External Supplier APQP/PPAP Readiness Assessment

Schedule A USER GUIDE

Version 5

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January, 2009

TOPICS
I. Fundamentals of the APQP/PPAP Readiness Assessment Process - Whats new?

Page Number 3 4

II. How to Start

III. Header Information

IV. Importing Routine

11

V. Element Status Section

13

VI. Rating Criteria and Assessment Definition

15

VII. Summary Section

17

VIII. File Name Convention

22

IX. Error/Warning Messages

25

X. Frequently Asked Questions (FAQs)

30

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I. FUNDAMENTALS OF THE APQP/PPAP READINESS ASSESSMENT PROCESS

APQP/PPAP Readiness Assessment The Supplier APQP/PPAP Readiness Assessment (Schedule A) is a structured method for defining and executing the actions necessary to ensure a product satisfies the customer. APQP/PPAP Readiness is program and supplier-led and is required of all system, subsystem and component manufacturing locations. The Goal of APQP/PPAP Readiness Assessment The goal of APQP/PPAP Readiness is to facilitate communication between all persons and activities involved in a program and ensure that all required steps are completed on time, with a high quality-of-event, at acceptable cost and quality levels. APQP/PPAP Readiness Assessment Requirements The Supplier APQP/PPAP Readiness Assessment (Schedule A) is the tool by which external suppliers perform Advanced Product Quality Planning (APQP) in accordance with the Ford Customer Specific requirements. Successful implementation and use of Schedule A will ultimately prepare external suppliers for successful completion of the Production Part Approval Process (PPAP). APQP/PPAP Readiness Assessment Applicability APQP/PPAP Readiness Assessment reporting is a requirement for all external suppliers to Ford Motor Company. APQP/PPAP Readiness Assessment reporting must be done for all new programs/parts and major part changes as appropriate. At a minimum, APQP/PPAP Readiness Assessment submissions are required at the following program milestones: <PTCC>, <PTC>, <PA>, <FDJ>, <VP>, <PEC>, <TT>, <PP>, <MP1> and <MP2>. Programs requiring more frequent reporting will be informed by their appropriate Ford program team members.

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WHATS NEW?
The External Supplier APQP/PPAP Readiness Assessment (Schedule A) v5.0 contains many new enhancements and upgrades from previous versions. The information below highlights some of the changes and updates to the file. The remainder of the User Guide contains the "in-depth" detail on the workings of the program, as well as depicting the many screen shots associated with the application itself. All users are to note that the "NEW" External Supplier APQP/PPAP Readiness Assessment (Schedule A) v5.0 supersedes all previous versions of this application. Suppliers are requested to immediately transfer previous versions of Schedule A into the "NEW" Schedule A v5.0 by utilizing the "Import Prior Version of Schedule A" toggle feature that is a part of this updated release. The "Import" function is explained in detail in section IV. Highlighted below, the user will find a summary of the changes in version 5: Re-aligned with GPDS milestones and deliverables Re-Timing of the following deliverables: Deliverable # 20 moved from being due at the <FDJ> milestone to the <VP> milestone Deliverable # 23 moved from being due at the <FDJ> milestone to the <VP> milestone Deliverable # 27 moved from being due at the <FDJ> milestone to the <VP> milestone Re-Wording of the following deliverables: Deliverable # 21 to read: Plan to complete tool order release to suppliers in support of VP build Deliverable # 22 to read: Plan to complete part order to suppliers in support of VP build Deliverable # 25 to read: Plan to complete P-Authority release by <FDJ> + 4 weeks Improved navigation and functionality An Import feature which allows for the copying of a previous version of Schedule A into the new v5.0 format (for more details, refer to Section IV) New "Pop Up" messages to aid users in navigating and completing the assessment

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II. HOW TO START

Getting Starting with the External Supplier APQP/PPAP Readiness Assessment is easy. First and foremost you need to have the most up to date version of the Schedule A application in order to proceed; here are the different ways to receive a copy of the Schedule A document: Access the Ford Supplier Portal (https://fsp.covisint.com) via the Covisint website, once logged in, the supplier can go to the bottom of the page under Important Documents and select the Quality System and Supplier Documents topic. Then look for APQP to download the latest Schedule A blank template.

Your Design and Release (D&R) engineer may email you a copy of the Schedule A file with other important documents they deem necessary. Your STA Program team may send a copy of Schedule A following sourcing, the document may even come partially filled out with important header type information already filled out.

When opening the file the user is prompted with a generic security warning about the use of macros within the file. This is a standard warning within Microsoft Excel to prevent the running of unauthorized Excel macros on a user's local machine. The Schedule A document does utilize Excel macros to function properly, so the user must ALWAYS select ENABLE MACROS. These macros are authored by Ford Motor Company and are safe to use. Failure to enable the macros will result in a loss of functionality, which in return will affect usability.

