Fiat Group Purchasing Supplier Quality SQP User Manual Version 4 September 2008

Transcription

1 SQP User Guide Version 4 September 2008 Index Topics 1. Access to the System Logon credentials for Iveco Suppliers Access to the system for CNH Users and Suppliers SQP Main Menu Personal Data Management Menu Bills Bills Search Management process of the bill Bill creation Containment action (Supplier s feedback) Containment action (Plant s feedback) Cross Out Request (Supplier) Cross Out Request Approval or Refusal (Plant s feedback) Corrective Action (Supplier) Corrective action (approval or refusal by plant / SQE) Bill Closure (plant) SQP_UserGuide_v4.doc Pag 1 of 32

2 1. Access to the System Fiat Group users can reach the login screen of SQP system directly on the following URL: Except for Case New Holland (CNH) users and suppliers (Refer to section 2). External users (suppliers) can reach the login screen on the following URL: See Login screen below. The panel known as General SQP Messages is shown when there are very important messages addressed to all the users of the system. The first step is to indicate the Type, this can be done by clicking on the corresponding drop down arrow (on the right hand side). SQP_UserGuide_v4.doc Pag 2 of 32

3 The following table is a summary of the existing values in the field Type : User s Typology Internal User FGA Internal User FPT Supplier Supplier from FIAT network (Example ALI) Field Value Type FIAT AUTO FPT FIAT AUTO FPT Supplier Supplier from FIAT network After having selected the field type, the system displays the login screen where it is necessary to specify your own user-id (in the field Username ) and password (in the field password ). The field Domain is set as for the value associated to the FGA User-Ids; for the FPT User-Ids the domain should be FPT. The below login screen is an example of FGA internal users: After having inserted the Username and the password, you should press button Enter : the SQP home page will be displayed. SQP_UserGuide_v4.doc Pag 3 of 32

4 2. Logon credentials for Iveco Suppliers The Logon credentials (user id and password) to access the system are composed by the following rule: Userid = Password = ESxxxxxxxx.f000 where xxxxxxxx is a field of 8 digits which contain Iveco Supplying Code. Some Examples: If the Iveco supplying code is 123, the user id and password will be ES f000. If the Iveco supplying code is 12345, the user id and password will be ES f000. If the Iveco supplying code is , the user id and password will be ES f000. Important Note In order to satisfy the information security and privacy requirements, it is necessary to change the password on first system logon. SQP_UserGuide_v4.doc Pag 4 of 32

5 3. Access to the system for CNH Users and Suppliers. In order to reach the SQP home page, CNH internal users and suppliers should authenticate themselves through the CSCN portal on the following URL: The system will display the login screen (Refer to the below figure) in which you should choose the option SQP from the menu Applications on the top. The CSCN login screen will be visualized in which you should insert your personal User-id and password for the Portal. SQP_UserGuide_v4.doc Pag 5 of 32

6 Type your CSCN portal personal User-id and password and click on Login button to access the first page of SQP system. The SQP first page will be displayed with the notice board as close up showing messages for users who are logged in. Then click on Continue to display the main menu. SQP_UserGuide_v4.doc Pag 6 of 32

7 4. SQP Main Menu SQP is composed by different functionalities which are assigned to users depending to their own profile; the assignment of the functionalities to the profile is done upon user creation. The following figure is an example of the SQP complete menu available only for users with administrator s profile. A short description of the information shown in the above figure. Esci - Log Off Bills Involved Costs Reports SQP Manuals Data tables Button used to log off from the system and return to login screen. Menu which regroups the functionalities associated with the bill (bill list, bill creation, ). Menu which regroups the functionalities associated with the Involved Costs (Involved Costs list, creation of involved costs, ). Such menu is available only for users who have been enabled to it. Menu which regroups the available reports. Such menu is available only for users who have been enabled to it. Menu containing reports reference. The user guides are regrouped by language. Menu which regroups the data files. Such menu is available only for users with an administrator profile. SQP_UserGuide_v4.doc Pag 7 of 32

