Receiving, Completing and Submitting an HP Materials Declaration Using the Material Declaration Form (MDF 2.0)

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1 Receiving, Cmpleting and Submitting an Materials Declaratin Using the Material Declaratin Frm (MDF 2.0) Supplier Training

2 Agenda 1. Prcess verview 2. request frm t cmplete a material declaratin 3. Main MDF 2.0 page features 4. Cmpleting the MDF Submitting the MDF 2.0 t 6. Ntificatin frm that MDF 2.0 has been submitted 7. General guidance

3 Prcess Overview What is changing: submitting cmpliance data using the Cmpliance Data Entry Tl (CDET) r Material Declaratin Frm (MDF) Deplying an autmated material declaratin system fr its suppliers Fr suppliers with BPIA access: the prcess replaces the existing data entry tl with a new CDET prtal withut majr prcess changes Fr ther suppliers lacking BPIA access: replaces the existing Material Declaratin (RHS letter) with the new MDF Leverages wrkflw N lnger requires ink signature Will send request t suppliers t prvide cmpliance data using CDET r the MDF frm Yu Receive declaratin requests by with an embedded link t the CDET prtal and with a preppulated MDF frm attached Chse hw t respnd based n yur BPIA access Fr CDET: Enter the cmpliance infrmatin in CDET Can lg int CDET practively t prvide cmpliance data Prvide data fr individual materials r grups f materials with same material cmpsitin and exemptins Fr MDF: Cmplete the attached MDF frm Submit the MDF frm via Receive an cnfirmatin frm the system Will be ntified by the system when the declaratin is successfully released (submitted)

4 Receive Request t Submit Cmpliance Data A Supplier Cntact receives an frm requesting material cmpliance infrmatin The will prvide useful links t infrmatin and tls yu can use t prvide the cmpliance infrmatin B Suppliers with BPIA access shuld respnd by clicking n the Cmpliance Data Submissins link C Suppliers withut BPIA access shuld respnd by cmpleting the attached MDF Supplier Cntact Heading A Infrmatin and instructins C B Attached Material Declaratin Frm (MDF 2.0)

5 Header Elements 1 Infrmatin 2 Editable Nn Editable Inc 1501 Page Mill Rad Pal Alt, CA Infrmatin All fields are preppulated with infrmatin frm the system based n the campaign initiatr and the specified supplier IDs 2 Supplier Infrmatin This sectin is fr the individual respnsible fr the declaratin t fill ut 3 Cmments Users can enter additinal cmments with respect t his/her submissin f the declaratin 4 Validate Dcument Entries This actin perfrms errr checks against the entire declaratin NOTE: As a cnvenience feature, this actin will als perfrm an autfill fr all substances with n infrmatin. It sets the substances t Absent

6 Header Elements (cntinued) Infrmatin Nn Editable Editable Inc 1501 Page Mill Rad Pal Alt, CA Send Declaratin Sends the declaratin back t fr validatin and imprt thrugh sending an with the declaratin attached 6 Generate IPC 1752C Prvides the ptin t generate an IPC1752 XML dcument as well as a final spreadsheet cpy f the declaratin WITHOUT generating an t

7 Header Elements (cntinued) Supplier Acceptance drpdwn Drpdwn bx which cntains ptins Accept and D Nt Accept 2 Legal Declaratin Legal text which the user must agree t befre submitting the declaratin fr review 3 E-Signature checkbx Electrnic message and checkbx designated fr the persn wh is respnsible fr the filling ut the dcument 4 Declaratin Statement Legal text the user must adhere t and als acknwledge befre submissin

8 Part Header Elements 1 Prduct Infrmatin Part Number Part Name Prduct Infrmatin Clumn cntaining all high level infrmatin regarding the part specific t prvided data 2 Part Number specific part identifier tied t the manufacturers part number (Mfr Item Number) 3 Part name Alphanumeric name given t the part by 4 Unit Unit measure in which the part(s) are currently recrded int the system. Nn-editable 5 Supplier Prduct Infrmatin Clumn cntaining all high level infrmatin regarding the part specific t the supplier prvided data 6 Mfr Item Number Part number specific and applied by the supplier entity. Editable 7 Mass Mass weight f the part. Empty fields are due t nt always having this infrmatin n the part

