DOCUMENTS

Figure 16. Multiversity Portal: section"Documents"

Details:

• Qualification: This section contains all documents uploaded on the e-procurement portal by the supplier. For each document present on the portal, the list associates:
  • The supplier from which it was uploaded.
  • The qualification status of the supplier.
  • The upload date of the document in the system.
  • The date the document was issued to the supplier.
  • The expiration date of the document.
  • The status of the document.
  • The user who validated the document.
  • The reminder status.

Figure 17. Multiversity Portal: Supplier qualifications Documents

Reminder Status (A) (ref. Figure 17):

• “Suspended”: The document is no longer required by the internal user or is no longer available from the supplier.
• “Active”: The document is available or requested by the internal user.

Additionally, in the Actions column, it is possible to:

• View and download the document (B).
• Access the history (C).
• Send a reminder communication if the document is expired/rejected (D) (ref. Figure 17).

Figure 18. Multiversity Portal: section "Validation Documents"

• Validation Process:

Once the questionnaire evaluation phase is completed, the next phase requires the internal user to personally review the documents submitted by the supplier to verify their actual consistency concerning:

• The type of document requested.
• The stated issue and/or expiration dates at the time of submission.
• The truthfulness of the information where necessary.
• The presence of identification documents where required (i.e., self-certifications).

The documents to be attached to the system will be classified by type, mandatory status, and legal status. This last property is necessary to allow individuals to present a series of documents that differ from those required for legal entities. Furthermore, the document classification will also consider the duration of each document, allowing the system to automatically alert qualified suppliers regarding expired documentation that needs updating based on the issue date declared by the supplier for each document.

In the Actions column, there is an icon that allows the internal user to view the history of previously uploaded documents (A) (ref. Figure 19).

Figure 19. Multiversity Portal: section "Validation Documents"

These sections of the Asja portal ensure a structured and clear qualification and document management process, facilitating transparency and efficiency in the relationship with suppliers.