Ace Audit 2017

0. Full Time & Casual Employment (FCE)

  • Please list all Full time members.
    Please list all Casual members and their employment starting date (mm/yyyy).

  • Enter employee information here

  • Please Upload Head Shot Photos of all employees

1.0 - Definition Of And Action Required With Respect To Audit Findings (DEF)

  • 1.1 - Major Non-Conformity (MAJ/NC):<br>Based on objective evidence, the absence of, or a failure to implement and/or maintain requirements of the Jaymak System. Such issues may raise doubt as to the capability of the system to achieve its intended outputs. Issues must be rectified within a month of receiving audit report.<br>Minor Non-Conformity (MIN/NC):<br>Based on objective evidence, the absence of, or a significant failure to implement and/or maintain requirements of the Jaymak System. Such issues may raise significant doubt as to the capability of the system to achieve its intended outputs. Issues must be rectified within the auditors required time of receiving audit report.<br><br>Action required: This category of findings requires the Jaymak Auditor to issue a formal MAJ/NC or MIN/NC; to receive and approve client’s proposed correction and corrective action plans; and formally verify the effective implementation of planned corrections and corrective action. Correction and corrective action plan should be submitted to Jaymak HO Auditor prior to commencement of follow-up activities as required. Follow-up action by Jaymak HO Auditor must ‘close out’ the MAJ/NC or MIN/JC or reduce it to a lesser category within the required time frame for the ACE audit date. If significant risk issues (e.g. safety, environmental, food safety, service quality, etc.) are detected during an audit these shall be reported immediately to the Client and more immediate or instant correction shall be requested. If this is not agreed and cannot be resolved to the satisfaction of Jaymak HO Auditor, immediate suspension from the Jaymak System shall be recommended.<br><br>Do you understand implications of Major Non-Conformity (MAJ/NC) & Minor Non-Conformity (MIN/NC)?

  • 1.2 - Area of Concern (AC):<br>This is an area of the system for which we will be required to investigate potential non-conformity<br>Action required: The Auditor may require the franchisee to formulate a preventive action plan for approval prior to the next planned audit or alternatively they may follow up the preventive action at an earlier ‘agreed’ date. <br><br>Do you understand the implications of Area of Concern (AC)?

  • 1.3 - Opportunity for Improvement (OI):<br>A documented statement, which may identify areas for improvement however shall not make specific recommendation(s). <br>Action required: Franchisee may develop and implement solutions in order to add value to operations and the Jaymak system. <br><br>Do you understand the implications of a Opportunity for Improvement (OI)?

  • Definition of Answers:
    Yes - Completed, Conducted or True
    No - Not completed or Not conducted
    N/A - Not Applicable

2.0 - Administration & Miscellaneous (AM)

  • 2.1 - Has at least 1 swab test been conducted in the past 12 months and does the test show a satisfactory result?

  • Swab Test Evidence

  • 2.2 - Is the office filing system correctly set-up with files for customers, creditors, debtors, sales & service?

  • 2.3 - Is there a system in place for leads generated through either referrals, trade shows, cold calls etc. and how is this being recorded?

  • Please provide evidence or information on how this is being recorded here...

  • 2.4 - Are Workers Comp. and Public & Product Liability Insurances current, uploaded to Access System and is the public and product liability cover up to $20 million?

  • 2.5 - Is there up to date Vehicle registration and insurance for ALL vehicles and uploaded to Access System?

  • 2.5 - Are all documents and Manuals accessible for all technicians

  • 2.6 - Are all documents and records being retained for a period of 18 months, with all old records being shredded? Financial records being kept for a minimum of 7 years.

  • 2.7 - What Accounting software is currently being used with and are all invoices and statements showing the Jaymak logo, Tax Invoice, ABN and all correct address details?

  • Invoice Evidence

  • Please provide Name and current version of accounting software here....

  • 2.8 - Are all supporting documents being sent through with monthly reporting?<br>- Sales Overview<br>- Sales Review<br>- Balance Sheet<br>- Sales by Item<br>- Profit and Loss<br>- PPE & First Aid<br>- Evidence of Cost of Sales (where required)<br>- Fee Calculator

  • 2.9 - Are ALL vehicles sign written with current and up to date logos and text?

  • Please provide photos of all sign written vehicles here

  • 2.10 - Do all staff understand their responsibilities under the Drug & Alcohol and Smoking Policies? If any breaches of these policies, please provide evidence below.

