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

Remember to generate programmes this way you will need to ensure there is a template created for you to select from. 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 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 assessment records.

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

1. Full Assessment Programme Template: Select your full assessment programme template. When you choose your template, the name will also appear in the Program Name field below.

2. Date: Set the start date for when the assessment records should generate on. Remember that the frequency was defined in the template. Please note if the template you have chosen doesn't have the frequency scheduler in place, then this date function won't work (the record would generate straight away).

3. Programme 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, this programme name followed by the supplier name e.g. Packaging :: Choco Company

4. Supplier: Select the supplier(s) to be assessed. Bulk assessments can be created (Max 20 assessment programs can be created at a time). You can select multiple suppliers at a time or click 'Add Line' to add suppliers individually.

5. Primary Program Assessor: When the template was built, a Primary Assessor was selected. This person’s name will appear automatically for each supplier. However, you can update any of these where the Primary Assessor should be different. Remember that the Primary Assessor is one of your employees who will assess the assessment after the supplier completes it in the portal. This is a mandatory field.

6. Secondary Program Assessor: This is an optional field and can be left blank. When the template was built, if a Secondary Assessor was selected, this person’s name will appear automatically for each supplier. However, you can update any of these where the Secondary Assessor should be different. Remember that the Secondary Assessor is one of your employees who will assess the assessment after the supplier completes it in the portal. Note: You can't select the same employee as selected under primary assessor.

7. Primary Contact: The Primary Contact from the selected supplier (in MasterData) will automatically appear here. If the supplier selected is connected with another supplier entity in MasterData, then you will be able to see the other supplier entities name and contact list. If you have selected a manufacturing site, and you want to assign the assessment for this site to a parent supplier e.g. agent/broker, simply select the contact that is available under the parent supplier to assign the assessment to. This is a mandatory field.

8. 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 created 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.

9. Secondary Contact: This is an optional field and can be left blank. The Secondary Contact from the selected supplier (in MasterData) will not automatically appear here. If you would like to select a Secondary Contact for the Supplier, you can click the downdrop button and select the supplier contact from here. If the supplier selected is connected with another supplier entity in MasterData, then you will be able to see the other supplier entities name and contact list. If you have selected a manufacturing site, and you want to assign the assessment for this site to a parent supplier e.g. agent/broker, simply select the contact that is available under the parent supplier to assign the assessment to.

10. Add New: You can click the blank field and select Add New. Clicking this will open the supplier details and you can add a new contact. If you have a manufacturer for who you are creating a programme for but there is a broker/agent who will be responsible for completing the assessment, then you will need to click Add New to add the broker’s contact details into the manufacturer details in Master Data.

11. Portal: If the Secondary 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 created 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. 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 Full Assessment Programme'. See the image below.

14. Save & Submit: Only when you are happy with the contents of the programme should you click 'Save & Submit'. When you click save & submit individual assessment programmes are created for each supplier and the supplier contacts are invited to the supplier portal (if 'Create Portal' was selected).

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 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 supplier 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 an assessment for.

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

How to Complete the Assessment Programme

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

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

3. Primary Assessor: This is the Primary Person (employee) who has been assigned to review the full assessment record completed by the supplier and ensure it is closed out. This is a mandatory field.

4. Secondary Assessor: This is the Secondary Person (an employee) assigned to review the full assessment record and ensure it is closed out when the primary assessor is not available to do so. This is not a mandatory field.

5. Primary Contact: The name of your Primary Supplier Contact will appear here automatically when you select the name of the supplier the programme is for. This is a mandatory field.

6. Secondary Contact: The name of your Secondary Supplier Contact will not appear here automatically when you select the name of the supplier the programme is for. You will need to click into the dropdown to select the Secondary Contact. This is not a mandatory field.

7. Site: If applicable, you can include here the name of the site for the supplier.

8. Material: When creating supplier assessments this field is left blank.

1. Enable Scheduler: Here you can enable a scheduler by ticking the box. 

2. Start Date: Define the date you would like the first assessment record to generate.

3. Repeat Every: Set the frequency at which re-assessment should occur e.g. every 2 years.

4. Action Notice: Action notice allows for the record to generate from the programme before the start date (set in the programme). 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.

5. Send Email Notification: If you would like to be sent an email notification to let you know the record has opened, select the relevant names here.

1. Supplier Details: 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.

A. Enable: You can enable (or disable) the workflow sections which are part of assessments 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 error pop-ups on your screen when you try to save the programme. 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 require multiple checklists to be added, you can use the tick box option in the checklist selector when you click into the Program/Model field opposite.

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 are 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)

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)

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.

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 checklists 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.

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.

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/Rule.

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 programme will update automatically.

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 & Default/Rule, these fields appear dark grey.