ConocoPhillips Supplier Qualification System (SQS) FAQ for Suppliers

Transcription

1 ConocoPhillips Supplier Qualification System (SQS) FAQ for Suppliers

2 Table of Contents Overview... 4 Why has ConocoPhillips partnered with Achilles?... 4 Who is Achilles?... 4 What is Achilles role?... 5 How many levels does the ConocoPhillips Supplier Qualification System (SQS) comprise?... 5 Which suppliers need to register in the ConocoPhillips SQS?... 5 What is the supplier invitation process?... 6 Registration... 6 What is the registration process?... 6 What information do I need to supply as part of the Registration Process?... 7 What information do I need to supply as part of the Pre-qualification Process?... 7 What happens if I am already registered in FPAL or JQS?... 8 What happens if I am already registered in another Achilles Oil & Gas Community other than FPAL or JQS?... 8 What happens if I have registered at the wrong level?... 8 Supplier Information, Data Management and Confidentiality... 8 Who has access to my information?... 8 Can suppliers update their information?... 9 Subscription Fees... 9 What are the subscription fees for suppliers?... 9 What is a product code? What does the subscription fee cover and who is it payable to? How can I pay my subscription? How long will my subscription be valid? Benefits Why should your business register? Technical Issues and Support What languages is the ConocoPhillips SQS available in? What happens if I forget my login details? How many users can have login details? How do I attach a document? Page 2 of 13

3 What happens if I need to make any changes to my questionnaires? What happens if my questionnaire is rejected during the data validation process? What happens if the information I provided goes out of date? I don t have all of the information being asked for; what do I do? Can I provide any pricing information on my Company s products and services? How can I contact Achilles? Page 3 of 13

4 Overview Why has ConocoPhillips partnered with Achilles? ConocoPhillips is the world s largest independent oil and gas exploration and production company, based on proved reserves and production of liquids and natural gas. We explore for, develop, and produce crude oil and natural gas globally. A commitment to safety, operating excellence and environmental stewardship guide our operations. ConocoPhillips operates in 27 countries. Each country and each customer has its own standards and requirements that need to be met by ConocoPhillips. It is therefore ConocoPhillips responsibility to ensure that the products and services we supply to our customers meet these standards and requirements. In order to mitigate risk in our global supply chain, ConocoPhillips needs to have a comprehensive picture of each of the suppliers we work with across key compliance areas. New reporting requirements and changing legislation e.g. related to sustainability require ConocoPhillips to take on more responsibility for the suppliers we work with. In order to do this effectively, we require more detailed information across our supply base and we need the guarantee that the information we use has been carefully validated and checked to ensure it is both accurate and up-to-date. To achieve this, we have partnered with Achilles to implement a standardized and streamlined online supplier qualification process that will support how we qualify our suppliers globally. The new ConocoPhillips Supplier Qualification System (SQS) will be used to pre-qualify and monitor supplier performance in a consistent and objective manner. The ConocoPhillips Supplier Qualification System (SQS) will comprise three levels in line with the business requirements of ConocoPhillips - ConocoPhillips Supplier Registration (Level 1); ConocoPhillips Supplier Pre-qualification (Level 2); and Audit (Level 3). Supplier information provided via ConocoPhillips SQS will be used along with additional Business Unit specific qualification requirements to create sustainable, up-to-date Approved Vendors Lists (AVL) to support company-wide sourcing. Registration in ConocoPhillips Supplier Qualification System (SQS) is the recommended process for suppliers to become fully qualified and to be positioned on ConocoPhillips Global or Business Unit Specific Approved Vendors Lists. Who is Achilles? Achilles is one of the world s largest service providers of global supply chain risk management solutions with more than 1,000 people working in 22 countries. Achilles works on behalf of over 850 buying organisations, from 11 industry sectors, to collect, validate and maintain essential data about more than 90,000 suppliers. This enables buying organisations to gain visibility of their suppliers capabilities and compliance before making important sourcing decisions. With an understanding of their supply chains, buying organisations can proactively identify and mitigate potential risks to protect people, planet and profit. For more information on Achilles you can visit their website Page 4 of 13

