FORM USER MANUAL

FORM USER MANUAL

Table of Contents

Chapter 1: Overview ____________________________________________________________________________________ 1

Chapter 2: Working with Forms __________________________________________________________________________ 2

2.1 Primary Registration Form -------------------------------------------------------------------------------------------------------- 2
2.1.1 Modifying a Primary Registration Form ...............................................................................3
2.1.2 Finalizing a Primary Registration Form ................................................................................9
2.2 Creating Additional Forms from Blank -------------------------------------------------------------------------------------- 9
2.2.1 Basic Details........................................................................................................................10
2.2.2 TimeLine and Recurrence ...................................................................................................11
2.2.3 Auto-Invite Suppliers ...........................................................................................................12
2.2.4 Suppliers..............................................................................................................................13
2.2.5 Approvals ............................................................................................................................14
2.2.6 Questionnaires ....................................................................................................................14
2.2.7 Notifications........................................................................................................................15
2.3 Creating a Form from Template ---------------------------------------------------------------------------------------------- 16
2.4 Creating a Form from Existing ------------------------------------------------------------------------------------------------ 17
2.4.1 Inviting Suppliers.................................................................................................................18

Chapter 3: Creating a KPI _______________________________________________________________________________ 19

3.1 Basic Details -------------------------------------------------------------------------------------------------------------------------- 19
3.2 Questionnaires ----------------------------------------------------------------------------------------------------------------------- 20
3.3 Submitting the KPI------------------------------------------------------------------------------------------------------------------ 20

Chapter 4: Accessing KPI Library ________________________________________________________________________ 21

4.1 Approving/Rejecting Suppliers------------------------------------------------------------------------------------------------ 22
4.1.1 Manual Approval Methods..................................................................................................22
4.1.2 Rule Based Approval Methods ...........................................................................................24

CHAPTER 5: Managing Forms _____________________________________________________________________ 25

5.1 Email Logs ----------------------------------------------------------------------------------------------------------------------------- 25
5.2 Score Summary ---------------------------------------------------------------------------------------------------------------------- 26
5.2.1 Manage Weights .................................................................................................................27
5.3 Responding on Behalf of Supplier ------------------------------------------------------------------------------------------- 27
5.4 Compare Response ---------------------------------------------------------------------------------------------------------------- 28
5.4.1 Export ..................................................................................................................................29
5.4.2 View Log ..............................................................................................................................30

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Chapter 1: Overview
Forms enable you to gather information from the suppliers. There are two types of forms that you can create in
SMART by GEP.

 Primary Registration Form (PRF): The PRF is a common form used across the organization to get the initial
supplier information. Creating a PRF is a one-time process and this PRF is then used across the organization for
on-boarding suppliers. When you invite a supplier to SMART by GEP, PRF is the first form that the supplier will
receive. Once the PRF is filled and submitted, the supplier can then login to SMART by GEP.
 Additional Form: Additional forms can be used to gather specific information from selected suppliers. If at a later
point you wish to gather more information other than the ones covered in the PRF, you can then create an
additional form and share it with the required suppliers.

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Chapter 2: Working with Forms

In this section, you will learn about creating the Primary Registration Form and Additional Forms and sending them
to suppliers during the on-boarding process.

2.1 Primary Registration Form

To on-board suppliers, you first need to create a Primary Registration Form. A Primary Registration Form is the form
that is sent to all suppliers that you intend to on-board. When invited, suppliers need to fill in the details on the Primary
Registration Form to get added into the system. It is usually created to capture basic information about suppliers
based on which you would add them to the system.

Based on the configuration of your product, you may have the option to create a Primary
Registration Form yourself. If not, the Primary Registration Form would have been already created
and configured according to your inputs.
Note

The Primary Registration Form is used across the organization for on-boarding new suppliers.
Contact your administration if you need to update the Primary Registration Form. For more
information on modifying/updating a Primary Registration Form, see Modifying a Primary
Note Registration Form.

1) The standard “Primary Registration Form” is already available in the system.