Fig. 1

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If using Microsoft Excel 2007 1. When you open up Schedule A for the first time, you will see a "Security Warning" (Fig. 2,#1)

Fig. 2
2. Click on the "Options button (Fig. 2, #2) 3. The "Microsoft Office Security Options" window will open, from here select "Trust all documents from this publisher" (Fig. 3) and then click on the "OK" button.

Fig. 3
4. The macros in this document will now be enabled. Any time you open this document in the future, the macros will automatically be enabled. 5. Once macros are enabled Schedule A (Fig. 4) will be displayed:

Fig. 4 NOTE: Some computers may disable macros automatically, so youll need to contact your local IT support for additional help. If the FORD digital signature is expired, youll need to download the most recent form (for internal personnel please go to the STA internal website, for external personnel please go to the Ford Supplier portal) and import the information into the newest file.
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III. HEADER INFORMATION

(1) (2) (3) (4) (5)

Fig. 5
(1) Summary View (ON/OFF) Toggle Button: When Summary View Toggle is ON (Fig. 5, #1), only deliverables are displayed. When Summary View Toggle is Off, both expectations and deliverables are displayed. NOTE: The Summary View is particularly useful for a quick snapshot of overall supplier health. The default setting for this toggle button is Summary View OFF. (2) Click Here to Clear Entries Command Button: When the Click Here to Clear Entries Command Button (Fig. 5, #2) is selected ALL DATA entered on the entire sheet will be deleted. This feature allows the user to quickly clear an existing document and start over with a clear sheet. (3) Formatted to Print A4 Toggle (EU): When the Formatted to Print A4 (EU) Toggle (Fig. 5, #3) is selected, the document is formatted to fit A4 size paper with the proper page breaks. If the user toggles to the Legal setting, the document is formatted to print on Legal paper with the proper page breaks. (4) Highlight Next Deliverable (ON/OFF) Toggle Button: When the Highlight Next Deliverable (ON/OFF) toggle button (Fig. 5, #4) is turned ON, a blue highlighted cell appears next to the deliverable awaiting assessment. The blue prompt is depicted (Fig.10, #20). The default setting for this toggle button is Highlight Next Deliverable OFF. (5) Import Prior Version of Schedule A Toggle Button: The Import Prior Version of Schedule A toggle (Fig. 5, #5) allows for the importing of prior versions of Schedule A into the new v5.0 format. This feature takes the place of a typical Copy/Paste action most users are familiar with. Users would utilize this feature to primarily update a prior version of Schedule A (versions 2.0 or 3.0) into the new v5.0 format. The toggle feature will be discussed in more detail in Section IV of this manual.

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( 6)

( 7)

( 8)

( 9)

( 10)

Fig. 6
(6) Current Milestone Pull-Down: The Current Milestone (Fig.6, #6) pull-down contains the milestone options available for selection. Selection options include: PTCC, UNV0, UNV1, UNV2, PTC, UPV1, PA, FDJ, VP, PEC, TT MRD, PP MRD, MP1 MRD and MP2. (7) Final Assessment/Pre-Assessment Toggle Button: The Final Assessment/Pre-Assessment (Fig. 6, #7) toggle button was designed to allow the user the ability to provide either Final Assessment ratings at milestone conclusions or Pre-Assessment (monthly) rating assessments between milestones. When the Final Assessment mode is selected, current deliverables and expectations due at the selected milestone can only be rated Red or Complete. Only those deliverables and expectations not due at the selected milestone may be rated Green, Yellow, Red, or Complete. When the Pre-Assessment mode has been selected, current deliverables and expectations due at the selected milestone, as well as those not due at the selected milestone may be rated Green, Yellow, Red or Complete. Refer to section V, Fig. 12 & 13 for a more in-depth description of these scenarios. The default for this toggle button (Fig. 6, #6) is Final Assessment. (8) Priority Site/ Non-Priority Site Toggle Button: The Priority/Non-Priority Site (Fig. 6, #8) toggle button is used to distinguish between a Priority supplier site location and a Non-Priority supplier site location. When the Priority Site toggle is selected, the Supplier Visit box (Fig.15, #25), located on the bottom Schedule A will be displayed. The default for this toggle button is Priority Site. NOTE: Suppliers will be notified by their STA Program Manager if they have been selected as a "Priority Supplier." The Priority supplier designation is used as part of the GPDS Supplier Engagement Process. When selected as a "Priority Supplier" the Priority Supplier toggle button must be left active, this will automatically create a text box on the bottom of Schedule A where regularly scheduled team visits are planned and tracked. (9) Select Vehicle Partition Pull-Down: The Select Vehicle Partition (Fig. 6, #9) pull-down is used to select the appropriate partitioning for the selected commodity. Selections are: Underbody, Upperbody and Powertrain. (10) Select Vehicle PMT Pull-Down: The Select Vehicle PMT (Fig.6, #10) pull-down is used to select the appropriate Program Module Team (PMT). Selections are: Body Exterior, Body Interior, Chassis, Climate Control, Electrical and Powertrain.