5 What is Achilles role? It is Achilles task to support the on-boarding of our suppliers into the ConocoPhillips Supplier Qualification System (SQS). Their role: to assist our suppliers with the registration process from start to finish, providing support and guidance as required. Once a supplier has completed each stage of the registration process, it is Achilles task as an impartial third party, to check and validate that the information provided by each supplier is accurate and up-to-date. It is furthermore their task to flag up any issues or inconsistencies with the data directly with each supplier and to work with them to resolve this quickly and efficiently. Once the data has successfully passed the data validation process, Achilles will publish the data. Only at this point, will supplier data become available to authorised persons within ConocoPhillips, including our Supply Chain Managers. As part of these activities, Achilles Customer Support Teams are required to engage with our suppliers on our behalf on all issues related to registration. A dedicated Achilles Program Management Team will work closely with designated ConocoPhillips Supply Chain Managers to ensure registration across our supply base, including the management of any escalations or objections from suppliers related to their registration. How many levels does the ConocoPhillips Supplier Qualification System (SQS) comprise? The ConocoPhillips Supplier Qualification System (SQS) will comprise three levels in line with the business requirements of ConocoPhillips: 1. ConocoPhillips Supplier Registration 2. ConocoPhillips Supplier Pre-qualification 3. Audit Which suppliers need to register in the ConocoPhillips SQS? Suppliers currently under contract with ConocoPhillips or its affiliates will be invited to register in the ConocoPhillips SQS. Suppliers that have expressed an interest in pursuing business opportunities with ConocoPhillips will also be invited to register in this system. Page 5 of 13

6 What is the supplier invitation process? If you are invited to register in the ConocoPhillips SQS, you will receive a formal invitation from ConocoPhillips. This will be followed by an from Achilles, which will contain your unique invitation code, including instructions on how to proceed. We advise you to action this as soon as possible following receipt of this in order to meet our business requirements. Registration What is the registration process? 1. To commence the registration process, you first need to create an account with Achilles information on how to do this will be sent to you via by Achilles 2. Complete the ConocoPhillips Supplier Registration Process a. All suppliers are required to complete the ConocoPhillips Supplier Registration. This acts as a filter to decide which suppliers need to provide additional information via the ConocoPhillips Supplier Pre-qualification Process. The criterion for progression has been set by ConocoPhillips and is in line with our business requirements. b. As part of the Registration Process, you will be transferred to a page where you will be asked to select the relevant subscriptions for your business. If your company is only required to complete the ConocoPhillips Supplier Registration Process, you will need to select the ConocoPhillips Registration questionnaire please note: there is no cost for completing Supplier Registration. c. If the system identifies your company as having to supply additional information via the ConocoPhillips Supplier Pre-qualification Process, you will also be asked to select the ConocoPhillips Pre-qualification questionnaire. This is subject to an annual subscription fee that is payable directly to Achilles; the amount is based on the number of product and service codes you have entered for your business during the Registration Process. Please note: for suppliers registered in FPAL and/or JQS, different registration requirements may apply depending on current or intended regions of supply. Please refer to the section: What happens if I am already registered in d. Once you have selected your subscriptions, you will automatically be directed to the Billing & Payment page if a payment is required. Payment can be made either by credit card online or over the phone or by Electronic Bank Transfer. Payment by credit card is highly recommended as this will give you immediate access to the ConocoPhillips Pre-qualification questionnaire. If you pay by bank transfer, a link to the questionnaire will be sent to you as soon as your payment has been processed by Achilles. Page 6 of 13

7 3. Complete the ConocoPhillips Supplier Pre-qualification Process a. When you have completed the questionnaire, please submit to Achilles for data validation. As soon as your information has passed the data validation process, it will be made available to ConocoPhillips. Suppliers are invited to complete the registration process at the correct level in order to a) be pre-qualified in accordance to ConocoPhillips supplier qualification process b) to remain compliant and c) to qualify to be included in relevant future sourcing events. Suppliers are required to have completed the registration process at the required level within 30 calendar days following receipt of the invitation to register. What information do I need to supply as part of the Registration Process? Suppliers are required to complete a series of standard questions related to company information, contact details and the products and services they supply based on product codes as well as a set of questions that are specific to their business relationship with ConocoPhillips. The Registration Process enables us to establish a consistent and comprehensive online profile of our suppliers and ask the questions that are important to us as an organization in a confidential environment. It also enables us to identify which suppliers are required to provide additional information via the ConocoPhillips Supplier Pre-qualification Process. Please note that you are required to list the products and services you currently supply to ConocoPhillips as a minimum. You may also list any products and services you would like to supply in the future. This may affect your subscription fee if you are required to proceed to the ConocoPhillips Supplier Pre-qualification Process. For more information, contact Achilles via [email protected] and request a copy of the ConocoPhillips SQS Registration Process Overview, which details all the information and documentation you will need to provide during the Registration process. What information do I need to supply as part of the Pre-qualification Process? Suppliers are required to complete a more detailed questionnaire, providing information related to finance, health and safety, quality management, insurance, products and services, corporate social responsibility (CSR) policies and legal compliance. This supports the proper evaluation of our suppliers businesses and validates information critical to the ConocoPhillips Supplier Prequalification process. For more information, contact Achilles via [email protected] and request a copy of the ConocoPhillips SQS Pre-qualification Process Overview, which details all the information and documentation you will need to provide during the Pre-qualification process. Page 7 of 13

