CBPG01 Certification Bodies Reference Guide Version: 1.0 Date: October 2014
Table of Contents 1 Module Overview... 3 1.1 Course Objectives... 3 1.2 Understanding This Reference Guide... 3 1.3 Legend... 3 2 Certification Bodies Dashboard... 5 2.1 Audits CB Workflow... 5 2.2 Alerts... 5 2.3 - Status Codes... 6 3 Audits... 8 3.1 Review Audit Request... 8 3.2 Book an Audit... 10 3.3 Update an Audit Booking... 12 3.4 Enter Audit Result... 13 3.5 CAPS/CAR... 16 3.5.1 Understanding the CAPS/ CAR fields... 16 3.5.2 Creating a New CAP/ CAR... 17 4 Revise Audit Findings... 22 5 Reviewing and Closing a CAP/ CAR Submission... 23 Page 2 of 25
1 Module Overview 1.1 Course Objectives At the end of this session you will have developed core competencies to complete the following tasks in PLMS: Understand new terminology Understand the PLMS Dashboard Develop an understanding of statuses and stages in PLMS Understand the new PLMS process Understand how to use and view PLMS Workflow: o Review Audit Request o Book an Audit o Update an Audit Booking o Enter an Audit Result o Revise Audit Findings o Understand CAP/ CAR fields o Create a New CAP/ CAR o Review and Close CAP/ CAR Submission 1.2 Understanding This Reference Guide The purpose of this guide is to provide a step-by-step process for the Certification Bodies Team to follow when using the PLMS system. Each section will give a brief overview of a workflow topic, explain its place in the process and give a detailed step-by-step guide to each workflow process. Action phrases are referenced in bold to create a quick reference to your actionable tasks. 1.3 Legend Please refer to the legend below for icons that are used for notes, warnings and best practices. The following symbols represent: Notes - Indicated by the green pin icon Warnings - Indicated by the yellow triangle icon Page 3 of 25
1.4 Glossary of New Terminology Term Audit Classification Audit Status Audit Tab Audit Type Code Country risk rating Initial Audit Outcome Issue WQAC Party Overview Tab Party Table Product category Result Review Method Severity Site Stream Tiered Related Tab Type Workflow Group Workflow Task Description Section on the Audit page that is used to identify the scope of the audit. This value is selected from a drop down list if available values. A field in the Audit Section of the Audit that automatically calculates based on the number and severity of a combination of CAPS and CARS in Audit detail. Tab on the Party Overview page that, when selected, will open to the Audit page. Drop down field in the Audit Section of the Audit that defines the type of Quality or Ethical Audit. In Audit detail CAPS/CARS map to a specific code. Once selected the Stream, Type, Checklist Question (non food) and Severity will auto populate. A field in the Shipping Address section of the Party Overview page that auto populates based on the Country value selected on the party record. A field in the Audit Section of the Audit that automatically calculates based on the number and severity of a combination of CAPS and CARS in Audit detail. Certificate issued for food audits when the audit is in compliance. The master view of party information. A table in PLMS that houses detailed information about Suppliers, Factories and Certification Bodies. This is the table that is used to house audit information; history and details. Section of the Party Overview page where specific product related information associated to the party record is housed. Field in the Details section of the Audit page that is used to Pass or Fail the CAPS/CARS it is associated to. Field in the Details section of the Audit page that is used to define if the CAPS/CARS review is done via the DESKTOP or ONSITE. Field in the Details section of the Audit page that is used to define the severity level of the CAPS/CARS it is associated to. This field auto populates based on the CAPS/CARS code selected. A party type that refers to a unique factory. A unique alpha code associated to the CAPS/CARS code selected at detail. A tab on the Party overview screen that is used to define the unique relationship between supplier and site (factory). A field in the Party Information section of the Party Overview that defines the party type. Workflow tasks are used to easily identify on your dashboard your assigned workflow tasks. Your daily tasks, business exceptions or to do list. These links include record counts for each task helping you prioritize workload. Page 4 of 25
