Automated Supply Chain Management
Substantio – The Best Software for Your Supplier Compliance
Substantio simplifies and automates your supplier communication. The entire Supplier Declaration Management process is handled seamlessly and intuitively within one system—giving you digital access to material and substance data at any time.
Benefits of Substantio for Your Supplier Management
A Clear and Comprehensive System
- One system for everything: All data and supplier communications are integrated within one system on your servers or personal cloud, not with external providers.
- Fast and intuitive: Suppliers can independently declare materials and substances within just a few steps directly in the system.
- Real-time status updates: Easily track the status of your requests in your campaign dashboard.
- Consolidated data: Combine data from multiple sources through integration with external systems.
- Smart data extraction: Substantio automatically processes information from emails or Excel files, storing it conveniently in the database.
Automation of Declarations
- Automation: Say goodbye to manual email requests to your suppliers.
- High Response Rate: Improve supplier response rates with automated reminders.
- Save Time and Resources: Streamline processes through automated declarations.
- Top-Quality Compliance Data: Access the best compliance information from external systems via robust interfaces.
Contact Management
- Data Security: Communication with your suppliers and the collected data remain under your control. Third parties are not involved.
- Your Logo: Supplier communication is conducted in your corporate design featuring your logo, allowing you to present yourself as the point of contact with your name and branding.
- Supply Chain Act: Support compliance with the Supply Chain Act by creating transparency.
"Thanks to Substantio's supplier management, we gain much deeper insights into our products. We can drill down to the substance level, creating long-term benefits. For example, with the knowledge derived from the supply chain, we can make critical material decisions during the development phase of our products. This allows us to secure market access early in the process."
Automated Supplier Communication
To comply with legal requirements, you rely on material data from your suppliers. To ensure you receive as much data as possible for declarations, we make the declaration process clear and user-friendly for your suppliers.
As soon as your suppliers—or you in the role of a supplier—receive a declaration request through Substantio, they are redirected to the supplier platform with just one click. Our supplier compliance platform features a guided assistance tool, the “Guided Mode.” This step-by-step process helps your suppliers complete declarations easily, ensuring no critical information or documents are overlooked.
"At elobau, we are manufacturers of electronic components and often find ourselves in the role of a supplier. This gives us firsthand experience with the challenges of declaring substances for our customers. The simpler and more straightforward the process, the better."
How Do I Automate Supplier Communication?
Efficient supplier management is built on a foundation of trust and collaboration with your supplier contacts. For this reason, we recommend keeping this communication in-house. With Substantio, you can create declaration requests in your own branding. These requests are sent to a selected group of suppliers using your contact information. The supplier responses are stored directly on your servers or in your dedicated Substantio cloud.
This approach keeps communication direct while providing the advantage of digitalized records and automated query management. You can create a request in the system based on one or multiple specific regulations and schedule its dispatch. Reminders can also be easily set up using templates in the system, allowing Substantio to automatically follow up with your suppliers.
Declaration Types with Substantio
Frequent changes to regulatory requirements or the introduction of new substances of concern necessitate the continuous evaluation of your products for regulated substances.
Substantio enables your suppliers to provide three different types of declarations:
This refers to a comprehensive list of all materials and substances contained in a product. This declaration makes it possible to identify every single material and its components, providing a transparent and detailed overview of a product’s composition.
An FMD is the best form of declaration. If regulations change, your suppliers do not need to declare again. You can simply reassess your products based on the existing information about materials and substances according to the new regulations in Substantio.
Suppliers should choose this option if they can provide complete information about all materials and substances in the product.
Note: By default, 90% of the product weight must be declared for an FMD. You can adjust this minimum percentage based on your requirements.
An RCD is a formal declaration used to document that your product meets all legal requirements. An RCD is less comprehensive, as it only inquires whether regulated substances from a given substance list, such as the REACH Candidate List, are present. If an underlying regulation changes, the RCD must be renewed because no information is available on the new substances.
The supplier simply confirms in an RCD whether or not the part contains a regulated substance above the specified threshold. This information is quick and straightforward to input. If many parts share the same status, bulk declarations can make the process even faster.
It is based either on confirmation that the regulated substances listed in the substance regulation are not present in the product or on providing details about the substances, including their percentage content. Therefore, its scope is less extensive than that of an FMD.
The reliability of an RCD can be enhanced by uploading supporting documents (test report, laboratory certificate, statement, etc.).
Note: As soon as regulations for specific substances change, the declaration for the parts must be renewed by your suppliers.
This option is chosen when information about the materials or the regulatory status of the product is either not available, the requested product cannot be assigned, or the product is already obsolete and no longer sold.
Very little effort is required from the supplier.
Note: This option may only be selected if the product is truly unknown, no information is available, or it is obsolete and no longer being sold. If obsolescence information (e.g., an Obsolescence Notification Letter) is available, it can be uploaded to support this declaration.
