Manage the companies that provide services to you - your suppliers/contractors. 

Introducing supplier management

✅ Ensure suppliers are verified, certified, eligible to work onsite and meet your health and safety standards.

🔄 Keep track of contracts and action renewals when they are needed.

⚠️ Minimise the back and forth - all supplier documentation is held centrally in the EVA portal. You and your supplier are alerted when there are actions to take.

Supplier management can be standalone or part of EVA Check-in - contact us to enable and help you get set up.

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Supplier management: AI document analysis

 

Supplier processes

Set up one or more supplier processes in EVA Check-in, to help you manage your suppliers.

How to create a supplier process

Create a new supplier process in EVA via the Processes tab on the Suppliers menu.

1. Click +Create supplier process
2. Give your process a name
3. Click Use template on your chosen template to get started

You'll see three templates to choose from.

• The green ticked "Supplier Onboarding Template" is a typical supplier onboarding/approval process, and is a good place to start.
• Use the Empty "Supplier approval" process if you want to start completely from scratch
• Use the Empty "Other" process for a process outside of your supplier approval cycle - eg to invite your suppliers to complete a survey, submit information about a new requirement, or participate in a tender.

Review and customise your supplier process

Click the arrows on the right of the screen to expand any section:

Details

This section includes:

• Expiry (none or 1 year)
• Start process information text - the information shown to an EVA user when they start a supplier process

Supplier types

Modify if you want to set up different processes for different supplier types

Roles

The roles used in this process. 

By default, each supplier process has the following roles:

• Approver: the person(s) from the host company who manages the supplier process and approves suppliers
• Supplier: the contractor/company providing services to the host company on-site, and completing the supplier process

New roles can be created on the main Processes tab

Stages

Stages establish the workflow of a process. Typically there is a gather details stage and one or more approval stages

Edit a stage to:

• change the roles who have access to that stage
• edit templates for the emails sent out to process participants when the stage is started 

Supplier process screens

1. Supplier processes are structured in a similar way to custom processes - with a screen or screens, containing content.
2. Use the arrows on the right to see the contents of a screen
3. Screen content can include text and fields. This is where you can add questions for the supplier to complete, or collect a signature or document upload
4. Click the relevant edit button to make changes
5. You can also reorder screens and content using the arrows on the left

Access to supplier process screens & questions

Screens and individual questions can be set as visible to all supplier types (default), or only visible to specific supplier types.

You can also set access permissions (no access/read only/editable), based on the user's role and the stage in the supplier process.

In the example below, the supplier can edit at the gather details stage, and the approver can edit at the approval stage.

You can also use conditional questions to show/hide a question, based on the answer to a previous question.

 

Approval assessment and scoring

At the bottom of the screen where you set up and edit your supplier process, there is a section called Approval assessment.

 

This is where you specify how a supplier gets approved after completing the process. There are three options:

Manual

An approver must manually approve the supplier, via a checkbox answer

Automatic

Automatically approve if no answers have RED status

Scored

Use this option if you want to apply weighting/scoring to a supplier's answers.

Set a base approval score. A supplier will be automatically approved if their total score is greater than or equal to that value, and no answers have a RED status

How does scoring work?

Each field (question) you set up as part of your supplier process has a scoring section. This allows you to specify what will happen if a question is answered or not.

Templates are set up with the following default scoring. If a question is answered, it gets a 10/green score. If a question is not answered, it gets a 0/red score.

You can change the scoring based on the relative importance of the information requested.

How to set up a new supplier in EVA

Suppliers are the companies/contractors that provide services to you, at your location - eg cleaners, trades, maintenance, catering.

Create new suppliers in EVA via the Suppliers menu.
The Suppliers tab lets you search for, view and edit existing suppliers, as well as add a new supplier.

1. Click +Add supplier

2. Add the supplier name and click Save

3. Add a new contact for your supplier.

• Contacts are the people you work with at your supplier - particularly around the approval process. 
• Each supplier should have at least one contact, with an email address. Typically, they will have the "Supplier" role.
• When creating your contact, you have the option to make them a "Contact manager". This will then allow them to add other contacts from within their organisation.
• When you start an approval process for that supplier, EVA will send an invite to your contacts for that supplier, inviting them to create an EVA account. The account will allow them to log in to the EVA portal and view or action a supplier approval process.
• You can also choose to send an account invite email when you create a new supplier contact:
  

4. Add additional details about your supplier, including address and supplier type, via the Information tab.

5. Click Save to complete your supplier setup. Your new supplier will now appear in your supplier list:

Supplier types

Each supplier has a type. You can use this type to apply a different supplier approval process, or ask different questions. You may wish to collect different information from an electrical contractor compared to a cleaning service provider, for example.

When setting up your supplier, choose supplier type from the existing list.

You can view and edit the list of supplier types, and add new supplier types, via the Types tab.

Tags

Use supplier tags to organise and group your suppliers.

 

Start a supplier approval process

Once you have a supplier approval process set up, you can start to approve your suppliers.

1. In the Suppliers menu, go to the Suppliers tab and find the supplier you'd like to approve
2. Make sure that supplier has contacts, and click the pencil to edit

3. Click Start approval process
4. Select the relevant approval process (if you have more than one) and click Start

5. Your supplier contact will receive an email asking them to complete the approval process
6. When your supplier logs into the EVA portal, they will see they have an action to complete on their Actions list

7. Once they complete the steps in your process, your approver(s) will be notified by email. A pending action will also appear on the approver(s) Actions tab.
8. The approver(s) can review the information submitted, and either approve the supplier or request a revision.
9. If a revision is requested, the supplier is notified by email and will see a revision request in their actions list:

 

10. The supplier can then revise their information as requested, and re-submit for approval.

Supplier management roles

Supplier contacts

• Supplier contacts are assigned the Supplier role
• Supplier contacts can optionally be granted the Contact Manager role. This grants the delegated authority to add other supplier contacts - for example, the staff/subcontractors who would require access to site.
• Add this permission on the supplier contact screen (when creating or editing a supplier contact).

EVA customer contacts

There are two relevant role types for your organisation's EVA Check-in users:

1. Supplier administrator - grants full access to the Suppliers feature. Supplier managers can:

• see the Suppliers menu item
• create and edit suppliers, processes, supplier types
• initiate a supplier process

2. Users who will participate in a supplier process (eg as an approver) need to be granted the relevant supplier process role. 

• Approvers do not need to be supplier administrators to participate in a supplier process
• Supplier administrators do need this additional process role if they are to participate in a supplier process.

These roles can be assigned to users via Account settings > Users in the EVA Check-in portal

EVA Hub

The Hub is a staff portal where anyone can see the list of your suppliers and request a new one.

Staff don't need to be set up as users in EVA Check-in - they just need their Microsoft login to access (or a PIN number).

Set up your Hub here.  

We envision adding more pages to the Hub over time – eg an In/Out board that you can put on a smart TV.