If your business wants to request a new product or service for the Procurement team to review, you should submit a supplier request form. The supplier request form also allows you to track the associated prospective engagements and either identify existing third party suppliers that are available to fulfill the request or request to add a new supplier for evaluation.
Note: Using a supplier request form is optional, as the system still allows you to manage an engagement and contract approval without an associated supplier request form.
The following diagram shows the process of requesting a new product or service:
The order of the steps within each of the following tasks represents one possible way of completing this procedure. The steps can be completed in the order that best suits your business purposes.
User: Any persona who has been granted create rights to the Supplier Request Form application can create a new supplier request form. Ideally, the business would submit a request to the Procurement team.
- In the Supplier Request Form application, the requestor creates a new record and enters a name and description for the product or service. The requestor must also associate a business unit to the request in order to identify the business approval ownership of the request.
- The requestor saves the record.
The record enters advanced workflow.
User: Requestor (The business first line of defense)
- The business provides a budgeted purchase amount and the desired target contract start date.
- The business answers the initial engagement risk questions on the Engagement Assessment tab. These high level risk questions eventually drive which risk categories must be assessed for a prospective engagement.
- Identify any potential suppliers. Do either of the following:
- Select any existing Third Party Profile records.
- If there are no existing suppliers to choose from, you can use the Additional Supplier Request sub-form to request that the Procurement team review and subsequently approve a new supplier in the system.
New suppliers must be added to the system by the Procurement team before they can be considered for evaluation against the supplier request form. Additionally, the business cannot directly add third parties to the catalog (Third Party Profile). Procurement manages and performs maintenance to the catalog to ensure duplicate entries and non-approved third parties are not added inadvertently.
Note: The third party record is available for evaluation only after Procurement changes the status to Third Party Created.
- If known, the business can also assign a specific Procurement Officer.
If the business does not assign a specific Procurement Officer, the system assigns the request to the appropriate procurement group after the record is submitted. An individual from the procurement group must then manually assign the request to the appropriate procurement officer.
- The business submits the request for review by procurement. Once submitted, the Request Submit Date is automatically populated by the system.
User: Procurement Officer
- As the supplier request enters this stage, the assigned Procurement Officer receives a notification indicating he is the assigned officer.
- The Request Status is set to Initial Review.
- The assigned Procurement Officer reviews the details of the request, including initial risk assessment. If the Procurement Officer decides that the initial risk assessment is incorrect or that there are details missing from the request, the officer can reject the request back to the requestor. Ideally, the officer should provide comments describing the rationale for the rejection.
- If there are new proposed third party requests in the Additional Supplier Request section, the Procurement Officer reviews the requests and, based on their findings, does one of the following:
- If the Procurement Officer determines that the proposed third party is not appropriate for the catalog, they reject the request.
- If the Procurement Officer determines that the requested third party should be added to the catalog, anyone in the Procurement Group can do so. The assigned procurement officer then marks the request record with status of Third Party Created and associates that Third Party Profile record to this request.
- If the Procurement Officer determines that the third party already exists in the catalog under a different name, no new Third Party Profile is created. The assigned procurement officer then marks the request record with status of Third Party Created and associates that Third Party Profile record to this request.
Note: If you have configured an optional data feed, the system can automatically collect any Third Party Profile records associated to the sub-form records with a status of Third Party Created and associate those third party records directly to the supplier request form record in the Third Parties To Evaluate cross-reference field. This makes it easier to view and access all third parties eligible for evaluation in one place.
- When the Procurement Officer is satisfied with the request and determines that it is now appropriate to start the evaluation of prospective engagements based on the selected Third Parties to Evaluate, the officer initiates the engagement evaluation step.
Procurement or the business can create prospective engagement(s) and associate them to a supplier request form. Ideally, one engagement should be created for each third party that should be evaluated for the request.
The overall use case process now moves to the Engagement and Contract workflows. In the supplier request form, the Request Status is set to Risk Analysis, and the supplier request form process now waits on at least one associated engagement and contract that is ready for approval.
RSA Archer 6.5