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

 

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

Exclusive Brands Project Tracker

 

  • PURPOSE / OBJECTIVE

To ensure consistency with each Buyer’s Tab within the Exclusive Brands (EB) Project Tracker.  To create a streamlined organizational structure for the EB Project Tracker to make it easy for all support teams to find and update pertinent project information.

 

 

  • PERSONS AFFECTED / RESPONSIBILITIES

 

  • Buyer/Associate Buyer – To manage all project information on their respective tab.
  • Logistics Analyst – To manage project information in the Logistics section of each project, to manage each Buyer’s Canada Design Projects page and each Buyer’s In & Out Projects page.
  • Design and Compliance Team Leader- To manage project information in the Design section of each project.
  • Product Compliance & Nutrition Analyst – To manage project information in the IQ section of each project.
  • Testing Specification Analyst – To manage project information in the Testing section of their Buyer’s projects.
  • Product Developer- To manage project information in the IQ section of their Buyer’s projects.

 

 

 

  • EXCEPTIONS

The Supplier Quality Assurance (SQA) Team does not make notes in the Project Tracker.

  

 

  • PROCEDURES 

The EB Project Tracker is a tool to house all project information.  All information should be kept up to date and as “real time” as possible.

 

4.1 Buyer’s Sections/Tabs

4.1.1 Each Buyer will have their own tab within the EB Project Tracker.

4.1.2 It is the responsibility of the Buyer to keep the Current and Upcoming Project pages organized.

4.1.3 The Buyer should use the project templates on the “Templates” tab when setting up a project.

4.1.4 General project information or a short project summary go in the Buyer’s Notes section.

4.1.5 In the SQA section, the Buyer should list the name of the facility and location, if the vendor has more than one facility location .  If it’s a new facility, the buyer should also list the date they received the Facility Risk Assessment (FRA) from the SQA Team and the SQA approval status.

 

Buyer Tabs

eb1

 

Project Pages

eb2

 

Project Summary

eb3

 

4.2 Project Pages

4.2.1 Current Projects

4.2.1.1 Only projects that have been input into the Product Lifecycle Management (PLM) System should be entered on this page.

4.2.1.2 The Buyer creates the project section for each project.

4.2.1.3 The project timeline should mirror the timeline that is in the PLM system.

4.2.1.4 The Buyers should remove projects from the page once all tasks in the PLM system are complete.

4.2.1.5 Projects for Canadian dedicated UPCs and packaging go on this page and should have a coordinating project in the PLM system.

4.2.1.6 New Seasonal Item projects go on this page and should have a coordinating project in the PLM system.

 

4.2.2 Upcoming Projects

4.2.2.1 All projects that have not been input into the PLM System go on this page.  For example, all Request for Proposals (RFPs), in progress Product Change Requests (PCRs), etc.

4.2.2.2 The Buyer creates the initial project section for each project.

4.2.2.3 Projects move to the Current Projects page once the project has been entered into the PLM system.

 

4.2.3 Canada Design Projects

4.2.3.1 Canadian sticker projects go on this page.  These items do not have dedicated Canadian UPCs.

4.2.4.2 The Logistics Analyst creates the initial project set-up and manages all project information for each project.

 

4.2.4 In & Out Projects

4.2.4.1 Repeat seasonal items, that do not have a project in the PLM system, go on this page.

4.2.4.2 The Logistics Analyst creates the initial project section for each project.

 

4.3 Miscellaneous Information

4.3.1 All support teams are responsible for keeping their respective project information up to date.  The EB Project Tracker is a tool the Buyers use to manage all projects and ensure all deadlines are being met.

4.3.2 All project information should be updated each week by end of day Friday.

4.3.3 This tool should not be used in lieu of phone calls, emails or face to face interaction between team members.

4.3.4 The Buyers review their project’s statuses in the bi-weekly project meeting.

4.3.5 Ensure your computer is connected to the WFM Network when making project updates.  This ensures proper synchronization

  

 

  • STAKEHOLDER APPROVAL

 

Title

Department

Approval Date

Executive Coordinator

Exclusive Brands 1/8/16

Team Leader

Logistics

 1/18/16

Team Leader

Packaging & Compliance

 1/22/16

Team Leader

Supplier Quality Assurance

 1/18/16

Team Leader  Innovation & Quality

 1/13/16

Documents to Include in a Request for Proposal (RFP)

  • PURPOSE / OBJECTIVE

To detail a checklist of the documents to include in a Request For Proposal (RFP).  A RFP is a bid process. The process allows a buyer to collect and evaluate product samples, facility information, and competitive bids from a multitude of capable suppliers in an attempt to come out with a project partner for new item development or a re-sourcing of existing business.  The purpose of this procedure is to create efficiency and organization among the Procurement Team during the RFP process.

