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Supplier Performance Management Administrator Guide Version: 13.02.01 SPM Administrator Guide Important Notice Copyright All intellectual property rights in this work belong to Zycus Inc. The information contained in this work must not be reproduced or distributed to others in any form or by any means, electronic or mechanical, for any purpose, without the prior permission of Zycus Inc., or used except as expressly authorized in writing by Zycus Inc. Copyright (C) 2007-13 Zycus Inc. All Rights Reserved. Permitted Usage This document contains proprietary information which is the property of Zycus Inc. and is furnished for the sole purpose of the operation and the maintenance of products of Zycus Inc. No part of this publication is to be used for any other purpose, and is not to be reproduced, copied, adapted, disclosed, distributed, transmitted, stored in a retrieval system or translated into any human or computer language, in any form, by any means, in whole or in part, without the prior express written consent of Zycus Inc. Trademarks All company, brand, and product names are referenced for identification purposes only and may be trademarks or registered trademarks that are the sole property of their respective owners. Disclaimer This guide has been validated and reviewed for accuracy. The instructions and descriptions it contains are accurate for the SPM. However, succeeding versions and guides are subject to change without notice. Zycus Inc. assumes no liability for damages incurred directly or indirectly from errors, omissions, or discrepancies between the software and the guide. Contact Us Visit us at www.zycus.com. For queries, contact customer support at: Email id: tech-support@zycus.com US Toll free: +1-800-409-3507 | +1-866-363-6625 International Toll free: + 800-9928-7111 | + 800-9928-7000 P a g e |2 SPM Administrator Guide TABLE OF CONTENTS Chapter 1 Administration ............................................................................................................. 4 1.1 Introduction .................................................................................................................................. 4 1.2 Defining Configurations ................................................................................................................ 4 1.2.1 Managing Supplier Ranking System ....................................................................................... 4 1.2.2 Managing Score Ranges for KPIs & Scorecards...................................................................... 6 1.2.3 Configuring Target Status ...................................................................................................... 8 1.3 Defining Client Settings............................................................................................................... 9 1.3.1 User Settings .......................................................................................................................... 9 1.3.2 Client Settings ...................................................................................................................... 14 1.4 Managing Suppliers ................................................................................................................... 23 P a g e |3 SPM Administrator Guide Chapter 1 Administration 1.1 Introduction The actions that a user can perform and the controls that the user can access depend on the rights and privileges granted to the user; hence the interface components (such as, buttons, tabs, and links) visible on the screen may differ between users. This aspect needs to be kept in mind while understanding the steps to change settings. The administration functionalities are controlled from the Setup tab. 1.2 Defining Configurations 1.2.1 Managing Supplier Ranking System You can customize the supplier ranking system to award each supplier a rank based on the overall performance score attained by the supplier. Note: The Ranking System can be modified at any time and it will be reflected across the application immediately for old and future scores. To manage supplier ranking system: 1. Click Define tab. 2. Click Supplier Rank sub-tab. The following page is displayed. P a g e |4 SPM Administrator Guide 3. Click Modify to modify the ranking system. The following page is displayed. P a g e |5 SPM Administrator Guide 4. Enter the required details. 5. Click Save. The following message is displayed. 1.2.2 Managing Score Ranges for KPIs & Scorecards You can override the default score range of 0 to 100 and have custom score ranges for your KPIs and Scorecards. Based on the score range set here, all KPI and Scorecard scores will fall in the ranges specified. Note: If the Score Ranges are modified after data (KPI, Scorecard, and Event) is created in the system, none of the existing data will be affected, unless edited. To manage score ranges for KPIs & scorecards: 1. Click Define tab. 2. Click Score Range sub-tab. The following page is displayed. P a g e |6 SPM Administrator Guide 3. Click Modify to modify the score range. The following warning message is displayed. 4. Click Continue. The following page is displayed. 5. Enter the required details. 6. Click Save. The following message is displayed. 7. Click Yes to manage the supplier ranking system. For more details, see Managing Supplier Ranking System. 8. Click No to save the score range defined P a g e |7 SPM Administrator Guide 1.2.3 Configuring Target Status You can have custom text as target status and the colors associated with them if you would like to change the default text and colors. The count however cannot be more than three. Note: The Target Statuses can be modified at any time and it will reflect across the application immediately for old and future scores. To configure target status: 1. Click Define tab. 2. Click Target Status sub-tab. The following page is displayed. 3. Click Modify to modify the target status. The following page is displayed. Customizing target status text Click to set a color for the corresponding target 4. Click Restore Defaults to restore default text and color for the target status. The following message is displayed. P a g e |8 SPM Administrator Guide 5. Click Save to save the changes made. The following message is displayed. 