Add a Pre-Assessment Template
The first step in a Pre-Assessment is creating a Pre-Assessment Template. Templates allow you to quickly and easily configure workflows to specific assessment requirements for specific types of Suppliers. Each element of the workflow can be enabled or disabled and configured for specific Checklists, Decision Trees and other relevant requirements. Default settings can also be set in the Template. An unlimited number of Templates can be created, stored, and then used to generate the correct Pre-Assessment for specific Supplier Categories, e.g. Ingredients, Packaging, etc.
How to Add a Pre-Assessment Template
Image: Navigating to Supply Chain Management and 'Add Pre-Assessment' Button
1. Navigate to the Supply Chain Management module using the 'Supplier Management>Supply Chain Management' button.
2. Click the 'Add Template>Add Pre-Assessment Template' button to generate a blank Pre-Assessment Template.
How to Complete the Pre-Assessment Template
Image: Blank Pre-Assessment Template
As noted above, after clicking the 'Add Pre-Assessment' button, you will be brought to the blank Pre-Assessment Template page.
See below how to complete the two sections of the Pre-Assessment Template:
Image: Blank Template Detail
1. Name: Using the open text field, enter the Name of the Pre-Assessment Template you are creating.
Note: When a Pre-Assessment Programme is created, the Pre-Assessment Template name defined here will auto-populate in the Pre-Assessment Programme being built followed by the Supplier's name. However, the Pre-Assessment Programme name can be edited during the building of said Pre-Assessment Programme.
2. Primary Assessor: Using the Master Data Employee dropdown, select the Employee who should be the Primary Assessor of the Pre-Assessment Record completed by the Supplier. The Primary Assessor is mandatory to complete.
Image: Selecting Primary Programme Assessor using Master Data Employees Dropdown
3. Secondary Assessor: Using the Master Data Employee dropdown, select the Employee who should be the Secondary Assessor of the Pre-Assessment Record. The Secondary Assessor is not mandatory to complete.
Image: Selecting Secondary Programme Assessor using Master Data Employees Dropdown
Note: When a Pre-Assessment Programme is being created, the Primary Assessor and if any Secondary Assessor defined here will auto-populate into the Pre-Assessment Programme being built. However, the Primary and Secondary Assessor can be changed during the building of said Pre-Assessment Programme.
Warning: The Primary Assessor and Secondary Assessor cannot be the same Employee. An error message will appear if you attempt to 'Save' with the same Employee in both Assessor fields.
Image: Error Message for Same Assessors
4. Folder: Select or create a Folder to place the Pre-Assessment Template within, e.g. Raw Material Supplier Pre-Assessments, Packaging Supplier Pre-Assessments.
5. New Folder: Click the 'New Folder' button to create a new folder. You will then be prompted to give the new folder a name.
6. Rename: Click the 'Rename' button to rename a folder.
7. Delete: Click the 'Delete' button to delete a folder.
Image: Completed Template Detail
Within the Template Specification there are certain workflow sections that can be enabled or disabled. If some workflow sections have been enabled then other workflow section will be available to enable. However, if some workflow sections have been disabled, then other workflows sections will not be available to enable. For example, enabling the 'Material' workflow section will allow the 'Material Assessment Decision' to also be enabled. However, if the 'Material' workflow section is disabled, the 'Material Assessment Decision' cannot be enabled.
There are two different shades of grey within the Template Specification workflow sections. The light grey means that more information is needed if the workflow section is enabled. The dark grey means that no information is needed if the workflow section is enabled, it is ready to use. The extra information needed can come in the form of a Program/Model, e.g. a Checklist, Doclist, Decision Tree, etc, and Default/Rules, e.g. None, Accept, Return, etc. The Default/Rules allow you to set what default result you would like to see within your Pre-Assessment Record, e.g. all Checklist questions marked as accepted, therefore the Assigned Assessor does not have to click accept for each question, saying them time.
See below how to complete the four sections of the Template Specification:
Image: Blank Supplier Details
1. Supplier Type Determination: Tick the 'Enable' button to add this workflow section to your Pre-Assessment Template. Enabling this workflow section will result in the Supplier completing a Decision Tree within the Pre-Assessment Record, answering questions to help determine the Primary Supplier's Category and Type. The Decision Tree must be created with the Food Safety Plan module before it can be selected within the Program/Model dropdown. The Default/Rules are not applicable here. Click here for more information on how to build a Decision Tree.
