using agileplm in msi - motorola solutions...to their user record in agileplm. gnl1147.00e - using...

GNL1147.00E - Using AgilePLM in MSI August 2013

Supplier Onboarding Request Processing (Internal)

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Motorola Solutions Internal

USING AgilePLM IN MSI SUPPLIER ONBOARDING REQUEST PROCESSING (INTERNAL)

GNL1147.00E MOTOROLA, MOTO, MOTOROLA SOLUTIONS and the Stylized M Logo are trademarks or registered trademarks of Motorola Trademark Holdings, LLC and are used under license. All other trademarks are the property of their respective owners. © 2013 Motorola Solutions, Inc. All rights reserved.



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At the end of this module, you will be able to: At the end of this module, you will be able to:

Module Objectives

• Discuss the purpose and benefits of the Partner Access Program.

• Search for the Current Supplier Administrator.

• Create a Partner Access Request (PAR) to grant partner/supplier access.

• Create discussion object to grant, update, or remove partner/supplier access.



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Module Map

Introduction Supplier

Administrator Searches

Requests to Grant Partner/Supplier

Access

Discussion Objects to Update

Partner/Supplier Access

Discussion Objects to Remove


Tips and Tricks Summary



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Introduction

• AgilePLM access is not only limited to MSI users but is also now accessible to external Partners/Suppliers.

• This allows both MSI and external users to communicate directly on the product/part data via a single global system.

• Partner/Suppliers are required to meet certain requirements (training, accept Terms of Use, etc.) in order to get access.

• Once approved to access AgilePLM, Partners/Suppliers can help in the management of Engineering Changes.



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Introduction (cont.)

• The number of Manufacturers and users at each Manufacturer may vary depending on business need vs. cost of licenses, training, etc.

• Partner/Supplier users with AgilePLM access can be listed as Approvers or Observers on Change Orders, depending on the requirement of each use case.

• Partner/Supplier users with training could also be given privilege to create Change or Item requests.



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Benefits to AgilePLM Partner/Supplier Access • A centralized system that handles numerous transactions between MSI

users and external Partners/Suppliers. • Partners/Suppliers access to AgilePLM allows simultaneous sharing of

information with MSI engineers, potentially reducing cycle time. • AgilePLM serves as a repository for data files that can be shared and

accessed by both MSI and external users to minimize loss of files. • Communication between Partners/Suppliers and MSI engineers is

traceable in AgilePLM.



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Benefits to AgilePLM Partner/Supplier Access • Option to add Notify and Observers so that any users that are related

to the project are kept in the loop on any changes, without requiring their signature to move forward.

• Auto-notification system can notify users of any updates or changes that are being made to the product.

• Partners/Suppliers can only see items for which they are authorized.



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How Partner Access is controlled in AgilePLM • Partner/Supplier can only see items for which they are authorized. • New AgilePLM attributes have been created on each item, and other

objects, such as change orders, to help control what partners/suppliers can see.

• Two new attributes • “Supplier Access” • “External Access Allowed”



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Two New Attributes

• “Supplier Access” Attribute (May not be viewable by Supplier User/Administrator)

- Supplier’s name must appear here for supplier user to view an item.

- Multi-select field allows multiple suppliers to view an item as required.

- Business processes in place to automatically enrich this field early in design process to enable early collaboration.

- Presence of AML on each item automates the enrichment of Supplier Attribute.

- Suppliers may have access to children on BOMs, through automation which adds the parent supplier name to the children (even though AML for that child does not include the supplier).



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Two New Attributes (cont.)

• “External Access Allowed” Attribute - (May not be viewable by Supplier User/Administrator)

- Allows MSI to restrict ability for any supplier to see details of an item, regardless of Supplier Access attribute values.

Note: This attribute is all or nothing. If set to “No”, nobody can see item details



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AgilePLM Supplier Roles

Unique roles for partners have been established to allow partner users to perform specific functions:

Supplier Administrator – Manage account creation for supplier users

– All suppliers must designate and maintain a supplier administrator

Supplier User General Access – Used by most partners

Supplier User Extended Access – Used by select design and manufacturing partners



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AgilePLM Supplier Administrator

A Supplier Administrator from the partner/supplier role: • Is assigned for each supplier. MSI creates an AgilePLM user account for

each partner/supplier’s Supplier Administrator. • Manages the account creation and maintenance for their company’s

supplier users. – Creates/maintains/removes supplier user information in AgilePLM,

including roles and permissions. – Ensures that each user signs a Terms of Use, and attaches this file

to their user record in AgilePLM.



