Vendor Management v4.3 For Passageways Portal Framework

Transcription

1 Vendor Management v4.3 For Passageways Portal Framework Vendor management module allows your organization to take a comprehensive view of your vendor relationships and organize that information for easy access and compliance Win Hentschel Blvd. West Lafayette, IN support@passageways.com

2 Contents Section 1. Overview... 1 Section 2. The Module Properties... 1 Section 3. Managing Vendor Categories... 2 A. Adding a New Vendor Category... 2 B. Editing a Vendor Category... 3 C. Deleting a Vendor Category... 3 Section 4. Managing Vendors... 4 A. Adding a New Vendor B. Editing a Vendor... 5 C. Deleting a Vendor... 5 D. Importing Vendors... 6 Section 5. Managing Permissions... 8 A. Managing Permissions by Vendor... 8 B. Managing Permissions by User/Role... 9 C. Managing User/Role for a Specific Permissions Section 6. Managing Vendor Fields A. Creating a New Custom Vendor Field B. Editing a Custom Vendor Field C. Deleting a Custom Vendor Field Section 7. Managing Risk Classifications A. Creating a Vendor Risk Classification B. Editing a Vendor Risk Classification C. Creating a Risk Classification Checklist D. Editing a Risk Category Checklist Item E. Deleting a Risk Category Checklist Item Section 8. Managing the Scorecard Template A. Creating a New Scorecard Template B. Editing a New Scorecard Question Section 9. Manage Alerts Section 10. The Vendor Snapshot... 16

3 A. Assigning the Risk Classification with the Scorecard B. Assigning the Risk Classifications without the Scorecard C. Editing Vendor Information D. Adding Vendor Contacts E. Related Vendors F. Editing Additional Information G. Commenting H. Managing Relationship Managers I. Updating a Risk Checklist J. Archiving a Risk Checklist K. Managing Risk Assessment L. Managing Contacts M. Adding Additional Documents N. Viewing Important Dates O. Adding Notes Section 11. My Vendors Island A. My Vendors B. My Pending Checklist Items C. My Important Dates D. My Risk Mitigation Steps Section 12. Browse Vendors Island Section 13. Vendors Report A. Vendor Summary Report B. Incomplete Checklist Report C. Vendor Assessment Report D. Scorecard Report E. Benchmark Spending Report F. Vendor Additional Information Report Appendix I: Setting up Vendor Management Appendix II: Field Type and Properties... 34

4 Watch for Alert Icons: Helpful tips and hints Additional important information

5 Section 1. Overview The module keeps track of all vendors in one secure location for any organization. The Vendor Management Module provides an intuitive method to store vendors and vendor contacts in a simple, organized rolodex. It allows for easy vendor due diligence by compliance and audit staff by creating and assigning custom risk categories and individual renewal dates to all vendors. This module gives an organization a one-stop solution to stay up to date on all of its vendors, related documents and compliance status. Section 2. Managing Vendor Categories The Manage Vendor Categories Tool allows you to create a list of category names that can help organize your company s vendor list. You can create as many categories as needed with specialized Administrators. The Category Administrators are the only individuals who can add vendors to the Manage Vendors list that fit into the particular category. Creating a list of Vendor Categories should be your first step in creating a list of vendors. A. Adding a New Vendor Category 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Vendor Categories; 4. Click New Category; 5. Type Category Name (required); 6. Type Description; 7. Choose users that can add/edit vendors in this category; 8. Click OK Vendor Management 1

6 B. Editing a Vendor Category Vendor category names, descriptions, and administrators can be edited at any time. 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Vendor Categories; 4. Click Edit 5. Edit any of the information; 6. Click OK C. Deleting a Vendor Category Vendor category names, descriptions, and administrators can be deleted at any time. 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Vendor Categories; 4. Click Delete; 5. Click OK Make sure that you do not have any vendor contacts in a category before you delete a vendor category. Deleting a category will delete all of the vendors in that category. To remove a vendor from a category, have the user who has the permission EditProfileInfo for the vendor edit the category using the Manage Vendors Tool. 2 Vendor Management

7 Section 3. Managing Vendors The Manage Vendor Module Tool allows you to maintain the list of available vendors, input information about vendors, create Review Reminders, and assign Relationship Managers to vendors. The vendor list can be sorted by clicking on the headings Company, Category, or Active. A. Adding a New Vendor 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Vendors; 4. Click New Vendor; 5. Choose a Category (required, see page 1 for more information); 6. Type Company Name (required); 7. In the Review Reminders tab, set the First Reminder date (required); 8. In the Relationship Managers tab, choose Relationship Manager(s) (required); 9. Fill in all the available information about the Vendor; 10. Click Add Vendor; 11. Choose a Permission set; 12. Choose Users for that Permission; 13. Choose a different Permission (optional); 14. Click Switch; 15. Repeat steps as needed; 16. Click OK If you are not a Relationship Manager for a particular Vendor and a Category Administrator that a Vendor is listed in, that specific Vendor will not be visible in the Manage Vendors list. Vendor Management 3

