Member guide. How to use the new Constructionline platform

Transcription

1 Member guide How to use the new Constructionline platform

2 Contents About this guide Joining Constructionline Select plan & pay Create buyer profile Create supplier profile Complete assessment (suppliers) Using the platform Universal search Creating & maintaining lists Buyer - Create, manage & view opportunities Supplier - Search and save opportunities Account administration Update account information Password issues Resolving issues Upgrading membership How to renew your account Acclaim Accreditation Sign up for Acclaim Accreditation Acclaim Accreditation profile & assessment Page 2 of 59

3 About this guide About Constructionline Constructionline is the UK s leading procurement and supply chain management service that collects, assesses and monitors standard company information through a question set that is aligned to PAS 91:2013, the standardised pre-qualification questionnaire developed by BSI to reduce duplication within the construction industry. Our aim is to provide efficiency savings to public and private sector buyers and the construction industry as a whole by streamlining procurement procedures and improving the supply chain management processes by reducing risk, creating cost efficiencies and helping buyers. In January 2015, Capita announced the acquisition of Constructionline from the Department for Business, Innovation and Skills (BIS). As the new owner, Capita promised to invest in Constructionline, delivering enhanced services to both the private and public sectors. Capita s objective was to extend the range of value added procurement services it offers contractors and suppliers. To support this expansion, Constructionline has created a new IT system that will make the business more effective and agile, whilst improving efficiency and bringing more automation to the application process. On 15 th August 2016 Constructionline launched this new platform. About this guide This user guide is intended show our members (new and existing) how to make the most of the new Constructionline service. It provides step by step instructions on how to join Constructionline as a new member, how to administer and maintain your account and how to use the platform to maximise your supplier relationships. Page 3 of 59

4 1. Joining Constructionline 1.1 Select plan & pay The following process steps show you how to select a plan and pay for a Constructionline membership. STEP 1: Sign up to Constructionline Go to the Constructionline website: Click on the Sign up button in the top right hand corner: STEP 2: Select plan Select the type of organisation that best describes your business: Buyer: Buyers are typically local authorities, main contractors, housing associations, clients, NHS trusts, government departments, house builders, universities, consultants etc. Supplier: Contractors such as M&E services, painters & decorators, civil engineers, roofers, etc. Consultants including architects, designers, building surveying, etc. Other suppliers such as tool hire, plumbing supplies, timber & builders merchants, etc. Both Buyer & Supplier: Contractors & consultants that sub-contract and manage supply chains, plus principle contractors, principle designers and QS consultants. Page 4 of 59

5 If Supplier - Go to next step 3a If Buyer - Go to step 3b If Both Buyer & Supplier - Go to step 3c STEP 3a: Supplier plan questions If Supplier is chosen, please provide an indication of your turnover. Constructionline fees for suppliers vary according to company turnover to ensure small companies can afford the service. Please indicate an accurate figure as company accounts will be checked later during the supplier assessment and consequently your fee may change. Page 5 of 59

6 STEP 3b: Buyer plan questions Answer the two buyer questions below: STEP 3c: Buyer & supplier plan Answer both the buyer and supplier questions as per step 3a and 3b. STEP 4: Add on health & safety assessment (Acclaim Accreditation) The majority of buying organisations are looking for suppliers with a recognised SSIP member health & safety assessment scheme. To increase the work opportunities available to you, you may want to gain such an accreditation. If you don't currently have one, why not apply for Acclaim Accreditation? Click check box to add Acclaim STEP 5: Review details & proceed Click the Your details button to go to the next stage. Page 6 of 59

7 STEP 6: Enter your details Enter your details into the fields provided. Ensure all details are correct and a password is selected and repeated: Don t forget to agree to the Terms & Conditions. STEP 7: Choose payment option There are a variety of ways to pay. Most people pay with a credit or debit card, although other payment options are available. If credit / debit card - Go to step 8 If other ways to pay - Go to step 9 Page 7 of 59

