1.1 Purchasing & Receipt of Goods

FRM-GEN-217-1 Parts Requisition Form, WP-GEN-412 Receiving of Invoices

  • Does a designated person exist to receive goods? (Add the name)

  • Does the designated person sign the Order as having received the goods, checking quality, quantity, damage and for credits?

  • Is FRM-GEN-217 Parts Requisition being used by outlying Depots?

  • Does the overall process operate effectively?

  • Ratings

1.2 Registrations

SBMP FRM-GEN-201-11 Fleet Service Schedule, SBMP FRM-GEN-290-1 (a) NHVAS Maintenance Management Vehicle Register, FRM-GEN-209-5 Daily Tally Form

  • Check what type of registers are kept of all the Rego dates for each JJR vehicle.

  • Is the NHVAS Scheme applicable to your depot?

  • Is the Daily Tally Form for NHVAS requirements supplied to the Workshop Manager?

  • Who manages the Registrations, NHVAS and Machineries?

  • Ratings

2. STAFF

2.1 Team Briefs

SBMP 4.2-1 Team Briefs

  • Are Administration Team Briefs conducted in accordance with IMS procedures for ALL staff?

  • Were all issues raised by staff actioned, signed off, or carried forward?

  • Team Briefs reviewed: date range

  • Quantity reviewed.

  • Ratings

2.2 Family Relationships

  • Identify family and employee relationships relative to management.

  • Names: Duties:

2.3 Under/Over Staffed - Benchmarking

  • Total Administration/Operations Staff:

  • Name & primary duties performed.

  • Accounts Receivable

  • Accounts Payable

  • Operations Staff

  • Runsheet Operators

  • Council Operators

  • To achieve efficient & effective work practises. Ask staff about their duties for each day - Is it a full day, any useless, unnecessary, duplicated or time wasting tasks.

  • Do duties flow well through the stages of the overall process?

  • Is the process efficient and with no duplication of effort?

  • Ratings

2.4 Training Records

LMS Modules & Competencies, SBMP 7.01-06 Induction Checklist - Administration & Corporate, SBMP 7.2-1 Training Record, FRM-GEN-400-01 Document Acknowledgement

  • Is the online Learning Management System (LMS) up to-date and accurate?

  • Is there a site-specific training register / matrix in place to illustrate staff cross-training?

  • (Review new staff files for training records SBMP 7.2-1 and list the procedures used)

  • NAME:

  • Are all mandatory Admin compliance completed?

  • NAME:

  • Are all mandatory Admin compliance completed?

  • NAME:

  • Are all mandatory Admin compliance completed?

  • (Review Procedure Files)

  • NAME:

  • Do staff have all procedures completed relevant for their role?

  • NAME:

  • Do staff have all procedures completed relevant for their role?

  • NAME:

  • Do staff have all procedures completed relevant for their role?

  • Ratings

2.5 Payroll

SWI-GEN-470-01 Kronos Training

SBMP 11.14-02 Bonus Scheduler, SBMP 11.14-01 Bonus Assessment Form

2.5-1 Annual Leave

  • What annual leave has been accrued and does it exceed 6 weeks?

  • What process is in place to ensure procedures are followed during staff leave?

  • Ratings

2.5-2 Payroll Data Entry

  • Who keys payroll for the site?

  • Are Management approving time cards? If not, are Management approving the weekly report before time card entries are approved?

  • Are the employee schedules approved by Management?

  • How often are the employee schedules reviewed by Management?

  • Is there a Driver Bonus Scheme in place?

  • Is the Bonus Scheduler being used - SBMP 11.14-02?

  • Is the Bonus Assessment Form being used - SBMP 11.14-01?

  • Work Cover claims - are these signed off?

  • Name of authorised person?

  • Are all Work Cover claims filed independently from other personnel files?

  • Ratings

3. SALES

3.1 Service Agreements

SWI-GEN-437-06 Increasing or Decreasing a Service, SWI-GEN-437-05 Resign, SWI-GEN-437-04 Undo a Cancellation, SWI-GEN-437-02 Change of Owners, SWI-GEN-437-01 Adding a New Customer, GEN-503-1 Service Agreement, Audit Report-Operational-Customer-Recent Customer List for Site Audit

  • Are manual Service Agreement books being used and for what purpose?

