Suppliers can be defined and referenced by multiple Grand Avenue modules (e.g., Audit Management, CAPA, Nonconforming Materials and Supplier Management). The Supplier Management module additionally provides the ability to designate suppliers as "Controlled Suppliers", indicating that they are evaluated, selected, monitored, and re-evaluated through Supplier Management.
The Supplier Management module includes several processes that allow you to manage supplier quality throughout the relationship life cycle with the supplier.
In addition to uncontrolled supplier fields such as Supplier Name/ID and Supplier Description, Controlled Suppliers have the following "Controlled Supplier Fields":
The values for the Approval Status field are configured by Supplier Module Administrators on the Configure Approval Status Values page.
The values for the Product/Service and Risk Classification fields are defined by Supplier Module Administrators using the Configure Fields for the Supplier Management Module page.
A supplier becomes a Controlled Supplier when:
Once a supplier is controlled by Supplier Management, administrators of other modules are no longer authorized to make changes to the supplier.
The Audit Management, CAPA, Nonconforming Materials and Supplier Management modules allow users to refer to suppliers that have been predefined in the system. The Manage Suppliers page allows authorized users to perform administrative actions necessary to manage suppliers in the Grand Avenue system.
The page has links to the following actions:
NOTE: Once a supplier is controlled by the Supplier Management module, only Module Administrators and Coordinators for the Supplier Management module will be authorized to edit, delete or deactivate those suppliers, and the buttons will be unavailable for other users.
Use the Supplier Name/ID field to enter a unique identifier for the supplier. You can optionally use the Description and contact information fields to record more information about the supplier.
When the Supplier Management module is activated, an additional "Change Controlled Supplier Fields" button is displayed for Supplier Module Coordinators, allowing them to administratively change the Approval Status, Product/Service, and Risk Classification fields for suppliers (see Change Controlled Supplier Fields). The button is disabled if the supplier has an open Supplier Evaluation.
The Supplier Controls table displays Supplier Controls assigned to this Supplier.
The Supplier Parts table displays Parts associated with this Supplier.
To upload a file containing information about the supplier, click the "Add Supplier Attachment" button. This will save any changes to the supplier information and take you to the Add Supplier Attachment page.
To edit or delete a previously uploaded attachment, click the corresponding button in the "Supplier Attachments" table.
Click the "Save" button to save the supplier and return to the previous page.
Clicking the "Cancel" button will return you to the previous page without saving any changes.
To import information about multiple suppliers at once, you must first create a single delimited text file that contains all the information for those suppliers. See the instructions below on how to format the input file.
Use the "File Format" field to indicate the format used to create the delimited text file.
If your delimited text file uses the CSV format, specify the List Separator that is used as the delimiter. By default, the delimiter is already set to the list separator used by Excel when saving a CSV file for your locale, so you should only need to change this setting when working with a CSV file created by Excel in another locale.
After specifying the File Format for your delimited text file, you can click the "Download" link to download a Template Delimited Text File in that format with all necessary columns.
Once you have prepared your delimited text file for import, click the "Browse" or "Choose File" button to find and select the file from your local machine, and then click the "Import Suppliers" button. The system will report the number of suppliers imported.
If any errors are found in the input file, no suppliers will be imported and a summary of all the errors will be displayed. Once you have corrected the errors in the input file, you can start the import again by re-selecting the file and clicking the "Import Suppliers" button.
Click the "Cancel" button to return to the previous page.
The input file to the import process must be formatted as follows:
This page allows you to search for and select a supplier to be edited.
Fill in any applicable search criteria and click the "Search" button to find the supplier in question. Then, click the corresponding "Select" button for the supplier to proceed to the Edit Supplier page.
Clicking the "Cancel" button will return you to the previous page.
This page allows Supplier Module Coordinators and users authorized by the Implement Recommendations or Implement Recommendations Collaboration tasks to change the Controlled Supplier fields for a given supplier.
Each change to the Controlled Supplier fields is recorded in the supplier's "Change History for Controlled Supplier Fields". You will be required to provide a justification for the change that will be included in the history record.
Click the "Save" button to save the changes to the Controlled Supplier fields and return to the previous page.
Clicking the "Cancel" button will discard your changes and return you to the previous page.
Use the search criteria to find the supplier control that should be assigned as a requirement for the supplier.
Click the "Select" button next to the control to proceed to the Add Supplier Control page. The "Select" button will only be displayed for controls that have not already been assigned to the supplier.
Click the "Cancel" button to return to the Edit Supplier page without assigning a new control requirement for the supplier.
This page displays information about the selected supplier and supplier control.
If the selected control was previously assigned as a requirement for this supplier and subsequently removed, the supplier may have existing incomplete or completed activity records.
When recurring schedules have been defined for the selected control, they are listed in the Supplier Control Type Schedules table. Activities for the selected control may be scheduled or unscheduled.
If no schedules are listed in the Supplier Control Type Schedules table, activities for the selected control must be unscheduled.
Click the "Save" button to assign the specified supplier control as a new requirement for the supplier and return to the original page.
If assignment of the specified control as a requirement will result in immediate creation of an incomplete activity record, the "Save and Proceed to Task" button will be active, and clicking it will take you directly to the Perform Supplier Control Activity task.
Click the "Cancel" button to return to the original page without assigning a new control requirement for the supplier.
This page allows you to change the scheduling of a supplier control for a given supplier.
Click the "Save" button to change the scheduling of this control and return to the original page.
If changing the scheduling of this control will result in immediate creation of an incomplete activity record, the "Save and Proceed to Task" button will be active, and clicking it will take you directly to the Perform Supplier Control Activity task.
Click the "Cancel" button to return to the original page without changing the scheduling of this control.
Use the search criteria to find the part that should be added to the supplier.
Click the "Select" button next to the control to add the part to the supplier and return to the Edit Supplier page.
Click the "Cancel" button to return to the Edit Supplier page without adding a new part to the supplier.
To upload a file containing information about a supplier, enter a brief description of the file and then click the "Browse" or "Choose File" button to find and select the file from your local machine. Once you have identified the file, click the "Save" button to upload the file and return to the Edit Supplier page.
If you have chosen to make changes to a previously uploaded file, the page will display a link to the current version. You can replace the current version by selecting another file.
Click the "Cancel" button to discard any changes and return to the Edit Supplier page.
This page allows you to search for and select one or more suppliers to be deleted.
NOTE: If a supplier is controlled by the Supplier Management module, it cannot be deleted.
Fill in any applicable search criteria and click the "Search" button to find the suppliers to be deleted.
Use the checkboxes to select the suppliers to be deleted and click the "Delete Selected Suppliers" button. The suppliers will be permanently deleted from the system.
Clicking the "Cancel" button will return you to the previous page.
This page allows you to deactivate one or more suppliers. Deactivated suppliers cannot be used when selecting a supplier for process items such as Issues or NCM Reports.
Fill in any applicable search criteria and click the "Search" button to find the suppliers to be deactivated.
Use the checkboxes to select the suppliers to be deactivated and click the "Deactivate Selected Suppliers" button. The "Is Supplier Active?" status for each of the suppliers will be changed to "No".
Clicking the "Cancel" button will return you to the previous page.
This page allows you to activate one or more previously deactivated suppliers.
Fill in any applicable search criteria and click the "Search" button to find the suppliers to be activated.
Use the checkboxes to select the suppliers to be activated and click the "Activate Selected Suppliers" button. The "Is Supplier Active?" status for each of the suppliers will be changed to "Yes".
Clicking the "Cancel" button will return you to the previous page.
To assign supplier controls to multiple suppliers in a single operation, you must first create a single delimited text file that contains the information necessary to identify the suppliers and their corresponding supplier control types. Each line in the file will associate a single supplier to a single supplier control type, indicate whether the activity should be performed on a recurring schedule, and indicate whether it has been completed previously. See the instructions below on how to format the input file.
Use the "File Format" field to indicate the format used to create the delimited text file.
If your delimited text file uses the CSV format, specify the List Separator that is used as the delimiter. By default, the delimiter is already set to the list separator used by Excel when saving a CSV file for your locale, so you should only need to change this setting when working with a CSV file created by Excel in another locale.
After specifying the File Format for your delimited text file, you can click the "Download" link to download a Template Delimited Text File in that format with all the necessary columns.
Once you have prepared your delimited text file for import, click the "Browse" or "Choose File" button to find and select the file from your local machine, and then click the "Import Supplier Controls" button. The system will report the number of supplier controls imported.
If any errors are found in the input file, no supplier controls will be imported and a summary of all the errors will be displayed. Once you have corrected the errors in the input file, you can start the import again by re-selecting the file and clicking the "Import Supplier Controls" button.
Click the "Cancel" button to return to the previous page.
The input file to the import process must be formatted as follows:
To parts to multiple suppliers in a single operation, you must first create a single delimited text file that contains the information necessary to identify the suppliers and their corresponding parts. Each line in the file will associate a single supplier to a single part. See the instructions below on how to format the input file.
Use the "File Format" field to indicate the format used to create the delimited text file.
If your delimited text file uses the CSV format, specify the List Separator that is used as the delimiter. By default, the delimiter is already set to the list separator used by Excel when saving a CSV file for your locale, so you should only need to change this setting when working with a CSV file created by Excel in another locale.
After specifying the File Format for your delimited text file, you can click the "Download" link to download a Template Delimited Text File in that format with all the necessary columns.
Once you have prepared your delimited text file for import, click the "Browse" or "Choose File" button to find and select the file from your local machine, and then click the "Import Supplier Parts" button. The system will report the number of supplier parts imported.
If any errors are found in the input file, no supplier parts will be imported and a summary of all the errors will be displayed. Once you have corrected the errors in the input file, you can start the import again by re-selecting the file and clicking the "Import Supplier Parts" button.
Click the "Cancel" button to return to the previous page.
The input file to the import process must be formatted as follows:
This page displays a report of all supplier controls with recurring schedules assigned to suppliers. Supplier controls without recurring schedules and supplier controls for deactivated suppliers will not appear in this report.
Each row in the table represents a scheduled supplier control for a supplier, with detailed information about the control and its schedule. The "Next Due Date" column indicates the next date by which this activity must be performed:
The report can also be downloaded as a delimited text file, suitable for viewing in Excel.
Use the "File Format" field to indicate the format for the delimited text file.
Use the "List Separator" field to specify the delimiter to be used when exporting the CSV file format. By default, the delimiter is set to the list separator for your locale, so you should only need to change this setting when exporting a CSV file for a different locale.
