Add a Full Assessment Template
The first step in a Full Assessment is creating a Full Assessment Template. Templates allow you to quickly and easily configure workflows to specific assessment requirements for specific categories of Suppliers and Materials. Each element of the workflow can be enabled or disabled and configured for specific Checklists, Risk Assessments, Decision Trees and Control Models, and other relevant requirements. Default settings can also be set in the Template. An unlimited number of Templates can be created, stored, and then used to generate the correct Full Assessment for specific Supplier and Material Categories, e.g. Ingredients, Packaging, etc.
Full Assessment Templates are built before Programmes are added. When you add a Supplier or Material Full Assessment Programme, you will select the Full Assessment Template and then choose the Suppliers or Materials for the Full Assessment. After this, a Full Assessment Programme is automatically created for each Supplier or Material and contains all the building blocks and workflows defined in the Full Assessment Template.
How to Add a Full Assessment Template
Image: Navigating to Supply Chain Management and 'Add Full-Assessment' Button
1. Navigate to the Supply Chain Management module using the 'Supplier Management>Supply Chain Management' button.
2. Click the 'Add Template>Add Full Assessment Template' button to generate a blank Full Assessment Template.
How to Complete the Full Assessment Template
Image: Blank Full Assessment Template
As noted above, after clicking the 'Add Full Assessment' button, you will be brought to the blank Full Assessment Template page.
See below how to complete the two sections of the Full Assessment Template:
Image: Blank Template Detail
1. Name: Using the open text field, enter the Name of the Full Assessment Template you are creating, e.g. the Supplier or Material Category, Ingredient, Packaging, etc.
Note: When a Full Assessment Programme is created, the Full Assessment Template name defined here will auto-populate in the Full Assessment Programme being built followed by the Supplier name, and the Material name if it is a Material Full Assessment. However, the Full Assessment Programme name can be edited during the building of said Full Assessment Programme.
2. Primary Assessor: Using the Master Data Employee dropdown, select the Employee who should be the Primary Assessor of the Full Assessment Record completed by the Supplier. The Primary Assessor is mandatory to complete.
Image: Selecting Primary Programme Assessor using Master Data Employees Dropdown
3. Secondary Assessor: Using the Master Data Employee dropdown, select the Employee who should be the Secondary Assessor of the Full Assessment Record. The Secondary Assessor is not mandatory to complete.
Image: Selecting Secondary Programme Assessor using Master Data Employees Dropdown
Note: When a Full Assessment Programme is being created, the Primary Assessor and if any Secondary Assessor defined here will auto-populate into the Full Assessment Programme being built. However, the Primary and Secondary Assessor can be changed during the building of said Full Assessment Programme.
Warning: The Primary Assessor and Secondary Assessor cannot be the same Employee. An error message will appear if you attempt to 'Save' with the same Employee in both Assessor fields.
Image: Error Message for Same Assessors
4. Folder: Select or create a Folder to place the Full Assessment Template within, e.g. Raw Material Supplier Full Assessments, Packaging Supplier Full Assessments.
5. New Folder: Click the 'New Folder' button to create a new folder. You will then be prompted to give the new folder a name.
6. Rename: Click the 'Rename' button to rename a folder.
7. Delete: Click the 'Delete' button to delete a folder.
8. Enable Scheduler: If you wish to set up a Scheduler for the Full Assessment, defining the frequency at which it should be generated to be completed, e.g. Repeat Every 2 Years, the Enable Scheduler box can be ticked. You are simply defining how often the particular Supplier or Material Category that receives this Full Assessment should be re-assessed.
Image: Enabled Scheduler
9. Repeat Every: Set the frequency at which you would like the Full Assessment Record to be generated. Simply type the number within the first field and select the frequency options from the dropdown, e.g. Years, Months, Weeks, Days, Weekdays, Weekday + Saturday.
10. Action Notice: You should set the Action Notice to '0' if you want the Full Assessment Record to open on the 'Start Date' noted in the Full Assessment Programme. However, you can also use the Action Notice to ask Safefood 360° to open the Full Assessment Record a specific number of days before the 'Start Date', giving you or your Supplier time to complete the Full Assessment Record before it becomes overdue. For example, setting the 'Action Notice' as '6 Days' will result in Safefood 360° opening the Full Assessment Record, 6 days before the 'Start Date'. This gives the User time to complete the Full Assessment Record in Safefood 360° before it goes overdue.