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(11) (12)
Fig. 7

(13)

(11) Program Information: The Program Information section (Fig.7, #11) contains fields for the appropriate Program Code, Program Name and Model Year. NOTE: The information recorded in this section must be filled out EXACTLY according to the descriptions provided by the STA Program Manager. This is critical to ensure accurate naming of the file during the File Save process. Accurate information is crucial for data storage and for generating the Ford internal reports that are provided to the various program teams. Program Code: Official Program Code provided by the STA Program Manager. When applicable, spaces, punctual marks and symbols should be used exactly as provided. NOTE: The Program Code is used in the File naming convention. Program Name: Official Program Name provided by the STA Program Manager. When applicable, spaces, punctual marks and symbols should be used exactly as provided. Model Year: Official Model Year provided by the STA Program Manager. As Program Code and Model Year information are being typed, the application will ask the user to confirm the data entry for the last time (refer to the two pictures below). Once the data is confirmed the application will not allow the user to modify these fields in the future. NOTE: The Model Year is used in the File naming convention. If modifications to these fields are required the user must first enter the data into a "New" file and then utilize the "Import Prior Version toggle feature to transfer the remaining data into this new file.

(12) Submission Dates: The Submission Dates (Fig.7, #12) field contains dates for the following: Schedule A Current Date: The current date. Last Schedule A Date: Date the last Schedule A was submitted to Ford. (13) Supplier Site Information: The Supplier Site Information (Fig.7, #13) field contains basic information describing the supplier's manufacturing location, the fields included in this section are: a) Manufacturing Site Code: 5 Digit Code assigned in SIM/GSDB. NOTE: The Manufacturing site code is used in the File naming convention.

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Once the data is confirmed, the application will not allow the user to modify this field in the future. Any necessary modifications in this field must be done using a new blank file along with the Import Prior Version feature. b) Supplier Name: According to SIM c) Location: According to SIM d) Q1 Status: According to SIM e) Q1 Score: According to SIM

(14)

(15)

(16)

Fig. 8
(14) Part Information: The part information section (Fig. 8, #14) contains the following basic part information: Base Part Number, Base Part Name, # of Unique Part Numbers and User Plant. NOTE: The Base Part Name will be used in the name convention when saving the file. Once the data is confirmed, the application will not allow the user to modify this field in the future. Any necessary modifications in this field must be done using a new blank file along with the Import Prior Version feature. (15) Supplier Contact Information: The Supplier Contact Information section (Fig. 8, #15) contains the name, phone and email addresses of key/single point contacts. (16) Ford Contact information: The Ford Contact Information section (Fig. 8, #16) contains the CDS ID's (Ford Corporate Directory System 3-8 alpha numeric digits) for the following: Lead D&R Engineer, Lead STA Site engineer, Lead (CBG) Buyer and Program Mailbox. The Program Mailbox contains the 8-digit CDS ID where the Schedule As will be sent to. (17) VPP Timing: All required dates (Fig. 9, #17) are highlighted in light green color. These are the minimum dates required in Schedule A.

(17)

Fig. 9
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IV. IMPORTING ROUTINE

The "Import Prior Version of Schedule A" toggle was developed primarily to aid users of previous versions of Schedule A (v2.0 or v3.0) with the migration to the new and improved Schedule A v5.0 format. This feature takes the place of a typical Copy/Paste action many users are familiar with. The feature was also created to aid in the following scenarios: a) Migrating from a previous/obsolete version of Schedule A b) Avoiding re-typing information when generating multiple Schedule As c) Anytime the user wants to transfer information and avoid re-typing The first step during the importing routine is to select the Import Prior Version of Schedule A toggle. A dialogue box will be displayed (see below) prompting the user to Select Yes or No, when importing a previous version the user is to select the Yes button. The user will then be prompted to select the file they are importing via the File Open Dialogue Box. Select the file you wish to import and the import routine will start.

As the computer starts the importing routine, four (4) fields (Program Code, Model Year, Part Name and Site Code) will be required to be confirmed by the user, once confirmed these four (4) fields will be protected/locked (see below).

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As the application begins to run, a pop up box with a progress bar will appear indicating the percent of "importing" complete, this is followed by a cleaning files box which indicates that the application is running through a series of checks to verify file integrity. These checks are made to ensure the imported Schedule A document has been properly filled out with the correct information, as well as checking that mandatory data entry fields have been filled out, as required. The application also verifies that all formatting and assessment rules have been met and that no assessments ratings are past due.