Use the "Date Format" field to select the format to be used when exporting date values. By default, the format is set to match the configuration setting for entering and displaying dates in Grand Avenue (see Configure System Date and Time Settings). This feature allows you to specify a different format if exporting to an application like Excel that expects a different format for your region (e.g. en-GB /[dd/mm/yyyy/] instead of en-US /[mm/dd/yyyy/]). Using the recommended culture-independent format defined by ISO-8601 (yyyy-mm-dd) will ensure that dates will always be interpreted correctly.
Click the "Export Report to Excel" button to download the report.
Click the "Close" button to close the window.
To change controlled supplier fields for multiple suppliers, you must first create a single delimited text file that contains the identifying information for each supplier and the new values for each of its controlled supplier fields. See the instructions below on how to format the input file.
Use the "File Format" field to indicate the format used to create the delimited text file.
If your delimited text file uses the CSV format, specify the List Separator that is used as the delimiter. By default, the delimiter is already set to the list separator used by Excel when saving a CSV file for your locale, so you should only need to change this setting when working with a CSV file created by Excel in another locale.
After specifying the File Format for your delimited text file, you can click the "Download" link to download a Template Delimited Text File in that format with all necessary columns.
Once you have prepared the delimited text file for import, click the "Browse" or "Choose File" button to find and select the file from your local machine.
Click the "Change Controlled Supplier Fields for Suppliers" button to apply the changes. The system will report the number of suppliers that were updated.
If any errors are found in the input file, no items will be updated and a summary of all the errors will be displayed. Once you have corrected the errors in the input file, you can start the process again by re-selecting the file and clicking the "Change Controlled Supplier Fields for Suppliers" button.
Click the "Cancel" button to return to the previous page.
The input file to the import process must be formatted as follows:
In many regulated industries, organizations must maintain objective evidence that the business and operational capabilities of potential suppliers have been evaluated, the risks associated with the purchased product or service have been identified, and only suppliers whose product or service can meet defined quality, safety, performance, and reliability requirements have been selected.
Suppliers qualified during the evaluation process are placed on an organization's Approved Supplier List (ASL), often referred to as the Approved Vendor List. The Supplier Management module dynamically generates the Approved Supplier List (ASL) based on the Approval Status of each Controlled Supplier. The set of possible Approval Status values is defined by Supplier Module Administrators using the Configure Approval Status Values page.
The Grand Avenue Software Supplier Management module provides a Supplier Evaluation process for performing the initial assessment and periodic re-evaluation of Controlled Suppliers.
%%{init: {"flowchart": { 'padding':'5', 'curve': 'basis', "htmlLabels": false }} }%%
flowchart LR
Submit["`**Submit Evaluation**`"];
Preliminary["`**Preliminary Review**`"]
Formal["`**Formal Review**`"]
Implement["`**Implement Recommendations**`"]
Close["`**Closed**`"]
Submit --> Preliminary --> Formal --> Implement --> Close;
click Submit "#SupplierSubmitEvaluation" "Submit Evaluation"
click Preliminary "#SupplierPreliminaryReviewOverview" "Preliminary Review"
click Formal "#SupplierFormalReview" "Formal Review"
click Implement "#SupplierImplementRecommendationsOverview" "Implement Recommendations"
Any user may submit a Supplier Evaluation to initiate the process of evaluating new suppliers, periodically re-evaluating Controlled Suppliers, and documenting the results of the evaluations. A Supplier Evaluation consists of a set of proposals regarding a Supplier's Approval Status, Product or Service, and Risk Classification, collectively referred to as the "Controlled Supplier Fields". A Supplier Evaluation may also provide additional recommendations for supplier controls. All recommendations must be supported by a written justification and optional background files.
To initiate a Supplier Evaluation, click the "Submit Supplier Evaluation" link in the navigation menu to display the Select Supplier for Evaluation page.
While you are preparing a Supplier Evaluation, the system will assign you a Submit Evaluation task, which allows you to save the evaluation and resume editing it later by clicking the corresponding "Perform" button on the My Tasks page. Once you finish entering recommendations about the Supplier, you will submit the evaluation to the Supplier Evaluation process, where the Supplier Module Coordinator will review it for completeness (see Preliminary Review). If the Supplier Module Coordinator returns the Evaluation to you for additional changes, the system will assign you another Submit Evaluation task to perform those changes.
Specify search criteria to find the supplier to be evaluated and click the "Search" button to display a list of matching suppliers.
When you have found the specific supplier, click the corresponding "Select" button to proceed to the Add Supplier Evaluation page.
Click the "Cancel" button to return to the "My Tasks" page without initiating a supplier evaluation.
Use the "Reason for Evaluation" field to indicate the purpose of this evaluation (e.g. the initial assessment of a new supplier versus a periodic reassessment of a Controlled Supplier).
The page will display the current values of the Controlled Supplier Fields and require you to propose recommended values to be set upon approval of the Supplier Evaluation.
If the current Controlled Supplier Fields are blank, the selected Supplier was not previously controlled in Supplier Management, and you will be required to recommend a value for each field.
The proposed and current Controlled Supplier Fields may be identical, especially if the Evaluation is a periodic reassessment of a Supplier with no recommended changes to its approval status, the product or service supplied, or risk associated with the supplied product or service.
You may optionally include Additional Recommendations for supplier controls such as requirements for a quality system certification, supplier survey, or supplier quality agreement.
You are required to document the rationale for the Supplier Evaluation recommendations in the Justification field.
Review each potential impact in the Process Impacts table and specify whether it applies to the Supplier Evaluation. If the impact is not applicable to the Supplier Evaluation, you may be required to enter a justification of why it does not apply (see Edit Process Impact). The "Description Required" column indicates whether you must provide a description or justification for an impact.
Process Impacts identified as applicable for a Supplier Evaluation may require the Supplier Module Coordinator to assign a follow-up Impact Implementation task during the Implement Recommendations task. The "Requires Task" column indicates whether a follow-up task will be assigned during the implementation.
If no Process Impacts have been configured by Supplier Module Administrators, this section will not be displayed (see Configure Supplier Process Impacts).
Use the "Supplier Evaluation Background Files" table to upload files containing additional background information about the Supplier Evaluation.
Click the "Save for Later" button to save your changes and return to the "My Tasks" page. If this is the first time saving this evaluation, the system will generate an Evaluation ID and assign you a Submit Evaluation task as a reminder to finish the work later. The task will have a default Due Date, but you will be able to modify it using the Change Due Date button on the "My Tasks" page.
Click the "Cancel" button to discard your changes and return to the "My Tasks" page.
When you have finished documenting the recommendations for this evaluation, click the "Save and Proceed to Signoff" button. You will be taken to the Sign Off Submit Evaluation page.
To permanently remove the evaluation from the process, click the "Withdraw" button. You will be taken to the Withdraw Supplier Evaluation page.
When the Supplier Evaluation is ready for approval, click the "Initiate Formal Review" button.
To send the evaluation back to the submitter for additional information, click the "Return for More Information" button. You will be taken to the Return for More Information page.
To upload a file containing background information about a Supplier Evaluation, enter a brief description of the file and then click the "Browse" or "Choose File" button to find and select the file from your local machine. Once you have selected the file, click the "Save" button to upload the file and return to the previous page.
If you have chosen to make changes to a previously uploaded file, the page will display a link to the current version. You can replace the current version by selecting another file.
Click the "Cancel" button to discard any changes and return to the previous page.
To withdraw the Supplier Evaluation, use the Comments field to record the reason for withdrawing the evaluation and then enter your signoff key and click the "Withdraw" button. Your task assignment will be closed and the evaluation will be permanently removed from the process.
Click the "Cancel" button to return to the previous page without withdrawing the evaluation.
To complete the signoff, enter any additional comments and your signoff key and then click the "Sign Off" button to sign off the task and submit the Supplier Evaluation to the Preliminary Review step.
Click the "Cancel" button to return to the previous page without signing off on your task.
When a Supplier Evaluation is submitted, a Supplier Module Coordinator is responsible for reviewing the evaluation to determine whether it is valid and complete.
Prior to the Formal Review of a Supplier Evaluation, a Supplier Module Coordinator is responsible for reviewing the evaluation for completeness. If any changes are necessary, the Supplier Module Coordinator can either use the Edit Supplier Evaluation page to make the changes or use the Return for More Information page to delegate the work to another user.
Enter detailed instructions about the additional information required for this supplier evaluation. If necessary, you can also choose to select a different assignee and due date for the task.
Enter any additional comments and your signoff key, and then click the Return for More Information button to sign off your task and initiate a Submit Evaluation task with the specified instructions, assignee, and due date.
Clicking the "Cancel" button will return you to the Edit Supplier Evaluation page without sending the Supplier Evaluation back for more information.
This page displays the list of Supplier Review Boards that have been configured for your organization (see Configure Supplier Review Boards).
Click the "Select" button for the appropriate review board for the Formal Review. You will be taken to the Initiate Formal Review page to assign users for each of the review board roles.
Click the "Cancel" button to return to the previous page without selecting a review board.
Select users to assign for each of the approver responsibilities. The default list of responsibility areas for the selected review board is defined by Supplier Module Administrators (see Configure Supplier Review Boards). Task instructions will indicate the minimum number of responsibility areas required for Formal Review and the minimum number of unique people that must be assigned.
Select a date by which the users must complete their assignments, then enter any additional comments and your signoff key, and click the "Initiate Formal Review" button. The users you selected will receive Formal Review tasks, and the status of the evaluation will be set to "In Review".
Clicking the "Cancel" button will return you to the previous page without initiating a Formal Review.
Before evaluation recommendations can be implemented for a Supplier Evaluation, it must be approved by all assigned approvers. The system sets the Approval Start Date for an evaluation to the date that it goes to Formal Review for the first time. Each approver identified by the Supplier Module Coordinator will receive a Formal Review task. If all approvers approve the evaluation, the system sets its Approval End Date to the date of the final approval and the evaluation will proceed to the Implement Recommendations step.
If any of the approvers reject the evaluation it will return to the Preliminary Review step after all approvers have signed off on their Formal Review task.
Supplier Module Coordinators may also use the Manage Formal Review page to cancel the Formal Review at any time. All remaining open Formal Review assignments will be canceled, and the evaluation will return to the Preliminary Review step.
Each approver receiving a Formal Review Task for a Supplier Evaluation is responsible for approving or rejecting the evaluation. Clicking on a Formal Review assignment on the "My Tasks" page will take the approver to the Sign Off Formal Review page.
The Sign Off Formal Review page displays the Supplier Evaluation for review along with related Supplier information.
