Add a Supplier Full Assessment Programme
Supplier Full Assessment Programmes can be created in two ways:
Option 1: Add Supplier Full Assessment Programme Using Templates
Add Supplier Full Assessment Programme using Templates
If you have created Templates, you can add a Supplier Full Assessment Programme from the Supply Chain Management Module by selecting 'Add Assessment Program>Add Full Assessment Supplier Program' buttons. When you create Supplier Full Assessment Programmes this way you will require a Template as the Template contains all the building blocks for the Supplier Full Assessment Programme. Click here to access the article on Full Assessment Templates.
Benefits to generating Supplier Full Assessment Programmes this way include:
- Multiple Supplier Full Assessment Programmes can be created at once (Up to 20)
- Suppliers can be automatically invited to the Supplier Portal
Image: Navigation to Supply Chain Management Module and Clicking 'Add Assessment Program>Add Full Assessment Supplier Program' Buttons
When you need to create a new Supplier Full Assessment Programmes for Suppliers, navigate to the Supply Chain Management module via 'Supplier Management>Supply Chain Management' and click ‘Add Assessment Program>Add Full Assessment Supplier Program’ buttons.
Tip: Remember, to generate Supplier Full Assessment Programmes this way you will need to ensure there is a Template created for you to select. Click here to access the article on Supplier Full Assessment Templates.
Image: Navigation to Supply Chain Management Module and Clicking 'Add Assessment Program>Add Full Assessment Supplier Program' Buttons
Once you have clicked the ‘Add Assessment Program>Add Full Assessment Supplier Program’ buttons, you will be brought to a blank Assessment Programme page, where you will complete the Supplier Full Assessment Programme Details. Building the Supplier Full Assessment Programmes using a Template has the benefit of allowing you to create up to 20 separate Supplier Full Assessment Programmes at once, as the Template contains all the building blocks needed, and the benefit of being able to invite the Suppliers Contacts to the Supplier Portal at the same time as creating the Supplier Full Assessment Programmes. You can also select the day that the Suppliers should be sent the Supplier Full Assessment Records from the Supplier Full Assessment Programmes using the 'Date'. After clicking the 'Save & Submit' button, the system will generate a Supplier Full Assessment Programme for each Supplier and place these Supplier Full Assessment Programmes within the 'Plan' tab of the Supply Chain Management module.
Image: Blank Assessment Programme Page
Note: Fields marked with the red asterisk (*) are mandatory to complete.
1. Full Assessment Programme Template: Select the Template you wish to use for the Supplier Full Assessment Programmes using the Template dropdown. When you select your Template, the Programme Name and Primary Programme Assessor will also appear in the fields below. If a Secondary Programme Assessor was selected in the Template, this information will also appear in the fields below.
Image: Template Dropdown
Image: Programme Name and Primary Programme Assessor Information Filled after Template Selected
2. Date: By default, the 'Date' field will populate with the date of the day you are creating the Supplier Full Assessment Programme. However, if you have the 'Scheduler' enabled in the Full Assessment Template, you can change this date to schedule the date when the Supplier Full Assessment Record should be generated.
Warning: If the Full Assessment Template does not have the 'Scheduler' enabled, the Supplier Full Assessment Record will be generated from the Supplier Full Assessment Programme immediately after the 'Save and Submit' button has been pressed.
3. Programme Name*: The Supplier Full Assessment 'Programme Name' will populate with the name of the Template selected in the Supplier Full Assessment Programme Template field. However, this can be edited if required using the open text field. When the 'Save & Submit' button is clicked, and the system creates the Supplier Full Assessment Programme for each Supplier, the Supplier Full Assessment 'Programme Name' will also include the Supplier name, e.g. Supplier Full Assessment [All Workflows Enabled] :: SS01 :: Small Town Meats.
4. Supplier*: Select the Supplier(s) that should receive the Supplier Full Assessment Programme using the Supplier dropdown from Master Data. You can send the same Supplier Full Assessment Programme to up to 20 Suppliers at once, resulting in 20 Supplier Supplier Full Assessment Programmes being created, 20 Supplier Supplier Full Assessment Records being sent and if noted, 20 Supplier Portal invitations being sent. You can select multiple Suppliers at a time by using the tick box option or click the 'Add Line' button to add Suppliers individually. This is a mandatory field, at least one Supplier must be selected.