8 User Management System Management Messages for the user. Change password Menu which regroups the functionalities users access and configuration. Such menu is available only for users with an administrator profile. Menu which regroups technical informations associated to functioning and configuration of the system. Such menu is available only for users with an administrator profile. Panel of the screen in which messages regarding the user will be displayed. Button used to modify the password to access the system. Personal Data Button used to access personal datas such as first name, last name, e- mail address. Attention It is important that the user insert all the expected information. Particularly inasmuch the address is used by the SQP to send the note creation notification. Thus, a careful and punctual management of such information is requested in order to not prejudice the useful functionality of the system. Support Button used to display the address referring to user support. Clicking on the button Welcome present in the main screen, you can see detailed information associated to the user-id, such as language used, the system profile and the time zone. SQP_UserGuide_v4.doc Pag 8 of 32

9 5. Personal Data Management By using this function, each user can insert his own personal data (like name, address) in the system. From the main menu click on the button Personal Data. As example, a screen containing personal data is shown: SQP_UserGuide_v4.doc Pag 9 of 32

10 Some operative notes: Name, last name and address must be inserted in the corresponding fields. After this, the button Insert must be pressed to save data. It s very important to specify valid data because these informations are managed by the system: - to alert via electronic mail plant users, supplier users and SQE users when a bill is created in the system; - to display the name related the users. SQP_UserGuide_v4.doc Pag 10 of 32

11 6. Menu Bills The Menu Bills contains all the functionality regarding the bills of the system (bill = signaling non-compliance sent to the supplier). The below figure shows the Bills menu. The following functionalities can be used: Bills search Bills archive Bill creation Open CSL s Functionality which allows searching the bills using the selection criterion. Part of the memory of the system where you can find closed and cross out bills since at least one year. Functionality which allows to create (for plant users and SQE) and the management (for plant users, SQE and suppliers) of the bills. Download the list of open Customer Shipping levels in MS Excel. This function is available only for users with a specific profile. SQP_UserGuide_v4.doc Pag 11 of 32

12 7. Bills Search This function allows performing a search of the bills using, if required, appropriate selection criterion. The below figure shows the bill list screen: The search criterions, used also in combination are the following: Supplier and supplier name Part number and description Issue and subissue Pole / Region Plant Commodity Family Code Bill Type Allows to perform a search by supplier code or supplier name. For users with profile supplier, these fields are valued with the code and the name of the supplier associated to the username. Allows to perform a search by code or drawing description (part number). Allows to perform a search by anomaly code and subissue if correlated. Allows to perform a search by pole Allows to perform a search by plant. Allows to perform a search by commodity (chemical, electrical, ). Allows to perform a search by family code. Allows to perform a search by bill type (valid, closed, cross out, ). SQP_UserGuide_v4.doc Pag 12 of 32

13 SQE default Modified Date Creation Date 8D Crossout SQE Containment Action Own Bills Involved Costs Allows to perform a search by SQE name. Allows to perform a search of bills modified in a range of dates. Allows to perform a search of bills created in a range of dates. If checked, it allows to perform a search of the bills having the 8D form. If checked, it allows to perform a search of the bills having the Cross out request form. If checked, it allows to perform a search of the bills having the SQE request validation enabled. If checked, it allows to perform a search of bills having Containment action. If checked, it allows to perform a search of bills issued by the user connected to the system. If checked, it allows to perform a search of bills having the form for costi indotti The following tabs are present at the buttom of the screen: Cancel Search Create Button which restores the initial search screen by cancelling the possible criterion set up previously. Button which starts the search of the bill. Button which attivate the functionality to create the bill (if user is authorised). After having inserted the search criterions and having pressed the button Search, the system returns the screen containing the found bills. As example, here is a screen containing the found bills using the set up criterions. SQP_UserGuide_v4.doc Pag 13 of 32

