Compliance checks for supplier certifications

Purpose

1.1. Automate the process of verifying and monitoring supplier certifications for compliance with aeronautical engineering standards, regulatory requirements, and internal policies.
1.2. Ensure that only certified, eligible suppliers are used throughout the procurement and production lifecycle.
1.3. Mitigate regulatory risk and safeguard product and supply chain quality by real-time and periodic compliance verifications.
1.4. Facilitate audits by maintaining up-to-date, accessible records of supplier certifications and compliance status.

Trigger Conditions

2.1. New supplier onboarding or contract initiation.
2.2. Scheduled periodic review (e.g., monthly, quarterly).
2.3. Certification expiry approaching within defined threshold (e.g., 30 days before expiration).
2.4. Receipt of updated certification or compliance document from supplier.
2.5. Notification of regulatory changes impacting compliance requirements.

Platform Variants

3.1. DocuSign eSignature
• Feature/Setting: API for document retrieval and completion check; configure “Documents: List Status” endpoint for suppliers' certification forms.
3.2. Microsoft Power Automate
• Feature/Setting: Custom flow triggers for SharePoint “Supplier Docs” folder updates, with conditional logic for expiration or missing docs.
3.3. Salesforce
• Feature/Setting: “Process Builder” with scheduled flows monitoring ‘Certification Expiry Date’ field in Supplier objects.
3.4. SAP Ariba
• Feature/Setting: API integration to real-time compliance check upon new vendor entry in supplier management module.
3.5. Jira Service Management
• Feature/Setting: Automation rules triggered by workflow transitions for vendor onboarding tickets to verify certification tasks.
3.6. AWS Lambda
• Feature/Setting: Scheduled Lambda function to query supplier certification records from S3 or RDS, checking compliance status.
3.7. Slack
• Feature/Setting: Incoming Webhooks for notification alerts on compliance failures or pending certificate expiries in channels.
3.8. Google Drive
• Feature/Setting: Google Apps Script monitoring for changes in a designated “Certifications” folder; sends alerts or report generation.
3.9. Zendesk
• Feature/Setting: Trigger action on support ticket updates when a vendor documentation or verification task is due.
3.10. Box
• Feature/Setting: Webhooks for certification document upload with automated routing to compliance review group.
3.11. ServiceNow
• Feature/Setting: Business rule for real-time supplier record audit on update of attached certifications.
3.12. Smartsheet
• Feature/Setting: Automated alerts via “Notification Rules” when certification fields are empty or expired in vendor spreadsheets.
3.13. Typeform
• Feature/Setting: API webhook firing on form submission for new document upload and instant compliance status update.
3.14. Trello
• Feature/Setting: Butler automation for checklist tracking and card movement when compliance status changes.
3.15. Zoho Creator
• Feature/Setting: Deluge workflow to sync, validate, and notify gaps in supplier certification forms.
3.16. AirTable
• Feature/Setting: Automation blocks to scan ‘Expiry Date’ fields and send notifications or trigger validation workflows.
3.17. monday.com
• Feature/Setting: Integration recipes for status columns to reflect real-time certification compliance with email automation.
3.18. Oracle Cloud ERP
• Feature/Setting: Supplier Qualification Management API polling for certificate status; triggers action on non-compliance.
3.19. Google Sheets
• Feature/Setting: Google Apps Script for automated expiry checks and alerts, updating color-coded compliance dashboards.
3.20. Coupa
• Feature/Setting: Open API for supplier compliance check and automated alert generation for procurement roles.
3.21. SAP S/4HANA
• Feature/Setting: Cert. verification via Business Workflow Automation, integrating supplier master data checks.
3.22. OneDrive
• Feature/Setting: Power Automate flows for new or changed certification documents triggering task assignments.

Benefits

4.1. Eliminates manual compliance checks, saving significant time and operational costs.
4.2. Reduces risks of non-compliance, enhancing regulatory safety and audit readiness.
4.3. Provides instant notifications, supporting proactive certificate management.
4.4. Improves supplier vetting, onboarding, and lifecycle management efficiency.
4.5. Centralizes documentation and makes supplier audits seamless.