SQS Purchasers
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SQS SUPPLY MANAGER
INFORMATION SYSTEM

Standard Application Module FAQ

How does the SQS define an “Applicant” (Unapproved Supplier)?

An “Applicant” (Unapproved Supplier) means a company who has not previously obtained “Approved Supplier” Status but is interested in making application to the Purchaser to achieve Approved Supplier Status through registering their interest in the Purchasers SQS application process.

What does the SQS allow the Unapproved Supplier to do?

The SQS provides Applicants (Unapproved Suppliers) the ability to:

Register their interest in providing Goods or Services to the Purchaser.
Update their details if they change.

Is it compulsory for existing or new Suppliers to register via the SQS before they can supply Goods or Services to the Purchaser?

It is recommended that the Purchaser uses the SQS and has a specified period of time in which to notify all of their existing Suppliers that they intend to commence using the SQS in the provision of supplying Goods or Services to their organisation.

It is recommended that all existing Suppliers of Goods and Services to the Purchasers project or operation shall be required to register and make application to be granted "SQS Approved Supplier" Status to be eligible to be considered for future purchasing arrangements.

What are the benefits to an SQS Approved Supplier?

Should an Applicant meet the evaluation criteria to contract with the Purchaser they may be entitled to receive the following benefits as an Approved SQS Supplier:

Notification of suitable Request For Information (RFI), Invitation to Tender (ITT) and Request For Quotation (RFQ) packages available within their Goods or Services category as and when they become available.
Consideration for a non-exclusive preferred Supplier agreement with the Purchaser to provide goods or services which falls into their category.
Regular updates on news, events and initiatives which are applicable to their business activities.
Restricted access to the SQS web site to review their companys details and status with the Purchaser.

When was the SQS conceived?

The SQS was conceived in 2003 to bring to market a new web based e-Procurement solution.

WHAT ARE THE APPLICATION MODULES THAT MAKE UP THE SQS?

There are two application modules which make up the SQS.

The application modules consisting of the Standard and Fast Track application modules are designed for use by Unapproved Suppliers who wish to register their interest via the SQS in supplying Goods or Services to the Purchaser.

SQS Application Modules.

SQS STANDARD APPLICATION MODULE

What functionalities does the Standard Application module provide?

The Standard Application module is designed so that an Unapproved Supplier can submit an electronic application to the Purchaser via the SQS.

Should an Unapproved Supplier register their application via the Standard SQS Application module only?

This is generally the case however there may be occasions whereby an Unapproved Supplier can register an application via the Fast Track Application module.

Why has the SQS Application module been separated into a Standard and a Fast Track Application method?

The Standard SQS Application method is designed for the majority of applications from Unapproved Suppliers and the application takes up to twenty-one working days to be processed by Authorised purchasing representatives.

The Fast Track SQS process is designed to reduce the Purchasers operational disruption by qualifying an Applicant within three (3) working days or sooner subject to the Purchasers Procurement Group being able to carry out the necessary checks against each application.

The Fast Track SQS Application process may be used to quickly register Applicants who are deemed low risk to the Purchasers business and have a continuous history of supplying Goods or Services to them over the past two (2) years.

Applicants are advised that if they intend to use the Fast Track registration method and should they achieve qualification status with the Purchaser then they must complete the Standard SQS method within 90 calendar days of gaining temporary 90 Day Approved Supplier Status.

The Purchaser may at its sole discretion cancel this temporary approval status should performance, financial or any other issues arise with the Applicant where they do not meet the Purchasers required expectations.

What are the steps an Applicant needs to complete from start to finish in respect of their application via the Standard SQS process with the Purchaser?

The Standard SQS Steps are:

Step 1	Log onto Gunpowder Mining Supplier Qualification web site.
Step 2	Read and agree to SQS Qualification Rules and Conditions of Use.
Step 3	Choose Goods OR Services category groupings you wish to provide to Gunpowder Mining.
Step 4	Read, review and comply with Gunpowder Mining Terms and Conditions applicable to your nominated Goods or Services category.
Step 5	Read SQS Information Required section.
Step 6	Read and complete the SQS General category questions.
Step 7 - Part 1	Complete the SQS category questions contained in the downloaded word document template.
Step 7 - Part 2	Select the scope of work (Goods or Services) you wish to supply to the Purchasers in the specified drop down menus.
Step 8	Upload to the SQS data base the completed SQS category questions contained in the word document template.
Step 9	Review the covering letter and declaration.
Step 10	Confirm your application submission with Gunpowder Mining which forms your entire submission to the Purchaser and logout of the SQS.

Who makes the decision whether an Unapproved Suppliers Application is accepted or rejected by the Purchaser via the SQS?

