compliance management - toys"r”us vendor extranet · pdf filecompliance management...
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Compliance Management Vendor University Webinar Series
Revised 09/08
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AgendaSession Objectives
Delivery Performance System
Access & Workflow
Infraction Types
ETA Management Program Overview
ASN Integrity Program Overview
Workflow Demonstration
Dashboard
Reviewing Infractions
Submitting Appeals
Reviewing StatusesSummary
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Session ObjectivesThis session is intended to provide new DPS users basic training about the tool, as well as high-level overviews of the programs. All information contained in this presentation is also located in the vendor extranet and reference guides.
This session is not meant as a forum for debate about the merits of the program or Toys “R” Us’ policies.
Goal 1: Improved Workflow Efficiency
Goal 2: Improved Program Understanding
Note: Questions should be entered in the Questions Pane at the bottom of your screen. Questions will be collected and responses provided to the group following the session.
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The Delivery Performance System (“DPS”)
DPS is a web-based application that enables on-line monitoring of vendor compliance.
DPS provides users the ability to:
View infractions as they occur
Appeal infractions on-line within the designated period
Supply supporting documentation
Verify status of appeals submitted
Query backup documentation for ETA and ASN deductions taken
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Compliance Management | Workflow
The Delivery Performance System is designed to promote timely review and decision about non-compliance. The following workflow is governed by the parameters of DPS.
Infractions are loaded once a week on Sunday.
Infractions may be reviewed and appealed from the dashboard within 14 calendar days of the load date.
If an infraction is appealed within 14 calendar days of the load date, Vendor Partnership will have an additional 14 calendar days to review and respond to the appeal. All responses are final.
Infractions not appealed within 14 calendar days, or appealed infractions rejected, become a deduction.
Vendor performance metrics are updated to reflect the accepted appeal.
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Compliance Management | Requirements
ALL appeals must be submitted in DPS during the appeal window.
No appeals are accepted outside of the DPS appeal window.
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DPS Infraction Types
DPS contains infractions (non-compliance issues)
from both our ETA Management Program and ASN Integrity Program
Current Infraction Types:
ETA Management» Delivery» Fill Rate
ASN Integrity» Receipt without an ASN» Receipt with a Late ASN
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ETA Management Program | Overview
Compliance program designed to drive complete purchase order fulfillment within the ETA window. Any order/item not meeting requirements below generates an infraction.
Prepaid On-time (All requirements must be met to be compliant)
Appointment Request by Tuesday of the ETA Window
Vendor's carrier must request appointment within ETA Window
Vendor’s carrier must deliver to the scheduled appointment
Collect On-time (All requirements must be met to be compliant)
Routing Request submitted at least three business days prior to Ship Window
Load Available to ship within Ship Window
Fill Rate Standard
Toys “R” Us, Inc. expects 100% fulfillment of our purchase order.
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ETA Management | Certification
A vendor receives a ‘CERTIFIED’ status when achieving bothDelivery and Fill Rate performance standards at, or above, 95% for a rolling 13-week period.
• Weeks flagged as ‘CERTIFIED’ will have no chargebackspassed to the vendor.
• Certification is a weighted calculation, based on $s.
• Approved appeals positively affect performance ratings.
• Certification is recalculated weekly
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ETA Management | Fee Schedule (On-Time)
All chargebacks are calculated against the non-compliant portion of the PO Line.
On-time
Compliance of greater than 95% of the PO Line cost results in no chargeback
Compliance from 85.1% to 95% of the PO Line cost results in 2% chargeback
Compliance at 85%, or less, of PO Line cost results in 5% chargeback
Non-compliance against ROTO product is subject to doubled chargeback
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ETA Management | Fee Schedule
(Fill Rate)
All chargebacks are calculated against the non-compliant portion of the PO Line.
