Vendor Management

Vendor Management

Tracking vendor relationships is critical to every organization. It becomes difficult when vendor information is located in multiple systems, tracked in spreadsheets or may just not be available. A vendor management solution allows users to interact with vendor information, contract details, vendor ratings, performance management, incident tracking, related documents as well as notes and task scheduling in one central location. With this type of solution, companies can standardize vendor sourcing, monitor issues and report on vendor compliance and performance. Many ERP systems have vendor management capability but often is too cumbersome to set up or use and user licensing may be too expensive. With OnBase WorkView, vendor management is point and click configurable, is in a user-friendly and updated interface and can update your system of record seamlessly.

Standardizes vendor sourcing and improves decision-making

OnBase formalizes the vendor request and sourcing process to improve onboarding and ensures the right data and documents are collected up front. Employees complete self-service request forms that the solution automatically routes for approval, eliminating inefficient email and phone call requests. Throughout sourcing and selection, OnBase identifies missing critical vendor details and documents such as missing proof of insurance. The system can automatically notify vendors to provide required documentation, allowing personnel to collect all needed content. A complete record helps mitigate risk of financial and civil penalties or potential reputational damage.

Maximizes vendor relationships

With OnBase, authorized personnel interact with all vendor information throughout the entire relationship — including key data, conversations and supporting documents like bank verifications and risk assessments. This secure, central access to information and supporting content eliminates information silos and time wasted switching between applications.
OnBase integrates with your accounting ERP system of record, displaying vendor service or product data alongside the document content in OnBase. Staff can easily locate vendor information by searching for key terms, such as vendor name, location or notes added to the file — enabling them to make smarter buying decisions. OnBase also streamlines vendor contract management, providing easy access to contracts and enabling personnel to track key terms and proactively manage milestones. Staff can upload draft contracts directly into OnBase from an email attachment in Outlook, automatically associating them with correct vendor records. The solution automatically tracks contract expirations and auto-renewals and instantly notifies appropriate personnel. This minimizes missed expirations and equips staff to review relationships to ensure they continue to provide value. Additionally, the contact details can be used for invoice matching to make sure invoices received do not fall out of tolerance of the structure and parameters of the contract.

Reduces risk through increased visibility and vendor governance

With OnBase, organizations continually evaluate the quality of services or products provided by each vendor, enabling personnel to generate vendor scorecards and graphical performance reports on the fly. They can also record feedback or incidents, complete vendor evaluations and track preferred vendors by determining when the use of special pricing and quantity discounts is most appropriate. This creates a combined knowledge base that supports future purchase decisions and drives discussions on whether or not to maintain specific vendor relationships.

Searching and finding data is very easy using the constrained and ad-hoc searches. Vendor records can have parent-child relationships with objects like contacts, products, incidents, notes, tasks and contracts.

Once a vendor or supporting object is being viewed and worked on, users are given access to different tools depending on their security level. Below are some of the capabilities available to the users from the ribbon bar or right click options.

  • Subscribe to object which notifies user(s) upon modification of the object
  • Send a link for the object via email
  • View the history of the object detailing all actions with data and time stamps
  • View associated documents
  • Initiate any eForms to start workflows
  • Compose template documents with mail merged data from the object
  • Upload electronic document or scan a paper document and relate it to the object
  • Initiate collaboration discussion
  • Print or fax the object details

Please give us a call if we can help you evaluate our vendor management solution to see if it meets your needs. The solution described above is the entire picture, but this can be implemented in pieces or on a smaller scale based on your requirements.

If you are a prospective customer, please email info@allstarss.com or call 860-613-1500 x670. If you are an existing customer, please contact Tim Cronin of the Solution Management Group at 860-613-1500 x612 or tcronin@allstarss.com.

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