Suppliers' Qualification Portal User's Manual
Contents
1. Suppliers Qualification Portal User s Manual Internet Version 1 1 5 November 2008 ee TABLE OF CONTENTS INTRODUCTION wcccccssassovsinscs cacstostadesssceunseaausssebancsas E N Ea es 3 REGISTRATION IN THE SERVICE wu00 ccccccccsccccesscccccccccenscsccssssssssccsssccsssssees 3 AUTHENTICATION wisessscesevesecacsessessstscsssseuacadassecsssasassesesensseesseseosdaasvsesdesanceseserstens 4 MENU DESCRIPTIO Nocciinsciaioiasmiaciaccocnrniananan acordando cada cerdas 4 DATA REGISTER 00d E a 4 Sle lo DA By 2 COR O Rm an tere nme ren mn ae ee cn ee eer 5 92 CANCELLA HONREQUES es ria 6 Tal PASSWORD CHANGE icon 6 MANAGEMENT OF QUALIFICATIONS occccccccccooococcncccncnccccnnococacacccccccconacacananoss 6 Te SQUALIFICA TONS rrie ni ico ees 7 LA PILES sur 18 USER 5 MANUALS sisissssicedcsssaseccsasasesdessuscscsesessecsssssossvesssesssesvscssvesessscsssusecovesesesess 18 Ti DEE MANUALS uti lada 18 1 INTRODUCTION The service provides the users with the opportunity to submit their application to participate in the processes of supply of goods and or services to Edipower The access to the portal is bound by the language selection Before the authentication to the service 1t will be necessary to select the language to use on the presentation page The service has an Italian version and an English version 2 REGISTRATION IN THE SERVICE When the language to use 1s selected the portal authentication mask will allow the access to2. be effective for one solar year In other words at the end of the solar year the supplier s safety questionnaire is no longer valid and must be redefined When the data on safety are formulated sent and approved by Edipower they can no longer be modified during the current solar year Also in this case the complete status means that the questionnaire is ready to be sent gt Product sheet for each group of products a sheet must be filled in including specific questions on the type of qualification selected gt Technical questionnaires if any for some groups of products the system requires technical questionnaires to be filled in which will be examined by the persons responsible for the application approval process All the required questionnaires related to the specified groups of products are organized in a single area in order to optimize their compilation The detail of the questionnaires 4 enables to visualize the structure and values specified for all the technical questionnaires related to the qualifications included in the first table of the dashboard As regards formulation the system shows exclusively the questionnaires to be filled in and not yet approved In fact there are cases in which a qualification requires the compilation of technical questionnaires already filled in as related to already approved qualifications In this case the questionnaires do not have to be filled in One or more qualifications can be se
3. exclusively those in the expired rejected and suspended statuses In fact ongoing qualifications are shown in the activity dashboard Suppliers Qualification Portal Edipower dd IDENTITY Qualifications Management QUALIFICATIONS MANAGEMENT Archive gt Qualifications Campi di ricerca Y Archive Famiglia USER S MANUALS Gruppo merce Data Richiesta Da Data Richiesta A E E Valida Al ER Copyright 2007 Edipower All rights reserved Figure 7 illustrates the page of results of the qualification files 19 Edipower PIPPO FRANCO COMPANY B0585 IDENTITY QUALIFICATIONS MANAGEMENT gt Qualifications Y Archive USER S MANUALS Copyright 2007 Edipower All rights reserve Suppliers Qualification Portal Qualifications Management Archive Campi di ricerca Famiglia Gruppo merce Data Richiesta Da Data Richiesta A E Valida Al E LOGOUT Figure 7 Qualification files 7 USER S MANUALS This menu item gives access to the manuals 7 4 SEE MANUALS With the See manuals link of the menu it is possible to visualize the list of manuals available and download them 20
4. new annex does not overwrite the previous one in order to definitively delete an annexe 1t must be removed selecting the corresponding icon Generic Attach No generic Attach Figure 18 Example of popup window for certifications To add a new annex select the add icon E Document insertion Microsoft Internet Explorer fornito da Edipower 5 E https qf edipower it modules prrvate GestioneQualifiche PopUplnserisciAllegat q Suppliers Qualification Portal Document Document insertion Description File Please dont add documents with size bigger then 15 MB Supported extensions are doc xls pdf ppt pps jpg gif bmp tif tiff Save Close Internet Modalit protetta disattivata Figure 19 Example of popup window for the annex The window provides as required fields the description and the file to attach if both conditions are met the information can be saved 18 ONGOING QUALIFICATIONS The third and last table of the activity dashboard includes the list of ongoing qualifications In this area the supplier s approved qualifications are indicated For each of them the access to the related information described above added during the qualification request phase will be allowed 7 3 FILES The files enable to visualize the history of qualifications The search can be made based on the definition of some filters In any case the qualifications here indicated are
