Supplier Information System/ Supplier BCP System Operation ... · Register/update the following information regarding the “Supplier Information System”. ① Set up the roles of

© 2018 Toshiba Electronic Devices & Storage Corporation

For Suppliers

Toshiba Electronic Devices & Storage Corporation

2018.10.01

Supplier Information

System/

Supplier BCP System

Operation Manual For

Supplier

Version 2.0

1© 2018 Toshiba Electronic Devices & Storage Corporation

Revision Date Description

1.0 2014/03/31 Newly created

1.1 2014/07/24 Web application guidance postscript(P7)

1.2 2015/12/28 Correction of typo

1.3 2016/03/22 [10. Inquiry](P34)

Changed system operation and email address

1.4 2016/05/09 Change of company name and Toshiba site name.

(P5,9,11,16,19,22,26,34)

1.5 2016/11/14 Add SC, Add sales representative’s function.(P7,P15)

Add comment not to fail registration(BCP) (P17)

1.6 2017/02/20 Add comment that merit of entering mobile phone e-mail address (P19)

Postscript that reply to the e-mail requesting for report is possible also

from the supplier portal screen (P31)

1.7 2017/05/24 Add company name “TOSHIBA MEMORY CORPORATION” (P1,5,34)

1.8 2017/06/28 Changed company name in addition.

1.9 2017/12/01 Delete company name “TOSHIBA MEMORY CORPORATION”

2.0 2019/01/22 Latest formatting

Internet Explorer Version Change

Revision History


Introduction ・・・P4

Contents

01

Outline of Procurement

Information System ・・・P602

Before Using System ・・・P903

Log in to Supplier Portal

・・・P1204

Register Company Information

・・・P1505


Register User Information

・・・P20

Contents

06

Control of Supplier’s SC

Information ・・・P2807

Disaster Damage Report

・・・P3708

System Environment ・・・P4109

Inquiry ・・・P4310


01Introduction


1. Introduction

This Operation Manual for Supplier explains how to operate the

following two systems.

1. “Supplier BCP System” for producing a report on the damage to

supplier when a disaster strikes.

2. “Supplier Information System” for registering information on

supplier.

“Supplier Information System” and “Supplier BCP System” as well as

“Congo Conflict Minerals System” and “Green Procurement System”

are components(modules) that make up “Procurement Information

System”.

Outline of “Procurement Information System” is shown on the next

page.


02Outline of Procurement Information System


2. Outline of Procurement Information System

Supplier Information System

Information Entry or Upload

Ｎｏ

Ｙｅｓ

Re-entry

・incomplete entry・incorrect languages・incorrect format

Information Check; Error

Person in charge( via your PC)

Survey Request

Company Information

Supply Chain Information

Direct Entry form WEB

・Company name・Information manager・E-mail address・Telephone No.

・Products・Production site address・Tier 2 supplier information・Tier 3 supplier information

Procurement Information System of

TOSHIBA ELECTRONIC DEVICES & STORAGE

CORPORATION

“Procurement Information System” consists of the 4 modules: “Supplier BCP System”, “Supplier

Information System”, “Congo Conflict Minerals System” and “Green Procurement System”.

The persons of your company in charge, using your PCs, can access our system to directly

enter necessary information and upload your files.

Supplier BCP System

Disaster Damage Information

・Disaster scale・Influence on transaction・Detailed damages

Green ProcurementSystem

Congo Conflict Minerals System

Green Procurement Congo Conflict Minerals

File Upload

・4 conflict minerals・Smelter information・Company policy

・Certification of substances

・Certification of controlled substances


Operation Flow of Supplier BCP System

Before using the “Supplier BCP System”, you need to obtain

*User ID and *Password for the “Procurement Information System.*Common use for “Supplier Information System”, “Congo Conflict Minerals System” and “Green Procurement System”.

6. Register User Information

6-1. Set up User’s roles

6-2. Register User information

7. Control of Supplier’s SC Information

7-1. Register information on production site

7-2. Register information on product

7-3. Register information on supplier tier 2

and its upstream

8. Disaster Damage Report

5. Register Company Information

5-1. Register company information

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3. Before Using System3-1. Submit an application for system use

3-2. Receive user ID & temporary password

3-3. Change the temporary password to formal

4. Log in to Supplier Portal

Select from Menu


03Before Using System



①Appoint a person in charge. See the details below.

