Supplier Relationship Management requires proper historical tracking of risk and compliance information. To help Sourcing Teams manage historical records more efficiently, Scout has the capability to Re-Run Forms.
Re-Running Forms maintains the history of the individual Form per-user. In addition, it simplifies the Supplier's response process with change-only updates. This unburdens Suppliers of providing the same responses for multiple engagements.
Other benefits include, Sourcing Team visibility into concurrently running Forms. Eliminating redundant reviews in progress and keeps the process efficient.
In this article we will cover:
- How Sourcing Teams can Re-Run a Form.
- What the Supplier's view is of a Re-Run Form.
- How Sourcing Managers can manage and track Form History.
- What happens when the same Re-Run Form is added to 2 different projects?
How to Re-Run a Form
In a completed Supplier Form Project, the Sourcing Team has received the Supplier's completed Form and (if applicable) completed Scorecards.
The Form was then reviewed and Finalized by Sourcing Team's set Approval Group.
*Note: The Form must be Finalized to Re-Run.
To be sure the Form has been Finalized, the Sourcing Team can check the Form status in the Supplier section of the Project.
Now that the form has been Finalized, the Sourcing Team has the ability to Re-Run the Form.
Sourcing Managers have the option of to Re-Run a Form from within the Supplier Directory or by creating a new Project.
In the Supplier Directory, the Re-Run Form option appears in the Forms section of the Supplier's profile.
Click the ReRun Form button and the below pop-up appears. The pop-up is notifying the Sourcing Team that a new project will be created with the Supplier and that the existing Form will be replaced.
The existing completed Supplier Form will not be deleted, but instead it will be replaced by the latest version of the Form. The Form History will be accessible to the Sourcing Team in the Supplier Directory (for more information on Form History please continue to the How Sourcing Managers can manage and track Form History section of this article).
Continue by clicking the ReRun Form button.
In the newly created Project, the Supplier and the Form have automatically been added. The Sourcing Team can simply add a due date and click Publish.
If the Sourcing Team had chosen to alternative route of Re-Running a Form from a new Project they would have:
- Created a new Project.
- Added the Project type: Supplier Forms and updated the Project Title in the Project Details section.
- Added the existing Supplier to the Suppliers section.
- Added the existing Form to the Forms section.
Then the ReRun button would become visible here.
To send the Form to the Supplier, the Sourcing Team would choose a due date and click Publish.
What does the Supplier see?
Once the Sourcing Team Publishes the Re-Run Form, the Supplier receives the exact same Form.
Since the original Form was Finalized, the Supplier does not have the ability to make any changes or edits to that Form. This is intended to help the Sourcing Team manage the Supplier's history.
Suppliers still have access to their original Form responses and can reference their previous answers at anytime.
To begin the Re-run Form (due 4/20/2020) the Supplier should click on the title.
When the Supplier opens the Re-Run Form they will notice the Form has the Supplier's previously submitted answers already populated. The Supplier can choose to update their answers or submit as is.
How Sourcing Managers can manage and track Form History
Once the Supplier has submitted the Re-Run Form and the Form has been reviewed and Finalized by the Sourcing Team, the Sourcing Team can manage the Supplier's Form history from within the Supplier Directory.
In the Supplier Directory, click into the Supplier's Profile and into the Forms tab. Then click on the Form History arrow to view the history of a specific Form.
What happens when the same Re-Run Form is added to 2 different projects?
First, how does the same Re-Run Form get added to 2 different projects?
Say I have created a new Project called Mac's Review (2). The Project includes my Supplier and the Form I want to Re-Run.
Then my colleague creates an additional new Project called Mac's Supplies LLC Supplier Review (3) with the same Supplier and same Form they intend to Re-Run.
Now the same Re-Run Form has been added to 2 different Project.
How does Scout manage the status for the Form in this circumstance?
If the same Form is in the draft or published (all states prior to Finalized) on another project the Form will be added to the second project showing the status on the original project. The status will remain in sync with the original project that published the Form first. The Form will remain controlled by the initial project.
What do Stakeholders see in this circumstance?
If a Stakeholder is added to Mac's Supplies LLC Supplier Review (3), but not the original Project, Mac's Review (2) the stakeholder only sees the linked project title, but does not have access to the Project they were not added to.
If a Stakeholder has been added to both Projects they will have the ability to click the link to linked Project.
How do I transfer ownership of the Form to my colleague?
To transfer ownership of the Form from the original Project to the secondary Project the Sourcing Manager on the original Project can simply removed the Form or remove the Supplier from that form.
Then the Sourcing Manager on the secondary Project will be notified from with in the Project that: "This form was removed from its original project. You can accept and manage it or remove it from your project."
When the Sourcing Manager on the secondary Project clicks Accept they become the new owner of the Form.
Re-Running Forms is a great way for Sourcing Managers to track Supplier risk and compliance information.
For more information about Forms visit the Scout Knowledge Base here.