Client Information, Discovery & Quotation Request

📋 Form Header — Client & Reference Information

Client / Organization Name

Primary Contact Person and Role

Date Submitted

Reference / Opportunity Code

⚡ Requested Engagement Type

Select all that apply / provide details where relevant

A. General Organization Profile

Legal Entity Name

Trade Name / Brand Name

Parent Company / Group Name

Year Established

Country of Registration

Company Registration Number

Tax / VAT Number

Website

Head Office Address

Invoicing Address

Primary Contact Person

Position / Function

Telephone / Mobile

Primary Email

Secondary Contact Person

Preferred Language for Proposal / Project

Industry / Sector

Main Customer Segments

Main Countries / Regions Served

Operating Language(s)

B. Business Model, Activities and Proposed Scope

Describe your products, services and core activities in detail

Describe the exact scope you want Supreme Veritas to support / quote

What is excluded from the requested scope?

Which activities are outsourced / subcontracted?

Which activities are performed offsite / at customer premises / in the field?

Do you design / develop products, services or solutions? Explain.

Do you manufacture, store, distribute, install, maintain, inspect, test, calibrate, transport or train? Describe where relevant.

What are your peak operational periods or seasonal variations?

Any recent or planned major changes (sites, products, technology, expansion, acquisition)?

📍 Site / Branch / Warehouse / Project Location Details

📌 Site 1 (Primary)

Legal Entity / Site Name

Type of Site

Full Address and Country

Activities Performed at Site

Full-Time Employees

Part-Time Employees

Contractors / Outsourced Staff

Remote / Field Staff

Working Shifts and Hours

Temporary / Mobile / Seasonal Operations

Key Equipment / Infrastructure

Hazardous Materials, Environmental Aspects or OH&S High Risks

Shared or Centralized Processes from Another Site

Site Contact Person / Role / Email / Phone

C. Workforce and Organizational Complexity

Total Full-Time Employees

Total Part-Time Employees

Total Contractors / Outsourced Staff

Temporary / Seasonal Personnel

Remote Workers

Field / Mobile Employees

Number of Shifts

Working Hours / Days per Week

Functions Working Outside Normal Hours

Languages Required During Audit / Consultation

Union / Worker Representative Arrangements

Critical Departments / Functions

Any Site Security, Permit or Visitor Restrictions

D. Standards, Schemes and Project Modules Requested

Select all that apply

E. Current System Maturity and Previous Certification Status

Do you already have a documented management system? Describe the maturity level.

Is the system integrated across quality, environment, OH&S, information security or GDP? Explain the level of integration.

Have you used a consultant before? (Company / consultant / scope of work)

Is any part of the system currently certified? (Standard / certification body / expiry date / certificate number)

Are you seeking initial certification, surveillance support, recertification support, transfer, reinstatement or transition?

Have you had any major or minor NCRs from previous certification or customer audits? Summarize.

Have you conducted internal audits? Latest dates and results.

Have you conducted management review meetings? Latest dates and outputs.

What implementation support is still needed before readiness?

F. Legal, Regulatory and External Compliance Obligations

List key laws, regulations, permits, licenses and approvals applicable to your business and sites

List regulators / ministries / authorities with oversight over your operations

Any legal notices, sanctions, improvement notices, warnings, recalls, prosecutions or major regulator interactions in the last 24 months?

Any customer-specific compliance obligations, contractual standards or prequalification requirements?

Any export, import, customs, pharmaceutical, medical, environmental or labor compliance obligations?

How do you currently identify, update and evaluate compliance obligations?

G. Quality Management and Operational Control Profile

Describe the key operational processes from enquiry / order to delivery / completion

How do you review customer requirements and contracts?

How do you control design and development (if applicable)?

How do you select, approve and evaluate suppliers / contractors?

How do you identify and trace products / services / batches / jobs?

How do you control outsourced processes?

How do you manage nonconformities, complaints, returns, incidents or service failures?

Any critical equipment requiring maintenance / calibration / validation?

Any special process validation needs (e.g. sterile storage, welding, software release, calibration, testing, cold chain, lifting, transport routing)?

Post-delivery or after-sales obligations (warranty, complaint handling, field support, recall, service visits)

H. Environmental Management Profile (complete where applicable)

Main environmental aspects and impacts associated with your operations, products and services

Use of water, fuel, electricity, chemicals, refrigerants or other significant resources

Types of waste generated and disposal arrangements

Air emissions, wastewater, noise, odor, spill or contamination risks

Any environmental permits, monitoring requirements or reporting obligations

Any significant environmental incidents, complaints or spills in last 24 months

Lifecycle perspective considerations for products / services / packaging / logistics / disposal

Current environmental objectives, KPIs and monitoring practices

I. Occupational Health and Safety Profile (complete where applicable)

Main OH&S hazards and associated risks by activity / site

List hazardous materials, energy sources, machinery, vehicles, lifting operations, work at height, confined space, electrical work, etc.