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When issues are identified, the message below is displayed, followed by the option of viewing all the issues.

If the user chooses to view the report the YES button is selected and a new screen will be displayed containing a list of the issues found during the import routine. This worksheet is the second worksheet tab within the Schedule A document (see below). The file will identify the issues, as well as indicate the problems associated with the specific issue. The worksheet is printable to allow for easy review of the Schedule A document.

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V. ELEMENT STATUS SECTION

The actual status of each of the 31 APQP/PPAP elements is recorded in this section. The Element Status section has the following hierarchy. 31 APQP/PPAP Elements

48 Deliverables (Minimum 1 per element)

217 Expectations

(20) (21) (19)

(18)
Fig. 10

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The Element Status Section is divided into 31 parts representing the combined 31 elements (Fig.10, #18) of the standard APQP and PPAP processes. Within each of the 31 APQP/PPAP elements are deliverables (Fig.10, #19). There is at least one deliverable for each APQP/PPAP element, and the status of these deliverables drives the rating (Red/Yellow/Green/Complete/N/A) status for each element. Deliverables are intended to reflect, where possible, quantifiable evidence of element success or completion. For example, deliverables will reflect key in-process metrics like Cpk or OEE. Supporting each of the deliverables are sets of expectations (Fig.10, #20). Expectations are guidelines used to assist team members in the successful completion of the elements, and where applicable, help rate the completion of the related deliverables While expectations will be rated Red/Yellow/Green/Complete, they will not drive the element rating only deliverables will drive element ratings. The ratings for expectations are intended only for internal use and communication. Expectations should be thought of as Quality of Event criteria and will be directly aligned with the APQP/PPAP work instructions. The expectation section can be expected to be updated and added to over time to reflect systemic lessons learned. (20) Next Deliverable Prompt: The Next Deliverable Prompt (Fig. 10, #21) is a feature designed to highlight the next cell required to be assessed via a Blue Shaded Box. Additional details for the Highlight Next Deliverable feature can be found in Fig. 5, #4. Filling Out the Assessment Once the user has properly selected the milestone to be rated (via the Milestone Pulldown Menu), all deliverables and expectations for that particular millstone must be assessed prior to moving to the next milestone. For example, if the user selected the <PA> milestone, all expectations and deliverables required to be assessed at <PA> must have rating assessments assigned to them prior to moving to the <FDJ> milestone. Furthermore, it is recommended that if the user starts an assessment mid-cycle of a program (other than at the PTCC milestone), the user must rate all those deliverables and expectations due at the milestone selected, as well as all those deliverables and expectations that were to be completed prior to the milestone selected. DO NOT attempt to go backwards in the assessment after having selected a milestone; if you do, the application will revert back to that milestone then requiring you to re-start from that milestone. NOTE: Upon successful completion and submission of Schedule A to Ford, users are not allowed to move back to the previous milestone, updating the file and then re-submitting the file to Ford. This action will result in an import error routine as Ford attempts to collect and report your supplier status.

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VI. RATING CRITERIA AND ASSESSMENT DEFINITION

Against the program milestones, Deliverables and Expectations will show two color schemes (Fig. 11): Light Grey With No Box Forecast Period (activity is not expected in this time period, but the supplier must enter a rating to show whether or not they forecast risk to the deliverable completion in the future. Note: Only deliverables have a forecast period associated with them. Dark Grey With Black Box - Deliverable/Expectation Start & End Points (activity is expected to begin and end between these milestones.

Dark Grey with Black Box

Light Grey with no Box

Fig. 11

Pre-Assessment versus Final Assessment Requirements:

Fig. 12

Fig. 13

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Final Assessment vs. Pre-Assessment Buttons:

Because there is often a long span of time between GPDS milestones, it is not always appropriate to report that a current deliverable is Complete or Red. A deliverable may be on track to be complete at the next milestone that is more than 1 month in the future, so it is appropriate to use a different rating (such as Green or Yellow). The Pre-Assessment selection button is designed to allow the use of the proper rating.

For Final Assessments (Fig. 12):

Prior to the required deliverable/expectation completion timing, deliverables/expectations can be rated Red, Yellow, Green, or Complete. At the required deliverable/expectation completion timing, deliverables/expectations can only be rated either Complete or Red. Note: Any deliverable not completed at its completion timing must be continually rated until the deliverable is rated Complete. After the required deliverable/completion timing, a deliverable must continue to be rated Red until it is Complete. Once Complete, it is no longer required to be rated at subsequent milestones.

