Vendor Management System Ma… · Vendor Manual Page 10 of 47 SCG-VMS-Vendor Manual - EN - V02.doc Notification messages during the registration steps that may appear are as followings:

For External Use Only; Strictly Confidential

Vendor Management System

Vendor Manual

SCG Chemicals Co., Ltd.

Vendor Manual

Page 2 of 47

SCG-VMS-Vendor Manual - EN - V02.doc

Version history

Version Date Author Reviewer Approver

1.0 26 May 2015 Vitoon Punyaprapaporn

Vitoon Punyaprapaporn

N/A

2.0 09 June 2015 Chulalux Onpanicharee

Chulalux Onpanicharee

Junjira Phuphatam

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CONTENTS

CONTENTS .................................................................................................................................................. 3

1. OVERVIEW ............................................................................................................................................... 4

2. VMS PROCESS ........................................................................................................................................ 5

3. VMS LOGIN .............................................................................................................................................. 6

3.1 REGISTRATION ................................................................................................................................. 6

3.2 LOGIN ........................................................................................................................................... 12

3.3 FORGOTTEN PASSWORD .................................................................................................................. 17

4. VMS HOME .......................................................................................................................................... 21

5. VENDOR REGISTRATION ..................................................................................................................... 25

5.1 CREATION OF PRE-QUALIFICATION (PQ) DOCUMENT ........................................................................ 26

5.2 CORRECTION OF PRODUCTS / SERVICES IN PQ ................................................................................. 36

5.3 CONSIDERATION OF VENDORS REGISTRATION PROCESS (APPROVED VENDOR LIST/VENDOR LIST) ...... 411

6. CORRECTION OF INFORMATION IN PQ ............................................................................................. 45

EDIT COMPANY PROFILE ...................................................................................................................... 454

CORRECTION OF PRODUCTS / SERVICES ................................................................................................. 46

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1. OVERVIEW The Vendor Management System (VMS) is the online self-service system of SCG Chemicals which is provided to vendors. This system has been developed to serve several processes and is aimed to improve higher work efficiency. The VMS consists of the process of Vendor Registration, SCG Chemicals Vendor List Approval and also Vendor Post Evaluation including Claim & Complaint process. The users will receive notification from the system at every step; meanwhile, you will also be able to print out the reports. Hereinafter, the term “VMS Process” will be used to refer these processes.

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2. VMS PROCESS The five components of the VMS Process are as followings:

1. Vendor Registration is the system for the vendors to provide their historical profile in order to register in SCG Chemicals Vendor List. This process starts from vendor registration, pre – qualification, audit until final approval, where the vendors can trace back the status of their registration.

2. Vendor Claim & Complaint is the system for SCG Chemicals users to inform any claim or complaint requisitions that may occur to the vendor; thus, the problems/incidents can be appropriately fixed or improved.

3. Post Evaluation is the system that SCG Chemicals perform product/service evaluation in order to provide the vendors the annual performance report at year end.

4. Hold & Blacklist is the system for considering to terminate the transactions with vendor on temporary [Hold] or permanent [Blacklist] basis which is dependent on penalty rules of SCG Chemicals

5. VMS Report is the system for checking or printing out letters or announcement.

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3. VMS LOGIN

3.1 Registration There are two types of vendor registration: Local Company (registered in Thailand) and Foreign Company (registered in other countries). Registration guideline is as followings:

- Access to https://smartworkdev.scg.co.th/vms/account/register.aspx

- Click on Login Screen

- Select “Thai / English” to fill in your company profile

https://smartworkdev.scg.co.th/vms/account/register.aspx

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- On the Registration Screen, you will be able to select “Country”. If your company is registered in Thailand, please select “Thailand”. On the other hands, if your company is registered in the other countries, please select your country. Then, you shall fill in required information of your company.

The following table describes the fields in register page. Field Description

Company Please enter the company name you would like to register with the SCG Chemicals Co., Ltd.

