MANAGEMENT DUTIES AND CHECKLISTS

MANAGEMENT DUTIES AND CHECKLISTS

4. MANAGEMENT DAILY OPERATING SCHEDULE

TIME FUNCTION

  Open store and disarm alarm

  Turn on store lights

  Check cash ups and prepare banking

  Count the till float and check sufficient change is available

  Check store diary and action anything urgent

  Check stock variance report and stock count

  Check bulk stock for prep has been issued and recorded for prep

  Issue stock for daily trade

  Issue prep details for the day

  Place any necessary orders (including bakery and vegetables)

  Ensure all team members have arrived for the front shop and the kitchen and are in uniform and groomed (including their name badge)

  Check all team members have arrived and signed the register

  Ensure the kitchen equipment is turned on and reaching the correct temperatures - chip fryer, Bain Marie and Henny Penny Pressure Fryer

  Check the level of oil in the fryer and test the oil's cleanliness

  Check relevant kitchen team are assisting with front shop cleaning

  Turn on the front POS system and ensure it is functioning and dust free

OPENING KITCHEN CHECKLIST: The pap is prepared and ready for serving

The mash is prepared and ready for serving – taste and check consistency is smooth

The gravy is prepared - taste the gravy for correct flavour and check consistency is smooth

A fresh batch of chicken is in the Henny Penny

There are TWO squeegee bottles of mayo

There is ONE squeegee bottle of salad dressing

Triple Bun and Burger Buns are fresh

The soft serve is fresh and frozen

Sufficient stock of chips in the chest freezer

The dessert batter is prepared and smooth

Fresh lettuce, shredded carrots and tomatoes have been washed and correctly prepared

The chip spice shaker is clean and filled and next to the chip dump

The chip scoop is clean and stored with the chip dump

The front of house sauce dispensers are cleaned and filled

Salads have been freshly prepared. Taste for correct seasoning or dressing

  Check the front display fridge is fully stocked and the layout is correct

Check the breading station is set up for the day’s trade

  Check sufficient packaging is prepared for the day's trade

  Check sufficient rolled plastic cutlery prepared

  Ensure there is clean knives and forks for sit down service

  Check the front counter area is clean and ready for service

  Issue the Cashier their float - to be counted by the Cashier before trade begins

 

OPENING FONT OF HOUSE CHECKLIST:

1. Toilets checks (where applicable)

2. Store (P.O.S promotional material up to date and in good order)

3. Take away menus available and inserted the correct way up

4. Tables and chairs are wiped and neatly set out

5. Windows are free of smears

6. Tiled walls are wiped

7. Check there is extra stock of printer paper and credit card machine rolls available

8. Check the Cashier is ready and neatly groomed

9. Check all light bulbs are working and all light fittings are dust free

  Check all the sections are ready and tidy with the correct team member present

  Management present for trade in the kitchen - check quality, time and presentation of food coming out the kitchen and assist with packaging of orders

 Management present in front shop to ensure the counter and tables are tidied and wiped and customers are not waiting more than 2 minutes. Greet Customers and offer sampling

  Ensure all team have eaten by 11h30 and ready for the lunch shift

  Management present to receive deliveries - check against the order form and make any changes on the delivery invoice

  Check all front of house and kitchen sections after the lunch shift and prep is being done (where relevant) for the afternoon shift

  Enter all invoices into the Back Office POS system and check price increases

  Ensure all price changes are noted / highlighted to enter into the matrix

  Check all prepped items: adherence to recipes and weights.

  Record all prepped stock in the Back Office POS system

  Check all deliveries have arrived against order sheets - if any orders outstanding or short deliveries, make a note in the diary to follow up urgently

  Make any relevant notes in the diary for the following shift (where applicable)

  Check stock levels for the afternoon shift

  Issue any top up stock for the afternoon shift

  Record stock issues on the relevant stock sheets or capture on the Back Office POS system

  Sit down with shift change manager (discuss promotions, outstanding prep and any other important issues)

  Issue the second float to the afternoon Cashier to check and sign

  Ensure store is ready for hand over

  Check the team have left their sections in the kitchen clean and ready for the next shift

  Cash up the first shift Cashier/s (day manager must cash off the Cashier before they leave)

  Check team have arrived for the next shift and are in uniform, including name badges and signed the register

  AFTERNOON STORE CHECKLIST:

  1. Toilets (where applicable)

  2. Check all stock has been replenished for trade

  3. Music choice is relevant and the levels are correct

  4. General cleanliness of the front shop

  5. General cleanliness of the kitchen

  6. All sections in the kitchen prepared and stocked (see previous OPENING KITCHEN checklist)

  7. Check the oil level in the chip fryer and test cleanliness

  8. Move to the front shop and greet customers

  Ensure the diary has been checked and actioned where necessary

  Ensure the entire store is ready for service

  Final check of all sections

 

