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Site Installation Manual
1. About this Document
This document provides a comprehensive, step-by-step guide for executing the installation of Electronic Shelf Labels (ESL) at client stores. It serves as the final phase of the installation project, following the Site Survey and Installation Planning phases.
2. Target Audience
This manual is designed for project managers, installation leads, and any stakeholders responsible for overseeing and executing ESL installations at client sites.
3. Purpose of Site Installation
The purpose of site installation is to replace traditional paper price tags with electronic shelf labels, transforming the store's operations from a paper-based system to a modern, digital one. This process follows a carefully devised Installation Plan, ensuring a smooth transition and successful implementation.
4. Contact Information
For inquiries or feedback regarding this manual, please contact:
installation@smartlabelsolutions.com.
5. Glossary
| Term | Description |
|---|---|
| Accessory | Hardware required for attaching ESL, including rails, adapters, and mounting equipment. For a complete accessory list, refer to the Accessory Book or visit slsaccessories.com. |
| Accessory Station | The designated area for retrieving ESL and accessories during installation. |
| AP (Access Point) | Device facilitating communication between ESLs and the server. |
| AP Map | Diagram showing the locations of existing or planned AP installations within the store. |
| Command Centre | The central point for coordinating tasks and managing orders during site installation. |
| CompanyCam | A photo annotation application used for documenting installation details at the store. |
| Cutting Corner | Designated area for performing special cuts on rails, typically located in the store’s warehouse. |
| ESL (Electronic Shelf Label) | Digital price labels installed on store shelves. |
| eTag | Alternative term for ESL. |
| Location ID | The unique identifier for a specific store location (e.g., rack, cooler, freezer) requiring ESL installation. |
| Nebular | A series of ESL products. |
| Nebular Pro | A series of ESL products. |
| PDA | Handheld device used for product association. |
| Product Association | The process of linking ESLs with products. Often referred to simply as "Association". |
| Resting Area | Designated space for installation workers to rest during installation. Should be adequately equipped to accommodate all workers. |
| Special Cut | Custom cuts required for rails that deviate from standard lengths (e.g., 1200mm, 890mm, 590mm). |
6. Pre-Requisites for Site Installation
Before commencing the Site Installation, ensure the following:
Site Survey Reports: Ensure all key areas (Command Centre, Accessory Station, Cutting Corner, Resting Area) are identified and areas requiring special handling are noted.
Installation Plan: A detailed document outlining roles, responsibilities, and timelines.
Worker Engagement: Clearly specify the assigned locations or areas for each worker.
Group Leader Orientation: Ensure Group Leaders are familiar with the installation methodology and understand their roles and responsibilities.
Worker Training: Provide training to workers on ESL and accessory installation, as well as the operation of PDAs for product association.
Client Training: Train client staff on ESL and accessory installation, PDA operation, and any operational changes resulting from the transition to ESL.
ESL and Accessory Delivery: Confirm that all ESL units and accessories required for the installation have been delivered to the client’s store.
PDA Configuration: Ensure that PDAs for product association are properly configured and tested.
Installation Kits: Confirm that all tools and equipment required for the installation are prepared and ready for use."
7. Onsite Preparation
The Project Manager, Floor Manager and IT Executive are expected to arrive at Client Store 1-2 hours before the actual start to prepare for the installation.
7.1 Confirming Installation Scope and Plan with Client
The Project Manager should walk through the Installation Plan with the Client and confirm the areas for installation and the ESL and accessories to be installed. The Project Manager should also walk around the store at least once to ensure there are no changes to layout or equipment for installation.
In the event of any discrepancies between the store conditions and the installation plan, the Project Manager shall try to resolve them with the Client before the installation begins.
7.2 Setting Up Command Centre
The Project Manager will then establish the Command Centre, which will serve as the primary workspace for both the Project Manager and the IT Executive throughout the majority of the installation. This area should be organized with the necessary materials, including Installation Kits, Worker Sign-in Sheets, gloves, PDAs, and Walkie-talkies.
7.3 Setting Up Accessory Station
The Accessory Station will serve as the central storage location for all ESL units and accessories during the installation. The Floor Manager will oversee the distribution of these materials, while Group Leaders may request additional ESL units and accessories as needed from the station.
Before the installation begins, the Floor Manager will have to request the store to move the ESL and accessories from the storage to the Accessory Station.
7.4 Preparing ESL, Accessories and Installation Kits for Groups
The Floor Manager will prepare the required ESL units and accessories for each Group's installation and allocate them to the Group's designated shopping cart(s). The quantities provided should be sufficient to cover the first session of installation for each group. Additionally, the group's Installation Kit will be placed in the shopping cart. Group Leaders will then distribute the ESL units and accessories to their respective team members.
This process will be repeated by the Floor Manager prior to the start of each installation session.
