ELECTRONIC DATA INTERCHANGE WITH FORD for Production Suppliers EDI BROCHURE. created by GSEC-EU, Global Supplier Electronic Communications

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1 ELECTRONIC DATA INTERCHANGE WITH FORD for Production s EDI BROCHURE created by GSEC-EU, Global Electronic Communications Page 1 of 22

2 Brochure map EDI Brochure Overview Who is GSEC? What is EDI? Advantages of EDI What is OFTP? Connecting to Ford Overview PIVPN ENX OFTP2 VAN Existing Connection Data formats for Production Parts suppliers Overview Releases DCI ASN SBI Further Information Glossary Support Who supports what? Technical Support Business Support Page 2 of 22

3 Who is GSEC? Global Electronic Communications Mission Statement Background Strategic Direction GSEC offices GSEC is a single point of contact for trading partners of any kind that delivers reliable, efficient and secure network connections. The Global Electronic Communications (GSEC) organization was established to be the primary interface between Ford and its suppliers in matters relating to the transfer of electronic data and external access to Ford applications and servers. We support more than 5,000 trading partners in over 20 countries. GSEC provides communication support for Electronic Data Interchange (EDI) and network connectivity to Ford Network. Ford's strategic direction is to use OFTPv1 and OFTPv2 as the EDI Transmission Protocols in EU and PI-VPN or ENX/ANX as the network connection with their Trading Partners. Locations in Europe and USA Page 3 of 22

4 What is EDI? EDI connection Ford EDI Principles EDI = Electronic Data Interchange Mandatory EDI messages: Releases DCI ASN Optional EDI messages: SBI EDI consists of standardized electronic message formats (called transaction sets) replacing or enhancing common business documents and communications. These electronic transaction sets enables the computer in a company or organization to communicate with a computer in another organization without human intervention and paper consumption. EDI is more than a computer-to-computer communication and more than simple freeform electronic mail messages. EDI communications go from one application (business system) to another in a way that information does not have to be retyped. For example, using EDI, orders go directly from one company's purchasing system to another company's order entry system. Page 4 of 22

5 Advantages of EDI Accuracy, visibility of information and reduction of lead times, administration, stocks and costs. Quick response to avoid disruption in supply chain. Reduces costs related to business transactions handling. EDI eliminates manual sorting, matching, filing, reconciling, and mailing tasks. EDI dramatically reduces the number of errors. Reduced cycle/pay period. By eliminating use of regular mail and by decreasing the time needed to process an order transaction, products can be shipped and invoiced sooner. Page 5 of 22

6 What is OFTP? Odette File Transfer Protocol (OFTP) it is a protocol used for automated EDI transmission between two Trading Partners. It is a high level protocol applied to the way in which files and messages are sent. It is not involved in defining the physical communications channel the data travels through. Value Added Network (VAN) it is a hosted service that acts as an intermediary between business partners sharing EDI data. Direct Connection: using EDI OFTP connection CMMS3 OFTP system OFTP system Inhouse system Indirect Connection (through VAN): VAN CMMS3 OFTP system OFTP connection OFTP system Agreed between VAN and Inhouse system Page 6 of 22

7 Overview: Connecting to Ford Direct Connection to Ford Connection options: In order to establish an EDI connection to Ford, you have the choice of the following connection types: OFTP over PIVPN ENX The security of the OFTP connection relies on the network connection. Therefore it can not work over Public Internet. A PIVPN or ENX connection must implemented. OFTP2 (over Public Internet). OFTP2 is an extension of the OFTP (Odette File Transfer Protocol). It provides strong authentication and encryption and can therefore be used directly over Public Internet. ENX or PIVPN network connections are not required with this option. Indirect Connection to Ford VAN It is a hosted service that acts as an intermediary between business partners sharing EDI data. The connection between the VAN and Ford will be through OFTP(or OFTP2). The connection between VAN and the Trading Partner must be agreed between them. Existing connection If one of your company sites has already a connection with Ford, it can be used to transfer EDI files to Ford. Page 7 of 22