  • Check for accuracy and completeness.

  • Check signatures and dates on front & back pages.

  • Check that an ABN has been given and is not a deregistered company - www.abr.business.gov.au.

  • Are manual agreements filed in a fire proof cabinet?

  • How many agreements are checked out to Reps briefcases?

  • Agreements checked (quantity)

  • Errors/omissions (any) ABN

  • Errors/omissions (any) Terms & Conditions

  • Not Signed

  • Errors/omissions (any) Phone, Fax or Email not provided

  • Ratings

3.2 Breach Of Contract

SWI-GEN-402-27 Breach of Contract Stops

  • Ensure that the flow diagram is being followed.

  • Who manages the process and how?

  • Files in Progress

  • Ratings

3.3 Marketing Giveaways

SWI-GEN-445-01 Marketing and Promotion Products

  • Is there a person authorised to order stock?

  • Name of authorised person:

  • Look at the security & control of giveaways.

  • What was purchased recently?

  • Ratings

3.4 Commissions

  • Is there a published Depot commissions structure?

  • Are there checks in place to compare Commissions authorised against Payroll entries?

  • Must be exclusive of GST - Directive.

  • Who calculates them?

  • How long does this take (hours) per week?

  • Do Reps sign-off on their commission?

  • Which reps were reviewed?

  • Ratings

4. OPERATIONS

4.1 Run Sheets (Paper)

SWI-GEN-407-04 Printing Runsheets, SWI-GEN-407-05 Re-Ordering Runsheets

SWI-GEN-407-10 Preparing to Key Runsheets, SWI-GEN-407-21 Keying Runsheet - Frontlift and Wheelie Bins, SWI-GEN-407-22 Keying Runsheets - Roro, SWI-GEN-407-30 Runsheet Keying Anomolies Report

  • Are there any reasons for outstanding runsheets and who is managing these?

  • Check sample of runsheets to review data entry process to ensure non service codes are keyed, truck stats and fuel data errors are at a minimum and docket numbers are transferred accurately. Check maximum of 30 runs including RoRo/Liquid, Frontlift & Wheeled Bins.

  • How many runsheets were reviewed?

  • Ensure process in place to bill all services on run sheet (non-auto bill).

  • Are you happy with the quality of data provided for Admin keying?

  • Are JJR green dockets attached to the run sheets?

  • Are there minimal unallocated services on runs?

  • Is Delta capturing all Waste Receivers correctly?

  • Are Waste Receiver schedules up to date?

  • Is there manual data entry into Delta that could be automated/imported?

  • Rating

4.1-1 Run Sheets (JTrack)

  • Is the Depot using Commercial JTrack runs?

  • How many and what type of vehicles are using JTrack?

  • Check sample of runsheets to review data entry process to ensure non service codes are keyed, truck stats and fuel data errors are at a minimum and docket numbers are transferred accurately. Check maximum of 30 runs including RoRo/Liquid, Frontlift & Wheeled Bins.

  • How many runsheets were reviewed?

  • Is there a process in place for data capture vs JTrack system?

  • Is a process in place for data capture in the event of truck computer failure?

  • How are foreign bins managed?

  • Rating

4.1-2 DEHP Reporting

Audit Report - Operational-Agreement/Sales Tablet-Agents Agreement Status, Audit Report - Operational-EPA Report Review, SBMP FRM-GEN-127-01 EWTS dockets.

  • Are all regulated waste runsheets keyed for the previous calendar month?

  • If there are any outstanding runsheets identify the reason.

  • Who is responsible for managing this?

  • Are there any manual waste tracking certificates being used at this Depot?

  • Who is responsible for managing these and what is the verification process?

  • Are EWTS dockets being used at this Depot?

  • Is there a current Agent Agreement for each customer?

  • Review audit report and identify a selection of customers Agent Agreements and their service types.

