Project 2:

Distributor portal Ver. 2.0

1- Distributor Life cycle Management Identification & Selection Process

1. Application to generate the Requirement of Distributors Based on the number of distributors required for the Territory, system will generate Territory wise requirement along with Ticket no. The NDR ticket will be generated based on the following conditions GAP b/w district blue print & existing distributors in SAP. Any Voluntary or Non Voluntary exit of existing partner. 2. Ticket details to TM/SO The Generated tickets details will be available to the TM/SO, which is used for identifying the Prospectus 3. Fill the identified prospectus details by TM/SO Once the Prospectus are identified, the TM/SO will fill the Evaluation sheet for the prospectus in Portal 4. Approval of Prospects by BM After the Evaluation sheet is filled and submitted by TM/SO, the Prospectus details should be available for BM to review and approve 5. Approval of Prospects by BUGM Once the Prospectus are approved by BM, then BUGM should be able to review and approve the Prospectus 6. Notification TM/SO/BM/BUMIS on selection A mail notification will be sent to TM/SO/BM/BUMIS, after the prospectus being selected by BUGM 7. Checklist for Document required for selection process The Procedure and checklist for the Prospectus selection will be uploaded into the Portal by the content Admin into the Portal Knowledge Management and it will be available for viewing and download. 8. Format of Agreement The Agreement formats will uploaded into the Portal and it will be available for viewing and download for the internal employees like TM/SO,BU etc 9. MIS to collect and enter the details of Distributor in Portal After the Approval of the Prospectus, BUMIS will collect the documents required for verification and they will enter the documents that they have collected and scanned copy will be sent to the Legal and Finance. Sending the scanned copy of the document will done offline using mail 10. Display of distributor details to Legal & Finance

Legal & finance depts will verify the documents they have received and check the list of documents that MIS has entered in the Portal 11. Legal & Finance to Approve Legal and Finance department will verify the documents and approve the Prospectus in Portal 12. On approval by Legal & Finance Create Distributor After Approval from Legal and Finance the customer will be created in SAP automatically

2- On boarding
1. Provision to upload on documents required for Online Induction After creating the customer and login ids in portal, the distributor will go through the induction program. Distributor should login to the portal and should be able to view the Induction documents uploaded by the content admin. Induction documents static pages like PDF 2. Provision to upload on documents required for Training Documents required for FOS training will be uploaded into the Portal by content admin and there should be an option in the portal where FOS can view and download the documents for training 3. Evaluation for Induction Training Portal will have an option to evaluate the induction training undergone by the distributor and there should be an option to publish questions and Distributor should be able to answer the questions online. On successful completion of online evaluation , the distributor will be allowed raise the his first invoice 4. Evaluation for FOS Portal will have an option to evaluate the FOS Training and FOS will be answering questions online in portal. Results and Certificates will be issued offline

3- Grievances
1. Register Grievances Portal will have an option for the distributor to register their Grievances online. They will be given an option to select the Category under which the Grievances fall like Payouts, Schemes, Supply of PO etc and description of the Problems. On submission of Grievances a reference number will be generated and this reference number will be used for tracking the status of the Grievance 2. Tracking the status of Grievances raised The functionality helps the distributor to view and update the status of the Grievances raised by the Distributor and there will be an option for the Distributor to update the status from Distributor perspective. For example if the TM/SO closes the Grievance and the same should be accepted by the Distributor otherwise it will be escalated. 3. Grievances Resolution by TM/SO This application provides an option for the TM/SO to view all the list of Grievances created by distributors for whom they are working. They should resolve these Grievances with in 7 days, if it not resolved or if the solution provided does not satisfy

the Distributor, then it will be escalated to their respective BM. A notification will be sent to BM via E-mail on Successful closure of the Grievance If the issue is not resolved within 7 days a notification is sent to BM via E-mail 4. Escalation of Grievances to BM This application provides an option for the BM to view all the list of Grievances created by distributors and not resolved by the TM/SO for whom they are working. They should resolve these Grievances within 2 days, if it not resolved or if the solution provided does not satisfy the Distributor, then it will be escalated to their respective BUGM. A notification will be sent to BUGM via E-mail on Successful closure of the Grievance If the issue is not resolved within 2 days a notification is sent to BUGM via E-mail 5. Escalation of Grievances to BUGM This application provides an option for the BUGM to view all the list of Grievances created by distributors and not resolved by the BM for whom they are working. They should resolve these Grievances within 2 days, if it not resolved or if the solution provided does not satisfy the Distributor, then it will be escalated to their respective BUGM. A notification will be sent to BUGM via E-mail on Successful closure of the Grievance If the issue is not resolved within 2 days a notification is sent to BUGM via E-mail 6. Escalation of Grievances to NHQ This application provides an option for the NHQ to view all the list of Grievances created by distributors and not resolved by the BUGM for whom they are working. They should resolve these Grievances within 2 days, if it not resolved or if the solution provided does not satisfy the Distributor, then it will be escalated to NHQ. A notification will be sent to NHQ via E-mail on Successful closure of the Grievance If the issue is not resolved within 2 days a notification is sent to NHQ via E-mail

