Supplier & Vendor Document Management

There is a strong correlation between accurate, validated information and asset performance. An efficient vendor document management process reduces project slippage and shortens time to start-up.

Owner/Operators need secure, auditable methods of sending and receiving information to and from suppliers and vendors.

Business Challenges:

  • Thousands of documents and drawings are received from vendors and suppliers as part of a purchase order
  • Vendors' documents require document numbers
  • Multiple versions, reference files and hybrids must be managed
  • Internal reviews of vendor documents generate comment documents and mark-ups which must be securely transferred to vendor
  • Deadlines and contract agreements must be met
  • Every document and drawing has metadata which must be validated
  • Purchase order records, contracts and sub-contracts need to be managed

Information continuously needs to be exchanged. Accuracy, timeliness and completeness of documentation are central to operational efficiency.

Vendor Document Management Solution

Enterprise Engineer manages the full vendor document management process. From creation of purchase order records, to defining submission and resubmission dates, internal review and consolidation process, redlines and comment documents, managing new revisions, metadata validation and ensuring the right person receives the right version.

Key Features:

  • Contract, Sub Contract & Purchase Order record management
  • Submittal (incoming transmittal) record management
  • Placeholder management to track and monitor expected vendor documents
  • Document number reservation
  • Default review, consolidation and submission dates to ensure contracts are met
  • Validation tools to ensure vendor document metadata meets business rules
  • In-built review processes to allow comment documents and mark-ups to be collated and consolidated internally, and then sent back to external parties for further revision
  • Secure access to marked-up documents and comments for vendors
  • Automatic vendor coversheet generation including all review and issue codes
  • Distribution Matrix to automatically ensure the right person receives the right document

View the recorded webinar
Managing Vendor Submissions in Capital Projects