Conversion Lead Toolkit - WordPress.com · 2014-07-28 · Conversion Lead Toolkit RESOURCES V6,...

Conversion Lead Toolkit

Acquisition Project


V6, 3/13/14 of 35

TABLE OF CONTENTS INTRODUCTION ............................................................................................................................................... 2

RESOURCES .................................................................................................................................................... 3

COMMUNICATION ........................................................................................................................................... 5

CONVERSION STORE TEAMS ........................................................................................................................ 6

CONVERSION TEAM PAYROLL PROCESS .................................................................................................. 12

CONVERSION STORE SCHEDULE ............................................................................................................... 13

CONCUR TRAVEL AND EXPENSES—ACQUISITION EXPENSES ONLY .................................................... 14

TRAVEL REQUEST FORM ............................................................................................................................. 17

DEFAULT PASSWORDS ................................................................................................................................ 18

CONVERSION SIGNAGE AND DÉCOR ......................................................................................................... 21

WIC STOCKING REQUIREMENTS ................................................................................................................ 22

LOCATION BASED INVENTORY ................................................................................................................... 25

PRODUCT REQUEST PROCESS .................................................................................................................. 27

SCOPE OF WORK .......................................................................................................................................... 33

OUTSOURCED SUPPLIES ............................................................................................................................. 34

WAREHOUSE SHIPPED SUPPLIES .............................................................................................................. 35

INTRODUCTION

This toolkit will help make the conversion process a smooth transition. You will find some of the most requested information needed while going through this progression.


V6, 3/13/14 of 35

RESOURCES

Title Name Cell Email

Conversion Group Lead—Team A Jason Colwell 904-576-8829 [email protected]

Conversion Group Lead—Team B Jeff Krieg 954-658-2611

[email protected]

Conversion Group Lead—Team C Zach Wesson 904-250-9896

[email protected]

Training Group Lead—Team A Val Magin 864-630-6287

[email protected]

Training Group Lead—Team B Jennifer Bowen 954-531-2603

[email protected]

Training Group Lead—Team C Brian Berthelot 504-214-4077

[email protected]

Merchandising Lead Bruce Steadman 864-553-9033 [email protected]

Marketing Lead Kimberly Jackson 904-401-0338 [email protected]

HR Lead Tim Waddell 704-968-7560 [email protected]

Training Lead Derree Braswell 904-626-0265 [email protected]

IT Lead Sandy Merry 904-627-6104 [email protected]

Reset Lead Sam Turner 864-871-1023 [email protected]

Supply Chain Lead Chris Stanley 904-370-8110 [email protected]

Director—Supply Chain Matt Parks 904-860-3281 [email protected]

Supply Chain Auditor Esther Hedspeth 904-707-1620 [email protected]

Supply Chain—Transportation Darryl Hill 904-234-6416 [email protected]

Baldwin DC Manager Mike Cooper 904-509-6597 [email protected]

Baldwin Transportation Mgr Dwayne Rauchhaus 904-266-1610 [email protected]

Baldwin Whse Ops Mgr David Taylor 904-521-2140 [email protected]

Baldwin Inventory Control Mgr Dan Rivera 904-370-0981 [email protected]

Project Mgr, Accounting Stanley Wadford 904-370-6364 [email protected]

mailto:[email protected]�






















V6, 3/13/14 of 35

Operations Contact Info:


Operations Lead Shawn Sloan 904-376-5415 [email protected]

Sr. Director Ops Excellence Tony Williams 803-351-5387 [email protected]

Mgr. Retail Systems Krist Sevearance

904-783-5461 [email protected]

Sr. Mgr Inventory Management Bobby Lane 904-783-5504 [email protected]

Sr. Mgr Retail Communications and Customer Support

Gail Moore 864-494-5606 [email protected]

Mgr. Expense and Sustainability Billy Watkins 803-385-7010 [email protected]

Mgr. Inventory Control Roman Perez 904-923-3287 [email protected]

Construction Team Contact Info:


Construction Manager Todd Vitelli 813-299-3070 [email protected]

Construction Manager Terry Thompson 864-380-4940 [email protected]

Construction Manager Guy Harrison 864-414-4591 [email protected]

Construction Manager Glen Armstrong 904-591-0218 [email protected]

Construction Manager Chris Yakel 704-251-0289

Construction Manager Dave Tackett 864-634-6963 [email protected]

Construction Manager Larry Prince 864-373-4052 [email protected]

Design and Construction Sandra Martin 803-984-8295

Please click here for a full list of resource contacts














http://retail.winndixie.com/sites/retailcomm/Shared%20Documents/Conversion%20Resource%20Spreadsheet%20v4.xlsx�


V6, 3/13/14 of 35

COMMUNICATION Purpose:

All communication to the Samson stores and Samson Support Teams will flow through the Retail Communications Department. This will ensure that timely and actionable information reaches the stores in a consistent manner.

Prior to conversion Retail Communications will:

• Validate that store email accounts have been created for all users

• Validate that store users have been added to all appropriate distribution lists

• Create Email distribution lists for the various conversion teams: supervision, leads, trainers, sustainability, etc.

