Emerson

Supply Chain Optimization

End to End On-Boarding Process Document

Supply Chain Optimization Support Team2/1/2014

End to End Process Flow Chart

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SCO Support Mailbox/ Pending Site Survey TemplatesWithin the SCO Support Mailbox, a sub folder is setup for completed supplier onboarding documents: “Pending Site Survey Templates.”

Site Survey Templates

A site survey template should only be moved into the “Pending Site Survey Templates” folder if the form is fully filled out as described below. Surveys that are missing data should be returned to the sender to request the missing information.

A fully completed survey contains the below, by section:

- Section 1: Full company name, full address information, shipping and receiving hours- Section 2: Location contact first name, last name, phone number, email address (note: user

preferences for unit of measure, time zone, and language are no longer required fields as they are submitted by users when requesting their user ids/passwords)

- Section 3: Listing for the destinations to which supplier will be shipping. NOTE: some suppliers only ship drop shipments for Emerson business units. In this instance, the business unit will need to advise which of their locations will be responsible for the freight charges. When setting up the location, the location will need to be set up as “ad hoc approved.”

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Location VerificationBefore setting up any new location, the below process should be followed to verify that it has not already been set up in the portal.

Location Ids

There are two location id prefixes, 3001 and 3002. See below for definitions.

Locations beginning in 3001 indicate that the location has been used as a shipping location. Please note that it may not be a permanent location and may need to be edited to change it to a permanent/available for selection shipping location.

Locations beginning in 3002 indicate that the location was not used in a shipment through the portal, but a freight invoice was paid using that location through Cass Information Systems, Emerson’s third party payment agent. This type of location cannot be selected as a location for an order.

Searching for Existing Location Ids

Below are the step by step instructions for location verification.

Section 1 of the Emerson Site Survey template contains the address information (shown below).

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1. Log on to the portal and click on “Configuration”2. Click on “Location” in the list of links below “Configuration” 3. Type “3001” in the “Location ID” box 4. Click on the “Address” tab at the top of the screen

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5. Enter part of the address in the “Address Line” box and select either “Begins With” or “Contains” as appropriate

6. Enter the postal code into the “Postal Code” box

NOTE: on this screen, enter minimal information to obtain the most inclusive results. Many words are abbreviated or not abbreviated and can cause the system to not find a location if the request is too restrictive (examples: Boulevard or Blvd; Road or Rd)

7. Click on “Search” at the bottom of the screen

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NOTE: the results screen will pop up and display either the results, or show that “No data was returned.” If the results display the address on the template, then verify that the location is set up properly (reference “Set up Location in the system” process). If the results display the “No data was returned,” click on the “Refine Query” and verify the data entry was correct or adjust it to re-search for results.

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Create/ Edit New CorporationA Corporation is a record that groups the various locations for each company. Whenever a new location is created, the new location must be assigned to a corporation. Each corporation must have at minimum an involved party contact and an involved party location assigned to the corporation.

Involved Parties

Involved Party Contact identifies a specific user id, contact or contact groups with attributes such as name, email address, phone, and fax numbers. A user must be added to the Involved Party Contact list in the Corporation profile in order to have access to view his/her location when creating an order into the system.

Communication Method determines whether a contact can receive messages such as an email, EDI transmission, etc. Select “Email” as the communication method when adding a new Involved Party Contact

Involved Party Qualifier identifies the role that a contact/user is playing in regard to the business object. Select “ Supplier_User ” as Involved Party Qualifier when adding a new Involved Party Contact.

Involved Party Location identifies a specific location with a primary contact defined. This is where we define approved shipping locations that a supplier has access to view/select when creating an order into the system. If a supplier is shipping to 5 multiple locations, all 5 location IDs must be added to “Involved Party Location” list. Additionally, if a supplier is shipping 3rd party shipment billed to other Emerson location, the 3rd party location must be added to the Involved Party Location list. This will allow supplier to select the 3rd party location as the “responsible party” in the 3rd party payment term window.

It is also important to note that a “contact” must be assigned to each location ID. If a contact is missing from a location ID, the location ID will not be visible when searching for the Location in the “Involved Party Location” list.

