ALDI Stores Ltd - suppliersurvey.valpak.co.uk

Product Data Hub Guidance Document - ALDI Stores Ltd

Overview

This guidance document has been created to support you during your online submission.

It will explain how to access the submission and how to update your packaging weights information.

To view a video guide of how to complete the online submission, please click here.

Should you have any queries about how to access the submission or have any issues making amendments to your packaging information, please contact Valpak on 01789 208749 or email [email protected] and we will be happy to help you.

Contents Accessing the Product Data Hub .............................................................................................................................................................................................. 4

Registering access to the system ......................................................................................................................................................................................... 4

Activating your registration ....................................................................................................................................................................................................... 5

Logging In ............................................................................................................................................................................................................................................... 5

Changing your password ............................................................................................................................................................................................................ 5

Completing Your Submission ...................................................................................................................................................................................................... 6

Starting Your Submission ........................................................................................................................................................................................................... 6

Live Chat ................................................................................................................................................................................................................................................... 6

Reviewing Your Company Details ........................................................................................................................................................................................ 6

Updating Your Products .............................................................................................................................................................................................................. 6

Updating Certification Data ...................................................................................................................................................................................................... 7

Submitting Product Information .......................................................................................................................................................................................... 7

Awaiting Submission ...................................................................................................................................................................................................................... 9

FAQs ................................................................................................................................................................................................................................................................ 10

Appendix ......................................................................................................................................................................................................................................................12

Plastic Polymer Types and Examples ...............................................................................................................................................................................12

Glossary of Terms .............................................................................................................................................................................................................................. 13

Accessing the Product Data Hub

Registering access to the system Where a submission is due, you will have received an email like the below. Click on the Get Started message to register for the submission.

Packaging Weights Data Request on behalf of: Kaplav - DP-GS10077

Dear Test You will be aware that Kaplav are an obligated seller under the Producer Responsibility Obligations (Packaging Waste) Regulations 2007. In order to comply with these responsibilities, Kaplav have asked our compliance scheme partner, Valpak Limited, to collect packaging information on t he products that we have sold in 2019. It is crucial for compliance that accurate weight data is supplied to Valpak. Valpak and Kaplav are trialling a new online reporting system to collect packaging weights information and we would be grateful if you wo uld partake in a trial of this new system and provide feedback to Valpak to help improve the usability and performance of this system. A guidance document is attached, which expla ins how to access the submission and how to update your packaging weights information. You can get started by following the link below to login and complete your packaging weights submission:

Get Started If you are not the correct person to complete this request, please click on the link below:

Not Me For products which Valpak already hold packaging weights information for, the system will be pre -populated with that weight data. We would be grateful if you could check through each of these items and make any adjustments as required. For products without current weights da ta, we ask you provide this data and include all the information listed below for each item: The following areas are critical to the data submission and other CSR reporting. Inaccurate reporting will require you to res ubmit the data:

• Product code/Product description

• Plastic Type (e.g. HDPE, PET etc, the plastic type is key and needs to be specified on the template).

• Plastic Colour (due to varying recyclability rates of coloured plastics, Kaplav require suppliers specify the colour of plastics being used ).

• Packaging Format (Sleeve, tub, pot, etc)

• Packaging weights; by packaging type and material per layer.

• Identification of transit packaging being leased or hand-balled, if applicable

• Recycled content (Percentage of post-consumer waste, rPET is a key material and we ask you specify the closest percentage of recycled content used in your packagi ng). Kaplav and Valpak appreciate your co-operation and would be grateful if you could provide a response by 01/01/2020. Please provide your feedback of the system to Valpak at [email protected]. A feedback form is attached to this email for completion. If you have any data related queries please do not hesitate to contact the team at Valpak directly, either by email: [email protected] or by phone: +4 4 (0)1789 208 749. Please note that only the packaging weights information will be stored in a database and may be used by other c ustomers and users in the future (such as other retailers of your products). Any personal data will not be used for marketing purposes or supplied to any third parties. Valpak hold ISO 27001 (Informatio n Security Management) certification, so the security of your data is taken extremely seriously. With more scrutiny than ever on packaging details we really appreciate your co -operation. Yours sincerely Joseph Bloggs

If you have not already registered, please click to register, alternatively you can sign in.

Activating your registration You will be asked to enter your details to register to use the survey. Please complete these details and click Register.

The next screen will ask you if you would like to receive the authentication code via mobile or email. Please select which you would prefer.

