Vendor
Management
System
Vendor Job Aid
(Ed. Date 08/01/04)
Vendor Management System
Vendor Job Aid
Table of Contents
Quick Reference Document ………3
Access to Vendor Registration and Password Set -Up Sites ………...4
Vendor Registration ………5
Access to CNA Vendor Management System After Password Activation ………..10
Change Registered Company Information ………... 11
Provide Access for an Individual Vendor User by Creating a Unique Password ……….12
View the List of Registered Individual Users ………. 13
Tracking Vendor Assignments ……….14
Vendor Management System
Vendor Quick Reference Document
The Vendor Management System is a web-based tool developed by CNA to allow vendors to register and update their company information, in addition to receiving and communicating about referrals from CNA.
This quick reference page is designed to assist you in using the Vendor Management System quickly and easily. For more detail, please refer to the full text of this training document.
Task How to Perform this Task
Access the Vendor Management System
1. Click Vendor Registration and Management on the CNA Home Page www.cna.com.
a. To create a vendor password and register, click Vendor
Registration Form.
b. To login after your password has been activated, click
Login.
Change registered information about your company
Click Edit Profile in the menu bar at the top of the page.
Add a Vendor User Click Add a Vendor User in the menu bar at the top of the page. View the List of Registered
Vendor Users
Click Vendor Registered Users in the menu bar at the top of the page.
Access to Vendor Registration and Password Set-Up Sites
The tasks below outline how to access the Vendor Registration section of the CNA Vendor Management System and establish a company password.
Task How to Perform this Task
Access the Vendor Registration site
2. Go to the CNA Home Page at www.cna.com.
3. Click Vendor Registration and Management in the left menu bar The System will take you to the Vendor Registration and
Management text page.
4. Click Vendor Registration Form in the left menu bar or at the bottom of the text box.
The System will take you to the CNA Vendor Registration/Create Account page.
Create a Vendor password 1. On the CNA Vendor Registration/Create Accou nt page, type your company email address in the “Email Address” field.
2. Type a password you create in the “Create Password” field, subject to the password rules:
a. Contains 6 to 8 characters b. Contains at least one number c. Contains a special character (%,$,#) d. Contains no repeated letters
Please record the password in a safe place – CNA will not have a record of it.
3. Retype that password in the “Confirm Password” field
Note: This will be your company password. Each individual that will be accessing the system will have their own unique password.
4. Type an answer to one of the security questions. 5. Click Next
Vendor Registration
The tasks below outline how to register information about your comp any and the services you provide in the CNA Vendor Management System.
Task How to Perform this Task CNA Vendor Registration/Page 1 of 6
Register general company and contact information
1. Type information in the requested fields - the fields with an asteris k (*) are mandatory :
• TIN Type*
o TIN = Tax Identification Number
o FEIN = Federal Employer Identification Number o SSN = Social Security Number
2. TIN*
3. Company Name*
4. Dun & Bradstreet Number (D&B)
5. Whether you’re an existing or prospective vendor* 6. Street Address 1* and 2
7. City*, State*, Zip*, Country * 8. Website
9. Phone*, Fax*
10. Primary E-mail Address
11. Referral E-mail Address* (all system communication
will be sent to this e-mail)
12. Last Name of Primary Contact Person* 13. First Name of Primary Contact Person 14. Contact Person’s Title
15. Contact Person’s Telephone Number 2. Click Next
The System will take you to CNA Vendor Registration/Page 2 of 6
Vendor Registration (continued)
Task How to Perform this Task CNA Vendor Registration/Page 2 of 6
Register insurance/licensing informatio n and type of company information
1. Type information in applicable fields - the fields with an asterisk (*) are mandatory:
Insurance/Licensing Information
• Insurance Certificate available
• Professional licensing maintained
• URAC accreditation
• CNA Financial as Additional Insured
• IRS Form W-9
• Financial information available upon request
• Company Type*
• Principal Place of Business* 2. Click Next
The System will take you to CNA Vendor Registration/Page 3 of 6
CNA Vendor Registration/Page 3 of 6
Register information about company sales and CNA business volume.