  • Quantity reviewed

  • Are there any expired Agent Agreements?

  • Who manages the expired agent agreements?

  • Have Waste Receiver Agent Agreements been signed and created in Delta?

  • Have these been uploaded to the intranet?

  • Who is responsible for reviewing the audit report EPA Report Review?

  • How frequently is this report being reviewed?

  • Who is responsible for creating, reviewing and sending the EPA CSV file to DEHP?

  • Review saved file for any anomolies.

  • Rating

4.2 Truck Statistics

SWI-GEN-415-2 End of Day Debtors

  • Ensure that data is captured Daily/Weekly.

  • Is there a process in place to review End-Of-Day to check for data capture errors.

  • How are errors managed?

  • Rating

4.3 Fuel Data Capture

FRM-GEN-144-1 Daily Fuel Record Sheet

  • Is the correct Form - FRM-GEN-144-1 Daily Fuel Record Sheet being used?

  • Ensure that fuel is captured weekly - including utes, forklift, other.

  • Check process & frequency of data capture.

  • Rating

4.4 Bulk Fuel Tanks

WP-GEN-144 Fuel Inventory Control and Reconciliation, SWI-GEN-144-1 Tank Dipping

FRM-GEN-144-1 Daily Fuel Record Sheet, FRM-GEN-144-2 Daily Fuel Movement Log

  • Is the daily movement log used?

  • Scrutinize daily record sheets and dips.

  • Review variance size, frequency and corrective actions.

  • Rating

5. BIN MANAGEMENT

COUNCIL

5.1 Council Runsheets

SWI-GEN-129-2 Domestic Run Review Report (DRRR), GEN-129-2 Domestic Run Review Report

  • Is the site using Domestic JTrack?

  • How many trucks?

  • Check Council run sheets DRRR from DCMS, JTrack, DRS for data accuracy and clarity.

  • Is a process in place for data capture in the event of truck computer failure?

  • Rating

5.2 New Customers

  • Are Council Requests received that are outside of the contract?

  • If so, how does the Depot manage these?

  • Ask the relevant person how to add a new service to the council vouchers and how the bin gets to the customer.

  • Rating

5.3 Council Bins - Stocktake - Scrapping

  • What frequency are wheelie bins stocktakes conducted?

  • When was the last stocktake of wheelie bins done?

  • Who decides to order new bins? (Whb, Steel)

  • Is there a process for receipting of bins - count, damage, shortage, sign, name & contact details?

  • Are stock & repair bins, lids, wheels, axles seperated?

  • Who has access to bins?

  • Where are the bins kept? (Wheelie bins)

  • Where are the bins kept? (Steel)

  • Who keeps track of who takes the bins?

  • Rating

6. ADMINISTRATION

6.1 CREDITORS

6.1-1 Vendor Invoice Review

SWI-GEN-401-16 Reconciling Statements, SWI-GEN-401-14 Searching for Vendors, SWI-GEN-401-08 Setting up Vendors

SWI-GEN-401-13 Preparing Batches for Keying, SWI-GEN-401-9 Keying Invoices

SWI-GEN-401-11 EFT Reports, SWI-GEN-401-12 Cheque Run

SWI-GEN-401-03 Authorised Signatures, FRM-GEN-401-3 Authorised Signatures

FRM-GEN-401-07 Prompt Payment, SWI-GEN-401-07 Prompt, Statement or 30Day Vendor Report, FRM-GEN-491-1c EFT Request Form

SWI-GEN-415-03 End of Day - Creditors (Accounts Payable)

SWI-GEN-3.1-1 Supplier Subcontractor Registration, SBMP 3.1-4 Subcontractor Preselection Questionnaire, SBMP 3.1-5 Critical Document Request Letter, SBMP 3.1-6 Supplier Subcontractor Register.

  • What process is in place for data entry of creditors invoices?

  • Do staff have a copy of the authorised signatory list?

  • Are all Purchase Orders being raised necessary?

  • What checks are in place for truck washing?

  • Do the staff signing invoices understand what they are signing for?

