Using Valvoja

For the time being, the Valvoja service is only available in Finnish. For this reason, the screenshots included in these instructions are in Finnish.

Signing in

The Valvoja service always opens up in the main view, which is split into two columns: the sites that are being monitored are listed on the left and the companies that are being monitored at the selected site are listed on the right.

Monitoring in a nutshell

Monitoring is implemented in four main phases:

Create a site
Add responsible persons
Add companies
Monitor the information of the companies included in the site list

Creating a new site

Create a new site in the main view by using the Uusi valvontalista (New site) button. Enter the key details of the site and select the desired responsible persons from the menu on the right. The site ID can be, for example, a project of your own organisation, the name of the property, or the worksite ID.

Please note that the starting date can never be in the past, because automatic monitoring cannot be implemented retroactively.

The ending date can be the estimated duration of the project. The site will not be closed and the monitoring will continue even when the ending date has been exceeded. The ending date can be changed to a later date afterwards. The starting date, on the other hand, cannot be changed afterwards.

Adding a new site

Add the responsible persons by ticking the box beside their names. Only Valvoja users appear on the list.
When all relevant information is inserted press the "Lisää valvontalista" button to add the site

Responsible persons

The responsible person receives email alarms of any new information of the monitored companies that must be inspected. It is advisable to appoint more than one responsible person.

Any authorised user of the Valvoja service can be appointed as a responsible person. Usernames and user rights are managed in the “User management” view of the company account.

In Valvoja both main and basic users can add and modify sites.

A list of sites

The number of sites displayed can be filtered by using the selection on the left side of the main view.

Selection
Show own active	The list of sites only includes active sites, whose responsible person the user is
Show all active	The list of sites includes all active sites of the account
Show all ended	The list of sites includes all ended sites of the account

Adding a company to be monitored

Add a company to be monitored to the site by first selecting the desired site from the list. Next, add the company to be monitored by using the Lisää yritys (Add company) button.

Enter the name or business ID of the company in the search field and select Hae yritys (Find company).

Searching for companies

One company is found when searching for Vastuu Group Oy. To add it to the site click on the button that appears on the right.

Add the company onto the site by clicking on the button that appears on the right.
Enter the optional details of the supplier’s contact person and specify any contract chains. If you do not know the exact ending date, set the ending date of the monitoring to be valid for the time being. The monitoring will not end even when the ending date has been exceeded.

Please note:

Monitoring cannot be started in the past.
The earliest possible starting date is the current date.
The monitoring must always be ended in the service.
Monitoring must be started, at the latest, when the contract is being signed in order to fulfil the obligations under the Act on the Contractor’s Obligations and Liability when Work is Contracted Out.
The most important aspect is a valid report that has been inspected and archived when the contract was signed.
In contractual relationships that last for over 12 months, monitoring must be regular.
The contractor’s liability data must be inspected, at least, once every 12 months.
The Confederation of Finnish Construction Industries RT recommends that the information be inspected, at least, once every three months.

Adding several companies onto the site (Excel)

An Excel import can be used to speed up the process of adding companies to be monitored into the service. A list of companies is added to the site in the main view of the Valvoja service by first selecting the desired site and by then pressing the Lisää yritys (Add company) button. Next, select Excel-tuonti (Import from Excel). In the same place, you can also download a ready-to-use Excel template. The minimum requirement for the import from Excel is a list of the business IDs of the companies to be monitored. In such a case, the status of the imported companies is automatically changed to monitored for the time being.

Importing several companies through Excel

Please note that the business IDs must be provided in the following format 1234567-8 for the system to accept them. All companies on the list will be displayed before they are added, and the user can either accept them by pressing Lisää yritykset (Add companies) or cancel the import.

Monitoring companies

The company reports of companies that have been added onto the site will be archived until the said companies are deleted from the site or the Valvoja account is discontinued. There is a button at the end of the row of each company that is being monitored, which can be used to view reports. The colour and name of the button indicate the status of the company’s latest report. If the company has a minor tax debt (500 – 10,000 euros), this will be reported in the main view of the Valvoja service as well as in the report. In such a case, a € symbol will be displayed on the left side of the interpretation in the Lisätietoja (Additional information) column (see the screenshot below). A minor tax debt does not affect the main interpretation of the report.

