Manual for StoreManager Online

It does not set out to explain the methodology behind the way jobs are planned and set up. It is assumed that the user understands the principles that drive these processes.

Synopsis of the system

StoreManager Online is a Web-based application, and as such has some limitations imposed by this environment.

It is important to note that, unlike desktop programs, a web application lacks tight control – so that, if a user decides to close the browser window, the application terminates. The user must be aware of this and take appropriate precautions.

There is also a time out issue.

By default, the application will time out after 20 minutes. Some of the individual pages have shorter time-out periods, since they are very server-resource hungry. It is important to note that if you break off for a long phone call, you may lose the session – generating an on-screen error. You can pick up where you left off, but need to be aware of the reasons why an error may occur.

The system is validated – so when you try to move on to another page, you may see a validation error pop-up message. You need to correct the error before you can proceed.

The login page URL is http://www.storecheck.co.uk/Retail_Intelligence/signin.asp>

This will present this page:

1. Enter Your User ID
2. Enter Your Password
3. Press the Submit Button

If your log in is incorrect in any way, you will see the following error message:

You will need to type in your User ID and Password again.

Once you have logged in, you will need to click Go! for StoreManager.

You will see this window appear, which keeps you up to date on changes or issues

Just click

and it will disappear.

Options page

The following menu page will appear. You should select one of the options on the list:

Creating a new in-store activity	Sets up a completely new job.
Modify an in-store activity	Permits editing or creation of cloned jobs
Setup online data collection	Allows you to set up worksheets and the IVR/CallManager
Exit to Customer Desktop	Takes you out of StoreManager, to where you logged in.

Create new in-store activity

Select “Create new in-store activity” from the Options page.

Select Client

You will then be taken to the Client reference page

You should click to highlight the client for whom the job is being created from the scrolling list.

Then click Next to proceed to the next page.

Note: Typing the first letter of the name will take you close to the entry required.

To get to Guest Account: GUE G was entered 8 times.

Select Store Group

You should click to highlight the store group to be visited from the scrolling list.

Then click Next to proceed to the next page.

Note: Typing the first letter of the name will take you close to the entry required.

To get to ASDA STORES LTD A was entered 4 times.

Job Header Page

This page is where the field team which will do the job is selected; the brands are selected for the job; the activity type and the IVR data entry method are selected. A brief description of the activity and its objectives are also entered here.

The boxes for Activity Reference, Client and Store Group are pre-filled and cannot be changed.

Brands

To add brands to this job, click Add Brands.

This will pop-up the Brand Selection page, showing the names of all the manufacturers who have products on the system.

Click on the required manufacturer’s name, and that list entry will expand to show a list of all the brands on the system for that manufacturer

Select the brand(s) required by clicking the check boxes. You can select as many manufacturers and brands as you require for each job.

When you have finished selecting brands, click OK at the bottom of the page to return to the job header page. You will be able to select more brands later if you need to.

You will now see the brands you selected listed on the Job Header Page

Activity Description

This box needs to contain a brief description of a job that will be referred to on internal reports. e.g. 30th June – Asda - Installation of 30 shippers.

Activity Details

This box should contain the objectives of the call for the rep.

The contents of this box will be printed on the rep’s worksheet.

Activity Type

An activity type should be selected from this list.

The Activity Type that is selected will have an effect on the future setup and reporting of the job.

Checking	This is used for audits.
Installation	This is used for jobs where shippers or POP is being placed.
Merchandising	This is used for jobs where reps will be placing stock.
Question	This is for jobs where the key task is to find out information.
Control	Used for control stores.
Visits Post Telephoning	Used for jobs where a telephone call has been made by the rep to the store first. This call is usually used to make an appointment with the relevant person.
Opportunity Management	This type of job has worksheets which include EPOS data.
Post Telephoning	Follow up telephone calls only which are made after a visit.
Telephoning Pre Contact	Telephoning calls only made before any visits take place.

Selecting different activity types can be used, for example, to:

Determine whether mileage is paid.

Determine whether photographs are taken.

IVR Data Entry Method

Rep will enter all data in strict question order.	This is used for most jobs – rep answers all of the questions in order.
Rep will specify question numbers to be answered.	This option is generally used for jobs where the rep is expected to answer less than half the questions. An example would be an audit for 100 products where you only expect to find perhaps 40 of them. The rep will enter each question number they are answering followed by their answer.