9 Part Header Elements (cntinued) Prduct Infrmatin Part Number Part Name UM Unit f Mass drpdwn specific t the Mass field in which users can specify different units representing the part 9 Prcess Declaratin Yes/N drpdwn which users can chse t include r exclude ne r mre parts frm the final declaratin submissin 10 Declaratin Status Status clumn which prvides cmpletin status f each part in the dcument as users fills in infrmatin. Nn-editable 11 Scrlling This dcument has bth hrizntal and vertical scrll lcking, frm the end f the Declaratin Status clumn (clumn K) and frm the bttm f the Prduct sub headers

10 Substance Header Elements Nn Editable Substance clumn headers Main substance clumn cntaining all lw level infrmatin fr specific substances 2 Cntained Drpdwn where the user must specify the presence f the substance in the part Additinal substances included 3 Cncentratin Numerical field representing the cncentratin f the substance currently present within the part. Influenced by the Cntained status 4 UP Unit f Prprtin drpdwn t qualify the Cncentratin measurement f the substance. Influenced by Cntained status 5 Exemptins Multi select drpdwn t select ne r mre exemptins specific t the substance in the header. This field is influenced by the cmbinatin f the Cntained and Cncentratin values.

11 Filling ut the Spreadsheet Infrmatin Inc 1501 Page Mill Rad Pal Alt, CA Incrprated Prduct Infrmatin Part Number Part Name There is n specific rder in which t fill ut the spreadsheet Final submissin will nt be cmplete unless all required fields are filled ut

12 Filling ut the Spreadsheet Admin/Cntact infrmatin 1. Fill in all required (*) fields as the individual respnsible fr prviding the infrmatin Authrized representative required Title f Authrized Rep required Cmpany Name required Cmpany Address ptinal Respnse Date required (Date Selectr) ptinal Phne ptinal Cmments ptinal Infrmatin Inc 1501 Page Mill Rad Pal Alt, CA 94304

13 Filling ut the Spreadsheet Admin/Cntact infrmatin (cnt.) Nte: Leaving any f these fields blank will result in an errr dialg when: Validate Dcument Entries buttn is clicked when ne r mre required fields are blank Send Campaign buttn is clicked when ne r mre required fields are blank Generate IPC XML buttn is clicked when ne r mre required fields are blank

14 Filling ut the Spreadsheet Part/material cmpliance infrmatin Preppulated data fields Requirement Varies with Cntained status Prduct Infrmatin Part Number Part Name User Required Each part will have blank substance declaratins Answers fr each part must be filled ut befre submissin can be cmplete Declaratin statuses are influenced by cmpletin f the rw Users can cpy and paste different substance declaratins t different parts if necessary Nte that the spreadsheet des nt supprt srting

15 Filling ut the Spreadsheet Part Infrmatin (cntinued) 1. Fill in the Mass value f the parts 2. Use the UM drpdwns t specify g, kg, r mg fr the unit f Mass 3. Under Prcess Declaratin, leave ptin set t Yes t prcess the declaratin fr the part; set t N if yu d nt wish t prcess a declaratin fr the specified part Nte: If yu dn t wish t prcess the declaratin fr a part then yu MUST prvide a reasn (bslete part, unknwn part number, ) in the bdy f the that is sent back t. Refer t the ptinal cmments sectin in the Submiting a Declaratin slide (see further). Prduct Infrmatin Part Number Part Name

16 Filling ut the Spreadsheet RHS and Restricted Substances T declare a RHS substance with an exemptin(s) (in this case Cadmium) fr the first part 1) Select Intentinally Added fr the Cntained clumn Cncentratin and UP becme enabled 2) Fr Cncentratin, enter a value that is ver the specified threshld enfrced by the Regulatry List Exemptins becme enabled 3) Select an exemptin fr Cadmium fr that particular part T deselect an exemptin, chse it again in the drpdwn 1 2 3

17 Filling ut the Spreadsheet RHS and Restricted Substances (cntinued) Declaring a RHS substance with n ver threshld limit value will keep the Exemptins cell disabled Fr example: using lead 1. Select Intentinally Added fr the Cntained clumn under the Lead sectin 2. Enter a value under the declared threshld fr Lead 1 2

