Corrective Action Plan

Transcription

1 Corrective Action Plan Supplier User Guide 1

2 Introduction

3 Definitions The Corrective Action Plan is a tool shared between suppliers and buyers. It helps with developing action plans, a starting point for an effective dialogue between buyers and suppliers on actions taken by the supplier to improve their CSR performance. Corrective Action (CA) An action taken by the supplier. The goal is to correct or improve specific practices to enhance their Sustainable Development performance. Corrective Action Plan (CAP) All CAs associated with a particular supplier. All suppliers have the possibility to implement a CAP, which is visible to all of their clients. 3

4 Why a Corrective Action Plan? The Corrective Action Plan module is the extension of the CSR assessment approach. Benefits Build dynamic, real-time action plans Optimize the use of Scorecard results Facilitate communication between the different players 4

5 Process overview 1. You create a CAP based on your assessment results analysis and your clients potential requests 2. You publish the CAP on your platform 3. The CAP becomes visible to all your clients 2 ways a CA can be created You implement Corrective Actions Your clients can follow your ongoing actions A client suggests specific Corrective Actions he would like you to implement You can take his request into account while building your CAP 5

6 How to create a Corrective Action (CA)

7 How to create a CA: step 1 1. On your platform, click on the Corrective Action Plan tab in the menu. Once in the section, click button «Add» to add a new Corrective Action. In the menu, click on «Corrective Action Plan» Click on «Add» 7

8 How to create a CA: step 2 2. Choose in the list the Improvement Area you would like to implement a CA on. The list of available Improvement Areas are based on the most recent evaluation. Improvement Areas that have already been selected for a CA do not appear in the list. Click the «+» button to create the CA 8

9 How to create a CA: step 3 3. Fill in the information and click button «Publish». Fill in the information: - Any comment or explanation needed - Person in charge - Your deadline Click on «Publish» 9

10 Specific case: create a custom CA When you create a CA, you can either choose an Improvement Area from your Scorecard, or put forward a custom Corrective Action. Decide to implement a Corrective Action not explicitly listed among the EcoVadis Scorecard s Improvement Areas. Therefore, you have the maximum flexibility to create a CAP according to your requirements. Note: visibility depends on who created the custom CA - When you publish a custom CA that you have created, it is visible to all your clients - When a client creates a custom CA, only you and this client will see it on the CAP if you accept his request 10

11 Specific case: create a custom CA - step 1 You also have the possibility to create a custom CA. In the CAP section, after clicking on «Add», click on button «Add Custom». Click on «Add Custom» 11

12 Specific case: create a custom CA - step 2 As the information is not yet defined (contrary to a standard Improvement Area), you have to fill in additional fields when you create a custom CA: The level of criticality The CSR theme The management indicator (optional) The CA details: name, description, person in charge and deadline You will then follow a creation process similar to a normal CA. 12

13 Specific case: create an Audit CA - step 1 You also have the possibility to create a CA from an on-site audit report. In the CAP section, after clicking on «Add», click on button «Add Audit CA». Click on «Add Audit CA» 13

14 Specific case: create an Audit CA - step 2 To ensure traceability, when you create an Audit CA, you need to select the audit report corresponding to this Corrective Action. Note: To upload a new audit report, please go to your Control Panel and click on "My support documents". Link report + indicate topic and criticality level information Indicate CA details: description, root cause, finding solution, person in charge and deadline You will then follow a creation process similar to a normal CA. 14

15 How to create a CA: status and process Your clients requests In your available Improvement Areas list, you can see your clients requests: the number of requests is indicated for each available Improvement Area. When you click on it you can find the details of each client request. Number of clients requests The Draft mode As long as you don t click on Publish, all your CAs stay in Draft mode. This enables you, in particular, to ease into your internal validation process of the CA before you publish them. In Draft mode: - The CAs are only visible to you - You can save and modify them until they are ready to be published The publication To adapt to your internal processes you can either: - Publish your CA one by one - Publish all your CAs 15

16 The Corrective Action Plan (CAP) and its evolution over time

17 The CA list - Status After they have been created, the CAs are attached to your CAP. You can find them in the CAP section. You will find the list of all CAs in draft mode or published. When you publish them (=«In progress»), CAs are visible to all your clients. Note: clients don t have access to other clients details (comments, requests, etc.) This icon indicates that it is a custom CA 17

18 The CA list - Overview 5. Name of the CA 6. CA status 1. Level of criticality 7. Clients requests 2. Theme 8. Your deadline 3. Management indicator 9. Documents attached 4. Type of CA 18

