MMOG.np USER GUIDE. Managing Assessments. Customer perspective

Transcription

1 MMOG.np USER GUIDE Managing Assessments Customer perspective

2 Contents 1. REVIEW ASSESSMENT Use case Import assessment from supplier Review assessment Review criteria according to the workflow policy Individual mode Collaborative mode Finishing an assessment review Sending your review results to your supplier ARCHIVE ASSESSMENT IMPORT HISTORICAL ASSESSMENT FROM PREVIOUS EXCEL WORKBOOK ASSESSMENT FUNCTIONALITIES OVERVIEW Assessment list Opened assessment Customer view Assessment toolbar Available filters & shortcuts Basic filters Weight and compliance Basic filters - Show criteria only Basics filters Show requirements only Basics filters - Showtable of contents Advanced filters Business function and responsibility Advanced filters Show only N/A approved or unapproved Advanced filters Missing or overdue date Advanced filters Missing completion date Advanced filters Missing action plan Advanced filters Show incomplete criteria Advanced filters - Rejected responses Advanced filters With / Without customer feedback Advanced filters Colourise by compliance Advanced filters Show current state for criteria Advanced filters - Show all answer fields Print or save assessment as a PDF file Assessment statuses Workflow progression /07/2018 Managing assessments 2

3 4.8. Assessment menu Scoring radar and progression charts Assessment history Back to assessment Languages Front end Catalogue ASSESSMENT LIFE CYCLE ANNEXE 1: USE CASES Scenario Colossal Car company (OEM) Tremendous Trucks Ltd (OEM) Super Springs Factory (Supplier) Great Gear boxes (Tier 1) /07/2018 Managing assessments 3

4 1. REVIEW ASSESSMENT 1.1. Use case In this use case, Colossal Car Company European HQ imports and reviews an assessment from Great Gear Boxes Breme. 12/07/2018 Managing assessments 4

5 1.2. Import assessment from supplier Important: - Customer can only import a finished assessment - To import an assessment from a supplier you must be logged in as a C-Admin or an S-Admin When a supplier has finished an assessment of their site they will export it from their MMOG.np application as an XML file and will send it to you by some means (probably ). To import an assessment from a supplier, select Assessment from Suppliers in the view menu in the Assessments section. Click on 12/07/2018 Managing assessments 5

6 In the Site dropdown, select your customer site Select the XML file received from your supplier Click on Assessment has been successfully imported. 12/07/2018 Managing assessments 6

7 1.3. Review assessment Important: - To review an assessment, you can be logged in as a C-Admin, a S-Admin or an Assessor. Open the assessment by clicking on it. Opened assessment 12/07/2018 Managing assessments 7

8 To start an assessment review, click on Start Review button. Criterion overview To open criterion, click on the symbol and review the criterion. 12/07/2018 Managing assessments 8

9 The reviewer can approve or disapprove the answer and include a feedback to the supplier. Explicit feedback (approve or disapprove) from a reviewer for a criterion is optional. Criterion updated to YES by supplier Criterion updated to NO by supplier 12/07/2018 Managing assessments 9

10 Criterion updated to N/A (Not Applicable) by supplier - When supplier already filled in approval date and Customer contact - If supplier didn t fill in approval date and Customer contact 12/07/2018 Managing assessments 10

11 When one or more criteria are disapproved, status is displayed. 12/07/2018 Managing assessments 11

12 1.4. Review criteria according to the workflow policy The workflow policy controls Supplier answers and Customer review. There are 2 options: Individual mode and Collaborative mode. You can select the workflow policy by editing your own organisation By selecting Individual or Collaborative you will change the behaviour for assessment updates. Individual Mode: the individual mode doesn t allow the customer to change the answers given by suppliers. This is the best practice to manage MMOG LE self-assessment. By default, the workflow policy is set as Individual. Collaborative Mode: the Collaborative mode allows the customer to change the result of the answers given by suppliers. This should be used in collaboration with your supplier for common review or audit. Once the answers given by suppliers have been changed by a user in the customer perspective, don t forget to send back this new review as an XML file to your supplier to be sure you have both, Customer and Supplier, the same version of the assessment. You can switch the workflow policy at any time. 12/07/2018 Managing assessments 12

