Add a Pre-Assessment Template
The first step in a pre-assessment is creating a pre-assessment template. Templates allow you to quickly and easily configure workflows to specific assessment requirements for specific types of suppliers.
Each element of the workflow can be enabled or disabled and configured for specific checklists, models, and other relevant requirements. Default settings can also be set in the template.
An unlimited number of templates can be set up, stored, and then used to generate the correct pre-assessment for specific supplier categories e.g. ingredients, packaging, etc.
How to Add a Pre-Assessment Template
1. Select "Add Pre-Assessment Template" while in the Supplier Management Module.
How to Complete the Pre-Assessment Template
1. Name: Type the name of the template into this field.
2. Primary Assessor: Select the name of the employee who should be the primary assessor of the pre-assessment record completed by the supplier. This is a mandatory field.
3. Secondary Assessor: Select the name of the employee who should be the secondary assessor of the pre-assessment record. This is not a mandatory field.
4. Folder: Select or create a folder for your template.
Note: When a pre-assessment programme is being created, the primary assessor and any secondary assessor defined here will auto-populate into the programme being built. However, the primary and secondary assessor can be changed during the building of the programme.
1. Workflow Section: This column displays all the possible sections of the pre-assessment which can be enabled.
2. Enable: This column allows you to enable the workflows by ticking the box. You will see that if you don't enable certain workflows, this will impact whether or not some workflows in the Determination of Action can be enabled e.g. if the workflow section 'Material' is not enabled there won't be a need for the workflow 'Material Assessment Decision' and therefore you will not be able to enable this.
3. Program / Model: When some workflows are enabled you will need to select a specific program or model. When a program or model is not required the field will appear dark grey.
4. Default / Rules: This column allows to set in advance the outcome to the section of the workflow. The options to choose from are None, Accept, Return and Corrective Action. For some workflows, the default/rules will be different e.g. if you enable the checklist rating workflow you will be able to choose the particular response which should appear for each checklist question, use checklist responses or select Blank.
5. Supplier Type Determination: Enabling this workflow will allow the supplier completing the pre-assessment record to answer questions i.e. a decision tree, and this will help determine the supplier type.
6. Manufacturing Sites: Enabling this workflow will allow the supplier to list any manufacturing sites they are receiving your materials from.
7. Other Supplier Entities: Enabling this workflow will allow the supplier to list all other entities from which materials are supplied and which may need to be assessed e.g. agents, brokers etc.
8. Material: If you would like to capture data on the materials/ingredients that may be supplied e.g. material name, code, specification or material category, you can enable this workflow.
9. Checklist: This workflow will allow the supplier to complete a questionnaire. Select the checklist in the program/model column.
10. Checklist Rating: If you don't enable the checklist workflow, you will not be able to enable the checklist rating workflow. This is the rating that will be associated with the checklist. If enabling this workflow, select the rating in the program/model column and set the default/rule. If the checklist selected has a built-in rating, select 'Use Checklist Responses'.
11. Doclist: Enabling this workflow will allow you to collect documents from the supplier e.g. BRCGS Certificate.
12. Report: Enabling this field will allow for comments/notes to be completed in an open field.
13. Non-conformance: Enabling this section will allow for corrective actions to be raised within the checklist/doclist and then assigned to a responsible person in this stage.
14. Report: Enabling this field will allow for comments/notes to be completed in an open field.
15. Primary Supplier Assessment Decision: This workflow stage should be enabled so a decision can be made on the supplier being pre-assessed.
Under the column Default/Rules you can choose for a default decision on the primary supplier to populate automatically in the record. Choose from:
Portal: The supplier may not of been given access to a portal to complete the pre-assessment and therefore a default decision of given them portal access can be chosen.
Full Assessment: Choose full assessment as the default decision if you would like a full assessment workflow to go to the primary supplier. If the primary supplier's category will be defined in the first stage of the pre-assessment record, and the category has been associated with a full assessment template, then with full assessment set as the default decision, the correct template will auto-populate with the default decision.
Reject: Choose Reject if you want the default decision to be that the supplier will not be progressed on with.
Pre-Assessment: Choose Pre-assessment as the default decision if another additional pre-assessment workflow should be sent to the supplier. If a pre-assessment template is associated to the supplier's category, then a template will auto-populate.
None: If a default decision is not required then 'None' can be selected and a decision can be made when completing the determination of action stage in the record.
16. Secondary Supplier Assessment Decision: If the workflow stages called Manufacturing sites & Other Supplier Entities are enabled above, then this stage can be enabled/disabled. This workflow will allow you to make a decision on the new secondary supplier entities.
Under the column Default/Rules you can choose for a default decision on the secondary suppliers to populate automatically in the record. Choose from:
Portal: The listed secondary suppliers should be given access to a portal.
Full Assessment: Choose full assessment as the default decision if you would like a full assessment workflow to go to the secondary suppliers. If the secondary supplier's category will be defined in the first stage of the pre-assessment record, and the category has been associated with a full assessment template, then with full assessment set as the default decision, the correct template will auto-populate with the default decision.
Reject: Choose Reject if you want the default decision to be that the secondary suppliers will not be progressed on with.
Pre-Assessment: Choose Pre-assessment as the default decision a pre-assessment workflow should be sent to the secondary suppliers. If a pre-assessment template is associated to the supplier's category, then a template will auto-populate.
None: If a default decision is not required then 'None' can be selected and a decision can be made when completing the determination of action stage in the record.
17. Material Assessment Decision: Enabling this will allow a decision to be made on the materials the supplier provided data on. If the Materials workflow section is not enabled then you will not be able to enable this section.
Under the column Default/Rules you can choose for a default decision on the new materials to populate automatically. Choose from:
Save to MasterData: The new materials are saved to MasterData and relationships are defined, i.e. the primary and secondary supplier relationships with the material.
Full Assessment: Choose full assessment as the default decision for the materials if you would like to send out material assessments for each material listed. If the material is assigned a material category when it was added in the materials section of the pre-assessment and the material category has been associated with a material full assessment template, then with this default decision the correct material assessment template will auto-populate.
Reject: The material will not be progressed on with and no relationships are to be defined.
None: If no default decision should auto-populate, 'None' can be selected and a decision can be made when reviewing the materials listed in the decision stage of the pre-assessment record.
18. Report: Enabling this field will allow for comments/notes to be completed in an open field.