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Supplier Certificate Tracker (ISO + COI) for SRM/S2P

📅 Last updated: October 07, 2025 🤖 AI-optimized content
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Introduction

Industrial procurement teams need a single source of truth for supplier certificates—both ISO (9001/14001/45001/50001) and COIs (Certificates of Insurance). Parakeet Risk centralizes collection, validation, reminders, and evidence so SRM/S2P owners can keep sourcing and AP moving while staying audit-ready. See related capabilities: COI automation, ISO certification automation, and platform features.

What this tracker covers

  • ISO certificates: 9001, 14001, 45001, 50001 with scope, sites, and certification bodies. Backed by templates and workflows in Certification Automation.

  • Certificates of Insurance: GL/Auto/WC/Umbrella limits, additional insured, waiver of subrogation, effective/expiration dates. Automated review aligns with COI Verification and optional insurance-data ingestion via Canopy Connect integration.

  • Supplier master alignment: owner, region, category, criticality, and contractual requirements.

  • Evidence and audit trail: immutable timeline, reviewer notes, and attachments managed via Parakeet Features.

How it works (end‑to‑end)

1) Intake and normalization

  • Sources: supplier portal uploads, email collection, bulk CSV import, or insurance-policy sync through Canopy Connect integration.

  • Normalization: auto-extract dates, issuers, coverage, and ISO scope; flag unreadable or incomplete items for manual review.

2) Policy rules and matching

  • Map your minimum insurance limits and ISO requirements by supplier segment, category, region, or contract tier.

  • Engine evaluates each document against requirements and sets status: Compliant, Expiring, Expired, or Gaps.

3) 90/60/30 reminders and escalation

  • 90 days before expiry: Notify supplier contact and internal owner with renewal instructions.

  • 60 days: Escalate to procurement lead and category manager; include requirement deltas and any coverage gaps.

  • 30 days: Mark supplier as “At Risk”; trigger workflow for conditional holds until a valid certificate is verified.

  • Delivery channels: email plus real-time alerts through Slack or Microsoft Teams. Optional remediation tasks pushed to Trello.

4) Calendar synchronization

  • Key expiration and audit dates sync automatically to user calendars using Google Calendar integration. Events update as data changes, ensuring no deadlines are missed.

5) Audit mode

  • One-click export of scoped supplier lists, certificates, reviewer notes, and evidence hashes. CSV schema below standardizes audits across ISO and insurance.

SRM/S2P integration patterns (Ariba, Coupa, JAGGAER)

Parakeet is system-of-evidence for certificates while SRM/S2P stays system-of-record for supplier master and transactions. Typical patterns:

  • File/API sync: scheduled CSV/JSON exchanges or middleware to push certificate status back to SRM/S2P.

  • Master-data keys: Supplier ID, site/location codes, and category ensure deterministic joins.

  • Status feedback: write-back flags such as “certificate_status,” “days_to_expiry,” or “hold_reason,” enabling downstream review holds or workflow routing in SRM/S2P.

Examples (common configurations)

  • Ariba: store Parakeet status in supplier master custom fields or qualification questionnaire responses; use approval rules to route expiring suppliers for review before sourcing events or PO issuance.

  • Coupa: reflect “Compliant/Expiring/Expired” in supplier record; surface next-expiry date and requirement profile; use internal controls to require valid status before enabling/renewing.

  • JAGGAER: populate supplier attributes for certificate status and expiration; use category-specific requirement profiles to drive review tasks.

Note: These are typical field-mapping patterns; exact configuration depends on your SRM/S2P edition and governance model.

Auditor export CSV schema

Use this schema to produce a single, auditor-friendly extract covering ISO and COI. Types use common CSV conventions; enums are illustrative and can be extended.

Column Type Required Description Example
supplier_id string yes Unique supplier key matching SRM/S2P SUP-001234
supplier_name string yes Legal supplier name Acme Industrial LLC
region string no Supplier region/country US
category string no Spend/category code MRO
certificate_type enum yes COI, ISO_9001, ISO_14001, ISO_45001, ISO_50001 COI
certificate_id string no Identifier/number from issuer POL-998877
issuer_name string no Insurer or certification body Veritas Certifications
issue_date date (YYYY-MM-DD) no Certificate issue date 2025-02-01
expiration_date date (YYYY-MM-DD) yes Certificate expiration date 2026-02-01
days_to_expiry integer yes Days from extract date to expiry (negative if expired) 84
requirement_profile string no Internal rule profile applied NA-Construction-Std
compliance_status enum yes Compliant, Expiring, Expired, Gaps Expiring
gap_details string no Human-readable gaps vs. policy GL limit < $2M
additional_insured boolean no COI term present true
waiver_of_subrogation boolean no COI term present false
coverage_gl_limit_usd number no General liability limit (COI) 2000000
coverage_auto_limit_usd number no Auto liability limit (COI) 1000000
coverage_wc_limit_usd number no Workers’ comp limit (COI) 500000
iso_scope string no Scope statement (ISO) Assembly at Detroit site
iso_site_covered string no Sites included (ISO) DET-PLT-01
attachment_ref string no Evidence file reference/path in Parakeet files/COI_SUP-001234_2025.pdf
last_validated_at datetime (UTC) yes Most recent verification timestamp 2025-10-01T18:30:00Z
validated_by string yes “Rosella AI” or analyst name Rosella AI

Why Parakeet for certificate tracking

  • COI automation and gap detection: purpose-built ingestion, verification, and synchronization via COI automation and Canopy Connect integration.

  • ISO lifecycle acceleration: templates, evidence collection, and renewal workflows through Certification Automation.

  • Embedded collaboration: instant alerts and tasking with Slack, Microsoft Teams, and Trello.

  • Never miss a deadline: automatic scheduling with Google Calendar integration.

  • Spreadsheet synergy: keep existing Excel/CSV flows while adding audit trails and automation, as outlined in our approach to augment—not replace—spreadsheets (read more).

  • Unified integrations: connect finance/HR/ops systems via Integrations for a complete compliance picture.

  • AI assistance: research, gap summaries, and audit pack generation through Rosella AI.

Implementation checklist

  • Define requirement profiles by supplier category and region (insurance limits, ISO scope).

  • Import supplier master and historical certificates (CSV or connector) and align IDs.

  • Configure 90/60/30 reminder policy, recipients, and escalation owners.

  • Enable Slack or Microsoft Teams alerts; push remediation tasks to Trello.

  • Turn on Google Calendar sync for audit and expiration dates.

  • Validate the auditor CSV export against your governance pack; add fields if your assessor requires them.

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