The Westchester County Vendor Portal streamlines activities related to vendor contract processing for not-for-profits. The portal is comprised of several modules, each serving a specific functionality within the overall interaction between the county not-for-profits.
- Vendor Document Repository
- Performance Reporting
- Program Integrity Module (in development)
For an idea of how the complete system will work, here is a synopsis of each module:
Vendor Document Repository Module
The repository allows vendors to upload and save scanned images of required supporting documents and then, appropriately link them to each county contract. This system significantly reduces the amount of paper being mailed between vendors and the county.
The Budget module allows vendors to create and manage budgets for contracts into which they will be entering with the county, as a result of proposals submitted either in response to a county RFP or another procurement process. Departments will be able to view the budget online, send comments to the vendor regarding items in the budget and accept or reject the budget. Once a contract has been executed, if the vendor's costs change, they will also be able to use this system to request a budget modification.
The Claim module allows vendors to submit invoices online as they provide services against an executed contract. This module accepts invoices at the intervals specified in the contract and allows the vendor to upload scanned images of the invoice, receipts and other documents necessary to justify the amounts requested. The system verifies the amounts for each cost item against the previously approved budget and indicates the balance available for each cost item. Departments review the submitted information and accept or reject claims. If a claim is approved, the system will automatically initiate a PRC transaction within the county financial system.
Performance Reporting Module
The Performance Reporting module allows county departments to define performance indicators for each contract. Vendors will then report the values for each indicator in a given contract. Some examples of these indicators: the number of residents served, success rates, outcomes as a percentage of the number of clients or other pertinent information based on the requirements of the different contracts.
Program Integrity Module
This module examines payments made to each agency across all their county contracts to determine whether agencies are receiving appropriate payments within the terms of their contracts and are in compliance with both state and federal guidelines. Additional information will be available when this module is released.
Video Training Module
This module will be released shortly and allows ready reference for not-for-profit agencies to learn how to utilize the system as well as a real-time link to functional training as needed while utilizing the vendor portal.