8 B. Editing a Vendor By using the Manage Vendors tool a person that has the proper permissions can edit a Vendor s information. 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Vendors; 4. Click a Company Name; 5. Edit any of the information; 6. Click Update Vendor C. Deleting a Vendor At any time a user who can view a vendor in the Manage Vendors list can delete that vendor. 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Vendors; 4. Click Delete; 5. Click OK Instead of deleting a Vendor and removing information forever, you may want to just deactivate them. When a vendor is deactivated, the vendor s information remains on the Manage Vendors list, but is not accessible through the Portal Islands. 4 Vendor Management

9 D. Importing Vendors The Manage Vendors Tool allows you to import a listing of Vendors and their information using a pre-created comma separated template. 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Vendors; 4. Click Import Vendors; 5. Click Download Sample CSV File; 6. Open the sample.csv template; 7. Delete all the text EXCEPT the column header text, see example on right; 8. Enter in all Vendor information, Category and Vendor Name are required for each Vendor; 9. Save the file; 10. From the Import Vendors page, click Browse...; 11. Click on the saved file as a.csv file; 12. Click Import When Importing Vendors there are a few important thing to remember: Do not use commas in the import text. The import is a comma separated value file. Additional commas will throw your data off. Make sure your data contains no carriage returns as this will throw your data off. Make sure if you use a Category multiple times, that the uses of the Category are identical, ie same case, same spacing, same spelling. Vendor Names must be unique. If you have multiple vendors that share the same name, possibly differentiate them with a (parenthesis) description. Do not leave any blank rows between Vendors. An import will not override current Vendor information. This allows for either multiple imports or manual Vendor entry to coincide an import. An import will not override Vendors with the same name. If already have a Vendor s information entered into Vendor Management, but want the import to override that information, delete the Vendor before the import. The person who does the import will be the default Relationship Manager. To edit this or any of the Vendor information, you must have the proper permissions from the Manage Permission Tool, see page 7. Vendor Management 5

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11 Section 4. Managing Permissions The Manage Permissions Tool allows you to control which users and/or roles have access to change a Vendor s information using either the Manage Vendors Tool or the islands. This tool allows you to manage these permissions by Vendor, User/Role, or Specific Permission. A. Managing Permissions by Vendor 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Permissions; 4. Choose Manage Permissions by Vendor; 5. Click OK; 6. Choose a Vendor; 7. Click OK; 8. Choose a Permission; 9. Click OK; 10. Select Users and/or Roles; 11. Click Save Permissions; 12. Choose a different Permission; 13. Click Switch; 14. Repeat steps as desired; 15. Click Save Permissions When choosing Permissions remember the -All Permissions- option to give a user or role all the permissions for a chosen Vendor. Vendor Management 7

12 B. Managing Permissions by User/Role 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Permissions; 4. Choose Manage Permissions by User/Role; 5. Click OK; 6. Select a User or Role; 7. Click Next; 8. Select the specific permissions; 9. Click Finish; 10. Click OK When choosing Permissions if you check the Vendor Categories box all of the permissions for every vendor will be granted to the choose user or role. 8 Vendor Management

13 C. Managing Users/Roles for a Specific Permission 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Permissions; 4. Choose Manage Users/Roles for a Specific Permission; 5. Click OK; 6. Choose a Permission; 7. Click OK; 8. Click New Permission; 9. Choose a Vendor; 10. Click OK; 11. Choose Users and/or Roles; 12. Click OK; 13. Click OK; 14. Click OK Vendor Management 9

14 Section 5. Managing Vendor Fields The Manage Vendor Fields Tool allows you to add additional fields to capture information about Vendors. These Custom Fields will show in ever Vendor s profile under the Additional Information tab in the Vendor s Snapshot. A. Creating a New Custom Vendor Field 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Vendor Fields; 4. Click New Field; 5. Add Field Properties; 6. Click OK B. Editing a Custom Vendor Field 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Vendor Fields; 4. Click Edit; 5. Edit the Field Properties; 6. Click OK C. Deleting a Custom Vendor Field Custom fields can be deleted at any time. Be careful though, any Vendor information that has been entered into the Custom Field for all Vendors will be deleted permanently. 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Vendor Fields; 4. Click Delete; 5. Edit the Field Properties; 6. Click OK For more information on the Custom Field Properties, see Appendix 1 10 Vendor Management

15 Section 6. Manage Risk Classifications The Manage Risk Classifications tool allows you to create risk management categories that vendors can be placed into. Checklists for these categories can also be created that allow for risk management personnel make sure vendors meet company requirements. If using the Calculate Risk Classifications by Scorecard, see page 1, you can define the Scorecard Weight Range of the Risk Classification. A. Creating a Vendor Risk Classification 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Risk Classification; 4. Click New Risk Category; 5. Type Name (required); 6. Type Description; 7. Type Minimum Point Value (if Calculate Risk Classifications by Scorecard is checked); 8. Type Maximum Point Value (if Calculate Risk Classifications by Scorecard is checked); 9. Click OK B. Editing a Vendor Risk Classification 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Risk Classifications; 4. Click desired Name; 5. Edit Name; 6. Edit Description; 7. Edit Minimum Point Value (if Calculate Risk Classifications by Scorecard is checked); 8. Edit Maximum Point Value (if Calculate Risk Classifications by Scorecard is checked); 9. Click Update Vendor Management 11

