> For the complete documentation index, see [llms.txt](https://interfacing.gitbook.io/interfacing-help-files/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://interfacing.gitbook.io/interfacing-help-files/interfacing-help-files-fr/supplier-and-product-management/contractor-application/navigating-the-contractor-management-workflow/create-new-contractor-request.md).

# Create New Contractor Request

Create and submit a new contractor request to initiate the Contractor Management workflow.

Use the **New Contractor** form to submit a request for a new contractor.

<figure><img src="https://content.gitbook.com/content/AgpNu7XmgN3Z9B8kIShD/blobs/tLDS2OcuhJCoYvTCOWVz/CON-V16-Contractor-New.png" alt=""><figcaption></figcaption></figure>

***

{% hint style="danger" %}
Required fields are highlighted in <mark style="background-color:yellow;">**yellow**</mark> and must be completed before submitting your request.
{% endhint %}

{% stepper %}
{% step %}

### Define Contractor's Legal & Business Details

Provide complete and accurate information about the contractor's registered business entity.

<figure><img src="https://content.gitbook.com/content/AgpNu7XmgN3Z9B8kIShD/blobs/FwI7HDhLdSg7WWV0fgwU/CON-V16-Contractor-New-1.png" alt=""><figcaption></figcaption></figure>

* <mark style="background-color:yellow;">**Legal Company Name:**</mark> Enter the full, official name of the company as registered with local authorities.
* <mark style="background-color:yellow;">**Business Type:**</mark> Select the business type (e.g., Sole Proprietor, Corporation, LLC).
* <mark style="background-color:yellow;">**Other Business Type:**</mark> If none of the listed options apply, specify the business type.

{% hint style="warning" %}
This field is enabled only when <mark style="color:blue;">**Other**</mark> is selected from the **Business Type** dropdown.
{% endhint %}

* <mark style="background-color:yellow;">**Company Registration Number:**</mark> Provide the unique identifier issued upon business registration.
* **Tax ID / VAT Number:** Enter the company's tax identification or VAT number.
* [<mark style="background-color:yellow;">**Country of Incorporation:**</mark>](#user-content-fn-1)[^1] Select the country where the company is incorporated.
* <mark style="background-color:yellow;">**Years in Business:**</mark> Specify the number of years the company has been operational.
* <mark style="background-color:yellow;">**Street:**</mark> Enter the street address of the company’s main office.
* **City:** Enter the city where the office is located.
* **State:** Enter the state or province for the office.
* **Postal / Zip Code:** Enter the postal or zip code for the office.
* [<mark style="background-color:yellow;">**Contractor Type:**</mark>](#user-content-fn-2)[^2] Select the contractor type.

{% hint style="warning" %}
When a **contractor type** is selected:

* Associated documents automatically populate the [**Required Documents**](#manage-required-documents) grid.
  * Users can add to or remove these documents as needed.
* Upon submission, the request is routed to the assigned reviewer.
  {% endhint %}

{% hint style="danger" %}
If expected options are missing from the **Country of Incorporation** or **Contractor Type** dropdowns, contact your administrator.
{% endhint %}

<details>

<summary><strong>Read-Only Fields (</strong>🔒<strong>)</strong></summary>

* **Contractor ID:** A unique identifier for tracking and reference.

</details>

***

{% endstep %}

{% step %}

### Provide Contact Information

Enter details for the **Primary** and, if applicable, **Alternate** contacts. These contacts will receive communication and updates.

<figure><img src="https://content.gitbook.com/content/AgpNu7XmgN3Z9B8kIShD/blobs/hgTv9rvcOQ3VrB6dUS2t/CON-V16-Contractor-New-2.png" alt=""><figcaption></figcaption></figure>

**Primary Contact:**

* <mark style="background-color:yellow;">**Full Name of Main Contact:**</mark> Enter the full name of the primary contact.
* <mark style="background-color:yellow;">**Title / Position:**</mark> Specify the contact's role within the company.
* <mark style="background-color:yellow;">**Phone Number:**</mark> Provide the contact's phone number.
* <mark style="background-color:yellow;">**Email Address:**</mark> Provide the contact's email address.

**Alternate Contact:**

* **Full Name**, **Phone Number**, **Email Address:** Provide details if applicable.

