Chiller Replacement - Installation Sign Off

Chillers (To Be Completed In All Stores)

Has shelf monitoring been completed?

Is all of the cleaning equipment in store and if not has it been ordered?

Are the chillers to plan?

Is all of the correct show material in place?

Has all of the old show material been destroyed?

Back-up chiller installed?

Chiller baskets fitted?

Pumps installed to drawing?

Chiller condensate leak free?

Chiller Temperature Monitor (To Be Completed In All Stores)

Does the store know how often to check the temperature?

Does the store know what to do if an alarm sounds?

Have the Ice Spy units been disposed of as WEEE?

Is the panel linked to the back up chiller?

Pest Control

The wall behind the chillers has been visually checked and no access exists for vermin ingress?

The chiller units have been fully sealed around the whole perimeter. (Floor, side walls and top of unit)

Plant

Plant installed as per drawing?

Refrigerant levels checked and no low liquid alarms present?

Oil levels check and no alarms present?

Safe and suitable working access and lighting?

PED label installed?

Alarm / Monitoring

Alarm and monitoring equipment complete?

Leak detection installed?

Energy monitoring installed?

Operations (To Be Completed In All Stores)

Does the store have the correct RTC stickers?

Is the store clear on model day and what needs to be done when?

Is the store clear on the importance on actioning product recalls?

Does the store know where all of the food guidance is on MSN?

New Intactix planners printed & merchandised?

Show material complete & implemented (e.g. headers, SES, barkers, EPOS)?

New barcode planners printed off & implemented?

Complete store staff salary reimbursement form if required?

Food safety (To Be Completed In All Stores)

Have Food Colleagues completed elearning within the last 12 months?

Site Issues

Were there any issues reported to the Space Engineer?

Call Reference ID (If Yes)

Details of what was reported to helpdesk:

Please ensure the Store Manager or delegate is briefed prior to leaving the store on all outstanding issues and who is resolving them.

Staff Member and Position Trained:
Outstanding Actions
Actions

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HANDOVER / HANDOVER ARRANGEMENTS

The Installing Contractor - I confirm that the equipment installed is to the customers specification and complete for use with the exception of the items recorded in this document.

The Maintenance Contractor - We have accepted that the equipment installed at completion is of an acceptable condition for ongoing maintenance & service. All items listed for action on this form are to be completed as above.

How to resolve any issues if any of the checklist answers have been ‘No’…

Chillers:
Has shelf monitor been completed?

If a shelf monitor hasn’t been completed once the new chillers have been handed over and the stock has been put to shelf, the store will need to complete a full shelf monitor to ensure that the stockfile is accurate

Is all of the cleaning equipment in store and if not has it been ordered?

The cleaning equipment you would need for your chillers are the Endbac Chiller Spray and Wypall Cloths. These can be ordered on MyPurchasing, product codes:
Endbac spray – 24410
Wypall Cloths – 8355

Are the chillers to plan?

Check your chiller against the Intactix plan, if they don’t match, ensure to move lines to the appropriate place, ensuring all SEL’s are in place (Airport and intensified London stores who currently use barcode planners should ensure the barcode planner and chiller match Intactix)

Is all of the show material in the correct place?

You will have received your show material before the new chillers were fitted and there was guidance to show who to contact if the show material hadn’t arrived – James Ryder 0115 959 5472. When you received your show material, there will have been some guidance included for WGLL and POS. Ensure that you have followed this guidance, and the chiller header cards match what is in your chiller (i.e. Jamie Oliver header card on the chiller with Jamie Oliver products in – if applicable). Please ensure your show material is in the correct place based on the guidance in the WGLL and POS document, and any show material in the incorrect place please move. If anything is missing, please contact James Ryder on 0115 959 5472

Has the old show material been destroyed?

You will no longer need the old material, so ensure this isn’t being stored in your stock room – this needs to be destroyed. If you haven’t already done so, ensure this is destroyed immediately

Have your new chiller baskets been fitted?

In order to ensure our customers are making the most of our food offering, ensure your chiller baskets have been fitted to store crisps in – if these haven’t been fitted, ask the engineers about this before they leave

Has your back up chiller been installed? *Not applicable to all stores*

If you were expecting to have a new back up chiller installed as part of the chiller replacement programme and it hasn’t yet been installed, talk to an engineer before they leave to find out why it hasn’t yet been installed and what the next steps are to get it installed

Chiller Temperature Monitor Panel:
Have colleagues been set up with PINs?

You should have received training on the Chiller Temperature Monitor Panel once the new chillers had been handed over. During this training, you should have been set up with a PIN in order to accept alarms, add other users etc. If you have not been set up with a PIN, ask the engineers to do this for you before they leave
Does the store know how often to check the temperature?
The temperature needs to be checked on the panel every two hours and logged in the Food Safety Logbook, as with the previous Ice Spy units

Does the store know what to do if an alarm sounds?

All food trained colleagues should have a PIN so if an alarm sounds, they can accept the alarm with their PIN to silence it, the panel will detail what the issue is and then that colleague is responsible for ensuring the alarm is resolved. Once the alarm is resolved, the colleague needs to go back to the panel, go to the alarm log and note what action has been taken. This is so we have an audit trail to prove due diligence. If you are unable to resolve the alarm, contact the StoreCare Contact Centre on 0115 918 2000, option 5. If the alarm is affecting the temperature, actively prove food in the chiller to ensure temperature is within the required parameters and credit claim appropriately for the probed food. See the Chiller Temperature Monitor SOPs for further information

Have the Ice Spy units been disposed of as WEEE?

