Regenerate a Full Assessment Record
Full Assessment Supplier and Material Records that have been completed can be Regenerated and sent to the Supplier. This allows you to send the Supplier the most recent Supplier or Material Full Assessment Record they completed, populated with the information they previously completed. The Supplier simply needs to make changes or updates where required, thus saving the Supplier time.
Access the Full Assessment Record to be Regenerated
Full Assessment Records can be located in different ways:
Image: Navigating to Complete Tab via 'Supplier Manager>Supply Chain Management' Buttons
Image: Locating the Full Assessment Record in the Complete Tab
All Completed Full Assessment Records will be located in the Complete tab in the Supply Chain Management module. From here, there are different ways to locate the Full Assessment Record you wish to Regenerate.
1. Search Bar: Using the open text field, you can search for the Full Assessment Record Name in the Search Bar. This will provide you with a list of the Full Assessment Records that contain the words you have searched for in the Record Name.
2. Type: Using the filter, you can select the Type of Record you wish to filter for, e.g. Full Assessment Record, This will provide you with a list of just the Full Assessment Records.
3. Name: Once you have located your Full Assessment Record, click on the Name of Record to enter inside the Full Assessment Record to use the 'Actions>Regenerate' button.
Image: Navigating to Suppliers in Supplier Management>Supply Chain Management , Selecting the Supplier where the Full Assessment Record is located
Image: Navigating to Suppliers in Master Data>Contacts, Selecting the Supplier where the Full Assessment Record is located
Image: On the Supplier Page, Click the Complete Tab to locate the Full Assessment Record
Image: Locating the Full Assessment Record in the Complete Tab
All Completed Full Assessment Records will be located in the Complete tab in the Supplier Overview page. From here, there are different ways to locate the Full Assessment Record you wish to Regenerate.
1. Search Bar: Using the open text field, you can search for the Full Assessment Record Name in the Search Bar. This will provide you with a list of the Full Assessment Records that contain the words you have searched for in the Record Name.
2. Type: Using the filter, you can select the Type of Record you wish to filter for, e.g. Full Assessment Record, This will provide you with a list of just the Full Assessment Records.
3. Name: Once you have located your Full Assessment Record, click on the Name of Record to enter inside the Full Assessment Record to use the 'Actions>Regenerate' button.
Image: Navigating to Materials in Supplier Management>Supply Chain Management , Selecting the Material where the Full Assessment Record is located
Image: Navigating to Materials in Master Data>Products & Materials , Selecting the Material where the Full Assessment Record is located
Image: On the Supplier Page, Click the Complete Tab to locate the Full Assessment Record
Image: Locating the Full Assessment Record in the Complete Tab
All Completed Full Assessment Records will be located in the Complete tab in the Material Overview page. From here, there are different ways to locate the Full Assessment Record you wish to Regenerate.
1. Search Bar: Using the open text field, you can search for the Full Assessment Record Name in the Search Bar. This will provide you with a list of the Full Assessment Records that contain the words you have searched for in the Record Name.
2. Type: Using the filter, you can select the Type of Record you wish to filter for, e.g. Full Assessment Record, This will provide you with a list of just the Full Assessment Records.
3. Name: Once you have located your Full Assessment Record, click on the Name of Record to enter inside the Full Assessment Record to use the 'Actions>Regenerate' button.
Using the 'Actions>Regenerate Record' Button
Image: 'Actions>Regenerated Record' Button in located Full Assessment
Click the 'Actions>Regenerate Record' buttons to Regenerate the Full Assessment Record.
Click 'Save' Button on the Details Workflow Stage in Regenerated Record
Image: Regenerated Full Assessment Record Not Yet 'Saved', Showing Previously Related Records and Record Name
Click the 'Save' button in order to save the Full Assessment Record, giving it a number, placing it in the 'Actions' tab and sending it to the Supplier (If the Primary Contact has previously been invited to the Supplier Portal).
Note: A Regenerated Full Assessment Record does not send out an automatic Supplier Portal invitation, if the Supplier Contact requires a Supplier Portal invitation, this must be done manually via the 'Settings>Users'. For further details on inviting Suppliers, see here.
Note: The Details workflow stage will have the same information completed in the previous Full Assessment Record. However, if the Primary/Secondary Assessors or Primary/Secondary Contacts are required to be changed, this can be completed before hitting the 'Save' button.
Image: 'Saved' Regenerated Full Assessment Record with Related Records Removed and new Name
Regenerated Workflow Stages Data
Below are the areas of the Full Assessment workflow stages and the details that will and will not regenerate:
Image: Supplier Details Regenerated
If the Supplier Details workflow stage was enabled within the Full Assessment Template or Programme, the Supplier Details workflow would have been seen in the Full Assessment Record. If the Primary/Secondary Assessor or Primary/Secondary Contact completed any of the fields within the Supplier Details workflow stage, this would be seen in the newly regenerated Full Assessment Record.
Image: Checklist and Doclist Regenerated
Checklist
If the Checklist was enabled within the Full Assessment Template or Programme, the Checklist would have been seen in the Full Assessment Record. If the Primary/Secondary Assessor or Primary/Secondary Contact completed the Responses, Comments/Observations, File and Assessor Comments fields within the Checklist, this would be seen in the newly regenerated Full Assessment Record. The Supplier Primary/Secondary Contact or the Primary/Secondary Assessor (If completing on behalf of the Supplier) can now make any changes necessary.
