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Agile Product Lifecycle Management Product Governance and Compliance User Guide Release 9.3.3 E39296-01 |
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# 9 Declarations Overview

A declaration is the main object of record in the PG&C solution: it is a record of questions posed by a compliance manager to an information supplier about the supplier itself, its products, or how its products comply with given specifications. Also, declarations keep track of all the substances and materials that are contained in items, manufacturer parts, or part groups.

The Declarations base class has seven default classes of declarations. The following table defines the kinds of declarations in PG&C.

Declaration class | Definition | Validation Type of Specification
--- | --- | ---
Substance Declarations | The supplier is requested to provide compliance information for each substance within the specification. | must be Part Level
Homogeneous Material Declarations | The supplier is requested to provide a complete BOS breakdown of the part and provide compliance information at the homogeneous material level. | must be Homogeneous Material Level
Part Declarations | Receive part-level compliance information as well as other composition header level information (manufacturing parameters). | can add any specification
JGPSSI Declarations | The supplier is requested to provide compliance information (weights) according to the JGP standard. Note There is a fully supported Japanese version of the JGPSSI template for creating JGPSSI Declarations; see your administrator. | must be Part Level
Supplier Declarations of Conformance | A questionnaire to assess supplier compliance with specifications from customers and government agencies. The survey addresses compliance at a general company level. Can be used for CSR <type> declarations. | can add any specification
IPC 1752-1 Declarations | A Joint Industry Guide (JIG) substance declaration for electronic products. The 1752A type supports IPC 2.0 and REACH compliance. For more information, see IPC Supported Formats. | must be Part Level
IPC 1752-2 Declarations | A Joint Industry Guide (JIG) homogeneous-material declaration for electronic products. | must be Homogeneous Material Level

Note: Substances and substance groups are pre-populated only in Substance Declarations.

Declarations are the routable objects in PG&C, similar to change orders in Product Collaboration. As a routable object, each declaration advances through a workflow that implements the Request for Information (RFI) business process.

When a declaration is released by the compliance manager, the information gathered from it is published to the product record, thereby updating the composition data contained within the parts and part groups listed by the declaration. This is just how a change order works, when an ECO or MCO is approved and released by the change analyst, the "change" is published to the product record and the entire BOM and its constituent parts are updated.

Another comparison between Changes and Declarations: a change order has an Affected Items tab, so you can always see what parts or manufacturer parts are being addressed by the change; you can also click the link and go to each part object itself. Declarations have three "Affected Parts" tabs, for each kind of part in the PG&C solution: Items, Manufacturer Parts, and Part Groups, with similar connectivity. See Affected Parts Tabs.

## 9.1 More About the Declarations Classes

These are additional facts and rules of business logic for the out-of-box Declarations classes.

### 9.1.1 Supplier Declarations of Conformance

This class of declarations requests statements from suppliers at a supplier level. It is basically a supplier survey. Your company wants to send out a questionnaire and receive a declaration from the supplier to assess compliance with specifications from customers and government agencies. Typical questions could be: Do you have a RoHS compliance Initiative going on? When do you anticipate to have 100% compliant Product? Which ISO certifications do you possess?

No fields are pre-populated in this declaration. The SDOC does not require association with any items, manufacturer parts, part groups, or even specifications in order to be effective. Adding specifications to this type of class is allowed for reference purposes.

### 9.1.2 Japanese Green Procurement Declarations

This class of declarations is used against the template for the Japanese Green Procurement format. Agile supports only JGPSSI version 2.02. Your company wants suppliers to provide a declaration in the JGPSSI format using the JGPSSI supported entities. No substances from specifications are pre-populated in this declaration.

Note: Agile has released a Japanese-language template for use in JGPSSI Declarations. See your administrator.

### 9.1.3 Part Declarations

This class of declarations is used to ask questions related to parts or part groups. Your company wants to send out a questionnaire to assess part compliance with specifications from customers and government agencies. Typical questions could be: What is the maximum re-flow temperature of this part? What type of plating is on this part? Is this part in compliance with a certain specification? No fields are pre-populated in this declaration.

