Define and Modify Capabilities in the Questionnaire

In this article you will find the information on:

1. Defining own company location capabilities for different user roles:
   • • Responsible user
     • Reviewer user
2. Defining company capabilities
3. Standard vs Extended questionnaire
4. Questions Color Coding
5. Capability Status Changes

Company capabilities are capabilities on a company level, meaning the general capabilities of your company as a whole. You can define them under "My Company".

Location Capabilities are capabilities on a location level - they are quality capabilities specific to a location. For a warehouse located at an airport, the questions include information about topics like tarmac timings, cold rooms, container handling services, etc.

First, make sure that the location is created and configured, including assigning the user roles.
More on the Location Configuration

There are two main users involved in defining location capabilities: the Responsible and the Reviewer. The Responsible user fills in the Questionnaire and then the Reviewer reviews it and sets it to the Reviewed status.
More on the user roles

Responsible user

1. Go to the My Locations menu and click on the location whose capabilities you would like to define.
2. Go to the   tab.
   Note: If you experience that the Questionnaire tab is not available, you first need to Start the Workflow before you can answer the questionnaire. To do that please click on .
3. Answer the Questionnaire and submit it for review by clicking on .

Note: When submitting your location capabilities for review, your email and password must be entered to approve with a digital signature.

See video:

After the questionnaire is Submitted for Review, the Reviewer will receive an email notification that you have submitted the Questionnaire for review. They will also see a task on their home page.

Reviewer user

1. Go to the My Locations menu and click on the location whose capabilities you would like to review.
2. In the tab, review the answers.
3. If you found everything correct, click on to get the location into Reviewed status.

Note: When reviewing your location capabilities, your email and password must be entered to approve with a digital signature.

See video:

In the Questionnaire, it is possible to add comments.

To do that, click on the comments icon. 

There will be a pop-up window like a chatbox towards the right side of the screen; you can type and save your comment here. 

To Modify or Remove the comment, please click on the comment, then click on the three dots beside your comment to get the drop-down to modify or remove it.

After you have filled in the Questionnaire and reviewed the capabilities (Capabilities are in a "Reviewed" status), the capabilities are visualized in the Capabilities tab:

Please note that, if you are a GHA or an Air Carrier, to your customers, your core capabilities will be visible by default after you fill in and review the Questionnaire.
In case you prefer to make your capabilities visible to other parties only after specific approval, you can change the default data-sharing setting in the Administration Settings. Then you also need to accept their sharing request (or share your capabilities with them) in order for them to see the data.
How to enable/disable public sharing

After you have defined your Location capabilities (filled in the questionnaire and reviewed it) it is possible that at some point you would like to re-edit it.

This can be initiated easily by the Responsible or an Administrator by following the below steps:

1. Go to the My Locations menu

2. Click on the location whose capabilities you would like to modify

3. Click on the red button on top "Restart Workflow":

4. After this the Responsible and Reviewer just have to follow the workflow of defining capabilities until the location gets in the Reviewed state again.

How to Define Location Capabilities

Note: When restarting the workflow of your location, your email and password must be entered to approve with a digital signature.

Define Company Capabilities

Before you start defining your company's capabilities, you might want to check if your company is configured correctly.

You can define your Company Capabilities by following the steps below:

1. Go to the  menu
2. Click on the  button and fill in the information in the pop-up window (assign the Responsible and Reviewer user roles)
3. Then the Questionnaire becomes available in the   tab
4. The Responsible user should edit the questionnaire and submit it for review by clicking on . After this, the Reviewer receives an automatic email notification and will get a new task on the Home page.
5. The Reviewer then can review the questionnaire and get it into the reviewed status by clicking on .

Standard and Extended Profile

In the questionnaire, there are two types of Profiles to choose from: Standard and Extended.

The Standard Profile contains only the core questions from which the core capabilities are derived in order to build a lane risk assessment, these capabilities must be answered and in a "Reviewed" status in order to be visible in a lane risk assessment. 

The Extended Profile contains both the core questions and the informational questions. The informational questions are not considered in the assessment, only the owner must answer these questions, for others they are optional.

How to change between the two profiles

You can change between the two profiles according to your needs, based on how much information you would like to see. You can do this for both company and location capabilities, and both from your own and your suppliers'.

Please note that by default the Standard Profile is selected, however, it is suggested to change to Extended.

There are two ways to change between the profile types:

1. In the Configuration tab: click on the pencil icon next to the Capability Profile section and select the desired profile type in the pop-up window. (In the example below an own location is shown.)
2. In the Questionnaire tab: click on the pencil icon next to the Capabilities Profile section and select the desired profile type in the pop-up window. (In the example below an own company is shown.)

Please note that if you change the setting in one place it will be changed for all pages.

Questions color coding in the questionnaire

The capabilities captured in the questionnaire are divided into different categories, with each category marked by a different color.

Please note that the quality, security, and temperature questions' data are taken into consideration when we calculate the quality index, security index, and temperature index.

Capability status changes when defining capabilities

During the data collection and reviewing process, a Location (and Company Capabilities) passes various stages (defined by a status), of which each defines action points and next steps:

Status	Description
	"New" - The location/supplier has been requested and added in the system. The capabilities need to be defined by assigning the Responsible and Reviewer.
	"In Progress" - The Responsible user and Reviewer roles have been assigned, and the Responsible user has to answer the Capabilities Questionnaire and submit the answers for review.
	"Under Review" - The Questionnaire has been submitted by the Responsible user, and the Reviewer has to review or reject the provided information.
	"Reviewed" - The Reviewer has reviewed the information and at this stage, the supplier/location is defined. Having the supplier/location in this status is necessary in order to be able to use the data in lane risk assessments.
	"About to Expire" - Your capabilities data has nearly reached its expiration date.
	"Expired" - status does not mean that the data is unavailable; it means there is a possibility it might not be up to date. Hence, if expired location data is used in a Lane,  the data will be available in green but with a warning. This is only visible on the configuration screen.

 When defining capabilities in a workflow, in case of the same user being the Responsible and the Reviewer, the user is able to review the capabilities in one step by clicking on Submit and Review.

What to do when your data is about to expire or has expired?