Streamline your interactions with suppliers and partners

24 November 2005

CITEC's Register of Suppliers provides a streamlined and efficient mechanism for interacting with vendors and partners - allowing us to deliver a more effective and responsive service for our customers.

Developed in 2002 by CITEC's Software Services (in conjunction with CITEC's Legal and Contractual Services as the business domain experts), the Register of Suppliers is now the primary tool for managing the many contracts current across CITEC.

The web-based system can be accessed by all CITEC staff, enabling them to view information about all currently registered suppliers. Details of each supplier's goods and services, their pricing structure, and previous performance reviews are all available.

CITEC Software Services Client Services Manager, Ian McFarlane, believes the register would be a useful addition to any organisation required to manage third party contracts.

"This is a very user-friendly tool for streamlining an organisation's interactions with its suppliers and partners," Ian said.

"For most enterprises, establishing and maintaining professional and positive relationships with suppliers and partners is critical to achieving ongoing business success."

Invaluable tool

Janis Neuendorf, Contracts Assistant in Finance and Legal Services, describes the register as an invaluable tool for the many business areas of CITEC.

"The register provides us with a central base for monitoring contracts across the organisation. It offers a way of reporting on the performance of suppliers and a system for notifying when contracts are up for review," Janis said.

CITEC's Register of Suppliers forms the legal base for purchasing under the Queensland State Purchasing Policy - mandatory for all Queensland Government agencies. The solution was praised by the Queensland Audit Office for its comprehensive coverage of supplier management processes.

In 2003, independent audit organisation SAI Global conducted an audit of the register and found it to be an excellent system, with good evaluation and re-evaluation properties to measure supplier performance.

Two-way registration

The register offers a two-way approach to registration. Suppliers can apply to have their details added to the register and staff can submit suggestions.

As each contract nears its review stage, an automatic email is sent to the relevant manager requesting the submission of a performance review and a decision on whether to offer a term extension.

The performance review function aids in contract management and, as Human Resources Officer Sharyn Ebsworth explains, has become pivotal in recruitment.

"CITEC is active in the recruitment of contractor and permanent positions, so what better way to review the work performance of potential applicants than through this tool?"

Product features

• End-to-end vendor management solution including registration, renewals, approvals, contracts and performance reporting.
• The J2EE architecture design is portable and easily deployed.
• The fine-grained, role-based security model protects access to the system.
• Allows vendors to securely view, update and renew their registration details.
• Daily batch tasks generate correspondence to vendors, partners and staff. Tasks can be triggered by events or date/time.

For general enquiries about how CITEC's Register of Suppliers could help with the management of your organisation's third parties, please contact Janis Neuendorf info@citec.com.au or +61 7 3006 4736. For software enquiries please contact Ian McFarlane on +61 7 3224 7952 or email info@citec.com.au

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