Design Process

  • PURPOSE / OBJECTIVE

    • To define the Package Design & Compliance (PDC) team’s “design” process ranging from initial project setup to posting of final product photography. This process applies to all Exclusive Brand products that go through the design process, including food, supplements, pet food, body care and consumer products.

 

  • PERSONS AFFECTED / RESPONSIBILITIES

    • Project Lead (PL) – Responsible for monitoring all aspects of design process while project is in the design phase. Works with internal teams, vendor and printer to complete package design and printing.
    • Design & Compliance Team Leader (DCTL) – Provides guidance on photography needs, confirms brand design/architecture and reviews all labels to provide input as needed and applicable, including claims, compliance and overall project guidance.
    • Art Director – Provides guidance on photography styling, attends photoshoots, creates packaging and review and comments on proofs. Helps assign and divide project workload amongst graphic designers and reviews labels for proper use of brand standards.
    • Designer – Creates labels and reviews and comments on proofs.
    • Marketing Specialist – Requests product samples for photography, attends photoshoots and coordinates with IX-ONE and internal photographer to have product photographed and posted to Cumulus.
    • Print Production Specialist (PPS) – Reviews dielines and printer specifications forms to ensure workability and completeness of information provided. Releases print files, reviews PDF/color proofs and provides comments and approval to vendor/printer.
    • Product Compliance & Nutrition Analyst (PCNA) – For food, pet food and supplements, works with PL before project is released to ensure alignment on labelling conventions, releases project to design, follows up on vendor review comments as needed and reviews labels as part of final internal routing. Receives notification from Prodika when labels are released for proofs and uses notification as trigger to have final specifications signed off on.
    • Compliance Specification Analyst (CSA) – For body care and consumer products, releases project to design, follows up on vendor review comments as needed and reviews labels as part of final internal routing. Receives notification from Prodika when labels are released for proofs and uses notification as trigger to have final specifications signed off on.
    • Buyer – Provides input on callouts or label content as applicable and is copied on all vendor and printer correspondence to be aware of project process status.
    • Product Developer (PD) – Receives notification that project has been sent to vendor review. PD reviews labels and provides feedback as applicable.
    • Testing Specification Analyst (TSA) – Receives notification that project has been sent to vendor review. TSA reviews labels and provides feedback as applicable.
    • Certifications Manager (CM) – Receives signature request from Prodika when labels are released for proofs. Workflows signature request when all needed documentation is received.

 