8 STEP 8: Credit / debit card To pay by credit or debit card, click the Pay with Credit/Debit Card button. You will then be taken to an external website to complete your payment. STEP 9: Other ways to pay Alternatively, you can pay through the following methods: CHEQUE To pay by cheque, please make your cheque payable to 'Constructionline' and write your unique Constructionline application number on the back of the cheque, then post to: PO Box 6441 Basingstoke Hampshire RG21 7FN BACS Please arrange for payment to be made to the account below and ensure that your unique Constructionline application number is included in your payment reference: Page 8 of 59

9 Bank: Barclays Bank plc Account name: Capita Business Services Ltd Sort code: Account number: VAT registration number: DIRECT DEBIT To set up a Direct Debit please complete the Mandate Form attached and submit this to your bank. Please ensure your unique Constructionline application number is included within the Direct Debit reference. PAY BY PHONE To make your payment by telephone, please call and use your unique Constructionline application number for reference. STEP 10: Payment confirmation If your payment is successful, you will see the following message. You will then be directed to resubmit your payment. <Your Constructionline ref. number> STEP 11: Answer marketing questions and click proceed to Go to my Dashboard We'd like to know how you heard about us to help us track the successfulness of our marketing. Page 9 of 59

10 1.2 Create buyer profile STEP 1: Go to dashboard Click on the Buyer link which is on the left-hand side of the screen, under Dashboard. STEP 2: Profile builder At the top of the page, click View profile builder to edit the information within your profile. You will then be directed to the Submit section page and from here you can add details. A symbol will feature on the Company details section dependent on the status of your profile during the completion. A grey circle indicates the profile hasn t been started yet. An orange circle with a clock indicates the profile is awaiting verification. A red circle with white triangle and exclamation mark indicates updates are required. A green circle with white tick indicates the profile is completed and verified. Page 10 of 59

11 STEP 3: Build buyer profile The buyer profile allows you to tell suppliers about your organisation. Specifically: 1. Company details 2. How you use Constructionline 3. Procurement details - Within procurement details, there are certain questions that relate to companies, whether you are in the private or public sector. Dependent on your company type, this will determine which questions you must complete. Click on each subsection header in blue to answer the relevant questions. Page 11 of 59

12 STEP 4: Submit section Once all of your information has been submitted within the profile, click Submit section. STEP 5: Create profile Once you have completed all of the relevant sections, click Back to sections. STEP 6: Add company description (optional) The final section to complete within the buyer profile is the company description section. This can be found and updated from the Buyer dashboard at the bottom right hand section of the page. Page 12 of 59

13 1.3 Create supplier profile The supplier profile is your opportunity to tell buying organisations about your business. The supplier profile covers: company description, work categories, licences and references. STEP 1: Go to profile Click on the Dashboard icon button on the left hand side of the screen. This is the first screen you are presented with after you have joined and paid for the service. STEP 2: Create company description Click in the Company description section to add a description of your company and then click Update. Page 13 of 59

14 STEP 3: Add work category Click + Add category to add a work category to your profile. For all categories selected, you will need to provide references. Note: Consultants and contractors applying for design and build work categories must provide professional indemnity insurance details. STEP 4: Select construction sector Choose your construction sector: Consultant, Contractor or Material Supplier. Page 14 of 59

15 STEP 5: Select category area After selecting the construction sector, you will need to select the category area. For example: architecture, building control, gas fitting and maintenance etc. STEP 6: Select work category STEP 7: Confirm work category A pop-up box will appear, select Yes, I confirm. Page 15 of 59

16 STEP 8: Review further requirements Upon selecting the work category, you will be advised to provide the required supporting documents. These include: 1. Any required licences/certificates 2. Two valid references STEP 9: Provide documents By clicking Provide documents now you will be directed to the Work categories page. Note: This can also be accessed through the Your categories section of the profile if you wish to upload the documents later. Just click View all. Page 16 of 59