### 9.1.4 Substance Declarations

This class of declarations allows a supplier to respond at a substance-group level and at a substance level without being able to add to the BOS. It could be a material compliance declaration in which your company wants suppliers to declare compliance with specifications at the substance level; or, it could be a partial material disclosure declaration in which your company wants suppliers to disclose the weight and/or concentration of selected (or all) substances that are contained within the components and subassemblies it sources from this supplier.

A substance declaration supports pre-population of substances and substance groups from associated specifications.

### 9.1.5 Homogeneous Material Declarations

This class of declarations allows a supplier to build a BOS consisting of four levels: subpart, homogeneous material, substance groups, and substances. It could be a material compliance declaration at the homogeneous material level, or it could be a partial material disclosure declaration to discover the weight and concentration of substances that are contained within the homogeneous materials. This can be effected through an outside application or spreadsheet. No fields are pre-populated in this declaration.

### 9.1.6 IPC 1752x Declarations

The IPC 1752 Declarations classes are material declarations which support the compliance data gathering for the EU RoHS regulations. Only the enhanced IPC-1752A standard includes China RoHS and REACH.

These declaration classes support compliance data gathering via the IPC-1752 standards. The IPC-1752x family of standards establishes a standard reporting format for material declaration data exchange between supply chain participants. IPC-1752A is the latest version of the standard, version 2.0, which supports REACH compliance. IPC-1752A supports reporting multiple parts, reorganization and simplification of the reporting levels. It removes the list of substances out of the standard into informative annexes to improve the ease of updating data exchange.

IPC past standards (IPC 1752-1) and homogeneous materials declarations (IPC 1752-2) supported data entry PDFs for collecting data. IPC-1752A does not support PDF forms; instead the electronic signature resides within the XML data.

#### 9.1.6.1 BOS Data Delivered by Scriba Tool

To use the new IPC 175x Version 2.0, you need to download the Scriba1750a_beta06 from `http://sourceforge.net/projects/ipc175xutils/`. Scriba is a tool that allows you to enter BOS data. The BOS data is then imported using the Import IPC 2.0 XML process extension.

#### 9.1.6.2 Privileges

A user must be assigned the Import and Export privileges to complete IPC declarations. If you think your privileges do not include these, see your Agile Administrator.

#### 9.1.6.3 Classes and Subclasses

Your administrator must create a new subclass of IPC 1752-1 declarations in Java Client. See Configuring PG&C for more information.

#### 9.1.6.4 PDF forms for pre-version 2.0

IPC declarations prior to version 2.0 use PDF forms. Adobe Acrobat version 7.x is the minimal requirement, while Acrobat version 8.x is the recommended release for work with the IPC PDF forms. The website for Adobe Software is www.adobe.com.

The IPC1752-2 PDF form allows entry of unstructured substance data. For instance, the user can enter homogeneous material data in a hierarchical structure or in a flat structure. The system also stores the flat structure within the declaration, which can show the user how the data was retrieved from IPC and how PLM converted the data into a hierarchical structure.

The storing of the flat structure is accomplished through four flex-fields, Text01--Text04, on the part Substances tables. They are renamed as IPC Sub-item, IPC Material, IPC Category, and IPC Substance.

By default, these fields are disabled (not visible), and the flat structure is not stored. In order to capture the flat structure of the composition, these fields must be enabled by the administrator. Even with the flexfields enabled, a user must have Modify privilege for those fields; if not, the flat structure is not stored and the user sees an "Insufficient Privilege" error during the import procedure.

#### 9.1.6.5 XML Data Delivery

With these updates the electronic signature resides within the XML data, not in the original PDF form .

#### 9.1.6.6 Mapping Between Agile and IPC 2.0

You can now import IPC version2.0 xml files into Agile PLM System, and export Agile PLM System data as an IPC version2.0 xml files. IPC version 2.0 xml can be mapped to the Homogeneous Material Declaration.

