Add a Pre-Assessment Record
Pre-Assessment Records can be raised in three ways:
The Pre-Assessment Record will be automatically generated when the Pre-Assessment Programmes are 'Save & Submitted'. The Pre-Assessment Record can be accessed from the 'Actions' tab of the supply Chain Management module.
Image: Navigation to Supply Chain Management, Clicking 'Add Assessment Program>Add Pre Assessment Programme' Buttons
Image: Completing the Assessment Programme Page
Image: Pre-Assessment Record Generated and Placed in Actions Tab
Image: Blank Pre-Assessment Record
To manually add a Pre-Assessment Record in the Supply Chain Management module, click the 'Add Record>Add Pre Assessment’ button. A pop up will appear on screen prompting you to select the Pre-Assessment Programme to create the Pre-Assessment Record from. Using the dropdown, or typing into the box, locate your preferred Pre-Assessment Programme and click 'Create'. Once created, the Pre-Assessment Record will not be placed into the 'Actions' tab until you have clicked either the 'Save' or 'Save and Submit' buttons.
Image: Navigating to Supply Chain Management, Clicking 'Add Record>Add Pre Assessment' Button
Image: Pre-Assessment Programme Pop-Up Screen
Image: Selecting the Pre-Assessment Programme to create the Pre-Assessment Record from
Image: Clicking the 'Create' Button to generate a New Pre-Assessment Record
Image: Blank Pre-Assessment Record
To manually add a Pre-Assessment Record in the Supplier Master Data page, click the 'Add Record>Add Pre Assessment’ button. A pop up will appear on screen prompting you to select the Pre-Assessment Programme to create the Pre-Assessment Record from. Using the dropdown, or typing into the box, locate your preferred Pre-Assessment Programme and click 'Create'. Once created, the Pre-Assessment Record will not be placed into the 'Actions' tab until you have clicked either the 'Save' or 'Save and Submit' buttons.
Image: Navigation 'Master Data>Contacts' and 'Suppliers' Tab
Image: 'Add Record>Add Pre Assessment' Button
Image: Pre-Assessment Programme Pop-Up Screen
Image: Selecting the Pre-Assessment Programme to create the Pre-Assessment Record from
Image: Clicking the 'Create' Button to generate a New Pre-Assessment Record
Image: Blank Pre-Assessment Record
Stages of the Pre-Assessment Record
After creating your Pre-Assessment Record, the Supplier Details workflow section will open. The Supplier Details workflow section must be completed and saved and submitted for the next workflow section to become accessible. The other workflow sections will remain greyed out until the 'Save & Submit' button has been clicked within the workflow section before it.
See below how to complete the four workflow stages of the Pre-Assessment Record:
In the Supplier Details workflow, the Supplier can complete/update all the details about themselves, e.g. Address, Contact Details, etc. The Supplier can also detail any Manufacturing Sites or Other Supplier Entities that are involved in their process. This information will allow the Assigned Assessor to review whether or not the Supplier Entities defined by the Supplier should be sent a Pre-Assessment Record or Full Assessment Record of their own, or decide not to progress with these Supplier Entities. Decisions are made in the final workflow section of the Pre-Assessment Record.
Image: Blank Pre-Assessment Record
1. Supplier: The Supplier's Name will appear here. The Supplier can update their name if necessary using the open text field.
2. Phone: The Supplier's Phone number will appear here if it has been added to Master Data previously. The Supplier can add/update their Phone if necessary using the open text field.
3. Fax: The Supplier's Fax number will appear here if it has been added to Master Data previously. The Supplier can add/update their Fax if necessary using the open text field.
4. Direct Dial: The Supplier's Direct Dial number will appear here if it has been added to Master Data previously. The Supplier can add/update their Direct Dial if necessary using the open text field.
5. Postal Address - Street Address: The Supplier's Street Address will appear here if it has been added to Master Data previously. The Supplier can add/update their Street Address if necessary using the open text field.
6. Postal Address - Town/City: The Supplier's Town/City will appear here if it has been added to Master Data previously. The Supplier can add/update their Town/City if necessary using the open text field.
7. Postal Address - State/Region: The Supplier's State/Region will appear here if it has been added to Master Data previously. The Supplier can add/update their State/Region if necessary using the open text field.
8. Postal Address - Post Code: The Supplier's Post Code will appear here if it has been added to Master Data previously. The Supplier can add/update their Post Code if necessary using the open text field.
9. Postal Address - Country: The Supplier's Country will appear here if it has been added to Master Data previously. The Supplier can add/update their Country if necessary using the dropdown field.
10. Physical Address 'Same as Postal Address': If the Supplier's Postal Address is the same as the Physical Address, click the 'Same as Postal Address' to automatically populate the information. If the Physical Address is different, use the fields to complete it.
Note: If Supplier Contacts have already been completed in the Supplier's page in Master Data, they will appear here in the list. In the Pre-Assessment Record, the Supplier can add or update the contact list.
Those Supplier Contacts who have been invited to the portal and become Users, the Supplier Contact they have been associated to cannot be deleted from the rows. However, the details of the Supplier Contact within the row can be edited. These changes will only affect the Supplier Contact in Master Data, not the User.
Remember it is important to ensure the Supplier Contact Name and Email match those of the User they are associated to. The Alerts created in the Alerts module will pull from the email address in the Supplier Contact details.
Image: Error when attempt is made to remove Supplier Contact associated with a User
11. Contact - Salutation: Using the dropdown, select the Supplier Contact Salutation, Mr, Mrs, Ms, Prof, Dr.
12. Contact - First Name: Using the open text field, enter the Supplier Contact First Name.
13. Contact - Last Name: Using the open text field, enter the Supplier Contact Last Name.
Note: If adding a Supplier Contact, the First and Last Name are mandatory. If you are not adding a Supplier Contact, it is not mandatory to fill out these fields.
14. Contact - Position: Using the open text field, enter the Supplier Contact Position.
15. Contact - Email Address: Using the open text field, enter the Supplier Contact Email Address using the correct email format '[email protected]'. You will be provided an error red box if you attempt to enter an email address with the incorrect format.
16. Contact - 24 Hour Contact: Using the open text field, enter the Supplier Contact 24 Hour Contact using the international code, starting with a ‘+’ (not ‘00’), followed by the country code. This format is important if you are planning to use the SMS Alert option for your Suppliers.
Note: If an Email Address or 24 Hour Contact have been added to a Supplier Contact and Alerts have been built within your site to include the option of email or SMS, the system will automatically pull the contact details from here, meaning that your Supplier will receive an Alert if an Email Address or 24 Hour Contact are present.
If you do not wish for a Supplier to receive Alerts, ensure to move the Email Address and 24 Hour Contact details into the 'Notes' open text field within the Supplier page. This allows you to keep the details without having the Alerts sent to your Supplier. You may have chosen to complete Assessments on behalf of your Supplier, and not use the Supplier Portal, therefore it is important to set up the Supplier Contacts correctly, to prevent confusing your Suppliers with Alerts they won't understand.
Note: The Primary Contact for the Supplier, responsible for completing Assessments in the Supplier Portal should be located at the top of the contact list, in the first row. The Secondary Contact, if applicable, should be entered in the second row.
17. X: Click the 'X' button to remove any of the lines previously added.
18. Add Line: Click the 'Add Line' button to add more Contacts.
Note: If a new Supplier Contact is added within the Pre-Assessment, this new Supplier Contact is not automatically invited to the Supplier Portal. An invitation must be sent out manually by the Primary/Secondary Assessor if required. See here to access the article on Inviting Users.