16 C. Creating a Risk Classifications Checklist 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Risk Classifications; 4. Click Edit Checklist; 5. Click Add; 6. Type Name (required); 7. Type Description; 8. Check Is Checklist Item Required (optional); 9. Check Is Document Upload Required (optional); 10. Click Add; 11. Repeat steps 5-10 as needed; 12. Click Close D. Editing a Risk Category Checklist Item 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Risk Classifications; 4. Click Edit Checklist; 5. Click Edit; 6. Edit Name (required); 7. Edit Description; 8. Check Is Checklist Item Required (optional); 9. Check Is Document Upload Required (optional); 10. Click Update; 11. Repeat steps 5-10 as needed; 12. Click Close E. Deleting a Risk Category Checklist Item 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Risk Classifications; 4. Click Edit Checklist; 5. Click Delete; 6. Click OK; 7. Repeat steps 5-6 as needed; 8. Click Close 12 Vendor Management

17 Section 7. Manage Scorecard Template The Manage Scorecard Template tool allows you to create a template to determine the risk classification category for a vendor automatically. You can create as many questions as needed. Each question can have a variety of answers. Each answer is assigned a weight measured in a numeric value. The numeric value is totaled and based on the Scorecard Weight Range of a Risk Classification, a Vendor will be automatically placed into a Risk Classification. If this feature is not functioning, please contact your Passageways Support Representative, the EnableScorecard Module property must be set to True. A. Creating a New Scorecard Question 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Risk Classification; 4. Click New Scorecard Question; 5. Type Question; 6. Click OK; 7. Click Add Answers; 8. Type Answer; 9. Type Weight; 10. Click OK; 11. Click Add Another Answer; 12. Type Answer; 13. Type Weight; 14. Repeat steps as desired; B. Editing a New Scorecard Question 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Risk Classification; 4. Click the desired Question; 5. Edit Question; 6. Edit desired Answers; 7. Edit desired Weight; 8. Click Delete for desired Answers; For Additional answers 1. Click add more answers; 2. Type Answer; 3. Type Weight; 4. Click OK; 5. Repeat steps 1-4 as desired; 6. Click Return to Scorecard Scorecard Templates can be exported and sent to other Passageways Vendor Management users where they can then important the template. Vendor Management 13

18 Section 8. Manage Alerts The Manage Alerts Tool allows you to view all of the alerts that will be sent out of Vendor Management. If you are upgrading from a previous version of Vendor Management, this tool will also convert your information into the new alert system. Upgrading a your alerts from a previous version of Vendor Management This only need to be run once and only if you are upgrading from a version of Vendor Management before version 4.2. If it is run unnecessarily no data will be harmed. After running the conversion, any contract or Vendor Alert Status listed as Ready to Be Schedule will be converted to Working Correctly. Any Alert Status listed as Requires Manual Correction will need you to go to that vendor to enter an alert date. 1. Click Module Tools; 2. Click Vendor Management; 3. Click Manage Alerts; 4. Click Schedule Alerts 14 Vendor Management

19 Section 9. The Vendor Snapshot The Vendor Snapshot displays a Vendor s information. By default, the Snapshot is read only. If a user has the proper permissions assigned to them they can update Vendor details and information. A. Assigning the Risk Classification with the Scorecard To assign a Risk Classification using the Scorecard two conditions must be met. First the Scorecard option must be checked, see page 13. Second, you must have the AssignRiskClassfication permission assigned to you for the Vendor, see page 7. From the Vendor s Snapshot: 1. Click Edit Risk Classification; 2. Choose Answers for all of the Questions; 3. Click OK; 4. Click Confirm and Save; 5. Click OK B. Assigning the Risk Classification without the Scorecard To assign a Risk Classification without using the Scorecard two conditions must be met. First the Scorecard option must not be checked, see page 13. Second, you must have the AssignRiskClassfication permission assigned to you for the Vendor, see page 7. From the Vendor s Snapshot: 1. Click Edit Risk Classification; 2. Choose Risk Classification; 3. Click Apply to all Sub-Vendors (optional); 4. Click OK; 5. Click OK Vendor Management 15

20 C. Editing Vendor Information Relationship Managers must have the permission EditProfileInfo, see page 7, assigned to them to be able to edit a Vendor s Information. From the Vendor s Snapshot: 1. Click Edit Company Information; 2. Add information and click check; 3. Click to edit information, then to save it; 4. Click to delete information; 5. Click OK In order to save any changes made to the Vendor Information, make sure that you clicked it s corresponding check before clicking OK. 16 Vendor Management

