All Your Vendor Information in One Place
Vendor Management
Catch up to speed on any vendor in a matter of minutes
- Give everyone in your company access to a current, official vendor list
- Conduct OFAC & SAM Exclusion searches against your vendors
- Store all vendor-related docs — NDAs, insurance policies, 3rd party docs, etc.
- Customize vendor statuses, categories and regions to fit your needs
- Track parent/child and other relationships between vendors
- Keep track of upcoming diligence/on-site/performance/risk review dates
- Store annual financial & vendor spend information
- View vendor's mailing addresses on an embedded Google map
Contact Management
All your vendor contacts in one place
- Enter unlimited contacts
- Denote primary & emergency contacts
- Email contacts directly from the application
- Enter comments for each contact
- Archive contacts that are no longer with the vendor
Contract Management
Avoid missed deadlines & penalties
- Track notification & expiration dates and receive email reminders
- Enter unlimited contracts for each vendor
- Enter sub-contracts that are tied to an umbrella contract
- Have the system auto-renew contracts
- Enter SLA terms, which can then be measured when conducting performance reviews
Services & IT Asset Management
Know exactly what your vendors are providing
- Store dates such as support and warranty expirations and receive email reminders
- Conduct risk & performance reviews on your services & IT assets
Vendor Selection Projects
Manage all aspects of a vendor selection project throughout its lifecycle
- Create a vendor selection project and invite new & existing vendors
- The vendors themselves can login to the Guest Portal and respond to the RFP
- Use automated RFP scoring and see how each vendor performs compared to each other
- One centralized location for all documents associated with the selection project
Incident Tracking
Document all vendor-related issues so you don't forget them later
- Enter unlimited incidents with your vendors
- Determine if the incident violated your SLA terms
- See which vendors are the most problematic
- Track the vendor's resolution time
- Have the vendor complete an incident response form via the Guest Portal
Conduct Reviews & Request Information
Due Diligence Reviews
Have a consistent & reasonable approach to vetting your vendors
- Conduct a diligence review to capture information on a vendor
- Have the vendor complete the questionnaire on your Guest Portal
- Optionally use a review committee to approve the vendor's responses
- Unlimited reviews per vendor; unlimited review templates
On-Site Reviews
Diligence geared to on-site visits
- Conduct an on-site review to capture information on a vendor
- Have the vendor complete the questionnaire on your Guest Portal
- Optionally use a review committee to approve the vendor's responses
- Unlimited reviews per vendor; unlimited review templates
Performance Reviews
Ensure that your vendors are meeting expectations
- Conduct a performance review to assess how well a vendor is performing
- Have the vendor complete the questionnaire on your Guest Portal
- Optionally use a review committee to approve the vendor's responses
- Unlimited reviews per vendor; unlimited performance templates
Risk Reviews
Assess risk exposure to mitigate your third-party vendor concerns
- Conduct a risk review to quantitatively arrive at a vendor's risk level
- Optionally use a review committee to approve the reviewer's answers
- Risk reviews can utilize a question & answer approach or a risk matrix grid
- Unlimited reviews per vendor; unlimited risk templates
Document Requests
Quickly & easily request documents from your vendors
- Send one-off requests to vendors for updated documentation
- Can include NDA, 3rd party, insurance requests, or any other document
- Receive email notification when the vendor uploads the document(s)
Surveys
Request information from anyone
- Create survey questionnaires
- Send the survey to anyone, just vendor contacts, or just internal users
- A summary page will break down the responses, or create a report to query responses
Manage Your Workflow
Dashboard
All upcoming items in one place
- The dashboard is your "home page", and aims to give you a snapshot of all action items
- Toggle between just your items or all items you have access to
- The dashboard can be emailed to you periodically — every day, week, etc.
Task List
What do you need to do next?
- Tasks are specific items that need to be accomplished
- Tasks can be recurring — every day, every week, every day of the month, etc.
- Create saved tasks for common tasks
- Create multi-step tasks with defined workflows — e.g. a contract approval process
Review Committees
Approval workflow for submitted tasks & reviews
- Create unlimited review committees
- Completed tasks & reviews can be to a review committee for approval
- Each committee member can approve, reject or "approve with findings"
- Rejected items will be sent back to the owner
- Configure all aspects of who can approve, how many approvals are needed, etc.
Bulk Actions
Automate repetitive actions & save yourself a ton of time
- Bulk actions perform one or more actions against report data, and can be one-time or recurring
- Available bulk actions include: email item owner, email vendor contact, change owner, change department, create review, create document request, create task, etc.
- For example, let's say you have a report called "Vendors that have an insurance policy expiring today"...