For Pre-Assessments (Fig. 13):

When the Pre-Assessment toggle button is active, current deliverables and expectations due at the selected milestone, as well as those not due at the selected milestone may be rated Green, Yellow, Red or Complete. The Pre-assessment mode is recommended to be used when trying to report progress of a milestone that is still weeks/months away from being achieved. Prior to the required deliverable/expectation completion timing, deliverables/expectations can be rated Red, Yellow, Green, or Complete. At the required deliverable/expectation completion timing, deliverables/expectations can be rated Red, Yellow, Green or complete. After the required deliverable/completion timing, a deliverable must continue to be rated Red until it is Complete. Once Complete, it is no longer required to be rated at subsequent milestones.

Rating Criteria and Assessment Definition (Fig. 14):

The rating criteria used to assess the deliverable and expectations can be viewed in Fig. 14:

Fig. 14
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VII. SUMMARY SECTION

The Summary Section is comprised of the following four (4) areas:

(22) CURRENT MILESTONE DELIVERABLE STATUS

(23) FORECAST MILESTONE DELIVERABLE STATUS

(24) PPAP ELEMENT DATES AND BUILD SUPPORT PLANS (25) SUPPLIER VISITS
Fig. 15
(21) Current Milestone Deliverables Status a) Final Assessment Mode: The Current Milestone Deliverable Status (Fig. 15, #22) section is made up of a Pie Chart and Spreadsheet. The spreadsheet provides a summary report of the deliverables that are required to be completed at the milestone being reported. The Pie Chart (Fig.16, # 26) graphically represents those Red, Complete, Not Submitted and Not Applicable Deliverables due at the milestone being reported.

(27) (26)

Fig. 16

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Schedule A displays the rating in a numeric fraction format (Fig.16, #26) where the denominator is the cumulative number of all deliverables required to be complete up until the milestone being reported. In the above example, Fig.16, at FDJ, only 18 of the 48 deliverables are required to be completed. If 7 out of the 18 deliverables are Red, the spreadsheet will use the number 7 as the numerator for the Red deliverables and the number "18" for the denominator. The rating will be displayed as R - 7/18 (meaning 7 out of the 18 required deliverables are Red, Fig. 16, #27). Adopting the same methodology, the Pie Chart also displays a count for Complete deliverables (in this example, Complete, 9/18 meaning 9 out of the 18 required deliverables are Complete). One of the status counted as Not Submitted, 1/18 (Fig. 16, #27 in this case because a deliverable cell was left blank (no status not rated). Also provided is a feature that allows the user to identify the actual cell locations for the Red and Not Submitted deliverables (Fig.17). Once Red and Not submitted fractions are displayed, the user can double-click on the cells (J324 for Red and J328 for Not Submitted) to find out the Excel cell location of the items scored. In the example of Fig.16, after double clicking on cell J324, a new pop up window is displayed indicating that cells V20, V24, V33, V51, V54, V111 and V127 have been scored as Red.

Fig. 17
The final portion of the Current Milestone Status Box is the Action Plan Summary section (Fig.18). This area contains 8 key parameters (Sourcing, Design, Tooling, Process, DV/PV Testing, Capacity, Logistics and Others) related to any given Red deliverable status. Suppliers are requested to document their open concerns/issues against at least one of the appropriate key parameters. The text entered in the Action Plan Summary doesnt summarize individual entries of action plans made previously in other areas of Schedule A, so it will require manual entry on the behalf of the user. It is important to note that data entered into this field must be clear, concise and objective. It is requested that this high level information be reviewed by the supplier's program team prior to submitting to Ford Motor Company. The material contained in this section will be used to

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populate key management reports (Schedule B and C) once it has been received by the Ford team. Note: Each deliverable can affect one or more key parameters, see below: Parameter 1 Sourcing relates to issues surrounding piece cost, tooling release, commercial agreements, etc. Parameter 2 Design relates to any issues involving the design and release of the part. Parameter 3 - Tooling addresses any action plans associated with tooling release, design, fabrication and/or implementation. Parameter 4 DV and PV Testing relates to any type of testing (part or vehicle level, Ford or supplier responsible). Parameter 5 Process addresses any issues with the supplier manufacturing process, such as operators (hiring and training), issues with gauging parts, issues with process capability and process documentation (Process Flowchart, Operator Instructions, PFMEA, Control Plans) Parameter 6 Capacity includes any issues where the supplier can not meet or correctly predict if customers demand (volume and mix) will be met. It also includes any issues with OEE. Parameter 7 Logistics includes issues on the way parts will be shipped to the customer. Parameter 8 Others applies to any other category not covered above. This category could include issues with Tier 1 sub-suppliers, Ford Assembly Plant, etc. Example: Supplier ABC has rated Deliverable#39 (100% of required measurement points within tolerance) Red. The team must think how deliverable#39 will affect at least one of 8 key parameters and document the actions that are being taken in order to resolve the issue. For example, if the tolerances cant be met with the current manufacturing tools, the supplier may need to modify tools, therefore Parameter 3 (Tooling) is affected. Another scenario could involve the need for the Ford D&R engineer to authorize a change in specifications, thus in this case, Parameter 2 (Design) will be affected. The supplier could also have made a mistake in measuring the parts and in this case, Parameter 5 (Process) needs to be addressed.