8 OFTP over a PIVPN Connection Ford VPN Router (Dearborn) ISP Ford ISP VPN tunnel VPN Router Description Ford OFTP software connects to supplier OFTP software and sends EDI files (e.g. Releases, DCIs, SBIs). connects to Ford OFTP server to submit EDI files (e.g. ASNs). All this traffic is done over a secure VPN tunnel. Firewall OFTP System OFTP System Requirements for supplier Application: OFTP software. Network: Public Internet connection Static Public IP address(es) for IPSEC Gateway IPSec device (router, firewall...) - Low cost connection - Worldwide connection through Public Internet Trading Partner must have the necessary expertise to configure the connection. - There is no SLA (Service Level Agreement) covering performance, availability or access. Recurring costs IPSec device maintenance costs (if applicable). OFTP software license (if applicable). Timing PIVPN connection in Ford is set up in 2 weeks after Trading Partner (TP) has sent his configuration details. EDI configuration at Ford takes 1 week after the PIVPN connection is established and the TP has sent the OFTP license. Further info: https://www.suppcomm.ford.com/europe/networkprotocols/oftp overpivpn.aspx?tip=p Page 8 of 22

9 OFTP over an ENX Connection Ford ENX Router Safezone Router OFTP System CSP Ford CSP ENX tunnel (T-Systems) (any) ENX Router OFTP System Function Ford OFTP software connects to supplier OFTP software and sends EDI files (e.g. Releases, DCIs, SBIs). connects to Ford OFTP server to submit EDI files (e.g. ASNs). All this traffic is done over a secure ENX connection. Requirements for supplier Application: OFTP software. Network: ENX connection. Recurring costs Depending on connection type, bandwidth and country. OFTP software license (if applicable) Available in most European countries - Variable bandwidth - Reliable technology - One ENX connection can be used to connect to several OEMs - Expensive compared to PIVPN connection. - Lead time for connection, if ENX connection is not yet implemented Timing Setup for ENX connection takes 6-8 weeks EDI implementation at Ford takes 1 week after supplier completed his setups and GSEC received completed and signed OFTP license. Further info: https://www.suppcomm.ford.com/europe/networkprotocols/oftpoveren x.aspx?tip=p Page 9 of 22

10 OFTP2 OFTP2 System Public Internet OFTP2 System Function Ford OFTP2 software connects to supplier OFTP2 software and sends EDI files (e.g. Releases, DCIs, SBIs). connects to Ford OFTP2 server to submit EDI files (e.g. ASNs). The OFTP2 software uses the digital certificate to encrypt the connection. Requirements for supplier Application OFTP2 software. Digital Certificate Low cost connection - Easy to implement. - Worldwide connection through Public Internet. - Ford recommended EDI connection method. - Additional security options: It can encrypt and sign the EDI files - Depending on the EDI provider the OFTP2 software is slightly more expensive than OFTP1. Network Public Internet connection. It can also work over PIVPN or ENX Recurring costs OFTP2 software license (if applicable). Digital Certificate (if applicable). Timing OFTP2 configuration at Ford takes 1 week after the Trading Partner has sent the OFTP license. Further info: https://www.suppcomm.ford.com/europe/networkprotocols/ OFTPv2.aspx?Tip=P Page 10 of 22

11 Connection using a VAN Service Provider VAN Function Ford OFTP software connects to VAN OFTP software and sends EDI files. The VAN forwards the EDI files to the. submits files (e.g. ASNs) to the VAN and the VAN forwards ASNs to Ford. OFTP connection any connection Requirements for supplier needs to find a VAN and establish data link with them that meets Ford Business requirements (e.g. send ASNs to Ford within 15 minutes). Recurring costs Depending on the VAN cost. Timing 1 week after the supplier and the VAN completed their setup and GSEC receives the completed OFTP license can arrange any technical connection with the VAN - can arrange any data format with the VAN - Additional cost for the VAN service - Highly dependent on the VAN Important notes FORD will not be liable for any problems caused by the VAN provider chosen by the TP. It is the TPs responsibility to assure the correct transmission of the EDI data through the systems of the VAN provider. FORD reserves the right to disconnect a VAN from FORD in case of problems regarding security or quality of service. Further info: https://www.suppcomm.ford.com/europe/networkprotocols/van.aspx?tip =P Page 11 of 22

12 Using Existing Connection to Ford OFTP connection (existing site) internal network (new site) Scenarios 1. A new site needs to receive its own EDI files. In that case the existing site will work as a VAN. How can the existing site discriminate the new-site EDI files from their owns? Checking the supplier code (GSDB) in the EDI file Using a different SFID code for the new site Checking the Virtual File Name (VFN) that Ford will use for the new location 2. A new site does not require to receive EDI files. The existing site will receive and integrate the files into the company ERP system Short implementation time - Low implementation cost - s EDI system is already adjusted to Ford s requirements - If the single connection is down, all sites are disconnected and will not receive data Function Ford sends EDI files to the existing site. The existing site processes data according to selected scenario. New site receives data from existing site. The new site submits EDI files (e.g. ASN) to the existing site. The existing site forwards ASNs to Ford. Requirements s EDI systems need to support one of the above scenarios. Recurring costs Depending on supplier s EDI system. Timing 1 week after supplier completed the setups and GSEC received completed and signed OFTP license. Page 12 of 22

