Introduction

Bring your Responsible Business Alliance (RBA) Validated Assessment Program (VAP) audit results into Parakeet Risk to centralize supplier conformance, automate CAPA follow‑through, and turn audit findings into proactive risk signals. This guide shows how to ingest data, map key fields, and drive automated thresholds and Supplier Corrective Action Requests (SCARs).

Ingestion options

Choose one or combine multiple methods—Parakeet Risk is built to meet you where your data lives, including spreadsheet‑centric workflows.

API credentials
Use secure credentials for your source system that houses VAP data (e.g., enterprise repository or middleware).
Configure authentication (token or basic), endpoint(s) for audits/findings, and scheduling (on demand or recurring).
Set payload format (JSON or CSV) and attachment handling for evidence files.
CSV/SFTP exports
Schedule recurring CSV exports from your source to a customer‑controlled SFTP location.
Parakeet Risk watches the drop folder, validates schema, and ingests new/changed files.
Ideal for “Spreadsheet Synergy”: keep existing Excel workflows while adding automation and audit trails.
Email ingestion
Send CSV/Excel attachments to a dedicated intake mailbox.
Use a subject/prefix convention (e.g., “VAP_AUDIT_YYYYMMDD”) to route to the correct parser.
Auto‑acknowledgements flag schema errors back to the sender.

Field mapping

Map the minimum fields below; you can extend the schema with additional columns (auditor, scope, site country, attachments).

Source field	Example	Parakeet field	Notes
Factory/Site ID	PLT‑0341	supplier_site_id	Use your canonical supplier/site key to prevent duplicates.
Factory/Site name	Apex Plastics – Monterrey	supplier_site_name	Display name for dashboards and SCARs.
Audit date	2025‑06‑18	audit_date	ISO 8601 (YYYY‑MM‑DD) recommended.
Non‑conformance ID	NC‑2025‑117	finding_id	Unique per audit; ties evidence and CAPA.
Requirement/Clause	Labor – Working Hours	requirement	Optional but helpful for analytics.
Severity/Rating	High	severity	Free‑text accepted; map to your scale in normalization (see below).
Description	Excessive overtime observed	finding_summary	Concise finding narrative.
CAPA action	Update scheduling policy; add timekeeping controls	capa_action	Multiple actions allowed; semicolon‑separate if in one cell.
CAPA owner	Maria Ortiz	capa_owner	User or team responsible.
CAPA due date	2025‑07‑15	capa_due_date	Used for SLA tracking and escalations.

Data validation and normalization

Schema checks: required columns present; drop rows with no site key or audit date; flag duplicates by (supplier_site_id + audit_date + finding_id).
Date/time: normalize to UTC and ISO 8601.
Severity scale: configure a translation matrix (e.g., Critical/High/Medium/Low ➜ 4/3/2/1). Multiple source labels can roll up to one level.
Text cleanup: trim whitespace, standardize delimiter for multi‑value fields, and sanitize HTML from pasted cells.
Attachments: link evidence (photos, PDFs) via URL or file name; store relationships at the finding level.

Driving risk thresholds and automated SCARs

Turn findings into continuous signals that the platform can act on immediately.

Risk score composition
Per‑site risk = weighted sum of severities, recency of audit, and open CAPAs.
Optional boosters: repeat findings and missing evidence increase weight.
Threshold rules (examples you can tailor)
If count of High‑severity findings ≥ 1, mark site as “At Risk” and require SCAR.
If total open CAPAs > 3 or any CAPA > 15 days overdue, escalate to Level 2 review.
If two consecutive audits include the same requirement non‑conformance, trigger supplier risk watchlist.
SCAR creation workflow
Auto‑create a SCAR record for each threshold breach.
Pre‑fill context: site, audit date, findings, mapped severity, and referenced clauses.
Assign owners, due dates, and required evidence; subscribe stakeholders for updates.
Rosella AI Agent can generate draft problem statements and verification checklists from the findings to accelerate closure.

Orchestrating work across Parakeet Risk

EHS visibility: create or relate SCARs to site‑level safety dashboards in the EHS Control Center for unified operational context.
QMS handoff: synchronize CAPAs and verification results with your quality system via our QMS Integration, keeping a single source of truth for audits and product quality.
Spreadsheet Synergy: continue collecting data in Excel; the platform ingests your CSVs and adds enterprise‑grade versioning, permissions, and audit trails.

Step‑by‑step setup

1) Choose ingestion method(s) and set schedule (API, SFTP, or email). 2) Download the field template and align your export columns. 3) Configure severity translation and threshold rules in the risk engine. 4) Map CAPA owners to users/teams and define SCAR assignment logic. 5) Test with a single site and verify dashboards, alerts, and SCAR creation. 6) Enable production schedules and notify suppliers of new SCAR SLAs.

Governance and access

Least‑privilege roles for reading audit summaries vs. editing CAPAs/SCARs.
Site‑level scoping to restrict visibility by supplier, region, or business unit.
Customer‑controlled SFTP and intake mailbox with allowlists; transport secured via standard protocols.
Full change history and evidence links for internal and external audits.

Troubleshooting

File rejected: check required columns (site key, audit date, finding id) and date formats.
Duplicate findings: confirm the dedup key and ensure each finding has a unique identifier.
Wrong severity: update the translation matrix and reprocess the file—no data loss.

License and partnership disclaimer

Parakeet Risk is not affiliated with, endorsed by, or sponsored by the Responsible Business Alliance. Customers are responsible for obtaining and complying with any licenses or terms governing access to and use of RBA VAP data and related materials.