Fill Rate
Variance of less than 5% from the PO Line quantity results in no chargeback
Variance of 5% to 14.9% from the PO Line quantity results in 2% chargeback
Variance of 15%or greater from the PO Line quantity results in 5% chargeback
Non-compliance against ROTO product is subject to doubled chargebacks
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ASN Integrity Program | OverviewThis program monitors compliance to our ASN requirements, specifically that a valid ASN be provided by the vendor for each shipment to a DC or store.
Fee Schedule: DC Receipts
EDI 856 INVALID or NO DC ASN SENT results in a $500 per order/location receipt chargeback
EDI 856 VALID DC ASN SENT LATE results in a $500 per order/location receipt chargeback
Fee Schedule: Store Receipts
EDI 856 INVALID or NO STORE ASN SENT results in a $50 per order/location receipt chargeback
EDI 856 VALID STORE ASN SENT LATE results in a $50 per order/location receipt chargeback
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Accessing DPSClick on the DPS link available on the Toys “R” Us vendor extranet at
https://vendorconnect.toysrus.com/. You must log in before accessing DPS.
The link will only be visible if you have been assigned DPS access by your
Security Administrator.
Who should have access? EDI, Logistics, Customer Service, Accounting
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DPS Dashboard | Getting StartedThe dashboard is the home page of the DPS application. It provides
you with a quick snapshot of current infractions, appeals, and
certification metrics for the ETA Program, along with easy navigation
to search for transactions.
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Reviewing InfractionsThe first step for effective compliance management is to review new
infractions. To start, click on the new infractions link.
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Reviewing InfractionsOnce the Infractions link is clicked, the Vendor Infractions Screen will
appear. To drill into your infractions list, click the vendor name link.
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Reviewing InfractionsOnce the List Infractions Screen appears, you may drill into an
individual infraction to review the details. To drill, simply click the
infraction link.
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Exporting InfractionsBEST PRACTICE ALERT: The best method for reviewing current infractions,
is to utilize the appropriate export functionality. Once exported, the document should be saved in Excel for full Excel functionality.
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Infraction Details | ETA Management
Type Reason Description
Delivery
Non-
Complian
ce
Early Receipt (Prepaid) Merchandise appointed before the ETA
weekLate Dlvry-Appt Request
(Prepaid)
Merchandise appointed after ETA week and
appointment request was not by Tuesday
of the ETA week.
Late Dlvry-Req Dlvry Dte
(Prepaid)
Merchandise appointed after ETA week and
carrier/vendor requested a delivery date
outside the window.
Late Routing Request
(Collect)
Routing Request was not submitted 3
business days before the ship date on the
purchase order.
Late Load Avail Date
(Collect)
Merchandise was not made available for
carrier pick-up within the ship window.
This is based on the load available date
submitted on the routing request.
Fill Rate
Non-
Complian
ce
Open Quantity (Prepaid) A qty less than item order qty was
received. An open order qty still exists.
Open Quantity (Collect) A qty less than item order qty was received
or shipped.
Over-Shipment A unit count over the item order qty was
received.
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Infraction Details Screen| ETA Example
Infraction Description
Infraction Details
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Subline Details Screen| ETA Example
Subline Details - Prepaid/Collect
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Infraction Details | ASN Integrity
Reason Description
No ASN for
receipt DC
An error-free ASN was not available for
receiving at the DC.
No ASN for
receipt Store
An error-free ASN was not available for
receiving at store.
ASN received
late DC
An error-free ASN was received after physical
receipt of merchandise at specified DC.
ASN received
late Store
An error-free ASN was received after physical
receipt of merchandise at specified store.
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Infraction Details Screen| ASN Example
Infraction
Description
Infraction Details
Status
Change
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Submitting An Appeal | Appeal Guidelines
The DPS application provides users with the ability to attach
the following documents to an appeal:
• Word Document
• Excel Document
• PDF Document
• .JPG
• Outlook E-mail Message
Notes:
•Attachments must be less than 1 MB in size and the file name
cannot contain spaces.