21 D. Adding Vendor Contacts Relationship Managers must have the permission EditProfileInfo, see page 7, assigned to them to be able to add or edit a Vendor s Contacts. From the Vendor s Snapshot: To Edit:: 1. Click the Vendor Contacts tab; 2. Click New Contact; 3. Enter information; 4. Click OK 1. Click the Vendor Contacts tab 2. Click the Edit for the desired Contact; 3. Edit information; 4. Click OK E. Related Vendors The Related Vendors tab shows if a Vendor has a parent company or has any subsidiary organizations that have also been entered into Vendor Management. The only way to edit this information is from the Manage Vendor tool, see page 3. Vendor Management 17

22 F. Editing Additional Information Relationship Managers must have the permission EditProfileInfo, see page 7, assigned to them to be able to edit fields in the Additional Information tab. If you want to add or remove fields from this list, it must be done using the Manage Vendor Fields tool, see page 10. From the Vendor s Snapshot: 1. Click the Additional Information tab; 2. Enter or edit information; 3. Click OK G. Commenting Any user that can access a Vendor s Snapshot will have the ability to view and add Comments about the Vendor. From the Vendor s Snapshot: 1. Click the Comments tab; 2. Type information into the Write a comment field; 3. Click Comment 18 Vendor Management

23 H. Managing Relationship Managers Relationship Managers must have the permission AddRemoveRelationshipManager, see page 7, assigned to them to be able to edit who and who is not a Relationship Manager for a particular Vendor. From the Vendor s Snapshot: 1. Click the Relationship Managers tab; 2. Click Manage Relationship Managers; 3. Add or Remove users; 4. Click OK I. Updating a Risk Checklist A user must have the ViewFullSnapshot permission to view all of the tabs in the lower section of a Vendor s Snapshot. Relationship Managers must have the permission UpdateChecklist, see page 7, assigned to them to be able to update a Vendor s Checklist. From the Vendor s Snapshot: 1. Click the Checklist tab; 2. Click Update Checklist; 3. Click on an Item; 4. Choose an Item Complete status; 5. Type Comments; 6. Click Browse to Upload a file; 7. Click OK; 8. Repeat steps 3-7 as needed; Vendor Management 19

24 J. Archiving a Risk Checklist A user must have the ViewFullSnapshot permission to view all of the tabs in the lower section of a Vendor s Snapshot. Relationship Managers must have the permission UpdateChecklist, see page 7, assigned to them to be able to archive a Vendor s Checklist. Archiving allows you to save a past checklist while making room to complete a new one. From the Vendor s Snapshot: 1. Click the Checklist tab; 2. Click Update Checklist; 3. Click Archive this Checklist; 4. Choose any Items that you wish to Carry Forward as completed to the new Checklist; 5. Type Archive Comments; 6. Click OK; 7. Click OK; 8. Click << Go back to Vendor Snapshot A user with the ViewFullSnapshot permission can view all Archived Checklist Items by clicking the Archived Checklist button on the Checklist tab. 20 Vendor Management

25 K. Managing Risk Assessment The Risk Assessment tab can be used to complete an assessment of any Vendor that your company is currently using to help mitigate risk. By using the Risk Assessment tab a Relationship Manager can update and manage the steps used to complete a Vendor s current Risk Assessment. A user must have the ViewFullSnapshot permission to view all of the tabs in the lower section of a Vendor s Snapshot. Relationship Managers must have the permission AddAssessment, see page 7, assigned to them to be able to use the Risk Assessment tools. Assessment steps can be assigned to any Portal user. Those individuals use the My Mitigation Steps tab in the My Vendors Island, see page 25, to complete the assigned steps. i. Adding Risk Mitigation Steps From the Vendor s Snapshot: 1. Click the Risk Assessment tab; 2. Click New Risk Assessment; 3. Click Browse; 4. Type Comments; 5. Click OK; 6. Click New Risk Mitigation Step; 7. Type Step Name; 8. Choose Assigned To; 9. Choose Due Date; 10. Click OK; 11. Click OK; 12. Repeat steps 6-11 as desired; 13. Click << Go back to vendor snapshot ii. Viewing Risk Mitigation Steps From the Vendor s Snapshot: 1. Click the Risk Assessment tab; 2. Click the desired Risk Assessment; 3. Click the desired Risk Mitigation Step; 4. Make any changes (optional); 5. Click OK; 6. Click OK; 7. Repeat steps 3-6 as desired; 8. Click << Go back to vendor snapshot Vendor Management 21

26 L. Managing Contracts By using the Contract tab, a user can upload contracts and information about contracts into a Vendor s Snapshot. A user must have the ViewFullSnapshot permission to view all of the tabs in the lower section of a Vendor s Snapshot. Relationship Managers must have the permission AddContract, see page 8, assigned to them to be able to add to the Contracts tab. i. Adding a Contract From the Vendor s Snapshot: 1. Click the Contracts tab; 2. Click Add Contract; 3. Type Name (required); 4. Type Details; 5. Click Browse to attach the contract; 6. Type Contract Amount; 7. Type General Ledger statement; 8. Choose Contract Type; 9. Choose Contract Dates (required); 10. Choose Expiration Reminder (required); 11. Choose Renewal/Cancellation Reminder (required); 12. Click OK; 13. Click OK The Expiration Reminder and the Renewal/Cancellation Reminder will be sent as a portal alert to whom ever is the Relationship Manager for that Vendor. Be very aware of the Recurrence Pattern of the reminder to maximize the effectiveness of the Reminder system. 22 Vendor Management

