Subcontractor Management System

This application Manages data and documents (e.g. Word, Excel, pdf-files etc) for subcontractors (Vendors) based on a contract with the vendor. Vendors are finally imported from an accounting system (e.g. SAP) using e.g. an Excel file-transfer. In case new vendors are not yet availlable from the accounting system, they can be created within SCM as ‚Temporary Vendors‘ with a mechanism für later consolidation.

For each vendor SCM has at most 1 contract, which contains the required processing data and allocated documents.

Documents (i.e. files) are allocated to a contract by varying procedures:
-> Manual allocation using predefined templates.
-> Import of files from the filesystem
-> Import of files from eMail attachments
Documents may contain contract details as well as the process of requiring and importing requested documentation from the vendor, e.g. certificates etc.

According to their meaning, these documents are grouped by Labels.

Document Profiles contain information about required, requested and sent documentation from a specific vendor.

The inbox function connects SCM to the Outlook Email account of the user. Up to now, SCM uses a fixed correlation between Email account name and Windows domain username.

When an eMail is returned as answer to a previously sent request, SCM extracts as far as possible correlation information from the eMail subject to properly fill the required data, which can be adjusted or accepted by the user.

In the context of a contract it is possible to create individual Freight orders.

For both the creation of Freight orders and the administration of contracts exists an approval process, which documents the approvement of the relevant data by eligible personal.

SCM – Subcontractor Management System

Overview

Following is a short description of the technical requirements for
the runtime of SCM (Subcontractor Management System):

-> Microsoft SQL Server 2005 or later (Database)
   (with SQL Server or Trusted Authentification)
-> Dot.Net Framework 2.0 or later
-> Microsoft Office 32 bit
      Outlook for Mail Inbox and Send operations
      Word, Excel
      Mapi32.dll
-> Redmon printer port and Ghostscript for pdf-generation.
   (eventually replaced by pdf-generation through Word)
-> File service for structured storage of files of different types.

The application (DM.EXE plus additional dll-files, configuration files, etc.)
runs locally on a windows computer (e.g. Windows 10), which includes
operation through a terminal service (RDP, Citrix, etc.).

Upgrade procedures are managed by central server storage of the
application, which is copied at startup to the local application
storage. Special installation is not required, the modules and files
of the application are simply copied to a common application folder.

Central for the application is access to the database and mail accounts.

Subcontractor
-> Master Data:
   Document Folders -> defines the file storage structure of attached documents (doc, xls, pdf, …)
   Document Templates -> defines the handling of attached documents based on file extension
   Dbs – Regions – OpCos – Sites (company structure)
   Categories – Products – Functions – Assign User to Functions
   Profile Headers
   Labels & Groups
   Formulas & Questions
   Variable Texts
-> Subcontractor Management
   Vendors -> imported from Excel files coming from an accounting system (SAP, etc.)
   including monthly turnover data (statistics)
   Contracts -> 1 contract per vendor, Documents, required Documents, Approval Process
   Freight Orders -> Orders based on the Contract
-> Documents (requested & received documents, document chain, reminders, ..)
-> Documents Profile (certificates, company license, company registration, dangerous goods, …)
-> Trucking Profile (type of trucks, services, …)
-> Approval process (a subcontractor is approved e.g. by 2 managers of configurable function,
     e.g. Site manager, country head of product, regional CEO, …)
     function have attributed levels: site, country, regional, global.
-> High vulnerable cargo
-> GDP dangerous products