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Franchisee Inventory Tracking System (FITS) Training

Franchisee Inventory Tracking System (FITS) Training. Contents. FITS Reporting Suggestion Tracking Development Openings, Closures, Remodels Cycle Time (NEW) Store Weeks (NEW) Construction Costs vs Budget (NEW) Pipeline Summary (NEW) Basic COGNOS Reporting Project Listing Pipeline Counts

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Franchisee Inventory Tracking System (FITS) Training

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  1. Franchisee Inventory Tracking System (FITS) Training

  2. Contents • FITS Reporting Suggestion • Tracking Development • Openings, Closures, Remodels • Cycle Time (NEW) • Store Weeks (NEW) • Construction Costs vs Budget (NEW) • Pipeline Summary (NEW) • Basic COGNOS Reporting • Project Listing • Pipeline Counts • Openings Reports • Closures Reports • Comparison Reports (AOP vs. Actual vs. Best Guess vs. Pipeline of Projects) • Summary Level Reports • Introduction • What is Pipeline Tracking and why is it important? • Why do we use milestones? • Which milestones do we track? • Tracking actual against planned milestone dates • Working with the FITS Database System • Security and new users • Installation • Entering Project Data • Language and Character Recognition • Project Information • New and Relocate Project Milestones • Using the Milestone Template • Remodel Project Milestones • Closure Project Milestone • Organizing your Projects • Project Tree • Project Search • Personalizing FITS • My Projects • Reminders • FITS Management Planning Tools • Store Weeks • Other FITS Analysis Tools • Milestone Analysis • Cycle Time • Construction Costs • Pipeline Summary

  3. Why Pipeline Management Is Important • Number of Projects: Each BMU has between 10 and 300 live development projects • As the number of projects increases, the complexity of managing and communicating becomes greater • There is a fall-out rate of terminated or delayed projects • Different Types of Projects: • NEW or RELOCATE openings • CLOSURES • MAJOR – MINOR REMODELS • Project Length: Can be from several months to several years • Communication: Multiple stakeholders need to plan related activities which depend on the development project plan and progress • Accurate Forecasting: Efficient resource and cost management • Senior management needs consistent, reliable information about project progress and pipeline status to validate and forecast growth plans and development team resourcing

  4. Milestones and Pipelines Are the Solution • Project Management Techniques: Help plan and manage the complexities of development projects • Milestones: Key stepping stones that are tracked through a project’s life (i.e “permit received and construction commenced”), marking the beginning or end of the key stages in a project’s life • Planning, tracking and communicating milestones is the best way to encourage effective project management • When multiple projects are viewed using the same milestones, an entire “pipeline” of projects can be assessed for strength, risk, forecasting, etc.

  5. How Do We Track Milestones/Pipeline? • Milestone tracking or pipeline management only represent a small subset of true project management techniques • FITS is not a project management tool to be used to manage detailed activities -- it is a summary-level tracking tool which is aimed to help you forecast better and keep your projects on track • FITS can help us make better forecasts in the future by facilitating a historical analysis of milestone duration, fall-out rates, resourcing, etc.

  6. How Do We Track Milestones/Pipeline? • Collecting information and tracking against planned milestones • As milestones are completed, “Actual” dates are entered (i.e. the most recently entered “Forecast” date becomes the “Actual” date) • Milestone completion dates can be used to indicate the current status of a project • At the beginning of a project, Plan and Forecast dates are given for each milestone. • As a project progresses, the “Forecast” dates for the various milestones are updated. “Plan” dates stay fixed so that you will always have a record of your initial plan.

  7. How Does FITS Help With Pipeline Management? • Tracks multiple projects • Tracks executive milestones for each development project, including New restaurants, Relocations, Remodels, Conversions and Closures • Stores key data about each development project • Communicates current project and pipeline status through on-line views and printed reports • Enables team collaboration through access for multiple users across YRI functions and BMU’s, including Dallas RSC

  8. How Does FITS Help With Pipeline Management? • Relies on web-based technology, allowing access to users through their PC and any telephone line • Organizes and stores project-level documentation such as CAD drawings, CAPEX approval documents, etc. • Organizes and stores project photo galleries • Milestone tracking set up to work for both equity and franchise needs