  • Rating

6.2 DEBTORS

6.2-1 Direct Debit Capture

SWI-GEN-402-8 Direct Debit Request, FRM-GEN-402-8 Direct Debit Request, SWI-GEN-402-15 Unsuccessful Direct Debit Bank Account Payments, SWI-GEN-402-16 Unsuccessful Direct Debit Credit Card Payments, SWI-GEN-402-17 Updating Direct Debit Details, Audit Reports-Transactions-Direct Debit/Credit Card Transactions/Details-Direct Debit Payment Forecast.

  • Ensure all forms are captured and checked independently for data entry accuracy with signatures.

  • Where are forms stored?

  • Has each dishonoured document been completed?

  • Has a $10 fee been charged (if applicable)?

  • Has the account stop been applied (if applicable)?

  • Rating

6.2-2 Bad Debts/Write Offs

SWI-GEN-402-6 Bad Debts, FRM-GEN-402-6 Customer Accounts-Bad Debts, SWI-GEN-402-25 Writing Off Credit Balances-Customer Invoices

  • Ensure complying - check write-off policy with site.

  • Ensure all forms are authorised by relevant person.

  • Ensure write-offs have an explanation in notes to the account.

  • Months checked.

  • Quantity checked.

  • Rating

6.2-3 Overdues

SWI-GEN-402-28 Accounts Receivable Reconciliation, SWI-GEN-402-26 Accounts Receivable Queries, SWI-GEN-402-29 Overdue Fee

SWI-GEN-402-18 Referring New Debts to CMA, SWI-GEN-402-20 Status Check on Accounts with CMA, SWI-GEN-402-19 Debt Recovery Charges from Agency

SWI-GEN-402-23 Payment Plans, SWI-GEN-402-24 Suspend Overdue Actions, SWI-GEN-402-31 Accounts Receivable Collection Calls

SWI-GEN-402-05 Refund Cheque, FRM-GEN-402-05 Customer Refunds

  • Are the Bounceback Report customers being contacted?

  • Is the Whitelisting Procedure being provided to customers?

  • Are customers having their On Stop default deactivated?

  • If so, by whom and who authorised these?

  • Are the reasons for these deactived customers legitimate?

  • Are customers being handed over to Collection Agency?

  • When were they handed over?

  • Are the ratings consistent with the standards?

  • Is the depot meeting monthly Overdue targets?

  • Targets met in the past 6 months - refer branch overdue targets vs actual (Commercial)

  • Targets met in the past 6 months - refer branch overdue targets vs actual (Mines)

  • Rating

6.2-4 Credits/Debits and Transfer of Funds

FRM-GEN-402-10 Debit Credit Adjustments, SWI-GEN-402-32 Credit Request Procedure, SWI-GEN-402-33 Electronic Credit Request Approvals, SWI-GEN-402-10 Manual Credit Preparation and Keying

SBMP SWI-GEN-402-04 Transfer of Funds

  • On review of the 'Generated Credit Transaction Listing', are there any credits processed outside of the electronic Credit Request System?

  • If so, were these manual credits authorised and checked after data capture?

  • Ensure EOD is checked, so that no unauthorised credits are processed.

  • Date range checked?

  • Quantity checked?

  • Is the Transfer of Funds function being used at this Depot?

  • Who has access to this?

  • Is the procedure being followed?

  • Rating

6.2-5 Scrap Metal/Plastic Funds

SBMP 9.2-7 Scrapped Industrial Bins Report

  • Does the Depot scrap metal or plastics and is there a rebate received for this product?

  • Ensure funds are being banked to JJR and not social club account?

  • Where do the scrap bins go - do we get destruction certificates?

  • If no destruction certificate, is there a standing letter or is there confidence that the bins are being destroyed?

  • Does each Vendor have a customer account for data capture?

  • Is the payment deposited directly into the bank?

  • Check for a schedule of rates for different materials.

  • Source of all scrap metals.

  • Source of all scrap plastics.

  • Who decides when to scrap old bins - Wheeled Bins, Frontlift, Compactors, Skips?

  • Check IMS Form 9.2-7 for completion and forwarding to Finance department for all metal bins.