Image: Completed Template Detail
Image: Blank Supplier Details
1. Enable Supplier Details: Tick the 'Enable' button to add this workflow section to your Full Assessment Template. Enabling this workflow section will allow the Supplier to update their Contact(s) information such as phone number, contacts list and address in the Full Assessment Record. Any existing details in the Supplier Page in Master Data will populate in the Full Assessment Record and the Supplier can make any changes or additions from here. Once saved, the Supplier Page in Master Data will update.
Note: Enable Supplier Details does not require a 'Program/Model'. Please see the Completing Template Specification section below for more details on the 'Program/Model' and 'Default/Rules' columns.
Image: Completed Supplier Details
Within the Template Specification there are certain workflow sections that can be enabled or disabled. If some workflow sections have been enabled then other workflow section will be available to enable. However, if some workflow sections have been disabled, then other workflows sections will not be available to enable. For example, enabling the 'Enable Scheduler' workflow section will allow the 'Next Assessment Details' to also be enabled. However, if the 'Enable Scheduler' workflow section is disabled, the 'Next Assessment Details' cannot be enabled.
There are two different shades of grey within the Template Specification workflow sections. The light grey means that more information is needed if the workflow section is enabled. The dark grey means that no information is needed if the workflow section is enabled, it is ready to use. The extra information needed can come in the form of a Program/Model, e.g. a Checklist, Doclist, Risk Assessment, 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 Full Assessment Record, e.g. all Checklist questions marked as accepted, therefore the Primary/Secondary Assessors do not have to click accept for each question, saving them time.
See below how to complete the nine sections of the Template Specification:
Image: Blank Data Collection
1. Checklist: If you would like to ask your Supplier questions using a questionnaire, tick the 'Enable' button to add this workflow section to your Full Assessment Template. A Program/Model is required once enabled, using the Master Data dropdown, select the Checklist you wish to use within the Full Assessment Template. The Default/Rules must be completed once enabled. The options in the Default/Rules column are None, Accept, Return and Corrective Action. Click here for more information on how to build a Checklist.
Image: Checklist Master Data Dropdown
2. 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 Full Assessment Template. The Default/Rules must be completed if a Checklist has been enabled. The options in the Default/Rules depend on the responses included in the Rating selected. If the Checklist selected has responses built within it, select the 'Use Checklist Response' option. You can also select the 'Blank' option, which will require the Supplier to select an answer manually for each Checklist question/requirement when completing the Full 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
3. 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 Full Assessment Template. A Program/Model is required once enabled, using the Master Data dropdown, select the Doclist you wish to use within the Full Assessment Template. The Default/Rules must be completed once enabled. The options in the Default/Rules column are None, Accept, Return and Corrective Action. Click here for more information on how to build a Doclist.
Image: Doclist Master Data Dropdown
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 Full Assessment Template. The Program/Model and Default/Rules are not applicable here.
Image: Completed Data Collection
Image: Blank Nonconformance & Corrective Action
1. Non-conformance: If you wish to note Nonconformances and raise Corrective Actions within the Checklist or Doclist, tick the 'Enable' button to add this workflow section to your Full Assessment Template. Corrective Actions can be assigned to your Supplier if they have access to the Supplier Portal. The Program/Model and Default/Rules are not applicable here.
2. Report: If you would like to have an open text field for comments/notes, tick the 'Enable' button to add this workflow section to your Full Assessment Template. The Program/Model and Default/Rules are not applicable here.
Note: If you do not enable the 'Nonconformance & Corrective Action', you cannot raise Corrective Actions from within the Checklist and Doclist. You will only be able to raise a Corrective Action for the overall Full Assessment Record, using the 'Actions>Add Related Record>Supplier Corrective Action'.
Image: Completed Nonconformance & Corrective Action
Image: Blank Risk Assessment Model (Absence of Control)
Note: Enabling the 'Risk Assessment Model (Absence of Control)' workflow stage will allow you to conduct a Risk Assessment within the Full Assessment on the Supplier or Material being assessed. This Risk Assessment Model is assessing without any controls in place, e.g. requiring a Supplier Audit. Later in the Full Assessment Template, you will have the option to enable the 'Risk Assessment Model (Presence of Control)' workflow stage, which allows you to Re-Risk Assess the Supplier or Material with controls in place.
