Add Route/Re-route Procedure Form

Zachary McCook

Nov 04, 2024

Add route is when a new route is added to a site, increasing the total routes by at least one. A re-route is when a significant number of accounts are moved from one account to another. Day changes within a single route are to be handled between the service team and data processing.

(A small amount, or insignificant change between routes can be discussed with Director of Service Support (DSS) or National Director of Operations (NDO) directly to determine next steps.)

Please follow this process by first completing the form below and sending it to [email protected] and the General Manager to request a re-route.

Person Completing Request: ____________________ (Requestor)

Re-Route Coordinator: ____________________ (Coordinator)

Date: ____________________ (Date Completing Form)

Expected Date of Re-Route: ____________________ (Date When Re-Route goes Live)

*****A minimum of eight weeks notification is required from the date of completing this form*****

What Routes are involved: ____________________

Is the location GM aware of this request: Yes ___ No ___

Things to consider:

When possible, please attempt to schedule route adds/re-routes during the first week of a quarter to avoid issues with quarterly incentive compensation programs.

Customer related demands may require us to expedite the timing of this process, and efforts should be made to accommodate for reasons related to customer demands.

The 8-week timeline is designed to ensure adequate time to properly plan and inform both internal and external customers; all to make these changes as seamless as possible to our end customer.

If you are looking to add a route, please answer the following:

Do you have a new PDA ordered? Yes ___ No ___
Has an RSR been hired for the new route? Yes ___ No ___
Is a Nixon Medical truck available for the new route? Yes ___ No ___

Steps	WHO	WHAT	WHEN (Ex: if you wanted to implement a reroute effective 1/13/2025)
1.	Re-route Requestor	Defines the re-route coordinator and sends a re-route request form to [email protected]: The attached information worksheet must be completed. Assumes responsibility to ensure all steps go according to plan, and will reach out to the appropriate functional leader if things are not going according to plan	[8 week prior to expected date of the reroute] Ex: 11/4/2024
2.	Service Team & DSS	Schedule date for scenario planning meeting: Block out 2 hours for meeting A representative from all RSD teams being impacted must be included in the meeting	TBD by DSS Ex: Schedule for the week of 11/15/2024
3.	Re-route Coordinator	Complete this “WHO, WHAT, WHEN” list, with actual dates in the “When” column and send a brief communication to all appropriate parties (Plant, DP, Finance, and others to make them aware of the pending re-route and dates) Support departments may request a date change if the target date presents a conflict that may impact the support area from meeting commitments	TBD Ex: Complete by 11/15/2024
4.	Service Team & DSS	Complete scenario planning and agree on final re-route plan: All representatives of RSD teams impacted provide OK Final plan is approved by Re-route Coordinator, DSS, and Finance	TBD Ex: Complete by 11/15/2024
5.	DSS	Complete and deliver a detailed re-route excel file to the re-route coordinator, including: All day and route changes, with “from” “to” columns The date each transfer needs to be made by DP The number of garments for all changed customers And other important information for a successful re-route	[Within 1 week after scenario planning] Ex: DSS to complete and send by 11/22/2024
6.	Service Team	Review file with all necessary parties (SMs, RSRs, Customers, etc.) and return with any final changes to the DSS.	[Within 1 week after receipt of file] Ex: Complete and send to DSS by 11/29/2024
7.	DSS	Complete and deliver final detailed re-route excel file to Re-route Coordinator, Marketing Director, and Finance. File to include: Number of garment retapes, Data Processing transfers in ABS, etc.	[Within 2 days after receipt of final changes] Ex: Complete by 12/3/2024
8.	Re-route Coordinator	Communicate with all support departments, send pertinent re-route information, and schedule conversations as necessary. Support departments include the Plant, Data Processing, Finance, and Customer Care.	[Within 2 days after receipt of final file.] Ex: Complete by 12/3/2024
9.	Re-route Coordinator	Ensure all customers impacted by the re-route receive proper communication on the delivery and/or RSR changes	[No less than 1 week prior to the change] Ex: Complete by 12/20/2024
10.	Re-route Coordinator & Support Department Expectations	Plant: All garments requiring re-tape are re-taped for the following delivery Accommodations are made for all necessary quick flips and special deliveries Data Processing: All transfers are made on the correct day according to the schedule An email is sent at the end of each day confirming that all transfers have been completed Customer Care: All Customer Care associates are aware of the re-route changes and can resolve customer calls related to the route and day changes	[In preparation of the Re-route] Ex: To be executed the week of 12/23/2024
11.	DSS	Send survey or other feedback instrument to learn what went well, what didn’t go well, and what can be done better.	[2 weeks after the first day of the re-route] Ex: Complete during the week of 1/13/2024

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