ASELSAN

Supplier Management System

User Guide

CONTENT

1. ACCESS TO SUPPLIER’S PORTAL ............................................................................................ 5

1.1. Receiving E-Mail After Application Approval ....................................................................... 5

1.2. User Registration ..................................................................................................................... 5

1.3. Access to Supplier’s Portfolio ................................................................................................. 7

2. SUPPLIER PORTAL ...................................................................................................................... 7

2.1. Qualifications .......................................................................................................................... 8

2.2. Tasks ...................................................................................................................................... 11

2.3. Employee ............................................................................................................................... 12

2.3.1. Create Employee ........................................................................................................... 12

2.3.2. Employee List ................................................................................................................ 12

2.3.3. Personal Data ................................................................................................................. 13

2.4. Company ............................................................................................................................... 14

2.4.1. Attachments ................................................................................................................... 14

2.4.2. Company Data ............................................................................................................... 14

2.4.3. Certificates ..................................................................................................................... 15

2.5. Technical Information ........................................................................................................... 15

2.5.1. Production Information ................................................................................................. 15

2.5.2. Personal Information ..................................................................................................... 16

2.5.3. Education Information ................................................................................................... 17

1. Supplier Registration Page (Application of New Suppliers)

Suppliers willing to work with Aselsan should make their application by filling in the

Supplier Registration Questionnaire shown in Figure1.1, Figure1.2, Figure1.3, Figure1.4 and

Figure1.5 on Aselsan web site. (*) indicates required fields.

At the time of application, suppliers are required to select at least 1 purchasing category

(activity field). Candidate suppliers operating in multiple fields can make multiple category

selections.

Having read and confirmed the terms of participation, please click on the "Submit" button to

complete the application.

Figure 1.1

Figure 1.2

Figure 1.3

Figure 1.4

Figure 1.5

When the application is completed, the following message is displayed.

Figure 2

1. ACCESS TO SUPPLIER’S PORTAL

1.1. Receiving E-Mail After Application Approval

Supplier’s request will be directed to a Category Manager depending on the category selected

by the supplier while filling in the survey on Supplier's Registration Page. In case the request

is approved, the supplier is upgraded from candidate to potential (not approved). A temporary

username and password are sent by e-mail to the supplier for access to Aselsan's Portal.

P.S.: The registration of a supplier as a Potential Supplier, and consequently a

Username and Password, does not mean that the supplier has become an approved

supplier. Approved supplier status is a status acquired at the end of additional

processes.

1.2. User Registration

The potential supplier should click on the link in the e-mail sent by the system, log in with the

temporary username and password and create a new username and password for administrator

account.

When logged in, the screen shown in Figure 4 is diplayed for user account identification.

This screen populates the relevant fields and creates an administrator username and

password. This username and password will be valid for further logins.

Figure 1

Figure 4

Figure 2

1.3. Access to Supplier’s Portfolio

Once the administrator account is created, supplier can log in by clicking on the "Login" link

in the "Your administrator account has been created" message shown in Figure 5.

Supplier can enter the system by entering the administrator account username and password

on the login page, as shown in Figure 6.

Figure 3

2. SUPPLIER PORTAL

After logging in with the administrator account, the login page in Figure7 is displayed.

As can be seen on the left menu, there are 5 main sections in this page as Qualifications,

Tasks, Employee, Company and Technical Information. The supplier can access and view all

information about itself and make changes to them, which are subject to ASELSAN’s

approval.

Figure 4

2.1. Qualifications

The qualification section consists of 4 sub-sections as New, Processed, Submitted and

Conflicting.

If there is a Supplier Qualification Questionnaire that is based on the purchasing

category selected by the supplier, a questionnaire notification e-mail is automatically

sent to the supplier in addition to the “Temporary Password and Username” e-mail.

Under the "New" tab, suppliers can find the pending qualification questionnaires as

shown in Figure 8.

Figure 5

The supplier may begin to fill out the survey by clicking on the survey name.

Figure 6

Figure 7

When answering a survey, the supplier can save it to continue later with the "Save" button at

any time. The qualification questionnaires saved with the Save button are then displayed

under the "Processed" tab.

Having completed the survey and accessed the screen shown below, supplier should accept

the Terms and Conditions to send the survey to the Category Manager. Once the survey is

sent, it can be displayed under the "Sent" tab.

Figure 8

The survey is evaluated by the Category Manager after it is filled and sent by the supplier.

During the evaluation, the Category Manager may ask for clarification about the questions in

the survey. In this case, the supplier will see this questionnaire under the "Conflicting" tab.

2.2. Tasks

Tasks tab is where activities defined for the supplier by Aselsan can be displayed and

completed. Supplier can click on "New" under Tasks tab to see the details of the activity by

clicking on the activity in the list.

Figure 9

Supplier can see the appointed tasks, examine the attachments, complete the tasks and enter

comments.

Figure 10

2.3. Employee

Under the Employee tab; personal data of Supplier's administrator account could be changed,

Employee List can be displayed or an Employee can be created.

All changes are subject to the approval of the Category Manager. Supplier's administrator

account username or password could be changed anytime. Only this feature is not under the

control of the category manages and shall under no circumstances be recorded by Aselsan.

2.3.1. Create Employee

The supplier can create new employees, i.e. new users with different authorizations. For this,

it is enough to fill in the data in the Employee Details tab shown in Figure 14 below the

Employee Create tab and click on the "Create" button.

The newly created employee is subject to approval of Aselsan.

Figure 11

2.3.2. Employee List

The supplier may display a list of employees under the Employee List tab.

Figure 12

2.3.3. Personal Data

Under the Personal tab in Figure 16, the supplier's active contact and user details are

displayed.

On this screen, the supplier can change the username and password at any time.

Figure 13

2.4. Company

This section has 3 sub-sections.

2.4.1. Attachments

In order to add files, click on Attachments tab under the Company tab, select the files to be

shared with Aselsan and click on "Add Attachment". The files added are submitted to the

approval of the relevant Category Manager. If the Category Manager approves the files, the

status of the uploaded files becomes "updated".

Figure 14

Figure 15

2.4.2. Company Data

Under the Company data tab in Figure 19, the supplier can display or change its own master

data. This data is equivalent to the supplier application form and the data initially filled in is

automatically recorded. If it is not filled in the initial form, or if it is a newly added field, the

supplier administrator must fill in the empty fields.

Any field that has been modified, added or deleted is subject to Aselsan’s approval, and

changes will not be reflected in the system if rejected by Aselsan.

Figure 16

2.4.3. Certificates

Suppliers can upload certificates to the portal. Some certificates are mandatory depending on

the selected category.

Figure 17

2.5. Technical Information

Under this tab, suppliers can share technical information.

2.5.1. Production Information

Suppliers can add information such as technical production/testing equipment/software from

under the Production Information tab.

Figure 18

2.5.2. Personal Information

Under the Staff Information tab shown in Figure 22, suppliers can share the personnel list,

titles and experiences information of the staff with Aselsan.

Figure 19

2.5.3. Education Information

Under the Training information tab shown in Figure 23, suppliers can share the information of

the trainings received by the personnel.

Figure 20