IBM Business Partner Agreement (BPA) Application. Step by Step User Guide

Transcription

1 IBM Business Partner Agreement (BPA) Application Step by Step User Guide

2 IBM Business Partner Agreement (BPA) Application Step by Step User Guide The objective of this guide is to provide step by step instructions for the following: For new Business Partners: How to request a new IBM Business Partner Agreement Start on page 4 For existing Business Partners: How to request a new Product to be added to your existing IBM Business Partner Agreement Start on page 59 How to make a Legal Name Change Start on page 66 How to make a change to your Signing Site Address Start on page 74 How to make Global Compliance Updates Start on page 79 We have attempted to show as many of the screen shots as possible, however there may be variations depending on the relationship you are applying for or products you add. Should you have any system problems with sign on or with navigation, please note that you have a link on each screen for contact services This will help you find the appropriate support for your country to help. 2

3 Business Flow Business Partner (BP) registers himself and his company via PartnerWorld Web Portal in the Partner Profiling System (PPS) BP manages his company data and relationships via his profile in PPS IBM reviews and approves new application / changes in PPS IBM generates or updates IBM Business Partner Agreement (BPA) BP signs and IBM countersigns BPA Agreement Active 3

4 For new Business Partners - How to request a new IBM Business Partner Agreement 4

5 BPA Application Flow We will now take you step by step through how to initiate a new relationship with IBM. The application is broken down into the following sections in which data is selected and/or collected. Company Details Manage Agreement Relationship Locations Employees Products and Services Additional Documentation 5

6 Now let s start a new BPA Application Let s Sign In This assumes that your company is already a PartnerWorld member, you have an IBM web ID and you are associated with the company as an Authorized Profile Administrator (APA). If not, please refer to the separate PartnerWorld Registration module. ( 6

7 Welcome Page Click on Relationship management 7

8 Relationship Management Click on Relationship Agreements 8

9 Relationship Agreements 9 If you are a new BP, select the appropriate CEID under the Apply for a business partner agreement section. If you have existing agreements you want to manage, select the appropriate CEID under the Manage Business Partner Agreements section. For this screen, this is a brand new BP applying for their first BPA.

10 Conditions to be met Clicking on these links will provide list of locations or employees Clicking on these links will allow you to create employee profiles and locations We strongly suggest you view/add your locations and employees at this stage as they will be required later in application.

11 Company Details Click Yes or No under Merger or acquisition Click Next 11

12 Manage Business Partner Agreements Click on Apply button only to proceed to selection of relationship 12

13 Relationship Click on dropdown box, the list is based on what is available for the country You will need to scroll down Screen 13

14 Relationship Contracting country is prepopulated based on BP s country address. You can update if required. 14

15 Locations Click on location to designate the contract signing location. Highlight signing location in available box and click green arrow to move it over. 15

16 Locations 16 Once location shows in the selected box, click on set location roles button.

17 Locations 17 You now see the selection in the location list, click the Next button

18 Products and Services When you click Add Product button, page is refreshed and user will scroll down the screen 18

19 Products and Services 19 Product Group drop down will display

20 Products and Services Click on link for sub-product groups, page will refresh and user scrolls down 20

21 Product and Services Sub Product Select sub-product group, when selection is made another box will appear for selection, scroll down 21

22 Product and Services Sub Product 22 Click on next to add the next sub-product group or click on add button to add to list

23 Product and Services Sub product You now see the selected subproduct, and can add another by clicking on the Add a sub-product group link again and repeating the process. If finished, click on Next button. 23

24 Product and Services Once you have clicked Next on previous screen, you will now see the selected relationship type, product groups and sub products. You can still add more products here or click on Next.

