FedEx Print Manager September Release Applies to ... Print Manager September Release Procedures...

© 2014. FedEx Office, Inc. Confidential information. For internal use only. 9/22/2014

Applies to Production Zone

FedEx Print Manager September Release

Procedures Sheet

Overview FedEx Print Manager is a single solution that acts as a Managed Print Provider (MPP) for Enterprise outsourcing needs. This Procedure Sheet explains procedural changes after implementing a new software release with enhanced capabilities.

Action Items

Date Action Item Owner

By 9/28/14 Print a copy of the Procedures Sheet and place behind in the New Releases tab in the FPM Procedures Guide

CM

By 9/28/14 Review the procedures sheet with all store Team Members. CM

Overview

FedEx Print Manager (FPM) has been updated with the following product and services, as well as new functionality to enhance performance and assist Team Members with consulting on outsourced print and finishing products. This procedures sheet is not intended to provide complete FPM procedures. It will only explain the changes related to enhanced capabilities.

1-2 Color Products category now provides customer printed Binders and Mylar coated Index Tabs. In addition to the added products, the site now allows for specific PMS ink colors to be captured within the calculator.

Label Products now offers Roll Labels available in Full Color, as well as 1, 2, and 3 inks Spot Color (standard and PMS).

Bindery Services (Book Binding, Lamination and Finishing) has an expanded coverage area, as well as additional product and service options.

Stamp Products have been added to the Quick Quote product offering. This category includes Self-Inking, Dater, Numbering, Pre-Inked, Embossers and much more.

A Production Estimator has been added to FPM. This tool calculates the estimated delivery date for Quick Quote orders. When a Team Member enters all of their selections in the rating tool it will continue to calculate the turn time of the job dynamically. There are three selections that have a key impact on the delivery date: Production Days (Monday – Friday), Shipping, and Proof Method. The Production Estimator will analyze these selections and based on the Order Date and the Proof Approval Date entered by the Team Member it will calculate an Estimated Arrival Date for the order. Team Members can change these dates in the Production Estimator to determine the job attributes that will best meet the customer’s requirements.

Center Manager and District Managers can now request a Rush Custom Quote. When Rush is selected in a Custom Quote the pricing provided will be from the first supplier to respond to the quote. This may or may not be the best pricing for the requested product. When a response is provided managers will be sent a notification email stating there has been a response. The CM can accept or reject the pricing. If the CM rejects the pricing, the project will continue through the quoting process allowing additional suppliers to respond with a lower price. Once the price is accepted the sourcing activities stops on the job and it is consider a fulfilled quote. This feature is not available to Team Members and will not display.

With larger Sales Supported customers, a center’s Sales partner may be a main contact for important information related to the quote. The Custom Quote feature now allows users to enter the name and contact information for their Sales partner.

A Custom Quote Drop Down Menu has been added to the “Other” Custom quoting form. The field has been updated to include a drop down menu to allow the user to choose from a list of standardize product options. This will not only be faster for Team Members, but will also assist with tracking and reporting.

“Job Awarded to FedEx Office Commercial Press (FXOCP)” indicator appears as an asterisk (*) in the Job Status queue next to the number (#) of Items.


Order Quality Feedback tool is available once an order has been systematically completed. Team Members are encouraged to incorporate the use of this tool as part of the quality check process. The tool captures specific information regarding the final outcome of the project. Does the order meet FedEx Office quality standards? Regardless of a yes or no response, all feedback is valuable.

Bindery Services

The Bindery Service Quick Quote category provides Team Members with the most often outsourced finishing services. These include Book Binding, Lamination and individual finishing options (scoring, perforation, folding, etc.). While Bindery Services are available within the Quick Quote product list, the category workflow differs from that of the Print products.

This category is currently available in 30 of our major metro markets, which includes the following:

Atlanta

Austin

Bay Area

Boston

Chicago

Cincinnati

Dallas/Fort Worth

Dayton

DC/Baltimore/Northern VA

Denver

Detroit

Houston

Indianapolis

Los Angeles

Memphis

Miami

Milwaukee

Nashville

NYC

Orlando

Philadelphia

Phoenix

Portland

Raleigh-Durham

Salt Lake City

San Diego

Seattle

St. Louis

Tampa-St. Petersburg

While all of our locations are not currently supported by this product group, future enhancements of FPM will continue to increase the coverage network. Team Members should search FedEx One, keyword search: FedEx Print Manager Bindery Services Markets to determine if their store is located within one of the markets listed above. All stores not currently supported by FedEx Print Manager for their Bindery Services needs should refer to FedEx One, keyword search: Authorized Vendor List to locate an approved vendor within your market. If a vendor does not currently exist, please contact Strategic Sourcing to request guidance - Strategic Sourcing email box ([email protected]).

mailto:[email protected]


Quoting using Bindery Services Bindery Services appears as the last category in the Quick Quote product list. Book Binding, Lamination and Finishing make up the category offerings. Use the steps provided below to complete quoting within this category.