14 The screen is organised in the following sections: Panel 1 containing summary of the counters: Total: counts (and displays if pressed) all the bills available in the system; Opened: counts (and displays if pressed) only the opened bills; Closed: counts (and displays if pressed) only closed bills; Cross Out: counts (and displays if pressed) only cross out bills; Pre-bills: counts (and displays if pressed) only le pre-bills 1 ; To elaborate: counts (and displays if pressed) only bills which requires an intervention by the connected user; Involved Costs: counts (and displays if pressed) only bills which contains the quantification of Involved Costs related to the non-compliance sent to the suppler. Panel 2 containing the buttons to navigate through the pages: Use this button to move to the last page Use this button to move to the first page 1 The pre-bill is a typology of bill issued by a plant against a non-compliance verified on a material received from a plant belonging to another pole / region. SQP_UserGuide_v4.doc Pag 14 of 32

15 Use this button to go to the next page Use this button to go to the previous page It is possible to jump to a specific page by selecting the number of the page in the list. List 3 of the bills brings back the following information: Number of the bill (Bill Number) Creation date of the bill (Creation Date) Last modified date of the bill (Modification Date) Code and description of the supplier (Supplier) Drawing code (Part Number) Issue and sub issue Family code (family Code) Issuing Plant (Plant) user id associated to the creator of the bill (Username) possible SQE code of whom the validation is request (SQE) bill status (Status). For each bill, the following symbols could be displayed on the status of the process progress: There is an attachment in bill. It s possible to display and save the attached document on your computer by clicking on the symbol. There is a partial Cross out request. It s possible to display the request form by clicking on the symbol. There is a total Cross out request. It s possible to display the request form by clicking on the symbol. There is a 8D module sent from the supplier. It s possible to display the 8D form by clicking on the symbol. Involved Costs. It s possible to display the form by clicking on the symbol. The scroll bar 4 allows to scroll the screen in width in order to display all the information of the bills. SQP_UserGuide_v4.doc Pag 15 of 32

16 Panel 5 containing the following buttons: To return to the previous screen To download the list of bills in Ms Excel format. To print the bill. To display the details of the bills. Some operative notes: The system displays the bills with a different graph (in bold red) to elaborate by the user who is connected to the system. In order to display / to modify the details of the bill, it s enough to double click on the latter present in the list or click once on the bill and then choose Details. This step must be execute by the system user every time it is necessary modify or insert informations. SQP_UserGuide_v4.doc Pag 16 of 32

17 8. Management process of the bill The management process of the bill is described by the following general flow (online as described by the procedure 08018). It can be noticed how the process require a sequence of activity allocated to specific responsibility; in order to not to block the whole process, the system applies critical points considered as such (like: approved / rejected Containment Action and approved / rejected Cross Out Request) automatic unlock mechanism of the process in the absence of feedbacks. The process steps are indicated in the following paragraphs: Bill creation (bill header ) chapter 7 (step made from the plant user) Containment Action management (bill section1 ) chapter 8 for the feedback from supplier and chapter 9 for the next step of feedback from the plant. Cross Out Request management (bill section 1 ) chapter 10 for the request sent from the supplier and chapter 11 for the next step of feedback from the plant. 8D Corrective Actions management (bill section2 ) Chapter 12 for the dispatch of 8D form from the supplier and chapter 13 for the next step of feedback of the plant (and optionally by the SQE). SQP_UserGuide_v4.doc Pag 17 of 32

18 9. Bill creation The bill creation is an activity under the responsibility of the SQP user with Plant as profile. As per the procedure 08018, users with profile SQE too are enabled to create bill but only for item issue 6 (Negative Product test result / Supplier process ) and 7 (Approval / Qualification / PPAP of the component, delay / negative). None of the information in the header of the bill is modifiable by the supplier. The screen of the system related to the bill creation can be activated directly by pressing the Bill creation button from the main menu of the bill. In the next screen you can see the bill header where the mandatory fields classified under the Part number Supplier frame are highlighted in yellow. The box Pre-bill is to be checked only if it concerns a pre-bill (See. footer note page 11). The Part Number is displayed both as a number and description. The system requests to insert the part number code. As a utility SQP allows also to insert only a part of the code in the field Part Number. The system shows automatically a specific list of part number that have a common string. The next figure illustrate such selection functionality. SQP_UserGuide_v4.doc Pag 18 of 32

