Add a Supplier Audit Program
The Supplier Audit Program allows you to define and schedule Audits of your Suppliers. Once the Supplier Audit Program has been set up, Safefood360° will monitor any schedulers you may have set within the Supplier Audit Program ,and generate the Supplier Audit Records on the scheduled dates. If there are no schedulers set within the Supplier Audit Program, you can generate Supplier Audit Records manually on the date you need them.
Note: There are multiple sections of the Supplier Control Programme that are retiring and will be left blank when creating a Supplier Audit Program. There are as follows:
- Risk Assessment Details
- Certification Programme Details
- Review Programme Details
- Specification Review Programme Details
How to Add a Supplier Audit Program
Supplier Audit Programs can be created in two ways:
Note: Supplier Audits do not have the option to create a Template, as the Pre-Assessment and Full Assessment do.
1. Navigate to the Supply Chain Management module using the 'Supplier Management>Supply Chain Management' button.
2. Click the 'Add Assessment Program>Add Audit Program' to access the 'Add Programme' pop up screen.
3. Within the 'Add Programme' pop up screen, use the 'Supplier' Master Data dropdown to select the Supplier who the Supplier Audit Program should be created for.
4. Click the 'Create' button to generate a blank Supplier Audit Program.
Image: Navigating to Supply Chain Management, Clicking the 'Add Assessment Program>Add Audit Program' Button
Image: 'Add Programme' Pop Up Screen with 'Supplier' Dropdown List from Master Data
Image: Click the 'Create' Button on the Pop Up Screen to Access a Blank Supplier Audit Program
1. Navigate to Suppliers using the 'Master Data>Contacts>Suppliers' buttons.
2. Within the Suppliers page, click the 'Add Assessment Program>Add Audit Program' buttons to generate a blank Supplier Audit Program.
Image: Navigating to Suppliers in Master Data>Contacts, Selecting the Supplier who the Supplier Audit should be created for
Image: Click the 'Add Assessment Program>Add Audit Program' Buttons to Access a Blank Supplier Audit Program
How to Complete the Supplier Audit Program
As noted above, after clicking the 'Add Audit Program' button, you will be brought to the blank Supplier Audit Program page.
Remember: The Risk Assessment Details, Certification Programme Details, Review Programme Details, and Specification Review Programme Details are retiring soon and therefore should be left out of the Supplier Audit Program.
Image: Blank Supplier Audit Program
See below how to complete the sections of the Supplier Audit Program:
Image: Blank Supplier Details
1. Name: The 'Name' of the Supplier Audit Program should be detailed using the open text field.
Tip: Include the Supplier's name within the Supplier Audit Program Name, as this will make it easier to identify what Supplier the Audit is for, and easier to search for Programs and Records later on, e.g. 'Supplier Audit :: SS01 :: Small Town Meats', as the 'Search' bars will search for the 'Name' of the Programs and Records.
2. Supplier: The name of the Supplier selected previously will appear here. The Supplier cannot be changed from here, you must exit the Supplier Audit Program and start again from scratch if the wrong Supplier was selected.
3. Main Contact: The name of the Main Supplier Contact will appear here automatically if there is a Contact added in the Supplier's Master Data page on the first row. If you wish to change the Main Contact, click the dropdown arrow to select from Master Data.
Image: Main Contact Dropdown
Note: The Main Supplier Contact will always populate from the Contact on the first row of the Supplier Contacts.
Image: Contacts in Supplier Master Data, with Main Contact on first row
4. Responsible: The name of the Employee responsible for the Supplier Audit Program should be selected using the Master Data dropdown.
Image: Responsible Dropdown
5. Site: You can define the particular Site of the Supplier using the open text field if needed.
Image: Completed Supplier Details
Image: Blank Audit Programme Details
1. Checklist: The Checklist and Doclist needed for the Supplier Audit Program should be selected using the 'Checklist' dropdown from 'My Checklists' and 'System Checklist' folders. See here to access the article on creating a Checklist and Doclist.
Image: Checklist Dropdown
Note: At least one Checklist or Doclist must be selected in order to save the Supplier Audit Program.
2. X: Click the 'X' button to remove a Checklist or Doclist that has been added.
3. Add Line: Click the 'Add Line' button to add an additional line to select an additional Checklist or Doclist.
4. Show Score Result in Audit Record Stage: If you plan to use scoring within your Supplier Audit Program, e.g. your Responses to the Checklist Questions in the Audit have been assigned scoring, and you would like to see the score result directly below the Checklist in the Supplier Audit Record workflow stage, you can tick this box and the score results will appear. If you do not wish to see the score results within the Supplier Audit Record workflow stage or if you do not have any scoring within your Checklist, leave this box unticked.
Note: The score result will be visible in the Audit Result workflow stage of the Audit Record automatically even if the 'Show Score Result in Audit Record Stage' is ticked or unticked.
5. Rating: The system Standard Rating (Yes, No, N/A) will default in the Rating field. The system Standard Rating does not have a scoring enabled within it and can be used if you do not wish to enable a scoring, but simply have 'Yes, No, N/A Responses', or your own 'Checklist Responses' without a score. However, you can select your own Rating created using the Rating dropdown from 'My Rating' and 'System Ratings' folders if you have created a scoring to be used with your Checklist.
