tool mgmt - vtam training_v3

Global Purchasing & Supply Chain 1

Vendor Tooling Asset Management (VTAM)

System Enhancement Training

December 2011

Global Purchasing & Supply Chain2

About This Training

The purpose of this training is to provide user’s the knowledge to utilize the Tool Management in GQTS (Global Quality Tracking System) regarding the Vendor Tooling Asset Management (VTAM) system. The VTAM system was designed to streamline communication between suppliers and GM via a web interface on the GM SupplyPower portal. VTAM provides current detailed tool descriptions, and location for GM owned tools to suppliers and multiple GM internal organizations based upon business need. The VTAM process requires minimal changes to the current GM E-1810 processes and suppliers need to modify their process for providing detailed current vendor tooling information to GM which includes clear tooling breakdowns.


Enhancements & Key Points

• Operates/functions the same as all other GQTS modules. Web browser Internet Explorer required.

• Records can be created and kept in a “pending” status until all of the data fields have been completed and the supplier is ready to submit the record.

• All records will be approved by GM. If GM deems the data to be incomplete, the record will be rejected, with an email notification sent back to the supplier. Rejected Status email only / Approved Status email planned future enhancement date TBD.

• Popup message when the user selects ‘Remove Tool From GM1810’ it will allow the user to cancel the action. Completed 2011.

• An Approved Status GM1810 record is required before invoicing for payment of the GM tools.


Process • VTAM Approval is required prior to invoicing for tooling payment

• Supplier enters GM owned tools into VTAM system

• Note: For engineering changes, existing records should be amended

•There are approximately 12 data points required per tool, including a picture of the tool with the system generated asset number and Property of General Motors. There should be (2) two pictures, one of tool and the other picture must include the Tool ID or ID tag. (must be legible) See GPSC – GM Purchasing Request For Quote (RFQ) for both Advance Purchasing (AP) and Global Sourcing (GS), Supplier must meet the Supplier Quality Statement of Requirements – Vendor Tooling Asset Management.

• Supplier submits the record for GM approval

•GM analyst will review each record and approve or reject within approximately 3 business days.

• If rejected, supplier will receive an email with a detailed reason


Process (Continued)

• Supplier must check the status of their record in GQTS. If VTAM & PPAP are in Approved Status then the supplier submits paperwork (invoice, etc) to GM Disbursements. (see Tooling Payment Checklist)

• GM Disbursements reviews GM1810 Code status in GQTS and issues payment (1810 Code Approved Status)


VTAM Training - Contents

TOPIC PAGES

Access VTAM 7 - 19

Create GM1810 Records 20 - 35

Approve/Reject Process 36 - 38

Edit Tool Process 39 - 43

Delete Part Number From 1810 Record 44 - 48

Move Tools 49 - 56

After VTAM Approval 57 - 61

Print Function 62 - 64

Search Function 65 - 67

SQ Statement Of Requirements – Vendor Tooling Asset Management 68 - 73

Vendor Tool Identification Guidelines 74 - 75

Quick References 76 - 79

Frequently Asked Questions / Technical Issues / Help Contacts 80 - 87


Accessing the VTAM System


Access the VTAM System

• GM Users & Contractors log in (GM Socrates site)

• Browser requirements – Internet Explorer only

• Supplier log in (GMSP Covisint site)

• Log in to GM SupplyPower/Covisint

• Select Function “Quality” Select Application “Global Quality Tracking System” (GQTS)

• Select the “Tool Mgmt” tab to access the VTAM system

• Only registered GQTS users can access the VTAM system


Step 1: GM Users / Contractors – Use GM Socrates Global LinksClick on “Login”

Access VTAM - GM & ContractorsGM Users access via: socrates.gm.com

Select Global Links – select Supply Power Applications


Step 2: Find Application link – Search for Application GQTS –(Global Quality Tracking System)

Access VTAM – GM & Contractors


Step 3: Reference Logon Screen: GM Supply Power / Covisint User ID & Password – click “Submit”

Access VTAM – GM & Contractors & Suppliers


Step 4: Click on “Tool Mgmt” tab

Access VTAM – GM & Contractors


Access VTAMInitial VTAM Screen


Access VTAM - Suppliers

Suppliers will access via https://gmsupplypower.covisint.com Step 1: Go to the

link above and “Login”

