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January 2015

MUV User GUIDE

Release 2.2a

Jim Hamer

Table of Contents

Introduction ......................................................................................................................................................................... 3

MUV – Milk Utilization Verification.................................................................................................................................. 3

Introduction to the User Guide ........................................................................................................................................ 3

Who should use this guide ............................................................................................................................................... 3

MUV Start up ........................................................................................................................................................................ 4

Home Page ....................................................................................................................................................................... 4

MUV Documents .............................................................................................................................................................. 4

Submission Deadlines ...................................................................................................................................................... 4

Login ................................................................................................................................................................................. 5

Home Page after Successful Login – Plant Users .................................................................................................................. 5

Plant and Period ............................................................................................................................................................... 6

Procedure for Defining New Products ............................................................................................................................. 6

Packaged Product Maintenance .................................................................................................................................... 11

Ingredient Maintenance ................................................................................................................................................ 14

Entering Processor Data ..................................................................................................................................................... 18

Entering Milk Utilization................................................................................................................................................. 18

Reports ............................................................................................................................................................................... 39

Analytical Reports .............................................................................................................................................................. 52

Submitting Utilization to DFO ............................................................................................................................................ 54

Approving Adjustments ...................................................................................................................................................... 55

Login Message ................................................................................................................................................................ 55

Changing the Password ...................................................................................................................................................... 57

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Introduction

MUV – Milk Utilization Verification

The MUV application is a web application created to collect a dairy processor’s milk utilization data, summarize the utilization by class to be used for billing purposes by DFO and facilitate the verification of the plant’s milk utilization. Data is entered by product and is accumulated by milk class or special class permits and then passed to DFO in summary form to be used in the creation of plant invoices. The software will also allow for subsequent revisions by both the processor and the verifier, which is also passed to DFO and will generate billing adjustments.

Introduction to the User Guide

The MUV User Guide is provided to help you get up and running as quickly as possible with the MUV application. It provides step-by-step instructions to assist in the use of the application; primarily the set up and entry of product utilization data.

Who should use this guide

The MUV application has the following user groups:

Plant Users

Verifiers

MUV Administrator The User Guide is primarily written for Plant users. Plant users need to know how to enter both the utilization data required to support DFO’s plant billing and the additional data that is required to complete the picture for the verifier.

The Verifiers will need to know how to enter and update the data entered by the Plant users.

The MUV administrator must know about the standard product codes and package attributes such as sizes and materials. However, this document does not cover these subjects.

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MUV Start up

Home Page

Menu items on the left pane navigation panel reference general information. Users should click on Login to proceed.

MUV Documents

A web page that contains several documents to help the user with the application including this user guide and a template for XML data transfers.

Submission Deadlines

Processors should be aware of the deadlines for submitting their utilization declarations.

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Login

Click Login in the left pane and the Login dialog box appears.

Enter your Username and password and then click Enter.

Home Page after Successful Login – Plant Users

After a Plant user has logged in, the home page will be displayed with the Processor menu in the left pane expanded. Please note that the menu items available to you will vary depending on your application role assigned to your user name.

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Plant and Period

Before data can be entered, a user must indicate a plant number and billing period. This key information is retained as the user navigates from page to page so that they only have to enter it once. In the left pane, click on Plant and Period. If the user has been set up to reference a specific plant then that plant and the current period will appear on the web page. The page might look as follows:

If the user is not tied to a specific plant then the page will look like this:

The user should key in the plant number and specify the appropriate billing period.

Procedure for Defining New Products

In order to report utilization properly, ALL products that you produce or sell need to be set up in the system. Click on “Admin” on the left navigation panel, then click on “Product Maintenance” and the following page will open. In this example, some products have already been set up.

In order to set up a product, click on “Add New Record” and the following page will appear.