Image: Supplier Dropdown
Image: Ticking Multiple Suppliers and Clicking Select
Image: Suppliers Added to List
Warning: You must tick the boxes when selecting a Supplier. If you select on the Supplier Name and click 'Select', an error of 'Please Wait' will appear. You will need to refresh the page and start again.
Image: 'Please Wait' Error
5. Primary Programme Assessor*: When the Template selected within the 'Full Assessment Programme Template' field was built, a Primary Assessor was selected from the Employees in Master Data. This Employee's name will appear here automatically for each Supplier. However, the Primary Programme Assessor can be edited here if needed, using the Employees dropdown from Master Data. Remember that the Primary Assessor is one of your Employees who will assess the Supplier Full Assessment after the Supplier has completed the first two/three workflow stages in the portal.
Note: The Primary Programme Assessor will receive system set notifications when the Supplier Primary/Secondary Contact has clicked the 'Save & Return' button in the Data Collection workflow stage of the Supplier Full Assessment.
Image: Editing Primary Programme Assessor using Master Data Employees Dropdown
6. Secondary Programme Assessor: When the Template selected within the 'Full Assessment Programme Template' field was built, if a Secondary Assessor was selected from the Employees in Master Data. This Employee's name will appear here automatically for each Supplier. However, the Secondary Programme Assessor can be edited here if needed, using the Employees dropdown from Master Data. If you do not wish to add a Secondary Programme Assessor, this field can be left blank. Remember the Secondary Assessor is one of your Employees who will assess the Supplier Full Assessment if the Primary Assessor is not available to do so.
Note: The Secondary Programme Assessor will receive system set notifications when the Supplier Primary/Secondary Contact has clicked the 'Save & Return' button in the Data Collection workflow stage of the Supplier Full Assessment.
Image: Editing Secondary Programme Assessor using Master Data Employees Dropdown
Note: If the Primary or Secondary Programme Assessor is changed while creating the Supplier Full Assessment Programmes, this change will only be seen within these Supplier Full Assessment Programmes, the change will not be reflected within the Full Assessment Template itself. If the Primary or Secondary Assessor is to be permanently changed for the Template, navigate to the Template and use the 'Actions>Edit' button to implement the permanent changes.
Warning: The Primary Assessor and Secondary Assessor cannot be the same Employee. An error message will appear if you attempt to 'Save' with the same Employee in both Assessor fields.
Image: Error Message for Same Assessors
7. Primary Contact*: The Main Contact from the Supplier page in Master Data will automatically appear here. The Main Contact is the Contact in the first row of Contacts within the Supplier page. However, the Primary Contact can be changed using the Contact dropdown. Any Contacts listed for the Supplier will be noted in the contacts dropdown, this includes any Parent/Child Relationship Contacts.
Image: Supplier Contacts and Main Contact on First Row
Image: Editing Primary Contact using Master Data Supplier Contacts Dropdown, Example of Supplier Only Contacts
Image: Editing Primary Contact using Master Data Supplier Contacts Dropdown, Example of Supplier and Parent Supplier Contacts
Note: If you have no Supplier Contact added or need to add an additional Supplier Contact, you can click on any folder in the dropdown and the 'Add New' button will appear in blue. Once coloured in blue, the 'Add New' can be clicked. The 'Add New' button will bring you to the Supplier, selected in the Supplier field, Master Data page in a new browser tab. Within the Supplier page you can update the Contacts as needed.
If you have a Parent Supplier linked to a Child Supplier and wish to edit the Parent Contact, clicking the 'Add New' button as mentioned will only take you to the Child Supplier page in Master Data. If you wish to edit the Parent Supplier Contact you must manually navigate to the Parent Supplier page.
Image: Add New Button
Image: Add New Button Opens Supplier Page in Master Data
8. Portal: If the Primary Contact has already been invited to the Supplier Portal, the 'Portal' field will appear as 'Existing User' in green. If the Primary Contact has no Supplier Portal, the 'Portal' field will appear as 'Create Portal' in yellow. If you do not want the Supplier Contact to be invited to the Supplier Portal to complete the Supplier Full Assessment, within the 'Portal' field, use the dropdown to select 'No Portal'.
Image: Portal Options
Note: If the Supplier Contact does not have an Email Address completed in Master Data, by default it will say 'No Portal' and there will be no dropdown options to change it to 'Create Portal'. Access the Supplier page in Master Data to update the Supplier Contact Email Address if they are required to receive a Supplier Portal invitation.
