Vendor Management System Overview

Transcription

1 Vendor Management System Overview RigUp s Vendor Management System provides a solution for managing all of your vendors compliance data, documents, and approval status in one location. With the requirement sets feature, you are able to clearly define and communicate what is expected of your vendors. You can set the bar as high or low as your company requires, and the system will automatically notify you which vendors meet your compliance standards.

2 High Level Features HSE questionnaire and advanced data and document collection. Revamped notification and approval workflow for limited (field) and administrative (HSE Manager, Legal/Regulatory/Admin) users. Requirement sets to allow for varying vendor risk profiles: * Insurance Requirements > Digital COI collection and insurance limit audit * HSE, training, and safety KPI requirements Internal and external document storing and sharing capabilities. * MSA request, redline, and approval solutions Direct communication through RigUp s messaging portal.

3 !!!!! Onboarding AVL- Send your approved and pending vendors list and RigUp will make sure your vendor management system is populated with all your vendors. Master Service Agreements- If you have digital copies of these RigUp can upload them directly. If not, RigUp will pick these up, scan them into the system, and return back to you as soon as possible. At any time, you can add additional vendors to your pending or approved vendors list using the Add Vendor feature located on the vendor tab. Select Add Vendor to add a new vendor to your management system. For administrative users, this vendor can be added to a requirement set or given an approval status. For digital uploads, please send s to <operatorname>@rigup.com. Alternatively, you can be set up with a drop box for mass document transfer.

4 Onboarding - Continued Notify your vendors If you have a contact list on hand for your vendor list, you can use this template to inform your vendors that a request is coming. This is completely optional; its intended purpose is to alleviate the initial s a vendor may send you upon receiving a compliance request from RigUp. There is no harm if you do not have a contact list, or if you choose to not use this . Hello, <Operator> has recently added your company to our Vendor Management System on RigUp.com. You should receive an from RigUp sometime in the next couple days asking you to participate in the system. If this is your first time being added to an operator s Vendor Management System, you will be asked to complete a short HSE questionnaire about your company s safety record over the past 3 years. You only have to complete this questionnaire once, therefore any operator who adds you will not require any additional submissions. Once you have completed the questionnaire, you will be given the ability to upload your Certificate of Insurance and MSA if required. By doing this through RigUp, we are automatically notified if there is a discrepancy in our requirements and what you have submitted. Further, your company will have the visibility as to what you need to get us (and other operators) in order to be compliant with our insurance and other requirements on an ongoing basis. This is an improved workflow from mailing documents that must be manually organized later. <operator> appreciates your participation. If you have not created an account on RigUp before you can sign up here: RigUp s Sign Up Application. If you already have an account and want to get a head start on the questionnaire, you can access that here: RigUp s Operator Management System. Please contact RigUp if you have any questions: support@rigup.com !

5 Building a Requirement Set 1. What is a Requirement Set 2. How to access Requirement Set Creator / Editor 3. Naming a Requirement Set 4. Adding Vendors to a Requirement Set 5. Defining General Requirements 6. Defining Insurance Requirements 7. Defining Safety Metric Requirements 8. Defining HSE Programs & Procedures Requirements 9. Creating Additional Requirements 10. Applying Requirement Set & Notifying Vendors 11. Editing a Requirement Set

6 What is a Requirement Set? Think of a requirement set as your compliance checklist. When building a requirement set, you are defining the minimum criteria this set of vendors will need to meet, in order to be considered compliant with your company. The requirement sets can be simple (only require a signed MSA and an Active COI) or complex ($1M General Aggregate GL, $5M Umbrella / Excess Liability, Less than a 1.5 TRIR, a background check that satisfies state and federal standards, and a PPE program that includes all OSHA required PPE.) Requirement sets are built to maximize clarity and transparency. The system will automatically flag any discrepancies between your requirements and the vendor s provisions. In order for a vendor to reach compliant status, every flag needs to be either addressed by the vendor, or waived by the operator. The messaging platform will give you the ability to dispute any differences as well as communicate your concerns with the vendor.

7 Requirement Set Creator/Editor To create additional requirement sets or to edit your current requirements, click the Edit Requirement Sets. If you have not created a requirement set before, click Create Requirement Set. located in the details section of a particular vendor. You can apply this requirement set to one or multiple vendors.

8 Creating a Requirement Set and Adding Vendors Name your requirement set here. This name is visible to the vendor. Examples: High Risk Vendors, Suppliers, Low Risk Vendors Vendors you have added to this requirement set will populate here. These vendors will be contacted once you apply the requirement set. This list will populate with every vendor that exists in your vendor manager that is not currently attached to a requirement set. Note: a vendor may only be attached to one requirement set at a time. Use the Search vendors bar to locate vendors within your current manager as well as those within the RigUp marketplace. If you can not find a vendor, that vendor name to support@rigup.com and it will be added. You can also add the vendor on the previous screen. Click the Add button to add the vendor to the requirement set. Their name will populate in the Added Vendors column on the right.