You may receive multiple Formal Review assignments for a given evaluation. For each of these assignments, you will be acting in a specific role. For example, you may either be reviewing on behalf of a department or as an additional approver selected by the Supplier Module Coordinator.
After reviewing the evaluation, you can either approve or reject it. If you choose to reject the Request, you must provide feedback in the "Comments" field. If you choose to approve the Request you will not be allowed to provide comments.
After you have recorded your decision and any necessary comments, enter your signoff key and click the "Sign Off" button.
Clicking the "Cancel" button will return you to the "My Tasks" page without signing off on the assignment.
After the completion of Formal Review, the last step in the Supplier Evaluation process is for a Supplier Module Coordinator to implement the recommendations approved by the Supplier Review Board.
By default, the Implement Recommendations task is assigned to a Supplier Module Coordinator. If multiple Supplier Module Coordinators are defined, the task is assigned to the last user who performed a Supplier Module Coordinator task on the Supplier Evaluation. If that user is no longer a Supplier Module Coordinator, the Implement Recommendations task must be claimed by one of the current Supplier Module Coordinators.
The Implement Recommendations task authorizes the assignee to implement the approved recommendations, including any changes to the Controlled Supplier Fields or related supplier information.
If any of the applicable Process Impacts requires a corresponding Impact Implementation task, the Supplier Module Coordinator is also responsible for assigning someone to ensure that each task is completed.
The assignee may complete the task or reassign the task to another user. The assignee may also request assistance by assigning Implement Recommendations Collaboration tasks.
After all recommendations have been implemented, signing off the task will close the Supplier Evaluation.
The Implement Recommendations Task page displays the proposed and current values of the Controlled Supplier Fields (Approval Status, Product/Service, and Risk Classification), optional Additional Recommendations for supplier controls, and the Justification for the recommendations.
Before proceeding with the implementation of the recommendations, review the plan and all comments made by the approvers during Formal Review. If the evaluation requires additional work, you can return it to the Preliminary Review task by clicking the "Reject and Return to Preliminary Review" button (see Reject and Return to Preliminary Review). This button is not available when performing collaboration tasks.
NOTE: If Impact Implementation tasks have been assigned or if Controlled Supplier Fields have been updated, the evaluation cannot be returned to Preliminary Review and all issues will need to be corrected in a follow-up evaluation.
If there are differences between the Supplier's proposed and current Approval Status, Product/Service or Risk Classification, there will be a "Changes Required" label next to the button. Once changes have been applied or a justification for no changes has been recorded, the label will change to "Completed". To implement any changes, click the "Change Controlled Supplier Fields" button (see the Change Controlled Supplier Fields page). The Change Controlled Supplier Fields page will be pre-populated with the values approved in the Supplier Evaluation. You should accept the pre-populated values unless one of these conditions applies.
If you make changes on the Change Controlled Supplier Fields page, update the Justification to indicate why the approved values were not implemented.
The Supplier Controls table displays Supplier Controls assigned to this Supplier.
The Supplier Parts table displays Parts associated with this Supplier.
To update other Supplier fields or Supplier Attachments, click the "Edit Supplier Information Button" (see the Edit Supplier page). When you have finished updating the Supplier, click the "Save" button to save your changes and return to the Implement Recommendations page.
If any of the applicable Process Impacts requires a corresponding Impact Implementation task, you can click the "Assign Impact Implementation Tasks" button to proceed to the Assign Impact Implementation Tasks page. These tasks must be assigned before you can click the "Proceed to Signoff" button. NOTE: The "Assign Impact Implementation Tasks" button is only displayed if there are impacts requiring implementation tasks.
To request assistance with the implementation of the recommendations for this Supplier Evaluation, click the "Assign Collaboration Task" button (see the Assign Implement Recommendations Collaboration Task page). This button is not available when performing collaboration tasks.
When you have finished all work necessary for this Supplier Evaluation, click the "Proceed to Signoff" button to proceed to the Sign Off Implement Recommendations page where you can close the evaluation.
Click the "Cancel" button to return to the "My Tasks" page.
For each of the applicable Process Impacts that requires a corresponding Impact Implementation task, you must select an assignee and a due date for the completion of the task. You should also review the default instructions for each implementation task and add any details that should be communicated to the assignee.
Clicking the "Cancel" button will return you to the previous page without assigning any of the required Impact Implementation tasks.
Give detailed instructions to the assignee of this collaboration task. The assignee will have the ability to edit basic supplier information, change controlled supplier fields (Approval Status, Product/Service, Risk Classification), and change supplier controls/scheduling. Specify which changes should be made by the assignee and include instructions for any additional work to be completed outside the system.
Select an assignee and a due date for the task, and then click the "Assign Task and Close" button to assign the task and return to the previous page. Alternatively click the "Assign Task" button to assign the task and remain on this page to assign additional tasks.
The system will notify each assignee by email of their new task, and you will be notified by email when each task is completed.
Clicking the "Cancel" button will return you to the previous page without assigning additional tasks.
Describe the additional work required using the "Instructions for performing the task" field and indicate a date by which the work should be completed. These instructions will be displayed to the Supplier Module Coordinator performing the Preliminary Review task.
Use the "Comments" field to enter the reason why this Supplier Evaluation is being rejected. This will be recorded in the Task History on this Implement Recommendations task.
Clicking the "Reject and Return to Preliminary Review" button will send the evaluation back to Preliminary Review. If you are the assignee of the Preliminary Review task, you will be taken to the Edit Supplier Evaluation page, otherwise you will be returned to your task list.
Clicking the "Cancel" button will return you to the previous page without
returning to preliminary review.
To complete the signoff, enter any additional comments and your signoff key and then click the "Sign Off" button to sign off the task and close the Supplier Evaluation. This sets the evaluation "Status" to "Closed" and the "Closed Date" to the current date.
If any Implement Recommendations Collaboration tasks are still open at this point, they will be automatically closed when you sign off this task. Be sure any required assistance or review has been completed since assignees will lose the ability to perform their tasks after they are closed.
Click the "Cancel" button to return to the previous page without signing off on your task.
Implement Recommendation Collaboration tasks can be assigned to authorize users to assist with the work required for the Implement Recommendations task.
When the Implement Recommendations task is closed, any open collaboration tasks will automatically be closed.
Follow the instructions provided by the Implement Recommendations task assignee.
The page displays the proposed and current values of the Controlled Supplier Fields (Approval Status, Product/Service, and Risk Classification), optional Additional Recommendations for supplier controls, and the Justification for the recommendations.
If there are differences between the Supplier's proposed and current Approval Status, Product/Service or Risk Classification, there will be a "Changes Required" label next to the button. Once changes have been applied or a justification for no changes has been recorded, the label will change to "Completed".
To implement changes, click the "Change Controlled Supplier Fields" button (see the Change Controlled Supplier Fields page). If the "Changes Required" label is displayed, the Change Controlled Supplier Fields page will be pre-populated with the values approved in the Supplier Evaluation. You should accept the pre-populated values unless one of these conditions applies.
If you make changes on the Change Controlled Supplier Fields page, update the Justification to indicate why the approved values were not implemented.
The Supplier Controls table displays Supplier Controls assigned to this Supplier.
To update other Supplier fields or Supplier Attachments, click the "Edit Supplier Information Button" (see the Edit Supplier page). When you have finished updating the Supplier, click the "Save" button to save your changes and return to the Implement Recommendations page.
When you have completed the work described in the task instructions, click the "Proceed to Signoff" button to proceed to the Sign Off Implement Recommendations Collaboration page.
Click the "Cancel" button to return to the "My Tasks" page.
To sign off your collaboration task, enter any additional comments about the task and then enter your signoff key. Then click the "Sign Off" button to sign off the task. The current assignee of the Implement Recommendations task will receive an email notification that you have completed the task.
Clicking the "Cancel" button will return you to the previous page without signing off the task.
The Manage Supplier Evaluations page allows authorized users to perform administrative actions necessary to manage Supplier Evaluations in the Grand Avenue system.
The page has links to the following actions:
This page displays a list of Supplier Evaluations that are undergoing a Formal Review.
Normally a Formal Review is only concluded once all approvers have signed off on their Formal Review tasks. Supplier Module Coordinators have the option to cancel a Formal Review that is in progress. Any remaining open Formal Review assignments will be canceled, and the evaluation will return to the Preliminary Review step.
To cancel the Formal Review for an evaluation, click its corresponding "Cancel Formal Review" button (see Cancel Formal Review).
Click the "Close" button to return to the previous page.
Canceling a Formal Review that is in progress will immediately cancel any open Formal Review task assignments and return the Supplier Evaluation to Preliminary Review, where you will be able to make any necessary changes to the evaluation or return it to the Submit Evaluation step for additional work.
To proceed with canceling the Formal Review, enter a description of the reason for canceling the review, then enter your signoff key and click the "Cancel Formal Review" button. Notifications will be sent to all approvers, informing them why the review was canceled, and the evaluation will be returned to the Preliminary Review step, where you will be able to make any necessary changes to the evaluation.
Clicking the "Cancel" button will return you to the Manage Formal Review page without canceling the Formal Review for this evaluation.
After suppliers are qualified and placed on the Approved Supplier List (ASL), organizations may mitigate supplier risk by implementing controls to monitor purchased products/services and periodically re-evaluate the continued suitability of suppliers.
The Supplier Management module provides the ability to define the types of supplier controls used in your organization, optionally associate each type of control with one or more schedules, and assign applicable controls to suppliers.
Supplier controls can be assigned to suppliers in one of two ways:
The Manage Supplier Control Types page allows authorized users to perform administrative actions necessary to manage the list of Supplier Controls that can be assigned as requirements for Controlled Suppliers.
The page has links to the following actions:
The Define Supplier Control Types page is used by the Supplier Module Coordinators to define the list of supplier controls that can be associated with individual suppliers.
The page separates the supplier control types into two separate tabs:
To add a new supplier control type, click the "Add Supplier Control Type" button on the "Active Supplier Control Types" tab (see the Add Supplier Control Type page). You can also import all the information for a group of supplier control types in a single operation by clicking the "Import Supplier Control Types" button on the "Active Supplier Control Types" tab (see Import Supplier Control Types).
Click the "Edit" button to change information for a supplier control type (see the Edit Supplier Control Type page).
Click the "Delete" button to delete a supplier control type from the system.
To deactivate a supplier control type on the "Active Supplier Controls" tab, click its corresponding "Deactivate" button.
To reactivate a supplier control type on the "Inactive Supplier Controls" tab, click its corresponding "Activate" button.
Clicking the "Close" button will return you to the previous page.
Use the Control Name field to enter a unique name for the supplier control type. You can optionally use the Description field to record more information about the supplier control type.