  • PROCEDURES

  • Project Set Up
    • Project Lead receives signature request for Prodika S1 Vendor Orientation and Information Gathering workflow.
      • PL sets up project folder on Private_Label (\\atx-nas\pdrive) (Q:) drive in
      • PL reviews any potential notes from the Prodika Conduct Meeting and Review Documents with Vendor and EBT section. If applicable, notes are saved in the appropriate sub folder.
      • PL downloads documents to appropriate folders. Dielines and printer spec form are saved in the Design Info folder, if applicable, PCR form and Claims Review and Development Recommendations document are saved to the Product Info folder.
      • If documents are not uploaded and needed or notes are unclear, PL emails Buyer with request.
      • If packaging samples have not been received, PL emails Buyer with request.
      • If photography is needed, PL emails Design & Compliance Team Leader, Art Director and Marketing Specialist to ensure photo shoot has been scheduled and planned.
      • If photography is needed, MS requests samples from Buyer and emails Photographer with shot list and availability request for both photographer and stylist.
      • Once all documentation and packaging samples are received, signature request is workflowed to GO.
      • PL sets up milestone in Central Desktop.
        • If applicable, PL assigns Review Dieline and Printer Specification Sheet task to Print Production Specialist.
        • If applicable, PPS reviews dielines and printer specification forms. PPS sends out questions to Vendor/Printer as needed.
  • Project is Released to Design
    • Product Compliance Nutrition Analyst or Compliance Specification Analyst releases project to Package Design & Compliance.
    • PL initiates Prodika S3-S4 Product Label Design / Label Compliance v1. Activity and workflows to Design in Process.
      • PL reviews release to design email for project notes.
      • PL copies NFPs/SFPs from email, copies and pastes to a word doc and saves in Product Info Folder.
      • PL runs Prodika Label Design Checklist Report for each SKU and saves to Product Info folder.
      • PL updates checklist for formatting, adds in UPC, ensures kosher symbol is added and information provided within checklist is in line with labeling conventions, etc.
      • If needed, PL emails PCNA/CSA with questions.
  • Project is assigned to Designers
    • Once project is ready, PL assigns to Designers in Central Desktop, or if a PCR, marks up current PDFs and passes off folder.
    • Designers create labels, print out labels and pass to PL.
    • Designs are routed internally between PL, DCTL and Designers until all revisions are complete and labels are ready for Vendor Review.
  • Vendor Review
    • When labels are ready, PL stamps each PDF with Vendor Design Sign-Off stamp and send PDFs to Vendor.
      • If PDFs are small enough, they are attached to the email. If they are too large to send via email, they are uploaded to Hightail and a link to download is provided in the email.
    • Vendor is asked to review and also have printer review.
      • PL copies Buyer, Associate Buyer, DCTL.
      • PL forwards vendor review email to Product Developer and Testing Specification Analyst.
    • PL workflows Prodika S3-S4 Product Label Design / Label Compliance v1. activity to Vendor Review.
    • When comments are received from Vendor, PL reviews comments.
      • If needed, comments are passed back to PCNA/CSA and PL waits for response to move forward.
      • If not needed, PL marks any applicable revisions and passes to Designer.
      • Designer completes revisions and PL and DCTL reviews updated PDFs.
      • After revisions are complete, PL stamps each PDF with Vendor Design Sign-Off stamp and send PDFs back to Vendor.
        • At second round of Vendor Review, Supplements and Body Care PDFs are sent to Quality Standards and Legal for their review and feedback.
      • If labels are approved, Vendor signs each PDF and returns to PL.
  • Final Internal Routing
    • Once signed vendor approvals are received, PL initiates Final Internal Routing.
    • PL workflows Prodika S3-S4 Product Label Design / Label Compliance v1. activity to Internal Design Signoff.
    • PL reviews PDFs and passes to PCNA/CSA.
    • PCNA/CSA reviews PDFs and if needed, asks PL questions regarding label information that is different from specification, if applicable.
    • Once PCNA/CSA has completed review, PCNA/CSA passes labels to DCTL.
    • DCTL completes review and passes to designer for final file preparation.
      • If any final revisions are needed, Designer passes back updated labels to PL for review before final files are created.
      • PL reviews final changes and passes back to Designer for final file preparation.
  • Release of Files
    • Designer preps final files by completing the Printer Release Checklist.
    • Once complete, Designer sends email to PPS and PL notifying them files are ready to be released to the Vendor/Printer.
    • PL provides notes to PPS regarding best contacts and proof type to request if needed.
      • If this is a new label, a color proof will be requested. If the project is a PCR and we have recently reviewed color proofs, only PDF proofs will be requested.  If the project is a PCR and the last printing was not up to acceptable printing standards, a color proof will be requested.
    • PPS releases files to Vendor or Printer and requests PDF proofs, color proofs and drawdowns as needed.
      • Drawdowns are only needed for brand colors or designs that are spot color only.
      • If needed, PPS will send out color targets to the vendor/printer to provide an example of acceptable color standards.
    • PL workflows Prodika S3-S4 Product Label Design / Label Compliance v1. activity to Released for Proofs.
      • When Prodika S3-S4 Product Label Design / Label Compliance v1. activity is workflowed to Released for Proofs, a signature request is sent to the Certifications Manger and additional notifications are sent to PD, TSA and CSA.
      • PL creates Printed Packaging Consumer Unit for each SKU.
      • PL attaches the PP CU to the Trade Specification Consumer Unit.
    • Vendor/Printer provides PDF proofs, color proofs and drawdowns as needed.
      • If PDF proofs are provided, those are saved to the appropriate job’s Design Info folder for reference and ease of upload to Central Desktop.
      • PDF proofs are saved to project folder for record and ease of upload to Central Desktop.
      • PDF proofs are routed internally via Central Desktop to Designers and printed out and physically routed to PL.
      • Color proofs are routed internally through PPS, Designers, PL and DCTL.
    • PPS provides comments to vendor/printer.
      • New PDF proofs, color proofs and drawdowns are requested as needed and as timeline allows.
    • PPS emails vendor/printer with approval.
      • PPS makes copies of each proof and drawdown and places in project folder.
      • If any changes post-release file updates are needed, PPS assigns task in CD to designer to update files.
        • Design makes updates to files and prints out final PDF for PL.
        • PL update PP CU with final PDF.
      • PL workflows S3-S4 Product Label Design / Label Compliance v1. activity to Photography & Flats Received.
      • If any post-release changes that affect label content are made, PL emails CM, PD, TSA and CSA.
  • Label Flats & Photography
    • As part of First Production/Redesign Requirements, PD requests flats for each packaging substrate and packed product in finished packaging.
      • PD provides flats to PL.
      • PL updates electronic flats filing system.
      • PL files flats in cabinet according to vendor name.
      • PD places packed product in photography bin.
    • Marketing Specialist creates weekly list of product received for photography.
    • MS sends list and meets with IXONE contact to provide packed product for photography and information capture.
    • IXONE provides marketing shots to MS.
      • MS downloads shots and provides along with list to Photographer to upload to Cumulus.
      • Photographer posts to Cumulus and notifies MS when complete.
      • MS notifies PL wen photos are posted.
    • When flats and photos for each SKU in project are received, PL workflows S3-S4 Product Label Design / Label Compliance v1. activity to Completed.

 

  • Stakeholder Approval

Title

Department  

Approval Date

Team Leader

Packaging & Compliance  10/27/2016

Product Compliance & Nutrition Team Leader

Innovation & Quality

10/26/2016

Product Compliance & Nutrition Analyst

Innovation & Quality

10/28/2016

Buyer

Exclusive Brands

11/1/2016

Product Developer

Innovation & Quality

10/28/2016

Testing Specification Analyst Global Food Safety Support

10/28/2016

 

Label Reprint Approval Process

  • PURPOSE / OBJECTIVE

 To create a consistent method for managing label reprint approvals for Exclusive Brands (EB) items.