19. Notes: Any notes or comments can be completed here using the open text field.
20. Primary Supplier Decision Tree: The Supplier will answer the questions in the Decision Tree by selecting between the 'Yes' or 'No' options in the Answer column. The Decision Tree can be used for determining the 'Supplier Type', e.g. Agent, Broker, Manufacturer, etc, and 'Supplier Category', e.g. Raw Materials, Primary Packaging, etc, of the Supplier you are Pre-Assessing. See here to access the article on Decision Trees.
Image: Completing the Decision Tree
Image: Completing the Decision Tree
21. Result: The Decision Tree outcome will appear in the Result field automatically once the Decision Tree Answers have been entered.
Image: Decision Tree Result
22. Primary Supplier Category: The Supplier must select their Supplier Category using the dropdown list from Master Data, e.g. Packaging, Ingredient, etc.
Image: Supplier Category Dropdown
Remember: The Supplier Categories must be added to Master Data before the Pre-Assessment Record is sent, as the Supplier will not be able to complete the Pre-Assessment Record without this information.
When adding the Supplier Categories to Master Data, each Category can be connected to a Pre-Assessment Template and a Full Assessment Template. In the Determination of Action workflow stage, if the Supplier Categories selected for the Suppliers are connected with Templates, and a decision is made to send an Assessment from these Templates, then the connected Template will populate for the Supplier.
23. Primary Supplier Type: The Supplier must select their Supplier Type using the dropdown list from Master Data, e.g. Agent, Broker, Manufacturer, etc.
Image: Supplier Type Dropdown
Remember: The Supplier Types must be added to Master Data before the Pre-Assessment Record is sent, as the Supplier will not be able to complete the Pre-Assessment Record without this information.
Manufacturing Sites
24. Manufacturing Sites - Site Name: If applicable, the Primary Supplier can detail any Manufacturing Sites that are producing the Materials for them which will be supplied to you by the Primary Supplier.
25. Manufacturing Sites - Contact First Name: Using the open text field, enter the Supplier Contact First Name.
26. Manufacturing Sites - Contact Last Name: Using the open text field, enter the Supplier Contact Last Name.
Note: If adding a Manufacturing Site, the Contact First Name, Last Name and Email are mandatory. If you are not adding a Manufacturing Site, it is not mandatory to fill out these fields.
27. Manufacturing Sites - Position: Using the open text field, enter the Supplier Contact Position.
28. Manufacturing Sites - Email Address: Using the open text field, enter the Supplier Contact Email Address using the correct email format '[email protected]'. You will be provided an error red box if you attempt to enter an email address with the incorrect format.
29. Manufacturing Sites - Supplier Category: Using the dropdown list from Master Data, select the Supplier Category for the Manufacturing Site, e.g. Packaging, Ingredient, etc.
Image: Supplier Category Dropdown
30. Manufacturing Sites - Supplier Type: Using the dropdown list from Master Data, select the Supplier Type for the Manufacturing Site, e.g. Agent, Broker, Manufacturer, etc.
Image: Supplier Type Dropdown
31. X: Click the 'X' button to remove Manufacturing Sites.
32. Add Line: Additional Manufacturing Sites can be added by clicking the 'Add Line' button.
Other Supplier Entities
33. Other Supplier Entities - Entity Name: The Primary Supplier can detail any Other Supplier Entities here, e.g. they are receiving Materials from an Agent or Broker, or storing Materials at a Warehouse/Storage Entity, etc.
34. Other Supplier Entities - Contact First Name: Using the open text field, enter the Supplier Contact First Name.
35. Other Supplier Entities - Contact Last Name: Using the open text field, enter the Supplier Contact Last Name.
Note: If adding an Other Supplier Entity, the Contact First Name, Last Name and Email are mandatory. If you are not adding an Other Supplier Entity, it is not mandatory to fill out these fields.
36. Other Supplier Entities - Position: Using the open text field, enter the Supplier Contact Position.
37. Other Supplier Entities - Email Address: Using the open text field, enter the Supplier Contact Email Address using the correct email format '[email protected]'. You will be provided an error red box if you attempt to enter an email address with the incorrect format.
38. Other Supplier Entities - Supplier Category: Using the dropdown list from Master Data, select the Supplier Category for the Manufacturing Site, e.g. Packaging, Ingredient, etc.
39. Other Supplier Entities - Supplier Type: Using the dropdown list from Master Data, select the Supplier Type for the Manufacturing Site, e.g. Agent, Broker, Manufacturer, etc.
40. X: Click the 'X' button to remove Other Supplier Entities.
41. Add Line: Additional Other Supplier Entities can be added by clicking the 'Add Line' button.
42. Save: Click the 'Save' button to save the information you have added to this workflow section so far. This will save the information added, but not move onto to the next workflow section. If you forget to click the 'Save' button before moving away from the Pre-Assessment Record, you will lose all the information added. Ensure to click the 'Save' button to save your work. You can come back at a later stage to review and complete the workflow section.
43. Save & Submit: Click the 'Save & Submit' button when you have completed this workflow section and want to progress to the next workflow section. If you choose to 'Save & Submit', the workflow section will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.
44. Cancel: Click the 'Cancel' button if you wish to discard the changes made.
Image: Completed Supplier Details
The Supplier can give some brief details on the Materials they will provide to you and define, if applicable, who Manufactures the Materials and who Supplies the Materials. The Supplier will also need to attach the Material Specification for the Materials listed.
Note: Fields marked with the red asterisk (*) are mandatory to complete.
Image: Blank Data Collection
1. Material Name*: The Supplier can detail the Name's of the Materials that they will supply to you, using the open text field.
Remember: The details in this field when the 'Save & Submit' button is clicked will be the Material Name that will be saved in Master Data. Ensure to review this Material Name and ensure you are happy with the detail. You may want to add your internal Material Code/ID in the Material Name to help you search for it later.
2. Supplier Material Code*: The Supplier can detail their Material Code for the Material, using the open text field.
3. Material Category*: The Supplier can select a Material Category for the Material using the dropdown from Master Data.
Image: Material Category Dropdown
Remember: The Material Categories must be added to Master Data before the Pre-Assessment Record is sent, as the Supplier will not be able to complete the Pre-Assessment Record without this information.
When adding the Material Categories to Master Data, each Category can be connected to a Full Assessment Template. In the Determination of Action workflow stage, if the Material Categories selected for the Materials are connected with Templates, and a decision is made to send an Assessment from these Templates, then the connected Template will populate for the Material.
4. Manufacturing Site: If the Supplier has detailed any Manufacturing Sites within the Supplier Details workflow stage, these Manufacturers will now be available to select from within the Manufacturing Site dropdown list. This allows the Supplier to detail who is the Manufacture of the Material. Only one Manufacturer can be selected for a Material.
Image: Manufacturing Site Dropdown
5. Supplied By*: If the Supplier has detailed any Other Supplier Entities within the Supplier Details workflow stage, these Other Supplier Entities will now be available to select within the Supplier By dropdown list, along with the Primary Supplier.
Image: Supplied By Dropdown
6. '+' Icon: If there is more than one Supplier Entity supplying the Material, click the '+' icon to add another line to select the Other Supplier Entity. This line can be removed by clicking the '-' icon.
