Supplier Workflow (Workday)

1. Overview

This solution manages the process of onboarding new suppliers. It begins when a user initiates a request to add a new supplier, capturing all necessary details such as company information, addresses, tax data, and banking information. The request then follows a structured approval workflow based on the property level and whether the supplier provides a service, ensuring all required reviews from management, contract teams, and purchasing are completed before the supplier is officially added by the supplier administration team.

2. Glossary

3. Detailed explanation

This solution uses a form to collect supplier data and a multi-step workflow to manage approvals and reviews.

Form

The form is organized into several sections to gather all the required information for a new supplier request.

• Instructions (Section)

• Provides guidance to the user filling out the form.

• Property Selection (Section)

• Used to select the property associated with the supplier request.

• Supplier Information (Section)

• Captures basic details about the supplier.

• Required fields: Reason for Request, Does this Supplier provide a Service?

• Supplier Address (Section)

• Collects the supplier's main physical address. This section is shown based on answers in the form.

• Required fields: Main Address, City, Zip/Postal Code

• Supplier Remit Address (Section)

• Used to enter a separate payment address if it is different from the main address. This section is shown based on answers in the form.

• Supplier Tax (Section)

• Gathers the supplier's tax identification information. This section is shown based on answers in the form.

• Required fields: DBA Name

• Bank Account Information (Section)

• Captures the supplier's bank details for payments. This section is shown based on answers in the form.

• Contact Supplier Info (Section)

• Collects contact details for the supplier. This section is shown based on answers in the form.

• Required fields: Phone Number

• Attachments (Section)

• Allows for uploading necessary documents. This section is shown based on answers in the form.

• IT Support - Assign Unassigned Roles (Section)

• A section for the IT Support team to assign the correct approvers for the workflow.

• GM Approval (Section)

• Contains a notes field for the General Manager to use during their approval step.

• RDO Approval (Section)

• Contains a notes field for the Regional Director of Operations to use during their approval step.

• Corporate Approval (Section)

• Contains a notes field for the Corporate approver.

• Contract Review (Section)

• Contains a notes field for the contract review team.

• Purchasing Review (Section)

• Contains a notes field for the purchasing review team.

• Michele Step (Section)

• Captures additional supplier details.

• Required fields: Supplier Group, Tax Authority Form Type

Workflow

The workflow automates the supplier onboarding process, routing the request for necessary approvals and reviews.

1. Start

The process begins when a user fills out the form and submits a new supplier request.

• Section permissions:

• Hidden: Michele Step, IT Support - Assign Unassigned Roles, GM Approval, RDO Approval, Contract Review, Purchasing Review, Corporate Approval

2. Goto-Supplier Admins

This is an automated step that directs the workflow.

• Conditional execution: This step runs if the field Item Submitted by a Project Manager has a value of "Yes". It jumps the workflow directly to step 6, "Supplier Admins".

3. IT Support - Assign Roles

This step is triggered if the system determines that approver roles need to be assigned manually.

• Conditional execution: This step runs if the field IT Support Needed to Fix Roles for Workflow has a value of "Yes".

• Assignee: IT Support - Fix Issues

• Section permissions:

• Editable: IT Support - Assign Unassigned Roles

• Hidden: GM Approval, RDO Approval, Michele Step, Corporate Approval, Contract Review, Purchasing Review

• Button permissions:

• The Reassign and Withdraw buttons are hidden.

4. Parallel branch

The workflow splits into two main paths based on the location type.

• 4.1 Above Property This branch is followed if the Selected Location is Above Property or Property Level field is "Above Property". It then branches further based on the property number.

• 4.2 Property Level This branch is followed if the Selected Location is Above Property or Property Level field is "Property Level". It includes two sequential approval steps.

• 4.2.1 GM - Approval The request is sent to the General Manager for approval.

• Assignee: The user in the Workflow - GM field.