19 The next information to insert is the supplier using the field Supplier. The system automatically displays the suppliers linked to the part number previously inserted. The next figure illustrates such selection functionality. In case a drawing is linked to only one supplier, the system will bypass the selection step and insert the supplier automatically. The next 2 fields, complementary informations associated to drawing are shown, such as Family Code (or Product line), the commodity and the relevant Purchasing office code. These information are inserted automatically and are not modifiable. It is mandatory to indicate the Product Phase which caused the trouble (Preserie, Product in practice, ). It is compulsory to indicate the interested Model (vehicle code and name or engine or transmission). The system automatically valorizes the code and the product type description linked to the plant which issues the bill. SQP_UserGuide_v4.doc Pag 19 of 32

20 Using the lateral scroll bar you can extend the data of the bill related to the panel Issue. The box Involved Costs should be selected only if the non-compliance has caused some costs to the plant (that s why it s identified as involved Costs ). The selection of this flag activates the process to restore occurred costs which is managed through the specific functionality of SQP. It s necessary to indicate the Issue and eventual sub-issue (only the latter if expected). Such information brings out the classification of the encountered anomaly and if they are complied as described in the norm The system automatically defines the weight on the basis of the selected anomaly. It s necessary to indicate the Issue Remarks. Who issues the bill can describe clearly the nature of the trouble and all informations which he believe necessary to transmit to the supplier for the problem resolution. The whole description field can be visualized clicking on the button by the side of the field itself. If necessary it s possible to attach a document (picture, pdf, word or other format) using the specific Browse button. The requirement to fill the quantity field is influenced by the option anomaly set out previously. Useful indications continue on the meaning and on the logic of the compilation of quantity. SQP_UserGuide_v4.doc Pag 20 of 32

21 o Qty not in specification : indicates the number of pieces (kilograms, or liter, depending on the product) which have been considered Not compliant after the first selection, because of the trouble, under the responsibility of the supplier. o Returned Qty : indicates the number of pieces (kilograms, or liter, depending on the product) which were not possible to recover and thus, were being physically rejected and returned to the supplier. o If by chance the selection cannot be done inside the customer plant, the entire suspected batch is returned to the supplier (will be indicated the whole quantity in both box Qty not in specification and Returned Qty). After the selection is done in the supplier s plant, under the supervision of the customer agent, the items discovered conform will be sent to the customer and whoever issued the bill will take care to note down the number in the field Cancelled Qty. While counting the supplier s performance, the system automatically will substract the turn aside quantity from both amount, Qty not in specification and Returned Qty. If necessary the field UTE can be used to insert the identification of the organizational entity of the plant in which the trouble was found. The box SQE Request should be selected if the issuer of the bill requests intervention of a referred SQE in the plant, because of a serious anomaly (weight 90) or recurrent. If this box is selected, the SQE approval is needed before closing the bill. The rest of the datas of the bill can be visualized by using the lateral scroll bar. There are not further fields to fill. SQP_UserGuide_v4.doc Pag 21 of 32

22 Sender Plant: code and description of the plant which issues the bill. Pre-bill Plant: code and description of the plant which issues the pre-bill. Spare Parts Warehouse: code and description of the plant if it consists items for spare parts. In the field Creation date, the date and time in which the bill was sent to the supplier. This date is not liable to any modification. In the field User Creation, the userid linked to the user who created the bill is being shown. This date is not liable to any modification. In the field Date, the date and time on which the last modification of the bill was sent is shown. This date is not liable to any modification In the field Modified User, the userid linked to the user who last modified the bill is shown. This date is not liable to any modification. After having inserted all the datas, press the button information to the supplier. to send the The system will automatically notify via the creation of the bill both to the user supplier and the user SQE (in case SQE Request is flagged). Such functionality uses the personal datas inserted by the users, as previously mentioned. The bill will be visualized in red bold characters to the Supplier. SQP_UserGuide_v4.doc Pag 22 of 32

