FAQs - Frequently Asked Questions
Click on a major category to go to that section Click on any TOP to return to the top menu.
Vendor Contacts:
What are vendor contacts?
Why should I do vendor contacts?
Are vendor contacts costly?
Are there any vendors excluded from your service?
Do you evaluate the vendor recommended changes?
VIS Input Data
Requirements:
What data do I
provide to get started?
How do I know if my data is
in the desired format?
Can I receive assistance in
capturing my plant input data requirements?
What
are my responsibilities?
VDCRs:
What are VDCRs?
How do
I use VDCRs?
What are my responsibilities dealing
with VDCRs?
What happens if you do not receive the
superseded VTD within two weeks?
What types of
dispositions are typical in a VDCR and what do they mean?
Onsite Support:
What onsite support does VIS provide?
What is the rate for this support?
On-Line Project
Management:
What is Online Project
Management?
VIS
Credentials
What credentials does
VIS have?
Benefits to Customers:
Why should I take advantage of VIS services?
Utilities Service Alliance
Vendor Technical Document Program:
What is the USA VTD Program?
Can I utilize the Pro Forma Contract even though I
am not a member of USA?
What is the Price Model?
Whom do I contact with questions?
How do I enroll?
What
is the Open Enrollment Period?
Can I enroll after
the open enrollment period has ended?
What services
are provided under the Pro Forma Contract?
What is
the format of the Vendor Contact Package?
Can I
change the format of the Vendor Contact Package?
Do
you deliver in hard copy media?
What is the purpose
of the $2,500.00 data load fee?
When is the Data
Load Fee invoiced?
What is the VTD Line Item Price
Model?
How am I invoiced?
What are the payment terms?
How are vendor document costs treated?
What is the Data Refresh Fee?
How does the minimum enrollment fee work?
Vendor Contacts:
What are vendor contacts?
VIS performs vendor contacts on behalf of our customers. Vendor contacts
involve direct interface with plant equipment vendors, not just some form
letter or correspondence. During vendor contact VIS obtains, for your plant,
the most current and complete set of information that provides equipment
installation, operation and maintenance, engineering details, and spare and
replacement parts. VIS calls such equipment documents "vendor publications" or
"Vendor Technical Documents (VTDs)". Then, we document the vendor's' response
in a Vendor Contact Package, and forward the new information to your plant.
TOP
Why should I do vendor
contacts?
The answer is simple - to optimize operation of
your equipment. You cannot optimize equipment performance without considering
vendor recommendations. Our experience indicates that there are vendor
recommended changes to equipment-supplied information over 25% of the
time.TOP
Will I always receive new
information?
No. For example, sometimes vendors tell us that
the plant should use the information that was shipped with their equipment at
the time of purchase. Or, for example, vendors tell us that the product is now
obsolete, or sometimes the vendor is now out-of-business. In all instances,
this information is transmitted to our customers. We track such things for our
customers so that they do not spend time or money with these vendors in the
future.TOP
Are vendor contacts
costly?
No! Typically, domestic plants will never pay more
than $65 per VTD for a vendor contact. Please refer to our cost model for a
more detailed explanation of fees. Over the past three years the average cost
was $40 per VTD. TOP
Are there any vendors excluded from your
service?
Yes. VIS does not provide vendor contacts for the
following vendors:
Do you evaluate the vendor recommended
changes?
Yes, in what VIS calls a Vendor Document
Comparison Report. These tell you the significance of the VTD revision.
TOP
VIS Input Data Requirements:
What data do I provide to get
started?
Provide an electronic Site VTD List with the
following data fields captured for each VTD line item for which you require
vendor contact: plant VTD identification number; manufacturer; document title;
vendor publication number; vendor revision number; vendor revision date.
TOP
How do I know if my data is in the desired
format?
Contact Jan Riley at VIS and she will address your
questions.TOP
Can I receive assistance in capturing my
plant input data requirements?
VIS can provide a team of
professionals to perform data cataloging at either your plant site or one of
our offices. Technical activities performed are both data capture and data
analysis, including statistics such as numbers of instances of multiple
revisions, number of drawings, parts list, catalogs, etc. Contact Susan Griffin
for a price quote on this activity.TOP
What are my
responsibilities?
In addition to providing the Site VTD
List, you are responsible for plant applicability reviews, updating or revising
of applicable plant procedures or instructions, and maintenance of your site
VTD Library.TOP
VDCRs:
What are VDCRs?