2. Type information in the requested fields - the fields with an asterisk (*) are mandatory:
• Total Annual Sales Revenue*
Amount of Business done with CNA
• Beginning year of doing business with CNA
• Products and services offered
• CNA locations served
• CNA buyer or contact person 3. Click Next
The System will take you to CNA Vendor Registration/Page 4 of 6
Vendor Registration (continued)
Task How to Perform this Task CNA Vendor Registration/Page 4 of 6
Register information about the diversity and e -business capabilities of your company.
1. Type information in the requested fields
Historically underutilized business category
(check all that apply)
• Minority owned
• Female owned
• Disabled or veteran owned
• Gay/Lesbian owned
Certification Agency Information
• Certification Agency
• Certification Number
• Certification Expiration Date
• E-business tools used
• E-procurement capabilities 1. Click Next
The System will take you to CNA Vendor Registration/Page 5 of 6
CNA Vendor Registration/Page 5 of 6
Register additional company information.
1. Type information in the requested fields
Company Questions
• Original equipment manufacturer
• Reseller
• Services provider
Additional Information
Provide any additional information you want us to know about your company and/or services offered.
2. Click Next
The System will take you to CNA Vendor Registration/Page 6 of 6
Vendor Registration (continued)
Task How to Perform this Task CNA Vendor Registration/Page 6 of 6
Register information about the services you provide
Service Information
1. Click on LOC/RATES next to a service you provide The System will take you to the Location/Rates selection page
2. Check all locations where this service is provided, or click Check All to select all 50 states .
a. Type in Rate Information (optional) b. Type in any additional information you
want us to know about your services (optional)
3. Click Add
The System will return you to CNA Vendor Registration/Page 6 of 6. The service you selected should now have a check mark.
4. Repeat Steps 1 – 3 for every service you wish to register
5. Optional: To tell us about a service you provide that’s not listed as a selectable option, click on the phrase, “Click here to notify us of a service you provide
that’s not listed above .”
a. The System will take you to an Email Client page.
b. Type in whatever information you’d like to share with us.
c. Click Send
The System will return you to CNA Vendor Registration/Page 6 of 6
Vendor Registration (continued)
Task How to Perform this Task CNA Vendor Registration/Page 6 of 6
(continued)
6. Click Submit
a. The System will take you to the Successful Registration page where you will see the following message on your screen, “Your
registration to be an approved vendor for CNA was successful. CNA will carefully review your registration and advise you of your status soon .”
b. A registration acknowledgement email will be sent to the Referral E-mail Address you registered, containing the following message, “This will acknowledge your
registration to be an approved vendor for CNA. CNA will carefully review your registration and advise you of your status soon.”
IMPORTANT NOTE:
c. When your password is activated by CNA, you will receive a confirmation e-mail containing the following message, “You
have been approved to a ccess the CNA vendor management system. Please use the userid and password you entered at registration to access the system. User ID: _______________.”
Access to CNA Vendor Management System After Password Activation
The tasks below outline how to access the CNA Vendor Management System.Task How to Perform this Task
Access the System 1. Go to the CNA Home Page at www.cna.com.
2. Click Vendor Registration and Management in the left menu bar The System will take you to the Vendor Registration and
Management text page.
3. Click Login in the left menu bar.
The System will take you to the CNA Login page.
4. Enter the User ID registered for your company in the CID field (the same User ID supplied to you in the confirmation e-mail received from CNA).
5. Enter the Password created for your company during registration in the Password field.
6. Click Go.
The System will take you to the Vendor Detail page that summarizes much of the basic information provided when your company registered.
Change Registered Company Information
The tasks below outline how to change any registered information about your company in the CNA Vendor Management System.