5. 4dDoma v 4 Suppliers Qualification Portal Certification Modify Certification Do you have an environmental management system which conforms to ISO 14001 Yes 9 No Under ratification Formalisation Date gg mmaaaa Es Law Inserire un allegato di dimensione non superiore a 15 MByte Supported extensions are doc xls pdf ppt pps jpg gif bmp tif tiff a Internet Modalit protetta disattivata Figure 16 Example of popup window for certifications 16 As we can see from the figure above a question with three possible answers is asked in the case of question Do you have an environmental management system complying with ISO 140017 the window will appear differently according to the answer in fact if it is Yes the window will be visualized as illustrated In this case in addition to the date the standard and the certification must be added When all the required data are added it will be possible to save all the information If you answer the abovementioned question selecting No the following questions will be asked to which the supplier will be required to answer Certification Microsoft Internet Explorer fornito da Edipower S p A https qf edipower it modules private GestioneQualifiche PopUpAggiungiCertificazione aspx Idcertificazione 1791868ddDoma v 4 Suppliers Qualification Portal Certification Modify Certification Do you
6. article 23 of kalian law 196 03 WE CONSENT to the resmen of he data provided for the execution of the purposes mentioned by EDIPOWER R is gramed fist such consent is conditions to compliance WEN ne provisions of applicable iegisistion Figure 1 Supplier s registration 3 AUTHENTICATION The registration in the service provides the supplier with the information required to access the portal The access 1s allowed typing the following information in the authentication mask correctly gt company s code received during registration gt username defined during registration gt password defined during registration If the user has forgotten their password the system resends it to the e mail address specified by the supplier 4 MENU DESCRIPTION The essential element from which the user can access the service functions is the left menu Figure 2 illustrates the initial page shown to the user following correct authentication 6 Edipower Suppliers Qualification Portal name surname LOGOUT COMPANY B0585 IDENTITY QUALIFICATIONS MANAGEMENT USER S MANUALS Copyright 2007 Edipower All rights reserved Figure 2 The portal menu The menu is divided into three areas gt Data Register including the functions for data visualization and modification and cancellation from the service gt Management of Qualifications consisting in a dashboard to perform the activities required to start the qualification p
7. cancellation icon which will delete the annexe 15 CERTIFICATIONS The dashboard for the management of certifications manages the certifications required for each supplier In this section the add icon is not available but there is only the modification icon as the supplier does not have to add but to answer the questions indicated in the table thus in order to communicate the availability of a required certification it will be necessary to select the modification icon and access the popup window for the management of certifications Figure 16 shows the dashboard for the management of certifications Certification Downlad Do you have an environmental management system which conforms to ISO 14001 Do you have a S 0 A Certification No Do you have a quality management system in place No Und Do you have a security management system in place E a 5 ratification D DDO Do you have an EMAS certification Yes 01 01 2008 1 U Figure 16 Example of dashboard for the management of certifications As we can see the dashboard for the management of certifications has two icons one enables to download the certification 1f any and the other enables to open the management window illustrated in figure 17 e Certification Microsoft Internet Explorer fornito da Edipower S p A https qf edipower it modules private GestioneQualifiche PopUpAggiungiCertificazione aspx Idcertificazione 17918681
8. ction enables to add or modify a turnover with a modal popup window with which the user can include the required information To activate the popup window select the add icon as shown in figure 10 Turnover Latest Insert Turnover Latest last of three year Year currency SO Foreign au 2006 Euro 1500000 0 2007 Euro 2000000 0 A w Figure 10 Example of dashboard for turnover management 12 When the icon is selected a popup window will appear figure 11 enabling to add a turnover E Turnover Latest Microsoft Internet Explorer fornito da Edipower S p A El https qf edipower it modules private GestioneQualifiche PopUpAggiungiFattul a Suppliers Qualification Portal Turnover Latest New Insert Turnover Latest Year 2005 Currency Euro Import Percent foreign invoicing Figure 11 Example of popup for the management of areas and operating offices However in order to be accepted this turnover must be univocal for each year in fact the window will not allow saving more than one turnover for the same year If all the required data are provided and the abovementioned condition is met clicking on the save button a new turnover will be added in the corresponding management table In order to access the data added as above and modify them select the modification icon 14 shown in the table of turnover management BANK REFERENCES The third function enables to add t
