Over time, your relationship with your supplier is subject to change. The New Engagement / Rescreen Request workflow helps track these changes. Meant to be initiated by the business owner, it creates a task for the appropriate team to review before any modifications are made to the Supplier Classifications, which in turn prompts the supplier to answer additional questions and trigger subsequent rescreens as appropriate.
How to initiate a New Engagement Request
- On the supplier connection, click the "more" option on the supplier profile and select New Engagement / Rescreen
- The New Engagement / Rescreen form is nearly identical to the New Supplier Justification and will require the requester/business owner to provide details about the new request.
- Upon completion of the form, an entry is added to the Request History table in the Supplier Classifications topic and a task is created for the users in the Supplier Classifications user group.
New Supplier Engagement review process
Once the task is created for users in the Supplier Classifications user group, it is that group's responsibility to review the answers and determine next steps.
- Review the request to first determine if this New Engagement Request is approved. If if is not approved, answer the "approved to proceed?" question as No.
- An email will be sent to the requester informing them of this decision.
- If this request is approved, and the new engagement is potentially higher risk, the Supplier Classifications will automatically update based on how the requester answered the Data Exchange questions.
- For example, if previously the supplier did not require System Access and now they do, it will update that from "No" to "Yes".
- Graphite will not automatically adjust the Supplier Classifications to a lower risk. For example, if Data Exhange = Yes before the New Engagement Request was approved, it will not change it to a No. Those adjustments must be manually set.
- Note: you can manually make any other adjustments to the supplier classifications as appropriate.
- It is your responsibility to determine if any additional tasks must be created for the supplier (beyond the automatic tasks the system creates). See instructions below.
Supplier Tasks and Subsequent Reviews
Automatic Tasks
Whenever the Supplier Classifications are updated, whether it happens as part of a New Engagement / Renewal request or ad hoc, the system calculates what is required of the supplier. Tasks will be created for the Supplier for any topics that must be completed based on your specific business rules.
See Using the Supplier Classification topic as an example.
When this happens as part of the New Engagement / Renewal process, the system will also automatically create topic reviews based on your topic review rules.
Manual Tasks
In addition to the system-generated tasks, you may want the supplier to provide additional information.
Examples include the following use cases:
- Supplier must add a new product prior to answering a Privacy or Security survey
- Product already exists, but a new Privacy or Security survey is needed
- Specific details are needed in the Product Integrations topic
- Banking or Location information must be re-confirmed for the new engagement
When you create manual tasks, the instructions you add for the supplier are included in the task:
Follow these steps to create these manual tasks for the supplier:
- Click on "more" > Supplier Information Update.
- Select one or more Request Types - note, when selecting multiple request types they will all share the same instructions.
- Optional: Add supporting documentation as necessary, or add a second email to be notified when the task is complete.