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

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.

4

 

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.

   7            

 

  •  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

Exclusive Brands Vendor Contact List

  • PURPOSE / OBJECTIVE

 

The Exclusive Brands (EB) Vendor Contact List only stores  the Sales and Quality Assurance (QA) contacts. The list ensures that the EB Procurement and Global Food Safety Support (GFSS) teams are able to get in contact with all Vendors.

 

  • PERSONS AFFECTED / RESPONSIBILITIES
  • Buyers/Associate Buyers – Updates contact list
  • Data Specialist/Analyst for Supplier Quality Assurance (SQA) – Sends out list once a month with a reminder for Buyers to update the list

 

  • EXCEPTIONS

 

    1. There are no exceptions.

  

  • PROCEDURES

The Master Contact List is located on the P Drive.

eb-vendor-contact-list

 

 

4.1  Every month the Data Specialist will send out an e-mail to the Buyers with the link to the contact list.

4.1.1 The Buyers will go into the file and make any necessary updates to their Vendor’s contacts information.

4.1.2 Once a vendor is discontinued, then the Buyer will delete their contacts from the list.

 

4.2 Once the Buyer has updated their respective part of the contact list, they should make the same changes in the Product Lifecycle Management (PLM)System.

STAKEHOLDER APPROVAL

Title

Department

Approval Date

Executive Coordinator

Exclusive Brands

10/16/13

Team Leader

Supplier Quality Assurance

10/23/13

Team Leader  Data Management

10/31/13

 

Documents Needed to Start a New Project

  • PURPOSE / OBJECTIVE

To ensure that each team has the correct documents needed to complete a project in the Product Lifecycle Management (PLM) System .

 

  • PERSONS AFFECTED / RESPONSIBILITIES
    1. Buyer/Associate Buyer – Collects all required documents and uploads them to the PLM System
    2. Vendor – Completes all required documents
    3. Compliance Specification Analyst – Uses the Compliance Specs
    4. Packaging & Compliance Project Lead – Uses package Die Lines and Printer Specification Form
    5. Product Developer – Uses the Compliance Specs
    6. Testing Specification Analyst –  Uses the Compliance Specs and Internal Specs
    7. Product Compliance & Nutrition Analyst – Uses the Compliance Specs
    8. Associate Research Analyst – Uses the Bid Sheet
    9. Sr. Financial Analyst – Uses the Bid sheet and W-9
    10. Data Specialist/Analyst for Supplier Quality Assurance (SQA) –  Uses Audits, Corrective Action Plans (CAPs), Hazardous Analysis & Critical Control Points (HAACPs), and Supplier Survey
    11. Quality Assurance Specialist (QAS) –  Uses Audits, Corrective Action Plans (CAPs), HAACPs, and Supplier Survey
    12. Exclusive Brands Counsel – Reviews testing results

 

  • EXCEPTIONS

SQA Templates and Documents are not needed for existing manufacturing facilities as long as new items are within the same product categories.

 

  • PROCEDURES 

Each team needs certain documents to complete their activities in the PLM System.

 

The Innovation & Quality templates can be found on the IQ SharePoint Site:

dn1

The Supplier Quality Assurance templates can be found on the SQA SharePoint Site:

dn2

All other templates are saved at the P:/ Drive:

dn3

 

4.1 Templates Sent to the Vendor:

4.1.1 Supplier Quality Assurance (SQA)

4.1.1.1 Supplier Survey –

4.1.1.1.1 This is required for all manufacturing facilities.

 

4.1.2 Innovation & Quality (IQ)

4.1.2.1 Compliance Specification

4.1.2.1.1  Sections A, B & C

4.1.2.1.2 Compliance Specs must be reviewed by Product Developer to ensure completeness and accuracy of information.

4.1.2.2 Claims Review and Development Recommendations Workbook

 

4.1.3 Procurement

4.1.3.1 PLOG

4.1.3.1.1 Vendor fills out the orange shaded cells

4.1.3.1.2 Password: 550

4.1.3.2 Global New Item Set-Up Form

4.1.3.3 W-9 (new vendors only)

4.1.3.4 USD EFT Packet (new vendors only)

4.1.3.5 Signed RFP Letter

4.1.3.5.1 For new and existing vendors for all new item projects.

 

4.1.4 Packaging & Compliance

4.4.1 Printer Specification Form

 

4.2 Documents Received from the Vendor:

4.2.1 SQA

4.2.1.1 Third Party Food Safety Audit

4.2.1.1.1 Audit must have been completed in past 12 months and must be in English.

4.2.1.1.2 Entire audit (about 30-40 pages) must be submitted, not summary or audit certificate.

4.2.1.1.3 Audit must be completed by an approved audit company.  WFM Acceptable Audit Company and Lab List  is included in a Request for Proposal (RFP).