2 Certification Bodies Dashboard The Dashboard is the home page of the PLMS system. Each user s dashboard is configured to display the workflow tasks assigned to them that are required to perform their jobs. The Audits (CB) workflow group provides visibility to your daily to do list and your business exceptions. Record counts next to each workflow task provide visibility to the number of records that correspond to each workflow task. As these tasks are actioned the corresponding record counts will change. Image 1 Your Dashboard 2.1 Audits CB Workflow Workflow Task Name Audit Requests Audits Booked Audit Revision Requested Awaiting CAP/CAR Closure Review CAP/CAR Submission Overdue Audit Requests Audits Scheduled Not Conducted Audit Notifications Workflow Task Description A list of audits that have been assigned to you by the Supplier Compliance team which have not yet been scheduled. A list of audits that have been scheduled but not yet completed. A list of audits, which have been submitted, but have been requested for review by the Supplier Compliance team. A list of audits which you have outstanding failed CAPS/CARS against and which suppliers have not responded to. A list of failed CAPS/CARS that have been responded to by a supplier, but have not been reviewed. A list of audits which have not been scheduled and are X days overdue. A list of audits that have been scheduled but were not conducted by the nominated date. A list of actions that require your attention in the system. 2.2 Alerts Alerts provide visibility to activities and tasks that require a user action. As alerts are actioned the associated record counts are amended dynamically. Page 5 of 25
2.3 - Status Codes Status codes are used throughout PLMS to drive your daily workflow and activities. The table below defines these statuses and triggers and how they are used for Suppliers, Factories and Audits. Where Field Status Value Definition and Triggers Factory/ Supplier Record Trade Status On Boarding Status Pre- Audit Site Visit Pre- Audit Visit Outcome ACTIVE ARCHIVED NEW OFF RANGE SEASONAL SUSPENDED ACCEPTED NEW NOMINATED NOT APPROVED REQUEST INFO SUBMITTED SUPPLIER INITIATED TRADING PARTNER COMPLETED NOT REQUIRED PENDING FAIL NOT APPLICABLE PASS Denotes that a party entity is active. Status set when the party entity is inactive. Status set when the party record is initially created. Status set for a factory that could potentially be used in the future. This status relates to those party entities that are of a seasonal nature; i.e., a growing season. Status set when the party entity is temporarily suspended. Status that is set after the pre- audit questionnaire and pre- audit site visit report (if applicable) is reviewed and a decision is made to go forward. Status that is set when a record is initially created. Status that is set after the buyer reviews factories that are supplier initiated. Status that is set if the supplier or factory is rejected. Status that is set when the buyer initiates the on- boarding process. This will notify the administrator to set up a user profile for the supplier. Status set when the supplier/factory completes their self- registration. Status, which is set on the factory when the supplier has associated a new factory for review and evaluation. Final approval of a party is indicated when this status is set. Status that is set when the pre- audit site visit is completed. Status that is set when the pre- audit site visit is not required. Status that is set if a decision is made that a pre- audit site visit is required. Status that is set if the pre- audit fails. Status that is set if the pre- audit is not applicable. Status that is set if the pre- audit passes. Page 6 of 25
Where Field Status Value Definition and Triggers Factory/ Supplier Record Audit Overall Audit Status Current Audit Event CONDITIONALLY PASSED EXPIRED FAILED NOT YET AUDITED PASSED WAIVED NOT INITIATED PENDING BOOKED AUDIT SUBMITTED AUDIT ACCEPTED REVISION REQUESTED AUDIT CANCELLED This is also an amber status and is based on the number and severity of a combination of CAPS and CARS in Audit detail. Indicates that the audit validity period has expired. This is also a red status and is based on the number and severity of a combination of CAPS and CARS in Audit detail. Default status set when the record is created. This is also a green status and is based on the number and severity of a combination of CAPS and CARS in Audit detail. Indicates that the audit requirement has been waived. This is the default status of a new audit record. This is the status that is set when an audit has been initiated. This will alert the certification bodies to pending audits that need to be booked. This is the status that is assigned when the Schedule Date is populated. Status that is set when the audit is submitted to the Supplier Compliance Team for review. Status set when the Supplier Compliance Team accepts the audit. Status set when the Supplier Compliance Team requests a revision to an audit. Status set when the audit is cancelled. Page 7 of 25