1. Team Member selects the product from the product list on the left side of the screen. The screen will update displaying all product options availble within the quoting tool.

The first difference you will notice within Bindery Services is the option to select a vendor. This option is allowed because all Bindery Services are local per market, within 30 miles of the stores they support. Some markets will display a single vendor option. 2. Select all product details from the drop down menus provided.

3. If standardized pricing is availble with the chosen vendor, pricing will be returned in the “Customer Price” area.

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4. If standardized pricing is not available the system will show “Custom” instead of a rated price quote. This does not refer to the product, but rather the pricing. If “Custom” is returned, it simply indicates a custom price must be provided by the chosen vendor.

5. Select “Generate Quote” to move to the next window of the quoting process.

After completing steps #6, the “Bindery Services Notice” screen appears. It instructs the Team Member to contact the chosen vendor to discuss product availability, turnaround time, as well as cost if a rated price was not provided during the previous steps. It is in the best interest of the Team Member to immediately contact the vendor to discuss the details of the quote and bidding will be returned quickly. While Bindery Services vendors follow the same Custom Quote turnaround time as printed products (9 hours for simple or 14 hours for complex), the majority of the providers should be able to provide pricing back to the store in a shorter time period.

6. Once the Team Member contacts the vendor and receives confirmation, select “Continue Quoting” to complete the quoting

process.

7. While most of the products listed in the quoting tool are available from Bindery Services vendors, occasionally a Team Member might encounter a product or services that the selected vendor does not support. If this situation arises, the Team Member should select “Cancel Quote” to be redirected to the Quick Quote screen. The Team Member may now choose another vendor from the “Select Vendor” drop down option located on the quoting tool.

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8. From the Custom Quote Request screen enter in the required information, providing any additional instructions for the vendor in the “Special Instructions” area. Select “Send” once completed.

Custom Quote Screen

9. From the Quick Quote screen enter the required information. Select “Review Quote” once completed Quick Quote Screen

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10. Once the order is ready to be submitted to the vendor for production, the Team Member will open the quote, navigating to the “Review Your Quote” screen. Select “Start Order” to begin the process to systematically send the order request to the vendor.

From the “Upload Your Files” screen, the Team Member can choose to upload a mockup of the finishing request if needed. Unlike printed products, the artwork file upload for Bindery Services is optional. Team Members will also notice “pre-flighting” has been removed.

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Production Estimator

This tool calculates key dates within the production timeline allowing TMs to better estimate the in-hands date for Quick Quote orders. It can be found within the rating tool on the left side of the FPM home page. Once the appropriate product details including proofing and shipping options are selected, the user can then select “Show Production Estimator”. This action will expand the estimator allowing the user to enter all related information needed to understand when the order will arrive in store.

Image A

A. Order Placement Date is a user editable field. The system will default with the current date. Entering a date in this field will cause the system to update all other key dates displayed. Each time the Order Placement Date is changed the corresponding dates will update accordingly.

B. Proof Arrival Date is system generated based on the Team Members selection of “Proof Method”.

C. Proof Approval Date is a user editable field. The system will default to the business day following the “Proof Arrival” day. All systematic calculations assume the proof is approved before the store’s cut off time.

D. Production Dates are calculated by the system based on the selection made in the rating tool, as well as Order Placement and Proof Dates.

In the rating tool there is a selection for Production days. This is the amount of time required by the supplier to create the order. Depending on the product it can range from Next Day to as many as 7 Days. This indicates the number of days the project will require to produce. For example if 4 –5 Production Days is chosen, the window might read 8/29/2014 – 9/5/2014, displaying the 5 business days needed to produce the order.

E. Ship By Date is calculated by the system based on

the Team Members selection in the calculator. Once the order is completed it will ship by this date.

F. Estimated Arrival Date – This is the date that the job should arrive in the center. The system uses the shipping method selected and the shipping commitment from the production location to calculate this date. If Ground is selected and the delivery ETA from the production site is 2 days then this is the number that will be used to determine the Estimated Arrival Date.

G. When the Production Estimator is not needed, select

Hide Production Estimator.

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G

E

D

C

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Use the following steps to help calculate the in store arrival date of your FPM Quick Quote projects.

