Request Material Information Use Case
Item as created in Optiva. Supplier information
request(s) can happen at any time. The same process
works for Optiva Specifications.
1. Request preliminary information to get started
2. Complete required data for approval to use the lab
3. Request supplier specification for commercialization
From an Optiva Item or Specification from,
the user can click a button or start a
workflow to invoke Supplier Collaboration.
1. Supplier has been Selected or the user will be prompted to Select a Supplier
When SpecSafe button or Workflow is selected. Note: If Purchasing assigns
suppliers, this can done is SpecSafe.
2. If contacts are in Optiva or SpecSafe, Contact(s) are pulled from the supplier
record. Contac emails will be used to communicate with the Supplier
3. Based on the class or commodity code, a SpecSafe Template is assigned
and appropriate data and documents are pulled from Optiva
4. If no additional data is required, the request is created and emails are
created for the supplier.
5. If additional data or documents are required, a Optiva workflow or SpecSafe
Routing will collect the data
The supplier receives an automated
request via e-mail:
1. Supplier contact receives an email.
2. The contact can click on the link to access the request or use their open item
list on SpecSafe home page to access the request.
3. Since SpecSafe is a separate database, we eliminate the risk of Suppliers
accessing your Optiva database. Each Supplier is information is secure and
supplier only have access to their information.
The Supplier fills in the following form to
provide the Item information, and clicks on
“SUBMIT”
1. The request is a smart page with valid lists and validation rules that match
Optiva. To improve usability, the templates will only include
a. Documents and data
b.required information for the commodity
c. rules to hide or require information
d. break long Optiva lists into 2 part keys to improve performance
2. One or more users can work on a request. Users can save and come back to
the request.
3. For documents, the expiration dates are captured when applicable. Share
Point directory and meta data are managed in the background to ensure
documents are easily searched and not lost.
On Publish, all documents and objects with expiration dates are
actively managed and recertification processes are automatically
managed. You no longer have to search for documents to recertify
and manually manage these processes.
4. Improved consistency and accuracy.
a. Current, enumeration values from Optiva or entered locally are
available
b. Optiva or local validation rules are used
c. Required fields warn users and will stop users from submitting
incomplete data
d. Dependency rules can hide, display and require information
e. Read only fields are available
f. Field level tools help guide users
g. Sections of template can be assigned to roles and groups
h. Internal and Supplier Specific Information
When the Request is Submitted for Review,
the Review can happen in SpecSafe or
Optiva. In this example, Quality received a
Review notification email.
They can access the Request via the URL or on their Home
Page.
The information provided by the supplier is
displayed
1. The user can review. If additional data or clarification is required, the request
can be sent back to the supplier. The use will enter comments for the supplier.
a. The same process as above is repeated.
b. The Supplier will see the comments from the user
2. The user can Approve and Update Optiva (this can also be done in Optiva
with a Workflow)
3. If additional data or amending of data is required, the user can update the
request.
a. Risk rating is entered based on date
b. Supplier entered “trace” for a numeric value in Optiva. If these types
of changes are common, the process can include sending the final
specification back to the Supplier for approval.
4. If contacts are in Optiva or SpecSafe, Contact(s) are pulled from the supplier
record. Contac emails will be used to communicate with the Supplier
5. Based on the class or commodity code, a SpecSafe Template is assigned
and appropriate data and documents are pulled from Optiva
6. If no additional data is required, the request is created and emails are
created for the supplier.
Once the review process is
complete, clicking on “APPROVE”
will send the information to
Optiva. If Workflows are used for
approvals, Workflows can be
initiated or updated.
1. PDF and XML documents are created and stored in Sharepoin with expiration dates
and will be used in active recertification management.
2. Links to PDF or Documents are attached to Optiva Objects
3. All Sharepoint data is searchable and up to date
Activity Tracking:
1. Nightly or Weekly summaries of all new requests are sent to a Role
2. Late Request email summaries are sent to a Role
Other Scenarios:
1. For Distributor, Request for the Distributor and supplier are created. The Supplier
request can be sent to Supplier.
2. Multiple Optiva objects can be created and eliminate several steps in Optiva
a. Item and Constituent Formula
b. Specification
c. If one bulk is bought in multiple pack sizes, a specification or item can
created for each pack size
3. Supplier sends updated information. User opens the a page to update documents
and data. All information is updated.
4. One document is requested at multiple stages of project. The document is updated
and older copies are obsoleted.
Based new laws or best practices,
specifications and many documents have
to be updated on periodic basis.
Below is the record of all the suppliers’ certificates, along with their
respective expiry dates:
1. When creating the Request, the status of item, specification and supplier are
validated. Inactive data will stop a request from being created.
2. Current contacts will be used to create the request and emails.
3. Nightly summary emails of all recertification or failed recertification requests
are sent to Role.
4. Date Manage options
a. SpecSafe will sense expiring documents and objects and use a
recertification leadtime to manage sending our recertification requests.
b. Since each document could have different expiration dates,
documents with expiration dates managed individually.
c. Since not all documents have expiration dates, these documents
will be managed with the recertification date of the request.
Whenever any certificate expires, an
automated reminder is sent via email to
the supplier:
On following the link, the supplier reaches
the following Specsafe page:
1. Based on type of recertification, as much data and documents are provided
to minimize re-entry by the Supplier
a. Data is pulled from Optiva
b. Current documents are pulled from Sharepoint
2. Supplier review, updated documents and can update expiration dates
3. All validation, lists and validation will be active.
Upon adding the renewed
certificate(s), the supplier can click
on “SUBMIT” to update the
information.
1. As with the supplier requests, users will be notified
2. Users can review, approve and update in SpecSafe or Optiva.
3. Approved data and documents update SpecSafe and Optiva.
4. Published pdfs and xml objects expiration dates are updated and used in automated
expiration date management.
Data and documents are updated. This is
example of documents links to Sharepoint
in Optiva: