Contact person:Registering your subcontractors

Registering a subcontractor belonging to your organisation

When your organisation is in the APPROVED state, you can register companies working for you as Subcontractor or f.i. as organisation providing temporary labour (Staffing Agency)

3.1 Using an already approved company as subcontractor for your company

If you know the name of a company already working for ZR, you can simply add him as your subcontractor. Note: This only works for Sub-organisations who are in the APPROVED status.

• Click on Projects in the menu on the left, the following screen appears:

Add a company as a subcontractor

• Click on the Relation button, in next screen, your current ‘Organisation-Chain’ will be shown:

'Relation' button

In the Search Box, type the name of the company (minimum of three letters, the system displays the companies whose name starts with the input in the search field.

Search for the organisation, and drag it below your own organisation

Press the SUBMMIT button on the bottom right to save it.

Figure 1: Search and pair organisation

Figure 2: Drag an item to change the order of the tree structure

Rules

* You can only add an organisation below your own organisation

* You can only add organisations who are in the APPROVED status

* You cannot REMOVE an organisation from the ‘tree’, for this, please contact ZR Purchasing.

Effects

* If you add an organisation like this, the organisation and its status becomes visible to you in the organisation view (read only)

* Secondly, the persons belonging to the added organisation also become visible to you in the persons view (read only)

* Advantage: Direct view on acceptance status of both persons and organisations.

3.2 Registering a new subcontractor

A completely new contractor can be added by the contact person of an organisation which is registered via ZR. The approval/disapproval decision will be done by ZR after all information has been provided via the portal.

Step 0: Start to Add an Organisation

In order to do so, you have to click from the Organisation menu on “Add Organisation”. A “stepper” starts which helps you to create a new organisation.

Adding an organisation

3.2.2. Step 1: Choose the organisation type

Select the organisation type

Please note: leave the switch 'Global Organisation' switched on (green). Choose the organisation type from the following options. If you have questions, you can contact the ZR Purchasing department.

Non-Industrial/Administrative Services On Site	For low risk activities (office cleaning, administrative support, plumbing or similar or companies providing advisories after visiting the plant (together with your organisation)
Subcontractors >= 100.000 hrs	For subcontractors who have more spend more than 100.000 hours annually in the field., typically (very) big subcontractors working in the ZR plant.
Subcontractors < 100.000 hrs	For smaller subcontractors working in the ZR plant
Staffing Agency	For agencies delivering temporary personnel

3.2.3 Step 2: VAT number
First, select the country. Second type the VAT-nr (without the country) and click on the 'verify' button.
Make sure you have the VAT-number of the organisation, as this uniquely identifies the organisation in the system. The VAT-nr cannot be changed anymore after this step!

Enter a VAT number

3.2.4 Step 3: Organisation Name
After pushing the 'verify' button in Step 2, the system will perform a check with the European Union VIES database. When the VAT number is found, the portal displays some company data. Although some elements might not be correct (VIES database does not always contain the correct data), you do not have to correct the information at this stage (the contact person of your subcontractor should do that for you). Only make sure the company name reflects the actual name as close as possible.
Press the Next button to move on to the next Step, leave 'Subcontracting allowed?' set to NOT SELECTED.

Step 3: organisation name

3.2.5 Step 4: Permission Groups
Click on Add Permission Groups and make sure “Contactpersoon Organisatie (Sub)” is selected. When selected it will be visible like shown hereafter. Press NEXT when done.

Add Permission Groups

3.2.6 Step 5: Assigning a contact person for the organisation
Fill in the Initials, prefix, surname, e-mail and communication language of the contact person of the organisation you would like to add.
Click on Select a role and Add the role “Contactpersoon Organisatie”.
Click on Select a Project and Add “ZR Organisatieketen” (only option). Press ADD when finished.

Assigning a contact person for the organisation

The organisation will appear in the overview of your organisations, in the Registered status.
In parallel, the contact person of the subcontractor will receive mails from the system:

- That he is registered in the system as a contact person for the organisation

- mail with username and temporary password

Overview of your organisations

3.3 Completing subcontractor data

The process from this point on is completely similar to the process of registering your own organisation, except that the contact person of the subcontractor should do everything, in short:

- Complete all organisation data, documents and questionnaire

- Approval process by ZR

- Registering persons belonging to his organisation, who will work on ZR site.

You can see the status of the organisation by looking at the status symbol (see 2.7)