SQS - Supplier Frequently Asked Questions

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SQS - Supplier Frequently Asked Questions

SQS – SUPPLIER FREQUENTLY ASKED QUESTIONS


FAQ INTRODUCTION

Welcome

This document is designed to provide Shell suppliers with answers to frequently asked questions.

How to navigate the FAQ’s

You can navigate around the FAQs either by category of question in the contents page or by simply going through the

document page by page.

The ‘Contents’ button in the top right-hand corner of each page allows you to easily find questions.

Contents

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CONTENTS

1.0 BACKGROUND 3.0 EXISTING & FUTURE BUSINESS

1.1 SQS Overview 3.1 Suppliers with Existing Contracts

1.2 Features & Benefits 3.2 Prospective Suppliers

1.3 Timescales 3.3 Suppliers with Multiple Legal Entities

2.0 SYSTEM 4.0 CORPORATE LICENCE

2.1 Starting SQS Registration 4.1 Application

2.2 Registration Process 4.2 Process

2.3 Questionnaires

2.4 Risk Level 5.0 SQS RENEWAL PROCESS

2.5 Payment & Renewal 5.1 Renewal Process and Timescales

2.6 Information & Data 5.2 Amendments to subscription level and questionnaire

2.7 Existing Systems – Achilles 5.3 Payments

2.8 Existing Systems – Other 5.4 General Renewal Questions

2.9 Support & Contact Details

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1.0

BACKGROUND

1.1 SQS Overview

1.2 Features & Benefits

1.3 Timescales

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1.1 SQS Overview

What is SQS?

SQS stands for Supplier Qualification System. The system is used to manage the complexity of Shell’s supplier

information. This system is the key means of qualifying suppliers to work with Shell.

Why is Shell introducing SQS?

SQS is implemented to make the process of doing business with Shell easier. The use of the Supplier Qualification System

enables Shell to standardise and streamline the way Shell engages with suppliers in different locations, qualifies suppliers

and shares that information amongst the Shell global organisation. Overall, this will reduce the cost, time and effort

involved in doing business for both Shell and their suppliers.

What will it involve for me?

Registering on the Supplier Qualification System will require you to provide information about your company, including

information on the products and services which your company currently supplies and/or wishes to supply to Shell.

Depending upon your company profile’s risk rating, you may be asked to provide more detailed information.

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1.1 SQS Overview

Who else is taking part?

All suppliers who have recently done business with Shell, are currently doing business with Shell, or wish to do business

with Shell in the future, are invited to register in SQS.

I don’t have a contract in place with Shell, do I need to register?

Yes, If you have done business with Shell in the past and wish to do business with Shell in the future, you will be invited to

register in SQS. Shell uses SQS for all sourcing activities.

I don’t have time for this, what happens if I don’t take part?

If you do not register in SQS, your company will not be considered compliant with Shell’s procurement policies and may

miss out on future opportunities to work with Shell.

Don’t forget that if you complete the registration process, you will no longer need to provide standard qualification data

to different Shell business units multiple times. The process will collect and keep your company information in SQS and

will allow you to update your company profile annually, or whenever there are relevant changes in your business.

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1.1 SQS Overview

We have always worked for Shell, why should we register now?

If you do not register in SQS, your company will not be considered compliant with Shell’s procurement policies and may

miss out on future opportunities to work with Shell.

The Supplier Qualification System is designed to collect and store data on current and prospective suppliers to Shell. SQS

is an integral part of the supplier qualification process at Shell and it serves as a global register of suppliers and

contractors for future sourcing activities.

Who is Achilles?

Achilles Information Ltd is a privately owned UK registered company, and is a subsidiary of Achilles Group Ltd. Achilles

specialises in managing supplier information by identifying, evaluating and monitoring suppliers so that procurement

specialists have access to accurate and up-to-date information on their suppliers. For more information on Achilles you

can visit their website www.achilles.com.

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1.1 SQS Overview

What is the contractual relationship between Shell and Achilles?

Shell Global Solutions International B.V. signed a contract with Achilles Information Ltd whereby Achilles will provide

Shell Affiliates and their respective registered users with remote access to a global supplier management and information

system (Supplier Qualification System, SQS) from and through the Achilles internet-based application service.

What services does Achilles render to Shell and how is Shell contracting this to

Achilles?

In accordance with the contract between Shell and Achilles, Achilles has developed the IT platform hosting the SQS

solution, provides access for Shell Affiliates’ users to the system, and supports suppliers throughout the registration

processes involved for joining the SQS.

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1.2 Features & Benefits

How will this benefit my company?

Registering in SQS will allow your company to be qualified to work with Shell. You will no longer need to provide

standard qualification data to different Shell business units multiple times. We anticipate that SQS will help your company

to avoid duplication of effort which will save time. It will also give your company greater visibility by making your

company information available to the Shell global organisation. Shell business units with which you are not currently

doing business will be able to view your company’s profile.