Agile Level | IPC 2.0 Level
--- | ---
Homogeneous Material Declarations | IPC 2.0
Subpart | Material (Homogeneous Material Name)
Material | Material Group (Homogeneous Material Group Name)
Substance Group | Substance Category
Substance | Substance

#### 9.1.6.7 Guidelines for Parts and Specifications on IPC Declarations

Prior to this release, each IPC declaration carried just one specification and just one part/part group. With release 9.3.3, Export IPC 2.0 XML and Import IPC 2.0 XML can support multiple objects.

There is no restriction to the number of specifications or the number of parts/PGs that can be added to IPC declarations. However, if a declaration carries multiple items, manufacturer parts, or part groups and multiple specifications, Export IPC 2.0 XML supports multiple Parts/PGs. This means Export IPC 2.0 XML will export all compositions from the declaration's <Parts/PGs> tables. Export IPC XML will only export one composition from the declaration's <Parts/PGs> tables.

Similarly, Import IPC XML will update only one composition, that of the part that was exported. The system identifies this by the part number, rev, and the first specification in the declaration's Specifications table, which is sorted alphabetically.

Import IPC 2.0 XML will update all compositions, that of the parts that were exported. The system identifies these by the part number, rev, and the related specifications in the declaration's Specifications table, which are sorted alphabetically. As part of Import IPC 2.0 XML support of multiple compositions, for one item with different revisions, the revisions are distinguished by like this format: 'NumberId [Rev]'.

#### 9.1.6.8 IPC-BOS Import for Multiple Products and Use Cases

IPC 1752A Version 2.0 supports identification of multiple products to which associated declarations apply.

#### 9.1.6.9 Multiple Products Use Cases

Multiple products support covers these four use-cases:

- Included products have same mass and material content

- Included products have different mass with the same material content

- Included products have same mass with different material content

- Included products have different mass and different material content

#### 9.1.6.10 Case 1: Same Mass and Same Material Content

A grouping of reported products where all the products are identical in body mass and material content. Most often this scenario is associated with grouping of products (product family). Class A, B, C and D are fully supported in this case.

#### 9.1.6.11 Case 2: Different Mass and Same Material Content

The products have different mass but are identical in material content. This is usually associated with a grouping of products that are composed of same materials, but vary in body size or number or repeatable products. When different masses are assigned to different products, masses are reported in percent. This case supports single response for class A, and classes B, C or D may be used to report detailed content.

Example: Touch pads in different sizes. Everything is the same in terms of product internals, except for the size of the case, screen, and so forth. Another example would be wire - single strand, double strand, and so forth.

#### 9.1.6.12 Case 3: Same Mass and Different Material Content

A grouping of products with same mass value but different material content. This scenario is possible if the products are produced in different manufacturing facilities with different raw or processed material sources. Class A supports single response and class B, C or D supports detailed material content.

Example: A resistor or capacitor with same mass might be manufactured from different materials.

#### 9.1.6.13 Case 4: Different Mass & Different Material Content

These products have different mass and different material content. This would happen when a set of products that are used to make finished goods with no commonality are grouped together. Class A supports single line response and class B, C and D supports more detailed content.

Example: A list of component used to assemble a power block. Or a list of components supplied by the same supplier - resistors, capacitors, and so forth.

#### 9.1.6.14 IPC 2.0 New Map Attributes

The following map attributes for have been added for Process Information on the Manufacturer parts on existing IPC 1752-1 and IPC 1752-2 classes.

1. Ramp Down Rate

2. Preheat Min Temp

3. Classification Temp

4. Time Above 217

5. Max Time Within 5

6. Preheat Max Temp

7. Component Temp Spike

8. Ramp Rate

9. Preheat Duration

10. Max Total a Wave Time

11. Max Total Solder Time

12. Package Designator

13. Psl Rating Wave

14. Wave Additional Info

15. Psl Rating Reflow

16. Reflow Additional Info

## 9.2 Tabs and Attributes in Declarations

Declarations are the "workhorses" of the PG&C solution, carrying many kinds of data and giving that data dynamic qualities as they are published into the product record. This section reviews the basic tabs in declarations and what kinds of information each tab carries.