9 General and Insurance Requirements Define your minimum insurance requirements for these vendors. Vendors will see these requirements when submitting their COI. You will be notified if an uploaded COI does not meet requirements. Vendors will be notified when their COI expires. You can waive COI requirements on a per vendor basis after they have submitted a COI for you to review. If you require an MSA or W9 for these vendors check the corresponding boxes. If you require an MSA, you must upload your general MSA template for this requirement set. Any MSAs on file will not be replaced. Any vendors that you do not have an MSA with will receive your MSA template, and have the ability to upload a signed or redlined MSA. You will be notified accordingly. You can use the additional insurance section to define any other requirements for this vendor set. Examples include Pollution & Professional Liability. If you need to add a insurance type not listed please support@rigup.com

10 OSHA 300 and EMR Requirements Use this section to define your maximum OSHA 300 and EMR Safety Metrics. Use the pre-set options or define your own custom limits. The system calculates a 3 year average and will flag any vendor submission that exceeds your limits. Select a pre-set option, or use the Custom column to define your own. You can always choose Not Required if you do not want to the system to check for OSHA and EMR statistics when applying a compliant status automatically. Experience Modification Rate (EMR): Multiplier used by insurance brokers to adjust the annual premium of a vendor based on previous loss experience. Premiums are adjusted based on a comparison of past losses of that employer to what is calculated to be the average losses for that type of business.

11 HSE Programs and Policies Pick which policies are needed to be compliant with your company. The system will flag vendors responses that do not meet your requirements. Admin users can use this icon to dismiss flags and waive requirements on a per vendor basis. Unmet requirements will show up at the top of the category. You can view and download all supporting documents at the bottom of each category. When a vendor supplies supporting documents, this icon will appear next to the question.

12 Applying & Editing a Requirement Set Once you are satisfied with your requirements, click Apply Requirement Set. An is automatically sent to notify the vendors attached to the particular requirement set. If there is an HSE admin user associated with the vendor, they are immediately notified. If it s the vendors first time to interact with RigUp s Compliance Management System, RigUp will find the right contact to forward this request. If you supply us with a contact list for any vendor, RigUp will make sure they are notified as well. You can always return to edit any requirement set you have made in the past. Vendors are notified of any edits made to your requirement set. If you are planning to add multiple vendors at the same time to a requirement set, it is best to do so by editing the requirement set. Any new vendor will be immediately notified. Select Edit Requirement Sets located in the top right of your Vendor Manager to edit or create new requirement sets.

13 Vendor Approval Workflow

14 Vendor Approval Workflow 1! Vendor Added to Requirement Set by Admin User as Pending or Approved Approval Status Vendor has Completed Questionnaire Before Vendor has Not Completed Questionnaire Before Vendor s Certificate of Insurance Expires - COI Marked as Not Compliant Vendor Completes the Global Questionnaire 4.4! 4.3! Vendor Notified to Upload Active Certificate of Insurance 2! Vendor Notified to Complete 2016 HSE Questionnaire Safety Score Calculated for That Vendor Based on the Operator s Requirements Certificate of Insurance Marked as Compliant Vendor s HSE Questionnaire Response is Not Compliant. Missing Requirements are Flagged Vendor s HSE Questionnaire Response is Compliant (No Flags Exist) Vendor Uploads Active Certificate of Insurance that Meets Requirements 4! 3! Operator Can Review Flags and Waive Requirements Where Applicable Vendor Prompted to Upload MSA and COI (if required) Vendor Uploads Redlined MSA (if required) Vendor Uploads Certificate of Insurance that Does Not Meet Requirements Vendor Obtains a Larger Policy that Meets Requirements, or Operator Waives All Flags on COI Vendor Not Willing to Meet Operator s Requirements, or Operator is Not Willing to Waive Requirements for the Vendor Admin Operator User Marks Vendor as Not Approved 4.1! Vendor Not Willing to Meet Operator s Requirements, or Operator is Not Willing to Waive Requirements for the Vendor Back and Forth Redlined Process until a Duly Executed MSA is Reached 4.2! Certificate of Insurance Flagged as Does Not Meet Requirements Vendor Uploads Active Certificate of Insurance that Meets Requirements All Flags Have Been Waived By the Operator, Or the Vendor Has Updated His HSE Program to Meet Requirements Requirement Set Requires Multi Stage Approval! Admin Users Notified That Vendor Meets Compliance. All Users are Prompted to Mark Vendor as Approved 5! 6! Vendor Automatically Marked As Compliant Admin Operator User(s) Marks Vendor As Approved Requirement Set Requires 1 Stage Approval! Admin User Notified That Vendor Meets Compliance. User is Prompted to Mark Vendor as Approved

15 User Type Permissions

16 Automated Notification System Every action that occurs through the platform will have a corresponding Activity Feed notification. Creating and Editing a requirement set as well as receiving a message will generate an immediate notification. Every other compliance action will be logged in a 9am Daily Update that will summarize every compliance action that occurred in the last 24 hours. The admin user that creates and/or edits a requirement set will automatically be assigned to the 9am update .

17 Daily Update You will need to check the box to receive daily notifications

18 Additional Features

19 Messaging and Approval Status Click the Chat Box icon to initiate or respond to a message with a vendor. Selecting the Gear Box icon allows you to adjust the approval status and requirement set of that vendor. You can send a text message or use the drag and drop functionality to share documents with your vendors.

20 MSA Management System Any MSAs RigUp uploaded during onboarding will appear with their proper status once that vendor has been added to a requirement set that requires an MSA. Vendors that do not have an active MSA on file with your company will receive your MSA template once you place them in a requirement set that requires an MSA. Use the MSA upload portal to send redlined MSAs back and forth. Every document will be logged with a time stamp and user so you can see a timeline of the MSAs activity. The MSA status will appear within the vendor s details. An MSA is considered compliant once a vendor has uploaded a signed MSA. All MSA uploads will be logged in the 9am Daily Update . You will be prompted to upload a Duly Signed MSA for the vendor s records, but this is not a required action.