MMOG.np USER GUIDE Set Up MMOG.np Customer perspective
Table of Contents 1. INTRODUCTORY CHAPTER... 3 1.1. Registration... 3 1.2. Licence... 3 1.3. Ecosystem... 3 1.4 Users - Roles and rights... 5 1.5 Catalogue and profile... 5 2 REGISTRATION... 6 3 OBTAIN LICENCE KEY... 8 4 SET UP OWN ORGANISATION COMPANY AND SITES... 10 4.1 Use case... 10 4.2 Own organisation Company... 11 4.2.1 Create your Own organisation - Company... 11 4.2.2 Update company workflow policy Individual mode Collaborative mode... 13 4.3 Own Organisation - Company sites... 14 4.3.1 Create sites manually... 14 4.3.2 Create sites using the bulk import functionality... 16 5 SET UP SUPPLIERS... 20 5.1 Create Suppliers manually... 20 5.2 Create suppliers using the bulk import functionality... 23 6 SET UP USERS... 27 6.1 Creating a C-Admin... 27 6.2 User management Login and password reset... 28 6.3 Creating an S-Admin... 31 6.4 Creating Reviewers... 33 7 SET UP CATALOGUES AND PROFILES... 34 7.1 Catalogues... 34 7.2 Profiles... 37 8 ANNEXE 1: USE CASES... 39 8.1 Scenario... 39 8.2 Colossal Car company (OEM)... 40 8.3 Tremendous Trucks Ltd (OEM)... 42 8.4 Super Springs Factory (Supplier)... 43 8.5 Great Gear boxes (Tier 1)... 44 12/07/2017 Set up MMOG.np 2
1. INTRODUCTORY CHAPTER 1.1. Registration Access to the MMOG.np application (local or cloud). Here you will be asked to create an account to register: - Your MMOG/LE Ecosystem - Your initial Company Administrator (C-Admin) Once you have done this you will need to request a licence key. 1.2. Licence To be able to run MMOG NP you will need a software licence. Whatever the platform you are using: - Desktop version - Internet version - Intranet version the licencing model and the way you use the application are the same. Licences are linked to 3 criteria: 1 - Type of catalogue (always MMOG/LE) 2 - Version of MMOG/LE catalogue to be used e.g. Version 4, Version 5 etc. 3 - Number of different sites (divisions/departments) in your company which receive assessments from suppliers. e.g. 1 only, 2-5, 7-10 etc. To obtain your licence key you will be asked to complete an order form on either the Odette International website https://www.odette.org/mmog/information 1.3. Ecosystem To be able to use the application you will have to set up the ecosystem for your own organisation. From the customer perspective the ecosystem has to be set up as described below: 12/07/2017 Set up MMOG.np 3
We have based this User Guide on the following use case, where supplier sites send assessments to an OEM customer. The Colossal Car Company ecosystem will be set up as described below. 12/07/2017 Set up MMOG.np 4
1.4 Users - Roles and rights In MMOG NP you can set up 3 user Roles: Company Administrator (C-Admin), Site Administrator (S- Admin) and Reviewers (Assessor). Each Role has specific rights. The C-Admin manages the whole application. The initial user with this role is created during the Registration process (see Registration above). If required, the initial C-Admin can add further users with a C-Admin role. Users with S-Admin and Reviewer roles are linked to individual Sites, so you must create at least one Site (see Ecosystem above) before creating users with these roles. 1.5 Catalogue and profile Catalogue A catalogue is the list of criteria for an MMOG/LE version. To be able to receive assessments from your suppliers in MMOG.np, you must install (import) the version of the MMOG/LE catalogue you want to use with your suppliers. The current version of the MMOG/LE catalogue is V4. You will be able to download MMOG/LE catalogues in several languages from the Catalogue libraries maintained by Odette International on its website. Which versions of these catalogues can be installed and used in your application will depend on the type of licence that you have. Profile A profile is a filter applied on the criteria of a catalogue. The default profile for a catalogue is the FULL profile. All the MMOG/LE criteria (197 in V4) are included in this profile. Applying an alternative profile will reduce the number of criteria to be assessed. Currently, the only alternative profile is the BASIC profile which includes 106 of the full 197 criteria. To apply the BASIC profile you must import the corresponding Profile file. The assessment scoring and the associated charts are calculated and displayed according to the selected profile. You will be able to download and install any of the alternative profiles that exist in the Profile libraries maintained by Odette International on its website. 12/07/2017 Set up MMOG.np 5