The "Supplier Control Type Documentation" table displays the documentation that has been defined for this supplier control type. This documentation will be available to users assigned to perform supplier control activities.
Click the "Save" button to save the supplier control type and return to the previous page.
Clicking the "Cancel" button will return you to the previous page without saving any changes.
To upload a file as documentation for a supplier control type, enter a brief description of the file and then click the "Browse" or "Choose File" button to find and select the file from your local machine. Once you have identified the file, click the "Save" button to upload the file and return to the previous page.
If you have chosen to make changes to a previously uploaded file, the page will display a link to the current version. You can replace the current version by selecting another file and then clicking the "Save" button to save your changes.
Click the "Cancel" button to discard any changes and return to the previous page.
This page allows you to search for and select a controlled document that will be referenced as documentation for a supplier control type. When a document is referenced as documentation, the latest effective revision of the document will always be displayed.
Fill in any applicable search criteria and click the "Search" button to find the document to reference. Then, click the corresponding "Select" button for the document to associate it with the supplier control type and return to the previous page.
NOTE: You can only select documents that have at least one effective revision and have not been obsoleted.
Click the "Cancel" button to return to the previous page without adding a reference to a controlled document.
Enter a unique, descriptive name for the schedule. You can also optionally use the Description field to provide further details about how this schedule should be used.
Fill out the remaining schedule fields, to specify when the system will automatically create incomplete activity records for suppliers assigned this supplier control type:
NOTE: Any necessary activity records will immediately be created for suppliers assigned to this schedule if today's date is already within the next scheduled window for the activity.
Click the "Save" button to save your changes and return to the previous page.
Click the "Cancel" button to return to the previous page without saving your changes.
To import information about multiple supplier control types at once, you must first create a single delimited text file that contains all the information for the supplier control types. See the instructions below on how to format the input file.
Use the "File Format" field to indicate the format used to create the delimited text file.
If your delimited text file uses the CSV format, specify the List Separator that is used as the delimiter. By default, the delimiter is already set to the list separator used by Excel when saving a CSV file for your locale, so you should only need to change this setting when working with a CSV file created by Excel in another locale.
After specifying the File Format for your delimited text file, you can click the "Download" link to download a Template Delimited Text File in that format with all the necessary columns.
Once you have prepared your delimited text file for import, click the "Browse" or "Choose File" button to find and select the file from your local machine, and then click the "Import Supplier Control Types" button. The system will report the number of supplier control types imported.
If any errors are found in the input file, no supplier control types will be imported and a summary of all the errors will be displayed. Once you have corrected the errors in the input file, you can start the import again by re-selecting the file and clicking the "Import Supplier Control Types" button.
Click the "Cancel" button to return to the previous page.
The input file to the import process must be formatted as follows:
This task authorizes you to perform and record the results of a supplier control activity for a supplier.
These tasks are created when either:
This task is performed using the Edit Supplier Control Activity page.
NOTE: Because the Task Due Date for each Perform Supplier Control Activity task is linked to the Activity Due Date field of the corresponding Supplier Control Activity Record, the Change Task Due Date feature on the My Tasks and Manage Task Assignments pages cannot be used to directly change the Task Due Date.
Use the search criteria to find the supplier for which the supplier control activity is to be performed.
Click the "Search" button to find suppliers that match the specified search criteria. You can modify the criteria and click the "Search" button again to further refine the search results.
When you have found the specific supplier, click its corresponding "Select" button to proceed to the Select Supplier Control for Recording Supplier Control Activity page.
This page allows you to choose an unscheduled supplier control activity that needs to be performed for the selected supplier.
The Supplier Controls table lists all supplier controls that have been associated with the selected supplier. Click the "Select" button for a supplier control in this table to proceed to the Add Supplier Control Activity page, where you can begin recording work on the activity.
Clicking the "Cancel" button will return you to the "My Tasks" page without initiating a supplier control activity for the supplier.
This page allows you to record the results of a supplier control activity performed for a supplier.
The "Control Name" and "Control Description" fields indicate the kind of activity that needs to be performed.
There may also be a "Supplier Control Type Documentation" table which contains links to files or controlled documents that have been defined for this supplier control activity. This table will only be displayed if documentation has been defined for this activity.
Record the results of the activity and any objective evidence in the "Activity Results" field. Use the "Date Activity Completed" and the "Performed by User" fields to indicate who performed the activity and when it was done. These fields are only required when the work is done and you are ready to proceed to signoff.
The "Supplier Control Activity Record Attachments" table allows you to upload files as supporting documentation for the work performed and objective evidence for the activity.
Click the "Save for Later" button to save any changes and return to the My Tasks page without signing off on the task.
When you have completed all work required for this activity and recorded the results of the work and any objective evidence, click the "Save and Proceed to Signoff" button to complete this task. Any changes you have made on this screen will be saved and you will be taken to the Sign Off Supplier Control Activity Record page.
Activities that do not need to be completed can be permanently withdrawn from the system by clicking the "Withdraw" button. Any changes you have made on this screen will be saved and you will be taken to the Withdraw Supplier Control Activity Record page.
Click the "Cancel" button to discard any changes and return to the "My Tasks" page.
To upload a file containing information about the activity that was performed, enter a brief description of the file and then click the "Browse" or "Choose File" button to find and select the file from your local machine. Once you have identified the file, click the "Save" button to upload the file and return to the previous page.
If you have chosen to make changes to a previously uploaded file, the page will display a link to the current version. You can replace the current version by selecting another file and then clicking the "Save" button to save your changes.
Click the "Cancel" button to discard any changes and return to the previous page.
After verifying that the information recorded for the activity record is correct, use the "Comments" field to record any additional information about the completion of this task.
Enter your signoff key and click the "Sign Off" button to sign off on this task and mark the activity record as completed.
Clicking the "Cancel" button will return you to the previous page without signing off on the task.
Use the "Comments" field to indicate why this activity is being withdrawn prior to completion.
Enter your signoff key and click the "Withdraw" button to close the task and mark the activity record as "Withdrawn".
Clicking the "Cancel" button will return you to the previous page without withdrawing the activity.
NOTE: The system may display a warning indicating that the schedule defined for this Supplier Control Type currently requires an activity, and that if you withdraw this activity record the system will immediately create a new incomplete activity record to comply with the schedule. To avoid this scenario, you can change the schedule associated with the requirement before withdrawing the record.
This page allows authorized users to perform administrative actions necessary to manage supplier control activity records in the Supplier Management module.
The page has links to the following actions:
This page allows Supplier Module Coordinators monitor and manage activities that are currently being performed for supplier controls.
This table lists all incomplete supplier control activities. Incomplete activities that have passed their Activity Due Date are highlighted in red. Click the "Info" link for an activity to view detailed information about it.
To change the Activity Due Date for one or more activities, select the checkboxes for the activities and then click the "Change Due Date for Selected Activities" button (see Change Due Date for Supplier Control Activity Records).
The "Selected Activities" table displays the list of incomplete activity records that will be affected by the due date change.
Use the "New Activity Due Date" field to indicate the new due date for the selected records. This new date will be used for both the Due Date of each activity record, and for the Task Due Date of any associated incomplete Supplier Control Activity tasks.
Use the "Justification" field to record the reason for the change. Then enter your signoff key and click the "Change Due Date" button. The changes will be applied, and you will be returned to the Manage Incomplete Activities page.
The details of the change will be recorded "Activity Due Date Change History" for each of the selected activity records, and in the "Task Due Date Change History" for each of the related tasks.
Click the "Cancel" button to return to the Manage Incomplete Activities page without applying your changes.
The Reopen Closed Supplier Control Activity Record feature allows Supplier Module Coordinators to reopen previously completed activity records when changes or additional work are required.
A Reopen Closed Supplier Control Activity Record task will be recorded in the Task History for the activity record, the activity record's Status will be changed back to "Incomplete", and a task will be assigned to authorize a user to perform the designated work on the reopened activity record.
This page allows you to search for and select a completed Supplier Control Activity Record that needs to be reopened for additional work.
Fill in any applicable search criteria and click the "Search" button to find the desired activity record. Then, click the corresponding "Select" button for the activity record to proceed to the Reopen Closed Supplier Control Activity Record page.
You will only be allowed to select activity records that have been completed.
Clicking the "Cancel" button will return you to the previous page without selecting an activity record.
Select a user to perform the work on the activity, then indicate the date by which the work should be completed and provide any additional instructions as necessary.
Use the "Comments" field to record the reason for reopening the activity record.
The task due date will automatically be set to the activity due date. If you would like to change the activity due date, select "Yes" for "Change Activity Due Date?" then specify the date by which the activity should be completed and provide a justification for the date change.
Enter your signoff key and click the "Reopen Supplier Control Activity Record" button to proceed with reopening the activity record.
Clicking the "Cancel" button will return you to the Manage Supplier Control Activity Records page without reopening the activity record.
This task is recorded in the Task History of a Supplier Control Activity Record that is reopened for changes or additional work using the Reopen Closed Supplier Control Activity Record page.
A Supplier Corrective Action Request (SCAR) is a formal request given to a supplier to investigate and resolve a quality problem. SCARs are a crucial element of supplier management in a quality system. Typically, these requests are related to audit findings, product nonconformances, or customer complaints. These could also be known as Supplier Corrective Action Reports.
The process steps for a SCAR are similar to the CAPA process; however, SCARs require a great deal of collaboration and communication with a supplier. The Supplier Management Module in Grand Avenue Software provides a SCAR workflow to capture the identification and resolution of supplier related issues.
%%{init: {"flowchart": { 'padding':'5', 'curve': 'basis', "htmlLabels": false }} }%%
flowchart LR
Initiate["`**Initiate SCAR**`"];
Investigation["`**Supplier Investigation**`"]
Implementation["`**Supplier Implementation**`"]
Verification["`**Effectiveness Verification**`"]
Close["`**Closed**`"]
Initiate --> Investigation --> Implementation -->Verification --> Close;
click Initiate "#SupplierInitiateSCAROverview" "Initiate SCAR"
click Investigation "#SupplierSupplierInvestigationOverview" "Supplier Investigation"
click Implementation "#SupplierSupplierImplementationOverview" "Supplier Implementation"
click Verification "#SupplierEffectivenessVerification" "Effectiveness Verification"
click Close "#SupplierSignOffApproveClosureForScar" "Approve Closure"
Any user may initiate a SCAR in response to a supplier related problem or nonconformance. A SCAR could be required based on a product nonconformance, supplier audit finding, customer complaint, a supplier evaluation, or various other reasons. The SCAR workflow consists of identifying an issue and then collaborating with the applicable supplier to investigate and resolve the problem.