②Information manager fills out a designated form(EXCEL format).

Please get the “User Application form“ from the “Document” in the ”Supplier Portal”.

③Submit its form to our Helpdesk(see 10).

3-2. Receive user ID & temporary passwordUser ID and temporary password are sent to you within one

week after the receipt of your application.


Validity of temporary password is two weeks, so

change it immediately after receipt.

【Supplier】【TOSHIBA】

User application (EXCEL format)

temporary password

formal password setting

Procurement

division


Registration division

temporary password notice


※ Adding a user, change, information about deleting application, direct application can be from on the Web.

Menu under Related Documents download from, Details will ask for your support on the manual.

Manual Title : Procurement Information System Operation Manual（English）Rev.1.0 for Add, Change and Delete Application

Person in charge Number Roles

Information Manager One person Can access the “Supplier Information System”.

Register/update the following information regarding the “Supplier Information System”.

① Set up the roles of a person in charge of information manager, BCP, Congo Conflict Minerals or Green Procurement respectively.

② Register Company Information

③ Register SC Information

SC Registration One person Can access the “Supplier Information System”.

Manage SC Information(Register/Update/Add/Delete)

BCP Two persons at each

production site

（primary, support:

each one）

Can access the “Supplier BCP System”.

Submit a report on the followings via the “Supplier BCP System” when a disaster strikes.

① Damage to your company

② Impact on business with Toshiba

Congo Conflict Minerals One person Can access the “Congo Conflict Minerals System”.

Manage the registered items regarding the “Congo Conflict Minerals System”.

Green Procurement One person Can access the “Green Procurement System”.

Manage the registered items regarding the “Green Procurement System”.

Sales Person One person at each

Toshiba site

Can access the “Supplier Information System”.

You can only see the information regarding the “Supplier Information System”.

Copy of “Request for Disaster Damage Report” from Toshiba and “Reply of Disaster Damage Report” from your person in charge of BCP

are sent to you by email. Requested to support your person in charge of BCP.



Log in to our WEB site(Supplier Portal) using the user ID and

Password you have obtained.








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Select from Menu


04Log in to Supplier Portal



Click the URL below.

Log in using the User ID and Password when the supplier portal appears.(If the supplier portal does not appear, enter the URL in an address field of browser.)

１

２

３

① Enter the User ID(i.e. E-mail address).

② Enter the Password.

③ Click the “Login” button.

URL: https://www.spprtl.itpj.semicon.toshiba.co.jp/portal/login/supplier

https://www.spprtl.itpj.semicon.toshiba.co.jp/portal/login/supplier



Register your company information.








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Select from Menu


05Register Company Information



Select the “Control of Supplier’s SC Information” from the menu on the left.

The “Supplier Portal” below is displayed when you log in.



You can register and edit your company information on this screen.

１

Items Descriptions

Supplier Code Your supplier code is automatically displayed. (No need to enter it.)

Company Name (Japanese) Enter the legal Japanese name.

Company Name (English) Enter the legal English name.

Representative 1, 2 Enter a name of representative person who is responsible for Toshiba.

CEO, GM, SM of sales, for example, register more than one person.

① Enter the items below.

② The edit screen for representative person is displayed if you click here,

and enter the information and save it. The name of representative is

displayed after saving it.

③ Your company information is saved if you click here.

３

２

Enter a company name and information on representative person .

To the next page



② Entered information is saved if you click here.2

１

Enter the information on representative person.

Items Descriptions Items Descriptions

Department Enter a department name. Mobile Phone Number Enter a mobile phone no. (Voluntary)

Job Title Enter a job title. FAX Number Enter a FAX No.

Last/First Name Enter a last/first name. Country Select a country name.

E-mail Address Enter an e-mail address. Postal/ZIP Code Enter a postal/ZIP code.

