Published on March 3, 2014
Centralize & Streamline Save Time Later By Taking The Time Now Keep Track of Qualifications You’ve Completed Create a Qualification Reference Document Set Standards for Completing Forms
All qualification forms should be handled by one person. This allows for consistent information, and making sure all forms from year to year are not lost or ignored between multiple people.
Taking the time to set up qualification info now will save time in the future: ◦ Gather all the printed materials you typically need and make a copy of each item, so you can keep everything on hand in one folder or binder. ◦ Scan and save everything that’s a static form/certificate (signed W-9s, OSHA logs, Safety Manuals, Insurance Certifcates, etc.). ◦ Locate and copy any other electronic files you might need (project lists, reference lists, organizational charts, etc.*) ◦ Create an online folder for all of your qualification documentation, organized by type of information (safety, financial, projects, etc., or whatever makes sense for your team).
Keeping track of all forms is essential, as many customers will request updates. ◦ Set up an electronic file for all the qualification forms you receive/complete. ◦ Organize your completed forms by customer, or by year, or whatever makes sense for your business. ◦ Keep the original (blank) questionnaire AND a pdf of the completed form.
Create a spreadsheet to receive information you will always need, include the following: Company address(es), Key Personnel, Subsidiaries Tax ID #, Dun & Bradstreet Rating, NAICS code OSHA TRIR for last 3-5 years, EMR last 3-5 years Bonding information - contact, basic info Insurance Information - contact, basic coverage info ◦ Financial info - banking contact(s), basic data ◦ Trade and customer references ◦ ◦ ◦ ◦ ◦
Make it clear cut what is required when completing qualification forms, including: ◦ Contact information - who is the contact for qualification info, sales/bid requests, safety, etc.? ◦ Locations - will you complete forms on a perlocation basis or use a single location, such as your corporate headquarters, for all qualification forms? ◦ Financial info - what information/figures will the company release, contract terms, etc.? ◦ Versions of manuals and other documents to be used.
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