Module 09 · Vendor Document Management

Every vendor submittal.
Reviewed. Tracked. Closed.

Complete vendor document management for EPC — VDRL per purchase order, vendor portal, discipline-based review routing, review codes 1–4, and full submission history from award to handover.

Core Features

VDM built for the EPC supply chain.

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Vendor Document Requirement List (VDRL)
  • ✓VDRL per Purchase Order — every required document listed with schedule dates
  • ✓Document types: Datasheets / Drawings / Calculations / Certificates / Reports
  • ✓Planned submission date, required by date, and days late tracking
  • ✓Discipline-based VDRL: Process / Mechanical / Electrical / Instrumentation
  • ✓VDRL completeness — % submitted vs required per PO
  • ✓Client-VDRL linkage — which vendor docs need client review
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Vendor Portal
  • ✓Dedicated vendor login — separate JWT auth, no EPCdoc account required
  • ✓Vendor sees only their own VDRL — nothing from other vendors
  • ✓Document upload with revision and revision description
  • ✓Submission history — all previous revisions with dates
  • ✓Review status visible to vendor — under review / comment / approved
  • ✓Vendor-to-contractor messaging thread per document
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Review Routing & VDDM
  • ✓VDDM (Vendor Document Distribution Matrix) — auto-route by discipline
  • ✓Discipline lead assigned as primary reviewer per vendor doc category
  • ✓Sequential or parallel review routing configurable
  • ✓Review cycle tracking — Cycle 1, 2, 3 with full comment history
  • ✓Overdue review reminders — daily email escalation
  • ✓Review Matrix — all vendor docs and reviewer status in one view
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Review Codes 1–4
  • ✓Code 1: Approved — proceed with fabrication/manufacture
  • ✓Code 2: Approved with comments — incorporate comments and resubmit
  • ✓Code 3: Not approved — resubmit with major revision required
  • ✓Code 4: For information only — no review action required
  • ✓Review response with formal comments and marked-up drawing
  • ✓Automatic notification to vendor on review code issue
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Vendor Performance
  • ✓Submission on-time rate — planned vs actual submission dates
  • ✓First-time approval rate — Code 1 on first submission
  • ✓Average review cycles required per vendor
  • ✓Vendor document age analysis — items open > 30/60/90 days
  • ✓Vendor performance scorecard for procurement team
  • ✓Feed into PPM vendor performance rating
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Integration with EPM & DMS
  • ✓Vendor approved document (Code 1) auto-links to MDR on approval
  • ✓Engineering progress blocked until critical vendor docs approved
  • ✓Vendor certified drawings issued as project documents via transmittal
  • ✓As-built documentation from vendor feeds handover dossier
  • ✓Vendor data book compilation from approved documents
  • ✓PMC can view all vendor documents across all packages
AI in VDM — 4 AI Features

AI that reviews vendor submittals against your specification.

What took 2 days of engineer time now takes 15 seconds.

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AI Specification Compliance Checker
AI compares vendor datasheets against your project specification — paragraph by paragraph — and generates a structured Gap Report listing every non-compliance with specification clause reference.
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AI VDRL Compliance Tracker
Analyses VDRL completion against PO contract requirements and construction schedule — flags which outstanding vendor documents will impact fabrication start or site installation dates.
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AI Vendor Risk Flag
Based on submission history, review cycle count, and current outstanding items — AI flags which vendors are at risk of delaying construction activities with 4–6 week advance warning.
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AI Vendor Deviation Reporter
Across all submitted vendor documents for a package, AI identifies the most common specification deviations — helping procurement negotiate contract clarifications before they become site NCRs.
How It Works

From PO award to vendor data book in one system.

1
Load VDRL
Import VDRL from PO schedule. Link documents to disciplines. Set planned submission dates.
2
Vendor Submits
Vendor logs into dedicated portal and uploads document with revision. Reviewer notified automatically.
3
AI Review + Engineer Review
AI checks against specification. Engineer reviews and issues formal Review Code 1-4 with comments.
4
Close & Handover
Code 1 documents auto-link to MDR. Vendor data book compiled from all approved documents.

Start using Vendor Document Management today

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