Guckenheimer

DOCUWARE-VENDOR SETUP FORM INSTRUCTIONS

Before you begin:

This explains the process for filing out and submitting a request to set up a new vendor, or to make changes to an existing vendor record using DocuWare.

Before attempting to fill out the Vendor Setup Form, there are a few important considerations.

1. Your first step should be to read the governing policies-Vendor Setup Policy and Purchasing Policy.

2. The next step should be to check if there is an existing vendor in our ISS Preferred Vendor Network who can provide the product or service. Use of preferred vendors provides a number of financial and operational benefits for ISS and our clients.

a)   To do this, check the Preferred Vendor listing on Pulse at the location on this slide (https://issglobal1.sharepoint.com/sites/NAM-Finance). If so, you may be able to proceed directly to creating a JD Edwards Purchase Order. Contact the appropriate category manager, also listed in Pulse, if you have questions about the use of this vendor.

3. Next, check if the vendor you are attempting to set up already exists in the JD Edwards system? If so, please reach out to Leslie Moschella to get the proper contract documents in place. Once she approves, proceed with a purchase order by referencing their vendor code.

If you still need to set up a vendor, please continue with the Vendor Set-Up Form. Please remember that vendors should not be allowed to proceed with work without proper authorization. In the case of a new vendor, ISS policies and the set up process are designed to ensure proper risk assessment and due diligence are performed. They also reinforce best practices and ensure business results are met. ISS policies also address exceptions in the case of valid emergencies.

PROCESSING THE NEW VENDOR SETUP FORM THROUGH DOCUWARE

(LOCATION: Pulse>Eforms>Procurement>Vendor Setup)

(Screen prints are under each section)

You will need the following:

1. A W9 from the vendor-MUST BE SIGNED AND DATED IN CURRENT YEAR
2. A COI from the vendor-based on the attached requirements
3. If applicable (Docuware will tell you) HSE Pre-Qual form-please see last page for HSE process
4. All BASE work will need scope and pricing (this is for re-occurring services)

GENERAL INFORMATION SECTION

1. You will need to select if you want to “set up new vendor” or “change existing vendor”

• “Set up” is that you’re setting up a new vendor or supplier in JDE.
• A change would mean you are changing the details for an existing vendor, such as the tax ID, contact information or any other changes.

2. What type of vendor? Supplier (Goods Only-no services), Subcontractor or one of the other vendor type that applies. Please remember that anyone that provides a service is a Subcontractor regardless if they are also providing goods.

3. What is the nature of the work being performed? Please select the appropriate Scope of Work/Service classification for this vendor AS WELL AS DETAILS IN THE COMMENT SECTION.

4. Services performed selection you’ll need to understand the difference between “Base versus Above Base”.  Base work (Fixed) is a part of the basic contract and ISS is responsible for this scope. Above Base is any work that is not part of the customer contract (extra services) and the cost for the work will be billed separately back to the customer on a purchase order.

5. Service Start is the date you’ll have the vendor on the site.

6. The ISS DISTRICT number is the 6-digit code associated with your business unit in ISS.

7. Is this vendor replacing an existing vendor? If yes, you will need to identify the vendor number and name that is being replaced.

• If the continue button did not pop up, please review any items still highlighted in red.
• Once all data is entered and all sections are highlighted green, the continue button will pop up, allowing you to move to the next phase of the form.

(COI) CERTIFICATE OF INSURANCE AND (HSE) HEATH, SAFETY & ENVIRONMENTAL SECTION

You will be prompted to attach required documents.

8. Do you have a certificate of insurance for this vendor?

• If you selected no and do not have a certificate of insurance to upload, you can select the link that will take you to Pulse. There you can select the certificate of insurance requirements specific to the ISS Client. You will not be able to proceed to the next step without attaching the vendors COI.