***

{% endstep %}

{% step %}

### Confirm Compliance & Legal Requirements

Answer questions about compliance with legal and industry standards. Additional fields may appear based on your responses.

<figure><img src="https://content.gitbook.com/content/AgpNu7XmgN3Z9B8kIShD/blobs/k9hMthaaOnhNC75nAaa8/CON-V16-Contractor-New-3.png" alt=""><figcaption></figcaption></figure>

* **Licenses for Work:** Indicate whether the required licenses for the contracted work are held.
  * If <mark style="color:blue;">**Yes**</mark>, upload the document in the designated field.
* **Liability Insurance:** Indicate whether active liability insurance is maintained.
  * If <mark style="color:blue;">**Yes**</mark>, upload in the designated field.
* **Relevant Certificates:** Indicate whether additional certificates relevant to the work are held.
  * If <mark style="color:blue;">**Yes**</mark>, upload in the designated field.
* **Legal Disputes:** Indicate whether involvement in any legal disputes occurred in the past five years.
  * If <mark style="color:blue;">**Yes**</mark>, provide details in the designated field.
* **Health & Safety Program:** Indicate whether an established health and safety program exists.
* **Certifications:** Indicate whether any professional or industry certifications are held.
  * If <mark style="color:blue;">**Yes**</mark>, upload in the designated field.

***

{% endstep %}

{% step %}

### Manage Required Documents

Provide documentation related to compliance and qualifications.

<figure><img src="https://content.gitbook.com/content/AgpNu7XmgN3Z9B8kIShD/blobs/B2hjE3UIGxN9PLTnTeAy/CON-V16-Contractor-New-4.png" alt=""><figcaption></figcaption></figure>

Click **Add** to upload a new document.

<details>

<summary><mark style="color:blue;"><strong>Add Document</strong></mark></summary>

The **Add Document** form allows you to add a new required document to the contractor's profile and upload the corresponding file.

1. **Enter Document Details**

Provide the necessary details for the document you are adding and upload the corresponding file.

* <mark style="background-color:yellow;">**Document:**</mark> Enter a descriptive name for the document.
* **Expiry Date:** Specify the date when the document is set to expire or become invalid.
* **File:** Upload the document file.

***

2. **Save Changes**

When ready to save, choose one of the following options:

* **Save and Return:** Click to save the document and return to the main form.
* **Save and New:** Click to save the document and open a new form to add another.

</details>

Added entries appear in the grid, where you can:

* [**Edit**](#user-content-fn-3)[^3] (<i class="fa-pencil">:pencil:</i>): Click to modify the details of a document.
* **Delete** (<i class="fa-trash-can">:trash-can:</i>): Click to remove a document.

{% hint style="info" %}
Confirm deletion by clicking **Save Changes** or clicking outside the grid. To cancel, click **Discard Changes** or **Undo** (<i class="fa-arrow-rotate-left">:arrow-rotate-left:</i>).
{% endhint %}

***

{% endstep %}

{% step %}

### Define Scope of Work & Contractor Capabilities

Answer questions about services, experience, and project requirements. Additional fields may appear based on your responses.

<figure><img src="https://content.gitbook.com/content/AgpNu7XmgN3Z9B8kIShD/blobs/2eNGUBJXyYllYzRBAfFN/CON-V16-Contractor-New-5.png" alt=""><figcaption></figcaption></figure>

* <mark style="background-color:yellow;">**Type of Services or Goods:**</mark> Indicate the services or goods to be provided for the project.
* **Experience with Large or Multinational Clients:** Indicate whether experience exists with large or multinational organizations.
  * If <mark style="color:blue;">**Yes**</mark>, provide a client list in the designated field.
* **Client References:** Indicate whether professional references from previous clients can be provided.
  * If <mark style="color:blue;">**Yes**</mark>, list them in the designated field.
* **Delivery or Completion Timelines:** Indicate whether expected delivery dates or timelines can be reliably met.
* **On-Site Access or System Credentials:** Indicate whether physical site access or system login credentials are required to perform the work.
* **Work Order?:** Indicate whether a formal work order exists for the project.
  * If <mark style="color:blue;">**Yes**</mark>, upload in the designated field.
* **Expected Start Date:** Specify the expected start date for the project.
* **Project Management Methodology:** Specify the project management methodology used, if applicable.
* **Primary Escalation Contact:** Provide the name and contact information of the person responsible for urgent issues or escalations during the project.