25 Additional Documentation You may click on upload button to add one or more documents, it supports many formats. You may also add comments. 25

26 Additional Documentation Click on Browse button and it will bring up your files for selection, see next slide on how it will appear. 26

27 Additional Documentation Once you have selected file to upload, click on Next to add more files or to proceed with application. 27

28 Additional Documentation You can now see all uploaded files and can either click on button to add more or scroll down to comments. 28

29 Comments If required, click on Add a comment button which will refresh page 29

30 Comments Once entered, click on Next button 30

31 Comments Comments now appear in list Click the Next button to proceed (existing BPs will see a Save button instead) 31

32 Global Compliance Note that the Company URL is prepopulated from your company s PPS profile when initially registered for PartnerWorld. 32

33 Global Compliance Questions Tips You will be required to assign employees to the following roles. If a position is not applicable to your company (e.g, you have no Chief Financial Officer), then please assign the individual within your company who holds an equivalent or comparable position: Chief Executive Officer/Managing Director Chief Financial Officer/Director of Finance Director of Sales Application signatory Administrative contract for contractual matters You may assign more than one role to same employee. Please make sure you enter for the name in local/native language fields first, middle (if applicable) and surname/family name and as they appear on official government documents such as a passport. 33

34 Global Compliance Questions - Definitions Definitions: Board Members includes all of the members of a company s Board of Directors or any equivalent or comparable governing body or group. Company includes any company, corporation, partnership, limited liability company or other entity. Government includes any (a) national, state or local government, (b) public international organization (such as the United Nations), (c) agency or company subject to a country s public procurement laws and (d) company that is owned or controlled by a government, organization, agency or company described in items (a),(b),(c), or (d) of this definition (such as state owned oil or telephone company). Senior Management includes (a) all of a company s officers, presidents, senior vice presidents, managing directors, directors of sales, finance and marketing and all members of a company s senior leadership teams, (b) if a company does not have officers, presidents, senior vice presidents, managing directors, or directors of sales, finance or marketing, then those persons holding equivalent or comparable positions to those and (c) those persons (other than administrative personnel, such as secretarial assistants) who report to the positions/persons covered by items (a) and (b). Ultimate Parent is the top-level company in a family of companies. An ultimate parent directly or indirectly controls a company. In the following example, Company C is Company A s ultimate parent: Company A is controlled by Company B; Company B is controlled by Company C; No company controls Company C If there is no company that controls Company A, then Company A is the ultimate parent. 34

35 Global Compliance 35 Note: A negative answer will refresh the screen to show a text box for further information to be provided.

36 Global Compliance 36

37 Global Compliance Text box is provided for further information. 37

38 Global Compliance Yes to Company ownership will refresh page with expand section Yes No

39 Global Compliance Company Ownership Click on button add details. 39

40 Global Compliance Company Ownership This is the Ultimate Parent If you have entered a person s name, please click on this checkbox and add the person s year of birth. If not, it is a company for which no year of birth is required. If this is the ultimate parent company, click on this checkbox. 40

41 Global Compliance Company ownership 41 Example of completed screen, click Next

42 Global Compliance Company ownership It now appears in list, click on button to add more 42

43 Global Compliance Company ownership Example of a company add, not ultimate, Click Next 43

44 Global Compliance Company ownership Updated list, continue process until finished 44

45 Global Compliance Company ownership Example of designated ultimate parent company 45

46 Global Compliance Company Ownership When finished adding, scroll down to next section 46

47 Global Compliance As before, a negative answer will refresh the screen to show a text box for further information to be provided. 47

48 Global Compliance If required, add comments and click on Next button 48

49 Global Compliance Please select people to assign to roles. 49

50 Global Compliance Once you have clicked on the person you will see them as selected, please scroll down. 50

51 Key Contacts Note: The person s details are prepopulated from their PartnerWorld profile. You can select the role for the person and click the green arrow to move to Selected. 51

52 Key Contacts Click on set person roles to update the employee list. 52

53 Key Contacts Employees show in list, please repeat until all of the required roles are assigned. 53

54 Key Contacts Once all of the required roles are assigned, click the Next button. 54

55 Global Compliance Company Certificate Please click on the Accept certification statement link, this will then populate your name and the date accepted. See the next page for illustration. 55

56 Global Compliance Company Certificate 56 Your application is complete! Click Save to submit it for processing, you will receive a confirmation number as per the next page.