Remember: If you do not send a Supplier Portal invitation to the Supplier Contact, you must complete the Supplier Full Assessment Record on behalf of the Supplier. Without access to the Supplier Portal, the Supplier Contact cannot complete the Supplier Full Assessment Record for you.
Warning: If you do not want to send Supplier Portal Invitations or Alerts to the Supplier Contacts, ensure to remove the Email Address from the Supplier Contact row. Even if you select 'No Portal' for the Supplier Contact, system set Notifications and Alerts built in the 'Utilities>Alerts' module, will fire to the Supplier Contact Email Address. If you would like to keep a record of the Supplier Contact Email Address, it can be added to the 'Notes' field of the Supplier page in Master Data. See here to access the article on Suppliers.
Image: Email Address within Notes, Therefore not linked to system Notifications or Alerts
Tip: If sending Supplier Full Assessments to multiple Child Suppliers (Manufacturers, Locations) but the Parent Supplier (Agent/Broker, Corporate Office, etc) will be completing the Supplier Full Assessment Records on behalf of Suppliers (Manufacturers, Locations), to ensure multiple Portal Invitations do not send to the same Primary Contact, select 'Create Portal' in one row and 'No Portal' in the other rows.
If the Parent Supplier (Agent/Broker, Corporate Office, etc) is linked to the Child Suppliers (Manufacturers, Locations) in Master Data, they only need one Portal Invite and this Portal will contain all Full Assessments assigned to them to complete on behalf on their Child Suppliers.
Image: One 'Create Portal' for the Primary Contact to ensure only one Invitation to the Portal
9. Secondary Contact: The Secondary Contact is an optional field which can be left empty. The Secondary Contact field allows you to select a second Supplier Contact using the Contact dropdown. Any Contacts listed for the Supplier will be noted in the contacts dropdown, this includes any Parent/Child Relationship Contacts. This Secondary Contact can access and work on the Supplier Full Assessment Record if the Primary Contact is not available to do so.
Note: If the Secondary Contact takes over the responsibility of completing the Supplier Full Assessment using the 'Save & Return' button in the Data Collection stage, they will receive the system notifications instead of the Primary Contact.
Image: Editing Secondary Contact using Master Data Supplier Contacts Dropdown, Example of Supplier Only Contacts
Image: Editing Secondary Contact using Master Data Supplier Contacts Dropdown, Example of Supplier and Parent Supplier Contacts
Warning: The Primary Contact and Secondary Contact cannot be the same Supplier Contact. An error message will appear if you attempt to 'Save' with the same Supplier Contact in both Supplier Contact fields.
Image: Error Message for Same Supplier Contacts
Note: If you have no Supplier Contact added or need to add an additional Supplier Contact, you can click on any folder in the dropdown and the 'Add New' button will appear in blue. Once coloured in blue, the 'Add New' can be clicked. The 'Add New' button will bring you to the Supplier, selected in the Supplier field, Master Data page in a new browser tab. Within the Supplier page you can update the Contacts as needed.
If you have a Parent Supplier linked to a Child Supplier and wish to edit the Parent Contact, clicking the 'Add New' button as mentioned will only take you to the Child Supplier page in Master Data. If you wish to edit the Parent Supplier Contact you must manually navigate to the Parent Supplier page.
Image: Add New Button
Image: Add New Button Opens Supplier Page in Master Data
10. Portal: The Secondary Contact can also be invited to the Supplier Portal along with the Primary Contact. If the Secondary Contact has already been invited to the Supplier Portal, the 'Portal' field will appear as 'Existing User' in green. If the Secondary Contact has no Supplier Portal, the 'Portal' field will appear as 'Create Portal' in yellow. If you do not want the Supplier Contact to be invited to the Supplier Portal to complete the Supplier Full Assessment, within the 'Portal' field, use the dropdown to select 'No Portal'.
Note: If the Supplier Contact does not have an Email Address completed in Master Data, by default it will say 'No Portal' and there will be no dropdown options to change it to 'Create Portal'. Access the Supplier page in Master Data to update the Supplier Contact Email Address if they are required to receive a Supplier Portal invitation.
