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Working With Conflict Minerals Scenario

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Working With Conflict Minerals Scenario

Upload Your Suppliers’ Conflict Minerals Declarations

On SAP Product Stewardship Network you can upload EICC®/GeSI conflict minerals declarations from your suppliers. You can upload these declarations individually, or upload multiple declarations at once in a ZIP file. You can also update existing declarations by uploading new versions. Once you have uploaded conflict minerals declarations, you can view their status and invite the suppliers associated with the declarations to join SAP Product Stewardship Network.
SAP Product Stewardship Network provides a link to the Conflict-Free Sourcing Initiative (CFSI) website, where you can download the EICC®/GeSI template to send to your suppliers. If you already have all the declarations you need from your suppliers, you can skip this step and proceed to the Uploading Conflict Minerals Declarations section. To download the template, proceed as follows:
  1. Choose  (Upload File) from the Quick Activities on the left-hand side of the screen and select Suppliers’ Conflict Minerals Declarations, or go to the Conflict Minerals Declarations tab of the Work with Customers work center and choose Upload.
  2. Click Open CFSI website to download template, and download the template from the website.
Now you can send the template to your supplier, for example, by e-mail. The template provides instructions for filling it out. You can upload conflict minerals declarations individually or together in a ZIP file with a maximum size of 2 MB for Basic users, or 150 MB for Professional and Enterprise users. To upload completed conflict minerals declarations that you have received from suppliers, proceed as follows:
  1. Choose  (Upload File) on the left-hand side of the screen and select Conflict Minerals Declaration, or go to the Conflict Minerals Declarations tab of the Work with Suppliers work center and choose Upload.
  2. Browse for the single declaration, or ZIP file containing multiple declarations, that you want to upload.
  3. Choose Upload.

Updating Existing Conflict Minerals Declarations

If certain properties of a conflict minerals declaration match those of an existing declaration, the newly uploaded declaration replaces the existing one. These properties include the following:
  • Company Name
  • Scope
  • Representative E-Mail
  • Year of Date of Completion
Therefore, if you upload new Conflict Mineral Declarations from your suppliers the old ones will be updated automatically.

Viewing the Status of Uploaded Declarations:

After you have uploaded conflict minerals declarations, the system evaluates the content of your declarations. The system labels declarations as follows:
  • “Correct”: Declarations have this status if none of the issues that result in a “Correct (with notes)” or “Incorrect” status apply.
  • “Correct (with notes)”: Declarations have this status if any of the following apply:
    • Smelters are specified despite not being required.
    • Not all smelters are CFSI compliant.
    • Mineral-specific information is provided, but no minerals are specified.
    • Minerals are specified, but their origin is not in conflict countries.
  • “Incorrect”: Declarations have this status if any of the following apply:
    • Mandatory fields are not filled.
    • At least one conflict mineral is present, but no smelter is specified.
    • At least one conflict mineral is present, but due diligence questions are not answered.
    • At least one conflict mineral is present, but questions 5 and 6 are not consistent.
    • Smelter data is incorrect.

Sending Inquiries to Suppliers

If you are missing supplier declarations for conflict minerals you can send an inquiry to a supplier asking him to provide his declaration. To create an inquiriy, go to Work With Suppliers --> Inquiries and click "Create". Enter the basic data and click "Save and Open".


An inquiry can be created on Company or Product level. If you choose Product level, please specify the corresponding products in the "Message to Recipients" text box in the next screen.

Afterwards add your recipients. You can send your inquiry to one or several suppliers at once by either selecting them individually or uploading business partner IDs using the "Upload" button.

To finally send out the inquiry, click "Send". Your inquiry will then be visible to the specified suppliers.

Uploading Your Own Conflict Minerals Declarations

As a supplier, you can create and upload an EICC/GeSI conflict minerals declaration to provide to your customers. The template for the declaration is available on the Conflict-Free Sourcing Initiative (CFSI) website, which is linked in the application. You can also update your existing declarations by uploading a new version. Once you have filled out and uploaded a conflict minerals declaration, you can view its status. You can upload one conflict minerals declaration for each year of the date of completion.
To download and fill out the template, proceed as follows:
  1. Choose  (Upload File) and select Your Own Conflict Minerals Declaration, or go to the Conflict Minerals Declarations tab of the Work with Customers work center and choose Upload.
  2. Click Open CFSI website to download template, and download the template from the website.
  3. Follow the instructions provided directly on the template to fill it out.
  4. Save and close the completed declaration.
To upload a completed conflict minerals declaration, proceed as follows:
  1. Go to the Conflict Minerals Declarations tab of the Work with Customers work center, and then choose Upload.
  2. Browse for the declaration that you want to upload.
  3. Choose Upload.

