how to use the sales based availability...

Supplier Training Sept 2017 v1 1

How to use the Sales Based Availability Dashboard Supplier Guide

https://www.tescolink.com/reporting/MicroStrategy/servlet/mstrWeb


Contents What is Sales Based Availability and why is it important? ....................................................... 3

How is Sales Based Availability calculated and how do I know that it is accurate?.................... 3

How do I see my Sales Based Availability? ............................................................................. 4

How to Log In to TescoLink Microstrategy ............................................................................. 5

Basic Navigation .................................................................................................................. 7

Landing Page Tab ................................................................................................................ 9

Line Page Tab ..................................................................................................................... 12

What else can I do with the Line View tab? .......................................................................... 15

Store View tab ................................................................................................................... 18

What else can I do with the Store View tab? ........................................................................ 22

Store SBA by Line tab ........................................................................................................ 25

What else can I do with the Store SBA by Line tab?.............................................................. 26

Help and Support .............................................................................................................. 37


What is Sales Based Availability and why is it important? Sales Based Availability (SBA) helps us understand our customers’ view of availability in store. We look at this view as a number, as our customers tell us about our availability every day by what they buy.

You can see an example below showing apples. The blue diamonds show sales throughout the day, which contribute to the apple’s rate of sale (ROS). When there are no sales after a long period of consistent sales, we know that the product is off sale and is likely to be out of stock.

We measure availability at the time our customers tell us it’s at its worst; 9pm. Focussing on evening availability gives us the best opportunity to improve our customers’ experience.

How is Sales Based Availability calculated and how do I know that it is accurate? Sales Based Availability (SBA) is a probability measure.

The SBA algorithm works out your product’s Rate of Sale (ROS) and then checks it against the actual ROS in stores at 9pm. If a product isn’t hitting its ROS at that time, the algorithm reports that the chances are this product is not available for customers to buy.

When you see SBA data by day, each day shows data from the previous week and the 6 weeks before, as an average. When you see data by week, it is the average of the 7 days from the previous week.

It’s worth noting that SBA data is updated on a Wednesday morning, so when it’s a Monday or Tuesday reference to a “previous week” will refer to the week before last.


To make sure this measurement is accurate we have CCTV cameras in store to look at stock in real time and we check the SBA correlates with customer measures such as Customer Viewpoint and Competitor Pulse.

All of this helps you have an accurate view of how available your products will be in store this week and supports your conversations with your Tesco contacts in Buying and Supply Chain.

Your SBA information can also be used by your field sales team, or yourself, to go out and check stores and see what may be impacting your measure. For example, you can check if your products are clearly displayed on the shop floor and have enough facings vs. customer demand.

How do I see my Sales Based Availability? You can see your Sales Based Availability (SBA) in TescoLink Microstrategy where there is a dashboard available for products within our Fresh Food, Packaged Products, Household, Pet Food and Health, Beauty and Wellness categories.

The ‘Sales Based Availability dashboard’ can display your products’ data in a number of ways and can be manipulated into graphs (visualizations) to spot trends. You can also drilldown to product by store data if there are any trends you are particularly interested in.

If you have used the Visual Insight suite of reports before, you will see very similar functionality available to you.

You can access the dashboard via TescoLink Microstrategy in the ‘Systems’ tab of the Tesco Partners Toolkit via: https://partnerstoolkit.tesco.com

Alternatively, access is still available via:


https://partnerstoolkit.tesco.com/



How to Log In to TescoLink Microstrategy

Access TescoLink Microstrategy via the ‘Systems’ tab of the Tesco Partners Toolkit via https://partnerstoolkit.tesco.com

or via direct link with: https://www.tescolink.com/reporting/MicroStrategy/servlet/mstrWeb

Enter your TescoLink user name and password and select the ‘LDAP Authentication’ option before clicking the ‘Login’ button.

https://partnerstoolkit.tesco.com/




The landing page of TescoLink Microstrategy will automatically show you the KPI Daily report and your notifications about changes to any of your cost prices or purchase orders. Even if you’ve only logged on to look at the ‘Sales Based Availability dashboard’, you should double check these notices.

From the KPI Daily page click ‘Availability’ on the left hand, dark blue panel to be taken to the current availability dashboards.