Warning: If you do not want to send any Supplier Portal Invitations or Alerts to the Supplier Contacts, ensure to remove the Email Address from the Supplier Contact row. Even if you select 'No Portal' for the Supplier Contact, system set Notifications and Alerts built in the 'Utilities>Alerts' module, will fire to the Supplier Contact Email Address. If you would like to keep a record of the Supplier Contact Email Address, it can be added to the 'Notes' field of the Supplier page in Master Data.
Image: Email Address within Notes, Therefore, not linked to system Notifications or Alerts
11. Role: By default, the system Supplier Portal Role will appear here. However, if you have built a customised Supplier Portal Role within the 'Settings>Users>Roles', you can select it here. The Supplier Portal Role will be applied to both the Primary Contact and the Secondary Contact.
Image: Supplier Roles Folders
12. X: To remove a line that has been added, click the 'X' button. The information within this line will be deleted.
14. Save: If you are not ready for the Supplier Full Assessment Programmes to be created, the Supplier Full Assessment Records to be generated and the Supplier Portal Invitations to be sent, click the 'Save' button to save the details to send out at a later time. You will find the Supplier Full Assessment Programme 'Pending' in the 'Plan' tab of the Supply Chain Management module. You can filter the Type column or search for the 'Pending Full Assessment Programme' Name to locate the details again and 'Save & Submit' the Supplier Full Assessment Programmes when needed.
Image: 'Pending Full Assessment Programme' Type in Plan Tab
Image: Click the 'Actions>Edit' Button to Enter the Supplier Full Assessment Programmes Again
Image: Once Inside Supplier Full Assessment Programmes, Click the 'Save & Submit' Button to Send
14. Save & Submit: When you are happy with the content of the Supplier Full Assessment Programmes, click the 'Save & Submit' button to create the Supplier Full Assessment Programmes, generate the Supplier Full Assessment Records and send the Supplier Portal Invitations if the Portal has been noted as 'Create Portal'.
Image: Supplier Full Assessment Programmes Created in Plan Tab with Naming Convention 'Full Assessment Template Name :: Supplier Name'
Image: Supplier Full Assessment Records Generated from the Supplier Full Assessment Programmes in Actions Tab
Option 2: Add Full Assessment Supplier Programmes With No Templates
Add Full Assessment Supplier Programmes with No Templates
If you are not using Templates, you can still create Supplier Full Assessment Programmes by navigating to the 'Contacts>Suppliers' in Master Data and clicking on the Supplier you want to create a Supplier Full Assessment Programme for. Within the Supplier page, click the 'Add Assessment Program>Full Assessment Programme' buttons. You will then need to complete the Supplier Full Assessment Programme for this Supplier by enabling the relevant workflows and selecting the relevant building blocks, e.g. Checklists, Doclist, Risk Assessments, Decision Trees, etc.
Image: Navigation to 'Master Data>Contacts' and Clicking on the name of the Supplier the Supplier Full Assessment Programme should be built
Image: On the Supplier Page, Click the 'Add Assessment Program>Add Full Assessment Programme' Buttons
To add a Supplier Full Assessment Programme when you do not have Templates set up, navigate to the Suppliers via 'Master Data>Contacts' or navigate to the Supply Chain Management module via 'Supplier Management>Supply Chan Management' and click on the 'Suppliers' tab and select the Supplier you wish to create a Supplier Full Assessment Programme for.
Image: Navigation 'Master Data>Contacts' and 'Suppliers' Tab
Image: Navigation 'Supplier Management>Supply Chan Management' and 'Suppliers' Tab
After finding your Supplier and clicking into the Supplier page, click the 'Add Assessment Program>Add Full Assessment Program' button to generate a blank Full Assessment Programme.
Image: 'Add Assessment Program>Add Full Assessment Programme' Button
Image: Blank Full Assessment Programme Details
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 three sections of the Full Assessment Template:
Completing Programme Details
Image: Blank Programme Details
1. Name: Using the open text field, enter the Name of the Supplier Full Assessment Programme you are creating. [Mandatory Field]
Tip: Ensure to include the Supplier Name in Programme Name, this will help you distinguish which Programme is for which Supplier. When building Supplier Full Assessment Programmes using a Template, the system will automatically use the naming convention 'Template Name :: Supplier Name', however this does not happen when adding the Supplier Full Assessment Programme without a Template, it must be manually done.
Image: Programme Name Including Supplier Name
2. Supplier: This is the Supplier the Supplier Full Assessment Programme is being created for.
3. Primary Assessor: Using the Master Data Employee dropdown, select the Employee who should be the Primary Assessor of the Supplier Full Assessment Record completed by the Supplier. The Primary Assessor is mandatory to complete. [Mandatory Field]
Image: Selecting Primary Programme Assessor using Master Data Employees Dropdown
4. Secondary Assessor: Using the Master Data Employee dropdown, select the Employee who should be the Secondary Assessor of the Supplier Full Assessment Record. The Secondary Assessor is not mandatory to complete.
Image: Selecting Secondary Programme Assessor using Master Data Employees Dropdown
Warning: The Primary Assessor and Secondary Assessor cannot be the same Employee. An error message will appear if you attempt to 'Save' with the same Employee in both Assessor fields.
Image: Error Message for Same Assessors
5. Primary Contact: The Main Contact from the Supplier page in Master Data will automatically appear here. The Main Contact is the Contact in the first row of Contacts within the Supplier page. However, the Primary Contact can be changed using the Contact dropdown. Unlike creating Supplier Full Assessment Programmes using the Template, here you will see the Employee and Supplier folders from Master Data. It is not only showing the Contacts listed for the Supplier in the contacts dropdown. [Mandatory Field]
Image: Supplier Contacts and Main Contact on First Row
Image: Selecting Primary Contact using Master Data Employees Dropdown
6. Secondary Contact: The Secondary Contact is an optional field which can be left empty. The Secondary Contact field allows you to select a second Supplier Contact using the Contact dropdown. However, the Primary Contact can be changed using the Contact dropdown. Unlike creating Supplier Full Assessment Programmes using the Template, here you will see the Employee and Supplier folders from Master Data. It is not only showing the Contacts listed for the Supplier in the contacts dropdown. This Secondary Contact can access and work on the Supplier Full Assessment Record if the Primary Contact is not available to do so.
Image: Selecting Secondary Contact using Master Data Employees Dropdown
Note: If the Secondary Contact takes over the responsibility of completing the Supplier Full Assessment using the 'Save & Return' button in the Data Collection stage, they will receive the system notifications instead of the Primary Contact.
7. Site: If applicable, using the open text field, you can detail the name of the site for the Supplier. However, you may already have this noted in the Supplier Name.
8. Material: Using the Master Data dropdown, a Material can be selected. However, do not select a Material when creating a Supplier Full Assessment Programme, as we want the Full Assessment to assess the Supplier not an individual Material.
9. Enable Scheduler: If you wish to set up a Scheduler for the Supplier Full Assessment Programme, defining the start date and 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, and asking the system to generate the Supplier Full Assessment Record for you on a specific date.
Image: Enabled Scheduler
10. Start Date: Using the calendar field, select the Date you wish for the Supplier Full Assessment Record to be generated for the very first time.
11. 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.
12. Action Notice: You should set the Action Notice to '0' if you want the Supplier Full Assessment Record to open on the 'Start Date' noted in the Supplier Full Assessment Programme. However, you can also use the Action Notice to ask Safefood 360° to open the Supplier Full Assessment Record a specific number of days before the 'Start Date', giving you or your Supplier time to complete the Supplier Full Assessment Record before it becomes overdue. For example, setting the 'Action Notice' as '6 Days' will result in Safefood 360° opening the Supplier Full Assessment Record, 6 days before the 'Start Date'. This gives the User time to complete the Supplier Full Assessment Record in Safefood 360° before it goes overdue.
13. Send Email Notification: Tick the box to enable the 'Send Email Notification' option. This allows you to note the selected Users who should be notified via email that the Supplier Full Assessment Record has been created and is ready to be completed. By default, the name of the person completing the Supplier Full Assessment Programme page will be added to the User details. However, this User can be changed. If you leave this box unticked, no one will be directly notified when the Supplier Full Assessment Record opens.
Note: The 'Action Notice' dropdown options will increase depending on the 'Repeat Every' dropdown option selected, e.g. 1 Year frequency will result in up to a maximum of 365 days 'Action Notice', 6 Months will result in up to a maximum of 180 days 'Action Notice' and 1 Month will result in up to a maximum of 30 days 'Action Notice'.
Image: Enabled Email Notification
14. User: Safefood 360° will automatically populate the 'User' name within the name of the User creating the Supplier Full Assessment Programme but you can update or add other Users who need to be notified.