The initiate SCAR step identifies the associated supplier and provides a description of the issue, which includes linking associated parts and related process items (e.g., audits, complaints, NCMRs).
To initiate a SCAR, click the "Initiate SCAR" link in the navigation menu to display the Select Supplier for SCAR page.
While you are preparing a SCAR, the system will assign you an "Initiate SCAR" task, which allows you to save the SCAR and resume editing later by clicking the corresponding "Perform" button on the My Tasks page.
Once you finish entering details regarding the SCAR, you will submit the SCAR into the process, where the Supplier Module Coordinator will review it for completeness. If the Supplier Module Coordinator returns the SCAR to you for additional information, the system will assign you another Initiate SCAR task to perform those changes.
Specify search criteria to find the supplier related to the SCAR and click the "Search" button to display a list of matching suppliers.
When you have found the specific supplier, click the corresponding "Select" button to proceed to the Initiate SCAR page.
Click the "Cancel" button to return to the "My Tasks" page without initiating a SCAR.
This page allows the initiator to document the details for the SCAR. Use the "Description" field and any custom fields configured by your organization to document the problem that required the initiation of this SCAR.
The following sections allow you to provide further details about the background and scope of this SCAR:
Click the "Save for Later" button to save your changes and return to the "My Tasks" page. If this is the first time saving this SCAR, the system will generate a SCAR ID and assign you an "Initiate SCAR" task as a reminder to finish the work later. The task will have a default Due Date, but you will be able to modify it using the Change Due Date button on the "My Tasks" page.
Click the "Cancel" button to discard your changes and return to the "My Tasks" page.
When you have finished documenting the details of this SCAR, click the "Save and Proceed to Signoff" button to send it forward to the Supplier Investigation step. Your task will be closed, and a new Supplier Investigation task will be assigned to Supplier Module Coordinators.
To permanently remove the SCAR from the process, click the "Withdraw" button. You will be taken to the Withdraw SCAR page.
The Associated Parts section allows you to identify any parts related to the SCAR.
To add a part to the SCAR, click the "Add Associated Part" button to display the Add Associated Part page. Each part is added to the SCAR one at a time.
Click the "Select" button to display the search for parts page. Specify search criteria to find the associated part related to the SCAR and click the "Search" button to display a list of matching parts.
When you have found the specific part, click the corresponding "Select" button to proceed to return to the Add Associated Part page. Complete any additional required fields and click "Save".
Once a part has been added to the SCAR it will appear in the Associated Parts table. Click the corresponding "Edit" button to add or update information about an additional part associated with this SCAR. Click the corresponding "Delete" button for an associated part to remove it from the SCAR.
This section allows you to add references to any GAS-managed process items related to the background of this SCAR. The following types of process items are supported, but only displayed if the corresponding module is activated:
NOTE: This section is hidden if none of the corresponding modules are activated.
To add related items for any of the supported processes, click the corresponding "Add Related" button below the table.
When a related process item is added to a SCAR, then a reference to the SCAR is also added to that record (i.e., audit, complaint, NCMR).
Clicking the "Delete" button for an item in the table will remove it from the list of related process items for the SCAR.
Process Impacts are available for editing throughout the SCAR process and are required to be assessed prior to closure.
Review each potential impact in the Process Impacts table and specify whether it applies to the SCAR. If the impact is not applicable to the SCAR, you may be required to enter a justification of why it does not apply (see Edit Process Impact). The "Description Required" column indicates whether you must provide a description or justification for an impact.
Process Impacts identified as applicable for a SCAR may require the Supplier Module Coordinator to assign a follow-up Impact Implementation task. The "Requires Task" column indicates whether a follow-up task will be required prior to closing the SCAR.
If no Process Impacts have been configured by Supplier Module Administrators, this section will not be displayed (see Configure Supplier Process Impacts).
The "SCAR Background Documents" table displays documents that contain additional background information about the SCAR. These background documents can be:
To edit or delete a SCAR Background document, click the corresponding button next to the background document in the table.
The Activity Log section contains a list of activities performed during the SCAR process.
This page allows you to search for and select one or more Audits to add as related process items for a SCAR.
Fill in any applicable search criteria and click the "Search" button to find the desired Audits.
Use the checkboxes to select Audits, then click the "Add Selected Audits" button. The selected Audits will be added to the list of related process items for the SCAR, and you will be returned to the previous page.
Click the "Cancel" button to return to the previous page without adding any new Audits to the SCAR.
This page allows you to search for and select one or more Complaints to add as related process items for a SCAR.
Fill in any applicable search criteria and click the "Search" button to find the desired Complaints.
Use the checkboxes to select Complaints, then click the "Add Selected Complaints" button. The selected Complaints will be added to the list of related process items for the SCAR, and you will be returned to the previous page.
Click the "Cancel" button to return to the previous page without adding any new Complaints to the SCAR.
This page allows you to search for and select one or more NCM Reports to add as related process items for a SCAR.
Fill in any applicable search criteria and click the "Search" button to find the desired NCM Reports.
Use the checkboxes to select NCM Reports, then click the "Add Selected NCM Reports" button. The selected NCM Reports will be added to the list of related process items for the SCAR, and you will be returned to the previous page.
Click the "Cancel" button to return to the previous page without adding any new NCM Reports to the SCAR.
To upload a file containing background information about a SCAR, enter a brief description of the file and then click the "Browse" or "Choose File" button to find and select the file from your local machine. Once you have selected the file, click the "Save" button to upload the file and return to the previous page.
If you have chosen to make changes to a previously uploaded file, the page will display a link to the current version. You can replace the current version by selecting another file.
Click the "Cancel" button to discard any changes and return to the previous page.
This page allows you to search for and select a controlled document that will be referenced as background documentation for the SCAR.
Specify search criteria to find the document related to the SCAR and click the "Search" button to display a list of matching documents. When you have found the specific document, click the corresponding "Select" button to proceed to return to the previous page.
The link to the controlled document is for a specific document revision. The reference will not update if the document is revised.
Click the "Cancel" button to return to the previous page without adding a reference to a controlled document.
To withdraw the SCAR, use the Comments field to record the reason for why the SCAR is no longer necessary and then enter your signoff key and click the "Withdraw" button. Your task assignment will be closed, and the SCAR will be permanently removed from the process.
Click the "Cancel" button to return to the previous page without withdrawing the SCAR.
To complete the signoff, enter any additional comments and your signoff key and then click the "Sign Off" button to sign off the task and submit the SCAR to the Investigate SCAR step.
Click the "Cancel" button to return to the previous page without signing off on your task.
The Supplier Investigation phase begins once a user signs off an Initiate SCAR task. During the Supplier Investigation phase, the Supplier Module Coordinator begins collaboration with the supplier. This includes first notifying the supplier of the SCAR and expectations for a response. The Investigation Start Date is set immediately when the Initiate SCAR task is first signed off.
To aid in the investigation, Supplier Investigation Collaboration tasks can be assigned to authorize other users to work on the Supplier Investigation task.
Once the supplier provides their investigation results and action plan, this information is documented in the SCAR and the SCAR can be submitted to the Investigation Review step.
If additional information is required before a supplier notification and investigation can begin or it is determined that a SCAR is not required, then a SCAR can be returned to the initiate step for editing or withdrawal.
When a SCAR is submitted, a Supplier Module Coordinator receives a Supplier Investigation task. This task captures the notification of the Supplier and documents the investigation results and action plan.
The following fields and features are available during the Supplier Investigation task to document the work performed:
Supplier Investigation Collaboration Tasks can also be assigned to users to support the completion of the Supplier Investigation task.
If changes are required to the background information you can either Edit the SCAR Background Information or Return to Initiate SCAR for editing.
Prior to moving the SCAR to Investigation Review, a Supplier Module Coordinator is responsible for reviewing the SCAR investigation for completeness.
This page allows the assignee to document the details of the investigation and the proposed Corrective Action Plan for the SCAR.
The following information must be recorded during this phase:
You can also make changes to the original background information of the SCAR by clicking the "Edit SCAR Background Information" button (see Edit SCAR Background Information).
The following sections allow you to record additional information or request assistance with the investigation of this SCAR:
Click the "Save for Later" button to save your changes and return to the "My Tasks" page.
Click the "Cancel" button to discard any changes you have made on this page and return to the "My Tasks" page.
To send the SCAR back to the submitter for additional information, click the "Return to Initiate SCAR" button. You will be taken to the Return to Initiate SCAR page.
When the investigation has been completed and the Corrective Action Plan is ready for approval, click the "Initiate Investigation Review" button.
Process Impacts are available for editing throughout the SCAR process and are required to be assessed prior to closure.
Review each potential impact in the Process Impacts table and specify whether it applies to the SCAR. If the impact is not applicable to the SCAR, you may be required to enter a justification of why it does not apply (see Edit Process Impact). The "Description Required" column indicates whether you must provide a description or justification for an impact.
Process Impacts identified as applicable for a SCAR may require the Supplier Module Coordinator to assign a follow-up Impact Implementation. The "Requires Task" column indicates whether a follow-up task will be required prior to closing the SCAR.
If no Process Impacts have been configured by Supplier Module Administrators, this section will not be displayed (see Configure Supplier Process Impacts).
The "Corrective Action Plan Documents" table allows you to upload or reference documentation that supports the investigation and proposed Corrective Action Plan. These documents can be:
To edit or delete a document from the table, click the corresponding button in the table.
The Activity Log section contains a list of activities performed during the SCAR process.
To request assistance with the investigation of this SCAR, click the "Assign Collaboration Task" button (see the Assign Supplier Investigation Collaboration Task page).
To upload a file containing information about the Corrective Action Plan of the SCAR, enter a brief description of the file and then click the "Browse" or "Choose File" button to find and select the file from your local machine. Once you have selected the file, click the "Save" button to upload the file and return to the previous page.
If you have chosen to make changes to a previously uploaded file, the page will display a link to the current version. You can replace the current version by selecting another file.
Click the "Cancel" button to discard any changes and return to the previous page.
This page allows you to search for and select a controlled document that will be referenced as part of the documentation for the Corrective Action Plan of the SCAR.
Specify search criteria to find the document related to the SCAR and click the "Search" button to display a list of matching documents. When you have found the specific document, click the corresponding "Select" button to proceed to return to the previous page.
The link to the controlled document is for a specific document revision. The reference will not update if the document is revised.
Click the "Cancel" button to return to the previous page without adding a reference to a controlled document.
