1.6 Setup The Compliancy Rules

Compliance rules can be set up as part of the approval process for a Supplier or to monitor your suppliers/supplier types performance on an ongoing basis.

E.g. All Documents & Specifications must be signed off, Audits & Complaints responded to & Questionnaires completed.

This process is colour coded and allows you to address under preforming Suppliers. Approval Compliance will be triggered when added a new supplier

Note; You can only use the compliance types or tools that you have subscribed too in order to use those as an option for Compliance Rules

Step 1: Select Admin - Compliancy Setup - Rules 

Step 2: You can also set a Grace Period . A Grace Period is a period which a new supplier will be exempt from compliancy rules to allow them time to respond to all requests.

You can also tick the box Compliancy Updates Status to activate when a supplier moves from compliant to non-compliant their status will automatically update to Requires Review and When a supplier moves from non-compliant to compliant their status will automatically update to Approved    

Step 3: Select Add Compliance Rule

Step 4: Select which Site/s you want to set the compliance rules. Then give a Description of the rule. Then select Rule Type as Compliancy. This means the rule type relates to the ongoing compliance rule.

Note – A Supplier that may fall under more than one compliance rule can be set up for multiple rules at the same time 

Step 5: You can set these rules to certain suppliers or all suppliers by selecting the Select Suppliers tab. This allows you to customise & tailor the compliance rules to specific suppliers. 

Step 6: Select Save once completed. 

Step 7: Select the Supplier Type this rule is used for by ticking the boxes, you also have the ability to set up rules depending on Custom fields set up for Customers. You can also break the compliancy rule down by as many customers fields as you want to give the ability to customise you rules as much as required.

Step 8: Scroll down to Supplier Status and choose the status. This is when the actual compliancy rules will kick in. Usually you would deselect Delisted as when a supplier is delisted the rules would not be required. 

Step 9: Then scroll down and activate what the suppliers need to be compliant on. You can choose as many as you need for your own business requirements. For Example if you select questionnaires you can also set which questionnaires are applicable for this supplier Type.

You can only use the compliance types which are tools on Foods Connected that you have subscribed too. So if you haven’t subscribed to Supplier Document Manager you can use Document Shares as part of the compliance rules. 

Step 10: Once you select a compliance if available a tab will appear to allow you to choose options suitable for the Supplier Type. To include the Supplied via agents in compliancy rule tick the box. Note: ensure to toggle External specification to relevant option.

Step 11: Select the questionnaires that you want to be part of the compliance rules that you want them to complete for that supplier or supplier type and select Save when done.

For required Documents you also have the ability to set the compliance to return all requested documents or you can set that the supplier must return one of the selected, this allows for suppliers who have more than one certification 

If you have a Via Supplier set against a supplier in your Supplier Manager you can request the documents directly from them, by selecting from the “Request from” dropdown option.

New option in the document requests tab of compliancy rules, enables users to pick whether a document request requested from Group and/or Site should satisfy the compliancy. This option will default to no so current rules will not be affected, and compliancy will be satisfied only by requests sent from the site selected for the rule. If set to yes, a document request sent from Group or Site will satisfy the rule so requests sent from Group can be shared across sites.

Step 12: Follow these steps for any of the other rules 

Step 13: Compliancy rules can also be viewed on the Associated site tab detailing rules set up by company and if they vary by site.