Subcontractor Prequalification - Applicants

Screenshot of Applicants.

Applicants; standard Treeview path: Subcontractor Prequalification > Applicants

The [Add] button in the Applicants screen is provided to allow internal users to add applicants directly into the subcontractor prequalification process. Applicants also have the option (if allowed) to utilize the self service option to manually add their own information to which an internal user would be able to update as required. This may also include a workflow process.

NOTE: Field security, found in the Role Maintenance screen, can be applied to the fields and tabs in the Subcontractor Prequalification Applicant screen.

The left section of the header block allows maintenance of the applicant information such as code, tax ID, name, address, and other contact related information.

The right side of the header section allows updates on the current status of the applicant, as well as the approval level, insurance category, limits, CAP information (whether a safety Corrective Action Plan (CAP) is required and when it is approved by regional safety managers), workflow status, whether a default compliance code set in SC control is to be inserted/updated in all subcontracts/vouchers (applicable only when the applicant turns subcontractor vendor), whether they will require prequalification (only applicable once converted into a business partner) as well as checkboxes indicating which documents have been provided.

Completed Applicant header section

Locations – Tab

Applicants; standard Treeview path: Subcontractor Prequalification > Applicants – Locations tab

The Locations tab allows the selection of one or more business partner territories (left section), as well as the entry of actual addresses (right section) as required. In both cases, multiple regions/addresses are permitted.

The data for the Selected Regions section is maintained in the PM Local Table – Business Partner Territories.

Pgm: PMTRTORY – Business Partner Territory

General – Tab

Applicants; standard Treeview path: Subcontractor Prequalification > Applicants – General tab

The General tab allows the maintenance of trade information such as CSI numbers, certifying agencies, and license information of a subcontractor.

Trade Information

CSI Number

The CSI LOV is created from values maintained in the CSI Maintenance screen in CMiC Field (standard Treeview path: CMiC Field > File Maintenance > Local Tables > CSI Code Maintenance).

CSI Maintenance; standard Treeview path: CMiC Field > File Maintenance > Local Tables > CSI Code Maintenance

Licenses Information

The License Information section allows entry of any relevant license information available. This includes specification of the authority which has issued the license as well as the expiry date.

Certifying Agencies

This section allows tracking of MBE/DBE (Minority/Disadvantaged Business Enterprise) information including specification of the certifying agency.

The Certifying Agency LOV is self-maintained in this section. Entry of a value will prompt the user for saving on committing of the record. From that point forward, the LOV will include the value just saved.

Confirmation window when adding a new certifying agency for MBE/DBEs

Contacts – Tab

Applicants; standard Treeview path: Subcontractor Prequalification > Applicants – Contacts tab

The Contacts tab allows the maintenance of any contacts.

User Defined Fields – Tab

Applicants; standard Treeview path: Subcontractor Prequalification > Applicants – User Defined Fields tab

The User Defined Fields tab allows maintenance of any ad-hoc entries, if required. For more information, please see Subcontractor Prequalification - User Defined Fields Tab Setup.

Insurance – Tab

Applicants; standard Treeview path: Subcontractor Prequalification > Applicants – Insurance tab

The Insurance tab allows the recording of various items related to vendors insurance.

Safety – Tab

Applicants; standard Treeview path: Subcontractor Prequalification > Applicants – Safety tab

Under the Safety tab, maintenance of safety related information is completed by checking the appropriate status values and entry of standard safety related values by year such as safety citations received, fatalities in the year, and other values including:

  • EMR – Experience Modification Rate: The rate is based on two major issues, the number of claims and the cost of each claim. In essence, subcontractors whose unsafe acts result in injury have a higher EMR than subcontractors who actively practice safety and mitigate claims.

  • RIR – Recordable Injury Rate: You can compute the incidence rate for all recordable cases of injuries and illnesses using the following formula: Total number of injuries and illnesses (N) ÷ number of hours worked by all employees (EH) × 200,000 hours = total recordable case rate. The 200,000 figure in the formula represents the number of hours 100 employees working 40 hours per week, 50 weeks per year would work and provides the standard base for calculating incidence rates.

  • LTIR – Lost Time Injury Rate: This is calculated in the same way as recordable injury rate but instead of counting the total number of injuries and illnesses, the count would be for the number of injuries and/or illnesses resulting in lost workdays.

  • FWH – Total hours worked for all employees.

  • ANE – Annualized average number of employees for the specified year.

The Incident Rate (IR) field is calculated:  (RIR + LTIR) × 200000 ÷ FWH

To record additional years, click the add icon ().