This page allows users assigned Supplier Investigation or Supplier Investigation Collaboration tasks to make updates to the original background information for a SCAR.
In addition to making changes to the values of fields for the SCAR background, you can also add or update information in the following sections:
Click the "Save" button to save your changes and return to the previous page.
Click the "Cancel" button to discard your changes and return to the previous page.
The Associated Parts section allows you to identify any parts related to the SCAR.
This section allows you to add references to any GAS-managed process items related to the background of this SCAR. The following types of process items are supported, but only displayed if the corresponding module is activated:
NOTE: This section is hidden if none of the corresponding modules is activated.
To add related items for any of the supported processes, click the corresponding "Add Related" button below the table.
Clicking the "Delete" button for an item in the table will remove it from the list of related process items for the SCAR.
The "SCAR Background Documents" table displays documents that contain additional background information about the SCAR. These background documents can be:
To edit or delete a SCAR Background document, click the corresponding button next to the background document in the table.
Give detailed instructions to the assignee of this collaboration task. The assignee will have the ability to edit basic SCAR information and fill out the Corrective Action Plan. Specify which changes should be made by the assignee and include instructions for any additional work to be completed outside the system.
Select an assignee and a due date for the task, and then click the "Assign Task and Close" button to assign the task and return to the previous page. Alternatively click the "Assign Task" button to assign the task and remain on this page to assign additional tasks.
The system will notify each assignee by email of their new Supplier Investigation Collaboration task, and you will be notified by email when each task is completed.
Clicking the "Cancel" button will return you to the previous page without assigning additional tasks.
Enter detailed instructions about the additional information required for this SCAR. If necessary, you can also choose to select a different assignee and due date for the task.
Enter any additional comments and your signoff key, and then click the Return to Initiate SCAR button to sign off your task and initiate a new Initiate SCAR task with the specified instructions, assignee, and due date.
Clicking the "Cancel" button will return you to the previous page without sending the SCAR back for more information.
This page displays the list of Supplier Review Boards that have been configured for your organization (see Configure Supplier Review Boards).
Click the "Select" button for the appropriate review board for the review of the results of the investigation and the proposed Corrective Action Plan. You will be taken to the Initiate Investigation Review page to assign users for each of the review board roles.
Click the "Cancel" button to return to the previous page without selecting a review board.
Select users to assign for each of the approver responsibilities. The default list of responsibility areas for the selected review board is defined by Supplier Module Administrators (see Configure Supplier Review Boards). Task instructions will indicate the minimum number of responsibility areas required for Investigation Review and the minimum number of unique people that must be assigned.
Select a date by which the users must complete their assignments, then enter any additional comments and your signoff key, and click the "Initiate Investigation Review" button. The users you selected will receive Investigation Review tasks, the status of the SCAR will be set to "Investigation Review", and the Investigation End Date field will be set to the current date.
Clicking the "Cancel" button will return you to the previous page without initiating the review.
Supplier Investigation Collaboration tasks can be assigned to authorize users to assist with the work required for the Supplier Investigation task.
When the Supplier Investigation task is closed, any open collaboration tasks will automatically be closed.
To sign off your collaboration task, enter any additional comments about the task and then enter your signoff key. Then click the "Sign Off" button to sign off the task. The current assignee of the Implement Recommendations task will receive an email notification that you have completed the task.
Clicking the "Cancel" button will return you to the previous page without signing off the task.
All approvers receiving an Investigation Review Task for a SCAR are responsible for approving or rejecting results of the investigation and the proposed corrective action plan. Clicking on an Investigation Review assignment on the "My Tasks" page will take the approver to the Sign Off Investigation Review page.
If all approvers approve the investigation, the system sets the Investigation End Date to the date of the final approval and the SCAR will proceed to the Supplier Implementation step.
If any of the approvers reject the investigation it will return to the Supplier Investigation step after all approvers have signed off on their Investigation Review task. The Status of the SCAR will be returned to "Supplier Investigation" and the Investigation End Date field will be cleared.
Supplier Module Coordinators may also use the Manage Investigation Review to cancel the review at any time. All remaining open review assignments will be canceled, and the SCAR will return to the Supplier Investigation step.
This page displays the results of the Supplier Investigation performed for this SCAR.
A user may receive multiple Investigation Review assignments for a given SCAR. For each of these assignments, you will be acting in a specific role. For example, you may either be reviewing on behalf of a department or as an additional approver selected by the Supplier Module Coordinator.
After reviewing the SCAR, you can either approve or reject it.
After you have recorded your decision and any necessary comments, enter your signoff key and click the "Sign Off" button.
Clicking the "Cancel" button will return you to the "My Tasks" page without signing off on the assignment.
After the SCAR investigation and action plan has been approved, the SCAR moves into the Supplier Implementation phase. The Implementation Start Date is set as the date of the last approval for the Investigation Review.
During this phase, you must work with the supplier to document evidence that the planned actions have been implemented and verified. To aid in this step you can assign collaboration tasks to other users as needed.
Once the Supplier's evidence of implementation and verification activities has been entered into the SCAR, then the SCAR is submitted for Implementation Review.
If it is identified that additional investigation is required, then the SCAR can be returned to the Supplier Investigation step.
Evidence of implementation of the corrective action plan and any verification activities are documented within the Supplier Implementation task.
The following fields and features are available during the Supplier Implementation task to document the work performed:
Supplier Implementation Collaboration Tasks can also be assigned to users to support the completion of the Supplier Implementation task.
If additional work is required for the investigation, then the SCAR can be returned to the investigation phase via Return to Investigation.
Prior to moving the SCAR to Implementation Review, a Supplier Module Coordinator is responsible for reviewing the SCAR implementation for completeness.
This page allows the assignee to document the results of the supplier's implementation of the Corrective Action Plan for the SCAR.
The following information must be documented during this phase:
The following sections allow you to record and perform additional work about the implementation activities of this SCAR:
Click the "Save for Later" button to save your changes and return to the "My Tasks" page.
Click the "Cancel" button to discard any changes you have made on this page and return to the "My Tasks" page.
To send the SCAR back to the Supplier Investigation phase for additional work, click the "Return to Investigation" button. You will be taken to the Return to Investigation page.
When the implementation has been completed and the documentation of the results of the corrective actions are ready for approval, click the "Initiate Implementation Review" button.
Process Impacts are available for editing throughout the SCAR process and are required to be assessed prior to closure.
Review each potential impact in the Process Impacts table and specify whether it applies to the SCAR. If the impact is not applicable to the SCAR, you may be required to enter a justification of why it does not apply (see Edit Process Impact). The "Description Required" column indicates whether you must provide a description or justification for an impact.
Process Impacts identified as applicable for a SCAR may require the Supplier Module Coordinator to assign a follow-up Impact Implementation task. The "Requires Task" column indicates whether a follow-up task will be required prior to closing the SCAR.
If no Process Impacts have been configured by Supplier Module Administrators, this section will not be displayed (see Configure Supplier Process Impacts).
The "Corrective Action Result Documents" table allows you to upload or reference documentation that supports the results of the corrective actions performed by the supplier. These documents can be:
To edit or delete a document from the table, click the corresponding button in the table.
The Activity Log section contains a list of activities performed during the SCAR process.
To request assistance with the implementation of this SCAR, click the "Assign Collaboration Task" button (see the Assign Supplier Implementation Collaboration Task page) to allow another user the ability to work on the Supplier Implementation.
To upload a file containing information about the Corrective Action results for a SCAR, enter a brief description of the file and then click the "Browse" or "Choose File" button to find and select the file from your local machine. Once you have selected the file, click the "Save" button to upload the file and return to the previous page.
If you have chosen to make changes to a previously uploaded file, the page will display a link to the current version. You can replace the current version by selecting another file.
Click the "Cancel" button to discard any changes and return to the previous page.
This page allows you to search for and select a controlled document that will be referenced as part of the documentation for the results of the Corrective Actions performed for the SCAR.
Specify search criteria to find the document related to the SCAR and click the "Search" button to display a list of matching documents. When you have found the specific document, click the corresponding "Select" button to proceed to return to the previous page.
The link to the controlled document is for a specific document revision. The reference will not update if the document is revised.
Click the "Cancel" button to return to the previous page without adding a reference to a controlled document.
Give detailed instructions to the assignee of this collaboration task. The assignee will have the ability to edit basic SCAR information and document the results of the corrective actions performed by the supplier. Specify which changes should be made by the assignee and include instructions for any additional work to be completed outside the system.
Select an assignee and a due date for the task, and then click the "Assign Task and Close" button to assign the task and return to the previous page. Alternatively click the "Assign Task" button to assign the task and remain on this page to assign additional tasks.
The system will notify each assignee by email of their new Supplier Implementation Collaboration task, and you will be notified by email when each task is completed.
Clicking the "Cancel" button will return you to the previous page without assigning additional tasks.
Enter an explanation for why this SCAR is being sent back to the Supplier Investigation step and select an assignee and due date for the task.
Enter any additional comments and your signoff key, and then click the "Return to Investigation" button to sign off your task and initiate a new Supplier Investigation task with the specified instructions, assignee, and due date.
Clicking the "Cancel" button will return you to the previous page without sending the SCAR back to investigation.
The Investigation End Date and Implementation Start Date fields that were set by the system will be cleared. These dates will be reset as the SCAR moves forward through the process.
This page displays the list of Supplier Review Boards that have been configured for your organization (see Configure Supplier Review Boards).
Click the "Select" button for the appropriate review board for the Implementation Review. You will be taken to the Initiate Implementation Review page to assign users for each of the review board roles.
Click the "Cancel" button to return to the previous page without selecting a review board.
Select the users to assign for each of the approver responsibilities. The default list of responsibility areas for the selected review board is defined by Supplier Module Administrators (see Configure Supplier Review Boards). Task instructions will indicate the minimum number of responsibility areas required for Implementation Review and the minimum number of unique people that must be assigned.
Select a date by which the users must complete their assignments, then enter any additional comments and your signoff key, and click the "Initiate Implementation Review" button. The users you selected will receive Implementation Review tasks, the status of the SCAR will be set to "Implementation Review", and the Implementation End Date field will be set to the current date.
Clicking the "Cancel" button will return you to the previous page without initiating the review.
Supplier Implementation Collaboration tasks can be assigned to authorize users to assist with the work required for documenting the results of the actions performed by the supplier.
When the Supplier Implementation task is closed, any open collaboration tasks will automatically be closed.
To sign off your collaboration task, enter any additional comments about the task and then enter your signoff key. Then click the "Sign Off" button to sign off on the task. The current assignee of the Supplier Implementation task will receive an email notification that you have completed the task.