The 'Risk Assessment Model (Absence of Control)' is not mandatory to enable. If you do not wish to enable this workflow simple leave it unticked.
1. Hazards: If you decide to enable the Risk Assessment Model (Absence of Control), the Hazards will become automatically enabled. The Hazards section allows you to select Hazards associated with the Supplier or Material from the Hazard Database within the Full Assessment Record. However, the Hazards section is not mandatory to complete in the Full Assessment, and can be left blank.
Image: Hazards Enable Box Ticked Automatically when Risk Assessment Model Box Ticked
2. Risk Assessment Model: If you would like to complete a Risk Assessment on your Supplier or Material, tick the 'Enable' button to add this workflow section to your Full Assessment Template. A Program/Model is required once enabled, using the Master Data dropdown, select the Risk Assessment Model you wish to use within the Full Assessment Template. The Default/Rules are not applicable here. See here to access the article on how to build a Risk Assessment Model.
Image: Risk Assessment Model Master Data Dropdown
Image: Completed Risk Assessment Model (Absence of Control)
Image: Blank Determination of Control
Note: Enabling the 'Determination of Control' workflow stage will allow you to conduct a Decision Tree within the Full Assessment to assess if controls are needed for the Supplier or Material, e.g. Supplier Audits, COA on Arrival, Micro Testing on each Delivery, etc.
Enabling the 'Determination of Control' workflow provides you with the possibility to open the 'Controls' workflow stage in the Full Assessment Record. The 'Monitor?' field in the Decision Tree Model is where you will define if Controls should open or not.
If you do not enable the 'Determination of Control' workflow stage, your Full Assessment Record will not contain the 'Control Planing' workflow stage, even if it is enabled in the Full Assessment Template.
1. Decision Tree: If you would like to complete a Decision Tree on your Supplier or Material, tick the 'Enable' button to add this workflow section to your Full Assessment Template. A Program/Model is required once enabled, using the Master Data dropdown, select the Decision Tree Model you wish to use within the Full Assessment Template. The Default/Rules are not applicable here. See here to access the article on how to build a Decision Tree Model.
2. Report: If you decide to enable the Decision Tree, the Report will become automatically enabled. The Report provides you with an open text field for comments/notes on the Determination Actions workflow stage. Although automatically enabled, the Report open text field is not mandatory to complete in the Full Assessment, and can be left blank. The Program/Model and Default/Rules are not applicable here.
Image: Completed Determination of Control
Note: Enabling the 'Control Planning' workflow stage will allow you to detail the controls associated with the Supplier or Material within the Full Assessment, e.g. Supplier Audits, COA on Arrival, Micro Testing on each Delivery, etc.
Remember, if you do not enable the 'Determination of Control' workflow stage, your Full Assessment Record will not contain the 'Control Planing' workflow stage, even if it is enabled in the Full Assessment Template.
Image: Blank Control Planning
1. Controls: If you would like to complete the Controls associated with your Supplier or Material, tick the 'Enable' button to add this workflow section to your Full Assessment Template. The Program/Model and Default/Rules are not applicable here. However, Controls may auto populate within your Controls workflow stage of your Full Assessment if they have linked to a Decision Tree Result. Otherwise they can be added manually from scratch or by selecting a Control Model from the Controls in Master Data. See here to access the article on how to build a Control.
Image: Completed Control Planning
Image: Blank Risk Assessment Model (Presence of Control)
Note: Enabling the 'Risk Assessment Model (Presence of Control)' workflow stage will allow you to conduct a Re-Risk Assessment within the Full Assessment on the Supplier or Material being assessed. This Risk Assessment Model is assessing with controls in place, e.g. requiring a Supplier Audit. This give you the opportunity to raise or lower the Risk of the Supplier or Material if needed.
The 'Risk Assessment Model (Presence of Control)' is not mandatory to enable. If you do not wish to enable this workflow simple leave it unticked.