On this screen you will see:

Service Level Exceptions – Supplier to DC Service Levels Weekly Sales Based Availability (Fresh & Packaged)

Click on ‘Sales Based Availability (Fresh & Packaged)’ to continue.


Basic Navigation

The ‘Sales Based Availability dashboard’ has several navigational features you can use. These include:

1. Toolbar

The Toolbar has options including:

File o Allows you to create or open reports, save or export data, schedule data to be

sent to you and to view the dashboard’s properties. View

o Allows you to add or remove different panels to your current dashboard view Format

o Allows you to change the appearance of the dashboard. This includes a colour scheme to suit your preference.

Save o A quick link to save your work.

Add Data o A quick link to create a new report or view an existing dataset.

Insert Visualization o A quick link to add a new visualization of your data to the current dashboard.

Insert o A quick link to add other objects to the current dashboard including filters, text

and images. This can be useful if you want to present your current view in Presentation Mode.

Refresh o A quick link to refresh the data in your current dashboard.

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Presentation Mode o A quick link to present your current dashboard in full screen, much like a

PowerPoint presentation. To exit this view click the pencil icon in the same location you clicked Presentation Mode. This will return you to Edit Mode on your dashboard.

Share o Allows you to share your work with others, this includes by email and via the

generation of a link. Help

o In the Help menu you can find more information about the Dashboard, including videos that will help you get started with using Dashboards and a ‘Quick Tips’ option, which will remind you of the functions available to you on screen. To exit the ‘Quick Tips’ view, click anywhere on your screen.

2. Sales Based Availability message

This message is to remind you which data is available in the ‘Sales Based Availability dashboard’. Currently it will say:

“SBA data is available for Fresh and Packaged products only. Additionally, data is only returned where > 5 products are sold per day.”

3. Home button and week number

Click on the house icon to return to the TescoLink Reports menu.

You can also check the Tesco week number here.

4. Tabs

Along the bottom of your screen you will see 4 different tabs, each offer a different view of your data and will be covered later in this guide:

Landing Page o An overview of your SBA

Line View o A view of your SBA by product, by day, as an aggregation of the last 7 weeks of

data, as well as a view of just last week. Store View

o A view of your SBA by Tesco store, by day, as an aggregation of the last 7 weeks of data, as well as a view of just last week.

Store SBA by Line o A view of your SBA by product, by Tesco store, by week


Landing Page Tab

The Landing Page tab shows you 5 key pieces of information as an overview of your current Sales Based Availability (SBA)

1. SBA Weekly

This box shows your SBA as a weekly percentage. This percentage is based on last week’s information and the 6 weeks previous to that. The 7 weeks are aggregated to give you this measurement.

You will have an agreed target with your Tesco Supply Chain team to check your current weekly SBA against.

2. Gaps Weekly

This box shows you the total number of gaps by store combinations. For example, if you had 4 gaps each in 25 stores this number would show as 100.

A gap is defined as when the SBA algorithm determines your product is likely to be off-sale.

3. Range Weekly

To help contextualise your Gaps Weekly number, this box shows you your total weekly range. This is the total count of store-products ranged where the Tesco’s sales forecast is more than 5 per day. For example if you have 25 products in 400 stores that are open 7 days a week, and all are forecast to sell more than 5 per day, then this would show as 70,000. But as some

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stores can be closed on certain days of the week and some store-product’s sales forecasts are below 5 per day, then then range is likely to be a lower number than 70,000.

By looking at the Gaps Weekly and Range Weekly figures you can see a topline view of how available your products are in store; your SBA

For example, if your Gaps Weekly is showing as 100 and your Range Weekly is showing as 10,000 your SBA would be 99%

In the image provided the SBA is 93.4% as the gaps are accounting for 6.6% of the range.

4. SBA Daily

SBA by day can be seen in this box as a graph to help you see which day(s) during the week your availability may be dipping.

On this graph the days are represented as 1 (Monday) to 7 (Sunday) and each day’s SBA percentage is calculated as an aggregate of the previous 7 weeks’ days.

Note: If you are looking at this graph on a Wednesday, for example, the data for days 1 and 2 (Monday and Tuesday) are from last week and the 6 weeks previous to that, rather than from yesterday and the day before.