27 ii. Editing a Contract A user with the AddContract permission can also edit any existing contract. This is very useful to edit any mis-entries or to reset the Reminder dates for alerts. From the Vendor s Snapshot: 1. Click the Contracts tab; 2. Click Add Contract; 3. Type Name (required); 4. Type Details; 5. Click Browse to attach the contract; 6. Type Contract Amount; 7. Type General Ledger statement; 8. Choose Contract Type; 9. Choose Contract Dates (required); 10. Choose Expiration Reminder (required); 11. Choose Renewal/Cancellation Reminder (required); 12. Click OK; 13. Click OK M. Adding Additional Documents By using the Additional Documents tab, a Relationship Manager can upload additional files with information into a Vendor s Snapshot. A user must have the ViewFullSnapshot permission to view all of the tabs in the lower section of a Vendor s Snapshot. Relationship Managers must have the permission AddDocuments, see page 7, assigned to them to be able to add to the Additional Documents tab. From the Vendor s Snapshot: 1. Click the Additional Documents tab; 2. Click Add Document; 3. Type Name; 4. Type Comments (optional); 5. Click Browse; 6. Click OK; 7. Click OK Vendor Management 23

28 N. Viewing Important Dates A user must have the ViewFullSnapshot permission to view all of the tabs in the lower section of a Vendor s Snapshot including the Important Dates tab. The dates here are based on the information entered into the Vendor Information tab s Review Date and Contract s tab contract dates. O. Adding Notes A user must have the ViewFullSnapshot permission to view all of the tabs in the lower section of a Vendor s Snapshot including the Notes tab. The Notes tab is a great place to store any additional information that you wish to capture about a Vendor. From the Vendor s Snapshot: 1. Click the Notes tab; 2. Enter or edit information that is in the Rich Text Editor; 3. Click Save 24 Vendor Management

29 Section 10. My Vendors Island The My Vendors Island grants you access to all of the Vendor information that you are responsible for completing or maintaining. There are four tabs in this Island: My Vendors, My Pending Checklist Items, My Important Dates, and My Risk Mitigation Steps. A. My Vendors The My Vendors tab lists all of the Vendors that you have been given the Relationship Manage permission. This tab allows you to view the current status of a Vendor s Risk Management Check List and update the progress of that checklist. By clicking on the Checklist Status you can view, update, or even Archive the Checklist. Also you can click on the name of a Vendor and go directly to that Vendor s snapshot. Vendor Management 25

30 B. My Pending Checklist Items The My Pending Checklist Items tab lists all of the Risk Management Checklist Items that have yet to be completed for all of the Vendors that you are a Relationship Manager. By clicking on the name of the Vendor, you can update that checklist item. C. My Important Dates From the My Important Dates tab, a Relationship Manager can see the list of dates for Risk Management items such as contract expiration and Vendor review date. When you click on a Vendor s name, it will bring you to that Vendor s snapshot. All the dates from the My Important Dates tab can be revised on the Vendor snapshot, but only if you have the proper Permissions that have been granted by the Manage Permissions Tool (see page 7). 26 Vendor Management

31 D. My Risk Mitigation Steps If you have been assigned a mitigation step of a Vendor the My Risk Mitigation Steps tab will display what risk mitigation steps have been assigned to you. You can click on the Step Name and complete the step that has been assigned to you. Vendor Management 27

32 Section 11. Browse Vendors Island The Browse Vendors Island is used to display the contact information for all the vendors that have been entered into the Manage Vendors tool list. If a user has been given permissions using the Manage Permissions tool, they will be able to edit the sections of the Vendors snapshot with those set permissions. 28 Vendor Management

33 Section 12. Vendors Report There are five reports to easily give details on your Vendor status. By default you need to be a Portal Administrator to view these reports. By using the Module Report Security tool a Portal Administrator can grant any portal user access any of the reports. A. Vendor Summary Report The Vendor Summary Report gives the current status of all of your organizations Vendors. This report can be filtered by choosing a dropdown list item and clicking the Apply button to get the specific information you desire. Also you can export this data to a.csv file. B. Incomplete Checklist Report The Incomplete Checklist Report gives the current status of checklist for each Vendor. This report can be filtered by Relationship Manager. Also, you can click on an incomplete checklist to investigate the details of the checklist. Vendor Management 29

34 C. Vendor Assessment Report The Vendor Summary Report gives the current status of all Risk Mitigation steps for each Vendor Assessment This report can be filtered by Risk Category. Also, you can click on the Vendor Assessment date to see the details of the Risk Assessment. D. Scorecard Report The Scorecard Report shows the results of the Vendor Scorecard for each Vendor. E. Benchmark Spending Report The Benchmark Spending Report shows the value of each contract by Vendor. This data can be exported as a.csv file. 30 Vendor Management