 

  • PERSONS AFFECTED / RESPONSIBILITIES
  • EB Buyer/Associate Buyer – Approves or disapproves label reprint approval requests from vendors.
  • Packaging & Compliance Project Lead – Manages the reprint approval alias, sends official reprint approval or disapproval emails, tracks reprint approvals, and ensures vendors are participating in the process.
  • Product Developer – Sends out the first production or redesign requirements to the vendor and tracks completion of requirements.
  • Vendor – Emails label reprint approval requests and current version of labels to be reprinted to label reprint approval alias.
  • Exclusive Brands Executive Coordinator (EC) – Approves or disapproves vendors from participating in the label reprint approval process.

 

  • EXCEPTIONS
  • If a vendor does not want to participate in the label reprint approval process, the request must be approved by the Exclusive Brands EC.
  • Label reprint approval process is not required for Seasonal In/Out Items.

 

  • PROCEDURES

4.1 Vendor is notified of the label reprint approval process.

4.1.1 Vendor is made aware of the label reprint approval process in the Request for Proposal (RFP) Letter.

4.1.2 Vendor is reminded of the label reprint approval process in the first production or redesign requirements that are sent out by the Product Developer.

4.1.3  After Product Developer sends an email notification that all first production or redesign requirements have been met for a project, the Packaging & Compliance Project Lead emails the vendor reminding them to submit future reprint requests to the alias.

 

4.2 Vendor submits label reprint request for approval.

4.2.1 Vendor emails label reprint approval requests to the reprint approval alias: label.approval@wholefoods.com

4.2.2 Label reprint approvals should include the below information:

4.2.2.1 The current version (PDF) of the label or package to be reprinted.  PDFs larger then 8mb cannot be received.  Please separate PDFs into multiple emails or upload to a file share site and provide a link to download.

4.2.2.2 The quantity of packaging intended to be reprinted for each item, including the quantity in terms of weeks on hand.

4.2.3 All requests will be answered within 5 business.

4.2.4 A request to reprint should not include any product or packaging changes.

4.2.5 Label reprint approval email example:

 

Please see below and attached reprint request for your approval.

 Product Name SKU Item to be Printed* Current On Hand Inventory of boxes  (in cases) Amount of Open Orders (in cases) Amount of Boxes Left After Open Orders Are filled (in cases) Amount To Reprint (in cases) Amount Left After Open Orders and Reprint       (in cases) Estimated Weeks to Use Up Remaining Stock      (in cases)**
Capellini organic 9948243110 Box 5,208 2,240 2,968 1,400 4,368 13
Fettuccine organic 9948243111 Box 4,460 1,680 2,780 700 3,480 13
Linguine organic 9948243174 Box 5,438 1,600 3,321 1,050 4,371 13
Spaghetti organic 9948243173 Box 4,584 2,880 7,241 1,050 8,291 12
WW Linguine organic 9948241089 Box 4,921 1,040 2,297 1,050 3,347 14
WW Spaghetti organic 9948241088 Box 6,895 1,520 3,033 1,050 4,083 13
Penne rigate organic 9948243175 Box 10,121 2,250 4,645 2,000 6,645 13
WW Penne rigate organic 9948241090 Box 4,056 1,710 3,192 2,000 5,192 17
Fusilli organic 9948243176 Box 3,602 1,455 3,983 1,760 5,743 15
Shells organic 9948243114 Box 3,337 1,515 3,996 220 4,216 14
Farfalle organic 9948243177 Box 4,039 1,965 2,074 2,000 4,074 15
Orzo organic 9948243112 Box 3,762 1,645 2,117 2,000 4,117 16

Artwork Link: https://www.dropbox.com/sh/3qxat4ckk2fubht/AACIJc3-RwPKRuJK4prJeVqua?dl=0

 

4.3 Label reprint approval request received.

4.3.1 Packaging & Compliance Project Lead receives the reprint approval request from the email alias.

4.3.2 Packaging & Compliance Project Lead reviews the PDF and makes sure it is the most current version of the label.

4.3.3 Packaging & Compliance Project Lead forwards the request on to the Buyer for review and approval.

 

4.4 Label reprint approval reviewed.

4.4.1 Packaging & Compliance Project Lead alerts Buyer of label reprint approval request by forwarding email from supplier to Buyer for review and approval.

4.4.2 Buyer compares the label quantity requested verses the current annual movement found in data cubes or in the vendor report to ensure it is about 90 days’ worth of inventory.

4.4.2.1 If it is more than 90 days’ worth of inventory, Buyer will note that Whole Foods Market (WFM) is only responsible for 90 days’ worth of packaging.

4.4.2.2 Buyer emails their approval or disapproval to label.approval@wholefoods.com, not to the vendor.

4.4.2.3 Packaging & Compliance Project Lead emails the approval or disapproval communication to the vendor via the label reprint approval alias.

  

 

  • STAKEHOLDER APPROVAL

Title

Department

Approval Date

Executive Coordinator

Exclusive Brands

9/1/16

Team Leader

Innovation & Quality

Team Leader Packaging & Compliance

 9/5/16

Universal Product Code (UPC) Assignment

  • PURPOSE / OBJECTIVE

A comprehensive document that describes what a UPC is and how it is used. To ensure buyers and associate buyers know what documents are needed for a product to be assigned a UPC, and to know when a new UPC needs to be assigned to a product.

 

 

  • PERSONS AFFECTED / RESPONSIBILITIES

 

  • Buyer/Associate Buyer – Gathers the necessary documents needed to put a project into PLM system and states whether or not a new UPC is needed
  • Packaging and Compliance Project Lead-  Assigns the UPC in the PLM system

 

 

 

  • EXCEPTIONS

 

  • ANS assigns UPCs that start with 99482 for all their items.
  • Control Labels may or may not have UPCs that begin with 99482.

 

 

 

  • DEFINITIONS

 

  • UPC –  Universal Product Code is a barcode symbology that is used for tracking trade items

 

 

 

  • PROCEDURES

5.1 When a new UPC is required.

5.1.1 New items always get a new UPC assigned.

5.1.2 Net weight changes

5.1.3 Brand Change

5.1.3.1 Product goes from 365 Everyday Value to Whole Foods Market.

5.1.5 Vendor Change

5.1.5.1 This does not apply if the vendor underwent a name change.

5.1.6 Reformulation that would change the product name.

5.1.6.1 Product goes from conventional to organic.

5.1.6.2 If reformulation does not change product name and no other change is being made (i.e. size, UOM or vendor change), a new UPC assignment would be up to the Buyer’s discretion.

5.1.7 Case UPC

5.1.7.1 If the individual item UPC changes, then the case UPC must also change.

 

5.2 When a new UPC is not required.

5.2.1 Facility Move

5.2.2 Case Pack Changes

5.2.3 Vendor Name Change

5.2.4 Die Line Change

5.2.5 Printer Change

5.2.6 Basic/Simple Redesigns

 

5.3 Necessary information for UPC assignment.

5.3.1 Vendor Name

5.3.2 Brand

5.1.2.1 Whole Paws, 365 Everyday Value, Whole Foods Market or Control Label

5.3.3 General product description

5.3.4 Size and UOM

5.3.5 Is this a product change request (PCR) that requires that a new UPC be assigned?

5.3.5.1 If this product is replacing an existing product, the existing product’s UPC is needed.

 

5.4 UPC Assignment

5.4.1 Buyer enters all required information into PLM system.

5.4.1.1 All information in 5.3 is gathered on the Private Label Order Guide (PLOG).

5.4.1.2 Buyer outlines whether or not a new UPC is needed.

5.4.2 Packaging and Compliance Project Lead assigns UPC and enters UPC into PLM system.

5.4.2.1 Example:

5.4.2.2 All Exclusive Brand products start with the same 5 digit code: 99482.

5.4.3  If there are UPC changes once the PLM activity has passed the above step, the Buyer should kick-off a new activity to capture the UPC changes.

  

 

  • STAKEHOLDER APPROVAL

 

Title

Department Approval Date
Executive Coordinator Exclusive Brands

9/1/16

Team Leader Packaging & Compliance

 9/5/16

Timeline for New Projects

  • PURPOSE / OBJECTIVE

To establish a timeline to launch a product on time.   Defining critical milestones to ensure accurate project flow.

 

  • PERSONS AFFECTED / RESPONSIBILITIES
  1. Buyers/Associate Buyers – Creates timeline and communicates it to internal team members and vendors
  2. Vendor – Agrees to timeline
  3. Innovation & Quality (IQ) Team Leader – Signs off on timeline
  4. Packaging & Compliance Team Leader – Signs off on timeline
  5. Data Specialist/Analyst for Supplier Quality Assurance (SQA) – Signs off on timeline

 

  • EXCEPTIONS

Project timelines are subject to change and you should consult the appropriate team leader if you encounter extenuating circumstances that cause a delay in the project timeline.

  

  • PROCEDURES

Project timelines are stored and tracked in the Product Lifecycle Management (PLM) system.

 

4.1 Award Business / Project Kick Off

4.1.1 Business has been awarded, project has been created, all documents have been uploaded to the PLM system, facility has been approved and product formulations are finalized. Testing has been approved by WFM Legal and by Testing Specification Analyst (Whole Body Only).

 

4.2 Product Compliance Specification Review / Release to Design (3 weeks)

4.2.1 Product compliance specification undergoes review by IQ Team to verify accuracy, completion and adherence to WFM quality standards and applicable government regulations. Vendor answers questions regarding compliance specification, including the finalization of all label-sensitive information and then the products are released to the Packaging & Compliance Team.

4.2.2 IQ Team has 3 weeks from “Project Kick-off” to complete the “Release to Design” milestone.

 

4.3 Packaging Design & Label Approval / Release to Print and Final Art (6 weeks)

4.3.1 Packaging & Compliance team creates packaging graphics and, after reviewing internally sends artwork to vendor for label approval.  Vendor ensures accuracy of all label information and confirms compatibility of artwork with printer.  Vendor must approve and sign off on artwork.

4.3.1.1 It will take at least 4 weeks to shoot photography – this can typically be worked in to the total 6 weeks for Package Design and Label approval but Team will advise if additional time is needed due to photography scheduling.

4.3.2 Once artwork is signed off on, final design files are electronically sent to vendor/printer.  Then a hard copy color proof is created by the printer.  The Packaging & Compliance Team must sign off on color proof before the vendor is allowed to print packaging.

