Information
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Store Protection Audit v3
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Store Name & Number
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Conducted on
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Completed by
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Store Representative & Role
Engagement
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Colleagues are aware of and are using Service/Red Routes
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• Colleagues know what Service Routes are
• All vulnerable areas covered (BWS, H&B, HV OFDs, etc)
• Colleagues use service to engage with customers on Service routes -
Stock Loss Board complete and up to date and includes deep dive plan
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• Located in a visible location and not in training room/hidden away
• All reports current
• Engagement displayed around the board -
Effective Shrink meeting takes place weekly
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• Colleagues and guard attends
• Corporate agenda is followed -
Engagement around Protector Line
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• Posters located in prominent locations.
• Colleagues understand calls are confidential -
Can Managers describe department performance?
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Deep Dive action plans in place
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Clare's Weekly shrink check completed?
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• Evidence of checks being completed
Front End
Security
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My Guards are the Face of the Store
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My guards have been on time and used the correct process for clocking in and out.
•My guards have been dressed appropriately, including a tie, name badge and licence (contract only) and look clean and smart at all times
•My guards act as an effective visual deterrent by proactively smiling, making eye contact and greeting customers
•My guards are warm and reassuring in their interactions with customers and colleagues and receive positive feedback -
My guards understand the highest risk products in my store and proactively work with colleagues to mitigate risk
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My guards set and achieve high standards of operational efficiency and show a tenacious determination to surpass expectations
•My guards engage proactively with colleagues and managers and mobilise others to deliver results
•My guards proactively use the Incident Reporting System to spot trends and track high risk item loss -
My guards respond appropriately to all EAS activations and we receive no customer complaints
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•My guards are proactive in understanding the root causes of EAS activations and give feedback to help with colleague training and understanding
•My guards set and achieve the highest standards of customer service and show a tenacious determination to surpass expectations -
EAS Gates are working and store has evidence that this is checked daily
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• All areas checked (Main entrance, Customer toilets, SAYS/Self Service, Reception, etc)
• Gates checked daily
• All areas checked (Main entrance, Customer toilets, SAYS/Self Service, Reception, etc)
• Gates checked daily
• Colleagues use Product Protection pack to track completion.
• Store knows how to escalate issues.
• Colleagues use Product Protection pack to track completion -
Staff Searches carried out properly, and at all times of the day
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• All colleagues & Visitors considered for search (All work levels)
• Car & Locker searches completed
• Searches are random and unpredictable
• Random search button used (if present) -
All door guards are in working condition and are set to on.<br><br>
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• This applies to all areas
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All Cameras are working, correctly placed and are recording high value/risk areas & legal requirement areas
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• Cameras working or reported on Verisae (with ref no)
• Leadership team understand how to operate CCTV system and burn footage if required. -
All incidents are logged within timescales. How many incidents and civil recovery?
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• Within 2 days if not serious
• Weekly review of incidents completed -
Nearest Checkout to HV & High Loss aisles open (e.g. BWS, Confectionery, etc). Colleagues spread out across the main bank of checkouts
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• Colleagues know the reasons why we do this
• Colleagues not grouped at one end of the checkout bank -
Scan as You Shop & Self Service manned correctly. Training is up to date and colleagues are trained in Lockdown. Headsets are always worn at self-service and by Team Support colleagues
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• Plan in place to ensure break relief, especially at vulnerable times
• Close checkouts at quiet periods to ensure correct manning on self service -
Checkouts locked down when not in use
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• Gates in working order and are closed when till not in use.
• Detagger locked
• Deadlock in place on SmartTill drawers. -
Scan as you Shop colleagues know what to look for and how and when a service check is provoked.
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• Colleagues know which source tagged products to look for
• Know to check throughout bags, not just at the top
• Maintain Great Service throughout -
Front End colleagues know how to check if the RF deactivation is switched on and working
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• Team support and all Front End managers can demonstrate how to check.
• All security officers can demonstrate how to check RF units -
Key control is 100% compliant instore and is signed off weekly by STM/Service Manager
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• Locked key cabinets used
• All keys signed in and out, records kept
• Authorised Keys lists in place/Up To Date -
All cigarettes & Tobacco are stored securely behind kiosk
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No unauthorised stock stored in drawers behind CSD
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Any stock in drawers (stationery, etc) is accounted for.
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Visitors signing in book is used consistently
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Visitors sign in and out. Visitors badges in use and audited to ensure all are accounted for.
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PFS staff areas secure
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Transfers escorted to the PFS by 2 members of staff
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BOSS book up to date and regularly reviewed
Shrinkage
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Fruit & Veg & Bakery Manager sign off the PLU list weekly with Front End team. Product Recognition training is up to date
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• PLU lists on Self Service & Manned checkouts are up to date
• Variants are reviewed to ensure stocked products are on list (e.g. Convenience
• Store has a plan to complete with all Front End colleagues.
• Produce Manager
• Store sign off when completed -
Dept Key Entry is reviewed weekly, trends identified and plan in place to reduce
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• Tracker in place to track when DKE is used.