Communication Method determines whether a contact can receive messages such as an email, EDI transmission, etc. Select “By Contact” as the communication method when adding a new Involved Party Location. By choosing “By Contact” communication method, the system uses the communication method assigned to the contact in the communication manager.

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Involved party Qualifier identifies the role that a location/contact/user is playing in regard to the business object. Select “SHIP_TO” as Involved party Qualifier when adding a new Involved party Location. This is how the system defines the location as a valid shipping destination.

Below is the step by step approach how to create a new Corporation

1. Login to OTM2. On the left menu, hit on the “Configuration” link3. Select the “Corporation”

4. Hit “New” button5. In the Corporation ID field, type the supplier name + D&B number (i.e.

BENCHMARKELECTRONICSBHD40078494)Note: Refer to “How to obtain D&B #” instruction manual

6. Enter Corporation Name. Corporation Name should match the legal entity name shown on Duns and Bradstreet website

7. In the “Involved party Contact” field, you can do the following to add a user:I. Type the user name in the field and auto-search query should display possible match

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II. Hit on the “f” button, and perform search by entering first name and/or last name. Then select the user name. Hit Finished

8. Select the Communication Method “Email”9. Select the Involved Party qualifier “Supplier_User”10. Hit “Save” button11. Next is to enter the “Involved Party Location”; which location(s) the supplier is shipping to

I. Enter the location ID in the “Involved Party Location” field. II. If you do not know the location ID, you can hit on the “f” button and search the location

ID by entering the location name, city, state, country informationIII. Select the location ID from the search result, then hit finished.

Note: If the location ID is not coming up from the search result, verify that a contact is assigned for the location by going to the “Location” link, search for the location ID, then look at the “Communication and Remarks” tab and see whether there is a contact assigned. Refer to the “Creating Contact” document for further information

12. Select the Communication Method as “By Contact”.13. In the Involved party Qualifier, select “SHIP_TO” from the drop down list14. Hit save button to the right15. Hit Finished!

Refer to the screenshot below as referenced how the populated field should be set up in the Corporation table.

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Create / Edit New LocationLocation represents physical places to which an order can be delivered of from which an order can be picked up. They include airports, ports, rail ramps/yards, container pool locations, distributors, assembly points, plants, vendors, and more.

Each location must be associated with a corporation and defined geographically.

Locations are required when you:

Plan for a shipment Establish rates for a shipment Define itineraries Create orders Create a location template

There are multiple tabs in the location table:

Identification defines basic location information such as ID, name, and address. Also associate the location with a corporation

Roles define the purpose of the location, as well as any associated accessorial charges or special services.

Routing specifies equipment groups or service providers associated with the location Communication and Remarks lists all contacts assigned this location and lets you enter any

additional comments or remarks about the location for informational purposes Load/Unload points are specific loading and unloading points assigned to a location. If provides

a detailed view of the location giving the precise point to load and unload cargo. Resource specifies the resources available for the location

Step by step how to create new location:

1. Hit on the “Configuration” link2. Hit on the “Location” link3. Hit on the “New” button4. Follow the rest of the steps outlined below for each tab5. Hit “Finished”

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Identification

1. Location ID uniquely identifies the location. All Emerson locations shipping through the Supply Chain Optimization (SCO) program starts with “EMR.3001”. This is a system generated field.

2. Location Name describes this location3. Corporation ID uniquely identifies the Corporation. Refer to “Create/Edit New Corporation”

section for more information.4. Location description is the description you enter for a specific location. This field must be

populated. If the new location is a shared facility location (used by multiple business units), the location description must be populated with “EMERSON SHARED FACILITY”. There is a built-in logic in the system for shared facility to ensure that supplier profile has access to the shipment and shipping documents.