During conversion Retail Communications will:

• Send two communications per day at 10:30 a.m. and 4:00 p.m.

• Emergency or urgent situations will be handled on an exception basis

• All communications from all Support Center departments will be routed to Retail Communications for delivery to the targeted associates/store groups

• “Conversion Update” will be included in subject line to differentiate these messages from normal Retail Communications

Procedures for requesting Retail Communications to Samson stores or Support team(s):

• All communication requests must be sent to [email protected] by 10:00 a.m. for the morning communication and 3:30 p.m. for the afternoon communication

• All communication requests must indicate “Samson” in the subject line

• All communication requests must indicate the targeted audience and store numbers

• Merchandising partners must complete either the Product Update form or the Out Of Stock Update form and attach it to their request

• All conversion updates will be communicated via email for immediate visibility and reaction

o Task Manager and Portal Postings will not be utilized until all stores are converted

Post conversion Retail Communications will:

• Implement standard operational communication protocols

• Implement utilization of Task Manager and Portal Postings



V6, 3/13/14 of 35

CONVERSION STORE TEAMS

The conversion stores have been divided into 17 different teams, please find the teams below:

Team #1:

New # Old # Banner Address City ST RX LIQ Wave

2513 1926 Sweetbay 8650 Gladiolus Dr Fort Myers FL Yes Yes 1

2509 1923 Sweetbay 10579 Big Bend Rd Riverview FL Yes Yes 2

2472 1838 Sweetbay 805 E Doctor Martin Luther

Tampa FL Yes Yes 3

2477 1848 Sweetbay US Highway 19 North Holiday FL Yes Yes 4

Team #2:


2521 1933 Sweetbay 10580 Colonial Blvd Fort Myers FL Yes Yes 1

2475 1840 Sweetbay 6929 US Highway 301 South

Riverview FL Yes Yes 2

2433 1748 Sweetbay 2100 W Swann Ave Tampa FL Yes Yes 3

2429 1744 Sweetbay 6400 Massachusetts New Port Richey FL Yes Yes 4

Team #3:


2533 1971 Sweetbay 1016 Cape Coral Parkway Cape Coral FL No Yes 1

2499 1914 Sweetbay 16751 Fishhawk Blvd Lithia FL Yes Yes 2

2450 1768 Sweetbay 4056 N Armenia Tampa FL No Yes 3

2459 1787 Sweetbay 9101 Little Road New Port Richey FL No Yes 4


V6, 3/13/14 of 35

Team #4:


2480 1853 Sweetbay 5660 Bayshore Rd Fort Myers FL Yes Yes 1

2505 1919 Sweetbay 2535 State Road 60 E Valrico FL Yes Yes 2

2431 1745 Sweetbay 7095 West Walters Ave Tampa FL Yes Yes 3

2484 1865 Sweetbay 4221 Mariner Blvd Spring Hill FL No Yes 4

Team #5:


2439 1753 Sweetbay 1951 S McCall Rd Englewood FL No Yes 1

2435 1749 Sweetbay 205 W Alexander St Plant City FL Yes Yes 2

2415 1726 Sweetbay 13508 Florida Avenue Tampa FL Yes Yes 3

2421 1733 Sweetbay 1651 SE Highway 19 Crystal River FL No Yes 4

Team #6:


2427 1741 Sweetbay 1254 Jacaranda Venice FL Yes Yes 1

2511 1925 Sweetbay 10202 Seminole Blvd Seminole FL No Yes 2

2517 1930 Sweetbay 13016 Race Track Rd Tampa FL Yes Yes 4

2445 1763 Sweetbay 1202 West Main Street Inverness FL Yes No 4

Team #7:


2525 1960 Sweetbay 10026 Coconut Rd Bonita Springs FL Yes Yes 1

2411 1724 Sweetbay 6851 Gulfport Blvd South Pasadena FL Yes Yes 2

2454 1779 Sweetbay 750 Martin Luther King West

Seffner FL Yes Yes 3

2417 1728 Sweetbay 4317 Gandy Blvd Tampa FL Yes Yes 3


V6, 3/13/14 of 35

Team #8:


2474 1839 Sweetbay 61 Bell Blvd N Lehigh Acres FL Yes No 1

2409 1723 Sweetbay 2139 34th Street North St Petersburg FL Yes Yes 2

2461 1789 Sweetbay 2770 Fowler Ave Tampa FL Yes Yes 3

2531 1969 Sweetbay 1171 S Pinellas Ave Tarpon Springs FL Yes Yes 4

Team #9:


2482 1855 Sweetbay 2881 Clark Road Sarasota FL No Yes 1

2465 1792 Sweetbay 3250 US 27 South Sebring FL Yes Yes 2

2507 1920 Sweetbay 17649 Gunn Highway Odessa FL Yes Yes 3

2457 1786 Sweetbay 2002 SW 34th St Gainesville FL No Yes 4

Team #10:


2493 1884 Sweetbay 18731 Three Oaks Pkwy Fort Myers FL No Yes 1

2479 1849 Sweetbay 7625 Blind Pass Rd St Petersburg FL No No 2

2441 1755 Sweetbay 8837 North 56th Street Temple Terrace FL Yes Yes 3

2425 1737 Sweetbay 1360 Tampa St Palm Harbor FL Yes Yes 4

Team #11:


2501 1915 Sweetbay 4230 Bee Ridge Rd Sarasota FL Yes Yes 1

2448 1765 Sweetbay 515 7th St Palmetto FL Yes Yes 2

2413 1725 Sweetbay 15692 N Dale Mabry Tampa FL Yes Yes 3

2523 1937 Sweetbay 820 Old Camp Road The Villages FL Yes Yes 4


V6, 3/13/14 of 35

Team #12:


2406 1710 Sweetbay 1325 South Tamimi Tr Sarasota FL No No 1

2404 1708 Sweetbay 5805 Manatee Avenue Bradenton FL Yes Yes 2

2529 1968 Sweetbay 6425 County Line Rd Tampa FL Yes Yes 3

2468 1797 Sweetbay 11310 SE Highway 301 Belleview FL Yes Yes 4

Team #13:


2519 1932 Sweetbay 5802 14th St West Bradenton FL Yes Yes 1

2445 1963 Sweetbay 1202 W Main St Inverness FL Yes No 2

2503 1916 Sweetbay 27301 SR 54 Wesley Chapel FL Yes Yes 3

2437 1751 Sweetbay 7131 North US Highway 441

Ocala FL Yes Yes 4

Team #14:


2419 1729 Sweetbay 2501 Cortex Rd W Bradenton FL Yes Yes 1

2444 1761 Sweetbay 1023 N Tamiami Tr Ruskin FL Yes No 2

2487 1874 Sweetbay 38901 Highway 54 E Zephyrhills FL No Yes 3

2545 1972 Sweetbay 2458 Burnsed Blvd The Villages FL Yes Yes 4


V6, 3/13/14 of 35

Team #15:


2515 1929 Sweetbay 7575 Vanderbilt Beach Rd

Naples FL Yes Yes 1

2446 1764 Sweetbay 7491 4th St N St Petersburg FL Yes Yes 2

2495 1889 Sweetbay 11230 Martin Luther King Blvd

Seffner FL No Yes 3


Lake Placid FL No Yes 3

2456 1783 Sweetbay 2460 East Bay Blvd Largo FL Yes No 4

Team #16:


2402 1707 Sweetbay 8951 Bonita Beach Rd SE

Bonita Springs FL No Yes 1

2443 1756 Sweetbay 3327 9th Street North St Petersburg FL Yes No 2

2407 1717 Sweetbay 2525 N Dale Mabry Tampa FL Yes Yes 3

2452 1775 Sweetbay 2519 McMullen Booth Rd

Clearwater FL No Yes 4

Team #17:


2400 1703 Sweetbay 458 Venice By-Pass Venice FL Yes Yes 1

2495 1889 Sweetbay 11230 Martin Luther King Boulevard

Seffner FL No Yes 2

2423 1734 Sweetbay 8775 Temple Terrace Hwy

Tampa FL No Yes 3

2491 1883 Sweetbay 1737 East Oak Street Arcadia FL Yes Yes 4


V6, 3/13/14 of 35

Team #18:


2467 1795 Sweetbay 11352 North Williams Street

Dunnellon FL No Yes 3


Wauchula FL No Yes 4


V6, 3/13/14 of 35

CONVERSION TEAM PAYROLL PROCESS

Conversion Team:

• Weekly hours for all conversion team associates must be submitted using the spreadsheet provided by the conversion lead no later than 9:00 A.M. local time on Thursday’s.

• The file must include:

o Total hours, including travel

o Salary management should be in 10 hour increments up to 50 in total

Acquired Stores:

• Associates from the acquired store must clock in prior to beginning work or training using their newly assigned employee ID.

Existing BLH Stores:

• Associates sent from existing Bi-lo Holdings stores to work in the converting store must clock in. Their home store must loan the associate prior to sending them to the converting store.

• If the associate arrives at the converted store and has not been loaned, they will NOT be able to punch the clock.

• They must contact the home store at that time to begin the loan process.

• They should not begin work until the loan is complete. After that, the associate can punch the clock and begin work. (they should be able to punch within 15 minutes of the home store submitting the loan form in Workbrain)

• If the above procedure is not followed and the associate is allowed to work without clocking in:

• The home store must enter the hours in the associate’s timecard and perform a location override to charge the hours to the store they worked.

• Missing punches can be added to the timecard for up to 2 weeks.

Note: All hours recorded in Workbrain while store is dark will be charged to the acquisition account.