• Use G drive reports & E Journal to track trends. Pricing Errors coaching tool is used -
Self Service reports are used to highlight potential shrinkage threats
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• Unknown Items report
• Operator Audit report used to highlight colleague issues (Review voids
• Quantity of barcodes printed -
Refunds over £20 are signed by Duty Manager
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• Ensure product is seen
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All reductions in PFS completed using PDA & reduction printer
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No manual reductions completed
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PFS Direct deliveries checked in & shortages claimed for
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• Evidence of delivery checks, shortages have a claim form completed, entered on DSS and paperwork sent to Cardiff
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At-pump promotional stock is returned to supplier correctly
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• Returned using RP388, return entered on DSS and paperwork sent to Cardiff
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PFS transfers show evidence of management review
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• Transfer checked off and filed
Trading Departments - Food
Fresh Food
Security
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High value counters meat is secure in the meat chiller, Restricted fill in place for backup fridges behind counters
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• Use of a secure 4 sided cage, ensure cage is padlocked and not secured with a bicycle lock.
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Evidence of counters High loss lines reconciled to sales
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• Process to ensure stock leaving counter is paid for. E.g. comms between counters & security/front end
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No evidence of food waste in bins behind counters
Shrinkage
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Milk & Bread returns are actioned weekly
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Correct process is followed
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PLUs displayed on scales are for stocked lines
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• Ensure only lines stocked are displayed on the scales watch out for variants of the same line (e.g. Welsh & English Legs of Lamb)
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No evidence of excessive slicing
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• No more that 1 days sales to prevent liquid loss
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Shrinkage gains reviewed.
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• Process to regularly review for any trends - collusion, PLU issues, etc.
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Designated Counters waste area, Pre & Post recording. Colleagues able to articulate correct process for managing waste
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All Wasted products have correct label/ticket attached marked ‘Waste – Not for re-sale’
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RF counters labels are only used on Meat counter
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All Food To Go waste is recorded correctly
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• FTG Colleagues can describe process for reducing and wasting FTG e.g. Salad Bar, Olives
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ACAYG reports filed and evidence of it being worked and reviewed
Ambient
Security
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Locked Chewing gum units have working locks with a secure password. Colleagues know how to change password
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• Units kept locked at all times
• Password changed from install – Not 1234, 1111, etc -
Capping shelves do not contain any high value/high risk lines
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• No Chewing gum, Manuka honey. Review vs Deep dive/Dashboards.
• Review ex-promotion lines -
Red bottle tags are not used in fixture and kept in Catalyst box to return to supplier
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• BWS colleagues understand red tag recycle process
• Catalyst box kept in an easily accessible location
• Colleagues understand how to contact Catalyst if needed
• No Red tags seen in fixture on Non-OFD lines -
High Value lock ups are secure
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• Lock ups secure when no colleagues are inside. Current authorised access list displayed. Evidence of Keys being signed in and out
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Restricted fill in place for high loss lines
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• Use of restricted fill indicators on high loss lines. No evidence of overfilling. Colleagues understand reason behind restricted fill.
Shrinkage
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Grocery, wines & spirits and frozen all have a designated Waste area which is well maintained, and stock is not allowed to build up
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Are all meat pieces cleared from slicing machine and then booked as that product?
Trading - Non food
Security
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Shelf Edge Security POS displayed to WGLL
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• POS doesn’t cover price labels or key trade messages
• POS does not make shelf cluttered
• ‘Products in this area are security protected’ SEL is displayed in ALL source tagged product areas -
Make up drawers locked at all times
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• No live stock stored in unlocked drawers
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High value/risk products stored securely in the back up
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• Key control in place
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Restricted fill used on High loss lines
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• Restrict fill indicators used, restrict fill to highest days sales + 1 single, review restriction on promotional loss lines
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Changing rooms well maintained and in good working order
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• Locks working
• Pagers working
• Changing rooms clean & clear of rubbish -
Changing rooms locked if not manned and item control is in place
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• Colleagues know how many items a customer is trying on
• Changing rooms never left open without manning -
Minimum manning levels on clothing in place
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Review changing rooms to ensure no tags/security tags/packaging found
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• Behind mirror, coat hooks, skirting, etc
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Advance Notification of Return (ARN) clearly marked and stored in a secure lockup awaiting uplift. ARN’s completed within timescales
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• Not stored at back door unless secured
• Store know process to follow for any uncollected boxes
• No expired ARNs
• More than 1 colleague knows how to action -
Saltley returns are wrapped in green shrink wrap and stores in a secure location awaiting uplift
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Product Protection guidelines in place according to Product protection Healthcheck
Shrinkage
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Greeting Cards returns actioned correctly
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• Non seasonal stock – RP388 completed, entered onto DSS (value on DSS and paperwork match) and paperwork sent to Cardiff
• Seasonal stock – credit is processed centrally – rep will dispose of stock – stock must not be sold to colleagues -
Manifest report printed and shows management review for Saltley returns. Reports filed.