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1.3 Timescales

How long has SQS been in place?

SQS was implemented in January 2012, following a Pathfinder Programme which was launched for 3 months in

September 2011, to test the system’s ease of use.

How long will my registration be valid?

SQS subscriptions are annual and run for 12 months. Once you have registered, your subscription expiry date will be

visible when you log in. You can log into your questionnaire at anytime throughout this subscription period and update or

amend your details. Each time your information is updated, Achilles will validate this information, and your updated

profile will be visible to Shell.

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2.0

SYSTEM

2.1 Starting SQS Registration

2.2 Registration Process

2.3 Questionnaires

2.4 Risk Level

2.5 Payment & Renewal

2.6 Information & Data

2.7 Existing Systems – Achilles

2.8 Existing Systems – Other

2.9 Support & Contact Details

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2.1 Starting SQS Registration

When do I need to start registration for my company?

We would recommend starting the process as soon as you can. The sooner your registration is completed, the sooner

your company’s details will be available to Shell to evaluate for future business opportunities.

How can I register in SQS?

If you are currently doing business with Shell, you will receive an invitation letter or email and a brochure about SQS. To

begin your registration in SQS, you will need to follow the link specified in your invitation letter. If you have not received

an invitation or if you are a new supplier, you can visit the Shell website at www.shell.com/supplier/qualification to start

your registration.

Where can I get confirmation from Shell about registering in SQS?

Information about SQS is provided by Shell on www.shell.com/supplier/qualification. Please visit the web-page to find

out more about the system.

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2.1 Starting SQS Registration

How do I register?

The registration process is split into two stages. All suppliers will need to complete Stage 1 registration and provide basic

information such as company contact details, products and/or services offered and region of supply. Depending on your

company profile’s risk rating, you may be asked to continue your registration in SQS and progress to Stage 2. The

number of subsequent steps you need to take is determined by the assessment of criteria that are important to Shell.

What happens if I don’t have a registration code?

You can still register by clicking on the “I don’t have a registration code” link on the initial registration landing page. The

registration page will be blank, ready for you to complete.

Do we have to register each of our legal entities separately?

Yes, companies with multiple subsidiaries (legal entities) who are all doing business with Shell will need to individually

register in SQS. For more details, please go to section 3.3.

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2.1 Starting SQS Registration

What happens if I forget my login details?

If you have forgotten your password and have supplied sufficient security evidence to us, you will be able to change your

password by clicking on ‘I do not remember my password’ link on the login page. If you cannot provide your evidence or

have not yet supplied any, you can request a new password notification email. If you are still having problems logging in,

you can contact Achilles and they will assist you. Contact Details

How many users can have login details?

The main contact registered in SQS will have administration rights for other users and can control who has access to the

system within your company. There is no limit to the number of users that the administrator can give access to.

Shell said that my company does not need to register; is this true?

With a few exceptions, all Shell suppliers should be registered on SQS if they wish to do future work with Shell. Please

visit www.shell.com/supplier/qualification for more information on limited exclusions for this system.

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2.1 Starting SQS Registration

In accordance with my country’s legislation, my company is in a monopoly

position to provide certain goods / services. Does my company need to register

on SQS?

As a general rule, if you do not ordinarily tender for your contracts with Shell and other customers using your

product/service (for example, if you are a mandatory utilities provider or a government body), you are not required to

register in SQS. However, please check that this exclusion applies to you by contacting Achilles. Contact Details

I think my company may fall into the list of limited exclusions. How can I check if

this is the case?

You can check the list of limited SQS Supplier exclusions by visiting www.shell.com/supplier/qualification where there

will be a list of Shell business units and groups of suppliers that, due to legal and organisational constraints or other

specific requirements, are not in scope for SQS. If you are still unsure, please contact Achilles for support. Contact Details

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2.1 Starting SQS Registration

What happens if I don’t have connection to the internet?

The questionnaire is web based, so it will need to be completed online. If you cannot gain access to the

internet to register on the system, please contact Achilles and they will find an alternative way for you to

register. Contact Details

The questionnaire is not loading correctly, how can I resolve this?

The questionnaire is only supported on the following web browsers: Internet Explorer (6, 7, 8 & 9),

Google Chrome and Firefox 3.6 and above. Problems loading the questionnaire are usually the result of

viewing on an unsupported browser. If you are using a supported browser and are still experiencing

problems or your web browser is not listed above, please contact Achilles. Contact Details

What happens if some of our offices haven’t received an invitation yet?

If your other subsidiaries (legal entities) are currently doing business with Shell and have not yet been invited to SQS,

please contact Achilles. If your other subsidiaries are not currently doing business with Shell, but would like to be

considered for future business opportunities, they may register on the Shell website:

www.shell.com/supplier/qualification

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2.2 Registration Process

What information will I need to provide for Stage 1?