13 Overview: Data Formats for Production Parts s Message Format Explanation Material Releases VDA 4905 or DELFOR Parts requirements based on 6 weeks horizon (generated weekly) Daily Call In (DCI) VDA 4915 or DELJIT Parts requirements based on 2-weeks horizon (generated daily) Advanced Shipping Notice (ASN) VDA 4913 or DESADV Advance Shipping Note to be sent max. 15 min. after truck load Self Billing Invoice (SBI)* VDA 4908 Invoice generated by Ford based on goods arrival * optional Page 13 of 22

14 Material Releases (REL) Business Practice: A planning base for future requirements A shipping instruction at predetermined shipping dates A statement of Ford s financial commitments for finished parts and raw materials Electronic Releases to define the requirements, planning base and Ford s financial commitments (material and fabrication authorization) Releases available electronically for production and service the day they are established Global Electronic Data Interchange weekly releases IT Requirement: We ask our suppliers: To receive releases electronically. To integrate data into their planning systems. According to MMOG/LE V3 criteria this is obligatory. Resources: VDA 4905: https://www.suppcomm.ford.com/europe/documents/vda4 905(EN).pdf EDIFACT DELFOR: https://www.suppcomm.ford.com/europe/documents/delf ORD97A(EN).pdf EDI REL Mainframe EDI System Page 14 of 22

15 Daily Call-In (DCI) Business Practice: Actual call in of material will be by Daily Call In message (DCI) providing 10 consecutive shipping dates. In addition to material releases and DCI the supplier may, where jointly agreed, also receive the following call in messages. Actual Sequence Call-In The objective is to call in materials exactly in line with production requirements. The load unit content must be sorted in production sequence. The physical deliveries have to be performed in line with agreed in-plant receiving time. JIT Call-In The objective is to call in material in full load units in line with the actual production requirements. The physical deliveries must be performed in line with agreed time windows. EDI DCI Mainframe EDI System IT Requirement: We ask our suppliers: To receive Daily Call-In electronically To integrate data into their planning systems. According to MMOG/LE V3 criteria this is obligatory. Resources: VDA 4915: https://www.suppcomm.ford.com/europe/documents/vda4 915(EN).pdf EDIFACT DELJIT: https://www.suppcomm.ford.com/europe/documents/delj ITD98B(EN).pdf Page 15 of 22

16 Advanced Shipping Notice (ASN) Business Practice: All production material suppliers are expected to send Advance Shipping Notes (ASN) for each individual shipment. The supplier's ASN will be used as receipt input at the Ford using plant thereby generating the relevant payment information for the accounting systems. The ASN has to be transmitted to Ford within the following 15 minutes after the material leaves your premises, but never before it leaves your site. IT Requirement: We ask our suppliers: To send ASNs electronically Ford production and supplier payment will depend on accurate electronic ASN information!!! Resources: VDA4913: https://www.suppcomm.ford.com/europe/documents/vda4 913(EN).pdf EDIFACT DESADV: https://www.suppcomm.ford.com/europe/documents/des ADVD98Bguideline.pdf EDI ASN Mainframe EDI System Page 16 of 22

17 Self Billing Invoice (SBI) Business Practice: Within ERES the customer evaluates shipments after automatically recepction with agreed net prices. Evaluated receipts are reported to suppliers by Self Billing Invoices. IT Requirement: We offer our suppliers: To receive SBIs electronically To integrate the SBI data into their systems for electronic processing. Shipping/Receiving dates trigger payment due dates. SBIs will be produced for each payment due date. SBIs provide a running sequence number for each supplier shipment side, report it as invoice number and show it in addition on the remittance advice of the payment due date. Resources: VDA4908: https://www.suppcomm.ford.com/europe/documents/4908 _englisch.pdf EDIFACT INVOIC: https://www.suppcomm.ford.com/europe/documents/invo ICE4932englisch.pdf The EDI transmission has to be recorded by the customer (data producer) in line with national legal requirements. EDI SBI Mainframe EDI System Page 17 of 22

