If out-of-date supplier documentation is a concern, we can help!

If you have a large supply chain and a lot of projects, ensuring critical documents are in date can be a difficult task at the best of times. Why take the risk appointing someone without the required cover when help is at hand.

Keeping track of expiry dates is easy with Samson.

When a supplier/sub-contractors pre-qualification questionnaire is assessed, checking they have all the insurances required and that they are in date is part of the process. But once they've been approved as a competent supplier what happens months later when one or more of these policies expire?

9 times out of 10 the sub-contractor will have the renewal in hand, even if you have nothing on record. But what if your suppliers EL/PL Insurance has expired and its renewal is overlooked by both parties. If they are appointed to a project and they cause a bad injury or damage who is liable?

You could also be in breach of your contract with your employer if they require all sub-contractors to have liability insurance and no checks are made on the current state of cover.

Insurances are not the only documents you need to keep an eye on. Certificates, awards and accreditations may also need monitoring. This could be important if you've based your approval of the supplier on an industry recognised accreditation awarded to the supplier or sub-contractor. If they decide to no longer affiliate themselves with the accreditation you may want to see additional information that would have been covered by the accreditation.

Samson manages critical dates by:

• E-mailing your supplier 30 days before a document expires.
• E-mailing your supplier the day the document expires (if the document hasn't been updated since the previous reminder)
• Sending you a copy of the reminder e-mail.
• Moving your supplier to your non-compliant suppliers list if they have ignored all reminders. This will prevent them from being selected for project work until renewed documents and dates are in place.

As our business has grown Liaison has become ever more useful in properly vetting and approving our supply chain in an efficient and cost effective manner; Liaison takes the drudgery out of information gathering in an efficient and user friendly fashion, it has been a great help and time saver to our organisation.