15. X: Users can be deleted from the Email Notification User list by clicking the 'X' button.
16. Add Line: More Users can be added using the 'Add Line' button. Clicking the grey dropdown arrow while on the User line will provide you with the full list of Users within your Safefood 360° site. You can search through your Users using the 'Search' bar or by navigating through the folders using your cursor. Choose the User you want to add to the Email Notification list and click 'Select'. You can repeat this for as many Users as needed. Click 'Cancel' to exit the User list.
Image: 'Send Email Notification' User Dropdown
17. User: Once you have clicked the 'Add Line' button, click the dropdown arrow to access the list of Users. This will provide you with the full list of Users within your Safefood 360° site. You can search through your Users using the 'Search' bar or by navigating through the folders using your cursor.
18. Select: Click the 'Select' button to add the User to the list.
19. Cancel: Click the 'Cancel' button to exit the User list.
Image: Completed Full Assessment Programme Details
Completing Supplier Details
Image: Blank Supplier Details
1. Enable Supplier Details: Tick the 'Enable' button to add this workflow section to your Supplier Full Assessment Programme. Enabling this workflow section will allow the Supplier to update their Contact(s) information such as phone number, contacts list and address in the Supplier Full Assessment Record. Any existing details in the Supplier Page in Master Data will populate in the Supplier 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
Completing Programme Specification
Within the Programme Specification there are certain workflow sections that can be enabled or disabled. If some workflow sections have been enabled then other workflow section will be available to enable. However, if some workflow sections have been disabled, then other workflows sections will not be available to enable. For example, enabling the '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 Programme Specification workflow sections. The light grey means that more information is needed if the workflow section is enabled. The dark grey means that no information is needed if the workflow section is enabled, it is ready to use. The extra information needed can come in the form of a Program/Model, e.g. a Checklist, Doclist, 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 Programme Specification:
2. Nonconformance & Corrective Action
3. Risk Assessment Model (Absence of Control)
6. Risk Assessment Model (Presence of Control)
7. Approval
Data Collection
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 Programme. A Program/Model is required once enabled, using the Master Data dropdown, select the Checklist you wish to use within the Full Assessment Programme. The Default/Rules must be completed once enabled. The options in the Default/Rules column are None, Accept, Return and Corrective Action. Click here for more information on how to build a Checklist.
Image: Checklist Master Data Dropdown
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 Programme. The Default/Rules must be completed if a Checklist has been enabled. The options in the Default/Rules depend on the responses included in the Rating selected. If the Checklist selected has responses built within it, select the 'Use Checklist Response' option. You can also select the 'Blank' option, which will require the 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 Programme. A Program/Model is required once enabled, using the Master Data dropdown, select the Doclist you wish to use within the Full Assessment Programme. The Default/Rules must be completed once enabled. The options in the Default/Rules column are None, Accept, Return and Corrective Action. Click here for more information on how to build a Doclist.
Image: Doclist Master Data Dropdown
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 Programme. The Program/Model and Default/Rules are not applicable here.
Image: Completed Data Collection
Nonconformance & Corrective Action
Image: Blank Nonconformance & Corrective Action
1. Non-conformance: If you wish to note Nonconformances and raise Corrective Actions within the Checklist or Doclist, tick the 'Enable' button to add this workflow section to your Full Assessment Programme. Corrective Actions can be assigned to your Supplier if they have access to the Supplier Portal. The Program/Model and Default/Rules are not applicable here.
2. Report: If you would like to have an open text field for comments/notes, tick the 'Enable' button to add this workflow section to your Full Assessment Programme. 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
Risk Assessment Model (Absence of Control)
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 being assessed. This Risk Assessment Model is assessing without any controls in place, e.g. requiring a Supplier Audit. Later in the Full Assessment Programme, 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 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 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, tick the 'Enable' button to add this workflow section to your Full Assessment Programme. 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 Programme. 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)
Determination 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, e.g. Supplier Audits, 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 Programme.
1. Decision Tree: If you would like to complete a Decision Tree on your Supplier, tick the 'Enable' button to add this workflow section to your Full Assessment Programme. 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 Programme. 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
Control Planning
Image: Blank Control Planning
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.