Clicking the "Cancel" button will return you to the previous page without signing off the task.
All approvers receiving an Implementation Review Task for a SCAR are responsible for approving or rejecting the results of the implementation. Clicking on an Implementation Review assignment on the "My Tasks" page will take the approver to the Sign Off Implementation Review page.
If all approvers approve the implementation, the system sets the Implementation End Date to the date of the final approval and the SCAR will proceed to the Review for Closure step. The Status of the SCAR will be set to "Review for Closure".
If any of the approvers reject the implementation it will return to the Supplier Implementation step after all approvers have signed off on their Implementation Review task.
Supplier Module Coordinators may also use the Manage Implementation Review to cancel the review at any time. All remaining open review assignments will be canceled, and the SCAR will return to the Supplier Implementation step.
This page displays the results of the Supplier Implementation.
A user may receive multiple Implementation Review assignments for a given SCAR. For each of these assignments, you will be acting in a specific role. For example, you may either be reviewing on behalf of a department or as an additional approver selected by the Supplier Module Coordinator.
After reviewing the SCAR implementation, you can either approve or reject it.
After you have recorded your decision and any necessary comments, enter your signoff key and click the "Sign Off" button.
Clicking the "Cancel" button will return you to the "My Tasks" page without signing off on the assignment.
The final step of the SCAR process is to review the complete record to determine if the SCAR is ready for closure. During this process the decision to conduct Effectiveness Verification is documented and the Effectiveness Verification is completed, if required. Additionally, Process Impacts are reviewed and completed as needed.
If it is identified that the SCAR activities are incomplete or require additional documentation, then the SCAR can be returned to implementation.
If all necessary activities for this SCAR have been complete, then the SCAR can be submitted to the final review board via initiate approve closure. The SCAR will close once all assignees approve the closure.
A Review for Closure task is created when either of the below occurs:
During Review for Closure, you must:
Once the SCAR record is complete, you can initiate approve closure to route the SCAR to the necessary review board.
The Activity Log section can be used to record any activities related to this SCAR.
All Process Impacts identified must be assessed prior to SCAR closure. If an applicable process impact requires a task, then a task must be assigned and completed before submitting the SCAR to the approve closure step.
The Effectiveness Verification Process section contains all the decision records for effectiveness verification for the applicable SCAR. You can use the "Initiate Effectiveness Verification" button to start the verification of effectiveness. This will close the Review for Closure task. If no effectiveness verification is required, then select the "Record Justification for No Effectiveness Verification" button to document this decision.
Click the "Save for Later" button to save your changes and return to the "My Tasks" page.
Click the "Cancel" button to discard any changes you have made on this page and return to the "My Tasks" page.
To send the SCAR back to the Supplier Implementation phase for additional work, click the "Return to Implementation" button. You will be taken to the Return to Implementation page.
When applicability has been determined for all Process Impacts, required Impact Implementation tasks completed, and Effectiveness Verification completed, or justification provided for none, click the "Initiate Approve Closure" button.
Process Impacts are available for editing throughout the SCAR process and are required to be assessed prior to closure.
Review each potential impact in the Process Impacts table and specify whether it applies to the SCAR. If the impact is not applicable to the SCAR, you may be required to enter a justification of why it does not apply (see Edit Process Impact). The "Description Required" column indicates whether you must provide a description or justification for an impact.
Process Impacts identified as applicable for a SCAR may require the Supplier Module Coordinator to assign a follow-up Impact Implementation task during the Implement Recommendations task. The "Requires Task" column indicates whether a follow-up task will be required prior to closing the SCAR.
If no Process Impacts have been configured by Supplier Module Administrators, this section will not be displayed (see Configure Supplier Process Impacts).
The Activity Log section contains a list of activities performed during the SCAR process.
Select a user that will be assigned to perform the verification of effectiveness for the corrective actions performed by the supplier.
Click the "Initiate Effectiveness Verification" button to proceed. A decision record will be added to the SCAR to log your decision and justification.
An Effectiveness Verification task will be assigned to the user you selected, your Review for Closure task will be temporarily closed, and you will be returned to your My Tasks page. When the Effectiveness Verification is completed, a new Review for Closure task will be assigned.
Click the "Cancel" button to return to the previous page without initiating the process.
If no additional effectiveness verification is required for the SCAR, then click the "Record Justification for No Effectiveness Verification" button to document that decision.
Use the "Justification" field to document why additional verification of effectiveness is not necessary for this SCAR.
To upload a file containing supporting information about your decision, click the "Browse" or "Choose File" button to find and select the file from your local machine.
Click the "Record Justification" button to save your changes and return to the previous page. A decision record will be added to the SCAR to log this decision and justification.
Click the "Cancel" button to return to the previous page without saving your changes.
Enter an explanation for why this SCAR is being sent back to the Supplier Implementation step, with instructions for what additional work is required. Then, select an assignee and due date for the task that will be assigned.
Enter any additional comments and your signoff key, and then click the Return to Implementation button to sign off your task and initiate a new Supplier Implementation task with the specified instructions, assignee, and due date. The Status of the SCAR will be set back to "Supplier Implementation", and the Implementation End Date field will be cleared.
Clicking the "Cancel" button will return you to the previous page without sending the SCAR back to the implementation step.
This page displays the list of Supplier Review Boards that have been configured for your organization (see Configure Supplier Review Boards).
Click the "Select" button for the appropriate review board for the closure of this SCAR. You will be taken to the Initiate Approve Closure page to assign users for each of the review board roles.
Click the "Cancel" button to return to the previous page without selecting a review board.
Select users for each of the approver responsibilities. The default list of responsibility areas for the selected review board is defined by Supplier Module Administrators (see Configure Supplier Review Boards). Task instructions will indicate the minimum number of responsibility areas required for Approve Closure and the minimum number of unique people that must be assigned.
Select a date by which the users must complete their assignments, then enter any additional comments and your signoff key, and click the "Initiate Approve Closure" button. The users you selected will receive Approve Closure tasks.
Clicking the "Cancel" button will return you to the previous page without initiating the Approve Closure step.
When assigned a SCAR Effectiveness Verification task, you will receive instructions for completing the effectiveness verification of the implemented SCAR actions. These instructions will be displayed on the SCAR Effectiveness Verification task page.
This page contains instructions for verifying the effectiveness of the SCAR actions.
Record the results of the effectiveness verification in the "Effectiveness Verification Result" field.
You can upload files containing objective evidence generated during the verification of effectiveness by clicking the "Add Effectiveness Verification File" button (see Add/Edit Effectiveness Verification Result File).
To edit or delete an uploaded file, click the corresponding button in the table.
You may also document activities performed during the effectiveness verification in the Activity Log:
Click the "Save for Later" button to save your results without signing off on the task.
Once you have completed and documented the effectiveness, you can click the "Proceed to Signoff" button to proceed to the Sign Off Effectiveness Verification page.
Click the "Cancel" button to return to the "My Tasks" page without saving changes to the SCAR Effectiveness Verification Result field.
To upload a file containing information about the verification of effectiveness for a SCAR, enter a brief description of the file and then click the "Browse" or "Choose File" button to find and select the file from your local machine. Once you have selected the file, click the "Save" button to upload the file and return to the previous page.
If you have chosen to make changes to a previously uploaded file, the page will display a link to the current version. You can replace the current version by selecting another file.
Click the "Cancel" button to discard any changes and return to the previous page.
After you have completed the effectiveness verification for the SCAR actions, this page will allow you to provide additional feedback in the Comments field before entering your signoff key and clicking the "Sign Off" button to complete the task.
Click the "Cancel" button to discard your comments and return to the SCAR Effectiveness Verification page without signing off your task.
Each approver receiving an Approve Closure Task for a SCAR is responsible for approving or rejecting the closure of the SCAR. Clicking on an Approve Closure assignment on the "My Tasks" page will take the approver to the Sign Off Approve Closure page.
If all assignees approve the closure, the SCAR will be immediately closed. The Status of the SCAR will be set to "Closed", and the Closed Date will be set to the current date.
If any of the assignees reject, the SCAR will be sent back to the Review for Closure task once all tasks have been signed off.
A Supplier Management Module Coordinator can cancel Approve Closure tasks using the Manage Approve Closure page. All remaining open review assignments will be canceled, and the SCAR will return to the Review for Closure step.
This page displays the activities performed for this SCAR.
A user may receive multiple Approve Closure assignments for a given SCAR. For each of these assignments, you will be acting in a specific role. For example, you may either be reviewing on behalf of a department or as an additional approver selected by the Supplier Module Coordinator.
After reviewing the SCAR, you can either approve or reject it.
After you have recorded your decision and any necessary comments, enter your signoff key and click the "Sign Off" button.
Clicking the "Cancel" button will return you to the "My Tasks" page without signing off on the task.
The Manage SCARs page allows authorized users to perform administrative actions necessary to manage SCARs in the Grand Avenue system.
The page has links to the following actions:
This page displays a list of SCARs that are undergoing an Investigation Review.
Normally an Investigation Review is only concluded once all approvers have signed off on their Investigation Review tasks. Supplier Module Coordinators have the option to cancel an Investigation Review that is in progress. Any remaining open Investigation Review assignments will be canceled, and the SCAR will return to the Supplier Investigation step.
To cancel the Investigation Review for a SCAR, click its corresponding "Cancel Investigation Review" button (see Cancel Investigation Review).
Click the "Close" button to return to the previous page.
Canceling an Investigation Review that is in progress will immediately cancel any open Investigation Review task assignments and return the SCAR to Supplier Investigation, where you will be able to make any necessary changes to the SCAR or return it to the Initiate SCAR step for additional work.
To proceed with canceling the Investigation Review, enter a description of the reason for canceling the review, then enter your signoff key and click the "Cancel Investigation Review" button. Notifications will be sent to all approvers, informing them why the review was canceled. The Status of the SCAR will be set back to "Supplier Investigation", and the Investigation End Date field for the SCAR will be cleared.
Clicking the "Cancel" button will return you to the Manage Investigation Review page without canceling the review for this SCAR.
This page displays a list of SCARs that are undergoing an Implementation Review.
Normally an Implementation Review is only concluded once all approvers have signed off on their Implementation Review tasks. Supplier Module Coordinators have the option to cancel an Implementation Review that is in progress. Any remaining open Implementation Review assignments will be canceled, and the SCAR will return to the Supplier Implementation step. The Status of the SCAR will be set back to "Supplier Implementation", and the Implementation End Date field for the SCAR will be cleared.
To cancel the Implementation Review for a SCAR, click its corresponding "Cancel Implementation Review" button (see Cancel Implementation Review).
