Add a Full Assessment Template
- Templates are created based on supplier/material categories and allow users to quickly and easily configure workflows to specific assessment requirements for specific categories of suppliers and materials e.g. ingredient or packaging.
- Each element of the workflow can be enabled or disabled and configured for specific checklists, models and other relevant requirements.
- Templates are built before programmes are added. When you add a new supplier or material assessment programmes, you will select the template and then choose the suppliers or materials for assessment. After this, a programme is automatically created for each supplier or material and contains all the building blocks and workflow defined in the template.
- Templates you create are found in the Templates tab in the Supply Chain Management Module. To add a new template while in the Supply Chain Management Module, click Add Template > Add Full Assessment Template.
Click here for a webinar on full assessment templates.
1. Template Detail
1. Name: Here you can decide the most appropriate name for your template. Normally this would be the supplier or material category you're creating the template for e.g. ingredient or packaging.
2. Primary Assessor: The name of your employee who will be the primary person to review the assessment records for which the template is a building block for. For example, you may have a specific employee who is in charge of reviewing & closing out assessments for only packaging suppliers. This is a mandatory field.
3. Secondary Assessor: The name of your employee who will be the second person to review the assessment records for which the template is a building block for. This is not a mandatory field. Note: You can't select the same employee as selected under primary assessor.
4. Folder: Organise your templates into folders.
2. Enable Scheduler
Here you can enable a scheduler by ticking the box and define the frequency at which assessments (that the template is a building block for) should be completed on e.g. every 1 year. It is here in the template where you define the frequency and then in the program set the start date. Here you are simply defining how often the particular category of the supplier (or material) should be re-assessed.
1. Repeat Every: Set the frequency at which re-assessment should occur e.g. every 2 years.
2. Action Notice: Action notice allows for the record to generate from the program before the start date (set in the program). For example, you can set the action notice to 10 Days. Then 10 days before the start date, the assessment record will open and be sent to the supplier's portal. Leave the action notice to 0 if you do not want this.
3. Supplier Details
1. The Supplier Details workflow section if enabled, allows the supplier to update their contacts information such as phone number, contacts list and address in the full assessment record. Any existing details in the supplier form in MasterData will populate in the assessment record and the supplier can make any changes or additions. Once saved the supplier's form in MasterData will update.
Some workflows won’t require a program/model such as Supplier Details and the system simply won’t let you select anything (the field will be greyed out). Please see next section for more details on the Program/Model and Default/Rules columns.
4. Template Specification
The Template Specification allows you to customise what you and the supplier will complete i.e., the workflow for the assessment record. Enabling some workflow sections may require a program/model to be selected. Some workflows won’t require a program/model and the system simply won’t let you select anything (the field will be greyed out). For each workflow section, you enable you can set a default rule or response which will appear in the assessment record.
A. Enable: You can enable (or disable) the workflow sections which are part of assessment records. This means workflows can be as simple or complex as required for each specific supplier & material category. If you enable some sections of the workflow it may be mandatory to complete another workflow section. For example, if you enable the Checklist workflow section, the Checklist Rating workflow section will enable automatically as a rating is a requirement of a checklist.
B. Program/Model: When you enable certain workflow sections, it will be mandatory to select a program/model. For instance, if you enable the Checklist workflow you will be required to select the checklist in the program/model column. The system will let you know when a field needs to be completed with pop-ups on your screen. When there is no requirement for this field to be completed, it will appear dark grey.
C. Default/Rules: For some workflow sections you can choose appropriate default answers or decisions. For example, when you choose a checklist or doclist you can decide the default decision which will appear automatically in the record to save time e.g. Accept, Return, None or Corrective Action.
Data Collection
1. Checklist: Enabling this workflow will mean you can select a checklist in the program/model column. You can then choose a default response/rule which will effectively be the decision that appears for each requirement in the checklist in the assessment record. If you need to select multiple checklists, when you click under the Program/Model field opposite checklist, you will see the option to tick multiple checklists.
2. Checklist Rating: Choosing a checklist will mean a rating will be required to be selected. In the default/rules column, you can choose the response which should appear for each question or choose 'Use Checklist Responses'.