Your authentication code will be emailed or messaged to you as per your selected preference. Once received, please enter the code and verify. You will need to enter the code within 5 minutes of receipt before it expires.

Logging In Once you are registered you will be able to login to the system. You can do this at:

https://suppliersurvey.valpak.co.uk

Changing your password If you have forgotten your password, please navigate to the login screen and select that you have forgotten your password. This will send you a link to reset your password.

Completing Your Submission

Starting Your Submission Once you are logged in you will be able to start your supplier submission.

Live Chat On each page of the submission there is help functionality in the version of a live chat. During the hours 9-5:30, the dedicated Data Team will be able to assist with questions relating to the submission.

If you are completing the submission out of these hours, please leave your message and email in the live chat and the Data Team will be in touch ASAP. Additionally, any feedback regarding the submission will be welcomed at the end of the chat.

Reviewing Your Company Details This information is prepopulated using the company information we hold in our systems. If any of this information is incorrect, you can update this here. This Information will only be used to contact you if we have any queries about the data you submit.

Updating Your Products The products section of the online submission has been populated using information provided by your customer to Valpak.

Please Note: For the purposes of this mailing ALDI are only asking you to fill in the recycled content & Certification data for pre-populated pulp-based packaging items.

The Certification data is titled under Extended Producer Responsibility. If we do not hold full information for questions in these sections, this will be referenced as 'No' in its respective column.

If you would like to edit a specific products packaging information, you can do so by clicking Edit.

Updating Certification Data If you have supplied this information to us, this will be prepopulated. This section will be marked as 'No' if any of this information has not been provided. You can edit this information by clicking the 'Edit' option in the EPR completed column, entering the information required, and then clicking 'Save' in the new window. Please Note: For the purposes of this mailing ALDI are requesting data for whether Pulp-based packaging is Certified at the final production facility.

Submitting Product Information There are two ways to submit a product(s) updated information.

1) To submit an individual products information. Once you have finished updating the information for your product in the individual products packaging profile, you can submit this information using the 'Submit' button.

2) To bulk submit all your product information changes, go onto the products page, and click ‘Submit all Changes’ to the bottom left of the page. This will submit all of the updated packaging information for the products with the status ‘Yes’ in the column ‘Awaiting Submission’. The products that are awaiting submission are the products whereby you have updated the to the products information, but they have not currently been submitted.

Note that you will not be able to submit unless all Compliance information has been marked as Yes.

Any changes you have made will be checked by our Data Insights team and we may contact you if we have any questions.

Submitting a product on an individual products packaging profile:

Submitting products using ‘Submit all changes’ on the products page:

Awaiting Submission All products with the status ‘Yes’ in the Awaiting Submission column are all the products whereby you have made changes to the products information, but this has not yet been submitted to Valpak.

Once submitted the status in the awaiting submission column will turn green and detail ‘No’. You can filter on the Awaiting Submission column for ‘Yes’ to view all products that have not yet been submitted. This filter can then be cleared to view the full product list, by clicking on the filter and selecting ‘Clear’.

FAQs We don’t supply anymore – why have we received this?

Although you no longer supply, your products will have been sold by the company you supplied to in the last 12 months. Therefore, your packaging weight data is required to fulfil the company’s packaging waste obligation for this year.

For short term storage items, such as fresh fruit and vegetables, products that have a short expiry data etc. this will not apply. For long term storage items, such as canned goods, clothes etc. this will apply.

Why can’t I register?

To register, you will need to use the email address the original invitation email was sent to or else the email address will be invalid. To use a different email address, you will need to use the ‘Not Me’ link to register. This is also the case if the invitation email was forwarded on to another person.

Why does it say ERROR 500?

This is due to the server being too busy to process your request – we are sorry for any inconvenience, please try again later.

How do I reset my password?

Please click the ‘Forgotten Password’ link on the log in area. You will receive an email which will enable you to reset your password. If the email does not arrive, please check your spam/junk folders.

Why can’t I verify my account?

You will need to enter the code that has been sent to you within 5 minutes or else it will expire.

Why can we only see previous completed surveys?

This is because you have only registered with the previous survey. To resolve this, you will need to re-register following the links on the new invitation email. This will link the accounts together and you should be able to see the current survey.

Why are your product codes different to ours?

The product codes that are on our template are the codes given to us by the company you supply. These may not be the same as your codes. If this is the case, you will need to match your codes to ours as the only codes we can accepted are the ones we provided.