Click the "Close" button to return to the previous page.
Canceling an Implementation Review that is in progress will immediately cancel any open Implementation Review task assignments and return the SCAR to Supplier Implementation, where you will be able to make any necessary changes to the SCAR or return it to the Initiate SCAR step for additional work.
To proceed with canceling the Implementation Review, enter a description of the reason for canceling the review, then enter your signoff key and click the "Cancel Implementation Review" button. Notifications will be sent to all approvers, informing them why the review was canceled.
Clicking the "Cancel" button will return you to the Manage Implementation Review page without canceling the review for this SCAR.
This page displays a list of SCARs that are currently in the Approve Closure step.
Normally the Approve Closure step for a SCAR is only concluded once all approvers have signed off on their Approve Closure tasks. Supplier Module Coordinators have the option to cancel an Approve Closure that is in progress. Any remaining open Approve Closure assignments will be canceled, and the SCAR will return to the Review for Closure step.
To cancel the Approve Closure step for a SCAR, click its corresponding "Cancel Approve Closure" button (see Cancel Approve Closure).
Click the "Close" button to return to the previous page.
Canceling an Approve Closure step that is in progress will immediately cancel any open Approve Closure task assignments and return the SCAR to the Review for Closure step, where you will be able to make any necessary changes to the SCAR or return it to the Supplier Implementation step for additional work.
To proceed with canceling the Approve Closure step, enter a description of the reason for canceling the approval, then enter your signoff key and click the "Cancel Approve Closure" button. Notifications will be sent to all approvers, informing them why the approval was canceled.
Clicking the "Cancel" button will return you to the previous page without canceling the review for this SCAR.
The Reopen Closed SCAR feature allows Supplier Module Coordinators to reopen previously closed SCARs when changes or additional work are required.
A Reopen Closed SCAR task will be recorded in the Task History for the SCAR, the SCAR's Status will be changed back to "Review for Closure", and a Review for Closure task will be assigned to authorize a user to perform the designated work on the reopened SCAR.
This page allows you to search for and select a closed SCAR that needs to be reopened for additional work.
Fill in any applicable search criteria and click the "Search" button to find the desired SCAR. Then, click the corresponding "Select" button for the SCAR to proceed to the Reopen Closed SCAR page.
You will only be allowed to select SCARs that have been closed.
Clicking the "Cancel" button will return you to the previous page without selecting a SCAR.
Select a user to perform the additional work on the SCAR, then indicate the date by which the work should be completed and provide any additional instructions as necessary.
Use the "Comments" field to record the reason for reopening the SCAR.
Enter your signoff key and click the "Reopen SCAR" button to proceed with reopening the SCAR.
Clicking the "Cancel" button will return you to the Manage SCARs page without reopening the SCAR.
This task is recorded in the Task History of a SCAR that is reopened for changes or additional work using the Reopen Closed SCAR page.
SCARs cannot be modified once they have been closed or withdrawn. However, Supplier Management Module Administrators can set an option on the Configure Supplier Process Options page that allows Supplier Management Module Coordinators to record additional information for those SCARs.
Clicking the "Record Additional Information for Closed SCARs" link on the Manage SCARs page will take a Module Coordinator to the Select Closed SCAR for Additional Information page. Information recorded using this feature will be displayed in the "Additional Information for Closed SCAR" table on the SCAR information page.
This page allows you to search for and select a closed SCAR that requires additional information.
Fill in any applicable search criteria and click the "Search" button to find the desired SCAR. Then, click the corresponding "Select" button for the SCAR to proceed to the Record Additional Information for Closed Item page.
You will only be allowed to select SCARs with a Status of Closed or Withdrawn.
Clicking the "Cancel" button will return you to the previous page without selecting a SCAR.
Users can use the View Approved Supplier List link in the navigation menu to view the list of approved suppliers.
Users can also search for all suppliers matching a specified set of search criteria using the Search for Suppliers page.
The Approved Supplier List displays all suppliers that currently have an "Approval Status" indicating that they should be included in the list of "approved" suppliers.
The set of possible Approval Status values is defined by Supplier Module Administrators using the Configure Approval Status Values page.
Click the "Export to Excel" button to download the ASL as a delimited text file for viewing in tools such as Microsoft Excel (see the Export Search Results to Excel section for more information about the "File Format", "List Separator" and "Format for Dates" fields).
Click the "Printer Friendly Version" button to display the ASL without the navigation menu, Info links, or the export controls.
The Search for Supplier Evaluations page allows authorized users to search for Supplier Evaluations in Grand Avenue. See the Searching and Reports section for additional information about searching in Grand Avenue.
The page displays a set of criteria that can be used to narrow your search to a specific group of supplier evaluations.
Selecting an Applicable Process Impact will find only Supplier Evaluations that have the selected process impact marked as "Applicable". For example, you can restrict your search to find only Supplier Evaluations that resulted in a regulatory impact.
You can use the following date-based search fields to narrow your search to Supplier Evaluations that have fields within a specified date range:
When a search is performed, summary information is displayed about each supplier evaluation found. You can click on the "Info" link corresponding to each supplier evaluation to see more detailed information.
The Search for Supplier Control Types page allows authorized users to search for Supplier Control Types in Grand Avenue. See the Searching and Reports section for additional information about searching in Grand Avenue.
The page displays a set of criteria that can be used to narrow your search to a specific group of supplier control types.
You can use the following date-based search fields to narrow your search to Supplier Control Types that have fields within a specified date range:
When a search is performed, summary information is displayed about each supplier control type found. You can click on the "Info" link corresponding to each supplier control type to see more detailed information.
The Search for Supplier Control Activity Records page allows authorized users to search for Supplier Control Activity Records in Grand Avenue. See the Searching and Reports section for additional information about searching in Grand Avenue.
The page displays a set of criteria that can be used to narrow your search to a specific group of supplier control activity records.
You can use the following date-based search fields to narrow your search to Control Activity Records that have fields within a specified date range:
When a search is performed, summary information is displayed about each supplier control activity record found. You can click on the "Info" link corresponding to each supplier control activity record to see more detailed information.
This page allows authorized users to search for SCARs in Grand Avenue. See the Searching and Reports section for additional information about searching in Grand Avenue.
The page displays a set of criteria that can be used to narrow your search to a specific group of SCARs.
Selecting an Applicable Process Impact will find only SCARs that have the selected process impact marked as "Applicable".
You can use the following date-based search fields to narrow your search to SCARs that have fields within a specified date range:
When a search is performed, summary information is displayed about each SCAR found. You can click on the "Info" link corresponding to each SCAR to see more detailed information.
When an organization installs and rolls out the Grand Avenue Software Supplier Management module, there are preliminary configuration and boot-strapping steps that should be performed. Each step has its own configuration screen to assist Supplier Module Administrators in getting the system ready for production.
This page guides you through the steps in configuring the Supplier Management module, and can be used as part of your Operational Qualification (OQ) procedures by printing the checklist/signature version of the page. Perform and initial each step, then sign the page when it is complete.
This page is also used to modify configuration settings as necessary.
The Configure Supplier Management Module page has links to the following configuration tasks:
This page is used by Supplier Management Module Administrators to tailor the Supplier Management processes to align with organization policies.
The following process options can be configured:
Setting this option to "Yes" allows Supplier Management Module Coordinators to record additional information for SCARs that have already been closed or withdrawn. The feature is accessed using the Record Additional Information for Closed SCARs link on the Manage SCARs page.
Click the "Save Configuration" button to apply your changes and return to the previous page.
Clicking the "Cancel" button will return you to the previous page without saving your changes.
See the Review Boards topic in the General help section.
The Supplier Management module introduces two additional configurable fields for Controlled Suppliers:
The Configure Supplier Fields page allows you to configure custom fields for the following items:
For assistance with configuring these fields and other configurable fields used by the Supplier Management module, see Configure Fields for Module in the General help section.
Supplier Module Administrators can configure the list of Process Impacts that will be used by Supplier Evaluations and/or SCARs (see Configure Process Impacts for Module). The Process Item Types field for Process Impact Definitions may be used to specify that an impact is to be displayed for Supplier Evaluations, SCARs, or both by selecting "Only Supplier Evaluations", "Only SCARs", or "All Process Items", respectively.
When a Supplier Evaluation or SCAR is first created, a process impact is created for each corresponding process impact definition applicable to that type of request. As users edit the Supplier Evaluation or SCAR, they will be able to review the list of process impacts to consider each for applicability (see Process Impacts). When a Supplier Evaluation reaches the Implement Recommendations task or a SCAR reaches the Supplier Implementation task, the assigned Supplier Module Coordinator will assign Impact Implementation tasks for each applicable impact that was defined to require an implementation task (see Assign Impact Implementation Tasks).
Supplier Module Administrators can assign the following administrative roles to one or more users:
See the Manage Role Assignments section in the General help for additional information about assigning roles to users.
By default, all users are authorized to view information for the Supplier Management Module.
You can control which users are authorized by configuring the Supplier Management Module Access List.
If a user is restricted from accessing information by the Supplier Management Module Access List, that user will only be able to view Supplier Management Module information when they have an open task assignment. An open task assignment temporarily authorizes a restricted user to access information about the item associated with that assignment. For example, an external user might normally be restricted from viewing information about a supplier, but would be temporarily granted authorization to see the supplier by an Implement Recommendations task.
See the Configure Access List section in the General help for additional information about configuring this access list.
This page allows Supplier Module Administrators to define the list of valid values for the Approval Status field. The values for the field allow an organization to classify the current approval status of each Supplier.
The "Included in Approved Supplier List?" column indicates whether an approval status indicates that a supplier is considered "approved" by the organization and should be included in the Approved Supplier List (see View Approved Supplier List).
Click the "Add Approval Status" button to add a new entry to the list of possible Approval Status values (see Add Approval Status).
Click the "Edit" button for an existing entry to change information about that entry (see Edit Approval Status).
Click the "Delete" button for an entry to remove it from the list of possible values.
Use the "Name" field to specify a unique, descriptive name for this Approval Status value (e.g. "Approved", "Approval in Process", "On Hold", etc.).
NOTE: When changing the "Name" for an Approval Status, an entry is recorded in the "Change History for Controlled Supplier Fields" for each supplier assigned that Approval Status to document that the Name was changed (i.e. "Approval Status renamed from "Approved" to "Qualified").
Use the "Included in Approved Supplier List?" field to indicate whether suppliers with this Approval Status value will be included in the Approved Supplier List.
Click the "Save" button to record your changes and return to the previous page.
Click the "Cancel" button to return to the previous page without saving your changes.
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