5. Gaps Daily

In the Gaps Daily graphs you can see both your gaps by day (blue) and your range by day (red) to help you see why your SBA daily percentages may be higher or lower on certain days.

If your SBA has dropped on a particular day, you are most likely to see a spike in the blue line, showing that your gaps increased. You can then check the red line to see that number against the range in store for that day for context.

If your SBA is higher on a particular day, you are most likely to see a dip in the blue line, showing that your gaps decreased. You can then check the red line to see that number against the range in store for that day for context.

On this graph the days are represented as 1 (Monday) to 7 (Sunday) and the gaps and range are calculated as an aggregate of the previous 7 weeks’ days.

Note: If you are looking at this graph on a Wednesday, for example, the data for days 1 and 2 (Monday and Tuesday) are from last week and the 6 weeks previous to that, rather than from yesterday and the day before.

After looking at the information on the Landing Page, you may want to drill down to further understand your current SBA. You can do that by looking at the ‘Line View’, ‘Store View’ or ‘Store SBA by Line’ tabs.


Line Page Tab

The Line Page tab allows you to see your SBA percentages by line, by day as an aggregate of the last 7 weeks and also by line for just last week. We have hidden sensitive details of products in the picture, but by default you will see:

1. Sales Based Availability by Day of Week

This visualization is the same as the SBA Daily graph on the Landing Page tab. It displays an overview of your daily SBA % where day 1 is Monday and day 7 is Friday. The graph is shown to help contextualise the line level data displayed below it.

2. Line Detail – Each Day of the Week

On the left hand side of the ‘Line Detail – Each Day of the Week’ box you can see the Base Product Number (TPNB), Product Description and Category of each of your products.

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When you hover over any column heading a down arrow will be visible. Click this arrow for additional options for what you can do with the data including:

Sort ascending or descending Drilldown into more detail The ability to add or remove columns

As you explore this tab you will find features that suit how you want to view your data.

On the right hand side of the ‘Line Detail – Each Day of the Week’ box you can see each product’s SBA % by day. These percentages are an aggregate of last week’s data, plus the 6 weeks before that, to give you a predicted SBA for this week. In this table day 1 is Monday and day 7 is Sunday.

If you have particular products that are high priority for you, this is a good place to see if they are having an impact on your overall SBA for the week.

For example, in the ‘Sales Based Availability by Day of the Week’ visualization Day 6 (Saturday) is showing a dip in SBA %, by hovering over Day 6’s Daily SBA heading in the ‘Line Detail’, you can sort the figures in Ascending order to see which lines have the lowest SBA %.

You can then check to see if those are priority lines that are currently being looked at, or whether action needs to be taken to understand why the SBA % may have dropped.

If you were to see a particular day peak in the ‘Sales Based Availability by Day of the Week’ visualization, you can sort that day of the week in the ‘Line Detail’ table in descending order to see which products have the highest SBA % for the day.


What does it mean if a day’s SBA is showing as blank?

Some values may be blank. This could be because the product is not ranged (e.g. de-ranged, or store closes on Sundays so doesn’t “range” any products on that day), or it could be because the SBA model doesn’t have enough data to calculate an accurate enough value (e.g. when we expect to sell less than 5 singles for store-product-day, this is the case, and no availability number is calculated).

3. Line Detail – Last Week Only

On the left hand side of the ‘Line Detail – Last Week Only’ box you can see the Base Product Number (TPNB), Product Description and Category Area of each of your products.




On the right hand side of the ‘Line Detail – Each Day of the Week’ box you can see each product’s Weekly SBA % based on last week’s data only.

This allows you to check the aggregated daily SBA % figures against an overall SBA for last week. This is particularly helpful if you’ve recently taken action on a line, as you’ll be able to see if it has had an impact for customers.


For example, two weeks ago you may have identified your SBA % is lower than you’d like it to be and have taken action. You can see that your overall SBA% has been improving, but the ‘Line Detail Each Day of the Week’ data is still showing a lower SBA %. This is because it is an aggregate of the last 7 weeks. You can therefore sort the Weekly SBA column in descending order in this box to see which lines are driving your overall SBA % improvement

You can use this box to see which of your lines you may need to keep an eye on based on last week’s data, while being able to compare it back to the overall aggregated SBA %.



