April 2017 SCC Supplier Performance Management (SPM) Training - PowerPoint Presentation

April 2017 SCC Supplier Performance Management (SPM) Training

Manage the Task ListModule 5 2

SPM Project Overview The Task Tab Click on the Task Tab Phase Task Required Task Optional Task Document associated with Task Recurring Phase

SPM Project Overview The Task Tab Start with the first task Complete the Tasks in Order

SPM Project Overview Managing Tasks Click on the Task name, then click View Task Details

SPM Project Overview Managing Tasks The task type is located in the upper left corner. This one is a To Do Task. A To Do task reminds the task owner to do something. Typically outside of the SAP Ariba solution Read the task instructions, and then Mark the task Started . Marking the task as started indicates to others that you are currently working on the task. Once you have completed the task, return to the task details and Mark the task Complete

SPM Project Overview Managing Tasks Read the task instructions, and then click Mark Started . The first task is complete. Move on to the second task, click on the task name, and then click View Task Details

SPM Project Overview Updating the Team Members Click Actions , and then click Edit . Click on the Team tab.

SPM Project Overview Updating the Team Members In this case we want to update the Contract administrator. Click the downward arrow. Search for the person that you want to add as the Contract Administrator. When searching for a person use the following format lastname,firstname Click on the check box to the left of the name(s) of the person(s) that you want to add as the Contract Administrator. When finished click Done .

SPM Project Overview Updating the Team Members Click OK to save your changes Return to the Task list and mark the task complete. Click on the task name, and then click Mark Complete.

SPM Project Overview Customize the Survey and Scorecard Start the next task “Customize Master Survey and Scorecard

SPM Project Overview Customize the Survey This task type is a “Document Task” meaning that the task is tied to one or more documents. In this case there are 2 documents, the Master Survey and the Master Scorecard. You can access the scorecard and the survey here. Click on the document name and then click Edit

SPM Project Overview Customize the Survey Give the survey a descriptive title. The naming convention for surveys is: Supplier name, Commodity or Agreement Title, mm- dd - yyyy Survey NOTE: date should be the survey creation date Click OK to save your changes

SPM Project Overview Customize the Survey Four step Survey Wizard Choose when the participants are able to start responding to the survey questions. Choose the due date for all Survey responses. Make sure that the due date is realistic and gives the participants enough time to accurately respond to survey questions.

SPM Project Overview Survey Rules Make sure you are on the Rules portion of the 4 step wizard Once you set the Survey Due date, click Reminder (Edit) Link

SPM Project Overview Reminders Make sure you are on the Rules portion of the 4 step wizard Set the reminder start date, and how often the reminders will be sent and when the last reminder is sent. Click OK to save your changes

SPM Project Overview Survey Participants Click Invite Participants At the end of this module on page 93 we will describe how to use Excel Import to add participants. Typically this feature is used when there are large numbers of participants

SPM Project Overview Survey Participants Search for the Survey Participants by email. If needed use the pull-down menu and choose the specific search field. For this example we are searching by the participant’s email address Click on the checkbox to the left of the name to add the person(s) as a survey participant Once you have added all of the participants, click OK and then advance to the next section (Content) The main search box searches across many of the participant attributes. E.g. Name, company, email, etc.

SPM Project Overview Survey Content The Content section of the survey Default Survey content populated by SCC

SPM Project Overview Survey Content Key Concept – You will work with the content section in one of four ways: Delete survey content Edit survey content Create surve y content from scratch (Ad hoc Survey Question) Pull survey content from the Content Library

SPM Project Overview delete Survey Content Suppose that question 4.3 does not apply to this supplier and we want to remove it from the survey Click the checkbox to the left of the question(s) that you want to delete Click Delete

SPM Project Overview delete Survey Content The system will automatically renumber the remaining sections and questions. You also have the option to drag and drop questions if you need to move one or more of them It is critical that you make a note of questions that you delete so that we can update the Scorecard

SPM Project Overview Edit Survey Content Question 5.2 has a note in Red text advising to verify the Exhibit number and make any required updates prior to publishing the Survey. Even if the Exhibit is correct we must edit the question and remove the Red text To Edit a Question, click the checkbox to the left of the question, and then click Edit and then Content.