8 What happens if I am already registered in FPAL or JQS? If, as part of the ConocoPhillips Supplier Registration Process, you are identified as having to supply additional information via the ConocoPhillips Supplier Pre-qualification Process, different registration requirements will apply depending on current or intended regions of supply. If you are already registered in FPAL; and you only want to supply products or services to those regions covered by this Achilles Community, you will only need to complete the ConocoPhillips Supplier Registration. If you wish to supply products and services to ConocoPhillips outside of these regions, you will also be required to complete the ConocoPhillips Supplier Pre-qualification Process. If you are already registered in JQS; and you only want to supply products or services to those regions covered by this Achilles Community, you will only need to complete the ConocoPhillips Supplier Registration. If you wish to supply products and services to ConocoPhillips outside of these regions, you will also be required to complete the ConocoPhillips Supplier Pre-qualification Process. What happens if I am already registered in another Achilles Oil & Gas Community other than FPAL or JQS? As part of registering in the ConocoPhillips Supplier Qualification System, your company may be asked to supply additional information to complete the Pre-qualification process. If you are a member of another Oil & Gas Community other than FPAL or JQS (including, FPS, Siclar or NJQS), standard subscription fees will apply for you to complete the Pre-qualification Process. What happens if I have registered at the wrong level? If you feel that you have not listed all the products and services that you currently supply or would like to supply to ConocoPhillips, you can go back and add new products or services. Please note that this may impact the amount of subscription fee you will be required to pay. If you would like to delete any products and services, you may also do this. In the event that this reduces your subscription fee, your subscription fee will be adjusted accordingly at point of renewal. Please note that Achilles cannot make a refund on current subscription fees. Supplier Information, Data Management and Confidentiality Who has access to my information? All information gathered as part of the ConocoPhillips Supplier Qualification System (SQS) will only be made available to ConocoPhillips Supply Chain Managers and any other appointed members of staff within ConocoPhillips. Page 8 of 13

9 Can suppliers update their information? Suppliers can update their information at any time during the year. As part of the service provided by Achilles, suppliers will also receive automatic reminders when critical information is due to go out of date to ensure that they have every opportunity to keep their profile up-to-date. Subscription Fees What are the subscription fees for suppliers? Registration may be subject to a subscription fee depending on which levels of the registration process your company is required to complete. The ConocoPhillips Supplier Registration Process is at no cost; the ConocoPhillips Supplier Prequalification Process is subject to an annual subscription fee that is payable directly to Achilles. The subscription amount is determined by the number of products and services you select during the Registration Process. Subscription Number of Product Codes US Dollars $ Level ,250 Level ,450 Level ,000 Level ,400 * Charges apply to each legal identity registered with Achilles. ** Prices exclude VAT; VAT will be added where applicable *** Depending on your location, you will also be able to pay subscription fees in Pound Sterling and Euro ( ). This will be automatically calculated based on the current exchange rates at the time. Page 9 of 13