7.5 Worker Sign-In
Workers are required to sign in on the Sign-In Sheet upon arrival, ensuring that the time is accurately recorded. After signing in, they should take a pair of gloves and report directly to their assigned Group Leader.
7.6 Briefing to Group Leaders
Prior to the start of installation, the Project Manager or Floor Manager will conduct a walkthrough of the store with the Group Leaders, providing a briefing on key installation details. This briefing will cover:
The specific locations assigned to each group for installation
The ESL units and accessories to be installed
Any special instructions or considerations for the installation
Areas where installation is not required
8. Installation Start
After the Briefing to Group Leaders, the installation will begin. Group Leaders will lead their Group Members to the responsible area and start the installation according to the Installation Plan.
8.1 Communications
The Project Manager, Floor Manager, IT Executive, and Group Leaders will each be equipped with a walkie-talkie to facilitate seamless communication. These devices should be utilized to submit requests, report on progress, and maintain regular check-ins.
8.2 Progress Tracking
The Project Manager will continuously oversee the installation progress in alignment with the Installation Plan. Group Leaders are responsible for monitoring progress based on the locations assigned to their teams for each specific session. The Floor Manager will track the usage of ESL and accessories in accordance with the Installation Plan.
The Project Manager will update the progress by recording the ESL and accessories installed at each location.
8.3 Issue Reporting and Escalation
When an issue is encountered during installation, it should be reported to the respective owner according to the escalation path as below.
| Issues | 1st Level | 2nd Level | 3rd Level |
|---|---|---|---|
| Use of ESL and Accessories | Group Leader | Floor Manager | Project Manager |
| Use of PDA or Association Issue | Group Leader | IT Executive | Project Manager |
| Installation | Group Leader | Floor Manager | Project Manager |
| Quality Issue | Group Leader | QC | Project Manager |
| Worker Issue | Group Leader | Project Manager | |
| Progress Issue | Group Leader | Project Manager | |
| Others | Project Manager |
8.3.1 Use of ESL and Accessories
Each ESL device and accessory designated for installation at a specific location must be pre-assigned prior to the installation process. If any discrepancies are discovered during installation —such as differences between the assigned and actual accessories — this must be promptly reported to the Group Leader and Floor Manager for resolution.
Any changes resulting from client requests should be escalated to the Project Manager for further action.
8.3.2 Use of PDA or Association Issue
Each worker assigned to product association will be provided with a PDA. If any issues arise with the PDA or the Handy Link app, they should be promptly reported to the Group Leader and IT Executive, who will assist in resolving the issue with the device or application.
Additionally, there may be cases where the ESL fails to display product information after an extended period or shows incorrect information despite repeated attempts. These issues should also be reported to the IT Executive.
For widespread malfunctions affecting multiple PDAs or the Handy Link app, the issue should be escalated to the Project Manager for further resolution.
8.3.3 Installation
Any issues encountered during the installation of ESL devices or accessories, such as deformed equipment or debris in the rails, should be reported to the Group Leader and Floor Manager for resolution.
If the issue cannot be resolved at that level, it should be escalated to the Project Manager for further action.
8.3.4 Quality Issue
Upon completion of the installation, the Quality Control (QC) lead will verify that the rails and accessories are installed correctly and in accordance with the required standards. Any quality issues identified may result in necessary fixes or rework at the affected location. The Group Leader for the area should be informed of any issues found.
If recurring quality issues of the same type or involving the same worker are identified, the matter should be escalated to the Project Manager for further review.
8.3.5 Worker Issue
Workers receive training prior to installation and are expected to perform their duties efficiently and professionally. Any concerns regarding their performance, professionalism, or attitude should be reported directly to the Project Manager.
Conflicts between workers should be addressed promptly. If the conflict cannot be resolved, it must be reported to the Project Manager, and the individuals involved may be reassigned to different teams or, if necessary, terminated immediately.
8.3.6 Progress Issue
The installation is expected to be completed within the planned timeline, and workers are required to maintain the designated pace. Group Leaders should closely monitor the progress of their team members and strive to adhere to the schedule as much as possible. Any issues that may affect the installation timeline should be promptly reported to the Project Manager.
8.3.7 Others
Any issues that may impact the installation scope, quality, or timeline should be promptly reported to the Project Manager. These matters should be resolved collaboratively, involving the Floor Manager, IT Executive, Group Leaders, workers and, if necessary, the client.
8.4 Quality Check
The QC Lead is responsible for verifying the installation of ESL and its accessories based on two primary criteria:
· Compliance with the client's Installation Standards.
· Proper and secure installation, ensuring there are no loose components or incomplete elements.
Quality checks should be conducted promptly upon the completion of installation for each specific location or section. The strategy for these quality checks is developed during the Installation Planning phase.