The following Purchasers personnel have the right to accept or reject an SQS Unapproved Suppliers Application:

This will be confirmed when the Purchaser seeks a licensed version of the SQS.

Are Applicants required to complete all the information detailed in the SQS?

Yes. Applicants completing and going through this SQS process must complete all the necessary fields. There is a requirement in Step 5 of the Standard SQS Application to upload your data that will be used to assess the Unapproved Suppliers Application.

What is the anticipated timetable for the Purchaser to evaluate an Unapproved Supplier Standard Application once submitted via the Standard SQS?

The anticipated timetable in respect of the evaluating and processing of an Unapproved Supplier Standard SQS Application is twenty-one working days. This is subject to change without notice and is based on the Purchasers current workload capacity.

MILESTONE EVENT	MILESTONE DATE	ACTION BY
SQS registration completed	Day One	Applicant
Automated email acknowledgment sent back to Applicant	Day One	The Purchaser
Review, evaluate and rate Applicants Submission	Day Two to Day Twenty-One	The Purchaser
Notification to Applicant via email whether they have qualified as an Approved Supplier	Day Twenty-Two	The Purchaser

UNAPPROVED SUPPLIERS INFORMATION SUBMITTED TO THE PURCHASER VIA THE STANDARD SQS

All information detailed in this SQS Application shall be automatically forwarded to the Purchasers Procurement Group and other approved internal groups for their review, evaluation and rating.

What information has to be completed by the Unapproved Supplier in the Standard SQS Application?

The information required to be completed by the Unapproved Supplier are questions detailed in the:

SQS Word Template document of the Standard SQS Application.
Fixed fields detailed in Step 5 of the Standard SQS Application.

What questions are detailed in the SQS Word Template document?

This information is not displayed in the trial version of the SQS. It is available in the licensed version only.

Where can I get access to the SQS Word Template in the Standard SQS Application?

The SQS Word Template is available for download by an Applicant to their computer by clicking on a link in Step 1 of the standard SQS application.

SQS Step 1 - Information Template Download.

OR Step 7 of the Standard SQS Application

SQS Step 7 - Information Template Download

Should the Unapproved Supplier complete the Standard SQS Application Online or Offline?

The SQS Word Template document may either be completed online or offline.

Regardless of the method chosen the Word Template should be saved to the Unapproved Suppliers hard drive. As each category of information is completed within the Word Template the changes should be saved at regular intervals to ensure the changes are not lost.

Once all the Unapproved Supplier information has been populated in the SQS Word Template it can be uploaded and sent electronically to the Purchaser.

Where does the Unapproved Supplier upload the completed SQS Word Template document?

The Unapproved Supplier is given an option within Step 7 of the Standard SQS Application to upload the populated/completed information the Unapproved Supplier has completed regarding questions posed to them.

SQS Step 8 - Information Template Upload

The Applicant clicks on the above “Browse” button to locate the Word Template document that they have completed and saved to their hard drive.

The Applicant clicks on the word file. The name of this file is “Standard Application – Accompanying document.doc”. The Applicant then clicks on the “OPEN” icon. The document will then proceed to be uploaded to the Purchasers SQS allocated server.

The Applicant will then be requested to log out of the SQS.

What are these fixed field questions in the Standard Application SQS?

The fixed field questions in the Standard Application SQS are:

Applicants full legal name
Applicants trading name
Name of Applicants representative completing this Application
Applicants phone number
Applicants fax number
Email address
Position Title
Registered Office Address
Additional Address 1
Additional Address 2
Additional Address 3
ACN
ABN
DUNS
International Address 1
International Address 2
International Address 3

What is the maximum size of a word document that can be uploaded to the Purchasers SQS?

A 2 Megabyte (2000kb) upload restriction applies to each application. This uploaded document is the duly completed SQS Word Template.

What format should the Unapproved Suppliers Application be submitted to the Purchaser in?

In Microsoft Word format. Note the word template questionnaire for Applicants to download and complete is detailed in several links throughout the SQS qualification process.

Are Applicants required to comply with the Standard SQS Qualification Rules and Conditions of Use?

Yes. It is the Purchasers requirement that all Applicants agree to abide by the Purchasers SQS Rules and Conditions of Use contained in the application otherwise their Submission will not be considered.

All Applicants must complete and qualify via the online qualification process prior to them being deemed eligible to receive an inquiry for the provision of Goods or Services and/or continue with providing the Purchaser with the ongoing supply of Goods or Services.

Once an Applicant has registered via the SQS does this mean they are qualified to supply the Purchaser with Goods or Services?

No. Registration does not entitle an Applicant the right to supply the Purchaser with either Goods or Services.

The Purchaser reserves the right to accept/reject any, all or no Submission from an Applicant.

