IBM PCN/EOL Database Supplier User Guide

Transcription

1 IBM PCN/EOL Database Supplier User Guide For questions or comments, please contact Kathy McLaughlin Page 1 of 15

2 PCN/EOL Document Submission Product Change Notices (PCNs) and End of Life (EOL) notices are now submitted to IBM through the PCN Application located in the IBM Supply Portal. This application allows suppliers to directly access PCN and EOL documents in the tracking database to create, review and edit open documents. Reports are available for downloading. This document reviews the following: 1) How to get access to PCN-Supplier. 2) How to submit a PCN or an EOL notice using PCN-Supplier. 3) How to view and edit documents in PCN-Supplier. 4) What notifications are sent from PCN-Supplier. 5) Screen shots from different views in PCN-Supplier. Access to the IBM Supply Portal Access to the PCN-Supplier application is through the IBM Supply Portal. The portal URL is How to obtain a userid and password to the Supply Portal If you are a guest user, you must go to the IBM Registration (IR) site and obtain a userid and password before you can enroll for any of the restricted applications under the Supply Portal. From the Supply Portal Overview page, click Register under the IBM Registration heading. This will take you to the Register page at the IBM Registration (IR) site. Complete the fields on the Register page. Most of the fields are self-explanatory. The fields designated in the registration form with an asterisk (*) are required to complete this transaction; other fields are optional. Please note that the userid you select CANNOT CONTAIN character. Your request for access will be rejected if the userid Important! Be sure to keep a written record of your userid and password. Access your personalized My Portal page All users who have obtained a userid and password can access a personalized My Portal page, which lists their user functions and links to public applications and the restricted applications they have enrolled for. To access your personalized My Portal page, click My Portal from the Overview page. Provide your username and password, and your personalized My Portal page will appear. Page 2 of 15

3 Regular User Abilities PCN/EOL Document Submission A Regular user is a Supply Portal user who has both obtained a userid and password and enrolled for one or more of the Portal's restricted applications. A regular user can: Click "Report Generation" under Search to generate reports showing the applications the user is enrolled for, an application's approval cycle, an application's authorized users in the same company, the company's authorized applications, and the company's authorized users Search for a user who belongs to the same company by clicking "User" under Search Change user information by clicking "Change user info" under User Request removal of access to a restricted application that the user has enrolled for by clicking "User Remove App Access." Request access to any of the restricted applications that the company is authorized for by clicking "Request app access" under User. How to request access to PCN-Supplier If you are new to the Supply Portal, you can request access by clicking on "New User App. Enrollment" under User Functions section and following the directions. If you already have access to other restricted applications in the Supply Portal, you can click on Request App Access and follow the directions. If your company does not have access to PCN-Supplier, you must contact your company's Portal coordinator and ask the coordinator to request company access to the application. In order to submit PCNs and EOL documents, you will need access to the PCN-Supplier application. If you need to modify the information you submitted (for example, you want to enable the notification feature), you can click on Modify App Access and follow the directions. Documents in PCN-Supplier 1) Log onto My Portal. 2) Click on PCN-Supplier icon under Applications. 3) The section "PCN" contain all active PCNs for your company. Active is defined as open or closed within the last 90 days. There are 2 views in this section: view by Supplier PCN Number or View by IBM Council. 4) The section "EOL" contain all active EOLs for your company. Active is defined as open or closed within the last 90 days. There are 2 views in this section: view by Supplier EOL Number or View by IBM Council. Page 3 of 15