17 STEP 10: Expand category Expand the category by clicking the down arrow next to it. STEP 11: Upload licence Proof of membership will be required for certain electrical, gas and asbestos removal categories, as well as a number of consultant categories. Click Upload file to upload your licence or accreditation certificate. You will then need to locate the file on your computer and upload it. Once uploaded, the file will appear in your list of licences and accreditations. Page 17 of 59

18 STEP 12: Download and send reference form To download the reference form, click the Download blank form icon. STEP 13: Send to buyer/client We recommend that you pre-fill the reference form and this to your referee. STEP 14: Upload complete form When you receive the reference form back from your referee, click the Upload completed form button to upload it to your profile. Note: You will need to provide two references per work category. Page 18 of 59

19 STEP 15: Submit for verification Once all documents have been uploaded, click Yes, submit for verification. This is located under the Licences and accreditation section. STEP 16: Add sub-contract work description If you use sub-contractors to do certain tasks, you will have the option to provide further details of these arrangements. This will give the buyer even more confidence of your capability to effectively deliver projects. Page 19 of 59

20 1.4 Complete assessment (suppliers) STEP 1: Go to the dashboard to create a supplier profile Click the Supplier link on the left hand side of the screen, under Dashboard. STEP 2: Create profile Scroll to Profile builder section and click View profile builder to access the Supplier profile screen. Page 20 of 59

21 STEP 3: Mandatory questions Once in the Profile builder, there are a number of mandatory questions that need to be completed: 1. Company details PAS C1 2. Financial information PAS C2 3. Business & professional standing PAS C3 4. Health & safety PAS C4 STEP 4: Mandatory questions Status symbols Each section will feature a symbol dependant on what status the supplier profile is at during the completion: A grey circle states not started. An orange circle with a clock states awaiting verification. A red circle with white triangle and exclamation mark states updates required. A green circle with white tick states complete. Page 21 of 59

22 STEP 5: Answer mandatory questions Within each section, there are a number of questions which you are expected to answer to ensure that your profile is complete. Only once all of the mandatory sections have been completed and verified, can you progress to the additional enhancements of your profile. Page 22 of 59

23 STEP 6: Upload required documents Where documents are required, you can upload them by clicking the Upload button. You will then be directed to your desktop to select the correct file. Note: Your application cannot be submitted until all mandatory documents have been uploaded. STEP 7: Enhance your profile Once all mandatory profile items have been completed and verified, you will have the option to enhance your profile by completing a series of other questions: 1. Equal opportunities 2. Environmental management 3. Quality management 4. Building information management (BIM) STEP 8: Enhance your profile Once you have completed a section in this part of the profile builder, click Submit section, to send the section to be verified. Note: These are optional enhancements and are not required for a completed profile. Page 23 of 59

24 STEP 9: Edit company description The final section to complete within your supplier profile is the company description section. This is a text box that allows you to provide information about your company and how you operate. Page 24 of 59

25 2. Using the platform 2.1 Universal search STEP 1: Click on the search bar to activate it The search bar will be available on many pages, including the Dashboard. STEP 2: Select search type - Buyers or suppliers Select the type of member you wish to find from the drop down list. Member type If buyers - Go to step 3 If suppliers - Go to step 4 Page 25 of 59

26 STEP 3: Search buyers If you are searching for buyers, you can enter the organisation name (e.g. Kier Construction) or the type of organisation. When partially filled names are entered, the search will provide closest matches in the drop down box below. Closest matches STEP 4: Search suppliers If you are searching for suppliers, you can enter the company name or type of supplier that you re searching for (e.g. plumber). When names are entered, the search will provide closest matches in the box below the search bar for both companies and categories of work. Page 26 of 59

27 STEP 5: View & refine search results Once the search results have appeared, you will now have the option to view member details or refine the search results further. Click on the company name highlighted in blue to see further information on the company. You can add or remove filters on the left hand side to refine your search results. Results can be refined using the following criteria: Notation value Category Location Licences and accreditations Size of company Page 27 of 59