  9. How Does FITS Help With Pipeline Management? • Standardized terminology and centralized data allows for cross-market learning and analysis • Templates can be created by each user to speed project set-up • Information viewed on-line or printed using formulated reports • Reporting available to communicate project details, pipeline snapshots, and historical analyses on an individual or aggregate project level • Downloading capabilities built in for more dynamic analysis or reporting using Excel

  10. How Does FITS Help With Pipeline Management? • Regularly scheduled reports can be sent to user’s Outlook mailbox • Role-based security allows differentiated levels of access to data • Certified franchisees will have access over the internet • Will be tied in with key performance measures (hit rate, break-even, etc.), capital planning, and financial reporting systems • FITS can be used alongside more sophisticated project management tools which are likely to be used to manage the construction phase. Currently estimating ability to download data to Microsoft Project

  11. Let’s Look at FITS • Entering the system and loading the data is as easy as loading a web site • Users may use the system on-line or off-line • Each user has access to a pre-defined subset of the worldwide data available. Real Estate Managers, Acquisition Managers, Site Finders and Development Managers will manage the data for their own projects • Users may enter the FITS application or go directly to the reporting section, which avoids having to wait while system data is loaded • There is a useful “Release Notes” section which gives updates on recent upgrades to the system and training on basic functionality

  12. Installation • FITS is found at http://fits.yumnet.com/ • You must install FITS software the first time you use the program • Follow instructions in the “01 Install FITS application” link • Program Requirements • Java JRE 1.3.1 • Java Web Start • Adobe Acrobat Reader • Windows 95, 98, Windows 2000 or NT 4.0 (service pack 6) • 800 x 600 Screen Resolution (or higher) • 128 Megs of RAM • 20 Megs free hard disk space • Windows standard mouse pointers

  13. FITS MAIN MENU Follow instructions to install the FITS application. You only need to install FITS the first time you use the system. Training and Release Notes are located here

  14. FITS INSTALLATION GUIDE

  15. FITS MAIN MENU Select this link to run FITS

  16. Security • Each user must have their own login ID and Password. There is no fee. • Access to data will be restricted for security, according to the following norm: • BMU/FBU Development team members: can create, view and edit data for projects in their BMU/FBU only • Other BMU/FBU team members: can view data for projects in their BMU/FBU only • Franchisees: can create, view and edit data for projects for their projects only • Dallas RSC team members: can view data for all projects • Dallas RSC FITS administrator: can create, view and edit data for all projects • Any exceptions to this set of security standards must be approved by the Director of Development and Dallas RSC FITS administrator (Aaron Steele) • To get an ID and PW contact Aaron Steele at aaron.steele@yum.com

  17. Entering Project Data • Individual project information is entered into the system by the Development team member • Updates may be made as often as necessary • Project data is divided into three sections or tabs: • Tab 1: Project Information such as address, facility description, etc. • Tab 2: Milestone tracking + user templates + project notes + attached documents • Tab 3: Project Costs

  18. The Project ID will be automatically generated once the project is saved. A descriptive Site Namemust be entered for a project. Note: If a project is a relocation (RELO), it should reference the closure (CLO) project associated with it, e.g. “Brown Street (Blue Street CLO). If a project is a CLO, it should reference the RELO project associated with it, e.g. “Blue Street (Brown Street RELO)

  19. A Local Site Namemay be entered for a project. This can be entered in your local language including Chinese, Japanese, Korean, Arabic, and Thai character sets) An Owner Typemust be selected for a project: Company/Equity Franchisee Joint Venture Licensee A Development Managermust be selected for a project: List of Dev Managers

  20. An Owner Name may be selected for a project: List of Franchisees; If Equity, select “Company/Equity" An Ops Managermay be selected for a project: List of Ops Managers A Brandmust be selected for a project: List of Brands Notice the multibrand combinations. A Construction Managermay be selected for a project: List of Construction Managers

  21. If you would like to archive an inactive project, you may mark the project as Terminated and enter a date.; In the future if you choose to reactivate a project, you can deselect the terminated checkbox. A Project Typemust be selected for a project: New Build (NEW) Relocate/Offset (REL) Rebuild (REB) Major Remodel (MJR) Minor Remodel (MIN) Conversion (CON) Closure (CLO) An Initial Fee Currency may be selected for the project An Initial Feemay be entered for a project.