Click Here for your timesheet form

http://retail.winndixie.com/sites/retailcomm/Shared%20Documents/Conversion_Team_Payroll_Toolkit(1).pdf�


V6, 3/13/14 of 35

CONVERSION STORE SCHEDULE

Below is a sample schedule for the Conversion Team:

Please Click Here for the complete store’s sample schedule

http://retail.winndixie.com/sites/retailcomm/Shared%20Documents/Copy%20of%20Conversion%20Week%20Store%20Schedules%20(2)%20(2).pdf�


V6, 3/13/14 of 35

CONCUR TRAVEL AND EXPENSES--ACQUISITION EXPENSES ONLY Section 1: Getting Started Step 1: Log on to Concur Travel and Expenses

1. The Concur Travel and Expense link can be accessed from the Retail Applications icon on the desktop (Note: Refer to the Accessing Concur Quick Reference Job Aid for detailed instructions)

2. Log on to Concur Travel and Expense by entering your Employee ID Number (minus the leading zeros)

3. Password: first-time users should use concur1 as the password

4. Click Login

Section 2: Create New Report Step 1: Create the Report

1. On the My Concur Tab, put your cursor on the Expense tab then select New Expense Report

2. Complete all required fields noted with a Red Bar

3. Click Next

Step Two: Add an out-of-pocket expense to the new expense report

1. On the New Expense Tab, select the appropriate expense type from below.

2. Complete all required and optional fields noted with a red bar

3. Click Save

Each acquisition-related expense should be submitted under one of the following expense types:

1. Acquisition—Travel (hotel, airfare, air booking fees, mileage, etc)

2. Acquisition—Meals (any travel or business—related meals)

3. Acquisition—Miscellaneous (all other expenses)

Section 3: Personal Car Mileage Calculate Car Mileage

1. On the New Expense tab, select the Expense Type (Acquisition—Travel)

2. In the Business Purpose Field—type Personal Car Mileage

3. In the Vendor Name Field—type Personal Car Mileage

4. In the Amount Field— Calculate the number of miles times $0.47

5. In the Comment Section—Type the actual number of miles traveled

6. Click Save


V6, 3/13/14 of 35

Section 4: Meal and Attendees

1. On the New Expense tab, select the expense type (Acquisition—Meals)

2. Complete all required and optional field as noted with a red bar

3. To add a new attendee for the first time, click New Attendee. Complete the required fields and then click Save.

4. To select an existing attendee (after the initial setup) click In the Favorites field of the Add/Delete Attendees section, begin typing the last name of the existing attendee. (Type the asterisk and press Enter to see the entire list) Select the appropriate attendee from the list.

Section 5: Hotels

1. On the New Expense tab, select the expense type (Acquisition—Travel)

2. Complete all required and optional fields as noted with a red bar

3. Click Save

Section 6: Review or Edit a Report

1. In the Active Reports section of My Concur, click the name of the report that you want to review

2. Make the appropriate changes

3. Click Save

Section 7: Fax or Attach Receipts All receipts for Acquisition related expenses are required regardless of the dollar amount (except Personal Car Mileage). You can fax or scan and attach the receipts to your expense report.

Fax Your Receipts:

1. From the Print/Email dropdown menu, select WD Fax no instructions. Make sure Show Expenses box is checked

2. Click Print

3. Fax the cover page and the receipts to the number on the cover page (866) 257-3325

4. To view the faxed receipts from the Receipts dropdown menu, select View Receipts in new window

Attach Scanned Images of your Receipts:

1. On the Expense Report page from the Receipts dropdown menu, select Attach Receipt Images.

2. Click Browse

3. Locate the file you want to attach

4. Click the file, and click open

5. To attach another image, click browse, and then repeat the process.

6. Click Attach


V6, 3/13/14 of 35

7. Click Done when finished

8. To view the attached receipts from the Receipts dropdown menu, select View Receipts in the new window

Section 8: Submit Report for Approval

1. After all expenses have been added to the report, select Submit Report

2. On the Final Review screen, select Submit Report

3. You will be prompted to add an Approver

4. In the red box under the Manager Approval field, begin typing the Last Name of your District Director

5. Select the appropriate Approver from the dropdown menu. The information will be populated in the Manager Approval box

6. Click Submit Report


V6, 3/13/14 of 35

TRAVEL REQUEST FORM

Click Here for a downloadable form

http://retail.winndixie.com/sites/retailcomm/Shared%20Documents/Travel_Request_Form_-REVISED%5b1%5d.pdf�


V6, 3/13/14 of 35

DEFAULT PASSWARDS

• Login: Network ID (mgr1-(4-digit store number, i.e. mgr1-5214)

Retail Apps

• Password: Self Selected

• Login: None Needed

Email and Task Manager

• Password: None Needed

Note: At first login, click on the forgot password, enter requested information to set your password

Portal

• Login: 6-Digit Employee ID

• Password Self Selected

Note: At first login screen, type rf, enter. Password: rf. Login using login and password

Mini-Computer (ROI)

• Login: Social Security Number

• Password: 00000000 (eight zeros) (prompted to change at first login)

Includes: DSD Receiving, Shelf Price Audit, Backroom tags, Order Analysis, Store Transfers, Supply Transfers, Perishable Inventory and Reports Distribution

Handheld (RF)

• Login: Social Security

• Password: Same as Mini-Computer (ROI)

• Login: 4-Digit Store Number

MobileScan (Reclaim)

• Password: 4-Digit Store Number

• Login: Network ID without the”-“ (example: mgr1-5214 would be mgr15214)

SoftGrocer/SOLO

• Password: Provided by Training Team (change at first login)

