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BeOn – Online Sampling Release notes Version 2.1.00 – certificate sampling

New features and changes for Volkswagen AG group suppliers (All new features and changes are also visualised and described in the self-study programs)

Contents

1. BeOn Version 2.1.00 “Certificate sampling” (28.04.2010) ................................................2

1.1. General information ......................................................................................................2

1.1.1. Definition...........................................................................................................2

1.1.2. Self certification ................................................................................................2

1.1.3. Authorisation.....................................................................................................2

1.2. Authorisation.................................................................................................................3

1.3. Function ........................................................................................................................3

1.3.1. Authorisation cover letter ..................................................................................3

1.3.2. Overview of authorised parts ............................................................................3

1.3.3. Entering certificate sampling.............................................................................3

2. Additional implemented requirements...............................................................................3

2.1. Faster forwarding for suppliers .....................................................................................3

2.2. Multiple upload..............................................................................................................3

2.3. Content of the additional data screen ...........................................................................3

2.4. Invalid local supplier numbers for new ISIRs are hidden..............................................3

2.5. Export option for list of test results................................................................................3

2.6. Excel export and import ................................................................................................3

2.7. Calendar icon................................................................................................................3

2.8. Message for wrong IMDS input revised........................................................................3

2.9. New order of columns in the search and processing overview.

The key can be hidden. ................................................................................................3

2.10. New filter options in “Search” and “Processing overview” ........................................3

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1. BeOn Version 2.1.00 “Certificate sampling” (28.04.2010)

1.1. General information

1.1.1. Definition Certificate sampling is a procedure used in the individual group companies and their plants that is based on VDA Vol. 2, sample stage 1, in which the quality performance of the supplier and the item quality apply as decision criteria for the sampling scope. The focus is on speeding up the release process and reducing the formal work required. Possible decision criteria for certificate sampling are:

- Supplier known, no problems with sampling and series delivery - Parts and assemblies are easy to produce - Internal suppliers - Product line: One part number is assessed according to sample stage 2 or 3, the other part numbers are assessed according to sample stage 1

1.1.2. Self certification

Extract from VDA Volume 2 dated 01.09.2004, chapter 4.10

“…Customer and supplier can agree on supplier self-certification. This means that the supplier sends the customer the sample documentation but there is no need for a reply from the customer. If self-certification has been agreed on, the supplier can assume that the overall release status “free” is granted for this product at the same time as the sample is submitted. Note: If an installation test becomes necessary, the overall status is defined only once the installation rating is available!

1.1.3. Authorisation Suppliers who have met all requirements as per VDA Vol. 2 ch. 4 for new and ongoing samples for years and can offer above average Q performance in the series can be authorised for certificate sampling if agreed on with the customer in advance. The Q planner of the QA purchased parts uses the respective current quality classification, for example, external sales force classification, sampling performance, part quality and project work, to decide which suppliers are authorised for certificate sampling with which parts and/or components.

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1.2. Authorisation

The supplier enters the certificate sample as well as all other samples using the external

creator role.

1.3. Function

1.3.1. Authorisation cover letter

If the Volkswagen AG location deems that the supplier meets the requirements stated in item

1.1, the VW AG quality control officer can authorise the supplier for certificate sampling. In

this case, the supplier receives an authorisation cover letter by email. In addition to the

general, automatically generated text of the email, there are 2 attachments.

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The first attachment contains the official letter from the releasing location of the Volkswagen

AG whilst the second attachment contains the list of authorised parts. This list is always

plant-specific and is for information purposes only. BeOn automatically detects whether you

are authorised for a certain plant or set of parts and also displays this information (see

“Function” chapter). Instead of the complete part numbers, you might see only the middle

groups of the part number in this list of

authorised parts.

Here, the restriction to the middle

group means that you have the

authorisation for part numbers that

belong to your delivery scope and

contain this middle group to send the

samples to the released group location as

“certificate sampling”.

The system does not automatically determine the authorisation email addressee, hence the

commissioning person must enter it manually.

1.3.2. Overview of authorised parts

In the new Master data screen, in the Authorisation list submenu, you can see all parts for

which you have been authorised by Volkswagen AG employees. Additional restrictions by

using filter criteria or exporting to Excel format are also possible.