28 STEP 6: Save, add to list or discard search results 1. Save To save a search click the Save this search criteria button, located below the search filters. Once clicked, you will be prompted to name your saved search. Upon naming your search, you will be able to find the results in My saved searches - this can be found in the left hand side. 2. Add to list To add your results to a list, simply click the + Add to list button which is located above the search results. Page 28 of 59

29 Upon adding to a list, you will be asked to specify which list or to create a new list. Click your preferred choice. 3. Discard search To discard a search, simply navigate away for the search results page. Page 29 of 59

30 2.2 Creating & maintaining lists To create a new list, navigate to the Dashboard. Go to the Manage lists section of the member Dashboard. Page 30 of 59

31 You will be given two options from the Dashboard for lists: 1. Create new list - Go to step 1 2. Manage lists - Go to step 4 STEP 1: Create new list You can create a new list by clicking the Create new list button. STEP 2: Name your list Give you list a name and the click Create and add to list. STEP 3: Go to list You will receive screen confirmation once the list has been created. Click Go to list to access it and add members. STEP 4: Manage your list Manage all lists from the Dashboard. Here you can update, delete, rename and copy lists. Page 31 of 59

32 To: 1. Update list - Go to step 1 2. Delete lists - Go to step 2 3. Copy lists - Go to step 3 4. Rename lists - Go to step 4 STEP 5: Update list To update a list, click on the list title and enter data in the Categories fields on the left hand side of the page. Then click Save this search criteria. Page 32 of 59

33 STEP 6: Delete list To delete a list, click the Delete button on the list. STEP 7: Copy list To copy a list, click the Copy button on the list. Page 33 of 59

34 Enter a new name for the list and click Copy list. STEP 8: Rename list To rename a list, click the Rename button on the list: Type the name into the text box provided and then select Rename list. Page 34 of 59

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36 2.3 Buyer - Create, manage & view opportunities As a buyer on Constructionline, you can publish opportunities to suppliers on our platform. STEP 1: Click the Opportunities [Buyer] option in the Dashboard Click the drop down arrow on Opportunities (Buyer). You will then see 3 options: 1. Create new opportunity - Go to step 2 2. Manage opportunity - Go to step 3 3. Search for Opportunities Notice Board - Go to step 4 STEP 2a: Click Create opportunity You will be presented with a form to complete. Page 36 of 59

37 STEP 2b: Complete form Complete the form with the information requested: Buyer reference A reference of your choice. Opportunity notice title A title of the opportunity (e.g. project name). Opportunity notice description A brief description of the opportunity. Value of work Estimated amount you are willing to spend on the job. Notice schedule Start and end date and time (if applicable) for the job. Opportunity location - Specify how long the notice can be valid for suppliers to submit information to you. Documents - Upload any relevant documentation that may be needed for the opportunity. STEP 2c: Preview, save as draft or go to next step 1. To continue creating the new opportunity, click Next step. 2. To preview the new opportunity, click Preview. 3. To save the new opportunity and work on it at a later date, click Save as draft. Page 37 of 59

38 STEP 2d: Populate contact details Enter the contact details in the spaces provided. STEP 2e: Preview, publish opportunity or save as draft 1. To publish the opportunity, click Publish opportunity. 2. To preview the opportunity, click Preview. 3. To save the new opportunity and work on it at a later date, click Save as draft. Page 38 of 59

39 STEP 3: Manage opportunities Click Manage opportunities in the Dashboard. All of your opportunities are displayed here in summary format. Here you can edit, withdraw and delete any of your previously created opportunities, whether they have been published or are in draft form. Options: 1. Edit draft or live opportunity - Create a new opportunity with your pre-populated opportunity details. 2. Publish draft opportunity - Once published, the opportunity will be uploaded to the Opportunities Notice Board (ONB) and can then be viewed by suppliers. 3. Withdraw live opportunity - The opportunity will be removed from the Opportunities Notice Board and will remain as a draft until changed. 4. Delete draft opportunity - Delete an opportunity from the dashboard by clicking the Delete button. Page 39 of 59