Mobile Phone E-

mail Address

Enter a mobile phone e-mail address.

(Voluntary)

Prefecture Select a prefecture name.

（Address in Japan only）

Telephone Number Enter a telephone No. Address Enter an address including block/street No.

You can register and edit the information on representative person on this screen.



Register the information on a person who has the user ID and password.

※ Person who has a user ID and password is hereafter referred to as “User”.








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Select from Menu


06Register User Information



The roles of each person in charge are shown in the list below.

You can set up the roles of each User by following the instructions on the next pages.


Person in

charge

Number Roles

Information

Manager

One person Can access the “Supplier Information System”.

Register/update the following information regarding the “Supplier Information System”.

① Set up the roles of a person in charge of information manager, BCP, Congo Conflict Minerals or

Green Procurement respectively.

② Register Company Information

③ Register SC Information

SC Registration One person Can access the “Supplier Information System”.

Manage SC Information(Register/Update/Add/Delete)

BCP Two persons at each

production site

（primary, support:

each one）

Can access the “Supplier BCP System”.

Submit a report on the followings via the “Supplier BCP System” when a disaster strikes.

① Damage to your company

② Impact on business with Toshiba

Congo Conflict

Minerals

One person Can access the “Congo Conflict Minerals System”.

Manage the registered items regarding the “Congo Conflict Minerals System”.

Green Procurement One person Can access the “Green Procurement System”.

Manage the registered items regarding the “Green Procurement System”.

Sales Person One person at each

Toshiba site

Can access the “Supplier Information System”.

You can only see the information regarding the “Supplier Information System”.

Copy of “Request for Disaster Damage Report” from Toshiba and “Reply of Disaster Damage Report”

from your person in charge of BCP are sent to you by email.

Requested to support your person in charge of BCP.


Select the “Register User Information” from a menu on the left.



１

２

３

① Registered Users are displayed.

② The roles of Users are displayed, and you can check the role you want

to assign to the Users.

③ The roles of Users are registered as you have assigned if you click here.

And an e-mail is sent to the User if its role is changed.

・Information Manager ： one person only

・Person in charge of BCP ： two persons at each of your production site (primary/support)

Make sure to register as well on the menu “Control of SC Information”(7-1), at each of your production site.

Set up the User’s roles. (Only the “Information Manager” can set up the

roles)

The User List screen of your company is displayed.


１

① The “User Edit” screen is displayed if you click a User ID

link.

Select a User ID from the User List.



１

３

① Enter the items below. (Items marked with asterisk (*) are mandatory fields.)

② The edit screen for manager is displayed if you click here, and enter the

information and save it. The name of manager is displayed after saving it.

③ The User information is saved if you click here.

2

Enter the information on your Users.

You can register and edit your User information on this screen.

To the next page

Hold down the “CTRL” key and select the site name if you

want to select more than one site.Example: If you want to select both “HIMEJI” and “OITA” operations.

①Hold down the “CTRL” key and left-click “HIMEJI” .

②Hold down the “CTRL” key and left-click “OITA” .

③Release the “CTRL” key.


Languages Select “Japanese” if you understand it, select

“English” if not.(Mandatory)

Country/Area Select a country/area name. (Mandatory)

Department Enter a department name. Postal/ZIP Code Enter a postal/ZIP code.

Job Title Enter a job title. Prefecture Select a prefecture name. (Address in Japan only)

Name(English,

Kanji & Kana/Japanese)

Enter a last/first name.(Mandatory only

English)

Address Enter an address including block/street No.

(Mandatory)

Mobile Phone

E-mail Address

Enter a mobile phone e-mail address. Manager 1, 2 Enter a name of manager.

Telephone Number Enter a telephone No. (Mandatory) TOSHIBA Site Name Select ALL the TOSHIBA sites (factories) you have

a deal with. Mobile Phone Number Enter a mobile phone No.

FAX Number Enter a FAX No. Sales person user and BCP user will be able to receive e-mail requesting for

report on mobile phones by entering mobile phone e-mail address.


Slide Title


② The information on your manager is saved if you click here.2

１

Enter the information on your manager.