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AgilePLM Supplier Administrator (cont.) The Supplier Administrator role:

• Can be an active participant in any collaboration role in AgilePLM, or they can be simply a user account administrator, depending on the needs of the partner.

• Can perform any function that the Supplier User can perform.



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AgilePLM Supplier User General Access The Supplier User General Access role:

• Views items, BOMs, specifications, existing engineering change requests.

• Reviews and approve or reject change orders.

• Submits Print Acceptance Forms and Qualification Data.

• Dialogs and share information with MSI Engineers through AgilePLM discussion objects.

• Allows partner to receive request for samples, and receive approval/rejection notices for the existing TPC Process.



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AgilePLM Supplier User Extended Access The Supplier User Extended Access role:

• Is reserved for select design and manufacturing partners that require access to BOMs in AgilePLM. Most partners have Supplier User General Access privileges in AgilePLM.

• Creates engineering change or item requests.

• Performs all functions available to the Supplier User General Access role.



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Partner Preparations for AgilePLM Access • Partner must have an MSI sponsor request initial access to the

AgilePLM system on behalf of the partner. Requests must be processed in AgilePLM, and approved by the MSI Category Manager.

• Partner/Supplier users to sign Terms of Use in order to get AgilePLM access

- Agree to hold MSI information confidential. • Partner to identify a Supplier Administrator to manage user accounts for

each user at partner’s company. • Number of users for each Partner varies depending on business needs. • Web-based training is provided to Partner Users and Partner Supplier

Administrators. • Contact [email protected] for questions.

mailto:[email protected]



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MSI Support for Partners/Suppliers

• Various MSI engineering and NPI functions interface with Partner/Supplier users. Partners will continue to work with these existing MSI focal points on business issues.

• Training materials are available for all suppliers in the AgilePLM system and MLS.

• Should external suppliers require additional support, or have specific questions, they should first contact their MSI business focal point for help.



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MSI Support for Partners/Suppliers (cont.) • If they are unable to help, they can contact a member of the AgilePLM

Supplier Onboarding Coordinator group.

- [email protected]

• AgilePLM Supplier Onboarding Coordinator evaluates requests, and routes to appropriate parties as required.




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Initial Onboarding of Existing MSI Suppliers • The Supplier Onboarding team is managing the onboarding of existing

MCMS users, as well as additional suppliers approved by Procurement.

• The Supplier Onboarding team reaches out to suppliers and existing MCMS users to obtain Terms of Use and prepare their accounts.

• Supplier Administrator and User accounts are being activated in AgilePLM, as MSI receives required information.

• For new suppliers being onboarded after August, 2013, the Supplier Onboarding team only sets up one Supplier Administrator account for each supplier.

- The partner’s Supplier Administrator is responsible for the setup of additional Supplier Users required for the partner/supplier.



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Partner/Supplier Use Cases

Manufacturer Action/Reaction to AgilePLM Change Orders:

1. A fabricator receives a discussion object to review a new tool revision proposal for a plastic housing. • Resolve any concerns directly with the engineer, with a written record of

the discussion in AgilePLM. • Receive the formal engineering change for approval.

2. A JDM responds to an engineering change (EC) request to update label on a product for Regulatory reasons by acknowledging their ability to implement the change and approval.

3. A contract manufacturer would be an approver on an EC to replace a capacitor on the PCBA they build for MSI.



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Manufacturer/Partner Access Considerations • If the manufacturer/supplier exists in AgilePLM but the supplier is not

onboarded:

– Refer to the Partner Access Request (PAR) process in this module.

• If the manufacturer and supplier do not exist in AgilePLM,

– Refer to the Add a Manufacturer process in the Managing Manufacturers and Manufacturer Parts for Creators module.

– Complete the Partner Access Request (PAR) process in this module.



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Module Map




Access








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Partner Supplier Administrator Searches • MSI users can submit a request to grant/update/remove partner or

supplier access through the Partner Access Request (PAR) process in AgilePLM. The Category Manager and MSI Supplier Onboarding Coordinator must approve this request.

• Before submitting a request to grant/update/remove partner access, requestor needs to do a search in AgilePLM to determine whether a Supplier Administrator exists for the affected company.

• If the Supplier Administrator exists, requestor contacts the partner’s Supplier Administrator instead to grant/update/remove Supplier User access for their users.



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Searching for the Supplier Administrator 1. From the homepage, click the Search button (magnifying glass).