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At the top of the page is a “drop down list” signified by the small grey box with the down-pointing arrow. The list contains what are referred to as “Standard Products” such as Homo Milk, Skim Milk Powder, Sour Cream etc. and forms the basis of what are referred to as “Processor Products”. Each Standard Product has a list of “Attributes” that are assigned when the Processor Product is set up. When you click on the arrow, the list will expand so you can scroll through to select the appropriate Standard Product. For this example we will select 2% milk. The next step is to specify the Attributes for the product: (hint: use the Tab key to advance to the next field)

Product Code: - This will be a code that fits into the product coding system you already have in place. The Standard Product Code can be used as an alternative.

Description: - The product description you use can be anything that helps identify the product such as a brand name.

Milk Class Code: - Already defined by the Standard Product.

Unit of Measure: - Already defined by the Standard Product.

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Butterfat Lower Range: - Already defined by the Standard Product.

Butterfat Upper Range: - Already defined by the Standard Product.

Butterfat Test: - This is the actual butterfat test of your product. The default value is the above mentioned Upper Range but you can change it as required.

Milk Volume Percent Lower Range: - Already defined by the Standard Product

Milk Volume Percent Upper Range: - Already defined by the Standard Product

Milk Volume Percent: - Enter percentage of milk in product if a value other than 100%. Applicable to flavoured milk products.

Niche – Click on the organic checkbox to indicate if this is an organic product. In addition to indicating the product is organic, you must all associate the organic pricing feature (use Find Pricing Features).

Verified Flag: - This is a value that will be entered by your verifier who, in the course of verification work, will review the attributes then indicate in the field that the review has been completed. Once the Verified Flag is in place, product Attributes cannot be changed unless the verifier removes the flag.

Standard Starting Period: - This is the date (YYYY/MM/DD) the Standard Product was made available on the system and is already defined.

Starting Period: - This is the date that the product you are describing becomes effective. For example, you may be setting up a Product Code today for a DDPIP contract that becomes effective the beginning of next month so setting the Starting Period to that date will prevent reporting activity for this product until then. Defaults to Standard Starting Period but field can be edited.

Standard Ending Period: - Will be defined in Standard Product Listing. Used if Standard Product is reclassified or discontinued.

Ending Period: - Used if processor discontinues product.

Fluid Industrial Code: - Already defined by the Standard Product.

Quota Free Flag: - Already defined by the Standard Product.

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After this data has been entered, click on Insert. (Hint: pressing Enter has the same effect as clicking Insert.) Critical data errors will be flagged for correction. To find pricing agreements that can be associated with this product, click on Find Pricing Features. In most cases, no pricing features are applicable. Below is the Product Maintenance page showing the product code 2042 that was defined in our example.

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Packaged Product Maintenance

After a processor has defined a product, it is then necessary to determine its packaging characteristics. NOTE: Declarations are made against the packaged products. Therefore, this step must be completed for the product to appear on the declarations pages.

Click on Packaged Product Maintenance then click on “Add New Record”

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There is a drop down list associated with Product Code to enable you to select the product that requires packaging information. Select the appropriate product code; in our example code 2042 is already visible so no further action is required. Hit the Tab key to move to the next field.

SKU: - Further defines the product.

Description: - Further identifies the product.

Package Size: - Enter the package size or select a standard size from dropdown list.

Package Material: - Select package material from dropdown list. After this data has been entered, click on Insert. Critical data errors will be flagged for correction. To find pricing agreements that can be associated with this packaged product, click on Find Pricing Features. In most cases, no pricing features are applicable.

The following shows how the page looks after Insert has been clicked.

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Ingredient Maintenance

You will need to define dairy ingredients such as Skim Milk Powder that you add to your products from time to time. Click on Ingredient Maintenance and the following page will be visible:

This page shows ingredients previously defined. Click on “Add New Record” to begin the process of defining a new ingredient. The following page becomes visible:

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The first piece of information to provide is Ingredient Code. You will assign a code that fits into your organization’s reporting requirements. In previous releases Skim Milk Powder had to be SMP and Buttermilk Powder had to be BMP. Starting in Release 2.0, any code may be assigned and the ingredient is identified as SMP or BMP according to the pricing feature. (These criteria are required by system for certain calculations). Hit the Tab key to move to the next field.

Description: - The description can be anything that fits your requirements, for example a brand name or trade name.