	To continue creating the job, click Questions. This will take you to the Question 1 page (Activity Details)
	This returns you to the Options without saving the job.

Activity Details Page

This is the page where you create each question you want to add to the job. You will automatically be taken to the page to create Question 1 after you have completed the Job Header page.

Some information needs to be filled in for every question, whilst some of the information is optional.

Store Order No (optional)

The product order number for the store group in question needs to be entered here (e.g. in Tesco this would be the TPN number). This will appear on the worksheet.

Brand >> Product

Select a product from the drop down list. This list contains the products for all the brands which you selected on the Job Header page.

You do not have to select a product for every question. If the question is generic (e.g. Did you sign in?) you can leave the selection as “No Product”.

If the question encompasses several products in one brand, you should select the top selling product as the product for the question.

Selection of the correct product for each question will assist in providing accurate reporting later.

Location (Optional)

A selection should be made from the drop down list to show where the rep should go in the store to answer the question.

e.g. A promotion may require the rep to go to a Gondola End.

Question (optional)

A question or instruction should be entered here if required. Some of the questions, such as merchandising type questions, are self explanatory and only require the product details to be entered.

Some pre-loaded questions, and questions which have previously been asked for this job, will appear in the grey shortcut box. Double click if you want to ask one of these questions and it will go into the white question box.

Alternatively, you can type a new question in from scratch in the white box.

Response type

When you are entering the first question for a job, Response Type will look like above, with only a white box, but when you come back here to enter later questions, the response types already used in the job will appear in a grey box under the white box, as shown below.

If you have previously selected a response type for this job, you can click on it in the grey shortcut box.

Otherwise, click on the white Response Type box, and you will get a pop-up page to select your Response Type from.

As described click on the relevant section, in this example Yes/No

Click the option button to select the response type that you want as circled in red on the right.

POP Description (Optional)

If the question relates to an item of POP material, pick the type of POP from the grey pick list.

This POP description can then be used for reporting later on (Especially when combined with EPOS data – you can find out if the POP worked)

Activity Owner

Using the Storecheck system, you can set up questions for several clients under the same job number. This button determines which client (if any) can see a particular question in the online reporting. Clients can only see questions if they are entered as the Activity Owner.

When you are satisfied that all the data you have entered is correct, click Save in the middle as the bottom of the page.

Activity Summary Page

This page shows a table of all the question details entered so far. It helps you to check that you have made the correct entries.

The top row shows the job header data.

The main table, which adds new rows as the questions/tasks are added, is below the header data.

If you have made a mistake, you can edit any question/task by clicking on the question number (right).

To add a new question, click Add More.

If you have no more new questions to create, click Next Stage which will take you to the review page.

Review Full Activity Details for Job

This displays the same information as the previous page, but allows editing, deleting and re-ordering of the questions (e.g. you can move question 1 to become question 3).

You can delete the question or edit it by clicking Edit or Delete which can be found in the right hand column under Action. Choosing to edit the question will take you back to the Activity Details page for that question.

You can add more questions by clicking Add Items which can be found on the left of middle at the bottom of the page.

When you have finished setting up the questions, click Outlets which can be found on the right of middle at the bottom of the page.

If you want to jump directly to Date Setup omitting selecting outlets, click this.

Re-Ordering the questions

To re-order the questions, first double-click on the row to be moved. That row will turn yellow.

Then double-click on the target row (the question that you want the selected question to replace).

The selected row will take the question number of the target row, and the target row will move down by one question number.

You will see the bottoms on the bottom of the page change from

where you can then either Save or Cancel your changes

Outlets – Selection Method

The next step is to set up the outlets.

You will have 4 choices:

From another job's store list

If you have previously set up any jobs for the same store group, you will be able to copy the store list over from one of them.

Apply Brand EPOS data by weekdate or performance range

If you have supplied Storecheck with EPOS Data you have the option of selecting outlets wich are the best or worst performing by brand.

From the FULL store list

You can choose to pick stores from the full list of outlets. These will be displayed 100 to a page (to speed up the page loading).

Use the TEST STORE only

If you do not have the list of stores you want to visit yet, you can select the test store only. This will allow you to run up a draft worksheet.