Country Please enter the country in which your company is registered Tax ID Please enter your company’s thirteen-digit tax id (only for

local company). This will be your username. Register ID Please enter the register Id (only for foreign company)

This will be your username. Organization Type Please select organization registration type e.g. limited

partnership, limited company, etc. from dropdown list Email address Please enter the email address of the person who is

registering. Ensure that the email address is in the correct format i.e. [email protected]

Contact Person Please select the title and enter the first name and surname of contact person

Position Please enter the position of the person who is registering Question Please select the security question (in case of forgotten

password) Answer Please enter the answer (in case of forgotten password) Captcha Please enter the “Captcha” and carefully following the text on

the screen [be aware of capital letters] ( * required information )

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Sample of Registration Screen (For Thai company)

Sample of Registration Screen (For Foreign company)

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- After completing all of the required fields, please click or - The system will send the confirmation email and one-time password to the registered

email address.

Sample of confirmation email of username and password (Thai language)

Sample of confirmation email of username and password (English language)

- If you don’t want to save the registration information, please click or

to sign out from the system.

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Notification messages during the registration steps that may appear are as followings:

1. The required fields were not filled in: This notification will be appeared when the required fields were not filled in. Please click OK button and enter the required data with * mark or the red mark.

2. Successful registration: This notification will occur after successful registration and the system will send the confirmation email with username and one-time password for the first login.

3. Tax ID or register ID has already been used: This notification will be appeared when the tax id or register id has already been registered in the system.

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4. Tax ID is in the wrong format: This message will be shown when the tax id has been filled in with the wrong format (Tax ID must contain numbers only)

5. Register ID is in the wrong format: This message will be shown when the register id has been filled in with the wrong format (Register ID must contain 8-13 letters and numbers)

6. Email address is in the wrong format: This notification will be appeared when the email address has the wrong format (The correct format is [email protected])

7. Incorrect captcha: This notification will be appeared when the input data does not match with the captcha (If you can’t read the current letters, please click to generate new letters)

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3.2 Login First time login 1. After you have got the password. You are able to login to the system via link below:

https://smartworkdev.scg.co.th/vms/personal/homevendor.aspx, please enter username and password as follows: - Username:

o For the company registered in Thailand, please enter company’s tax id o For the company registered in a foreign country, please enter register id (8-13

digits) - Password: Please enter the one-time password from the confirmation email which was

sent to the registered email address after your registration

Remark: If you haven’t completed the registration, please click “Register now”.

2. After entering the username and password, click to access the system and then you need to change your password (only for the first time login) Changing password: - Username: System will automatically show your username. - New password: Please enter your new password

https://smartworkdev.scg.co.th/vms/personal/homevendor.aspx

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- Confirm New Password: Please re-enter your new password again. Make sure that it is the same in the new password filed.

Remark: Password must contain letters (A-Z or a-z) + at least one numeral, a total of 8-16 digits

3. Click for confirmation after entering the new password.

4. If you do not want to change the password, please click to continue using the current password

5. The system will redirect to the “SCG Supplier’s Supplier Code of Conduct” screen, where all SCG Chemicals vendors should acknowledge the “SCG Supplier’s Code of Conduct” and agree that they understand the terms and conditions.

Remark: This step will be done only on the first time login

6. Vendors should agree with SCG Supplier’s Code of Conduct by reading through the terms and conditions on the screen and following the steps below:

- Check to confirm that you understand and agree with the conditions.

- Click to start the registration process.

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- If you want to see more detail or save the file, click to download SCG Supplier’s Code of Conduct

- If you disagree with SCG Supplier’s Code of Conduct, then click . The system will be automatically logout and you will be unable to complete the registration process. SCG’s code of conduct document

Remark:

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1. To change the language, click 2. Scroll up and down to read all of details using the right scroll bar.

