GIS VCM (Vendor Credential Management)

Transcription

1 GIS VCM (Vendor Credential Management) Overview GIS Vendor Credential Management platform is a faster, better, smarter way to manage the risk associated with vendor relationship credentials. VCM was built to assist organizations with the vendor credentialing required to keep their business running smoothly. Our platform provides the sponsoring company with a secure web-based solution to monitor the credentials of vendor companies and independent contractors, combined with the configurable workflows and reporting options that are needed to effectively manage even the most complicated vendor networks. GIS VCM (Vendor Credential Management) General Information Services info@geninfo.com www@geninfo.com page 1

2 High Level VCM System Workflow GIS VCM (Vendor Credential Management) General Information Services page 2

3 Portals and Dashboards Administration Dashboard Available VCM program customizations are done through the Administration Dashboard and are the backbone of your solution. Here is where program adjustments can be made to workflows, add/edit/remove sponsoring company employees and/or vendors, edit/create/manage templates and other actions, and much more. Customizable Branding New imagery and customizable CSS (cascading style sheets) can be uploaded to customize your branding for every component of the VCM framework. This can be applied to all components or you can have unique branding for each individual component, depending on your preference and business needs. GIS award-winning marketing team is available to provide assistance with your branding needs, or your own creative team can create the branding as well. GIS VCM (Vendor Credential Management) General Information Services page 3

4 (Customizable Branding) Vendor Application Portal The vendor application portal, through which vendors respond to private invitations from your organization allows for a number of customizations. With VCM you can have one or multiple online vendor applications and provide multiple branded vendor application portals (i.e. if you have multiple brands or subsidiaries, VCM can provide separate branded portals for each brand/subsidiary that are all part of one VCM system. Workflows within the system are highly configurable to fit your variable vendor application, credentialing, and management processes. Not only can your organization have unique workflows, your system can be modified to have entirely different online applications for different types of vendors and/or locations. Some workflow steps can be required, some steps can be optional and the order of the steps can vary depending upon your requirements. The VCM platform can handle as many vendor workflows and customized credentialing questions as you require. Questions can be coded as knock-outs (automatically eliminating vendor applicants that answer in an undesirable manner), reflexive (causing more questions to appear depending on the answer), or standard questions. Questions can be in a variety of formats including: text box, date fields, dropdown, general text, radio buttons, check boxes, etc. Additionally, fields can be configured with validators to ensure the text is entered in the exact manner in which your organization requires it. GIS VCM (Vendor Credential Management) General Information Services info@geninfo.com www@geninfo.com page 4

5 Application Process/Experience All vendor applications are client-specific, skill set/servicespecific and location-specific, allowing each particular vendor class to have its own unique application experience. While applying, the vendor applicant has the ability to move easily from one section to the next and return to previous screens if necessary. In order to make the application management process easier, all relevant data entered by vendors is validated prior to the submission of the application and required fields that you designate are clearly marked with an asterisk. The vendor application portal also includes electronic consent forms and the ability to attach supplemental documents. When a vendor first arrives at the vendor application portal, following your private invitation, the first page can include some introductory text relating to vendor relationship requirements with your organization. From there, your vendor company provides all requested data, documentation, and payment (credit card) information. Vendor Management Dashboard The Vendor Management Dashboard (shown below) displays all vendors who have submitted an application. In this dashboard, vendors can be filtered (shown to the right) by using several fields including business name, DBA name, franchise or parent company name, TIN, vendor type (your own customized set of vendor types), vendor profession (skill set/service specialty), application status, location, and expiration/renewal dates. Your vendor managers simply select each filter they wish to use to narrow the applicant pool and click search. Once the results are displayed, the user can select what order they want the list to appear in (alphabetical, age of application, etc.). Our search capabilities allow the sponsoring company vendor management team to search through the entire text of a vendor application. To view the application an individual has submitted, the user clicks the applicant s name under the Applicant s column within the grid. An onscreen summary of the application will then be presented. GIS VCM (Vendor Credential Management) General Information Services info@geninfo.com www@geninfo.com page 5

