Software to make CPSR requirements easier

[LucyQ]

Hello,

 

Does anyone have recommendations on software or purchasable solutions for the following? I'm essentially getting a department ready for a CPSR and they have nothing yet. I've done this with a company before but we did our excluded parties searches by hand and created our own approved supplier list. But given that this new company doesn't have the resources of the old one, a purchased options seems better. 

1) Approved Supplier List (we use Unanet as our ERP)

2) Excluded parties searches

3) Financial Capability (DNB)

 

Thanks!

[here_2_help]

I'm a bit confused. 

How is the contractor currently complying with requirements related to responsibility determinations and excluded parties? Are the searches being done by hand, or are they not being done at all?

Also, I'm not sure how an Approved Supplier designation plays into CPSR compliance. I don't know all the (many) adequacy criteria off the top of my head, but I don't recall one associated with having an Approved Supplier list. Hopefully, you can enlighten me on that one.  If the issue is that being designated as an Approved Supplier means that future responsibility determinations and/or excluded party searches don't have to be performed, I don't think that's the case.

 

[LucyQ]

Apologies, I said approved supplier to mean a supplier that had been vetted and was able to meet the requirements. They usually upload Reps and Certs, DDTC Regs, Small Business Certs, stuff like that on there. They are then an "approved supplier". I think the naming probably came from the mix of ISO and CPSR requirements along the way. 

 

As far as excluded parties, there are outside companies that do this for you so you don't have to physically go and look up every vendor. That's part of the sign up process. I'd like to know if anyone knows of these types of softwares or services that can be used. For example I know of Ariba, but not any other supplier management softwares that could be acceptable for Supplier Management under a CPSR.

 

Like I said before, the system that was built in-house at a previous company was enough but I don't have other experience outside of Ariba. 

 

Perhaps a better questions would be, how do you guys manage your suppliers in CPSR compliant procurement systems? 

[here_2_help]

1 hour ago, LucyQ said:

Perhaps a better questions would be, how do you guys manage your suppliers in CPSR compliant procurement systems? 

All I can say is that my companies have had their buyers check the excluded parties website (manually), print out the results showing the date checked, and stick the printout in the purchase file. Okay, nowadays they do this electronically by attaching the screenshot to the electronic PO. But still, I have not worked with a company that outsourced this process. That's not to say that it couldn't be outsourced; however, my companies thought that making the excluded parties check was an essential function of being a buyer and they expected their buyers to do it.

Apologies for not being more helpful.

[Neil Roberts]

On 7/24/2023 at 2:16 PM, LucyQ said:

1) Approved Supplier List (we use Unanet as our ERP)

2) Excluded parties searches

3) Financial Capability (DNB)

If these are the only perceived weaknesses to comply with a CPSR, your new company should be congratulated. I would go back to the current software/computer system that is driving the current supplier management system and ask if they have some potential solutions for the potential weaknesses you mentioned. Not sure what DNB means. I assume you mean Dunn & Bradstreet financial reports. I would review the previous CPSR and include questionable areas in current preparation. If your company is new to a CPSR, I recommend you spend the money on a consultant review instead.  

[LucyQ]

19 hours ago, Neil Roberts said:

If these are the only perceived weaknesses to comply with a CPSR, your new company should be congratulated. I would go back to the current software/computer system that is driving the current supplier management system and ask if they have some potential solutions for the potential weaknesses you mentioned. Not sure what DNB means. I assume you mean Dunn & Bradstreet financial reports. I would review the previous CPSR and include questionable areas in current preparation. If your company is new to a CPSR, I recommend you spend the money on a consultant review instead.  

These, of course, are not the only issues. They have had a consultant before and they basically said everything is wrong lol. I now have to come in and implement changes to fix everything. This is just one of my thousand other To-Do's and was hoping someone here had experience within their organization since my experience is limited to two options that aren't viable in this situation.  You are correct, that spending money in this would be a long term solution, but knowing about it now will help me know choose my battles and set up my pitches in the next 12 months. If I have enough successes I'm more likely to get a budget to streamline processes and  get my staff's attention elsewhere. 

 

Thanks all.

[Patrick Mathern]

Hi @LucyQ -

Our software, SpendLogic, is a CPSR-centric platform that automates and organizes procurement documentation.  We have built out various automations such as you've discussed and are currently building out our Reps & Certs (approved supplier) module.  Our solution will bounce the supplier's CAGE off of SAM, checking reps & certs, and also build in company-specific reps and certs reviews.  Records are kept in SpendLogic and you're alerted when updates are required.  Budget-wise, we are far more affordable than Ariba or other overly-complex systems.  For a demo of current and upcoming capabilities, you can reach out to me directly, or visit our website.  

Patrick