4.2.1.1.4 This is required for all manufacturing facilities.

4.2.1.2 Corrective Action Plan (CAP)

4.2.1.2.1 CAP can be included within the audit or can be sent as an attachment

4.2.1.2.2 CAP must be in English

4.2.1.3 Social Responsibility Audit

4.2.1.3.1 Required for all products that are not produced in the USA, Canada or Europe

4.2.1.3.2 Audit must be completed by an approved audit company.  WFM Acceptable Audit Company and Lab List  is included in a RFP.

 

4.2.2 IQ

4.2.2.1 Internal Product Specifications

4.2.2.1.1 Can include (but is not exclusive to) nutritional analysis, microbiological analysis, pH, Brix, moisture

4.2.2.1.2 An example internal product spec is included in a RFP

4.2.2.2 Nutritional or Pre-Production Testing

4.2.2.2.1 Optional – ask the Product Compliance & Nutrition Analyst and Testing Specification Analyst if these are needed

4.2.2.3 Pre Production Testing Requirements and Stability Testing (Whole Body Only)

4.2.2.3.1 Supplement Facts Panel, Ingredients and Directions for Use required for review

4.2.2.3.2 Buyer sends testing results to Testing Specification Analyst and EB Lawyer for review

4.2.2.3.3 Testing Specification Analyst must approve 30 days of stability results

4.2.2.4 Product Samples for Retains and Preparation Instructions Validation.

4.2.2.4.1 Ask the Product Developer if these are needed and how many samples are needed.

 

4.2.3 Packaging & Compliance

 4.2.3.1 Die Lines – these should be vector files and typically are ESP or Adobe Illustrator files

4.2.3.2 High Resolution Images

4.2.2.2.1 Optional – ask the Packaging & Compliance Project Lead if these are needed

4.2.3.3 Packaging Sample

4.2.3.3.1 Unique Inner packaging, outer packaging, lids, seals, etc.

4.2.3.4 Product Samples for Photography

4.2.3.4.1 Optional – ask the Packaging & Compliance Project Lead if these are needed and how many samples are needed

 

  1. 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

9/6/13

Team Leader Data Management

9/13/13

Claims Review & Claims Meeting

  • PURPOSE / OBJECTIVE

To ensure the Buyers are holding Claims Meetings for all necessary projects.  A Claims Meeting is held prior to a Request For Proposal (RFP) being sent out or prior to the first roundtable. The Claims Review outlines the scope of the project and identifies desired claims.

 

  • PERSONS AFFECTED / RESPONSIBILITIES
  • Buyer – completes the Claims Review and schedules the Claims Meeting
  • Product Developer- reviews the Claims Review and brings suggested claims to Claims Meeting
  • Testing Specification Analyst- Reviews the Claims Review and brings suggested claims and testing requirements to Claims Meeting.  Confirms if shelf life validation is needed for project.
  • Packaging & Compliance Team Leader/Brand Manager- reviews the Claims Review and brings suggested claims and brand suggestions to Claims Meeting
  • Product Compliance & Nutrition Analyst – reviews the Claims Review and brings suggested claims to Claims Meeting
  • Innovation & Quality (IQ) Team Leader – reviews the Claims Review and brings suggested claims to Claims Meeting
  • Supplier Quality Assurance (SQA)Team Leader – reviews the Claims Review and brings suggested claims to Claims Meeting
  • Quality Assurance Specialist (QAS) – reviews the Claims Review and brings suggested claims to Claims Meeting
  • Quality Standards – reviews the Claims Review and brings suggested claims to Claims Meeting
  • Logistics Analyst – Reviews the Claims Review and brings suggested discussion topics to Claims Meeting

 

  • EXCEPTIONS

It’s the Buyer’s discretion if they want to have a Claims Meeting for Product Change Requests (PCRs) or for simple line extensions.

 

  • PROCEDURES 

Claims Reviews are required for all projects and for all roundtable requests.