Fig. 18
b) Pre-Assessment Mode: When the Pre-Assessment Toggle Button (Section V, Fig. 13) has been selected, the rules governing the assessing of both deliverables and expectations are slightly modified. Remembering that the Pre-Assessment mode allows assessment ratings of Green, Yellow, Red and Complete at the end timing for both deliverables and expectations, the Current Milestone Deliverable Status will now potentially display a pie chart with these Green, Yellow, Red and Complete assessments, Fig.19.

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Fig. 19
(22) Forecast Milestone Deliverable Status: The Forecast Milestone Deliverable Status (Fig. 20) section is also made up of a Pie Chart and Spreadsheet, only in this view those remaining deliverables not yet required to be completed are displayed, depicting their forecasted ratings. The Forecast Milestone Deliverable Status section provides teams with a look ahead for all upcoming deliverables due. Teams should use this information to help plan out future work and address any problems that seem to be developing. The Forecast Milestone Deliverable Status section information is used only for the supplier and their associated team, this information will not be used as part of any external reporting information.

Fig. 20
(23) PPAP Element Dates and Build Support Plans: The PPAP Element Dates and Build Support Plans section (Fig. 21) is a summary of both the promised and actual Phased PPAP (Phase 0, 1, 2 &3), Production Tooling and PV Test dates, along with corresponding Build Support Plan information for these specific categories. The dates for these six (6) categories are automatically populated as part of the computer program. Dates entered by the supplier into the Planned and Actual Completion Date columns within the Assessment (for these six specific categories) will automatically populate the fields within the PPAP Element Dates section. If, for any reason, the supplier is unable to meet any of the build requirements, the supplier is required to enter an appropriate build support plan and approved alert number within the summary section. The build support plan should clearly identify how the supplier
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will support the build, the pedigree of parts being supplied, the quantity of parts supplied and the dates of the delivery to the receiving Ford facility. NOTE: If the supplier is unable to meet build requirements, information provided within this section will be transferred onto the Supplier Scorecard (Schedule C), please ensure that all of the information provided clearly and concisely states the support plan being provided.

Fig. 21
(24) Priority Supplier Visit: The Priority Supplier Visits section (Fig. 22) is used to track the four (4) team visits that are a part of the GPDS Supplier Engagement Process. Only suppliers identified as "Priority" are required to populate this section of the Schedule A document (For a more detailed explanation of the Priority Supplier designation please refer to Fig. 6, #8). NOTE: A supplier is credited with having had a successful priority visit only if a minimum of 3 of the 4 team participants attended the planned visit event. This information is then rolled up onto the Element Summary Report (Schedule B) where the Ford program team will track the number of planned priority visits to take place.

Fig. 22

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VIII. FILE NAMING CONVENTION

An automatic file naming convention was developed to aid end users with saving and thus naming the file the way Ford Motor Company requires. This naming convention within Ford is important because it allows us easily to determine which suppliers submitted Schedule A documents for specific programs. All Schedule A documentation is stored within a centralized database and without a file naming standard, file identification would be very difficult. Hence the reason for mandatory file naming practices. When a user decides to close the Schedule A file the application will initiate the File Save routine which will start the file naming convention procedures. Below, Figure 23 displays an example of the File Save message:

Fig. 23
As the illustration below shows, the file adopts a unique file name based on a combination of certain Schedule A fields, these fields are separated by a _(under score) sign resulting in the final name for the file. See figure #24 below as an example of how the file name convention utilizes the combination of nine (9) fields from Schedule A.

Fig. 24 File Name Descriptions:

1) Final or Pre-Assessment Flag: The first field (highlighted in Fig. 24) indicates if the file was saved in a Final Assessment Mode (toggle feature on Fig.6, #7) or a Pre-Assessment Mode (Pre).

