Renewing Process Projects

Objective

After completing this lesson, you will be able to renew a supplier management process project.

About Renewing Processes Projects

Process renewals always use the exact same commodities, regions, and departments as the previous process. You can base a process renewal on a previous process achieved through either of the following methods:

  • An imported process status: In this case, the renewal creates a new process project for the commodities, regions, and departments associated with the imported status. Since imported processes don't have any associated questionnaires, you must select the modular questionnaires to include for the first time. You can also set expiration and reminder schedules for the first time, if available.
  • A previous process project: In this case, the renewal restarts the previous process project. The project already includes the modular questionnaires selected when the process project was first created, and you can change recipients and request updates as part of the renewal. If there are optional questionnaires available for the process, you can choose whether to include them in the renewal. You can also set a new expiration and reminder schedule for the process, if available.

Since process renewals allow you to resend questionnaires, you can use them to collect updated information. Decision-makers can use those updates to reassess the previous process decision, or they can leave the previous decision in place.

The renewal always includes any questionnaires previously included in the process. You can also add other questionnaires that either were available but weren't previously included or that have been added since the previous process was completed and match the process's criteria.

How to Renew a Supplier Management Process

Follow these steps to renew a qualification or miscellaneous supplier management process. When you renew a process, you gather updated information about it and potentially revise an earlier decision, including restarting an expired or denied process. For qualification processes, renewing means requalifying the supplier.

Prerequisites

The process project feature (SM-16798) must be enabled in your site.

To renew a process, you must be a member of both the SM Modular Questionnaire Manager global user group and a project group with the Process Initiator role in the associated process project template.

You can't renew a process that's in progress. You can only renew a process that has a status corresponding to a decision (approved, conditionally approved, or denied) or that’s expiring or has expired.

To request an update while the questionnaire is in Pending Submission or Pending Approval status, an administrator must enable the parameter Application.SM.AllowRequestUpdateOnPendingModularQuestionnaireStatuses.

To add, edit, or delete a supplier contact in a supplier's profile or when inviting a supplier to a questionnaire, you must be a member of one of the following groups:

  • Supplier Registration Manager
  • SM Ops Administrator
  • Customer Administrator
  • Category Manager
  • Commodity Manager
  • Event Administrator
  • Limited Event Administrator
  • Sourcing Project Administrator
  • Supplier Project Administrator
  • Supplier/Customer Manager
  • Supplier/Customer Agent

Members of the Supplier Qualification Manager group can add, but not edit or delete, supplier contacts in the supplier's profile and when inviting a supplier to a questionnaire.

Business Scenario

Category manager Joe Ortiz recently denied a qualification process for Acme Business Solutions. After speaking with the supplier, Joe has decided to give them another chance by renewing the qualification process. This renewal will allow Acme Business Solutions to try again to meet NSM Global's standards for supplying information technology and telecommunications products to all NSM Global departments in North America.

In this video, you’ll watch Joe renew a supplier management process in a supplier’s profile.

Steps

  1. In the Qualifications (for qualification processes) or Processes detail area of the supplier's profile, locate the process you want to renew and choose More → Renew.

  2. In the process intake form, update any of the following information:

    • The expiration schedule and an expiration reminder schedule, if available
    • Any other questions included in the intake form

    Note

    For renewals, you can't edit the commodity, region, or department questions on the intake form. A renewal is always for the same commodities, regions, and departments as the original process.

  3. Choose Next.

  4. In the Choose questionnaires area, perform the following actions:

    • Select any additional questionnaires that you want to include in the renewal.
    • Uncheck any questionnaires included in the previous process that you don't want to include in the renewal.
    • For reused questionnaires, slide the toggle switch to request an update during the renewal. If the questionnaire has been set up to always request updates, you can't change this setting.

    Note

    Questionnaires included in the previous process and required questionnaires are selected by default. You can't uncheck the required questionnaires.

  5. Choose Next.

  6. Optional: Change the recipient of any external questionnaires by performing the following steps:

    1. To the right of the external questionnaire, choose Change recipient.

    2. Select the recipient that you want to use. If the recipient you want isn't listed as an existing contact and you have permission to create contacts, you can add them here.

    3. Choose Save.

  7. Optional: Select or change the recipient of any internal questionnaires by performing the following steps:

    1. To the right of the internal questionnaire, choose Change recipient.

    2. Select the recipient that you want to use. If the recipient you want isn't listed, search for them.

    3. Choose Confirm.

  8. Optional: Enter a message to internal and external questionnaire recipients. This message is included in the e-mail notifications recipients receive asking them to complete the questionnaires.

  9. Choose Send.

  10. Choose OK to confirm that you want to renew the process.

Result

When you choose OK, the process returns to the in progress status, and the system creates projects for any modular questionnaires you added.

The primary contact for the supplier receives a notification that you've started the process with them. The notification includes the names of any external questionnaires and their recipients.

The recipients of new internal and external questionnaires also receive notifications inviting them to fill them out, and the recipients of existing internal and external questionnaires for which you requested updates receive notifications with those requests.

All questionnaires included in the process project appear in the Questionnaires detail area, where approvers and task owners can review them and complete their assigned tasks.

Since the process is now in progress again, it can be canceled. Canceling a process renewal returns it to its previous state and status.

Later, if there are multiple versions of the process intake form in the system, you can export any version to Microsoft Excel by opening the intake form in the supplier's profile, selecting the desired version in the intake form area, and choosing Export.

Renew a Qualification Process

In this exercise, you’ll renew a qualification process.

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