3. Doclist: If you have a doclist that needs to be part of the template, enable the workflow stage, select your doclist and define the default/rule (Accept, Return, None or Corrective Action).
4. Report: You can decide whether or not to enable the report field which appears at the bottom of the data collection stage which is used for overall comments. You won’t be able to choose a program/ model or default/rule, these fields appear dark grey.
Non-Conformance & Corrective Action
5. Non-conformance: If you would like the Non-conformance & Corrective Action stage to open up you can enable this workflow section. You are not required to choose any program/model or default/rules. Disabling this will mean no corrective action column will appear in the checklist/doclist in the assessment record.
6. Report: You can decide whether or not to enable the report field which appears at the bottom of the non-conformance & corrective action stage which is used for overall comments. You won’t be able to choose a program/ model or default/rule, these fields appear dark grey.
Risk Assessment Model (Absence of Control)
(Enabling this stage will allow you to conduct a risk assessment in the record on the supplier or material being assessed. This is risk assessing without any controls in place e.g. supplier audit. Further down in the workflow a risk assessment can be conducted with controls to see if the risk of the supplier or material changes).
7. Hazards: If you enable the risk assessment workflow stage the hazards workflow section will be automatically enabled. This section allows you to choose the hazards from the hazard database in the assessment record.
8. Risk Assessment Model: If you have a risk model for the absence of control you can enable the workflow and choose the model from the program/model field. The default/rules will be greyed out.
Determination of Control
1. Decision Tree: Here you can enable the decision tree workflow and choose the applicable tree from the program/model field. A decision tree is used to help determine if controls are required for the supplier or material being assessed.
2. Report: You can decide whether or not to enable the report field which appears at the bottom of the stage which is used for overall comments. You won’t be able to choose a program/model or default/rule, these fields appear dark grey.
Control Planning
3. Controls: You can enable the control planning stage here. If you have a decision tree that has been associated with controls you should enable this workflow.
Risk Assessment Model (Presence of Control)
(Enabling this stage allow you to conduct a risk assessment on supplier or material being assessed with the presence of control. This is risk assessing with controls in place e.g. supplier audit. So perhaps a high risk supplier would be medium risk with controls in place).
4. Hazards: If you enable the risk assessment workflow stage, the hazards workflow section will be automatically enabled. This section allows you to choose the hazards from the hazard database in the assessment record.
5. Risk Assessment Model: If you have a risk model for the presence of control, you can enable the workflow and choose the model from the program/model field. The default/rules will be greyed out.
6. Report: When you enable the risk assessment model the report field will be enabled automatically.
Approval
1. Score: You can choose to enable the score. The program/model & default/rule fields will be greyed out as they are not required. If you have selected a checklist rating above in the data collection section and want to see the overall score, it is recommended to enable this workflow.
2. Result: You can choose to enable the result field. The program/model & default/rule fields will be greyed out as they are not required. (If no rating has been enabled in the data collection section you will not be able to enable this result field).
3. Rating: You can choose to enable the rating field. The program/model & default/rule fields will be greyed out as they are not required (If no rating has been enabled in the data collection section you will not be able to enable this rating field).
4. Status: This workflow section is mandatory and by default will be enabled in all templates. This allows you to define the status of the material or supplier i.e. Approved or Not Approved.
Scope of Approval
5. Scope of Approval: The user will now be able to define the exact scope of Approval for the Supplier or Material. If you enable a scope of approval category you can choose for it to be mandatory or not mandatory in the assessment record by using the default/rules column.
Additional Approval Details
6. Next Assessment Details: This section can be enabled which will allow you to define the next assessment date for the supplier or material. The scheduler in the assessment program will update automatically (Note: you can only enable this if the scheduler at the top of the template has been enabled).
7. Summary: If you would like a summary table of your checklist sections, detailing score per section and where non-conformance's were raised, you can enable this workflow.
8. Responses: If you would like a response table showing you the number of responses given within each section, you can enable this workflow.
9. Report: You can decide whether or not to enable the report field which appears at the bottom of the stage which is used for overall comments on the assessment and approval. You won’t be able to choose a program/ model or default/rule, these fields appear dark grey.