The Vendor Qualification System (VQS) is a software suite that enables engineering firms or other procurement organizations to review suppliers, allowing those suppliers to apply for qualification to provide their product offerings.

This suite of applications can be routed through a third-party security system, and is suited for a compliance review, ensuring adherence to compliance standards.

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VQS establishes an environment of transparency for both Buyers and Suppliers, focusing on efficiency and industry best practices. The solution is scalable, and can be utilized by any number of different business units responsible for the procurement of products or services from third-parties.

 Features

Features

  • Web-based Modules: Accessible from a unique and secure URL.
  • Support for Distinct Business Units: With specific credentials granted for varying Use Cases, the system can incorporate several business units that contribute to the Procurement process.
  • Mobile Site Inspections: Mobile Validity is designed to support thousands of mobile workers. Required inspections can be dispatched from the VQS, with immediate synchronization between the web portal and mobile devices.
  • Geographic Map-Based Searches: Supplier information is geo-tagged and viewable through a map interface for ease of identification and location.
  • Cutting-Edge Security Screening: All Supplier applications can be routed through a third-party security screening before reaching Compliance Managers, leveraging Warshaw Group’s APIs to integrate with complementary solutions.
  • Supplier/Management Visibility: Clients enjoy increased transparency and communication between Supplier representatives and internal management teams, ensuring all parties are reconciled and can continue to actively engage in the Procurement process.
  • Auditing and Tracking Audits: are performed on all actions that affect the process moving forward, with records of the actions and their owners listed and made available.
  • Reporting and Analysis Reports: can be exported to Excel or other quantitative tools for comprehensive data viewing and analysis.

Buyers & Contacts

  • Users can view completed Supplier Site Applications, along with the screening results of the third-party security check, if applicable. This facilitates the management of Supplier Site Applications that have failed compliance checks as part of the Qualification Process.
  • Buyers access the available product offerings via the Product Search grid, which displays Supplier location information filterable at the Product level. The results are configurable, from summary views down to a granular level of detail, and can be consolidated into comprehensive lists and exports.
  • The VQS reconciles the Supplier Representative information and Supplier Site Application data. Users can view Contacts associated with a Supplier Site Application as well as their company and site information, with the Application itself viewable from the Grid.

Suppliers

The system consists of a series of modules that communicate to enable seamless operations across business units.

  • Supplier Representatives are linked to Parent Company Accounts. The Supplier Representative may register his Parent Company and Apply for individual Supplier Site-level qualification.
  • After Account setup, the Supplier navigates through the Supplier Site Qualification Application. A Representative submits Supplier Site information for review, and only those that pass the screening are deemed Qualified and made available for Procurement.
  • Registered Suppliers can view and manage their applications, product offerings and qualification status within the Representative Profile Screen. A Representative Profile enables viewing of submitted Application statuses along with actions and details about the account as a whole, including alerts, status changes, notice of required updates, and more.
  • Users can view completed Supplier Site Applications, along with the screening results of the third-party security check, if applicable. This facilitates the management of Supplier Site Applications that have failed compliance checks as part of the Qualification Process.
  • Buyers access the available product offerings via the Product Search grid, which displays Supplier location information filterable at the Product level. The results are configurable, from summary views down to a granular level of detail, and can be consolidated into comprehensive lists and exports.
  • The VQS reconciles the Supplier Representative information and Supplier Site Application data. Users can view Contacts associated with a Supplier Site Application as well as their company and site information, with the Application itself viewable from the Grid.

Inspectors

With VQS, inspections of existing or potential Supplier sites can be dispatched and tracked. Field inspectors gather data at Supplier sites using Mobile Validity on mobile devices. The System uploads inspection reports, aggregating data from those mobile inspections for analysis, increasing data visibility. These reports, along with the Suppliers' submitted data, are made available to Procurement employees and enable informed decision- making on a project basis.

VQS is enabling Suppliers to apply for qualification to provide their product offerings to engineering firms or other procurement organizations. Take control of your business with Vendor Qualification System.

To see a demonstration, contact us.

To learn about our client’s successes with the Vendor Qualification System, read our success stories.