Step 2: Enter GM Supply Power/Covisint User ID & Password – click “Submit”


Step 3: Click on Application link

Access VTAM - Suppliers


Access VTAM – Suppliers

Step 4: Find Application link – Search for Application GQTS –(Global Quality Tracking System)


Step 5: Reference Logon Screen: GM Supply Power / Covisint User ID & Password – click “Submit”

Access VTAM – GM & Contractors & Suppliers


Step 6: Click on “Tool Mgmt” tab

Access VTAM – GM Contractors & Suppliers


Access VTAM – GM & Contractors & SuppliersInitial VTAM Screen


Creating GM1810 Records


Creating New RecordsOverview

• Every GM owned tool needs to be entered into VTAM

• You should create a new GM1810 record for initial tools only (new tools, new programs)

• A Valid part/duns combination can only be added to (1) GM1810 record

• The part number(s) on the tooling purchase order and the corresponding PPAP approved part number, if different, must be on the same GM1810 record

• Pictures of each tool are required. System generated Tool ID numbers and “Property of General Motors ” should be readable and permanent. Picture one is a close-up of the Tool ID number and Property of General Motors, the 2nd picture is the complete tool picture that the tool ID can be seen as indicated in picture one. (See GM Vendor Tool Identification Guidelines)


Create GM1810

Step 1: Enter Current Part Number

Step 2: Click on “Query Duns Code”

Step 4: Select “Manage Tools” from drop down

Step 5: Click on “Action”

Step 3: Select Duns Code from drop down

Step 1: Enter Family of Part Numbers separated by comma or carriage return and proceed to Step 4.

OR


Create GM1810

777777777

777777777

SUPPLIER NAME INC

SUPPLIER NAME INC

777777777 SUPPLIER NAME INC

Step 2: Select “Create/Update Selected Records” and press “Action”

Step 1: Select all part numbers made off the tool family


Create GM1810Creating/Adding Tools

All Fields RequiredStep 1: Complete all fields. Note; Country of Orgin- Manufacturing location of tool

Supplier can select either “Contracted Location” or “Alternate Location”. If “Alternate Location” is selected from the drop down, press “Go” and a pop-up box will appear. Supplier can enter Duns code for tool location or physical address. Note: If Duns entered is not in GM system, an error message will appear. In this case, enter address. See next slide.

Step 2: Select “Create/Update Tool” from drop down

Step 3: Click on “Action”. Tools will be created and will appear below


Tool Location

Pop-up Box

If tool is not located at contracted location, select “Alternate Location” and press “Go”.

If tier location has a Duns code, enter Duns.

If tier location does not have a Duns code, enter name, address, city, state, country.

If Duns code is not in GM system, you will get an error message. If this occurs, enter name, address, city, state, country.

Click “Update”


Add Picture

Two pictures of each tool must be added prior to submitting for approval. Picture of the tool and another picture showing the tool ID or tool tag. Must be legible.

Step 1: Click in Select box so a check mark appears

Step 2: Select “Create File Attachment” from drop down

Step 3” Click on “Action”

NOTE: THE PICTURE MUST BE AN ACTUAL PICTURE OF THE TOOL. IT MUST SHOW THAT THE TOOL IS MARKED WITH THE VTAM SYSTEM GENERATED TOOL ID NUMBER AND “PROPERTY OF GM”


Add Picture Step 1: Select document type- Either “Close- up” or “Complete Tool”.

Note- Complete Tool photo is required per Tooling SOR – GQTS change TBD

Step 2: Select “Browse” and search for your picture file.

Note: Acceptable file types are jpg, png, bmp or gif

Step 3: Enter description and press “Attach” Note: A file description can only be entered at the time of file upload.

If successful, the following will appear. Press “OK” to add additional pictures. Press “Cancel” to return to the tool line-up.


Delete Picture To Delete a Picture

Step 1: Click on the Picture Available

Step 2: Select file you want to Delete then Scroll down and click on Delete File

X


Delete Tool

‘Remove Tool From GM 1810’


Delete Tool ‘This action will PERMANENTLY DELETE your tool & your tool ID number from the system, are you sure you want to DELETE? To DELETE select ‘OK’, if you don’t want to delete select ‘Cancel ’ (Select ‘OK’ – deletes the tool number) Select ‘Cancel’ and the record remains the same.


Add PO Numbers

777777777

777777777

SUPPLIER NAME INC

SUPPLIER NAME INC


Note: A GM1810 record must be created prior to adding PO numbers. If a GM1810 record has not yet been created, you will be directed to the “Create Tool” screen

Step 1: Select 1 part number on the PO. All other parts associated with the same GM1810 will automatically be selected

Step 3: Select “Add/Update Tool PO” and press “Action”

Step 2: Enter tool PO number.GPS tool PO’s should be the first 8 characters of the PO number. (ex. 0PMW03R9). Do not use spaces, hyphens, ect.


Instructions For Changing/Deleting PO Numbers

1. Enter GQTS, enter Part, 1810, Duns etc. and as normal and click on the Action button to take you to the Record

2. Check the select box next to the part number, go to the select action drop list, select “Delete PO Number” , Click on the Action Button

The following popup screen will appear (larger view next slide)


Instructions For Changing/Deleting PO Numbers

The following popup screen will appear


3. All PO associated with the 1810 number are shown with a selection button. 4. If you want to change the PO, the user selects the PO number to be changed, enter the new PO number in the box and click on the Update button. The system will go back to the Record Selection screen with the changed PO number in the PO drop box. 5. If you want to delete a PO, the user selects the PO to be changed and clicks the Delete button. The system returns to Record Selection screen and the PO number will no longer appear in the PO drop box.

Instructions For Changing/Deleting PO Numbers (continued)

Global Purchasing & Supply Chain





35

Submit Record For Approval

Step 1: Select parts numbers for submission. All part numbers associated with the GM1810 will automatically be selected.

Step 2: Select “Submit for Approval” and press “Action”

Step 3: Status will change from “Pending” to “Pending Approval”


Approve/Reject Process


Approve/Reject Process • GM will approve/reject records within 3 business days.

• Once approved, GM1810 status will show approved. Upon PPAP approval then the supplier will be able to invoice for payment. You will not need to send in the “.csv” form. Financial Shared Services will review the GM1810 code status in GQTS.

• If rejected, the email address associated with the supplier log-on ID will receive an email stating the reason for the rejection.

• Supplier will need to correct the issue and resubmit for approval. (see below for status types)





Status types are:Pending- Supplier can modify information and submit when requirements are metPending Approval- Waiting for GM approvalApproved- GM1810 is approved by GM and supplier can invoice or submit for paymentRejected – GM1810 record has been reviewed and rejected by the GM VTAM Analyst.


Rejected Status• If rejected, the email address associated with the supplier log-on ID will receive an email

stating the reason for the rejection.

• Supplier will need to correct the issue and resubmit for approval.• How do you get a VTAM record out of rejected status?

Go to the tools on the VTAM record and select one tool and temporarily change something on that tool record, we recommend either the weight or height.

Once you change it, go to the drop down menu and select: Create/Update tool and then hit the action button. That will put the record back to a Pending status.

Note: Since you changed the weight or height, you need to then change it back to the correct weight or height, so you need to repeat the above step again, to correct it.

Now you are in Pending status and you can correct your record and resubmit for approval.


Edit Tool Process


Edit Tool Quick Reference

Initial Tooling

Create New GM1810

Change Tool Information

Edit GM1810

Engineering ChangeNo Tooling Modification

Same Part Number

No VTAM Requirement

Engineering ChangeTooling ModificationNew Part Number

Add New Part No. to Existing

GM1810

Capacity Tool

Add Tool to Existing GM1810

Engineering ChangeNew Tool

New Part Number

Add New Part No. & New

Tool to Existing GM1810


Edit Tool•Editing function should be used for:

1. Managing engineering changes2. Updating Tool information (i.e., location, etc)

•You should not re-enter tools into VTAM for engineering changes/tool modifications. You should edit the existing tool that makes the subject part number. Do NOT create a new tool ID number for a tool on an existing VTAM record.

• Common Engineering Change Scenarios:

•For tool moves, see Move Tools Section

New P/NModify Existing Tooling

New Tooling VTAM Update

No No No No Update to VTAM

No Yes No Edit Existing GM1810 Code – add new PO

Yes No No No Update to VTAM

Yes Yes NoEdit Existing GM1810 Code - add new part

number(s) and new PO

Yes No YesEdit Existing GM1810 Code - add new part

number(s), add new tools, and new PO


Step 1: Enter new part number(s) and (1) part number from existing GM1810 code

Step 2: Press “Action” button

New Part Number; New PO; Modifications to Existing Tool(s).