4.3.3 Packaging & Compliance Team has 6 weeks from “Release to Design” to complete the “Final Art” milestone.

 

4.4 Printing Packaging (varies)

4.4.1 Packaging print time can take 2-10 weeks depending on the type of packaging and where the packaging is being printed.  The timeline must account for the time it takes to get the printed packaging to the production facility.

4.4.2 Different packaging types have different print lead times.

4.4.2.1 Labels 2-4 weeks, Paperboard (cereal boxes, pizza boxes, etc.) 4-6 weeks, Tetra 6-9 weeks, Tubs 4-6 weeks, Cans 6-8 weeks

 

4.5 First Production / Release to Ship (2 weeks)

4.5.1 First production can take up to 2 weeks or more, depending on what first production testing is required.  All product must remain on hold until the vendor has completed all first production requirements.

4.5.2 It can take 5-10 business days to receive testing results.  This varies depending on the type of testing that’s required.

4.5.3 First production samples are reviewed and evaluated by the IQ Team within 24 hours.

 

4.6 Ship Date (varies)

4.6.1 Shipping to the Distribution Centers (DC’s)  can take 1 week to 4 months.

4.6.1.1 A vendor’s lead time is the longest time it will take to get product from the production facility to the DC.

4.6.1.2 Most imported products have a 3 month lead time.

 

4.7 Launch Date / In DC Date

4.7.1 This is the date the product is in the DC and ready to be distributed to stores.

4.7.2 Non-perishable products should arrive in all DCs by the 1st of the month prior to the category reset.

4.7.2.1 For example, for a June reset, product should be in all DCs by 5/1.

4.7.3 Perishable products should arrive in all DCs by the last week of the month prior to the category reset.

4.7.3.1 For example, for a June reset, product should be in all DCs the last week of May.

4.7.4 Products that ship through a consolidator must be ready to ship by the 1st of the month two months prior to the category reset.

4.7.2.1 For example, for a June reset, product should be in the consolidator by 4/1.

 

Example of PLM Timeline Schedule:

timelinefornewprojects

  • STAKEHOLDER APPROVAL

Title

Department

Approval Date

Executive Coordinator

Exclusive Brands

 8/30/13

Team Leader

Packaging & Compliance

 9/2/13

Team Leader

Supplier Quality Assurance

 9/6/13

Team Leader

Innovation & Quality

 8/30/13

Team Leader Data Management

9/13/13

Space Planning New Item Set-Up & Ongoing Item Maintenance

 

  • PURPOSE / OBJECTIVE

 

To document how the Exclusive Brands (EB) Team works with the Global Space Planning (GSP) Team for the purpose of ensuring timely and accurate product information flow for retail shelf planning purposes.

 

 

  • PERSONS AFFECTED / RESPONSIBILITIES
  • Buyers – Requests “unique” packaging samples for new item mockups.
  • Vendors – Sends unique packaging samples.

 

  • Packaging & Compliance Project Lead– Sends new item label artwork PDF files and spreadsheet detailing item information to GSP Team and routes unique packaging samples to GSP Team.
  • Global Space Planning Team – Uses SKU data, package PDF’s, and first production samples to create preliminary and final regional planograms (POGs).  Logs discontinued item updates from EB Logistics weekly updates.  Currently supports grocery, whole body, produce, specialty, seafood, meat, bakery and some prepared foods departments.
  • Purchasing Assistant – Completes and compiles New Item Forms.

 

 

 

  • EXCEPTIONS

 

Rebrands or simple label updates with no change to primary display panel or unit dimensions do not require updates to GSP.

 

 

  • DEFINITIONS
  • Planograms (POGs) – store shelf diagrams, which include product image place holders, unit dimensions and other pertinent data that illustrates the layout of products on a retail shelf.

 

 

 

  • Shelf Keeping Unit OR Stock Keeping Unit (SKU) – a distinct item (product) offered for retail sale.

 

 

 

  • PROCEDURES 

 

 

5.1 Current or New Item Information

5.1.1 The GSP team needs completed New Item Set-Up Form for all new products, for UPC changes and for changes to packaging that results in a unit dimensions change of a particular SKU.

5.1.2 The Purchasing Assistant will complete and email the New Item Setup Forms to the Space Planning Analyst at the same time that this information is being emailed to the Global Grocery Admin.  See the New Item Approval & Set-Up Process P&P for additional details.

5.1.3 Current New Item Setup Forms are uploaded to EB SharePoint in the Category Reviews Section, in the folder for the corresponding fiscal year and month that the product is set to launch.

1

5.1.3.1 New item launches are generally not permitted in the key holiday months of November and December.

 

5.2 Planogram (POG) Creation

5.2.1 Within the Business Award, Buyers should request a sample of unique packaging for each sku.  For additional information, see the Documents Needed to Start a New Project P&P.

5.2.1.1 Unique packaging samples go to the Project Lead to use for mock-ups and then consolidated delivery to the GSP Team.

5.2.2 Project Lead sends final new item label PDF files via web-based file sharing services to the GSP Team on or around the 1st of each month.

5.2.2.1 Project Lead attaches the below spreadsheet to the PDF files email to GSP Team.

2

 

5.2.3 The GSP Team will use the label PDF files to create product placeholders for initial POG placement. In doing so, the GSP Team can have image place holders on POGs earlier in the process.

5.3.3.1 When the placeholder items are loaded into the Space Planning Product Library, the regions will be able to produce planograms with the image of the placeholder product.