A VDCR
is a Vendor Document Comparison Report. For each new revision of a publication
received from the Contact Program, a VDCR is prepared which provides a listing
of changes between revisions of VTDs. To aid plants in the VTD site
applicability review, the VDCR identifies whether the new VTD contains
technical changes, non-technical changes, or no-change circumstances. General
comments are provided which summarize VTD differences and general
recommendations. Individual changes are described, followed by an engineering
discussion that determines the expected plant impact of the change.TOP
How do I use VDCRs?
The VDCR is a tool for plants to use when approving VTD changes and is
designed to aid plants in determining plant impacts easier, faster and with a
high degree of confidence that changes with potential impact have been
identified. It identifies significant changes and makes suggestions to the
plant for implementing the changes. VDCRs are not design output and usually not
specific to a particular plant. The VDCR is not designed to be used directly in
the notification of work practices or procedures. The Program is implemented
under the premise that plants review the VDCR and use it as "input" to their
approval process. This input enhances the quality of site applicability reviews
and also is economical for plants because it eliminates a portion of
engineering evaluation time.TOP
What are my responsibilities dealing with
VDCRs?
You are responsible for transmitting a copy of your
superseded VTD within two weeks of receipt of the VTD Request from VIS. These
VTDs are to be directed to Jan Riley as follows:
Vendor Information
Solutions
Attention: Jan Riley
555B East Plaza Circle
Litchfield
Park, AZ 85340
What happens if you do not receive the
superseded VTD within two weeks?
If the request for
superceded VTDs remains unanswered for one month, VIS will notify the
Participant that the VDCR will be cancelled if superceded VTDs are not received
within one week. At that point, the VDCR will be permanently cancelled, and the
Vendor Contact Package will be transmitted without the VDCR.TOP
What types of dispositions are typical in
a VDCR and what do they mean?
| Administrative Change | Any trivial change in numbering, format, spelling or grammar which has no effect on the contents of the section, or changes in administrative areas of the document (such as Title, Table of Contents, etc.). For example, an editorial change in wording is an Administrative Change. |
| Non-Technical Change | Any change which is not
expected to impact plant configuration or procedures. This is usually a change
to non-technical information. It may be a change to technical information, but
does not affect the direction or content of the information, or impact
currently installed equipment. It could also be a change in technical
information not expected to apply to plant configuration, such as information
pertaining to a model or revision not included in the older
revision. Examples include: Changes in an introduction or general description Background information Addition of specifications Changes in indicated dimensions Changes in general guidance, such as troubleshooting recommendations |
| Technical Change | Any change that may impact
plant configuration or procedures. It may require additional evaluation for
site-specific applications. Examples include: Changes to specification which may impact design basis Changes in order of performing a task Adding or changing a step or maintenance requirement Changes in acceptance criteria or other maintenance requirement, such as bolt torque requirement |
| Configuration Change | A Disposition indicating that there are differences that are likely to be due to a change in the construction or design of a component or part. This may make the information in the newer revision not applicable to equipment covered by the older revision. |
Onsite Support:
What onsite support does VIS
provide?
VIS provides onsite assistance for plants to
assist them in working off vendor evaluation backlogs, performing impact
analyses, consulting services to optimize plant Vendor Information Programs,
and baselining of plants' in-house VTD information.TOP
What is the rate for this
support?
Typically, it is on a Time & Materials basis,
with the rate dependent upon the geographic region. To the extent possible, we
firm fix price our services.TOP
On-Line Project Management:
What is Online Project
Management?
Under secured login in VIS' Delivery Center,
VIS customers can view all aspects of their account, including executed
purchase orders, schedule and status, inter-company correspondence, billing and
payment information, and they can accept deliverables electronically on-line.
TOP
VIS Credentials
What credentials does VIS have?
VIS is the ONLY firm with such mature and proven processes, products and
services. This is complemented with an experienced staff who specializes in
vendor information, and a data library encompassing over 30,000 vendor
publications and 3,000 vendors. s 23 plants are benefiting from our
approach.TOP
Benefits to Customers:
Why should I take advantage of VIS
services?
VIS's many advantages
include:
Utilities Service Alliance Vendor Technical Document Program:
What is the USA VTD Program? The USA VTD Program is a collaborative solution designed to reduce utility costs associated with maintaining vendor publications pertaining to equipment installation, repair and maintenance. The USA Program contacts vendors once on behalf of many plants. The Program also evaluates changes to publications so that plants can concentrate resources appropriately on publications with technical changes.TOP
Can I utilize the Pro Forma Contract even though I am not a member of USA? Yes. USA has opened the contract to non-USA members. USA has waived their membership fees in lieu of an administrative fee per VTD line item which is already reflected in the Price Model. You will be referred to as a "USA Designee" and will enjoy all program benefits.TOP
What is the Price Model?
