Supplier HPD (SHPD) Instructions

1. In your email, you will receive an information request sent out by HPDC, click on the “On this link” to access the login page.
   If you already have an account, log in directly.
   
2. If you don’t have an account with SHPD Platform yet, you will be asked to create a free account. Click on “Create a free account” and fill in the required information to create the account.
   

   If you already have an account, log in directly.
   

3. Once you log in, you will see the information request page and a pop-up with available resources. Before starting to work on the information request, you should confirm that the product name requested is correct. If not, you can email the requester to confirm.
   

At the bottom of the information request page, you will see these four functions.  “Add Substance” is grayed until at least one material has been added, a substance must be included in a material.

HPDs list their ingredients in a hierarchy of materials that make up the product, and the substances that make up each material.  If your product does not include materials, we still need to maintain that hierarchy in the SHPD so you’ll you need to create a material (using your product name) and then add the substances to it.

Click “Add Material” to start the process:

Type the material name in “Select Material” and the system will look for it in your library first. If the material is not in the database already, you can choose to “create a new material.”

Add “Material Name” and save, you will be redirected to the “Add Material” page. The material name should be the trade name used by the material supplier.

Add the required information:

• Min Weight or Min Weight %
  • Minimum weight or wt. percentage of this material that is used in the Product
• Max Weight % or Max Weight %
  • Maximum weight or wt. percentage of this material that is used in the Product. g., 3.0%–14.5%. Ranges should not exceed 20%
  •  
• Material Type
  • Type of material. Click on the (i) to see options.
• Alternate Material
  • If alternate materials can be used in the product, use this check box to indicate it.
• Inventory Threshold
  • Click under Inventory Threshold and select the appropriate threshold from the dropdown list
  • The threshold represents the concentration at or above which substances present within the material are itemized. I.E. a threshold of 1000 ppm means that the content inventory includes all substances that are in the material at this or a greater concentration
• Residuals/Impurities
  • Indication of whether the Residuals and Impurities were considered or not for the material
• Residuals/Impurities Notes
  • Explanation of whether and how residuals and impurities were or were not considered.
• Other Material Notes
  • Explanation of material or product characteristics. The required entries, if applicable, are as follows:
    • explanation or rationale for nondisclosure if Material Name is “Undisclosed”;
    • explanation for ranges, alternates and undisclosed material percentage;
    • explanation when “Other” is indicated for Inventory Threshold unless provided in the Inventory and Screening Notes;

Save the material by clicking on the checkmark at the top of the page.  Clicking the X cancels your work.

Click “Add Substance” to start the process:

First, choose the material that you want to add the substance to.

To add your substance, just type in the CAS number or substance name. If no CAS number is found in the system, email support@hpd-c.org (by clicking on “Ask for missing data”), and ask for the CAS number to be added.

Add the required information:

• Min Wt%
  • Provide the substance’s percentage of the material by weight— e. this substance represents __% of the weight of the material
• Max Wt%
  • A fixed percentage is preferred; however, a percentage range may be provided, e.g., 3.0%–14.5%. Ranges should not exceed 20%
• Impurity/Residual
  • Indicate whether this substance is an impurity or residual
• Nano
  • Indicate whether this substance is nanomaterial or not. A nanomaterial is a substance intentionally engineered to achieve size-dependent properties and functions with one or more external dimensions or an internal structure measuring less than 100 nanometers. If you do not know if your substance is a nanomaterial, select “Unknown”.
  •  
• Recycled Content
  • Click below “Recycled Content” to display the dropdown list
  • Click on the selection that reflects the recycled content of this substance
• Substance Role
  • Enter a term that captures the substance’s purpose or function in the material. Click on the (i) to see options.
• Substance Notes
  • Explanation of substance characteristics. The required entries, if applicable, are as follows:
    • -Explanation if Substance Name and Identifier are “Undisclosed” or “Unknown.” The manufacturer must explain the rationale for nondisclosure for “Undisclosed” substances and efforts undertaken to identify “Unknown” substances.
    • – Additional CAS RNs, if the substance can be identified by multiple CAS RNs;
    • – Notation of “Exempt VOC” if the product contains a substance that is an EPA exempt VOC [See 2.1.4.3];

Save the substance by clicking on the checkmark at the top of the page.  Clicking the X cancels your work.

If you would like to share your request to get feedback or more information from a colleague, you may do so by clicking the “Share” icon at the top of the request page:

You will then see the “Share” screen which allows you to add the email address of the person you want to share with and add a message telling them what you want them to do with it.

Click on “Request information from a supplier” link above the Substance Information section to start the process:

You will then see the following screen:

Add the required information:

• Requester Information
  • Requester Name (will change to Company Name)
    • Text Field, enter your company name
  • Requester Contact Person
    • Text Field, enter your name
  • Contact Person Email
    • Text Field, enter your email address
  • Contact Person Phone
    • Text Field, enter your phone number
  • Request Information
    • Request Name
      • Text Field, enter a Name for this Request
      • You should give the request a unique name that will help you manage its use in the future
      • The name should be meaningful to both you and the supplier and also allow you to recognize it if you have similar requests in the future.
    • Requested Completion Date
      • Click the “down arrow” to the right to display the calendar and select the date when you’d like to get the completed request
    • Threshold Level
      • Click the “down arrow” to the right to display the options and select the reporting threshold you want the supplier to use.
    • Supplier Information
      • Supplier Contact Person
        • Text Field, enter the name of the person to whom you are sending the request
      • Supplier Contact Person Email
        • Text Field, enter the email address of the person to whom you are sending the request

When you click Save, the request is generated and sent to your supplier.  The request is also saved to your Request Dashboard.

