Administration Review Section 1

• Document No.

• Audit Title

• Client / Site

• Conducted on

  Date

• Prepared by

• Location
  Address

• Personnel

Housekeeping

• Check the Administration office is organised as per procedures eg; folders, basket files etc. clean and tidy.

  Yes

  No

  N/A

• Administration manual

• RF handset reference guide

• ISP reference guide

• Is there a current reading program in place? If not, ensure one is employment end immediately.

  Yes

  No

  N/A

System Messages

• Does the administration associate review the system messages on the ISP as required?

  Yes

  No

  N/A

• At the start of the day?

• After back up

• During the day?

• On weekends and public holidays? (By the duty manager)

Communication

• Is the a communication register folder set up to record funds received by post and operations memos?

  Yes

  No

  N/A

• Are general information bulletins checked to ensure thy are received in sequential order?

  Yes

  No

  N/A

• Are they reviewed and signed by the management team and fielded for required retention ( current plus 3 months)?

  Yes

  No

  N/A

• Does the administration associate check the number of the E-link to ensure its in numerical sequence?

  Yes

  No

  N/A

• Dose the administration associate print the E-link and take it to the store manager to read and nominate relevant people to action the E-link?

  Yes

  No

  N/A

• Are there signed copies of E-links on file for a period of 1 month as evidence of review?

  Yes

  No

  N/A

• Are copies of Product Recall E-links kept in a lever arch file in the store managers office for a period of 12 months?

  Yes

  No

  N/A

• For any communications that require follow up at a later date, are they put into the outlook calendar/ follow up file to ensure deadlines are not missed?

  Yes

  No

  N/A

Item Enquiry

• Does the administration associate understand all the information that can be accessed on the store order key code enquiry screen?

  Yes

  No

  N/A

• Claims?

• Adjustments?

• Transfers?

• Markdowns?

• Does the administration associate understand all the information on the item enquiry screen?

  Yes

  No

  N/A

• Supplier details?

• Source of supply?

• Stock on order?

• Stock in transit?

• Cost price?

• Sell price history?

• Consignment?

Stock adjustments

• Are negative stock on hands (SOH) reports printed and auctioned daily?

  Yes

  No

  N/A

• Are reports being actioned with integrity? Eg: no "zeroing" all the keycodes on the page.

  Yes

  No

  N/A

• Review stock adjustments to ensure correct "reason" is applied eg; other invoices selected for manual invoice processing.

  Yes

  No

  N/A

Dangerous goods

• Does the administration associate know how to print a dangerous goods list summary?

  Yes

  No

  N/A

• Is the dangerous goods summary kept in the visitors book?

  Yes

  No

  N/A

• Is the dangerous goods summary report up to date ( should be printed monthly)

  Yes

  No

  N/A

• What is the date on the current list?

Local competition

• Do all business managers have local completion loaded?

  Yes

  No

  N/A

• Leisure

• Apparel

• Home

• Are the competition events re-keyed each fortnight after they been thoroughly checked by the BM?

  Yes

  No

  N/A

• Are new comp worksheets used for new lines to be added to competition?

  Yes

  No

  N/A

• Are competition worksheets authorised?

  Yes

  No

  N/A

• Review the prices of the lines on comp.<br>Are they in line with the Big W competition pricing policy?

  Yes

  No

  N/A

• Randomly review the cost prices of the lines on comp. are they all above cost price?

  Yes

  No

  N/A

• If any lines reduced below our cost, have they been authorised by either the area manager or regional manager?

  Yes

  No

  N/A

• Time and date of check completed on competition lines.

  Date

• Check a number of lines in sell price history to identify how long they have been on competition. If they have been on "comp" for longer than six weeks are competitors prices re checked?

  Yes

  No

  N/A

• Time and date of competitors check if applicable

  Date

• Is there an ELC machine in the store?

  Yes

  No

  N/A

• Is it working?

  Yes

  No

  N/A

• Work order number for ELC if not working.

• How often is it used each week?

• Do all BMs know how to use the ELC machine?

  Yes

  No

  N/A

• Leisure

• Apparel

• Home

• Review the "approved ELC events" via the ISP. Is the system clear of pending events?

  Yes

  No

  N/A

• Are copies of the ELC event report filed? (Sear by typing in ">0" in event number field)

  Yes

  No

  N/A

RF handsets / Zebra printers

• Is the RF handset log book being filled out correctly?

  Yes

  No

  N/A

• Are they checked by the duty manager each morning and night to ensure all accounted for?

  Yes

  No

  N/A

• Have all guns missing from the cradle been signed out?

  Yes

  No

  N/A

• What action has been taken to locate any guns not signed out?