1. Hazards: If you decide to enable the Risk Assessment Model (Presence of Control), the Hazards will become automatically enabled. The Hazards section allows you to select Hazards associated with the Supplier or Material from the Hazard Database within the Full Assessment Record. However, the Hazards section is not mandatory to complete in the Full Assessment, and can be left blank.
Image: Hazards Enable Box Ticked Automatically when Risk Assessment Model Box Ticked
2. Risk Assessment Model: If you would like to complete a Re-Risk Assessment on your Supplier or Material, tick the 'Enable' button to add this workflow section to your Full Assessment Template. A Program/Model is required once enabled, using the Master Data dropdown, select the Risk Assessment Model you wish to use within the Full Assessment Template. The Default/Rules are not applicable here. See here to access the article on how to build a Risk Assessment Model.
Image: Risk Assessment Model Master Data Dropdown
3. Report: If you decide to enable the Risk Assessment (Presence of Control), the Report will become automatically enabled. The Report provides you with an open text field for comments/notes on the Risk Assessment (Presence of Control) workflow stage. Although automatically enabled, the Report open text field is not mandatory to complete in the Full Assessment, and can be left blank. The Program/Model and Default/Rules are not applicable here.
Image: Report Enable Box Ticked Automatically when Risk Assessment Model Box Ticked
Image: Completed Risk Assessment Model (Absence of Control)
Image: Blank Approval
1. Score (Show): If you have a Score added in Checklist Responses or within Fixed Rating Responses, you will want to enable the 'Score (Show)' section to ensure you will see the outcome of your Score. However, if you do not have a Score added in your Checklist Responses or within Fixed Rating Responses, you may wish to leave this disabled, as the Score will simply say 'Not Applicable' if you have no Score set up. The Program/Model and Default/Rules are not applicable here.
2. Result (Show): If you have a Rating selected in the 'Data Collection - Checklist Rating', you will want to enable the 'Result (Show)' section to ensure you will see the 'Result' dropdown list from your Rating. However, if you do not have a Rating selected in the the 'Data Collection - Checklist Rating', you will not be able to enable this section. The Program/Model and Default/Rules are not applicable here.
3. Rating (Show): If you have a Rating selected in the 'Data Collection - Checklist Rating', you will want to enable the 'Rating (Show)' section to ensure you will see the 'Rating' dropdown list from your Rating. However, if you do not have a Rating selected in the the 'Data Collection - Checklist Rating', you will not be able to enable this section. The Program/Model and Default/Rules are not applicable here.
4. Status: The 'Status' box will always be ticked on, this section is mandatory to be enabled and cannot be disabled. The 'Status' is a system set dropdown list of 'Approved' or 'Not Approved'. This allows you to define the Status of the Supplier or Material you are assessing in the Full Assessment. The Program/Model and Default/Rules are not applicable here.
Image: Completed Approval
Image: Blank Scope of Approval
1. Scope of Approval: If you wish to detail the exact Scope of Approval for the Supplier or Material, e.g, the Customers the Suppliers are approved to be sold to, the Products the Materials are approved to be used within, etc, you can enable the 'Scope of Approval' sections. The 'Scope of Approval' options come from the folders in Master Data. To enable access to the Master Data folder in the Full Assessment Record, simply tick on the enable box. If enabled, you will need to select if the 'Scope of Approval' option is mandatory or not mandatory for the User to complete in the Full Assessment Record using the Default/Rules. The Program/Model are not applicable here.
Image: Scope of Approval Mandatory/Not Mandatory Dropdown
Note: It is important if enabling an option from the 'Scope of Approval' to ensure that you have built the option in Master Data, e.g, Customers, Products, Brands, etc. Otherwise the folders will be blank in the Full Assessment Record.
Image: Completed Scope of Approval
Image: Blank Additional Approved Details
1. Next Assessment Details: If you have enabled the 'Scheduler' for your Full Assessment Template within the Template Details section, you will be able to enable the 'Next Assessment Details' section. This will allow you to update the Scheduler for a Full Assessment Program within the Full Assessment Record. If you do not have the 'Scheduler' enabled, you cannot enable the 'Next Assessment Details' section.
2. Summary (Show In Table): The Summary Table will appear in the Approval workflow stage of the Full Assessment Record and analyses the Heading Level sections of the Checklist, showing the Score details for each section, and shows which sections had Nonconformances raised within them. If you have enabled a Checklist within your Full Assessment Template, you may want to enable this table. If so, simply tick on the box to enable. However, it is not mandatory. The Program/Model and Default/Rules are not applicable here.
