Safeway Country of Origin Labeling (COOL) Retail Training Job Aid: 'COOL Database'

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1 A key component for COOL is to ensure that Safeway provides country of origin details for our seafood customers via the on-package scale label and pin tag disclosures. As you learned in Module 6 'Scaling Product,' a number of changes were added to the scale application to support Safeway's requirement to provide consumer notifications and facilitate an audit trail. The law requires that we provide the customer with country of origin details at the time of product selection. Additionally, we must have a mechanism in place to demonstrate the accuracy of the scale label disclosures. For this reason, we have the requirement to record on each scale label a tracking number. This tracking number will be utilized to identify the original source documents utilized by the store to provide the subsequent scale label disclosure. The source documents retained in your COOL file cabinet are an integral component to the supply chain documents to validate the accuracy of the COOL disclosure and to verify employee compliance. To support the necessity for compliance reviews internal to Safeway, we developed monitoring reports that retail management will utilize to coach and direct employees as needed for corrective action. The reports in question are accessed via your store Intranet web page under a section entitled, "COOL Scale Reports." At this web page location, you will find three reports designed to provide retail store management and internal compliance review personnel with the ability to review your COOL scale inputs. The goal of these reports is to validate the accuracy and consistency of the label information. It is essential the Safeway retail management regularly review the employee inputs on their scale labels as this is an integral component to achieve Safeway compliance with this law. The consequence of inaccurate or unverified disclosures may result in penalties and fines to Safeway, up to a maximum of $10,000 for a willful violation. In addition to creating three reports to support internal monitoring, a separate report has been created for store management to provide external reviewers or USDA auditors upon request. When addressing an external inquiry the report entitled, "COOL Scale Log - External Inspector Audit" is the only Safeway approved format for public distribution for COOL information labeled within your store. Access to the COOL Scale Reports menu is only available via the Safeway Intranet web pages. From your home page, the menu path is: 1) Meat & Seafood Departments 2) Reports 3) COOL Scale Reports (each of the underlying titles is an active link to the subject report) COOL_Database.doc 1 01/13/05

2 1) Safeway Intranet 'Store Home Page' 2) Meat & Seafood Departments COOL_Database.doc 2 01/13/05

3 3) Reports Safeway Country of Origin Labeling (COOL) Retail Training To select a particular report option, you should 'CLICK' on the active link and it will display the report details utilizing Crystal reports. Navigation and icon usage within this report is similar to other Safeway standard store reports generated via Crystal reports. To confirm functional use for each of the icons, navigate your mouse pointer over the icon and hold for ten seconds to display the function of the object. COOL_Database.doc 3 01/13/05

4 Report option: 1 'COOL Scale Log - External Inspector Audit' This report should be utilized to respond to external reviews of the COOL disclosures provided by Safeway via our scale product labels. This report summarizes daily volume activities for the last seven working days segregated by specific UPC code (System 2 UPC code). Entries contained within each day's activity reflects the different variables of COOL details for a given day, based upon differences in production steps, countries or tracking numbers. Once you have selected a particular day's activity the resulting document (Page 2) is the only document to provide to external reviewers. COOL_Database.doc 4 01/13/05

5 Report option 2: 'COOL Scale Log - Sorted by Date' This report would be appropriate to review an activity listing for all of the COOL products scale labeled for a specific date sorted by UPC Code (System 2 UPC code). The report illustrates for a specific UPC code the various COOL disclosures made for products with differing production steps, countries of origin or tracking numbers. This report would be utilized to validate the appropriateness of the various COOL disclosures for a given day's production. Report option 3: 'COOL Scale Log - Sorted by Tracking Number' This report segregates COOL products scale labeled for the last seven days that utilized a common tracking number. The report illustrates for a specific tracking number the various COOL disclosures made for products with differing production steps, countries of origin or tracking numbers. This report would be utilized to validate the appropriateness of the various tracking numbers utilized for a given day's production. COOL_Database.doc 5 01/13/05

6 Report option 4: 'COOL Scale Log - Sorted by UPC' This report segregates COOL products scale labeled for the last seven days for a common UPC code (System 2 UPC code). The report illustrates for a specific UPC code the various COOL disclosures made for products with differing production steps, countries of origin or tracking numbers. This report would be utilized to validate the appropriateness of the various tracking numbers or COOL disclosures for a specific UPC code for a given day's production. For ease of use and store management review, it is recommended to print 'Report option 2: COOL Scale Log - Sorted by Date' for the department manager's weekly review and collating for subsequent monthly review by the store manager. This report will facilitate identification of COOL disclosure patterns for a given day and correlate this to employees working on that day performing scale labeling functions. It is recommended that the department manager retain 4 weekly copies, initial each report and provide it to their store manager for review. Any inconsistencies noticed in reporting patterns or COOL disclosures should be addressed immediately via subsequent employee review of the COOL web based modules and/or additional coaching and monitoring provided by the store management personnel. COOL_Database.doc 6 01/13/05