4 5) The section Reports contain daily PCN reports and EOL reports for your company. Any PCNs or EOLs added to the database will not appear in the report until the next day. Instructions for downloading and viewing reports can be found by clicking on the document. 6) To view archived PCN and EOL documents, click on PCN/EOL archive under the Related Links section. This section contains PCN and EOL documents closed greater than 90 days. You will only be able to view documents in this database. Procedure for PCN Submission 1) Log onto My Portal ( 2) Open PCN-Supplier. 3) Click Create PCN Submission at top of screen. 4) Provide Supplier PCN Number. Supplier PCN number is the number used by your company to track the PCN. If your company does not have a PCN number, please make one up as this is a required field. 5) Provide the requested completion date. The date must be in MM/DD/YYYY format. This date is when you would like IBM to provide a decision on the request. 6) Provide the date when the product being changed will be taken out of production. The date must be in MM/DD/YYYY format. This date is when you plan to stop production of the old product. If you do not plan to stop production of the old product or this field does not apply to the change, please provide a date that is 25 years in the future. 7) Select the IBM council affected by the PCN from the pull down list. If there are multiple councils affected, please select the council most affected by the change (the one with the most PNs affected). 8) Choose the commodity affected from the pull down list. 9) For certain councils, you can select other councils that are affected by the PCN. 10) For certain councils, you will be asked to provide the site, then the division that is affected by the PCN from the pull down list. 11) Choose the Type of PCN that most closely fits the PCN from the pull down list. 12) Choose the request type. "Advance Notice" means that all of the data or samples are not ready, but you want IBM to establish requirements needed to properly evaluate the PCN. Execute means everything is ready to go and you want IBM to begin the approval process. 13) Choose the reason the change is being made from the pull down list. Choose the item that most closely fits the change. 14) Set Spec Change with the correct answer (if the PCN caused a change to the data sheet or the physical outline drawing, check yes). 15) Provide the date when you plan to begin shipping the change to IBM. The date must be in MM/DD/YYYY format. 16) Type in a detailed description of the PCN in the Description section. This is a text only field. 17) If the PCN is Advance Notice, fill in the date when samples for Functional Application Testing will be available and the date when the qualification data will be available. If Execute is selected, these fields are optional. Page 4 of 15

5 18) Fill in the original supplier PN. If there are many, type in "See attachment" and attach the list at bottom of document. (Use spread sheet or any delimited text file. Please identify column delimiter) 19) Fill in the new supplier PN. If there are many, type in "See attachment" and attach the list at bottom of document. (Use spread sheet or any delimited text file. Please identify column delimiter) 20) Fill in the IBM PN affected. If there are many, type in "See attachment" and attach the list at bottom of document. (Use spread sheet or any delimited text file. Please identify column delimiter) 21) If you wish to provide comments (screen shots, any rich text, etc.), please type or paste them into the supplier comments field. 22) If you have documentation in the form of attachments that you would like to provide, click browse to attach all pertinent data, including PCN document, specifications, qual data, F/A reports, audit results, etc. (Any formats are acceptable. PDF files are preferred). You are allowed to attach up to 4 attachments per edit session. If you need to attach more than 4 documents. Submit the PCN, then edit it. You will be able to attach 4 more documents for every edit. 23) When done, click Submit button. Procedure for PCN Viewing or Edit 1) Find the PCN you wish to view or edit and double click on it. 2) The PCN will open and you will be able to view all of the fields. Attachments will be located at the bottom of the form. 3) If there are reviewers for the PCN identified, you can see the status of each form at the bottom of the PCN. Click on the reviewer form and you can see the details and status of the reviewer. 4) If you wish to edit the PCN, click on edit at the top of the PCN form. You will be able to edit certain fields. When you edit any fields and save the document, the PCN owner will receive a notice that the field was changed. Page 5 of 15

6 Procedure for EOL Submission 1) Log onto My Portal ( 2) Open PCN-Supplier. 3) Click Create EOL Submission at top of screen. 4) Provide Supplier EOL Number. Supplier EOL number is the number used by your company to track the EOL. If your company does not have an EOL number, please make one up as this is a required field. 5) Select the IBM council affected by the EOL from the pull down list. If there are multiple councils affected, please select the council most affected by the change (the one with the most PNs affected). 6) Choose the commodity affected from the pull down list. 7) For certain councils, you can select other councils that are affected by the EOL. 8) For certain councils, you will be asked to provide the site, then the division that is affected by the EOL from the pull down list. 9) Set Last Buy date to the last day an order can be placed. The date must be in MM/DD/YYYY format. 10) Set Last Ship date to the last day an order will be shipped to IBM. The date must be in MM/DD/YYYY format. 11) Type in a detailed description of the EOL in the Description section. This is a text only field. 12) If you wish to provide comments (screen shots, any rich text, etc.), please type or paste them into the supplier comments field. 13) Paste into the Affected Parts field the list of IBM PNs affected, the supplier PNs affected, and any recommended alternatives. If there are too many, attach a spreadsheet (WK3 format) to the bottom of the document and type "See attachment." 14) If you have documentation in the form of attachments that you would like to provide, click browse to attach all pertinent data, including PCN document, specifications, qual data, F/A reports, audit results, etc. (Any formats are acceptable. PDF files are preferred). You are allowed to attach up to 4 attachments per edit session. If you need to attach more than 4 documents. Submit the PCN, then edit it. You will be able to attach 4 more documents for every edit. 15) When done, click Submit button. Procedure for EOL Viewing or Edit 1) Find the EOL you wish to view or edit and double click on it. 2) The EOL will open and you will be able to view all of the fields. Attachments will be located at the bottom of the form. 3) If there are reviewers for the selected EOL, you can see the status of each form at the bottom of the EOL. Click on the reviewer form and you can see the details and status of the reviewer. 4) If you wish to edit the EOL, click on edit at the top of the EOL form. You will be able to edit certain fields. When you edit any fields and save the document, the EOL owner will receive a notice that the field was changed. Page 6 of 15