SPM Project Overview Edit Survey Content The Name field works like any word processor program. You have the option to add and change the text just like you would in Microsoft Word. For this example, we will update the exhibit number and remove the red text.

SPM Project Overview Edit Survey Content We changed the Exhibit number and made the text Bold We highlighted the instructions and will click Delete When you have finished all of your edits, click Done to save your changes

SPM Project Overview Create Survey Content Click on the checkbox next to the section that you want to add your question. If you do not check a section, your question will appear at the bottom of the content section. Click Add, and then Question In this scenario we are going to add a question regarding the number of invoices from this supplier that are rejected.

SPM Project Overview Create Survey Content The freeform text box allows you to write out your survey question, or copy and paste it from another document Choose the answer type. In this example we selected percentage. The survey recipient would respond with the percentage of accurate invoices received in the previous quarter We can see that the question we are creating will be numbered 6.5 within the Financial, Pricing and Risk Management section Notice that the Parent section is mapped to a KPI on the scorecard. We will go through the scorecard mapping later in this training module

SPM Project Overview Create Survey Content Type in your survey question Choose the answer type. In this example we selected text (Single line limited) Another common question type is “List of Choices” Rather than a free-form text fox, the survey participant will select from a list of preset values. This normalizes the responses, and allows a feature called “Pre-grading.” Pre-Grading scores the responses automatically. In the Acceptable Values, choose List of Choices

SPM Project Overview Create Survey Content At the bottom of the page you will enter your list of choices. Enter one choice, and then click Add to create a new choice. Create as many choices as required.

SPM Project Overview Create Survey Content Review the question and the answers. Remember that you can drag and drop the question to a different location in the survey if required

SPM Project Overview Create Survey Content The Question has been added

Specify who is able to Respond to Questions/Sections

SPM Content Suppose that we are inviting “Ryan” to respond to the Quality section of the Survey. We have the ability to only allow Ryan to see and respond to the Quality Section Click on the Section name, and then click Edit

SPM Content Remove the Participants that will not respond to this Section Click on the checkbox(s) to the left of the Participants that you want to remove. Click Remove

SPM Content All of the participants other than Ryan have been removed from this section. Only Ryan will be able to see and respond to this Quality section of the survey Click OK to save your changes

SPM Content When we view the survey content as someone other than Ryan we can see that section 4 – Quality is not visible to this participant The participant is notified that he or she may not be required to answer all of the questions

SPM Project OverviewAdd Survey Content from the Library Scenario – Suppose that you accidently delete the entire Account Management and Customer Service section of your Survey and need to get those questions back. The library contains all of the Master Survey and scorecard content. Account Management and Customer Service has been removed

SPM Project Overview Add Survey Content from the Library Click Add, and then click Content From Library

SPM Project Overview Add Survey Content from the Library Expand the folder titled SPM Survey - Scorecard Find the Master Survey, and then click the radio button to the left Click Select

SPM Project Overview Add Survey Content from the Library Locate the content to copy from the library to your survey. You have the option to copy as many items as you like. Also, be aware that clicking on a the checkbox to the left of a section will copy the entire section. Clicking the checkbox next to a question will only copy that question. Clicking on the checkbox at the very top will select all line items Click Copy

SPM Project Overview Drag and Drop Content Notice that the copied content is at the bottom of the page. You have the option to drag the section to any location. The system will automatically renumber the sections and questions as needed. Click Next to advance to the Summary screen

SPM Project Overview Exit the Survey Notice that the Publish button is not active. The reason is that we must verify that the Scorecard is up to date and we need to start the recurring task. Click Exit and save a copy of this Survey

SPM Project Overview Edit the Scorecard The Survey and the Scorecard MUST match! If you update one you must update the other one. Notice that the Survey has been updated but the scorecard has not. Let’s update the scorecard now

SPM Project Overview Edit the Scorecard The first thing we want to do is to update the name of the Scorecard so that it is specific to this Supplier Click on Actions , and then click Edit Attributes