1.3 Defining Client Settings 1.3.1 User Settings 1.3.1.1 Assigning Facilities You can assign one or more facilities to the user. Any User will be able to score an Event for the Facilities he/she is assigned to. If a user is not assigned to any Facility, he/she cannot be invited to score an Event. To assign facilities: 1. 2. 3. 4. Logon to the SPM application. Click Setup tab. Click Client Settings sub-tab under Settings tab. Under User Settings section, click Assign Facilities. The User and Facility Mapping page is displayed. P a g e |9 SPM Administrator Guide 5. Click corresponding to a user name to assign facilities to that user. The Assign Facilities page is displayed. 6. Select the facilities and click Assign. The facilities are assigned to that user. 7. Enter text in the search box and click Go to search users. 1.3.1.2 Entity Ownership You can change the ownership of various types of entities present in the system. You can change the ownership of KPIs, Scorecards, Events, Development Programs and Alerts, from the current owner to a new owner. You can also view the previous owner to whom the entity was assigned. To change the ownership: 1. On the left pane, under User Settings section, click on Entity Ownership P a g e | 10 SPM Administrator Guide 2. On Entity Ownership screen, click on (Edit) under Action section for the Current Owner whose entity needs to be transferred. P a g e | 11 SPM Administrator Guide 3. From the New Owner drop down menu, select the new owner on whose name the ownership needs to be transferred. 4. Select the entities to be transferred from the current owner to new owner and click on The selected entities will be transferred to the corresponding New Owner section. . Note: You can select multiple entities by pressing the Ctrl button on the keyboard. Note: An entity can be transferred to the new owner only if the new owner has the appropriate rights to own such an entity. 5. Click Next. 6. Select the particulars from each entity (KPI, Scorecard etc.) and then click on Update to transfer the ownership. P a g e | 12 SPM Administrator Guide 7. The system shows a confirmation message upon the successful ownership change. Note: Once the ownership is transferred, the corresponding mail communication would now take place with the new owner. To view previous owner: 1. On Entity Ownership screen, click on (Previous Owner) under Action section to view the previous owner of the entities for the corresponding Current Owner. P a g e | 13 SPM Administrator Guide 1.3.2 Client Settings 1.3.2.1 Adding Regions You can add regions that your company operates in and then associate the various Facilities to the Regions they fall under. Each facility can be assigned to one or more regions. Just like the supplier performance can be viewed for different facilities, it can now be viewed per region as well. To add a region: 1. 2. 3. 4. Click Setup tab. Under Setup tab, click Client Settings. On the left pane, under Client Settings section, click Regions. Click Add Region tab on the upper right of the Region and Facility Mapping page. 5. The Add Region dialog box is displayed. Enter a name for the region P a g e | 14 SPM Administrator Guide 6. Enter the region name and click Done. 7. The following message is displayed. 8. Click Yes to add another region. The region is added and is displayed on the Region and Facility Mapping page. 9. Click to assign facilities to the region. 1.3.2.2 Adding/Editing KPI Categories The KPI categories are populated in the drop down list for KPI Category on the KPI creation screen. A KPI category already associated to a KPI cannot be deleted. You can add KPI categories or Edit/Delete existing ones. Note: You can deactivate KPI categories that you no longer need. These KPIs will be hidden from the KPI Category selection drop down on the first step of KPI creation. You can deactivate or re-activate a KPI at any time. The Active KPIs using the deactivated KPI will not be affected unless they are edited. To add/edit KPI categories: 1. 2. 3. 4. Click Setup tab. Under Setup tab, click Client Settings. On the left pane, under Client Settings section, click KPI Categories. Click Add Category tab on the upper right of the KPI Categories page. P a g e | 15 SPM Administrator Guide 5. The Add Category dialog box is displayed. Enter a name for the category 6. Click Done. 7. The following message is displayed. P a g e | 16 SPM Administrator Guide 8. Click Yes to add another category. The category is added and is displayed on the KPI Categories page. 9. Click to update a category. 10. Click to deactivate a category and to activate a category. On clicking the deactivate icon, the following message will be displayed. 11. Click to delete a category. 1.3.2.3 Adding Supplier Groups You can create and manage Supplier Groups. Each supplier can be associated with one or more Groups. Supplier data can be filtered and sorted by Groups when analyzing Supplier Information. To assign facilities: 1. Click Setup tab. 2. Under Setup tab, click Client Settings. 3. On the left pane, under Client Settings section, click Supplier Groups. The following page is displayed. P a g e | 17 SPM Administrator Guide 4. Click View by Supplier to sort the display list by supplier names. 5. Click Add Supplier Group. The following Add Supplier Group dialog box is displayed. Enter a name for supplier group 6. Click Next. The following Adding Suppliers to Group page is displayed. P a g e | 18 SPM Administrator Guide 7. Select the suppliers you wish to add to the group from the list. 8. Click Update. The supplier group is added and is displayed on the Supplier Groups page. 9. Click Edit to update a supplier group. 10. Click Delete to delete a supplier group. 1.3.2.4 Configuring Mail Templates Under Mail Templates, you can modify the email templates sent to various stakeholders during the process of Supplier Performance Management. P a g e | 19 SPM Administrator Guide You can edit the content of individual template at any point in time. You can also Activate or Deactivate emails sent by the system. To edit a mail template: 1. For a corresponding email template, under Actions section, click on . A popup is displayed. In this popup, you will get to view the text of the template for the corresponding action. 