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Full Material Declaration (FMD): Vollständige Materialdeklaration
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Regulatory Compliance Declaration (RCD): Regulatorische Konformitätsdeklaration
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Abstract Declaration (AD): Abstrakte Deklaration
Hierbei handelt es sich um eine vollständige Liste aller Materialien und Substanzen, die in einem Produkt enthalten sind. Diese Erklärung ermöglicht es, jedes einzelne Material und seine Bestandteile zu identifizieren, wodurch eine transparente und detaillierte Übersicht über die Zusammensetzung eines Produkts gewährleistet wird.
Vorteil der FMD: Eine FMD ist die beste Form der Deklaration. Ändern sich Regularien, müssen Ihre Lieferanten nicht erneut deklarieren. Sie können Ihre Produkte einfach selbst anhand der vorhandenen Informationen über die Materialien und Stoffe nach der neuen Regulierung in Substantio bewerten.
Was ist für eine FMD nötig?
Lieferanten sollten diese Option wählen, wenn sie vollständige Informationen über alle Materialien und Substanzen im Produkt bereitstellen können.
Hinweis: Im Standard müssen für eine FMD 90% des Produktgewichts deklariert werden. Sie können diesen Mindestanteil gemäß Ihren Anforderungen bestimmen.
Eine RCD ist eine formale Erklärung, mit der Sie dokumentieren, dass Ihr Produkt alle gesetzlichen Anforderungen erfüllt. Eine RCD ist weniger umfangreich, da nur abgefragt wird, ob regulierte Stoffe einer gegebenen Stoffliste wie beispielsweise der REACH Kandidatenliste, enthalten sind. Ändert sich eine zugrunde liegende Regularie, muss die RCD erneuert werden, da zu den neuen Stoffen keine Informationen vorliegen.
Vorteil der RCD: Der Lieferant bestätigt in einer RCD lediglich, ob das Teil einen regulierten Stoff oberhalb des vorgegebenen Schwellenwerts enthält oder nicht. Diese Information ist schnell und unkompliziert einzugeben. Wenn viele Teile den gleichen Status haben, geht es mithilfe von Massendeklarationen noch schneller.
Was ist für eine RCD nötig? Sie beruht entweder auf der Bestätigung, dass die in der Stoffregulierung aufgeführten regulierten Substanzen im Produkt nicht enthalten sind, oder auf der Angabe der enthaltenen Substanzen einschließlich ihres prozentualen Anteils. Daher ist ihr Umfang geringer als der einer FMD.
Die Aussagekraft einer RCD kann mit dem Hochladen von Nachweisdokumenten (Testbericht, Prüflabor-Zertifikat, Statement, etc.) verbessert werden.
Hinweis: Sobald sich Regularien für bestimmte Stoffe ändern, muss die Deklaration für die Teile erneut durch Ihre Lieferanten durchgeführt werden.
Diese Option wird gewählt, wenn Informationen über die Materialien oder den regulatorischen Status des Produkts entweder nicht verfügbar sind, das angefragte Produkt nicht zugeordnet werden kann, oder das Produkt bereits obsolet ist und nicht mehr verkauft wird.
Vorteil der AD: Sehr geringer Aufwand für den Lieferanten.
Hinweis: Diese Option darf nur gewählt werden, wenn das Produkt tatsächlich unbekannt ist, keine Informationen dazu vorliegen oder es obsolet ist und nicht mehr verkauft wird. Bei Vorhandensein von Abkündigungsinformationen (Obsolescence Notification Letter), können diese zur Unterstützung hochgeladen werden.
FAQ's
Get the information and material data you need.
In our Tutorial Video we explain step by step how to create a declaration request.
Can I declare according to REACH using the software?
Yes. Substantio always includes the latest updates to all common compliance regulations, such as REACH, RoHS, Prop65, TSCA, CSRD, PFAS, POPs, and many others. After each update, the regulation is automatically updated in the system, allowing you to carry out your queries accordingly.
Is Substantio a software for Abstract Declarations?
Suppliers can use the Substantio software to perform any type of declaration, from AD to RCD to FMD.
Can material test reports be requested through Substantio?
Yes. It can be defined specifically per component or material when a laboratory test report is required.
Can we also collect test reports from the supply chain?
Yes, existing test reports can be uploaded and read in Substantio. You can also use Substantio to request test reports for specific materials from suppliers.
UI customization
We can enrich the supplier input interface with elements of your Corporate Identity (CI), such as your logo, colors, etc. For this, we provide questionnaires that allow you to define new attributes, which we implement in your design.
Is it possible to declare only the newly added substances?
Yes. If a new SVHC substance is added to the candidate list, the query only needs to cover this new substance (in the case of RCDs). If FMDs are available, no new query is required since the data already exists in the system.
Can a supplier request cover multiple topics?
Yes. In a compliance request, not only material data can be requested. Additional elements, such as export compliance, sustainability, and others, can also be included. This way, your suppliers only need to answer one request.
Can suppliers independently access the software to update their data and upload documents?
Yes, suppliers can maintain their data, such as updating addresses, adding part numbers, or marking parts as obsolete.
Can the software help track supplier compliance and generate reports?
Yes, dashboards display the current status of responses to the request.
The dashboard display can also be customized. Additionally, it is possible to download a report showing the current status.