5. Temporary: If a location is set up for a one-time shipment or the location is used for a short time only, check the “Temporary” checkbox. If the temporary check box is not checked, the location needs to be set up as a permanent location with the necessary reference number information (see Reference Number section) and all other required information

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6. Address is where you define the specific address information of the location. This information is used when calculating itineraries, defining lanes, qualifying rates.

a. Address line field contains the street level information for the location’s addressb. City field contains the name of the city that the location is inc. Province code field contains its abbreviated name of a state or province or in certain

countries it is listed as 2-digit numeric characters. This field must be populated for USA, Mexico and China countries.

d. Postal code field contains the postal code of the location. This field must be populated correctly for US,MX and Europe countries in order to calculate rates

e. Time/zone: If you leave the time zone blank, OTM determines what type zone a location is in and auto-populates it based on the address (country, state/province, city, postal code). OTM has a database of worldwide time zones and the geography they cover. This includes differences in some locales handle daylight savings time.

f. Latitude and Longitude (in degrees) for the location. Once assigned, these values are used to estimate distance from or to the location. These fields must be populated for OTM to calculate distance. Especially important in calculating distance for determining zone for Air Cargo shipment.

If OTM unable to find a match based on the city, state/province, country information provided in the address section, system will default the latitude and longitude fields to 1:1. Because the system is unable to calculate distance information, for Air Cargo shipment, the order will be planned to “TEMPORARY” shipment. The location will need to be updated with valid latitude/longitude information.

Use www.latlong.net to obtain latitude/longitude informationa. Enter the address information (address, city, state, zip code, country)b. Hit “Find Lat long” buttonc. The latitude and longitude info is displayed on the left side

Note: OTM can only accommodate up to 8 characters (including period). Hence, only copy and paste the first 8 characters into the latitude and longitude fields in OTM.

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Reference Numbers

Reference numbers are additional qualified numbers that are assigned to location for various reasons. For Emerson location set up, it is extremely important that all required “reference numbers” are added the location ID. These reference numbers are used to identify Business Unit name, Business Group, Freight Payor information, LTL rate owner information, Broker information for rating and billing purposes and to ensure that pertinent information are displayed correctly on the shipping document.

Below is the list of reference numbers with its associated qualifier ID that must be added when creating a new Emerson location:

Reference Number Qualifier ID

Reference Number (must be entered following the format shown)

ADHOC_APPROVED YES

Bill_TO_LOCATION EMR.CASS (for location in USA; freight bill paid by CASS)EMR.CASSMX (for location in MEX; freight bill paid by CASS)EMR.[enter location ID] (where freight bill is sent directly to the location)

BROKER_CONTACT_AIR EMR.[enter broker name] (if available)

BUSINESS_GRP Choose one; EPM, ENP, CIS, CRS, EIA, ECT

CONSIGNEE_LOCATION EMR.[enter location ID] (if available)

Div_ID Enter the 4-digit Oracle HFM code (check data standards website)

LOCID Enter the 4-digit Oracle HFM code (check data standards website)

LTL_RATEOWNER [enter business group code]

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Notes: “DIV_ID” and “LOCID” reference numbers are also used to identify which Business Units/Location IDs when calculating program transaction fees. LTL_RATEOWNER reference number is used to identify and apply the correct LTL rating.

See screenshot below as a reference point for properly added reference numbers in a location set up:

Roles

Each location must be assigned a transportation role. List of valid location roles that we are currently using are:

SHIPFROM/SHIPTO: This role most likely applies to all locations that need to be set up. BILL TO: This role will need to be selected in addition to ship from/ship to role if the location is

also receiving freight invoices. XDOCK: This role is selected when setting up a new cross-dock location

Calendar

Calendar is used to define when a location is available for shipping activities, and which shipping activities occur.

Below is the step by step process how to create a new calendar for a location:

1. Hit on the “Configuration” link on the left2. Hit on the “Calendar Definitions”3. Hit on the “New” button4. Enter the “Calendar ID” = “Location ID”5. Select the first radio button option and enter “7” in the field6. Click on the calendar icon, and select 2011-08-01. Note: Regardless of when you create the new

calendar, the selected date here must be 2011-08-01 to reflect cyclical activities.

