Add a Pre-Assessment Programme
Pre-Assessment Programmes can be created in two ways:
Option 1: Add Pre-Assessment Programme Using Templates
Add Pre-Assessment Programme Using Templates
If you have created Templates, you can add a Pre-Assessment Programme from the Supply Chain Management module by selecting the 'Add Assessment Program>Add Pre Assessment Programme' buttons. When you create Pre-Assessment Programmes this way you will require a Template as the Template contains all the building blocks for the Pre-Assessment Programme. Click here to access the article on Pre-Assessment Templates.
Benefits of generating Pre-Assessment Programmes this way include:
- Multiple Programmes can be created at once
- Suppliers can be automatically invited to the Supplier Portal
Image: Navigation to Supply Chain Management Module and Clicking 'Add Assessment Program>Add Pre Assessment Programme' Buttons
When you need to create a new Pre-Assessment Programmes for a Suppliers, navigate to the Supply Chain Management module via 'Supplier Management>Supply Chan Management' and click the ‘Add Assessment Program>Add Pre Assessment Programme’ buttons.
Tip: Remember, to generate Pre-Assessment Programmes this way you will need to ensure there is a Template created for you to select. Click here to access the article on Pre-Assessment Templates.
Image: Navigation to Supply Chain Management Module and Clicking 'Add Assessment Program>Add Pre Assessment Programme' Buttons
Once you have clicked the ‘Add Assessment Program>Add Pre Assessment Programme’ buttons, you will be brought to a blank Assessment Programme page, where you will complete the Pre-Assessment Programme Details. Building the Pre-Assessment Programmes using a Template has the benefit of allowing you to create up to 20 separate Supplier Pre-Assessment Programmes at once, as the Template contains all the building blocks needed, and the benefit of being able to invite the Suppliers Contacts to the Supplier Portal at the same time as creating the Pre-Assessment Programmes. You can also select the day that the Suppliers should be sent the Pre-Assessment Records from the Pre-Assessment Programmes using the 'Date'. After clicking the 'Save & Submit' button, the system will generate a Pre-Assessment Programme for each Supplier and place these Pre-Assessment Programmes within the 'Plan' tab of the Supply Chain Management module.
Image: Blank Assessment Programme Page
Note: Fields marked with the red asterisk (*) are mandatory to complete.
1. Pre-Assessment Programme Template: Select the Template you wish to use for the Pre-Assessment Programmes using the Template dropdown. When you select your Template, the Programme Name and Primary Programme Assessor will also appear in the fields below. If a Secondary Programme Assessor was selected in the Template, this information will also appear in the fields below.
Image: Template Dropdown
Image: Programme Name and Primary Programme Assessor Information Filled after Template Selected
2. Date: By default, the 'Date' field will populate with the date of the day you are creating the Pre-Assessment Programme. The Pre-Assessment Record will be generated from the Pre-Assessment Programme on this date when the 'Save and Submit' button has been pressed.
Warning: If we change the 'Date' using the calendar field, the Pre-Assessment Record will still be generated when we click the 'Save & Submit' button. Scheduling the Pre-Assessment Record to generate on a future date is not a function within the Pre-Assessment Programme. However, it is a function within the Full Assessment Programmes.
3. Programme Name*: The Pre-Assessment 'Programme Name' will populate with the name of the Template selected in the Pre-Assessment Programme Template field. However, this can be edited if required using the open text field. When the 'Save & Submit' button is clicked, and the system creates the Pre-Assessment Programme for each Supplier, the Pre-Assessment 'Programme Name' will also include the Supplier name, e.g. Pre Assessment :: SS01 :: Small Town Meats.
4. Supplier*: Select the Supplier(s) that should receive the Pre-Assessment Programme using the Supplier dropdown from Master Data. You can send the same Pre-Assessment Programme to up to 20 Suppliers at once, resulting in 20 Supplier Pre-Assessment Programmes being created, 20 Supplier Pre-Assessment Records being sent and if noted, 20 Supplier Portal invitations being sent. You can select multiple Suppliers at a time by using the tick box option or click the 'Add Line' button to add Suppliers individually. This is a mandatory field, at least one Supplier must be selected.
