Consolidated Operational Assessment Checklist (Grocery)

Title Page

Site conducted
Conducted on
Prepared by
Preparer's Title & Grade

Zone Manager Checklist

Grocery Department

Is the department in compliance with the current display package to include Manager's Specials, Power Buys, and other promotional events?
Does the department have excessive Not-in-Stocks? If so, identify problem areas and cause.
Spot check high risk areas (baby formula, yogurt, etc.) for expired product. Did you find concerns?
Is the store shelving clean and do signs/labels match items?
Are shelf labels clean, in good condition and affixed for all products?
Is the salvage area clean, organized, and processed according to established procedures?
Is the product fronted; labels facing outboard?
Do the seasonal displays reflect upcoming holiday; are the non-current holiday displays taken down in a timely manner?
Are the planograms using the latest update?
Is there a cleaning schedule (Check for frequency and personnel cleaning the cases by section)?
Is the store using the coded DOT system? Using yellow dots on the shelf tag to indicate that there is a short-term vendor cut issue, using red dots to signify an extended supply issue.
Examine the process to fix NIS. Is the CAO scanning every NIS?
Examine the process to fix NIS. Is the BOH accurate?
Are the NIS items researched and corrected daily?
Are overwrites scanned nightly, reviewed, and corrected?
Is cross merchandising being utilized, items fully stocked and priced?
Are employees wearing appropriate attire to include smocks, name tags, and proper Personnel Protective Equipment (PPE)?
Any other issues identified?
- Safe
- At Risk
- N/A

Warehouse

Are the back up storage areas, to include dry, chill, and frozen, properly rotated, clean and organized?
Is the rack/warehouse shelving clean and in good condition?
Are the back door(s) secured when not in use?
Has the required 10% spot check been completed on receipts, confirmed on Spot Check Log
Do any of the MHE have keys left in the ignition and are they clean and maintained?
Is the baler operational and does it have appropriate age restriction signage and a list of authorized users?
Are the records being stores in accordance to the NARA standard; secure area, 55-70 farenheight, sprinkler system?
Is the back dock clean and organized?
Are vehicle chocks available and in use?
Are all eyewash stations operational, fully accessible, and tested weekly?
Any other issues identified?

General

Are employees interacting with customers, using the 5-10 Rule, to ensure the highest levels of customer service and routinely using the three core phrases? 1) Good morning/afternoon/evening, did you find everything you were looking for? 2) Is there anything I can help you with? 3) My pleasure.
Is the Customer Service Ambassador program implemented and visible in employee actions and/or interactions? Are red lapel ribbons visible?
Are employees aware of and utilizing Job Aids?
Has all mandatory annual training been completed (check 10% of personnel folders)?
Do employees know and understand the Agency Mission and Vision Statement? (Check random employees and Managers)
Overall cleanliness - is it clean from the front of the property to the back of the property?
Any other issues identified?