Login after the first time You are able to login to the system via the link below: https://smartworkdev.scg.co.th/vms/personal/homevendor.aspx , Please enter username and password as follows:

- Username: o For the company registered in Thailand, please enter company’s tax id o For the company registered in a foreign country, please enter register id (8-13

digits) - Password: Please enter your password which has been changed after first time login

- After entering the username and password, please click to access the Main Screen (Portal Screen) of the VMS website.

https://smartworkdev.scg.co.th/vms/personal/homevendor.aspx

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Notification messages during the login steps that may appear are as followings Notification 1. Incorrect username & password: This notification will be shown when the username or

password is incorrect

2. No password filled: This notification will be appeared if the password was not filled in

3. No acknowledgement on SCG Supplier’s Code of Conduct: This notification will be occurred

when you did not check to confirm that your company acknowledge the SCG Supplier’s code of conduct

4. Disagree on SCG Supplier’s Code of Conduct: This notification will be shown after

clicking to acknowledge SCG Supplier’s Code of Conduct

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5. Hold: This notification will be occurred when your company has been placed on “Hold”; however, you are still able to complete the CA/PA documents to improve your status.

6. Blacklist: This notification will be appeared when your company has been placed on the

“Blacklist”, meaning that you will be terminated from SCG Chemicals Vendor List and unable to conduct any further operations with SCG Chemicals as well as VMS website.

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3.3 Forgotten password If you have forgotten the current password, you are able to request a new password by two

methods as follows: 1. Retrieving your password by using security Q&A method following the steps below: 1.1 Please enter the username on the login screen 1.2 Click “Forgot Password”

1.3 The security question will be shown. Please enter the registered answer to receive the password.

1.4 Click , then the system will verify the answer and send your current password to the registered email address.

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2. Resetting the password in case you forgot your security question and answer. 2.1 Please enter username on the login screen 2.2 Click “Forgot Password”

2.3 The system will redirect to the page with the security question and answer

2.4 Click , then the system will automatically reset the password and send one-time password (OTP) to the registered email address.

2.5 The user needs to use the OTP code to access the VMS, then the user must change the password. (this step is as same as with the first time login)

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3. If you forgot the registered email address, please contact Vendor Management Office or purchasing staff you have contacted.

Notification messages during password request steps that may appear are as followings:

1. This notification will be shown if the username was not filled in before clicking “Forgot

password” button.

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4. VMS HOME This is the main screen of VMS website, called “VMS Home”

Components of main screen (VMS Home)

Tool bar is consisted of: • “Home” is the main menu to go back to the VMS Home page.

• “Worklist” is your current task list in VMS. Any task required your actions will be appeared in the list e.g. SCG Chemicals returns the task back to you for more information.

• “My Request” is the list of transactions which have already been completed or acted.

• “Request” refers to your request to create or edit your current profile e.g. additional products / services.

This is the current user login name

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is the log-off icon for signing out from the system and is the countdown timer for automatic log-off

Remark: if you click the countdown timer , the system will show the remaining time and the system will automatically log-off when idle time reaches 0, after 1 hour. The users must login again if they want to access the system

This refers to the vendor status which could be:

• “Registration”: You are on process to register or waiting for approval from SCG Chemicals

• “Active”: Indicates that your company has been approved and is able to use the VMS

• “Hold”: Indicates that your company has been placed on “Hold” temporarily but is still able to fill in data on CA/PA

• “Blacklist”: Indicates that your company has been terminated from the vendor list of SCG Chemicals and is unable to conduct operations on the system

Remark: 1. There are two types of approved vendor on the VMS; (1) Approved Vendor List and (2) Vendor List 2. CA/PA: Corrective action/Preventive action

This picture is a shortcut menu to create or edit vendor profile; you are able to edit the following:

• “Profile”: Indicates general information of your company

• “Organization”: Indicates the structure or organization chart of your company • “Quality management”: Indicates the quality certification (if any)

• “Work experience”: Indicates the working experience of your company

• “Product/service list”: Indicates the registration of products or services

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The is a shortcut to request the registration of additional products / services after you have been approved to SCG Chemicals Vendor List.

This is a shortcut to access the list of your tasks which are waiting for your action.

This is your performance summary report, where you are able to see the details by downloading the attached file.

This is the channel for VMS Office to announce any information or news to all vendors.

“Highly Important Announcement” is the list of important tasks which highly require your immediate action. If not, your company may be placed on “Hold” [all transactions].

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“User Manual”: Click to open and download manual of VMS

“Contact us”: A channel to contact VMS Office.