Image: Supplier Dropdown
Image: Ticking Multiple Suppliers and Clicking Select
Image: Suppliers Added to List
5. Primary Programme Assessor*: When the Template selected within the 'Pre Assessment Programme Template' field was built, a Primary Assessor was selected from the Employees in Master Data. This Employee's name will appear here automatically for each Supplier. However, the Primary Programme Assessor can be edited here if needed, using the Employees dropdown from Master Data. Remember that the Primary Assessor is one of your Employees who will assess the Pre-Assessment after the Supplier has completed the first two workflow stages in the portal.
Note: The Primary Programme Assessor will receive system set notifications when the Supplier Primary/Secondary Contact has clicked the 'Save & Return' button in the Data Collection workflow stage of the Pre-Assessment.
Image: Editing Primary Programme Assessor using Master Data Employees Dropdown
6. Secondary Programme Assessor: When the Template selected within the 'Pre Assessment Programme Template' field was built, if a Secondary Assessor was selected from the Employees in Master Data. This Employee's name will appear here automatically for each Supplier. However, the Secondary Programme Assessor can be edited here if needed, using the Employees dropdown from Master Data. If you do not wish to add a Secondary Programme Assessor, this field can be left blank. Remember the Secondary Assessor is one of your Employees who will assess the Pre-Assessment if the Primary Assessor is not available to do so.
Note: The Secondary Programme Assessor will receive system set notifications when the Supplier Primary/Secondary Contact has clicked the 'Save & Return' button in the Data Collection workflow stage of the Pre-Assessment.
Image: Editing Secondary Programme Assessor using Master Data Employees Dropdown
Note: If the Primary or Secondary Programme Assessor is changed while creating the Pre-Assessment Programmes, this change will only be seen within these Pre-Assessment Programmes, the change will not be reflected within the Pre-Assessment Template itself. If the Primary or Secondary Assessor is to be permanently changed for the Template, navigate to the Template and use the 'Actions>Edit' button to implement the permanent changes.
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
7. Primary Contact*: The Main Contact from the Supplier page in Master Data will automatically appear here. The Main Contact is the Contact in the first row of Contacts within the Supplier page. However, the Primary Contact can be changed using the Contact dropdown. Any Contacts listed for the Supplier will be noted in the contacts dropdown, this includes any Parent/Child Relationship Contacts.
Image: Supplier Contacts and Main Contact on First Row
Image: Editing Primary Contact using Master Data Supplier Contacts Dropdown, Example of Supplier Only Contacts
Image: Editing Primary Contact using Master Data Supplier Contacts Dropdown, Example of Supplier and Parent Supplier Contacts
Note: If you have no Supplier Contact added or need to add an additional Supplier Contact, you can click on any folder in the dropdown and the 'Add New' button will appear in blue. Once coloured in blue, the 'Add New' can be clicked. The 'Add New' button will bring you to the Supplier, selected in the Supplier field, Master Data page in a new browser tab. Within the Supplier page you can update the Contacts as needed.
If you have a Parent Supplier linked to a Child Supplier and wish to edit the Parent Contact, clicking the 'Add New' button as mentioned will only take you to the Child Supplier page in Master Data. If you wish to edit the Parent Supplier Contact you must manually navigate to the Parent Supplier page.
Image: Add New Button
Image: Add New Button Opens Supplier Page in Master Data
9. Portal: If the Primary Contact has already been invited to the Supplier Portal, the 'Portal' field will appear as 'Existing User' in green. If the Primary Contact has no Supplier Portal, the 'Portal' field will appear as 'Create Portal' in yellow. If you do not want the Supplier Contact to be invited to the Supplier Portal to complete the Pre-Assessment, within the 'Portal' field, use the dropdown to select 'No Portal'.
