Add a Full Assessment Record
Full Assessment Records can be raised in four ways:
The Full Assessment Record will be automatically generated when the Full Assessment Programmes are 'Save & Submitted'. The Full 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 Full Assessment Supplier Program' or 'Add Assessment Program>Add Full Assessment Material Program' Buttons
Image: Completing the Assessment Programme Page for a Supplier Full Assessment
Image: Completing the Assessment Programme Page for a Material Full Assessment
Image: Full Assessment Record Generated and Placed in Actions Tab
Image: Blank Supplier Full Assessment Record
Image: Blank Material Full Assessment Record
To manually add a Full Assessment Record in the Supply Chain Management module, click the 'Add Record>Add Full Assessment Supplier’ or 'Add Record>Add Full Assessment Material’ button. A pop up will appear on screen prompting you to select the Full Assessment Programme to create the Full Assessment Record from. Using the dropdown, or typing into the box, locate your preferred Full Assessment Programme and click 'Create'. Once created, the Full 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 Full Assessment Supplier' or 'Add Record>Add Full Assessment Material' Button
Image: Full Assessment Programme Pop-Up Screen
Image: Selecting the Full Assessment Programme to create the Full Assessment Record from
Image: Clicking the 'Create' Button to generate a New Full Assessment Record
Image: Blank Full Assessment Record
To manually add a Full Assessment Record in the Supplier or Material Master Data page, click the 'Add Record>Add Full Assessment Supplier’ or 'Add Record>Add Full Assessment Material’ button. A pop up will appear on screen prompting you to select the Full Assessment Programme to create the Full Assessment Record from. Using the dropdown, or typing into the box, locate your preferred Full Assessment Programme and click 'Create'. Once created, the Full 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: Navigation 'Master Data>Products & Materials' and 'Materials' Tab
Image: 'Add Record>Add Full Assessment' Button on Supplier Overview Page
Image: 'Add Full Assessment Material' Button on Material Overview Page
Image: Full Assessment Programme Pop-Up Screen on Supplier Overview Page
Image: Full Assessment Programme Pop-Up Screen on Material Overview Page
Image: Selecting the Full Assessment Programme to create the Full Assessment Record from, on Supplier Overview Page
Image: Selecting the Full Assessment Programme to create the Full Assessment Record from, on Material Overview Page
Image: Clicking the 'Create' Button to generate a New Full Assessment Record on Supplier Overview Page
Image: Clicking the 'Create' Button to generate a New Full Assessment Record on Material Overview Page
Image: Blank Supplier Full Assessment Record
Image: Blank Material Full Assessment Record
If the Scheduler has been set within the Full Assessment Programme, Full Assessments Records will open at the frequency selected. Therefore, Full Assessment Record will be automatically generated by system when the Scheduler frequency has been reached. The Full Assessment Record can be accessed from the 'Actions' tab of the Supply Chain Management module.
Image: Full Assessment Supplier Programme Scheduler
Image: Full Assessment Material Programme Scheduler
Image: Full Assessment Supplier Record in First Stage
Image: Full Assessment Material Record in First Stage
Stages of the Full Assessment Record
After creating your Full Assessment Record, the Details workflow section will open. The 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 nine workflow stages of the Full Assessment Record:
Image: Blank Details
1. Date: The Date will auto-populate to the date the Full Assessment Supplier/Material Record has been opened. However, using the calendar option, the date can be updated.
2. Supplier: The name of the Supplier the Full Assessment Supplier/Material Record is for will appear here. This is not editable from here. If you have created the Full Assessment Supplier/Material Record for the wrong Supplier you must create another Full Assessment Supplier/Material Record selecting the correct Supplier.
3. Site: The name of the Site for the Supplier may populate here if you have completed the 'Site' field within the Full Assessment Programme.
Note: The 'Site' field can only be completed when adding a Full Assessment Supplier/Material Programme directly from the Supplier or Material Master Data page, not using Templates.
4. Material: The name of the Material the Full Assessment Material Record is for will appear here.
Note: If there is no Material detailed in the Material section, then this Full Assessment is a Full Assessment Supplier Record only. As the Material field will only be completed when a Full Assessment Material record is created.
