New Store Onboarding

New stores can be added at any time to an existing Decision Logic website and will use any of the existing configurations and data sets.

Follow the steps below for onboarding a new store.

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• Ensure the Area this store belongs to exists in Company Hierarchy
• Create a new Area or Group as needed.

Users and Profiles

• Create Users in Profile Maintenance Profile Maintenance

• Create Profiles and Assign Pages with Scope and Permissions 

• Create Managers using the Managers page, for access to the End of Day entries.

Stores Maintenance

• Create the store(s) in Decision Logic in Stores Maintenance

Point of Sale Integrations

•  Point of Sale Integration 

Supply Chain Maintenance

• Complete Supply Chain Maintenance Workflow to ensure the required sets below are available for store on-boarding. 

POS Admin

• Required for all Sales and Labor reporting

• Assign Store(s) to existing POS Admin

Menu Maintenance > Menu Set

• Required for P-MIX / Menu Item reporting

• Assign Store(s) to Menu Set Menu Maintenance

• Create a new menu set if the new store does not have the same menu item IDs as the existing locations.

• Add any unique menu items via Menu Maintenance Upload

PPC Vendor Maintenance

• Required

• PPC Maintenance > Assign Store(s) to existing Vendors

• Create new fields if needed for the new locations via PPC Maintenance

Distributors Maintenance

• Required 

• Distributors Maintenance > Assign Store(s) to existing Distributors

• For adding to Integrations see Electronic Distributor Integrations#StagingDecisionLogicforElectronicDistributorIntegration

• If a new Integration is needed please submit an integration request via Customer Support Portal 

  • New Integrations should be requested from your Distributors 4-6 weeks prior to new store on-boarding.

• Create new manual Distributors, Bid Files and Order Guides as needed

Order Guides

• Required

• Ensure all order guide locations exist Manage Order Guide Locations

• Assign stores to an existing Order Guide

• Create new Order Guides as needed. 

Inventory Set

• Required 

• Ensure all Inventory guide Locations exist Inventory Guide Location Maintenance

• Inventory Sets > Assign store to Inventory Set or Sets

Decision Logic Workforce

• Employee Roster

• Employee Scheduling

• Employee Central App Setup and Use

• Labor Scheduled vs. Actual Reporting

• Payroll

• Employee Onboarding

Budget Maintenance

• Assign Store via Budget Report Maintenance

• Enter Budget or Download Template and submit a ticket to our Decision Logic Help Center  for upload

Additional Features

Assign the new location to any additional sets based on the feature

• Manager's Toolbox Mobile App - Configuration

• Line Check

• Waste Sheet

• Employee Labor Scheduling

• Production Sheet

• Predictive Ordering

• KDS - If you currently use the Ticket Time Ranking report or other KDS reports in Decision Logic, add the new store to the Assign Stores tab of the KDS Maintenance page.

Tips on defining your on-boarding processFor a successful roll-out, it is important that the store is as close to ready as possible to avoid unnecessary disruptions for your project team who will be learning a new system in addition to their existing duties.  Completing this list will greatly increase the odds of a successful staging location from the beginning and provide a starting point for fine-tuning.

Roll Out Check List:

Administrators:

1. Ensure your bid files and order guides for the staging store are current
2. Ensure inventory guides for the staging store contain all the necessary items
3. Reconcile sales for a week at the staging store to ensure mappings are correct
4. Develop processes behind the following features:
   •  /wiki/spaces/DCKBA/pages/600866823
     • Define which pieces of information will the managers enter into DL
   • Labor Scheduling
     • What types of schedules and roles need to be defined? See Labor Scheduling Maintenance
     • Will labor templates be enforced? See Labor Templates Maintenance
   • Ordering Home 
     • Which distributors will store(s) place orders directly from the Decision Logic platform?
     • When are the order cutoff times? 
     • Understand the process for the following by distributor type:
       • Entering Orders 
       • Manual Receive
       • Exception Based Receiving (EBR)
   • Invoices 
     • Which non-food vendors will the store enter invoices for in DL?
   • Inventory Home 
     • When is inventory due?
     • Will managers make their own edits or need to submit Inventory Change Requests and get Change Approval? 
     • Who in your organization will manage Change Approval ?
   • Process Payroll - V5
     • When is payroll to be run?
     • What information needs to be included?
5. Brief the management team on expectations that they will perform all the required tasks to create schedules
6. Ensure that the management team has attended training or will be trained by someone who has attended training
7. Provide User Access and Links to Relevant Knowledge Base Articles and training videos 
   • Developing a Store Level Operations manual with your unique workflow can help managers be successful
   • Provide user names and passwords with your staff
   • Share your mydlweb.com/sitename URL with your staff
   • Share contacts for internal support in your organization with your staff. Below are a few suggestions for contacts to define in your organization: 
     
     • Operations support
     • Site maintenance support
     • Training support 
     • POS support
     • Payroll support
     • Accounting support 

Begin Store Operations Rollout 

Introduction:

• Introduce the website and mobile applications
• Ensure all users can log in

Step 1: Sales & Labor 

Sales

Train store managers how you would like them to use /wiki/spaces/DCKBA/pages/600866823 and how to read the  Daily Sales Report DSR.  Doing this will ensure all stores are accountable for sales and labor, and that POS data is accurate.

• Validate daily POS Sales & Labor
• Entering Deposits
• Balancing Cash Accountability
• Calculating Cash O/S

Labor Scheduling 

1. Will they be using Employee Onboarding integration to add employees, if not proceed to step
2. Populate Employee Roster
3. Set Employee Availability
4. Invite hourly employees to use Employee Central mobile application
5. Managers begin Employee Scheduling
6. Review Labor Scheduled vs. Actual Reporting

Payroll

1. It is recommended that store managers validate Payroll weekly

Step 2: Ordering & Receiving

Enter Purchases see Ordering Home.  Receiving purchases these 3 ways prior to 1st Inventory will ensure Decision Logic knows what to calculate your 1st inventory at based on the purchases you receive. (See Market Value vs FIFO for differences in how Inventory $ can be calculated)

• Enter Manual Receive
  • Prior to 1st inventory Enter Manual Receive > From Order Guide + Create Invoice for all your current on-hand quantities. You are “receiving” your current on-hand inventory into the system at the Bid File pricing when you do this.
• Receive E-invoices using Exception Based Receiving (EBR)
  • For electronic distributors follow the steps for Manual Receive to Receive from E-Invoice all Electronic invoices the week prior to 1st inventory
• Invoices Entry for Non-Inventoried Purchases & Other Restaurant Costs 
  • Enter Non-Inventoried Purchases via Invoice Entry. This data can be used to supplement your custom-built Budget Report. Non-Inventoried Purchases received from Electronic or Manual Order Guides will appear on TvA Reporting. They will not report to the Cost of Goods Sold.

Step 3: Inventory 

• Enter Inventory via Inventory Home or Manager's Toolbox (MT) - Inventory

Step 4: Repeat operations

Additional features can be rolled out after 6 weeks of usage: 

• Production Sheet
• Predictive Ordering