Updating Existing Conflict Minerals Declarations

If certain properties of a conflict minerals declaration match those of your existing declaration, the newly uploaded declaration replaces the existing one. These properties include the following:
  • Scope
  • Year of Date of Completion

Follow-On Steps for Your Uploaded Declarations

After you have uploaded a conflict minerals declaration, you can view its declaration status in the Conflict Minerals Declarations tab of the Work with Customers work center. Declarations can have the following statuses:
  • “Conflict free”
  • “Unknown”
  • “Critical statement”
The declaration status is calculated as a combination of the mineral status, smelter status, and correctness of the declaration as follows:

Mineral Status
Smelter Status
Correctness
Declaration Status
No conflict minerals present
Not relevant
Not relevant
Conflict free
Origin uncritical
All smelters CFSI compliant
Correct
Conflict free
Origin in conflict countries
All smelters CFSI compliant
Correct
Conflict free
Origin uncritical
All smelters CFSI compliant
Correct (with notes)
Conflict free
Origin in conflict countries
All smelters CFSI compliant
Correct (with notes)
Conflict free
Origin unknown
Not relevant
Correct
Unknown
Origin unknown
Not relevant
Correct (with info)
Unknown
For all other declarations the status is "Critical Statement"
To publish your uploaded conflict minerals declaration, proceed as follows:
  1. Go to the Conflict Minerals Declarations tab of the Work with Customers work center.
  2. For the conflict minerals declaration you want to publish, choose Actions, and then Publish.
  3. In the dialog box that appears, select Restricted to Your Customers or Restricted under Authorization. If you select Restricted to Your Customers, the declaration will be viewable for all of your connected customers on the network. If you choose Restricted, the declaration will be viewable only for your selected customers.
  4. If you have chosen unrestricted publishing, simply click Publish in the lower right-hand corner of the dialog box. If you have chosen restricted publishing, proceed as follows:
    1. Select a company to which you want to grant access to your declaration, and then choose Add.
    2. Repeat as necessary for all companies to which you want to grant access. You can also remove companies from the list by choosing  (Remove) next to the company’s name.
    3. Choose Publish in the lower right-hand corner of the dialog box.
    4. Confirm the statement that appears in a new dialog box.

Changing Authorization to Your Published Declarations

Even after you have already published a declaration, you can change the publishing mode of the declaration (“Restricted to Your Customers” or “Restricted”), and you can edit the list of customers that are authorized to access your restricted declarations. You can change publication restrictions by using the Change Authorization function for declarations that have already been published.
To do so, proceed as follows:
  1. In the Conflict Minerals Declarations tab of the Work with Suppliers work center, find the declaration for which you want to change authorization.
  2. Choose Change Authorization.
  3. Proceed with step 3 of Publish your Uploaded Conflict Minerals Declarations

Opening Supplier Status Reports

To open a supplier status report, proceed as follows:
  1. In the Conflict Minerals Declarations tab of the Work with Suppliers work center choose Open Supplier Status Report.
  2. Select the year to be analyzed. This year refers to the date of completion of the conflict minerals declarations.
  3. Choose Open and wait for the report to be created.

Viewing Conflict Minerals Status Reports

A supplier status report provides the following information about your suppliers' conflict minerals declarations:
  • General: All declarations that do not contain errors and, out of these declarations, all declarations that indicate products free of the conflict minerals tin, gold, tantalum, and tungsten.
  • Declarations: Conflict Minerals Present: A breakdown of declarations that indicate the presence of tin, gold, tantalum, and tungsten. The rows indicate the number of declarations in which all smelters are CFSI compliant and the number of declarations in which not all smelters are CFSI compliant, and the columns indicate whether the origin of the minerals is stated as unknown or uncritical, or if the minerals originate in conflict countries. The chart shows combinations of these statuses. You can click each number other than 0 to view which declarations have each status combination. The color coding is as follows:
    • Green: OK
    • Yellow: Status is unclear
    • Orange: Status is critical
    • Gray: No declarations for this combination of statuses
  • Minerals Reported by Supplier: The percentages of total declarations and numbers of declarations indicating the presence of tin, gold, tantalum, and tungsten, respectively.
  • Smelters Entered in Declarations: Total number of smelters indicated for each mineral and, out of these smelters, how many are certified and how many are not certified.
  • Tin, Tantalum, Gold, and Tungsten: Each of these charts is a breakdown of declarations that indicate the presence of the corresponding mineral.

Printing Supplier Status Reports

Printing is fully supported only in Google Chrome (latest version). Other browsers supported by SAP Product Stewardship Network provide only limited print functionality. To access supplier status reports, you must also be using the Enterprise edition of SAP Product Stewardship Network.
To print a supplier status report, proceed as follows:
  1. Go to the Conflict Minerals Declarations tab of the Work with Suppliers work center, and then choose Open Supplier Status Report.
  2. Choose Open in the dialog box that appears.
  3. Choose Print at the bottom of the report.
  4. Ensure that the following settings are made:
    • The option for headers and footers is disabled.
    • The option for background colors and images is enabled.
    • Make other settings as desired, and proceed to print the document.

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