5. Primary Assessor: The name of the Employee who was chosen as the Primary Assessor in the Full Assessment Supplier/Material Programme, responsible for the Full Assessment Record once the Supplier has returned their stages, will populate here. However, it can be updated using the Master Data Employee dropdown. The Primary Assessor is mandatory to complete. [Mandatory Field]
Image: Changing the Primary Assessor using Master Data Employees Dropdown
6. Secondary Assessor: If defined in the Full Assessment Supplier/Material Programme, the name of the Employee who was chosen as the Secondary Assessor, responsible for the Full Assessment Record once the Supplier has returned their stages if the Primary Assessor is not available, will populate here. However, it can be updated using the Master Data Employee dropdown. If the Secondary Assessor was not defined in the Full Assessment Supplier/Material Programme, this will remain blank. The Secondary Assessor is not mandatory to complete.
Image: Selecting Secondary 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
7. Primary Contact: The name of the Supplier Contact who was chosen as the Primary Contact in the Full Assessment Supplier/Material Programme, responsible for completing the Full Assessment Record (Details, Supplier Details and Data Collection), will populate here. However, it can be updated using the Master Data Supplier dropdown,. The Primary Contact is mandatory to complete. [Mandatory Field]
Image: Selecting Primary Contact using Master Data Employees Dropdown
Note: The Supplier Folder will show all of the Suppliers on your site, not just the Supplier the Full Assessment has been sent to. Use the Folders or Search Bar to locate the correct Supplier.
8. Secondary Contact: If defined in the Full Assessment Supplier/Material Programme, the name of the Supplier Contact who was chosen as the Secondary Contact, responsible for completing the Full Assessment Record (Details, Supplier Details and Data Collection) if the Primary Contact is not available, will populate here. However, it can be updated using the Master Data Supplier dropdown. If the Secondary Contact was not defined in the Full Assessment Supplier/Material Programme, this will remain blank. The Secondary Contact is not mandatory to complete.
Note: If the Secondary Contact takes over the responsibility of completing the Full Assessment Supplier/Material Record using the 'Save & Return' button in the Data Collection stage, they will receive the system notifications instead of the Primary Contact.
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
9. Position: Using the open text field, the Primary Contact can complete their Job Description. However, this is not mandatory to complete.
10. 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 Full 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.
11. 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.
12. Cancel: Click the 'Cancel' button if you wish to discard the changes made.
Image: Completed Details
Image: Blank Supplier Details
The Supplier Details workflow stage will automatically populate details from the Supplier page in Master Data if completed previously. However, the Supplier can use this workflow stage to add additional or missing information. If updated, the details will be updated in the Supplier page in Master Data automatically.
Supplier Contact Information
1. 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.
2. 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.
3. 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.
4. Website: Using the open text field, the Supplier's website can be added/updated.The Supplier's Website will appear here if it has been added to Master Data previously. The Supplier can add/update their Website if necessary using the open text field.
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 Full 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
Contacts
5. Contact - Salutation: Using the dropdown, select the Supplier Contact Salutation, Mr, Mrs, Ms, Prof, Dr.
6. Contact - First Name: Using the open text field, enter the Supplier Contact First Name.
7. 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.
8. Contact - Position: Using the open text field, enter the Supplier Contact Position.
9. 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.
10. 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.
11. X: Click the 'X' button to remove any of the lines previously added.
12. Add Line: Click the 'Add Line' button to add more Contacts.
Note: If a new Supplier Contact is added within the Full 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.
Supplier Address
13. 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.
14. 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.
15. 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.
16. 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.
17. 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.
18. 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.
19. 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 Full 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.
20. 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.
21. Cancel: Click the 'Cancel' button if you wish to discard the changes made.
Image: Completed Supplier Details
Image: Blank Data Collection
Image: Blank Checklist
The Checklist allows the Supplier/or Primary/Secondary Assessor completing the Full Assessment Record on behalf of the Supplier, to complete a questionnaire that is required as part of the Full Assessment Record.
1. 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 Full 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
2. Requirement: The Requirement can detail a heading, instructions or question that should be answered. The Requirement was defined in the Checklist.
