Planning and Operational Data Solution (PODS)

Planning and Operational Data Solution (PODS)

Supplier User Manual,

15 July, 2018

Version 1.0

Planning and Operational Data Solution – Supplier User Manual

Author: TCS Page 2 of 18 Date Issued: 16/07/2018

Security Classification: JLR-TCS Confidential

Document Release Note

Customer: Jaguar Land Rover

Project: Planning and Operational Data Solution

Document Details

Name Version

Number Description

Supplier User Manual for

Planning and Operational Data

Solution (PODS)

V1.0 This document enables an understanding of

PODS specifically for Supplier use.

These are confidential documents. Unauthorized access or copying is prohibited.




Document Revision List

Customer: Jaguar Land Rover

Project: Planning and Operational Data Solution

Document Name: Supplier User Manual for Planning and Operational Data Solution

Revision

Number

Revision

Date

Revision

Description

Page

Number

Previous

Page

Number

Action

Taken

Addenda/

New Page

Release

Notice

Reference




About this Document

Purpose

This manual has been written to help you understand how suppliers will interface with the Planning and

Operational Data Solutions (PODS) application through the Covisint Portal. Planning and Operational Data

Solution (PODS) will provide a common platform across departments for new model and model change

planning. This document outlines the navigation and high level understanding for suppliers.

Intended Audience

This manual is primarily intended for external suppliers who will be interacting with the PODS

application through the Covisint portal.




Contents

1. Basic Requirements for Accessing PODS ...................................................................................... 7

The below section details out the basic browser, device and access requirements for accessing PODS as

an external supplier. ............................................................................................................................. 7

1.1. Browser and Device Requirements ........................................................................................... 7

Software Environment ..................................................................................................... 7

Security Requirements ..................................................................................................... 7

2. Overview of Supplier Interaction with PODS ................................................................................ 8

3. How to gain access to Covisint ....................................................................................................... 9

4. Gaining access to Covisint for your organisation ....................................................................... 10

5. How to gain access to PODS through Covisint for an organisation ............................................ 12

6. How to gain access to PODS through Covisint as an individual ................................................. 13

7. Accessing PODS ............................................................................................................................ 14

8. Working on EU1121 Form ........................................................................................................... 17

9. Help Desk ..................................................................................................................................... 18

List of Figures

Figure 1 – Initial Covisint registration screen.......................................................................................... 10

Figure 2 - Requesting a service package steps ......................................................................................... 12

Figure 3 – Individually requesting a Service Package navigation ............................................................. 13

Figure 4 – Covisint log in page ................................................................................................................ 14

Figure 5 – Applications tab in Covisint portal .......................................................................................... 14

Figure 6 – PODS landing screen for External Suppliers............................................................................ 15

Figure 7 – EU1121 form ......................................................................................................................... 16

Figure 8 – EU1121 workflow .................................................................................................................. 17




1. BasicRequirementsforAccessingPODS

The below section details out the basic browser, device and access requirements for accessing PODS as an

external supplier.

1.1. BrowserandDeviceRequirements

SoftwareEnvironment

Browser Chrome v54.0.2840 and IE v9.0 or higher are the

standard/common browsers used and available in JLR. So all

pages in the application will be compatible on these two

browsers.

External Use Certain screens will be used by external users like suppliers.

These screens will be compatible across all popular browsers viz.

Firefox v49.0.2, Safari v9.1.3, Opera v12 or later.

Hardware PODS will be accessible on standard desktops and laptops only.

Resolution Standard resolution for the application will be 1366 x 768

SecurityRequirements

Network Infrastructure Suppliers will be able to access the PODS application through the

Covisint portal

External Use Certain functions of the PODS application will be exposed to

suppliers through the Covisint portal.




2. OverviewofSupplierInteractionwithPODS

Access to Jaguar Land Rover IT applications for use by external suppliers is managed through the JLR

Supplier Portal hosted by Covisint.

The major functions handled by the JLR supplier portal are to provide a single entry point for suppliers to

gain access to JLR applications and also for authentication and authorisation services for accessing these

JLR applications.

Whenever external Suppliers hit the PODS URL, the request will go to the Covisint portal and the user will

enter their Covisint ID and password. The Covisint portal then validates the credentials entered by users.

External Suppliers will be able to perform the following tasks in PODS:

• Receive EU1121 forms, update them and send them back to JLR.

• Receive and respond to comments on the EU1121 form

• Define new collection address in the EU1121 form

External Suppliers will access PODS through the Covisint portal for filling in and submitting EU1121 forms.

Suppliers will also receive system notifications with regard to specific updates on packaging approval

updates for when packaging is confirmed. Interaction will be two ways wherein the EU1121 form will be

sent to the supplier, the supplier would review it and return a filled form back to JLR.