Task How to Perform this Task
Change registered information about your company
1. Click Edit Profile in the menu bar at the top of the page. The System will take you to CNA Vendor Edit/Page 1 of 6. There are six navigation buttons at the top of the page which allow you to navigate directly to those pages by clicking on that button. Click on your left mouse button and hold it directly over one of the numbered buttons – a brief description of the information on that page will be displayed for about 5 seconds:
1) Company Address & Contact Information
2) Company Type & Insurance/Licensing Information 3) Company Sales & CNA Busin ess Volume
4) Business Category & E-Business Capabilities 5) Additional Company Information
6) Selection of Vendor Services Offered
2. Make any necessary changes on any of the six pages.
3. Click Submit at the bottom of CNA Vendor Registration/Page 6 of 6. (If you are on a different page after completing your changes, navigate to Page 6 of 6 by clicking on the yellow “6” button at the top of any page.
The System will return you to the Vendor Detail page with the following message displayed at the top of the pa ge, “Your profile
Provide Access for an Individual Vendor User by Creating a Unique Password
The tasks below outline how to create a password for individual system users at your company, which allows them to access the CNA Vendor Management System and respond to assignments.Task How to Perform this Task
Add a Vendor User by Creating a Unique Password for That User
1. Click Add a Vendor User in the menu bar at the top of the page. The System will take you to the Vendor User Administration page 2. Type information in the requested fields:
Personal Info
- User First Name - User Last Name - User Email
Password
Type a password in the “Password” field, subject to the password rules:
- Contains 6 to 8 characters - Contains at least one number - Contains a special character (%,$,#) - Contains no repeated letters
Please record the password in a safe place – CNA will not have a record of it.
Retype the same password in the “Verify Password” field.
Security Questions
Type an answer to one of the security questions 3. Click Submit
The System will take you to the Vendor Detail page with the following message displayed at the top, “The user for this vendor
was created successfully with user id vm____.”
IMPORTANT NOTE:
This will be the individual’s UserID needed to access the system.
View the List of Registered Individual Users
The tasks below outline how to view the list of individual system users at your company and their User ID numbers.
Task How to Perform this Task
View the list of Individual Vendor Users
1. Click Vendor Registered Users in the menu bar at the top of the page.
The System will take you to the Vendor List of Users page. Every individual that registered for your company by creating a password will be listed with the following information: - User ID
- Last Name - First Name - Email
Tracking Vendor Assignments
Vendor assignments are easily trackable on the Vendor Management System:
• Action can only be taken on an assignment (accept, decline or document completion) if the System is accessed with an individual user’s unique UserID and Password.
• Assignments are in “review-only” status if the System is accessed with the vendor UserID and Password.
When a CNA employee sends a referral to you through the Vendor Management System, you will receive an automatically generated notification e-mail:
• The Subject line of the E-mail will provide the Request ID number
• The text of the e-mail will be as follows, “There is an assignment pending for you at
https://w3.cna.com/vms/vmsWeb/loginRedirect.jsp. Please accept or decline the assignment within the next 24 hours. If you have any questions, please contact (Requester’s Name) at (Requester’s E-mail Address).”
Tracking Vendor Assignments (continued)
Task How to Perform this Task
Review and/or
Accept/Decline Assignments.
1. Click Assignment Tracking in the menu bar at the top of the page The System will take you to the Assignment List page – all assignments that have been referred to you will be listed:
- Request # (the system assigned referral ID number) - Request Date/Time (displays the date of the referral) - Service Type (the type of service requested)
- Vendor Accept/Decline Date
- Completion Date (date vendor completes the referral) - Max Cost (the maximum amount CNA approved) - Status of Request
2. Click the applicable Request # in the list.
The System will take you to the Assignment Detail page for that Request #.
3. Click Next at the bottom of the section to review more information about the assignment.
Clicking the Next button at the bottom of the following section will return you to the Assignment List page. Click the Request # again to return to the Assignment Detail page.
4. Click Accept or Decline in the Service Status section after reviewing information about the assignment.
The System will return you to the Assignment List page with the following message displayed at the top, “Service Request #____
has been updated.”
The Vendor Accept/Decline Date column for that Request # will reflect the current date and the Status of Request column for that Request # will change appropriately.