23 10. Containment action (Supplier s feedback) As per procedure 08018, the user supplier should specify the Containment Action in the system as a feedback to the signal of the conformity sent from the plant. Such feedback should be sent according to the time measure foreseen by the regulations itself not to incur in further IP penalty. Refer to the procedure for acknowledge the expected time of feedback and amount of the penalty in case of the feedback sent in delay. In the following figure you can see the section of the bill which can be activated through the button Section 1. The field Due date for containment shows the date within which the Containment Action should be sent; if the answer is sent further that date, the delay answer penalty starts up. The information related to the cause of the penaly for the delayed feedback and related application date are quoted in the fields Issue and Issue date. This date is not modifiable. The Containment description must be be specified in the field Containment Action Description. The system allows to describe the Containment action directly in the field (highlighted in yellow). Pressing the button, the system shows a specific box in which it s easier to insert the text. If requested, through the button Browse it s possible to insert an attachment. After having inserted all the data, click on plant. to send the information to the SQP_UserGuide_v4.doc Pag 23 of 32

24 Some important notes: The bill will be visualized in red bold characters to the Plant User (bill issuer). The system updates automatically the date of the modification and the userid with the relative userid of the supplier. SQP_UserGuide_v4.doc Pag 24 of 32

25 11. Containment action (Plant s feedback) The creator plant of the bill should send the feedback of the Containment action specified by the supplier. Such information should be issued in the Section 1 Containment action. In section 1, the user should flag Acceptance to accept the Containment action or flag Rejected to refuse it. If the answer is being refused it s necessary to mention the reason on the field Rejection Descriprion. After having inserted all the data, press the button Send data to send the information to the plant. In case of refusal, when the modification will be sent to the supplier a refused answer penalty will be issued (Displayed in the field penalty). As per the procedure, in case 36 hours are elapsed since the expedition of the containment answer from the suppliers side and there s still no answer from the plant, the system automatically accepts the containment answer. Some important notes: After this step, the bill will be visualized in red bold characters to the supplier User. The system updates automatically the date of the modification with the relative userid. SQP_UserGuide_v4.doc Pag 25 of 32

26 12. Cross Out Request (Supplier) At this process stage, the supplier can: request the Cross Out of the bill, or specify the corrective 8D answer. In function of the selected path, the system prevents the other section. The operative note referred to the 8D form is quoted in the next chapters 12 and 13. If the supplier sustains that he is not responsible for the trouble which caused the issue of the bill, he can fill a Cross Out request through the button Cross Out Request Creation / Modification present in the Section 1 Cross Out Request. The system displays the form for the Cross Out which corresponds to the included form as attached from the procedure Some short operative notes related to the compilation of the form: The form shows the quantity present in the bill s header in the row labeled FROM. If the Cross Out request is total (i.e. request the Cross Out of the entire quantity), the 0 value should be specified for all the three quantity fields of the row labeled TO. If the Cross Out request is partial inasmuch the supplier accepts to take under his responsibility only a part of the pieces mentioned in bill, for each quantity present in the line marked TO there s the need to specify the value under their responsibility. SQP_UserGuide_v4.doc Pag 26 of 32

27 Once all the information is inserted press button Save : eventual manadatory fields not filled will be displayed in yellow. The expedition of the Cross Out request is finalised by the presence of the entire mandatory field. At the end press the button Close : the system returns to the bill. Press button Send Data to validate the request just compiled. The system automatically determines the fields Request Cross Out Data and User. At this point the bill will be visibile in red bold characters to the userid with the SQP profile Plant Quality Responsible and the green symbol DEP or D/P will appear if there s a total or partial Cross Out request. If for the supplier user the symbol DEP (or D/P) is visualised in RED, means that the request wasn t sent: in this circumstance, the Cross Out request isn t visible for the plant user, thus he can t proceed with the approval or refusal. SQP_UserGuide_v4.doc Pag 27 of 32

