Compliance Management

Transcription

1 Compliance Management Vendor University Webinar Series Revised 09/08

2 Agenda Session 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 Summary

3 Session Objectives This 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.

4 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

5 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.

6 Compliance Management Requirements ALL appeals must be submitted in DPS during the appeal window. No appeals are accepted outside of the DPS appeal window.

7 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

8 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.

9 ETA Management Certification A vendor receives a CERTIFIED status when achieving both Delivery and Fill Rate performance standards at, or above, 95% for a rolling 13-week period. Weeks flagged as CERTIFIED will have no chargebacks passed to the vendor. Certification is a weighted calculation, based on $s. Approved appeals positively affect performance ratings. Certification is recalculated weekly

10 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

11 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

12 ASN Integrity Program Overview This 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

13 Accessing DPS Click on the DPS link available on the Toys R Us vendor extranet at 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

14 DPS Dashboard Getting Started The 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.

15 Reviewing Infractions The first step for effective compliance management is to review new infractions. To start, click on the new infractions link.

16 Reviewing Infractions Once the Infractions link is clicked, the Vendor Infractions Screen will appear. To drill into your infractions list, click the vendor name link.

17 Reviewing Infractions Once the List Infractions Screen appears, you may drill into an individual infraction to review the details. To drill, simply click the infraction link.

18 Exporting Infractions BEST 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.

19 Infraction Details ETA Management Type Reason Description Delivery Non- Complian ce Fill Rate Non- Complian ce Early Receipt (Prepaid) Late Dlvry-Appt Request (Prepaid) Late Dlvry-Req Dlvry Dte (Prepaid) Late Routing Request (Collect) Late Load Avail Date (Collect) Open Quantity (Prepaid) Open Quantity (Collect) Over-Shipment Merchandise appointed before the ETA week Merchandise appointed after ETA week and appointment request was not by Tuesday of the ETA week. Merchandise appointed after ETA week and carrier/vendor requested a delivery date outside the window. Routing Request was not submitted 3 business days before the ship date on the purchase order. 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. A qty less than item order qty was received. An open order qty still exists. A qty less than item order qty was received or shipped. A unit count over the item order qty was received.

20 Infraction Details Screen ETA Example Infraction Description Infraction Details

21 Subline Details Screen ETA Example Subline Details - Prepaid/Collect

22 Infraction Details ASN Integrity Reason Description No ASN for receipt DC No ASN for receipt Store An error-free ASN was not available for receiving at the DC. 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.

23 Infraction Details Screen ASN Example Infraction Description Infraction Details Status Change

24 Submitting An Appeal Appeal Guidelines The DPS application provides users with the ability to attach the following documents to an appeal: Notes: Word Document Excel Document PDF Document.JPG Outlook Message 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.

25 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. Subjec t ASN Compliance Reason NO ASN FOR RECEIPT Vendor Appeal Matrix** Mandatory Appeal Documentation 1. Reason for Appeal 2. ASN ID (BSN02) from transmitted ASN 3. Date ASN Transmitted 4. Date Functional Acknowledgement Received ASN ETA ETA ETA ETA ASN RECEIVED LATE DELIVERY NON-COMPLIANCE (PREPAID) FILL RATE NON-COMPLIANCE (PREPAID) DELIVERY NON-COMPLIANCE (COLLECT) FILL RATE NON-COMPLIANCE (COLLECT) 1. Reason for Appeal 2. ASN ID (BSN02) from transmitted ASN 3. Date ASN Transmitted 4. Date Functional Acknowledgement Received 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) 1. Reason for Appeal 2. TRU DC signed Bill of Lading (POD) 3. Packing List 1. Applicable request # from VRTS system. (not routing id) 2. Date of routing request. 3. Date load available for pickup. 1. Applicable request # from VRTS system.(not routing id) 2. Date of pickup. 3. Collect driver signed BOL. 4. Packing List

26 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.

27 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.

28 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.

29 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.

30 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.

31 Submitting An Appeal After clicking search the Appeal All button will appear. Normal appeal steps apply after clicking Appeal All button.

32 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.

33 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

34 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

35 Summary Session 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