3. 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
4. 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
5. Comments/Observations: The Supplier can use the Comments/Observations open text field to provide further details on their Responses to the questions if needed.
6. '+' 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
7. 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 Full 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
8. 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.
9: '+' 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.
10. 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.'
11. 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 Full Assessment Template or Full Assessment Programme. This can save time for the Primary/Secondary Assessor reviewing the Full Assessment Record. See here to access the article on Full Assessment Templates, here to access the article on Full Assessment Supplier Programmes and here to access the article on Full Assessment Material Programmes.
Image: 'Returned' Checklist Row
Image: Blank Doclist
The Doclist allows the Supplier/or Primary/Secondary Assessor completing the Full Assessment Record on behalf of the Supplier, to attach some initial documentation that is required as part of the Full Assessment Record.
12. 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 Full 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
13. 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.
14. 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
15. 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.
16. Comments/Observations: The Supplier can use the Comments/Observations open text field to provide further details on their Documents if needed.
17. 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 Doclist
Image: File Attached to Doclist
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.
18. 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.
19. 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.'
20. 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 Full Assessment Template or Full Assessment Programme. This can save time for the Assigned Assessor reviewing the Full Assessment Record. See here to access the article on Full Assessment Templates, here to access the article on Full Assessment Supplier Programmes and here to access the article on Full Assessment Material Programmes.
Image: 'Returned' Doclist Row
Report
Image: Blank Report
21. Report: The Supplier or the Primary/Secondary Assessor can use the open text 'Report' field to detail any overall or additional comments.
22. Save & Return: When reviewing the Full Assessment Record, if the Primary/Secondary Assessor has noted 'Return' for any lines within the 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 Full Assessment Record previously, e.g. Primary Contact or Secondary Contact, is automatically notified that the Primary/Secondary Assessor has sent back the Full 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 Full 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.
Note: The system will allow the Primary/Secondary Assessor to 'Save and Return' without noting any lines are 'Return'. However, this is not recommended as the Supplier will be unable to easily locate what needs to be reviewed as the rows will not be highlighted in orange.
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 Full 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 Full 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'
23. Save: Click the 'Save' button to simply save any changes made in the Data Collection workflow stage, leaving this workflow stage open.
24. 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 Full Assessment Record. The Full Assessment Record will move to the next workflow stage.
Note: If there are any lines with the 'Decision' noted as ‘Return’, the Full Assessment Record cannot be moved to the next workflow stage. The Primary/Secondary Assessor must note all lines as 'Accept' to 'Save & Submit' the Full Assessment Record.
Note: If you have hit the 'Save & Return' button, sending the Full Assessment back to the Supplier, but then decide you no longer need any further comments from the Supplier, you can 'Save & Submit' while the Full Assessment is in the 'Awaiting Data Collection [By Supplier]' workflow stage. However, as you hit the 'Save & Return' button first, the Supplier would have received an automatic System Email Notification informing them that the Full Assessment has been returned to them. If you then decide to 'Save & Submit' before the Supplier had the opportunity to view the Full Assessment, they will no longer see the action required of them, and may confuse the Supplier. Keep this in mind.
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 Full 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 & Submitted' and Document Approval Set Up
35. 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.
Note: The comments added to the 'Assessors Comments' field do not populate in the 'Comments/Observations' field in the Nonconformance & Corrective Action workflow stage. If you would like to include the comments from the 'Assessors Comments' field, ensure to add them to the 'Comments/Observations' field manually.
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 Full 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
5. 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 Full Assessment Record has been sent to. Therefore you will need to search using the folders or search bar for the correct Supplier Contact.
6. Due Date*: The 'Due Date' that the Supplier Corrective Action Record is to be completed by should be noted using the calendar field.
7. Report: The Primary/Secondary Assessor can detail any further comments in the open data 'Report' field.
8. Save: Click the 'Save' button to simply save any changes made in the Nonconformance & Corrective Action workflow stage, leaving this workflow stage open.
9. 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 Full Assessment Record. The Full Assessment Record will also move to the next workflow stage.