2) Click Supplier and then click Form. The Form landing page appears.

3) For more information on how to modify the details on a Primary Registration Form and save it, see Modifying a
Primary Registration Form.
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2.1.1 Modifying a Primary Registration Form

To modify the Primary Registration Form, see to it that the form is in a draft state:

2) Click Supplier tab, under that click Form, then select Primary Registration Form from the landing page.
3) The Primary Registration Form has three tabs; Basic Details, Questionnaires, and Suppliers.

2.1.1.1 Basic Details

On the basic details section, you can specify the basic details regarding your Primary Registration Form.

Fill in all the required details and click Save to save your Primary Registration Form.

2.1.1.2 Questionnaires

On the Questionnaire section, you can add questions that the responder will respond to while filling up the Primary
Registration Form.

A Primary Registration Form generally is not scored. All the questions added are for gathering
information, so scoring and adding weightages to questions is generally not done for a Primary
Registration Form.
Note

Adding a Question

For adding questions, you first create a group, followed by a questionnaire, and then questions within the
questionnaire.

To add a new group:

1) Click the Add Group icon.

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The following screen appears:

2) Enter the name of the group and click Add. A new group is created.

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2) Click the Mandatory, Allow Attachments, Informative, and Conditional check boxes, as applicable.

Field Description

Mandatory Ensure that the responder responds to the question.

Allow Attachments Allow the responder to add attachments to their

responses.

Informative Informative questions do not require any evaluation

and are asked only for information purposes.

No weightage is assigned to the

response for an informative question.
Note

Conditional Allow a responder to respond to additional questions

on the basis of the response selected for a preceding
question.

3) In the Question box, type a question for the supplier.

4) To add attachments, click Allows Attachment.
5) To define the type of response that the responder must provide for the question, in Attachment Only drop-down,
select the required type of response.

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The response types are as follows:

Field Description

Free Form-Single line Text Create a question for which the responder must
provide a one-line response.

Text Free Form-Multi line Create a question for which the responder must
provide a response which exceeds one line.

Free Form-Rich Text Allow the responder to type and also format the
response text.

Radio Buttons-Single Answer Create a question which the responder must answer
by selecting a radio button.

Check Boxes-Multiple Answer Create a question which the responder must answer
by selecting check boxes.

Unlike the radio buttons response type, check boxes

allow the responder to select multiple answers for a
question.

List Box Provide the responder a list of options to select from.

The responder can select one or more options from
the list.

Drop Down Create a question where the responder must select

one of the options provided in a drop-down list.

Matrix of Text Fields Create a table with multiple rows and columns, where
the responder can type the responses.

Matrix of Radio Buttons Create a table with multiple rows and columns, where
the responder can select a radio button to answer the
question.

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Field Description

Matrix of Check Boxes Create a table with multiple rows and columns, where
the responder can select check boxes to answer the
question.

Matrix of Drop Down Create a table with multiple rows and columns, where
the responder can select an option from a drop-down
list.

Date/Time Create a question which requires the responder to

provide a date and time.

Combination Matrix Create a table with both rows and columns.

The rows contain the criteria which the responder

must select a response for.

The columns contain a combination of response

options such as text boxes, radio buttons, check
boxes, and drop-down lists.

Table Type Question Create a table with columns, which contain a

combination of response options such as text boxes,
radio buttons, check boxes, and drop-down lists. In
this response type, suppliers can add additional rows
to the table if required.

Label Type Question Create a question where no response is expected.

For example, if you need to add instructions on how to

answer a question, you can insert a Label Type
Question between two questions.

Attachment Only Create a question where the responder must respond

by uploading a document.