19 Inside a Corrective Action When you click on a CA, you access all the details attached by the different users to this action. Public information The top part of the Corrective Action is for you to fill in: information inserted here will be visible to all your clients on the EcoVadis platform. Comments entered here as well as documents uploaded into the CAP tool are automatically shared with all of your clients using the EcoVadis tool, as a way to showcase your improvements. This does not apply to custom CAs requested by clients. Private communication stream A private communication stream is available to discuss with each of your clients on a private level. On the right are messages posted by your company (green boxes) and on the left are messages from your client (blue boxes). It appears as soon as at least one client adds the CA to their follow-up or as soon as you accept a client request. 1 communication stream per client requesting the CA: Easily follow changes in CA status See client validation feedback of your CA 19

20 The different status The CAP is a live tool: it evolves progressively. Therefore each CA goes through several successive statuses, all visible on the CAP summary table. Your client s process Your process DRAFT DRAFT The CA is only visible to its creator The CA creator draws up the CA. REJECTED REQUESTED The CA is visible to the creator + you BACK TO IN PROGRESS If you like to improve further a CA that has already been marked as «Completed», you can work again on it by clicking on «Back to In Progress». IN PROGRESS COMPLETED OVERDUE The CA is visible to everyone *On your platform, the Overdue status is linked with your own deadline, on the client platform it is linked with the client deadline. If it exceeds the deadline set, the CA status becomes automatically «Overdue» until it is finished*. You change the CA status to «Completed» when you have finished it. Only you can put the status «Completed». 20

21 The client validation Your clients have the opportunity to use the validation functionality for their internal workflow or/and to share some feedbacks with you. It enables them to: 1. Approve of Corrective Actions you are going to implement 2. Validate details of your actions once it is completed The client uses the validation function only if he wants to. If he doesn t use it, it stays by default None. Validation levels = None = Not validated = Validated = Closed 21

22 The Archive function The CAP includes an «Archive» function, similar to the archive function of a normal mailbox. It enables you to see only the CAs that are important to you in your CA list, and to keep track of past CAs. You can archive any action, at any time, and re-activate it subsequently. Click the «+» button to reactivate the CA Note: - This function is not mutualized: each client and each supplier manage its archive as desired. - It does not depend on status: you can archive any action, whether it is completed or not. 22

23 CAP follow-up on other parts of the platform The CAP and its status evolution are also visible on different parts of the platform. On which Improvement areas are the CA built upon? In the Strengths and Improvement Areas part of each theme, this symbol appears in front of a Improvement Area whenever a CA on this point is currently ongoing. Click on the icon to access the CA details. For a specific Improvement Area: What is the status of the CA linked with it? = The CA linked with this improvement area is completed = The CA linked to this improvement area has been rejected or is overdue 23

24 How to : Special cases

25 What if I don t want to implement a CA requested by one or several clients? You always have the possibility to reject a client request. The status of the CA will then become «Rejected». How to do it? In the list of available Improvement Areas, you see your client s requests appear. If you decide not to implement one of them, click on it then click on the «Reject» button at the bottom of the window. You can also fill the comments part if you want to give reasons (the comment section will be visible to your clients after you reject the CA). Note: when you reject a CA, you reject it for all clients at the same time. Those who had made the request will see the status «Rejected» appear in their CAP. Click the «+» button to become owner 25

26 What if I would like to share a particular CA with one particular client only? By definition you can t share a CA with one particular client only, as every CA you publish on the platform is visible to all the clients you have given access to your Scorecard. The only exception are custom Corrective Actions created by a client: these actions, as they are not based on standard Improvement Areas, are only visible to the client that created it and you. 26

27 What if I am reevaluated while having CA in progress? When your new Scorecard is published, it is likely that some previous Improvement Areas have disappeared. As a result, these Improvement Areas will not appear in the list of available Improvement Areas you have access to. What about CA In progress, based on a Improvement Area that is no longer listed on the Scorecard? In this case, the CA doesn t disappear from the CAP, but it appears with the word [Old] in brackets before the CA description. 27

28 How to Add support documents once a CA is completed? You can do it using the document / images upload function. Use the Add document interface to add and remove documents linked with a particular AC. Note: Your clients can also upload supporting documents (ex: the client may want to upload supporting information you sent him by ) You can either upload new documents Or documents from your last assessment 28

29 CAP Icons & symbols On the CAP list view Type of CA CAP organization: private notes Level of criticality Indicates that this CA is a custom CA Indicates that a note has been saved above the CA list. Click on the «+» sign to see or modify your note (only visible to the users of your platform) Indicates the level of criticality of the CA on a 3 point scale = None -> the client is not using the client validation option on this CA Validation On the Scorecard = Not validated = Validated = Closed Appears in front of an Improvement Area when a CA is linked with it. Click on the icon to access the CA details. CA Status You declare the action linked to this Improvement Area to be completed. Click on the icon to access the CA details. The CA linked to this Improvement Area has been rejected, or is overdue. Click on the icon to access the CA details. 29

30 Contact EcoVadis Thank you for using the EcoVadis Platform. Need help? We value your comments and feedback: 30