Image: Decision Tree Dropdown
2. Manufacturing Sites: Tick the 'Enable' button to add this workflow section to your Pre-Assessment Template. Enabling this workflow section will allow the Primary Supplier to list any Manufacturing sites they are receiving your Materials from. The Program/Model and Default/Rules are not applicable here.
3. Other Supplier Entities: Tick the 'Enable' button to add this workflow section to your Pre-Assessment Template. Enabling this workflow section will allow the Primary Supplier to list all other entities from which Materials are supplied and may need to be assessed, e.g. Agents, Brokers, Warehouses, etc. The Program/Model and Default/Rules are not applicable here.
Image: Completed Supplier Details
Image: Blank Data Collection
1. Material: If you would like to capture data on the Materials/Ingredients that may be supplied, e.g. Material Name, Material Code, Specification or Material Category, tick the 'Enable' button to add this workflow section to your Pre-Assessment Template. No Program/Model is required once enabled. However the Default/Rules must be completed once enabled. The options in the Default/Rules column are None, Accept, Return and Corrective Action.
Note: If the Material workflow section is enabled, the Primary Supplier will be required to attach a Specification Document for each Material listed in the Pre-Assessment Record.
2. Checklist: If you would like to ask your Supplier questions using a questionnaire, tick the 'Enable' button to add this workflow section to your Pre-Assessment Template. A Program/Model is required once enabled, using the Master Data dropdown, select the Checklist you wish to use within the Pre-Assessment Template. The Default/Rules must be completed once enabled. The options in the Default/Rules column are None, Accept, Return and Corrective Action. Click here for more information on how to build a Checklist.
Image: Checklist Master Data Dropdown
3. Checklist Rating: This is the Rating that will be associated with the Checklist selected. If you enabled the Checklist workflow, a Program/Model is required. Using the Master Data dropdown, select the Rating you wish to use within the Pre-Assessment Template. The Default/Rules must be completed if a Checklist has been enabled. The options in the Default/Rules depend on the responses included in the Rating selected. If the Checklist selected has responses built within it, select the 'Use Checklist Response' option. You can also select the 'Blank' option, which will require the Primary Supplier to select an answer manually for each Checklist question/requirement when completing the Pre-Assessment Record. If you do not enable the Checklist workflow section, you will not be able to enable the Checklist Rating workflow section. Click here for more information on how to build a Rating.
Image: Rating Master Data Dropdown
4. Doclist: If you would like to ask your Supplier to provide Documents to you, e.g. GFSI Certificate, tick the 'Enable' button to add this workflow section to your Pre-Assessment Template. A Program/Model is required once enabled, using the Master Data dropdown, select the Doclist you wish to use within the Pre-Assessment Template. The Default/Rules must be completed once enabled. The options in the Default/Rules column are None, Accept, Return and Corrective Action. Click here for more information on how to build a Doclist.
Image: Doclist Master Data Dropdown
5. Report: If you would like to have an open text field for comments/notes, tick the 'Enable' button to add this workflow section to your Pre-Assessment Template. The Program/Model and Default/Rules are not applicable here.
Image: Completed Data Collection
Image: Blank Nonconformance & Corrective Action
1. Non-conformance: If you wish to note Nonconformances and raise Corrective Actions within the Checklist or Doclist, tick the 'Enable' button to add this workflow section to your Pre-Assessment Template. Corrective Actions can be assigned to your Supplier if they have access to the Supplier Portal. The Program/Model and Default/Rules are not applicable here.
2. Report: If you would like to have an open text field for comments/notes, tick the 'Enable' button to add this workflow section to your Pre-Assessment Template. The Program/Model and Default/Rules are not applicable here.
Image: Completed Nonconformance & Corrective Action
Image: Blank Determination of Action
1. Primary Supplier Assessment Decision: This workflow section must be enabled for you to make a decision on the Primary Supplier being Pre-Assessed. Once enabled, the Default/Rules must be completed. There is a dropdown of default decisions to make on the Primary Supplier, which will then auto-populate in the Pre-Assessment Record.
Select from the following options:
- None: If you do not wish to set a default decision, 'None' can be selected, and a decision can be made when completing the Determination of Action workflow stage in each individual Pre-Assessment Record.
- Portal: If you have not already invited the Primary Supplier to the Supplier Portal to complete this Pre-Assessment, you may want to give them access once the Pre-Assessment has been completed. Therefore, you can select the default option of Portal to provide them access to the next Assessment you might choose to send them.