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 In the Free Form response types, the supplier must type a response in the text boxes.
These responses are not scored automatically by the application.
 As a buyer, you also can respond to forms, on the responder’s behalf. While doing this, you
will be acting as a reviewer and will be performing the action of doing a review.
 For Radio Buttons, Check Boxes, List Box, and Drop Downs response types, you can assign
scores—between 0 and 5— to the options. This scoring range is the default range and can
be configured as required.
Note When evaluating the response, based on the option selected by the responder, the
corresponding score is assigned to the response.
For example, Option 1 is assigned a score of 3 and Option 2 is assigned a score of 4. The
supplier selects Option 1. When evaluating the responses, the supplier will automatically
receive a score of 3 for this question.

1) To preview how the questionnaire will be displayed to the supplier, click Preview button.
2) To save the questionnaire, click Save.
OR

To add one more questionnaire, click Add New Question icon.

3) After creating the question, you have to assign a weight to each question to be able to finalize the form. You can
assign a weight manually or allow the application to assign it.
 To manually assign the weight, in the box for each question, enter the weight.
 To enable the application to assign the weight, click Apply Auto Weight.

 To lock the weight entered, click the Lock icon.

In Auto Weight, if you have locked the weight when creating the question, the application will
exclude the question and assign weights to the remaining questions in the questionnaire. The
total of both the manually and automatically assigned weights should equal 100.
Note

4) On the Questionnaire section, select the Visible to Supplier option if you want your supplier to view your
questionnaire and respond.

5) Additionally, you select a question and can edit or delete using the or icon.

2.1.1.3 Suppliers

The Suppliers section displays the list of suppliers to whom the Primary Registration Form is sent to. Initially, the
Supplier section is empty and after finalizing the PRF, whenever you invite any new suppliers, they get automatically
listed here. For information on inviting suppliers, see Inviting Suppliers.

Alternatively, you can also invite a supplier by adding them to the supplier section from the supplier repository. For
more information, refer Suppliers.

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2.1.2 Finalizing a Primary Registration Form

Once you are done configuring the Primary Registration Form, click Finalize to finalize it. The below message is
displayed:

For information on how to invite suppliers and provide them the Primary Registration Form, see Inviting Suppliers.

Alternatively, you can also invite a supplier by adding them to the supplier section from the supplier repository and

then clicking the invite icon to invite the suppliers.

2.2 Creating Additional Forms from Blank

After the Primary Registration Form, if you have more questions that you would like to ask the supplier, you can make
use of Additional Forms. Additional Forms can be created with multiple sets of questionnaires and sent to the
suppliers for their responses. Following are the key points:

 Approvers can be configured to review the responses from the supplier.

 You can also review the supplier by responding to the questionnaire yourself.
 The trigger for sending forms can be as follows:
 While adding a supplier: You can configure pre-defined forms to be sent to the supplier.
 Ad-hoc: At any time, you can create a form and send it to a supplier for the responses.
 Auto-invite: While setting up the form, you can use the auto-invite feature, you can invite suppliers based on
Category, Region, Business Unit, Source Type, and the questions on the Primary Registration Form. Whenever
a new supplier is added whose profile matches the configured criteria, the form will be auto-sent to the
supplier contact.

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Follow these steps to create an additional form:

1) Click Create and then from the available option click Form.

2) Click Create New Form to create a form from blank.

The Create Form page appears.
An additional form has the following sections:
 Basic Details
 Auto-Invite Suppliers
 Suppliers
 Questionnaire
 Approvals

2.2.1 Basic Details

The Basic Details section includes all the basic details required to create a form.

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 Form Name: Enter the name of the form in the text area.
 Form Type: Select the form type as Additional Forms.
 Edit Response after submission: Select this field if you want the supplier to update response after submission.

The fields with cross icon are the optional fields and can be hidden if not required.

Note

Fill in the required details and click Save. Once you save your form, the remaining sections are added to the form.

2.2.2 TimeLine and Recurrence

The TimeLine and Recurrence section allows you to set up recurring timelines for forms.

The section is as shown below:

To set recurrence, select the Set Recurrence check-box.

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You can set up the details as follows:

 Recurrence Timeline: Select either of the recurrence types, monthly, quarterly, half yearly, yearly and custom days.