If you select option 3 (From the FULL store List), you will be taken to the Outlets Selection Pages which is shown next.

If you select option 2 (Apply Brand EPOS data by weekdate or performance range) you will be taken to EPOS Outlet Selection described later.

If you select one of the other options, you will be taken straight to the Outlets Summary Page.

Outlets Selection Pages

The outlets are sorted by postcode, and then subdivided into groups of 100, which can be reached by click the relevant button,

, which will show you something like this.

Select the required outlets by clicking on the check box for each.

At the bottom of the page is an array of buttons.

	Click Outlets Menu to return to the outlets menu as shown above
	Click Select All to select all the outlets on the page
	Click De-select All to de-select all the outlets on the page
	When you have completely finished selecting outlets, click Summary to take you to the Outlets Summary page.

Outlets Summary

This page displays only the selected outlets, subdivided into sets of 100, sorted by postcode.

To see the list just click on the relevant postcode button. Here you are seeing the selected outlets whose postcodes are between AB10 and HU9

At the bottom of the page is an array of buttons.

	Click Outlets Menu to return to the outlets menu as shown above
	Click Select All to select all the outlets on the page
	Click De-select All to de-select all the outlets on the page
	When you have finished checking outlets, click Date Setup to take you to the Date Setup page.

EPOS Outlet Selection

You should get this

but if there is no EPOS data belonging to the company your login belongs to, you will get this

If you get this message contact Storecheck Marketing on 01753 648800 during office hours and they will explain to you what needs to be done.

Fill in the dates in this format dd/mm/yyyy, including 0's where applicable.

These dates define the range in time you are looking at and it is better to be inclusive at this stage.

You will then be offered the dates within the range you've just specified where there is EPOS data

Select the Start and End Dates for each Brand

and then click

and you will be asked to choose using thresholds or ranges.

With Thresholds you get a stores which perform worse than a boundary you can set.

A store which is performing as expected has a value of 0, a store which is exceeding expectations has a positive value, and one which is not reaching expectations has a negative value.

Assuming you want to visit the stores which are not reaching expectations, the threshold's value is usually negative.

With Ranges you set the X number of Worst and/or Best performing stores you want.

For example you could ask for the 50 worst stores and the 10 best stores.

Once you have selected the method and entered the relevant crieria, and clicked

you will get this.

Filter Outlets	Choose this to only include the outlets meeting the criteria you have set
Manual Selection	Choose this to manually select outlets. EPOS Data will be included in the data available for the worksheet
Filter Questions	Choose this to only include the questions for brands which meet the criteria you have set. This only pertains where you are using for than one brand.
Include All	Choose this to include all questions regardless of whether the question's brand is over or under performing. EPOS Data will be included in the data available for the worksheet

These buttons, along the bottom of the form allow you to move back and forwards.

	This takes you back to where you set the dates for the EPOS data to be used
	This takes you back to where you set the values for the thresholds or range
	This takes you forward to where you can look at the outlets selected.

First you will get this

In this example there were less than 100 stores, so there is only one tab

To see which stores are included click

and you will get something like this.

Click

to continue and you will get this.

Click

to continue and you will get this.

If you want to have a record of the details which generated the selection of stores click

and you will download a CSV file as shown below.

To continue with setting up the job click

and you will be taken to the Date Setup as descibed later.

