TF Supplier Qualification Process
The purpose of this project is to formalize the process of qualifying a new Supplier before the client can start trading. This new process will be implemented in Salesforce, where the new Supplier goes through different levels of validations, until it is approved/rejected.
Problem Description
When a new Supplier is created, TF Risk performs a series of checks in order to validate that the Supplier is compliant.
The current process has a few faults:
- the checks are not being properly tracked or stored in any system;
- there is no effective way of monitoring the consistency of the checks;
- there is no clear audit trail of the checks performed;
- there is no way to store additional information or documentation relevant to the checks;
- there is no formal reporting of the checks performed, which makes it difficult to investigate issues or do analyse trends.
Background
At the moment, TF Risk team is struggling with the process because it is based on Google Sheets and shared Google Drive folders, the information and documentation collected during the process is susceptible of getting lost or mixed-up, there is no consistency in the steps and procedures and it’s virtually impossible to have a reliable audit trail.
Solution
There are already many processes in Ebury Salesforce that require, at different stages and by different teams, checks to be performed, information and documents to be collected, notifications to be sent, etc. And most importantly, all of it is being stored in Salesforce, making it much easier to report or audit on. Such is the case for processes like FX/TF Onboarding, Credit Conditions Requests, Exceptions Requests, etc.
The solution for the TF Supplier Qualification process follows a very similar approach as the other examples cited before, in that it will:
- use Cases + Approval Processes - to trigger, track and complete the full qualification flow;
- use the existing CaseApproval structure - take ownership of the case, approval history tracking;
- have 2 main actors - TF Manager (Sales) and TF Risk; although in first instance, the process will be triggered by the Client (via EBO/Trade Finance);
- be split in 3 levels - the lowest level (1st Level) is the default approval level, the subsequent levels are escalation levels;
- have a scoring mechanism that will calculate the score of the current level and check if the case fit for approval in the current level or if it needs to be escalated.
Diagram
Forms
Alternatives
N/A
Caveats
N/A
Operation
This is a completely new process that will be used mainly by Salesforce internal users from Sales and TF Risk teams.
Security Impact
N/A
Performance Impact
N/A
Developer Impact
N/A
Data Consumer Impact
This is a brand new flow, users will be moving the process from spreadsheets to Salesforce, therefore appropriate training documentation will be provided.
Deployment
As the flow is not long nor extremely complex, there is no need to rollout in stages. Also, this will not be applied retrospectively, only new Suppliers with new 1st Trades will start going through this qualification process.
Dependencies
The process will be triggered by the clients when they create new trades via EBO, meaning this implementation impacts EBO and the integration with Salesforce. We will need to work with ONL Team, to perform sanity testing on the integration, to ensure that all works well, prior to going live.