Supplier Prequalification — Minor

Nomenclature

Term	Definition
ABN	Australian Business Number.
ASL	Approved Supplier List — the register of suppliers and subcontractors approved for engagement; minor-works suppliers are registered under the Minor category.
WMS	Westlink Management System.

Purpose

This document maps the proportionate, lighter-touch process for prequalifying suppliers engaged for minor works. It represents the lower control tier in Westlink’s risk-based determination of supplier controls. This tier applies basic due diligence and a QHSE minimum requirements check, scaled to the lower risk of minor procurement. Westlink completes these checks before it approves a supplier and adds it to the Approved Supplier List.

Scope

This process applies to the prequalification of suppliers for minor procurement needs below the major threshold. Suppliers for major work scopes are prequalified under the major-tier process (GOV-PRO-003). The comprehensive requirements for ongoing supplier and subcontractor management are set out in QHSE-PRO-002.

Canonical Interactive Version

The canonical, interactive version of this process is the flowchart published on the Westlink intranet at /wms/process-overview (Rev 2). This document is the controlled text representation of that flowchart. If this document and the interactive flowchart ever differ, the flowchart prevails and this document must be updated.

Definitions

Terms and acronyms used in this document are defined in the Nomenclature table at the front of this document.

Roles and Responsibilities

The process map assigns steps to four lanes. The table below sets out each role and its responsibility in the minor-tier prequalification process.

Role	Responsibility	When
Requestor	Identifies the minor procurement need (below the major threshold).	At the start of the process.
Procurement	Checks the Approved Supplier List, performs basic due diligence, requests additional information and registers the supplier on the ASL.	After the need is identified and through to ASL registration.
QHSE	Performs the QHSE minimum requirements check and determines whether the supplier meets the minimum requirements.	After basic due diligence is complete.
Approver	Procurement or its delegate approves the supplier for minor works.	Once requirements are met, before ASL registration.

Process Steps

Need and ASL Check

• Identify Supplier Need (Requestor) — a minor procurement need is identified (below the major threshold).

• Decision: On the Approved Supplier List? (Procurement) — check whether a suitable supplier already exists on the ASL.

• Yes — select the supplier from the ASL. The prequalification process ends.

• No — proceed to due diligence.

Due Diligence and QHSE Check

• Basic Due Diligence Checks (Procurement) — ABN verification, insurance currency and a basic capability check.

• QHSE Minimum Requirements Check (QHSE) — verify that the supplier meets the minimum WHS and environmental requirements.

• Decision: Requirements Met? (QHSE) — determine whether the supplier meets the minimum requirements.

• Yes — proceed to approval for minor works.

• No — Procurement requests additional information from the supplier. If the information is received, the QHSE Minimum Requirements Check is repeated; if it is not received, the supplier is declined and the process ends.

Approval and Registration

• Approve for Minor Works (Approver) — Procurement or its delegate approves the supplier for the minor scope.

• Add to ASL — Minor Category (Procurement) — register the supplier on the Approved Supplier List under the Minor category. The process ends.