During Stage 1 registration you will be asked to provide general information about your company, such as company

name, trading address and region of supply. You will also be asked to identify products and/or services that your

company wants to provide to Shell. A Stage 1 User Guide can be found on www.shell.com/supplier/qualification.

What happens once I’ve completed Stage 1 registration?

Once you have completed the initial registration application (Stage 1 registration) and your details have been checked by

Achilles, your company’s details will be visible to Shell. You will also receive information on the next stages of the

process.

What information will I need to provide for Stage 2?

If you are required to continue to Stage 2 registration, more detailed information will be required about your company,

including but not limited to health and safety management, quality management, financial information, anti-bribery and

corruption policies, and insurances. For more information regarding Stage 2 of SQS, please contact Achilles to receive a

Stage 2 User Guide. A copy of the Stage 2 User Guide is also available in the Useful Documents section in SQS.

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2.2 Registration Process

If I have registered on Stage 1, will any of the information be transferred to

Stage 2?

Yes, if you are required to continue to Stage 2 and provide further information, your Stage 1 information will be used to

pre-populate Stage 2 fields.

How can I confirm I completed registration in SQS?

Once your registration is completed and verified by Achilles, your company details in SQS will become visible to Shell. To

confirm your registration, you can provide your unique supplier number in SQS which you will find at the top of the left

hand menu in the SQS questionnaire.

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2.2 Registration Process

Who has access to my information?

The information you provide in SQS will be visible to Shell users; however, please visit

www.shell.com/supplier/qualification for more information about a limited number of Shell business units that will not

have access to SQS.

What happens if I have registered at the wrong level?

If you have not provided all of the information that is required from your company, there is an option to go back and

complete this information. Your company profile will be visible to Shell buyers after your initial registration, once your

information has been checked by Achilles.

Can I complete SQS in languages other than English?

No, SQS is only available in English. However, please note that Achilles’ call centre support is available in 24 languages:

Cantonese, Danish, Dutch, English, Finnish, French, German, Greek, Hungarian, Indonesian, Italian, Japanese, Korean,

Mandarin, Norwegian, Pakistani, Polish, Portuguese, Romanian, Russian, Slovakian, Spanish, Swedish, and Turkish.

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2.2 Registration Process

Can I update my details during the year?

Yes, once your registration is complete and your information is visible to Shell, you can update the questionnaire at any

time when your company’s information changes. It is our recommendation that you keep your information up-to-date by

checking your company profile regularly.

We have more than one company that does business with Shell; do they all need

to register?

Yes, if each company is a trading entity and conducts business independently with Shell, you need to register each

company. For more details, please refer to the Suppliers with Multiple Legal Entities section.

Can I provide any pricing information on my company’s products and services?

No, you cannot provide any pricing information in SQS. You may be asked to provide detailed product pricing

information if you are invited by Shell to submit an offer. This process is managed by Shell Contracting & Procurement

specialists outside of SQS.

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2.3 Questionnaires

Can I choose more than one product or service to supply in the questionnaire?

Yes, you can choose as many products and/or services that are applicable to your company. If you need to join Stage 2

registration, the annual subscription fee will depend on the number of products and/or services you select, and you will

be asked to pay this fee before joining Stage 2 questionnaire. Payment & Renewal

How long does it take to complete the Stage 1 questionnaire?

Stage 1 registration takes approximately 10-20 minutes to complete. If your company profile is identified as “low risk”,

no further action is necessary.

How long does it take to complete the Stage 2 questionnaire?

If your company profile is not identified as “low risk”, you will be asked to continue with Stage 2 registration and

complete the Stage 2 questionnaire. Depending on your company profile’s risk rating, you may be asked to complete

additional questionnaires addressing specific areas, i.e. finance, Corporate Social Responsibility (CSR), health and safety.

It will take approximately 3 hours to complete each of the above mentioned questionnaires.

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2.3 Questionnaires

How do I attach a document?

To attach a document you will need to first save it on the PC that you are using to fill in the questionnaire. You can then

attach this saved document to the relevant section in the questionnaire by clicking on the “upload a document” button and

navigating to the document you wish to attach.

Supported document formats include: .jpg .jpeg .png .rtf .pdf

I don’t have all of the information being asked for; what do I do?

You can only submit the questionnaire once all fields marked as “required” have been completed. If the information you

do not have is not required, then you can continue with the rest of the questionnaire. If you need to source the required

information from elsewhere, you can save the details that you have completed and return to complete the rest at any

time.

Remember, that until your information has been fully completed, submitted and successfully passed the quality checking

process, it will not be visible to Shell.

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2.3 Questionnaires

I am not sure which product/service codes fit my business, how can I get help?

There is an Oil & Gas Product Code Guide available to help you to choose the best codes for your company; this can be

found on the Shell website: www.shell.com/supplier/qualification. There will also be a copy of this guide in the products

and service section of Stage 1 application, and in the useful documents section in Stage 2. If this guide does not help

you, please contact Achilles and their product specialists can help you to identify potential codes for your company.