Why do we need to provide all this information?

The Information requested is needed to help fulfil the packaging waste obligation for the company you supply, as well as any extra reporting they have asked us to do. It is essential in order to help comply with the Producer Responsibility Obligations (Packaging Waste) Regulations 2007 as well as any Corporate Social Responsibility (CSR) reporting your customer has.

There is packaging information against my products already, do I need to complete the survey?

Yes. We have prepopulated the information on the packaging profile page with data previously supplied by your company, to help you complete the survey. Please review this data and submit the survey.

Where a weight has not been provided or did not pass data checks in the past, estimated levels and materials have been prepopulated. Please update the data or remove any packaging lines which are not needed.

What do you mean by Packaging Levels?

Primary: Any packaging that the customer will take home, remove & throw away. Usually the packaging immediately around the product, sometimes known as retail or consumer packaging.

Secondary: Outer packaging, used to protect and group a number of products together, that will be removed before onward sale to the customer. Usually boxes, plastic bags, shelf ready packaging & counter-top display units. Transit: Pallets, shrink wrap, layer cards & strapping.

What do you mean by Products per Packaging Level?

This refers to how many individual products are in each packaging level.

Primary: Always 1 (the product that the customer takes home)

Secondary: The total number of primary products packed into a secondary box/carton

Transit: The total number of primary products packed onto a pallet (number of products per box multiplied by the number of boxes per pallet).

I am getting an error message about the Products per Level?

The Products per Level field should always be a whole number greater than 1.

The transit Products per Level should equal products on a pallet (not secondary cases on a pallet). This means the transit should always be able to divide by the secondary Products per Level.

For example, if you have 6 products in a box and 100 boxes on a pallet, the Products per Level for all lines of each level should be:

Primary = 1

Secondary = 6

Transit = 600

If you are getting an error message, please check the Products per Level field and make sure all the transit can be divided by the secondary.

What if I have more than one packaging type?

For each packaging type, you will need to complete a separate row. This is because we need to have a weight for each component of the packaging.

Why do I need to include extended materials?

Extended materials give us more information about the type of material your packaging consists of. This is particularly important for plastic packaging that will eventually go to waste. By using extended materials, we can help the company you supply to calculate their environmental impact of the packaging they handle.

Why is the extended materials drop down list blank?

You must first select a base material. Once the base material is entered, the drop-down list in the extended material column will be updated to show only materials linked to the base material.

The product does not have packaging at a certain level. I removed the packaging profiles for the level and clicked submit. Why do they reappear?

All levels of packaging need to be completed. If the product does not have any packaging at a certain level, please add a packaging profile using the criteria:

• Base and extended material = Other • Packaging type = No Packaging • Material colour = Unspecified • Weight = 0g • Product per level = 1

I have a product that is packaged at different sites and has different pack aging weights. How do I record this?

You are only able to submit one set of weights per product. If you have instances where one product comes from different sites and is packaged differently, please use an average weight or the most common packaging type.

Appendix

Plastic Polymer Types and Examples

Plastic Grade Material name Examples of packaging Symbol

Grade 1 Plastic PET Polyethylene terephthalate

Water and soft drink bottles

Grade 2 Plastic HDPE

High-density polyethylene

Milk and fabric conditioner bottles

Grade 3 Plastic PVC Polyvinyl chloride Blister packs

Grade 4 Plastic LDPE

Low-density polyethylene

Carrier bags and shrouds

Grade 5 Plastic PP Polypropylene Chocolate bar wrappers and microwaveable trays

Grade 6 Plastic PS Polystyrene Vending machine cups and some shelf trays

Grade 7 Other Plastic

All other resins and multi-materials

Vacuum sealed coffee bags

Please note: Where a packaging component is comprised of multi-plastics, the dominant polymer should be loaded against the whole weight of the packaging item.

Glossary of Terms Barcode

The barcode for the consumer product.

Base Material

The main base material of the packaging; either Glass, Plastic, Paper, Steel, Aluminium, Wood, Other

Biodegradable

Biodegradable refers to the ability of materials to break down and return to nature. In order for packaging products or materials to qualify as biodegradable, they must completely break down and decompose into natural elements within a short time after disposal – typically a year or less. Materials that are biodegradable include corrugated cardboard and even some plastics. Most plastics, however, are not biodegradable.