- ... you could have a bulk action that runs every morning and creates a document request and sends that to each vendor
- ... rather than having to manually email vendors every day that they have an expiring insurance policy, the bulk action accomplishes this in seconds
Reporting Tools
Executive Charts
Easily digest high-level information
- Pre-built charts that show items by department, by status, by type and by risk level
- Can be displayed as pie, column or bar charts
- Save charts to PDF
Reports
Create custom reports on the fly
- Create 4 types of reports — detailed, summary, drilldown and executive
- Detailed — select specific fields to display, e.g. "All names, status, and risk level for active vendors"
- Summary — see data as a pie, column or bar chart, e.g. a pie chart of "All vendors by risk level"
- Drilldown — specific to reviews, lets you drilldown by an answer, e.g. "All vendors who answered 'Yes' for 'Hosts company data?'"
- Executive — lets you combine one or more reports into one report
KPI Boards
Track & evaluate your vendor-related objectives
- For reports that you want to track historically, create a KPI board...
- ... examples could include "Open tasks", "Reviews in-process", "High-risk vendors", etc.
- The KPI page will show the # for each report and includes a link to view the historical trend by day
- Color-code the # — for example, show the # in red if you have more than 20 high-risk vendors
- Have your KPI boards delivered to you via email
- Share your KPI boards with other users
Email Features
Daily Email Reminders
Important items delivered right to your inbox
- Receive a daily email at 8 AM your time, Monday through Friday
- Site admins can receive an additional email that contains a summary of all the daily emails
- The emails can contain items due today, upcoming expirations, etc. with a link to the item in VendorRisk
Forward Emails to your Site
Backup important information from email messages
- Your site will have a unique VendorRisk email address
- Users can then forward emails to this address, and the email will appear in your site
- Forwarded emails can then be assigned to a vendor and appear in their vendor page
- This approach lets you quickly & easily preserve email conversations without tedious copy/pasting
Stored in the Database
Automatic copies of your email messages
- Any emails sent from the system are automatically kept in the database
- Search email messages by creating reports
- Site administrators can see all email messages sent via the system
Sent via SendGrid
Increase odds of email delivery
- SendGrid is a popular email delivery provider to help ensure that your email reaches its recipient
- Any bounces/blocks are recorded in the system to help you troubleshoot issues
Other Features
Guest Portal
A secure environment for your vendors to login to
- Vendors can view and/or complete diligence/on-site/performance reviews, incident responses, surveys, document requests & RFP requests
- Vendors can create their own account and request a new password
- While anyone can register, the guest's email address is used to determine access to reviews & requests
- Vendors can review contact info you have on file and notify you of any changes
Document Storage
Upload all your vendor-related documents, safely and securely
- Attach documents to virtually any item (vendor, contract, etc.)
- All documents stored securely at Amazon S3 & can only be accessed via your site
- Documents can have an expiration date & can be archived
- Permissions can be given to documents so that only certain users can view/download the file
- Unlimited document storage — individual files can be up to 80 MB in size
- For security purposes, only the most popular file formats are allowed (PDF, MS Office, etc.)
Comments
Keep a running conversation of notes & concerns
- Post comments to virtually any item (vendor, contract, etc.)
- Email the item owner when a new comment is added
- Use the Reports tool to search through any comments
Import & Export
Get your data in & out
- Import vendors, contacts, contracts, incidents, mailing addresses and vendor spend data from CSV
- Export items to Excel, PDF and ZIP
- Set up weekly site-wide exports to Excel
- Set up weekly incremental file backups to ZIP
API access
Access your site data without logging in
- Read-only access to report data
- Data can be formatted as XML or CSV
- Use our API to ingest your site data into a local database or other software
- All API attempts are logged
Site Administration
User Management
Get everyone on board with the appropriate access rights
- Create unlimited users
- Assign multiple site administrators
- Single sign-on (SSO) integration with popular providers, such as ADFS, Azure, Okta, OneLogin and PingOne
- Multi-factor authentication (MFA) integration with Google Authenticator
- Very granular permissions — add/view/edit privileges along with per-module access
- "User roles" let you create groups of users to simplify permissions for similar users
Review Templates
Highly customizable templates for your review process
- Create unlimited review templates
- Questionnaires can have unlimited items
- Multiple field types to choose from (textbox, dropdown, radio button, checkbox, etc.)
- Create scoring logic dependent on the answers
- Configure skip logic to eliminate having to answer irrelevant items
Customize, customize, customize
Tailor your site to meet your needs
- Customize what appears on your dashboard & daily email alerts
- Configure how strong each password must be & how long passwords can be valid for
- Create custom fields for virtually every module
- Customize guest portal to include your company's logo and color scheme
- Customize document types
- Create your own help manual