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5. VENDOR REGISTRATION The vendor registration is the process for vendors to register their company to SCG Chemicals Vendor List. The process is consisted of 8 steps as following:

Step 1: “New request”, indicates that your company is on process to enter company information into SCG Chemicals Pre-Qualification (PQ) form Step 2: “PQ verify”, indicates that your company information is under verifying. Step 3: “Audit arrangement”, indicates that your company is under the audit arrangement. Step 4: “Workshop audit”, indicates that your company is under evaluation at site/workshop. Step 5: “Audit summary”, indicates that your company evaluation results is under summarizing. Step 6: “Initial approval”, indicates that your company is in the first approval process. Step 7: “Approval”, Indicates that your company is waiting for the final approval step. Step 8: “Finish”, indicates that your company has been approved by SCG Chemicals There are two methods for registering your company:

In case of the first time login After you have completed the registration process and already logged in to the system following the steps on page no. 6, the system will start the 1st step and automatic initial information.

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If it’s not first time login (you have logged in to the system before) After logging in to the system, the system will show the home screen (VMS Home). Please click

the shortcut menu then system will start the 1st step of registration

5.1 Creation of Pre-Qualification (PQ) Document User must enter company information for registration. The required information is as follows:

PQ Page 1: Profile (history or general information of your company) 1. Please enter information into each fields 2. Required field (*) is mandatory information

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3. If you want to enter the information on the next page, click

4. button is used for saving information

5. If you want to go back to the previous page, click

6. If you want to attach a document, click and select the document files 7. If you want to add a new transaction, click 8. If you want to edit the existing transaction, click on the transaction and click

9. If you want to cancel the transaction, click on the transaction and click 10. The following table describes the fields.

Field Description Requestor Information (*) Request date: Date of PQ document creation

(*) Name: Name of registered person (System will automatically get the data from registration)

(*) Position: Position of registered person (System will automatically get the data from registration)

(*) E-mail: Email address of registered person (System will automatically get the data from registration)

(*) Tel/Mobile: Telephone/Mobile number of registered person [must be numeric within 20 digits] (System will automatically get the data from registration)

Your SCG Chemicals Contact Person

(*) SCG Company you have contact Specify the company name of SCG Chemicals Group which you have been contacted earlier or would like to contact by selecting from dropdown List

SCG Person you have contact Specify the contact person (SCG employee) you may have been contacted

E-mail Specify the email address of your SCG contact person mentioned above

Tel./Mobile Specify the telephone/mobile number of your SCG contact person

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Field Description

Contact SCG Tel Specify the telephone/mobile number of your SCG contact person

General Information (*) Company name EN Company name (English)

If you are a foreign company, the system will automatically get the data from registration

(*) Company name TH Company name (Thai) – For local vendor only If you are a local company, the system will automatically get the data from registration

(*) Tax ID Tax number – For local vendor only If you are a local company, the system will automatically get the data from registration

(*) Establishment date Company’s establishment date (select from Calendar) Company E-mail Company’s email address (if any) (*) Bank Code Bank Code (you must enter this information if you are a

foreign company) (*) Bank Account Bank Account (you must enter this information if you are a

foreign company)

Field Description General Information List of activity Type of your business , you are able to select more than one

type.

Manufacturer

Stockiest

Authorized agent

Dealer

Trader

Retailer

Contractor

Service running/service provider

Address company Please enter your company branch address

Branch no.

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Field Description

Address

Factory register no. (if any)

Country

Tel./Mobile

Fax

Salesperson

Salesperson who are responsible for each group of products/services or each branches

Salesperson name

Responsible products / services

Branch

Tel/Mobile number

Email address

Important company documents

These are required documents for consideration of registration

Map of headquarters/factory

Authorized share capital Office hour Working hours of your company Parent company Your parent company (If any) Subsidiary Your subsidiaries (If any) Join venture Your join venture company (If any)

Sample screen of PQ: Profile

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PQ Page 2: Organization (Management chart) 1. Please enter the information into each field and required field (*) is mandatory