35 F. Vendor Additional Information Report This report allows users to pull any data entered into additional custom Vendor Fields. These fields are created using the Manage Vendor Fields Module Tool. Using the filter options you are able to view just a specific vendor or all the vendors in a particular Category. There is also an export to CSV button if you would like to download the results. Vendor Management 31

36 Appendix I : Setting up Vendor Management When you are setting up Vendor Management for the first time, we recommend that you follow these steps: Step 1: Island and Report Access Using the Island Access tool for Vendor Management can be very important for you organization. Your organization will also have to discuss if you want to allow all users to access the Browse Vendors Island and the Vendor Reports. Allowing all users to access to the My Vendors island is not a problem since a user has to be a the Relationship Manager or have a Mitigation Step assigned to them to see any of the Vendor Snapshots. Step 2: Assign Your Module Administrators The Portal Administrator can assign access to Module Administrator Tools. There are six Module Administrator Tools that you can assign to users and roles. The Manage Vendor Categories Tool will be used by people who create and update vendor categories. The Manage Vendors Tool will be used by people who and new vendors and update vendor information. The Manage Permissions Tool will be used by people that set and maintain who has access to view and edit Vendor information in the Vendor s snapshot. The Vendor Fields Tool will be used by people who create and update any additional information fields that need to be created for every Vendor. The Manage Vendor Risk Classifications Tool will be used by people creating and updating the vendors risk categories and due diligence checklists for the corresponding risk categories. The Vendor Scorecard Template Tool will be used by people creating and updating the scorecard to classify the Risk Categories of Vendors. Step 3: Create Your Vendor Categories The Vendor Categories help organize your list of vendors. Also when you create a vendor, one of the steps is to chose the vendor s category. So, if you don t have the categories created, you will not be able to add vendors. Make sure that you assign the proper people as Category Administrators. Your Category Admins are going to be creating and updating vendors from a particular category. If a user isn t listed as a Category Administrator for any Category, they will not be able to create new vendors. Also Category Admins will only be able to view the list of vendors in the Manage Vendors Tool that belong to the particular Categories. In other words, if there are 20 vendors, 5 of which are in the Category called software. I am a Category Administrator only for the software Category, when I go into the Manage Vendors Tool, I will only see the 5 vendors that are in the software Category. 32 Vendor Management

37 Step 4: Addition Vendor Fields Using the Manage Vendor Fields Tool, you can create placeholders in you Vendor snapshots to gather any additional information about your Vendor s as you choose. If you want to have a field that captures a Vendor s emergency contact phone number, use the Manage Vendor Fields Tool to create it. Step 5: Set Your Vendor Permission Permissions allow users to edit existing Vendors. If a user does not have the proper permissions to a Vendor, they will not be allow to make any updates to that Vendor s information. Step 6: Create Your Vendors Having complete Vendor information is important. Make sure that you have at least the critical information such as the vendor s Primary Contact, phone number, and address. It is recommended that you try and fill in as much information as possible. It is better to have that information as available as possible. Step 7: Create Your Risk Categories and Risk Scorecard Risk Categories are traditional requirements that a Vendor has to meet to be associated with your business and how important those Vendors are to your organization. When creating these categories, your Risk Management department should be involved. They will have the proper risk names and checklists that need to be created. Plus if you are using the Scorecard, you can classify the weight of each Category. If you use a series of questions to classify your Risk Categories, use the Manage Scorecard Template to create that questionnaire. That way when it s time to classify your Vendors, the Scorecard will do it for you. Step 8: Starting Using Vendor Management Now you can tell your Vendor Managers to start using the My Vendors Island to populate Vendor information, completing Risk Category Checklists, and maintaining Risk Mitigation. Vendor Management 33

38 Appendix II: Field Types and Properties Here is a list of all the available Custom Vendor Field Types and a description of their properties. A. Check Box The Check Box tool is used by the form creator to create a list of choices and allow users to select or check as many as needed. Property Name Label Name Read-Only Required Default Value Text Align Repeat Direction Repeat Columns Items Property Function Text that will be displayed in front of list of check box options. Text that will be displayed in the field database. Make it the same as the Label field to keep things consistent. Blocks form users from making any edits. Not important here. When marked Yes, users will not be able to save without choosing at least one option from the Items list. A list of values from that Items list can be typed here to make these options checked. Values are separated by pressing the Enter key. Left will place text on the left of the check box. Right will place text on the right of the check box Vertical will list all of the Items in a top down format. Horizontal will list all of the Items in a left to right format. Enter a numeric value to create columns of check list Items. Enter values to list different checkable options users to select. Values are separated by pressing the Enter key. 34 Vendor Management

39 B. Date Picker The Date Picker tool is used to allow users to select a specific date. Users can click on the calendar button to get a quick calendar to select the desired date. Property Name Label Name Read-Only Required Default Value Property Function Text that will be displayed in front of the Date Picker field. Text that will be displayed in the field database. Make it the same as the Label field to keep things consistent. Blocks form users from making any edits. Not important here. When marked Yes, users will not be able to save without choosing a date for the field. A value that will appear in the field as a default. Sets how the date information will be displayed. There are four different options. Short Date: 2/14/2010 Format Long Date: Sunday, February 14, 2010 Month Day: February 14 Year Month: February, 2010 Vendor Management 35