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Searching for the Supplier Administrator (cont.) 2. On the pull down menu, select

Suppliers.

3. In the Search box, type in the company name and click the right arrow.



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Ensuring User Account is Active

4. To view the supplier users and their account details, select the Contact Users tab.

5. Ensure that the Supplier Administrator user status is Active before contacting them for Grant/Update/Remove partner access.



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Searching for the Supplier Administrator (cont.) The company’s General Info details display. If the Supplier Administrator exists, the name appears under Supplier Administrator attribute.



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Viewing User Roles and Access Levels 1. In the User ID field click on the name.



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Viewing User Roles and Access Levels (cont.) 2. Select the User Group tab.

Under Group Name is a list of roles that are assigned for the user (there are currently four roles created for Suppliers). Supplier Administrator roles contain the words “Supplier Administrator” in them. If user has General Access or Extended Access only, they are only a Supplier User, not a Supplier Administrator.



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Module Map




Access








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Request to Grant Partner Access Process Flow

Prerequisites before submitting a Change Order Request:

• Partner/Supplier object already exists in AgilePLM

• Identify Category Manager Approver



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Create a Request to Grant Partner Access • MSI users determine whether a partner requires access.

• Once confirmed, verify that the affected manufacturer object exists in AgilePLM.

• If it does not exist, create a request to add Manufacturer to AgilePLM as shown in the Managing Manufacturers and Manufacturer Parts for Creators module.

• Once the manufacturer object exists in AgilePLM, identify the Category Manager Approver and create a Partner Access Request (PAR) object

Note: Users can not be deleted in AgilePLM, they can only be inactivated.



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Roles and Procedures for Granting Partner Access • Requestor creates a Partner Access Request (PAR) to grant partner

access to AgilePLM.

• Supplier Onboarding Administrator (SOA) processes the PAR.

• Category Manager approves the PAR.

• IT creates the User Account.

• SOA confirms that Partner Access has been granted.

• SOA closes the PAR.



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Requestor Creates a PAR

1. Select Create New > Changes > Change Requests.



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Requestor Creates a PAR (cont.)

2. In the Type field, select Partner Access Requests

3. Click Save.



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4. Provide the name of the Category Manager, Company, and Supplier User Name.

5. If required, select a Product Line for which this supplier’s item is required.

Note: If not applicable, or numbers, select any value for this field

6. Fill in the remaining Supplier details and click Save. (* indicates required fields).



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Note: The remaining attributes are optional.


7. Click Edit and edit the newly created PAR request.

8. Select Workflow drop down and click Partner Access Request.

9. Click Save.



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10. Select the Workflow tab and click on Submitted workflow.

Note that Change Analyst is set as Supplier Onboarding Administrator.

11. Select Continue.



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Once the workflow is in Submitted, the Supplier Onboarding Administrator (SOA) is automatically notified.



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Supplier Onboarding Administrator (SOA) Processes the PAR

• Required action SOA performs before Approval Phase:

• All appropriate requirements need to be discussed with Partner/Supplier (training, understanding Terms of Use, etc.).

• Verify Supplier Administrator contact. • Promote request to Approval Phase.



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SOA Processes PAR

1. When the Supplier Onboarding Administrator (SOA) receives the Partner Access Request (PAR) AgilePLM object, the SOA emails the Supplier the Terms of Use and information needed.

2. The Supplier downloads and reviews the Terms of Use (ToU) file then clicks on the Signature box at the bottom to add their name, company name, and email address.

3. The Supplier confirms their contact details, emails the Terms of Use, and requested number of user licenses to [email protected].




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SOA Processes PAR (cont.)

4. The SOA reviews the files and attaches signed ToU to the Partner Access Request AgilePLM object and submits it to the Category Manager for approval.

5. After the Category Manager approves, the Partner Access Request is promoted to IT for User ID account creation.



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Category Manager Approves PAR

The Category Manager logs in and does the following.

1. Select Workflow Routings tab and click on the PAR number.



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Category Manager Approves PAR (cont.) 2. Review the PAR then click Approve.

In the Approve for Approval window, ensure that under Sign-off, the Category Manager name is checked.

3. Click Approve.



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PAR is Auto-Released

After approving, the PAR is auto-released to Released workflow, and IT is notified to create the user account.



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IT Creates the User Accounts

• IT creates a supplier admin account, and notifies Supplier Admin as well as SOA of account details, and location of training materials.

• IT then approves the change order.



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Partner User Confirms that AgilePLM Access Has Been Granted 1. User logs into their AgilePLM account.