Many attributes in PG&C appear in several or all of the PG&C business objects, as well as items and manufacturer parts. Because any given attribute may be defined only once in this manual but may not be defined in this chapter, simply search the PDF for the attribute you want to see.

### 9.2.1 Cover Page

The Cover Page tab provides general information about this object. The declaration's name, description, supplier, date sent to supplier, and due date are entered when creating the declaration. The Cover Page carries information about the compliance manager and the supplier, including contact users. After the declaration has been created, you can edit this information by choosing the Edit button in the Cover Page tab.

Note: As soon as a part or part group is added to a declaration, the associated supplier cannot be changed.

- Has Invalid Substance - "No" indicates that there is an invalid substance present. It must be corrected before the declaration can be released.

- Need Rollup - A flag indicates if the declaration has been modified since the last time of declaration rollup. So, after an invalid substance(s) is corrected, or Mass (on Parts table) changes, Need Rollup attribute automatically changes to Yes. It is simply an "advisory" field. When the declaration rollup is run, the field reverts to No.

  Note: The Need Rollup field does not change to Yes if a Substance Declaration changes directly from Pending to Released statuses.

  - Supplier - Unless the administrator has made the Supplier field for the type of declaration you are creating 'Not Required', an Active supplier must be named. The supplier can be a Web Supplier (that is, in Supplier object, Web Supplier field = Yes) or a "non-Web Supplier" (Web Supplier field = No): but a Web Supplier must have at least one associated Declaration Recipient (formerly "Contact User"). A non-Web Supplier may be named in the declaration with no associated declaration recipients. It is recommended that declarations name a Web Supplier, as PG&C carries and publishes the most complete information when a Web Supplier with declaration recipients is associated.

    Note: If the Supplier field has been made Not Required (by the administrator, for a given class or classes of declaration), you can still add a supplier to the new declaration. However, with Supplier field Not Required, if you create a declaration from a part/PG's Actions menu, you are not allowed to add a supplier, since from the part's Actions menu the declaration is created with the part already added (and, as noted above, once a part is added to a declaration, in effect the Supplier field cannot be changed).

### 9.2.2 Affected Parts Tabs

The following chart shows the hierarchy of data about parts and part groups that are contained in most declarations (except, for example, Supplier Declarations of Conformance). Each "affected parts tab" in a declaration has a table listing the Items, Manufacturer Parts, or Part Groups, and a table listing the substances associated with each part (for example, Substances for Item ABC):

#### 9.2.2.1 Items tab contains

- Items table - lists parts and documents on the declaration

##### 9.2.2.1.1 Parts Tabs Attributes

#### 9.2.2.2 Parts Tabs Attributes

Many attributes that you see in declarations appear also in parts/part groups. See Tabs and Attributes in Parts and Part Groups for definitions of attributes (or simply search this PDF for a particular attribute name).

- Exemptions - There is an Exemption field on a declaration's <Parts/PGs> tabs. Exemptions are set in a specification's General Info page (see General Info); the values you see for Exemption on a declaration's Parts tab are really coming from the associated specification.

#### 9.2.2.3 Excluding Compositions from Rollups

There is a use case where a manufacturer may not want or need a composition to be evaluated for compliance. A field, Exclude from Compliance Check, is now provided to handle this; it is on the <parts/PG> tabs of declarations (that is, Items, Manufacturer Parts, and Part Groups tabs, as well as the Compliance tab of the <part/PG>. It can be set either on the declaration itself, or it can be "manually" set in the (import) XML file before it is imported to a part.

Here is a representative use case. Remember that, after a composition is attached to a part (either through importing or through the RFI process), it was always included in subsequent compliance calculations. The Exclude from Compliance Check field means that this statement is no longer always true.

When an EMS provider must provide compliance information to their OEM customer, the EMS provider first contacts their component suppliers. Having obtained compliance data about their components, the EMS provider sends consolidated compliance information to the OEM via a declaration.

Now, the OEM wants compliance validation across all parts in the BOM, so the OEM attaches the information as a composition to the top-level assembly.

However, from the EMS provider's point of view, this composition does not need to be included in their own rollup process, since it is going to be used just for "exporting" to the OEM customer. They can use Exclude from Compliance Check field.