The assessment cycles would be generated based on the set recurrence type. The system ensures there are no
overlapping evaluation periods to avoid any confusion for the supplier. You can extend the evaluation period
without withdrawing the form.

You have two options, based on which recurrences would be created:

 Invitation date -. If the supplier does not respond to a recurrence, then the system will go ahead and create
the next recurrence.
 Response date – In this case, no future recurrences would be created by the system if the supplier does not
respond to the last recurrence.
 Invitation Timeline: You can specify the number of days before the expiry of the current recurrence, on which the
invite for the next recurrence should be sent to the supplier.

2.2.3 Auto-Invite Suppliers

Using the Auto-Invite Supplier section, you can set up parameters such that the invite for this form will be
automatically sent to supplier matching any of the parameters.

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6) You can also configure auto-invitation of suppliers, as follows:

a) Under the Auto Invite Suppliers section, specify the Category, Region, Business Unit, and Supplier Source
Type, Status, Risk type & on PRF responses values.
b) Going forward, whenever new suppliers are invited, if they also qualify the above-mentioned values, the
additional form will also be sent to them along with the Primary Registration Form.
c) The invite is sent to all the supplier selected in the Supplier Contact Roles to Invite. This will override the
primary supplier and send invite to the selected supplier contacts.

2.2.4 Suppliers

In the Suppliers section of the form, you can add the suppliers to whom you want to send the form. You can also
associate new suppliers to the form and share it with them.

2.2.4.1 Adding a Supplier

To add a supplier:

1) On the Supplier section, click Add from Repository button.

2) You can view the list of suppliers.

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3) Select the supplier you wish to add and click Add.

You can invite the suppliers only after the Additional Form is finalized.

2.2.5 Approvals

In the Approvals section, you can select to have approvals for buyer responses or supplier responses to the form, if
required. The selected approvers also get to respond to the additional form. The responses from the approvers are
displayed as reviews under the Suppliers section, next to the supplier responses.

You can configure the approval to be either single level or multiple level and the type as pool or parallel. Click on
Choose Approvers to select the approvers from the list of approvers. The approval rules can be configured for either
the buyer side or the supplier side.

2.2.6 Questionnaires

For information on how to configure the Questionnaires, see Questionnaires section under the Primary Registration
Form topic.

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2.2.7 Notifications

The Notifications section enables you to add and manage email notifications that are sent for certain events. For
example, you can create a notification to alert for a recurring form to be sent to the supplier.

To create notifications based on your requirements, click the Add Notification icon. These notifications are
termed as time-based notifications.

You can set up the notification with the following details:

 Notification Details: Provide the notification name, template name and status. By default, the notification is send
via email.
 When to send a Notification alert? Select the period of alert from the drop-down. For example, how many
days/months/years before a specific event date, you want the notification to be sent.
 Who all require the notification alert? By default, the role is supplier. You can add the Email ID of the receipients
to whom you want to notification to be sent.
 Notification Content: Create a notification content for Email/dashboard or you can also select the available
default templates from Template Name in the Notification Details section.
You could use variables in your notification content. With your cursor positioned where you want the variable
content to appear, select the variable from the left panel to insert it.

Click Save to save the notification.

You can view the saved notification under the Notifications tab.

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2.3 Creating a Form from Template

To create a form contract using existing:

1) Click Create and then from the available option click Form.
2) Click Use Template to create a form from using template.

The list of existing forms is displayed; select the form you want to use from the and click User Template.

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The description page appears, where you can modify the required details as mentioned in section Working with
Forms.

2.4 Creating a Form from Existing

To create a form using template:

1) Click Create and then from the available option click Form.
3) Click Copy Existing Form to create a form using an existing copy.

The list of existing forms is displayed; select the form you want to use from the list and click Use Document.

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The description page appears, where you can modify the required details as mentioned in section Working with
Forms.

2.4.1 Inviting Suppliers

After your Primary Registration Form is created, you can start inviting suppliers to register themselves into the
system. When you invite suppliers, an invitation email is sent out with a link to the Primary Registration Form.
Suppliers then need to respond to the questions in the Primary Registration Form and submit their response to get
registered.