Tracking Vendor Assignments (continued)
If action is not taken on a referral within 24 hours after it was submitted to you through the Vendor Management System, you will receive an automatically generated notification e-mail:
• The Subject line of the E-mail will provide the Request ID number and the CNA Claim Number
• The text of the e-mail will be as follows, “Our records indicate that action has not yet been
taken on the above referenced CNA assignment which has been pending for you at https:w3.cna.com/vms/vmsWeb/loginRedirect.jsp for more than 24 or 48 hours. In order to deliver prompt service to our clients, if we do not receive acceptance from you within the next 24 hours, we may reassign this to another vendor. If you have any questions, please contact (Requester’s Name) at (Requester’s E-mail Address).”
Task How to Perform this Task
Document Completion of an Assignment.
1. Click Assignment Tracking in the menu bar at the top of the page The System will take you to the Assignment List page
2. Click the applicable Request # in the list.
The System will take you to the Assignment Detail page for that Request #.
3. Click Complete in the Service Status section and enter the Actual Cost.
4. Click Submit.
The System will return you to the Assignment List page with the following message displayed at the top, “Service Request #____
APPENDIX A
VENDOR SCREEN MESSAGES AND E-MAIL TEXT After completing the initial registration pages and clicking Submit:
1. The System arrives at the Successful Registration page where the following message is displayed: a) Your registration to be an approved vendor for CNA was successful. CNA will carefully
review your registration and advise you of your status soon.
2. A registration acknowledgement e-mail is automatically sent to the vendor with the following text: a) This will acknowledge your registration to be an approved vendor for CNA. CNA will
carefully review your registration and advise you of your status soon.
When action is taken by CNA on one of the registered vendor services, the vendor password is activated and a confirmation e-mail is automatically sent to the vendor with the following text:
You have been approved to access the CNA vendor management system. Please use the userid and password you entered at registration to access the system. User ID: _______________ .
When updates are made to the vendor’s registered information, after clicking Submit the System arrives at the Vendor Detail page with the following message displayed:
Your profile has been successfully updated .
When a password is created for an individual vendor user, the System arrives at the Vendor Detail page with the following message displayed:
The user for this vendor was created successfully with user id vm____.
When one of the registered vendor services is approved, an e-mail is sent to the vendor with the following text:
Approver: Name Approver Email: __________ .__________ @ cna.com
This will advise that you have been approved as a vendor for CNA, to provide the service, (description of service) in (state) under the following circumstances (________________). Assignments that fall outside these circumstances may not be authorized. Notification of approved assignmen ts will be made via e-mail; assignments can be accessed at https://w3.cna.com/vms/vmsWeb/loginRedirect.jsp. Please use the email and password you entered when you registered to login to the system. Please safeguard your password. CNA asks that assignments be accepted within 24 hours. If not accepted within 48
APPENDIX A (continued)
When one of the registered vendor services is disapproved, an e-mail is sent to the vendor with the following text:
Approver: Name Approver Email: __________ .__________ @ cna.com Thank you for your application to be an approved vendor for CNA. CNA h as reviewed your application and has elected not to approve your firm at this time. However, your registration information will remain in our database, and you may access it at any time to update it. There may be a future opportunity for a business relatio nship and CNA may also engage your services on an exception basis. If you have any questions, please contact the Approver.
When a referral is submitted to the System for a vendor, that vendor receives an e-mail with the following text:
There is an assignment pending for you at https://w3.cna.com/vms/vmsWeb/loginRedirect.jsp. Please accept or decline the assignment within the next 24 hours. If you have any questions, please contact (name of referring CNA employee) at (referring employee’s e-mail address).
If a vendor does not take action on an assignment within 24 or 48 hours, the vendor receives an e-mail with the following text:
Our records indicate that action has not yet been taken on the above referenced CNA assignment which has been pending for you at https://tamete.cna.com/vms/vmsWeb/loginRedirect.jsp for more than 24 or 48 hours. In order to deliver prompt service to our clients, if we do not receive acceptance from you within the next 24 hours, we may reassign this to another vendor. If you have any questions, please contact (name of referring CNA employee) at (referring employee’s e-mail address).
After a vendor accepts, declines or completes an assignment, the System arrives at the Assignment List page with the following message displayed:
