MetricStream System (MSI) Supplier Training Guide

MetricStream System (MSI) Supplier Training Guide

Wiebke Zander

March 06th 2017 Rev. 6

Update: 18/06/2021

Katarzyna Joziewicz

Overview of TrainingBy the end of this training, you will be able to:

❖ Understand what is Metric Stream

❖ Enter the system / update your profile / reset your password

❖ Check your profile

❖ Tips and Tricks of the System

❖ Upload your certificate / documents in the system

❖ Access the Supplier Quality Expectations (SQE) report and provide your action plan

❖ Complete your Corrective action plant and send for approval or clarification

❖ Complete the post audit survey

What is Metric Stream (MSI)?

What is Metric Stream?

• As of now Mondelēz International will use the new software MetricStream to plan,schedule and conduct SQE audits.

• Every single Mondelēz International supplier site will have an own profile inMetricStream

• Every supplier need to take care of their profile and updatecontact information on a regular basis

• If Mondelēz International request a GFSI certification from your site, you will be askedto upload it in MetricStream

• If Mondelēz International conducts a SQE audit at your site, you will find the wholereport in MetricStream and you will be asked to provide your action plan inMetricStream

What is Metric Stream?

Enter the MSI system / update your profile

Internet Explorer (IE)

• If you use the Internet Explorer browser you can try to add MSI webpage to your „Compatibility View settings“ to avoid some display issues when in the system:

Enable you Pop-up Blocker

To use the system correctly you need to disable your pop-up blocker, otherwise some content will not open.

1. If this information shows… 2. Click right on the information

3. Select “Always allow Pop-ups from This Site”

How to enter the MSI system

You receive a system generated user name and password to access the system. Please use this to log in the system. When login the first time you need to change your password.Every site will receive only one account in the system that will be related to only one email address indicated in supplier profile. This contact will be receiving all system generated notifications. You can share this login data internally if needed.

https://mondelez.metricstream.com/

Tips and Tricks how to use the system

Please click on your site name in the top right corner to access your profile.

1. Click on your site name

Steps you need to take if you forgot your password - 1

In Metric Stream each supplier account is associated with one email address, commercial contact in the profile, and all email notifications including password reset link will be sent

to that person.

1. Please click on the Forgot Password link:


In Metric Stream each supplier account is associated with one email address, commercial contact in the profile, and all email notifications including password reset link will be sent

to that person.

2. Type in your username and retype CAPTCHA code, then click Submit:


3. A message will appear that email has been sent, please allow few

minutes for the email to reach your inbox and check your Spam folder

if not in received, this depends on your mailbox settings.


4. In the message you will get a link to reset password, please click it:.


5. You will be taken to page where you type new password twice and

press Submit. Please make sure new password was not used in the

past and follow the instructions in red frame for correct password.

Password length should be between 8 to 15 characters.


6. When you see similar page to below it means your password was

successfully reset and you can login to the portal:

Review your Profile

Before you start using the system, please make sure all the plant data is right.Please go to “My Profile” and check your address, contact information and e-mail address.

1. Click on “Supplier Profile”

2. Select „My Profile“

3. Click on the edit Pencil

As a supplier user you are allowed to change: the name, e-mail address and phone number of your commercial contact. If you want to update your address or any other data please notify Mondelēz International Auditing contact to do the changes for you.

Review your Profile

1. Please adapt your contact

data if needed

2. Submit data after changing

Tips and Tricks how to use the systemMetric Stream System (MSI) platform has some functions which work differently from other systems. Please see below a table with some advice on how to use the system.

Upload documents in the MSI system

Upload documents in the system

This functionality is used in two cases:

1. You will receive an e-mail notification asking you to provide your current Global Food Safety Initiative (GFSI) certification and report in MetricStream.

GFSI valid schemes are the following: FSSC22000, BRC, IFS, SQF

2. You are planned for an SQE audit and the Mondelēz International Auditor asks you to provide documents for the audit preparation via the system.

Optional

Required

Upload your GFSI certificate in the system

1. Quality Management

2. Select “Certification and

Food Defense Assessment

Upload your GFSI certificate in the system

As soon as you receive an e-mail request, please enter the system and upload your latest valid GFSI certificate and report. You need to submit the form so Mondelēz International can review and verify the certificate.

1. Select from the drop down menu what kind of document

you are going to upload: GFSI, GFSI with Food Defense

or Food Defense Assessment

Note: If you have selected the options GFSI with Food

Defense OR Food Defense Assessment you are requested to

fill in the Questionnaire.

2. Depending on chosen Certification

Type mandatory fields to provide

details will appear. Please fill in ALL

the information and attach the

certificate and the report.

3. Save the form

4. Submit the

form the form

If, for any reason, you want to provide

more than one certificate click on add row

and repeat the steps 1 and 2

Upload other documents in the system

Optional

Upload documents in the system for SQE Audit

1. Click on Documents

Please be aware that you can upload only one document per row. To add another document, you need to select “add row”.Please make sure to delete the documents (for example HACCP documents) after the audit, to make sure that you just have updated and most recent documents in the database.

4. Save the form (documents can only

be seen by you)

2. Browse for a Document

3. Add a row to upload

another document

5. Submit the form (Auditor can

review your documents

Complete your Corrective Action plan and send for approval or clarification

MSI Audit Process Flow – SQE Audit

Loop of approval

SQE Audit Follow-up / Close-out

Previous Process:

One hard copy of the

rough draft report is

provided to the supplier

staff at the exit meeting

by the audit team

The lead auditor sends

an electronic rough

preliminary report to the

supplier via e-mail

The supplier documents

corrective and preventative

actions in the report and send it

back to the lead auditor for

approval.

Lead auditor reviews

the responses and

either accept them or

send them back for

clarification to the

supplier.

Lead Auditor issues

final report to Mondelēz

International

Management via e-

mail.

MetricStream Process:

Last Day of the Audit 1 Week after the Audit 21 Days after the Audit 30 Days Deadline Final Report

MSI Action:

• Lead Auditor

generates an

issue list report

• Or

• Lead Auditor

generates an

Audit report (mark

as rough)

• Manually send a

copy to the plant

MSI Action:

• Lead Auditor

submits audit

report to auditee

one week after

the audit in

MetricStream

• EP is

automatically

send to defined

distribution list

MSI Action:

• Supplier fill out

action plan and

submits it via

MetricStream to

Lead auditor for

review

MSI Action:

• Lead Auditor reviews

action plan and either

submits it back to

supplier for

clarification

• Or

• Accept the action plan

and submits it for

Regional Manager

approval

Final report is

automatically send

by e-mail to full

distribution list once

approved by

Regional Manager.

Last Day of the Audit 1 Week after the Audit 21 Days after the Audit 30 Days Deadline Final Report

Complete your Action Plan

After the audit, when you receive an e-mail from the [email protected] informing thatthe report for the Mondelez International Audit has been issued, you need to access the MSIsystem to provide your action plan in English.

You can open it by going to „My Tasks“ on the top of the page (1a.) or by going to „MyAssignments“ in the plant profile (1b.)

With your notification e-mail you will also get a copy of the report (pdf file) you can use forinternal distribution and as a copy for you.

1a. Click on “My Tasks”

and “Provide Action Plan”

1b. Click on “My Assignments”

and “Provide Action Plan”

mailto:[email protected]

Audit Report Information

1. Click on the different

TABS to see information

2. Click on the word button

to review information

On the first TAB you are able to see

reporting details populated by the Auditor

like: Supplier Information, Auditor

Comments and Process Description.

When you click on the word symbol you

are able to see the information however

you are not able to change it.

All this information is also shown in the

report you receive with the notification

mail.


2. Please provide

your answers

1. Click on “Quality System

Information” to answer the

Food Defense Questions

3. Please upload

your Food Defense

assessment in your

profile


1. Review the scope of the

audit and the approval status

of the lines/products

This section will be filled in by the Auditor.