SPM Project Overview Edit the Scorecard The naming convention for a score card is Supplier name, Commodity or Agreement Title, mm- dd - yyyy , Scorecard Once you have updated the Scorecard title, click Save

SPM Project Overview Edit the Scorecard Open the Scorecard

SPM Project Overview The Scorecard in Mapped to the Survey Here is the question that we added to the Survey. Section 6 on the Survey is mapped to Line item 5 in the scorecard. It was set up to average all of the responses in section 6 and automatically populate the scorecard with that average

SPM Project OverviewThe Scorecard in Mapped to the Survey Let’s take a minute to verify that the Survey is mapped to line number 5 on the Scorecard. Click the Survey link, and then click Open Survey Verify that the question that we added is included in the parent section.

SPM Project OverviewThe Scorecard in Mapped to the Survey Now we will verify that the parent section is mapped to the scorecard. Click on the section name , and then click View Details We can see that the average grade for all survey questions is mapped to line 5 in the Scorecard

SPM Project OverviewThe Scorecard in Mapped to the Survey Now we will verify that the parent section is mapped to the scorecard. Click on the section name , and then click View Details Now we will verify that the parent section is mapped to the scorecard. Click on the section name , and then click View Details Before we publish the Survey let’s check the mapping to the other lines in the scorecard. In the Source Column click the source (In this case Survey is the source), and then click Open Survey

SPM Project OverviewAdd Survey Content from the Library We get an error advising that the section is not yet mapped from a survey. Why are we getting this error?

SPM Project Overview Map the KPI Remember earlier when we accidently deleted the Account Management and Customer Service section? When we did that we also deleted the mapping to the Scorecard. Let’s go and re-map that section. Click on the section title, and then click Action > Edit

SPM Project Overview Map the KPI We can see that the section is not mapped. Click the Not mapped link, and then click Map average grade Since all of the other lines on the scorecard are already mapped, there is only one option. Line number 1 on the scorecard. Click the radio button to the left and then click OK.

SPM Project Overview Map the KPI Now the section on the survey is mapped to a line item on the scorecard

SPM Project OverviewExport Survey Content It may be a good idea to export the Survey and the Scorecard to Microsoft Excel so that you can share it with others that may not be part of the Ariba SPM Process. Click on the Table icon , and then click Export all Rows

SPM Project Overview Export Survey Content Open the scorecard and repeat the process

SPM Project OverviewMark the Task Complete The task is to Customize the Survey and Scorecard, and we have done that, so the next step is to mark the task complete

Import Participants via Excel

SPM Project Overview Import Participants using Excel The Excel Import feature can be useful when you have a lot of participants to upload. To start click Excel Import , and then click Upload a file from desktop If you have another project that contains the participant list that you need, you can upload the participant list from that project

SPM Project Overview Import Participants using Excel In Step 2, click the link titled Click here to open your Survey in an Excel Spreadsheet Make sure that the Participants box is checked. At the bottom of the page a decision box will appear. Click Open . This will open the participant upload template in Microsoft Excel

SPM Project Overview Import Participants using Excel Do not change the column headers or the template will not upload Make sure that you are on the Participants tab. Enter the participant information, or copy and paste it from another data source

SPM Project Overview Import Participants using Excel Once you have completed adding all of the participants, save a copy of this Excel sheet to a location that you will remember. For example your desktop.

SPM Project Overview Import Participants using Excel Browse for the Excel sheet that you just saved to your desktop Click Import

SPM Project Overview Import Participants using Excel If there are any errors, the notification box will be red and describe the error(s). If not you will receive a blue notification box advising that the Excel file has been successfully imported

System DemonstrationIn this demonstration, you will see how to: Manage the Task listUpdate the Team TabEdit the Survey and the ScorecardCheck and update the Scorecard to Survey mappingExport the Survey and Scorecard to Excel

Lab ActivityMark the first task completeUpdate the Team tab and mark the second task complete Edit the surveyMap the scorecardExport survey and scorecard to excel