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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