Unit of Measure: - Select Litres or KG from the drop down list.

Density: - Enter the density of the ingredient in a liquid form. This value is used to convert the ingredient weight to volume or visa-versa.

BfPerc: - Defines the percentage of the butterfat in the ingredient.

PtPerc: - Defines the percentage of the protein in the ingredient.

OsPerc: - Defines the percentage of the other solids in the ingredient.

IngredientType: - Select the appropriate value from the drop down list. To find pricing agreements that can be associated with this packaged product, click on Find Pricing Features. The example below shows the pricing features associated with ingredients. In this example, a buttermilk powder ingredient is being added and you should Select the BMP pricing feature.

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After this data has been entered, click on Insert. Critical data errors will be flagged for correction.

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The following shows a completed Add New Code page and the list of ingredients after the new code has been accepted by the system:

The process of initially defining products, package sizes and ingredients only has to be done once as these items will be carried forward each month.

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Entering Processor Data

Entering Milk Utilization

Click on “Processors” to access the menu choices that will enable you to enter DFO purchases as well as sales, production, inventories etc.

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Click on “Plant and Period” on the navigation panel to indicate the plant number you are reporting for and the reporting period as shown below. The current calendar month is the default.

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Click on “Utilization Report” on the navigation panel to see a summary of the utilization reports that have been made. Users familiar with the system will know that they can specify the plant and period on most pages so they can start on this page. When there is no utilization report for the period specified, the “Add New Record” button is visible. Click this button to create an empty utilization report.

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To update the amounts delivered from DFO, click “Update Delivery Amounts”. The page displays the delivered and declared amounts as well as the products that have been defined for this plant. The following shows the page after “Insert” has been clicked.

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To access existing reports, click “Select” corresponding to the desired utilization report. The following shows the page when an existing report was selected. Notice the “Submit to DFO” button is visible.

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Click on “Sales” on the navigation panel to access products for which you will be reporting sales activity.

This page displays the packaged products for the fluid products you have already defined in the Admin section. Enter net unit sales for each product. The volume and butterfat content will be calculated for you and displayed in the reports. Click “Save” to save your work. Pressing the “Enter” key has the same effect as clicking “Save”. Note that if there are a large number of products/package sizes they will be displayed on multiple pages. If you are having difficulty finding a product, please remember that you will first need to define a packaged product to enable reporting. In the event that you want to make more than one declaration for a given product and sku, click “Add New Record”. The following shows this data entry page.

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The “Add New Record” data entry page allows you to make multiple declarations for the same product and sku. This page is available for each type of the declaration, Sales, Purchases, Accountable Losses, ect.

Click “Insert” when finished.

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Click on “Purchases” on the navigation panel to access products for which you will be reporting purchasing activity.

This page displays the same packaged products as the Sales page. Enter units of any packaged products received from other processors during the month. Volume and Butterfat will be calculated for you and displayed in the reports.

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Click on “Accountable Losses” on the left navigation panel.

There are two reasons to make entries on this page. For fluid products, use this page to report units of returned fluid products. Enter the units returned and the volume and butterfat will be calculated and shown on the reports. Losses due to “dead vats” etc for manufactured products are also entered on this page. In these cases, you are required to enter the units, volume and butterfat. You’ll need to contact DFO’s Marketing Division (905) 821-8970 to obtain permission for this kind of loss. Here is some additional information: This is the excerpt from the National Milk Utilization Standards (CMSMC, October 2011).

4.6. Accountable Losses There are losses that can be identified and supporting documentation is available to substantiate the loss. These are all classified in class 4(d). These losses must be reported as soon as possible to the inspector or producer representative. Cooler losses and out of code unsold products are generally not verifiable and are not an “accountable loss.” 4.6.1. Dead Vat It is defined as the amount of milk in a vat, that during or shortly after processing, results in unsaleable product that must be destroyed. Losses due to a dead vat must be reported as soon as possible to the inspector and producer representative.

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4.6.2. Other (e.g. valve losses) Milk lost assuming the volume is known and it is documented. 4.6.3. Fluid Returns Fluid products that are returned and considered unsaleable (e.g. out of code) after being sold are to be credited against sales and are priced in 4(d). This assumes the returned product is disposed and not re-utilized. The plant can record whether the returned fluid products were disposed of or used as animal feed. If products are thrown out or disposed of, the production records of the plant should have the initials of the person in charge of the operation and those of a supervisor. If the products are used as animal feed, the person who receives the product should sign a receipt.

In addition to the Fluid Returns described above, in a fluid plant Fluid Packaging Lab Samples are also allowed. These are packages pulled directly from the packaging line and used for quality and shelf life testing. This data is usually recorded on a spreadsheet offline from your data capture systems. The total litres and butterfat of lab samples can be entered on the Accountable Losses page under a Bulk Milk product.

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Click on “Transfers Out” on left navigation panel.

This page will allow you to record sales of bulk cream or milk to other processing plants. The first step is to click on the drop down list and select the Class in which the receiving plant will be using the cream or milk. Enter the Transfer Weight or the Volume Declared but not both. The Bf Kgs Declared is always required. The system will calculate the missing value. Move to the Offset Plant Name field and select the name of the receiving plant from the drop down list. When you have entered all your transactions click on Save to update the database. In the case of a Bulk Sale (to a further processor), leave the Offset Plant Name blank. If you have multiple transactions against the same product and sku, click on “Add New Record” and the following page will appear.

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Select the appropriate Product Code and SKU and enter date in the remaining fields as you would on the main page. Click on “Insert” to add this transaction to the Transfer Out page.

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Click on “Transfers In” on the left navigation panel.

The Transfer In page works in exactly the same manner as the Transfer Out page. The data entry procedure is exactly the same except that you will be recording bulk milk and cream purchases from other processors. When you have completed entering all your transactions click on Save to update the database.

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If you are reporting the utilization of a fluid plant you will need to enter the month end closing inventory of your packaged products. Click on “Fluid Inventory” on the left navigation panel to open this page.

The packaged products for fluid products you defined earlier will appear on this page by default. Enter the unit quantity for the first product and hit the Tab key to move to the next field. The volume and butterfat for each product will be calculated for you and reported elsewhere. Repeat this process as required and click on Save to update the database.

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Click on “Bulk Inventory” in the left navigation panel to open the Bulk Inventory page

The purpose of this page is to enter month end inventories of bulk milk and cream. Enter the litres in Volume Declared, hit the Tab key to move to Bf Kgs Declared and enter the kilograms of butterfat. Hit the Tab key to move to the next record and repeat the process. Click on Save when you have finished in order to update the database.

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Click on “Production” on the left navigation panel to open the Production page.

If your plant manufactures products such as cheese, yogourt, ice cream etc. then you will use this page to enter your production data. The packaged products for industrial products you defined earlier will appear on this page by default. Enter the kilograms produced in Unit Quantity, hit the Tab key, enter the litres used to make the product in Volume Declared, hit the Tab key then enter the kilograms of butterfat used in Bf Kgs Declared. Repeat the process until all products have been reported. Click on Save in order to update the database.

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Click on “Permit Sales” on the left navigation panel.

This page is used to enter Special Class sales. Both fluid and industrial products are displayed on this page. Enter the permit number for the Agreement Number. Hit tab and the system will retrieve the CDC Product Codes for this permit. Select the correct code. Tab to the ClassBfTestEffVer (Milk Class, Bf Test, Effective Period and Version) and select the most recent month and the software will apply product yields and butterfat tests to determine the volume and kilograms of butterfat used in the transaction. Tab again and enter the Unit Quantity. Click on Save to update the database.

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Click on “Ingredients” in the left navigation panel.

The Ingredient Utilization page assigns the ingredients you previously defined to each product you previously defined. Enter the amount used of any of the ingredients used in your products. Enter either the IngredQuantity in kgs or the IngredVolume in litres but not both. The system will calculate the missing value as well as the IngredBfKgs, IngredPtKgs and IngredOsKgs fields based on the density and component percentages that were specified when the ingredient was set up. For fluid products, only those where the white milk content can be less than 100% are displayed here. If you have entered a production volume (see Milk Volume Percent page) then you’ll see it and the ingredient percentage displayed. Additionally, the butterfat calculated from the fluid Sales declarations will be adjusted by the amount of the IngredBfKgs. There will be several pages of ingredients so move to the other pages to ensure all ingredients have been accounted for. (Hint: The Search function can be used to limit the amount of data that is displayed.) Click on Save to update the database.

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Click on “Milk Volume Percent” in the left navigation panel.

Use this page to determine the percentage of white milk in a fluid product such as chocolate milk, for the reporting period. The DefaultMVP comes from the product definition (see Product Maintenance). Enter a value for MilkVolumePercent and the system will use this percentage to calculate the volume of milk used to make the product. Where no value is entered, the DefaultMVP will be used. If ingredient utilizations have already been declared, the users may enter the ProductionVolume and click Calc to have the MilkVolumePercent calculated base on the values of IngredVolume and ProductionVolume. Click Save to update the database. Changing the MilkVolumePercent will automatically adjust the milk volume for any existing declarations.

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Click on “Download Data” in the left navigation panel.

You may use this page to export data into XML files. Choose the kind of data you’d like to export and click Export Data. If you save the resulting file, it can be opened in a number of ways. It is a text file so it can be opened in NotePad or Wordpad. It may be more useful to use Excel. When opening in Excel you will be prompted a couple of times (Open as AN XML table and click OK to the message about the schema.) Product MVP Declarations, Package Declarations and Ingredient Declarations (the last three options) provide the data for the period that has been specified, in this case August – 2012. If you wish to export data from other periods, change the period before clicking on the Export Data button. Check the 12 Months box to export 12 months of data.

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Click on “Upload Data” in the left navigation panel.

Use this page to Import declaration data via XML. Browse to the XML file on your system and then click Import Data. Users who wish to start using XML should refer to “MUV Documents” in the left navigation panel and then look at the XML Template Documents.

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Reports

The following pages describe the reports currently available on the system. Each report can be printed by clicking on the Printer icon located in the grey band at the top of the report. The print function will also enable you to save a copy of the report in a pdf format for later reference. Click on “Reports” on the left navigation panel to see the list of report.

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Click on “Rpt – Products” on the left navigation panel.

The Product Report is a reference list of products you have defined. The report will be sorted by the column that is specified at the top of the web page.

Click on the printer icon on the grey menu bar, click OK to the Print Options and the report will be converted into pdf format. From here you can print or save the report.

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Click on “Rpt – CFMP Report” on the left navigation panel.

This report captures the milk content of sales of Chocolate and Flavoured Milk products eligible for this promotion. This report is for your reference only. This information is part of the invoicing data that is sent to DFO electronically.

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Click on “Rpt – Declaration Report” on the left navigation panel.

The Declaration Report is a listing by transaction type of the product code, product description, package size and material, class, unit quantity, volume declared, kilograms of butterfat declared as well as Agreement types and numbers. This report can be printed for reference. Click on “Rpt – Dec Summary Report” on the left navigation panel.

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The Declaration Summary Report is similar to the Declaration Report but summarized by milk class and then transaction type.

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Click on “Rpt – Shrinkage Report” on the left navigation panel.

The Shrinkage Report is a summary of utilization by class that shows the volume and butterfat data entered earlier and compares the total volume and butterfat to the quantities reported as being delivered by DFO and prorates the volume and butterfat variances over all classes except for Class 4D. The “Balanced Volume” and “Balanced Bf Kgs” shows the utilization by class after the proration of the variances. The total volume and butterfat will agree with the totals delivered by DFO.

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Click on “Rpt -Utilization Report” on the left navigation panel.

The Utilization Report is a summary report by class of litres, kilograms of butterfat, quota free volume, and by agreement type that includes milk class, agreement number, CDC product code, litres, kilograms of butterfat, kilograms of Skim Milk Powder and kilograms of Buttermilk Powder used in special class sales. The litres and butterfat for each class and agreement type have been balanced back to the total litres and kilograms of butterfat delivered by DFO.

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Click on “Rpt –Pro Forma Invoice” on the left navigation panel.

The Pro Forma Report is a non-official invoice generated from the utilization data and the milk prices and agreements from DFO. The pro-forma invoice should be very close to the actual invoice. The report is organized in a similar fashion to the Utilization Report with the regular milk classes first followed by the permit amounts. This report also includes any adjustments due to pricing agreements such as the Chocolate and Flavoured Milk Promotion.

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Click on “Rpt –Delta Dec Report” on the left navigation panel.

The Delta Declaration Report shows the changes made to declarations from one version of the data to the next. In this example, three products in the July – 2012 period have changed and the report is comparing version 2 to version 1.

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Click on “Rpt –Delta Util Report” on the left navigation panel.

The Delta Utilization Report displays the changes between two versions of the utilization data.

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Click on “Rpt –Delta Pro Forma Inv” on the left navigation panel.

The Delta Pro Forma Invoice displays the changes between two versions of the invoice data.

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Click on “Rpt –Price and Agreements” on the left navigation panel.

The Price and Agreement Report shows the pricing agreements that could be used in the calculation of the invoice data. This data comes from DFO. Some agreements are specific to individual plants, and in the example shown above, the processor has signed the agreement for the CFMP. The agreement has two pricing rules, CFMP_PROMO_1 and CFMP_PROMO_2 which offer different discounts depending on the package material. You can check the “Include the pricing feature cross references” box to see which of your products are associated with these agreements. In this example, the association is indicated as XREF for product 2190 and sku 2190. (Refer to Packaged Product Maintenance on page 10 to see that the Pricing Feature for this packaged product has a check mark.)

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Click on “Rpt –No Pricing Feature Association” on the left navigation panel.

The No Pricing Feature Association Report is an exception report that shows when a pricing feature has been overlooked. In this example, packaged product for product 2190 and sku 2190 has not been associated to the pricing feature for CFMP_PROMO_1. The remedy this, the user would go to the Packaged Product Maintenance page, select this packaged product and checking on the pricing feature. This ensures that this pricing feature and packaged product are connected.

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Analytical Reports

There are eight analytical reports that user can use to analyze their data. The reports are:

Class Volumes as a % of DFO Deliveries

Shrinkage % and Absolute Shrinkage % o Shrinkage % = Delivered Volume – Declared Volume / Delivered Volume o Absolute Shrinkage % = Delivered Volume – Declared Volume /

(Delivered Volume + Transfer In Volume)

Product Yields, Bf Test and % BF in product

Sales Volume by Sku

Returns Volume and Percentage of Sales by Sku

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Inter Plant Transfers In

Inter Plant Transfers Out

Bulk Sales

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Submitting Utilization to DFO

The methodology for reporting your utilization to DFO is fully automated. Once your declarations have been entered, click the “Submit to DFO” button (on the Utilization Report page). This signals that the utilization report is complete and is ready to be picked up by DFO.

DFO will pickup up the utilization data very soon after the cutoff as specified by the Submission Deadlines. Refer to “Submission Deadlines” in the left navigation panel for the closing deadlines.

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Approving Adjustments

When a verifier makes an adjustment to a utilization report, a new version is generated and you are asked to approve that change. Processors must acknowledge these changes.

Login Message

You are reminded about verifications that need approving via the “Login Messages” page. This page appears after you have clicked Enter on the “Login” page but before you have been authenticated by the system.

Click “Acknowledge” to complete the authentication process. Clicking on the navigation panel prior to acknowledging will reinitiate logging in.

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Adjustment Approval Click on “Adjustment Approval” on the navigation panel to approve an adjustment.

This page shows the dollar amount of that change. Click on “Approve and Submit to DFO” to approve the adjustment. This action also signals that the adjustment is ready to be picked up by DFO.

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Changing the Password

Click on “User Options” on the left navigation panel, and then click on “Change Password”.

This page allows you to change your password. Enter your old password, then enter a new password, repeat the new password and then click “Change Password”.