1. General description of Failed Order Line section

 

The search results section of the Root Cause Analysis page is named Failed Order Line and it consists of a grid displaying detailed information about the Failed Order Lines. In addition, there are some important features that can be used while working on the root cause analysis of FOLs.

 

Each section is marked in the screenshot below:

 

1. Records Found - shows the number of FOLs found for the defined search criteria. Click on "i" Info bubble to see the legend which explains the colour coding of the FOLs in the grid.

 

2. FOL Grid - shows one entry for each article variant for which there was a delivery problem. All relevant information is shown here, such as Order Number, Account Number, Planned Delivery Date, Delivery Date. The columns of the grid can be customised using the Configure Table menu.

 

3. Page Size - reflects the number of records shown on a page. By default, it is 10 records, but it can be increased to 20, 50 or 100.

 

4. Bulk Update, Upload root causes (Excel) and Update RCA & Comment - used to assign RCA2 to the FOLs.


5. RCA number guide - shows the root cause details split by category/responsible party.

 

6. Three dots menu - used if you want to export the grid data in Excel or CSV format or if you need to upload documents (like proofs of delivery) for specific FOLs in the grid.

 

 

 

2. Customise columns in the Failed Order Line grid

 

To show or hide columns in the FOL grid, follow the steps below:

 

Step 1: Click on Configure Table and scroll through the list of columns. Select/unselect columns depending on your needs. Use Select All to select all available columns.


NOTE: Mandatory columns are greyed out and cannot be unselected.


Step 2: Click on the Apply button to save changes.

 

 

Step 3 (optional): You can arrange the columns of the grid in your preferred order. Click and hold the header of a column and then drag it to where you want it to be in the grid.



3. Assign root causes (RCA2) to Failed Order Lines

 

One of the main advantages of SCOT is that it allows you to check Failed Order Lines and to enter the reasons behind delivery problem (root causes) and, optionally, comments. The root cause that you assign is generically referred to as RCA2.


Root causes are split up in four main categories: Supplier, Metro, Force majeure and Commercial. Each root cause has a number and a short description which helps you make the right choice.


To view the Root Causes and their explanations, click on the option available in the upper right corner of the FOL grid.

 

 

There are three ways in which you can assign root causes to FOLs. Use the best one for your needs:


1. just a few FOLs --> Line-by-line update

2. many FOLs sharing the same root cause --> Bulk update

3. many FOLs with different root causes --> Excel upload

 

All three possibilities are explained with step-by-step instructions below.

 

Step I: Identify NEW FOLs that you need to comment with RCA2

 

It is always advised to narrow down the list of FOLs in order to have a clear view when assigning RCA2. Using the search filters in order to identify the needed FOLs will provide you with a better and clearer overview.

 

Go to Root Cause Analysis, select the appropriate filters and set RCA Assigned By Me = False. Click on Search. A list of FOLs requiring RCA2 assignment from your side is shown.

 


Alternatively, use the New FOL shortcut from Operational Weekly Dashboard on Homepage to access directly all FOLs that you need to comment with RCA2.

 

A screenshot of a facebook profile Description automatically generated


Step II. Analyse FOLs and assign RCA2

 

1. Line-by-Line Update

 

Click on the Update RCA & Comment button on top of the FOL grid. This will enable editing in columns My RCA Number and My RCA Comment.



In My RCA Number, click in the cell corresponding to the FOL you wish to comment and a drop-down will allow you to select the needed root cause from the list. 



Or to manually enter the number of the root cause if you know it by heart. For example, root cause number 12.


 

You can also remove a root cause if you change your mind or entered it by mistake. Use the Remove RCA option from the drop-down.


Enter also a comment under My RCA Comment if you need to.



Click on the Save RCA & Comment button on top of the FOL grid.



In some cases, a pop-up appears asking you if you want your updates to apply only to the specific records you edited (those FOLs have been automatically selected) or to all records (FOLs) belonging to the same Order Number.

Click on Update selected record(s) to update just the specific FOLs on which you worked.

Click on Update all records to apply changes to all FOLs which fall under the same Order Number.

Click on x at the right upper corner to cancel this step and to go back to FOL commenting.



 

2. Bulk Update: same RC assigned to multiples FOLs


Click the checkbox in front of any FOL and the Bulk Update button at the top of the FOL grid is activated. The editing option is also activated for the My RCA Number and My RCA Comment. You can check and uncheck any FOLs this way in order to select the ones that you need to update with the same root cause and, optionally, comment.



If you want to select ALL FOLs in the grid, click on the first checkbox - the one placed in the header of the FOL grid. This way, you can assign the same root cause to all your FOLs from the grid at once.



Click on the Bulk Update button and a pop-up comes up, allowing you to select the needed root cause and, optionally, to enter a comment. When you are ready, click Update.



Data saved successfully message is shown and you can see that the selected FOLs have been updated with your RCA2 and comment.


 

3. Update via Excel upload
 

Click on the Upload Root Causes (Excel) button on top of the FOL grid. A new section is displayed, with detailed steps that you need to follow in order to be able to update the FOLs with the needed root causes and comments.


Step 1: export the Excel, comment FOLs and prepare the right Excel format for upload

Step 2: upload Excel back to SCOT

Step 3: check upload status and number of updated FOLs and upload results




Once you have narrowed down your search results to the FOLs that you need to update, click on the three dot menu in the right upper corner of the FOL grid. Select Export root causes (Excel). This is the FOL Excel that you will work with and that you will import back to SCOT when you are ready.



IMPORTANT!


1. Delete the first two rows from the exported Excel file (otherwise the upload back in SCOT will not work).

2. Make sure Excel is Unrestricted (otherwise the upload back in SCOT will not work).

3. For optimal performance, try to limit Excel file to maximum 10,000 FOLs and file size below 5MB. 




Assign root cause numbers in My RCA Number column and, optionally, add comments in My RCA Comment column. When ready, save your changes and upload the Excel back to SCOT.



The below message is displayed. You can click on the Refresh icon on right upper corner of the Upload Progress grid.



If your FOL update was successful, you will have the same number in both Record Count and Records Matched.

If you download the Result Excel file from View Results column and scroll at the last column, you'll see the Success Comment.



If your FOL update was not successful, you will see No records updated under Records Matched. 

 


Or you will see a smaller number of records under Records Matched compared to Record Count.



This means that FOLs were not updated at all or just some of them were updated. To see what happened, download the Result Excel from View Results. The comments will give you some clues on possible problems.




Finally, to make sure your FOLs have been indeed updated with the right root causes and comments via Excel, go the the Search section and select the same search criteria as before, but with RCA Assigned by Me = True. Click on Search and you should see the updated list of FOLs, reflecting your RCA2 and comments.


 

 

 

 


4. Deadline to submit RCA2 and OTIF Calculation

 

The deadline by which you need to comment your RCA2 on FOLs is different for each country and is agreed by you and your Metro Supply Chain contact. You might need to check and comment FOLs weekly. Or monthly, by the end of the current month.

 

NOTE:

FOLs are “closed” (locked, uneditable) for you as a supplier as soon as Metro approves your RCA2 or enters RCA3.

Therefore, in case you need to make changes to RCA2 on any "closed" FOLs, Metro needs to mark RCA2 Approval Status = Not Checked, respectively to Remove RCA3. This will make FOLs editable for you again and you will be able to enter or change RCA2.