13 Individual mode For each criterion, you can give feedback (Customer response) to supplier answer. 12/07/2018 Managing assessments 13

14 Collaborative mode By selecting Collaborative mode, as a customer you can edit Supplier answer. For example, change compliance from YES to NO and update associated information. Please note that this may change the global scoring of the assessment. 12/07/2018 Managing assessments 14

15 1.5. Finishing an assessment review Important: - To mark an assessment review as finished, you must be logged-in as an S-Admin or a C- Admin - To allow a review to be marked as finished, the reviewer must explicitly approve or disapprove all incomplete criteria. - Assessments with a finished review can be archived. When criteria have been updated, the C-Admin or S-Admin can click on Finish Review. To allow this to happen, a reviewer must have approved or disapproved all incomplete criteria. The status and the workflow change. 12/07/2018 Managing assessments 15

16 History folder of the assessment has been updated 12/07/2018 Managing assessments 16

17 1.6. Sending your review results to your supplier Use the XML export functionality to create a file to be sent to your supplier Important: - To download review results as an XML file, you must be logged-in as C-Admin or S-Admin - Before being able to create an XML file to send review results to a supplier, the review must have been marked as finished To create the XML file click on You will see that an XML file have been created The XML file will be found on your computer (usually in the Downloads folder). The XML file is ready to be sent to your supplier. The workflow and status of your assessment have changed 12/07/2018 Managing assessments 17

18 2. ARCHIVE ASSESSMENT Important: - To archive an assessment, you must be logged in as C-Admin or S-Admin. - The assessment must have been finished before you archive it. Select and open assessment. Archive assessment. 12/07/2018 Managing assessments 18

19 3. IMPORT HISTORICAL ASSESSMENT FROM PREVIOUS EXCEL WORKBOOK Important: - To import historical assessment, you must be logged in as a C-Admin or S-Admin. - To create an XML file based on Excel Workbook, you must use the Odette MMOG.np Converter Tool (see user guide for converter tool) Pre-requisite: To import historical assessments as an XML file you must: - create the XML file based on an Excel Worbook MMOG LE 4.1 you have previously created by your supplier. See instructions in MMOG.np Converter Tool User guide. Once you have created the XML file save it in the appropriate directory. - ensure that the appropriate catalogue and profile is imported - ensure that the appropriate customer has been created or imported - ensure that your supplier code(s) for your site(s) for this customer has been created In this use case Colossal Car Company imports as an historical assessment the result of a previous review made for Great Gearboxes - Breme. 12/07/2018 Managing assessments 19

20 To import historical assessment, select Assessments from suppliers in the view menu in the Assessment section. Click on Import historical assessment Upload file 12/07/2018 Managing assessments 20

21 Assessment has been successfully imported. Assessment status is Archived. Click on assessment to open it. 12/07/2018 Managing assessments 21

22 Click on Assessment configuration to see the header of the assessment. Criteria and assessment header are aligned to the data of the MMOG LE V4.1 Excel workbook. 12/07/2018 Managing assessments 22

23 4. ASSESSMENT FUNCTIONALITIES OVERVIEW 4.1. Assessment list To access the assessments list, in the Resources menu, click on Assessments from suppliers in the view menu in the Assessments section. You can use a number of sort and search options to display and select assessments. 12/07/2018 Managing assessments 23

24 4.2. Opened assessment Customer view Criteria symbols Unanswered criteria Compliant criteria Non-Compliant criteria Not Applicable criteria 12/07/2018 Managing assessments 24