Image: Portal Options
Note: If the Supplier Contact does not have an Email Address completed in Master Data, by default it will say 'No Portal' and there will be no dropdown options to change it to 'Create Portal'. Access the Supplier page in Master Data to update the Supplier Contact Email Address if they are required to receive a Supplier Portal invitation.
Remember: If you do not send a Supplier Portal invitation to the Supplier Contact, you must complete the Pre-Assessment Record on behalf of the Supplier. Without access to the Supplier Portal, the Supplier Contact cannot complete the Pre-Assessment Record for you.
Warning: If you do not want to send Supplier Portal Invitations or Alerts to the Supplier Contacts, ensure to remove the Email Address from the Supplier Contact row. Even if you select 'No Portal' for the Supplier Contact, system set Notifications and Alerts built in the 'Utilities>Alerts' module, will fire to the Supplier Contact Email Address. If you would like to keep a record of the Supplier Contact Email Address, it can be added to the 'Notes' field of the Supplier page in Master Data. See here to access the article on Suppliers.
Image: Email Address within Notes, Therefore not linked to system Notifications or Alerts
10. Secondary Contact: The Secondary Contact is an optional field which can be left empty. The Secondary Contact field allows you to select a second Supplier Contact using the Contact dropdown. Any Contacts listed for the Supplier will be noted in the contacts dropdown, this includes any Parent/Child Relationship Contacts. This Secondary Contact can access and work on the Pre-Assessment Record if the Primary Contact is not available to do so.
Note: If the Secondary Contact takes over the responsibility of completing the Pre-Assessment using the 'Save & Return' button in the Data Collection stage, they will receive the system notifications instead of the Primary Contact.
Image: Editing Secondary Contact using Master Data Supplier Contacts Dropdown, Example of Supplier Only Contacts
Image: Editing Secondary Contact using Master Data Supplier Contacts Dropdown, Example of Supplier and Parent Supplier Contacts
Warning: The Primary Contact and Secondary Contact cannot be the same Supplier Contact. An error message will appear if you attempt to 'Save' with the same Supplier Contact in both Supplier Contact fields.
Image: Error Message for Same Supplier Contacts
Note: If you have no Supplier Contact added or need to add an additional Supplier Contact, you can click on any folder in the dropdown and the 'Add New' button will appear in blue. Once coloured in blue, the 'Add New' can be clicked. The 'Add New' button will bring you to the Supplier, selected in the Supplier field, Master Data page in a new browser tab. Within the Supplier page you can update the Contacts as needed.
If you have a Parent Supplier linked to a Child Supplier and wish to edit the Parent Contact, clicking the 'Add New' button as mentioned will only take you to the Child Supplier page in Master Data. If you wish to edit the Parent Supplier Contact you must manually navigate to the Parent Supplier page.
Image: Add New Button
Image: Add New Button Opens Supplier Page in Master Data
11. Portal: The Secondary Contact can also be invited to the Supplier Portal along with the Primary Contact. If the Secondary Contact has already been invited to the Supplier Portal, the 'Portal' field will appear as 'Existing User' in green. If the Secondary Contact has no Supplier Portal, the 'Portal' field will appear as 'Create Portal' in yellow. If you do not want the Supplier Contact to be invited to the Supplier Portal to complete the Pre-Assessment, within the 'Portal' field, use the dropdown to select 'No Portal'.
Note: If the Supplier Contact does not have an Email Address completed in Master Data, by default it will say 'No Portal' and there will be no dropdown options to change it to 'Create Portal'. Access the Supplier page in Master Data to update the Supplier Contact Email Address if they are required to receive a Supplier Portal invitation.
