Approved List Management
The PROMAN database stores data on individual suppliers by various and sufficient criteria to enable an ‘approved list’ to be maintained on an on-going basis, i.e. suppliers can be added to the list, flagged as being ‘approved’, suspended from approved status or ‘rested’, etc. The term supplier is employed here as any organisation that supplies a service via a contract can be monitored, for example building contactors, professional consultants and a variety of vendors.
The vetting criteria include financial details, references, insurances held, health and safety, professional and work related certification. Additional criteria can be specified by the use of user definable fields so that ‘local’ parameters can be accommodated and monitored.
The aim is to facilitate the vetting process so that the sub-set of approved suppliers is continuously monitored and that accuracy is maintained.
In addition to the suppliers carrying an approval status, they are also qualified by virtue of work type, value banding and geographical criteria so that a full supplier/project matching process can take place.
The work types (and their value bands) are user definable so any type of supplier can be registered, (including professions and suppliers), and their usage monitored.
Prospective suppliers can submit their details into PROMAN in a controlled way via an optional on-line ‘Web’ Questionnaire. The data entered by suppliers is held in the PROMAN database in a secure area separate from the vetted data; the data can then be validated by the approved list team and if approved can be transferred into the vetted data area by the click of a button thus avoiding the need for re-keying of data or a separate import process. This process both assists economy of effort and data integrity.
Probity Issues
- audit and management access
A key aspect of probity in the overview of the contract letting procedure is the visibility of key information to those tasked with the monitoring and audit processes whilst at the same time providing a data environment that is secure. PROMAN can assist here by making information easily available for ad hoc access via its web interface. Monitoring can take place in an environment that can ensure access when required, i.e. regular or on an ad-hoc basis to suit the user and the circumstances.
The type of information that can be monitored includes:
- Contract placement
- The current and previous usage of suppliers (contractors etc.)
- Tender and contract dates, contract durations
- Cost levels
The integration of this information facilitates the provision of a contracts register for scrutiny by management and by audit officers. Web access can extend this access to members and the public.