28 13. Cross Out Request Approval or Refusal (Plant s feedback) As per the procedure 08018, the Cross Out Request sent from the plant should be accepted by the user with SQP profile Plant Quality Responsible using the button Cross Out Request Creation / Modification present in the Section 1- Cross Out. The system displays the Cross Out request form: it is requested to the user to select the flag YES to accept the request or flag NO to refuse the request. If the flag NO is selected, it s necessary to specify the Reason of the refusal in the field Motivation. At the end press button Save to save datas and then Close : the system returns to the bill. Press button Send Data to validate the request just compiled. The system automatically quotes the approval or refusal in the corresponding fields present in Section 1 and automatically valorizes the fields Request Date and Request User. As per the procedure 08018, in case 90 days are elapsed from the expedition of the Cross Out request from the supplier, plant feedback is still missing, the system automatically accepts the request. Important Note If a Cross Out request has been accepted totally, the process is concluded and the status of the bill passes to Crossed Out. If a Cross Out request has been partially accepted, the process continues: the bill is displayed in red bold characters towards the supplier user who should proceed with the insertion of the 8D form. SQP_UserGuide_v4.doc Pag 28 of 32

29 14. Corrective Action (Supplier) The section 2 of the bill is dedicated to the 8D form in which the supplier should specify the corrective action in order to solve the problem. As previously underlined, the section 2 is not useable if the management procedure or the Cross Out request answer is in progress. It follows that it is possible to fill and send the 8D form only at the following conditions: a) The plant gave a feedback (no matter, with an approval or refusal) to the containment action of section 1 and the supplier hasn t yet started the management of the Cross Out request, or b) The plant gave a feedback (no matter, with an approval or refusal) to the partial Cross Out request, or c) The plant refused the total Cross Out. The following figure shows the section 2 of the bill. The field Due date for is automatically set from the system upon the creation of the bill and specify the date within which the supplier should send the 8D form. The insertion of the 8D form is done using the button 8D Creation / Modification present in the section 2 - Corrective Action. Once all the informations of the 8D form are inserted, press the Save : eventual compulsory fields not filled will be displayed in yellow. The expedition of the 8D form is influenced by the presence of all compulsory field. SQP_UserGuide_v4.doc Pag 29 of 32

30 At the end press Close : the system returns to the bill. Press button Send Data to validate the request just compiled. The system automatically determines the field Request Data. At this point the bill will be displayed in red bold characters to the Plant User (bill issuer) and the green symbol 8D will appear if there s a 8D form. If for the supplier user the symbol 8D is visualised in RED, means that the 8D form wasn t sent: in this circumstance, the form isn t visible for the plant user, thus the latter can t proceed with the approval or refusal. SQP_UserGuide_v4.doc Pag 30 of 32

31 15. Corrective action (approval or refusal by plant / SQE) The 8D form sent by the supplier should be checked and approved (or rejected) by the plant user. If at the creation step of the bill, the SQE Validation Request flag was checked, the form should be accepted also by the SQE user. The operative method is idem as described in the previous chapter : in section 2 press button 8D Creation / Modification ; flag the acceptance or refusal box (for the latter it compulsory to specify the reason); once the inserted the information, the button Save should be pressed; eventual compulsory fields not filled will be displayed in yellow: the expedition of the 8D form is influenced by the presence of all compulsory field. at the end press Close : the system returns to the bill. Press button Send Data to validate the acceptance / refusal form and send this information to the supplier. As per the procedure, in case 40 days are elapsed since the expedition of the 8D answer from the suppliers side and there s still no answer from the plant, the system automatically accepts the answer. Important Note If the 8D form is being refused, the bill is shown in red bold characters for the supplier who should modify and resend it; which goes ahead with the next acceptance step by the plant. SQP_UserGuide_v4.doc Pag 31 of 32

32 16. Bill Closure (plant) Subsequently to the acceptance of the plant user of the 8D form (optionally also from the SQE user if requested), the following operative steps are necessary from the plant user side to close the bill: in the field Effective implementation date specify the date on which the first product batch with final implemented corrective action plan will be really available in the Customer plant, sent batch to the attention of the Quality Audit Supplying Responsible, according to the regulation. Subsequently press the button Close Bill (this button is activated by the system only if the previous date was inserted and saved): the system changes the status in Closed and the process is concluded. SQP_UserGuide_v4.doc Pag 32 of 32