2. Edit the text of template as required and click Update. 3. Click Reset to Original to reset the text of the template to the original state. 4. Click Reset to Last Save to reset the text of the template to the last saved state. Note: The mail template consists of a number of keywords which are necessary for system use. In case you modify any keyword and try to update the template, the system would check and highlight (in Red) the missing keywords in the mail template as shown below: P a g e | 20 SPM Administrator Guide 5. Click Cancel to cancel the update and go back to the Mail Templates listing screen. 6. Click Proceed Anyway to update the mail template with the missing keyword. To Activate/Deactivate mail template: For a corresponding event, under Actions section, click on any of the following: : Click this option to deactivate email for the corresponding event. Once you click this option the following message is displayed: Click Continue to deactivate the email for the corresponding event. : Click this option to activate email for the corresponding event. Once you click this option the following message is displayed: Click Ok to activate the email for the corresponding event. P a g e | 21 SPM Administrator Guide 1.3.2.5 Configuring General Settings You can control whether on the Supplier Portal, the Supplier should be able to see individual responses from all respondents or only the basic Performance Report. This setting can be turned On or Off at any time by the Admin. To configure general settings: 1. Click Setup tab. 2. Under Setup tab, click Client Settings. 3. On the left pane, under Client Settings section, click General Settings. The following page is displayed. 4. For Supplier should be able to view individual responses from internal members while viewing his performance report, select Yes to turn on the setting or select No to turn off the setting. 5. For Handle NA scenarios during calculation by considering NA values in a formula as Zero, select Yes to turn on the setting or select No to turn off the setting. In case the tool encounters a NA as a score while calculating scores, it will resolve it in the following manner. Sum: Ignore all NAs and take the sum of available values P a g e | 22 SPM Administrator Guide Scenario 1: 24+16+NA = 40 Scenario 2: 0+0+NA = 0 Scenario 3: NA+NA+NA = NA (But will be taken as 0 if it is a KPI score which will be used in Scorecard formula) Average: Ignore all NAs and take the average, by also reducing the denominator. If there are 5 questions and 1 is NA then KPI value would be Q1+Q2+Q3+Q4/4. Behavior will be same for the Scorecard formula as well. Custom: This will remain NA as we cannot assume values to be Zero in case of a custom formula. 6. For How should the Performance Report be shared with the Supplier through the tool, select Manually to allow the users to manually share the report OR select Automatically to let the tool automatically share the report with the users once the event gets closed. Note: You will be able to switch between the original behavior of the tool or the new behavior. On switching to the original behavior, when the tool encounters a NA in the formula, the final score would be NA. 1.4 Managing Suppliers The Manage Suppliers sub-tab lets you create new suppliers and submit the supplier creation requests for approval. Note: User must be authorized to manage suppliers. The following error message is displayed if not authorized. P a g e | 23 SPM Administrator Guide To manage suppliers: 1. Under Setup tab, click Manage Suppliers sub-tab. The Supplier Management page is displayed. 2. Click Create New Supplier. The following Create Supplier screen is displayed. 3. Enter the required details. Under Company Details, Legal Name is a mandatory field. Note: Each supplier has a unique Tax ID. If you enter the Tax ID in this screen, ensure it is the correct Tax ID which does not conflict with any of the prior created supplier Tax IDs. No two suppliers can be created with the same Tax ID. If that is the case, an error message will be shown as displayed. 4. Ensure you have entered the Legal Name and click DBA/Alias sub-tab. The following page is displayed. P a g e | 24 SPM Administrator Guide 5. DBS/Alias section is NON mandatory. If you do need to add an Alias, only then the fields marked with Red asterisk are mandatory. 6. Fill the mandatory fields and click Add To List. The supplier is added and is displayed below. 7. Click Address tab. The All Locations is displayed. 8. Choose an address type and fill all the mandatory details. Click Add To List. 9. The address is added and is displayed on the list below. 10. Click Contact Details sub-tab. The following page is displayed. P a g e | 25 SPM Administrator Guide 11. Enter the mandatory fields and click Add To List. The details get added and are displayed on the list. Note: For Supplier creation, filling information under Company and Address tabs is mandatory. 12. Click Product & Services tab. The following page is displayed. Note: Filling Spend Information is not mandatory for supplier creation. However, if you start filling, fill all the mandatory fields. 13. Enter a product description and click Classify. 14. Click Spend Information. The following page is displayed. Note: Filling Spend Information is not mandatory for supplier creation. However, if you start filling, fill all the mandatory fields. P a g e | 26 SPM Administrator Guide 15. Enter the details and click Add To List. 16. Click Spend Information sub-tab. The following page is displayed. 17. Click Address tab. Select My Locations sub-tab. The following page is displayed. 18. Click Submit. The supplier is added and is displayed on the Supplier Management screen. P a g e | 27 SPM Administrator Guide 19. Select GS ID or Supplier Name from the Search By drop down list to search a supplier. 20. Click corresponding to the supplier you wish to edit the details of. P a g e | 28
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