Image: Rating Dropdown
6. Default: The Response you would like to default within each Checklist question can be selected within the 'Default' dropdown. This dropdown will contain the options created in the Rating and the 'Use Checklist Responses' option. Remember, if the Checklist you created has built-in Responses and Scoring, ensure to select the 'Use Checklist Responses' option. If you do not wish to have any Response from the Rating default in the Checklist questions, select the 'Blank' option. If you do not wish to have any Response from the 'Use Checklist Responses' default in the Checklist questions, do not select the 'Blank' option, simply do not place any of your Responses in the Checklist within the '[ ]' brackets, e.g. [Answer 1], Answer 2, Answer 3, would result in 'Answer 1' being the default Response as it is within the '[ ]' brackets in the Checklist. See here to access the article on Checklists for more information on the Checklist Responses.
Image: Default Dropdown
7. X: Click the 'X' button to remove a Rating that has been added.
Note: A Rating must be selected to save the Supplier Audit Program.
8. Enable Scheduler: The Scheduler can be enabled if you would like Safefood360° to generate the Supplier Audit Record for you at a frequency you define and place the Supplier Audit Record in the 'Actions' tab of the Supply Chain Management module. Simply tick the box to enable the Scheduler and complete the details.
Image: Enabled Scheduler
9. Start Date: Set the date for when you would like the Supplier Audit Record to be generated for the first time.
10. Repeat Every: Set the frequency at which you would like the Supplier Audit Record to be generated. Simply type the number within the first field and select the frequency options from the dropdown, e.g. Years, Months, Weeks, Days, Weekdays, Weekday + Saturday.
11. Action Notice: You should set the Action Notice to '0' if you want the Supplier Audit Record to open on the 'Start Date' noted. However, you can also use the Action Notice to ask Safefood360° to open the Supplier Audit Record a specific number of days before the entered 'Start Date', giving you time to complete the Record before it becomes overdue. For example, setting the 'Action Notice' as '6' Days will result in Safefood360° opening the Supplier Audit Record on 20/09/2024, 6 days before the 'Start Date' of 26/09/2024. This gives the User time to complete the Supplier Audit Record in Safefood360° before it goes overdue on 27/09/2024.
12. Send Email Notification: Tick the box to enable the 'Send Email Notification' option. This allows you to note the selected Users that should be notified via Email that the Supplier Audit Record has been created and is ready to be completed. By default, the name of the person completing the Supplier Audit Program will be added to the User details. However, this User can be changed. If you leave this box unticked, no one will be directly notified when the Supplier Audit Record opens, unless Alerts have been built within the 'Utilities>Alerts' module.
Image: Enabled Email Notification
Image: Completed Audit Programme Details
Image: Summary Table/Response Table and Buttons
1. Show Summary Table in Record: The Summary Table will appear in the Audit Result workflow stage of the Supplier Audit Record and analyses the Heading Level sections of the Checklist, showing the score details for each section, and shows which sections had Nonconformances raised within them. If you would like to enable this table, tick the box.
2. Show Responses Table in Record: The Responses Table will appear in the Audit Result workflow stage of the Supplier Audit Record and analyses the Responses given to the checklist Questions, showing how many of each Response was selected within the Heading Level sections. If you would like to enable this table, tick the box.
3. Save: Click the 'Save' button to save the Supplier Audit Program and place it in the 'Plan' tab of the Supply Chain Management module.
4. Cancel: Click the 'Cancel' button to discard of the Supplier Audit Program created. The Supplier Audit Program will not be placed within the 'Plan' tab of the Supply Chain Management module.
Note: Clicking the 'Save' button does not automatically generate a Supplier Audit Record. You must click the 'Add Record>Add Audit' button within the Supply Chain Management module or the 'Actions>Add Record' within the Supplier Audit Program page.
Image: Saved Supplier Audit Program
Image: New Supplier Audit Program in the 'Plan' Tab of the Supply Chain Management Module
Copying the Supplier Audit Program
As we do not currently have the function to create Supplier Audit Templates, to save time when creating new Supplier Audit Programs you may want to 'Copy' a previously created Supplier Audit Program. If you know that the Supplier Audit Programs have the same Checklist, Doclist and Rating, you can 'Copy' the Supplier Audit Program using the 'Actions>Copy' button, simply select a different Supplier and Main Contact, and 'Save' the new Supplier Audit Program.
Image: Supplier Audit Program to be copied, 'Actions>Copy' Button Clicked
Image: Copied Supplier Audit Program ready for changes to Save New Supplier Audit Program
Image: Copied Supplier Details
The following information will need to be changed within the new Supplier Audit Program, the 'Name, Supplier, Main Contact, Site' and possibly the 'Responsible'. Follow the instructions from above on completing the Supplier Details.
Image: Changes made to Name of Supplier Audit Program to reflect new Supplier
Image: Using Supplier Dropdown, Search for new Supplier
Image: Search for Supplier using Folders
Image: Search for Supplier using Search Bar
Image: Search for Main Contact of new Supplier
Image: Search for Supplier Main Contact using Folders, Click 'Select'
Image: Search for Supplier Main Contact using Search Bar, Click 'Select'
Image: Responsible Employee Dropdown
Image: Updated Supplier Details
Image: Copied Audit Programme Details
If the Checklist, Doclist and Rating should be the same as the previous Supplier Audit Program, you can simply move past these sections. However, if this information needs to be changed, follow the instructions from above on completing the Audit Programme Details.
Warning: The Scheduler may have been enabled in the previous Supplier Audit Program, and will need to be amended for the new Supplier Audit Program. Follow the instructions from above on complete the Scheduler.
Image: Updated Scheduler
Image: New Supplier Audit Program ready to 'Save'
Once you have amended the information needed, click the 'Save' button to save the new Supplier Audit Program.
Remember: Clicking the 'Save' button does not automatically generate a Supplier Audit Record. You must click the 'Add Record>Add Audit' button within the Supply Chain Management module or the 'Actions>Add Record' within the Supplier Audit Program page.
Image: Newly Saved Supplier Audit Program