2 REGISTRATION Important: - When you access the application for the first time, you will register the user with the initial C-Admin role When you access the Odette MMOG.np application for the first time, you will register your MMOG.np account and the person who will be the initial C-Admin. Register your account and create the initial C-Admin. 12/07/2017 Set up MMOG.np 6
You are now logged in as C-Admin. To go any further in the application you need to request a licence key 12/07/2017 Set up MMOG.np 7
3 OBTAIN LICENCE KEY Requesting your licence key: In the View menu, click on Licence. Request licence key. A draft email should be created in your email system. Complete the necessary details and send it to Odette. 12/07/2017 Set up MMOG.np 8
Import the licence key file when received from Odette. From the appropriate folder on your computer, select the licence key file received from Odette Upload file You have successfully imported your licence key! 12/07/2017 Set up MMOG.np 9
4 SET UP OWN ORGANISATION COMPANY AND SITES 4.1 Use case In this example, we are acting as Colossal Car Company. We will set up our own organisation Company Colossal Car Company and one Site (Division) CCC European HQ 12/07/2017 Set up MMOG.np 10
4.2 Own organisation Company Important: 4.2.1 Create your Own organisation - Company - To create your own organisation company, you must be logged in as C-Admin - Only a single own organisation company can be created To create your own organisation company, select Company in the Own organisation section in the view menu. Complete the fields and save. Role: select Own organization from the drop down menu 12/07/2017 Set up MMOG.np 11
You have now created your own organisation company and can view, or edit the record. 12/07/2017 Set up MMOG.np 12
4.2.2 Update company workflow policy Individual mode Collaborative mode According to Customer perspective, the workflow policy controls Customers review and Supplier updates. There are 2 options: Individual mode and Collaborative mode. By selecting Individual or Collaborative you will change the behaviour for reviewing suppliers assessments. Individual Mode: the Individual mode doesn t allow reviewers to change the answers given by suppliers. This is the best practice to manage MMOG LE self-assessment. By default, the workflow policy is set as Individual. Collaborative Mode: the Collaborative mode allows reviewers to change the answers given by suppliers. This should be used in collaboration with your supplier for common review or audit. Once the supplier answers have been changed by a reviewer, don t forget to send back this new review as an XML file to your supplier (see User Guide: MANAGING ASSESSMENTS Customer perspective ) to be sure you have both, Customer and Supplier, the same version of the self-assessment. You can switch the workflow policy at any time. 12/07/2017 Set up MMOG.np 13
4.3 Own Organisation - Company sites Important: - You must create at least one site for your own organisation company - To create a site you must be logged-in as a C-Admin - You cannot delete a site when you have an assessment linked to it - You can create sites manually (one by one) or using the bulk import functionality 4.3.1 Create sites manually To create your Sites, select Sites in the Own organisation section in the View menu. In the customer perspective you must create at least one Site. Click on New Site Enter the Site details and Save. 12/07/2017 Set up MMOG.np 14
You have created a new site. You can view, edit or delete the record. Depending on your licence, you may also be able to create other sites for your company, as required. Create other sites if required. 12/07/2017 Set up MMOG.np 15
4.3.2 Create sites using the bulk import functionality You can create sites for your own organisation by using the bulk import functionality. MMOG.np requires UTF-8 encoded plain text files to import data (csv files). How to create csv files? There are several ways to create csv files - export data from other systems (e.g. CRM database or other databases) - export from Excel - manually by using a plain text editor We describe here how you can create a csv file based on the Excel template provided by Odette to import data. Download Odette Excel template: http//odette.org/mmog/resources Open the template. Please note: - The template has to include a heading line as defined in the sample-files UUID, title, address.line_1, address.line_2, address.zip_code, address.city, address.state, address.country (ISO 3166-1). - The validation of fields is implemented according to the validation within MMOG.np e.g. mandatory fields, unique fields - All entries must be correct for the import to be successful - The application shows existing import problems to be solved when importing files - When the same UUID is used several times in a file: o o if it is imported for the first time, a "duplicate UUID error" will be triggered if the UUID is already in the database, the last record in the list will be the one that is taken into account. 12/07/2017 Set up MMOG.np 16
