Specifications include, but are not limited to: 1. General Scope. The Vendor Onboarding and Management System (‘System”) needs to provide: a. A simple and streamlined process for the addition of supplier /vendor information into Western’s systems, and an onboarding and management process for Western. b. A clean, understandable, and user-friendly portal for supplier/vendors and administrative “back-end” interface for Western’s administrative employee users. c. Allow supplier/vendors to upload documents and enter information (including, but not limited to, company, banking, and financial information) to be imported into Western’s Ellucian Banner ERP System to: i. check and vet new supplier/vendor data ii. create new supplier/vendor records iii. update current supplier/vendor records d. The System requires a workflow system to allow Western’s administrative and employee users to review and approve, or to reject back for editing, all or a portion of the information that the supplier/vendor provides, prior to the information being transmitted to Ellucian Banner. e. System needs to allow for Western employee administrative user’s review and approval of vendor/supplier-initiated changes to their data. f. Option for a streamlined process for individuals and sole proprietors who, due to their activity and/or relationship with Western, have less complex documentation requirements. 2. Banner Integration. The System needs to provide a secure pathway for information to flow to and from Ellucian Banner, including, but not limited to, the following information: 1. Vendor Name a. Option for DBA (Doing Business As) 2. Vendor Addresses, including a way to indicate the primary address a. Vendor PO Address (Order Address) b. Remit To Address 3. Vendor Address Updates – needs to create a new vendor address record as the new primary/main, not override the current record 4. Has the ability to duplicate check / check for duplicates / 5. Vendor Email Addresses a. Point of Contact Email b. PO Email 6. Vendor Business & Financial Information a. TIN Matching – preferred requirement b. Income Type c. Classification – W-9 and W-8 Information (matching the Federal Forms as dropdown options) d. Vendor/Supplier Banking Information e. Options for ACH, Direct Deposit, etc. 7. Diversity Classifications a. Choices based on State and/or Federal Definitions b. Optional additions that WWU can add for Vendor/Supplier to choose from 8. Vendor Types a. WWU defines in Banner (2-3 digit code) which can be attached to a Vendor record (within Banner)