What else can I do with the Line View tab? The great thing about all of the Tabs in the ‘Sales Based Availability Dashboard’ is that they are easily customisable. Don’t be afraid to explore what happens when you change settings as you can always use the ‘Undo’ function at the top left.

Here is an example of how to further drilldown into the data. It works on the Store View tab too.


Explore the graph

Explore the graph by right clicking a data point and selecting ‘Show Data’

‘Show Data’ will open a box which will allow you to include or exclude a variety of information. Click on the ‘+’ to see what’s available.

You will be offered a list of attributes and metrics to explore. Select the ones you’re interested in and click ‘OK’


You’ll then be able to see the data for that day based on the attributes on metrics you chose. In this example ‘Store Format’ was selected.

In this example ‘Store Format’, ‘Product Area’, ‘Daily Range’ and ‘Daily Gap’ were chosen. This quick way of viewing data can be really useful to drilldown into the graph.

When you click ‘Close’ you’ll be returned back to the original graph.


Store View tab

The Store View tab allows you to see your SBA percentages by Tesco store, by day as an aggregate of the last 7 weeks and also by store for just last week.

1. SBA by Day of the Week (Breakdown by Format)

This visualization is a view of your SBA by store format where day 1 is Monday and day 7 is Sunday. This lets you see if there is a particular format of store that has a higher or lower SBA % and if there’s a trend based on the day of the week. It will also help contextualise the store based information in the tables below it.

You’ll see store formats represented by coloured lines:

Blue – Express format Red – Extra format Green – Metro format Orange – Superstore format

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2. Store Detail – Each Day of the Week

On the left hand side of the ‘Store Detail – Each Day of the Week’ box you can see the Retail Outlet Number, Store Name and Store Format of each store your product is ranged to.




On the right hand side of the ‘Store Detail – Each Day of the Week’ box you can see each store’s SBA % by day. These percentages are an aggregate of last week’s data, plus the 6 weeks before that, to give you a predicted SBA for this week. In this table day 1 is Monday and day 7 is Sunday.

If you have particular stores that are high priority for you, this is a good place to see what their stock availability is predicted to be.

For example, in the ‘SBA by Day of the Week (Breakdown by Format)’ visualization Day 6 (Saturday) is showing a dip in SBA % in all formats except Express. To look at just the other 3 formats, you can Exclude Express by right clicking on an ‘Express’ in the Store Format column and selecting ‘Exclude’ from the menu.


You can then use the ‘Advanced Sort’ feature to sort the Store Detail table first by Store Format and then day 6’s SBA to Ascending Order. The result will show you which stores in each format are contributing to the dip in day 6’s SBA %

First, left click on the arrow on the ‘Store Format’ column heading and choose Advanced Sort.

Next, set Order 1 to sort by Store Format ‘Descending’ or ‘Ascending’, depending on your preference, and Order 2 to ‘6: Daily SBA Ascending’.

Click on ‘OK’ to finish.

The resulting table will then show you which stores may need to be looked into further.




3. Store Detail – Last Week Only

On the left hand side of the ‘Store Detail – Last Week Only’ box you can see the Retail Outlet Number, Store Name and Store Format of each store your product is ranged to.




On the right hand side of the ‘Store Detail – Last Week Only box you can see each store’s SBA % by day based on last week’s data only.

This allows you to check the aggregated daily SBA % figures against an overall SBA for last week. This is particularly helpful if there has been a particular focus on a store or format last week so that you can see if that action has helped.


For example, together with your Tesco Supply Chain contact, you may have focused on improving availability in the Express format, so you can create a view showing just Express stores by using the ‘Exclude’ function to remove all other formats, and sort the Weekly SBA column in a Descending order to help see which Express formats are showing the highest SBA %s. To exclude right click on each format type that is not Express and select ‘Exclude’.

What else can I do with the Store View tab? The great thing about all of the Tabs in the ‘Sales Based Availability Dashboard’ is that they are easily customisable. Don’t be afraid to explore what happens when you change settings as you can always use the ‘Undo’ function.

Here is an example of how to create a view of the ‘SBA by Day of the Week’ graph. It works on the Line View tab too and can be completed in the usual, minimised view of the graph.