Image: Add Supplied By Line using '+' Icon
Image: Remove Supplied By Line using '-' Icon
7. Comments/Observation: The Supplier can add any comments about the Material using the open text field.
8. Specification*: The Supplier can attach the Material Specification by uploading an external file directly from their device. Once the 'Add File' button has been clicked, an ‘Add File’ pop-up will be displayed. Click the three dots to access the files on your device. Locate the file you wish to attach to the Material Specification and click 'Open'. Once your file is within the 'File' field, click the 'Upload' button to attach the file to the Material Specification. To view the file, click the name of the file which will be in blue text, a preview screen will appear. The file can be removed from the Material Specification at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal. However, remember a Material Specification is a mandatory field, therefore a file must be added.
Image: Specification 'Add File'
Image: 'Add File' Pop Up Screen and Three Dots to Access Files
Image: Selecting File from Device Folder, Click 'Open' to Select File
Image: Click 'Upload' to Upload File to Specification
Image: File Attached to Specification
9. Corrective Action: On reviewing the Data Collection workflow stage, if a Nonconformance is noted and requires a Supplier Corrective Action Record to be created, the Primary/Secondary Assessor can tick the Corrective Action box. These Nonconformances will be brought into the Nonconformance & Corrective Action workflow stage.
Warning: The 'Corrective Action' listed in the Checklist is a 'Supplier Corrective Action'. This means that the Corrective Action Records will be visible on the Supplier Portal, even if you assign the responsibility to an internal employee.
If you wish to create a Corrective Action for internal use only, use the option ‘Actions>Add Related Record>Corrective Action' button. In raising the Corrective Action this way, the Supplier will see the linked related record, however, will not have access to view it. The Supplier will be brought to an error page stating 'Unfortunately, you do not have permission to access the requested resource. Please contact your site administrator for further information. You may click back on your browser to return to the previous page.'
10. Decision: When the Primary/Secondary Assessor reviews the Material, there are two options for the Decision:
- Accept: If there are no issues with the Material, the Assessor will click the Decision field once to select the 'Accept' option.
- Return: If there are issues with the Material, the Assessor will click the Decision field twice to select the 'Return' option. By selecting the 'Return' option, the Record can be 'Saved & Returned' to the Supplier to indicate the issues they need to address. The 'Return' rows will be seen in orange.
Tip: The Decision field can be set to auto populate a Decision within the Pre-Assessment Template or Pre-Assessment Programme. This can save time for the Primary/Secondary Assessor reviewing the Pre-Assessment Record. See here to access the article on Pre-Assessment Templates and here to access the article on Pre-Assessment Programmes.
11. X: Click the 'X' button to remove Materials.
12. Add Line: Additional Materials can be added by clicking the 'Add Line' button.
Image: Completed Materials
The Checklist allows the Supplier/or Primary/Secondary Assessor completing the Pre-Assessment Record on behalf of the Supplier, to complete a short questionnaire that is required as part of the Pre-Assessment Record.
Image: Blank Checklist
13. No.: The 'No.' field displays the number of the Requirement. The 'No.' was defined in the Checklist.
Note: If a Requirement has been marked as Mandatory within the Checklist, a Red Asterisk (*) will be visible beside the 'No.' field. This means that the Supplier must provide a Response to this Requirement to 'Save & Submit' the Data Collection workflow stage. An error pop up screen will appear if the Pre-Assessment Record is attempted to be 'Save & Submitted' without the mandatory Requirements completed.
Image: Red Asterisk showing Mandatory Requirement
Image: Error for Mandatory Requirements Not Completed
14. Requirement: The Requirement can detail a heading, instructions or question that should be answered. The Requirement was defined in the Checklist.
15. Document Preview: If a Document was attached to a line of the Checklist, a Document Preview Icon will appear. The Document Preview Icon can be clicked, and the option to Preview or Download the Document will become available. If there was no Document attached to a line of the Checklist, then this field will be blank.
Note: A file with a size more than 10MB will not be visible on the 'Preview' screen. A file larger than 10MB will be downloaded to your device when the 'Preview' option is accessed.
Image: Document Preview Icon
Image: Document Preview and Download Options
16. Response: If the Requirement is noted as a 'Heading' in the Checklist, there will be no option for the Response field, as this field is only used to answer questions. The options in the Responses dropdown will depend on if the Responses have been built within the Checklist or a Rating, either way the options for the question response will be available here. The Supplier will click into each Response field opposite the question and select the correct Response for them, or the Response has been set to auto populate within the Checklist, the Supplier can click into the Response field to change the Response where needed.
Tip: The Response field can also be used to place instructions for the Supplier, e.g. 'Use Comments/Observations Box to Detail your Response'. In this case the Supplier may not need to click into the Response field at all, they will simply type into the Comments/Observations field to detail their Response. See here to access the article on Checklists.
Image: Response Dropdown without Scoring
Image: Response Dropdown with Scoring
17. Comments/Observations: The Supplier can use the Comments/Observations open text field to provide further details on their Responses to the questions if needed.
18. '+' Icon: The Primary/Secondary Assessor can use the '+' Icon to add another line to the Requirement. This additional line allows the Primary/Secondary Assessor to add another comment and raise another Corrective Action for the same Requirement. The Supplier does not see this field in their Supplier Portal.
Image: '+' Icon to Add Line
Image: Added Line
Image: '-' Icon to Remove Line
Image: '-' Icon Clicked and Added Line Removed
19. File: The Supplier can attach an external file directly from their device to the Checklist line using the 'Add File' field. The Supplier may want to provide evidence to back up their Requirement Response. Once the 'Add File' button has been clicked, an ‘Add File’ pop-up will be displayed. Click the three dots to access the files on your device. Locate the file you wish to attach to the Checklist line and click 'Open'. Once your file is within the 'File' field, click the 'Upload' button to attach the file to the 'File' field. To view the file, click the name of the file which will be in blue text, a preview screen will appear. The file can be removed from the 'File' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal. More than one file can be added within the Checklist, simply click the 'Add File' button again and follow the steps to add the file.
Warning: Files added to the Checklist will remain in the Pre-Assessment Record, they will not be moved into the Documents module.
Note: A file with a size more than 10MB will not be visible on the 'Preview' screen. A file larger than 10MB will be downloaded to your device when the 'Preview' option is accessed.
Image: 'Add File' Pop Up Screen and Three Dots to Access Files
Image: Selecting File from Device Folder, Click 'Open' to Select File
Image: Click 'Upload' to Upload File to Checklist
Image: File Attached to Checklist
20. Assessor Comments: The Primary/Secondary Assessor can use the 'Assessor Comments' open text field to ask questions or provide feedback on the Suppliers Responses to the questions if needed. This field is only editable by the Primary/Secondary Assessors.
21: '+' Icon: The Primary/Secondary Assessor can use the '+' Icon to add another line to the Requirement. This additional line allows the Primary/Secondary Assessor to add another comment and raise another Corrective Action for the same Requirement. The Supplier does not see this field in their Supplier Portal.
22. Corrective Action: On reviewing the Checklist, if a Nonconformance is noted and requires a Supplier Corrective Action Record to be created, the Primary/Secondary Assessor can tick the Corrective Action box. These Nonconformances will be brought into the Nonconformance & Corrective Action workflow stage.
Warning: The 'Corrective Action' listed in the Checklist is a 'Supplier Corrective Action'. This means that the Corrective Action Records will be visible on the Supplier Portal, even if you assign the responsibility to an internal employee.
If you wish to create a Corrective Action for internal use only, use the option ‘Actions>Add Related Record>Corrective Action' button. In raising the Corrective Action this way, the Supplier will see the linked related record, however, will not have access to view it. The Supplier will be brought to an error page stating 'Unfortunately, you do not have permission to access the requested resource. Please contact your site administrator for further information. You may click back on your browser to return to the previous page.'