3 Audits 3.1 Review Audit Request Overview - The Supplier Compliance Team will initiate an audit for a supplier and assign it to the appropriate certification body. You can review the audit without assigning an employee or scheduling an appointment. You will also receive an email notification of the audit request. The supplier/factory will also receive a notification of the pending audit. Please find an example email that you will receive below: Date: 2014-09-26 To: TRAINCB1 Attention: TRAINCB1 Vendor: TRAINFCTY4 Dear TRAINCB1 Please organise a COMPLIANCE QUALITY on the following company: Company Name: TRAINFCTY4 Company Address: 777 KOALA DRIVE, SYDNEY, AU Contact Number: 77777777 Company Contact: MJ WILLEY Requested Date for Audit: No later than 2014-09-29 Audit type: COMPLIANCE Kind Regards Supplier Compliance Group Quality Assurance, Woolworths Limited 1. From the PLMS dashboard Click on the Audit Requests workflow task link in the Audits (CB) workflow group. This will open to the Audit Requests workflow task. Here you will have visibility to audits that need to be scheduled. 2. Click the Party ID number for the Audit Request you wish to open. Alternatively you can use the Search Bar at the top of the page to search by Company Name. Image 2 Audit Requests Workflow Page 8 of 25
3. Image 3 Party Overview Page This will open to the Party Overview page for the factory that the audit has been requested for. Here you will have visibility to party details, organized into logical sections. 4. Use the tabs at the top of the Page to look at additional information about the factory and required Audit. Tab Name Audit Documents/Conditions Attachments Notes Divisions Competencies Description Select this tab to view audit activity and details. Select this tab for visibility to required documentation. Select this tab to attach additional documents to the party record. Select this tab to create notes that are applicable to the supplier/factory record. Provides visibility to divisions being serviced by the party. Future functionality. Page 9 of 25
3.2 Book an Audit Overview - In this scenario we will review the steps required to book an audit in PLMS. 1. From the PLMS dashboard Click on the Audit Requests workflow task link in the Audits (CB) workflow group. This will open to the Audit Requests workflow task. Here you will have visibility to all of the audits that are assigned to you and are statused as PENDING. 2. Click the Party ID number for the Audit Request you wish to open. Alternatively you can use the Search Bar at the top of the page to search by Company Name. This will open to the Party Overview page. 3. Click the Audit tab. This will open to the Audits page: Image 4 Audit Overview Page 5. To book an audit click the Calendar icon next to the Schedule Date field and select a date that you intend on performing the audit. Image 5 Calendar Selection to Book Audit 6. Click Save to save your changes. Page 10 of 25
7. From the More Actions tab select Book Audit Visit to book the audit. Image 6 Audit More Actions Menu This will change the Current Audit Event field status from PENDING to BOOKED and the Audits Booked workflow task will be updated. Page 11 of 25
3.3 Update an Audit Booking Overview - In this scenario we will review the steps that you will need to follow if an existing audit booking requires an amendment to the scheduled date. 1. From the PLMS dashboard Click on the Audits Booked workflow task link in the Audits (CB) workflow group. This will open to the Audits Booked workflow task. 2. Click the Party ID number for the Audit Request you wish to open and update. Alternatively you can use the Search Bar at the top of the page to search by Company Name. This will open to the Party Overview page. 3. Click the Audit tab. 4. Click the Calendar icon next to the Schedule Date field and select a new date that you intend on performing the audit. 5. Click Save to save your changes. Page 12 of 25
3.4 Enter Audit Result Overview - You have performed a Booked Audit and need to upload the supporting documentation results into PLMS. In this step you are physically attaching the audit result to the Audit record in PLMS. If the audit has failed you will need to associate a CAPS/CAR(s) to the audit. Please refer to Section 3.5 of this document for steps and information on CAPS/CARs. 1. From the PLMS dashboard Click on the Audits Booked workflow task link in the Audits (CB) workflow group. This will open to the Audits Booked workflow task. 2. Click the Party ID number for the Audit Request you wish to open and update. Alternatively you can use the Search Bar at the top of the page to search by Company Name. This will open to the Party Overview page. 3. Click the Audit tab. This will open to the Audit page. 4. Click on the C link (click to attach image) from the Attachment section. Here you will be able to attach the audit results to the factory/supplier being audited. Image 7 Audit More Actions Menu 5. From here you will see a list of allowable file extensions. Click on the Choose File button. Warning: You cannot upload Google Sheets or Google Docs to PLMS. Only files on your computer can be uploaded. Image 8 File Upload Window Page 13 of 25
6. Navigate to the correct path on your computer, select the file you wish to attach and click Open. Image 9 Select File to Attach 7. From the File Upload window click Attach. Image 10 File Upload Window The Attachment record on the Audit page updates with an icon for the uploaded file type. 8. To view a large image click on the L link under the image. 9. To replace an image click on the R link (replace image) under the Attachment and follow steps 5-7 to select and replace the attachment that you have previously associated. 10. The number below the Attachment provides visibility to how many attachments are associated to the audit. Click into this link to view the associated Attachment No, Modify User and Modify Dates. If desired you can also add additional details about the audit in the description field. Page 14 of 25