5.2.5 Following approval of first production, live product samples will be placed in the appropriate locations for the GSP Team to pick-up. There are three places where samples are placed in clear plastic bins labeled “Space Planning” in the test kitchen on the Plaza level; ambient, refrigerated, and frozen.

3

 

5.2.5.1 Ambient sample bin is located on the stainless steel table next to the windows in the back of the test kitchen.

5.2.5.2 Refrigerated sample bin is on the top shelf of the cooler farthest from the windows.

5.2.5.3 Frozen sample bin is on the top of the green shelf in the freezer closest to the windows.

5.2.6 Once the live product  image is available, the image of the mock up will be replaced with an image of the live product.

 

5.3 Discontinued Items

5.3.1 The Space Planning Analyst logs recently discontinued items when an item is listed on the Vendor Out of Stock – Discontinued Items Report sent out by EB Logistics on the Exclusive Brands Weekly Updates.  Only items that have been officially discontinued will be included in the list.

4

5.3.2 The Exclusive Brands Weekly Updates are archived on the Logistics SharePoint Site.

5

 

 

  • STAKEHOLDER APPROVAL

 

Title Department  

Approval Date

Executive Coordinator

Exclusive Brands 9/10/14

Team Leader

Packaging & Compliance

8/11/14

Coordinator Global Space Planning

10/1/14

Request for Proposal (RFP) Internal Review

  • PURPOSE / OBJECTIVE

To promote consistency of how & where documents are stored before and during a project.  To ensure all team members involved in a project will be able to access necessary documents.  To ensure all sub-teams complete necessary tasks prior to the Buyer awarding business.

 

  • PERSONS AFFECTED / RESPONSIBILITIES
    • Buyers / Associate Buyers – responsible for saving documents in appropriate folders
    • Supplier Quality Assurance (SQA) Team  – access the folders to find the documents needed for projects
    • Product Developer – Reviews the Compliance Specs and conducts the roundtable discussions
    • Quality Assurance Specialist (QAS) –  Completes the facility risk assessment

 

  • EXCEPTIONS – N/A

 

  • PROCEDURES

A recap showing where to store particular documents for a project.

 

4.1  Any documents relating to a project are saved on the P:\ Drive, as well as uploaded into Product Lifecycle Management (PLM) system.

4.1.1  Example:  P:\EBT RFP’s and new projects\Fiscal Year\Category\Project

4.1.2  Save all project documents in the Fiscal Year (FY) folder that the project is launching in, and name the folder according to the category hierarchy saved in the Category Responsibilities document on the Exclusive Brands SharePoint.

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4.2  If a Request For Proposal (RFP) was sent out, there will be an RFP folder within the Project folder.

4.2.1 The RFP folder contains all the RFP documents that were sent to the bid participants.

4.2.2 As vendor bid submissions are received, a RFP Response folder is created and subsequent subfolders are set-up for each vendor participating in the bid.

4.2.3  Within each vendor folder, there are folders set-up for GFSS, IQ, and Procurement.         

4.2.3.1  GFSS folder contains audits, corrective action plans (CAPs), supplier surveys and Hazardous Analysis & Critical Control Points (HACCP) charts

4.2.3.2  IQ folder contains sample submission form, compliance specifications (spec), internal specs, certificates of analysis (C of A) and other technical supporting documents

4.2.3.3  Procurement folder contains the signed RFP letter and RFP bid sheet.

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4.3  Once all documents have been received from the bid participants, i.e. IQ and GFSS documents, email the respective team members with a hyperlink to the appropriate folders on the P:\ Drive.

4.3.1 Email the SQA Team Leader, the Data Specialist/Analyst for SQA and the SQAS with a link to the GFSS folder, which includes the facility documents, plus a link to the internal specs.

4.3.1.1 If there are multiple facilities associated with a project, set-up a separate sub-folder for each facility within the GFSS folder.

4.3.1.2 Reference the Email for Requesting a Risk Assessment template to ensure you are including all pertinent information when requesting a risk assessment.  Refer to P&P “Email Templates” for additional information.

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4.3.1.3 Reference the SQA FRA Checklist Document to ensure all documents have been collected for the SQA to complete the facility risk assessment.

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4.3.2 Email the Product Developer with a link to the IQ folder, which includes the compliance specs, internal specs and claims review.

4.3.2.1 Once all RFP samples have been received, email the Product Developer and cc the Testing Analyst to set-up a roundtable discussion.

4.3.2.2 Reference the Email for Requesting a Roundtable Discussion template to ensure you are including all pertinent information when requesting a roundtable discussion.  Refer to P&P “Email Templates” for additional information.

 

4.3.3 In the emails give an overview of the project as well as a due date for them to complete their evaluation by.

4.3.3.1 It usually takes 1 week for the SQA team to complete their risk assessment, but this can vary depending on the number of facilities that need to be reviewed.  Provisionally approved facilities will require follow-up and can include an on-site visit.

4.3.3.2 It usually takes 1 week for the IQ team to complete their evaluation, but this can vary depending on the number of items that need to be evaluated.

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4.4  Once business is awarded, create a Business Award folder within the Project folder.

