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Vendor Management Top 20 Prioritized Considerations
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Vendor Registration & Credentialing Workflow:
- Standardize vendor profile creation, service definitions, and credential issuance through BluSKY’s Vendor Admin screens.
Certificate of Insurance (COI) Management:
- Require valid COIs before admitting vendors; configure automated alerts for upcoming expirations and override policies when justified.
Role-Based Access & Permissions:
- Assign vendor-management roles (vendor admin, facility manager, security officer) to control who can create, edit, or delete vendor records.
Structured Vendor Check-In/Check-Out:
- Enforce defined procedures for vendor badge printing, scavenging, and reclamation—with electronic time-stamps.
Vendor Services Definition & Mapping:
- Catalog each vendor’s services (e.g., maintenance, deliveries) and map them to specific access zones or schedules.
Pre-Authorization via Third-Party Integrations:
- Integrate with procurement or facility-management systems to import pre-authorized vendor visits automatically.
Automated COI Expiry Notifications:
- Configure building-wide notifications proactively alerting when a vendor’s COI is near expiration.
Bulk Vendor Import & List Management:
- Import and maintain large vendor lists; filter and sort in the Vendor List View for efficient administration.
Unified Vendor Activity Reporting:
- Leverage the Visitor/Vendor Activity Report to analyze vendor visits, service durations, and compliance metrics.
API Integration for Vendor Data:
- Use Vendor Web APIs (GetAllVendors, GetVendorsBySystemId) to sync vendor records with ERP, CMMS, or compliance platforms.
Station Layout & A&E Blueprint Alignment:
- Reference A&E specs to design vendor-dedicated admission stations and ensure smooth physical workflows.
Mobile & Physical Credential Flexibility:
- Support both BluPASS mobile credentials and printed badges for vendors, accommodating diverse site requirements.
Credential vs. Vendor Ratio Monitoring:
- Track vendor-credential utilization against total vendor profiles to optimize licensing costs and credential allocations.
Training & Quick-Start Guides for Vendor Teams:
- Offer targeted training modules and quick-start guides to bring facility staff up to speed on vendor processes.
Vendor Invitation & Approval Workflows:
- Manage vendor invitations with approval chains, ensuring that only authorized vendors access sensitive areas.
COI Restriction Overrides:
- Implement documented override workflows in BluSKY for situations demanding urgent vendor access despite lapsed COIs.
Access Control & Video Integration:
- Correlate vendor badge swipes with door events and camera feeds for full accountability and auditing.
Vendor-Specific Scheduled Access:
- Define access windows per vendor or service, minimizing off-hours or unsupervised site presence.
Continuous Release Note Review:
- Stay current with BluSKY vendor-management feature releases to leverage new compliance and workflow improvements.
Industry Best-Practice Templates:
- Apply pre-built templates (e.g., “Top 10 Requirements for Effective Visitor and Vendor Management”) to accelerate deployment.