Fill in the Excel template with data: Using Excel we suggest to use "save as..." and choose "comma separated values (csv). Once you have saved your csv file, to import data select CSV Import in the Own organisation section in the View menu. Import Data. 12/07/2017 Set up MMOG.np 17
You have imported new sites. You can see that the sites have been created, by selecting Sites in the Own organisation section in the View menu 12/07/2017 Set up MMOG.np 18
Please note: - There are several csv formats but not all of them generate the right data format. - csv stands for "comma separated values" but Excel exports often use semicolon as the field separator. This is because in Europe the comma is often used as the decimal separator ( e.g. 10,45). - You can choose the field separator within the application (; or,) - If MMOG.np shows an error like "Unexpected text encoding error: "\xef" from ASCII-8BIT to UTF-8" please choose another export in Excel. 12/07/2017 Set up MMOG.np 19
5 SET UP SUPPLIERS Important: - To create a supplier, you must log in as a C-Admin - Each supplier site from which you receive assessments must be set up as a separate supplier - You can create suppliers manually (one by one) or using the bulk import functionality 5.1 Create Suppliers manually In this example we will set up Great Gearboxes Stuttgart as a supplier site for Colossal Car Company. To create a supplier site, select Manage Companies in the Partners section in the View menu. Click on New Company Enter the details. Role: select Supplier in the drop down menu You must also enter the supplier numbers (Manufacturing site and/or Shipping site) that you have assigned to your supplier. 12/07/2017 Set up MMOG.np 20
You have now created a supplier site. You can view, edit or delete the record. The number of supplier sites you can create is unlimited. See below. 12/07/2017 Set up MMOG.np 21
You can display and edit existing suppliers in a dedicated Menu option, select Suppliers in the Partners section in the View menu In this view, you are able to manage existing suppliers only. Note: At this stage you can delete Suppliers because as a customer you did not manage any assessments yet with your suppliers. As soon as you have managed an assessment for a supplier, this supplier cannot be deleted anymore. 12/07/2017 Set up MMOG.np 22
5.2 Create suppliers using the bulk import functionality You can create suppliers for your own organisation by using the bulk import functionality. MMOG.np requires UTF-8 encoded plain text files to import data csv files). How to create csv files? There are several ways to create csv files - export data from other systems (e.g. CRM database or other databases) - export from Excel - manually by using a plain text editor We describe here how you can create a csv file based on the Excel template provided by Odette to import data. Download Odette Excel template: http//odette.org/mmog/resources. Open the template. Please note: - The template has to include a heading line as defined in the sample-files UUID, title, role, manufacturing_site,shipping_site, contact_name, email, telephone, address.line_1, address.line_2, address.zip_code, address.city, address.state, address country (ISO 3166-1). - The role can only be supplier or customer - For the import of my suppliers I have to specify either manufacturing_site or shipping_site - The validation of fields is implemented according to the validation within MMOG.np e.g. mandatory fields, unique fields - All entries must be correct for the import to be successful - The application shows existing import problems to be solved when importing files - When the same UUID is used several times in a file: o if it is imported for the first time, a "duplicate UUID error" will be triggered 12/07/2017 Set up MMOG.np 23
o if the UUID is already in the database, the last record in the list will be the one that is taken into account. Fill in the Excel template with data: Using Excel we suggest to use "save as..." and choose "comma separated values (csv). Once you have saved your csv file, to import data select CSV Import in the Own organisation section in the View menu. Import Data. 12/07/2017 Set up MMOG.np 24
You have imported new Suppliers. You can see that the suppliers have been created, by selecting Suppliers in the Own organisation section in the View menu 12/07/2017 Set up MMOG.np 25