• Login: Network ID

OBIP

• Password: Network Password


V6, 3/13/14 of 35

• Login: 11-Digit Employee ID

Work Brain

• Password: Last 4-digits of SSN (change on the first login)

Note: Liquor Store uses mgr1-XXXX (XXXX=4-digit liquor store number)

Tomax


• Password: Same as login (change on the first login)

• Login: None Needed

MetaviewerWeb, Surveys, Periscope (Workstation), Plan-O-Gram and Kamelon

• Password: None Needed

Note: You can also login as department specific (example: MEAT5214)

Periscope-Handheld

• Login: Store and 4-digit store number (example: Store5214)

• Password: Store and 4-digit store number (example: Store5214)

Note: users are mgr1, mgr2 and fem1

Smart Check Store Performance


• Password: Network Password

Note: Password change on CC-POS, Veribalance or POS Terminal will change password for all three applications

CC-POS, Veribalance and POS Terminal

• Login: Employee ID without the leading zeros

• Password: Employee ID without the leading zeros

Note: login and password must be all capital letters

Eplum

• Login: STORE and 4-digit Store Number (example: STORE5214)

• Password: STORE and 4-digit Store Number (example: STORE5214)


V6, 3/13/14 of 35

• Login: blstore and 4-Digit Store Number (example: blstore5214)

My Customer Connection

• Password: Self Selected

Note: First enter 4-digit Store Number

Inventory Count

• Login: SoftGrocer ID (example: mgr1(4-digit store number, i.e. mgr15214)

• Password: 4-digit store number and user ID (example: 5214mgr15214)

• Login: Department and Store Number without the leading zeros (example: Deli5214, Bakery5214, Floral 5214)

Smallwares

• Password: 999999 (prompt to change at first login)


V6, 3/13/14 of 35

CONVERSION SIGNAGE AND DÉCOR

Click Here for the full guide for signage and décor.

http://retail.winndixie.com/sites/retailcomm/Shared%20Documents/Sweetbay_Conversion_Decor_Package%5b1%5d.pdf�


V6, 3/13/14 of 35

WIC STOCKING REQUIREMENTS Florida Requirements: See WIC Foods pamphlet at www.floridawic.org for eligible brands, types, and restrictions

Milk

Types/Brands Minimum Selection Minimum Supply

Fresh Whole

One Brand

4 1-Gallon Containers

1 % Low-Fat/Fat-Free 8 1-Gallon and 2-Half Gallon Containers

Evaporated Fat-Free/Skim/Non-Fat 10 12oz. Cans

Cereal

Minimum Selection Minimum Supply

Regular Cereal

Seven Kinds—Four Must Be Whole Grain 21 Boxes

Baby Cereal Two Kinds—One Must Be Rice Cereal 6 Boxes

Eggs


Large, White Chicken Eggs

One Brand Four Dozen

Cheese


Two Kinds—Any Brand Eight Pounds

Formula


Enfamil Infant 12.5oz Powder 12 Cans

Enfamil Newborn

12.5oz Powder Six Cans

Enfamil Gentlease


Gerber GS Soy



V6, 3/13/14 of 35

Peanut Butter


One Brand—Creamy Six 16-18oz Jars

Beans


Dry Beans, Dry Peas or Dry Lentils (Any Brand) Two Kinds—Eight 16oz Bags

Canned Beans (Any Brand) Two Kinds—16 Cans, 15-16oz

Canned Fish No Requirements

Juice


Refrigerated Plastic Jugs—Orange Juice

One Brand Five 1-Gallon Containers

Plastic Bottles—48oz

Three Flavors Eight Containers

Plastic Bottles or Refrigerated Plastic Jugs or Cartons—64oz

Three Flavors Five Containers

Whole Grains


100% Whole Wheat Bread

One Brand Four 16oz Loaves

Whole Grain Brown Rice or Corn Tortillas

One Brand Three 14-16oz Bags or Boxes of Brown Rice or 16oz Bag Corn Tortillas—any single type or combination of types

Baby Food


Fruits and Vegetables

Two Kinds of Fruit and Two Kinds of Vegetables Total of 128 4oz Jars OR 64 2-pks and 64 4oz. jars (allowed 2pk sizes are 7oz pack (2-3.5oz) and 8oz pack (2-4oz)


V6, 3/13/14 of 35

Meats Two Kinds 16 2.5oz Jars

Fruits and Vegetables


Fresh Fruits Two Different Types $26.00 Total Value of the Supply

Fresh Vegetables

Two Different Types $26.00 Total Value of the Supply

Canned or Frozen Fruits

Two Different Types 20 Containers—Can, Glass, Plastic (any combination of containers)

Canned or Frozen Vegetables

Two Different Types 20 Containers—Can, Glass, Plastic (any combination of containers)

Please click here for the Georgia WIC Requirements

http://retail.winndixie.com/sites/retailcomm/Shared%20Documents/Georgia_WIC_Mandatory_-_Minimum_Inventory_2014%5b1%5d.pdf�


V6, 3/13/14 of 35

LOCATION BASED INVENTORY

Getting Started:

• Store Directors need to ensure that the Center Store Manager and that three stock clerks are scheduled to work 3rd shift depending on your backroom conditions.