Department Enter a department name. Mobile Phone Number Enter a mobile phone No. (Voluntary)

Job Title Enter a job title. FAX Number Enter a FAX No.

Last/First Name Enter a last/first name. Country Select a country name.

E-mail Address Enter an e-mail address. Postal/ZIP Code Enter a postal/ZIP code.

Mobile Phone

E-mail Address

Enter a mobile phone e-mail address.

(Voluntary)

Prefecture Select a prefecture name.

(Address in Japan only)

Telephone Number Enter a telephone No. Address Enter an address including block/street No.

You can register and edit the information on your manager on this screen.



Register the information on your production sites, products and

information on suppliers tier 2 and their upstream.








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Select from Menu


07Control of Supplier’s SC Information



Select the “Control of SC Information” from a menu on the left.



１

Your company name is displayed at the top of screen.


Right-click on the company name and select the “Register Information on

your Site(BCP)”.

※”Right-click” ・・・ Click the right button of mouse on ①.


１

Items Descriptions

Site Name Enter your production site name as completely as possible.

Country Select a country name.

Prefecture Select a prefecture name. (Address in Japan only)

Address Enter an address including block/street No as completely as possible.

Latitude/Longitude Latitude / Longitude is automatically displayed. You do not need to input anything.

Charge of BCP(primary)

Charge of BCP(support)

Select the name of person in charge of BCP from a list.

If no name is displayed, set up a role of person on the User List. (See 2nd page of 6-1)

２

You can register and edit the information on your production site on this screen.

Enter the information on production site, address and person in

charge of BCP.

Automatic Display


② The information on your production site is saved if you click here.


１

The site names are displayed.


Right-click on the site name and select the “Add Products”.

If the site name is not

displayed, left-click “+” on

the left of company name.

※”Right-click” ・・・ Click the right button of mouse on ①.


１

２

Items Descriptions

Product Name Enter a product name. Generally used name is acceptable.

Material Category Code

(Middle Classification)

Select a corresponding category code from a list. (Voluntary)

TOSHIBA Site Name Select ALL of the TOSHIBA sites (factories) you have a deal with.

※Hold down the “CTRL” key and select the site names if you want to select more than one site.


② The information on manager is saved if you click here.

You can register and edit the information on your products on this screen.

Enter the information on your products and Toshiba site.

Hold down the “CTRL” key and select the site

name if you want to select more than one site.Example: If you want to select both “HIMEJI” and

“OITA” operations.①Hold down the “CTRL” key and left-click “HIMEJI” .

②Hold down the “CTRL” key and left-click “OITA” .

③Release the “CTRL” key.


１

Your product names are displayed.

7-3. Register information on supplier tier 2 and its upstream

Right-click on the product name and select the “Register Information

on your Suppliers”.

※You can register the information on suppliers tier up to 5 in the same way.

If the product name is not

displayed, left-click “+” on

the left of production site

name. ※”Right-click” ・・・ Click the right button of mouse on ①.


2

１

Items Descriptions

Company Name Enter a supplier name. The name does not need to be exact.

Site Name Enter a site name of your supplier. The name does not need to be exact.

Products Enter a product name. Generally used name is acceptable.

Notes Enter a brief description of your supplier.

Country Select a country where supplier’s site is located.

Prefecture Select a prefecture name. (Address in Japan only)

Address Enter an address including block/street no as completely as possible.

Latitude / Longitude Latitude / Longitude is automatically displayed. You do not need to input anything.


② The information on your supplier is saved if you click here.

You can register and edit the information on your supplier on this screen.

Enter the information on your supplier, product name and address.

Automatic Display



Submit a report on the damage to your company

immediately when a disaster strikes .








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Select from Menu


08Disaster Damage Report


8. Disaster Damage ReportThis page explains how to produce a disaster damage report on “Supplier BCP System”.

【IMPORTANT】 If a disaster corresponds to any of the following guidelines by your judgment, you

are requested to submit *“Voluntarily Reply” to Toshiba even if an e-mail requesting report is not

sent to you from Toshiba.