11. Click the Calendar icon next to the Actual Audit Date field and select a date that you performed the audit. 12. If the audit does not require CAPS/CARs: Ø From the More Actions menu select option Submit Audit Result. This will change the Current Audit Event to Audit Submitted. This will also update the Supplier Compliance workflow task Factory Audits Pending Review. If the audit requires CAPS/CARs : Ø Go to Section 3.5 of this document. Page 15 of 25
3.5 CAPS/CAR 3.5.1 Understanding the CAPS/ CAR fields Each of the fields in the CAPS/ CARS section is explained below. Code Field Stream Type Checklist Question Severity Result CAP/CAR Status CAP/CAR Details Close By Date Actual Close Date Review Method Follow Up Audits CB Notify Date Submit to Cert Body Comments Attachments Description Clause number, expressed as a combination of a code for the audit standard/checklist (e.g. GM = General Merchandise) and the clause number within that standard. Please refer to appendix of codes at back of this document. This value defaults based on the Code selected. A general category within an audit standard. This value defaults based on the Code selected. The question from the standard checklist for the audit standard (for Ethical and non- Food audits, where there is a standard checklist). (Filled automatically based on Code). Defines the severity of the non- conformance is (Critical, Major or Minor). This may pre- populated based on Code selected but can be changed by the certification body. This result is set to either Pass or Fail depending upon whether the non- conformance has been resolved. When raising a CAP/CAR, set this to Fail. When the certification body believes the CAP/CAR has been resolved, set this to Pass. There are the status fields: Open = Not yet resolved. Closed = CAP/CAR has been resolved satisfactorily. Pending Review = Action has been taken, but it needs to be reviewed and confirmed by the CB. A description of the non- conformance observed by the auditor. Latest date when corrective action is due. This date may be pre- populated, but can be altered by the certification body. Date when the non- conformance was resolved. Indicates whether the action taken to resolve the non- conformance can be confirmed through a desktop audit or an onsite audit. Dates of any follow- up audits to review progress on the non- conformance. Date that corrective action taken was sent to the certification body and is populated by the PLMS system. A flag in the detail section of the audit that is set to Yes by site being audited to indicate that they have taken action on the CAP/CAR and it is now ready to be reviewed by the CB. A free text comments field relating to the CAP/CAR. Documents, photos etc. either showing evidence of the non- conformance (attached by the assigned certification body), or supporting evidence of corrective action taken (attached by site being audited). This must be a file on your computer and not a Google Doc or Google Sheet. Page 16 of 25
3.5.2 Creating a New CAP/ CAR Overview You will create a CAP/CAR for the audits that have failed along with the expected closure date. Based on what is input the system will calculate the Audit status. 1. Navigate to either the ethical or quality audit for which the audit has failed. Update the Details section with any CAP/ CAR details. Image 11 CAPS/CARS Details 2. From the Code column, click the Magnifying Glass to open the Audit Checklist. The Audit Checklist dialog displays: Image 12 Audit Checklist Search From here you can search by Code, Stream or Type using available search operators. This will open to the Audit Checklist result set. Note, for food products each product needs to be selected as a single record in the audit detail section. If more than one CAPS/CARS is required it should be summarized on the same line so there is one line for each product. 3. Click the Checkbox to select one or more CAP/CAR codes that you wish to add to the audit, and then click Post. Page 17 of 25
Image 13 Audit Checklist Search Results 4. The Stream, Type and (if applicable) the Checklist Question fields are automatically completed for non- foods suppliers/factories. Use the horizontal scroll bar to navigate through the audit details. Click the Severity drop- down box and select an appropriate level of severity. Image 14 Select Severity 5. Click on the Result drop- down box and select either Pass or Fail. Image 15 Select Result Page 18 of 25
6. Click on the CAP/CAR Status drop- down box and select either Closed or Open. Image 16 Select CAP/CAR Status 7. Scroll to the right and enter any applicable comments into the CAP/CAR Detail field. This field is used to house Certification Body comments. Image 17 Enter CAP/CAR Details 8. To update the Close By Date, click the Calendar icon and select a date that this CAP/CAR must be closed by. Image 18 Enter CAP/CAR Close by Date Page 19 of 25
