Contractor Compliance Management

Add a Contractor to My List.

All contractors on NeXafe have a Compliance Passport with all their compliance information and documents. To assign requirements and access a contractor’s Passport, a collaboration must be activated between your companies. To do so, a company must invite another one and the invitee company must accept the invitation. You can easily invite a contractor that already has is NeXafe Passport or invite one to join NeXafe.

How to do it:

Access Contractors ⇒ Passports

Click the blue Invite Contractors button at the top of the window to invite a contractor.
- The general list of contractors active in NeXafe will appear.
Find the contractor in the list or use the search bar at the top of the window to help you.
Click the blue Invite button at the right end of the contractor row.
- A confirmation window will open. Click Accept to send the invitation.
- A notification for your invite is automatically sent to the contractor.
- The blue Invite button of the selected contractor will turn grey and say Invited.
Once the invitation is approved, the contractor will appear in your Passport list.
- You will then be able to assign the contractor one or more lists of requirements.

Can select several contractors in the list by checking the left checkbox on each contractor’s line.
Once all checked, click the blue Invite button at the top right of the window.

If the contractor is not in the general list, you can send an invite to join NeXafe.

If you can’t find a contractor in the general list, click the blue + Contractor button at the top of the window.
Enter the contractor’s email (make sure you invite the person that will be managing the Passport).
An invitation to create their NeXafe account will be automatically sent to them.
- Once their new account is activated, the contractor will appear in your passport list and you can send them an invitation to collaborate using the steps listed above.
You can track your internal invitation by clicking the dark blue External Invitations button at the top right of your Passports window.

All documents already in the contractor’s Passport that match the requirements you have assigned will automatically be shared with you without any action needed from the contractor.
If a requirement is new to the contractor, they can easily add the necessary information and document to be shared.
In both cases, you will need to approve the required documents (access your pending approvals directly from the menu bar “Approvals” or through the link in your Dashboard).
You can also reject a document if the information is incorrect, and easily add a note to explain what is needed.
- The contractor will automatically be informed that there is a rejected document that must be updated.

Create a requirement list.

A Requirement list is a selection of one or more documents that you require from contractors to validate their compliance and ensure your due diligence.

To create a Requirement list, you select documents from your master list of documents (Documents). The selected documents become requirements and can be of 3 types:

Standard: External documents to your organization (that you add by selecting them from the pre-set NeXafe list).
Specific: Documents specific your organization (that you add directly in the Documents section).
Form: E-form specific to your organization (that you generate with NeXafe’s Form Builder).

How to do it:

Access Contractors ⇒ Requirement Lists

Click the blue + List button at the top of the window.
Name the list (French title is optional).
Click Save.

The update window will open:

You can add a description

You will need to click the blue Save button to register changes made to the title or description, BUT it will close the Requirement List window. If you need to make add or remove items from the list, we suggest that you wait until the changes are made and use the Save button to exit instead of the Exit icon.
If you close the window, simply click the name of the list to reopen the updating window.

To add requirements (or delete from):

Select the item in the scroll down list (shows all items from your Items list not already selected in the current Requirement list).
Click the blue + button to register your selection.
Repeat until your list is complete.
You can click the red Trash Can icon to remove an item from the list.
Changes to the item selection in a list (add or delete) are automatically saved.

You can create as many Requirements lists as you want. Create lists grouping the most common requirements (applying to all), then lists with the most specific requirements. You can then easily assign multiple lists based on a project or subcontractor profile without having to individualise requirements one-by-one to each specific contractor.

Modify or delete a requirement list.

You can modify the name of an existing Requirement list, add/modify the description, add/delete requirements, or delete a list.

How to do it:

Access Contractors ⇒ Requirement Lists

Click the name of the list to open the update window.

Name or description

Modify the content directly in the respective fields.
Click the blue Save button (The window will close. If you also want to modify the requirements, proceed with your modifications first, and afterwards click the blue Save button to exit the window and go back to the Requirement Lists).

Add a requirement

Select the item in the scroll down list (shows all items from your Items list not already selected in the current Requirement list).
Click the blue + button to register your selection.

Delete a requirement

Click the red Trash Can icon on the item row, then confirm.

Delete a requirement list

Delete all requirements from the list.
Once the list is empty, click the red Delete button.

If you modify or delete a requirement list, the changes will automatically affect all contractors the list was assign to.

Assign requirements to a contractor.

Once you have added requirements to one or several Requirement Lists, you must assign the lists to the appropriate contractors to initiate the compliance validation of their required documents.

