Managing Supplier Compliance in Maintenance & Work Orders

This article outlines how to effectively manage and verify whether suppliers are compliant. With our new Supplier Compliance feature, you can ensure that suppliers are legally and adequately equipped to take on specific types of work. 

The Importance of Supplier Compliance

One common issue for property managers is the assurance that assigned suppliers are compliant with legal requirements to undertake given tasks. Recording the types of work a supplier can perform is essential to understanding and managing their compliance requirements. Supplier Compliance within Re-Leased provides a means to easily visualize and manage these compliances, enhancing your workflow when allocating work orders.

Creating Supplier Compliance Types

The first step in creating a Supplier Compliance is to create a Type of Supplier Compliance to then link to Maintenance types and register against a Supplier contact.

Similar to defining property compliance types, you'll be able to: create a new supplier compliance type which sets out the compliances you expect from your suppliers.

To create compliance types:

1. Navigate to the Settings page & select Compliance Types.
2. Select Create.
3. Enter the Name of the compliance type you wish to create and choose to apply this to Suppliers.
4. Select Create when completed.

Setting Up Maintenance Certifications

You can then use the Types of Supplier Compliances you have created to define compliance requirements for suppliers to undertake a maintenance task through Maintenance Certifications.

1. Navigate to the Settings page and select Maintenance Certifications.
2. Select all the Maintenance Types that you would like to assign a specific compliance against.
3. Select the relevant Supplier Compliance Types. 
4. Select Create

Creating Supplier Compliance

Once you've set the compliance types, you can create records for each supplier to identify whether they are compliant:

1. Go to the Compliance Hub and select Supplier Compliance.
2. Navigate to the Add Compliance button and select Create Supplier Compliance.
3. Similar to property compliance, you can select a template to register against your Supplier Compliance. 
4. Input the required fields including:
   • Contact - this will default to creditor contacts.
   • Compliance Type - see above.
   • Title.
   • Assigned to - who will be responsible for monitoring this.
   • Task or Document - an action to completed to mark as compliant.
5. Save you Supplier Compliance record.

Assigning Suppliers to a Maintenance Task

When assigning a supplier or creditor contact to an existing or newly created maintenance task you will now have visibility into their the status of their compliance as it pertains to a maintenance type.

NOTE: The system will not filter suppliers out entirely based on compliances; instead, it will provide visibility into the compliances a supplier has. This empowers you to make the final call on allocating work, with supplier compliance information easily accessible.