2. If you want to enter the information on next page, click

3. button is used for saving the information


5. If you want to attach a document, click and select the document files 6. The following table describes the fields

Field Description Organization

(*) Managing director Please specify first name – last name and email address of your Managing Director

(*) Marketing Manager Please specify first name – last name and email address of your Marketing Manager

(*) Financial Manager Please specify first name – last name and email address of your Financial Manager

Other position Please specify first name – last name and email address of other Manager (If any)

Organization size (*) Total Employee Total number of employees (Numeric) (*) Total Technician Total number of technicians (Numeric) (*) Total non-Technician Total number of non-technicians (Numeric) Total safety officers Total number of safety officers (Numeric) Company area Company operational area size

Office area

Workshop area

Warehouse area

List of Key machinery/facility List of key machines/facilities belonging to your company (Please specify in detail)

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Sample screen of PQ; Organization

IT & Software List of operational IT hardware or software of your company (Please specify in detail)

Assets and turnover Total Asset Total value of current assets Annual turnover Revenue per year in the past 3 years Audit balance sheet Balance sheet or P/L

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PQ Page 3: Quality Management 1. Please enter the information into each field and required field (*) is mandatory

2. If you want to enter the information on next page, click

3. button is used for saving the information


5. If you want to attach a document, click and select the document files 6. If you want to add a new transaction, click 7. If you want edit the existing transaction, click on the transaction and click

8. If you want to cancel the transaction, click on the transaction and click 9. The following table describes the fields

Field Description Quality Management

Quality management system Please specify the quality management system such as ISO 9001

Environment management system Please specify the environmental management system such as ISO 14001, Green Label, etc.

Environment activities Please specify the environmental activities of your company such as environment policy (attachment is required)

Safety management system Please specify the safety management system e.g. ISO 18001, OHSAS 18001, etc.

Safety activities Please specify the safety activities of your company such as safety policy (attachment is required)

Fabrication certificate Please specify the fabrication certificate such as U-Stamp

International and national approve Please specify the international and national approval such as GMP

Other certificate Please specify other certificates (If any)

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Sample screen of PQ: Quality management

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PQ Page 4: Work Experience Entering information for this section will be the same as the PQ: Quality Management section. The following table describes the fields

Sample screen of PQ: Work Experience

Field Description Work experience and reference list Please specify the work experience of your

company, the following information is below:

Project name

Project owner

Project value

Project start year

Scope of work Work experience and reference attachment

Please specify work experience of your company (attachment is required)

Strength of your business Please specify the strengths of your business (If any)

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PQ Page 5: Product / Service Entering the information for this section will be the same as the PQ Page 4: Quality Management section. The following table describes the fields

There are two methods to add a new product / service. 5.2 Correction of Products / Services in PQ

After clicking , the pop up screen will appear to enter the information, the information is as follows:

- “Product name”: Please specify the name of your product for registration - “Product sub group”: Please select product sub-group from list which is related to

your product typed in “Product name” - “Material use”: Please specify the material used in your product e.g. metal, wood,

etc. - “Specific range”: Please specify the range of product such as 50-150 KW - “Brand”: Please specify the brand of product - “Manufacturer”: Please specify the manufacturer - “Source of origin”: Please specify the source of origin of your product

Field Description Product list Please specify the list of products for registration Service List Please specify the list of services for registration Attachment Please attach the related documents of products /

services

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The sub-group of products must be selected only from the provided list by clicking

and the system will show the list for user to select the related sub-group

You are able to search the group of products by entering keywords in the Quick Search

field and

click , the system will show the list of sub-groups which contain the keywords

After the system shows the list of sub-groups , you are able to select by clicking the item and clicking to copy the specify sub group into the product main screen

After completing entry of the product details, click to create the new registration of product or you are able to cancel by clicking and the system will exit from the current screen

1. Add a new service

After clicking , the pop up screen will appear for entering the information , the information is as follows:

- “Service name”: Please specify the name of your service for registration

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- “Scope of service”: Please specify the scope of service of your service for registration

- “Service sub group”: Please select from list which is related to service name

The sub-group of services must be selected only from the provided list by clicking

and the system will show the list for user to select the related sub-group.