Go to the top right of the graph and click on the arrow.

From the menu select ‘Maximize’ to make your view of the graph larger.

For better context of the data on the graph you’re able to add trend lines and reference lines. In this example we will add a reference line to show the average SBA.

On either side of the graph is an area of blank space, highlighted in the example by blue outlines, right click anywhere in this space to see the ‘Grid Line’, ‘Enable Trendline’ and ‘Add Reference Line’ options.

Click on ‘Add Reference Line’ and then ‘Average’. This will add a black line to represent your average SBA. If you’d rather add a different type of reference line, click on the undo arrow on the top left and return to add a different visualization.


Next, you can add data labels (this works in the minimised view too). Right click anywhere on the graph, select ‘Data Labels’ then either ‘Only Text’ or ‘Only Value’ depending on what you’d like to display.

In this example we’ve added ‘Only Value’ data labels. This is now a simple, but useful view of the data that can be shown to colleagues either in presentation mode, or as an image added into your own presentation.


Store SBA by Line tab

The ‘Store SBA by Line’ tab is a highly versatile tab designed to give you a table of the overall weekly SBA % and allow you to manipulate your view of the data based on trends you’d like to look at. We have hidden sensitive details on the products, but as a default you will see:

Base Product Number (TPNB) Product Description Category Area Retail Outlet Number Store Name Store Format Weekly SBA

By using this view you can see what the Weekly SBA % is in each store.

Please note that SBA is more accurate the more the data is aggregated. So ideally we look at a product aggregated over all stores, or a store aggregated over all products. When looking at individual store-product SBA, the data may be a little “noisy”, particularly for slower selling products. Please be aware that the further you drilldown the more variance you may see between predicted SBA values and actuals.


What else can I do with the Store SBA by Line tab? This tab has been built for you to create your own drilldowns and visualizations of the data available. We encourage you to explore all the different options available to find views that work for you.

At the top of the dashboard there are 3 icons that give you access to additional options:

1. Add Data

The ‘Add Data’ icon allows you to add additional data to your SBA dashboard so that you can further enhance your view.

Adding a new report

When you click on ‘Add data’ the ‘Report Editor – New Dataset’ box will open. From this box you can add information from other sources, including TescoLink Microstrategy reports.

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To retrieve data from other sources in TescoLink Microstrategy select ‘Metrics’ from the drop down box and you will see the reports available within TescoLink Microstrategy. You can expand the reports to see all of the different metrics available and drag and drop them into the box on the right. When you are happy with the metrics you have added, click on ‘Add’.

When extra metrics are added they will appear on the left hand side of the dashboard in a list called ‘Dashboard Datasets’.

You can drag and drop any metric from the ‘Dashboard Datasets’ into your view, including the new metrics you have just added.


Adding an existing dataset

When you click on ‘Existing Dataset’ the ‘Select Existing Dataset’ box will open. From this box you can add information from existing reports held within the SBA dashboard such as reports shared by colleagues or reports you have previously saved.

To open one of these datasets click on the dropdown menu and select either ‘Shared Reports’ or ‘My Reports’. Choosing either option will display the reports available for you to use. When you have found the report you wish to add, click on its name and then click on the ‘Select’ button at the bottom of the box.

When your existing report is added, its metrics will appear on the left hand side of the dashboard in a list called ‘Dashboard Datasets’.


You can drag and drop any metric from the ‘Dashboard Datasets’ into your view, including the ones from the report you have just added.

2. Insert Visualization

The most dynamic feature of the SBA dashboard is the ability to add your own visualization to a set of data you have selected.

To add a new visualization click on the ‘Insert Visualization’ icon. This will add a new panel to your view of the SBA Dashboard.

You are able to move this panel to different locations on your dashboard, depending on your preference. To do this, click on the panel and drag it to a new location on your screen. This can be done at any point, so if you find you have built a visualization that isn’t suited to be viewed in portrait, you can move it to be landscape and vice versa. You can see some examples of where you can display the visualization panel below:


To create a new visualization in the empty panel click ‘View’ at the top left and select ‘Datasets Panel’ from the drop down menu. This will give you a series of metrics you can select from.