1. Controls: If you would like to complete the Controls associated with your Supplier, tick the 'Enable' button to add this workflow section to your Full Assessment Programme. 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
Risk Assessment Model (Presence of Control)
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 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 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 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, tick the 'Enable' button to add this workflow section to your Full Assessment Programme. 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 Programme. 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)
Approval
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
Scope of Approval
Image: Blank Scope of Approval
1. Scope of Approval: If you wish to detail the exact Scope of Approval for the Supplier, e.g, the Customers the Suppliers are approved to be sold to, 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
Additional Approval Details
Image: Blank Additional Approved Details
1. Next Assessment Details: If you have enabled the 'Scheduler' for your Full Assessment Programme within the Programme Details section, you will be able to enable the 'Next Assessment Details' section. This will allow you to update the Scheduler for the Full Assessment Programme 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 Programme, 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 Programme, 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 Programme. 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 Programme. This will place the Full Assessment Programme within the 'Plan' tab of the Supply Chain Management module. If you wish to make changes to this newly saved Full Assessment Programme, you will now have access to the 'Action>Edit' button.
6. Cancel: Click the 'Cancel' button to discard of the Full Assessment Programme created. The Full Assessment Programme will not be placed within the 'Plan' tab of the Supply Chain Management module.
Image: Saved Full Assessment Programme in Plan Tab
Remember: Adding a Supplier Full Assessment Programme without a Template won't have the same results when the 'Save ' button is clicked, as adding a Supplier Full Assessment Programme with a Template and clicking 'Save & Submit'.
Clicking the 'Save' button in this scenario will only create the Supplier Full Assessment Programmes. It does not automatically generate the Supplier Full Assessment Record or send the Supplier Portal Invitation. These two steps would need to be carried out manually after the Supplier Full Assessment Programme is created.
Editing a Supplier Full Assessment Programme
To edit a Programme in Safefood 360°, navigate to the Supply Chain Management module via the 'Supplier Management>Supply Chain Management' button and click the Plan tab where your Programme needing editing is located. Within the Plan tab, click on the name of the Programme you wish to edit. The Programme name will be in blue text, which indicates a link.
Note: If you want to simply update a building block, e.g. a Checklist, Doclist, Decision Tree, Risk Assessment, etc, that is already selected in the Programme, you do not need to edit the Programme, you need to edit the building block itself. Changes to building blocks already selected in the Programme will be automatically applied to the Programme.
However, remember, changes to building blocks won't be seen in old or currently opened Full Assessment Records from Programmes created from this Programme. The changes will only show in newly created Full Assessment Records created from this Programme.
Image: Navigating to Programmes via 'Supplier Management>Supply Chain Management', Clicking the Plan Tab, Clicking Programme Name
Within the Programme page, click the 'Actions>Edit' button to access the Programme page to edit the Programme.
Image: 'Actions>Edit' Button
Once you have accessed the Programme page under the 'Edit' function, you can make changes to any fields. To save the edits made, ensure to click the 'Save' button at the bottom of the Programme page. You will be prompted with a 'Reason for Change' screen, where you will need to detail the reason why you have made a change to the Programme page before confirming and saving the changes. Once you have confirmed the edits using the 'Confirm' button, the system will take you back to the Programme Overview Page. Edits made to a Programme will be recorded in the Audit Log. The Audit Log can be accessed via the 'Actions>Audit Log' buttons.
If you do not wish to make edits, click the 'Cancel' button to be brought out of the Programme page.
Note: If you make changes, e.g. removing a building block or replacing a building block with a new one, these changes will not be automatically reflected within previously created Records from this Programme.
See the list of changes below that will not be automatically reflected in previously created Records:
- Changing the Programme Name
- Changing the Programme Primary or Secondary Assessor
- Replacing a Building Blocks with a brand new one, e.g. a new Checklist, Doclist, Rating, 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, and you have any Open Records from this Programme that require these changes, you will need to delete the previously opened Record and send out a new Record from the updated Programme, as there is no link between making the changes above between Programme and previously Opened Records.
Remember: When sending out new Records, if Alerts have been created for Full Assessment Records, these Alerts will fire. Therefore your Supplier will receive an Alert for the new Record.
Image: Programme Page Ready for Edits
Image: 'Reason for Change' Pop-Up Screen after 'Save' Button Clicked
Note: If you wish to discard the edits/changes made at this point, click the 'Cancel' button within the 'Reason for Change', and click the 'Cancel' button again within the Programme page. The system will take you back to the Programme Overview page.
Image: Detail Reason for Change and Click 'Confirm' Button
Image: Programme Overview Page after Edits Saved
Image: Navigating to Audit Log Via 'Actions>Audit Log' Button
Image: Audit Log Recording Edits