  • Evidence if any breaches of these policies. Please complete with N/A if no breaches.

  • 2.8 - Are all franchisees & employees able to log into the Access System?

3.0 - Attire (AT)

  • 3.1 - Are all team members dressed in correct uniform including eye wear, hats/hair nets, gloves, steel capped boots and is all jewellery removed, uniform clean and the operator generally well groomed? (refer to Uniform Policy 2017 on Access System)

  • Sales and Working Uniform Evidence for each Technician

  • 3.2 - Are all franchisees using chemical resistant food safety grade gloves? (no latex)

  • Evidence of Chemical Resistant Food Safety Grade Gloves

4.0 - Current & On-going Training/Qualifications (TQ)

  • 4.1 - Have all service team members (full-time or casual) that have been employed for 3 months or longer, obtained their Coolroom diploma?

  • 4.2 - Have all team members (sales & service) undertaken a recognised HACCP, Food Safety or Food Handlers course and uploaded to Access System?

  • 4.3 - Have all employees completed the necessary Induction Training Record – Food Safety & OHS and uploaded to the Access System?

  • 4.4 - Have National Criminal Checks been conducted for every employee, are current and uploaded to the Access System (no more than 3 years old)?

  • 4.5 - Do all full time service operators have the necessary card & safety training in OH&S for the Construction industry and is uploaded to the Access System?

  • 4.6 - Has at least 1 member of the service team obtained a new diploma in an ‘add-on’ service in the last 12 months?

5.0 - Customer Relations (CR)

  • 5.1 - Have there been any customer complaints?

  • 5.2 - If a customer complaint has been received, has a customer complaint form been completed? (Located on Access System)

  • If applicable, please provide evidence of completed customer complaint record here...

  • 5.2 - Is there a customer referral program in place or are you utilising the referral system?

  • Evidence of Customer Referral System

6.0 - Equipment & Cleaning Aids (EC)

  • 6.1 - Is there an adequate supply of stock and all the necessary tools to carry out the service work? (refer to tool/stock requirement lists in the Franchise Operations Manual)

  • 6.2 - Is a pressurised sprayer in use for coil and fan unit cleaning?

  • Photo Evidence of Pressurised Sprayer

  • 6.3 - Are ALL approved Jaymak chemicals being used, adequacy of current controls and are all containers labelled? (see Hazardous Substance Risk Assessment form)

  • Clear Photo of ALL Chemical Bottles with Correct Labels Evidence and batch numbers

  • 6.4 - Are Scouring pads in use that are not “steel wool” or fibrous?

  • 6.5 - Is a high pressure cleaner or steam cleaner for commercial application or similar in use? (gerni, karcher, duplex) if applicable

  • Photo of high pressure cleaner and/or steam cleaner

  • 6.6 - Is a 3 in 1 tool box or similar tool box in use?

  • Clear photo of 3 in 1 Toolbox or similar Evidence

  • 6.7 - Is the vehicle tidy and all tools and equipment easily accessible?

  • Number of Vehicles In operation?

  • Clear photo of inside Jaymak vehicle(s)

  • 6.8 - Has all electrical equipment (including the RCD) been tested and tagged on a 6 monthly basis by a qualified person and is this information being recorded?

  • Copy of Equipment Test & Tag Register within 6 Months

  • 6.9 - Has it been checked that there is no glass, wood or steel wool in the vehicle or tool kit?

7.0 - First Aid/PPE (FAP)

  • Are First Aid & PPE Checklists sent in with Monthly Reporting?

  • 7.1 - Are First Aid Kits available and provided for all employees?

  • Clear Photo of All First Aid Kits

  • 7.2 - Are all 1st Aid Kits adequately stocked with the necessary items to meet state requirements? (refer to State requirements)

  • 7.3 - Is there at least 1 employee working on jobs with a workplace first aid qualification which is up to date and uploaded to the Access System (check qualifications)?

  • 7.4 - Is the PPE in a good and clean condition from a visual inspection? (refer to PPE check sheet) checklist

  • 7.5 - Has at least 1 on-site audit been conducted on all staff as per Franchisee Inspection checklist found in the Work Health & Safety Management System manual. Are the procedures outlined in Jaymak training and related manuals being followed when the service team are conducting their cleaning and maintenance program?

  • Manager/Auditor observation checklist Evidence

  • 7.6 - Is there a good understanding of HACCP, Food Standards Codes, Food Handling, Food Safety, Quality Management and AS4709-2001?