- Pre-Assessment: If you wish to always send the Primary Supplier a second Pre-Assessment Record, select the default option of Pre-Assessment. If a Pre-Assessment Template is associated to the Supplier Category given to the Primary Supplier, then a Pre-Assessment Template will auto-populate within this field in the Pre-Assessment Record. However, this auto-populated Pre-Assessment Temple can be changed within the Pre-Assessment Record manually if needed.
- Full Assessment: If you wish to always send the Primary Supplier a Full Assessment Record to complete after their Pre-Assessment Record, select the default option of Full Assessment. If a Full Assessment Template is associated to the Supplier Category given to the Primary Supplier, then a Full Assessment Template will auto-populate within this field in the Pre-Assessment Record.
- Reject: If you wish to always Reject the Primary Supplier, select the default option of Reject. This will result in the Primary Supplier not being progressed on with. If you decide to Reject, the Data/Documents collected on the Primary Supplier within the Pre-Assessment Record will not be added to Master Data. Clicking 'Reject' will also mean it won’t be possible to proceed with the Secondary Suppliers and Materials.
Image: Primary Supplier Assessment Decision Default/Rules Dropdown
2. Secondary Supplier Assessment Decision: If the Manufacturing Sites and Other Supplier Entities workflow sections have been disabled in the Supplier Details above, the Secondary Supplier Assessment Decision cannot be enabled here. However, if the Manufacturing Sites and Other Supplier Entities workflow sections have been enabled in the Supplier Details above, the Secondary Supplier Assessment Decision must be either enabled or disabled here. The Secondary Supplier Assessment Decision workflow section allows you to make a decision on the Secondary Supplier Entities (Manufacturing Sites and Other Supplier Entities) entered in the Pre-Assessment Record. Once enabled, the Default/Rules must be completed. There is a dropdown of default decisions to make on the Secondary Supplier Entities, which will then auto-populate in the Pre-Assessment Record.
Select from the following options:
- None: If you do not wish to set a default decision, 'None' can be selected, and a decision can be made when completing the Determination of Action workflow stage in each individual Pre-Assessment Record.
- Portal: If you have not already invited the Secondary Supplier Entities to the Supplier Portal, you may want to give them access once the Pre-Assessment has been completed. Therefore, you can select the default option of Portal to provide them access to the next Assessment you might choose to send them.
- Pre-Assessment: If you wish to always send the Secondary Supplier Entities a Pre-Assessment Record of their own, select the default option of Pre-Assessment. If a Pre-Assessment Template is associated to the Supplier Category given to the Secondary Supplier Entities, then a Pre-Assessment Template will auto-populate within this field in the Pre-Assessment Record. However, this auto-populated Pre-Assessment Temple can be changed within the Pre-Assessment Record manually if needed.
- Full Assessment: If you wish to always send the Secondary Supplier Entities a Full Assessment Record of their own, select the default option of Full Assessment. If a Full Assessment Template is associated to the Supplier Category given to the Secondary Supplier Entities, then a Full Assessment Template will auto-populate within this field in the Pre-Assessment Record. However, this auto-populated Full Assessment Temple can be changed within the Pre-Assessment Record manually if needed.
- Reject: If you wish to always Reject the Secondary Supplier Entities, select the default option of Reject. This will result in the Secondary Supplier Entities not being progressed on with. If you decide to Reject, Secondary Supplier Entities detailed within the Pre-Assessment Record will not be added to Master Data.
Image: Secondary Supplier Assessment Decision Default/Rules Dropdown
3. Material Assessment Decision: If the Materials workflow section has been disabled in the Data Collection above, the Material Assessment Decision cannot be enabled here. However, if the Materials workflow sections have been enabled in the Data Collection above, the Material Assessment Decision must be either enabled or disabled here. The Material Assessment Decision workflow section allows you to make a decision on the Materials entered in the Pre-Assessment Record. Once enabled, the Default/Rules must be completed. There is a dropdown of default decisions to make on the Materials, which will then auto-populate in the Pre-Assessment Record.
Select from the following options:
- None: If you do not wish to set a default decision, 'None' can be selected, and a decision can be made when completing the Determination of Action workflow stage in each individual Pre-Assessment Record.
- Save to Master Data: If you wish to always save the Material to Master Data, select the option of Save to Master Data. This will result in the Material to be saved directly to Master Data and the relationship with the Suppliers are defined, e.g. Primary and Secondary Supplier's relationships with the Material.