Grocery Sales Floor

• All grocery warehouse back stock product need to be pulled onto the sales floor and thoroughly worked through. This includes full and mixed cases. This also includes inventory stored in sales floor “Stock/Cox Boxes”

• All warehouse back stock products that are returned to the back room should be coded with the item code or the UPC turned out for Backroom file minus off.

• All products that are returned to the back room should be placed in its proper location.

Grocery Backroom

• While no two backrooms are exactly alike all store should be able to implement these procedures.

• Backrooms should be laid out with Warehouse merchandise closest to door leading to sales floor.

• Post signs on back stock to identify aisles/sections in conjunction with Backroom locations for improved efficiencies in locating product in the backroom.

• All backroom locations should be marked with aisle assignments.

• Mixed or less than ½ case back stock must be stacked on designated unicarts. Unicarts should be arrange by the aisle and product family

• Whole and ½ case product must be prepared for minused-off into Backroom Inventory Locations with those locations clearly labeled. All whole and ½ case back room products should be placed on designated location.

• Set-up a separate unicarts for New items/Resets. This uincart should be placed furthest from the door within the unicart section

• Unicarts must be designated for advertised, BONUSCARD and Price Lock product.

• Arrange full pallet items i.e. paper/cereal/water/bleach in a designated location.

• Place full pallet items in close proximity to the backroom door.

• Everything has a place. No loose product and no displays of assorted junk sitting around.

• Wall racks must be zone labeled by the shelf, not the rack itself.

• No banana boxes for repacks, loose product or trash under racks.

• Nothing stored or stacked on milk racks or spider racks.

• Be sure to find a bin for plastic and trash around bailer area.

• Backroom must be signed with appropriate VIP signs. If you need a VIP Sign Kit call or email Steve Marquis and the BI-LO office Print Shop (864)289-3225.


V6, 3/13/14 of 35

• Once the back room is set precede with minus-off. Be sure that you start off with a new clean back room minus-off.

• NOTE: When minusing off the backroom, product may be entered as each or case by simply pressing (E) or (C) after scanning the item

• All warehouse products that are returned to the stockroom must be minused-off into the correct Backroom Inventory by Location, including specials and display product.

• KPI Center properly signed. Items to be posted: Pick Lists, schedules for all center store departments, Backroom Inventory Report, Confirmation Reports, current week’s ad and Distribution Void Report.

• NOTE: All Backroom Center Store files (Grocery, Dairy, FF, and GM/HBC) need be cleared and re-entered by location, by department or total store once inventory in the backroom is worked and re-stacked.

• Aisles and sections signed with Backroom Locations clearly labeled. All product coded for minus off.

• Mixed or less than ½ case back stock must be stacked on designated unicarts. Unicarts should be arrange by the aisle and product family

Dairy Cooler Sales Floor

• All Dairy warehouse back stock product need to be pulled onto the sales floor and thoroughly worked through. This includes full and mixed cases.

• All Dairy warehouse back stock products that’s returned to the back room cooler should be coded with the item code or the UPC turned out for Backroom file minus off.


Dairy Cooler Backroom

• Cooler should be swept and mopped daily

• Cooler should be pressure washed and scrubbed each month.

• Where milk is stocked from inside the cooler, the tracks for the sliding doors must be cleaned thoroughly during pressure washing.

• Dairy Cooler and Dairy unicarts must be signed with appropriate VIP signs indicating product located in that area.

• All product returned to the cooler including specials taken off display must be coded for minus-off into the proper Backroom Inventory Location. Those locations should be clearly labeled.

• When minusing off the backroom, product may be entered as each or case by simply pressing (E) or (C) after scanning the item


V6, 3/13/14 of 35

Frozen Food Sales Floor

• All frozen food warehouse back stock product need to be pulled onto the sales floor and thoroughly worked through. This includes full and mixed cases.

• All frozen food warehouse back stock products that are returned to the back room should be coded with the item code or the UPC turned out for Backroom file minus off.


Frozen Food Backroom Cooler

• Freezer must be swept daily.

• Freezer should be spot cleaned as needed with alcohol solvent by pouring cleaning agent onto the brush. Do NOT pour liquids directly onto the floor of the freezer. Do NOT use water to clean the freezer.

• Freezer must be signed with appropriate VIP signs indicating product located in that area.

• All product returned to the freezer must be coded for minus-off into the proper Backroom Inventory Location, including specials taken off display after the ad ends.

• When minusing off the backroom, product may be entered as each or case by simply pressing (E) or (C) after scanning the item.

GM/HBC Sales Floor

• All GM/HBC warehouse back stock product need to be pulled onto the sales floor and thoroughly worked through. This includes full and mixed cases. This also includes inventory stored in sales floor “Stock/Cox Boxes”

• All GM/HBC warehouse back stock products that have returned to the back room should be coded with the item code or the UPC turned out for Backroom file minus off

• All product that is returned to the GM/HBC back room should be placed in its proper location.