IG Checklist

GRO-1 Do shelf labels reflect the correct scanning price? An accurate shelf label is the tool for communicating prices to customers. Customers have the right to expect a readable highly visible shelf label with the correct selling price. (DeCAM 40-5.1, para 6-1). Check a sample of 100 non-electronic shelf labels (ESL) (to include tobacco products) priced against the scanning price. Greater than two (2) errors will constitute not meeting the requirements.
GRO-2 Do all items in the Grocery Department have a readable highly visual shelf label/sign with the correct selling price, and are labels/signs in good condition? Customers have the right to expect a readable highly visual shelf label/sign with the correct selling price. Stores will have a legible shelf label/sign for every item. Handwritten labels will not be used. Display items should always have signs. (DeCAM 40-5.1, paras 6-1(a) and 15-2.). Check 25% of the store. If more than five (5) items are without signage or have unreadable labels question will be missed.
GRO-3 Are monthly verifications between shelf label and point of sale (POS) system accomplished? To ensure pricing integrity, shelf label prices must be compared to prices in the POS system. A locally devised log will be developed and used to annotate price verifications have been accomplished weekly and a 100 percent verification of shelf labels to POS will be accomplished monthly. Upon completion of the shelf label verification and correction of discrepancies, the assigned personnel will annotate the price verification log with the following information: (1) Date of and section scanned and verified and (2) Employee name. (DeCAM 40-5.1, paras 7-3a, b, d, and e). Review locally devised log, for the previous six (6) months to ensure all sections of the commissary have been verified weekly/monthly for non-electronic shelf label (ESL) commissaries and promotional items accomplished weekly for ESL commissaries.
GRO-4 Is a weekly sanitation self inspection conducted and results recorded on DeCAF 40-85, DeCA Self Inspection Food Hazard Control Checklist and maintained them on file? Is a DeCA employee conducting and documenting the self-inspections? The entire Grocery Department will be inspected at least once every seven (7) days and recorded on DeCAF 40-85 to ensure a high standard of sanitation exists. The inspections will be kept on file for a period of one (1) year. (DeCAM 40-5.1, para 9-4). Review at least two (2) months of Grocery Department's self-inspections.
GRO-5 Is the condition of the Grocery Department compatible with the findings on the most recent DeCAF 40-85, DeCA Self Inspection Food Hazard Control Checklist? The current condition of the department should match the latest self-inspection. Cleaning schedules should be established locally or in accordance with the Commercial Activity Performance Work Statement. (DeCAM 40-5.1, paras 9-4 and 9-5). Verify the conditions of the Grocery Department are compatible with the finding on the most recent DeCAF 40-85.
GRO-6 Are employees wearing proper attire including mandatory Personal protective Equipment (PPE)? All employees to include stocking and pulling operations will wear safety-toe shoes to prevent injury from impact, compression, and falling objects. This requirement also extends to workers (e.g., cashiers) who are assigned these duties on a temporary basis regardless of the length of time involved. (DeCAM 30-17.1, para 14-7b; Table 7). Observe employees for proper attire and mandatory PPE.
GRO-7 Was damaged/distressed merchandise properly marked so that reduced prices could be clearly distinguished from regular selling prices? Use a special price label to identified damaged items that are reduced for quick sale. Place a single line vertically through the Universal Product Code (UPC) with a black marker. Reduced price labels will be applied by suitable price label equipment. A magic marker or pen marking will not be used to indicate reduced prices. (DeCAM 40-5.1, para 10-3a; DeCAM 30-18, para 4-2(d)). Observe distressed and damaged items display storage area/rack. Question will be missed if more than two (2) items are improperly marked.
GRO-8 Is product removed from the shelf when sell-by, best-if-used by, or the expiration date is reached? Most perishable and some semi-perishable items are coded with a sell-by, best-if-used by, pull-by, or an expiration date that signifies the date the manufacturer would like the retailer to pull the product from the shelf/shelves. (DeCAM 40-5.1, paras 5-4a and b). Check at least 100 open code dated items such as (but not limited to) baby foods, formula, vitamins, cheese, yogurt, fresh chickens, packaged luncheon meats, and items stocked in the clearance corner.
GRO-9 Are all receipts handled correctly to include assigning a tally number on DeCAF 40-53, Commissary Receiving Tally Register, and are the receipts secured in a locked box/container until they are taken to the Office of the Store Director (SDO)? Assign a tally number and record the receipt on DeCAF 40-53. Secure all receiving documents in a locked box/container until they are taken to the SDO. (DeCAM 40-5.1, para 3-2f). Review the DeCAF 40-53 for one (1) day during the assessment. Receipts must be compared to entries on the Register. Observe where the receipts are being kept until they are transported to the SDO. No errors allowed.
GRO-10 Is the commissary displaying the mandatory (Manager's Special/ Power Buy) promotional items for the current period? Each mandatory (promotional) item will be assigned a specific location for the display period. All items must be displayed to the maximum extent possible. (DeCAM 40-5.1, para 15-4c) Observe 15 randomly selected Manager's Special/ Power Buy items from the current promotional package ensuring they are properly displayed.
GRO-11 Are the core fresh chicken items from the primary contractor on display in 70 percent of the display case(s)? The program will consist of "core items" which all stores will stock, and a number of "discretionary items' will be stocked based on store size. Of the space dedicated to fresh poultry, the primary chicken supplier will initially be given 70 percent and the secondary supplier will be given 30 percent. The core items for the primary will include the marketing sales area specific top 10. (Notice to the Trade 12-37; February 13, 2012.). Review the display case(s) to ensure the core items from the primary contractor occupies 70 percent.
GRO-12 Does the store have the mandatory top five (5) core items and no more than four (4) discretionary items in the fresh chicken display case(s) from the secondary supplier? The secondary supplier will be required to stock the top five (5) core items and may stock up to four (4) additional discretionary items for a total of nine (9) items. (Notice to the Trade 12-37; February 13, 2012). Review the display case(s) to ensure the top five (5) core items are stocked and no more than four (4) additional discretionary items are on display from the secondary supplier.
GRO -13 Does the store have a backroom/storage/holding area location plan and is it being followed? The store will establish and maintain a backroom/storage/holding area location plan. (DeCAM 40-5.1, paras 4-1 and 4-2). Check backroom/storage/holding area plan and compare it to the organization in the backroom/storage/holding area.
GRO-14 Has the Grocery manager developed and posted a cleaning schedule? Is it in effect? All in-house cleaning schedules will be posted in a conspicuous place and include: frequency, supplies needed, procedures for cleaning and must be maintained for refrigerated and freezer rooms, display cases to include portable units, backrooms, salvage area, receiving dock areas, and storage rooms. (DeCAM 40-5.1, para 9-5). Review posted cleaning schedule to ensure that all required elements are covered.
GRO-15 Is a copy of the formal military sanitary inspections provided to Area Consumer Safety Officer (ACSO)? Medical inspectors will perform periodic inspections of the store to evaluate the effectiveness of the sanitation program and offer advice on correcting deficiencies. The area director's consumer safety office will validate the findings and advise on corrective action. A copy of the written findings, with the store's corrective actions annotated, will be faxed to the consumer safety officer within five (5) working days for satisfactory reports and within 24 hours in the event of an unsatisfactory rating. (DeCAM 40-5.1, para 9-7) Review at least the past six (6) months inspection files maintained by the ACSO and/or check local store files for proof of report submission. Missing one (1) month will constitute missing the question.
GRO-16 Has the commissary developed operating instructions for performing refrigeration system checks at least three (3) times daily and at least two (2) times on days the store is closed? Are temperature checks recorded on DeCAF 40-9, Daily Temperature Maintenance Log? Commissary personnel will record temperature checks on DeCAF 40-9 for all display cases, walk-in boxes, spot cooler and cold storage facilities that are not alarmed. The commissary will develop operating instructions for performing refrigeration system alarm checks and refrigeration system checks. (DeCAD 40-5.1, para 8-4). Review DeCAF 40-9 for at least the past 60 days on all non-alarmed units and the operating instruction governing these temperature checks.
GRO-17 Has the Store Director designated a fully trained Sanitation Coordinator? Store directors will designate a sanitation coordinator within their store. As a requirement of the Food and Drug Administration Food Code, the sanitation coordinator will successfully pass an accredited food safety and sanitation training program and certification exam. The position must be assigned to a manager above individual department level. (DeCAM 40-5.1, para 9-2). Review memo that designated a fully qualified individual to be the Sanitation Coordinator. Review position description for collateral duty statement and verify current certification.
Any other issues identified?

