About the EBA Outsourcing Report:

Structure: It is composed of a comprehensive set of information fields that map and connect your organization’s outsourcing arrangements to the relevant service providers, contracts, outsourced functions (including critical or important functions), sub-outsourcing chains, and associated risks and controls.

To add a new supplier in Formalize, navigate to the Resources section located in the right-side menu.

Within Resources, select Suppliers.

Click on Add Supplier and complete the form with the required supplier-specific information.

To trigger the form you will have to select “Yes” on the question “Based on the nature of the services provided, is this supplier in scope according to the EBA Guidelines on Outsourcing arrangements?”

After selecting “yes” there is a new field regarding the “Type of supplier”. Depending on what type you select, this will trigger different forms.

When you select “Service provider” as the supplier type, you will see the question:

“Is this service provider involved in the provisioning of a critical or important function?”

You will also find a section called “Service Provider Details”. The information requested in this section will vary depending on whether the supplier supports a critical business function.

All fields in this section are mandatory, as the data is used to populate the outsourcing reports.

For the Sub-contractor type, you must ensure that the Direct Supplier option is toggled off.

When you select “Sub-contractor” as the supplier type, you will see the question:

“Is this service provider involved in the provisioning of a critical or important function?”

If the supplier supports a critical business function then the section “Sub-contractor Details” will be triggered.

All fields in this section are mandatory, as the data is used to populate the outsourcing reports.

For the Parent Company of Service Provider type, you must ensure that the Direct Supplier option is toggled off.

When you select “Parent company of service provider” as the supplier type, you will see the question:
​“Country of the parent company's headquarters.”

You must select the correct country for the parent company.

Connection between suppliers

When applicable, you will need to connect the Parent company of the service provider to your Service Provider and the sub-contractor.

In Formalize, to connect the Parent company to the Service Provider, you do need to find your service provider and click in Edit and go to the field Ultimate Parent and select the Parent Company of the service provider.

To connect the Sub-contractor to you Service provider, you need find your Sub-contractor and on the right side panel you can find the Parent Supplier where you need to click on the three dotted button and select Set parent supplier.

Then you can select the Service provider of the sub-contractor.

In order to create a contract, you need to click on “Add contract”

The first field is regarding the "Nature of the contractual relationship" where you need to identify if it's a Third-Party Arrangement or Outsourcing.

To trigger the form you will have to select “Yes” on the question “Does this contract fall within the scope of the EBA Guidelines on Outsourcing Arrangements??"

Keep in mind that all the following fields are mandatory, so you are required to fill in all of them.

After selecting “Yes”, there are 6 following sections that need to be filled for as many entities that need to report.

Keep in mind that you should have one section for each entity referenced in the contract.
If the contract involves more than one entity, click “Add” for each additional entity. This will create a separate section for each one.

All of these sections need to be completed.

In order to create a system, you need to click on add “Add system”

You will have to fill in a form just like in the Suppliers, with specific information about that system.

To trigger the form you will have to select “Yes” on the question “Is this service related to an outsourced function?"

Keep in mind that all the following fields are mandatory, so you are required to fill in all of them.

In order to create a function, you need to click on add “Add business function”

To trigger the form you will have to select “Yes” on the next questions “Is this function outsourced, either partially or entirely, under the EBA Guidelines on Outsourcing Arrangements?”

Keep in mind that all the following fields are mandatory, so you are required to fill in all of them.

In order to make sure that all the reports and all the columns are filled out in the EBA Outsourcing Reports, we need to connect the resources in Formalize.

After all the data is correct, and all the resources imported we will need to connect them in the following order:

By following this order, we make sure that nothing is left out. Be aware that there is a need to be coherent with the connections and the data.

For example, if a System is supporting a business function, the contracts and supplier connected to that system, have to be also connected to the same business function.

Connection between Suppliers and Contracts

When connecting the resources, in each one of them you will be able to see different kinds of connections on the right hand bottom side.

Here you will be able to select the specific connection you need.

To connect, you should click on the three dotted button on the right side and select the resource you want to connect.

Connection between Systems and Suppliers

To connect a System with a Supplier, navigate to the Systems section. Choose the desired System, then click the "Options" button, followed by "Edit". In the "Suppliers" field, select the appropriate supplier chain for that System.

Connection between Contracts/Sub-Contracts, Systems and Suppliers

To connect a System and a Supplier to a contract, first select the desired contract. In the bottom right-hand panel, locate the available connections. Select the connection labeled "System" and “Supplier” click the three-dot menu, and then choose the specific System and Supplier you want to connect.

Connection between Business Functions, Contracts, Systems and Suppliers

When selecting the Business Function you want to connect, on the right side, you will be able to see the connections available. You will need to select the ones that are called “Systems”, “Contracts” and “Suppliers”, click on the three dotted button and select the relevant items you wish to connect.

To access the "Outsourcing Register Data Checks" Dashboard, navigate to the "Insights" section on the left-side menu of the platform and select "Statistics."

This dashboard performs data checks that will help you be sure you filled out all the needed data for each resource and that all the connections are done correctly.

The goal is that the Dashboard is all green and 0.

If you see one widget that is not 0, by clicking on top of it, it will show you exactly where there is missing data or connections.

You will then be able to fill in what is missing, or correct what is wrong.

In order to export your EBA Outsourcing Register in the correct format, you will need to go to “Reports”.

There you can find a folder called “EBA Outsourcing”, inside of that folder you are able to see the 7 reports that form the Outsourcing Register. In order to export them, you need to click on the top box, which will select all the reports at once.

At the bottom, you will be able to see an option “Export as”, after clicking on it, format options come up: CSV, Excel (XLSX) and DORA Register of Information.

The one in the EU Standard format is the “Excel (XLSX)”, select that one.

An excel file will be exported containing the 7 reports.