18 Filling ut the Spreadsheet RHS and Restricted Substances (cntinued) Once substances have been filled ut withut any errrs, the part is ready fr submissin The Declaratin Status indicatr fr the part, Part Number 1276, at the very tp f the list nw has a status f Cmplete because the Mfr Item Number, Mass, RHS substances, Restricted substances sectins have been cmpleted Prduct Infrmatin Part Number Part Name The screensht belw represents the first 4 parts with their wn unique substance entries Declaratin Status Prduct Infrmatin Part Number Part Name

19 Filling ut the Spreadsheet Fill Absent Example Infrmatin Inc 1501 Page Mill Rad Pal Alt, CA Incrprated Prduct Infrmatin Part Number 1. Click n the Validate Dcument Entries buttn

20 Filling ut the Spreadsheet Fill Absent (cntinued) Example 2. After clicking the buttn, the user is given the Yes/N prmpt bx, asking t put the value ABSENT in blank declaratins 3. Click Yes t set the last remaining parts substances values t Absent. Clicking N will result in nthing happening. Inc 1501 Page Mill Rad Pal Alt, CA Incrprated Prduct Infrmatin Part Number Part Name

21 Filling ut the Spreadsheet Fill Absent (cntinued) Example Infrmatin Inc 1501 Page Mill Rad Pal Alt, CA rprated Prduct Infrmatin Part Number Part Name After clicking the Yes ptin frm the last dialg, the remaining parts declaratin statuses have been aut filled, and their Declaratin Status is Cmplete In this example, we are giving a cnfirmatin dialg, stating that the dcument is nw valid NOTE: Befre this actin can take place, the user must accept the E-Signature checkbx and Supplier Acceptance agreements, therwise an

22 Filling ut the Spreadsheet Cmpleted Dcument After finishing the previus examples, the MDF 2.0 spreadsheet is nw cmpletely filled ut with substance declaratins and a sign ff f the legal text Infrmatin Inc 1501 Page Mill Rad Pal Alt, CA Incrprated Prduct Infrmatin Part Number Part Name

23 Submitting the Declaratin Sending/Submitting declaratins via the Send Declaratin buttn will be cmpletely autmated Clicking this buttn will perfrm a last final check (using the Validate Dcument Entries buttn functin) t ensure n users errrs were created up the pint f final submissin Next the user may be given a prmpt fr chsing an prvider in which username and passwrd credentials must be prvide in rder fr the spreadsheet t cmpse the Infrmatin Inc 1501 Page Mill Rad Pal Alt, CA 94304

24 Submitting the Declaratin Send Campaign via Scenari Click Send Declaratin buttn 2. A Yes/N dialg bx will appear asking t cnfirm whether t prceed r nt By clicking Yes, the spreadsheet will the prceed t generating nt nly the , but als 2 very imprtant dcuments: an IPC1752A XML and XLSX cpy f the spreadsheet Clicking N will abrt the send actin Infrmatin 2 Inc 1501 Page Mill Rad Pal Alt, CA 94304

25 Submitting the Declaratin Send Campaign via Scenari 1.1 (cntinued) After clicking Yes in the previus dialg bx, a new dialg bx called Send will appear This dialg will allw the user t select an applicatin t use fr the back t. The current default applicatin will be presented as the first ptin Select Other client t select anther applicatin Fr this scenari, we will select the Default applicatin (Micrsft Outlk) ptin Click Cntinue. Nte: Clicking Cancel will abrt the actin Infrmatin 1 Inc 1501 Page Mill Rad Pal Alt, CA 94304

26 Submitting the Declaratin Send Campaign via Scenari 1.1 (cntinued) Anther dialg will appear, stating prmpting the user t enter his/her full name This name will appear in the generated bdy 1. Enter yur name inside the dialg 2. Click Cntinue Infrmatin Inc 1501 Page Mill Rad Pal Alt, CA

27 Submitting the Declaratin The next dialg is ptinal but will allw the user t enter a custm message which will appear in the cmpliance inbx/wrkbench Nte: Fr every part yu dn t wish t declare yu MUST put a reasn in this cmments field (as indicated in ne f the Filling ut the Spreadsheet slides Attachments such as supprting dcuments can als be added using this dialg by clicking Add 1. Type in a manual text if necessary and/r click the Add buttn t brwse the lcal PC fr attachments 2. Click Cntinue t mve t the next step Must cntain a reasn fr each undeclared part in the spreadsheet 1 2

