PRSM 2012 Best Practices - (Page 93)

COMMuNiCATiNg PrOduCT rECALLS uSiNg A CMMS-iNSPirEd MOduLE AUTHOR norm Peck, director, store Premises services COMPANY shoppers drug Mart chAllenge: A retailer in Canada with a large network of stores required a better system to accurately track, confirm compliance and report all products that have been recalled by the manufacturer. In the past, this had been done manually using email and phone calls to locations that had not responded to the recall notice. The result was that the Recall Report would take a lengthy period of time to complete and this was unacceptable to the retailer, whose primary focus was the safety and well-being of its customers. This process was also labor intensive and could disrupt other projects that the department was engaged in as part of its regular duties. best PrActice: Since 2006, the retailer has been using a cloud/Internet-based Computerized Maintenance Management System (CMMS) and has found it to be an effective way to communicate information electronically with its numerous locations across the country. It speeds up the creation of service requests, dispatching of vendors and the confirmed closing of the work order by the location manager and ultimately submission and approval of the electronic invoices. The retailer wanted to replicate the efficiencies of the CMMS and in collaboration with it’s CMMS provider to design and implement a new Recall Effectiveness Program (REP) module. REP allows the administration to: 1. Create a recall and assign one or multiple products to it. 2. Assign all or specific locations to the recall. 3. Fill out information on the recall for the locations (description, reason, remove and secure, and return instructions). 4. Setup automated email alerts to field and location management until the recall has been completed. 5. View quantities pulled off shelves, claim numbers and if the product has been removed and secured. 6. Record the recall completion date/time and the system user. 7. Run reports (or exports) to show what locations have complied and which have not. REP allows locations to: 1. Be alerted about and view any new recall sent to them. 2. Receive an ongoing alert about recalls that have not been completed. 3. Enter quantities pulled from the shelf along with claim numbers and a flag indicating the product has been secured if they are still waiting on return/disposal instructions. 4. Enter information about the recall over time, hold as pending and then submit when completed. 5. Make additions to the completed recall if the product is found at a later date. 2012 Best Practices | 93

Table of Contents for the Digital Edition of PRSM 2012 Best Practices

Conducting Multi-Site Paving Improvements to Ensure Continuity
Conducting Multi-Site Paving Improvements to Ensure Continuity
Exterior Rebranding
Exterior Rebranding
Getting the Most Value Out of Roof Management
Getting the Most Value Out of Roof Management
Pervious Concrete Pavement Solves Drainage Challenge
Pervious Concrete Pavement Solves Drainage Challenge
Pervious Pavement: Concrete Solutions to Driveway Stormwater Drainage and Sustainability Problems
Pervious Pavement: Concrete Solutions to Driveway Stormwater Drainage and Sustainability Problems
Applying Bipolar Ionization to Improve Indoor Air Quality and Save Energy
Determining Responsibility for Ceiling Leaks
HVAC Maintenance and Repairs Quote Review
Managing HVAC Energy Usage Without Installing an Energy Management System
Solving HVAC Issues on Landlord Operated Systems
Creating a Standardized Cleaning Chemical Program
Floor Replacement Planning and Execution
Improving Pest Control Monitoring to Maintain Store Cleanliness
Streamlining Store Cleaning Through Internal Benchmarking
LED Conversion Bolsters Ambiance, Bottom Line and Environment.
LED Gas Canopy Lighting Upgrade
Lighting Maintenance
Retrofitting Signage with LED Technology
Performing Basic Troubleshooting to Save Money
Implementing Repair Audits to Ensure Customer Safety
Improving Quality, Cost and Schedule Through Safety Education
Managing Extended Power Outages Through Emergency Response
Managing Risk Through Slip Resistance Testing
Creating Energy Teams to Pursue Opportunities
Formulating Green Solutions
Making Data Centers LEED Compliant
Outfitting Facilities with an Eye on ENERGY STAR Certification
Recycling Cooling Water From Air Conditioning Systems for Toilet and Landscaping Use
Sustainability-How the Facilities Team Can Contribute
Driving Down Waste Expense
Reducing Trash and Recycling Expense for Retail Locations
Transferring Compactor Maintenance to a Service Vendor
Waste Service Efficiency and Compliance
Waste Evaluation and Right Sizing to Reduce Cost
Asset and Service Warranty Tracking and Management: More Fully Realizing the Value of Budget Expenditures
Conducting an Organized Meeting
Proactive Maintenance Scheduling and Delivery
Repair Reductions by Participating in Design and Construction Table
Streamlining the Store Closing Process
Achieving Process Improvement Through Onsite Assessment of KPIs
Forecasting a Maintenance and Repair Budget
How to Calculate Return on Investment
Tracking Finances for Facilities
Centralizing Vendor Training and Management
Creating a Service Vendor Call Center to Save End Users’ Money
Answering a Call Status Challenge with an IVR Solution
Communicating Product Recalls Using a CMMS-Inspired Module
Doing More with Less and Saving Money in the Process
Ensuring the Accuracy of Web-Based Maintenance Requests
Establishing an End to End Procure-to-Pay Process
Leveraging Existing Technologies to Provide Updated Process Improvements
Quality Management of Bundled Periodic Services
Reduced Dashboard Time at Supply Houses
Parking Lot Management
Creating Best-In-Class Snow and Ice Management White Paper
Energy Savings/HVAC Air Filter Bypass
Managing a Retail Lighting Retrofit Project – Bright Ways to Improve Your Lighting and Your Bottom Line!
Managing Energy Usage with Interval Meter Calibration
Navigating the Department of Energy’s Higher Efficiency Regulations
Supplier Insights into Competitive Sourcing White Paper
Testing HVAC System Options to Reduce Costs and Labor
Understanding Retail Facilities Sourcing White Paper
Glossary of Acronyms and Terms

PRSM 2012 Best Practices