What happens if I provide a product or service that isn’t listed?

Achilles has a comprehensive product and service coding structure for the Oil and Gas Industry. If you cannot find a code

that fits your product(s) and/or service(s), you should contact Achilles who will be able to help you find the most relevant

product or service code. On the rare occasion when a new product comes to market, Achilles will review and include this

in line with periodic updates to the product and service coding structure.

If you are not sure which products and services may apply to your company profile, you can also use the Keyword

function by clicking on the magnify glass next to the code title to help you match your product or service to a code.

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2.3 Questionnaires

Why do I have to answer questions about controlled minerals?

Under the US Dodd-Frank Act companies listed on the US Stock exchange are required to report on the possible use of

controlled minerals. You will be required to answer these questions regarding your company’s use of these controlled

minerals in your products that you supply to Shell, to allow Shell to make these reports. If your company uses any of these

controlled minerals, you will be asked for further information and evidence.

What if I don’t have electronic copies of the requested documentation?

If you only have hard copies of the documentation required, we would recommend that you scan this information to an

electronic format. If you cannot do this, please contact Achilles for advice. Contact Details

I don’t wish to disclose financial information; can I still register?

Yes, the provision of financial information is an optional question in the Stage 1 questionnaire. You can select not to

provide financial information in this questionnaire and proceed with registration.

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2.4 Risk Level

How can I find out my company profile’s risk level?

You will be advised about your company profile’s risk level in the final stages of the Stage 1 registration process.

What does it mean if my company profile is not identified as “low risk”?

The system will build up a profile of your company as you are completing your information, based on criteria that are

important to Shell such as health & safety, technical, financial and CSR risks. If your company profile is not identified as

“low risk”, you will be required to continue to the Stage 2 questionnaire to provide further information.

How can I reduce my risk level?

The risk level is assigned to a number of areas in the questionnaire and application process. Unless your company

profile changes, the risk level is likely to stay the same.

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2.5 Payment & Renewal

How much will it cost to register?

There is no charge for the initial Stage 1 registration process. If you are required to continue to Stage 2 of the registration

process, the fee will depend on your level of subscription which is determined by the number of product codes that you

select.

Subscription fees for joining Stage 2 are listed below:

Payments are accepted in GBP, USD and EUR *.

Level 1 (1 to 5 Product Codes**) £725, $1250, €870

Level 2 (6 to 15 Product Codes**) £850, $1450, €1020

Level 3 (16 to 25 Product Codes**) £1,150, $2000, €1375

Level 4 (26 or more Product Codes**) £1,400, $2400, €1675

* Fees (and currency exchange rate used) are correct at time of publishing and may be subject to change.

** Product Codes describe a category of product or service provided by a supplier and allow buyers to search for

suppliers capable to match their sourcing requirements

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2.5 Payment & Renewal

Why do I have to pay?

You are only required to make an annual subscription payment if you are asked to join Stage 2 registration. The payment

is required for the validation and data checking processes that Achilles must complete, the system maintenance, the

running and resource of the service and support desks, enhancements, maintenance and future developments that SQS

requires.

Can I pay by credit/debit card?

Yes, this is the quickest and most efficient way of providing payments. Please contact Achilles for details. Contact Details

Can I pay by a different method?

Yes, payment methods accepted by Achilles are either by Electronic Bank transfer or credit/debit card. More details of

these payment methods can be found on your invoice, or you can contact Achilles. Contact Details

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2.5 Payment & Renewal

If I am a low risk supplier, will registration always be free of charge, even if I

select multiple product/service codes?

Yes, if you are identified as a low risk supplier, you will not need to pay a fee for registering in SQS, irrespective of the

number of product/service codes you have selected.

Will I receive a refund if I receive no business from Shell?

No, registration does not guarantee that Shell will do business with your company. However, by registering - your

company profile will be visible to the Shell global organisation which could potentially lead to business from Shell.

What currency can I pay in?

You can select to pay in British Pound, US Dollar or Euro, by using the drop down menu after you have selected that you

wish to join Stage 2 and before you click to generate your invoice. The invoice generated will then automatically be

calculated in the currency you have selected.

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2.5 Payment & Renewal

If my company has registered multiple legal entities, does each have to pay

separately?

Yes, if a legal entity has not been identified as “low risk” and is required to continue to Stage 2 registration in SQS, then

a fee is applicable. A corporate licence option is available for companies with multiple legal entities required to register

in SQS. For more details, please refer to Suppliers with Multiple Legal Entities section.

I need official confirmation from Shell before my company policy will allow me

to pay for SQS; how can I get this confirmation?

All suppliers invited to register in SQS will receive a hard copy of the SQS invitation from Shell in the post. If you would

like to get this confirmation prior to receiving the hard copy, you can email PT-SQS-Project-Team@shell.com to get an

automated reply from Shell confirming the need to register in SQS. You can also find a link to this email on the Shell

website www.shell.com/supplier/qualification.