40 STEP 4: Search for opportunities Click on the Opportunities Notice Board link. Here you will find unique opportunities published by our network of buyers. Use the tools available to help you find the most relevant opportunities for your business (see diagram below). Search by name for opportunity Sort by company name (A-Z) or size Filter by opportunity status Additional filters View your opportunities only Page 40 of 59

41 2.4 Supplier - Search and save opportunities From your Dashboard, you can navigate to the Opportunities Notice Board. From here you can: 1. Search for and view a new opportunity 2. Access saved opportunities STEP 1: Search & view new opportunities Once you have entered the Opportunities Notice Board, you can use the tools provided to help you find the most relevant opportunities for your business. Sort by company name (A-Z) or size Search by name for opportunity Search by name for opportunity Search by name for opportunity Search by name for opportunity Page 41 of 59

42 STEP 2: Save opportunity To save the opportunity, click the green Save button. The opportunity will then be stored in your Saved opportunities. To view the opportunity, click on the title (in blue) in the Opportunities dashboard. STEP 3: View opportunity After you click on the opportunity, you can view the full details provided by the buyer. You can respond to the opportunity using the contact details provided in the notice. When you contact them, be sure to reference your unique Constructionline reference number. Page 42 of 59

43 To print the opportunity click the Print button at the bottom of the opportunity page STEP 4: Saved opportunities Saved searches allow you to access the opportunities that you have previously expressed an interest in or have saved to view at a later date. Navigating from the Dashboard, click Saved opportunities. To delete an opportunity, click the Delete button at the side of the Opportunity title page. Page 43 of 59

44 3. Account administration 3.1 Update account information STEP 1: Go to profile Click the Dashboard button on the left hand side of the screen. This is the first screen you are presented with after you have joined and paid for the service. STEP 2: Manage user Click the Manage users section to add a user to your account, edit users and remove users. Page 44 of 59

45 STEP 3: Add user Click Add user to add a user to your profile. Enter their name and address in the fields provided and choose the type of user access you want to give the new user: 1. Standard user 2. Read-only user STEP 4: Edit/remove user 1. Click Edit to update the user details 2. Click Remove to remove the user Page 45 of 59

46 3.2 Password issues You can change your password either by: 1. By clicking the Forgotten your password? button at the Log in screen 2. Logging in and changing your password from your dashboard Forgotten password STEP 1: Click Forgotten your password? Should you forget your password, simply click the Forgotten your password? link at the Log in screen. Page 46 of 59

47 STEP 2: Enter address You ll be asked to enter an address to allow the system to send you an link to reset your password. Click Submit then follow the instructions on the you receive Password changes To change your password, in your Dashboard click on Your account. Page 47 of 59

48 STEP 1: Click change password STEP 2: Create new password Enter your current password, followed by your new password, typed twice. Then click Save new password. STEP 3: Save password If successful an onscreen notification will appear confirming that your password has been updated. Page 48 of 59

49 3.3 Resolving issues STEP 1: Review frequently asked questions (FAQs) Frequently asked questions can be accessed through the following links: 1. Buyer FAQs: 2. Supplier FAQs: If these don t resolve the issue, please proceed to step 2. STEP 2: Resolve issue through telephone You can contact Constructionline on Select the team you require: 1. Interesting in joining 2. Progress of applications 3. Acclaim Accreditation 4. Membership 5. Buyer 6. Invoice payments 7. Other STEP 3: Access Contact us page The Contact us page can be accessed through the Constructionline website. Page 49 of 59

50 The Contact us page can also be accessed through your account by clicking on Contact us within the admin section of your Dashboard. STEP 4: Enter your details and message Classify your query in the dropdown option labelled What can we help you with?. Then provide the other details requested and click Send. Page 50 of 59