*“Voluntarily Reply” means “replying without anyone(e.g. Toshiba) asking you to”

●Guidelines for Voluntarily Reply●

“Voluntarily Reply” is requested in the event of the followings;

1. Natural Disasters

①If any impact on your production sites, including your supplier tier 2 or upstream supply

chain, is observed（even if no impact on the products to be delivered to Toshiba).

②If your production sites, including your supplier tier 2 or upstream supply chain, are located in

the following areas (even if no impact on your production);

・where an earthquake of magnitude(Richter scale) 6 or bigger is observed

・where an evacuation is ordered due to typhoon, heavy rain or tsunami

※ If your sites, including your supplier tier 2 or upstream supply chain, are located in the adjacent areas,

no “unprompted reply” is required, however Toshiba may automatically launch a request for investigation

through the BCP system. In such case, please reply to this request.

2. Accidents such as a fire or an explosion at/near your sites or your supply chain

（in the same city or town where your site is located, for example）

3. Accidents or incidents, other than 1or 2 above, that cause a significant impact on your production

sites, including your supplier tier 2 or upstream supply chain

（even if no impact on the products to be delivered to Toshiba）


※Note: Only “the person in charge of BCP” of your company can access the “Disaster Damage Report” screen.

■Voluntarily Reply

1)Access to the URL below even if not receiving an e-mail requesting a report

Open the “Disaster Damage Report” screen by linking to the supplier portal, and

enter the necessary information.

※Your User ID and Password are required to open the screen.

URL: https://www.spprtl.itpj.semicon.toshiba.co.jp/portal/login/supplier

■Reply to E-mail requesting Report

2)Access to the URL in an e-mail requesting disaster damage report

Open the “Disaster Damage Report” screen by linking to the URL in the e-

mail, and enter the necessary information.

※Your User ID and Password are NOT required to open the screen.

※You will periodically receive a follow-up e-mail from us until you submit a report.

※You can also reply from “Disaster Damage Report” link of the supplier portal. -->

You can produce the “Disaster Damage Report” in the following two ways.

Subject link of e-

mail requesting for

report.

https://www.spprtl.itpj.semicon.toshiba.co.jp/portal/login/supplier


３

４

① Subject of survey and your company name are displayed.

② Enter the items below.

※If you select “No” from the “Damage : Yes/No” question, you do not need to answer

any other questions.

③ Click the “Registration” button to save the information.

④ Make the reports regarding all of your production sites.

※The following message is displayed only if you access via URL in a request e-mail.

“Some Site Report Not Completed” is displayed until all the site reports are completed.

“All Site Report Completed” is displayed when all the site reports are completed.

【IMPORTANT】You can submit a report regarding the same production site as many of time as you need.

So please update the report when a situation changes.

Open the “Disaster Damage Report” screen.

Enter the extent of disaster damage to each of your production sites.

Automatic Display

Items Descriptions

Subject of Survey Subject of e-mail requesting for disaster damage report is automatically displayed.

（The subject is displayed only if you access via URL in a request e-mail)

Supplier Name Your company name is automatically displayed. You do not need to enter anything.

Production Site Select your production site.

Damage : Yes/No Select “Yes” or “No” from “Damage : Yes/No” question.

Damaged Place Select “Company-owned Facility” or “2-tier and its Suppliers”.

Damage Status Select damaged units: “Building”, “Utilities”, “Equipment” or “Logistics”

Comments on Damage Report Enter a supplementary comment. Enter a disaster name too in case of unprompted reply.

All Site Report Completed

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09System Environment


9. System Environment

Our systems will be supported by the following browsers, and may not

operate correctly on other versions than these below.

BROWSER Note

Internet Explorer 11 or later （＊1）

Firefox 17.0.1 or later （＊1）

＊1 Display size is designed according to standard font size of browser.

If the browser is used in a large font, a part of image may not be displayed properly.


10Inquiry


10. Inquiry

If you have any questions about the Supplier BCP System, please contact

us at the address below.

TOSHIBA ELECTRONIC DEVICES & STORAGE CORPORATION

Procurement Information System Help Desk

E-Mail Address: [email protected]

mailto:[email protected]


Thank you