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2.6 Information & Data

How do Contracting & Procurement specialists at Shell access my information?

Shell Contracting & Procurement specialists have access to an internet based search system which allows them to view all

registered suppliers’ profiles and search using the criteria they need, e.g., a particular product or service that they are

looking to source.

Can I view other suppliers’ information?

No, suppliers are not able to search the system and view other suppliers’ profiles. Only Shell users have this capability.

What happens if the information I provided goes out of date?

You will be informed by Achilles before the data you have provided expires. We recommend that you update this

information as soon as possible to ensure that Shell has access to the most up-to-date information.

Our company cannot agree to the Terms & Conditions in SQS; can we amend

these?

No, Achilles are not able to accept individual amendments to the Stage 1 & 2 Terms & Conditions as they operate a

standard subscription service whereby all customers need to join under the same conditions.

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2.6 Information & Data

What is Achilles Data Privacy Policy?

Achilles places great importance on managing its Supplier Management Services (SMS), such as Shell SQS, in a

responsible and professional manner, with due regard for data quality, confidentiality, integrity, security, privacy and the

rights of individuals and customers, including the treatment of Personal Data as well as customer confidential data.

Achilles’ SMS services typically collect only a small amount of Personal Data, which is usually limited to the contents of a

business card (name, job title and work contact details), and which is entered by customers themselves in responses to the

SMS questionnaires or other data entry screens. Achilles may collect similar levels of Personal Data within its customer

relationship management systems, or resulting from Audits of customers. Achilles does not intentionally collect any

“Sensitive Personal Data” on any individual data subjects, and does not wish to collect such data. Further to this however,

customers often regard the data provided to be commercially sensitive, and although much of the information could

perhaps be collected from other publicly accessible sources without significant cost, Achilles takes seriously its duty to

keep this data secure and confidential.

To meet its contractual commitments around these requirements, all Achilles staff (and others acting on Achilles’ behalf,

such as consultants or contracted auditors) who process or use such Customer information, must comply with Achilles’

internal Data Protection Policy.

(The policy details are continued on the next page.)

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2.6 Information & Data

What is Achilles Data Privacy Policy? Cont…

Achilles’ internal Data Protection Policy includes details on the following topics:

Compliance with the UK Data Protection Act 1998 and the eight Data Protection Principles which are set out within it.

Managerial and Staff Responsibilities

System Specification, Design and Configuration

Retention of Data

Disposal of Data

In addition, those responsible for creating, updating or configuring SMS systems and customer relationship systems

(including any manual systems) are required to ensure that full compliance with the Data Protection Policy (as well as any

legislative or regulatory requirements) is accomplished throughout lifecycle of the data.

Achilles may perform analysis on the information which it holds for the purposes of improving the services it offers to its

customers. Where any such analysis is carried out it will always be in accordance with the Achilles internal Data

Protection Policy, any applicable Data Protection legislation and any confidentiality commitments to our customers. Such

analysis will always be done on the basis that no individual customer whose data is used within the analysis will be

identified by name, nor will it be possible for any of them to be identified. The only exception to this would be in relation

to any results which are made available back to only that customer in particular, for the purpose of detailing its own

position relative to a pool of anonymous participants.

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2.7 Existing Systems – Achilles

I am already registered in FPAL/JQS; do I need to register again?

Yes, suppliers need to register on each of the Achilles’ community schemes separately. As you go through the initial

(Stage 1) registration questionnaire, you will be identified as a current member of FPAL/JQS and will not be required to

take any further action. Once your registration is complete, your profile in FPAL/JQS will become visible to Shell in SQS.

However, if you want to supply your product or services outside of your existing community scheme’s region (UK, Ireland

and The Netherlands for FPAL; Norway and Denmark for JQS) and your company is not identified as ‘low risk’, you will

be asked to continue with your registration in SQS.

I am already registered in NIPEX/NJQS; do I need to register in SQS?

No, if your company is supplying products and/or services to Shell Exploration & Production (E&P) business in Nigeria,

you do not need to register in SQS. Shell E&P companies in Nigeria are committed to use NIPEX/NJQS exclusively, and

suppliers registered on NIPEX/NJQS will not be invited to join SQS. As such NIPEX/NJQS will remain the sole

qualification system for suppliers providing products and/or services to Shell E&P business in Nigeria.

If your company is already registered in NJQS and you wish to supply products/services to Shell outside of Nigeria, you

can register in SQS.

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2.7 Existing Systems – Achilles

I am already registered in FPAL/JQS; do I need to pay again?

You will need to complete your initial Stage 1 registration in SQS, for which there is no charge. However, if you want to

supply your product or service to Shell outside of your existing community region and your company is not identified as

“low risk”, you will be required to pay an annual subscription fee to join Stage 2 registration.