 

  • PERSONS AFFECTED / RESPONSIBILITIES
      1. Buyer/Associate Buyer – Compiles all of RFP documents to include in a RFP
      2. Vendor/Supplier – Reviews and/or completes all RFP documents and returns to the Buyer in a timely manner
      3. Testing Specification Analyst –  Creates the Testing Base Template
      4. Logistics Research Analyst – Updates the “Location of DCs” and “Store Listings” tabs in the RFP Bid Sheet, as needed.

 

  • EXCEPTIONS

Supplier Quality Assurance (SQA) documents are not needed for existing facilities.

 

  • PROCEDURES

The Innovation & Quality templates to send to the vendors participating in the bid can be found on the IQ SharePoint Site:

docrfp1

The SQA templates to send to the vendors participating in the bid can be found on the SQA SharePoint Site:

docrfp2

All remaining templates to send to the vendors participating in the bid can be found in the RFP Templates Folder located on the P:/ Drive:

docrfp3

4.1 SQA Related Documents

4.1.1 WFM Supplier Survey

4.1.1.1  Send appropriate template for product type:

      • Food
        • WFM Supplier Survey_2014
      • Non-Food & Whole Body
        • WFM Supplier Survey_Whole Body_2014

4.1.2 WFM Acceptable Audit Company and Lab List

 

4.2 Innovation & Quality (IQ) Related Documents

4.2.1 Compliance Specification Template

4.2.1.1 Orange shaded cells to be completed by Vendor

4.2.1.2  Send appropriate template for product type:

      • Body Care
        • TEMPLATE – BODY CARE PRODUCT Compliance Spec
      • Supplements
        • TEMPLATE – SUPPLEMENT PRODUCT Compliance Spec
      • Consumer Products (i.e. foil, paper towels)
        • TEMPLATE – CONSUMER PRODUCT Compliance Spec
      • Pet Food & Pet Care
        •  TEMPLATE – PET FOOD PRODUCT Compliance Spec
      • Simple Foods (i.e. oils, chips)
        • TEMPLATE – FOOD PRODUCT Compliance Spec SINGLE COLUMN NFP
      • Foods needing extra ingredients for preparation, which results in the need for a secondary nutritional facts panel for the finished recipe(i.e. baking mixes, couscous)
        •  TEMPLATE – FOOD PRODUCT Compliance Spec DUAL COLUMN NFP
      • Variety pack food (i.e. assorted instant oatmeal)
        • TEMPLATE – FOOD PRODUCT Compliance Spec MULTIPLE COLUMN NFP

4.2.2 EB Sample Submission Requirements Form (BODY CARE ONLY)

4.2.3 Testing Base Template

4.2.3.1 Buyer requests this from the Testing Specification Analyst based on product type.  If a template needs to be created, the Testing Specification Analyst has 2 weeks to the create template.

4.2.4 Example of Internal Product Specification.  Send appropriate template for product type:

      • Example internal specification – Supplements
      • Example internal specification – Body Care
      • Example internal specification – Food
      • Example internal specification – Non Food

4.2.5 Shelf Life Validation Guidance Document

4.2.5.1 This document is only needed if the Testing Analyst identified this as necessary during the Claims Review.

 

4.3 Procurement Related Documents

 4.3.1 RFP Bid Sheet

4.3.1.1 Bid Sheet Tab

4.3.1.1.1 Buyer fills in white cells:  Projected Yearly Volume, Packaging Type, Item Description, Size and UOM.

4.3.1.1.2  Before sending to vendor, hit the “-“ at the top of column x in the bid sheet to collapse down the store distribution and retail costs, and protect the sheet with password “550”.

4.3.1.1.3  Vendor fills in orange cells.  Instructions are listed in white box at top of Bid Sheet.

          4.3.1.2 % of Shipments Tab

4.3.1.2.1 This tab helps the vendor calculate their transportation costs.

4.3.1.2.2 The %’s are a calculation of Private Label sales as a % of the DC’s overall volume.  These values were calculated by UNFI.

4.3.1.2.3 If your program is going to use any WFM DCs, you will need to edit the template:

4.3.1.2.3.1 For WFM Cheshire, add UNFI Chesterfield, UNFI Dayville and UNFI Hudson Valley % of Shipments together.

4.3.1.2.3.2 For WFM Landover, add UNFI York and UNFI Greenwood % of Shipments together.

4.3.1.2.3.3 For WFM Bell Gardens, use UNFI Moreno Valley % of Shipments.

4.3.1.2.2 If program is shipping to a consolidator, leave contact information for the appropriate consolidator; i.e. AmeriCold (frozen) or CaseStack (dry).  The Logistics Research Analyst will keep the consolidator contact information up to date.

