QA Alert Portal User Guide for Grocery & Wine Boutique Operators

Transcription

1 QA Alert Portal User Guide for Grocery & Wine Boutique Operators 1

2 Document Revisions Date Version Number Author Comment May 23, Eddie Chan May 25, Eddie Chan Incorporated feedback from Leanne Rhee June 12, Eddie Chan Incorporated feedback from Pilot Test grocers 2

3 Table of Contents Table of Contents 1 Overview Portal Prerequisite High Level Process Overview Responding to an LCBO QA Alert: Step by Step Application Support

4 1 Overview At the LCBO customer and employee safety remains at the forefront of everything we do. LCBO s QA Alert is a portal developed to expeditiously notify LCBO retail stores and wholesale business partners, including Agency, Duty Free, Grocery and Wine Boutique operators, when a defected product(s) has been identified. QA Alert provides detailed instructions to Grocery and Wine Boutique operators on how to handle the defected product(s) for full compliance. QA Alert is designed to integrate LCBO product recall requirements into grocery and wine boutique operators internal systems for an efficient and streamlined process. Grocery and Wine Boutique head offices are responsible for reporting on behalf of their corporately owned stores and distribution centres. Owners of franchisee locations are responsible for reporting for their own stores unless corporate franchisor has expressly assumed responsibility for franchisee locations. 2 Portal Prerequisite Below are the requirements in order to use the QA Alert portal. Component Minimum requirement Hardware PC or Laptop running Window OS 7 or higher IPad Supported Browser Internet Explorer 11 or higher Chrome Network Access Ability to reach Network speeds Download speeds: > 8 Mbps Upload speeds: > 3.5 Mbps LCBO user id and password which will be provided by The following information is required in order to obtain the LCBO user id and password. LCBO IT Service Desk A valid address Assigned LCBO customer id Note: Upon receiving the id and password, please go to to create a SOS profile so you can change your password. Please refer to the Remote Password Reset User Guide provided by Grocery Operations. A copy of this user guide is available on the Grocery Operations website at 4

5 3 High Level Process Overview The schematic below illustrates the macro QA Alert process flow. Figure 1 - High Level Process Overview 5

6 4 Responding to an LCBO QA Alert: Step by Step 1. Upon receiving an LCBO QA Alert , follow the specific instructions as outlined in the . Below is a sample snapshot of the sent to grocery and wine boutique head offices and grocery franchisee locations. Figure 2 - Sample QA Alert 6

7 2. Click the QA Alert URL in the QA Alert notification or copy/paste or manually type in your web browser. The following screen will be displayed. Figure 3 - Application Login Screen Part 1 7

8 3. Enter the user name and password that has been provided by LCBO IT Service Desk. Please contact if you don t have this information or with any difficulties you might experience signing on to the portal. The following screen will be displayed once the username and password are entered. Please only click the Log on circled in the screen below. Citrix Receiver does not need to be installed or downloaded. Figure 4 - Application Login Screen Part 2 8

9 4. The following screen will be displayed after the log on is clicked. Figure 5 - Application Login Screen Part 3 9

10 5. Click the QA-Alerts_QA icon on the screen. The QA Alert Response Lookup screen will be displayed as shown below. This screen shows all the alerts that need to be responded to or has been already responded. The newest alert is always displayed at the top of the list. Alerts can be edited and submitted as long as long as the edit icon is displayed. Note: Depending on the network bandwidth, it may take a little while to display the screen. Refresh your browser should you receive a QA Alert when in the portal. This will refresh the screen and the new QA Alert will appear on the Response Lookup screen. QA Alerts are not sequential in reference. Don t be alarmed if you receive QA Alert #45 and the next one is #52. Figure 6 - QA Alert Response Lookup Screen 10

11 6. Click the edit icon to submit a QA Alert Response. QA Alert Response screen will be displayed once the edit icon is clicked as shown below. Confirm that your company, store ID(s) and address is correct. Figure 7 - QA Alert Response Screen 11

12 7. The first step is a required ACKNOWLEDGEMENT of the QA ALERT within three (3) hours of receipt. One of two responses is required: Figure 8- Acknowledgement with Inventory Select the response that is applicable to your organization. Fill out the Complete By box and hit the submit button. All QA Alerts issued by the LCBO require ACKNOWLEDGEMENT even if there is no affected product in stock. 12

13 8. The second step is to report AFFECTED INVENTORY within three (3) days of the QA Alert to make a claim for reimbursement to the LCBO with up to twelve (12) days after to review quantities, if required. For each authorized location, report affected inventory quantity in selling units (i.e. 12 units). For locations with no affected inventory, enter 0. A selling unit is the format that is sold at point of sale; a single (i.e., 500 ml, 750 ml) or a multipack (6 x 341 ml = 2041 ml). For example if your store has 4 units of an affected 6-pack, enter 4 units in Total Selling Unit Quantity; not 24 units, the selling unit is a 6-pack not a single. Figure 9 Response with Inventory To return affected product(s) to the LCBO, please refer to Section 7 Claims and Return in the Policies & Procedures Manual for Authorized Store Operators available at If no inventory was reported at the ACKNOWEDLGEMENT step, the system will automatically default the affected quantity on hand to zero 0 for each location. Only store locations that have completed the LCBO onboard process are visible in the QA Alert portal. 13

14 Figure 10 - Acknowledgement with No Inventory 9. Hit the Submit button at the bottom of the screen once all the required fields are entered confirming required actions associated with the Alert have been taken by your organization. 8. After hitting the Submit button, please close the browser. 14

15 5 Application Support If at any time you require more information, experience technical difficulties, or have questions, please contact LCBO Help Desk via Phone: or 15