40 C. Date/Time Picker The Date/Time Picker tool is used to allow users to select a specific date. Users can click on the calendar button and the time button to select a desired date and time. Property Name Label Name Read-Only Required Default Value Property Function Text that will be displayed in front of the Date/Time Picker field. Text that will be displayed in the field database. Make it the same as the Label field to keep things consistent. Blocks form users from making any edits. Not important here. When marked Yes, users will not be able to save without choosing a date and time for the field. A value that will appear in the field as a default. Sets how the date information will be displayed. There are four different options. Format Short Date and Time: 2/14/2010 1:00 PM Long Date: Sunday, February 14, :00 PM Month Day: February 14 1:00 PM D. Drop Down List The Drop Down List tool allows form creators to make a list of items that form users will be able to choose one item from the list. Property Name Label Name Read-Only Required Default Value Property Function Text that will be displayed in front of the Drop Down List field. Text that will be displayed in the field database. Make it the same as the Label field to keep things consistent. Blocks form users from making any edits. Not important here. When marked Yes, users will not be able to save without choosing an option from the Items list. A value that will appear in the field as a default. Should be one of the options in the Items list. Items Enter values to list different options users can select. Values are separated by pressing the Enter key. 36 Vendor Management

41 E. List Box The List Box tool allows form creators to make a list of items that form users will be able to choose one or multiple items from the list. Property Name Label Name Read-Only Required Default Value Property Function Text that will be displayed in front of the List Box field. Text that will be displayed in the field database. Make it the same as the Label field to keep things consistent. Blocks form users from making any edits. Not important here. When marked Yes, users will not be able to save without choosing an option from the Items list. A value that will appear in the field as a default. If the Selection Mode option is set at single, should be one of the options in the Items list. If Selection Mode is set at multiple, there can be one or more values from the Items list here separated by pressing the Enter key. Selection Mode Choose to allow form user to either make Single or Multiple choices from the Items list. For users to select multiple items, they must hold their Ctrl key. Items Enter values to list different options users can select. Values are separated by pressing the Enter key. Vendor Management 37

42 F. Masked Text Box The Masked Text Box tool allows form creators to make a customized field to limit the information a user can enter into the field. Property Name Label Name Read-Only Required Default Value Mask Property Function Text that will be displayed on in front of the Masked Text Box. Text that will be displayed in the field database. Make it the same as the Label field to keep things consistent. Blocks form users from making any edits. Not important here. When marked Yes, users will not be able to save without choosing an option from the Items list. A value that will appear in the field as a default. The value should match with the format set by the Mask. A customizable limitation that can be set for users to input data into the field. See Appendix II The options to show mask data in the results of a form. A Literal is text that is inputted into the mask that from users cannot change. A Prompt is an area, usually marked with an underline _, that is a placeholder for form users to enter data. Value Type Text: Will only show the inputted data from a user and non of the literals or prompts. Text with Literals: Will show the inputted data and any literals than have been entered into the mask. Text with Prompt: Will show the inputted data and any uncompleted prompts than have been entered into the mask. Text with Prompt and Literals: Will show the inputted data, any literals, and any uncompleted prompts that have been entered into the mask. 38 Vendor Management

43 G. Phone Number The Phone Number tool allows form creators to make a field for users to enter a phone number. Users will not be able to enter letters, punctuation, special characters, or too many numbers into this field. Property Name Label Name Read-Only Required Default Value Property Function Text that will be displayed in front of the Phone Number field. Text that will be displayed in the field database. Make it the same as the Label field to keep things consistent. Blocks form users from making any edits. Not important here. When marked Yes, users will not be able to save without choosing an option from the Items list. A value that will appear in the field as a default. The value should match with the format set by the other properties. Show Country Code If change to Yes, the place holder - will appear in the field allowing users to input the country code for a phone number. Users will only be able to enter 4 numbers into this area. Show Area Code If change to Yes, the place holder ( ) - will appear in the field allowing users to input the area code for a phone number. Users will only be able to enter 3 numbers into this area. Show Extension If change to Yes, the place holder ext. will appear in the field allowing users to input the extension for a phone number. Users will only be able to enter 4 numbers into this area. Vendor Management 39

44 H. Radio Button The Radio Button tool allows form creators to make a list of available choice where the form users will be able to select a singe option. Property Name Label Name Read-Only Required Default Value Text Align Repeat Direction Repeat Columns Items Property Function Text that will be displayed in front of list of Radio Button options. Text that will be displayed in the field database. Make it the same as the Label field to keep things consistent. Blocks form users from making any edits. Not important here. When marked Yes, users will not be able to save without choosing an option from the Items list. The value from that Items list can be typed here to make these options selected. Left will place text on the left of the radio buttons. Right will place text on the right of the radio buttons. Vertical will list all of the Items in a top down format. Horizontal will list all of the Items in a left to right format. Enter a numeric value to create columns of radio button list Items. Enter values to list different checkable options users to select. Values are separated by pressing the Enter key. I. Social Security Number The Social Security tool allows form creators to have a field that limits form users to enter data in the traditional social security format. The field will have spaces for the 3 numbers, 2 numbers, and then 4 numbers without having to make the user enter any dashes -. Property Name Label Name Read-Only Required Default Value Property Function Text that will be displayed in front of Social Security field. Text that will be displayed in the field database. Make it the same as the Label field to keep things consistent. Blocks form users from making any edits. Not important here. When marked Yes, users will not be able to save without typing in any information. The value from that Items list can be typed here to have a default value in the field. 40 Vendor Management

