With Black Friday and Cyber Monday just days away, peak retail season is upon us. Brands are in final prep mode ensuring that all systems are go. And for those that have trading partner relationships with retailers, ensuring that their EDI is ready for the holiday crush is a top priority.
For last minute peak season EDI preparedness, here’s a quick checklist brands can reference.
EDI System Health Check
- Verify all EDI software and hardware are updated to the latest versions.
- Test your system's ability to handle increased transaction volumes.
- Ensure redundancy and backup systems are operational.
Partner Communication
- Confirm contact information and escalation protocols with trading partners and your EDI provider.
- Reconfirm trading partner agreements, including SLAs, compliance rules and data formats.
- Notify partners of anticipated peak season transaction volumes and schedules.
Data Accuracy
- Validate item master data (SKU numbers, descriptions, dimensions, etc.) across all systems.
- Ensure price and promotion data are up-to-date.
- Confirm shipping information (addresses, carrier codes, etc.) is accurate.
Testing and Quality Assurance
- Perform end-to-end EDI testing with your key trading partners.
- Simulate peak season transaction volumes and analyze system performance.
- Confirm error-handling workflows and ensure alerts are triggered properly.
Monitoring and Analytics
- Set up real-time monitoring tools to track transaction flows and errors.
- Review historical data to identify common peak season issues.
- Establish thresholds for alerts and ensure notifications reach the right teams.
Security and Compliance
- Audit EDI data security measures, including encryption and access controls.
- Ensure compliance with industry standards (i.e., X12, EDIFACT).
- Confirm third-party vendors are following security and compliance guidelines.
Contingency Planning
- Review your backup plan for system downtime or trading partner delays.
- Identify alternative communication methods for critical transactions (i.e., email, portal upload).
- Test failover systems to ensure smooth transitions during disruptions.
Training and Documentation
- Train internal teams on peak season workflows and troubleshooting procedures.
- Update EDI process documentation to reflect current practices.
- Share guidelines and key contacts with partners for quick resolution of issues.
Post-Peak Season Review Planning
- Schedule a post-season review to analyze system performance and partner feedback.
- Prepare for debriefing sessions to refine the process for future peak seasons.
Final Pre-Peak Check
- Conduct a dry run of all systems with mock transactions.
- Reconfirm timelines and expectations with trading partners.
- Ensure all stakeholders sign off on peak season readiness.
Peak season success is all about planning well in advance, but a final prep checklist provides brands with peace of mind and confidence.
Here’s to a great peak season!