Curriculum Rules (Google Spreadsheet):

Can be found here > 

TLE-Automated_Guide_NEW_061422

 

Schedule:

Orders are to be processed on the 8th of every month

 

Workflow


STEP 1: SPOTCHECK_TestFile

Run on the 7th of every month to spotcheck prior to the run date any errors such as:

  • All Products Accounted For
  • Rules Are Calculating Correctly


STEP 2: PRODUCT IMAGES

Product Images must be made for the current month curriculum items & products (US & UK regions)

  • Current Teacher Manuals
  • Current Student Workbooks
  • Current Curriculum Kits


As well as Category Subgroup Icons for Current Month Teacher Manuals, Student Workbooks & Curriculum Subgroups, and a web banner.


All will replace the products on file already in the system for the corresponding month. Product Images are 12 x 12 px @ 100 dpi PNGs. The attached Photoshop Actions that make this easy are below.


STEP 3: RULES

Can be found here > 

TLE-Automated_Guide_NEW_061422

Even though these rules are pretty much set. If any changes or additions this sheet must be updated and emailed to be approved by Meghan. Once approved, update the backend prior to running the initial run.


STEP 4: RUN AUTO-ORDERS (Order Submission)

1.) Download MicroStrategy report (from email)

2.) Clean up original data into upload template by removing aliases not pertaining to  (separate per kit per survey)

3.) Review template - check the total amount of orders vs the total amount of centers

4.) Turn off the previous month's products, categories, & subgroups

5.) Upload template and review the preview of orders

6.) Prior to confirmation preview the orders and look for any potential issues

7.) If the preview looks good then click submit

 

STEP 5: PORTAL MONTH SWITCH

Instructions for this task can be found here >

TLE Curriculum Monthly Change


STEP 6: UK

Orders are entered manually. Manual ordering for East Finchley (UK) is as follows

1.) Logging in as "East Finchley"

2.) Placing an online order on their behalf for the Current Curriculum Month


STEP 7: Sample Curriculum

Orders are entered manually. Manual ordering for TLE Headquarters (2) Current Month Cuurrilum Kit Set

1.) Logging in as "Chelsea Dicker"

2.) Placing an online order on her behalf for the Current Curriculum Month using the Curriculum Kit

3.) Send a confirmation email to Hannah & Chelsea notifying Live status & order# for East Finchley & Sample Curriculum


STEP 8: FFE Kit Update

1.) Remove prior month

2.) Add new month

3.)  Lock quantities to "1" except...


STEP 9: 11th AutoPay Check

1.) Corp pay on account

2.) Franchise auto pay




Order Submission


 

STEP 1: IMPORT ORDER FILE CREATION

1.) Use MicroStrageies report emailed every morning to WM located:
"TLE > Automatic Ordering > _MicroStrategy-Downloads > Month Year


2.) Remove all invalids (ie: Unused Classrooms) 

  • Remove all First Grade/School Age/Kindergarten rows from the import file (Except for Summer: June, July & August for School Age & Kindergarten)
  • Add any unique classroom naming (example: PS1 for Preschool) into the alias

3.) There should be 0 invalids before uploading the import file.

  • Products must be live otherwise will show invalids
  • Users must exist otherwise will show invalids
  • Shipping address required will show invalids

 

STEP 2: UPLOAD THE IMPORT ORDER FILE

1.) Upload file in backend // Corporate > Import Corporate Orders

2.) Select the Curriculum for Select Type

3.) Check for invalids. If invalids are present, clear on upload file first and re-up till no invalids exist

4.) Spot check preview

 

STEP 3: SUBMIT



Checks & Balances




STEP 1: ::CAUTIONS::

1) TAX ON FLORIDA

  • Times when newly launched features break calculation of Taxes on Florida Centers


2) SPOTCHECK COUNTS

  • Check 5 Centers and make sure rules are calculating correctly. One Per Class / One Per Classroom


3) PRODUCTS AVAILABLE (Status ON)

  • Check Products are all available - ie: Journals and NEW School Age Teacher Manuals
    & Workbooks (05/21 - 07/21)


4) STATE EXEMPTIONS ON CERTAIN PRODUCTS

  • Check that have rule exceptions like the North Carolina Prepper Interactive Student Workbook Exclusion rule (where no center In North Carolina is to receive a Prepper Interactive Student Workbook due to State regulations)


5) BILLING & SHIPPING ADDRESSES

  • Spot check billing & shipping addresses (at least 5, beginning, middle, & end) In preview before you run orders & after you run orders


STEP 2: DOCUMENT COUNTS AND ERROR LOG

MicroStategies comes in with Data from current open schools

Confirm Total Orders to Microstrategies Deduped List

This log should be saved in the Monthly AutoOrder folder


STEP 3: 11th DAY RELEASE (Pay On Account/AutoPay=OFF)

Process and release orders on 11th from adjustment delay/hold (if feature not automatically working or broken )