In my career managing projects, I’ve found that the root of many disputes and delays often stems from a lack of understanding or initial disagreement during a project’s earliest stages. One of the most effective tools I have adopted to prevent these situations is the Comply Table, also known as a Compliance Table. This tool, created during the initial negotiation phase, allows for a systematic and structured review of a supplier’s proposal against the client’s requirements. It is more than just a checklist; it’s a strategic control tool that provides clarity, transparency, and mutual commitment, ensuring a project begins on a stable and solid foundation.
What is a Comply Table and Why is it So Important?
A Comply Table is a management tool used to verify and secure a supplier’s commitment to meeting a client’s requirements. It’s a centralized document where all the detailed requirements from the project documents, such as the Technical Specification or the Statement of Work (SOW), are listed clearly. Its primary purpose is to ensure that the supplier understands, accepts, and commits to every requirement, especially the critical ones for the project.
The importance of the table stems from three main reasons:
- Prevents Misunderstandings: The table forces the supplier to address each requirement individually, which prevents a situation where a supplier later claims they didn’t see or didn’t understand a particular demand.
- Creates a Comparative Basis: When receiving proposals from multiple suppliers, the table allows for an objective comparison of different bids. It’s much easier to compare suppliers when you have clear data on their compliance with requirements, not just a total price.
- Secures Commitment: A written commitment from the supplier, which is part of their technical proposal, gives the client full confidence that the requirements will be met. In the event of a future dispute, the table serves as proof of the supplier’s initial commitment.
The Comply Table is used in two main scenarios: a client asking a supplier to fill it out as part of their proposal, or a main contractor asking a subcontractor to fill it out as part of their engagement.
Classifying Requirements: Mandatory vs. Non-Mandatory
One of the key distinctions in a Comply Table is between mandatory and non-mandatory requirements.
- Mandatory Requirements: These are “pass-fail” requirements. If a supplier fails to comply with a mandatory requirement, they are disqualified from the project or tender. For example, if a requirement specifies that a product must meet a certain safety standard, and a supplier cannot meet it, their proposal will be disqualified.
- Non-Mandatory Requirements: These are preferred requirements. Compliance with them will give a supplier a competitive advantage over their rivals, but non-compliance will not disqualify their proposal. For example, a requirement for a specific color that is not critical to the system’s function.
How to Build an Effective Comply Table
Building a Comply Table requires a systematic and meticulous approach. As project managers, we must ensure the table is structured to maximize its utility. The table is typically composed of several columns, each playing a vital role in the engagement process:
- Requirement Serial Number: A unique number for each requirement, which allows for easy and organized reference.
- Requirement Description: A clear description of the requirement, with a precise reference to its source in the technical specification or SOW.
- Requirement Status (Mandatory/Non-Mandatory): This column is marked by the client and makes the importance of each requirement unequivocally clear to the supplier.
- Supplier’s Response: This column is the core of the table. The supplier is obligated to fill it in with one of three options: “Yes” (compliant with the requirement), “No” (not compliant), or “Partial” (partially compliant).
- Supplier’s Notes: Here, the supplier can add explanations, propose alternative solutions, or provide any additional information that helps the client understand their response.
A practical example helps to illustrate the table’s importance: In a construction project, the technical specification might require a certain type of concrete mold. In the Comply Table, the client would list this as a “mandatory” requirement. If a supplier proposes a different type of mold that does not match this mandatory requirement, their proposal would be disqualified immediately. Conversely, if a non-mandatory requirement is a specific color for the concrete, and a supplier’s response is “Partial” with an explanation that the color isn’t available but they have a high-quality alternative, the client can consider the proposal, and it might be accepted.
The Comply Table as a Strategic Decision-Making Tool
The Comply Table is much more than a list of “yes” and “no” answers. It is a strategic tool that allows a client to make an informed, data-driven decision when selecting a supplier. It enables a fast and efficient comparison process between suppliers, focusing on the data that truly matters.
Furthermore, the table can also serve as a risk management tool during the pre-project phase. If we see that a supplier is struggling to meet mandatory requirements or offers numerous “Partial” responses, it can be a warning sign about their ability to manage the project later on. In such cases, we can make changes or even disqualify the proposal before the project begins.
Tips for Correctly Using a Comply Table
- Detail and Precision: You must ensure that the requirements listed in the table are detailed, precise, and unambiguous. The more detailed the requirement, the less likely there will be misunderstandings. Use the SOW and the Technical Specification as your source for putting together the Comply Table
- Regular Updates: The Comply Table must be updated in response to any changes in the specification or SOW. Every change must be documented and redistributed to all suppliers.
- Consistent Procedure: You must ensure that all suppliers fill out the table in the same format and consistently, so the comparison between them is effective.
Conclusion
The Comply Table is a first-rate management tool designed to create clarity and mutual commitment between the client and supplier. It serves as a solid foundation for an informed decision-making process, prevents disputes, and ensures a project begins on a basis of full and shared agreement. Its correct implementation is an essential step toward successfully completing any project.
If you are looking to ensure your next project starts on the right foot and want to get practical tools that guarantee you meet your goals, budget, and deadlines, contact me today to schedule a personal consultation.