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Fig. 25
2) Ready and Not Ready Flag: This designation is used to inform the user that the file is either Ready (R) or Not Ready (NR) to send to Ford Motor Company. The file receives the letter R (Fig.25), if it has met all of the pre-determined conditions set within the application, the conditions are as follows: a) Condition 1: All deliverables have been assessed for the milestone being reported and that both the Current and Forecast pie Charts (Fig.14 #22 and #23), DO NOT have any Not submitted (?) ratings. b) Condition 2: All RED deliverable ratings must have a documented Action Plan assigned to it within the Deliverable Conformance Plan section. The application verifies that all fields within this section are completed, this includes the Action Plan Summary, Resp, and Dates for both the Current and Forecast Deliverable sections (Fig. 14, #22 and #23). If at least one of the above conditions fails, the application labels the file with a NR (Not Ready to submit to Ford) flag. If the application determines that the file is Not Ready to be sent to Ford Motor Company a pop-up box will be displayed indicating such, an example is depicted below in Fig.26:

Fig. 26
3) The next three fields are used to describe the Ford program code, the milestone being reported and the supplier site code (Fig. 27). All of these fields can be found within the header of the Schedule A document.

Fig. 27
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4) P and NP flag: The sixth field (Fig.28) indicates whether the supplier is a Priority (P) or NonPriority (NP) supplier. The flag is determined from the toggle selection made by the user within the header section (Fig. 6, #8).

Fig. 28
5) The next two fields (Fig.29 -A) indicate the Program Model Year and Part Name. 6) The final field (Fig. 29 B) is a date stamp which is applied by the computer during the file save routine. It is comprised of the date (numeric format), followed by the first three letters of the month (English only).

Fig. 29

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IX. ERROR/WARNING MESSAGES

Throughout the use of the application the user will notice that many error and warning messages have been incorporated in an attempt to assist with data entry. These messages and warnings are designed to aid the user in properly filling out the assessment and to assist in navigation throughout the document. Below are the error and warning messages that appear throughout the application:

#1
If the user incorrectly selects DISABLE MACROS from the above warning message, the computer will advise for the second time about the need of ENABLING MACROS.

#2

This message states that prior to the assessment being shown, the user must fill out all of the required fields within the header section.

#3

This error code is displayed when the user forgets to select the milestone currently being assessed.

#4

This message is displayed after all header information has being entered. The user needs to select the OK button in order to allow Schedule A to display the hidden assessment area.

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#5

This error code is displayed only if the user inputs the incorrect number of characters for the CDS ID (between 3-8 characters).

#6
This message is displayed when the user incorrectly types the date into the Actual Completion Dates, Planned Completion Dates or Action Plan/Counter Measure Date columns.

#7

This message is displayed when the user incorrectly types the date into the remaining fields requiring date entries (for example, in the VPP Timing section).

#8

In this error message example, the user is required to enter a date for the selected "current milestone date" located in cell location O12 (Fig. 9, #16).

#9

This message is displayed when the Priority Supplier Toggle Button (Fig. 6, #7) is turned off.

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#10

This message is displayed when the user transitions from the Pre-Assessment mode to the Final Assessment mode. The message informs the user that any Green or Yellow assessment ratings made in the Pre-Assessment mode will be blanked out once the mode is changed to Final assessment.

#11

This is the message displayed after the user has selected OK from error message #11.

#12

This message is displayed when trying to jump to the next milestone while the PreAssessment Toggle Button is on (Fig. 6, #6). If Yellow or Green assessments are found, the computer will display message#11.

#13

This message is displayed when trying to enter a Yellow or Green Assessment (in Final Assessment mode) when only Red or Complete assessment ratings are permitted.
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#14

This message will be displayed when the user attempts to jump to the next milestone without having completed all required assessments at the milestone currently being assessed. The example above depicts the cell location of those missing assessments.

#15
This message is displayed when the user attempts to enter an alpha numeric value into the attendance required field of the Priority Supplier Visit section (Fig. 22). To enter a value, the user is required to double-click the cell location in question.

#16

This is a standard error message from Microsoft informing the user that the document is password protected from Ford and modifications to the document are not allowed.

#17
This message is displayed to advice users to compress the file (zip formatting) prior to sending to Ford.

#18

This message is displayed when trying to close the Excel file using the close window button.
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#19
This message is displayed subsequent to message #19. The message is also displayed after selecting the Save As command as well.

#20

This message will be displayed if the user continues to enter an invalid model year format.

#21

This message indicates to the user that three unsuccessful attempts have been made to enter a Model Year date in the proper format. It will continue asking for additional entries until an acceptable format has been input.

#22

This pop up box indicates to the user that an Action Plan is required to be entered within the Current Milestone Deliverable Status section.