Your profile must have the necessary rights for you to be able to add new suppliers in the system.

Note

Alternatively, you can opt to not send an invitation to the supplier and fill up the Primary Registration Form yourself,
on the supplier’s behalf. In this case, clear the Send Invitation Email option, while filling up the Supplier details.

When the supplier fills in all the details in the Primary Registration Form and submits the registration, depending on
the approvals configured, the supplier on-boarding may go through an approval cycle. If you do not have
approvals configured, the supplier is added to the system with the status as Registered.
Also, additional forms are sent to the supplier, if it was preconfigured on the Add new supplier(s) page.

By configuring approvals, you can have Supplier Managers and other approvers to accept/reject
suppliers based on their responses to the Primary Registration Form. This ensures you have only
high quality suppliers in your repository. For more information, refer to the Approve/Reject
Tip Suppliers section.

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Chapter 3: Creating a KPI

KPI are the performance measurement tools used by an organization to evaluate and monitor the supplier’s
efficiency. The are the critical indicators of progress towards an intended result.

3.1 Basic Details

The Basic Details section includes all the basic details required to create a form.

Select the form type as KPI. The fields on the Basic Details section are updated to as shown below:

KPI Name: Enter the name of the form in the text area
Form Type: Form Type is auto populated as KPI.
Form Subtype: Based on your requirement on the usage of the KPI, select a subtype for the form.
Category: Select the Category for the form
Business Unit: Select the Business Unit for the form.
Region: Select the Region for the form.
Response Type: Select either of the following response type.
 Manual: User is expected to response in Manual response type
 System Driven: Existing GEP SMART data is used to created system driven KPI
Choose Group: Select the group which you want the KPI to be associated with
Choose Location Type: Select the location for the KPI
Choose Document Type: Select a document that you want this KPI to be associated with.

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Visible to Supplier: If you want to set the visibility of the KPI to the supplier, Toggle to turn this on.
Consider Supplier Score: Enable this field to consider supplier score while evaluating.
Fill in the required details and click Save. Once you save your form, the remaining sections are added to the form.
Once these KPIs are created, you can utilize them in the respective modules.

3.2 Questionnaires
For information on how to configure the Questionnaires, see Questionnaires section under the Primary Registration
Form topic.

3.3 Submitting the KPI

Once you have fill in all the required details in the KPI, you can now submit the KPI to the library.

To submit the KPI, click Submit KPI to Library.

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Chapter 4: Accessing KPI Library

You can access the already created KPI.

To access the KPI Library:

1) From the home page, click the Navigation icon and then click KPI Library.

The following screen appears:

2) Click on the KPI name to open the KPI and make required updates.
3) Right-click the KPI Name, select an export option to export the KPI gird values.

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4) Click the icon to create a new KPI.

4.1 Approving/Rejecting Suppliers

The approval methods in supplier management can be either manual or based on certain rules configured from the
backend for your product.

4.1.1 Manual Approval Methods

SMART by GEP approval methods can be of single level or multi-level (sequential). Each level can be either Pool or
Parallel.

 Pool – Any one approver from the group of approvers can approve the supplier.
 If we have four approvers added and from the four, if any one approver approves the supplier, the supplier is
added to the system.
 The same scenario is applicable for rejection. If any one of the approvers rejects the supplier, the supplier is
not added to the system.

If the requestor is also one of the members in the pool of approvers, then the requestor is excluded
from the approvals. The approval process is then dependant on the remaining approvers.
Note

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 Parallel – The supplier is added to the system only when all approvers in the group approve the supplier.
 If we have four Approvers added, the supplier is added to the system only when all four approvers approve
of the supplier.
 However, if any one of the Approvers rejects the project, the project is rejected.

