Christmas & Summer Information Pack October 2017
Hi Everyone, The Christmas and Summer trading period is a key time of the year at Coles and presents a fantastic opportunity to delight and inspire our customers. We know that working closely with our Supply Partners, to plan and execute well, is fundamental to our mutual success, and to ensuring that we provide a great customer experience throughout this exciting trading period. To help facilitate better planning and to ensure our expectations are very clear well ahead of time, we ve put together this supplier information and easy-reference pack. Across the following pages you ll find details on timelines, ordering, bookings, deliveries and key contacts for the Summer period. Building on the successes and learnings from previous events, Coles are committed to providing: Early and strong supplier engagement to drive Availability, Freshness and Quality. Close collaboration to improve forecast and order plan accuracy Optimised DC opening hours and clarity around delivery rosters Our expectation of our Suppliers is to also build on the learnings from past events, ensuring that: The Customer is central to every plan and decision. Robust plans are developed and shared with counterparts. Production, transport and customer service coverage is maintained throughout the period. Any changes to systems, providers or infrastructure are communicated to the Coles Supply Chain Team. The degree of planning and engagement that I ve seen so far gives me great confidence that we will deliver a fantastic Summer trading period for our customers this year! Thank you for your strong and continued support. Kevin Gunn General Manager - Supply Chain kevin.gunn@coles.com.au
Timeline & Key Dates Nov 9th Nov 18th Nov 30th Dec 7th Dec 19th Dec 25th Dec 26th Christmas Week sales forecast review completed Supplier Rosters updated in Coles Systems Christmas Week 35 day order plan available on Supplier Portal New Year 35 day order plan available on Supplier Portal Australia Day order plan available on Supplier Portal Christmas Day - Stores closed Promotional display quantity drop into systems for Australia Day & Back to School Cross dock rosters to be confirmed Promotional display quantity drop into systems for Christmas The Team are working hard to ensure that the upcoming Christmas and Summer event is our most successful to date. We know that we can only succeed in close partnership with our suppliers and we ask for your support in these specific areas: What are the Team doing? Earlier engagement, forward-planning and communication with all suppliers Continuing to drive consistency in our ways of working Locking in DC opening hours and dates well in advance to allow for better transport planning Investing in improved functionality in our forecasting systems Working to limit manual interventions and changes wherever possible What are we asking of our Suppliers? Early and proactive communication/escalation of issues and solutions, with real mitigation plans in place for planned high-risk activities 98% DIFOT performance throughout Christmas/ Summer period Strong focus on public holiday recovery Collaboration where needed on forecast Align to Coles Christmas/Summer plan (rosters, orders plans, DC dates, etc) Robust transport plans in place, supporting delivery through all key DC operating dates Coles Collect To build on our best Christmas last year, it is important that Coles Collect Customers adhere to the shipment cut-off and additional lead timelines. One Net Shipment Cut-Off Times Reminder that our One Net Shipment Creation Time needs to be adhered to throughout peak. Please ensure that One Net Shipment is raised by: 9am for local transits 11am for line haul transits If you are unable to make these timelines, contact colescollect@coles.com.au for support. Additional Lead Time & Transit Time m Coles Collect will provide a detailed guide in mid- October to understand how all public holidays Across the Christmas period will impact: Order placement lead time Shipment creation lead time Additional transit time Please reach out to your Coles Collect Account Manager for any assistance in Christmas Planning.
DC Opening Dates Western Australia South Australia Victoria New South Wales Queensland TAS 9615 9615 9615 9521 9521 9521 9348 9348 9319 9321 NDC 9250 9288 9266 9216 NDC 9237 9414 9418 9484 9484 9711 05 06 Thur 07 Fri 08 Sat 09 Y Y Y Y Y Y Y Y Y Y Y Sun 10 Y Mon 11 12 13 Thur 14 Fri 15 Sat 16 Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Sun 17 Y Mon 18 19 20 Thur 21 Fri 22 Sat 23 Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Sun 24 Y Y Y Y Mon 25 26 Y Y Y Y Y Y Y Y Y Y Y Y 27 Thu 28 Fri 29 Sat 30 Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Sun 31 Y Y Y Y Y Y Y Mon 1 Y 2 3 Thur 4 : Ambient : er : Frozen Meat, Milk and Flow-through will continue to operate on normal days with the exception of Christmas Day.