25 4.3. Assessment toolbar To control the assessment workflow and to reset filters, use the toolbar. Start review Finish assessment Export (download) assessment results Archive assessment Configure assessment header Show additional assessment information Reset filters Please note: - You must start review for an assessment in order to give your feedback. - All criteria must be completed before the assessment can be finished. - You can export assessment at any time but supplier revision can only be started once the assessment is marked as finished. Show additional assessment information 12/07/2018 Managing assessments 25

26 4.4. Available filters & shortcuts Basic and advanced filters Some Basic and advanced filters can be combined. Click on inin the assessment toolbar to reset all filters Basic filters Weight and compliance By ticking or unticking boxes, you can display criteria according to weight and compliance. By default, all boxes are ticked and all criteria are displayed. 12/07/2018 Managing assessments 26

27 Basic filters - Show criteria only This view focuses on criteria. In this view, chapters, sub chapters, requirements and why this is important explanations are hidden. Show criteria only filter can be combined with Basic and Advanced filters Basics filters Show requirements only This view focuses on chapters, sub chapters, requirements and why this is important explanations. In this view criteria, are hidden. 12/07/2018 Managing assessments 27

28 Basics filters - Showtable of contents This view provides shortcuts for a quick access to chapters, sub chapters and requirements Advanced filters Business function and responsibility You can sort criteria by business function or responsibility if those fields are filled in. 12/07/2018 Managing assessments 28

29 Advanced filters Show only N/A approved or unapproved These views display N/A approved or N/A unapproved Advanced filters Missing or overdue date These views display Non Compliant criteria where Target date is missing or overdue date. 12/07/2018 Managing assessments 29

30 Advanced filters Missing completion date These views display Compliant criteria where Completion date is missing Advanced filters Missing action plan These views display Non Compliant criteria where Action plan is missing. 12/07/2018 Managing assessments 30

31 Advanced filters Show incomplete criteria This view displays incomplete criteria only (i.e. some mandatory fields are not yet completed or N/A criteria are unapproved) Advanced filters - Rejected responses This view displays criteria rejected (not approved) by the customer and is only available if the customer has reviewed the assessment at least once. The view will display the criteria rejected by customer. 12/07/2018 Managing assessments 31

32 Advanced filters With / Without customer feedback This views display criteria with or without feedback given by the customer and is only available if the customer has started to review the assessment Advanced filters Colourise by compliance This view highlights criteria according to their compliance 12/07/2018 Managing assessments 32

33 Advanced filters Show current state for criteria This view display current state field for each criterion Advanced filters - Show all answer fields This view displays the answer fields for a selected criterion, including inaccessible fields (Compliant, Non-Compliant, Not Applicable). 12/07/2018 Managing assessments 33

34 4.5. Print or save assessment as a PDF file To print or to save an assessment as a PDF file, use the Printing functionality of your browser. You will print the assessment according to selected filters and all entered fields will be printed. 12/07/2018 Managing assessments 34

35 4.6. Assessment statuses - Completed - Finished assessment has been imported. Review has not started. - In Review - Review is in progress - Reviewed Assessment review is finished - Archived Assessment is archived Issues, Rejections, Inconspicuous: - Issues One criterion or more are not correctly completed. Use filter to select them - Rejections: One or more supplier answers have not been approved. Use to select them 4.7. Workflow progression Imported from supplier - C-Admin or S-Admin has imported XML file provided by the supplier Review started Review is in progress Reviewed Review is finished Review exported XML file has been downloaded by C-Admin or S-admin to send to supplier Archived 12/07/2018 Managing assessments 35

36 4.8. Assessment menu When an assessment is open, you can access various Assessment functionalities in the Menu You will find here another access to the functionalities of the assessment toolbar: 12/07/2018 Managing assessments 36

37 And you will find access to other functionalities Scoring radar and progression charts Assessment history 12/07/2018 Managing assessments 37

38 Back to assessment According to the context (scoring or radar charts display), you will be able to return to the assessment. 12/07/2018 Managing assessments 38

39 4.9. Languages To manage languages in the application 2 different aspects must be taken into account: - Front end - Catalogue Front end The front end language which applies to: - Menu - Screen labels - Status, workflow - etc. is the browser-selected language (which is configured in the browser settings). 12/07/2018 Managing assessments 39