Additionally, a sequential approval can be configured for both the Pool and Parallel approval methods, in the following
way:

 Sequential approval (Pool) – The total available approvers are divided into different groups. An approval from a
group is received, when at least one of the approvers gives his/her approval, and then a notification is sent to the
next group.
Basically, in Pool Sequential Approval, the next group receives the notification only when the previous group has
approved it.

G1 (A1, A2, A3) G2 (A4, A5, A6) G3 (A7, A8, A9)

• A1, A2, A3 - • A4, A5, A6 - • A7, A8, A9 -

Approvers in Approvers in Approvers in
Group 1 Group 2 Group 3

 Sequential approval (Parallel) – The total available approvers are arranged in a sequence. In Parallel Sequential
Approval, the next Approver receives the notification only when the previous Approver has approved it.

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Approver 1 Approver 2 Approver 3

For each approval method, the approval flow to be configured to be manual or automated. If your organization uses
the automated approval system, during initial setup, rules would have been defined to decide the approval sequence.

Contact your administrator or the Setup team to understand the approval system configured for your organization.

Based on the approvals configured, after approvals, the invited supplier gets inducted into the system and its status
changes to Registered. Status will be Registered at the start of Approval Flow. Once approval flow is done, the status
changes to either Approved or Rejected.

4.1.2 Rule Based Approval Methods

Depending on the configuration of your product, the approval method for adding a supplier to the system may be
based on certain rules configured from the backend. These approval rules are linked to a set of attributes on the
supplier profile. Based on the attribute added, a set of approvers are automatically assigned.

For example, if a group of approvers are specified for logistics value under Category, then when logistics value is
selected for the supplier profile, this group of approvers will be automatically assigned for reviewing the supplier.

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CHAPTER 5: Managing Forms

You can perform the following action on the Forms:

 Email Logs
 Score Summary
 Compare Response

5.1 Email Logs

The Email Log option in Form allows you to view a detailed history of emails triggered. This consists of a list of mails
that are Delivered, processed, triggered etc.

To view email log:

1) On the upper right corner of the Form page, click the Actions icon and then click Email Log.

The Email Log page is displayed as shown below:

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2) You can also download and view the email logs in an MS Excel. Click the Download icon on the top-right
corner of the Email log page, to export the view to an MS Excel file.

5.2 Score Summary

The members from the buyer organization also can respond to the PRF and additional forms as a means of evaluating
the supplier. Furthermore, when responding to the questionnaire, they can score the supplier responses on the non-
informative weighted questions. Based on these responses and scores provided by the buyer organization members,
a score summary for the PRF and additional forms is generated.
To view the score summary, on the Form, click Score Summary. The following score summary page appears:

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5.2.1 Manage Weights

To manage weights:

1) Click on Manage Weights icon. The Manage Weights pop-up appears.

2) Click the lock and unlock icon to a weight of some response or leave it unlocked.
3) You can modify the weights by entering the weights in the text area.
4) Click Apply Auto weight to automatically weight all the surveys in that scorecard to 100. The total weight of all
surveys in the scorecard must always be 100.

5.3 Responding on Behalf of a Supplier

As a buyer, you can also provide responses to the form on behalf of the supplier. This is particularly useful when the
supplier responses are received offline.

To response on behalf of the supplier:

1) Once you finalize and invite the suppliers. You will see the respond icon in the supplier section.

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2) Click Respond .

3) Once you fill-in the response. Click Submit.

5.4 Compare Response

Compare response allows you to compare all the responses provided to the form, for a cycle.

To compare response:

1) On the form, click icon and then click Compare Response.

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2) Click Select suppliers to select the suppliers you want to compare.

3) Click the question for which you wish to compare the response. The response appears as shown below:

5.4.1 Export

You can export the response using this option.

To export a response:

1) From the Action menu, click Export to excel to export this response. The export pop-up appears.

2) Select the supplier from the list and click Done.

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3) You will see the success message and the excel is downloaded in the Downloads folder of your system.

5.4.2 View Log

You can view the log using this option.

To view log, from the Action menu, click View Log to view the log. The View Log pop-up appears. Click on the error
to view the error details.

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