IF THE COI COMES IN MULTIPLE PAGES YOU WILL NEED TO MAKE ONE PDF 

PLEASE MAKE SURE THEY HAVE ALL POLCIES LISTED WHICH INCLUDE:

• GENERAL IABILITY
• AUTO POLICY
• WORKERS COMPENSATION
• CRIME/THEFT POLICY

• You will then be prompted to attach the HS&E prequalification form. Not all Scope of Work will need HSE so it will not prompt for this information unless applicable. If you need further information, select the link to learn more about the HS&E requirement or contact Don Yang for more information. You will not be able to proceed to the next step without attaching the vendors HS&E prequalification form. NOTE: Procurement does not handle HSE-any questions will need to be sent to Don Yang.

IF THE HSE FORMS COME IN MULTIPLE PAGES YOU WILL NEED TO MAKE ONE PDF 

• If you attach the wrong file, you can remove it and reattach the correct one.
• Once all required documents are attached, the Continue button will pop up, allowing you to move to the next section.

Example of screen below….

ISS CUSTOMER INFORMATION AND LOCATION OF SERVICES

9. Enter the customer name or number for whom services will be provided. Docuware can be sensitive, please type the first few letters of the customer name and then hit FIND. If you need to look up a customer number or name, you can do it here and it will auto populate the ISS customer information.

10. Service Location(s): Single or Multiple Service location refers to the customer’s location where the services will be provided. If it is a single location, you can enter the address. If there are multiple locations, you can list them and attach the document, which must be in PDF format.

• The continue button will pop up, allowing you to move to the next screen.

VENDOR INFORMATION SECTION

11. First enter the Vendor’s name. If you are doing a “change” be sure to enter the vendor’s number so Accounts Payable will know which vendor’s record to update.

12. You’ll need to upload an IRS Form W9 dated within the current tax year. W8 for Canada

• The W9 is very important.  If a properly prepared form with a physical address and a current date is not provided, the entire Vendor Set Up request will be rejected through DocuWare.
• If you attach the wrong file, you can remove it and reattach the correct one.

13. You can select the Payment Terms. ISS is standard 90-days(or based on our contract with our customer). If you do not see the appropriate option available, select “Other” and enter the correct number of days.  Anything entered under “Other” will be routed through DocuWare to your Finance Director for approval.

14. Enter the Vendor’s Remit To Address and contact information. This is the “remit to” address for payment. This is the only place on the form where a PO box is acceptable.

• The continue button will pop up, allowing you to move to the next screen.

SCOPE OF WORK DETAILS AND RISK ASSESSMENT

15. Next is the “scope details”. Choose from the drop down. Be sure to add additional comments to describe the detail of services that will be provided. If this is a supplier for goods only, you will be prompted to enter a description of the goods.

• If you have scope and pricing, please attach the Scope and Pricing file in PDF format. Due diligence requires a solid understanding of what a vendor will be doing, so please be as specific as possible. All base work should include scope and pricing details and above base work should have quotes or proposals when available. ALL BASE WORK (Fixed) SHOULD HAVE SCOPE AND PRICING FOR THE CONTRACT

16. Enter if a contract is required.  Do we need a contract- All Base work should have a contract including all Critical Vendors. If you do not know, Procurement will process based on Vendor Setup Policy.

• PER ISS Purchasing Policy (12.01.002) service providers performing work on ISS premises or on the premises of our customers must operate under a Master Service Agreement (MSA) to ensure they meet vetting and insurance requirements.
• This requirement can be waived and a provider can operate under an approved Purchase Order, only if ALL of the following conditions are met:
• The cost is less than $50K;
• The provider will be escorted by an ISS employee if on a customer’s property;
• Services relate to non-critical systems only; and
• Services do not involve any health, safety or environmental risk
• Always refer to the current policy posted on Pulse as policies are subject to change. Certain accounts have specific documentation requirements. For example, Barclays needs a ESCO.  Some need an Health-Safety-Environment pre-qualification.
• You will need to upload any documents that you indicated above such as the ESCO, an HSE prequal, a Safety Handbook, or other relevant file. If you attach something in error, you can cancel the upload and start again.

17. Does the vendor require a check for each invoice individually in lieu of paying multiple invoices with a single check?

