form button to open the CR-003 form in a new window. Supplier ESD Info User Supplier Navigation Bar Reassign Button What are the minimum system requirements for suppliers to complete the Reps & Certs form? System requirements include: Microsoft Windows 2000 or later. Other operating systems have not been tested. Internet Explorer version 6.0 or higher. Other browsers have not been tested. Disable popup blockers. Why won t you accept certifications filed on SAM (the government s online System for Award Management website? We require our suppliers to certify directly to us which is not possible through SAM.gov. What information do suppliers located outside the United States need to provide on the form? Foreign suppliers should choose Foreign in Section A.1. Part II, and complete the relevant parts of Section A.2. If they need additional guidance in completing Sections B.5. & B.6., they should reference FAR (b)(2). Where can I go for help? For technical questions on completing the form, they should send an with details of the issue to supply.chain.technology@raytheon.com. Questions about how to answer specific questions should be addressed to their legal counsel. Link to existing Reps & Certs (if available) Sign Form (active) Open Form (active) Key supplier information is pre-populated in the form. Suppliers may edit this information if they choose.

6 Digitally Signing the Reps & Certs Form In order to sign and submit the CR-003 form, suppliers will need to complete all required fields and save. The Check for Missing Fields and Save button will display a list of all missing mandatory fields. The Sign button on the left-hand column of the form will only become active once all mandatory fields are complete and the form is saved. Digitally Signing the Reps & Certs (continued) A digital signature pop-up is generated by pressing the Sign Form button. The user will be asked to digitally sign the document, inputting the same Exostar login password they used to initially access the system. After digitally signing the document, the user will have the opportunity to view the signed document and print or save as necessary. Once the form has been signed, the supplier record in WebESD will be updated with the current document. All fields highlighted in red must be filled in prior to checking the Sign Form button Sign Form (active) Where should the supplier or fax the completed form? There is no need for the supplier to forward a form that has been completed online because it will be available to everyone at Raytheon. Where can I get additional information? Download this presentation by using the Help link on the RTN SecureForms screen. Take the online training module in LMS (course code is SCMTRN41WB). Contact Raytheon Supply Chain Operations via supply.chain.technology@raytheon.com. Raytheon Company Supply Chain Operations 880 Winter St Waltham, Massachusetts USA supply.chain.technology@raytheon.com Copyright Raytheon Company. All rights reserved. Printed in the U.S.A. Adobe, Adobe Acrobat and Adobe PDF are registered trademarks of Adobe Systems Incorporated. Exostar is a registered trademark of Exostar LLC. Microsoft, Microsoft Windows, Microsoft Office, Microsoft Excel and Internet Explorer, are registered trademarks of Microsoft Corporation. Customer Success Is Our Mission is a registered trademark of Raytheon Company. 3/15