Version Control

Version	Date	Description	Author
v.1	05.07.2021	Creation	Josiane Peytraud

1. General overview

To ensure Solvay will not make business with not authorized parties, we'll set up an interface between Core CRM and GTS.
This will ensure all new prospects will be screened prior being screened when becoming a SAP Customer.

1 - Sales force Core CRM to GTS to transfer new Prospects or old prospects not screened yet but used in new activity (visit report, opportunity, cases, …), or changed prospects in synchronous time.

2 - GTS to send result of screening with 2 possible status values : Released or Blocked in synchronous or Asynchronous mode. Status Blocked can become Released after some days of analysis from CTC team or the opposite when new rules are applied in GTS.

3 - When the Prospect is converted into a SAP customer, the prospect is deleted in GTS

As Prospects have no Customer number, we’ll use the SFDC ID as Customer number in GTS.

At go live, we'll send the existing prospects created in the last 6 months to GTS. The other ones will have the Screening Status set to "Not Screened".

2. Screening Status

The status will have 4 values: Ongoing, Released, Blocked and Not Screened.
Depending on those values, we'll display a banner on the top of the account.
If the status is Ongoing: “All prospects created in CRM are automatically screened against sanctions lists. Please do not take any action until Screening Status gets updated.“
If the status is Blocked: “Your partner got a hit in a sanction list. Please do not take any action until further notification. SBS CTC team will analyse the block and inform you accordingly within 72 hours.”

2.1 When creating an account

Each time an account is created, if

Record type = Non SAP Account
Partner type = Prospect, Third party, indirect customer or Non buying customer

send the creation screening to GTS.

When getting acknowledgment from GTS that they received the creation screening, the status is set to "Ongoing"

2.2 When updating an account

If something is changed on a prospect such as Name or address, if the Screening Status is ““Not Screened”, send the creation screening to GTS. Otherwise, send the update screening to GTS.
When getting acknowledgment from GTS that they received the creation screening, the status is set to "Ongoing"

2.3 When creating an activity (visit report, opportunity, ...)

If an activity such as case, visit report, opportunity and quote is created linked to an account with

Account record type = non SAP Account and
Partner-type = Prospect, Third party, indirect customer or Non buying customer and
Screening Status = "Not Screened",

when saving, send the creation screening to GTS.

3. Screening Date

Each time we're getting an update from GTS, we update the Screening Date with the date of the day.

4. "GTS Deletion flag"

When a prospect is about to "disappear", we need to request GTS to delete it from their database. There are 2 situations when this happens.

Prospect Conversion into SAP customer : in CRM, set GTS Deletion flag to “True” when SAP conversion is completed (status = validated) for Prospect can be deleted in GTS as replaced by SAP customer. When saving, send the deletion request to GTS.
Merge of duplicate Prospect ==> For the moment, this will be managed manually. Before doing a merge, the user must update the prospect which will be deleted and set the “GTS Deletion Flag” to True. When saving, if the GTS Screening Status is not “Not Screened”, send the deletion request to GTS.

Impact on Merge process for Prospect “Blocked” : need to ask requestor before merging with another account in CRM :

Prospect Blocked + SAP customer ==> check before merging with requestor (can be OK to do if no sanction )
Prospect Blocked + Prospect status = “ “ or “released” ==> check before merging with requestor (can be OK to do if no sanction + need Admin to update GTS deletion flag , which one to keep as master ? )

5. Contacts

When we are on the Contact layout, we display the Screening status of the main account of the contact. We also display the same banner.

6. Account Banner Trade & Compliance with text and links to Google drive (to be maintained)

A banner is displayed to users in Core CRM and Icare to share Country at Risk - Distributors compliance statement all changes requests from Trade & Compliance team are described in this file .

Core CRM (after August 2023 - PO2 change)

Country at risk - please make sure a Compliance Statement (Appendix 11 of the Group Program) completed by the customer is sent to the Export Control & Sanctions Compliance team through Service One Eco or Sco .
Distributors - please make sure a Compliance Statement (Appendix 13 of the Group Program) completed by the distributor is sent to the Export Control & Sanctions Compliance team through Service One Eco or Sco .
For a new projected activity please fill the Appendix 09 - Approval Request Eco or Sco Form if the activity matches one of the following criteria : a) involves controlled Product, Technology , software and Services destined to a customer located in a country at risk / Distributor or has a change of delivery channel; b) concerns a sanctioned entity; c) is related to Russia/Belarus (import, export); d) is related to the development, manufacturing, test and assistance of computing and semiconductor products in China (including Hong Kong and Macau); e) involves to a new customer in China when exporting from UK; f) is related to a end-use or end-user is space/military (excluding NATO / S.Korea / Australia / Japan / N.Zealand / Israel); g) involves a company from prohibited countries located outside of their home countries; h) is related to any sensitive operation identified by TCO and EO. The form will be automatically sent to the Export Control & Sanctions Compliance team , the Group Compliance Officer and the GBU Empowered Official for approval before you can proceed.

Country at risk - please make sure a Compliance Statement (Appendix 11 of the Group Program) completed by the customer is sent to the Export Control & Sanctions Compliance team through Service One.
Distributors - please make sure a Compliance Statement (Appendix 13 of the Group Program) completed by the distributor is sent to the Export Control & Sanctions Compliance team through Service One.
For a new projected activity please fill the Appendix 09 - Approval Request if the activity matches one of the following criteria : a) involves controlled Product, Technology , software and Services destined to a customer located in a country at risk / Distributor or has a change of delivery channel; b) concerns a sanctioned entity; c) is related to Russia/Belarus (import, export); d) is related to the development, manufacturing, test and assistance of computing and semiconductor products in China (including Hong Kong and Macau); e) involves to a new customer in China when exporting from UK; f) is related to a end-use or end-user is space/military (excluding NATO / S.Korea / Australia / Japan / N.Zealand / Israel); g) involves a company from prohibited countries located outside of their home countries; h) is related to any sensitive operation identified by TCO and EO. The form will be automatically sent to the Export Control & Sanctions Compliance team , the Group Compliance Officer and the GBU Empowered Official for approval before you can proceed.