Chain of custody

Applicable to FSC/PEFC. Proof that the material Is genuinely FSC/PEFC throughout the supply chain.

Colour

The colour of each piece of packaging. Needed for Glass and Plastic.

Compostability Standard

Compostable materials are similar to biodegradable materials, as they are both intended to return to the earth safely. However, compostable materials go one step further by providing the earth with nutrients once the material has completely broken down. These materials are added to compost piles, which are designated sites with specific conditions dependent on wind, sunlight, drainage and other factors. While biodegradable materials are designed to break down within landfills, compostable materials require special composting conditions.

In order for a compostable material to be accepted at a composting facility in the UK it must meet standard BS EN13432: Packaging requirements for packaging recoverable through composting and biodegradation. Test scheme and evaluation criteria for the final acceptance of packaging, or equivalent. This ensures the material will fully compost in the conditions provided at these facilities.

ECF/TCF/PCF

Applies to the paper/card element.

ECF (elemental chlorine free)

TCF (totally chlorine free)

PCF (process chlorine free)

FSC/PEFC/FLEGT/CITES Certification

Packaging sourced through sustainable forest management (only in relation to wood and paper).

FSC (Forest Stewardship Council)

PEFC (Programme for the Endorsement of Forest Certification)

FLEGT (Forest Law Enforcement, Governance and Trade)

CITES (The Convention on International Trade in Endangered Species)

Extended Material

The specific material that the packaging is made from, such as HDPE, PS, PVC, Carton Board, Corrugated

Green Dot

The Green Dot symbol can be displayed on packaging to prove that It complies with packaging waste legislation. It does not have any environmental or recycling meaning.

Lamination

Lamination involves bonding together 2 or more plastics or bonding plastic to another material such as paper or aluminium. Examples are crisp packets, ice creams, biscuits chocolate, coffee, cooked meats.

If the packaging item is laminated, please specify the plastic grade.

If the packaging item is laminated, please specify if one side is laminated or both sides. For example, if a beverage carton is laminated on both sides please specify Double, if a can is laminated just on the inside then specify Single.

OPRL Label

The On-Pack Recycling Label, displayed on the packaging, is used to guide consumers on how best to recycle each piece of packaging.

Valid From

Valid from is the date from which the packaging specification applies.

Packaging Level

The packaging layer you are describing:

Primary: Any packaging that an end user customer will take home, remove & throw away. Usually the packaging immediately around the product.

Secondary: Outer packaging, used to group a number of products together, that will be removed before onward sale to an end user customer. Usually boxes, trays & wrap, shelf ready packaging & counter-top display units.

Transit: Pallets, shrink wrap, layer cards & strapping.

Packaging Type

The type of packaging you are describing. For example, can, lid, box, tray, CHEP pallet, bottle, bag etc. If a product has multiple packaging types, record these on separate lines.

Product Code

The product code provided by the company you supply to.

Product Name

The product name provided by the company you supply to.

Products per Packaging Level

The number of individual products per packaging level.

Primary products per packaging level: 1

Secondary products per packaging level: the number of individual products within the secondary packaging e.g. 24 if 24 330ml cans are packed within the secondary tray & wrap.

Transit products per packaging Level: the number of individual products on a full pallet (number of products per case x number of cases per pallet).

Product Size/Weight

Total weight of product including all components (excluding packaging and battery weights). E.g. 250g, 330ml, 2ltr, etc.

Recyclable

Recyclable materials are those that can be processed and used again.

Renewable source

Paper, wood, steel and aluminium are generally seen as renewable. Non- renewable means the material will run out one day and includes fossil fuels like coal, gas and oil. Some plastics can be renewable such as those made from corn starch.

Unit of Measure (g or Kg)

Unit of weight measurement e.g. Grams (g) or Kilograms (Kg).

Weight of the Packaging Type

The total weight of each individual packaging type in Grams or Kilograms.

E.g. for a multipack of 6x330ml cans the aluminium cans weight would equal the weight of one can x6.

Recycled Content Post Consumer %

If the packaging item has been manufactured using recycled material, please specify this as a percentage. Recycled content can be derived from both pre and post consumer sources. Post consumer relates only to material generated by households or by commercial end users.

Recycled Content Pre Consumer %

If the packaging item has been manufactured using recycled material, please specify this as a %. Recycled content can be derived from both pre and post consumer sources. Pre consumer material is waste that is generated during manufacturing processes