9. d the first phase of approval are already in the approval process gt Sent for the qualifications sent and waiting for pre assessment or deconsolidation gt Rejected for refused qualifications INFORMATION The information area is the central core of the dashboard In this table it is possible to consult and complete the information which must be sent to submit the application for the selected groups of products This information is associated to the groups of products included in the first table of the dashboard and may vary based on their type The overall group of required information is the following gt General data they include the group of information on the supplier s activity such as for instance data on the turnover bank references data on turnover and certifications if any This information has a limited duration 3 years and following approval applies to all the qualifications requested in the period of effectiveness When the general data expire it will be necessary to renew them to submit other qualification requests Before being sent the data can be modified at any time The complete status means that the data are ready to be sent When the data are sent and approved the modification function will be no longer available gt Safety questionnaire it is required when qualifications for the supply of services are requested and it includes all the data on the company s safety This document will
10. ed information or only a part of same is added In this section 1t will also be possible to include in the following order gt Availability of areas and operating offices Turnover of the last years Bank references References Company s Profile Certifications VV VV WV General annexes AVAILABILITY OF AREAS AND OPERATING OFFICES This function enables to add or modify an operating office with a modal popup window with which the user can include the required information To activate the popup window select the add icon as shown in figure 8 11 Opening Aree and Working Site No Work Areas Figure 8 Example of dashboard for the management of areas and operating offices When the popup window appears add all the data required to save all the information amp Working Site Microsoft Internet Explorer fornito da Edipower S p A el am https qf edipower it modules private GestioneQualifiche PopUpAggiungiSedi z v 4 Suppliers Qualification Portal Working Site New Insert Working Site Purpose Whereabouts Area Square Meter Save Close 3 amp Internet Modalita protetta disattivata Figure 9 Example of popup for the management of areas and operating offices When the information is saved a new line will be added in the corresponding table and it will be possible to modify the added data selecting the modification icon 4 TURNOVER OF THE LAST YEARS This fun
11. es select the add con 1 as shown in figure 14 14 Reference Presentation Factory Add at least one document Downlad Attach a New added documents replace the previous ones Figure 14 Example of dashboard for the management of Annexes When the add icon is selected the popup window for the management of annexes will appear as shown in figure 15 E Attach Microsoft Internet Explorer fornito da Edipower 5 p A E https of edipower it modules private GestioneQualifiche PopUplnserisciAllegat q Suppliers Qualification Portal Attach Upload Attach Description Presentation Factory 5 Technology Reference Description File Please dont add documents with size bigger then 15 MB Supported extensions are doc xls pdf ppt pps jpg gif bmp tif tiff a e Internet Modalit protetta disattrvata Figure 15 Example of popup for the management of Annexes The window for the management of annexes requires in the following order e The type of annex the supplier intends to add selecting the corresponding item e The description provided immediately below the type e The file the supplier intends to attach When all three items are added it will be possible to save the annexe If an annexe of the same type already exists it will be overwritten by the new one and it will possible to visualize it selecting the annex icon W To remove the annex select the
12. have an environmental management system which conforms to ISO 14001 Yes No Under ratification Have your Company adopted an environmental policy ls there a person responsible for the environmental policy Yes 9 No Yes 9 No Have internal audit been established and planned Are audit executed by internal collaborators or by external Yes No consultant Yes No Have all the dangerous substances been identified and ls there a policy for the rubbish management in place registered Yes No Yes 9 No Do you preferably use re usable or recyclable packing Is nonconformity management controlled according to a Yes No written procedure Yes 9 No Internet Modalit protetta disattivata Figure 17 Example of popup window for certifications When all the answers are provided it is possible to click on the save button to save all the information To visualize the annex added with a certification it will be necessary to select the annexe icon W GENERAL ANNEXES The function of annexes to general data enables to attach annexes of different types related to the supplier Figure 18 shows the dashboard for the management of general annexes 1t works exactly like the sections described above and consists of an icon to add new annexes 1 one to remove them T and another to visualize them W 17 Unlike the previous management of annexes the number of annexes which can be attached is variable and a