***

{% endstep %}

{% step %}

### Assess Technical Capability & Expertise

Answer questions about tools, technology, and certifications used to support successful project execution.

<figure><img src="https://content.gitbook.com/content/AgpNu7XmgN3Z9B8kIShD/blobs/jYJBZON8UgpeaTFbUgh3/CON-V16-Contractor-New-6.png" alt=""><figcaption></figcaption></figure>

* **Specialized Tools, Software, or Technology:** List any specialized tools, software, or technology used to deliver services or complete projects.
* **Relevant Technical Certifications:** Indicate whether employees hold technical certifications relevant to the contracted work.
  * If <mark style="color:blue;">**Yes**</mark>, upload in the designated field.

***

{% endstep %}

{% step %}

### Outline Communication Protocols & Responsiveness

Answer questions about communication practices.

<figure><img src="https://content.gitbook.com/content/AgpNu7XmgN3Z9B8kIShD/blobs/EwQy20ah7puG4CcFwaLo/CON-V16-Contractor-New-7.png" alt=""><figcaption></figcaption></figure>

* **Response Time for Issues:** Specify the average time taken to address and resolve reported issues or service interruptions.
* **Contact for Delays or Incidents:** Provide the name and contact information of the person responsible for handling delays or incidents.

***

{% endstep %}

{% step %}

### Confirm Insurance Coverage & Financial Stability

Answer questions to verify insurance coverage and financial stability. Additional fields may appear depending on your responses.

<figure><img src="https://content.gitbook.com/content/AgpNu7XmgN3Z9B8kIShD/blobs/ZKiRAZJDrrEHFMl6OspC/CON-V16-Contractor-New-8.png" alt=""><figcaption></figcaption></figure>

* **Subcontractor Insurance:** Indicate whether subcontractors are covered under insurance.
* **Proof of Liability Insurance?:** Indicate whether proof of current liability insurance can be provided.
  * If <mark style="color:blue;">**Yes**</mark>, upload in the designated field.
* **Litigation with Clients:** Indicate whether involvement in litigation with any client occurred in the past five years.
  * If <mark style="color:blue;">**Yes**</mark>, provide a brief explanation of the nature and outcome in the designated field.
* **Tax & Legal Compliance:** Indicate whether tax regulations and local laws are being complied with.
* **Financial Capability:** Indicate whether financial stability exists to meet contract terms and obligations.

***

{% endstep %}

{% step %}

### Confirm Ethical Standards & Legal Conduct

Answer questions about ethical policies, labor practices, and legal compliance. Additional fields may appear based on your responses.

<figure><img src="https://content.gitbook.com/content/AgpNu7XmgN3Z9B8kIShD/blobs/Xd4WQ3hzr9HLQY78RDJz/CON-V16-Contractor-New-9.png" alt=""><figcaption></figcaption></figure>

* **Anti-Bribery & Anti-Corruption Compliance:** Indicate whether compliance exists with all applicable laws and regulations prohibiting bribery and corruption.
* **Code of Business Conduct or Ethics:** Indicate whether an established code of conduct or ethics policy exists.
  * If <mark style="color:blue;">**Yes**</mark>, upload in the designated field.
* **Labor Standards Compliance:** Indicate whether compliance exists with labor standards, including prohibitions on child and forced labor.

***

{% endstep %}

{% step %}

### Confirm Data Privacy & Cybersecurity Practices

> <mark style="background-color:red;">**Only for IT / Technical Contractors**</mark>

Answer questions about data protection measures and cybersecurity policies. Additional fields may appear based on your responses.

<figure><img src="https://content.gitbook.com/content/AgpNu7XmgN3Z9B8kIShD/blobs/ToIJdghYPRHnqor2bxSK/CON-V16-Contractor-New-10.png" alt=""><figcaption></figcaption></figure>

* **Information Security Policy:** Indicate whether a formal policy outlining information security protocols exists.
  * If <mark style="color:blue;">**Yes**</mark>, upload in the designated field.
* **GDPR / Data Protection Compliance:** Indicate whether compliance exists with the General Data Protection Regulation (GDPR) or other applicable data protection laws.
* **Access Requirements:** Specify the systems or data required to fulfill project requirements.