• Regular back stock must be returned to the cage and placed on shelving, with one item turned UPC out for minus off purposes.

GM/HBC Backroom

• Excess large quantities must be boxed up or placed in totes. GM/HBC boxes/totes must be labeled with a unique Location Code 1-50. The product contained in the box/tote must be minused-off into the corresponding Backroom Location. The Backroom by Location Inventory Report must be printed and attached to the appropriate box/tote for coding purposes. This report will identify items in the box/tote, quantity, individual retail, extended retail, and total retail for the box/tote.

• No seasonal or damaged product should be stored in the GM/HBC cage.


V6, 3/13/14 of 35

DSD Standards

• DSD Area must be clean, neat, and organized

• All vendor back stock sections must be stacked neatly and signed per VIP standards

• No DSD product should be within 6 feet of the area of the vertipack, baler, or back doors

• Keep damaged and credit merchandise separate from each other. All damages should be processed daily

Center Store VIP Sign Kit

• Post signs on back stock to identify aisles/sections in conjunction with Backroom locations for improved efficiencies in locating product in the backroom. Unicarts signed for BONUSCARDs, Price Lock, New Items and Mixed Cases.

• Signs must be posted for all Vendor Back stock: Pepsi, Coke, Budweiser, Frito Lay, etc.

• All palletized product such as sugar and water must be signed.

• All Fresh department coolers and freezers must be signed with categories. VIP location sign must be the ONLY sign posted on the doors of the cooler/freezer.

• Sign must be posted in DSD areas such as damages, PRC, cabinet, etc.

• Equipment must be signed such as baler, EVAC, and veripak.

• Signs must be posted to identify all miscellaneous areas such as supplies, mop area, restrooms and break room.

Supply Rack

• Organized, and Stocked by Planogram and tagged. Tags are bar coded and include Max on Hand quantity.

Cleaning and Sanitation

• Mop/Sink area must be cleaned and sanitized on a daily basis.

• All backroom areas, including freezers and coolers must be cleaned daily per the procedures listed in appropriate section of the VIP manual.

• All corners and edges in the backroom and on the sales floor must be swept and cleaned on a daily basis.

• No tape should be used on doors, coolers, cases, glass, etc.

• Refer to the detailed cleaning/rotation schedule posted on the Store Intranet.


V6, 3/13/14 of 35

PRODUCT REQUEST PROCESS New Item Request Process Purpose: Establish a timely process for meeting customer requests on items that the store does not currently carry. The objective is to gain customer loyalty and trust during the first 8 week transitional time period.

• Store teams can expect a response from HDQ within 48 business hours on the availability of all customer requests & approximate timing to receive the product

• Store teams will have the ability to offer a complimentary substitute to enable great customer service at time of request

Process:

• Receive Customer Request

• Verify item availability within store or store ordering system

• Accommodate request with close substitute currently offered in store at no charge

• Evaluate customer satisfaction with replacement

• Obtain customer contact & Item request Information

• Call or Email request details to HDQ (see below)

• Receive response from HDQ within 48 business hours

• Inform customer on item availability & timing

• Call Customer when item arrives in store

All Stores: 1-866-598-9956

Sweetbay Stores

Harveys Stores

[email protected]

[email protected]

Reids Stores [email protected]

Please provide the following information via phone or email to headquarters:

• Store number and name of employee submitting request

• Customer contact information; including name and phone number (please save a copy in store file for direct follow up with customer)

• Item Information including Item Description, UPC, Size, Brand, Vendor, and additional information available

• If the item was available under previous ownership

• If the item is available somewhere else in the market (please include where)

• Any information about frequency of customer purchase





V6, 3/13/14 of 35

New Item Request Response Options

Scenarios Available

Currently Available in Warehouse

Available at UNFI or other DSD Provider

Available With a Current Vendor

Available on Amazon

Available in Local Market

Product Made in Stores (Fresh Dept)

Action Required

• If available at servicing DC, instruct stores to order

• Plan-o-Gram Team will turn on ordering for store

• If available at UNFI or current DSD, instruct stores to order

• DSD team and Plan-o-gram team will turn on ordering for store

• CM will contact vendor for sample shipped directly to store

• CM will evaluate if item should belong in set long term go forward

• Store will need to set price

• Local team will order single item and have shipped directly to the store

• Store will need to set price

• CM evaluate if this is a viable option and instruct store to purchase with petty cash fund

• CM to provide detailed component requirement and job aid for store employee to make customer request

Approx. Cost

• Standard costs apply

• Standard UNFI or DSD costs and shipping will apply

• No charge • 2-3x regular costs

• Retail costs

• Standard costs apply

• Retail cost determined by store

Approx. Lead Time

• If in stock, regular distribution timing to stores

• If in stock, it will arrive on next delivery

• 5-7 days • 5-7 days • 2 days • If component in stock, regular distribution timing to stores plus time to develop

New UNFI Item Request Process In order to accomplish the 48 hour turnaround time please adhere to the following expectations:

• Local Coordinator: Research item and action within one hour of the customer request

• UNFI: Respond to the customer with the information regarding their product request on availability within four hours

• Merchandising Team: Respond with answer on item availability and expected timing to Local Coordinator within four hours from receipt of email. Note: Directors will be copied and expected to answer in case any category manager is out of the office

• DSD/Data Integrity: Action request and respond within four hours from receipt of email

• Plan-o-gram Team : Action request and respond within four hours from receipt of email

• All emails will have the same subject: PW Special Item Request- Action Required (Date/Time Sent)

• Please contact Nicole Hatfield with any questions on this process

New UNFI Item Request Process for Center Stores


V6, 3/13/14 of 35

New UNFI Item Request Process for Fresh Departments

New Item Request Process Frequently Asked Questions


V6, 3/13/14 of 35

If I know the item is available in the market can I purchase without calling in?