Send the Ice Spy units to Returns and Recovery where they will be disposed of appropriately. If applicable, ensure your back up chiller has been connected to the Chiller Temperature Monitor Panel before the engineer leaves and ensure the Ice Spy unit from your back up chiller is also sent to Returns and Recovery.

Is the Chiller Temperature Monitor panel linked to the back up chiller?

If you have a back up chiller and are unsure whether it has been linked to the Chiller Temperature Monitor panel, speak to the engineers before they leave. If this has not been linked up – you will need to ensure the engineers action this before they leave in order to ensure we remain compliant with food safety legislation

Operations:
Does the store have the correct RTC stickers?

Ensure that self checkout stores and mobile printer stores have the correct mobile printer clearance label – item code LBL63161CLRN, order on MyPurchasing
For stores who use pre-printed RTC stickers, order via the One number helpdesk using the below codes:
50p sticker - Use on items £1.25 and below. (Item code: FL3741_1000026079)
£1.00 sticker - Use on items £1.26 to £2.39 (Item code: FL3741_1000026100)
£1.50 sticker - Use on items £2.40 and above (Item code: FL3741_1000026108)
£2.00 sticker- Use on items £2.40 and above (higher price band and airport stores only, item code FL3741_1000026115)
Please note: From the start of April, RTC stickers will need to be order via MyPurchasing – more comms to follow in the run up to this change

Is the store clear on Model Day and what needs to be done when?

Ensure the Model Day poster is visible in the backshop area for store, and ensure there is a good understanding of the other stock tasks that are in place for Food Model Day (pre-post lunchtime recovery, price reductions and credit claiming). All necessary information is available on MyStoreNet via My Store Operations > Food Operation > Model day

Is the store clear on the importance of actioning recalls?

The difference between product withdrawals and product recalls is available in the ‘Managing Your Chilled Food Business’ pack – stores should read this to get a better understanding of why it is essential to have 100% compliance to keep our customers and staff safe

Does the store know when to find Food guidance on MyStoreNet?

MyStoreNet > Library > My Store Operations > Food Operations

Have the new Intactix planners been printed and merchandised?

Ensure the store has printed the new look version of their Intactix planner out and that the chillers match it as closely as possible (there may be the odd occasion where a line needs to have more/less facings or that a line has to be put on the below shelf – however if doing this, ensure that similar product groups are kept together, i.e. Shapers sandwiches kept together and not put on a shelf with Delicious sandwiches or Jamie Oliver sandwiches

Show material completed and implemented?

You will have received your show material before the new chillers were fitted and there was guidance to show who to contact if the show material hadn’t arrived – James Ryder 0115 959 5472. When you received your show material, there will have been some guidance included for WGLL and POS. Ensure that you have followed this guidance, and the chiller header cards match what is in your chiller (i.e. Jamie Oliver header card on the chiller with Jamie Oliver products in – if applicable). Please ensure your show material is in the correct place based on the guidance in the WGLL and POS document, and any show material in the incorrect place please move. If anything is missing, please contact James Ryder on 0115 959 5472

New barcode planners printed off and implemented? *Not applicable for all stores*

This applies to Airport and intensified London stores already using barcode planners – will need to have printed off up to date planners from the appropriate place on MyStoreNet – Food Operations à Merchandising à Barcode Planners

Complete store staff salary reimbursement form if required?

Complete Store Staff Salary Reimbursement Form and send to Antonia Barson (email Antonia.barson@boots.co.uk).
Note to confirm number of modules and staff guarding hours.

Food Safety:
Have Food trained colleagues been trained on the new SOPs?

The SOPs for the Chiller Temperature Monitor Panel arrived in store alongside the ‘Managing Your Chilled Food Business’ pack – if they haven’t already done so, all food trained colleagues need to have read these SOPs on the morning the chillers are handed over at the latest

Have Food trained colleagues completed e-learning in the past 12 months?

All food trained colleagues who haven’t completed e-learning in the past 12 months will need to complete the appropriate e-learning by the end of the day once the new chillers have been handed over

Contractors safety statement at handover

Principal Contractor

Contractor:

Purchase Order:

BTC PURCHASE ORDER No:

BTC PURCHASE ORDER Date:

Under the terms of Contract as note on the above purchase order,

I hereby certify that in my option, completion of the chiller replacement works has been achieved on:

- and that the Works identified above have been completed in accordance with: -

All relevant contract drawings

The agreed Boots Specification

All relevant British & European Standards

- and that all required testing and commissioning has been carried out.

- and that the Employer can safely occupy and trade the above Store, in as much as the safe occupation and trading of the above Store is affected either by any of the Works carried out under our management or by the consequences of those Works.

AUTHORISED PRINCIPAL CONTRACTOR SIGNATORY:

Training

Training

Staff training (minimum of 3)

Staff Member

Have colleagues been set up with individual Pin’s?

Have colleagues been trained on new SOPs?

Attended RDM training

Authority Level

Signature

Comments

Please note that this checklist is a hypothetical example and provides basic information only. It is not intended to take the place of, among other things, workplace, health and safety advice; medical advice, diagnosis, or treatment; or other applicable laws. You should also seek your own professional advice to determine if the use of such checklist is permissible in your workplace or jurisdiction.