18 Glossary - Part 1 of 3 ASN CMMS3 DCI eddl Advance Shipping Note, to be used to convey shipping details between supplier and a receiving plant. Common Material Management System, our global material management system to calculate requirements per part based on the planned production volume. Daily Call In, a message which is sent from a party who is planning the use or consumption of products to a party who has to supply the products. The message gives the information regarding details of the shipping release requirements for products. This is based on the terms and conditions defined in a purchase order or contract. eddl is an interactive tool that enables suppliers to access CMMS3 via internet. EDI ENX ERP FCSD Electronic Data Interchange, the computer-to-computer exchange of structured information, by agreed message standards, from one computer application to another by electronic means and with a minimum of human intervention. European Network exchange is both the name for the company and the name for the product. Representatives of the European Automotive Industry have agreed on a joint initiative to create a network better than the Internet. Enterprise Resource Planning. Completely integrated software solution for manufacturing, finance, logistics, staff management and marketing. ERP systems usually cover all areas of a company and are designed modular. Ford Customer Service Division, supplies service parts throughout the world. GSEC ISP Global Electronic Communications, a single point of contact for trading partners that delivers reliable, efficient and secure network connections. Internet Service Provider, a provider of Internet services. Most telecommunications operators are ISPs. They provide services like internet transit, domain name registration and hosting, dial-up access and leased line access. Page 18 of 22

19 Glossary - Part 2 of 3 ODETTE OEM OFTP The Organisation for Data Exchange by Tele-Transmission in Europe is a standards-making body which has developed standards in the areas of EDI communications (notably the OFTP), as well as message standards. For further information visit Original Equipment Manufacturer, a company that builds components that are used in systems sold by another company called a value-added reseller. ODETTE File Transfer Protocol is the most common protocol used for EDI file transfer throughout Europe. Release SBI Weekly Planning Release Message, a message that is sent from a party who is planning the use or consumption of products to a party who has to plan for the supply of the products. The message gives the requirements regarding details for medium to long scheduling for products. The schedule is used to determine raw and fabrication material authorization. This is based on the terms and conditions defined in a purchase order or contract. Self-billing invoice, an increasingly used format, replaces the supplier's billing process, when allowed in the country. SDPEU Delivery Performance Europe Solmis SPOC Supply On-Line Management Information System, processes the data to be forwarded via EDI and coming from EDI transactions. Single Point of Contact is the Ford Motor Company corporate support center for resolving all IT issues. SSID Also known and Odette ID code. This is the ID of the OFTP (or OFTP2) software. SFID This is the OFTP ID of the file final destination. In the most simple case the SFID code will be the same as the SSID code, but if a company has multiple entities, they may have a different SFID for each entity within the company Page 19 of 22

20 Glossary - Part 3 of 3 TCP/IP VDA VPN Transmission Control Protocol/Internet Protocol, the suite of communications protocols used to connect hosts on the Internet. TCP/IP uses several protocols, the two main ones being TCP and IP. The German Association of the Automotive Industry (VDA) consists partly of automobile manufacturers and their development partners, the suppliers, and partly of the manufacturers of trailers, body superstructures and containers. VDA is also a data format used by Ford in Europe for EDI messages. For further information visit Virtual Private Network, is a common method of interconnecting private networks (LANs) over a Public Internet connection. It applies the open standard IPSEC protocol to authenticate the communication partner and encrypt the transmitted network data. Strong authentication and encryption ensures privacy and integrity of the communication while using an untrusted network (Public Internet). Page 20 of 22

21 Who supports what? Problem Data content Performance issue Data transmission New EDI connection Local EDI software problem FCSD related problem Contact Release Analyst (see next page) SDPEU ( Delivery Performance) GSEC (Global Electronic Communications) GSEC (Global Electronic Communications) EDI software provider FCSD SDPG (Ford Customer Service Devision Delivery Performance Group) For respective phone numbers/ addresses please see following pages Page 21 of 22

22 Technical Support Covisint Helpdesk https://portal.covisint.com/web/support Ford SPOC (Single Point Of Contact) Phone: +49-(0) Phone: +44-(0) Phone: or GSEC Europe Phone: Website: https://www.suppcomm.ford.com/europe/ CMMS Helpdesk Business Contacts Release Analyst You can find your Release Analyst in the CMMS3 system (AAIA screen) Follow-Up Analyst You can find your Follow-Up Analyst in the CMMS3 system Delivery Performance (SDPEU) Delivery Performance Group / FCSD- Europe Phone: Page 22 of 22

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