Please note: - There are several CSV formats but not all of them generate the right data format. - CSV stands for "comma separated values" but Excel exports often use semicolon as the field separator. This is because in Europe the comma is often used as the decimal separator ( e.g. 10,45). - You can choose the field separator within the application (; or,) - If MMOG.np shows an error like "Unexpected text encoding error: "\xef" from ASCII-8BIT to UTF-8" please choose another export in Excel. 12/07/2017 Set up MMOG.np 26
6 SET UP USERS 6.1 Creating a C-Admin Important: - You created an initial C-Admin when you registered your account (see above) - To create another C-Admin, you must be logged in as the initial C-Admin To create another C-Admin (if required), select Users in the Own organisation section in the View menu. Click on New user. Enter the details for the second C-Admin. You will need to create an initial password for this user. Click Save 12/07/2017 Set up MMOG.np 27
You have now created another C-Admin. 6.2 User management Login and password reset Once you have created a new user Cadmin2 (Brian Setzer), he will receive a mail. The user has 2 options: Option A Click here to log in : The user can log in using his Login ID and the password assigned by the Administrator. Therefor the administrator should have sent the password to the user. 12/07/2017 Set up MMOG.np 28
Option B Click here to reset your password : The user can reset his password according to his log in ID given by the administrator. Then the user is logged in. If the reset link is not used within 2 hours, he will get an error message, because the reset link has expired 12/07/2017 Set up MMOG.np 29
To connect, the user has to reset his password himself at the log in page. 12/07/2017 Set up MMOG.np 30
6.3 Creating an S-Admin Important: - Prior to creating S-Admin, you must have set up your site(s) (see above). - You must be logged in as C-Admin To create a user with an S-Admin role, select Users in the Own organisation section in the View menu. Click on New User Enter the S-Admin details, create a password, select Site and Role Click on Save 12/07/2017 Set up MMOG.np 31
You have now created an S-Admin. The S-Admin will receive an email to manage his log in and to reset his password. See 5.2 -User management Login and password reset to check the process. You can create as many S-Admin per site as required. You can use the search boxes to find users with specific roles. 12/07/2017 Set up MMOG.np 32
6.4 Creating Reviewers Important: - Prior to creating Reviewers, you must set up your site(s) (see above). - Reviewers take the Assessor role in the application - If logged in as C-Admin, you will be able to create Reviewers (Assessors) for all sites. - If logged in as S-Admin, you will be able to create Reviewers (Assessors) for your site only. The process to create a Reviewer (Assessor) is the same as the process to create an S-Admin. You just have to ensure that you have selected the correct Role. 12/07/2017 Set up MMOG.np 33
7 SET UP CATALOGUES AND PROFILES Important: - Download Catalogue and Profile files from the Odette website. - To import Catalogues and Profiles you must be logged in as a C-Admin 7.1 Catalogues You can download Catalogues and Profiles from the Odette website: http://odette.org/mmog/resources To import catalogues, select Available Catalogues and profiles in the Own Assessments section in the View menu. Import Catalogue Select the Catalogue file from the appropriate folder on your computer. 12/07/2017 Set up MMOG.np 34
Upload Catalogue Catalogue has been successfully imported You can upload for each catalogues as many as you want of the available languages. You can display or delete the catalogue. 12/07/2017 Set up MMOG.np 35
To display catalogues in different languages, select appropriate Language in the language menu. 12/07/2017 Set up MMOG.np 36
7.2 Profiles Important: - Catalogue default profile is Full To import alternative profiles, select Available Catalogues and Profiles in the Resources menu. Import Profile Select the Profile file from the appropriate folder on your computer 12/07/2017 Set up MMOG.np 37
Upload selected Profile. Profile has been successfully imported. You can now see the alternative Profile 12/07/2017 Set up MMOG.np 38
8 ANNEXE 1: USE CASES 8.1 Scenario 12/07/2017 Set up MMOG.np 39
8.2 Colossal Car company (OEM) 12/07/2017 Set up MMOG.np 40
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8.3 Tremendous Trucks Ltd (OEM) 12/07/2017 Set up MMOG.np 42
8.4 Super Springs Factory (Supplier) 12/07/2017 Set up MMOG.np 43
8.5 Great Gear boxes (Tier 1) 12/07/2017 Set up MMOG.np 44
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