10. 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 Risk Assessment - Absence of Control
The 'Risk Assessment - Absence of Control' workflow stage allows 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.
Hazards
1. Hazards: Using the dropdown, Hazards can be selected from the Hazard Data Base on your site to associate with the Supplier/Material you are assessing. For more information on adding Hazards, see here.
Image: Hazards Dropdown
2. Notes: Using the open text field, notes can be added on the Hazard you have selected.
3. X: Click the 'X' button to remove Hazards.
4. Add Line: Additional Hazards can be added by clicking the 'Add Line' button.
Score Result: If you have a score involved within your Checklist or Rating Responses, you will see the result of said score within the 'Risk Assessment - Absence of Control' workflow stage between the Hazards and the Risk. You may wish to use this Score as a Risk Criteria.
Image: Score Result in Risk Assessment - Absence of Control
Risk
5. Criteria: The Risk Criteria defined in the Risk Assessment Model selected for the 'Risk Assessment - Absence of Control' workflow stage in the Full Assessment Template or Full Assessment Supplier/Material Programme will appear here in a list. To see how Risk Criteria are created, see here.
6. Document Preview: If a Guidance/Procedure Document was defined in the Risk Assessment Model selected for the 'Risk Assessment - Absence of Control' workflow stage in the Full Assessment Template or Full Assessment Supplier/Material Programme, 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 Guidance/Procedure Document defined in the Risk Assessment Model, 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
7. Risk Value: The 'Risk Value' is a dropdown where the Risk Criteria Names from the Risk Assessment Model will be available to select. To see how Risk Values are created, see here.
Image: Risk Value Dropdown
Uncertainty: If you have Uncertainty involved within your Risk Assessment Model, you will see the options of this Uncertainty within the 'Risk Assessment - Absence of Control' workflow stage between the Risk Value and Total Risk columns. Uncertainty is designed to correct the Risk Rating Results based on the quality and accuracy of the data used during the completion of the Risk Criteria. Poor quality data or subjective assessment increases the uncertainty of a Risk Assessment. For further detail on building the Uncertainty, see here.
The Uncertainty Detail will always add the percentage of the Max Risk Value of the options within the Risk Criteria.
For example: If the options for the Risk Criteria are Pass(0), Monitor(20) and Fail(50), if the option of Pass is selected, along with the Uncertainty of 5%, this will result in 5% of the Max Risk Value 'Fail(50)' being added to the Pass(0) Risk Value.
Pass(0) + 5% of Fail(50) = 2.5
Image: Uncertainty in Risk Assessment Model
Image: Uncertainty Dropdown
Image: Uncertainty Calculation
8. Total Risk: The 'Total Risk' will populate the value from the Risk Criteria Name in the Risk Assessment Model.
Remember: If Uncertainty is included in the Risk Assessment Model, the 'Total Risk' will include the percentage of Max Risk Value from the Uncertainty.
9. Attach/Link: The 'Attach/Link' allows you to attach a document from the files in your device, or link an Internal/External URL to provide justification for the risk you have selected.
10. Report: The 'Report' is an open text field allowing you to provide additional details for the justification of the risk selection.
11. Risk Outcome: The system will automatically populate the risk outcome here. The result of the Risk Outcome comes from the Risk Rating Outcomes defined in the Risk Assessment Model. For further detail on the Risk Rating Outcomes, see here.
12. Save: Click the 'Save' button to simply save any changes made in the Risk Assessment - Absence of Control workflow stage, leaving this workflow stage open.
13. Save & Submit: The Primary/Secondary Assessor will click the 'Save & Submit' button when they have completed the Risk Assessment - Absence of Control workflow stage and move the Full Assessment Record to the next workflow stage. If you choose to 'Save & Submit', the Risk Assessment - Absence of Control workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.
14. Cancel: Click the 'Cancel' button discard of the information added and move back to the Supply Chain Management module.
Image: Completed Risk Assessment - Absence of Control
Image: Example of Completed 'Risk Assessment - Absence of Control' with Uncertainty
Note: If the Risk Assessment Risk Rating Outcome in the Risk Assessment - Absence of Control workflow stage has been noted as 'Significant? - Yes' within the Risk Assessment Model, the Determination of Control workflow stage will open in the Full Assessment Record. (If enabled in the Full Assessment Template or Programme).