FLOOR AND SERVICE DUTY

1.      Team members are carrying out duties correctly

2.      Constantly check customers and orders coming out

 

STORE CLOSING

1.Close kitchen once the final Customer's order has been prepared 2.Remove all cash from the till drawers

3. Turn off kitchen equipment to allow to cool for cleaning

4. Kitchen to clean stock trays and pack stock for day end stock take

4. Kitchen manager to count ALL stock portions

5. Record the stock take in the Back Office POS system

6. Check up on any variances and re-enter any stock into the system to balance

7. Print the stock variance report

8. Calculate prep to be done the following day and write it up for the next shift

9. Issue bulk stock for prep the next day

10. Record bulk stock issued for the next day's manager to enter into the Back Office POS system

11. Make note of any stock shortages in the diary for URGENT orders or prep the next day

12. Cash up the Cashier once all the Customers have left the shop

13. Reconcile the credit card slips with the day end print out

14. Ensure all the bins have been emptied and washed

15. Ensure all floors are swept and mopped and clean

16. Check the mops have been left soaking overnight in disinfectant

17. Check all food has been covered and packed away in the correct storage areas

18. Check all storage areas are locked

19. Dismiss the team - ensure everyone has signed out

20. Turn off the gas in the kitchen

21. Turn off the radio / music

22. Ensure no one is in your store before locking up

23. Check all windows / doors are locked

24. Check the cold and freezer storage is turned on

25. Check all stock is packed in the freezer or fridge

26. Switch on the alarm and leave the shop secured

5. WEEKLY MANAGEMENT FUNCTIONS

1. Take a full stock-take every Sunday and complete order sheets for Monday. 2. Entre the stock into the back office POS system to generate the weekly ACTUAL GP figure 3. Phone your orders through early every morning in accordance with your ordering and

delivery schedule. 4. Place top up orders every Thursday morning. 5. Do daily stock takes and enter the count into the back office POS system to generate a daily

actual gross profit and stock variance report. 6. Team rosters for the following week 7. Send weekly turnover report to head office 8. Present “power session” to the team 9. Check matrix input costs are the same as the latest input costs on the back office POS

system. Make adjustments 10. Enter the weekly sales report into the matrix to generate the weekly THEORETICAL GP figure

6. MONTHLY MANAGEMENT FUNCTIONS

On the last day of every month you must:

1. Make sure all your payments are up to date for the month. 2. Make sure that you have collected all outstanding monies or stock or credit notes

owed to you by other stores / suppliers. 3. Ensure all the invoices have been captured onto the back office POS system to

ensure the latest pricing for the month end stock take 4. Print out stock take sheets for the first day OR last day of the month 5. Take full stock take in the kitchen and the front of house, including all packaging. 6. Enter the stock count into the back office POS system and print out the closing stock

value and count and immediately forward to your bookkeeper. 7. Print off the stock variance report and any other necessary reports for the book

keeper 8. Record monthly stock variances and the costs for the incentive programme (where

applicable) 9. Close incentive results for any team incentive programmes being run and calculate

the results 10. Prepare team pay and salary slips 11. Run month end on the POS system 12. Send full month’s turnover figures to Chicken Xpress Head Office

(info@chickenxpress.co.za) 13. Send full month’s Gross Profit report to Chicken Xpress Head Office

(info@chickenxpress.co.za)

7. GENERAL MANAGEMENT FUNCTIONS

Run periodic checks on the following: -

1. General cleanliness of the shop. 2. General condition of all equipment and shop fittings. 3. Check packing and rotation of stock. 4. Monitor all rosters and cleaning schedules on a daily basis. 5. Kitchen prep checks every morning and afternoon. 6. Do a STORE EVALUATION on yourselves twice a month. 7. Make sure all team is aware of Evaluation standards and requirements. 8. Submit turnover declarations to CHICKEN XPRESS Franchising the 3rd of each month. 9. Make full payment of Royalties to CHICKEN XPRESS Franchising by the 7th of each

month by debit order. 10. Enter or submit Income Statements to CHICKEN XPRESS Franchising by the 30th of

each month.

8. HOUSEKEEPING AND SAFETY MAINTENANCE CHECKLIST

HOUSEKEEPING AND SAFETY MAINTENANCE CHECKLIST

COMMENTS

Unsafe Practices for employees: Fine: Needs Attention:

Lifting of heavy objects or assuming unsafe position in the carrying out of duties. [Are procedures being followed as discussed in respective sections]

Locker rooms and toilets clean

Soap and towel supply satisfactory

Cleaning material frequently changed

Fire blanket in working order

Fire extinguisher, clean and serviced regularly

First aid box checked and fully stocked

Floors Fine: Needs Attention:

Grease traps clean and unblocked to avoid flooding

Garbage, dirt or debris removed

Slippery, wet or oily

Lighting: Fine: Needs Attention:

Bulbs (missing or fused)

Lamp reflectors clean

Material and food Storage: Fine: Needs Attention:

Stored according to Sop

Passageways and work areas not blocked

Equipment:

No broken parts e.g. handles (chip baskets etc.], hinges (doors, under bar, Bain Marie, chip fryers etc.