- Exclude from Compliance Check - Set to Yes (default is No), the compliance rollup will ignore the composition. Note that the system still performs the calculation within that composition, but this composition will be ignored during compliance rollup of the <part/PG>. This field is also seen on the <part/PG's> Compliance tab > Composition table, but it cannot be modified there.

#### 9.2.2.4 Substances for Parts Table

Note: Part Declarations do not have a Substances table.

For each part and part group, the Substances tables list their associated substance composition, providing the part or part group has been associated with substances. You can filter the Substances table to isolate substances for a particular part or part group.

See Tabs and Attributes in Parts and Part Groups for definitions of attributes, such as Threshold Mass PPM, Calculated Mass, Intentionally Added, and so forth.

For more information about compliance rollups, see Rolling Up Compliance Data.

### 9.2.3 Specifications Tab

When adding specifications to a declaration, for every part in the declaration, the system creates "part+spec" combinations, or compositions.

The compliance manager may inform the supplier that the buyer is going to validate the supplier's substances based on the specifications on the Specifications tab. If there are one or more specifications associated with this substance declaration (this type only), the system automatically prepopulates the substances from those specifications for all the items, manufacturer parts, or part groups in this declaration. If there is no specification associated with this declaration, no substance is prepopulated, even for the substance declaration.

The Specifications table of a declaration lists specifications related to the items, manufacturer parts, and part groups contained in the declaration. The purpose of a declaration is to ensure that suppliers comply with any restrictions stated in the specifications. Also see the discussion of Exemptions field in Affected Parts Tabs.

The specifications may concern many substances, including those not used by the parts contained in the declaration. When a substance declaration is opened to the supplier, any substances from the specifications are automatically added to the Substances for <Part/PG> tables. This ensures that you are properly tracking any restricted substances contained in parts listed in the substance declaration.

A new field on the Specifications tab, called Rollup Engine indicates whether the specification will be rolled up internally or externally. For more information on rollup types and how they are tied to specification type, see Internal vs External Specifications, Chapter 11, Internal Compliance Rollups, and Chapter 12, External Compliance Rollups.

#### 9.2.3.1 Rules for Synchronizing Declaration Parts Tables and Specifications Table

The notes for the "import" case below are given here (Importing is covered fully in the next chapter) in parallel with working in the object, that is, in Web Client's user interface.

#### 9.2.3.2 From the Object in Web Client

- When adding a part: the system creates one composition for each spec in the declaration for that part.

- When adding a spec: the system creates one composition for each part in the declaration for that spec.

Ÿ Example: given two compositions, (Item1+Spec1) and (Item1+Spec2), if you remove the second composition, when you add Spec3, the system will create a third composition, namely (Item1+Spec3), and it does not re-create the second composition; therefore, there is no "synch-up" in this case.

#### 9.2.3.3 From the Import Utility

- When importing a part: if you name a specification along with part, the system creates a composition only for that part+spec combination, and it does not create one composition for each spec in declaration or each spec in the Import file; therefore, there is no "synch-up" in this case.

- Example: given an Import file with (Item1+Spec1) and (Item2 + no specification), if there are two specifications (Spec1 and Spec2) in the Import file or in the declaration, the system creates the following compositions: (Item1+Spec1), (Item2+Spec1), and (Item2+Spec2).

- When importing a specification: the system creates one composition for that spec for each part in the declaration.

### 9.2.4 Workflow Tab

The default Declarations Workflow is used in the RFI processes. The Workflow tab of a declaration shows all the statuses the declaration has passed through, and which statuses remain to be completed. It also shows all the approvals and rejections made during each approval cycle. See Routing Declarations.

For more information about using the Workflow tab, see the chapter on Items in Agile PLM Product Collaboration User Guide. There is also a chapter on workflows in Getting Started with Agile PLM.

