Supplier metadata

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Categories

Categories is a flexible field to easily tag your suppliers. You can have as many categories as you want on a given suppliers We often use categories to derive at the relevant GICS industry for your supplier, as your internal categorization can reflect what you are buying

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Custom fields

You have the option to add custom fields to any supplier. It is similar to categories, but you can create more structure with specific fields or labels. Go to Settings to create custom fields. You can also decide whether to allow for multuple values and whether to display in the supplier profile header. At the current stage, only “string” or text is upported in Responsibly To bulk upload suppliers with custom fields, simply ensure your CSV column headers match your custom field names. The system will automatically detect and map them during the import

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Spend

Spend data is per year using the organization-wide currnecy. The organization-wide currency is set in General Settings. There can only be one organization wide currency per organization. Spend can be uploaded on suppliers via .csv To learn more about CSV upload, read the section on Adding suppliers. Spend can be used for suppluer filtering and allocating emissions.

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Website

Every supplier can have multiple websites Responsibly’s website finder agent will automatically suggest, accept or reject websites based on the supplier’s metadata When a website is added to the supplier’s online footprint, it automatically is monitored and analyzed for data and claims. Read more about due diligence process here: Overview of due diligence process Websites can also be added manually, and can be a valuable part of the due diligence enrichment process - e.g. there may be websites hidden in your contact data like info@responsibly.tech will indicate responsibly.tech is the website of the org best practices when adding website (i.e. stark.com not stark.com/specific-site , or site.stark.com (that will be a different website).

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Industries

For the official industry field we leverage the official GICS taxanomy. Read more about the GICS taxonomy here: https://en.wikipedia.org/wiki/Global_Industry_Classification_Standard More than one industries can be assigned to one supplier We will automatically populate an industry based on the internal procurement category provided When you don’t have access to this, we can assign an industry based on the content of the supplier’s website. However, note that a supplier might be operating in multiple industries, and you are only working with them in a specific context, so we prefer leveraging your internal indications When an industry is assigned, relevant risks associated with that industry will pulled. Read more about the risk module in our Risk and incident management section

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Country

One main country can be added per supplier, if multiple needs to be added, see the addresses feature below The country added should be the best representation of the data in your own system, we typically prefer the HQ or the country of your dealings with the supplier When a country is assigned, relevant risks associated with that industry will pulled. Read more about the risk module in our Risk and incident management section

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Addresses

You can add multiple addresses associated to the supplier Each address can get a label, if no label is provided ‘business address’ is the default The address is automatically recognized using a variation of algorithms. You can see what the address is recognized as, and change it if wrong We can recognize multiple levels of addresses, e.g. city, streets, etc. We don’t need specific street numbers and floor levels Some addresses may be hard to recognize. We’re using a global vendor that has top coverage, but for various reasons, a few of the addresses may not be automatically recognized. These needs to be resolved individually, but reach out to support for help resolving addresses around a larger number of suppliers When an address is resolved and recognized it takes part in the risk analysis, and relevant risks associated with that address will be displayed. In general, our risk module gives preference to precise locations, so an address in Shanghai would be considered more precise than an overall location in China, and would hence use Shanghai for the risk evaluation where data on that level is available. Read more about the risk module in our Risk and incident management section

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Aliases

A company may be known by multiple names. Maybe they have changed names in the past, or the company name is abbreviated like ISS or ABB Names are important as they form the foundation of our entity resolution framework Responsibly have agents that automatically uncovers aliases and adds them to the supplier Aliases will be included when entity resolution takes place, and to ensure the right names are included in the due diligence process. Read more in Overview of due diligence process

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Responsibly ID

Every supplier you create has a unique responsibly ID That ID is both part of your URL, and is extracted when you extract suppliers The ID is specific to your supplier and is not used in the entity resolution process

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Internal ID

Internal ID is an optional field separate for the Responsibly ID Internal ID is used to represent your own unique ID in your system Internal ID is different from the custom fields in that it helps resolve for duplicates when you’re adding suppliers Responsibly has been constructed to be as flexible as possible and make a 1:1 replica of your internal system, so internal ID can be used when that’s the only unique identifier in your internal setup and you may have duplicates of names and country and want to continue with that logic in Responsibly. In general we advocate that Responsibly is a 1:1 representation of your own system to avoid confusion. We can then help suggest duplication cleanups that you can apply to your own system; and hence Responsibly

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Status

Status is used to manage different types of suppliers in Responsibly. There are four types of statuses:

• Current: the default when creating a new supplier, and the default filter in all segments, reports and dashboards. Represents your ‘current’ suppliers
• Prospective: an optional field intended for tenders and supplier screenings. It gets the full treatment like any other vendor, but it will be filtered out from all reporting on ‘current’ suppliers
• Inactive: an optional field intended for historical suppliers you may still want to keep in the system. It gets the full treatment like any other vendor, but it will be filtered out from all reporting on e.g. ‘current’ suppliers

System: a system level field used to create parent companies. Parent companies are sometimes added separate from your uploaded suppliers, to ensure the relevant data from parents can flow to the children without affecting your subscription supplier count or any of your reporting. Read more about relationships in the Relationships between suppliers section All Current, Prospective, and Inactive suppliers are monitored real-time as part of the due diligence process, and are all counted in your ‘total suppliers’ quota. System suppliers are excluded from this count

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Contacts

With every supplier you can have one or more contacts. Access these in the top right of the supplier profile A supplier contact will be selected when you choose to send out an ‘engagement’. Read more about engagment in our Supplier engagement section By default, the preferred language of the supplier is set to English. The preferred language is used to decide which language the supplier receives the engagement in, if multiple languages are available on the engagement. When we engage we further look at the IP address to suggest other languages, and the user will be able to choose another as well, however, the preferred language is the first option