When you need to create a new pre-assessment programme(s) for suppliers, navigate to the Supply Chain Management Module, click ‘Add Assessment Program’ and choose ‘Add Pre-Assessment Programme’.

Remember, to generate programmes this way you will need to ensure there is a template created for you to select. For more information on templates, click here.

When building the programme you will select your template for the particular supplier category. The benefit of this is that you can automatically create several pre-assessment programmes at once (as the template contains all the building blocks) and invite the suppliers to the portal. You can choose the start date the suppliers should be sent the pre-assessment records.

After clicking Save & Submit, each supplier will automatically have a programme created for them and these programmes will be found in the Plan tab in the Supply Chain Management Module.

1. Pre-Assessment Programme Template: Select your programme template. When you choose your template, the name will also appear in the Programme Name field below.

2. Date: Set the start date for when the pre-assessment records should generate on. Please note that if the template you have chosen doesn't have the frequency scheduler in place, then this date function won't work (the record will just generate straight away). Note: If you will be inviting a supplier contact to a supplier portal to complete the pre-assessment record, you might like to set the start date for a few days later. This will give the supplier a chance to accept their invitation to their supplier portal first before receiving an email notification for completing the pre-assessment record.

3. Program Name: The programme name automatically populates with the template name. This can be amended if required. When the system creates a programme for each supplier, the programme name will include what is in this programme name field followed by the supplier name e.g. Supplier PreAssessment :: Ammo Food Co.

4. Supplier: Select the supplier(s) to be assessed. Bulk pre-assessments can be created (Max 20 assessment programmes can be created at a time). You can select multiple suppliers at a time by using the tick box option or click 'Add Line' to add suppliers individually. This is a mandatory field.

5. Primary Programme Assessor: When the template selected was built, a primary assessor was defined. This person’s name will appear here automatically for each supplier. However, you can update anywhere the assigned assessor should be different. Remember that the Assessor is one of your employees who will assess the pre-assessment after the supplier completes it in the portal. This is a mandatory field.

6. Secondary Programme Assessor: This is an optional field and can be left blank. A secondary assessor for the pre-assessment can be assigned here. If a secondary assessor was assigned in the template, they will populate here automatically. The purpose of a secondary assessor is to allow alert notifications relating to the pre-assessment to be sent to the secondary assessor to keep them up-to-date on the pre-assessment record so they can also work on assessing the record when the primary assessor is unable to. Note: You can't select the same employee as selected under primary programme assessor.

7. Primary Contact: The Main Contact from the supplier (in MasterData) will automatically appear here. This is a mandatory field. Click in to select a different contact from the supplier that should be assigned the pre-assessment.

8. Add New:  Select 'Add New' if you have no supplier contact or you need to add an additional contact. Clicking this will open the supplier details in a new tab in your browser and you can add a new contact.

9. Portal: If the primary contact has already been invited to the supplier portal, the field will appear as 'Existing User' in green. If they have no portal, the field will say 'Create Portal' in yellow. If no portal should be set up, click the field and choose 'No Portal'. Note: If the supplier contact does not have an email address completed in MasterData, by default it will say 'No Portal'. Add an email address for the supplier contact by clicking into the Contact field, clicking on the supplier folder name and then clicking Add New. This will allow you to quickly access the suppliers MasterData form to add the email address.

10. Secondary Contact: This is an optional field and can be left blank. This field allows you to access the supplier's contact list to assign a second supplier contact who can receive alert notifications along with the primary contact on the pre-assessment. The secondary contact can then access and work on the pre-assessment in place of the primary contact if they are not available to do so. Note: you cannot select the same supplier contact as selected under primary contact.

11. Portal: The secondary contact selected can also be invited to the supplier portal along with the primary contact. If the selected secondary contact has no portal, the field will say 'Create Portal' in yellow and choosing this will allow the system to invite the contact to the supplier portal. If no portal should be set up, click the field and choose 'No Portal'. Note: If the supplier contact does not have an email address completed in MasterData, by default it will say 'No Portal'. Add an email address for the supplier contact by clicking into the Contact field, clicking on the supplier folder name and then clicking Add New. This will allow you to quickly access the suppliers MasterData form to add the email address.

12. Role: By default, the system supplier portal role will appear here. However, if you have your own customised supplier portal role, you can select it here. The role will be applied to both the primary contact and the secondary contact if selected.

13. Delete Line: To remove a line use the delete button X.

14. Save: If you are not ready for the programmes to be created and portal invitations to be sent just click Save. You will find the programme pending in the plan tab of the supply chain management module. You can filter the Type column and search for the 'Pending Pre-Assessment Programme'. See the image below.

15. Save & Submit: Only when you are happy with the contents of the programme should you click 'Save & Submit'. 

Notes:

-When you click save & submit, individual pre-assessment programmes are created for each supplier, and the supplier contacts are invited to the supplier portal (if 'Create Portal' was selected). 

-Mandatory fields are marked with a *.

When you click Save, the programme will be pending in the Plan tab of the Supply Chain Management Module. You can filter the 'Type' column to see your pending programmes.

When the system creates a pre-assessment programme for each supplier there is an automatic naming convention. This is the Programme Name, followed by the Supplier Name e.g. Packaging :: Choco Company

Records will generate from the programmes on the date set in the programme.

To add a pre-assessment programme when you do not have templates set up, navigate to the Contacts module in Master Data or Supply Chain Management Module, click on the tab called Suppliers and select the name of the supplier you wish to create a pre-assessment for.

After selecting your supplier you will then click on the drop-down 'Add Assessment Program' and select 'Add Pre-Assessment Programme'.

How to Complete the Pre-Assessment Programme

1. Name: Type the name of the pre-assessment programme. Include the name of the supplier.

2. Supplier: This is the supplier corresponding to the pre-assessment, it is selected when creating the programme.

3. Primary Assessor: This is the main person (employee) who is has been assigned to review the pre-assessment record completed by the supplier and ensure it is closed out.

3. Secondary Assessor: This is a second person (employee) who may receive email notifications (along with the primary assessor) relating to the pre-assessment record that generates along so they can work on reviewing and assessing the pre-assessment record when the primary assessor is not available to do so.

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 '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 specific programs or models. When a programme 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.

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 allows you to make a decision on the new supplier entities. You will be able to decide in the record if they should be pre-assessed too.

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.

18. Report: Enabling this field will allow for comments/notes to be completed in an open field.