4.3.1.3 Location of DCs Tab

4.3.1.3.1 This tab is only needed if program is shipping direct to DCs, and helps a vendor calculate their transportation costs.  Buyers should highlight in yellow the appropriate DCs in the “Ship To:” column.  This will let vendors what DCs they will be shipping to for a certain program.

4.3.1.3.2 The Logistics Research Analyst will keep all information on this tab up to date.

4.3.1.4 Store Listings Tab

4.3.1.4.1 This tab is only needed if program is shipping direct to DCs, and helps a vendor calculate their transportation costs.

4.3.1.4.2 The Logistics Research Analyst will keep all information on this tab up to date.

4.3.2 EB Claims Review Form.

      • EB Claims Review

4.3.3 rBST-free Compliance Document 11-1-11

4.3.3.1 This document is only needed if you have identified this as a claim on the Claims Review.

4.3.5 RFP Letter – This file is initially a Word file that you enter your information into & save as a PDF.

4.3.5.1 Buyer updates due dates, contact information and distribution information.

4.3.5.2 The vendor must sign Page 2 and email/fax it back to the Buyer.

 

4.4 Logistics Related Documents

4.4.1 UNFI HANDLING REQUIREMENTS  SHIPPING INSTRUCTIONS V2 3

4.4.2 CaseStack – Consolidation Information

4.4.2.1 These documents are only needed if you have plan on utilizing CaseStack for the distribution of the program.

4.4.3 AmeriCold – Consolidation Information

4.4.3.1 These document are only needed if you have plan on utilizing AmeriCold for the distribution of the program.

 

 

  • STAKEHOLDER APPROVAL

Title

Department     

Approval Date

Executive Coordinator

Exclusive Brands

10/18/13

Team Leader

Supplier Quality Assurance

10/18/13

Team Leader Innovation & Quality

10/23/13

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

Delivered Shelf Life

  • PURPOSE / OBJECTIVE

To promote a consistent approach to determining the remaining shelf life of a product and communicating this information accurately on the Private Label Order Guide (PLOG).

 

 

  • PERSONS AFFECTED / RESPONSIBILITIES

 

  • Buyer – determines delivered remaining shelf life.
  • Vendor – determines manufactured shelf life of a product, and agrees to delivered remaining shelf life.
  • Testing Specification Analyst – verifies manufactured (MFG) shelf life listed in the Product Testing Specification and PLOG.
  • Legal Counsel – drafts Private Label Vendor Agreements (PLVA), which includes the delivered remaining shelf life agreement.

 

 

 

  • EXCEPTIONS

 

  • Most Whole Body items have a delivered remaining shelf life of 80%. The exception is that items in consolidation will have a 50% delivered remaining shelf life.
  • Dairy items delivered remaining shelf life % varies and it’s usually determined by the # of days that’s guaranteed at delivery.
  • Agricultural products that have a 12-18 month MFG shelf life and that are harvested and packed once a year will not fall within the 80% or 50% delivered remaining shelf life rules.
  • Shelf life does not apply to Grocery non-food items or to Whole Body cotton based and feminine care items.

 

 

 

  • PROCEDURES

4.1  A delivered remaining shelf life is required for all Food, Supplements and Body Care items.

4.1.1 The Buyer should have the Vendor approve the delivered remaining shelf life for an item. The below guidelines are not mandatory, but should be used as a guide when negotiating with a vendor.

4.1.2 If the Buyer is unsure if a delivered remaining shelf life is acceptable, they can discuss the delivered remaining shelf life with the Logistics Team Leader.

 

4.2 Things to consider when determining the delivered remaining shelf life.

4.2.1 What’s the item’s MFG shelf life?

4.2.2 Is the item imported or domestic?  If imported, what’s the lead time from the manufacturing plant to our distribution centers (DCs)?

4.2.3 Does the item ship direct into DCs or into a consolidation warehouse?

4.2.4 Does the Vendor produce to a forecast, produce to PO or produce to our booking agreement?

4.2.5 What’s the item’s minimum production run quantity?

 

4.3  Items shipping direct to DCs:

4.3.1 With more than15 months (450 Days) MFG shelf life should have a delivered remaining shelf life of 365 days.

4.3.2 With less than 15 months (450 Days) MFG shelf life should have a delivered remaining shelf life of 80%.

 

4.4  Items shipping into a consolidation warehouse:

4.4.1 With more than 24 months (730 Days) MFG shelf life should have a delivered remaining shelf Life of 365 days.

4.4.2 With less than 24 months (730 Days) MFG shelf life should have a delivered remaining shelf life of at least 50%.

  

 

  • STAKEHOLDER APPROVAL

 

Title               

Department                   

Approval Date

Senior Coordinator

Exclusive Brands

4/24/14

Team Leader

Logistics

 4/17/14

Team Leader Innovation & Quality

 5/1/14

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