Financial – Tab

Applicants; standard Treeview path: Subcontractor Prequalification > Applicants – Financial tab

The Financial tab will allow entry for the current and past years financial information that may have an impact on qualification for the contractor.

Legal Entity Type

The legal entity types are selectable as specified in the AP Setup screen for AP business partners.

Year Ending

The replaces the Add A New Financial Year link, and displays a pop-up window:

This allows for keeping of more than a single year of financial information related to the vendor. The ‘Copy Previous Year’s Data’ checkbox can be used to simplify updates to the newly added year where most of the information is the same.

The financial year record can be deleted by clicking the beside the chosen year. 

View Companies – Link

The View Companies link allows the tracking of other company names that may be related to the applicant.

View Subsidiaries – Link

The View Subsidiaries link allows the tracking of other subsidiary names that may be related to the applicant.

View Financial Contacts – Link

The View Financial Contacts link allows specification of name and titles related to the company officers for this applicant. Additional officer names and titles are added by using the add icon ().

View Bank Information – Link

This allows recording of the applicant’s primary bank information, including the contact at the bank, and their title and contact information.

Surety – Tab

Applicants; standard Treeview path: Subcontractor Prequalification > Applicants – Surety tab

The Surety tab allows entry of bond information for the applicant.

Litigation – Tab

Applicants; standard Treeview path: Subcontractor Prequalification > Applicants – Litigation tab

The Litigation tab allows entry of any litigation data for the applicant as well as specification of approved, not approved, or need more info options for the applicant.

Approvals – Tab

Applicants; standard Treeview path: Subcontractor Prequalification > Applicants – Approvals tab

The Approvals tab allows maintenance of the approvals the vendor has received regarding various items such as insurance, safety, financial, regional, or CAP assigned including the year and who has made the approval.

Submission Log – Tab

Applicants; standard Treeview path: Subcontractor Prequalification > Applicants – Submission Log tab

The Submissions Log tab is a display only type of log, showing information regarding reports that have been generated from the Applicants/Subcontractors Prequalification screen, as well as information from any prequalification process workflows.

Call Log – Tab

Applicants; standard Treeview path: Subcontractor Prequalification > Applicants – Call Log tab

The Call Log tab allows the entry of any calls made related to the applicant. Optionally, the Call Back Date field can also be filled in as a manual reminder to call them back.

Project History – Tab

Applicants; standard Treeview path: Subcontractor Prequalification > Applicants – Project History tab

The Project History tab displays all of the project information for the subcontractor vendor (applicable only when the applicant turns into a subcontractor).

References – Tab

Applicants; standard Treeview path: Subcontractor Prequalification > Applicants – References tab

One or more references can be entered using the References tab.

Attachments – Tab

Applicants; standard Treeview path: Subcontractor Prequalification > Applicants – Attachments tab

Existing attachments from any project can be selected for the applicant.

New documents may also be added using the [Upload Multiple] button in the title bar when on the Add Attachments section. This allows users to upload multiple documents at once.

Additional Information Options

The following buttons are available on the top of the screen to perform the following specific actions.

[DnB Rating] – Button

The Dunn & Bradstreet rating information, if available, may be entered/edited related to an applicant.

[Reset Self-Service Password] – Button

If an applicant is permitted to use the self-service functionality to enter/update their information, this pop-up window may be used to set/reset the password and notify the applicant via an email. This is useful to reset the password for an applicant that may have forgotten/lost their existing password.

[Print Report] – Button

This is a standard CMiC print reports dialogue which allows the user to select and print the available reports.

[Approve Subcontractor] – Button

When an applicant is pre-qualified to be a business partner, use this approve screen to enter the business partner code and abbreviation and approve. Once approved, from this time forward, the applicant will only be available under the Subcontractors screen. The applicant is now recognized as a business partner in CMiC.

NOTE: A workflow can be created to advise Accounting to complete the setup by extending business partner to vendor and adding vendor attributes.

[Add] – Button

This button allows the user to start entering a new applicant into the prequalification system.

[Delete Applicant] – Button

An applicant may be deleted, and the user will be required to confirm before deleting from the system.

[Save] – Button

The standard commit function processes when a new entry is made or updates are performed for an existing applicant.

[Print Questionnaire Summary] – Button

This button allows the user to print the subcontractor questionnaire summary. Press the [Print] button at the bottom of the pop-up screen.

By default, field security on the [Print Questionnaire Summary] button is set to “Hidden” for the “ALL” role. Users must set this value as “Unrestricted (Read-Only)” in order to make this button visible on this screen. Users may also set the field security at user role levels, if required to be “Hidden”.