Note: Any updates made to the Checklist in Master Data will not be seen in a regenerated Full Assessment Record, as the system is regenerating the Full Assessment Record as it was previously created.
If you have made updates to your Checklist in Master Data during the time between Full Assessments, ensure to send out a brand new Full Assessment, do not regenerate the previous one.
Doclist
If the Doclist was enabled within the Full Assessment Template or Programme, the Doclist would have been seen in the Full Assessment Record. If the Primary/Secondary Assessor or Primary/Secondary Contact completed the Comments/Observations or Assessor Comments fields within the Doclist, this would be seen in the newly regenerated Full Assessment Record.
However, the regenerated Doclist will not contain the attached Documents from the previous Full Assessment Record. Documents must be attached again by the Supplier Primary/Secondary Contact or the Primary/Secondary Assessor (If completing on behalf of the Supplier) and new Review Dates set where applicable.
Note: Any updates made to the Doclist in Master Data will not be seen in a regenerated Full Assessment Record, as the system is regenerating the Full Assessment Record as it was previously created.
If you have made updates to your Doclist in Master Data during the time between Full Assessments, ensure to send out a brand new Full Assessment, do not regenerate the previous one.
Image: Risk Assessment - Absence of Control Regenerated
Hazards
If the Risk Assessment - Absence of Control workflow stage was enabled within the Full Assessment Template or Programme, the Hazards would have been seen in the Full Assessment Record. If the Primary/Secondary Assessor completed the Hazards or Notes within the Risk Assessment - Absence of Control, this would be seen in the newly regenerated Full Assessment Record. The Primary/Secondary Assessor can now make any changes necessary.
Risk
If the Risk Assessment - Absence of Control workflow stage was enabled within the Full Assessment Template or Programme, the Risk would have been seen in the Full Assessment Record. However, the regenerated Risk Assessment will not contain the completed Risk Values, Total Risks, Attach/Links or Reports from the previous Full Assessment Record. The Primary/Secondary Assessor will need to complete the Risk Assessment within the regenerated Full Assessment Record.
Note: If you have made updates to your Risk Assessment Model in 'Risk>Food Safety Plan' during the time between Full Assessments, the updates will be seen within the Risk Assessment Model details in the Full Assessment. There is no need to send out a brand new Full Assessment to see the updates from a Risk Assessment Model.
Image: Determination of Control Regenerated
If the Determination of Control workflow stage was enabled within the Full Assessment Template or Programme, the Decision Tree would have been seen in the Full Assessment Record. However, the regenerated Decision Tree will not contain the completed Answers, Result or Decision Report from the previous Full Assessment Record. The Primary/Secondary Assessor will need to complete the Decision Tree within the regenerated Full Assessment Record.
Note: If you have made updates to your Decision Tree Model in 'Risk>Food Safety Plan' during the time between Full Assessments, the updates will be seen within the Decision Tree Model details in the Full Assessment. There is no need to send out a brand new Full Assessment to see the updates from a Decision Tree Model.
Image: Control Planning Regenerated
If the Control Planning workflow stage was enabled within the Full Assessment Template or Programme, the Controls would have been seen in the Full Assessment Record. However, the regenerated Controls will not contain the completed Control, Control Limit, How, Responsible, Frequency, Corrective Action, Record or Verification from the previous Full Assessment Record. The Primary/Secondary Assessor will need to complete the Control within the regenerated Full Assessment Record.
Image: Risk Assessment - Presence of Control Regenerated
Hazards
If the Risk Assessment - Presence of Control workflow stage was enabled within the Full Assessment Template or Programme, the Hazards would have been seen in the Full Assessment Record. If the Primary/Secondary Assessor completed the Hazards or Notes within the Risk Assessment - Presence of Control, this would be seen in the newly regenerated Full Assessment Record. The Primary/Secondary Assessor can now make any changes necessary.
Risk
If the Risk Assessment - Presence of Control workflow stage was enabled within the Full Assessment Template or Programme, the Risk would have been seen in the Full Assessment Record. However, the regenerated Risk Assessment will not contain the completed Risk Values, Total Risks, Attach/Links or Reports from the previous Full Assessment Record. The Primary/Secondary Assessor will need to complete the Risk Assessment within the regenerated Full Assessment Record.
Note: If you have made updates to your Risk Assessment Model in 'Risk>Food Safety Plan' during the time between Full Assessments, the updates will be seen within the Risk Assessment Model details in the Full Assessment. There is no need to send out a brand new Full Assessment to see the updates from a Risk Assessment Model.
Image: Approval Regenerated
If the Score, Result, Rating, Scope of Approval, Summary or Responses were enabled within the Full Assessment Template or Programme, they will be seen in been seen in the Full Assessment Record. However, the regenerated Approval workflow stage will not contain the completed Score, Result, Rating, Status or Scope of Approval from the previous Full Assessment Record. The Primary/Secondary Assessor will need to complete the Approval within the regenerated Full Assessment Record.
Tip: For further details on completing the Full Assessment Records, see here.