## 9.3 Creating Declarations

Compliance managers - an Agile user who has been assigned the Compliance Manager role - can create declarations. (More specifically, a user with a role that has the Create Declaration privilege can create a declaration; Compliance Manager is the out-of-box role with this privilege.) Supplier users with the (Restricted) Material Provider role (and who are not restricted to the Basic supplier interface) can also create declarations: in this case, only the Name attribute is required to create the object (because it is a "Restricted" role); the Supplier attribute is filled in automatically with that user's supplier organization.

Note: Some values for declaration-recipient fields come from the Supplier business object, while some values come from the "supplier user" business object (the declaration recipients).

You can create a declaration either through the Create function, or by choosing Actions > Create Declaration from within an item, manufacturer part, or part group.

When you create a declaration, you must specify a unique declaration name. By default, the name field uses an Autonumber format with the prefix "MD" (for "Material Declaration"). Although the Autonumber format is not required, it makes sense to use the same prefix for all declarations to make it easier to search for them. In any case, the name must be unique and it must be upper case (unless the administrator has changed the character set for declaration names and allows mixed case).

### 9.3.1 Selecting Specifications to add to Declarations

Specifications are associated with declarations to provide the basis by which compliance information is specifically requested and, upon completion by the supplier, evaluated by the compliance manager. The declaration's Compliance tab lists associated specifications on the Specifications table.

When you add one or more specifications to a declaration, the type of specifications that are appropriate to select depend on the type of declaration. See the table in Introduction to Declarations for information about which type of specification you can add to each type of declaration. A new field on the Specifications tab, called Rollup Engine indicates whether the specification will be rolled up internally or externally. For more information on rollup types and how they are tied to specification type, see Internal vs External Specifications, Chapter 11, Internal Compliance Rollups, and Chapter 12, External Compliance Rollups.

If no specification is added to the declaration, it still functions; however, the declaration is then merely a part survey for weight and perhaps PPM information, and it is no longer a request for a compliance statement. Selecting a value in a compliance-specific field has no meaning for a declaration with no associated specification.

Since there is a limitation between the class of a declaration and the type of specification attached to that declaration, the user cannot change the class of a declaration once a specification has been added to it.

### 9.3.2 How to Create a Declaration

This tasks steps through the Create wizard to configure a declaration.

To create a declaration:

1. Click the Create New dropdown button to activate the menu.

2. Point to the Declarations link, which sends the flyout menu of Declarations classes. It is possible your administrator has renamed these or created additional Declarations classes.

   Select and click a link from the list of classes of declarations - Substance, Homogeneous Material, JGPSSI, Part, Supplier Declaration of Conformance, IPC 1752-1, or IPC 1752-2.

3. In the Create New dialog, click the dropdown arrow next to the Type: field.

   The administrator may have created additional subclasses of the selected class of declarations. Additionally, note that 1752A is now a choice when you select an IPC-1752-1 class. Select and click an appropriate subclass.

4. In the Name: field, an identifying number for the declaration is automatically generated. Accept or modify this identification.

5. If the Supplier field is visible (it does not apply in all declarations), click the Search icon to bring up the Search for Suppliers dialog. Search for and select a supplier. You are allowed to select only one supplier per declaration.

   Note: When creating a declaration from part or part group Actions menu, if there are suppliers in the part or part group Suppliers tab, those suppliers appear in the dialog; you can either select one of them or search for a different supplier to add to the declaration. When a supplier is added to a declaration, details pertaining to the supplier are added to Cover Page and Page Two fields, provided it is a Web supplier with at least one associated declaration recipient (see following Note).

   Note: The requirement that a declaration have a supplier has been removed; but the administrator must make the Supplier field 'not required'. PLM also allows declarations to name either kind of supplier: a Web Supplier (Supplier object > General Info tab > Web Supplier field set to Yes) must have at least one associated Declaration Recipient; a non-Web Supplier (Supplier object > General Info tab > Web Supplier field set to No) may be named in the declaration with no associated declaration recipients. However, it is still recommended that a declaration name a Web Supplier: PG&C carries and publishes the most useful information if a Web Supplier with associated Contact Users is named; for example, those declaration recipients receive notifications

6. Click Save. The new declaration object appears with the Cover Page tab selected.

7. After the declaration is created, it can be modified at any time. This task continues with steps to add appropriate objects, such as parts, manufacturer parts, part groups, and specifications to the declaration.