• Section permissions:

• Editable: GM Approval

• Hidden: IT Support - Assign Unassigned Roles, Michele Step, RDO Approval, Contract Review, Purchasing Review, Corporate Approval

• Button permissions:

• The Reassign button is hidden.

• 4.2.2 RDO - Approval After GM approval, the request is sent to the Regional Director of Operations.

• Assignee: The user in the Workflow - RDO field.

• Section permissions:

• Editable: RDO Approval

• Hidden: Michele Step, IT Support - Assign Unassigned Roles, GM Approval, Purchasing Review, Contract Review, Corporate Approval

• Button permissions:

• The Reassign button is hidden.

5. Parallel branch

After the initial approvals, the workflow splits again based on whether the supplier provides a service.

• 5.1 Provides a Service This branch is followed if the Does this Supplier provide a Service field is "Yes" and the request is for a new supplier.

• 5.1.1 Service - Contract Review The request is sent to the contract management team for review.

• Assignee: wf-vendorcontractmanagement

• Section permissions:

• Hidden: Hidden Section - File Generator for Workday, Hidden Section, Michele Step, RDO Approval, GM Approval, IT Support - Assign Unassigned Roles, Purchasing Review, Corporate Approval

• Button permissions:

• The Reassign button is hidden.

• 5.2 Does not Provide a Service This branch is followed if the Does this Supplier provide a Service field is "No" and the request is for a new supplier.

• 5.2.1 Purchasing Review The request is sent to purchasing for review.

• Assignee: Yasmine Irani

• Section permissions:

• Hidden: Hidden Section - File Generator for Workday, Hidden Section, Michele Step, RDO Approval, GM Approval, IT Support - Assign Unassigned Roles, Contract Review, Corporate Approval

• Button permissions:

• The Reassign button is hidden.

6. Supplier Admins

This is the final review step where the supplier is formally set up.

• Assignee: Workday - Supplier Admins

• Section permissions:

• Editable: Supplier Information

• Hidden: Michele Step, GM Approval, IT Support - Assign Unassigned Roles, RDO Approval, Contract Review, Purchasing Review, Corporate Approval

• Button permissions:

• The Reassign button is hidden.

7. Completed

The workflow is finished.

4. Summary

This solution automates the supplier onboarding process from initial request to final setup. A user submits a form with supplier details, which then moves through a dynamic approval workflow involving managers and specialized teams before being finalized by the supplier administration team.

• A user initiates the process by filling out a form to request a new supplier.

• The form captures supplier details, address, tax information, and banking data.

• If needed, the IT Support team is assigned to configure the correct approvers for the request.

• The workflow automatically routes the request based on whether it is for a "Property Level" or "Above Property" location.

• For "Property Level" requests, the General Manager and then the Regional Director of Operations must approve.

• After initial approvals, the process splits again based on whether the supplier provides a service.

• If the supplier provides a service, the request is sent to the contract review team.

• If the supplier does not provide a service, the request is sent to the purchasing review team.

• Once all reviews and approvals are complete, the request is assigned to the Supplier Admins.

• The Supplier Admins perform the final review and complete the supplier setup, after which the process is finished.

5. FAQ

Q1: Who approves my request? A: Your request is first approved by your General Manager and Regional Director of Operations if it's a "Property Level" request. After that, it is reviewed by either the contract team or the purchasing team, depending on the type of supplier.

Q2: What happens if I need to enter a separate address for payments? A: On the form, you will be asked if the remit (payment) address is different from the main address. If you answer yes, a new section will appear allowing you to enter the separate payment address details.

Q3: How do I know which documents to attach? A: The "Attachments" section of the form lists the required documents, such as a W9 form, an invoice, and any supporting contracts. You can upload the files directly in that section.

Q4: What is the difference between the "Contract Review" and "Purchasing Review" steps? A: The workflow sends the request to "Contract Review" if the supplier is providing a service, to ensure any agreements are properly vetted. It goes to "Purchasing Review" if the supplier is providing goods or other non-service items.