4.4.1 Create subsequent subfolders for the vendors that are being awarded business.

4.4.2 Within the Vendor folder create subsequent subfolders for IQ, Procurement, and Compliance.

4.4.2.1 A GFSS folder isn’t needed as all GFSS documents were received during the RFP.

4.4.3 IQ Folder contains compliance specs, internal specs and C of A.

4.4.3.1 IQ documents might not be needed if all documents were received during the RFP and no formula changes were made.

4.4.4 Procurement Folder contains the Bid Sheet_Private Label Order Guide (PLOG), the Global New Item Setup Form (contains space planning info) and the W-9.

4.4.5 Compliance folder contains Printer Specification form, die lines and high resolution images.

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  •  STAKEHOLDER APPROVAL
Title Department

Approval Date

Executive Coordinator

Exclusive Brands 8/30/13

Team Leader

Packaging & Compliance

9/2/13

Team Leader

Supplier Quality Assurance

3/21/14

Team Leader

Innovation & Quality

9/3/13

Team Leader Data Management

9/13/13

Promo Planner Buyer Submission Form

  • PURPOSE / OBJECTIVE  

To review and explain the functionality and proper, consistent usage of the Promotional Planner Submission Form

As an overview, the EB Promo Planner Submission Form is the document that is used to store all Off Shelf, TPRs, National Promos, Digital Coupons and Whole Deal EB submissions in one central location.

 

  • PERSONS AFFECTED / RESPONSIBILITIES
    • Buyer/Associate Buyer – Completes the “EB Promo Planner Master Buyer Submission Form” and sends to the Gatekeeper of the “EB Promo Planner Master” Form i.e. Data Analyst
    • Data Analyst- (Gatekeeper).  Inputs the Buyers submissions onto the “EB Promo Planner Master FY_Q_”
    • Logistics- Communicates to supplier when promos have been approved by Global Grocery.

 

  • NO EXCEPTIONS  

 

  • PROCEDURES

4.1  EB Promo Planner Master Buyer Submission Template

4.1.1 You can find the template for this document in the location on the P: drive as shown in the image below.

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4.2  Naming Convention

4.2.1 Use the naming conventions below when completing the submission form.

4.2.1.1 365 Promo Planner Submission Form_Buyers Name_FY_Q or WFM Promo Planner Submission Form_Buyers Name_FY_Q_

 

4.3   Explanation of the Form

4.3.1 The Buyer is responsible for completing all fields in green

4.3.2 The Promo Period and Promo Dates can be referenced on the “FY 16 Promo Calendar” Tab that is included in Buyer Submission Form.

4.3.3 When inputting the UPC, include “000” and then the 10 digit UPC found on the PLOG.

4.3.4 Reference the PLOG for Regular Retail, Current Cost and Current GM%

4.3.5 Weekly Movement and the Projected Lift columns will need to be completed.

4.3.5.1 Weekly movement is at the Buyers Discretion i.e. 12 weeks vs 52 weeks

4.3.5.2  If there is seasonality, that needs to be factored in when projecting weekly movement and lift %

4.3.6 After the promo has occurred, Data Analyst with then input Actual Movement

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4.3.7 Once promo has been determined as Off Shelf, TPR, National, Digital or Whole Deal the Scanback $ off, Scanback % off, Scanback off invoice %/$ and Vendor Funding Fields will auto populate.

4.3.7.1  Some promos will participate in more than one promotional vehicle.  Place an “x” in all pertaining promotional vehicles.

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4.3.8 Once Buyer has completed the necessary fields, email Data Analyst, CC Purchasing Assistant and Yourself

 

  • STAKEHOLDER APPROVAL

Title

Department

Approval Date

Executive Coordinator

Exclusive Brands

 
Team Leader

Logistics

Promotions – Monthly Grocery Requests

 

  •  PURPOSE / OBJECTIVE

Promotions are used to highlight items.

 

  • PERSONS AFFECTED / RESPONSIBILITIES
  • Buyers- Confirms the items that are on the Promo Submission Form.
  • Global Grocery Promotions Buyer- Suggested items for the Monthly Promo. Creates Promo Sub form and sends to the Purchasing Assistant. Collect and

organizes all of the items submitted on the Grocery team.

  • Logistics Team Leader- Communicates to the vendors that the items will be highlighted to ensure there are no ordering issues.
  • Purchasing Assistant- Organizes all of the information, and submits the forms chosen for approval.

 

  • EXCEPTIONS

None

 

  • PROCEDURES

4.1 The Global Grocery Promotions Buyer creates Promo Sub Forms for each monthly Promotion and sends to the Purchasing Assistant.

4.1.1 The Purchasing Assistant collects all Promo Sub Forms for that month and sends to each appropriate buyer to confirm and get any necessary  information on each item.

4.1.2 Once each Buyer confirms the promo, the Purchasing Assistant enters in all item information. This information can be found on the PLOG forms.