   Open the declaration, click Edit: to add information and populate enabled fields under the various tabs.

8. Enter the general information (Description, Declaration Type, Compliance Manager, Workflow, and Due Date).

   It is recommended to always assign a compliance manager. If you do not, when the supplier returns declaration, all compliance managers in the system will be notified. Note that when you select a compliance manager, the values on these attributes are added immediately: Title, Phone, Email, and Fax.

9. To add specifications to the declaration, click the Specifications tab, then click the Add button.

   Click the Search to add icon to add existing specifications in the Specifications Search dialog.

   Click to select specifications that you want to add, and hit Enter; or you can double-click a specification to add it.

   Note: There is some restriction on what type of specifications can be added to a declaration. The validation level is displayed in the Add Specification search wizard, and you must select an appropriate specification based on the validation level - Part level or Homogeneous Material level.

   You can run more searches to add more specifications as appropriate. Depending on how many specs are added, that many records or entries will be created for each part or part group that is added to the declaration.

10. On the Items tab, use the same set of steps to search for and associate items (Agile parts or documents) to the declaration.

11. On the Manufacturer Parts tab, use the same set of steps to search for and associate manufacturer parts to the declaration.

12. On the Part Groups tab, use the same set of steps to search for and associate part groups to the declaration.

13. On the Attachments tab, if you want to add attachments, choose from the Add menu Files, URLs, or By Search, and navigate to the desired file or URL.

14. When you have completed your modification, click Save.

If you have added m number of specifications and n number of parts, you will create (m x n) compositions in the declaration Parts table, and each of these compositions has its own set of substances that are governed by the threshold defined in specification for that composition.

Pre-population of substances occurs only when there is a specification present and only for Substance declarations. If you do not associate any specification to a Substance declaration, no substances are pre-populated to the declaration.

## 9.4 Working with Declarations

The chapter on Substances introduced the elements of substance validation and correction - such things as the Alias field, Mass Disclosure, and the effect of the Mass Tolerance Percentage setting (set in Administrator). Here are a few points about how substance validation impacts declarations.

### 9.4.1 Invalid Substances in the Declaration

When suppliers respond with substances for a part, they probably do not know anything about how substances are declared in the customer's system. Use of the Alias field in substances in the buyer's system allows any substance to be introduced into the declaration and the compliance manager does the "clean-up"; the supplier can submit their information faster, which encourages completion of declarations.

#### 9.4.1.1 Restriction about invalid Substances in Declarations

When the declaration contains substances or substance groups that do not exist in the system (invalid substances that are not "aliased"), you cannot perform a rollup from the declaration's Actions menu, nor does the system automatically perform a rollup on change status of the declaration. You must "clean up" all invalid substances in order to be able to perform a rollup.

If there are invalid substances or substance groups, the system does allow you to manually change status except to the Released status. If there is even one invalid substance, the system will not allow the declaration to advance to Release; there is a message on the declaration to indicate this.

Note: Materials and Subparts that do not exist in the buyer's system can come into a declaration, and it can still be released: so, to distinguish, we refer to these as "local substances". But Substances and Substance Groups (that are not aliased or do not exist in the buyer's system) can block the declaration from being Released, so the uncorrected substances/substance groups are particularly called "invalid substances".

### 9.4.2 Action > Verify Substances

Verify Substances is enabled on a declaration's Actions menu when there is an invalid substance present, often the result of a naming problem. (Also, it is enabled only when the user (including supplier user) has the privilege to change the status of the declaration.) Click Actions > Verify Substances to bring up a popup with these fields:

- User-entered Substance or Substance Group

- User-entered CAS number

- A drop-down list of matching substances and substance groups that match the CAS number

- Icons for Creating a substance object and for Searching for an existing substance.

#### 9.4.2.1 Correcting Substances in Declarations

If you are prompted to "Correct Unknown Substances," this can often be achieved inline: as you type potential substance name into the Replace With field, a dropdown list offers existing substances (per the letters you have typed).