  • Rating

6.2-6 Rebates - Oil

  • Does the Depot receive an oil rebate?

  • Is the payment deposited directly into the bank?

  • Does each Vendor have a customer account for data capture?

  • Are any rebates passed on to customer accounts and if so list customer numbers?

  • Rating

6.2-7 Rebates - eg Visy / Orora

SWI-GEN-477-26 Reconciliations - Rebates, SWI-GEN-477-27 Rebate Dockets - Adding, SWI-GEN-477-28 Rebate Docket - Editing, SWI-GEN-477-29 Rebate Docket - Deleting, SWI-GEN-477-30 Edit Reconciliation View - Rebate.

  • Ensure that there is a process in place to reconcile the amount of rebate received from Receiver.

  • Is the procedure being followed?

  • Who is familiar with the process and as a backup?

  • Is Delta capturing all Rebate Waste Receivers correctly?

  • Is there manual data entry into Delta that could be automated/improved?

  • Is this used consistently during reconciliations?

  • Are all exceptions to the rules approved by Management?

  • Rating

6.2-8 MRF Income

FRM-GEN-812-1 Daily Received/Despatched Form

  • Ensure that there is a process to reconcile the amount of rebate received from Receiver.

  • What type of products are despatched?

  • Is the procedure being followed?

  • Who is familiar with the process and as a backup?

  • Rating

6.2-9 Manual/Sundry Invoicing

SWI-GEN-402-07 Sundry Invoice, FRM-GEN-402-7 Sundry Invoice

  • Are all manual invoicing keyed to the appropriate Customer Number in Customer Maintenance?

  • If not, why?

  • Frequency of use - invoices per month?

  • Is the current IMS template being used?

  • Rating

6.2-10 External Debtor Billing

  • Ensure spreadsheets and data input is correct.

  • Check procedures for special jobs - how do they know what to bill?

  • Which customers and for what purpose?

  • Rating

6.2-11 Staff Accounts

  • Ensure that each staff has their own account.

  • All accounts to start with - Staff - "Employee Name".

  • Are the staff accounts being paid within the 30day period?

  • Are the accounts correct with no unusual credits or transactions occuring?

  • Verify amounts paid to invoice value.

  • Check GST has been accounted for correctly.

  • Rating

6.2-12 Cash Sale Accounts

  • Are Cash Accounts used at the depot and what are the customer numbers?

  • What are the Cash Sales Accounts used for eg general accts, uniforms, customers with no account status?

  • Who manages the reconciliations of these accounts and is there a procedure to ensure payments are recovered?

  • Rating

6.2-13 Corporate Accounts

SWI-GEN-406-08 National Corporate Accounts

  • Has the End of Month spreadsheet been implemented at the Depot?

  • Who is responsible to receive and input data if the 'Charging Depot'?

  • Who is responsible to supply and despatch data if the 'Servicing Depot'?

  • Is an alert message added to show which Depot is controlling the account?

  • When was the last audit performed on the accounts to ensure all data is correct?

  • Rating

7. CALL CENTRE/CUSTOMER SERVICE

WP-GEN-441 Telephone & Reception Enquiries Administration

  • Are all staff answering calls following the general guidelines of "Welcome to JJ Richards, this is ...."?

  • Are all staff talking at a pace the customer is able to understand ie not too fast?

  • Are staff clear in their enunciation?

  • Are staff showing attentiveness to the customers query?

  • Are staff using the customers name when referring to them within the conversation?

  • Have staff been able to assist the customer with finding a solution to their query?

  • Have staff been knowledgable about the services JJ Richards provides?

  • Are staff recognising further opportunities to promote our service?

  • How many staff did you observe?

  • Rating

8. GENERAL IMPRESSIONS OF THE SITE OVERALL

  • 8.1 Reception areas - outsiders approach

  • 8.2 Storage areas

  • 8.3 Yard in general

  • 8.4 Vehicles

  • 8.5 Attitudes of staff - co-operativeness, open, friendly, comfortable.

  • 8.6 Compliments and Complaints forms reviewed.

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