10 For suppliers registered in FPAL or JQS, a different fee structure will apply. If your company is registered in either JQS or FPAL, you will be entitled to a discounted subscription fee for the ConocoPhillips Supplier Pre-qualification. Subscription Number of Product Codes For suppliers in JQS US Dollars $ For suppliers in FPAL US Dollars $ Level Level Level Level , NB: If your company is registered both in JQS and FPAL, the subscription fee for the ConocoPhillips Supplier Pre-qualification will be waived. What is a product code? A product code describes a category of products or services provided by a supplier. Product codes enable us to search for suppliers based on the product codes they selected during registration. A copy of the Oil & Gas Product Code Guide will be made available to you when you commence the Registration Process. What does the subscription fee cover and who is it payable to? The subscription fee is payable directly to Achilles to cover the costs of supplier data validation as well as system maintenance and support, including upgrades. How can I pay my subscription? You can pay by credit card on line or over the phone. Alternatively, you can pay by Electronic Bank Transfer. Payment details are provided on your invoice. If you have any question contact Achilles Finance Team directly at [email protected] Payment by credit card is highly recommended as this will give you immediate access to the ConocoPhillips Pre-qualification system. If you pay by bank transfer, a link to the Prequalification system will be sent to you as soon as your payment has been processed by Achilles. Page 10 of 13

11 How long will my subscription be valid? Your subscription will be valid for 12 months from the moment of payment. The expiry date for your subscription will be visible once you log into the system. Achilles will send you timely reminders regarding your subscription renewal to ensure you remain compliant in the ConocoPhillips Supplier Qualification System (SQS). Benefits Why should your business register? Registering in ConocoPhillips SQS enables your business to Be visible to all ConocoPhillips functions and business units Be positioned for selection for company-wide sourcing events and potential Approved Vendor List participation Demonstrate the capability of your business Benefit from efficiencies; save time and effort: o One single point of entry for all data relevant to the supplier pre-qualification process o 24/7 access o One pre-qualification questionnaire that can be accessed by all ConocoPhillips Supply Chain Managers in all ConocoPhillips Business Units eliminates the current need to submit the same information multiple times o Easy to keep company information up-to-date Pre-qualify in accordance with ConocoPhillips supplier qualification process Technical Issues and Support What languages is the ConocoPhillips SQS available in? Currently, ConocoPhillips SQS is available in English only. Please note that Achilles offers customer support in multiple languages. What happens if I forget my login details? If you have forgotten your password and have supplied sufficient security evidence to Achilles, you will be able to change your password by clicking on the Forgot Password? link on the login page. If you cannot provide evidence or have not yet supplied any, you can request a new password notification . If you are still having problems logging in, you can contact Achilles [email protected] and they will assist you. Page 11 of 13

12 How many users can have login details? The main contact registered will have administration rights for other users and can control who has access to the system within your company. There is no limit to the number of users from a system perspective. How do I attach a document? To attach a document you will need to: Save the document to your current computer Click on Browse Select the document from your system for upload Supported document formats include:.jpg.jpeg.png.rtf.pdf What happens if I need to make any changes to my questionnaires? Once your questionnaire has been submitted to Achilles for data validation, you cannot make any changes to your questionnaire until it has been checked and published by Achilles (other than as part of the data validation process where issues have been raised directly with you). Once a questionnaire has been published, you can make changes at any point in time. If you make any changes to your questionnaire(s) you will need to save your changes and re-submit your questionnaire for data validation. Once your changes have successfully passed the Achilles data validation process, your updated information will be published and made available to authorized persons within ConocoPhillips. What happens if my questionnaire is rejected during the data validation process? If any issues or inconsistencies with the information you have provided in your questionnaire(s) are flagged up during the data validation process, you will receive an from Achilles listing the issues you need to address. It is important that you address these issues as soon as possible. Please be aware that until all issues have been successfully and satisfactorily resolved, your questionnaire cannot be published and will not be accessible to ConocoPhillips. What happens if the information I provided goes out of date? You will be informed by Achilles before the data you have provided expires. We recommend that you update this information as soon as possible to ensure that ConocoPhillips has access to your most up-to-date information. I don t have all of the information being asked for; what do I do? You can only submit the questionnaire once all fields marked as required have been completed. Page 12 of 13

13 If the information you do not have available is not required, then you can continue with the rest of the questionnaire. If you need to source the required information from elsewhere, you can save the details that you have completed and add the missing information at a later point in time. Remember, that until your information has been fully completed, submitted and has successfully passed the data validation process, it will not be visible to ConocoPhillips. Can I provide any pricing information on my Company s products and services? No, you cannot provide any pricing information in your registration. You may be asked to provide detailed product pricing information if you are invited by ConocoPhillips to submit an offer for a contract. This process is managed by ConocoPhillips. How can I contact Achilles? Achilles Information Inc St. Mary's Lane Suite 200, Houston TX USA Tel: [email protected] Page 13 of 13