1. Review the audit

score and rating

This section will be filled in by the Auditor. The auditor is also able to leave some comments in this section regarding the audit.


1. Review the distribution

list of the audit report

This section will be filled in by the Auditor.

Complete your Corrective action plan and send for approval or clarification

1. Select the issue tab

4. Review the issue

description2. Sections marked with a + sign contain, click

on + sign to see the issues

3. Make a right click on the issue

and click on “Add Action”

To provide Root cause analysis, Correction, Corrective and Preventative Action andVerification for all the issues, you need to follow the procedure as shown above for EACHissue.


Issues with comments (see next slide) will be colored green, so they are easy to identify for the reader.All fields with * symbol are mandatory and needs to be filled to further proceed/submit your action plan.

1. Click to see the issue

description, not changeable

2. Click to add your Root

Cause Analysis

3. Click to add your

corrective action

4. Click to add the

correction timing

5. Add the name of the

person responsible for

the Correction

6. Issues colored in green

indicated that comments

were added



Corrective and

Preventative Action


Verification of effectiveness

3. Click to select a

CAPA timing

4. Click to select a

Verification timing 6. Insert verification

Responsibility

5. Insert CAPA

Responsibility

7. Add a comment if needed

How to use the word field

2b. If you copy and

paste text please use

this icon, it will open a

window and will

remove the formatting

2c. You can also use

this button to remove

the formatting after

copy and paste

Please notice that

the Spell Check

will only work in

case your

PC/Laptop

settings are set up

in English.

Otherwise you

need to check

grammar offline

and then copy

paste in the

system.

Do not forget to

remove the format

after each copy-

paste, otherwise

the PDF report will

be unreadable.

Create the issue list report

2. Click on “Issue List report

for Supplier”

1. Always click save first

This step is not mandatory, but this is a way to generate anoverview of the issues. All of this information will also be in theaudit report you will get by e-mail.

Generate the Audit report

For internal use you can generate the audit report with your responses. Please always SAVE the form before generating the PDF report, to make sure all information is reflected in the report. You can use that report as a copy for internal distribution. Please save a copy of the report, because as soon you send the report for approval you cannot access it in the system anymore.

2. Generate Audit Report

1. Click on “Save”

See the comment history

Before sending on the report you are able to put comments. If you want to comment an issuespecifically, please use the comment box directly in the issue section.The comment box is mandatory, if you select the action „request clarification“.Please note comments made in the comment box are permanent and cannot be removed.

2. Click on “Comment History”

3. Another window opens showing

the whole comment history

1. Put your comment in the comment box

Submit your action plan

If you have any questions regarding the report, you can send it back to the Lead Auditor usingthe “Request Clarification” action. Standard process flow is to “send for corrective actionsapproval”.

2. Select the action

3. Click on submit

1. Click on save

Complete post audit survey


When the Audit Process is closed and the audit report is approved by the auditdirector, you will receive a post audit survey in your inbox. Please fill in and submit.

1. Click on “My Tasks”

2. Open Post Audit survey

3. See the legend for the values

4. Click on “Audit Process”

5. Select values for all the different

category's


Please always press the save button before submitting the form to make sure all your answers get reflected in the survey.

2. Select Auditor Name

4. Select values

3. See legend for values

5. Save the form

1. Click on “Auditor Assessment”

6. Submit the form

Steps you have to take first

• Try to access the system

• Check your profile settings

• Upload GFSI Certificate and Report

• Report any issues you may have to your MondelezMetricStream contact (see next slide)

If you have any questions regarding the system please contact following individuals within Mondelez Corporate Quality Auditing dependent on where your site is located

NA and LA – Bernardo Rodriguez: [email protected] Helen Ng: [email protected]– Marzena Dobrowolska-Waz:[email protected] Auditing PMO – Fiona Wilson:[email protected]

Global Supplier Quality Data Analyst – Katarzyna Joziewicz:

[email protected]






Thank you

MetricStream System (MSI) Supplier Training Guide

Documents

Transcript of MetricStream System (MSI) Supplier Training Guide