- Full Assessment: If you wish to always send a Full Assessment for the Material, select the option of Full Assessment. If a Full Assessment Template is associated to the Material Category given to the Material, then a Full Assessment Template will auto-populate within this field in the Pre-Assessment Record. However, this auto-populated Full Assessment Temple can be changed within the Pre-Assessment Record manually if needed.
- Reject: The material will not be progressed on with and no relationships are to be defined. If you wish to always Reject the Material, select the default option of Reject. This will result in the Material not being progressed on with. If you decide to Reject, Material detailed within the Pre-Assessment Record will not be added to Master Data and the relationships between the Material and the Primary and Secondary Suppliers will not be created.
Image: Material Assessment Decision Default/Rules Dropdown
4. Report: If you would like to have an open text field for comments/notes, tick the 'Enable' button to add this workflow section to your Pre-Assessment Template. The Program/Model and Default/Rules are not applicable here.
Image: Completed Determination of Action
5. Save: Click the 'Save' button to save the newly added Pre-Assessment Template. This will place the Pre-Assessment Template within the Template tab of the Supply Chain Management module. If you wish to make changes to this newly saved Pre-Assessment Template, you will now have access to the 'Action>Edit' button. Click here to access the article on 'How to Edit a Pre-Assessment Template'.
6. Cancel: Click the 'Cancel' button to discard of the Pre-Assessment Template created. The Pre-Assessment Template will not be placed within the Template tab of the Supply Chain Management module.
Image: Saved Pre-Assessment Template in Template tab
Editing a Pre-Assessment Template
To edit a Template in Safefood 360°, navigate to the Supply Chain Management module via the 'Supplier Management>Supply Chain Management' button and click the Template tab where your Template needing editing is located. Within the Template tab, click on the name of the Template you wish to edit. The Template name will be in blue text, which indicates a link.
Note: If you want to simply update a building block, e.g. a Checklist, Doclist, Decision Tree, Control, etc, that is already selected in the Template, you do not need to edit the Template, you need to edit the building block itself. Changes to building blocks already selected in the Template will be automatically applied to the Template.
However, remember, changes to building blocks won't be seen in old or currently opened Pre-Assessment Records from Programs created from this Template. The changes will only show in newly created Pre-Assessment Records from Programs created from this Template.
Image: Navigating to Templates via 'Supplier Management>Supply Chain Management', Clicking the Templates Tab, Clicking Template Name
Within the Template page, click the 'Actions>Edit' button to access the Template page to edit the Template.
Image: 'Actions>Edit' Button
Once you have accessed the Template page under the 'Edit' function, you can make changes to any fields. To save the edits made, ensure to click the 'Save' button at the bottom of the Template page. You will be prompted with a 'Reason for Change' screen, where you will need to detail the reason why you have made a change to the Template page before confirming and saving the changes. Once you have confirmed the edits using the 'Confirm' button, the system will take you back to the Template Overview Page. Edits made to a Template will be recorded in the Audit Log. The Audit Log can be accessed via the 'Actions>Audit Log' buttons.
If you do not wish to make edits, click the 'Cancel' button to be brought out of the Template page.
Note: If you make changes, e.g. removing a building block or replacing a building block with a new one, these changes will not be automatically reflected within previously created Programs or Records from this Template.
See the list of changes below that will not be automatically reflected in previously created Programs or Records:
- Changing the Template Name
- Changing the Template Primary or Secondary Assessor
- Replacing a Building Blocks with a brand new one, e.g. a new Checklist, Doclist, Rating or Decision Tree.
- Disabling Workflows, e.g. Manufacturing Sites, Material, Checklist, Doclist, etc.
- Enabling New Workflows, e.g. Manufacturing Sites, Material, Checklist, Doclist, etc.
If you make any of the changes above, you will need to edit any Existing Program previously created from this Template, and make these changes within the Programs also, as there is no link between making the changes above between Templates and Existing Programs.
Image: Template Page Ready for Edits
Image: 'Reason for Change' Pop-Up Screen after 'Save' Button Clicked
Note: If you wish to discard the edits/changes made at this point, click the 'Cancel' button within the 'Reason for Change', and click the 'Cancel' button again within the Template page. The system will take you back to the Template Overview page.
Image: Detail Reason for Change and Click 'Confirm' Button
Image: Template Overview Page after Edits Saved
Image: Navigating to Audit Log Via 'Actions>Audit Log' Button
Image: Audit Log Recording Edits