8.5 Breaks
There are breaks in between Installation Sessions for Group Leaders and workers. The breaks are usually 15 mins.
8.6 Additional ESL and Accessory Orders
During installation, additional ESL units and accessories may be required due to changes in client requirements or the need for spare stock at the store. These additional orders must be documented using the ESL and Accessory Order Form, signed by the client, and processed in accordance with standard procedures.
9. Installation End
9.1 Clean Up
At the conclusion of the Installation Day, the site must be thoroughly cleaned and restored to its normal operational environment. The cleanup tasks include:
· Collecting any debris from the floor or equipment
· Sorting waste into recyclable and non-recyclable categories
· Ensuring no unused ESL or accessories are left in the garbage
· Transporting waste to designated collection points
Typically, a dedicated team is assigned to handle these cleanup tasks. Depending on the size of the site, the cleanup process may take one to two hours to complete.
9.2 Final Check
The Project Manager will conduct a final walkthrough of the installed areas with the client to confirm that the installation has been completed to the required standards. Any issues or concerns raised by the client will be documented, and the Project Manager will coordinate any necessary rework. If no outstanding issues are identified, the client will sign off on the completion of the installed areas.
9.3 Worker Sign Out
Upon completion of the installation, workers will sign out on the Sign-In Sheet to record the time leaving the client site. The Project Manager has to ensure all workers have signed out after each Installation Day.
9.4 Installation Kits
Group Leaders are responsible for ensuring that all items in the Installation Kits are returned in full. Any missing or depleted items must be promptly reported to the Project Manager for appropriate action.
9.5 Moving Unused ESL and Accessory to Storage
At the end of each installation day, all unused ESL units and accessories should be carefully repacked into their original boxes and returned to the designated storage area within the client’s facility.
9.6 Taking Photos
Photos of completed areas should be taken using the CompanyCam app, with each image properly annotated with the corresponding Location ID. These photos will serve as documentation of the finished installations, with each photo linked to a specific Location ID.
9.7 Updating Floor Plans
The Project Manager is responsible for updating the floor plan to reflect any installation variations from the original Site Survey. This ensures accurate tracking of the ESL units and accessories used, and aids in identifying similar installation patterns for future projects at other sites.
9.8 Counting ESL and Accessories Installed
The Project Manager will conduct a final count of the ESL units and accessories installed at the client site. This can be accomplished either through physical inventory during the installation or by reviewing the items documented in the CompanyCam app. The final count will be used for reporting purposes and to assist with projections for future installations.
9.9 Process Payment for Workers
The Project Manager will compile a summary of the worker hours and submit it to the Accounting Department for payment processing. Payments are typically required to be completed within one week following the conclusion of the installation.
10. Appendices
10.1 Installation Kits
Installation Kits contain the essential tools and equipment required for Installation Groups to carry out their tasks. Each Group will receive one Installation Kit, which will be provided to the Group Leader prior to the start of the installation. The Group Leader is responsible for ensuring that all tools and equipment are returned in full at the end of each installation day.
Additional tools, such as alcohol spray bottles for specific purposes, will be stored in the Installation Kits located in the Command Centre and distributed to the respective Group only when they commence work in their assigned areas.
The following tools and equipment are recommended for inclusion in the Installation Kits:
10.1.1 For Installation Groups
| Items |
|---|
| Blank paper |
| Cutters |
| ESL Removal Tools |
| Highlighter (coloured) |
| Hi-Viz Vest (green) |
| Hi-Viz Vest (orange) |
| Installation Sheets (floor plans & worker assignment) |
| Markers (black) |
| Pens (black) |
| Pens (red) |
| Pencils |
| Post-its (yellow) |
| Post-its (red/blue/green) |
| Scissors |
| Scrapers |
| Tool Belt (for Group Leader) |
| Measuring Tape (for Group Leader) |
10.1.2 For Command Centre
| Items |
|---|
| Blank paper (spare) |
| Cutters (spare) |
| Disposable drop cloth (plastic sheeting) |
| ESL Removal Tools (spare) |
| First-aid Kit |
| Gloves (size L) |
| Gloves (size M) |
| Gloves (size XL) |
| Goo Gone |
| Highlighters (spare) |
| Kitchen paper towel |
| Markers (black) (spare) |
| Measuring tapes (spare) |
| Microfibre rag |
| Pens (black) (spare) |
| Pens (red) (spare) |
| Post-its (red/blue/green) (spare) |
| Post-its (yellow) (spare) |
| Rubbing alcohol (75%) |
| Sandpaper (No. 180) |
| Scissors (spare) |
| Scrapers (spare) |
| Screwdrivers (+ & -) |
| Single-sided tape |
| Snips (cutting rails) |
| Spray bottles |
| Tool belts (spare) |
| Walkie Talkies (fully charged) |