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1.3.3. Entering certificate sampling

1.3.3.1. New features on the part data page

You start entering the sample by filling out the Sender/receiver screen as usual. After saving, you go to the part data screen and start entering all required fields (at least the required entry fields). If, after entering the part number and saving, BeOn recognises that you have been released for certificate sampling for the location to which you want to send the sample, this is shown at the points indicated below.

In this case you get:

- A yellow information message - The “certificate sampling” icon in the header data - A new “Self-certification” submenu - An indicator for certificate sampling on the “Original Customer Information” page.

You can also remove this if you do not wish/are unable to use the “Certificate sampling” option. Caution: You should always coordinate this with the customer (see BTV in the header data).

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As of version 2.1.00, the part data page contains additional information and input fields for sample approval. Here you see whether the part numbers to be sampled require sample approval. You can see that in the top row. In the example the part number is subject to mandatory sample approval. If you already have sample approval, you should select the second row. In this case, a new input field opens where you have to record the sample release date. The BMG must then be added to the sampling as a mandatory document on the Documents screen in the “Process-related and other documents” section (document ID 28).

1.3.3.2. New screen “Self certification”

You need to answer 3 questions here. If you answer question “2” with “yes” and question “3”

with “no”, you can save and go to the next pages to enter the information there. If you answer

question “2” with “no”, you must enter the deviation permit from technical development to the

ISIR as a document. This is necessary in that case. If you answer question “3” with “yes”, the

customer’s confirmation about the availability of the sampling approval or the corresponding

deviation permit must be added to the ISIR. You can use the button to do so.

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1.3.3.3. New screen “Self assessment”

On this page you can rate the ISIR according to your assessment. For certificate sampling,

these entries are required, for all other types of sampling they are optional. If you enter a

rating other than “1”, you must enter a comment. If you are referring to an already rated

sample in sampling and are not looking at the dimensional check in your current sample,

please copy the rating from the dimensional check from the reference sample and make a

note in the comment section.

2. Additional implemented requirements

2.1. Faster forwarding for suppliers

Reports for which the same

action is supposed to be

executed, for example:

- Print cover sheet,

- Send ISIR

can be selected in the first

column. You must select the

desired action in the Action

drop-down menu. After clicking

the Execute button, the same

routine is executed for all

selected reports.

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2.2. Multiple upload

You can upload several documents with different document types and contents at the same

time. The status is displayed after the upload. If problems occur, error messages are output.

An unlimited number of rows can be inserted. However, no more than 50 MB can be

transferred. All added documents can be viewed by clicking on “Documents”. This is also

where they can be removed from

the ISIR again.

2.3. Content of the additional data screen

The content of the “Additional data” screen was moved to the Decision by customer page.

The bottom view corresponds to the “In Processing” status on the Volkswagen AG side. The

view for suppliers is identical but it is a pure display field.

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2.4. Invalid local supplier numbers for new ISIRs are hidden

Occasionally, local supplier numbers are locked and marked as invalid. The above-

mentioned numbers are hidden to ensure that they are no longer used to create new reports

on the supplier side. This does not affect the display of already existing reports. If you want

to see the status of the local supplier number for the DUNS number, click the icon on

the Address data page in the respective report.

2.5. Export option for list of test results

The list of attached test results can be converted to Excel format. This applies to the internal

view as well as the external view.

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2.6. Excel export and import

BeOn now also supports the importing and exporting of Excel files in Office 2003 format “xls”

and in Office 2007 format “xlsx”.

2.7. Calendar icon

All date fields in BeOn receive a calendar icon.

Clicking the icon opens a new window in which the desired date can be selected.

2.8. Message for wrong IMDS input revised

If the entry of the IMDS no. is not correct, suppliers see a note about a common error during

entry on the IMDS page. “Please note that no checkmark was set for development

sampling in IMDS!”

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2.9. New order of columns in the search and processing overview. The key can be hidden

The “Plant” column was moved to third place in the table. With the exception of columns “S”

(selection) and “ISIR no.” all columns can be hidden if required. The key has been enhanced

with additional information and can now be hidden for a better overview.

2.10. New filter options in “Search” and “Processing overview”

Both the processing overview and the search can be restricted with additional filter criteria.

These are:

- Part type: Single part or versatile ASSY

- Report type: Bought parts (another report type will be added later)

- Sampling type: Only certificate sampling or only sampling that is not certificate

sampling

- Collective reports: Only individual reports or only collective reports

If additional filters are set, the filter options are highlighted in red. Click the “Reset” button to

reset these filters as well.

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April 2010, BeOn Team