CSV File

Suggested outlet list for SC/BEN/006/015' AND occurrence= 1
Total number of outlets with at least 1 brand over threshold: 49
Brand Thresholds		Volume	Time In Store		Outlet Count	Start Week		End Week
Bendicks Mints		-5	30		49	379		383
Count of outlets included by no. of brands over threshold
Brands over threshold		No. of outlets
0		247
1		49
Outlet ID	Store Name	Post code	Branch	Address	Brands Over	Brand	Opp. Sales	Opp. Volume	Over
73818	ASDA	BT52 1QP	4288	1 Ring Road, Coleraine	1	Bendicks Mints	-7	-10.19	1
686	ASDA	LL13 8HL	4143	HOLT ROAD, WREXHAM, CLWYD	1	Bendicks Mints	-5	-11.04	1
639	Asda	SL1 9LA	4154	Telford Drive, Slough	1	Bendicks Mints	-7	-20.7	1
61000	Asda	CO4 5TZ	4681	Turner Rise, Colchester, Essex	1	Bendicks Mints	-5	-9.13	1
719	ASDA	BR8 7UN	4656	LONDON ROAD, SWANLEY, KENT	1	Bendicks Mints	-12	-9	1
296	Asda	BS34 5TL	4917	Highwood Lane, Patchway, Bristol	1	Bendicks Mints	-9	-17.5	1
1281	Asda	DE21 7LW	4607	Derby Road, Spondon, Derby	1	Bendicks Mints	-12	-9.73	1
1441	Asda	EH54 6NB	4176	Almondvale Road South, Livingston	1	Bendicks Mints	-18	-28.77	1
1199	ASDA	GL1 1DS	4615	BRUTON WAY, GLOUCESTER	1	Bendicks Mints	-7	-17.78	1
11805	Asda	HA9 9EX	4688	Forty Lane, Wembley Park, Wembley	1	Bendicks Mints	-8	-19.98	1
3242	ASDA	IV30 6YQ	4935	EDGAR ROAD, ELGIN, GRAMPIAN	1	Bendicks Mints	-5	-6.22	1
11990	ASDA	PL25 4PR	4152	CROMWELL ROAD, ST AUSTELL	1	Bendicks Mints	-6	-9.7	1
1381	Asda	PL6 8TB	4173	Miller Way, Laypark Drive, Plymouth	1	Bendicks Mints	-6	-14.56	1
469	ASDA	PR2 9NP	4636	EAST WAY, FULWOOD, PRESTON	1	Bendicks Mints	-7	-12.27	1
559	Asda	RG6 5TT	4195	Chalfont Way, Lower Earley, Reading	1	Bendicks Mints	-6	-10.09	1
1259	Asda	SA6 8PS	4564	Upper Forest Way, Morriston, Swansea	1	Bendicks Mints	-10	-22.54	1
1832	Asda	SO5 3YJ	4967	Bourne Road, Chandlers Ford, Eastleigh	1	Bendicks Mints	-7	-2.7	1
349	ASDA	WN7 5RZ	4139	ATHERLEIGH WAY, LEIGH, LANCASHIRE	1	Bendicks Mints	-12	-20.94	1

Job Activity Date Details

This page sets when the job will be done, both the days on which it can be done, and the hours within those days when it can be done.

If you are using Storechecks payroll system then you will also see that too as below.

If you want to be able to see the results of a job online leave Show Reports Ticked

Otherwise you will just see this.

The Job Reference and Occurrence are already filled in for you and you cannot change them.

Opening Date:

When you click on the Opening date box, a pop-up calendar will appear.

The pop-up calendar will appear when you click on any of the date boxes on this page.

	To change the month/year, click on [< ] or [ >] until the required month is displayed
	Select the required date by clicking on it

Closing date:

Click on the Closing date box and a pop-up calendar will appear where you should select the date as you would for Opening date.

Together, the Opening and Closing dates set the start and finish dates for the jobs as they will appear on reports.

Earliest entry time:

Select the earliest entry time from the drop-down list. An entry time MUST be selected.

Latest exit time:

Select this from the drop down like Earliest entry time.

Time Description:

Enter the time and date that the calls need to be made – e.g. Monday 1st or Tuesday 2nd July 2006 between 08:00 and 18:00.

This time description will appear on the reps’ worksheets.

Job Accounting Setup

Rate for 1st hour or call (mandatory)

In this box, you should put either the amount you wish to pay for the first hour of the call, or the amount for the whole call. In the next box, you select which type of amount you have entered.

Payment type (mandatory)

From the drop down, select whether the job is being paid per hour, or whether it is one amount for the whole call, not matter how long is spent in store.

Pay Rate after 1st hour (mandatory)

Enter the amount you will pay per hour for hours other than the 1st hour if the job is being paid per hour. Otherwise leave this box blank.

Maximum hours for job (mandatory)

Enter here the maximum time that the rep should spend on this job. A payroll system can be set up to not pay over this number of hours.

Expected hours for job (mandatory)

The number of hours that you expect the rep to spend on this job. The time the rep actually takes can be compared against this, so you can check who is regularly spending longer than you would expect them to on jobs as part of your quality control.

