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Completing a pre-assessment
Who is this article for?
Supplier Portal users who need to complete a pre-assessment record.
Edit access to the pre-assessment record is required.
Your customer might ask you to complete a self-assessment in the form of a pre-assessment record.
There are multiple stages to a pre-assessment record, however, you will only need to complete the first two workflow stages. The remaining workflow stages will be completed by your customer.
This article outlines how to complete these.
1. Supplier Details
In the Supplier Details workflow, you can update or add information to provide your customer with the latest details. You will also specify any manufacturing sites or other supplier entities (e.g. Agent/Broker, Warehouse) involved in your process.
This helps your customer decide if these sites or entities need a pre-assessment or full assessment record, or if they should not be used.
1.1. Supplier Details
This section consists of the following elements:
- Supplier - Shows your name. You can update this name as needed, using the open text field.
- Phone - Shows your number if it has been added to Master Data previously. You can add/update your phone number as needed, using the open text field.
- Fax - Shows your fax number if it has been added to Master Data previously. You can add/update your fax number as needed, using the open text field.
- Direct Dial - Shows your direct dial number if it has been added to Master Data previously. You can add/update your direct dial as needed, using the open text field.
- Postal Address - Street Address - Shows your street address if it has been added to Master Data previously. You can add/update your street address as needed, using the open text field.
- Postal Address - Town/City - Shows your town/city if it has been added to Master Data previously. You can add/update your town/city as needed, using the open text field.
- Postal Address - State/Region - Shows your stage/region if it has been added to Master Data previously. You can add/update your stage/region as needed, using the open text field.
- Postal Address - Post Code - Shows your postcode if it has been added to Master Data previously. You can add/update your postcode as needed, using the open text field.
- Postal Address - Country - Shows your country if it has been added to Master Data previously. You can add/update your country as needed, using the open text field.
- Physical Address 'Same as Postal Address' - Tick if your postal address is the same as your physical address. This will automatically populate the information.
1.2. Contacts
Shows the primary contact who invited you to the Supplier Portal, along with other contacts completed by the customer. You can add or update contacts as needed.
Contacts invited to the Supplier Portal who become users cannot have their associated supplier contact deleted. However, the supplier contact details can be edited, affecting only the Master Data, not the user.
It's important to ensure the supplier contact name and email match those of the user they are associated to. Alerts created in the Alerts module will pull from the email address in the supplier contact details.
This section consists of the following elements:
- Contact - Salutation - Select the contact salutation from the dropdown.
- Contact - First Name - Enter the contact first name in the text field.
- Contact - Last Name - Enter the contact last name in the text field.
- Contact - Position - - Enter the contact position in the text field.
- Contact - Email Address - Enter the contact email address in the text field, using the "example@example.com" email format.
- Contact - 24 Hour Contact - Enter the contact 24-hour contact in the text field, using the international code starting with a + (not 00), followed by the country code.
- Remove - Remove any lines previously added.
- Add Line - Add more contacts.
If a new contact is added during the pre-assessment, they are not automatically invited to the Supplier Portal. Invitations must be sent manually by your customer. Please inform your customer which contacts need to be invited to complete the pre-assessment.
- Notes - Enter notes or comments in the text field.
1.3. Decision Tree and Categories
You will only see this section if your customer has enabled it within the pre-assessment.
- Primary Supplier Decision Tree - If your customer has enabled the primary supplier decision tree, you will need to complete the questions in the decision tree by selecting from the dropdown options in the Answer field.
- Result - Populated automatically once the decision tree answers have been entered.
- Primary Supplier Category - Select your supplier category using the dropdown list from Master Data.
- Primary Supplier Type - Select your supplier type using the dropdown list from Master Data.
If you try to add a new supplier type or category using the Add New button, you will be redirected to an error page due to insufficient access. If the available options do not suit you, please contact your customer.
1.4. Manufacturing Sites
You will only see this section if your customer has enabled it within the pre-assessment.
- Manufacturing Sites - Site Name - List any manufacturing sites producing materials you supply to your customer. If none, remove the blank line using the Cross icon.
- Manufacturing Sites - Contact First Name - Enter the supplier contact first name.
- Manufacturing Sites - Contact Last Name - Enter the supplier contact last name.
If you are not adding a manufacturing site, filling out these fields is not mandatory.
- Manufacturing Sites - Position - Enter the supplier contact position.
- Manufacturing Sites - Email Address - Enter the supplier contact email address in the text field, using the "example@example.com" email format.
- Manufacturing Sites - Supplier Category - Select the supplier category for the manufacturing site using the dropdown list from Master Data.
- Manufacturing Sites - Supplier Type - Select the supplier type for the manufacturing site using the dropdown list from Master Data.
If you try to add a new supplier type or category using the Add New button, you will be redirected to an error page due to insufficient access. If the available options do not suit you, please contact your customer.
- Remove - Remove manufacturing sites.
- Add Line - Add more manufacturing sites.
1.5. Other Supplier Entities
You will only see this section if your customer has enabled it within the pre-assessment.
- Other Supplier Entities - Entity Name - Detail any other supplier entities here. If you do not have any entities to to add, remove the blank line that appears automatically using the Cross icon.
- Other Supplier Entities - Contact First Name - Enter the supplier contact first name.
- Other Supplier Entities - Contact Last Name - Enter the supplier contact last name.
If you are not adding an other supplier entity, filling out these fields is not mandatory.
- Other Supplier Entities - Position - Enter the supplier contact position.
- Other Supplier Entities - Email Address - Enter the supplier contact email address in the text field, using the "example@example.com" email format.
