10. Healthsafe Supplier Relationship Policy

SUPPLIER RELATIONSHIP POLICY

VERSION HISTORY

DOCUMENT STATUS

Table of Contents

1. Purpose
2. Scope
3. Input
4. Output
5. Interacting Process
6. Abbreviations, Acronyms and Definitions
7. Procedure
8. Monitoring the Process
9. Records

1. PURPOSE
   Establish and maintain a procedure for the FH and Accounts department in accordance with the organisation’s requirements.
   
   
2. SCOPE
   This procedure shall apply to the appropriate departments to provide administrative services for all employees.
   
   
3. INPUT

• Supply/License Log 
• Email from an employee requesting supplies or assistance from a consultant/contractor
• Outsourcing providers (also known as outsourcers) include:
  • Hardware and software support and maintenance staff
  • External consultants and contractors
  • IT or business process outsourcing firms
  • Temporary staff
  • Integrators
  • Contractors

4. OUTPUT

• Supplier log/register
• Delivery of requested item to the employee/clients
• Identification of risks related to external parties
• Addressing data security when dealing with customers
• Addressing security in third party agreements
  
  

Employee, Vendors, Client Network Security (when required), Finance and all departments outsourcing services or using contractors

Supplies Acquisition

1. HS Staff contacts the approved vendor to place the supplies order, based on need (new or restock)
2. All vendors go through an approval and evaluation process before being added to an approved vendor list by Finance. The selected vendor is communicated to the appropriate departments and Finance by the FH during this process when relevant.
3. Existing vendors will go through a yearly evaluation process by the FH.
4. Finance is notified of the order placed and invoice is submitted for processing.
5. Asset Register Manager logs supplies items in Internal Asset Register. Asset Register Manager checks to make sure all items ordered are recorded correctly. 

Distribution

1. FH receives e-mail/call from an employee requesting supplies or assistance from vendor/contractor – specifically what and how much of it.
2. Deliver supplies to employee
3. Log the item in the asset register
4. Review of the asset register by the Asset Register Manager

Outsourcing

1. Employee sources vendors for a particular process
2. Based on pricing Employee submits, via e-mail, a proposal to the Functional Head
3. Employee fills out appropriate requisition form
4. Functional Head and Admin Manager approves request
5. Employee has the vendor generate a contract that is mutually acceptable. The contracts will make sure that all security risks to the company will be addressed where possible.
6. FH or Employee has the vendor sign a NDA/Contractual Agreement

8. MONITORING THE PROCESS

• Internal Asset Register
• Vendor contract

9. RECORDS

• Vendor registration form
• Supplier evaluation form
• Internal asset register
• Requisition form
• Proposal E-mail
• NDA