You are able to search the group of products by entering keywords in the Quick Search

field and

click , the system will show the list of sub-groups which contain the keywords

After the system shows the list of sub-groups , you are able to select by clicking the item and clicking to copy the specify sub group into the Product / Service Screen

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After completing entry of the product details, click to create the new registration of product or you are able to cancel by clicking and the system will exit from the current screen

Sample of PQ: Product / Service Screen

2. Edit existing products / services in PQ page 5 After adding new products / services, if you would like to edit any details of your products / services, you are able to do so by the following steps:

Select the product / service you would like to edit by clicking

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Click , the system will then redirect to the detail screen to edit the information

After correcting the details, click to save your revision or click to cancel your operation. The system will then exit from the current screen.

3. Deletion of the list of Products / Services You are able to delete the product / service by the steps below:

Select the product / service you would like to delete and then click , the system will then delete the specified transaction.

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5.3 Consideration of vendors registration process (Approved Vendor List/Vendor List) The consideration process is as follows:

Fill in all of the required information on the Pre-Qualification Form

Click to send the your register information to the VMS office for consideration

This message will be shown when your submission has been successfully completed and your register document number will be generated by the system e.g. PMMPQ-Year-Running No.

The system will be shown the message with the document number if your registration has been successfully complated and you are waiting for the approval from the VMS office.

After submitting the registration document, the system will show status as “Registration” and if your company has been approved, the status will change to “Active”. You are able to check your company status at VMS Home Screen.

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Remark: Vendors are able to check the status of registration or ask for more information. Please contact Vendor Management Office or Purchasing Staff whom you have contacted before.

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Notification messages during vendor registration that may be appeared are as followings:

1. Incomplete required field: This notification will be occurred if the required fields were not filled in

2. Successful submission: This notification will be shown when your request has been successfully sent to SCG Chemicals VMS Office.

3. Save: This notification will be shown after Pre-Qualification has been saved.

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4. No address: This notification will occur if the addresses were not filled in [requires at least 1

address]

5. No product/service: This notification will occur if the products/services were not filled in

[requires at least 1 transaction]

6. This notification will occur if the contact persons were not filled in

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6. CORRECTION OF INFORMATION IN PQ AFTER APPROVAL You are able to update or change your company profile, make additions or edit your

products/services after you have been approved to SCG Chemicals Vendor List. The steps are as follows:

6.1 Edit the company profile 1. Login to the VMS, follow the steps on Page 15

2. Click on main page (VMS Home)

3. Click at the right to edit the profile 4. Select the topic (Tab/Page) to edit, please follow the steps on Page 15 (Creation of registration

document) 5. If you want to correct important information, the system will send this information to the VMS

office for consideration. Important information is as follows:

Company name

Address

Company require attachment

Sales person

Name of Managing Director

Name of Marketing Manager 6. Please clear the existing information on the field before entering new information

7. If you want to attach a new file, you should delete the existing file

8. After completing updating the information, click on the last page of PQ (submit button is on the PQ page 5: Product/Service), the system will show the message to confirm

9. You should save the information by clicking during your adjustment.

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6.2 Edit or add new products / services 1. Login to the VMS, follow the steps on Page 15

2. Click on main page (VMS Home)

3. Click at the right to edit or add new product / service 4. Click on the PQ page 5: Product/Service to edit or add products / services 5. After adding or editing products / services, please select the Action field to Complete

6. Click , the system will then start the approval process Remark: If you are correct on the original document, the system will generate a new document number as PMMPQ-Year-Running No.-Cx Remark: Command buttons are as follows:

Button Description

Create new information

Edit the existing information

Delete the information

Save the information

Search the information

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Button Description

Search the list from the system

Submit your request

Cancel

Notification messages during editing process that may be appeared are as followings:

1. No action: This error will occur if you did not select an Action.

2. Successful submission: This message will show if your request has been submitted.

Documents

Vendor Management System Ma… · Vendor Manual Page 10 of 47 SCG-VMS-Vendor Manual - EN - V02.doc Notification messages during the registration steps that may appear are as followings: