CBORD CStore POS Strategies For Your Campus Lessons
CBORD C-Store & POS Strategies For Your Campus Lessons Learned and Best Practices Presented By: Randall L. Townsend- Director of Information Technology Donna Bebensee- Systems Manager Claudia Aguilar- Procurement Manager Aaron Neilson- Dining Services Director
About Cal Poly Pomona Dining Services • Self Operated Non-Profit Auxiliary • One of 23 Universities in the Cal State University System • 25, 000 Students • 2, 500 Residents • $22 Million Revenue • 29 Operating Units • Campus Controls Card Access System, We manage Meal Plans • ~50 POS Lanes
About Cal Poly Pomona Dining Services (cont. ) 29 Operating Units 9 Licensed Franchises 6 House-Branded Retail Food Operations 8 House Branded Markets 2 Mobile Food Operations 1 Resident Dining Operation 1 Hotel/Conference Center 2 Leased Operations
About Our Journey 2014: 3 Different In-House POS Providers 4 Franchise-Mandated POS Systems 2018: 1 In-House POS Provider 4 Franchise/License Mandated POS Systems
“Begin With The End In Mind” Stephen Covey Habit 2: The 7 Habits of Highly Effective People
Putting Ideas On Paper…
Reduce Manual Processes
2015 Analytics Scope Of Work • System to pull live data in a maximum of 15 minute increments from all systems • Kronos: Labor Hours and Labor Dollars • POS Systems: Sales by tender and transaction counts • UI to be able to select time range and report sales per labor hour, transactions by labor hour and check average(See sample reports) • UI capable of selecting and combining multiple units or single units • Ability to create “pre-bundled” groups of units so that only a single selection is required to group a set of particular operating units • Ability to compare multiple time ranges (i. e. , last year vs. this year, last week vs. this week) • Graphing capability, excel exports, . pdf exports
2015 Analytics Scope Of Work Dashboard Home Screen to include: Labor KPI’s 1. Sales for the day 2. Transactions for the day 3. Average check for the day Labor cost % Labor hours and $ OT labor hours and $ # staff on the clock Top menu item movers for the day Sales by tender: Cash Credit Bronco Bucks Points Warning lights: Staff approaching overtime Staff in overtime Behind SPLH forecast Behind TPLH forecast
Put Tableau In The Middle And…
Tableau Dining Dashboard
Markets vs. Restaurants Operational Requirements Markets • • Sell “Widgets” Items Generally do not Customization Relatively High/Huge number of SKU’s Perpetual Inventory Preferred with less frequent physical inventory Restaurants • Sell menu items with ingredients • Items Require Condiments and Customization • Relatively Low number of SKU’s • Monthly Physical Inventory
IT Infrastructure
CBORD C-Store Installation Requirements POS Services - MICROS RES 5. 5. 2 (4. 5 or later is required) Web Services - Microsoft Internet Information Server (IIS) (7. 5 or later required) For the CBORD C-STORE user interface (Web UI) and Data Service We installed MS IIS on a Windows 2012 R 2 server Database Services - MS SQL Server 2008 R 2 installed on a Windows 2012 R 2 server Setup services and initiate automatic POS transaction polling.
Network Configuration • C-Store Web Server reside in the DMZ to support access to staff that are located in multiple locations • Firewall exceptions and v. LAN access configured to allow data paths from C-Store Database servers and MICROS network segments. • PCI Compliance – Not in scope. No payment card data involved.
Data Flow Diagram Inventory Attributes C-Store DB Server POS Attributes (Do not affect Inv. Attributes) Micros Server Pony Express Campus Center Pony Express CBA Pony Express CLA Vista Market H-Cafe
Awesome and Opportunity Awesome • User friendly UI • Sale Engineering is an interesting tool to monitor sales • Security Administration is easy to use • EDI capability Opportunity • • Reports do not meet our specific needs Some Lags and some bugs Difficulty when deleting items Mass changes are difficult Felt CBORD was learning from our mistakes Some “Blue Sky” promises… Pain associated with Beta Testing Some tools need improvement
Awesome User Friendly
Awesome Sale Engineering
Awesome Security Administration Security administration allow you to set privileges for different Users as well as restrict their access.
Opportunity Limited Reporting Out of the Box Sale Summary only available for individual item Item Detail is not helpful Inventory reports lacking the ability to sort the Data
Opportunity Mass Change is Difficult The only way to change or add is item catalog and edit inventory items Edit items Lack the abilities to edit Sale Price and POS attributes. Can’t edit in Mass.
Opportunity Unable to search for items using vendor item ID On the left is the user interface for Item catalog. As we can see, we can’t search for the item with Purchasing attributes.
Opportunity Trouble with Deleting We can only unlink but can’t delete unused POS attribute Cannot Delete Purchasing attribute or Unit of Measure. This is a common occurrance without solution.
Opportunity Lag and Buggy This is one of the bugs that we encounter. We can’t change the Unit of Measure inside the tallies sheets or else the error pop up. We have to set it as below. This only a problem for some of the items but not all of them.
Cons of C-Store Change log, Inventory Setting, and Purchasing Setting Available Rules but we are unable to edit or change the Rule. Need to contact CBORD for change. Inconvenience. There are only Warning and Error Log available. Detailed Change Log is NOT available to check.
Resources Required Labor Hours and Dollars (Implementation) CBORD Consulting Fees Addition of FT System Manager Addition of FT Purchasing Manager In Tandem with procurement strategy change ($200 k cost savings) Hardware Purchases EDI Integration $8 -$9 k per
Lessons Learned • • • It would have been better to start from scratch than to attempt to migrate old POS Data to C-Store Struggled with units of measures Attempted inventory three times Unable to search for items using vendor item ID Unable to do Mass changes • Product Groups • Unit of Measures • Pricing Unclear on naming conventions for inventory and purchasing attributes System errors Receiving issues • Prices were not updating (had to contact CBORD for support) Only way to change the purchasing price is through fake receiving
Questions…. Randall L. Townsend- Director of Information Technology rltownsend@cpp. edu Donna Bebensee- Systems Manager dbebensee@cpp. edu Claudia Aguilar- Procurement Manager coaguilar@cpp. edu Aaron Neilson- Dining Services Director apneilson@cpp. edu
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