If the Risk Assessment Risk Rating Outcome in the Risk Assessment - Absence of Control workflow stage has been noted as 'Significant? - No' within the Risk Assessment Model, the Determination of Control workflow will not open and the Full Assessment Record will move directly to the Approval workflow stage, skipping the Determination of Control, Controls and Risk Assessment - Presence of Control workflow stages.
Most Risk Assessment Models are built to allow the Decision Tree to open when the Risk Assessment Risk Rating Outcome has resulted in a Medium or High Risk. However, the Risk Assessment Model can be built to open the Decision Tree for all Risk Assessment Risk Rating Outcomes, including Low Risk. For further details on the Risk Assessment Risk Rating Outcomes, see here.
Image: Risk Rating Significant?
Image: Example of Result of Risk Assessment - Absence of Control (Low, Significant? - No) causing Full Assessment Record to move directly to the Approval Workflow Stage, skipping the Determination of Control, Control Planning and Risk Assessment - Presence of Control Workflow Stages
Image: Blank Determination of Control
The Determination of Control workflow stage is designed to guide you in determining what kind of Control, if any, might be required for this Supplier or Material.
1. No. and Question: Here you will see the list of questions from the Decision Tree selected within the Full Assessment Template or Programme.
2. Answer: The 'Answer' dropdown will contain a Yes/No response that must be answered. The Yes/No response outcomes come from the Decision Tree Model. The system will automatically move you to the next applicable question, as set within the Decision Tree Model, until you finish with a result.
3. Result: The 'Result' of the questions answered will be seen here. This result comes from the Decision Tree Model. Different Decision Trees will have different results in place e.g. Controls Required, Controls Not Required, Medium Risk Supplier Controls Required, High Risk Material Controls Required, etc.
Image: Decision Tree Monitor?
Note: If the Decision Tree Result in the Determination of Control workflow stage has been noted to be 'Monitor? - Yes' within the Decision Tree Model, the Controls workflow stage will open in the Full Assessment Record. (If enabled in the Full Assessment Template or Programme)
If the Decision Tree result in the Determination of Control workflow stage has been noted as 'Monitor? - No' within the Decision Tree Model, the Controls workflow stage will not open and Full Assessment Record will move directly to the Approval workflow stage, skipping the Controls and Risk Assessment - Presence of Control workflow stages.
For further details on the Decision Tree Results, see here.
4. Decision Report: The 'Decision Report' is an open text box for further details on the Decision Tree result.
5. Save: Click the 'Save' button to simply save any changes made in the Determination of Control 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 Determination of Control workflow stage and move the Full Assessment Record to the next workflow stage. If you choose to 'Save & Submit', the Determination of Control workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.
7. Cancel: Click the 'Cancel' button discard of the information added and move back to the Supply Chain Management module.
Image: Completing the Decision Tree Questions
Image: Completing the Decision Tree Questions
Image: Completing the Decision Tree Questions - Controls Required Result
Image: Completing the Decision Tree Questions - No Controls Required Result
Image: Completed Determination of Control
Image: Example of Result of Determination of Control (Monitor? - No) causing Full Assessment Record to move directly to the Approval Workflow Stage, skipping the Control Planning and Risk Assessment - Presence of Control Workflow Stages
Image: Blank Control Planning
Note: If your Decision Tree Results are associated with Controls, the Controls will automatically appear when the Control Planning workflow stage opens.
If you have not associated any Controls with your Decision Tree Results, but you have created predefined Control models, these Controls models can be located using the 'Add Control' button.
Several System Control models are also available, and which have been prepared according to FSMA requirements and can be reviewed/edited to ensure they are applicable to you. If you don't have any controls predefined, you can simply define them here.
For further details on associating Controls with the Decision Tree Results, see here.