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X. Frequently Asked Questions (FAQs)

1) What happens if I dont enable the macros when opening the Schedule A document? Answer: Schedule A will not work properly. A message will be displayed indicating that the file needs to be closed and opened again with the enable macros option. If you cant see the enable macros message, please contact your IT department for trouble shooting with "settings to accept files that are digitally signed." 2) Why can I see only the header portion of Schedule A file and not the rest of the file (expectations, deliverables, and charts)? Answer: The assessment area will not be displayed if one or more data entry points within the header are missing (e.g., dates, contact name, vehicle partition, site code, etc.). Verify every entry field and ensure that all fields contain information. If this is your first Schedule A submission, you can enter todays date under last schedule A date field. 3) What is the best way to print a summary view of Schedule A? Answer: When using the toggle button Summary View (ON), a condensed view containing deliverables and charts only is displayed. The default view is always Summary View (OFF). The button is located on line 1, column B. Usually when printing the report with the Summary View (ON) option, the number of pages is reduced by 75%. 4) Why am I missing the highlighted blue colored cell that indicates the next deliverable to be assessed? Answer: Because the toggle button located on the top of Schedule A called Highlight Next Deliverable is not turned ON. If turned ON the toggle button will display Highlight Next Deliverable (ON). The button is located on line 1, column L. Another possibility is that a particular deliverable assessed in the past has a N/A or Complete Status, so the application will not move automatically to these deliverables. 5) Where do I record my Priority Site Visit information? Answer: Priority Site Visits attendance and dates are recorded within a template called "Supplier Visits" on the file page of the Schedule A report. If the table does not appear it is because the user did not select the Priority Site toggle button at the top of the document. Selecting Priority supplier within this toggle will create the table for data entry. Note: Only suppliers selected as Priority suppliers need to fill this table out. 6) After entering an Action Plan for all the individual Red deliverables and expectations (columns AF-AH), the information was not updated automatically at the bottom of the document in the Current or Forecast Action Plan boxes. How does the information get automatically populated? Answer: The Current and Forecasted Action Plan sections are not populated automatically from the specific action plans written against individual deliverables and expectations within the assessment section. The action plans in these sections require the user to enter additional data against these Red deliverables. The data entered into these fields is to summarize any and all Red deliverables rated previously within the assessment section. The intent of the Current and Forecasted Action Plans is to provide a summarized and concise Action Plan for Ford Motor Company management review. The information entered requires additional due diligence and objectivity from the team working on Schedule A when providing the entry.
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7) In the Milestone dropdown menu I dont see milestones such as AA2 or AA1. How should I select those? Answer: For simplicity purposes, we have combined some of the milestones that share the same column in the timing section. For example, PA, AA2 and UPV2 happen almost simultaneously, even though they have different meanings in GPDS. Because they are located in the same column, we have combined the drop down menu to only display the most significant event (in this case PA milestone). 8) Where did my previous information from the Current and/or Forecast Deliverables Action Plan summary box go to? Answer: If the user changes the milestone from within the milestone selection pulldown, the information located inside of the Current and/or Forecast Deliverables Action Plan summary box will be blanked out, thus requiring new information if required. 9) Why does the application keep asking to enter all status on a prior milestone that Im trying to select? Answer: Once a milestone is picked in the drop down menu, the application interprets it as a valid selection whether or not this was the user initial intent. Possible ways to resolve the problem includes closing the application without saving, opening again and picking the correct milestone. 10) The application does not allow me to enter any status. It seems to be locked on a particular field. What should I do? Answer: If you encounter this problem, the best way to resolve the issue is to import the version into a blank Schedule A, downloaded from the Covisint Ford Supplier Portal (external) or Ford STA website (internal). 11) How can I change one of the 4 locked fields (Program Code, Model Year, Site Code, Part Name) without having to re-type all the previous information? Answer: You can import the file into a blank Schedule A. For each one of these fields a window will be displayed and will prompt the user to confirm/modify the data fields. 12) Why should the supplier send the latest Schedule A using the Ford Naming Convention? Answer: The Ford Naming Convention provides important information about the file prior to it being opened at Ford. For example, it is possible to tell if the Schedule A document is coming from a Priority vs. a Non Priority supplier without even opening the file. This is important within Ford as we process numerous Schedule A's on a monthly basis. 13) Why can't I populate the six (6) key date fields with the PPAP Element Dates section (rows 350-356)? The cells are locked. Answer: These cells are linked to the respective dates in the assessment area. For example, PPAP Phase 1 Promised/Planned date is located in cell J281 and the Actual Date is located in cell AE281. The entries made in these required fields help to populate the PPAP Element Dates section. 14) Why can't I enter my action plan comments for the Current and Forecast milestones in the Deliverable Conformance Plan section? The cells are locked. Answer: The cells containing the 8 key parameters (Sourcing, Design, Tooling, etc) are locked, tab one (1) cell to the right and you will find adequate are for free form text entries.

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15) Why am I having difficulty with entering dates into the format I am familiar with? Answer: Since Schedule A is a global document, we were forced to create a standardized way of displaying date information. For that reason we utilize the following date convention: Two (2) digits identify the day, 3 English Language letters indicate the month, and the final 2 digits for the year.

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