4- F & F Process
1. Submit Resignation Distributor will submit their resignation with LUM through portal. They will have option to enter the reason for resignation and Pending claims from LUM. Claims will be uploaded using Excel. A Reference number will be generated for tracking the status 2. Notification to TM/BM along with resignation details A notification will be sent to TM/BM along with Resignation details via E-mail from Portal. 3. On accepting/Rejecting Notification to be sent The BM will review the resignation details in Portal and he should have an option to Accept or Reject the resignation through Portal. If the BM accepts the resignation a notification will be sent via E-mail to Distributor and copied to BUGM/BUSH/TM/SO/FINANCE(Branch & HQ)/IT On rejection of the resignation a notification will be sent to Distributor on retention and a copy to TM and BM. 4. Application to confirm withdrawal of resignation This functionality will enable the distributors to give a confirmation that he has withdrawn the resignation and wises to continue with LUM 5. For Involuntary, Option to initiate Exit process In case if the BM wants to terminate a Distributor, the Portal will have an option to select Exit partner option, where he will select the Distributor he wants to terminate and reason for termination. On submission of the termination a reference number will be generated in Portal. 6. Approval of resignation by BUGM

BUGM will have an option to view all the list of Terminations raised by BMs working under him and he has an option to either accept or reject the terminations raised by the BM. If the termination is rejected by the BUGM a notification is sent to TM/BM via E-mail If the termination is accepted by BUGM then a notification is sent via E-mail to BUGM/BUSH/Finance (Brand & HQ)/IT

5- TM/SO Work ways

1. Stock Statement The TM/SO will have an option view the book stock for a distributor and this report helps him to reconcile between the Book stock and Physical stock and take further actions 2. Distributor KPI Review ( Primary Sales, Secondary Sales) The TM/SO will have option in the Portal to view the KPI set against the Distributor. The following data will be available as a report to the TM/SO to review with the Distributor Primary Sales

Secondary Sales

3. DSE Review TM/SO should be able to review the performance of the FOS/DSE based on the following reports

Outlets

New Outlet Target

Unique Bill Cut

4. Weekly Target and Actual comparison The Report will provide an option to review the FOS wise Revenue Target VS Actual week wise

5. Productivity Performance

The Report will be used by TM/SO to review the productivity of the FOS based on No of days worked, No of visits to the retailers

TM/SO DSR 1. TM/SO DSR Update Daily visits made by the TM/SO will be updated using this functionality provided in the Portal. The Daily Visits of the TM/SO is planned uploaded monthly once in SAP. Based on the Plan the TM/SO will update their Daily visits 2. TM/SO DSR Updated List and Display The functionality will be used by TM/SO,BM to view the daily visits updated by the TM/SO. 3. Actionable issues update Any issues that requires action at the distributor end will be updated in the Portal using this functionality The following data is captured by TM/SO during their visit to the distributor Issue details Raised by Raised on Status of the Issue & Remarks if any On updating the issue in the Portal a notification is sent to Distributor/BM via E-mail and Reference issue number is generated for tracking 4. Actionable issues update List & Display This functionality is provided to monitor and track the issues updated by the TM/SO and TM/SO can update the status of the issue On updating the issue in the Portal a notification is sent to Distributor/BM via E-mail. 5. Weekly Dashboard Weekly review meetings between TM/SO and BM will be happening at end of every week. The Weekly dash board functionality will be used review their primary sales and secondary sales of respective distributor for whom the TM/SO are working. The next plans are updated by TM/SO using this functionality.

6. Weekly stock statement The TM/SO will review the weekly stock model wise and the system will display the Opening stock , Primary Sales , Secondary sales and Closing stock for the previous week. TM/SO will enter the Secondary Sales Planned for the week and Estimated closing stock and based on this primary sales to billed will be derived automatically. 7. Monthly Itinerary The report will display monthly visits planned by TM/SO and Actual visits he has made. The Monthly itinerary will have day wise plan containing towns & distributors to planned for the visit and actually visited by the TM/SO
Assumptions & Pre-requisites 1. New portal server to be sized based on the number of users for new application