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Saltley missed credit within targets (Below 4%)
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Saltley Dwell time in line with format target
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No cages from high risk/loss product groups left unattended on shopfloor
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N&M compliance report green on all measures
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Blue trays in clothing warehouse kept to a minimum
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• Robust plan for replenishment of blue trays
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ACAYG reports filed and evidence of it being worked and reviewed
Warehouse / Back Areas
Security
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No stock stored in back yard
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Back door is manned when open and locked at all other times, Visitors book in use at back door
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• Keys signed back in when backdoor is locked down. Keys are not left
• Same standard for visitors as at the front door.
• All drivers, etc. entering the building sign in using visitors book
• Backdoor desk kept locked & documentation kept up to date.
• Only 1 book in use, stored in back door trolley and kept locked. Unused books are stored in Cash office -
High Value products are pre-sorted and put away immediately when delivery arrives
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• No High Value products kept at back door
• High value deliveries checked in -
Tobacco delivery checked in by 2 people in view of CCTV
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No evidence of Grazing
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• Check in chillers, behind bump rails, etc
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All High value stock secured
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• Secure area in use at back door for high value deliveries – not left unattended in warehouse
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No evidence of stock being put aside by colleagues
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Clear segregation and organisation of back areas. Are they MST ready?
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• Signage in place for product groups
• Floor in clothing warehouse clear of product
Shrinkage
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UODs reviewed
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• UODs are reviewed against RDR. Discrepancies logged with Distribution Direct
• Black box seal check to RDR -
Direct Deliveries are accepted using Electronic Receipting
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• Milk, Bread & P&H deliveries are receipted using a PDA. When delivery not on PDA, a call is logged with helpdesk and reference number noted.
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No unauthorised products located in cleaners room
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All plant rooms are kept locked and sealed
Recording Waste
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Every department has a designated waste location
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• Signage displayed, area organised, tidy and waste not allowed to build up
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Waste is checked off by Duty Manager daily and waste prints filed
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• Evidence of checks completed with commentary.
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Active waste cages are controlled and secure
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• Cage not locked with bicycle lock/combination lock.
• Ensure all waste cages are secure (Raw meat, general, food, bakery) -
Full waste cages are secured while awaiting RSU collection
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• Shrink wrap top of cage to prevent addition of stock.
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Review waste accuracy : 30 items from Food waste cage
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• ALL items checked must be recorded
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Review waste accuracy 15 items from Raw Meat waste
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• ALL items checked must be recorded
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Review waste accuracy 5 items from Pink bag waste
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• ALL items checked must be recorded
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Price down function is used correctly for loose produce reductions
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• Reduction waste is wasted as OOC, any unsold items are not wasted by scanning reduced label.
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Cleaners damages are recorded accurately
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• Cleaners have book to record damages, store regularly action and show evidence.
Dot Com
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Dot Com area locked down when not in use
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• Dot Com back door treated like warehouse back door – Locked if not manned
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Dot Com drivers report to Duty Manager on return – CDA debrief. Substitutes or returns are signed off
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Pre Pick is completed by Manager or Team Support only and stored securely
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Stock is signed for
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High priority tray audits completed and trends reviewed
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Dot com van keys are stored securely and key control in place
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Detagger is locked when not in use
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Refunds only completed by Managers and Team Support
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Van checks completed weekly
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• Search book kept in dot com area/ store have a plan to ensure checks are completed
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Dotcom DKE tracked
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Are stores that are on same day click and collect/delivery filing 2 weeks of signed reports.
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Are all freshness guarantee refunds are tracked?
Stock Control
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Scheduled lows & Overs compliance Green for previous period
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Select Green Departments
- Grocery 25% or over
- Fresh 10% or over
- GM 10% or over
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Shrinkage review folders are reviewed daily
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• Evidence to show shrinkage is reviewed on all departments
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Scheduled counts for previous period Green
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Which departments are green?
- Fresh Targetted counts
- High value Targetted counts
- PTMM counts
- Consumable Counts
- Mobile Handset counts
- GM Counts
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Are targeted counts completed?
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PFS, Colleague room, Produce sampling, Costa transfers & Free fruit for kids transfers are checked, signed off and filed
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Cosmetics gap scan is being completed?
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• Check gap scan reports against gaps on cosmetics
Delivery Summary
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Review DSS folder: Weekly Checklist completed including PFS?
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• Standards reflect what is seen
• Review RP388 – no white copies remaining
• WGLL for DSS paperwork
• Review Claims books – no white copies
• Weekly Checklist completed including PFS
• Cardiff paperwork sent weekly
• Claims forms been sent to Cardiff
• All RP388 Return to Supplier forms been sent to Cardiff
• Store Manager conducts weekly review of DSS
• Greeting cards have been returned
Handover
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Feedback given from today's audit to Store Manager or designate
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Audit report sent to Store Manager email account
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SM Feedback
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Auditor Feedback
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Store Manager/Designate Sign off