7 Procedure for Receiving PCN Reports 1) Log onto My Portal ( 2) Open PCN-Supplier. 3) Click Rep at top of screen. 6) Find the PCN report you want to view and click on the date. 7) Click on the text file attachment at the bottom of the open form. 8) Click on the Browser's File-Save As and download the document to your system. Remember what directory path you used to determine where you saved the file! 9) Open your spreadsheet program. 10) Open the text file as a Delimited Text file. Use the $ character as the delimiting character. This will set the file up in columns that you can read! Page 7 of 15

8 PCN Receipt Acknowledgment from IBM The following message is automatically generated from the PCN database and sent to the supplier representatives listed in database as well as person who submitted the PCN. Author of note is the Poughkeepsie Agent. This is an acknowledgment that IBM received the following PCN submitted by your company and has been assigned to the person listed below for processing. Please contact that person for questions or updates. Supplier PCN number 111 IBM PCN number SCHA-4WQRV6 Council name COUNCILTEST Commodity COMMTEST Due date 5/31/01 Request type Advance Notice Supplier name ESI TEST CO. Date PCN sent to IBM focal point 5/14/01 Specification change Yes Original Supplier component P/Ns 123 New Supplier component P/Ns 456 IBM Component P/Ns a, b, c Type of PCN PCN - Fab Site Change - Previously qualified by IBM PCN Status Open PCN Status Date PCN Owner(s) schandra@us.ibm.com Comments Page 8 of 15

9 Update Information from the PCN database The following message is sent from the PCN database by a reviewer and is sent to the supplier representatives listed in database as well as person who submitted the PCN. Author of the note is the PCN reviewer. The following is an update from the IBM PCN Management database. Please see the comments section for specific information regarding this note. Please contact the note author or the PCN Owner(s) listed below if you have questions or comments. Supplier PCN number TEST BRUCEM IBM PCN number DDBS-4WQVY9 Council name CABLES-CONNECTORS Commodity Cables Due date 7/30/2001 Request type Advance Notice Supplier name ZZZ INC Date PCN sent to IBM focal point Specification change TBD Original Supplier component P/Ns doesntwork New Supplier component P/Ns maywork IBM Component P/Ns n/a Type of PCN PCN - Cable component change PCN Status Open PCN Status Date PCN Owner(s) bmoore@us.ibm.com Comments This is a test of the PCN Notification system. Bruce's name should be in external form as well as being able to read this text. Page 9 of 15

10 Report Notification from PCN Database The following message is sent from the PCN database once per month and is sent to the supplier representatives listed in database as well as person who submitted the PCN. Purpose is to remind supplier of PCN report in database. Subject: New PCN Report created in PCN-Supplier Database. Date: Sat, 1 Dec :37: From: Enterprise_Services/Atlanta/IBM%IBMDC01 <Enterprise_Services/Atlanta/IBM%IBMDC01@us.ibm.com> To: zulpap@us.ibm.com, v2langlj@us.ibm.com, hpulido@us.ibm.com A new PCN Report was created in the PCN - Supplier Database Note: The document will be available in the database shortly. Link to document for Notes users: (Document link: ) Link to document for Web users: 82E0?OpenDocument Page 10 of 15

11 PCN-Supplier Entry Screen Page 11 of 15

12 PCN Form Page 12 of 15

13 PCN Submission Form PCN/EOL Document Submission Page 13 of 15

14 EOL Form Page 14 of 15

15 EOL Submission Form PCN/EOL Document Submission Page 15 of 15