6 Reporting Dashboard The Reporting Dashboard features a collection of core reports. Standard reports include: applications in progress accepted/current vendors declined vendors list of vendors accepted and declined in the last day or other time frame list of vendors by service/location list of vendor certifications to include vendor name, certification type, is the certification current/not expired, date certified since, date certification expires, if the certification is not current is it in progress and expected completion of certification In addition, we work with our clients during the implementation phase to identify their unique reporting requirements and develop a set of reports accordingly (there is no additional cost associated with the development of custom reports). The VCM framework utilizes a powerful Microsoft-based reporting tool that allows all data within the system to be reported on. Reports can be exported in a number of formats, including CSV, XLS, Word and PDF. GIS VCM (Vendor Credential Management) General Information Services info@geninfo.com www@geninfo.com page 6

7 Credential Expiration Management VCM s credential expiration management technology helps your vendors remain in compliance by alerting you and your vendors to upcoming expired credentials and by verifying the renewed credentials. VCM tracks the date of each and every credential (including licenses) and provides a systematic process for renewal/re-verification of each. When a credential is coming up for renewal, the system will trigger an to the vendor informing them that they have a credential that will expire in however many days and that they need to take the necessary actions to renew that particular credential. In addition to credential expirations, this technology can also track renewal dates where you may require your vendors to resubmit an entire application and/or to update all of their data maintained in the VCM platform. Closer to the time of the expiration (again, configurable), the vendor will receive a task assigned to them to provide the new information as it relates to the renewed credential (e.g. new expiration date, electronic copy of the renewed credential). Once the information has been provided, it is routed to GIS or to the credentialing specialist at your organization, for verification of the renewal. When the credential has been verified and accepted, the new expiration date will be updated and the process starts again. Our system features several reports and dashboards to continuously facilitate and monitor the overall process. Our comprehensive reports allow for reporting of all credentials, renewals in process, expired credentials, etc., while the dashboard features a quick glimpse into expired credentials and credentials set to expire. Background Screening GIS complete VCM solution has big data capabilities and comes pre-integrated with our background screening program. For more than 50 years, GIS has been known for our industry leading background screening capabilities. The VCM framework can gather all of the necessary vendor company, owner/principal or employee information and the background check is automatically kicked off. The status of an order and the completed reports are accessible directly from the Vendor Management dashboard. Vendor company information can be retrieved from the system by business name, last name, first name, location, etc. GIS VCM (Vendor Credential Management) General Information Services info@geninfo.com www@geninfo.com page 7

8 Some of our most frequently requested vendor company, owner/principal and employee background screening packages include: Company UCC financial statements search Business bankruptcy search Secretary of State registry search Fictitious business search Business license search Business insurance verification Employees SSN Validation Name & Address History GIS KwikScreen County & Federal Searches Professional or Trade license search License verification Owners/Principals SSN Validation Name & Address History GIS KwikScreen County & Federal Searches Bankruptcy, Fed/State tax liens Additional available services include: Vendor Business Services Bankruptcy Records Business Insurance Verification Business License Search Business References Civil Litigation Credit Reports Fictitious business search Media Searches Real Property Regulatory Searches Secretary of State business filings Specially Designated National or Terrorist Lists UCC Liens Vendor Individual Subject Services Bankruptcy Reports Civil Suits & Judgments Upper County Civil Suits & Judgments Lower County Civil Suits & Judgments Federal Credit History Consumer Criminal History County Criminal History Statewide Criminal History Federal Drug and Alcohol Testing Education Verification Employment Verification Fingerprinting International Screening Services KwikScreen National Criminal Database (includes DEA, OIG, etc.) Media Searches Motor Vehicle Record (MVR) Name & Address History National Security/Terrorist Watch Lists National Wants and Warrants Professional License/Credential Verification Reference Checks Sex Offender Registry Social Security Number Validation Workers Compensation Incidents GIS VCM (Vendor Credential Management) General Information Services page 8