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7. Hit Next button

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8. The calendar’s cycle is set up as 7-day cycle, and therefore we need to enter two sets of activities (Receive and Load) on each day.

a. Day 1 represents Monday; Day 2 represents Tuesday, and so onb. Start Time represents the time facility is open c. End time represent the time facility is closedd. Activity is either “RECEIVE” or “LOAD”

i. Receive : Facility is open for deliveryii. Load: Facility is open for pickup.

e. Select “Perform” when facility is open. Select “Don’t Perform” when facility is closed.f. Hit “Save” button to the right on each activity added to the calendar.

Note: When facility is closed on the weekend or for holidays or for any other reasons, it is important to select the correct start time and end time.

Start time must show “Midnight” or “12:00 AM”End time must show “11:59 PM”

Setting up calendar time correctly is important as planning logic is taking location calendar operating hours for determining viable pickup and delivery arrival and departure times.

Below screenshot shows how the calendar should look like:

9. For holidays or other business related reasons that a facility may close its loading and/or receiving hours, we can create a calendar overrides to overwrite the standard operating hours.

10. Hit on the “Activity Calendar Overrides” button

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11. Enter the Override Name; for instance Christmas Eve, Christmas Day, etc.12. Repeat step 8b to 8f as outlined above

Below screenshot shows how the calendar overrides should look like:

RoutingRouting identifies the type of route and transportation methods that can be used to arrive at or leave from a location on the Routing Screen. Routing information is used when qualifying an itinerary or rates, planning shipments and releasing orders.

The fields that are applicable to some Emerson locations routing (but not all) in this tab are:a. Service Provider Profile: Defines which service providers are compatible or incompatible

with that location

b. Substitute Location ID: This field is used to define ONE alternate location from which an order is picked up or delivered for transportation purposes.

Add Service Provider Profile1. Open the location that you need to add Service Provider Profile2. Go to the Routing Tab3. In the Service Provider Profile field, hit “n”4. A new window will display on your screen.5. In the Service Provider profile ID, enter the location ID6. Check the “compatible” check box if only selected number of carriers are authorized to pick up

or delivered to this location. Note: If the location has a specific “Do not use” carrier where it doesn’t want the system to plan and tender a shipment to, then the compatible checkbox should be unchecked.

7. Enter the 4-digit SCAC code (Service Provider ID)

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8. Hit Save button on the right9. Hit “Finished”

Add Substitute Location IDIf a substitute location ID is identified for a particular location, enter the location ID in the substitute location ID field in the “Routing” tab

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Communication and Remarks

This section defines the primary contact information and the preferred communication method for the location. Contact info must be populated if a location’s role is “SHIPFROM/SHIPTO” as it is needed to link the location ID to a “Corporation” involved party location.

Add Primary Contact & Preferences1. Select “email” as the communication method2. Enter the location contact’s email address in the email address filed3. Enter the phone # if available4. Hit Finished button

Note: if the location contact information is not available during the location creation, another way to systematically create a contact ID for this location is as follow:

1. Select “Manual” as communication method2. Language spoken field select “English”3. Hit Finished button

The three steps above will create a system generated contact ID that is the same as the location ID.

Additionally, if a location already has a contact set up, it is visible from the “Details” tab on the right. If there is no contact set up for the location yet, the details button will not be visible.

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Weekly Training InvitesThe project tracker is utilized by both the SCO Team and by Emerson business units to track freight under management and to identify suppliers who are not using the portal for in-scope shipments. Weekly training invites are sent to suppliers requiring training.

Distribution of Training Invites

Below are the step by step instructions for emailing weekly invites to training. Training invites are sent out based upon world area and language.

1. Log onto the project tracker. 2. Select “List” (see 1 on below screenshot)3. Select “All Items Datasheet” (see 2 on below screenshot)4. Select “Export to Excel” (see 3 on below screenshot), and then click “Open” when the pop up

box appears

5. Filter by “Implementation Lead to send out the appropriate training invitea. Bogdan Balea, Anca Goran, and Robert Engi for European trainingsb. Kim Brown, Melissa Larsen, Carol Scott, and Mike Adler for North American trainings in

Englishc. Airseala Cantillep and Ryan Flores– for Asian/Chinese invitationsd. Daniel Nieto – for Central America trainings in Spanish

6. Filter on “Site Implementation Setup” for “Onboarding” status7. Filter on “Site Contacts” to deselect “Blanks”8. Open appropriate training invite as advised by Implementation Leads

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Retrieve Survey Monkey Registration ResultsThe SCO program has an on-line user registration link for user ids and passwords. Designated SCO Program personnel should pull the results every working business day to check for user id requests and to submit new requests to Brian Sher.