Warning: If you do not want to send any Supplier Portal Invitations or Alerts to the Supplier Contacts, ensure to remove the Email Address from the Supplier Contact row. Even if you select 'No Portal' for the Supplier Contact, system set Notifications and Alerts built in the 'Utilities>Alerts' module, will fire to the Supplier Contact Email Address. If you would like to keep a record of the Supplier Contact Email Address, it can be added to the 'Notes' field of the Supplier page in Master Data.
Image: Email Address within Notes, Therefore, not linked to system Notifications or Alerts
12. Role: By default, the system Supplier Portal Role will appear here. However, if you have built a customised Supplier Portal Role within the 'Settings>Users>Roles', you can select it here. The Supplier Portal Role will be applied to both the Primary Contact and the Secondary Contact.
Image: Supplier Roles Folders
13. X: To remove a line that has been added, click the 'X' button. The information within this line will be deleted.
14. Save: If you are not ready for the Pre-Assessment Programmes to be created, the Pre-Assessment Records to be generated and the Supplier Portal Invitations to be sent, click the 'Save' button to save the details to send out at a later time. You will find the Pre-Assessment Programme 'Pending' in the 'Plan' tab of the Supply Chain Management module. You can filter the Type column or search for the 'Pending Pre-Assessment Programme' Name to locate the details again and 'Save & Submit' the Pre-Assessment Programmes when needed.
Image: 'Pending Pre-Assessment Programme' Type in Plan Tab
Image: Click the 'Actions>Edit' Button to Enter the Pre-Assessment Programmes Again
Image: Once Inside Pre-Assessment Programmes, Click the 'Save & Submit' Button to Send
15. Save & Submit: When you are happy with the content of the Pre-Assessment Programmes, click the 'Save & Submit' button to create the Pre-Assessment Programmes, generate the Pre-Assessment Records and send the Supplier Portal Invitations if the Portal has been noted as 'Create Portal'.
Image: Pre-Assessment Programmes Created in Plan Tab with Naming Convention 'Pre-Assessment Template Name :: Supplier Name'
Image: Pre-Assessment Records Generated from the Pre-Assessment Programmes in Actions Tab
Option 2: Add Pre-Assessment Programme With No Templates
Add Pre-Assessment Programme Not Using Templates
If you are not using Templates, you can still create Pre-Assessment Programmes by navigating to the 'Contacts>Suppliers' in Master Data and clicking on the Supplier you want to create a Pre-Assessment Programme for. Within the Supplier page, click the 'Add Assessment Program>Pre-Assessment Programme' buttons. You will then need to complete the Pre-Assessment Programme for this Supplier by enabling the relevant workflows and selecting the relevant building blocks, e.g. Checklists, Doclist, Decision Trees, etc.
Image: Navigation to 'Master Data>Contacts' and Clicking on the name of the Supplier the Pre-Assessment Programme should be built
Image: On the Supplier Page, Click the 'Add Assessment Program>Add Pre Assessment Programme' Buttons
To add a Pre-Assessment Programme when you do not have Templates set up, navigate to the Suppliers via 'Master Data>Contacts' or navigate to the Supply Chain Management module via 'Supplier Management>Supply Chan Management' and click on the 'Suppliers' tab and select the Supplier you wish to create a Pre-Assessment Programme for.
Image: Navigation 'Master Data>Contacts' and 'Suppliers' Tab
Image: Navigation 'Supplier Management>Supply Chan Management' and 'Suppliers' Tab
After finding your Supplier and clicking into the Supplier page, click the 'Add Assessment Program>Add Pre Assessment Programme' button to generate a blank Pre-Assessment Programme.
Image: 'Add Assessment Program>Add Pre Assessment Programme' Button
Image: Blank Pre-Assessment Programme Details
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:
Completing Template Detail
Image: Blank Template Detail
1. Name: Using the open text field, enter the Name of the Pre-Assessment Programme you are creating.
Tip: Ensure to include the Supplier Name in Programme Name, this will help you distinguish which Programme is for which Supplier. When building Pre-Assessment Programmes using a Template, the system will automatically use the naming convention 'Template Name :: Supplier Name', however this does not happen when adding the Pre-Assessment Programme without a Template, it must be manually done.