Next, drag and drop the metrics you’d like to see into the empty visualization box. You can choose them in in any order as you can rearrange the order by dragging and dropping at any time. The result will be a table of information similar to the example above.


To turn the table into a more visual representation, go to the top right of the visualization box and click on the small down arrow. This will open a menu containing lots of different options for your data. The first option is ‘Change Visualization’. Click ‘Change Visualization’ and you will see a large menu, as in the example above, which offers you a wide variety of visualizations.

At this point we recommend you explore the options available and find the best ones for you and the dataset you’d like to look at. For example, above is an example of sales based availability, weekly gaps and weekly range by category and store format as an interactive ‘D3 Circular Heat Chart’. This visualization changes as you hover over different sections, displaying a summary relevant to what your mouse cursor is pointed at.

Please note that not all visualizations will be appropriate for all combinations of data. If you’re not happy with a visualization you can click the undo arrow at the top left hand corner of the dashboard. You can also use the menu to quickly swap to another view.

Once you are happy with the new visualization, you can either drilldown into the ‘Sales Based Availability of Products in Stores’ panel for more context, add a new visualization or save the current view to return to later.


3. Insert

The ‘Insert’ icon gives you quick links to some of the dashboard’s most used options.

Visualization

Choosing the ‘Visualization’ option will add a new visualization panel for you to use. For suggestions on what you can do with this panel, please see the Insert Visualization section of this guide on the previous page.


Filter

Choosing the ‘Filter’ option adds a filter panel to the top of your data. From there you are able to select drilldown into the SBA data by first selecting a target value. For example, if you would like to view stores based on how near (or far) a product’s sales based availability is from 100% go to the ‘Datasets panel’ on the left and drag and drop ‘Weekly SBA’ into the newly added filter box.

The next step is choose the target you would like to base your filter on. In this example we will use an SBA score of 100%. To choose the target, click the ‘Select Target’ button on the top right and then click a score of “100%” in the ‘Weekly SBA’ column of the ‘Sales Based Availability of Products in Stores’ panel. Click the ‘Apply’ button to finalise your selection.

The filter panel will look like the picture above with a filter range between the data’s lowest score, in this case 1.3%, and the target value selected earlier of 100%. The filter is a slide bar, allowing you full control of the range of data you would like to see. Some examples are below:


The image above shows the filter bar moved to the middle with the number immediately above it showing exactly which data is now filtered from view. In this case the remaining data visible is of stores where the product displayed on the left hand side has an SBA of 50.4% or higher.

The image above shows the filter bat moved much further along and therefore only displaying data for stores where the product displayed on the left hand side has an SBA of 96.4% of higher.

You’re able to choose any metric from the ‘Dataset Panel’ as a filter, so please experiment to find what filter work best for you.


Text

If you would like to add text to the top of your view, you can use the ‘Text’ option to insert a text box. As with all additional panels you add, you can move the ‘text’ box to be to the left, right, above or below the ‘Sales Based Availability of Products in Store’ panel.

Image

If you would like to add an image to your view, for example if you are planning to use the dashboard to present a set of data with a photograph taken in store for context, the ‘Image’ option will open a box to type or paste in a URL. Click the ‘OK’ button to add the image to the dashboard. As with all additional panels you add, you can move the ‘image’ box to be to the left, right, above or below the ‘Sales Based Availability of Products in Store’ panel.

HTML Container

To further enhance your dashboard you may wish to add an HTML Container. There is an iFrame and HTML text option so that you can choose the one best suited to you. To switch between them, click on their respective buttons on the top right of the ‘HTML Container’ box. You can then paste or type into the box. When you are finished, click the ‘OK’ button. As with all additional panels you add, you can move the ‘HTML Container’ box to be to the left, right, above or below the ‘Sales Based Availability of Products in Store’ panel.


Help and Support For technical support with the Sales Based Availability Dashboard, please contact:

[email protected]

For support with your products’ data or to what you should be doing next to take action on any predicated SBA scores, please talk to your Tesco Supply Chain contact.

For support with the Tesco Partners Toolkit, please contact [email protected]

For further training on topics at Tesco, please visit:

www.tescosuppliertrainingessentials.com

mailto:[email protected]

mailto:[email protected]

http://www.tescosuppliertrainingessentials.com/

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