23. Decision: When the Primary/Secondary Assessor reviews the Checklist, there are two options for the Decision:
- Accept: If there are no issues with the Checklist row, the Assessor will click the Decision field once to select the 'Accept' option.
- Return: If there are issues with the Checklist row, the Assessor will click the Decision field twice to select the 'Return' option. By selecting the 'Return' option, the Record can be 'Saved & Returned' to the Supplier to indicate the issues they need to address. The 'Return' rows will be seen in orange.
Tip: The Decision field can be set to auto populate a Decision within the Pre-Assessment Template or Pre-Assessment Programme. This can save time for the Primary/Secondary Assessor reviewing the Pre-Assessment Record. See here to access the article on Pre-Assessment Templates and here to access the article on Pre-Assessment Programmes.
Image: 'Returned' Checklist Row
The Doclist allows the Supplier/or Primary/Secondary Assessor completing the Pre-Assessment Record on behalf of the Supplier, to attach some initial documentation that is required as part of the Pre-Assessment Record.
Image: Blank Doclist
22. No.: The 'No.' field displays the number of the Requirement. The 'No.' was defined in the Doclist.
Note: If a Document has been marked as Mandatory within the Doclist, a Red Asterisk (*) will be visible beside the 'No.' field. This means that the Supplier must attach this Document to 'Save & Submit' the Data Collection workflow stage. An error pop up screen will appear if the Pre-Assessment Record is attempted to be 'Save & Submitted' without the mandatory Documents completed.
Image: Red Asterisk showing Mandatory Requirement
Image: Error for Mandatory Requirements Not Completed
23. Requirement: The Requirement can detail a heading, instructions or Document that should be attached. The Requirement was defined in the Doclist.
Note: When the Document is saved to the Document module, the 'No.' and Text behind the ':' in the 'Requirement' will be included in the Document naming convention, along with the Supplier Name. See here to access the article on creating a Doclist.
24. Document Preview: If a Document was attached to a line of the Doclist, a Document Preview Icon will appear. The Document Preview Icon can be clicked, and the option to Preview or Download the Document will become available. If there was no Document attached to a line of the Doclist, then this field will be blank. you may have used this function to ask your Supplier to download a Document, sign it and attach it back within the Doclist, e.g. a Supplier Agreement.
Note: A file with a size more than 10MB will not be visible on the 'Preview' screen. A file larger than 10MB will be downloaded to your device when the 'Preview' option is accessed.
Image: Document Preview Icon
Image: Document Preview and Download Options
25. Next Review Date: If the Document being attached has an expiration date, a 'Next Review Date' for the Document can be set by using the calendar field. If the Document being attached does not have an expiration date, the 'Next Review Date' can be left empty. 10 Days before the Review Date arrives, an automatic Document Review Record will generate and be placed in the 'Actions' tab of the Management Review module, and the Supplier Portal. The Supplier Contact linked to the Document will receive a system notification that the Document will soon expire and an updated version must be uploaded. The 10 Days Action Notice is a built in system notification.
Note: If the Supplier has not set the 'Next Review Date' for the Document, the Primary/Secondary Assessor can entered this information if the expiration date is noted within the Document. However, if the Primary/Secondary Assessor would like the Supplier to complete this missing information, the Primary/Secondary Assessor can 'Return' the Requirement and note in the Assessor Comments that they would like the Supplier to complete this information.
26. Comments/Observations: The Supplier can use the Comments/Observations open text field to provide further details on their Documents if needed.
27. File: The Supplier can attach an external file directly from their device to the Doclist line using the 'File' field. Once the 'Add File' button has been clicked, an ‘Add File’ pop-up will be displayed. Click the three dots to access the files on your device. Locate the file you wish to attach to the Doclist and click 'Open'. Once your file is within the 'File' field, click the 'Upload' button to attach the file to the 'File' field. To view the file, click the name of the file which will be in blue text, a preview screen will appear. The file can be removed from the 'File' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal.
Remember: Only one file can be added to each Doclist line. Ensure you have provided the correct amount of Doclist lines for the Supplier to successfully upload all required documentation. See here to access the article on creating a Doclist.
Image: 'Add File' Pop Up Screen and Three Dots to Access Files
Image: Selecting File from Device Folder, Click 'Open' to Select File
Image: Click 'Upload' to Upload File to Checklist
Image: File Attached to Checklist
Note: It will take up to 30 seconds before you can preview the Document added to the Doclist. This is due to the system scanning the Document for potential viruses.
Image: Virus Scanning Warning
Note: A file with a size more than 10MB will not be visible on the 'Preview' screen. A file larger than 10MB will be downloaded to your device when the 'Preview' option is accessed.
28. Assessor Comments: The Primary/Secondary Assessor can use the 'Assessor Comments' open text field to ask questions or provide feedback on the Suppliers Documents if needed. This field is only editable by the Primary/Secondary Assessors.
29. Corrective Action: On reviewing the Doclist, if a Nonconformance is noted and requires a Supplier Corrective Action Record to be created, the Primary/Secondary Assessor can tick the Corrective Action box. These Nonconformances will be brought into the Nonconformance & Corrective Action workflow stage.
Warning: The 'Corrective Action' listed in the Checklist is a 'Supplier Corrective Action'. This means that the Corrective Action Records will be visible on the Supplier Portal, even if you assign the responsibility to an internal employee.
If you wish to create a Corrective Action for internal use only, use the option ‘Actions>Add Related Record>Corrective Action' button. In raising the Corrective Action this way, the Supplier will see the linked related record, however, will not have access to view it. The Supplier will be brought to an error page stating 'Unfortunately, you do not have permission to access the requested resource. Please contact your site administrator for further information. You may click back on your browser to return to the previous page.'
30. Decision: When the Primary/Secondary Assessor reviews the Doclist, there are two options for the Decision:
- Accept: If there are no issues with the Doclist row, the Assessor will click the Decision field once to select the 'Accept' option.
- Return: If there are issues with the Doclist row, the Assessor will click the Decision field twice to select the 'Return' option. By selecting the 'Return' option, the Record can be 'Saved & Returned' to the Supplier to indicate the issues they need to address. The 'Return' rows will be seen in orange. The Document will not be removed when 'Returned' to the Supplier, the Supplier must use the 'X' button to remove the previously added Document and upload a new file.
Tip: The Decision field can be set to auto populate a Decision within the Pre-Assessment Template or Pre-Assessment Programme. This can save time for the Assigned Assessor reviewing the Pre-Assessment Record. See here to access the article on Pre-Assessment Templates and here to access the article on Pre-Assessment Programmes.
Image: 'Returned' Doclist Row
Report
31. Report: The Supplier or the Primary/Secondary Assessor can use the open text 'Report' field to detail any overall or additional comments.
30. Save & Return: When reviewing the Pre-Assessment Record, if the Primary/Secondary Assessor has noted 'Return' for any lines within the Material, Checklist or Doclist, the Primary/Secondary Assessor will click the 'Save & Return' button to return these lines back to Supplier. The Supplier Contact who returned the Pre-Assessment Record previously, e.g. Primary Contact or Secondary Contact, is automatically notified that the Primary/Secondary Assessor has sent back the Pre-Assessment Record and they are required to review and update where needed. When the Supplier Contact completes the fields noted as 'Return', they will send the Pre-Assessment Record back using the 'Save & Return' button. The Assessors, Primary Assessor and Secondary Assessor, will both automatically be notified that the Supplier has returned the lines for their review.