• Are holsters being used for all RF handsets?

  Yes

  No

  N/A

• Is there a call log sheet on file to record any calls made to the service desk to assist with following up any equipment problems?

  Yes

  No

  N/A

• Are zebra printers accounted for?

  Yes

  No

  N/A

• Are zebra printers cleaned regularly to ensure labels can be read clearly?

  Yes

  No

  N/A

Workflow

• Does the administration associate know what to do if they receive a workflow task?

  Yes

  No

  N/A

• Are all workflow tasks completed and up to date?

  Yes

  No

  N/A

Sell price variation report

• Is the sell price variation report run every time it appears in the print queue?

  Yes

  No

  N/A

• Is it filled with the relevant weeks markdowns?

  Yes

  No

  N/A

• Are variations fully investigated prior to auctioning the markdown/up?

  Yes

  No

  N/A

• Are markdowns greater than $200 authorised by the store manager?

  Yes

  No

  N/A

• Does the store manager sign the sell price variation report?

  Yes

  No

  N/A

• Ae markdown/up keyed into markdown maintenance in the sell price variation category ( V ) ?

  Yes

  No

  N/A

• Randomly check entries in the ISP to ensure they are being captured correctly?

  Yes

  No

  N/A

• Does the administration associate know how to re-print a sell price variation if required?

  Yes

  No

  N/A

ATR's

• Does the administration associate print the batch of shelf labels in the ISP print queue on the day prior to the effective date of change?

  Yes

  No

  N/A

• Does the ABM Replenishment ( or other nominated manager if position is vacant) organise sufficient associates to complete the shelf liable changes?

  Yes

  No

  N/A

• If ABM replenishment position is vacant, who is nominated by the store manager to complete this task?

• Do the trading business managers update shelf ticket requirements at time of reviewing facings?

  Yes

  No

  N/A

• Leisure

• Apparel

• Home

Markdown calculation reports

• Do the trading ABMs check shelf labels and shelf talkers (where applicable) have been changed?

  Yes

  No

  N/A

• Do the trading ABMs notate in the ATR markdown calculation report any SOH differences they find for the administration associate to action?

  Yes

  No

  N/A

• Are all negative SOHs checked by the trading ABMs on the ATR markdown calculation report, and any difference notated for the administration manager to change?

  Yes

  No

  N/A

• Does the administration associate know how to correct any SOH difference found on a markdown calculation report? Eg; adjust SOH and also capture markdown/up via markdown maintenance.

  Yes

  No

  N/A

• Are ATR markdown calculation reports logged out and in by the administration associate?

  Yes

  No

  N/A

• Are ATR markdown calculation reports filed with the weekly markdowns, as per procedure?

  Yes

  No

  N/A

POS audit reports

• Is the POS audit sheet being used to record all relevant information?

  Yes

  No

  N/A

• BM name

• Trading date

• Number of pages

• Date issued

• Time issued

• Return date

• BM signature

• Are the POS reports filed with all markdown paperwork and retained for a period of twelve weeks?

  Yes

  No

  N/A

• Are all entries on POS audit reports reviewed by the BMs and explanations recorded adjacent to the entry?

  Yes

  No

  N/A

• Check one days POS audit reports. Have the markdowns been captured correctly through markdown maintence?

  Yes

  No

  N/A

• Date if POS checked

• Who is capturing the markdown/up when required?

Markdowns

• Has the markdown file for the previous week been reviewed for compliance correctly?

  Yes

  No

  N/A

• Markdown reports printed for S&D weekly?

• Markdown reports printed for oddments clearance weekly (where applicable) ?

• Markdown reports show reasons for markdowns to "zero" sell?

• Markdown reports show reasons for markdowns $20 or more?

• Markdown reports signed by BMs ?

• Miscellaneous markdown sheets issued are accounted for and adequately authorised?

• Miscellaneous markdown sheets match markdowns captured in ISP?

• The weekly markdown summary has been reviewed for large anomalies and signed by the store manager?

Pricing policy

• Have all managers read the pricing policy memo 1169 and memo 1177?

  Yes

  No

  N/A

• Question managers and associates on price matching policy- do they know current policy?

  Yes

  No

  N/A

• Name of managers and associates questioned.

MFS

• Does the administration associate know how to use the MFS?

  Yes

  No

  N/A

• Print business managers sales reports?

• Print POS audit reports?

• Add/ edit item movement lists (IMLs)?

• Are all required IMLs loaded in the system?

  Yes

  No

  N/A

• Cash office?

• Off range?

• Bundle packs ( as per current promotions only if not loaded through multi buy system)?