Bonus

If you would like to give a bonus for any element of the job (for example paying extra if the rep manages to place a shipper) you can enter the amount here.

The job should also include a question which allows you to determine whether or not to pay the bonus – details of this question and the acceptable answers should be entered in the Bonus criteria box.

Payroll first date and Payroll last date (mandatory)

These dates are the dates which will determine whether the rep is paid for the job or not. If the rep does the job on or between these dates, they will be paid. These dates may be different to the dates as briefed above if the brief changes after the paperwork has been sent out. For example the job may be delayed at the last minute stock hasn’t been delivered to the stores on time as planned.

Payroll first time in and Payroll last time out (mandatory)

These are the times in store that the rep needs to visit between in order to get paid.

Expenses

If the rep is to receive any extra expenses, for example, for making a phone call, the amount is entered here. The reason for the extra expenses is entered into the Expenses criteria box. This data can be incorporated into a payroll program to pay the expenses for each completed call.

“Approved” boxes (mandatory)

Each piece of data entered into the Job activity date details page has an “approved by” box next to it. The person who has approved the piece of data needs to enter their initials or name into this box, so it can be traced back to them if there are any questions.

When you have finished entering data, click Next

The job setup is now complete.

You will then return to the Options Page

Modifying a Job

Once you have set up a job, you are able to go back in to the system and modify all the different elements of it.

The following menu page will appear. You should select one of the options on the list:

Creating a new in-store activity	Sets up a completely new job.
Modify an in-store activity	Permits editing or creation of cloned jobs
Setup online data collection	Allows you to set up worksheets and the IVR/CallManager
Exit to Customer Desktop	Takes you out of StoreManager, to where you logged in.

To do this, select Modify an in-store activity from the Job Activity : options menu.

You will then be taken to the Client reference page

Select Client

You will then be taken to the Client reference page

You should click to highlight the client for whom the job is being created from the scrolling list.

Then click Next to proceed to the next page.

Note: Typing the first letter of the name will take you close to the entry required.

To get to Guest Account: GUE G was entered 8 times.

You will get a list of store groups for which there are jobs set up for the client you have selected.

Click on the store group you want, and it will expand into a list of all jobs set up for that store group.

You can select the job you want to modify by clicking Select.

You will then be given the following Job maintenance options

Modify Options

Create a new instance of the same job and store list

This creates a new occurrence of a job. The new occurrence will have the same job number. If you modify the Job Headers, the questions or the store list for the new occurrence then all other occurrences of this job will be changed as well.

Each occurrence of a job can have different date, time and payment information.

Use this job to create a new job with same store list

This option effectively copies a job. You should use this option if you want to do another job in the same set of stores.

You will be taken into the job creation process at the question setup stage.

The Job Header page will already have been set up based on the original job, as will the questions and the outlets list. You will need to finish the job setup process by filling in the Job activity date details page.

You can go back and modify any element of the new job. This will not change the original job that you copied from (the new job will have a different job number).

Use this job to create a new job for a different store group

	First you will be prompted to select which store group you would like the new job to be for.
	Select a group by clicking on it to highlight it then clicking Next.

A new job will then be created with the same headers, questions and outlets.

It will have a new job number.

All you will need to do is set up the dates, exactly as you would when creating a job from scratch.

Edit header, question, outlet and date details for this job

Select this option if you want to edit an existing job.

You will be reminded that changing any occurrence of a job will change the headers, questions and outlets for all other occurrences of that job.

You will then get a list of Job Editing options.

The first 5 buttons are shortcuts into the various stages in the job setup process.

They will shortcut you to:

Job header details	The job header setup page
Job question/product details	The question summary page
Outlet allocation	The outlet allocation page
Outlet summary	The outlet summary page
Date and accounting details for this job	The job activity date details page

The 6^th button, Update this job using questions from another job, allows you to copy questions from one job to another.

If you press this button, you will get a list of jobs which you have previously set up which are available to be copied.

If you click Select,

the questions for the selected job will be copied to the job you are currently working on. Any questions that have already been set up will be overwritten.

The job will then continue as if you had clicked Use this job to create a new job with same store list

The last button Go back to task options menu returns you to the previous menu

Back to job selection

This returns you to the list of jobs

Setup Online Data Collection

This section of the program allows you to create the data for worksheets, set up the IVR and online data collection and view your gaps list.