Data Collection Workflow Stage System Notifications:
1. When the Supplier has clicked the 'Save & Return' button in the Supplier Portal, an automatic system email notification will be sent to the Primary Assessor and Secondary Assessor to notify them the Supplier has completed and returned the Pre-Assessment Record.
2. When the Assessor, Primary or Secondary, has reviewed the Suppliers completed Data Collection, if the Primary/Secondary Assessor notes any lines to 'Return' and clicks the 'Save & Return' button, an automatic email notification will be sent to the Supplier Contact who completed the Data Collection workflow stage, Primary Contact or Secondary Contact, notifying them their Customer has returned their Pre-Assessment Record, i.e. if the Supplier Primary Contact completed and returned the Data Collection workflow stage, then they will receive the notification or, if it was the Supplier Secondary Contact who originally returned the Data Collection workflow stage, then they will receive the return notification.
Image: System Automatic Notifications when Data Collection Workflow Stage 'Saved & Returned'
31. Save: Click the 'Save' button to simply save any changes made in the Data Collection workflow stage, leaving this workflow stage open.
32. Save & Submit: The Primary/Secondary Assessor will click the 'Save & Submit' button when they no longer need further information from the Supplier. Once the 'Save & Submit' button is clicked by the Primary/Secondary Assessor, the Supplier can no longer edit the Pre-Assessment Record. The Pre-Assessment Record will move to the next workflow stage.
Note: If there are any lines with the 'Decision' noted as ‘Return’, the Pre-Assessment Record cannot be moved to the next workflow stage. The Primary/Secondary Assessor must note all lines as 'Accept' to 'Save & Submit' the Pre-Assessment Record.
Document Approval:
Documents attached in the Doclist may require individual approval from an Approver or multiple Approvers if this has been setup in the Supplier's page in Master Data. When the Data Collection stage of the Pre-Assessment Record is 'Saved &Submitted' by the Primary/Secondary Assessor, the Documents attached in the Doclist will then require approval by the Approvers. An email notification will be sent to the Approvers for each Document and an action will appear in the Documents module 'Actions' tab for each Document pending approval. See here to access the article on Approving Documents attached in a Doclist.
Image: System Automatic Notifications when Data Collection Workflow Stage 'Saved & Sumbitted' and Document Approval Set Up
33. Cancel: Click the 'Cancel' button discard of the information added and move back to the Supply Chain Management module.
Image: Completed Data Collection
If no Corrective Action box was ticked within the Data Collection workflow stage, the Nonconformance & Corrective Actions details will say 'No Corrective Actions'.
Image: No Corrective Actions Raised within Data Collection Workflow Stage
If a Corrective Action box was ticked within the Data Collection workflow stage, the Nonconformance & Corrective Action details can be completed here by the Assigned Assessor. Once the Assigned Assessor has clicked the 'Save & Submit' button the Supplier Corrective Action Record will be generated.
Image: Corrective Action Raised within Data Collection Workflow Stage
1. No.: The 'No.' from the Data Collection Requirement/Document line from which the Corrective Action box was ticked, will automatically populate here.
2. Requirement: The 'Requirement' from the Data Collection Requirement/Document line from which the Corrective Action box was ticked, will automatically populate here.
3. Comments/Observations*: The 'Comments/Observations' from the Data Collection Requirement/Document line from which the Corrective Action box was ticked, will automatically populate here. If the 'Comments/Observations' were not completed in the Data Collection workflow stage, they must be added now within this workflow stage as this field is now mandatory.
4. Nonconformance Category: The Nonconformance Category can be selected using the Master Data dropdown, which includes both System Nonconformances (Minor, Major, Critical, Recommendation) and My Nonconformances folders. When raising a Supplier Corrective Action from within a Pre-Assessment Record, the Risk from the Nonconformance Category selected will be populated in the Risk Model in the Supplier Corrective Action Record, therefore the Supplier Corrective Action Record Risk will be completed when the Supplier Corrective Action Record is opened.
Image: Nonconformance Dropdown
2. Responsible: The individual 'Responsible' to complete Supplier Corrective Action Response workflow stage should be selected using the Master Data dropdown. If the Supplier Contact has access to their Supplier Portal, the Supplier Contact should be selected here. The Supplier can then complete the Supplier Corrective Action Response workflow stage. If the Supplier Contact does not have access to the Supplier Portal and you do not wish to provide the Supplier with Supplier Portal access, the 'Responsible' can be selected as an internal Employee.
Image: Responsible Dropdown
Note: The Supplier folder will contain all Suppliers from Master Data, not just the Supplier the Pre-Assessment Record has been sent to. Therefore you will need to search using the folders or search bar for the correct Supplier Contact.
3. Due Date*: The 'Due Date' that the Supplier Corrective Action Record is to be completed by should be noted using the calendar field.
4. Report: The Primary/Secondary Assessor can detail any further comments in the open data 'Report' field.
5. Save: Click the 'Save' button to simply save any changes made in the Nonconformance & Corrective Action workflow stage, leaving this workflow stage open.
6. Save & Submit: The Primary/Secondary Assessor will click the 'Save & Submit' button when they have completed the Nonconformance & Corrective Action details. Once the 'Save & Submit' button is clicked a Supplier Corrective Action Record will be generated and linked to the top if the Pre-Assessment Record. The Pre-Assessment Record will also move to the next workflow stage.
7. Cancel: Click the 'Cancel' button discard of the information added and move back to the Supply Chain Management module.
Image: Completed Nonconformance & Corrective Action
Image: Blank Determination of Action
In this section, you can make a Decision on the Primary Supplier. If a Default Decision was set in the Pre-Assessment Template, a Decision may already be ticked.
Within the 'Decisions', you can choose to invite the Primary Supplier to the Supplier Portal, send a Pre-Assessment Record, send a Full Assessment Record, or simply 'Stop' and not proceed with the Primary Supplier. When a Decision to send a Pre-Assessment Record or Full Assessment Record is made, a Template and Assigned Assessor should be selected. If you decide to stop with the Primary Supplier, their Documents, Materials and Supplier Entities will not be added to Master Data. You will also not be able to proceed with the Supplier Entities or Material Decisions. All information gathered will simply stay within the Pre-Assessment Record.
If you do progress with the Primary Supplier, the Documents collected in the Data Collection workflow stage are saved in the Supplier folder the Documents module. The system will automatically create a folder for the Supplier, which is named after the Supplier name in Master Data.
If you do not require any further Assessments for the Primary Supplier, but would like to progress with other Supplier Entities, you do not need to select any Decision for the Primary Supplier. Unless the Primary Supplier has not been invited to Supplier Portal to complete this Pre-Assessment Record and will need access to the Supplier Portal to complete the Assessments on behalf of the other Supplier Entities, then you will select the Portal Decision. A Supplier Portal invitation will be sent out to the Supplier Contact when the 'Save & Submit' button has been clicked.
Image: Blank Primary Supplier Assessment Decision
1. Supplier: The name of the Primary Supplier you are conducting the Pre-Assessment Record for will appear here.
2. '+' Icon: The '+' Icon can be used to add an additional line to the Primary Supplier Decision, as only one Assessment Decision can be ticked on each line. You may wish to send multiple Assessments to the Primary Supplier, and this can be done by adding a new line and selecting the next Assessment Template.
Image: Additional Line added from '+' Plus Icon
3. Assessor Notes: The Primary/Secondary Assessor can use the 'Assessors Notes' open text field to detail any further comments on the 'Decisions'.