3. HowtogainaccesstoCovisint

In order to gain access to PODS, supplier organisations must first register their organisation for access to

Covisint. Once the organisation is registered, single users within the supplier organisation can then register

their own individual access.

Registration for the Covisint portal is based upon the GSDB code of a supplier. If you do not know your

GSDB code, or the organisation you wish to register does not have one, then you may refer to a Purchase

Order or will have to contact the JLR Purchasing department to find the code.

An organisation must first register for access to the Covisint portal and then they may register for access

to JLR applications through the portal. The request for access to Covisint and for access to PODS will be sent

to JLR for review and upon approval individuals may then register for the portal and for the PODS

application.

Note: Users will not be able to access the Jaguar Land Rover Supplier Portal in Covisint or PODS until their

own personal account registrations have been completed and approved by their CSA (Covisint Security

Administrator).




4. GainingaccesstoCovisintforyourorganisation

To gain access to Covisint for your organisation, first access this

(https://us.register.covisint.com/CommonReg?cmd=REGISTER) link on your browser. This will open the

following screen:

Figure1–InitialCovisintregistrationscreen

From here, select the ‘New Top-Level Organisation’ radio button (point 1)

Note: To select this option you must be the Security Administrator of your Top-Level Organization. As the

first person registering on behalf of an organization, you will automatically be designated as the Security

Administrator for your organisation. The Security Administrator is responsible for:

� Approving new users

� Resetting user passwords

� Granting user access permissions

� Approving new divisions

� Rejecting requests

� Revoking user access

1




This is an important role, especially with respect to security. To approve access for a new user go to the

Administration Tools in Covisint and go into either the User Requests or Organisation requests under the

pending requests tab.

You will be prompted to enter some basic organisation details such as the name, address and contact

information for your organisation. After this is complete you must input your own user information as the

Security Administrator; name, job title, address and contact information. Following this input your own

user log in information, set a password and the security questions.

The next step in the registration process is to select the partner portal you wish to have access to. In this

case it is the Jaguar Land Rover Supplier Portal. You will then be prompted to enter your organisations’

GSDB Code, as in section 3 above.

You must then agree to adhere to the Jaguar Land Rover Supplier Portal Service Authority

Organisation agreement. Once all of these steps have been completed you may review the information

inputted and submit your registration for Covisint. You will be notified by email upon acceptance of the

submission.

Note: For more details please refer to “JLR Portal Supplier Access guidelines V6”




5. HowtogainaccesstoPODSthroughCovisintforan

organisation

If your organisation has access to the JLR Supplier Portal in Covisint then access to PODS can be obtained

by first clicking on Administration Tools, then the ‘My Organisation’ tab at the top of the screen and clicking

on ‘Request a service package for my organisation’ as per Figure 2 below. The select ‘Request Sub-Package’

against the JLR Supplier Portal within the list of partner portals, and select ‘Request’ against the application

you wish to access, in this case PODS.

You must enter a reason as to why you are requesting the application when prompted and click on the

Continue button.

Organisational level requests will go to JLR for approval and you will be informed by email when they are

approved.

Figure2-Requestingaservicepackagesteps




6. HowtogainaccesstoPODSthroughCovisintasanindividual

To gain access to PODS as an individual you will have to follow the link above which brings you to Figure 1

as before. Except here you will select ‘New User’ and begin the registration.

Note: after selecting this option, you will be prompted to locate your Organization within the Covisint

system via a keyword search or by selecting the supplier portal and inputting the supplier code (GSDB) for

your organisation.

This process will then take you through a series of screens where you will be prompted to:

1. Enter your name and contact information

2. Create a Covisint user account by entering a user ID and password

3. Select the Jaguar Land Rover Supplier Portal from the list of partner portals

4. Enter your home Vendor (GSDB) site code – this may be the same as the company's code or a

sub-code within it (Ideally it should be a 5 character code).

The request will go to the company Security Administrator for approval (not to JLR) and you will be

notified when it is accepted or rejected.

To request access to PODS after completing the above steps go to ‘Administration Tools’ on the portal

home page, click ‘My Profile’ and then click on the ‘Request a service package’ link. From here you can

select PODS and follow the registration process to gain access.

Figure3–IndividuallyrequestingaServicePackagenavigation

If you have already been given access to Covisint it is possible to gain access to PODS by clicking on the

‘Applications’ tab and clicking on the pencil icon besides PODS, again taking you through the registration

process as above.