Note that as an FPAL / JQS registered supplier you do not need to join Stage 2 and pay an annual subscription fee if

you select only UK, The Netherlands and Ireland / Norway and Denmark respectively as the region of supply in the

Stage 1 questionnaire.

Why can’t Shell just continue to use the existing Achilles industry standard Oil &

Gas communities?

Existing Oil & Gas industry schemes (such as FPAL in the UK and JQS in Norway) have been created for Exploration and

Production business in these specific regions. The idea of SQS is to create a single supplier database that can be used

across the Shell Group by all businesses. Creating a system which is specific to Shell allows customisation of the questions

Shell asks suppliers in accordance with Shell standards.

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2.7 Existing Systems – Achilles

If I register in SQS, can I cancel my registration on my existing Achilles

community?

We would advise you to continue your membership with all of your existing Achilles communities. Each community

scheme will be visible to separate buying businesses and will provide specific information for that community. However,

you are entitled to cancel your registration according to the terms and conditions for each community should you choose

to do so.

Will the information I have provided in FPAL/JQS/NJQS be available in SQS?

During the registration process in SQS you will be asked to identify if you are currently registered in FPAL/JQS/NJQS

and provide your supplier number. With this information, Achilles will be able to link your company profile in

FPAL/JQS/NJQS to SQS, making it available for the Shell global organisation to view.

Can Shell see that I am registered in SQS from my FPAL/JQS Profile?

No, unfortunately it is not currently possible for FPAL/JQS profiles to show whether a supplier is registered in SQS.

However, Shell buyers will be able to see in SQS that you are registered in FPAL/JQS and will continue to use the

FPAL/JQS systems.

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2.7 Existing Systems – Achilles

If I am already registered on an Achilles community, will the fields in SQS be

pre-populated with the information I have previously provided?

No, the fields in SQS will not be pre-populated with the answers you previously provided in other Achilles community

schemes. There are also a number of new questions that will need answering that your company has not been asked

before.

2.8 Existing Systems – Other

My company has an active PICS and/or ISNetworld subscription and is linked to

Shell; do I need to register in SQS?

Yes, as an existing supplier to Shell you still need to register in SQS. During the Stage 1 registration process you will be

able to record in SQS that you are a member of PICS and/or ISNet and you will not be required to complete the

additional desktop assessment questionnaire for HSSE in SQS.

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2.9 Support & Contact Details

What support is available?

For any enquiries regarding SQS you can email SQS@achilles.com. There is a variety of hints and tips in SQS to help

guide you through the process, including a section where you will find useful documents (SQS User Guides, Product Code

Guide etc) . You will be provided with contact details of your local Achilles customer support team in your invitation

email.

How can I contact Achilles?

Achilles’ head office is in Abingdon, UK, and they have offices globally. Please see Achilles contact details below:

Achilles Information Limited

Email: SQS@achilles.com, Achilles Website: www.achilles.com/Shell

Shell Website: www.shell.com/supplier/qualification

Europe/Africa: (Enquiries +421-2-2099-2320), (System Support +421-2-2099-2370)

Indian Sub-Continent/Middle East: (Enquiries +852-3996-7317) (System Support +91-22-2832-40-79)

South East Asia/Australia/New Zealand: (Enquiries +852-3996-7317) (System Support +852-2815-7154)

North America: +1-281-809-4400

Central and South America: +56-2-585-9690 37


3.0

EXISTING & FUTURE BUSINESS

3.1 Suppliers with Existing Contracts

3.2 Prospective Suppliers

3.3 Suppliers with Multiple Legal Entities

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EXISTING & FUTURE BUSINESS

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3.1 Suppliers with Existing Contracts

We have just signed a contract with Shell; how does this affect us?

Shell recognises that you may have been recently asked to submit information about your company’s qualifications as

part of a tender. Any current contracts you have with Shell will not be affected. However, you will still be required to

register in the system if you wish to continue to do business with Shell following the current contract(s) term. The system

will also make your information available to other business units within Shell with which you may not be doing business,

as such, giving you the potential for additional business.

We have an Enterprise Framework Agreement (EFA) in place with Shell; do we

still have to register?

Yes, suppliers who have EFAs in place with Shell are still required to register in SQS.

We have a Master Services Agreement (MSA) in place with Shell; do we still

need to register?

Yes, suppliers who have MSA’s in place with Shell are still required to register in SQS.

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3.2 Prospective Suppliers

When can I start doing business with Shell?

Your company profile will be visible to Shell once Achilles has validated and verified your information. Shell Contracting

& Procurement specialists will contact you as and when specific sourcing requirements develop.

How can I enhance/promote my business on the system?

By ensuring that all of your details are accurate and up-to-date, you provide a full company profile for Shell Contracting

& Procurement specialists to view. There are areas of SQS which will allow you to provide marketing statements in order

to differentiate your company from your competitors. You are promoting your business by being registered in the system.

