Vendor

Vendor Management provides the capability to source vendors from a well-vetted source and administer the vendors as their demographics information may change. Vendor information may be entered manually, via real-time API, via batch import process, or via PRISM's registration portal. Regardless of the method chosen, PRISM data can be kept relevant.

This section will provide an overview of PRISM's Vendors Landing page by discussing:

Vendor Quick Filters

Quick Filters automate routine searches so that the user does not need to perform special searches. to source or list vendors.

Quick Filter	Description
Mine	List of vendors that have been bookmarked
New	List of vendors that were added to PRISM within the last 15 days
Certified	List of Certified vendors
Active	List of vendors that are currently a prime or subcontractor on active contracts with the jurisdiction
Inactive	List of vendors that are in your database but are not currently doing business with the jurisdiction

Vendor List

Based on the Quick Filter that is selected, the vendor list is populated with vendor field information. The columns in the list are sortable, filterable, and in some cases group-able. Columns may be added or removed from the list by right-mouse-clicking on the vendor list header and selecting 'columns'.

Other components that provide vendor list functionality are:

Functionality	Icon	Description
Export		Export the current columns of the list to MS Excel.
Save Grid Layout		When changes are made to the list, click this icon to save the changes.
Key Word Search (KWS)		This search bar will search key vendor fields based on the text entered into the search bar. Results of the search are displayed in the list.

Displaying details of a vendor record:

To View or Modify a vendor record click on the hyper-linked vendor name field. By default this is the first field although it can be moved to other positions in the list.

Row-level menu options:

Each row in the list has an icon. This icon (small hamburger menu) represents menu options that affect the current row operations. The option vary based on the user's security actions. However, the operations are:

1.Correspond - Send vendor correspondence (email or letter) to this vendor via the PRISM Correspondence Center

2.Delete Vendor - Delete a vendor from the PRISM database. Deleting vendors that are or have been active on contracts is discouraged since data associated with the contracts and data may also be deleted.

3.Disable Vendor - Remove the vendor from all PRISM user interface but keep the vendor in the database.

Quick Action Icons:

The Quick Action Icons provide functionality associated with the vendor's record. These actions are outside of the small hamburger menu to provide quick access to this functionality. The functionality is listed below:

1.Reference Center (paper clip) This icon invokes the PRISM Reference Center. A red paper clip indicates that there are documents in the reference center associated with the vendor record.

2.Vendor Notes (sticky note) This icon invokes the note pad associated with a vendor's record. When the sticky note appears to have writing on it, there are notes associated with the vendor's record.

3.Bookmark (star) This icon adds and removes vendors records from your 'Mine' list (see Quick Filters above). Plus will add a vendor record and the minus will remove a record from the vendor list.

Module Menu

Module-level menu options are accessed via the large hamburger menu. The following are the menu options:

Big Hamburger Menu Items
Menu Name	Description
Add a Vendor	Add a vendor, via the user interface. This menu option is complemented by an import feature that will import bulk vendors based on a PRISM formatted file.
Search Vendors	You can search for a specific vendor or a group of vendors that meet specific criteria by using the ‘Search for Vendors’ function. There are two ways to search for vendors, the filtered search and the advance search.
Correspond with Vendors	Send multiple vendors correspondence (email or letter) based on search criteria you provide. This option is slightly different than the row-level correspondence in that this menu option will correspond with multiple vendors where the former will correspond with the one identified on the target row.
Vendor Reports	Display and print reports of vendors by industry, certification, etc.

Dashboard

The Vendor Dashboard is a collection of charts and data tables that display real-time KPI to the user. A user may have up to four dashboard items displayed in Vendor Management at one time.

The dashboard may be collapsed or visible for any user. Collapsing the dashboard will remove the dashboard from view until it has been selected to be shown.

Selecting Dashboard Items:

Although you can see up to four dashboard items at any time in vendor management, there are more dashboard items available. Clicking on the dashboard icon will display a pop-up window with other dashboard items available. You may also leave the pop-up window open and view all of the dashboard items perceptually or you can select or modify the dashboards items.

Dashboard View|Collapse:

To view or collapse the dashboard click on the stick pin icon over the dashboard. The dashboard will remain in the viewable or collapsed state until it is toggled again.

Refresh Dashboard:

Dashboards are refreshed periodically. You may force a refresh of the dashboard data by clicking the refresh icon.