Variance Requests

Internal and external Locations can now request a variance on a specification from the Community Owner. In the specification template, Community Owners can define which attributes are eligible for variance requests and which users can review those variances.

Getting Started

Flagging Attributes as eligible for Variance Requests in your Specification Template

1. Open the Specification admin screen by clicking on the settings icon next to the word Specifications in the left navigation menu.
2. Choose the Specification Template that you would like to edit and click on it to open.

Note: Ensure that your template is toggled to Unlocked in order to make changes.

3. Once the template is unlocked, choose Add/Edit Attributes at the bottom of each section of the Specification Template. Use the list of attributes on the right of the pop-out screen to select which attributes will allow Variance Requests. 

Variances can also be allowed on custom attributes by clicking on an existing attribute or creating a new one and selecting Variance Request Allowed.

Click Add Attributes or Update Attribute at the bottom of the pop-out screen to save.

4. Once these variance request allowances are made, Locations can submit Variance Requests when assigned a specification that uses this template. 
5. Click Save in the top right-hand corner before exiting to ensure these Variance Request Allowances are saved.

Assigning Variance Reviewers

Variance Reviewers will receive an email when a Variance is requested. This feature allows Community Owners to decide who will be notified about Variance requests.

1. Open the Parent Specification and click on the Actions tab in the top right-hand corner. 
   
    

2. To Assign a Single user to all Categories, choose user(s) from the drop down menu and hit save. 
   
   To assign reviewers based on specific Categories, toggle Assign user to all categories to no,  choose specific reviewer(s) for each section, and click Save.

   

   Once saved, the Variance Reviewer(s) are visible above each section on the Parent Specification. Only the users listed will receive email notification when a variance is requested.

   

    

Making a Variance Request 

Variance Requests are made by internal or external locations.  

1. From the Inbound Specification Request tab, open the specification that has been assigned to your Location and is in "Awaiting Response" Action.
2. Once you have reviewed the specification, click on Actions button on the top right corner and select the Request Variance option.
3. You can edit only the fields where a Variance Request is allowed in the Specification Template. Editable fields can be identified by the amber color title and the pen icon. When you have completed your Variance Request, click Submit Request at the bottom of the form.

Note: You can add rows and edit tables (standard or custom) that allow for variances. 

In Courtney’s Mixed Berries, there was a custom table for Ingredients that allowed Variances.

Original Spec Sheet as Assigned to Location

View After Using the Request Variance Action: Amber Color and Pen indicate that a variance is allowed. 

View after Selecting Add Entry and Editing Table: You cannot change Strawberries or Blueberries as they are shaded and required. You can add additional entries and change percentages or descriptions. You can use trash can to delete a row or add entry to add a row.

Note: Genesis Foods integration attributes do not allow variance requests.

Users will receive an email notification when action is required for the next step in the process.

Responding to Variance Requests

Community Owners or those assigned to review Variances can see location responses on the Locations Assignments and Responses Tab under the "Action" column.

1. Select a specification with a variance request (Variance Requested in the Action column.) 
   

2. Click Review Variance Request button to view the requests submitted by the location. 

   You can add comments and approve or reject each attribute of the Variance Request. 

Once the review is submitted, the location will get an email notification for them to acknowledge, reject, or submit another variance request. 

Note on Tables in Variance Requests: 

Before clicking Review Variance Request, you will see the table with highlighted changes in the amber color.

When you review variances in tables, you will review each cell of the table separately. In the example below, you will accept or reject Raspberries (content), 10 (percent), and Whole (description) individually. For blueberries, you only accept or reject the change in percentage. Raspberries are a variance requested row so there is no original with which to compare. Blueberries show the original 50 percent and requested variance of 30 percent. 

3. Once reviewed, you can view the variances approved and rejected directly in the history section of the specification by clicking on Show Variance Requests.

Note: A location can continue submitting variance requests as long as there are requests that have been rejected or other attributes that allow variances that have variance allowances. Once the location Acknowledges or Rejects the specification, they will no longer be able to request variances. To reset this, the CO must unassign the specification from the location and reassign it back to the location via the three-dot menu. 

Updating a Parent Specification from Child Specification with Variances

1. Create a new Specification Template or use an existing one as outlined above with as many or few details as needed. Ensure that variances are allowed on all blank fields.
2. Once saved, create a new specification using that template. O
3. Once created, click on Actions in the top right-hand corner and select assign to Locations.  
    
4. Choose several Locations who will each come up with their own formula.  
   
5. Once all locations have submitted their variance requests, the Community Owner can choose Update Specification from the Actions menu in the top right-hand corner of the Parent Specification.  
    
6. The Community Owner can compare the different formulations on one screen and choose which formulation they want to use for the parent specification by clicking on the location and Update Parent Specification. Variances will be highlighted in the amber color. 
   

NOTE: Updating the Parent Specification will unassign and unlink the specification from any location it was assigned to.