  22. A Development Directormay be selected for a project. List of Development Directors A BMU/FBUmust be selected for a project: List of BMUs A Mini BMUmust be selected for a project: List of Mini BMUs within a BMU Note: A BMU/FBU must be selected prior to this selection. A Countrymust be selected for a project: List of Countries within a Mini BMU Note: A Mini BMU must be selected prior to this selection. A Marketmay be selected for a project: List of Markets within a Country Note: A Country must be selected prior to this selection. The user can add market names to the list.; The market is generally used to define a geographic area, but you may use this to create another category.

  23. An Addressmay be entered for a project. A JDE Numbermust be entered for each project, prior to completing the OPEN milestone. Latitude and Longitude coordinates may be entered to indicate the GPS location of the site, ex. 39deg 58.589min

  24. A Service Typemust be selected for a project: Dine-In Only Delco Restaurant Based Delivery Other To Be Determined Note: If "Other" or "To Be Determined " is selected at the beginning of a project, you must change this to one of the other choices prior project completion. A Facility Typemay be selected for a project: Freestanding (FS) In-Line (IL) Food Court (FC) Kiosk (KIO) Unknown Note: If "Unknown" is selected at the beginning of a project, you must change this to one of the other choices prior to project completion. A Location Typemay be selected for a project: Urban Corner Urban Midblock Suburban Corner Suburban Midblock Shopping Center/Mall Airport/Transport Center Retail Leisure Retail & Leisure Residential Roadside Other Unknown A Delivery must be selected for a project: Yes No To Be Determined Note: It must be "Yes" or "No" before project completion.

  25. Property Ownershipmay be selected for a project: Building Lease (BL) Fee/Freehold (OWN) Ground and Building Lease (GBL) Ground Lease (GL) Yum! To Franchisee Lease (TL) Unknown If the unit is an express unit, select this checkbox. Facility Sizemay be entered for a project. If this unit contains a drive thru, select this checkbox. Site Sizemay be entered for a project.

  26. Capacity Countsmay be entered for a project, including Seat Counts, Parking Space Counts, and Curb Cuts.

  27. Project Milestones • Tab 2: Milestone data + user templates + notes + attached documents • User enters milestone “Plan” and “Forecast” dates at the initiation of a project, forecasting all the way through to a forecast opening date • Users should update the “Forecast” column as the project progresses and the predicted timeframes change • As milestones are completed, the user checks the “Completed” box and confirms the date in the Forecast/Actual column

  28. Project Milestones (cont.) • The “Current Milestone” is the most recent milestone which has been “completed” in FITS (i.e., marks the beginning of a set of activities which is currently being worked on) • Notes about each milestone (especially the Current Milestone) may be entered. The note for the Current Milestone will be reflected on many reports – this is where you can keep reminders about next steps • Documents may be attached in this section (CAPEX, CAD drawings, lease documents, photos). Photos can be attached for the “Site Located” milestone and for the “Construction Commenced” milestone.

  29. The Project ID will be displayed for a project. For the project, the Current Milestone is the last milestone which has been completed. The Site Name will be displayed for a project.

  30. The user will initiate a project by entering planned completion dates for all milestones. A project is initiated when the Site Located date is chosen. If necessary, Plan dates may be adjusted until SITE/CAPEX approval but Plan dates should not be changed thereafter. Note: Where an individual site has not been identified, (e.g. INQ or WORK,) it is not necessary to forecast the dates for the other milestones. If a site has been located and the SITE milestone is completed, you must forecast milestone dates for the entire project. Trade Zones without an identified site maybe recorded by using INQ or WORK. Different milestone names are available for NEW/RELOCATE project, CLOSURE projects, and REMODEL projects. Forecast dates should be entered for all milestones at the initiation of a project. These forecast dates should be updated during the life of the project as the forecast dates change.

  31. The duration between milestones is calculated automatically using forecast dates. When a milestone is marked Complete, the date in the forecast column becomes the “Actual” date. The cumulative duration from the initiation of the project is also calculated automatically.

  32. Supporting Documents can be uploaded for each milestone. The number of documents are shown here. Access for uploading a document, click on the button. Work, Excel, JPEG, CAD, PowerPoint, PDF Notes can be entered for each milestone. The notes entered at the Current Milestone will be displayed on certain reports, therefore the user should enter the most current activity tasks in this field. This field will expand as you enter text.