Inbound Booking On line Bookings Available 24/7 at: www.c3reservations.com/coles This year, the inbound booking process is even better. We have capacity for the planned increase in volume. To ensure smooth flow of goods, please ensure you: Make bookings as early as possible, including for orders processed over the holiday period Register at: www.supplierportal.coles.com.au Delivery & Receipt Include your contact details on the booking for any reservations past the due date. We all want to avoid costly delays at DCs, especially at peak times and one simple opportunity to improve turnaround times is to prepare loads and paperwork in a way that allows DC Teams to receive your delivery more efficiently Suppliers and carriers can greatly assist smooth processing at our DCs by ensuring that: 1. All drivers have been inducted at all relevant sites 2. Loads are secured safely and appropriately 3. Drivers wear all required safety clothing 4. Drivers have correct booking and PO details on hand 5. Vehicles arrive within the On Time delivery window 6. Drivers provide only the relevant, required paperwork: Two copies of the Invoice/Delivery docket Two copies of the Pallet Docket (with Coles DC as receiver) Please remove paperwork from envelopes ready for inspection Timeline & Key Dates We know that having accurate Supplier Rosters for peak periods is imperative and poor management of rosters through Christmas and Summer can cause significant supply disruption to our stores and our customers. Suppliers need to review and closely manage their rosters with their production, distribution and transport teams (include any third party carriers) and keep in mind the following points: 1. Any roster changes must be made no later than November 10, 2017. 2. Roster changes should be by exception, but where they are necessary: The frequency of inbound should not change Minimum lead-times need to be taken into account Rosters must be consistent with DC opening dates 3. Rosters should be validated with all parties to ensure clarity/accuracy. Consider: When are orders being placed? When are the carriers collecting loads? Can target delivery dates be accommodated (especially interstate loads)?
Supply Standards To ensure safe and efficient flow of product though our DC network to stores, it is crucially important that all inbound cartons, pallets and loads comply with the Coles Supply Standards. Through peak periods such as Christmas, we typically see an increase in the volume of defects and non-conformance issues, leading to a spike in rejected loads and rejected pallets. We ask for your support in placing particular focus on these issues this year to ensure we can reduce or eliminate these instances, which are costly for all parties, have safety implications for our teams, and risk affecting service to our stores and customers. Last Christmas, the four most prominent issues were: 1. Pallet stretch-wrapping issues Pallet wrapping is the highest-volume issue reported across the Coles DC network annually and causes unnecessary rework for our DC Teams (re-wrapping pallets to mitigate safety risk.) Coles stipulates that each pallet being presented to our DCs must be safe, stable and secure as the top priority. Wherever pallets are presented with stretch wrap, please ensure that this is always applied in a safe, compliant and consistent manner. 2. Load Stability Issues The safety of products being presented to the Coles DC network requires careful and diligent management to ensure risks are mitigated, both for our Suppliers and DC Team Members. Appropriate load restraints can assist in mitigating this risk. Additionally, the way that cartons are stacked onto pallets for transportation can reduce the risk of cartons being crushed, causing leaks and damage to products. Coles advocates Interlocking Palletisation. 3. Product Life Issues We are committed to delivering the freshest, highest quality products to our customers, and product life management is a core priority. Given higher temperatures around the country at this time of year, we ask that you and your transport providers assess refrigeration and Cold Chain Management, and make every effort to ensure adherence to our standards in this crucial area. Likewise, please review production, storage and transport plans to ensure that changed schedules do not negatively impact shelf -life for customers or breach Minimum Life On Receipt (MLOR) expectations. 4. ASN Issues ASNs need to be received by Coles prior to the arrival of stock to the DC to facilitate efficient electronic receipt. Please check your batch processes to ensure that accurate ASNs are always sent well in advance of the stock arriving. Your ASN may be rejected if it does not contain correct Use-by or Best Before date information. The Coles System contain a flag to identify whether Use-by or Best Before dates apply to a particular product; please ensure that you incorporate accurate date codes for any applicable products within your range. Where possible, we recommend sending ASNs during business hours to allow our ecommerce Team to more effectively support you should ASNs be rejected or require review.
Christmas Planning Checklist Please remember to: Provide the Team with your updated contact list for the Christmas/Summer period Review your promotional activity with your Coles Category Manager & Supply Planner (including PDQs) Review promotional forecast and Christmas/Summer uplift with your Coles Demand Planner Communicate any closure dates(e.g. productions, transport, customer service) with your Coles Supply Planner. Complete your delivery rosters in line with your operating dates and Coles DC operating dates: For non- VRP suppliers, please complete and submit the Public Holiday Roster template For VRP suppliers, please ensure your Public holiday roster file is reviewed and amended Review C3 booking procedure and times with your relevant Team Members and third party carriers Review 35-day Order Plan, confirming: Order dates (aligned with your customer service hours); Delivery days (aligned with your transport and Coles DC opening dates/hours); Planned volumes are available 35 days out Lead time accuracy (is there sufficient time between order and delivery dates, allowing for public holidays?) Communicate with your teams especially new team members, new transport providers seasonal staff to help ensure understanding of Coles inbound requirements (including Supply Standards, booking process, paperwork requirements, on time delivery etc) to limit rejections and ensure supply to store and customer is not disrupted. For DSD (Direct Store Delivery) suppliers, please also ensure that: Supplier portal DSD rosters are updated (so that stores have visibility of accurate order/ receipt days). Availability on Boxing Day and New years Day is supported with deliveries covering these trading days. Meetings with relevant Store Department Managers are held in November, allowing plans for key weeks to be agreed in advance