3. Responses (Show In Table): The Responses Table will appear in the Approval workflow stage of the Full Assessment Record and analyses the Responses given to the Checklist questions, showing how many of each Response was selected within the Heading Level sections. If you have enabled a Checklist within your Full Assessment Template, you may want to enable this table. If so, simply tick on the box to enable. However, it is not mandatory. The Program/Model and Default/Rules are not applicable here.
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 Full Assessment Template. The Program/Model and Default/Rules are not applicable here.
Image: Completed Additional Approved Details
5. Save: Click the 'Save' button to save the newly added Full Assessment Template. This will place the Full Assessment Template within the Template tab of the Supply Chain Management module. If you wish to make changes to this newly saved Full Assessment Template, you will now have access to the 'Action>Edit' button. Click here to access the article on 'How to Edit a Full Assessment Template'.
6. Cancel: Click the 'Cancel' button to discard of the Full Assessment Template created. The Full Assessment Template will not be placed within the Template tab of the Supply Chain Management module.
Image: Saved Full Assessment Template in Template tab
Editing a Full Assessment Template
To edit a Template in Safefood 360°, navigate to the Supply Chain Management module via the 'Supplier Management>Supply Chain Management' button and click the Template tab where your Template needing editing is located. Within the Template tab, click on the name of the Template you wish to edit. The Template name will be in blue text, which indicates a link.
Note: If you want to simply update a building block, e.g. a Checklist, Doclist, Decision Tree, Risk Assessment, etc, that is already selected in the Template, you do not need to edit the Template, you need to edit the building block itself. Changes to building blocks already selected in the Template will be automatically applied to the Template.
However, remember, changes to building blocks won't be seen in old or currently opened Full Assessment Records from Programs created from this Template. The changes will only show in newly created Full Assessment Records from Programs created from this Template.
Image: Navigating to Templates via 'Supplier Management>Supply Chain Management', Clicking the Templates Tab, Clicking Template Name
Within the Template page, click the 'Actions>Edit' button to access the Template page to edit the Template.
Image: 'Actions>Edit' Button
Once you have accessed the Template page under the 'Edit' function, you can make changes to any fields. To save the edits made, ensure to click the 'Save' button at the bottom of the Template page. You will be prompted with a 'Reason for Change' screen, where you will need to detail the reason why you have made a change to the Template page before confirming and saving the changes. Once you have confirmed the edits using the 'Confirm' button, the system will take you back to the Template Overview Page. Edits made to a Template will be recorded in the Audit Log. The Audit Log can be accessed via the 'Actions>Audit Log' buttons.
If you do not wish to make edits, click the 'Cancel' button to be brought out of the Template page.
Note: If you make changes, e.g. removing a building block or replacing a building block with a new one, these changes will not be automatically reflected within previously created Programs or Records from this Template.
See the list of changes below that will not be automatically reflected in previously created Programs or Records:
- Changing the Template Name
- Changing the Template Primary or Secondary Assessor
- Replacing a Building Blocks with a brand new one, e.g. a new Checklist, Doclist, Rating, Decision Tree, Risk Assessment, etc.
- Disabling Workflows, e.g. Checklist, Doclist, Risk Assessment (Absence of Control), Determination of Control, etc.
- Enabling New Workflows, e.g. Checklist, Doclist, Risk Assessment (Absence of Control), Determination of Control, etc.
If you make any of the changes above, you will need to edit any Existing Program previously created from this Template, and make these changes within the Programs also, as there is no link between making the changes above between Templates and Existing Programs.
Image: Template Page Ready for Edits
Image: 'Reason for Change' Pop-Up Screen after 'Save' Button Clicked
Note: If you wish to discard the edits/changes made at this point, click the 'Cancel' button within the 'Reason for Change', and click the 'Cancel' button again within the Template page. The system will take you back to the Template Overview page.
Image: Detail Reason for Change and Click 'Confirm' Button
Image: Template Overview Page after Edits Saved
Image: Navigating to Audit Log Via 'Actions>Audit Log' Button
Image: Audit Log Recording Edits