43

Step 1: Select part number with existing GM1810 Code

Step 2: Select new part numbers to be added to the existing GM1810 Code. Note: Part numbers being added must be under same DUNS as existing 1810 record.

Step 3: Select “Add Parts to Record” and press “Action”

Step 4: Select GM1810 part numbers

Step 5: Enter new Tooling PO number

Step 6: Select “Add PO No.” and press “Action”. Submit record for approval.


Delete Part Number GM 1810 Record



1810 Record must have more than one part numbers (two or more part numbers) on the record before you can delete the single part number from the record.

1. Select or find 1810 record

2. Select partNumber youWould like to Remove from1810 record


Delete Part Number GM 1810 RecordSelected part number 94750462 to be removed – note doesn’t have Shaded check box.

Another example Selected part number 15827256 to be removed – note doesn’t have Shaded check box.

The part numbers that are shaded WILL remain and WILL NOT be deleted from the 1810 record.



1. Select part Number you would like to Remove from 1810 record

2. Select Action: ‘Remove Parts From Record’Click ‘Action’



Note that you have successfullyRemoved Part Number 94750462From 1810 record #6.

Note that the three other part numbers for 1810 record #6 still remain.


Move Tools


Move ToolsOverview

• The supplier is responsible for maintaining accurate tool locations for all GM owned tooling in VTAM. If not sure how to do please contact you GM VTAM Analyst for help. Caution is needed you don’t want you delete the tool record and cause excessive work to recover.

• The following 2 scenarios are described:

1. Tier 1 location change within same ultimate supplier

2. Tier 2/Tier X location change

• TOOL MOVES IN VTAM DO NOT REPLACE REQUIREMENTS RELATED TO EXISTING GM PROCESSES (i.e. PPAP, BTAB, etc).

• Note: Tool moves to new suppliers that are a result of a GM decision are handled by GM, with assistance from the suppliers.


Supplier Moving A Record To A Different Internal Duns Number

Must Contact Your GM VTAM Analyst


Move ToolsTier 2/ Tier X Move (Editing Tool Location)

777777777

777777777

SUPPLIER NAME INC

SUPPLIER NAME INC


Step 1: Select part numbers from “Record Selection” screen

Step 2: Select “Create/Update Records” from drop down box

Step 3: Press “Action”


Move ToolsTier 2/ Tier X Move (Editing Tool Location)

Step 1: Select the tool that needs to be moved

Step 2: Revise Tool Location. Select either “Contracted Location” or “Alternate Location”

Step 3: Select “Create/Update Action” and press “Action”


After VTAM Approval


Part Walk Samples


Print Function


Print





Step 1: Double click on GM1810 Code


Print

Press “Export to PDF” and either save it to your computer, or open it and print for your records


Search Function


Search• There are many ways to search for data in the system.

• It is possible to search by part number, duns code, or GM1810 code.

Step 1: Enter data in 1 or 4 fields

Step 2: Press “Action” button


Search• The following screen will appear based on the data entered.

777777777

777777777

SUPPLIER NAME INC

SUPPLIER NAME INC



GM Supplier Quality Statement of Requirements Vendor Tooling Asset Management


REQUIREMENTS

All tools must be marked containing the following minimum 2 pieces of information:

1)“Property of General Motors”

2)The Complete Vendor Tool Asset Management (VTAM) tool I.D. Number

Your options for doing so are to etch, stamp or engrave directly onto the tool or use a tag. If a tag is used, the following applies:

Tags must be attached to the tool using rivets or screws.

The information placed on the tag must be stamped or legibly engraved.

(Sample GMNA Min. Requirement)

In cases where the tool or tools are too small to etch, engrave, stamp or tag, place the tool or tools into a box or container. Then tag the container using the parameters set above.

NOTE: In the case where tools are made of hardened steel, these should be stamped or engraved with the necessary information prior to heat treatment.