4. Portal: If the Primary Supplier was already invited to the Supplier Portal to complete the Pre-Assessment Record, the 'Portal' box will already be ticked. If the Primary Supplier has not been invited yet and you would like to invite them, simply tick the 'Portal' box. When the Pre-Assessment Record is 'Saved & Submitted', a Supplier Portal invitation will be sent to the Supplier Contact noted in the first line of the Supplier Details workflow stage.
5. Pre-Assessment: If you would like to send another Pre-Assessment Record to the Primary Supplier, the 'Pre Assessment' box should be ticked. You must then select a Pre-Assessment Template and Assigned Assessor (Primary Assessor). If the 'Supplier Category' field in the Supplier Details workflow stage was completed, and the Supplier Category selected has a Pre-Assessment Template connected with it, the Pre-Assessment Template will populate automatically, along with the Assigned Assessor (Primary Assessor) selected within the Pre-Assessment Template. When the Pre-Assessment Record is 'Saved & Submitted', a Pre-Assessment Programme will be created, placed into the 'Plan' tab of the Supply Chain Management module, and a Pre-Assessment Record generated for the Supplier from the Pre-Assessment Programme. The Pre-Assessment Record will be placed in the 'Actions' tab of the Supply Chain Management module.
Image: Pre-Assessment Option Ticked with completed details
6. Full Assessment: If you would like to send a Full Assessment Record to the Primary Supplier, the 'Full Assessment' box should be ticked. You must then select a Full Assessment Template and Assigned Assessor. If the 'Supplier Category' field in the Supplier Details workflow stage was completed, and the Supplier Category selected has a Full Assessment Template connected with it, the Full Assessment Template will populate automatically, along with the Assigned Assessor (Primary Assessor) selected within the Full Assessment Template. When the Pre-Assessment Record is 'Saved & Submitted', a Full Assessment Programme will be created, placed into the 'Plan' tab of the Supply Chain Management module, and a Full Assessment Record generated for the Supplier from the Full Assessment Programme. The Full Assessment Record will be placed in the 'Actions' tab of the Supply Chain Management module.
Image: Full Assessment Option Ticked with completed details
7. Stop: If you would not like to progress with the Primary Supplier, the 'Stop' box should be ticked. The Primary Supplier's Documents, Materials and Supplier Entities will not be added to Master Data. You will also not be able to proceed with the Supplier Entities or Material Decisions. All information gathered will simply stay within the Pre-Assessment Record.
Image: Stop Option Ticked
8. Assessment Template: If the Pre-Assessment or Full Assessment boxes have been ticked, the Template for the Assessment must be selected. If the 'Supplier Category' field in the Supplier Details workflow stage was completed, and the Supplier Category selected has a Pre-Assessment or Full Assessment Template connected with it, the Template will populate automatically along with the Assigned Assessor (Primary Assessor) selected within the Template.
Image: Pre-Assessment Template Dropdown
Image: Full Assessment Dropdown
9. Assigned Assessor: The Employee responsible for assessing the Pre-Assessment or Full Assessment Record that will generate from the Decision can be selected using the Master Data dropdown. If the 'Supplier Category' field in the Supplier Details workflow stage was completed, and the Supplier Category selected has a Pre-Assessment or Full Assessment Template connected with it, the Assigned Assessor (Primary Assessor) selected within the Pre-Assessment or Full Assessment Template will populate here automatically. However, the Assigned Assessor (Primary Assessor) can be changed using the Master Data dropdown.
Image: Assigned Assessor Dropdown
Any Manufacturers or Other Supplier Entities added in the Supplier Details workflow stage will be brought down to the Secondary Supplier Assessment Decision section where a Decision can be made on these Supplier Entities. By default, the 'Status' of the Supplier Entities will be 'New'. If you know that the Supplier Entity is already in your Master Data from a previous Assessment, you will be able to click the Supplier Entity name, access the Master Data dropdown and select the already existing Supplier from your Master Data. This will stop any duplication happening.
Within the 'Decisions', you can choose to invite Supplier Entities to the Supplier Portal, send a Pre-Assessment Record, send a Full Assessment Record, or simply 'Stop' and not proceed with the Supplier Entity. When a Decision to send a Pre-Assessment Record or Full Assessment Record is made, a Template and Assigned Assessor should be selected. If you decide to stop with the Secondary Supplier Entities, they will not be added to Master Data. If you decide to progress with the Secondary Supplier Entities, they will be added to Master Data and connected to the Primary Supplier as their child.
Image: Blank Secondary Supplier Assessment Decision
10. Other Supplier Entity: Any Manufacturer or Other Supplier Entities added in the Supplier Details workflow stage appear here. If this Supplier Entity is already in your Master Data, click on the name of the Supplier Entity, and using the Master Data dropdown, search for the already existing Supplier. If the already existing Supplier name is exactly the same as the Supplier Entity in the Pre-Assessment Record, the Supplier will pop up automatically when the dropdown is accessed. However, if there is any different in spelling, you may need to use the search bar, or folders to locate the already existing Supplier Entity. Ensuring the Supplier Entity is not already in your Master Data is important to avoid duplication of the same Supplier Entity.
Note: If you choose an existing Supplier and progress on with the entity, the existing Supplier will be connected with the Primary Supplier.
Image: Suppliers Dropdown to Select Existing Supplier, when Supplier Name matches it populates automatically
Image: Suppliers Dropdown to Select Existing Supplier, when Supplier Name doesnt not match nothing populates
Image: Finding Existing Supplier using Folders when Supplier Name doesnt match
11. '+' Icon: The '+' Icon can be used to add an additional line to the Supplier Entity Decision, as only one Assessment Decision can be ticked on each line. You may wish to send multiple Assessments to the Supplier Entity, and this can be done by adding a new line and selecting the next Assessment Template.
Image: Additional Line added from '+' Plus Icon
12. Status: The 'Status' of the Supplier Entities will populate as 'New' by default. However, the status may change to the following options when the Decision workflow stage is 'Saved & Submitted':
- 'Created' [Blue Text]: Supplier Entities that have been marked as 'Pre-Assessment' or 'Full Assessment' and saved to Master Data as a brand New Supplier.
- 'Existing' [Blue Text]: Supplier Entities that have been marked as 'Pre-Assessment' or 'Full Assessment' and selected from the Existing Suppliers in Master Data.
- 'New' [Black Text]: Supplier Entities that have been marked as 'Stop' and not saved to Master Data.
Image: New Status Updating to Existing Status when Existing Supplier Selected
Image: New Status Changing after 'Save & Submit'
13. Assessor Notes: The Primary/Secondary Assessor can use the 'Assessors Notes' open text field to detail any further comments on the 'Decisions'.
14. Portal: If the Secondary Supplier will need access to a Supplier Portal, the 'Portal' box should be ticked. When the Pre-Assessment Record is 'Saved & Submitted', a Supplier Portal invitation will be sent to the Supplier Contact noted in the Manufacturing Site or Other Supplier Entities in the Suppler Details workflow stage.
Image: Manufacturing Site or Other Supplier Entities in the Suppler Details workflow stage
15. Pre-Assessment: If you would like to send a Pre-Assessment Record to the Secondary Supplier Entity, the 'Pre Assessment' box should be ticked. You must then select a Pre-Assessment Template and Assigned Assessor (Primary Assessor). If the 'Supplier Category' field in the Supplier Details workflow stage was completed, and the Supplier Category selected has a Pre-Assessment Template connected with it, the Pre-Assessment Template will populate automatically, along with the Assigned Assessor (Primary Assessor) selected within the Pre-Assessment Template. When the Pre-Assessment Record is 'Saved & Submitted', a Pre-Assessment Programme will be created, placed into the 'Plan' tab of the Supply Chain Management module, and a Pre-Assessment Record generated for the Supplier from the Pre-Assessment Programme. The Pre-Assessment Record will be placed in the 'Actions' tab of the Supply Chain Management module.