45 J. Text Box The Text Box tool allows form creators to have a field form users can enter text. Property Name Label Name Read-Only Required Default Value Max Length Rows Text Mode Wrap Property Function Text that will be displayed in front of Text Box field. Text that will be displayed in the field database. Make it the same as the Label field to keep things consistent. Blocks form users from making any edits. Not important here. When marked Yes, users will not be able to save without typing in any information. The value text that will appear in the field. The number of characters, including spaces, that form users will be able to enter into the field. Used in conjunction with the Text Mode: Multiple Line. It is the number of multiple line rows that show in the field. Single Line: A single line for text to be entered. Hitting the Enter key will not create a new line of text. Multiple Line: Used in conjunction with the Rows property to create a field with multiple rows of text. Hitting the Enter key will create a new line of text. Password: Text entered will appear as a dot. Results viewers will see the actual text. Used in conjunction with the Text Mode: Multiple Line. Entered text will not scroll the text box but go to the next line in the field. Vendor Management 41

46 K. Time Picker The Time Picker tool is used to allow users to select a specific time. Users can click on the button to select a desired time. time Property Name Label Name Read-Only Required Default Value Property Function Text that will be displayed in front of the Time Picker field. Text that will be displayed in the field database. Make it the same as the Label field to keep things consistent. Blocks form users from making any edits. Not important here. When marked Yes, users will not be able to save without entering a time into the field. A value that will appear in the field as a default. Sets how the time information will be displayed. There are two different options. Format Short Time: 1:00 PM Long Time: 1:00:00 PM L. User Drop Down List The User Drop Down List tool allows form creators to have a field that form users can select another portal user. This list is populated by the portal user database. Property Name Label Name Read-Only Required Default Value Property Function Text that will be displayed in front of field. Text that will be displayed in the field database. Make it the same as the Label field to keep things consistent. Blocks form users from making any edits. Not important here. When marked Yes, users will not be able to save without typing in any information. The value user that will be displayed. 42 Vendor Management

47 M. Zip Code The Zip Code tool allows form creators to have a field that form users can enter a postal zip code. Property Name Label Name Property Function Text that will be displayed in front of the Zip Code field. Text that will be displayed in the field database. Make it the same as the Label field to keep things consistent. Read-Only Blocks form users from making any edits. Not important here. Required Default Value When marked Yes, users will not be able to save without typing in any information. The value user that will be displayed. Show +4 Code When marked Yes, users will be able to enter the default 5 digit zip code and the 4 digit extension. The field will have a - placeholder. N. Hyperlink The Hyperlink tool allows form creators to have a field that form users can enter a link. Users will enter information into the field and it will change to a clickable link to results views. Property Name Label Name Property Function Text that will be displayed in front of the Hyperlink field. Text that will be displayed in the field database. Make it the same as the Label field to keep things consistent. Read-Only Blocks form users from making any edits. Required Default Value When marked Yes, users will not be able to save without typing in any information. The value user that will be displayed. Vendor Management 43

48 Appendix III: Vendor Manager Permissions Using the Permissions Tool allows you to assign specific permissions to specific users and roles. Here is a list of all of the Permissions and their functions. Permission Name Permission Function AddContract Allows users to manage contracts in a Vendor s Snapshot. A EditProfileInfo AddRemoveRelationshipManager AssignRiskClassification AddAssessment Allows users to edit a Vendor s information either from the Manger Vendor Tool or the Vendor s Snapshot Allows users to add or remove a user from being a Vendor s Relationship Manager either from the Manage Vendor Tool or the Vendor s Snapshot. Allows users to assign a risk classification to a Vendor from the Vendor s Snapshot. Allows users to create a Vendor Assessment to manage a Vendor s Risk Mitigation from the Vendor s Snapshot. A user must also have the ViewFullSnapshot permission. AddDocuments Allows users to manage documents in a Vendor s Snapshot. A UpdateChecklist Allows users to update risk checklists from a Vendor s Snapshot. A user must also have the ViewFullSnapshot permission. ViewFullSnapshot Allows users to view the bottom section of a Vendor s 44 Vendor Management

49 Take Note! Information in this document, including URL and other Internet Web Site references, is subject to change without notice. Unless otherwise noted, the example companies, organizations, products, domain names, addresses, logos, people, places, and events depicted herein are fictitious, and no association with any real company, organization, product, domain name, address, logo, person, place, or event is intended or should be inferred. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Passageways, LLC Passageways, LLC. All rights reserved. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. Last Updated December 2012