Store Operational Assessment Visit Checklist

Is a DeCA employee conducting weekly sanitation self-inspections and recording results on DeCAF 40-85, DeCA Self-Inspection Food Hazard Control Checklist - Grocery Department, and maintaining them on file and Is the condition of the grocery department compatible with the findings on the most recent self-inspection?
Is a cleaning schedule of refrigerated and chill cases posted? Is the condition of the refrigerated/freezer cases and open units compatible with cleaning schedule?
Are weekly sanitation self-inspections conducted on DeCA Form 40-92, DeCA Self-Inspection Food Hazard Control Checklist for the bakery and maintained on file and Is the condition of the specialty department(s) compatible with the findings on the most· recent self-inspection?
Was damaged/distressed merchandise procedures adhered to and, properly marked, is a damaged merchandise control monitor designated in writing by the Store Director?
Are out of date items available for sale?
Are not-in-stock (NIS) counts being conducted twice daily, in the AM prior to the store opening and again one (1) hour prior to the store closing and what is the in stock-rate?
Is a vendor stocker monitor designated in writing by the Store Director?
Has the Store Director designated in writing receiver(s) and is the authorization letter posted in the receiving area?
Does the Grocery Manager have a layout of warehouse designating areas for promotional items old/new, Club Packs, residual/backstock, over writes, new items, contract stock, vendor stock, mis-picks/returns, DSD, salvage/damaged items, medical hold/recalls, and a layout for designated sales floor areas for mass display, end aisle displays, island displays, dump basket, wing displays, and shipper/pallets to promote sales? *Both layouts are utilized for formal inventories.
Any other issues identified?