28 Submitting the Declaratin Frm the previus steps, supprting dcuments will be added t the inbund message alng with the IPC1752 XML dcument and final cpy f the spreadsheet The final cpy is a LOCKED dcument t prevent further edits t the data 1. After clicking Cntinue frm the last step, a Yes/N dialg will appear asking t save a lcal cpy f the final dcument fr recrd keeping 2. Click Yes t generate a cpy f the dcument and save it lcally. NOTE: Clicking N will nt generate a lcal cpy fr the users business recrds, but will cntinue t the next step 3. File explrer will appear t allw the user t save a final XLSX cpy f the spreadsheet n the lcal machine 1 2

29 Submitting the Declaratin Send Campaign via Scenari 1.1 (cntinued) With an autmated prcess, the user will then see a fully cmpsed with three dcument attachments Industry standard IPC1752A XML dcument Final cpy f the spreadsheet Custm supprting dcument WHAT ARE THESE DOCUMENTS? IPC1752A This is a XML frmatted materials declaratin standard that facilitates the exchange f material/part infrmatin in the supply chain between 2 r mre cmpanies The spreadsheet autmatically generates this file (as seen in this scenari s far) based n data entered, taking that respnsibility ut f the users hands fr cnvenience and accuracy uses this dcument t electrnically prcess cmpliance declaratins frm suppliers NOTE: It is nt recmmended t alter this dcument manually. Data may nt get prcessed crrectly Spreadsheet cpy The spreadsheet utputs an XLSX (Nn-Macr file) versin f itself per legal requirements. as well as the supplier have a cpy Fr legal requirements and audit purpses, this dcument is lcked t prevent data changes

30 Submitting the Declaratin cmpliance prcessing inbx Custm message frm the user ppulated here Aut generated subject line Final XLSX cpy f the spreadsheet IPC1752 XML generated dcument User specified supprting dcument Click Send T submit t

31 Submitting MPN Change Requests Mfr Item Number Update Request As indicated earlier in this guide, the Mfr Item Number (MPN) is an updateable alphanumeric field in which the supplier can enter a crrectin in case the riginal value is incrrect allws this field t be updated in an effrt t receive and maintain accurate infrmatin The spreadsheet will detect changes t this field and will generate a separate similar t the autmated declaratin message The upcming examples will illustrate this using Micrsft Outlk fllwing the same prcess as befre. Except the MPN Change Request will be the first generated, even befre the cmpliance respnse

32 Submitting MPN Change Requests Mfr Item Number Update Request Example Using the same spreadsheet seen thrughut this guide, the respnder nw wants t crrect the Mfr Item Numbers cmmunicated by Change the entered Mfr Item Number t the crrect number Prduct Infrmatin Part Number Part Name Prduct Infrmatin 1 Part Number Part Name

33 Submitting MPN Change Requests Mfr Item Number Update Request - Example In parallel t sending the cmpliance declaratin, an MPN change request will als be created Mving frward int the prcess, after the user clicks cntinue n the Cmments and Attachments dialg, this Mfr/MPN change request is generated Please see next slide fr illustratin Illustratin f cmpsed Mfr/MPN change request

34 Submitting MPN Change Requests Mfr Item Number Update Request - Example Attached spreadsheet with change request infrmatin Aut generated subject line Recipients f the change request Aut generated message bdy frm the spreadsheet

35 Tips and Tricks Q: I receive an errr when clicking the Send Declaratin buttn. A: This errr can mean that the supplier s system may be incmpatible with the autmated way that the MDF frm creates s using the Send Declaratin buttn. Belw is the wrk arund: 1. Click the Generate IPC1752C buttn 2. Save the lcked versin f the MDF (.XLSX) and IPC (.XML) lcally 3. Attached bth f these files t an addressed t cmpliance.inbx@plcm.sapnet.hp.cm a. Optinally als attach the MPN change request.csv file if applicable t the Requestr s 3

36 Tips and Tricks cnt d Q: Why is the MDF file nt editable? A: Yu need t enable editing in the Excel frm: 3

37 Tips and Tricks cnt d Q: Why is it asking me t enable macrs and d I need t? A: Yu need t enable macrs t be able t use the MDF frm: Or under the File menu: 3

38 Thank Yu If yu have any further questins after this training, cntact: Dug Lckwd Jasn Gden

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