Switches

Dials

Wiring [no exposed wires]

Plugs [good working condition]

Extractor fan [oil / grease build up serviced]

Ice-cream machine [serviced]

Gas [gas bottles in safe and working condition]

Pressure gauges working properly

Insulation checked

Steam or water leaks checked

WEEKLY CLEANING SCHEDULE

  Monday TuesdayWednesday Thursday Friday Saturday

Henny Penny Pressure Fryer           ALL

Chip Fryer           ALL

Chip Dump           ALL

Soft Serve Machine           ALL

Chip Fryer Wall           ALL

Pap Wall           ALL

Chicken Breading Station           ALL

9. UNIFORM ACCEPTANCE FORM

UNIFORM ACCEPTANCE FORM

1. Each employee receives the following CHICKEN XPRESS uniform:

2. Each employee is to wear a clean uniform to work each day. The cap is to be worn on top of a red mob cap. The CHICKEN XPRESS cap is to be worn forward and not backward or to the sides.

3. Each employee will be responsible for his/her Caps and Shirts. The work wear must be worn with Black Pants which must be the responsibility of the employee.

4. If a uniform is lost, damaged or dirty the employee will be responsible to pay for the uniform which management will automatically order.

5. Each employee’s name tag is to be worn on the top left of their shirt, straight and visible to the public.

6. The company will not tolerate any deviations to the Uniform Policy and will regard any offences in a serious light.

Signed by Management Signed by Employee

Date: _______________________________ at __________________________________________

By signing above, the employee agrees to all the above as conditions of employment

10. TEAM MEMBER RULES AND REGULATIONS ACCEPTANCE FORM

TEAM MEMBER RULES AND REGULATIONS ACCEPTANCE FORM

Each employee must agree to the following rules and regulations on accepting the offer of employment:

CLEANING AND BREAKAGES

• All team members to work together to keep the store clean at all times. • Spills to be cleaned as soon as possible and by the same person who made the

mess. • Any breakages or losses must be reported to the Franchisee / Manager as soon as it

happens. • Tuesdays, Thursdays and Saturdays all movable equipment to be moved and floor

and wall to be cleaned.

STAFF MEALS

• No food, other than the staff meal, is to be taken or eaten. This is the same as theft and will be dealt with as theft.

• CHICKEN XPRESS will provide its team members with a meal each day. Each team member is entitled to one meal per day unless a double shift is worked.

• Team Members are not permitted to take their meals home as take away meals or use the company’s packaging un-necessarily.

• If a team member wishes to pay for or buy themselves a menu item, they may do so at cost +10%. This must be rung up on the POS by another team member.

SERVICE

• Follow the 5 KEY POINTS of COUNTER SERVICE • Always exhibit good basic manners to Customers and to internal team • Control noise levels • Team members must not stand and talk together (if it is not work related) while there

are customers in the shop and there should never be more than two team members standing together in the front of the shop talking. There is always something to do in the shop – if anyone has nothing to do, they should ask if they can assist any other team member with their duties.

• Meal times – all team to eat by 11h30 and 15h30 • No chewing of gum or any other food item in front of Customers • No swearing (in any language) • Keep conversations and interactions with Customers and team professional • Where possible do not have conversations in front of Customers, in languages foreign

to the Customers as this could be misconstrued or misunderstood as gossiping. • Be cash conscious – do not flash cash. Be aware of your surroundings at all times.

UNIFORM • A complete clean and ironed uniform must be worn during the entire shift. No

variations to the uniform will be accepted.

• Each team member receives a CHICKEN XPRESS uniform.

• Each employee is to wear a clean uniform to work each day. The cap is to be worn on top of a mob cap. The CHICKEN XPRESS cap is to be worn forward and not backward or to the sides.

• Each employee will be responsible for his/her Caps and Shirts. The work wear must be worn with Black Pants which must be the responsibility of the employee.

• If a uniform is lost, damaged or dirty the employee will be responsible to pay for the uniform which management will automatically order.

• Each employee’s name tag is to be worn on the top left of their shirt, straight and visible to the public.

• The company will not tolerate any deviations to the Uniform Policy and will regard any offences in a serious light.

HYGIENE & GROOMING IN THE WORKPLACE

• Ensure that you are always well groomed and clean according to the KITCHEN or CASHIER Training Manual

HUMAN RESOURCES

• All team members to sign the register immediately on arrival.

• No one may sign for another team member.

SMOKING

• No team member may smoke in uniform.

• No team member may smoke around food being served or prepared.

• Only tobacco smoking will be tolerated at work before or after a shift and out of uniform and away from Customers

Signed by Management Signed by Employee

Date: _______________________________ at __________________________________________

By signing above, the employee agrees to all the above as conditions of employment