Image: Programme Name Including Supplier Name
2. Supplier: This is the Supplier the Pre-Assessment Programme is being created for.
3. 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
4. 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
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
Image: Completed Template Detail
Completing Template Specification
Within the Programme 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 Programme 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 Programme Specification:
Supplier Details
Image: Blank Supplier Details
1. Supplier Type Determination: Tick the 'Enable' button to add this workflow section to your Pre-Assessment Programme. 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 Programme. 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 Programme. 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
Data Collection
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 Programme. 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 Programme. A Program/Model is required once enabled, using the Master Data dropdown, select the Checklist you wish to use within the Pre-Assessment Programme. 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 Programme. 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 Programme. A Program/Model is required once enabled, using the Master Data dropdown, select the Doclist you wish to use within the Pre-Assessment Programme. 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 Programme. The Program/Model and Default/Rules are not applicable here.
Image: Completed Data Collection
Nonconformance & Corrective Action
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 Programme. 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 Programme. The Program/Model and Default/Rules are not applicable here.
Image: Completed Nonconformance & Corrective Action
Determination of 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 Programme. This will place the Pre-Assessment Programme within the 'Plan' tab of the Supply Chain Management module. If you wish to make changes to this newly saved Pre-Assessment Programme, you will now have access to the 'Action>Edit' button.
6. Cancel: Click the 'Cancel' button to discard of the Pre-Assessment Programme created. The Pre-Assessment Programme will not be placed within the 'Plan' tab of the Supply Chain Management module.
Image: Saved Pre-Assessment Programme in Plan Tab
Remember: Adding a Pre-Assessment Programme without a Template won't have the same results when the 'Save ' button is clicked, as adding a Pre-Assessment Programme with a Template and clicking 'Save & Submit'.
Clicking the 'Save' button in this scenario will only create the Pre-Assessment Programmes. It does not automatically generate the Pre-Assessment Record or send the Supplier Portal Invitation. These two steps would need to be carried out manually after the Pre-Assessment Programme is created.
Editing a Pre-Assessment Programme
To edit a Programme in Safefood 360°, navigate to the Supply Chain Management module via the 'Supplier Management>Supply Chain Management' button and click the Plan tab where your Programme needing editing is located. Within the Plan tab, click on the name of the Programme you wish to edit. The Programme 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 Programme, you do not need to edit the Programme, you need to edit the building block itself. Changes to building blocks already selected in the Programme will be automatically applied to the Programme.
However, remember, changes to building blocks won't be seen in old or currently opened Pre-Assessment Records from Programmes created from this Programme. The changes will only show in newly created Pre-Assessment Records created from this Programme.
Image: Navigating to Templates via 'Supplier Management>Supply Chain Management', Clicking the Plan Tab, Clicking Programme Name
Within the Programme page, click the 'Actions>Edit' button to access the Programme page to edit the Programme.
Image: 'Actions>Edit' Button
Once you have accessed the Programme 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 Programme 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 Programme 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 Programme Overview Page. Edits made to a Programme 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 Programme 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 Records from this Programme.
See the list of changes below that will not be automatically reflected in previously created Records:
- Changing the Programme Name
- Changing the Programme 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, and you have any Open Records from this Programme that require these changes, you will need to delete the previously opened Record and send out a new Record from the updated Programme, as there is no link between making the changes above between Programme and previously Opened Records.
Remember: When sending out new Records, if Alerts have been created for Pre-Assessment Records, these Alerts will fire. Therefore your Supplier will receive an Alert for the new Record.
Image: Programme 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 Programme page. The system will take you back to the Programme Overview page.
Image: Detail Reason for Change and Click 'Confirm' Button
Image: Programme Overview Page after Edits Saved
Image: Navigating to Audit Log Via 'Actions>Audit Log' Button
Image: Audit Log Recording Edits