7. AccessingPODS

Once access to Covisint has been granted you can access applications through logging in with your details

in this link (https://jlr.portal.covisint.com/web/portal/)

You will then be shown the following screen:

Figure4–Covisintloginpage

Upon logging in and selecting ‘Applications’ (point 1) from the menu tab, you will be shown the following

page:

Figure5–ApplicationstabinCovisintportal

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2

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The blue tick (point 1) in the access column indicates an application you have access to. Once your request

to access PODS (outlined in the sections above) has been approved, it will appear here. Clicking PODS from

the name column (point 2) will open the application for Supplier use. If you already have access to Covisint

but are yet to have access to PODS then the application will appear here but without the blue tick icon

indicating no access. There will be a pencil icon (point 3) from which you may request access and you will

be guided through the registration process. Upon submission and approval of the request, PODS will appear

in your application list with a blue tick icon besides it.

Once access is granted, clicking the PODS link will open the application in the same browser window. The

‘Supplier Dashboard’ is the home (landing) page for suppliers. Figure 6 below shows how the supplier

dashboard looks like. From here as a Supplier, you may begin to carry out the tasks you are responsible for.

Figure6–PODSlandingscreenforExternalSuppliers

This screen displays crucial information for the supplier regarding EU1121 forms and their workflows

including Part Number, Description, GSDB Code, EU1121 form number, Version, Status, Plant and RAG

status. From here you may:

1. View a visual representation of EU1121 forms submitted and their status per month over a one

year period

2. View the average number of daily requests of EU1121 form submission and the forms status

3. Download a list of EU1121 forms submitted to you for completion and the forms attributes

4. View a list of EU1121 forms for your consideration

5. Click this status links to take you to the respective EU1121 forms.

6. This RAG status indicates whether a form has been acted upon by a Supplier, it will stay green if

an action has taken place within one week, amber if no action within two weeks and red if no

action within three weeks.

Clicking the status link as explained in point 5 will take you to the EU1121 form to be filled by you.

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Figure7–EU1121form

Figure 7 shows how an EU1121 form looks like. The from include crucial instructions on how to complete

the form, JLR’s container policy for packaging and weight limits, and a contact sheet of who to contact in

case of any issues regarding packaging.

After the information has been read through, each section under the EU1121 heading mustbe completed

and an image of the relevant packaging must be attached. The tabs for which are shown by point 2.

Upon filling all required information, the form may be submitted to JLR’s packaging team for review and

approval. Packaging teams will be notified as and when the EU1121 form is submitted by a Supplier.

If the EU1121 form is approved, the packaging status will be marked as provisional and will await

confirmation after an audit has taken place. If it is rejected, the form will be sent back to you as a supplier

with comments to be acted upon.

After re-submission and if accepted you will be requested to send a sample of the packaging to undergo

audit. If successful after audit, the packaging status will be marked as confirmed.

Suppliers will be able to view the workflow status of the form by clicking on point 4. This option will allow

users to check the progress of the current form; be it supplier submitted, JLR stakeholder

approved/rejected or work in progress. The statuses of all forms for parts being supplied by the respective

supplier will be visible in the dashboard as in Figure 6.

Note: ALL required fields and images must be filled and attached before sending the form back to the

relevant teams in JLR, the form cannot be submitted unless all fields have been completed. Detailed

instructions about how to fill the form are available on the ‘Instructions’ tab of each EU1121 form in PODS.

By default ‘Form Number with Version’ is captured as the identifier of the form. A part will have only one

form number associated with it but it can have multiple versions. The latest version will be always

showcased. A link to the older versions of the EU1121 will be available in PODS.

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8. WorkingonEU1121Form

User as an organisation/individual can access EU1121 form by clicking over EU1121 status (as shown in

Figure 6). They can edit form only when the form was requested by packaging user otherwise form will be

available in view mode. They can track the status of the form and view the review comments from JLR.

(Refer Figure 8)

Figure8–EU1121workflow

User will be able to view all the forms which are submitted against their GSDB codes only. Suppliers will be

able to save the EU1121 forms as Draft and submit it at a later point in time

If action is not taken against a particular form with a set time, the users will be notified via system

notifications and via e-mail. First notification will be sent after 7 days then followed by 14 then 21 days and

so on.

EU1121 form consists of tabs and details about how to fill in details in each tab are available in the

‘Instructions’ tab of EU1121 form.




9. HelpDesk

For any PODS application related issues, please contact:

JLR IT Service Desk Team Email - [email protected] Phone - +44 (0)8000 280 837 For Information, Support and Availability updates regarding IT Services go to: - http://itservicedesk.jlrint.com/ or https://sites.google.com/a/jaguarlandrover.com/itservicedesk/

Documents

Planning and Operational Data Solution (PODS)