– They must change their password at initial login.

2. Once user successfully logs in, they notify the SOA.

3. Once the Supplier Administrator is established, the Supplier Administrator can grant Supplier User access to their company’s users to AgilePLM.



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SOA Closes PAR

1. On the Cover Page, the SOA clicks the Edit button and edits the PAR.

2. In the Supplier Confirmed Access field select Yes.

Once this is complete, the PAR is auto-promoted to Closed status.



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Module Map




Access








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Update Partner Access using Discussion Objects • Updating Partner Access procedures are different compared to Granting

Partner Access.

• MSI user creates a Discussion Object in AgilePLM, and routes it to either the external Supplier Administrator or to the MSI Supplier Onboarding Administrator, for them to update the information.

• Situations where an Update Partner Access request may be needed: – Supplier requests a higher level of AgilePLM access. – Demoting a Supplier level of AgilePLM access due to abuse. – Promoting a Supplier Access user to Supplier Administrator due to the

previous Supplier Administrator leaving the company.



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Creating a Discussion Object to Update Partner Access 1. Select Create New >

Discussions.

The Create New Discussions window appears.

2. Complete the following fields: Subject, Message, Priority, and Notify List.

3. Click to search for users, user groups, or users within a user group.

4. Click Save.



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Creating a Discussion Object to Update Partner Access (cont.)

The discussion object page appears.



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Creating a Discussion Object to Update Partner Access (cont.) 5. Select the Relationships tab

to add user object to the discussion object.

6. Click Add to display the Search window.

7. Search for the user and double-click the row to add the user.



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Creating a Discussion Object to Update Partner Access (cont.) 8. Select the Attachments tab to

add appropriate documentation related to the part(s) added to the discussion object.

9. Click Add to display the File Upload and Download Method window.

10. Select Use standard browser capabilities and click OK.



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The Add Files window appears.

11. Click Browse and select the file to attach to the discussion object.

12. Add a description for the file in the Description field.

13. Click Add to attach the file(s).



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The attachments are stored and assigned a Folder Number.

14. Click the hyperlink to view details of the attachments.

Details of the attachments such as where they are used and their history) can be viewed from this page.

15. Click to return to the discussion object.



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Creating a Discussion Object to Update Partner Access (cont.) 16. Click Actions and select

Send.

The discussion object is sent to the users listed in the Notify List field.



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Module Map




Access








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Create a Request to Remove Partner Access • Similar to the Update Partner Access procedures, Remove Partner

Access consists of the same procedures.

• MSI creates a Discussion Object, and routes it to the Supplier Administrator, for them to remove supplier user’s access.

• The MSI originator can also CC: other MSI users, including Category Manager as required.

• Situations where a Remove Partner Access request may be needed: - Supplier is no longer associated with MSI. - Breach of Terms of Use by the Supplier. - The Supplier users are no longer working with the company.



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Creating a Discussion Object to Remove Partner Access • Select Create New >

Discussions.

Note: The remaining steps are similar to Create a Discussion Object to Update Partner Access procedures.



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Module Map




Access








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Tips and Tricks • Supplier List of Parts

Can view at any time after AML is entered on item

• Partner User Last Name

Syntax will be <last name>.<company name/abbreviation>

This is used so that we can quickly see on the Workflow tab of change orders that a given approver/observer is an external supplier, not an internal MSI user.



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Module Map




Access








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Summary

• The Partner Access Program allows both MSI and external users to communicate directly on the product/part data via a single global system.

• Supplier Administrator is assigned for each supplier and manages the account creation and maintenance for their company’s supplier users.

• MSI users submit a PAR to grant, update, or remove partner or supplier access in AgilePLM.

• When adding a new supplier or updating existing supplier information, an MSI user creates a Discussion Object in AgilePLM, and routes it to either the external Supplier Administrator or to the MSI Supplier Onboarding Administrator, for them to update the information.

• Suppliers and MSI users can email [email protected] for assistance with Partner Access to AgilePLM.




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Backup



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SOA Processes PAR

The SOA logs in and does the following:

1. Select the PAR from Workflow Routings tab or use the Search functionality if the PAR number is known.



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2. Select the Attachment tab and click Add to add the Supplier signed ToU document.



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3. Double click the File Description field and enter description text.



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4. Go to PAR Cover Page and note the name of the Category Manager.



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5. On the Workflow tab, click on the Approval workflow.

6. Add the Category Manager name specified on the PAR Cover Page as Approvers and click Finish.

The Category Manager is notified.

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