Third Party Catalog Use Case Design

The Third Party Profile application enables you to store information about each third party included in your business activities. Third Party Profile is a 3-leveled application where complex third party relationships can be documented regarding the third party, its subsidiaries and the sub-subsidiaries. A third party engagement can be tied to any level of the third party hierarchy. This application is the hub for navigation throughout the use case and contains summary metrics and reporting.

The Third Party Profile application supports additional fields and functionality when additional Third Party Governance use cases are licensed. If those use cases are not licensed, the additional fields are not needed and can be removed. For more information, see Performing Use Case Cleanup Post-Installation.

In this use case, the application does not provide references to the following:

• Certificates of Insurance
• Termination
• 4th Party Exposure
• Financial Spend
• Metric Analysis
• Risk Assessment
• Engagement Risk Assessments
• Loss Events
• Findings and Remediation
• Third Party Financial Visibility Assessment

The Engagements application enables you to document all products and services delivered by a third party. You can assign engagements to business units, relationship managers, risk analysts, and to the contracts that establish the terms and conditions of the product and services being delivered.

The Engagements application supports additional fields and functionality when additional Third Party Management use cases are licensed. If those use cases are not licensed, the additional fields are not needed and can be removed. For more information, see Performing Post-Installation Cleanup for Third Party Catalog.

In this use case, the application does not provide references to the following:

• Certificates of Insurance
• 4th Party Exposure
• Financial Analysis
• Risk Ratings
• Third Party Performance
• Master Service Agreements
• Financial Viability
• Findings and Remediation
• Supplier Request Form

The Engagement Types application allows you to define a list of all the engagement types, the associated subtypes, and all the required Certificates of Insurance that are tied to the engagements.

The Contracts application stores all third party contracts. You can associate all third party contracts with applicable Engagements. The application allows you to categorize contracts, report on key metrics such as expiration dates and dollar amounts, and attach the actual contract documents. In addition, you can use the included workflow to submit and approve contracts.

The Company application stores general, financial, and compliance information at the company level. Combined with the Division and Business Unit applications, this application supports roll-up reporting of governance, risk, and compliance initiatives across the enterprise.

Note: The Company application is included in the Enterprise Catalog package.

The Division application represents the intermediate unit within the business hierarchy which is a layer below the high-level company and a layer above the individual business unit. You can use this application to further document the relationships within your business and measure the effectiveness and compliance of individual divisions within the enterprise.

Note: The Division application is included in the Enterprise Catalog package.

The Business Unit application provides a detailed view of all activities related to the specific business unit.

Note: The Business Unit application is included in the Enterprise Catalog package.

The Contacts application serves as a central repository for contact information, is utilized across multiple areas of Archer, and contains information that is often leveraged by other use cases. Updates to a profile record within this application automatically propagate in any records with displayed contact information.

Note: The Contacts application is included in the Enterprise Catalog package.

Serves as the administrator of the use case. This role has create, read, update, and delete access rights.

Provides the appropriate access levels within the use case to the first line of defense, such as Business Unit Owners, Business Unit Managers, and Relationship Managers. The first line of defense is responsible for recording third party engagements and documenting new contracts.

Provides the appropriate access levels within the use case to the executive team. The executive team is responsible for reviewing third party reports.

Provides the appropriate access levels within the use case to external third parties, such as the Primary Third Party Contacts, Secondary Third Party Contacts, and Tertiary Third Party Contacts.

Provides the appropriate access levels within the use case to the legal and procurement team, such as the Procurement Group and Procurement Officer. The legal and procurement team is responsible for reviewing and approving contracts and renewing expired contracts.

Provides the appropriate access levels within the use case to risk analysts.

Provides the appropriate access levels within the use case to the second line of defense, such as Business Unit Risk Owners. The second line of defense is responsible for recording third party engagements.

The Third Party Task Driver dashboard contains quick links for frequent tasks and features relevant metrics to the current user, such as contracts and engagements that are pending action. This dashboard also uses interactive charts to display data, such as third parties by relationship manager and contracts by third party, status, and expiration date.

The Third Party Task Driver dashboard is available to all third party access roles because it is filtered by the current user.

The Third Party Process Manager dashboard displays items relevant to users such as relationship managers and procurement officers to help them determine how processes are functioning and identify areas for improvement. This dashboard features metrics, such as expiring contracts and contracts pending review. This dashboard also uses interactive charts to show data, such as third parties by status and engagement distribution per business unit.

Only users that are assigned to the Third Party: 1st Line of Defense, Third Party: Legal and Procurement, or Third Party: Administrator groups can view this dashboard.