Product Recall Withdrawal Management (PWRM) System

Vendor User Guide

Procedure Product Recall Withdrawal Management Procedure – Vendor

Author: Mark Bell

Version: 2 Date: 25/10/11

Copyright © 2007 by Woolworths Ltd. All rights reserved. No part of this document may be presented reproduced or copied in any form or by any means (graphical, electronic or mechanical including photocopying, recording tape or by any information storage and retrieval system) without the express written permission of Woolworths Ltd.

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1-3Introduction.........................................................................................................................3

Vendor Notification.................................................................................................................. 4

IPRO/PWRM Login................................................................................................5

Supplier and Action Details....................................................................................6

Affected Stores......................................................................................................7

Recall/Withdrawal – by Total State (All of NZ).......................................................8

Withdrawal – by Individual Store..........................................................................10

Withdrawal – to Stores serviced by a specific DC................................................12

Recovery Management Details............................................................................14

Product Details....................................................................................................15

Media Info............................................................................................................17

Administration......................................................................................................18

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IntroductionIn our ongoing efforts to ensure that Progressive Enterprises Ltd (PEL) is able to effectively and efficiently manage product withdrawals and recalls we are introducing a new system.

The new Product Withdrawal Recall Management (PWRM) system has a number of key features:

Direct vendor access to PWRM that will enable the vendor to enter in the product details directly, rather than emailing the FSANZ template. The layout within the PWRM system reflects the current FSANZ template.

Once approved by PEL, notification of the Withdrawal / Recall will be automatically communicated to the POS at all stores affected, facilitating a faster response at store level.

Ability to immediately lock down the POS in the event of a Recall or Withdrawal affecting total stock preventing inadvertent sale of affected products.

Streamlined financial process, enabling the following:-

Separate electronic claims to be raised for both affected stock and administration fees associated with the Recall/Withdrawal.

Timely processing of these claims.

Deduction of claims will be made directly from remittance advice.

Fee Structure

As part of the introduction of this new system, the new fee structure will be a standard flat rate of $20 plus GST per ranged store, however in the event of a complex withdrawal or recall we do reserve the right to increase the fee.

The value of the withdrawn stock will be charged at the cost price.

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Vendor NotificationImportant:

If the product you are intending to submit as a Product Withdrawal or Recall is deleted in the Progressive system then the online submission will not be able to be processed due to the validation of information back to the Progressive file

If you have a deleted line that is subject to a Withdrawal or Recall or the PWRM system is unavailable you will need to contact Mark Bell, National Food Safety and Compliance Manager for Progressive Enterprises Limited on 09-255-2148 or 027-243-4315 to manually submit the Withdrawal or Recall.

In order to access the PWRM system you will need to be a registered IPRO user. If you are not a registered IPRO user – contact Mark Bell to arrange registration in advance.

Prior to accessing the PWRM system to submit a Withdrawal or Recall you will need to have the following information:

Description of product

CASS number (Retailers Reference Number)

EAN number

TUN number (if available)

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IPRO/PWRM Login

Important:

Ensure that you have contacted the Relevant Business Manager and the National Food Safety and Compliance Manager (Mark Bell, 027 243 4315) by phone to notify them of the forthcoming Product Withdrawal / Recall submission and the disposal method (dump, hold for representative collection or donate) for the affected stock.

1. Log into the IPRO system using your current login and password.

2. Click on the “OK” button next to Withdrawals/Recalls.

3. You will automatically be logged into the PWRM system using your IPRO authentication credentials.

4. Click on 'New Withdrawal / Recall'

Note your parent vendor number will be defaulted through to PWRM.

Note:

Vendors will only have access to view their own Product Withdrawals / Recalls

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Supplier and Action Details

1. Complete the following details

Supplier's Trading Name Address of Registered Office Postal Address Authorised Representative Representative's Position Representative's Email Address Telephone / Fax details

2. Using 'Radio buttons' to indicate

Recall or Withdrawal

Level affected (stores or DC, only one can be selected)

Relevant Government Agencies notified

o If 'Yes' give details of the Agency name, date and time of their notification

o If ‘No’ select ‘No’

3. Complete 'Reason for Action - Brief Summary' , i.e. The product fault, e.g. Glass in Baked Beans

Click on 'Next' to take you to the next screen / page

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Affected Stores

You now need to select the applicable stores which have received the faulty product.

For a Recall you can only submit by division and state.

For a Withdrawal, you can select affected stores by;

State – for all stores in a particular state – For New Zealand – select state 9.

DC – for all stores supplied by a particular DC.

Store – for any single store, or a number of stores in New Zealand – state 9.

1. Click on 'Select Stores' to choose affected states, distribution centres or stores.

Note:

Previous – takes you to the previous page

Save – saves all information recorded up until the end of the previous page

Cancel – will save information recorded up until the end of the previous page and take you back to the home page

Delete – will delete all entered information and the Notification record

Next – takes you to the next page

2. Select Level 1: Division

When submitting a Product Recall or Withdrawal for Progressive Enterprises Ltd you will need to select both divisions; Countdown and Foodtown & Woolworths.

Note:

If this is a Recall, only Division and State will be available for selection.