The Purchaser will evaluate/assess an application on its merit and decide whether a SQS Approved Supplier Status is warranted.

What happens once an Unapproved Supplier submits their Online Application to the Purchaser?

All the information is electronically forwarded to the Purchasers SQS server. The Purchasers Procurement Group and other approved internal groups may access this information to review, evaluate and rate an Unapproved Supplier.

REQUIREMENTS OF AN SQS APPLICANT

What are the Purchasers requirements of an Applicant when they complete their submission?

All answers to the questions must be completed in full to allow the application to be processed by the SQS System.

If some of the questions are not applicable to the Unapproved Suppliers Application then NOT APPLICABLE should be stated in each answer response box.

Unapproved Suppliers are required to provide to the Purchaser true and accurate information in their application. Misleading or inaccurate information entered by the Applicant will be grounds for the Purchaser to dismiss the application and/or revoke a prior SQS Approved Status as an Approved Supplier.

An Applicant must agree to the SQS Rules and Conditions of Use.

What information category types are required to be provided/completed by the Unapproved Supplier in their SQS Application?

The information category types an Applicant is required to complete via the SQS are:

General
Operational
Financial
Quality
Health and Safety
Environmental
Customer Service.

Is the application information to be provided by the Unapproved Supplier compulsory?

Yes. All fields must be completed. If questions in the SQS are not applicable to an Applicant then they must state “NOT APPLICABLE” in that question field. The answers will be assessed by the Purchaser and incorrectly completed questions may result in the Applicants Submission for SQS Approved Supplier Status being delayed as they may be requested to resubmit unanswered or incomplete question responses.

What are the Purchasers requirements in respect of Applicants providing accurate information in their SQS Application?

All information provided by Applicants shall be accurate and current as at the date the Applicant submitted the information to the Purchaser.

If during the twenty-one working day evaluation period there are any changes to the submission the Applicant shall notify the Purchaser in writing via email within seven (7) days of the changes taking place.

Based on this new information the Purchaser may at their sole discretion advise the Applicant whether a change in their qualification status/rating has taken place. This change may impact on the status of the Applicants prior Submission and will be determined by the Purchaser at their sole discretion.

Is the Unapproved Suppliers Submission an offer to the Purchaser to provide Goods or Services?

No.

All information submitted to the Purchaser by an Applicant via the SQS including pricing (if applicable) shall be for the purposes of the Purchaser evaluating the Submission.

The information shall in no way be deemed to be an offer from the Applicant to contract Goods or Services with the Purchasers.

Any additional information including pricing requested by the Purchaser (subsequent to the Applicant achieving Approved Supplier Status) shall be deemed to be an offer not an acceptance of an offer.

The Purchaser reserves the right at their sole discretion to proceed with individual RFI, RFQ and ITT inquiries relating to Goods or Services.

Who pays for the costs of an Applicant preparing their SQS Application and subsequent presentations and offers if applicable?

All the costs applicable to preparing and submitting a Submission and organising presentations, if applicable in respect of this qualification process shall be borne by the relevant Applicants.

Are Applicants required to comply with the SQS Qualification Rules and Conditions of Use?

Yes this is mandatory.

WHAT ARE THE STANDARD SQS QUALIFICATION RULES AND CONDITIONS OF USE?

Click here to view the Standard SQS Qualification and Rules of Use

Are Applicants (Unapproved Suppliers) required to comply with the SQS Qualification Rules and Conditions of Use?

Yes this is mandatory.

STANDARD SQS APPLICATION PROCESS

Should Unapproved Suppliers register their application via the Standard SQS Application module only?

This is generally the case however there may be occasions whereby an Unapproved Supplier can register an application via the Fast Track Application module.

Why has the SQS application module been separated into a Standard and Fast Track Aapplication methods?

The Standard SQS Application method is designed for the majority of applications from Unapproved Suppliers (Applicants) and the application takes up to twenty-one working days to be processed by Authorised Purchasers personnel.

The Fast Track SQS Application process may be used to quickly register Applicants who are deemed low risk to the Purchasers business and who have a continuous history of supplying Goods or Services to the Purchaser over the past two (2) years.

Applicants are advised that if they intend to use the Fast Track registration method and should they achieve qualification status with the Purchaser then they must complete the Standard SQS method within ninety (90) calendar days of gaining temporary 90 Day Approved Supplier Status.

The Purchaser may at its sole discretion cancel this temporary approval status should performance, financial or any other issues arise with the Applicant and they do not meet the Purchasers required expectations.

SQS STANDARD APPLICATION QUESTIONS

What are the information categories that an Unapproved Supplier has to complete as part of their SQS Application?

Applicants as part of their SQS Application are required to complete questions from the following information categories:

General
Operational
Quality
Financial
Health and Safety
Environmental
Customer Service.