That information is available in the Information Center. Just point and
click on USA VTD Program Fee Schedules for Clients.TOP
Whom do I contact with
questions?
Contact Susan Griffin or Jan Riley at the
following address:
Susan H. Griffin - Partner
PMB #314
2204 Shorter Avenue, Suite
10
Rome, Georgia 30165-2036
Office: 706-232-0173
Mobile:
706-346-0559
E-mail: sgriffin@VISLive.com
-------------------------------------------
Jan
Riley - Partner
555-B Plaza Circle East
Litchfield Park, AZ
85340
Office: 623-935-3070
Fax: 623-935-3020
E-mail:
jriley@VISLive.com
How do I
enroll?
Contact Susan Griffin at VIS. She will coordinate
execution of the Site Purchase Order with your designated Site Contact and
notify USA of your enrollment.TOP
What is the Open Enrollment
Period?
An open enrollment period (30 days) is held
annually to enable participants to enroll and influence pricing. At the
conclusion of the open enrollment period, the total VTD population is "locked"
and the resulting locked aggregate VTD population determines the unit price for
that annual period.TOP
Can I enroll after the open enrollment
period has ended?
Yes. Your Site VTD List will be
considered as latecomer population and will not be able to influence pricing
for that annual period. You will receive vendor contact packages at the
existing locked annual price. Your VTD population will be included in the
following year's aggregate VTD population for pricing purposes.TOP
What services are provided under the Pro
Forma Contract?
The Program performs vendor contacts on
every Vendor Technical Document (VTD) line item submitted in your Site VTD
List. An electronic Vendor Contact Package is provided to you that includes a
Vendor Interface Results Report, Request for information/ Publications for
Verification (usually signed by the vendor), and new VTDs. Additionally, a
Vendor Document Comparison Report (VDCR) is prepared for each new revision
received from the contact process. It provides a listing of changes between VTD
revisions followed by an engineering discussion of the expected plant impact. A
description of deliverables is provided under separate tab.TOP
What is the format of the Vendor Contact
Package?
Sample Vendor Contact Package forms are provided
in the Information Center.TOP
Can I change the format of the Vendor
Contact Package?
No. VIS is offering economical pricing
through driving significant volumes and producing standardized
deliverables.TOP
Do you deliver in hard copy
media?
Yes, but the Price Model rewards electronic
delivery, via CD-ROM or Internet. See the Price Model for additional
information.TOP
What is the purpose of the $2,500.00 data
load fee?
The purpose of the data load fee is to cover the
cost of loading plant VTD information into the VIS Data Warehouse, preparing
the contact schedule, and providing security access to the Delivery Center and
Information Center, two features offered on VISLive.com to USA
Participants.TOP
When is the Data Load Fee
invoiced?
VIS invoices the Data Load Fee immediately upon
contract execution and then following any subsequent data loads.TOP
What is the VTD Line Item Price
Model?
The price model is very simple: each VTD line item
for which a vendor contact is initiated during an annual period is priced at a
fixed unit rate for that annual period. The annual rate is determined by the
VTD volume enrolled in the Project. The Price Model is provided under a
separate tab.TOP
How am I invoiced?
VIS
will invoice each participant monthly based on number of VTDs delivered during
the previous month. For example, on August 1st you will be invoiced
for line items transmitted for the period July 1st through
31st.TOP
What are the payment
terms?
Payment terms are net 30 days upon receipt of a
proper invoice.TOP
How are vendor document costs
treated?
VIS will purchase vendor documents up to $100.00
per VTD, not to exceed $1,000.00 per vendor. Vendor charges exceeding $100.00
per VTD or $1000.00 per vendor will be approved in advance by the applicable
participants and the entire vendor charge passed through on a shared
basis.TOP
What is the Data Refresh
Fee?
At your option, you may elect to refresh your data at
any time during the three-year cycle. Many Participants elect to refresh their
data prior to the start of each vendor contact year. There is a fee associated
with this of $400 plus $5.00 per line item. TOP
How does the minimum enrollment fee
work?
This fee applies to you only if you enroll less than
200 line items over the three-year term.TOP