Image: Pre-Assessment Option Ticked
16. Full Assessment: If you would like to send a Full Assessment Record to the Secondary Supplier Entity, the 'Full Assessment' box should be ticked. You must then select a Full Assessment Template and Assigned Assessor. If the 'Supplier Category' field in the Supplier Details workflow stage was completed, and the Supplier Category selected has a Full Assessment Template connected with it, the Full Assessment Template will populate automatically, along with the Assigned Assessor selected within the Full Assessment Template. When the Pre-Assessment Record is 'Saved & Submitted', a Full Assessment Programme will be created, placed into the 'Plan' tab of the Supply Chain Management module, and a Full Assessment Record generated for the Supplier from the Full Assessment Programme. The Full Assessment Record will be placed in the 'Actions' tab of the Supply Chain Management module.
Image: Full Assessment Option Ticked
17. Stop: If you would not like to progress with the Secondary Supplier Entity, the 'Stop' box should be ticked. This will result in the Supplier Entity details not being added to the Master Data, the Supplier Entity will not be linked with the Primary Supplier or any Materials and the details of this supplier Entity will simply stay within the Pre-Assessment Record.
Image: Stop Option Ticked
Warning: If you select 'Save to Master Data' for a Material that has been connected with a Secondary Entity, but have selected 'Stop' for the Secondary Entity, the Secondary Entity will still be created due to the 'Save to Master Data' action for the Material. This is due to the system creating the relationships noted in the Material Data Collection stage. In this situation, no folder is created in the Documents module for this Supplier.
18. Assessment Template: If the Pre-Assessment or Full Assessment boxes have been ticked, the Template for the Assessment must be selected. If the 'Supplier Category' completed in the Supplier Details workflow stage has a Pre-Assessment or Full Assessment Template connected with it, the Template will populate automatically along with the Assigned Assessor selected within the Template.
Image: Assessment Template Dropdown for Pre-Assessments
Image: Assessment Template Dropdown for Full Assessments
19. Assigned Assessor: The Employee responsible for assessing the Pre-Assessment or Full Assessment Record that will generate from the Decision can be selected using the Master Data dropdown. If the 'Supplier Category' field in the Supplier Details workflow stage was completed, and the Supplier Category selected has a Pre-Assessment or Full Assessment Template connected with it, the Assigned Assessor (Primary Assessor) selected within the Pre-Assessment or Full Assessment Template will populate here automatically. However, the Assigned Assessor (Primary Assessor) can be changed using the Master Data dropdown.
Image: Assigned Assessor (Primary Assessor) Dropdown
20. Assigned Supplier Entity: The Supplier Entity responsible for completing the Assessment that will generate from the Decision can be selected using the dropdown of the Supplier Entity itself or the Primary Supplier (Parent) who completed the Pre-Assessment. If you replace a Secondary Supplier Entity with an existing Supplier (from your Master Data), when you are selecting the Assigned Supplier Entity, you will also be able to see any other Parent Supplier connected with the existing Supplier Entity selected which you may want to send the Assessment to.
Image: Assigned Supplier Entity
Note: If the Supplier Entity is new and is being added into Master Data for the first time, it will be placed into the main folder called 'Suppliers'. If you wish to add this Supplier to a specific folder you have created, this must be done manually by editing the Supplier in Master Data and selecting the correct folder.
Any Materials added in the Data Collection workflow section will be brought down to the Material Assessment Decision section where a Decision can be made on these Materials. By default, the 'Status' of the Material will be 'New'. If you know that the Material is already in your Master Data from a previous Assessment, you will be able to click the Material name, access the Master Data dropdown and select the already existing Material from your Master Data. This will stop duplication happening.
Within the 'Decisions', you can choose to send a Full Assessment Record, Save to Master Data or simply 'Stop' and not proceed with the Material. When a Decision to send a Full Assessment Record is made, a Template and Assigned Assessor should be selected. If you do not wish to send an Assessment but save the Material to Master Data, simply tick the 'Save to Master Data' box. If you decide to stop with the Material, it will not be added to Master Data. The Material details will remain in the Pre-Assessment Record. If you decide to progress with Material, it will be added to Master Data, the Specification Document will be added to the Document module and it will be connected to the Supplier's noted in the 'Manufacturing Site' and 'Supplied By' fields.
Image: Blank Material Decision
20. Material Name: Any Materials added in the Data Collection workflow stage will appear here. If this Material is already in your Master Data, click on the name of the Material, and using the Master Data dropdown, search for the already existing Material. If the already existing Material name is exactly the same as the Material in the Pre-Assessment Record, the Material will pop up automatically when the dropdown is accessed. However if there is any different in spelling, you may need to use the search bar, or folders to locate the already existing Material. Ensuring the Material is not already in your Master Data is important to avoid duplication of the same Material. If a new Material is saved to Master Data or progressed on with by the generation of a Full Assessment, the new Material will be connected with the Suppliers noted in the 'Manufacturing Site' and 'Supplied By' fields of the Data Collection workflow stage section.
Image: Materials Dropdown to Select Existing Material, when Material Name matches, it populates automatically
Image: Materials Dropdown to Select Existing Material when Material Name does not match, nothing populates
Image: Finding Existing Material using Folders when Material Name does not match
Note: If an existing Material is selected in place of a new Material, in order for the Supplier and Material relationship to be connected in Master Data, you must progress with the Material by generating a Material Full Assessment. If you do not generate a Material Full Assessment, no connection will be made.
Note: If you have updated the Secondary Entity section with an Existing Supplier, the Material will be connected to the Existing Supplier and not the Supplier that was defined in the Data Collection section as the Secondary Entity was changed to an Existing Supplier.
Warning: If you select 'Save to Master Data' for a Material that has been connected with a Secondary Entity, but have selected 'Stop' for the Secondary Entity, the Secondary Entity will still be created due to the 'Save to Master Data' action for the Material. This is due to the system creating the relationships noted in the Material Data Collection stage. In this situation, no folder is created in the Documents module for this Supplier.
21. '+' Icon: The '+' Icon can be used to add an additional line to the Material Decision, as only one Assessment Decision can be ticked on each line. You may wish to send multiple Assessments for the Material, and this can be done by adding a new line and selecting the next Assessment Template.
Image: Additional Line added from '+' Plus Icon
22. Status: The 'Status' of the Materials will populate as 'New' by default. However, the status may change to the following options when the Decision workflow stage is 'Saved & Submitted':
- 'Created' [Blue Text]: Materials that have been marked as 'Full Assessment' or 'Save to Master Data' and saved to Master Data as a brand New Material.
- 'Existing' [Blue Text]: Materials that have been marked as 'Full Assessment' and selected from the Existing Materials in Master Data.
- 'New' [Black Text]: Materials that have been marked as 'Stop' and not saved to Master Data.
Note: If you choose an Existing Material and progress on with it, e.g. 'Full Assessment' or 'Save to Master Data', the Existing Material will be connected with the Primary and Secondary Suppliers noted in the 'Supplied By' and 'Manufacturing Site' columns in the Material section, i.e. a relationship will be defined (Manufactured or Supplied By) in the Supplier and Material pages in Master Data.
