In a product registration, when an RA is assigned to an RA Specialist, RA Specialist will create Product Registrations (PR) for the products under that RA. Product Registration (PR) is intended to track all Product Documents required to be submitted for each product registration, while Registration Agreement (RA) is intended to track all Site Documents required to be submitted for each registration of a vendor regardless of the number of products.
As RA Specialist works on a registration, BD Salesperson can look at each PR and RA to see the process of completion for every document required through the following steps.
PRODUCT REGISTRATION (PR) DOCUMENT STATUS
1. Open the PR from the registration SO, click “Registrations” on one of the quick links of the SO.
2. Click on a PR to view the document status of a product. On the bottom of each page is the list of product documents and the status of each in color codes.
There are multiple status of each document:
• Draft: the document has not been started by the RA Dept.
• In Progress: RA Dept. is currently working on the product document.
• Complete: all documents have been completed by RA Dept. and checked/confirmed by BD Salesperson.
3. Some product documents are to be completed by the Salesperson rather than RA Dept. such as Samples, Packaging Artwork, etc. These documents have the Responsible Entity - AdvaCare in the system. In this case, Salesperson is responsible to update the status of each document by following these steps:
3.1 Click on the document row to edit.
3.2 Click on the stage of that document located on the top right corner of the pop-up box.
3.3 Click “SAVE”.
VENDOR DOCUMENT (RA) STATUS
1. Open the RA from the registration SO, click “Registrations” on one of the quick links of the SO.
2. Click on an RA to view the site document status of each Vendor.
3. Click on the tab “Document Types”, all documents that are classified as Document Type - Site Document are listed first before the product documents.
4. Open the next tab “Site Documents” to list all site documents that are in the system.
• The documents will be listed in this table if it has been verified with the Vendor.
• Documents that have been saved in the AC Drive have the checkbox ticked.
5. BD Salesperson has the responsibility to prepare and complete all Site Documents with the “Responsible Entity - AdvaCare” and “Responsible Entity - Customer”. RA Dept. has the responsibility to obtain all Site Documents with the “Responsible Entity - Vendor” and save them in the correct registration folder.
6. Once the Site Documents have been saved in the correct folder, RA Dept./BD Salesperson manually writes the status of each Site Document under the tab “Document Types - Status”. Use the following options to keep track of each Site Document:
• Completed.
• In Progress.
• Pending - [Explanation]*.
* Only to be used when a different document has been provided instead of the original required document for the time being, and the original required document is still due to be submitted.
DOCUMENT AUTHENTICATION (AUT) STATUS
1. Under each RA, click on the tab “Authentication”, all documents that require authentication, site/product document, will be listed with the type of authentication required (legalization/notarization).
2. RA Dept./BD Salesperson manually writes the status of each document authentication under the tab “Authentication - Status”. Use the following options to keep track of each Document Authentication:
• Completed: original copies of legalized/notarized documents are received.
• In Progress: documents are currently under legalization/notarization process.
• Draft: documents have not been sent to start authentication process
• [Others]: for Product Documents that have more than 1 product, write a summary of the overall status of authentication.