Create Field Questionnaire Data

Click this button, and you will be given a list of all recent and future jobs.

Select the job(s) you want to run up by clicking the Select box(s).

Then click Create questionnaire data at the bottom of the page (you may need to scroll down to see it).

If there is no Select box and it says IVR is Set Up, it is because the job has already been finalised (and the records set up for data collection). You will not be able to recreate questionnaire data for this job. You will need to set up a new job if you wish to make changes.

When the questionnaire data has been created, you will get a message telling you how many records have been added.

takes you back to the previous menu

Create IVR Records

Clicking Create IVR Records will give you a list similar to the list to set up the questionnaire.

Select the jobs you want to set up on the IVR by clicking on the Select boxes, putting ticks in them.

If a job does not have a Select box, it can either say No Call Sheet which means the questionnaire data has not yet been set up, or it can say IVR is set up which means that the IVR has already been set up and it cannot be done again.

Once you have finalised a job, you will no longer be able to make any changes to the headers, questions or outlets as you will not be able to re-run the worksheet setup.

Once you have selected the job(s), click Create IVR records at the bottom of the page (you may need to scroll down to see it).

Creating the IVR records will also set up the system for online data collection.

When the IVR records are setup, a message will confirm how many records have been created.

View current jobs with gap list drilldown

This section will allow you to see outstanding calls for all current jobs. This is dependent on all allocated reps’ rep IDs and usernames being set up on our system.

You will be given a list of all current jobs. You can select which gaps list(s) you want to view by clicking on the select box(es).

Then click Show gaps list at the bottom of the list

You will get a list of stores for the selected job(s) that have not yet been entered into the system.

These stores will have the rep who is supposed to be making the call against them.

If any part of the report has been attempted (but stopped part way), this can be seen in the final 3 columns

IVR report data	The date the report attempt was made
Answers in IVR – Yes	The number of questions that have had data entered successfully.
Answers in IVR – No	The number of questions that have not had any data entered.

You can return to the Job list by clicking Back to job list at the bottom of the panel

Appendix

Response Types

The columns headed Box 1 etc. refer to the individual data elements (e.g. SEL, Pre-stock etc.).

The Value range displays the lower and upper limits that can be entered when the data is called in.

You should match the data elements you wish to apply to each question with one of the available response types shown below, then click the check box under the Type number. The type will then be entered on the Activity creation form.

This example shows how a Type 1 response will appear on the printed form

Job Number Format

EG SC/UBF/027/001–1

SC is for the company running the job

BZ	Bezier
SC	Storecheck
TS	Tactical Solutions

UBF is the client 3 letter code

BEN	Bendicks
MER	Merrydown
UBF	Unilever Best Foods

027 is the three digit number of the group/chain

006	Asda
013	Tesco Stores
027	Boots

001 is the incremental number of jobs created for client in group. This means it is the first job for Unilever Best Foods in Boots.

–

1 is the occurrence. This represents the number of times the job has been performed – in this case this is the first time this job will be executed.

Postcode Format

Pattern	Example	Code Pattern
AN NAA	B2 8JH	[A-Z]# #[A-Z][A-Z]
ANN NAA	G11 4AN	[A-Z]## #[A-Z][A-Z]
AAN NAA	OX5 3DQ	[A-Z][A-Z]# #[A-Z][A-Z]
AANN NAA	EH13 2LW	[A-Z][A-Z]## #[A-Z][A-Z]
ANA NAA	W1A 5BD	[A-Z]#[A-Z] #[A-Z][A-Z]
AANA NAA	SW1B 6EP	[A-Z][A-Z]#[A-Z] #[A-Z][A-Z]

where A = Letter N = Number

First part is called outcode

Second part is called incode

NB The Incode is always NAA

NB The two letters in the incode cannot be C, I, K, M, O or V

Pattern	Area	Sector	District
AN NAA	A	AN	AN N
ANN NAA	A	ANN	ANN N
AAN NAA	AA	AAN	AAN N
AANN NAA	AA	AANN	AANN N
ANA NAA	A	ANA	ANA N
AANA NAA	AA	AANA	AANA N

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