Certification Management Software is a solution that facilitates the vendor certification process, including application processing, reviewing, approving, certification status, and any notifications between vendors and certifying agencies related to those tasks.

For organizations that issue certifications and those that utilize certified vendors, it’s critical to know that the vendors hired for your projects are certified for those projects, what certification they hold, and if the certification is current. Certification Management software is leveraged by certifying agencies to effectively manage certifications through the entire lifecycle, from application submission to approval, and then through all subsequent annual updates and/or renewals or alternate actions like graduation or withdrawal entirely online. In addition it provides a simplified way to search for certified vendors with the assurance that they are current in their certifications.

When researching Supplier Certification Management Software, you should look for a vendor who is well-established in the industry and provides a modern, cloud-native SaaS solution. The solution should serve as a centralized source directory, consolidating multiple certification directories into one convenient platform eliminating the need to visit each directory individually. It should provide easy-to-use search tools, intuitive dashboards with at-a-glance data, and comprehensive insights into certified vendors, including submitted and in-process certifications, upcoming expiration dates, and other vendor-related certification details. The solution should also offer built-in communication tools to facilitate and track interaction between vendors and agencies, along with robust reporting capabilities to effectively demonstrate compliance. Ideally, it will include the option to implement a separate online application module to provide an automated end-to-end suite of certification program efficiencies.

Depending on the program, such as the Disadvantaged Business Enterprise (DBE) or Airport Concessions Disadvantaged Business Enterprise (ACDBE) programs, there are rules certifying agencies must follow. This is in accordance with the U.S. Department of Transportation (USDOT) 49 CFR Part 26 and 23. An agency can be penalized for failure to comply. Certification Management Software provides a unified interface where all of the documentation is digitally hosted and verified, and applications, status, and management of certifications are monitored and tracked for reporting purposes. Automated notifications, alerts, and communications keep the process moving forward faster and more accurately than manual processes.

Certification Management Software saves costs by digitizing processes that were once manual and paper-based. By automating these tasks, agencies can eliminate expenses related to paper, document storage, document filing and retrieval, and equipment such as copiers, printers, and faxes, as well as associated maintenance costs. A Compliance Certification Management System can also reduce the number of employees required to process vendor certification applications, freeing up those resources for higher-value items.

Yes, Certification Management Software can be customized for any industry that needs to accept, receive, monitor, and track certifications. Any type of certification can be managed in Certification Management Software. The solution should be configurable based on the organization’s needs and unique requirements. 

Supplier Certification Management Software can digitize and automate every step of the process by reducing manual tasks. Agency staff can process applications, report, and monitor certifications in half the time, if not quicker, than without it. Additionally, since all the data and documentation are in one place, it’s easier and faster than ever for staff to search for and find what they’re looking for. 

Security in Certification Management Software is of the utmost importance. Sensitive vendor data and documentation are held in the system so any weakness in the system could lead to a data breach. That’s why the best Certification Management Software solutions should provide industry-leading security that supports world-class availability, reliability, and redundancy for zero data loss, Including:

• A fully redundant hosted solution
• Guaranteed availability of 99.9%
• SOC 2 Type 2 certified

Additionally, Certification Management Software should allow organizations to set user permissions that enable staff users to work on the tasks pertaining to their roles but not have access to information they don’t need.