The minor tax debt symbol

The colours and meanings of the status buttons

= STOP

According to information sources, the information required by the Act on the Contractor's Obligations and Liability when Work is Contracted Out is not in order!

= INVESTIGATE

According to information sources, some of the information required by the Act on the Contractor's Obligations and Liability when Work is Contracted Out needs to be investigated!

= INCOMPLETE

Some of the company’s data is missing or an information source has not yet submitted the data. Request clarification and that the supplier submits the data in order to supplement the report

= ATTENTION

According to the company, it has no obligation to be included in the register

= OK

According to information sources, the information required by the Act on the Contractor's Obligations and Liability when Work is Contracted Out is in order.

= THE COMPANY IS NOT REGISTERED WITH THE RELIABLE PARTNER SERVICE

Recommend to the company that it becomes a Reliable Partner by selecting the Lähetä kutsu (Send an invitation) tab.

Checking company details

When you click on the status button and then select the Yrityksen tiedot (Company details) tab, a window opens up in which you can view and modify the company details and stop monitoring the company. If you stop monitoring the company, the said company report will no longer be updated, but all previously retrieved reports will remain in the report archive until you select Poista yritys (Remove company) under Yrityksen tiedot (Company details).

The duration of the monitoring period can also be modified from the view.

Dun & Bradstreet’s rating

In addition to information required by the Act on the Contractor's Obligations and Liability when Work is Contracted Out, the Valvoja service includes the option to monitor the credit rating of suppliers by using the credit rating information of D&B's rating model.. This feature enables easier risk management and offers valuable information to support procurement in addition to the information required by the Act on the Contractor's Obligations and Liability when Work is Contracted Out. You can buy a credit information package from the website of Dun & Bradstreet Finland Oy by clicking on the Rating icon.

D&B’s rating information is included in all XS-L level Valvoja services. It can also be subscribed for higher level services separately from D&B. Please contact our customer service to subscribe to the rating, asiakaspalvelu@vastuugroup.fi.

Bisnode’s AAA credit rating classifies companies into seven categories:

= The highest credit rating. The credit risk is minimal.

= A good credit rating. The credit risk is below average.

= Creditworthy. A normal credit risk

= A new operator / The background is not negative. The credit risk is slightly higher than normal, moderate lending is recommended.

= The information is incomplete or conflicting.

= Unsatisfactory. The credit risk is higher than normal.

= No lending is recommended. The credit risk is significant

Notes

It is possible to add your own notes to a site and the companies on the site in the text field. Notes can be added to the site when creating the site, and the note field of the active site can be found by selecting 'Edit site information' (Muokkaa valvontalistan tietoja). You can add notes to an individual company by first clicking on the company name. In the view that opens, at the bottom is the text field reserved for notes.

The note fields are visible to everyone who uses the Valvoja service in your company, i.e. only add additional information that everyone else who uses the service can see. The fields can also be changed by anyone using the Valvoja service.

Ending the monitoring

Ending the monitoring of a company that is being monitored

Even when an ending date has been specified for a company that is being monitored, the monitoring will not end automatically. To end the monitoring, please click on the name of the company that is being monitored and select Lopeta seuranta (End monitoring).

When you end the monitoring, no new reports of the company will be archived. The previously archived reports will, however, remain in the report archive.

Details of the company to be monitored and ending the monitoring

Removing a company that is being monitored from the site

An individual company can be removed from the site when the monitoring has been ended or the company is not a Reliable Partner (the status is “Missing”).

To remove a company from the site, click on the name of the company that is being monitored and select Poista yritys (Remove company). If you want to complete the action, select Poista yritys (Remove company) the second time from the pop-up window that opens up.

Please note that in connection to the removal, all reports that were saved during the monitoring period will be destroyed.

Closing a site

The monitoring of a site will not end automatically even when the estimated ending date of the site has been exceeded. To close a site, select Muokkaa kohteen tietoja (Edit site details) from the top menu and select Lopeta listan valvonta (End site). A closed site cannot be reactivated. When a site is closed, the monitoring of all companies will also end and the entire site will be moved under closed sites. The report archive that was collected of each company during the monitoring period will be saved up to the closing date.

Closed sites can be viewed by selecting Näytä kaikki päättyneet (Show all ended) from the top left menu. The report archives of closed sites can also be viewed in the same place.

Ending a site, “Edit site details”

Ending the monitoring of a site