40 Catalogue The user (C-Admin, S-Admin or Assessor) can choose the language of the catalogue using the menu item "Language" This allows a quick and easy change of the language in which the catalogue is displayed. Catalogues must have been imported in the appropriate languages. 12/07/2018 Managing assessments 40

41 5. ASSESSMENT LIFE CYCLE The Process in an Assessment Life Cycle A supplier completes an assessment for a customer by answering questions of the associated catalogue/profile. The primary purpose of each answer is to indicate compliance to the corresponding assessment criterion. Each answer is a statement that the supplier makes about themselves: 1 we are compliant with this point, or 2 we are not compliant with this point, or 3 this point is not applicable to us. The application validates each answer according to agreed-upon consistency rules (mandatory fields for example). An active stage in the assessment cycle cannot be completed if any invalid or inconsistent answers remain. All statements are unverified until the customer reviews them. A customer can accept or reject a supplier s statement during the review. In case of one or more rejections the supplier needs to re-address those points and possibly resubmit the assessment to the customer for another review. The cycle may be repeated until there are no longer any rejections. The assessment is then usually archived. Main Stages in an Assessment Life Cycle An assessment life cycle follows the following stages: 1. New immediately after creation 2. In Progress when explicitly started by a supplier 3. Completed when explicitly finished by a supplier 4. In Review when the review is explicitly started by the customer 5. Reviewed when the review is explicitly finished by the customer 6. Archived In Progress and In Review are active stages 12/07/2018 Managing assessments 41

42 The 3 State Dimensions of an Answer The three state dimensions of an answer are: 1 Compliance stated by the supplier 2 Validity (consistency) tested by the application 3 Approval (acceptance/rejection) given by the customer It is important to understand that these dimensions are independent and are also treated as such by the application. In particular, customer feedback does not automatically affect the stated compliance. Instead, it is expected that the supplier will act according to the feedback and possibly modify their statement. Certain customer feedback, however, can affect the scoring (see below). Each dimension is visualised independently in the application. The stated compliance is visualised by the round icon in the assessment view. Validity (or the lack of it) is visualised by a red border around invalid answers. Rejected answers are visualised by a red ribbon in the lower right corner of the answer. Independent filters exist to show answers according to the assessment state: compliance, rejection, or (in)validity. Also, each dimension affects the scoring in a specific way. Scoring Each unverified criterion/answer is evaluated by the application as follows: If the supplier stated they are compliant; they get full points for that criterion. If the supplier stated they are not compliant, they get no points for that criterion. If the supplier stated the point is not applicable, they get full points for that criterion only if they have stated who at the customer side approved the inapplicability and the date they approved it. The stated compliance and subsequent input (customer approval) are used to dynamically generate a "compliance score". 12/07/2018 Managing assessments 42

43 stated compliance approval date & contact customer feedback compliance score yes (irrelevant) none yet Full points no (irrelevant) none yet 0 N/A not given none yet 0 N/A given none yet Full points yes (irrelevant) accepted Full points no (irrelevant) accepted 0 N/A not given accepted Full points N/A given accepted Full points yes (irrelevant) rejected Full points no (irrelevant) rejected 0 N/A not given rejected 0 N/A given rejected Full points 12/07/2018 Managing assessments 43

44 6. ANNEXE 1: USE CASES 6.1. Scenario 12/07/2018 Managing assessments 44

45 6.2. Colossal Car company (OEM) 12/07/2018 Managing assessments 45

46 12/07/2018 Managing assessments 46

47 6.3. Tremendous Trucks Ltd (OEM) 12/07/2018 Managing assessments 47

48 6.4. Super Springs Factory (Supplier) 12/07/2018 Managing assessments 48

49 6.5. Great Gear boxes (Tier 1) 12/07/2018 Managing assessments 49

50 12/07/2018 Managing assessments 50