51 3.4 Upgrading membership To upgrade your account membership, click the Upgrade account button under the Admin section of the menu on the left hand side: You will then be directed to the screen below: 1. Should you wish to create a supplier account, please refer to Section 1.1, Step 3a: Supplier plan questions. 2. Should you wish to create a buyer account, please refer to Section 1.1, Step 3b: Buyer plan questions. Page 51 of 59

52 3.5 How to renew your account STEP 1: View payment notification 30 days before your annual renewal date, you will receive an invoice to pay. STEP 2: Locate invoice To pay an invoice, click Your account, then click Payments. STEP 3: Select invoice Select the appropriate invoice. STEP 4: Choose payment option Please refer to Section 1.1, Step 10: Choose payment option. Page 52 of 59

53 4. Acclaim Accreditation Acclaim Accreditation is the SSIP member health and safety assessment scheme provided by Capita Property and Infrastructure and Constructionline. This enables contractors, sub-contractors and material suppliers to get health & safety assessed as a part of their Constructionline membership. Simple Our questionnaire contains just twelve questions and doesn t require you to duplicate any information you have already provided as part of your Constructionline membership. Credible Acclaim Accreditation is a name that you can trust. Our assessment is undertaken by the experts at Capita Property and Infrastructure, who are a leading health & safety consultancy firm within construction. They even provide you with their assessor s comments, assuring a fair and transparent assessment process. Transparent Acclaim Accreditation offers fair and transparent pricing, meaning the fee you see is the fee you pay. Our pricing is based on your annual turnover, making health & safety accreditation affordable, whatever the size of your organisation. Built on the principles of Safety Schemes in Procurement (SSIP) Acclaim Accreditation is a member of Safety Schemes in Procurement, which seeks to eliminate the need for suppliers to join multiple health & safety accreditations for different buyers. So by joining Acclaim Accreditation, you can reassure clients that you ve met stage one health & safety requirements - something now mandated by a large proportion of buyers. Page 53 of 59

54 4.1 Sign up for Acclaim Accreditation STEP 1: Select Upgrade account Log in to your Constructionline profile and click Upgrade account in the Admin section: STEP 2: Sign up for an Acclaim Accreditation assessment Tick the option to Add Acclaim to service. You ll notice that Acclaim Accreditation will be added to your membership plan below. Page 54 of 59

55 STEP 4: Choose payment option There are a variety of ways to pay. Most people pay by Credit or Debit card, although other payment options are available. If credit / debit card - Go to step 4 If other ways to pay - Go to step 5 <Your Constructionline ref. number> STEP 5: Credit / debit card To pay by credit or debit card, click the Pay with Credit / Debit Card button. You will then be taken to an external website to complete your payment. Page 55 of 59

56 STEP 6: Other ways to pay Alternatively, you can pay through the following ways: CHEQUE To pay by cheque, please make your cheque payable to 'Constructionline' and write your unique Constructionline application number on the back of the cheque, then post to: PO Box 6441 Basingstoke Hampshire RG21 7FN BACS Please arrange for payment to be made to the account below and ensure that your unique Constructionline application number is included in your payment reference: Bank: Barclays Bank plc Account Name: Capita Business Services Ltd Sort Code: Account number: VAT Registration number: DIRECT DEBIT To set up a Direct Debit, please complete the Mandate Form attached and submit this to your bank. Please ensure that your unique Constructionline application number is included within the direct debit reference. PAY BY PHONE To make your payment by telephone, please call and provide your unique Constructionline application number for reference. Page 56 of 59

57 4.2 Acclaim Accreditation profile & assessment STEP 1: Navigate to the Dashboard Click Dashboard to navigate to the Profile builder page. STEP 2: Navigate to the Health & safety section Within the Profile builder, click to access the Health & safety section. Page 57 of 59

58 STEP 3: Create profile Health & safety PAS C4 You will then be required to complete the mandatory Acclaim Accreditation questions provided. Should you need to upload any documents to support your application, click the Upload button. Note: Your application cannot be submitted until all mandatory documents have been uploaded. Page 58 of 59