  • 7.7 - Are copies of ISO: 22000, ISO: 9001 and AS4709 available for review either in hard copy, Access System or computer file?

  • 7.8 - Has there been a need to use any Food Safety Hazard Report forms and if so, have control measures been adjusted as necessary, documented and communicated to the FS Team? if applicable

  • If Applicable Evidence of Food Safety Hazard Report form

  • 7.9 - Are temperature gauges and probes being calibrated yearly and is this calibration written down and recorded?

  • Evidence of Calibration

  • 7.10 - Is the Jaymak Quality & Food Safety Policy available, known, communicated and implemented at all levels of the franchise business? If so – HOW?

  • How is this communicated?

  • 7.11 - Are cleaning in progress signs or containment barriers being used for all service work?

  • Photo Evidence of your Containment Barrier or Cleaning in Progress Sign

  • 7.12 - Are hand washing procedures being followed and/or clean gloves worn during service work?

8.0 - Sales & Business Development ( SBD)

  • 8.1 - Are strategies to meet KPI’s for 2017/18 in place?

  • 8.2 - Is the minimum Performance Criteria of $49,592.00 / territory being achieved? If not – what plans are in place to meet this Criteria and are they approved by Jaymak Australia?

  • 8.3 - Are Jaymak Business Cards available for all Franchise Owners to hand out to customers?

  • Evidence of Current Business Card

  • 8.4 - Are localised initiatives being used to assist in activity soliciting business in the franchise?

  • 8.5 - Has your business registered for local tenders for the City Councils in your Territories?

  • Evidence of business registration or localised marketing or initiatives here...

  • 8.6 - Has your business investigated local sponsorship and networking opportunities?

  • Evidence of Sponsorship or Networking Activities

9.0 - Safe Operating Standards (SOS)

  • 9.1 - Is all service work being conducted safely & meeting the Jaymak standards specified in the Service Manual & OH&S Manual?

  • 9.2 - Do all vehicles carry compliance booklets including: <br>- SDS Sheets<br>- Workers Compensation<br>- National Crime Check<br>- Food Safety Certificate<br>- First Aid<br>- Insurance?<br>

  • Clear photo of each technicians compliance folder (including SDS sheets, First Aid, Food safety etc)

  • 9.3 - Are chemicals stored in compatible containers?

  • Clear photo of Chemical Storage

  • 9.4 - Is the franchisee adhering to Jaymak’s Environmental Policy? (located in Access system under Human Resources)

  • 9.5 - Are Safe Work Method Statements taken to every job with spare sheets available if other WMS are required?

  • Evidence of Completed Safe Work Method Statement.

  • 9.6 - Have all Full-time Jaymak service operators completed a Hazardous Substance Risk Assessment & Hazardous Substance Register documents and uploaded to Access System?

  • 9.7 - Do all service technicians have a lock out kit?

  • Evidence of all Lock Out Kits

  • Are toolbox meetings regularly carried out on a monthly basis?

  • Evidence of 3 Tool-box meetings

10.0 - Service System (SSS)

  • 10.1 - Is the Service System Software being used correctly and all data and information being correctly processed including the entering in of new customers, pre-service paperwork, post-service paperwork and all associated reports & letters?

  • 10.2 Are all Batch Numbers being recorded and do the Batch Numbers in the service system match chemical batch numbers in use?<br>

  • 10.3 - Do quote documents include all of the following information: Quote number, date of quote, customer name and contact details, franchisee contact details, scope of work, price and correct placement of SGS logos?

  • Evidence of each quotation page of a signed Quotation

  • 10.4 - Do post service documents include all of the following information: Date of report, customer name and contact details, franchisee contact details, scope of work and correct placement of SGS logos?

  • Evidence of each post service report page

  • 10.5 - Are all Pre-Service checklists taken to every job, correctly filled out and signed by the customer, all HIP & FSHIC sheets been completed with every customer job and do all FSHIC sheets have a recorded leaving temperature and does it show that the coolroom is returning back to the correct temperature? (below 5 degrees)? and are pre and post airflow results being recorded?

  • Evidence of each page of a Completed and Signed Pre-service Paperwork

  • 10.6 - Has Swab expiry date been correctly updated in the service system under batches?


  • By submitting this Ace Audit, you agree that you have carefully and truthfully answered all questions, understand this is your final submission and no changes are to be made.

Sign Off

  • Enter in completion time and date

  • Signed off by Franchisee Representative

  • Signed off by Franchisor Auditor Representative (If Applicable)

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