Image: New Status Updating to Existing Status when Existing Material Selected
Image: New Status Changing after 'Save & Submit'
23. Supplier Material Code: The code added for the Material by the Supplier in the Data Collection workflow stage will be displayed here. If required you can click into the open text field and update the Supplier Code.
24. Our Material Code: If you have a specific Material Code for the Material it can be added within the 'Our Material Code' open text field. If an existing Material is selected the Material Code will auto populate.
25. Assessors Notes: The Assigned Assessor can use the 'Assessors Notes' open text field to detail any further comments on the 'Decisions'.
26. Full Assessment: If you would like to send a Full Assessment Record for the Material, the 'Full Assessment' box should be ticked. You must then select a Full Assessment Template and Assigned Assessor (Primary Assessor). If the 'Material Category' selected in the Data Collection workflow stage has a Full Assessment Template connected with it, the Full Assessment Template will populate automatically, along with the Assigned Assessor (Primary Assessor) selected within the Full Assessment Template. When the Pre-Assessment Record is 'Saved & Submitted', a Full Assessment Programme will be created, placed into the 'Plan' tab of the Supply Chain Management module, and a Full Assessment Record generated for the Material from the Full Assessment Programme. The Full Assessment Record will be placed in the 'Actions' tab of the Supply Chain Management module.
Image: Full Assessment Option Ticked
27. Save to Master Data: If you would like to save the Material to Master Data, the 'Save to Master Data' box should be ticked. The Material will be created in Master Data as new, and connected to the Suppliers noted in the 'Manufacturing Site' and 'Supplied By' fields of the Data Collection workflow stage section. No Assessments will be sent if this is the only box ticked for the Material.
Image: Save to Master Data Option Ticked
Warning: If you select 'Save to Master Data' for a Material that has been connected with a Secondary Entity, but have selected 'Stop' for the Secondary Entity, the Secondary Entity will still be created due to the 'Save to Master Data' action for the Material. This is due to the system creating the relationships noted in the Material Data Collection stage. In this situation, no folder is created in the Documents module for this Supplier.
28. Stop: If you would not like to progress with the Material, the 'Stop' box should be ticked. This will result in the Material details not being added to the Master Data, the Material will not be linked with the Suppliers and the details of this Material will simply stay within the Pre-Assessment Record.
Image: Stop Option Ticked
29. Assessment Template: If the Full Assessment box have been ticked, the Template for the Full Assessment must be selected. If the 'Material Category' selected in the Data Collection workflow stage has a Full Assessment Template connected with it, the Full Assessment Template will populate automatically, along with the Assigned Assessor (Primary Assessor) selected within the Full Assessment Template. However, the Template can be changed using the dropdown.
Image: Assessment Template Dropdown for Full Assessments
30. Assigned Assessor: The Employee responsible for assessing the Material Full Assessment Record that will generate from the Decision can be selected using the Master Data dropdown. If the 'Material Category' selected in the Data Collection workflow stage has a Full Assessment Template connected with it, the Assigned Assessor (Primary Assessor) selected within the Full Assessment Template will populate automatically. However, the Assigned Assessor can be changed using the Master Data dropdown.
Image: Assigned Assessor (Primary Assessor) Dropdown
31. Assigned Supplier Entity: The Supplier Entity responsible for completing the Material Assessment that will generate from the Decision, can be selected using the dropdown which has generated from the 'Manufacturing Site' and 'Supplied By' fields of the Data Collection workflow stage section.
Remember: If in the Secondary Supplier Decision section an existing Supplier was selected and this replaces a Supplier Entity in the Material section of the Data Collection stage, it will be possible to see other Parent Supplier Entities of that existing Supplier.
Image: Assigned Supplier Entity
Remember: When you progress with a new Material, e.g. select either 'Save to Master Data' or 'Full Assessment', the new Material will be added to your Materials in Master Data and the Material details captured in the Pre-Assessment Record will populate in the Material page, e.g. the Supplier Material Code, Our Material Code, Material Category, the Primary Supplier is connected with the Material as well as any Secondary Supplier Entity relationships as defined in and the Material Specification Document is placed in the Material folder. A Primary Supplier will be connected to the Materials as 'Supplied By' and the Manufacturers as 'Manufacturer' as defined in the Material section of the Data Collection stage.
Report
Image: Blank Report and Buttons
32. Report: Any overall comments on the Pre-Assessment Record or on the Determination of Action can be added in the open text 'Report' field.
33. Save: Click the 'Save' button to simply save any changes made in the Determination of Action workflow stage, leaving this workflow stage open.
34. Save & Submit: The Primary/Secondary Assessor will click the 'Save & Submit' button when they have completed the Determination of Action workflow stage details and are ready to complete the Pre-Assessment Record. Once the 'Save & Submit' button is clicked, all the Decisions selected will be generated, e.g. Assessment Programs created, Assessment Records generated, Supplier Portal Invitations sent, Suppliers and Materials saved to Master Data.
35. Cancel: Click the 'Cancel' button discard of the information added and move back to the Supply Chain Management module.
Image: Completed Determination of Action
Additional Details for Pre-Assessment Records
When you progress with the Primary Supplier and new Secondary Supplier Entities, the system will create a folder for the Primary Supplier's Documents under the 'Supplier Files' folder in the Documents module, and will drop any Documents from the Doclist and the Material Specifications in this folder. The system will also create Document folders for the Secondary Supplier Entities, which will be a sub-folder under the Primary Supplier's folder in the Documents module.
Image: Folders Created from Pre-Assessment
Note: Existing Material Document Specifications will not be placed into the Primary Supplier's Document folder.
Note: If you selected an Existing Supplier within the Secondary Entities, that Existing Supplier's Document folder will not be placed within the Primary Supplier Document folder in the Documents module. However, if you navigate to the Primary Supplier's Supplier Page in Master Data, under the Documents tab you will see the Existing Supplier's Document folder.
Image: Primary Supplier's Supplier Page in Master Data
If the Primary Supplier had a Document Approval Workflow completed in their Supplier page in Master Data previous to the Pre-Assessment being sent out, this Document Approval Workflow will copy over to the New Secondary Entities and New Materials. The Document Approval Workflow does not copy over for any Existing Suppliers or Existing Materials selected. If a Document Approval Workflow is needed for the Existing Suppliers or Existing Materials, this must be done manually in the Existing Supplier or Existing Material pages in Master Data. See here to access the article on Document Approval Workflow for Suppliers and Materials.
Image: Document Approval Workflow
When a Pre-Assessment is Programme for a Supplier is being created, you can select the Primary/Secondary Assessors for the Supplier's Pre-Assessment Records. However, once the Pre-Assessment Record has been created there may be a scenario where the Primary and/or Secondary Assessors need to be a changed. The Assessors can be changed using the 'Actions>Change Assessor' button in the Pre-Assessment Record.
Image: Pre-Assessment Record 'Actions>Change Assessor' Button
Image: Change Assessor Pop-Up Screen
In the Change Assessor Pop-Up Screen, using the dropdown from Employees in Master Data, select the Employee you wish to change the Primary or Secondary Assessor to. Remember, the Primary Assessor is mandatory and must be completed. However, the Secondary Assessor is optional. Once you have selected your Primary and Secondary Assessors, click the 'Save' button to save the changes.
Image: Employees Dropdown for Primary Assessor
Image: Click the 'Save' Button to Save the Changes
Image: Updated Record Assessors
Note: Assessor changes will be noted in the Audit Log of the Pre-Assessment Record.