9. Click on the Review Method drop- down box and select either Desktop or Onsite. 10. Click on the Save button to save changes. Image 19 Enter CAP/CAR Review Method 11. From the More Actions Menu select menu option Calc Audit Outcome. This will trigger an update to the Audit Status field based on: QA Audit WQA Food WQA Non Food Type: Audit Status: Rating Description Rating Description GREEN Less than 6 minor CARs raised at audit. 1 to 4 major CARs or less than 10 minor CARs. Re Audit Every 6 Months Every 24 Months Frequency: AMBER Does not fall in either red or 5 to 9 major CARs or 10+ minor CARs.. green. Re Audit Every 6 Months Every 12 Months Frequency: RED 1 or more critical or 6 or more 1 or more critical CARs or 10+ major CARs. major CARs or 14 or more minor CARs. Re Audit Frequency: Every 6 Months Every 6 Months Image 20 QA Audit Ratings and Audit Frequency Note that the Audit Status field will auto populate based on the following criteria for Ethical Audits: Audit Status: Approved Re Audit Frequency: Conditionally Approved Re Audit Frequency: At Risk Re Audit Frequency: Rating Description: No CAPs. Every 12 Months High or high and low CAPs. Every 12 Months 1 or more critical CAPs. Every 12 Months Image 21 Ethical Audit Ratings and Audit Frequency Page 20 of 25
12. From the More Actions Menu select menu option Submit Audit Results. Note that the Current Audit Event status field has been changed to AUDIT SUBMITTED. This status will update the Supplier Compliance workflow task Awaiting CAP/CAR Closure which will prompt review of the audit. An email notification will also be sent advising of the requirement to review the audit report. Please find an example email below: Dear Supplier Approval Specialist/Factory Specialist, Could you please review the audit report for TRAINFCTY4 Thank You Page 21 of 25
4 Revise Audit Findings Overview - The Supplier Compliance team has requested that you make changes to an audit you have submitted. 1. From the PLMS dashboard Click on the Audit Revision Requested workflow task link in the Audits (CB) workflow group. This will open to the Audits Booked workflow task. 2. Click the Party ID number for the Audit Request you wish to open. Alternatively you can use search functionality to search for desired records. 3. Click on the Audit tab from the Party Overview page. 4. Review the note in the Comments field, which will provide visibility to what revisions need to be made. Image 22 Ethical Audit Ratings and Audit Frequency 5. Action the revision appropriately. The status of CAP/CAR should be statused as OPEN or CLOSED. 6. Click on the Save button to save your changes. 7. From the More Actions menu select menu option Submit Audit Result. The status of the current audit event will be changed to AUDIT SUBMITTED. This will update the workflow task on the Supplier Compliance dashboard and the Team will also receive an email notification. The Supplier Compliance Team can also notify vendor of CAP/CARs closure requirements through the PLMS system Page 22 of 25
5 Reviewing and Closing a CAP/ CAR Submission Overview - You have received a CAP/CAR submission from a supplier. You must look over the CAP/CAR details and either close the CAP/CAR or make comments and request more information before sending it back to the Supplier Compliance Team. 1. From the PLMS dashboard Click on the Review CAP/CAR Submission in the Audits (CB) workflow group. This will open to the Review CAP/CAR Submission workflow task. Here you will have visibility to CAP/CARs that have been submitted by the Supplier for your review. Additionally you will receive an email notification and an alert to advise you of the submission. Please find an example alert below: Image 23 Alert Notification 2. Click the link for the corrective action response you wish to open and update. Alternatively you can use the Search Bar at the top of the page to search by Company Name. This will open to the Party Overview page. 3. Click the Audit tab. Page 23 of 25
4. Read over your comments in the CAP/CAR Details field and read the suppliers comments in the Comments field. Image 24 CAP/CAR Details Image 25 Comments 5. If additional comments to the supplier are required enter them into the Comments field. Image 26 Additional Comments 6. Click on the Save button to save your changes. 7. If you are not ready to close the CAP/CAR select from the More Actions Menu option Submit Audit result. This will update the Supplier Compliance Team workflow task, Factories Pending Approval. 8. To Close the CAPS/CAR, navigate to the detail record that you wish to close. 9. Click on the Result drop- down box and select Pass. Page 24 of 25
10. To update the Actual Close Date, click the Calendar icon and select the date that the CAP/CAR was closed on. 11. From the More Actions menu select menu option Submit CAP/CAR Closure. Page 25 of 25