Document risks

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1. Introduction to Document Risks

On the Technical Files page, you will find a status block that indicates how many documents are still missing in the file.

The block's colour indicates the risk of missing documents, with red indicating high risk, orange indicating medium risk, and green indicating a low risk.

By placing the mouse pointer over the block, an overview of all missing documents appears, grouped by risk level.

By default, the risk level is classified as high for all documents.

You can change this to medium or low at your discretion for specific documents, possibly only for specific projects, file groups, product risk levels, and product categories.

The principle is, all documents should be there. This is why ProductIP sets Document Risk to ‘high’ by default.

One can differentiate between the documents:

1. should actually be there for production
2. should be there for shipping
3. Should be agreed upon, if not there now, for the next order

 

Function/ Purpose:

To provide an overview of compliance status and enabling a quicker and the opportunity to make a more informed decision.

When to use:

It helps to create a quick overview of risk of missing documents

Benefit:

In a quick overview, one can see which documents are missing and decide on this basis 

The set colour is not visible to the supplier

 

2. How does it work

These are the options that you can find on your Technical file page.

Status	Meaning
	13 documents are missing, at least 1 of which is high risk
	5 missing documents, medium or low risk, at least 1 with a medium risk
	3 documents are missing, all with a low risk
	All documents have been collected
	No regions or product category have been chosen yet
	20 documents are missing, but the file deadline is more than 6 weeks in the future (the 6 weeks mentioned will be a customizable account setting)
	No regions or product category have been chosen yet, but the file deadline is more than 6 weeks in the future
	The file has not yet been activated

 

One can only set the colors Red, Orange and Green themselves, the other colors are defined by ProductIP and not customizable.

We have chosen to show 5 weeks before the deadline of the file the color of the compliance risk of the file, so you can see what the status is of the file and de risk of the missing documents. This will help priorities on the missing documents, and chase at lease the red and or orange ones.

In the account the admin (or user with admin rights) can add a colour (risk) to a document category

You could use the Requirement category (A1 to B3) as a tool to determine which colour the document has.

Document  Risk		Requirement category
High = Red	should actually be there for production	A1  and B1
Medium = Orange	should be there for shipping	B2
Low = Green	should be agreed upon, if not there now, for the next order	B3

You can find the Requirement category on the Requirement tab in the file or on the document tab

The actual use case of document risk depends on your internal processes and what you intend to achieve.

Some examples:

A.

• Technical files with high (= red) document risk can only be ordered including CEO permission
• Technical files with medium (=orange) document risk can only be ordered by responsibility and signature of a e.g. team leader
• Technical files with low (=green) document risk can be produced and shipped without additional permission

B.

• Technical files with red status can be escalated to the management
• Technical files with orange status can be escalated to buying department

 

2.1 How to set it up

1. Go to control panel
2. Chose Regulatory settings
3. Open Document Risk

 

The * added to “High” means, default risk, not explicitly confirmed by someone in your company

1. It is possible to filter by only the document categories that appear in your current technical files'
2. Find the document category for which you want to set the risk.

 

Click on the row of the document you want to confirm or adjust

 

You could choose to adjust only the ‘Medium’ and ‘Low’. Or you could also confirm the ‘High’ risk documents, so that it is clear, that all documents have been assessed, and there is no doubt about the status.