The Suppliers Portal, launched in 2010, allowed the purchasing process to be redefined based on business procedures increasingly geared to ethical negotiations and competitive comparisons of technical and economic characteristics in the offers submitted by suppliers and subcontractors made it possible a global overview of the entire purchasing process, from the beginning to the purchasing event and from the signing of the contract to the payment for the service supplied.
The supplier management process allows to learn about the sustainability policies adopted by the suppliers and the commitments undertaken in terms of social and environmental responsibility. For the usual suppliers, as well as for the new ones, during the registration process there is a dedicated on-line section and a questionnaire to be filled in to obtain information relating to the practices of social and environmental responsibility.
The Portal allows the supplier to know the Organisational, Management and Control Model in accordance with Legislative Decree n. 231/2001, the Code of Ethics and the Internal Code of Conduct of the Group and, at the same time, requires suppliers to sign the documents for acceptance. The Suppliers Portal has been bringing a substantial communication improvement with suppliers and an increase in the degree of transparency in the relationship. The application provides an online trading system: suppliers are required to register online, and, if invited to take part in a bid, they can follow all the stages of the process in a transparent manner.
To guarantee the Procurement Department's assessment of the entire supply chain, in 2016 the registration and qualification process was also extended to sub-suppliers, with mandatory registration in the Suppliers Portal. To consolidate the monitoring of business ethics, compliance with human rights and the protection of workers' rights and the environment, a project was started in the first half of 2016 which will gradually replace the "Suppliers Portal" currently in use with a new e-sourcing application called "New Suppliers Portal". The new solution, with a module tested in 2016, requires potential suppliers to meet some obligations since the registration phase. The "New Suppliers Portal" has a questionnaire on CSR issues. Mandatory documents and other informations must be updated at least annually. The new supplier's qualification process will also make it possible to obtain a supplier's rating more precise and monitored over time and to have an updated screening of the suppliers, for all the duration of the contractual relationship, in order to plan the appropriate actions to be taken in case of unsatisfactory evaluations. At the end of 2017, about 1,950 suppliers had completed the registration procedure at the new portal.
Out of the 10.415 suppliers on the "Suppliers Portal" recorded in Italy by the Procurement Department, 6.372 (equal to 61,18 %) completed registration and replied to specific questions on social/environmental issues in 2017. Analysis of replies shows the following breakdown: 10/% declared they publish a social and environmental report, 3,39% hold SA 8000 certification, 20,26% have a code of ethics or policies describing their social commitment, 12,70% hold environmental certification and 7,69% have an environmental policy. These percentages have all increased compared to 2016 and show that the Group's focus on social/environmental issues have led suppliers to be more aware of these aspects.
Supplier's Portal Italy
The company publishes a social, environmental or sustainability report
Presence of SA8000 certification
The company has a Code of Ethics or policies describing their social commitment
The company holds environmental certifications
The company has an environmental policy
International banks using the Suppliers' Portal (VÚB Banka, Banca Intesa Beograd and Privredna Banka Zagreb) also report a good coverage of CSR issues. Suppliers of these banks completing registration and the questionnaire are 1.738 in Croatia, Serbia and Slovakia out of a total of 2.469 suppliers surveyed (equal to 70,39%). Analysis of replies shows the following breakdown: 16,86% declared they publish a social and environmental report, 1,55% hold SA 8000 certification, 26,47% have a code of ethics or policies describing their social commitment, 13,18% hold environmental certification and 15,13% have an environmental policy.
The "New Suppliers Portal" will provide, to the structures involved, reports containing environmental and social performance information regarding the entire supply chain of the Procurement Department, enabling them to intervene, if necessary, with a social and environmental risk mitigation actionplan to improve situations highlighted as critical.
The inspections regarding compliance with social criteria are conducted by internal staff and involve technical documents regarding buildings (maintenance) and people (cleaning). In the case of surveys on compliance with environmental criteria such as energy efficiency, the use of cleaning products in accordance with the law and the compliance with environmental legislation, the on-site inspections are carried out by both internal personnel and external companies.