Image: Control Programme Associated in Decision Tree
1. Control: Using the open text field, detail the name of the Control. This describes the activity, e.g. Supplier Audit, Micro Testing, etc. [Mandatory Field]
2. Control Limit: Using the open text field, detail the Control Limit, e.g. Failed Test, Failed Audit, etc. [Mandatory Field]
3. How: Using the open text field, detail how the Control is conducted. [Mandatory Field]
4. Responsible: Using the Master Data dropdown from Job Descriptions, select the 'Responsible'. The Responsible should ensure that the Controls are conducted as per specifications and follow a suitable schedule. The Job Descriptions are located in 'Master Data>Employees'. If a required Job description is not in the list when creating the Control, you can add Job Descriptions by clicking on the ‘Job Description’ folder and selecting ‘Add New’. This will open a hyperlink where you can add a Job Description to be set as Responsible for this Control. For further details on Job Descriptions, see here. [Mandatory Field]
Image: Job Description Dropdown
5. Frequency: Using the open text field, detail how often the Control needs to be conducted, e.g. Yearly, Monthly, Per Delivery, etc. [Mandatory Field]
6. Corrective Action: Using the open text field, detail what action must be taken if the Control Limit is met. [Mandatory Field]
7. Record: The 'Record' field is a dropdown that allows you to select a Document or Programme, where data and evidence supporting the fulfillment of the Control is maintained. This dropdown comes from the Documents within the Documents module and the list of Programmes throughout the different modules, e.g. Supplier Audits, Monitoring, etc. Only one Document or Programme can be linked to one Control line. The Document or Programme that you wish to select must be uploaded/built within Safefood 360° before it can be selected via the dropdown. After the Control Planning workflow stage is saved and submitted, the attached Document or the Programme will become highlighted in blue, indicating that it has become a clickable link and the User is now able to preview the Document from this page or access the Programme via the link.
Image: Record Dropdown
Tip: If you do not wish to selected a Document or Programme using the dropdown, or you may need to note more than one Document or Programme, use the Verification field to include the details on the Documents or Programmes, e.g. RECORD :: Name of Record, DOCUMENT :: Name of Document.
8. Verification: Using the open text field, detail the activity that confirms that all the elements of the Control are in place, adequate and capable of producing safe and legal product. [Mandatory Field]
9. Add Line: Click the 'Add Line' button to add more lines, for detailing more Controls.
10. Add Control: Click the 'Add Control' button to select from existing Controls built within 'Risk>Food Safety Plan' module. You can select from specific Models built by you, or System Control Models. If selecting an existing Control, the details can be edited within the Control Planning workflow stage. However, the changes made here will not be reflected in the existing Control in the 'Risk>Food Safety Plan<Models'. For further details on Controls, see here.
Image: 'Add Control' Dropdown
11. Save: Click the 'Save' button to simply save any changes made in the Control Planning workflow stage, leaving this workflow stage open.
12. Save & Submit: The Primary/Secondary Assessor will click the 'Save & Submit' button when they have completed the Control Planning workflow stage and move the Full Assessment Record to the next workflow stage. If you choose to 'Save & Submit', the Control Planning workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.
13. Cancel: Click the 'Cancel' button discard of the information added and move back to the Supply Chain Management module.
Note: If the Risk Assessment - Presence of Control workflow stage has been enabled in the Full Assessment Template or Programme, once the Control Planning workflow stage has been saved and submitted, the Risk Assessment - Presence of Control workflow stage will open.
If the Risk Assessment - Presence of Control workflow stage has not been enabled in the Full Assessment Template or Programme, once the Control Planning workflow stage has been saved and submitted, the Risk Assessment - Presence of Control workflow stage will be skipped, and the Full Assessment Record will move straight to the Approval workflow stage.
Image: Completed Control Planning
Image: Example of Risk Assessment - Presence of Control not enabled causing Full Assessment Record to move directly to the Approval Workflow Stage, skipping the Risk Assessment - Presence of Control Workflow Stages
Image: Blank Risk Assessment - Presence of Control
Now that you have established the Controls required for this particular Supplier/Material, it is possible to adjust the Risk of the Supplier/Material using the Risk Assessment - Presence of Control workflow stage. Usually the Risk Assessment Model used is a simple risk model, e.g. None, Low, Medium or High.
