Configuring SPR (QMS)

QualityOne Vaults support the management of the Supplier Periodic Review (SPR) process, an evaluation of the performance of a supplier, including the supplier’s services, delivery times, quality of products, and key performance indicators. The final SPR report generated as the output of this process compiles data from multiple sources, along with the summarized results of the review and the recommendations from distinct subject matter experts.

SPR is part of the Periodic Reviews offering that provides shared functionality to enable users to perform different types of periodic reviews in Vault. See Periodic Reviews Overview for more details.

SPR Objects

QMS uses the following core objects to support the SPR process:

  • SPR (spr__v): This object stores information about a supplier periodic review.
  • SPR Item (spr_item__v): This object represents the supporting items for a supplier periodic review.
    • Document (document__v): This SPR Item object type represents a supporting document in a supplier periodic review.
  • Periodic Review Template (periodic_review_template__v): This object defines the template for a periodic review.
    • SPR (spr__v): This Periodic Review Template object type stores information about SPR type Periodic Review Templates.
  • Periodic Review Template Item (periodic_review_template_item__v): This object defines the individual supporting items to create with each SPR record created.
    • Document (document__v): This Periodic Review Template Item object type represents a supporting document template item in a periodic review.

Configuration Overview

Configuring your Vault to use SPR involves the following steps:

  1. Set up SPR document types
  2. Configure SPR document fields
  3. Add the Generate Merged PDF Document user action to the SPR Lifecycle
  4. Configure the SPR, Organization, and Periodic Review Template objects
  5. Configure actions on object lifecycles
  6. Configure user permissions

Setting Up SPR Document Types

To use the SPR functionality, you must activate the following document types:

  • SPR
  • SPR Binder
  • Final Report

Configuring SPR Document Fields

Before configuring document generation actions, you must add a field referencing the SPR object to each document type to include in the final report. When a user runs the document generation action, Vault populates this field with a link to the originating SPR record.

Configuring the Document Lifecycle

You must define document lifecycle states on the SPR Lifecycle according to your organization’s business needs. Then, add the Generate Merged PDF Document for SPR action to the appropriate states in the SPR Lifecycle document lifecycle. Add this action only to states in which all documents and data for the SPR have been finalized.

The following limitations apply to the Generate Merged PDF action:

  • You can only configure the Generate Merged PDF action on the SPR Lifecycle document lifecycle, and users can only run it from the on an SPR Binder record.
  • The document output of the Generate Merged PDF action can only be of the Final Report document type.

Configuring Objects

To use SPR, you must make changes to the following objects in your Vault.

Organization

To use SPR, add the following fields to the Organization object layout and ensure they are assigned to the required Organization object types:

  • Next Audit Date
  • Risk Classification

Periodic Review Template

You must make the following changes to the Periodic Review Template object to support the SPR process:

  • Activate the SPR object type.
  • Add the Create Record From Template user action.
  • Insert the Periodic Review Template Item related object section in the layout for the SPR object type.

You can optionally configure fields as required to transfer data from the Periodic Review Template object and into a new SPR record when users create SPRs using the Create Record from Template action. If you do this, you must also add identical custom fields to the SPR object.

SPR

Make the following changes to the SPR object to support the SPR process:

If you configured custom fields on the Periodic Review Template object, you must also configure them on the SPR object for data transfer to be successful.

SPR Item

Make the following changes to the SPR Item object to support the SPR process:

  • Activate the Display Order and Document fields for the Document object type.

Configuring Object Lifecycle Actions

The SPR process relies on several actions configured on the appropriate object lifecycle states.

SPR Lifecycle

To configure the SPR Lifecycle, do the following:

  • Add the Generate SPR Binder user action to one (1) or more states in the SPR object lifecycle. Make sure the action is only on states in which users are finished creating all SPR Items.
  • Add the Update SPR Fields entry action to the lifecycle’s initial state to populate fields on SPR records with values from the Organization object, and as a user action to the states that users need to repopulate the Organization data for accuracy.
  • Add the Finalize SPR Fields entry action to the steady state in which users will finalize the SPR data. When an SPR enters a lifecycle state with this action configured, Vault does the following:
    • The Next Audit Date is populated on the SPR.
    • The Last Audit Date, Last Risk Classification, and Risk Level fields are validated and updated with the latest values if needed.
    • The Risk Classification and Next Audit Date fields are populated on the related Organization record.

SPR Item Lifecycle

Configure the Generate Document from Report user action on the appropriate states in the SPR Item lifecycle. Depending on the expected content of the resulting documents and availability of the sourced data, you can add them as user actions to the Initial and In Progress states, or to other states as required by your organization’s process.

Periodic Review Template Lifecycle

Add the Create Record From Template user action to the Periodic Review Template Lifecycle in an appropriate state so that users can create SPRs from established templates.

Configuring User Permissions

You must ensure users have the appropriate read and create permissions to access the appropriate objects and object fields in addition to the permissions outlined below:

  • For the Periodic Review Template object and its object types: Create, Edit, and Delete permissions.
  • For the Periodic Review Items object and its object types: Create, Edit, and Delete permissions.
  • For the SPR object and its object types: Create, Edit, and Delete permissions.
  • For the SPR Items object and its object types: Create, Edit, and Delete permissions.

Configuring Document Type Permissions for SPR

You must ensure users have the appropriate document type permissions to use the SPR feature in addition to the related permissions outlined:

Type Permission Controls
Document Types created by QualityOne Document Generation Actions (SPR) Create Document Ability to create documents for SPR Items
Document Type (SPR Binder) Create Binder Ability to create an SPR Binder with the Generate SPR Binder action
Document Type (Final Report) Create Document Ability to create a Final Report document using the Generate Merged PDF action

You can complete all the steps in this article with the standard System Administrator or Vault Owner security profile. If your Vault uses custom security profiles, your profile must grant the following permissions:

Type Permission Controls
Security Profile Admin: Configuration: Document Lifecycles: Edit Ability to modify document lifecycles.
Security Profile Admin: Configuration: Document Types: Edit Ability to modify document types.
Security Profile Admin: Configuration: Object Lifecycles: Edit Ability to modify object lifecycles.
Security Profile Admin: Configuration: Objects: Edit Ability to modify Vault objects.