***

{% endstep %}

{% step %}

### Confirm Diversity & Inclusion Status

Answer questions about participation in diversity and inclusion programs. Additional fields may appear based on your responses.

<figure><img src="https://content.gitbook.com/content/AgpNu7XmgN3Z9B8kIShD/blobs/5hmazIJoOLN2MD3D3RhY/CON-V16-Contractor-New-11.png" alt=""><figcaption></figcaption></figure>

* **Diversity Supplier Certification:** Indicate whether certification under a diversity supplier program exists.
  * If <mark style="color:blue;">**Yes**</mark>, upload in the designated field.
* **Diverse Business:** Select the category that applies to the business, if any (e.g., Woman-owned, Minority-owned, LGBTQ-owned).

***

{% endstep %}

{% step %}

### List Employees or Subcontractors Involved in the Project

Provide details of individuals (employees or subcontractors) directly involved in delivering the contracted services.&#x20;

<figure><img src="https://content.gitbook.com/content/AgpNu7XmgN3Z9B8kIShD/blobs/0S6lFjLT18AstlBcDpNv/CON-V16-Contractor-New-12.png" alt=""><figcaption></figcaption></figure>

Click **Add** to record a new individual. A new row will appear in the grid.

* **Employee First Name:** Enter the individual’s first name.
* **Employee Last Name:** Enter the individual’s last name.
* **Email:** Provide a valid email address for the individual.
* **Phone:** Provide a phone number for the individual.

{% hint style="info" %}

#### Actions

* [**Save Changes**](#user-content-fn-4)[^4]**:** Click to apply modifications.
* **Discard Changes:** Click to revert any unsaved modifications.
  {% endhint %}

***

{% endstep %}

{% step %}

### Provide Invoicing & Payment Information

Answer questions about invoicing procedures and payment preferences.

<figure><img src="https://content.gitbook.com/content/AgpNu7XmgN3Z9B8kIShD/blobs/1TL8ZuVgWO5McHL1VCb4/CON-V16-Contractor-New-13.png" alt=""><figcaption></figcaption></figure>

* **Payment Terms:** Specify standard payment terms (due date, accepted payment methods, late payment fees, etc.).
* **Supplier / Procurement Portal Registration:** Indicate whether registration exists in the supplier or procurement portal.
* **Required Invoicing Documents:** List the documents required to process invoices.
* **Electronic Payments:** Indicate whether electronic forms of payment are accepted.

***

{% endstep %}

{% step %}

### Complete the Assessment Questionnaire

Use the **Contractor Response** column to record your answers in the questionnaire.

<figure><img src="https://content.gitbook.com/content/AgpNu7XmgN3Z9B8kIShD/blobs/R5Mi1QZ4dfAxMtVkouW1/CON-V16-Contractor-New-14.png" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
To apply modifications, click **Save Changes** or click outside the grid. To cancel, click **Discard Changes**.
{% endhint %}

***

{% endstep %}

{% step %}

### Save or Submit

Use the buttons at the bottom of the form to save or submit your request.

* **Save Form**: Your draft is stored in the **To Do** module, where you can revisit and complete it later.
* **Submit Form**: Your completed form enters the **Contractor Management** workflow and is routed to the designated reviewer for [prequalification](/interfacing-help-files/interfacing-help-files-fr/supplier-and-product-management/contractor-application/navigating-the-contractor-management-workflow/prequalify-screen-contractor.md).

***

{% endstep %}
{% endstepper %}

***

### See Also

<table data-view="cards"><thead><tr><th></th></tr></thead><tbody><tr><td></td></tr></tbody></table>

[^1]: :bulb: **For Administrators:**&#x20;

    Manage the options that populate the **Country of Incorporation** dropdown in:&#x20;

    **QMS Admin Settings** > **General Settings** > **Location** > [**Country**](broken://pages/htmEB12MtdenoKouLkBU)**.**

[^2]: :bulb: **For Administrators:**&#x20;

    Manage the options that populate the **Contractor Type** dropdown in:&#x20;

    **Contractor** > [**Contractor Types & Documents**](/interfacing-help-files/interfacing-help-files-fr/drafts/contractor-management/contractor-types-and-documents.md)**.**

[^3]: You can also **double-click** the row to edit quickly.

[^4]: You can also **click outside the grid** to save your changes instantly.


---

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