Image B

1. Enter the product details in the rating tool.

2. Enter the Ship To and Shipping method information.

3. Select the Proof Method.

4. Select Show Production Estimator.

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Image C Image D

5. Select the calendar icon to enter the proposed order placement date.

6. The calendar will open allowing the user to select a date in which the customer will place the order.

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Image E

7. Based on the Order Placement Date the system will generate a Proof Arrival Date. The Team Member should set the expectation for the customer when a proof will be available to view.

8. The system default for the Proof Approval Date is the next business day after the proof arrives in-store. The TM should consult with the customer inputting the date in which the customer will be available to approve the proof after it arrives in-store. The order will not proceed until the proof has been approved by the customer and the Team Member systematically approves the proof within FPM.

9. Once the estimated Proof Approval Date has been entered, the system will update the remaining key dates and reflect the Estimated Arrival Date.

If the date indicated does not meet the customer’s timeline, the TM can adjust the fields within the Rate Tool as well as the estimator to meet the customer’s

requirements.

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Custom Quoting

When an item is not available in the Quick Quote menu, it can be ordered as a Custom Quote. Custom Quotes are started by selecting “Other” in the left Quick Quote menu or in one of the drop down menus. Custom Quotes are presented to at least 3 suppliers plus FedEx Office Commercial Press (FXOCP). When all of the requested suppliers respond, the pending quote is updated with the best pricing and loaded into the system. Simple Custom Quotes will be returned in 9 business hours or less. Complex quotes will be returned in 14 business hours or less. Rush Quote

Rush Quote is a new feature allowing a manager to accept the first price returned for a quote instead of waiting for all of the suppliers to respond. It is unlikely this is the best pricing option, but it will be the fastest. Since this option does not follow the guidelines set for FPM, the system will display this function to only Center Managers or above. The function will remain hidden to all other Team Members.

1. Within the Custom Quote Request screen, select “Rush Quote”.

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When Rush Quote is selected, the quote’s overall screen appearance will not change. Only the process in which the quote is sourced is different. The store will be notified when the first pricing is available via email.

2. When pricing is returned, the CM will access the quote price by choosing “Rush Quote Pricing Ready” within the quote window.

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3. The CM will have the choice to select the price using the “Select This Price” option and proceed with printing/emailing the quote for customer review and approval.

4. If the CM chooses to reject the current quote amount allowing the quote to remain open, the CM will choose “Cancel”. The system will continue sourcing for pricing, but will not send additional alerts notifying of available pricing. The CM must check back with FPM to determine if a lower bid has arrived.

Quotes will remain in the sourcing stage for the full 9 hours if the CM does not accept the returned price. If no action is taken by the CM during the sourcing portion of the quote process, the system will automatically choose the lowest bid and mark the quote “Custom Quote Ready” once the SLA has expired.

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Sales Supported

When working with the Sales Team on a Custom Quote, it is often necessary for the FPM Project Managers to consult with the Salesperson. This new feature offers the ability to enter the Sales Team Member’s name and contact information in the system for follow-up communication.

1. Select “Salesperson Involve” to indicate a Sales supported project.

2. Enter the Sales person’s information in the boxes provided and select “Send”.

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After selecting “Send” the following screen appears. You will notice the Salesperson’s information does not appear on this screen. Only the FPM Project Manager view will show the information.

3. Always select “Save Changes” after entering information for a quote.

Custom Quote Drop Down Menu

A new feature has been added to this function. The Product Description has changed from a single free form field to include a drop down menu populated with the most common product requests.

Note: When the Quick Quote menu does not offer the product selections needed by the customer select “Other” for a fully Custom Quote. It is critical to provide as much information as possible in the Custom Quote window. If adequate information is not provided, the quote will be placed on hold requiring the store to provide the needed information before the FPM Project Managers are able to continue with the quoting process.

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Job Awarded to FedEx Office Commercial Press (FXOCP)

When a Custom Quote has been awarded to FXOCP, the Job Status queue will display an asterisk beside the number of items. All projects awarded to FXOCP will require the store to communicate directly with FXOCP. Store will not engage the FPM team for project related questions. In addition, stores with orders completed by FXOCP will not receive an invoice from FPM.

Quality Feedback Tool

Stores have the ability to provide done right, on time feedback on each order completed within FedEx Print Manager. This option is available once the order receives a “completed” status. Order status can be viewed in the “Job Status” window. Stores are encouraged to complete the step as part of their existing Quality Check process.

1. Locate the completed orders from the “Job Status” window.

2. Selecting the order to provide feedback.

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3. Select “Order Quality” from the order “Job Status” screen.

4. The “Quality Feedback” window appears allowing the Team Member to select the most appropriate options that pertain to the

specific order.

Contacts

Ginger Tidrow – Program Manager

[email protected]

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mailto:[email protected]

FedEx Print Manager September Release Applies to ... Print Manager September Release Procedures...

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