- Other Supplier Entities - Supplier Category - Select the supplier category for the manufacturing site using the dropdown list from Master Data.
- Other Supplier Entities - Supplier Type - Select the supplier type for the manufacturing site using the dropdown list from Master Data.
- Remove - Remove other supplier entities.
- Add Line - Add more other supplier entities.
- Save - Save your progress to keep the information entered without advancing to the next workflow section. You can return later to review and complete it. If you leave without saving, all entered information will be lost.
- Save & Submit - Save and submit the workflow section once completed. This will close the section, and you will need to edit it again to make any changes.
- Cancel - Discard the changes made.
2. Data Collection
2.1. Materials
You will only see this section if your customer has enabled it within the pre-assessment.
- Material Name - Please list all material names you will supply to your customer. If none, remove the blank line using the Cross icon.
- Material Code - Enter the supplier material code.
- Material Category - Select the material category using the dropdown list from Master Data.
If you are not adding a material, filling out these fields is not mandatory.
If you try to add a new material using the Add New button, you will be redirected to an error page due to insufficient access. If the available options do not suit you, please contact your customer.
- Manufacturing Site - If you have included any manufacturing sites in the previous workflow stage, you will be able to select from this dropdown which of these sites manufactures each eaterial.
- Supplied By - If you have included any other supplier entities, you will be able to select from this dropdown which of these sites supply each material. You will also have the option to select yourself.
- Add Line - If there is more than one entity supplying a material, click the Plus icon to add an additional line to select the second entity that also supplies the material.
- Comments/Observation - Provide further details on your materials if needed.
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Specification - Attach a material specification by uploading a file from your device. To view the file preview, click its name (shown in blue). To remove the file, click the Cross icon.
Material specification is mandatory, so a file must be attached.
- Remove - Remove any materials you previously added.
- Add Line - Add more materials.
2.2. Checklist
- No. and Requirement - Displays the number of the requirement. The requirement can detail a heading, instructions, or question that should be answered.
If a requirement is mandatory, a red asterisk appears beside the field, indicating a response is required. An error will pop up if you try to save without completing it.
- Document Preview - When a customer attaches a document, a Document Preview icon appears. Click it to preview or download the file. If no document is attached, the field remains blank.
A file with a size more than 10MB will not be visible on the Preview screen, and will instead be downloaded to your device when accessed.
- Response - If a requirement is listed as a heading in the checklist, there will be no Response field, as this is only for answering questions. For each question, click the Response field to select the correct answer. If the response is set to auto-populate, you can still click the field to change it if necessary.
- Comments/Observations - Provide further details on your responses if needed.
Your customer might not need a response but may want details in the Comments/Observations. The Response field can contain instructions.
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File - Attach an external file from your device. You can add more than one file as needed. To view the file preview, click its name (shown in blue). To remove the file, click the Cross icon.
Material specification is mandatory, so a file must be attached.
Ensure that files requested in the doclist are not added to the checklist.
A file with a size more than 10MB will not be visible on the Preview screen, and will instead be downloaded to your device when accessed.
- Assessor Comments - Shows comments from the primary/secondary assessor, including questions or feedback on your responses. Only primary/secondary assessors can edit this field.
2.3. Doclist
- No. and Requirement - Displays the number of the requirement. The requirement can detail a heading, instructions, or document that should be attached.
If a document is mandatory, a red asterisk appears beside the field, indicating a response is required. An error will pop up if you try to save without completing it.
- Document Preview - When a customer attaches a document, a Document Preview icon appears. Click it to preview or download the file. If no document is attached, the field remains blank.
A file with a size more than 10MB will not be visible on the Preview screen, and will instead be downloaded to your device when accessed.
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Next Review Date - If the attached document has an expiration date, set the next review date using the date picker. If not, leave it blank.
Ten days before the review date, an automatic document review record will appear in the Actions tab of the Management Review module and the Supplier Portal. Uploading the document links you to it and you will receive a notification when it is about to expire and needs updating. - Comments/Observations - Provide further details on your documents if needed.
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File - Attach an external file from your device. To view the file preview, click its name (shown in blue). To remove the file, click the Cross icon.
Material specification is mandatory, so a file must be attached.
Only one file can be added to each doclist line.
A file with a size more than 10MB will not be visible on the Preview screen, and will instead be downloaded to your device when accessed.
It will take up to 30 seconds before you can preview a document added to the doclist. This is due to the system scanning the document for potential viruses.
- Assessor Comments - Shows comments from the primary/secondary assessor, including questions or feedback on your documents. Only primary/secondary assessors can edit this field.
2.4. Report/Record Buttons
- Report - Your customer's primary/secondary assessor will use this field to detail any additional comments.
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Save & Return - Send your pre-assessment back to your customer. Your customer's primary/secondary assessor will receive an alert that you have sent back your record for review.
Only click this button once you have fully completed all sections within this stage!
The pre-assessment record will be removed from your My Actions tab once returned and won’t be accessible there unless your customer sends it back for changes. However, you can always access it in the Assessment module, even if no changes are needed.
- Save - Save your progress to keep the information entered without returning the record. Your customer's primary/secondary assessor will not receive an alert at this stage.
- Cancel - Discard the information added and exit the record.
3. Returned assessments
After your customer reviews your pre-assessment record, they may return it for more details. Requirements needing your attention will be highlighted in orange and may include assessor comments.
Once addressed, save and return the record for customer review.
If your customer returns the pre-assessment record, you will get a system email notification if you were the last person to click Save & Return. You can access the record directly from the email by clicking the View Record button.