### 9.4.3 Working with the Part Tables

The Items, Mfr Parts, and Part Group tabs in a declaration work similarly when to Add, Edit, or Remove parts.

For information about importing substances or compositions into parts, see Importing Compositions into Items and Manufacturer Parts.

These are two general methods to add substances to parts and part groups:

1. When a declaration is released, the specifications and substances from the declaration are published to its parts.

2. When a part is associated with a part group, then any specifications, compositions, and substances from the part group are copied to the parts (with the conversion factor that was provided).

Remember that when adding <parts/PGs> to a declaration, if the declaration already contains specifications, PG&C will create part+spec combinations - compositions - for each specification in the declaration.

### 9.4.4 Working with the Part Substances Tables

The Substances for <Part/PG> tables on the <Part/PG> tabs of declarations had been Read Only from the user interface, but this limitation was removed. Previously, the ways to add substances to the Substances for <Part/PG> table of a declaration was (1) by Process Extensions, (2) by implementing the Excel integration or, for IPC declarations, (3) by using XML-based integration; see Importing and Exporting Declaration Data. These methods are still valid and useful, according to your purposes.

Now you can add substances to, edit substances, or remove substances from declarations directly from the user interface. These modifications, known collectively as Substance Editing, are done using Actions within the declaration.

#### 9.4.4.1 Substance Editing

Substance editing lets you add, remove, and edit substances directly in (unpublished) declarations. The substance editing feature is available on all types of declaration except Supplier Declaration of Conformance and Part Declaration.

Linked to Composition Type Field, the declaration classes in which substance editing works are as follows.

- Composition Type = Substance Composition:

  - Substance, JGPSSI, and IPC 1752-1 declarations

- Composition Type = Homogeneous Material Composition:

  - Homogeneous Material and IPC 1752-2 declarations

The behavior of the Actions are described according to the type of declaration.

#### 9.4.4.2 Substance-Type Declarations: Substance, JGPSSI, and IPC 1752-1 Declarations

Add - lets you add a substance group or a substance to the selected part. You can use search, or type in known substance names directly; "Type-in names" is also the method to add a non-existing substance. The system will prompt if you add a duplicate substance to the same part. When you add a substance group, the system does not populate its children. In the Substance type of declarations, you cannot add a material or subpart directly to the part.

Note: If a substance/substance group added (using typed-in names) does not exist in the system, a question mark ("?") appears in the substance name indicating this is an invalid substance. You can use Verify Substances to make the correction.

Add Sub-level - lets you add a substance to a selected substance group (SG). If you do not select an SG (or you select a substance instead), the system prompts you to select a valid row. You can type in known substance names to add an existing or non-existing substance to the parent SG.

Edit - lets you edit all editable fields on selected rows. Note that you cannot edit the name of the substance itself.

Remove - lets you remove selected rows from the part. If the selected row is a substance group, the system removes all substances under that substance group.

The system will block any attempts to add the "Unreported (System)" substance.

#### 9.4.4.3 Homogeneous Material-Type Declarations: Homogeneous Material and IPC 1752-2 Declarations

Add - lets you add a subpart or a material to the selected part. You can use search, or type in known subpart/material names directly; "type-in names" is also the method to add a non-existing subpart/material. The system will prompt if you add a duplicate subpart/material to the same part. In the Homogeneous Material type of declarations, you cannot add a substance or substance group directly to the part.

Add Sub-level - lets you add a substance to a selected SG, a substance or SG to a material, or a subpart or material to a subpart.

Edit - lets you edit all editable fields on selected rows. Note that you cannot edit the name of the substance itself.

Remove - lets you remove selected rows from the part. If the selected row is a parent (subpart or material or a substance group), the system removes the entire hierarchy under that parent.

The system will block any attempts to add the "Unreported (System)" substance.

#### 9.4.4.4 Add/Update with Import

In a declaration Substances table, if Add/Update mode is being used, when there is something wrong in the data being imported, the system only deletes compositions that have issues. Previously, if there was a problem in the Import file, the system would delete all substances for all items in the declaration, even previously imported substances. Substances that have already been imported successfully are not deleted.