13. he bank references of a supplier To add a new bank reference select the add icon as shown in figure 12 Bank Reference No references Figure 12 Example of dashboard for the management of bank references 13 Once it has been selected the window shown in figure 13 will appear E Bank reference Microsoft Internet Explorer fornito da Edipower S p A ace https of edipower it meodules prrvate GestioneQualifiche PopUpAggiungiRefen q Suppliers Qualification Portal Bank reference New Insert Bank reference Institute Whereabouts Telephone e E Internet Modalit protetta disattivata Figure 13 Example of popup for the management of Bank Reference To save all the information correctly add all the required data and click on the save button Following this operation the data will be added in the management table related to bank references Like for the functions described above also in this case in order to modify a bank reference the modification icon should be selected 14 REFERENCES COMPANY S PROFILE This section enables to add two types of annexes which will integrate the general data on the supplier The two annexes will be of two different types e Company s Profile It consists in an annexe illustrating the activity carried out by the supplier e Technical References It consists in a technical document on the supplier s activity To add one of the two annex
14. ions presernes are comectly specifies General informations SemiceProduct informations FAMECO10 SeniceFroduct intormasions FMACOOSO Technics Questinnsires Qualifications approved requests supply requesss sccepied Z Refused requests Teques retusec by Edipower For ist products 8 new requesss is not allowed for he specified period No qualification found Figure 5 Activity dashboard Figure 5 illustrates the activity dashboard The page is divided into three different tables gt List of qualifications gt Information gt Ongoing qualifications LIST OF QUALIFICATIONS The first table includes all the applications for the different groups of products added and not yet sent or being approved by Edipower Clicking on the add icon one or more groups of products can be added for application The selection of these groups is limited exclusively to those which have not yet been added or for which there are not active or rejected qualifications The qualifications included in this table can be in the following statuses gt New in case of qualifications which have not yet been sent or for which Edipower requires the review deconsolidation of the qualification information of the information provided before including it in the approval process The qualifications pertaining to this status can be removed from the list gt Pre assessed for the qualifications which have already been sent and which having passe
15. it protetta disattivata 100 v Attachments Figure 4 With the general information provided it will be possible to attach useful documentation to better describe one s own business These documents as well as the modifiable data can be reviewed and integrated at any time and are a fundamental element for the success of the qualification process As regards the inclusion of annexes the following extensions are accepted xls doc pdf ppt pps Jpg gif bmp and tif Suppliers Qualification Portal Identity My Data Supplier data Supplier code Legal form 50555 Soles a resporsaplira mrsa Legal site Country Fax 02339039355 Operative site Country Legal representative Legal representative pippo franco Attachments Copyright 2007 Scgower Al rights reserved Figure 3 Detail of the supplier s data Edipower Suppliers Qualification Portal PIPPOFRANCO COMPANY 250535 IDENTITY Identity 3 My Dats My Data Cancellation Request i Supplier data 7 Change Password Supp er code QUALIFICATION 8 MANAGEMENT zoss USERE MANUAL E e Document insertion Microsoft Internet Explorer fornito da Edipower S le https qf edipower it modules private Allegati PopUpInserisciAllegato aspx 7IldFc 4 Suppliers Qualification Portal Document Document insertion Description File Please d ont add documents with size bigger then 15 MB Supported exte
16. nformation has been sent to Edipower and is waiting for approval or deconsolidation gt Deconsolidated if following the examination of the information Edipower requests for its integration The deconsolidation of information is notified by the system with the transmission of an e mail gt Approved if the information has been approved The information visibility and the access to the related modification operations are automatically regulated by the system according to the information status MODIFICATION OF GENERAL DATA The function for the modification of general data can be activated selecting the modification icon in the table information near the item General Data 10 Figure 7 shows the General Data modification area Edipower Suppliers Qualification Portal PIPPOFRANCO COMPANY 50535 IDENTITY Qualifications Management QUALIFICATION 8 MANAGEMENT Qualifications Y Qualificetons General Informations Arohive UEREMANUALS Informations Pendenze legali Dichlarara se sussistono o meno pendenze legal ardirat contenzios in sospeso can Societ del nostro Gruppa in casosffermatvo fornire chiarimenti Personale dipendente Numero Dirigent Numero impiega9 Numero Operal DisponibiTta ares e s di operative umeo Vilasarra 2000 Figure 7 Example of dashboard for general data management In this section the data can be saved as draft or complete whether all the requir