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Recall/Withdrawal – by Total State (All of NZ)

1. After selecting Divisions, Click on "State" radio button then click on “Select”

2. Tick the box of the affected State then click on "OK"

For Progressive Enterprise Limited – select State 9 - NZ

3. You will be returned to the "Level" selection screen, as shown in step 1 above.

View the details of your selections by clicking on "View Selection"

Note:

You can change the Display number of results per page to view all included stores, or alternatively scroll down to the bottom of the list and click on "Next"

If your entry is correct click on "Back" (located at the very bottom of the screen) and then "Save Selection"

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4. A message will appear "Your changes have been successfully saved"

Important:

If you do not select "Save Selection" your entries or changes will not be saved

5. Click on "Back" and then "Next" Continue entering information from Recovery Management Details

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Withdrawal – by Individual Store

1. After selecting Divisions, Click on "State" radio button then on "Select"

2. Click on "Select Stores"

3. From the stores displayed select those that are affected by the withdrawal

Tip:

You can change the number of stores displayed by page or select "Next" to view more stores available for selection based on your criteria

Click on "OK"

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4. You will be returned to the "Level" selection screen, as shown in Step 1 above

View the details of your selections by clicking on "View Selection"

Note:

You can change the display number of results per page to view all included stores, or alternatively scroll down to the bottom of the list and click on "Next"

If your entry is correct click on "Back" (located at the very bottom of the screen) and then "Save Selection"

5. A message will appear "Your changes have been successfully saved"

Important:

If you do not select "Save Selection" your entries or changes will not be saved

6. Click on "Back" and then "Next"

Continue entering information from Recovery Management Details

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Withdrawal – to Stores serviced by a specific DC

1. After selecting Divisions, Click on "Distribution Center" radio button then on "Select"

2. Tick the box of the specific Distribution Centre that supplied the affected stock to be withdrawn to the stores

Click on "OK"

3. You will be returned to the "Level" selection screen, as shown in step 1 above.

View the details of your selections by clicking on "View Selection"

If your entry is correct click on "Back" (located at the very bottom of the screen) and then "Save Selection"

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4. A message will appear "Your changes have been successfully saved"

Important:

If you do not select "Save Selection" your entries or changes will not be saved

5. Click on "Back" and then "Next"

Continue entering information from Recovery Management Details

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Recovery Management Details

1. Complete the relevant Vendor contact details

For Retailers

At Distribution Centre level

For Consumers (if applicable for a Public Recall)

Click on 'Next'

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Product Details

1. Complete Product Description Details including;

The nature of the problem with the product being Withdrawn / Recalled

Full description of the product as it appears on pack including Brand

Product type, size (e.g. 900g), department (e.g. Deli) and Units per carton (e.g. 6 x 900g)

2. Complete Product Reference Details including;

Retailers Code No – NZ Foodtown/Countdown #, NZ – Progressive/Woolworths # - This is our CASS number, you will need to enter the information into both of these fields.

Supplier Code No – Your own Ref no - you will need to enter the information into both of these fields.

Quantity affected and measure of quantity (e.g. cartons, kg etc) - you will need to enter the same information into both of these fields. This is the total number of potentially affected stock if known. If unknown, enter an estimate.

Preferred supplier name to be used on Notice to Retail Stores

APN / EAN Number

TUN Number

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2. Use 'check boxes' to indicate if the Product affected is identifiable by Use-By, Best-Before or Batch Number

Enter relevant code details (use-by/ best-before/batch)

Detail where the code is located on the Retail pack

Tick 'check boxes' to communicate where the code is represented i.e.: On Carton and / or On Consumer Unit

Click on 'Next'

Important:

Remove Product – will remove the product you are currently viewing from the Notification

Add Product – allows you to add additional products to the notification

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Media Information

1. This screen is relevant to Product Recalls only. Completion of this screen is NOT mandatory if the information is not known at the time of the submission. Do not delay submitting the Recall Notification because you are waiting for this information to be finalised.

Use 'radio buttons' to indicate if organising a Press Release, and complete relevant Newspapers and expected print dates where possible.

Click on 'Next'

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Administration1. Click on 'Next'

Note:

This page is for Australian Retailers only which is why you simply click on ‘Next’

2. For New Zealand Retailers’ Credits - Complete the following information in the ‘For Progressive’ section to direct all administration charges

Contact Name

Position

Company Name

Postal Address

Telephone / Fax details

Click on 'Next’

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3. Click on 'Submit' located bottom right of this screen.

4. Click on 'OK' if you have completed all information for all reference numbers applicable to the Product Withdrawal / Recall you are submitting

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5. A message will be displayed to notify you that the Product Withdrawal / Recall has been successfully submitted and that you will receive an email once the submission has been evaluated.

Click on 'Return'

Note:

A SMS is now sent to the National Food Safety and Compliance Manager notifying them that the Product Withdrawal / Recall details have been submitted.

The National Food Safety and Compliance Manager will review the details of the submission and either approve or reject the submission.

The Vendor will then receive an email informing them of this decision.

If approved, the process will begin to action the Product Withdrawal / Recall.

If rejected, the Vendor will receive a reason in the returning email from the PWRM system entered by the National Food Safety and Compliance Manager

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