18. Indicate if this is a one-time use of this vendor.

• Now we’re ready to move on to the Risk Assessment. This table provides guidance for completing the following section of the form. It is important to know if the service is provided on a customer’s site or just to an ISS company office, whether the vendor accesses critical areas such as at an airport, or in a computer room, and whether the vendor will be escorted or unescorted. Also, the criticality of the service is important. Interruptions to some services will cause immediate interruptions to the business operations of our customers. Lastly, you will have to assess the degree of risk to which ISS employees or our customers will be exposed. Let’s take a closer look at how to fill out these sections.

19. Next is the Physical location of the vendor. You must indicate whether the vendor operates only in the US and Canada, or outside the US and Canada.

20. Location of services to be provided.

• ISS branch Only (this would be a vendor used at your branch office not for a customer)
• Goods delivery only-they will not be on site-they will drop ship goods via UPS, FEDEX, etc.
• Escort in non-critical area, Escorted in critical area, unescorted in a non-critical area, or finally unescorted in a critical area. – These are the only options for a Subcontractor providing service at a customer site

21. Next add the anticipated annual spend. This is an estimate of annual spend.

22. For criticality of the service, consider if the vendor did not perform, would our customer experience an immediate interruption or not be able to continue on with business for any period of time.

• If you have questions regarding the risk assessment, click on the link to the Vendor Policy and it will help you decide what to choose.
• If there are additional details to the vendor Risk Assessment, you can add comments at this time.
• The continue button will pop up, allowing you to move to the next screen.

AUTHORIZATION SECTION AND WORKFLOW DETAILS

The final section is the Authorization

23. You will need to know your employee number, date of birth and last 4 of your SSN; you may type it in the box and click on the Phone Number. If you entered in all data and ready to submit your request form, you can “validate”. This will submit your eform request.  

• After you press validate, the form will be routed to your supervisor.
• You will receive an email confirming that you’ve submitted the form and that it is proceeding through the approval process.
• Workflow: During the eForm process, you will receive an email letting you know the status of the workflow. This will tell you which department is currently handling the request. The typical eForm steps are:

1.            eForm routed to requestor’s manager for approval

2.            Finance approval

3.            Procurement for due diligence and processing of contract documents, if needed

4.            Accounts Payable sets up the vendor in JDE

5.            Requestor receives notification of the JDE vendor number

CONTACT INFORMATION:

HSE SECTION -PLEASE CONTACT DON YANG DON.YANG@US.ISSWORLD.COM

DOCUWARE ACCESS/ISSUES – IT TICKET (HELPDESK) WILL NEED TO BE PROCESSED

VENDOR NUMBERS/ISS W9’s- CONTACT ACCOUNTS PAYABLE OR YOUR FINANCE ANALYST

RESALE CERTS-Please contact ISS Tax Department

CREDIT APPLICATION-ISS does not process Credit Applications as they have terms and conditions that will contradict our agreements as well as out Purchase Order terms. Please go onto Pulse to access the ISS Credit Reference form and send to the vendor. This will have all of the information they will need.

HSE-HEALTH, SAFETY AND ENVIRONMENTAL 

HSE PROCESS BEFORE SETTING UP AT RISK VENDORS

North America

This process is critical to ensuring we have safety sub-contractors performing work on ISS’s behalf. Skipping this step could put ISS and our client in a precarious position and we want to avoid. Please see the steps below.

1. The contractor has to be identified.
   1. Contractor’s identified as “Goods, Professional, Office Services, I.T., Property Services” do not require an HSE Pre-Qualification. These include the following contractors below (not an all-inclusive list):
      1. Vending
      2. Copier Repair Services
      3. Database Management
      4. Software Support
   2. Contractor’s identified as “Janitorial, Security, Waste, Catering, Fire Systems, Temp. Labor, Pest Control” and “Landscape, Electrical, Mechanical, Working at heights, General Contractor”. These include the following contractors below (not an all-inclusive list):

1. This link must be sent through email to the vendor: https://eforms.us.issworld.com/lincdoc/doc/run/iss/HSEContractorPrequalification
2. Once the vendor completes the link I will receive an email through email from Docuware.
3. I will approve or reject the vendor. Either way the vendor will receive an email letting them know if they have been approved or rejected.
4. You all will need the approved HSE Pre-Qualification to attached to the vendor setup form. You will need to reach out me with the vendor’s name so I can send you the approved HSE Pre-Qualification form.