Will registration guarantee my company business with Shell?

No, registration does not guarantee that Shell will do business with your company. However, by registering, your

company profile will be visible to the Shell global organisation which could potentially lead to business from Shell.

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EXISTING & FUTURE BUSINESS

Contents

3.3 Suppliers with Multiple Legal Entities

We have more than one company that does business with Shell, do they both

need to register?

Yes, if each company is a trading entity and conducts business independently with Shell, you need to register each

company.

My company has multiple legal entities, which of these do I need to register?

Each of your company’s legal entities who wish to work with Shell will need to register separately in SQS. All legal

entities that have a current contract with Shell will need to register in SQS separately.

Can a parent company enter information for my company registration?

No, the information you enter must be specific to your legal entity. It is your responsibility to ensure the quality and

accuracy of the information entered in your registration. This ensures that your company profile is published correctly in

SQS. For example, if you are a supplier providing equipment only, your company profile will be different than if you are

a supplier installing equipment on a Shell site. Registering separately also allows Contracting & Procurement specialists to

find a company specialising in providing their selected products or services to a specific region. This does not restrict you

from seeking advice and information from your parent company when completing registration in SQS.

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3.3 Suppliers with Multiple Legal Entities

If my company has registered multiple legal entities, does each have to pay

separately?

Yes, if a legal entity has not been identified as “low risk” and is required to continue to Stage 2 of SQS then a fee is

applicable. For companies that have multiple legal entities required to register in SQS, a corporate licence option is

available. To receive more information or to apply for a corporate licence, please contact Achilles. Contact Details

Our company has more than one legal entity registering in SQS, can we copy

and paste information from one registration to another?

No, SQS does not support copying of data from another supplier’s profile, even if the companies have the same parent

company.

Why does each of our legal entities need to register separately in SQS?

Each legal entity has to have its own registration profile. This ensures that the risk is assigned correctly to each legal

entity, e.g., a supplier providing equipment only may be considered Low Risk from an HSSE perspective and a supplier

installing equipment on a Shell site may not be considered Low Risk. It also allows Shell Buyers to find a company

specialising in providing a particular product or service in a specific region.

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4.0

CORPORATE LICENCE

4.1 Application

4.2 Process

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CORPORATE LICENCE

Contents

4.1 Application

What is the Corporate Licence offer?

SQS Corporate Licence is a commercial offer for any Parent Company with multiple legal entities who would like to

participate in the Shell Supplier Qualification System. Parent companies are eligible to apply for the Corporate Licence

with the benefits of a discount licence fee. The Corporate Licence offer is optional; companies with multiple legal entities

can also follow the standard fee structure in SQS.

Who can apply for a Corporate Licence for SQS, and how?

Any Parent Company that has at least six (6) legal entities can apply for the SQS corporate licence under the Terms and

Conditions of this offer. However, it is worth evaluating whether the corporate licence approach will benefit your

company before continuing. You can contact a member of the corporate licence team for advice or you may find the

information below helpful in making your decision.

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CORPORATE LICENCE

Contents

4.1 Application

How much does a Corporate Licence Cost?

The corporate licence fees are annual (12 months) and tiered based on the number of legal entities you wish to be

covered by the licence. The list of these entities will need to be supplied at the time of application.

Tier 1: Up to 10 legal entities - £8500, US$14450, €10200

Tier 2: 11-20 legal entities - £12500, US$21250, €15000

Tier 3: 21 or more legal entities - £20000, US$34000, €24000

The corporate licence fee tiers are not affected by the number of product codes selected in each registration. Where a

legal entity is covered by a corporate licence, they can select unlimited product codes.

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CORPORATE LICENCE

Contents

4.1 Application

If we apply for a corporate licence, why do each of our entities need to register

separately in SQS?

Each legal entity has to have its own registration profile. This ensures that the risk is assigned correctly to each legal

entity, e.g. a supplier providing equipment only, may be considered Low Risk from an HSSE perspective and a supplier

installing equipment on a Shell site may not be considered Low Risk. Individual legal entity registration also allows CP

specialists to find a company specialising in providing a particular product or service in a specific region.

If we apply for a corporate licence will we get notification of contracts and

tenders before standard suppliers?

No, SQS is a qualification system and is not used as an RFQ or a contract management tool. The corporate licence

provides applicants with a discounted fee, all other registration benefits are equally available to every supplier registered

in SQS.

Will we receive additional support if we apply for a corporate licence?

Yes, the corporate licence team can help support you with your application for a corporate licence. Achilles understands

that large global enterprises may need additional coordination for registration in SQS.

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CORPORATE LICENCE

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4.2 Process

Will the system pre-populate common data across our legal entities

registrations?

No, unfortunately the system does not allow data to be shared across registrations. You can make use of our supporting

documents to help you to pass globally common data to your entities, but they must enter this in their registration

themselves.