  33. Milestones in gray are optional. Bolded Milestones are required. Bold-Italic Milestones need approval.

  34. Inquiry (INQ) -- request received to consider development project. Trade areas without an identifiable site may be entered using the INQ or WORK milestone. New and Relocation Milestones Working on Site (WORK) -- development team looking for suitable real estate Site Located (SITE) -- a suitable location has been identified. Site/CAPEX Approved (APP) – YRI has approved the site for Franchise projects or the CAPEX for equity projects Site Secured (SEC) -- the site is legally secured through a lease or purchase agreement

  35. New and Relocation Milestones YRI Construction and Design Approval (DES) -- Construction and design plans have been approved by YRI Permits Submitted (PER) -- Applications for zoning and other permits have been submitted to local authorities for approval Construction Commenced (UC) -- The site is now under construction Equipment Ordered (EQU) -- Kitchen equipment and décor have been ordered Handover Over to Operations (OPS) -- Construction has finished and Operations is given the keys to the restaurant Restaurant Opening (OPEN) -- The official opening of the restaurant

  36. A forecast date must be entered for either INQ, WORK, or SITE milestone in order to save the project. If a forecast date is entered for SITE a forecast date must be entered for OPEN. New and Relocation Milestones If you enter or update a forecast date for a particular project milestone, the application will ask if you would like for the system to update subsequent forecast dates automatically for that particular project. The update will be based on the durations of your previous forecasts.

  37. Remodel Milestones Permits Submitted (PER) – Applications for zoning and other permits have been submitted to local authorities for approval Restaurant Identified (ID) – a suitable location has been identified. Project Approved (APP) - CAPEX Approved for Equity projects, Internal Approval for Franchise projects. Construction Commenced (UC) – The site is now under construction Construction/Design Approval (DES) – Construction and design plans have been approved by YRI Handover to Ops (OPS) – Construction has finished A forecast date must be entered for ID and OPEN milestones. Restaurant Opening (OPEN) – The project is complete and the restaurant is trading as normal

  38. Lease Termination Negotiated (NEG) – Lease termination has been agreed with the landlord Closure Milestones Restaurant Identified (ID) – an existing restaurant has been identified. Restaurant Closure (CLO) – Restaurant is closed and trade ceases YRI Approval – YRI has given closure approval Deidentification (DEID) – Signage, logos, and trade dress is removed from the building Handover of Building (HAND) – Building is turned over to the landlord A forecast date must be entered for ID and CLO milestones.

  39. For each milestone you can enter a standard duration. This duration will be used to automatically fill in your forecast milestone dates for your project. You have the ability to modify or delete these entries before saving the new project. Milestone Templates You can open the Milestone Template screen by selecting the “Milestone Templates” item under the “Planning” menu. Once you are comfortable with your template, you may save it using the “OK” button.

  40. Data Integrity • Project Completion • When the final milestone is completed for a particular project, the project is archived and used in company reporting • 10 days after the close of each period, completed projects may not be modified. • Similarly, 10 days after the close of each period, you will no longer be able to add a new completion for the previous period (no backdating) • Exceptions to this control will need to be approved and entered by the Dallas administrator. • Changing a completed project in the past might mean that results will need to be re-stated for past periods – this is an important issue! It is important to keep your project milestone forecasts and completed milestones up-to-date, for accurate reporting!!!

  41. Organizing Your Projects • Project Tree • Project Search • Personalizing FITS • My Projects • Reminders • Working off-line • Reminders and Updates

  42. Project Tree Every Project is located in the Project Tree. The tree is sorted by Fiscal Year, BMU, MiniBMU, Country, Market and then Project. If you double-click on a particular project, the project information will be displayed in the FITS screen at the right.

  43. To create a new project, click the “<New Project>” link.

  44. To expand a particular folder completely, first highlight the folder and then click the “+/-” button at the top of the tree.

  45. To open a project, click on a project name. New Builds are in blue, Relocations are in Green, Closures are in Red

  46. You can also have the project tree project names displayed in the local format when the “Show Local Name” checkbox is checked.

  47. Project Search You can search for projects by clicking the “Search” button, or selecting the “Project Search” item under the “Edit” menu.

  48. You can search for projects by Site Name, Local Site Name, or Project Number.

  49. If you do not know the name or number completely, you have the option to search for partial matches.

  50. Enter your search criteria here.

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