The supplier will receive an email similar to what you received and will register and work in the system in the same way.

On the dashboard, you will be able to see the list of outgoing requests and their status. Once the status becomes “submitted”, it means that the supplier has finished the information and sent it to you. Click on the part and check the information received. 

If the information is approved by you, you don’t need to do anything. You will be able now to import the materials into your BOM from your library.

If the information is not approved by you, you can “re-open” this request on the top of the information request page:

Then you may send another information request to the supplier for the same product. Please note: name the request name differently so that you can keep track of the different requests for the same product. 

Once the supplier makes the change and submits the information request, it will be automatically updated in your BOM.

When you have added all the information to define the requested Product, execute the following steps to complete the Request:

1. Make sure that the request is complete. Go back and check that all the data elements are complete and correct in the BOM display.  Your requestor will not be able to edit any of the information once they bring it into the Builder so it is critical that everything is complete before you submit it.
2. Submit the request, using the button at the top of the request page:
   
3. Send your Requestor a message letting them know that you have submitted the request.  They will be notified that it is submitted because they will see that they can now preview the part but, as a curtesy, you might want to send them a message as well.  This is especially important if there is anything you want to tell them about the submitted request, such as not being able to provide all of the information or not meeting the request threshold for some portion of the product.

1. Returning to the Request Dashboard

   To return to your list of incoming and outgoing requests, click on the HPDC logo in the upper-left corner of the screen.
   

   It will take you to the Request Summary screen:
   

2. Changing Columns Displayed

   Because there is so much data to display there are more columns than can be displayed on the screen, requiring you to scroll across to see all the information.  In order to give you more control over the display, you can choose which columns you want to display at any given time.

   By clicking on the column at the far right of the screen, with title “Columns” arranged vertically, you will see a list of all the columns.  Click on the check boxes to select the columns you want to hide or display.
   

3. Moving Columns in the Display

   You can also “Drag & Drop” column headers to move the columns around in the display.  By clicking on a column header (Actions in the example below) and dragging it to where you want to put it, you can move it to any position. You may also “Pin” columns to fix the position on the column in the graph. To pin columns, click on the ☰ icon to see more options for the columns.
   

At the bottom of the information request page, you will see these four functions.  “Add Substance” is grayed until at least one material has been added, a substance must be included in a material.  “Add Part” is disabled as it is not a part of the current release. This functionality will be added later.

Import BOM

Click on the [Import BOM] button to start the process: you will be able to either browse for the file or directly drag and drop the file to attach it.

The BOM import supports MS Excel files (.xls, .xlsx).

BOM file requirements

In general, the BOM import tool is very flexible. It tries to automatically understand the structure of your BOM file to reduce your manual effort to a minimum.

However, because there are so many approaches to the layout and structure of BOM files, there may be problems importing your BoM. If, after following the guidelines below, you still run into problems please contact support at support@hpd-c.org.

Before you import a BoM file please review the following:

In the screenshot below, you can see a structure of an example BoM (Note: The order of columns is not relevant).

Import BOM

Click on the [Import BOM] button to start the process: you will be able to either browse for the file or directly drag and drop the file to attach it.

The BOM import supports MS Excel files (.xls, .xlsx).

BOM file requirements

In general, the BOM import tool is very flexible. It tries to automatically understand the structure of your BOM file to reduce your manual effort to a minimum.

However, because there are so many approaches to the layout and structure of BOM files, there may be problems importing your BoM. If, after following the guidelines below, you still run into problems please contact support at support@hpd-c.org.

Before you import a BoM file please review the following:

In the screenshot below, you can see a structure of an example BoM (Note: The order of columns is not relevant).

If you have entered CAS numbers into the BOM, the system will double check that these numbers are correct. If a substance does not get imported, this means that the substance is not available in the Pharos Chemical Library. To add a missing substance to the Pharos Chemical Library, please contact support@hpd-c.org and provide the Name and CAS number for the substance. Substances are usually available for screening in the Supplier HPD Extension within 24-48 hours after the request has been sent.

“Part” is defined in the Standard as the term we use as the organizing unit for the item supplied by the supplier, (as opposed to using the word “product,” which is used for the name of the end product of the manufacturer). Part is requested by the identifier(s) the manufacturer uses to purchase the part.

The “Add Part” is disabled as it is not a part of the current release. This functionality will be added later.

The HPD Builder is used by manufacturers to create Health Product Declarations (HPDs). Very often manufacturers need to request product information from suppliers in order to complete the HPDs. The HPD Builder allows manufacturers to send data requests to suppliers for them to complete these requests using the Supplier HPD Builder Extension. The two tools are connected through an API which facilitates the supplier data collection while protecting confidential product information.

We invite all manufacturers and suppliers to test these tools and familiarize with the process of data collection and sharing. Especially with the option to not disclose proprietary product data.

If you would like to test this functionality, please click on the link below and follow the instructions there.

https://hpdc.freshdesk.com/support/solutions/articles/8000086922-testing-non-disclosure-in-the-supplier-hpd-builder-extension