Vendor Docs and Vendor Data.

Vendor Docs

Knowing the EXACT document and data deliverables scope is challenging for any project.

DocBoss gives the owner (and their EPC partner) a unique opportunity to automate the creation of vendor document and data registers upon issuance of equipment purchase orders. Stop relying on vendors for detailed document registers and get completion percentages from the start of your project.

Vendor Data

And – not only for documents!

With our upcoming vendor data module, you upload the data requirements for every class of equipment. Through DocBoss, you and your vendor manage the exchange of the information – submission, routing, approval, rejections – all at the field level. The data is synchronized to your engineering system at the intervals you require. Ensure that everything is checked, and know how much work there is to do at any time.

DocBoss for Buyers solves vendor data, documentation and meta-data (tag to doc relationships). The shared vendor register eliminates vendor clerical work while ensuring the required data is in place. It enforces document control best practices while reducing duplication of effort. Offering value to both participants, it provides a pathway for adoption.

Document containers enforce data provisioning.

With Docboss, vendors create containers for every document prior to upload. In many cases, you can automate the creation of the required containers!

To create a new container, the vendor must select from a list of available tags, and from a list of available document codes. You are assured of getting both the tag data, and the document type. The containers also have placeholders for document numbers from each involved party (sub-vendor, vendor, EPC, owner). On upload – the vendor drags the relevant file into the matching container. They then can update the revision, add a comment, and review/edit all other metadata.

Validate submissions

When the vendors have uploaded their docs, and have chosen to submit them – you have an opportunity to validate the submission. You flip through each document ensuring that each has been put in the correct container and that the tags, code, title, and rev data are all correct.

Because you are now working in a shared environment, if you notice an error, you have the option to simply correct the information, or push the document back to the vendor. This review is PRIOR to transferring the document into your own system, so the review process can be much faster, and iterative. In effect – documents pushed out of the submittal are treated as if they were not included at all. So the submittal you transfer into your systems will not show the pushed document at all.

No duplicate documents

With vendors responsible to file documents into containers, they invariable do a good job of matching re-submissions into existing containers. This eliminates issues with document duplication which plagues some projects.

And, because vendors are shown the metadata on each upload, they can keep information current if anything changes.

Share the work when filling in the vendor data for each piece of equipment.

Define which fields should be completed by vendors, and as they complete and submit, be sure someone is checking and approving the information. As changes happen during the project, the appropriate flags are raised, and the seller is flagged to revisit the data and validate everything remains accurate.

A bulletproof system of field-level approvals and tracking is enforced, and the days of shared excel spreadsheets fade into the distance.

Or, extend further to manage customer-facing submissions.

If you are faced with submitting documents to your client, you can add the DocBoss client function into your system. Track submissions to your client the same way you track submissions to your vendors.

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