What happens if some of my entities are already registered in FPAL or JQS with

Achilles; can I still include them in our corporate licence?

Yes, you can include any of your subsidiaries in the corporate licence, but if your entities are registered in FPAL or JQS

and they wish to only do business in the FPAL or JQS regions, they are not required to continue to Stage 2. If they

currently supply outside of these regions, or wish to do so, then Stage 2 may still be required.

May I pay for the corporate licence on my Parent company’s behalf?

No, unfortunately the corporate licence has to be applied and paid for by the parent of your company to ensure

accuracy in the registration process.

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5.0

SQS RENEWALS

5.1 Renewal Process and Timescales

5.2 Amendments to subscription level and questionnaire

5.3 Payment

5.4 General renewal questions

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SQS RENEWALS

Contents

5.1 Renewal Process and Timescales

How do I renew my Stage 1 SQS registration?

Your company will receive an automated notification email 30 days in advance of your expiry date with instructions on

how to renew your SQS registration. You will need to login to your SQS profile to review and update your company

information as required, before submitting your profile to Achilles for validation. Once completed, and accepted by

Achilles, your company profile will be visible to Shell.

What happens if I do not renew my Stage 1 registration?

If your company has not updated its information for Stage 1, 30 days after your expiry date your company’s registration

will be cancelled and your profile will be deleted from SQS.

How do I renew my Stage 2 SQS subscription?

Your company will receive an automated notification email with a Pro forma invoice 60 days before the expiry date for

companies with a Stage 2 subscription; this email will contain renewal instructions for your company. You can also view

the Pro forma invoice on your home page by logging in to SQS. The annual subscription fee will need to be paid prior to

Achilles re-activating your Stage 2 Questionnaire. Once payment is received, you can log in to review and update your

information, as required, before submitting your profile to Achilles for validation. Once completed, and accepted by

Achilles, your Stage 2 questionnaire will be visible to Shell.

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SQS RENEWALS

Contents

5.2 Subscription Level and Questionnaire

What is the Pro forma Invoice for our Stage 2 subscription?

This is a standard document sent to all the suppliers and is a system generated document. If you require an unpaid

invoice please contact Achilles. Contact Details

What happens if we do not pay our Stage 2 subscription fee before the expiry

date?

The system will send you another automated e-mail 30 days before the expiry date as a reminder. This e mail will also

have your pro forma invoice attached to it. If you do not pay your annual subscription fee within 30 days after your

expiry date, your company’s subscription will be cancelled and your profile will be removed from the SQS system.

Can we change our subscription level by increasing or decreasing the number of

selected product codes?

Yes; you can change the level of subscription at anytime by logging into SQS and selecting or deselecting product codes.

Additional codes may incur further cost, please refer to the subscription fees for more information.

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SQS RENEWALS

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5.2 Subscription Level and Questionnaire

Can we change the contact name and address on the invoice?

Yes; to make any changes please log in to your questionnaire under ‘People’ tab where you can make any necessary

amendments, and submit the changes to Achilles. This change will take place immediately.

Do we need to resubmit the questionnaire again?

Yes; once you have completed reviewing your information and the questionnaire, you can submit it by clicking on

‘Submit’ button.

Will we be shortlisted for business if we renew our SQS subscription?

No; renewing your SQS subscription does not guarantee that Shell will do business with your company. However, your

company profile will be visible to the Shell global organisation, increasing the business opportunity potential for your

company.

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SQS RENEWALS

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5.3 Payment

How much does it cost to renew our Stage 2 subscription?

SQS subscription fees are the same for companies joining SQS for the first time and renewing companies, payments are

accepted in GBP, USD and EUR *.

Level 1 (1 to 5 Product Codes**) £725, $1250, €870

Level 2 (6 to 15 Product Codes**) £850, $1450, €1020

Level 3 (16 to 25 Product Codes**) £1,150, $2000, €1375

Level 4 (26 or more Product Codes**) £1,400, $2400, €1675

* Fees (and currency exchange rate used) are correct at time of publishing and may be subject to change.

** Product Codes describe a category of product or service provided by a supplier and allow buyers to search for

suppliers capable to match their sourcing requirements.

What happens after we have made payment for our Stage 2 renewal?

Once payment has been received, the Achilles team will reactivate your subscription. The system will also send an

automatic confirmation e-mail with a PDF copy of the paid invoice.

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SQS RENEWALS

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5.4 General Renewal Questions

Our company’s status has now changed and we are no longer required to

continue with SQS, what happens next?

There are certain Shell business units and groups of suppliers who are not in scope of SQS. This can be found at

www.shell.com/supplier/qualification. If your company falls into one of the excluded categories, please contact Achilles.

Are we entitled to a grace period after expiring?

No; there is no grace period entitled to any suppliers.

We don’t want to continue with SQS. What do I need to do to cancel my

registration?

Suppliers can opt out from SQS by advising Achilles who will make necessary arrangements to deactivate your account.

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