57 Confirmation Page There is a confirmation number generated that can be used to track the application. 57

58 BPA Application Statuses Status Description Pending Under Business Operations Review Business Partner Additional Information Required Denied Approved pending Agreement Issue Agreement Active Explanation Initial status of application not yet reviewed by IBM IBM s recruitment team has initiated the review process This status allows the Business Partner to edit the application again to make updates/attach more documentation etc. IBM has not accepted the application. The application is not editable by the Business Partner IBM has approved the application and transferring to IBM s contract management team IBM contract management team is creating the contract and will send for delivery IBM has activated the relationship/product As your application progresses, the status will be updated. This will allow you to easily track the progress of your BPA application.

59 For existing Business Partners - How to request a new Product to be added to your existing IBM Business Partner Agreement 59

60 Relationship Management - New Product Add Once you have signed into PartnerWorld 60

61 Relationship Management - New Product Add 61

62 Relationship Management - New Product Add Click on your company link 62

63 Relationship Management - New Product Add Click Next Button on these two screens 63

64 Relationship Management - New Product Add Select the relationship to which you want to add a Product. 64

65 Relationship Management - New Product Add If you see a relationship lock reason description, this means that you have a previous request that has not been completed yet, thus preventing further activity until preceding activity is complete. Should you need to have the preceding activity ceased, contact your recruitment team and they can return the request to you or provide you status of activity. If no locked reason, scroll down and the screens will now be just like a new BPA application, refer to pages

66 For existing Business Partners How to make a Legal Name Change 66

67 Manage Relationship Agreements Legal Name Change 67

68 Manage Relationship Agreements Legal Name Change Click on select for applicable company And then action box will appear Please note that a legal name change may require further interaction with IBM to identify all activities that may be needed for your specific case. 68

69 Manage Relationship Agreements Legal Name Change Select Change the company s name and click on the arrow 69

70 Manage Relationship Agreements Legal Name Change Please ensure that you enter the full legal name as it would appear on your official business registration documents 70

71 Manage Relationship Agreements Legal Name Change Input these fields and scroll down 71

72 Manage Relationship Agreements Legal Name Change Input data here where applicable and click save 72

73 Manage Relationship Agreements Legal Name Change There is a confirmation number generated that can be used to track the submission. 73

74 For existing Business Partners How to make a change to your Signing Site Address 74

75 Manage Agreements Signing Site Address Change When you need to change the address for the location that you have designated as the signing site (the address that appears on the contract), you will follow this path. Click on Location on the left navigation bar. 75

76 Manage Agreements Signing Site Address Change Select the location you want to update, select General information in the drop down box, and click on the arrow. 76

77 Manage Agreements Signing Site Address Change Scroll down to the Company location address section. Note: This example indicates a case where the location is currently in a locked BPA process or other change, therefore it will not let you change it. If not locked, you will see an update address button. 77

78 Manage Agreements Signing Site Address Change The page will refresh and now you may put in the new address and click on the Update address button. You will get a confirmation number and IBM will review/validate and process the change. Note that this would be used only if its an address change. If the location is valid but contract signing will now be done at another site, create a new site and then you can assign the new location as the signing site via manage agreement application path. 78

79 For existing Business Partners How to make Global Compliance Updates 79

80 Manage Global Compliance Your application is considered to be a continuing one for as long as your company remains an IBM Business Partner you must promptly inform IBM of any changes to the information provided in the Global Compliance sections of your IBM Business Partner Application and Revalidation Application Click on 80

81 Manage Global Compliance Select worldwide enterprise which will then bring up the associated country enterprise. Under the Select action drop down, select Business Partner Agreement Global Compliance and click on the arrow. 81

82 Manage Global Compliance You will be presented with your active Global Compliance application which you will be able to edit. As you navigate screen to screen, verify/update with any changes. At the last screen you click on certify statement and save. You will get a confirmation number and your updated application will appear in a workflow for the IBM revalidation team to review. 82

83 THE END Please remember should you have any system problems with sign on or with navigation, you have a link on each screen for contact services. This will help you find the appropriate support for your country to help. 83