• No, please provide this information in your email or call in order to monitor all requests and identify future item needs.

What kind of response can I expect to hear within 48 hours from HDQ?

• Item is now available in the system, please order quantities as needed for customer

• Item is available at one of our vendors and samples will arrive in stores within the next xxx days

• Item is available at xxx location, please purchase for your customer as needed

• Item is not available in the market place or discontinued, a comparable item available in stores is xxx

• Item can be made within the Fresh Department, HDQ will provide additional details on how to make

• More time or information is required to complete this request

• Please note that Fresh Department requests may take longer to source or research for the customer

Where should I keep item request/customer contact information?

• Please file in office and reference daily to ensure customer requests are fulfilled in a timely manner

Where should I place the product when it arrives?

• One Time Purchase:

o Obtain minimal units and establish a special holding area reserved for these items out of shelf/display area

• Occasional Customer Demand:

o Obtain minimal units and work these items into a display unit on the sales floor, but not on the shelf

o Price the items with a Monarch/Garvey Gun

o Items will need to be replenished by store as needed

o Frequent Customer Demand:

Obtain larger quantities

Work items into the shelf if the item is in our POS system and is able to be replenished via DSD or DC manual order or DC Special Billing

Local Items should be worked into a special display or shelf and replenished as needed

How do I account for the inventory of items given to customers as close substitutes for request?

• In the initial rollout of the program this issue is anticipated to be small, our goal in the initial phase is to take care of the customers and we plan to revisit with the teams on a permanent program soon that will address this issue.


V6, 3/13/14 of 35

SCOPE OF WORK

• Coordinate with perspective Exterior Sign companies for removal of sign, repair and painting of storefronts and replacement of pylon signage

• Ensure install of pharmacy customer path of travel stanchions (by Dentmon Construction)

• Sweetbay stores – removal of pharmacy, customer service and front wall signage – Day 1

• Sweetbay stores – painting of pharmacy walls, customer service and front walls – Antique white – Days 1 and 2

• Install any electrical required for DSD, Time Clocks, RTI (Day 1 )

• Paint / Repair Walls as needed throughout store (does not include walls where interior décor company will be removing signs and painting to install new signs) Days 2 through 5

• Pressure Wash exterior sidewalks as needed – after exterior scope of work is complete (this should occur prior to the cleaning of storefront windows performed by the operations teams)

• Work with maintenance contact to determine floor tile/ceiling tile replacements required to occur prior to store reopening – Days 2 through 5

• Repair other customer facing areas as requested – contingent on time allowed during 5 day conversion – Days 2 through 5


V6, 3/13/14 of 35

OUTSOURCED SUPPLIES

Black Glossy Refrigeration Paint 12 Cans Per Store

White Glossy Refrigeration Paint 12 Cans Per Stores

Floor Scrapers 5 Scrappers Per Store

Scraper Replacement Blades 1 Box Per Store

Goo-Gone 6 Bottles Per Store

Mounting Tape 12 Rolls Per Store

Velcro 6 Rolls Per Store

Paint Scrappers 6 Per Store

Black Duct Tape 3 Rolls Per Store

Grill Brushes 5 Per Store

Face Masks 2 Boxes Per Store

Cordless Shop Vacuum 1 Per Lead

Yellow Gloves 50 Pairs Per Store


V6, 3/13/14 of 35

WAREHOUSE SHIPPED SUPPLIES

For a list of supplies and how many the store will get, please click on the links below:

Pricing Supplies

Produce and Floral Supplies

Meat and Seafood Supplies

Deli Supplies

http://retail.winndixie.com/sites/retailcomm/Shared%20Documents/Pricing_Supplies_Upload_File%5b1%5d.pdf�

http://retail.winndixie.com/sites/retailcomm/Shared%20Documents/Produce__Floral_Supply_Upload_File1.pdf�

http://retail.winndixie.com/sites/retailcomm/Shared%20Documents/Meat__Seafood_Supply_Upload_File1%20(2).pdf�

http://retail.winndixie.com/sites/retailcomm/Shared%20Documents/Deli_Liner_Load_Supply_Upload_File(1).pdf�

Conversion Lead Toolkit - WordPress.com · 2014-07-28 · Conversion Lead Toolkit RESOURCES V6,...

Documents

Transcript of Conversion Lead Toolkit - WordPress.com · 2014-07-28 · Conversion Lead Toolkit RESOURCES V6,...