Vendor Tool Identification Guidelines

System Generated #


Vendor Tool Identification Guidelines

UNACCEPTABLE PRACTICES: Tags that state “GM Owned” or just “GM”

Using paint or magic marker to place VTAM numbers directly on a tool or a onto a tag

The use of any adhesives, tape, soldering or welding is not allowed

Tag Engravings/ Stampings that are not legible

Incomplete information on the tag

Please check with your regional VTAM Analyst for specific Tool ID Guidelines.


VTAM Quick Reference Topic: Adding Additional Part Numbers To An Existing Record


VTAM Quick Reference Topic: Adding Additional Tools To A Record

79


VTAM Frequently Asked Questions


Most Common Issues Resolution

Part number on the tooling PO was canceled/replace prior to PPAP approval

The supplier needs to make sure that if the PN on the tool PO was canceled & replaced prior to PPAP approval, then they must also add the new PN (that is PPAP approved) to the same VTAM record.

Part number on the tooling PO is a less finish (L/F) part number and is not PPAP approved. In many cases the color parts have an Approved PPAP status.

If the part number on the PO is a L/F part number and does not have an Approved PPAP status, , then the supplier must either approve the L/F part number or add one of the color part numbers with an Approved PPAP status to the same VTAM record.

The PPAP is done at a duns number different than the duns number on the tool PO.

The PPAP & VTAM MUST be entered into GQTS under the same duns number. If this is different than the duns number on the tooling PO, then the supplier should note that on the front of the invoice. In these situations, an RFA will be sent to the buyer requesting authorization to proceed.

Most Common Issues Resolution

Suppliers are not aware of the VTAM requirement. This requirement has been in place for all tool PO’s issued after 10/1/2006.

Refer to the VTAM Supplier Training presentation available in GM Supply Power.

The VTAM is created at a duns number different than the duns number on the tool PO and/or PPAP.

The PPAP & VTAM MUST be entered into GQTS under the same duns number. If this is different than the duns number on the tooling PO, then the supplier should note that on the front of the invoice. In these situations, an RFA will be sent to the buyer requesting authorization to proceed.

The VTAM record is created under the PN with Approved PPAP status, not the PN on the tooling PO

The part number from the tooling PO must be on an approved VTAM record. In addition, the PPAP approved part number, if different from the part number on the tool PO, must also be on the VTAM record.

The VTAM record is not in APPROVED status

Record must be in Approved status. Suppliers need to ensure this prior to submitting invoice.


For the buyers:

• Introduce the VTAM process to suppliers during TKO

• 1810 documentation MUST be included on Tool Order form

• Buyer Raise PO: Correct Part number & manufacturing DUNs combination must be on PO

• Buyer is first point of contact and responsible to resolve and escalate VTAM issues.

For SQE’s / VTAM Analyst

• Ensure PPAP completed in timely manner (GM SQE)

• Review and Approve GM 1810 Tool Management for completeness of information (GM VTAM Analyst)

For the Suppliers

• Suppliers are expected to utilize VTAM to manage their inventory of GM tools.

• Individual Tool Information Must Be Kept Up to Date.

• Invoices will not be paid unless VTAM process is followed: VTAM and PPAP approval required before submitting invoice for payment.

• Payment issues are relayed back to the buyer for resolution.


Questions or Problems?

• Email your Regional GM VTAM Analyst or contact your GM buyer for the specific VTAM contact person

• GM Only Help Desk Phone: (888) 337-2400

• GM Only use the iT Service Center – My IT Support - Use the Web to submit questions or report IT problems

• Supplier Help Desk must contact 1-866-273-5038 or 1-248-365-2525 or http://portal.covisint.com/web/supportauto/contactus

• Other questions email to: [email protected]


Closing

• VTAM Approval is Required for Payment don’t touch the 1810 record after you have invoiced – could delay payment.

• Suppliers are Expected to Utilize VTAM to Manage all their locations of the GM tools.

• Approved GM Business Tool Transfers consult regional GM BTAB coordinators and VTAM tool transfers contact GM VTAM Analyst (Internal and External transfers)

• Individual Tool Information Must Be maintained even after you have received payment for the GM tools.

(DO NOT DELETE the GM 1810 Record once you have been paid for the GM tool – the tools are GM Assets)

• GM Plans to Audit and Verify Tool Locations on a Regular Basis.


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tool mgmt - vtam training_v3

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