Number and profile of exposed workers including contractors

Accident / incident / near miss / occupational illness statistics for past 24 months

Any fatalities, LTI, restricted work cases, regulator investigations or high-potential incidents in past 24 months

Emergency preparedness arrangements and drills conducted

Health surveillance, PPE, competency certification, permit to work and toolbox talk practices

How are workers consulted and participating in OH&S matters?

J. Project Expectations, Timelines and Commercial Planning

What is the main business reason for this project?

Target Start Date

Target Completion / Certification Date

Any Tender / Customer / Regulator Deadline

Preferred Training Language and Format

Preferred Delivery Model

OnsiteRemoteHybrid

Expected Client-Side Project Team and Availability

Any Budget Framework or Commercial Constraints to Consider

Do you need phased implementation by site or process?

YesNo

Do you need post-project support or retained advisory services?

YesNo

K. Consultation Scope Components That May Be Required

Select all that apply

L. SupremeIQ Discovery and Solution Scoping

Current systems used today (ERP, QMS, HSE software, spreadsheets, SharePoint, Odoo, other platforms)

Main business pain points SupremeIQ should solve

Modules of interest (documents, risks, audits, CAPA, complaints, suppliers, training, assets, legal compliance, calibration, projects, etc.)

Number of Expected Users (by function and role type)

Number of Sites and Departments to be Onboarded

Required Workflows, Approvals and Notifications

Data Migration Needs (existing registers, forms, legacy files, spreadsheets)

Need for Mobile Access, Offline Use, Dashboards, BI, Arabic / Kurdish / Turkish / English Language Support

Need for Integration with ERP, HR, CRM, Email, Document Storage or Other Third-Party Tools

Hosting Preference

CloudPrivate cloudOn-premiseUndecided

User Permission and Role Hierarchy Expectations

Any Industry-Specific Compliance Requirements to be Embedded in SupremeIQ

Preferred Implementation Timeline and Go-Live Expectations

Support Model Expected After Implementation

SupremeIQ Modules / Functions of Potential Interest

Select all that apply

M. SupremeVox Discovery and Customer / Stakeholder Feedback Requirements

Type of feedback to collect (customer satisfaction, service quality, branch experience, complaint trigger, employee feedback, training feedback, patient / visitor experience, etc.)

Locations / channels where feedback should be captured (kiosk, tablet, QR, web, SMS, email, WhatsApp, mobile app, service counter, classroom, clinic, warehouse, branch)

Approximate Monthly Feedback Volume Expected

Languages Required for Respondent Interface

Need for Smiley / Instant Rating, NPS, CES, CSAT, Custom Survey or Complaint Escalation Flows

Need for Anonymity, Demographic Questions, Branch Tagging, Department / Shift / Agent Tagging

Alert Rules Required for Low Scores / Urgent Complaints

Dashboards and Reporting Expectations for Management

Need to Export Data to Excel, BI or Integrate with CRM / Ticketing / SupremeIQ

Need for Branding, White-Labeling or Multi-Company Structure

Hardware Needs (Kiosk Stand, Tablet, Smart Device Compatibility) and Deployment Environment

Data Retention, Privacy and Information Security Expectations

SupremeVox Use Cases / Channels of Interest

Select all that apply

📁 Documents and Records Checklist

Documents and Records Requested with the Quotation / Discovery Package. Check to confirm you are attaching the document and upload it below.

No.	Document / Evidence Requested	Requirement
1	Company registration / license / legal entity proof	Mandatory
2	Organization chart and key process owners list	Mandatory
3	Scope statement and products / services catalog	Mandatory
4	List of sites, branches, warehouses and project locations	Mandatory where applicable
5	Headcount breakdown by site and employment type	Mandatory
6	Existing ISO / GDP / regulatory certificates	If applicable
7	IMS / QMS / EMS / OH&S manual or process map	If available
8	Master list of documented information	If available
9	Key procedures and work instructions	If available
10	Risk and opportunity register	If available
11	Aspect-impact register	For ISO 14001 projects
12	OH&S hazard identification and risk assessment	For ISO 45001 projects
13	Legal and other requirements register	Recommended
14	Internal audit program and latest reports	If implemented
15	Management review minutes / outputs	If implemented
16	Objectives / KPIs / performance dashboard	Recommended
17	Customer complaints / feedback / NCR / CAPA records	Recommended
18	Supplier / contractor approval and evaluation records	Recommended
19	Monitoring and measurement / calibration records	Where applicable
20	Training matrix and competency records	Recommended
21	Emergency plans and drill reports	For EMS / OH&S
22	Waste disposal / environmental permits / regulator correspondence	Where applicable
23	Insurance, workers compensation, incident statistics, LTIFR / TRIR	For OH&S
24	IT systems landscape and data security controls overview	For digital / ISO 27001
25	Customer experience channels and survey tools currently used	For SupremeVox

✍️ Client Declaration and Authorization

I confirm that the information provided in this form and the attached records is accurate to the best of my knowledge and may be used by Supreme Veritas Limited / Supreme Veritas for scoping, proposal development, consultation planning, audit planning, software discovery, and certification support activities.

Authorized Representative

Position

Signature (typed)

Date

Company Stamp / Reference

Email

Phone

Preferred Follow-Up Method