How to do it:

Access Contractors ⇒ Passports

Check the box beside each contractor you want to assign the same requirements.
Click the blue Assign Requirements button at the top right.
Select one or more Requirement Lists from the drop-down list.
Click Save and a confirmation message will appear for a few seconds.
On the row of the contractor, the number in the blue box under Lists will have increased by the number of lists added (click on the box to see the names of the requirement lists associated with a contractor).
The dot on the contractor’s line will remain red until you have approved all required information and documents.

Validate and approve the documents of a contractor.

A contractor will only be compliant with your requirements once you have approved their submitted information and documents. If you find an error in the information you can reject the document and add a note with instructions. The contractor will then be notified of the error and can make the needed corrections and resubmit the document for approval.

How to do it:

Access Contractors ⇒ Approvals

Click the blue Paper Clip icon to see the attachment of a document to approve.

Note: carefully check the name of the proof document as well as the dates

Click the green check mark “√” to approve a document.
Click the red “X” to reject it.
To approve multiple documents at once:
- Select them using the check boxes.
- Click the blue Approve Selection button.

How to accept an invitation from a contractor?

You must accept a contractor invitation to establish the collaboration, assign requirements, and access his documents.

Access Contractors ⇒ Passports

On the contractor row, flick on the toggle button in the Status column.

Your Dashboard (icon in the side bar menu) indicates if you have pending invitations in the bottom of the Contractor Compliance section. The information is also a dynamic link that you can click to directly access your client list.

Rate your contractors.

You can rate a contractor’s performance using the built-in star rating system (1 to 5 stars). These ratings are exclusive to your organization and not seen by contractors.

How to do it:

Access Contractors ⇒ Passports

On the row of the chosen contractor, click on their name to open the Passport view.
In the Exclusive Information section, select the star rating from the drop-down list and click the Save button.
You can also add an explanation note in the Note box. Press the Save button to register your note.
The number of stars assigned will appear on the contractor line in the Passport list.

The star system is generic. Typically, 1 star = “poor” and 5 stars = “excellent”, but you are free to establish your own scale of meaning.

Add other documents to a contractor's file.

In addition to the requirements that you assign to a contractor’s Passport, you can also add other documents to their file. The documents will not be seen or shared with the contractor.

How to do it:

Access Contractors ⇒ Passports

On the row of the chosen contractor, click on their name to open the Passport view.
Go to the Contractor Documents section at the bottom.

You can create several folders or layers of folders to better organize your documents:

Click the blue Create button.
In the window, click the blue Create Folder button.
Enter the name of the new folder.
Click Save.

To change the name of a folder or delete a folder:

Click the Open Folder icon under the section title.
You will see the folder names in blue.
Click the 3 dots at the right end of a file’s line.
Click Edit to modify the folder name, then confirm.
Click Delete to delete the folder (all documents in the folder will also be deleted), then confirm.

To add a file:

Click on the folder you want to add the document.
Click the blue Create button.
In the window, click the blue Upload file button.
Drag the file into the dotted area or click in the area to open a file selection window.
A confirmation message will appear at the top right once the file is downloaded.
In the folder, the file name will appear and a dynamic link that can be clicked to view the document.

To delete a file:

Click the 3 dots at the right end of a file’s line.
Click Delete then confirm.

Monitor the compliance status of contractors.

You have 3 options to see and track the compliance status of your contractors.

1. With the Dashboard

In the left menu bar, click the Dashboard icon or « X » our logo.

The dashboard boxes display information about requirements that are non-compliant, expired or about to expire, or awaiting approval.
All text in the boxes are dynamic links that you can click to go directly to the items in question.

2. In the Passports section

Access Contractors ⇒ Passports

Click the name of a non-compliant contractor to open the Passport view.
In the Requirements section, you can see the compliance status of each document (same meaning for colours).

3. In the Report section

The available criteria are by: contractors, requirements, compliance status, expiration date, classification score.
You can save a report’s criteria by tapping the blue Floppy disk icon in the top right and naming it.
To generate a report at a later date using the same criteria as a saved report, select the saved report from the Select Favorite Report drop-down list in the top section.

Contractor Compliance Management

Key Actions

Others

Add a Contractor to My List.

How to do it:

Create a requirement list.

How to do it:

Modify or delete a requirement list.

How to do it:

Assign requirements to a contractor.

How to do it:

Validate and approve the documents of a contractor.

How to do it:

How to accept an invitation from a contractor?

Rate your contractors.

How to do it:

Add other documents to a contractor's file.

How to do it:

Monitor the compliance status of contractors.