•Submitted appeal information including attachment must
pertain to infraction to warrant review.
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Submitting An Appeal | Appeal Guidelines This document should be referenced when submitting appeals. It is
available on the extranet and in the DPS Help section.
Vendor Appeal Matrix**
Subjec
t
Compliance Reason Mandatory Appeal Documentation
ASN NO ASN FOR RECEIPT
1. Reason for Appeal
2. ASN ID (BSN02) from transmitted ASN
3. Date ASN Transmitted
4. Date Functional Acknowledgement Received
ASN ASN RECEIVED LATE
1. Reason for Appeal
2. ASN ID (BSN02) from transmitted ASN
3. Date ASN Transmitted
4. Date Functional Acknowledgement Received
ETADELIVERY NON-COMPLIANCE
(PREPAID)
1. Reason for Appeal
2. Appointment Request form faxed to TRU that should contain
date sent and preferred delivery date or Carrier tracking data
showing date appointment request submitted.
3. POD if Parcel Shipment (example: UPS)
ETAFILL RATE NON-COMPLIANCE
(PREPAID)
1. Reason for Appeal
2. TRU DC signed Bill of Lading (POD)
3. Packing List
ETADELIVERY NON-COMPLIANCE
(COLLECT)
1. Applicable request # from VRTS system. (not routing id)
2. Date of routing request.
3. Date load available for pickup.
ETAFILL RATE NON-COMPLIANCE
(COLLECT)
1. Applicable request # from VRTS system.(not routing id)
2. Date of pickup.
3. Collect driver signed BOL.
4. Packing List
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Submitting An Appeal Once the decision is made to appeal, an appeal may be submitted by
simply clicking on the appeal button on the Infraction Details Screen.
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Submitting An Appeal Once on the appeal screen the proper appeal information can be
entered. An attachment can also be added by clicking “Browse”. Click
“Add Appeal” when ready to submit.
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Submitting An Appeal After clicking on “Add Appeal”, the appeal confirmation screen will display.
The navigational links on this screen will allow you to search infractions,
search appeals or to return back to the infraction list to continue appealing.
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Submitting An Appeal Best Practice Alert: A mass appeal may be submitted at the
order level or order/shipment level when a large number of
infractions exist.
Mass Appeal Selection Criteria
Order Level Mass Appeal
1. Purchase Order Number
2. Reason
3. “Reviewed” Status
Order/Shipment Level Mass Appeal
1. Purchase Order Number
2. Location
3. Routing ID/Appointment ID
4. Reason
5. “Reviewed” Status
Notes:
• Grouping of unrelated infractions through mass appeal will result in
an automatic rejection.
• If one infraction contains more than one shipment, the mass appeal
reason must apply to both shipments.
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Submitting An Appeal On the dashboard page click on the “search infractions” link. Once on
the search infractions page the criteria from the previous slide can be
selected or entered depending on mass appeal type. When done click
“Search”.
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Submitting An Appeal After clicking search the “Appeal All” button will appear. Normal
appeal steps apply after clicking “Appeal All” button.
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Reviewing an Appeal Response Appeal responses can be viewed by returning to the dashboard
and clicking on the “Responded To In Last 14 Days:” Link.
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Reviewing an Appeal Response The Appeals Detail Screen will provide users with the Vendor
Partnership response and an appeal status to identify whether the
infraction was rejected or accepted.
Status
VP Response
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Reviewing Chargeback Detail In order to view chargeback detail from our program you must go to
the search infractions page. On that screen a user may perform a
search to review chargeback infraction detail.
Enter CB ID
Click Search
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SummarySession Objectives
Delivery Performance System
Access & Workflow
Infraction Types
ETA Management Program Overview
ASN Integrity Program Overview
Workflow Demonstration
Dashboard
Reviewing Infractions
Submitting Appeals
Reviewing Statuses