The Claims Review document can be found on the P:/ Drive in the below folder.

claims-review

 

4.1 The Buyer fills out the Claims Review

4.1.1 There are separate tabs for Food and Non-Food/Whole Body projects.

4.1.2 All items included in a RFP have to be listed on the Claims Review.

4.1.3 The order of the items on the Claims Review should mirror the order of the items on the RFP Bid Sheet.

4.1.4 It’s not necessary to use all columns for all items.  You should only fill in the columns that apply to that item.

 

4.2 The Buyer identifies potential claims

4.2.1 There are multiple ways to identify claims for the Claims Review.

4.2.1.1 For line extensions, look at similar Exclusive Brands items

4.2.1.2 Look at National Brand Equivalent (NBE) items

4.2.1.3 Look at internal branded equivalent items

4.2.1.4 Look at other retailers’ similar private label items

4.2.2 Types of Claims

4.2.2.1 Brand – list the proposed brand.

4.2.2.1 Item Description – list customer facing/marketing name including the flavor and any other defining characteristics.

4.2.2.1 Size & UOM – list the net weight and unit of measure.

4.2.2.1 Target Retail Price – list the ideal retail price.

4.2.2.2 Key Product Attributes – Non-GMO, Organic, Made in the USA, specific certifications, etc.

4.2.2.3 Competitor (NBE) Items & Claims – list the item you are targeting as a comparison and list any competitor claims you want to match

4.2.2.4 Special Diet Claims – Vegetarian, Vegan, Gluten Free, Dairy Free, etc.

4.2.2.5 Performance/Benefit Claims – Non-Food and Whole Body – List the main functions of the product.  For example, As Gentle as “NBE,” No Side Effects, Removes more pesticide residue than water alone, Clean rinsing, etc.

4.2.2.6 Nutrient Content Claims – Low Fat, Low Sodium, High Fiber, No Sugar Added.  Also list nutritional guidelines for manufacturers, for example, sodium should be equal to or less than 100 mg per serving or nutritionals should match or be better than NBE item, etc.

4.2.2.7 Packaging Claims – BPA Free can lining, Compostable, Recyclable, Made from 25% Post-Consumer Recycled (PCR) Content, etc.

4.2.2.8 “Free From” Claims (Primarily Body Care) – Non-Food and Whole Body – This claims indicates that the product is free from a substance or ingredient.  For example, no parabens, fragrance free, no sulfates, etc.

4.2.2.9 Testing Claims (Primarily Body Care) – Non-Food and Whole Body – This claims indicates testing related claims.  For example, dermatologist recommended, tear-free, etc.

4.2.2.10 Additional Comments – Use this for additional comments like ingredient recommendations, ingredients to avoid, descriptive language you would like to include on the label.  For example, New Improved Recipe, Great Tasting Lemon Flavor, Clean Burning, etc.

 

4.3 The Buyer schedules the claims meeting

4.3.1 Schedule the meeting at least 1 week out.  Always include a call-in number.

4.3.1.1 This gives the other sub-teams time to review the Claims Review and to come to the meeting prepared with additional claims/topics to discuss.

4.3.1.2 If time allows, claims meetings can be scheduled during the Buyer’s weekly Project Meeting.

4.3.2 A meeting invite should be sent with verbiage outlining the project as well as attaching the Claims Review.

4.3.3 The Buyer should invite the Associate Buyer, the Product Developer, the Testing Specification Analyst, the Product Compliance and Nutritional Analyst, the Packaging & Compliance Team Leader, the Project Lead, the Logistics Analyst, the SQAS and the SQA Team Leader.  Quality Standards should be invited to all Body Care and Supplements Claims Meetings.

4.3.4 Majority of Claims Meetings should be scheduled for 1 hour.

4.3.5 During the Claims Meeting, the Buyer should take notes and send out a revised Claims Review after the Claims Meeting.

4.3.6 For a visual reference, the Buyer can bring examples of NBE items or samples of products and/or packaging to the Claims Meeting.

 

4.4 The Claims Review is included in the RFP Packet that is sent out to all vendors participating in the RFP.

4.4.1 The final Claims Review should be stored in the Project folder on the P:/Drive.

 

4.5 The Claims Review is uploaded to the PLM system once the PLM project begins.

  

  • STAKEHOLDER APPROVAL

Title

Department

Approval Date

Executive Coordinator

Exclusive Brands 12/21/13

Team Leader

Packaging & Compliance

1/15/14

Team Leader

Supplier Quality Assurance

12/27/13

Team Leader  Innovation & Quality

12/23/13