Hazards
1. Hazards: Hazards selected previously in the Risk Assessment - Absence of Control workflow stage will automatically populate here. Using the dropdown, more Hazards can be added from the Hazard Data Base on your site to associate with the Supplier/Material you are assessing. For more information on adding Hazards, see here.
2. Notes: Using the open text field, notes can be added on the Hazard you have selected.
3. X: Click the 'X' button to remove Hazards.
4. Add Line: Additional Hazards can be added by clicking the 'Add Line' button.
Risk
5. Criteria: The Risk Criteria defined in the Risk Assessment Model selected for the 'Risk Assessment - Presence of Control' workflow stage in the Full Assessment Template or Full Assessment Supplier/Material Programme will appear here in a list. To see how Risk Criteria are created, see here.
6. Document Preview: If a Guidance/Procedure Document was defined in the Risk Assessment Model selected for the 'Risk Assessment - Presence of Control' workflow stage in the Full Assessment Template or Full Assessment Supplier/Material Programme, 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 Guidance/Procedure Document defined in the Risk Assessment Model, 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
7. Risk Value: The 'Risk Value' is a dropdown where the Risk Criteria Names from the Risk Assessment Model will be available to select. To see how Risk Values are created, see here.
Image: Risk Value Dropdown
8. Total Risk: The 'Total Risk' will populate the value from the Risk Criteria Name in the Risk Assessment Model.
9. Attach/Link: The 'Attach/Link' allows you to attach a document from the files in your device, or link an Internal/External URL to provide justification for the risk you have selected.
10. Report: The 'Report' is an open text field allowing you to provide additional details for the justification of the risk selection.
11. Risk Outcome: The system will automatically populate the risk outcome here. The result of the Risk Outcome comes from the Risk Rating Outcomes defined in the Risk Assessment Model. For further detail on the Risk Rating Outcomes, see here.
12. Save: Click the 'Save' button to simply save any changes made in the Risk Assessment - Presence of Control workflow stage, leaving this workflow stage open.
13. Save & Submit: The Primary/Secondary Assessor will click the 'Save & Submit' button when they have completed the Risk Assessment - Presence of Control workflow stage and move the Full Assessment Record to the next workflow stage. If you choose to 'Save & Submit', the Risk Assessment - Presence of Control workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.
14. Cancel: Click the 'Cancel' button discard of the information added and move back to the Supply Chain Management module.
Image: Completed Risk Assessment - Absence of Control
Image: Blank Approval
Score Result: If the Score Result has been enabled within the Full Assessment Template or Programme, and you have a score involved within your Checklist or Rating Responses, you will see the result of said score within the 'Approval' workflow stage before the Result. If your Score Result is linked with a Rating, the Result and Rating will auto populate to the limits set within the Rating. However, the Result and Rating can also be changed manually if needed. For further detail on Ratings, see here.
If the Score Result has been enabled within the Full Assessment Template or Programme, and you do not have a score involved within your Checklist or Rating Responses, you will see 'Not Applicable' within the Score Result.
Image: Score Result in Approval and Result and Rating Auto Populating
Image: Score Result in Approval, but 'Not Applicable' showing as Checklist did not include Scoring
Note: The Status will never auto populate. This must always been selected manually.
Result: If the Result has been enabled within the Full Assessment Template or Programme, and you have a score involved within your Checklist or Rating Responses, the Result will automatically populate based on the Rating that was selected within the Full Assessment Template or Programme. However, it can be changed manually if needed.
If the Result has been enabled within the Full Assessment Template or Programme, and you do not have a score involved within your Checklist or Rating Responses, you will see the Rating blank within the Approval workflow stage. The Result will need to be selected manually as this is a mandatory field and the Primary/Secondary Assessor will be unable to 'Save & Submit' the Full Assessment Record unless it is completed.
Image: Result Dropdown coming from Result in the Rating selected in the Full Assessment Template or Programme
Image: Blank Result in Approval showing as Checklist did not include Scoring to populate Result
Rating: If the Rating has been enabled within the Full Assessment Template or Programme, and you have a score involved within your Checklist or Rating Responses, the Rating will automatically populate based on the Rating that was selected within the Full Assessment Template or Programme. However, it can be changed manually if needed.
