Business Process

The business processes around managing Vendor Data in InEight Document are summarised below.

Create Contracts, Items Purchased and Deliverable Line Items

  1. Create Items Purchased (prior to awarding contracts) with deliverable lists (optional).

  2. Create Contracts with one or more items purchased and for each item purchased (if more than one) create the Deliverable Line Items (Vendor Data Requirement List or Schedule).

  3. Export the list to Excel from within the Vendor Document Register and then attach the excel file to mail (currently a manual process) to send to the Vendor.

Vendor Uploads Documents

  1. Vendor uploads their documents into InEight Document using their own Vendor Document Number. With Single upload or XL-Upload the documents being submitted can be linked to the relevant Deliverable List Item(s) as part of the upload process.

  2. Once uploaded, the documents will be automatically recorded in the Vendor Data Module’s Holding Area.

The stamping and watermarking process can be done based on the project specific requirements including the addition of any margins to avoid obscuring any document details. This will be similar to the current QR/Superseded stamping process and will be done by INEIGHT and can be changed during the course of project.

Contractor Document Receipt and Quality Assurance

  1. Once the Vendor has uploaded the documents, the uploaded documents will be stored in the Holding Area and require processing. Within the Holding Area, the documents can be linked to the Deliverable Line Items and the metadata can be updated as necessary. The Holding Area is only accessible to nominated team members from the Main Contractor.

  2. Once each Document’s status has been updated to a restrained status, it will go into the review process.

Review Process

  1. The review process is conducted as per the standard InEight Document or Bluebeam Studio Session (BBSS) review process. Any reviews will have the ability to be split into two or more reviews, if necessary.

  2. Once the Vendor submitted documents have all completed the review process (all documents in the BBSS have been checked in), the Vendor Document Control team are notified so that the documents can be returned to the Vendor in a timely manner. 

  3. Deliverable Line Item status can be manually updated for individual items or several items in bulk.

    • If all linked documents for one or more Deliverable Line Items are approved, those line items will be highlighted to be marked manually as approved.

    • If any of the Deliverable Line Items contain one or more documents that are not approved, they will be left as is.

  1. In the Vendor Data register, items will be highlighted to indicate if their review process is recently completed (or green mark revisions initiated).

  2. Before the documents are transmitted back to the Vendor, additional post review stamp/watermarks may need to be applied to the documents that are sent. This process will be configured as per InEight Document’s standard watermarking/stamping process with users able to review the stamped documents before sending them out.

  3. At the end of the review process the documents are transmitted back to the Vendor directly from the Vendor Data Register.

  4. Even after the documents have been returned to the Vendor, it is possible to review them further. These are known as Green Mark Reviews which are denoted by separate restrained status codes. Once allocated a Green Mark review status, a document goes through a review process similar to initial submission, except the document is sent directly to a Review Coordinator to nominate additional reviewers as required.

    Green mark status documents retain the original document’s received date and InEight Document Revision until it is resubmitted by the Vendor. The document status then changes to ‘Vendor Submitted’ and it is updated to the next available InEight Document Revision.

  5. Once the Green Mark review process is complete, if the document had any post review stamps applied, they will be removed and new stamps applied. Documents can then be returned to the Vendor once more.

Expediting

Based on contract requirements, some contracts are marked as expedited. InEight Document can assist in managing these contracts with reporting related to the number of days delayed and the associated damages. Deliverable Line Items are also colour coded in the register according to their status to assist with data visibility.