Retrieval of Registration Requests

Below are the step by step instructions for retrieval of the registration requests.

1. Click the below link to retrieve the registration results

https://www.surveymonkey.com/sr.aspx?sm=YOgpeJwa8JTK8RKtZ87BT3oAGtfnyyXMAJqm_2bSZ5W9o_3d

2. The web link will open up. Click the “Download Responses” button.

3. Click the button to the left of “All Responses Collected” (see 1 below)

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4. Enter email address when report should be sent (see 2 below)5. Click “Request Download” button at bottom of screen (see 3 below)

6. The results will be emailed from SurveyMonkey to the email address entered within a short period of time (usually less than 5 minutes)

7. Open the email and click the link

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8. A web page will open. Click the “Download” button on the right side of the screen (see 4 below) and then click “Open” (see 5 below)

9. Click on the Excel file folder (see 6 below)

10. Click on Sheet_1.xls (see 7 below)

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11. Review the registration “Start Date” column. Any registrations since the last business date pulled will need to be reviewed for existing ids.

12. Save the new file to: xxxxxx and delete the old file.

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Verifying and Requesting User NameA list of existing SCO Program users is updated on SCO Team document every other week. We must validate against the user list to ensure that we do not have existing login prior to submitting new user request to GREaTR team, The file is called “User Activity Summary”.

Notes:

Username must consist individual first name and last name

If new user has Non-Emerson’s email address, the requested role should be SUPPLIER

If new user has Emerson’s email address:

Verify that Email address is valid Requested role is “SHIPPER”

Once all the steps above have been completed then send the new user request to GREaTR

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Distribution of User Ids and PasswordsAfter GREaTR team creates and sets up user ids and passwords, he will email the information to the designated SCO team member. The team member will update the corporation and project tracker as detailed in previous sections of this document. Once the above steps have taken place, the team member will then distribute the user ids and passwords utilizing a mail merge function.

Id/Password Distribution Process

User ids and passwords are distributed to users in personalized emails. This is accomplished using the mail merge function in Microsoft Word. The process requires two files:

16. An Excel file containing the personalized information17. A Word file with the template language

The Excel file has three columns: Full Name, Email, and User id. The information should be copied from the Excel file submitted by Brian Sher to the Excel mail merge file.

A copy of the Excel merge file is embedded below. Save a copy of this document to a local drive for use.

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The Word document is shown below and is embedded below the screenshot. Save a copy of the file to a local drive for use.

Follow the below step by step process to merge the Excel file and the Word file.

1. Open the Word document2. Click “Mailings” at the top of the screen

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3. Click “Start Mail Merge” and then click “Step by Step Mail Merge Wizard” as shown below

4. Click “email messages” on the right side of the screen and then under Step 1 of 6 on bottom right click “Next: Starting Document”

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5. On the right top side of the screen, select “Use the current document.” At the bottom right side of the screen, Under Step 2 of 6 click “Next: Select Recipients”

6. On the right top side of the screen, select “Use an existing list.” Click the “Browse” link to select the Excel file. Click “Open”, then “Ok”, “Ok” as boxes pop up.

7. Under Step 3 of 6 on bottom right click “Next: Write your email message”8. Under Step 4 of 6 on bottom right click: “Next: Preview your email message”9. Under Step 5 of 6 on bottom right click: “Next: Complete the merge”10. On the top right side of the screen, click “Electronic Mail”11. When pop up box appears, type “SCO User ID & Password” in the subject line and click “Ok”12. An hour glass will appear on your screen and the merge may take a minute or two depending on

how many emails are being generated13. Once the process is complete, go to your “Sent” email file 14. Copy and paste the sent messages into a single email and send to kim.brown@emerson.com for

storage. These emails are often resent to suppliers and/or business units.

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