9 VCM Implementation Plan All GIS Implementations follow Project Management Institute (PMI) standards for the management of the overall project. Working with the customer s project coordinator/manager, the GIS Project Manager will draft the mutually agreed upon project plan. The Project Manager will manage the project plan, host weekly status meetings, and manage the project s risk and issue logs. Software used in the project will include Microsoft Project, Excel, Word, PowerPoint, Visio, and Adobe Acrobat. GIS practices a proven implementation methodology consisting of the five phase approach described below. We have found that this method helps us to establish a solid project flow that delivers on time, high-quality implementations. The Implementation phase is key to meeting the customer s expectations when it comes to producing a high Return on Investment and meeting Key Performance Indicators. By adhering to industry best practices and proven implementation methods, GIS delivers quality that enables our customers to meet their hiring goals. Implementation Phase Overview 1. Discovery a. Project Chartering b. Goal Setting c. Business Process Mapping d. Project Planning (Project Plan, Deliverables, etc.) e. Project Scope f. Ongoing Project Communication and Governance 2. Design a. Deliverable(s) Submission b. Change Management c. Data Mapping 3. Configuration a. System Configuration b. Data Upload c. Integration Builds d. Staging Site Delivery 4. Testing/Training a. Testing i. Functional Testing (Including Integrated Systems Test) ii. User Acceptance Testing iii. Staging Signoff b. Training i. User Training ii. Documentation Distribution 5. Rollout a. Move to Production Environment b. Execute Cutover Scripts c. Transfer to Ongoing Support Model GIS VCM (Vendor Credential Management) General Information Services info@geninfo.com www@geninfo.com page 9

10 Implementation Phase Details Each new customer is assigned a dedicated Implementation Consultant to guide them through the Implementation process. Our Implementation Consultants are the best and brightest from the human capital market and deliver highquality implementations by adhering to sound implementation methodologies and project management principles. Implementations can typically take anywhere from 1-5 months to complete. This timeframe is based on a mutually agreed upon implementation project plan. Phase One Discovery The first phase on the implementation is the Discovery phase. The primary purpose of this phase is for learning and planning. Your dedicated Implementation Consultant, there to guide you through the Implementation process, will seek to learn about the customer and their processes to better strategize on how the Vendor Credential Management Framework can most effectively be implemented in the customer s operations. During the Discovery phase, the Implementation Consultant will conduct a 2 day project kick-off session with the customer. During that session, the participants will participate in a project chartering session, business process mapping exercise, goal setting exercises, project planning (including project governance and communication), and a project team enablement exercise. Phase Two Design The second phase of the implementation is the Design phase. During the design phase, the Implementation Consultant will work with the customer to design how the system will be configured. The customer will be required to complete a series of deliverable worksheets to configure the system. Throughout the Design phase, the Implementation Consultant will work with the customer making them aware of the pros and cons of configuring the system one way or another while keeping in mind the goals they are looking to accomplish and the pain points they are looking to relieve. During the design phase, the Implementation Consultant will also perform a Change Management session with the customer. Phase Three Configuration The third phase of the implementation is the Configuration phase. Upon receiving the design deliverables, the Implementation Consultant will then take those documents and configure the system to the customer s specifications. Upon completion, the customer will be delivered a staging or testing site. This site will be used for user acceptance testing, user training, and will be available postimplementation for your use. Phase Four Testing/Training The fourth phase of the implementation is the testing/training phase. During this phase, the customer will conduct testing per the test plan. Testers will execute test scripts created by the project team to ensure the system is functioning properly and that it ultimately compliments the business process. The Implementation Consultant will work very closely with the testing team; managing the issues log and ensuring that all issues are resolved in a timely manner. Upon successful completion of testing, the customer will sign-off that the system has been configured to their specifications. Phase Five Rollout The fifth and final phase of the implementation is rollout. During this final phase, the Implementation Consultant will ensure the production site is ready and will work with the training coordinator to ensure all users are trained and that the appropriate documentation has been distributed. The Implementation Consultant will then guide the customer through the cutover scripts and assist with golive questions or issues. GIS VCM (Vendor Credential Management) General Information Services info@geninfo.com www@geninfo.com page 10