4.1.2.1 Items that need to be filled in (Paste as Values Only):

      • Manufacturer/Company (column A)
      • Promo Month (column B)
      • Promo Period (column C)
      • Promo Type (column L)
      • Promo Level (column M)
      • Family (column O)
      • Category (column P)
      • Product Line Description (column R)
      • Comments (column S)
      • UPC (column U)
      • Item Description (column V)
      • Item Order# (column W)
      • Case Size (column X)
      • Size (column Y)
      • UOM (column Z)
      • Pallet (Y/N) (column AA)
      • Ti/Hi (column AB)
      • Pallets per Truckload (column AC)
      • Distribution Type (column AP)
      • Vendor/Broker (column AQ)
      • Authorized By (column AR)
      • Vendor/Broker (column AS)
      • Authorization Email (column AT)
      • Vendor/Broker (column AU)
      • Authorization Phone (column AV)

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4.1.3 Once the Promo Sub Form is complete, the Purchasing Assistant will send back to Global Grocery Promotions Buyer and CC the appropriate buyer.

4.1.3.1 The Purchasing Assistant will file completed Promo Sub Forms on the P:Drive here by year>> month.

4.1.3.2 The Purchasing Assistant is now able to change the title of the Promo Sub form to include the item and promo Month. This makes it easier to find later on (see screenshot below).

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4.1.4 Once the Promo Sub Forms are confirmed by the Global Promotions Buyer, The Global Promotions Buyer will send confirmation emails to the Purchasing Assistant and CC the appropriate buyer.

4.1.4.1 The Purchasing Assistant will file the email and keep for any follow up.

4.1.4.2 The Global Promotions Buyer will then enter it into the system and create the “Exclusive Brands Consolidated Pre-orders with rounded pallet qties” document and will

Send to the entire Exclusive Brands Team, including Logistics (see screen shot below for the document).

4.1.4.3 The buyer will review the confirmations as soon as possible to let grocery know about any changes or cancelled promotions.

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4.1.5 Once Final Confirmation is received from the Global Promotions Buyer the Purchasing Assistant will forward the confirmations of distributed items to the Logistics TL.

4.1.5.1 The Logistics TL will notify the Vendors that their distributed items have been chosen to be put on Promotion to ensure there will not be any out of stocks.

4.1.5.2 Vendors with direct to store items will receive this confirmation from the buyer.

 

 

  • STAKEHOLDER APPROVAL

 

Title               

Department                   

Approval Date

Executive Coordinator

Exclusive Brands

Team Leader

Logistics

Global Grocery Buyer

Grocery

Promotions – FY or Quarterly Submissions

  •  PURPOSE / OBJECTIVE

Promotions are used to highlight items.

 

  • PERSONS AFFECTED / RESPONSIBILITIES
  • Buyers- Choose what items should be highlighted and send to the item list to the Purchasing Assistant.
  • Global Grocery Buyer- Looks through all of the items submitted, and chooses what items will be highlighted.
  • Global Promotions Buyer- Chooses what items will be featured for Promotion.
  • Promotions Specialist- organizes all of the items submitted
  • Logistics Team Leader- Communicates to the vendors that the items will be highlighted to ensure there are no ordering issues.
  • Purchasing Assistant- Organizes all of the information, and submits the forms chosen for approval.

 

  • EXCEPTIONS

None

 

  • PROCEDURES

4.1 Have yearly meeting set up by the Purchasing Assistant in FP7 to decide on what categories should featured throughout the fiscal year. Or present the quarterly spreadsheet in the Monday buyer’s meeting, 6 months before the quarter begins.

4.1.1 Decisions on what subcategories will be featured will be made based on movement in past promotions, holidays, and month themes (i.e. Non-GMO month)

4.1.2 The Purchasing Assistant organizes all of the information onto the Promo Planner of that Fiscal year/quarter.

4.1.2.1 All Promo Templates can be found in here:

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4.1.3 Once the Promo Planner is complete, the Purchasing Assistant will send out the Promo Pre-Planning Templates to all of the Buyers to fill out the exact skus wanted to be featured by the buyer.

4.1.3.1 Once the Buyers have filled out the exact SKUs that they would like to feature in the respective months on the Promo Pre-Planning Template, the Buyers send the forms back to the Purchasing Assistant.

4.1.3.2 Under the “Item Description” the events should be listed, and not each SKU. For example: “Frozen Samosas 2 SKUs”

4.1.3.3 The Purchasing Assistant consolidates all of the forms received from the Buyers into one form.

 

4.1.4 Using the filled out Promo Pre-Planning form, the Purchasing Assistant completes the three Planning Grids, separating 365, Engine 2, and WFM.

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4.1.4.1 Once the Planning Grids are completed by the buyers, the Purchasing Assistant sends the forms to the Global Grocery Promotions Specialist and/or Promotions Buyer for approval.

4.1.4.2 The Global Promotion Specialist sends back the individual forms of the items chosen to the Purchasing Assistant.

4.1.4.2.1 The Purchasing Assistant fills out all of the individual forms, and sends them back to the Global Grocery Promotions Specialist.

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4.1.4.3  All of the previous forms that have been done are saved here by Year>> Month:

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4.1.5 Once Final Confirmation is received from the Global Promotions Buyer the Purchasing Assistant will forward the confirmations of distributed items to the Logistics TL.

4.1.5.1 The Logistics TL will notify the Vendors that their distributed items have been chosen to be put on Promotion to ensure there will not be any out of stocks.

4.1.5.2 Vendors with direct to store items will receive this confirmation from the buyer.

 

  • STAKEHOLDER APPROVAL
Title Department Approval Date
Executive Coordinator Exclusive Brands
Team Leader Logistics
Global Grocery Buyer Grocery