If the Rating has been enabled within the Full Assessment Template or Programme, and you do not have a score involved within your Checklist or Rating Responses, you will see the Rating blank within the Approval workflow stage. The Rating will need to be selected manually as this is a mandatory field and the Primary/Secondary Assessor will be unable to 'Save & Submit' the Full Assessment Record unless it is completed.
Image: Rating Dropdown coming from Rating in the Rating selected in the Full Assessment Template or Programme
Image: Blank Rating in Approval showing as Checklist did not include Scoring to populate Result
Remember: The 'Result' and 'Rating' dropdowns will depend on the data built within the Rating that has been selected in the Full Assessment Template or Programme.
Image: 'Rating' and 'Result' Section of Rating
1. Status: The Full Assessment Status should be selected using the system set dropdown of 'Approved/Not Approved'. The Status will update the Supplier/Material Status in the system. This will override any Assessments completed before it. Approved Suppliers/Materials will appear on the Approved Supplier List in the Supply Chain Management module. [Mandatory Field]
Image: Status Dropdown
2. Scope of Approval: If the Scope of Approval has been enabled within the Full Assessment Template or Programme, you can use the Master Data dropdowns to detail the Scope of Approval for the Supplier/Material, e.g. the Customers the Suppliers are approved to be sold to, the Products the Materials are approved to be used within, etc. Multiple Master Data options can be selected. The Scope of Approval may be mandatory or not mandatory, depending on how it was set up in the Full Assessment Template or Programme. For further detail on the Scope of Approval, see here.
Tip: The Scope of Approval can be used to create Approval Conditions, e.g. Temporary Approval, etc, as the Status dropdown cannot be edited by the User. It will stay as Approved/Not Approved.
Image: Scope of Approval Dropdown
3. Next Assessment Details: If the Next Assessment Details has been enabled within the Full Assessment Template or Programme, you can complete the Next Assessment Details within the Full Assessment Record. This allows you to define when the next Full Assessment Record will be automatically generated by the system using the scheduler, and be sent to the Supplier's Portal. By default, the Next Assessment Details will populate with the next Full Assessment date, based on the frequency set in the Full Assessment Template or Programme, e.g. the frequency in the scheduler is set to 3 Years, the next due date that appears in the Next Assessment Details will be 04/02/2028. The Next review Due Date, Review Frequency, Next Repeat Interval and Action Notice in Days can be updated if required.
Image: Next Assessment Details Fields
Note: If the details of the Next Assessment Details are changed within the Full Assessment Record, the Scheduler within the Full Assessment Programme will be updated to reflect the new Scheduler information.
Remember: If you have built Alerts for the Full Assessment Records, the Action Notice Days must be taken in consideration to ensure the Alert Criteria is correct when the Alert fires.
4. Summary: If the Summary Table has been enabled within the Full Assessment Template or Programme, the Summary Table will populate in the Approval workflow stage of the Full Assessment Record. The Summary Table analyses the Heading Level sections of the Checklist, showing the Score details for each section, and shows which sections had Nonconformances raised within them.
Image: Summary where a Checklist contained no Scoring
Image: Summary where a Checklist contained Scoring
5. Responses: If the Responses Table has been enabled within the Full Assessment Template or Programme, the Responses Table will populate in the Approval workflow stage of the Full Assessment Record. The Responses Table details the different Responses possible for the Checklist Questions and notes the number of each Response selected in the Overall and Heading Level sections of the Checklist.
Image: Responses Table in Approval
6. Report: Any overall comments on the Full Assessment Record or on the Approval can be added in the open text 'Report' field.
7. Save: Click the 'Save' button to simply save any changes made in the Approval workflow stage, leaving this workflow stage open.
8. Save & Submit: The Primary/Secondary Assessor will click the 'Save & Submit' button when they have completed the Approval workflow stage details and are ready to complete the Full Assessment Record. Once the 'Save & Submit' button is clicked, the Full Assessment Record will be marked as completed and the Supplier/Material will be marked as Approved/Not Approved.
9. Cancel: Click the 'Cancel' button discard of the information added and move back to the Supply Chain Management module.