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Third-Party Profile Card

Written by Michelle Henley

Updated at January 6th, 2025

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            Once a new Third-Party is used in a Third-Party Management (TPM) request or added to Master Data Management by a Master Data Admin, data regarding the Third-Party is saved to a Third-Party Profile card. If the Third-Party is first used in a request, some of the data is stored to master data at the time the request is submitted and other information is stored or updated at the time the request is approved, rejected or canceled. 

            The chart below outlines each point of data captured in the Profile Card, when it's saved and how to update it post-submission. 

             

            How do I locate a Third-Party profile card?

            From the Homepage, access Third-Party Management by selecting either Third-Party Management from the left navigation menu or the corresponding tile on the right.

            Next, begin typing the name of the third-party in box labeled Search Third Parties. (Note: Search is wildcard and not exact.)

            Results will be returned in the lower half of the screen. (Note: Profile cards are created once a Third-Party is used in a request. If no results are returned, the party has not been previously used in a request.) Next, click on the name of the Third-Party.

            After clicking the Third-Party name, the Third-Party profile card page will open. 

            In addition to the profile information at the top of the page, the tabs in the lower half of the page display the following:

            Engagements Tab Displays all requests that include the selected Third-Party, scope, country, start date,  expiration date, and statuses of those requests. 
            Questionnaires Tab Displays all questionnaires sent to the Third-Party. 
            Tasks Tab Displays all tasks associated with the selected party.
             
             
            Field Name Saved When Details How to Update
            Master Data Status Saved as “Active” upon submission of a new Third-Party
            • Reflects the status of the Third-Party within Master Data. 
            • It can be updated in Master Data Management to be Inactive or Blocked, or set back to Active.
            		 Status is updated accordingly when a Third-Party is Inactivated/Activated or Blocked/Unblocked via Master Data Management.
            Registration Country

            Saved to Master Data upon submission of a new Third-Party

             
            • Address Country and Registration Country are now two separate fields. 
            • When a new Third-Party is submitted in a request, Country will populate as both the Registration Country as well as business address country.
            		 Master Data admin can update the registration country through Master Data Management. Once updated, the Third-Party Profile card will reflect the new registration country.
            Address Saved to Master Data upon submission of a new Third-Party
            • When a new Third-Party is submitted in a request, the address is saved to Master Data as the business address. 
            • If a request is updated post- submission, the Third-Party address will not be editable within the request.
            		 Master Data admin can update the address through Master Data Management. Once updated, the Third-Party Profile card, as well as all future requests, will reflect the new address. If a new address is added via Master Data, the Profile Card will always show the most recently updated business address.
            Type Saved to Master Data upon request approval
            • When a new Third-Party is used in a request, the type is not saved to master data until the request is approved. 
            • Third-Party type can be edited up until full approval. 
            • The type is additive, meaning that if a request is approved with  Type A and a subsequent request is approved with  Type B, both types will be reflected in Master Data.
            •  If a request is canceled/rejected, the system will remove any newly added values that have not yet been approved. (Note: If values were added manually to master data and a request using those values is subsequently canceled, rejected, or expires, those values will also be removed from the master data—provided they are not present in any other approved requests.)
            		 Master Data admin can update the Type through Master Data Management. Once updated, the Third-Party Profile card, as well as all future requests, will reflect the new Type.
            Approved Countries of Operation* Saved to Master Data upon request approval
            • The Profile Card will only show Countries of Operation that have been fully Approved, or that are added via Master Data Management. 
            • Within a request, Countries of Operation can be edited up until full approval. 
            • The Approved Countries is additive, meaning that if a request is approved with Country A and a subsequent request is approved with Country B, both countries will be reflected in Master Data.
            • If a request is canceled/rejected, the system will remove any newly added values that have not yet been approved. (Note: If values were added manually to master data and a request using those values is subsequently canceled, rejected, or expires, those values will also be removed from the master data—provided they are not present in any other approved requests.)
            		 Master Data admin can update Approved Countries of Operation through Master Data Management. Once updated, the Third-Party Profile card will reflect the new Approved Countries of Operation.
            Approved Scope* Saved to Master Data upon request approval
            • The Profile Card will only show Scope(s) that have been fully Approved, or added via Master Data Management. 
            • Within a request, Scope can be edited up until full approval. 
            • The Approved Scope is additive, meaning that if a request is approved with Scope A and a subsequent request is approved with Scope B, both scopes will be reflected in Master Data.
            • If a request is canceled or rejected, the system will remove any newly added Scope(s) that have not yet been approved. (Note: If values were added manually to master data and a request using those values is subsequently canceled, rejected, or expires, those values will also be removed from the master data—provided they are not present in any other approved requests.)
            		 Master Data admin can update Approved Scope through Master Data Management. Once updated, the Third-Party Profile card will reflect the new Approved Scope
            Approved Risk Levels Saved to Master Data upon request approval
            • The Profile Card will only show Risk Levels that have been fully Approved. 
            • The Approved Risk Level is additive, meaning that if a request is approved with Risk A and a subsequent request is approved with Risk B, both Risk Levels will be reflected in Master Data.
            • If a request is canceled or rejected, the system will remove any Risk Level that was not fully approved.
            		 Approved Risk Levels cannot be updated.

            *Countries of Operation and Scope on the Engagement table will show ALL engagement values and not just Approved

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