17. nsions are doc xls pdf ppt pps jpg gif bmp tif tiff Save Close 4 Internet Modalit protetta disattivata Attachments Figure 4 Modification of the data register 5 2 CANCELLATION REQUEST The cancellation request implies the profile removal from the service Following cancellation it will be no longer possible to access the portal and all the qualifications under approval will be removed from the system 7 1 PASSWORD CHANGE It enables to modify the password giving access to the application 6 MANAGEMENT OF QUALIFICATIONS The area of management of qualifications is divided in two different sub areas as described below 7 2 QUALIFICATIONS From the link Qualifications of the menu the users can access their own activity dashboard where applications for new groups of products can be added and all the information required to send the application to Edipower can be completed Suppliers Qualification Portal Qualifications Management Qualification Qualifications requests List Qualifications The table below presens 1 New requests requesss not yet sunmines or ast needs any update of Infionrmssions associated 2 Sent requests sulmimed requesss Insemed in Me qualification process Tre table below presents all informators tis Egipower needs for quality Te supplier to The new products specified Sending of new qualification requesss is slowed oniy It sill informat
18. nt clicking on the Send button which is available only if the system detects the presence of information to send In other words it is possible to send a qualification only if all the data required for one or more qualifications are in the complete status Figure 6 shows the Send button at the bottom enabling to send the qualification for FCAV0040 group of products Suppliers Qualification Portal Qualifications Management Qualification 2 Sent requests suomimed requesss Insemesd in he qualification process FAMECO10 FOCAVOO40 informations The tale below presens sill Informssions ist Edipower needs tor quality he supplier 10 She new products specified Sending of new qualification requesss is allowed only E alll informations presemed are correctly specified comes 2 Refused requests requesss retused by Edipower For nat products a new requesss is not allowed for he specified period No qualification found ln Figure 6 Example of transmission of a qualification During the first phases of approval a review request could be made for the abovementioned information In this case it will be shown in the same table and can be integrated with the appropriate modifications before being sent again The submitted information can be in the following statuses gt Draft if formulation is not complete gt Complete if all the required information has been completed gt Consolidated if the i
19. registered users From the same page it is possible to access the registration page shown in Figure 1 To proceed with the registration 1t will be required to define some fields such as username and password The system will transmit appropriate notifications 1f the required fields are not defined When the registration procedure is completed the user will receive in the specified mailbox the company s code to have access to the portal Edipower Suppliers Qualification Portal Company data Company name Legal form Legal site Referent data Name User data Usemame Sek Conferma We acknowlesge receint of Your directive pursuant to art 13 of man liew mo 1 965 03 relating to he Questionnaire on qualification silmed stproviding a tsir and objective assessment of cur epocas to be enlisted smong possibile suppliers for Your piernas We ane sware Da De communicstion of the cists 8s sisted in he QUALIFICATION QUESTIONNAIRE is optional and any eventual tallure to provide data shall not have turther consequences oder ian he inanilllty of EDIPOWER 10 proceed with the aforestaned purposes Besides we acknowledge ha al dats herein collected shall be communicates by elecTonic means and fist hey shall be utilised by Edipower sharenciders and her subsidiaries for Te purposes envisaged invirwe ofthe above WE EXPRESS our awareness of he provisions of kalian lew 30520030195 Winin he sphere of and for he conditions as above and pursuant to
20. rocess and in files where it is possible to visualize the history of one s own qualifications gt User s Manuals to access the application manuals 5 DATA REGISTER 5 1 MY DATA The section My data includes the information related to the supplier Some of these data have already been defined during registration and can no longer be modified while others can be redefined or added to integrate the information previously provided Figure 3 represents a detailed page of the data register From the top right icons highlighted in green the user accesses the print functions and the data modification page 4 The modification page IS shown in Edipower Suppliers Qualification Portal PIPPOFRANCO COMPANY 50535 IDENTITY Identity 3 My Data My Data gt CancelistionRequest Supplier data Change Password Supplier code Legallform QUALIFICATION E MANAGEMENT ENERO Sozieta sresporssolins misa USER EMANUALE E Document insertion Microsoft Internet Explorer fornito da Edipower 28 Eman sa qetiagromsion A https qf edipower it modules private Allegati PopUplnserisciAllegato aspx IdFc Y 4 cry ALSARATE Suppliers Qualification Portal mre Document Document insertion Description File Please d ont add documents with size bigger then 15 MB Supported extensions are doc xls pdf ppt pps jpg gif bmp tif tiff Save Close 4 Internet Modal
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