RM inspection

• Site conducted

  Select

• Conducted on

  Date

• Prepared by

• Regional Managers are required to carry out an inspection of all H&S compliance checks to ensure the branch manager is completing, example attached.

• Regional Manager to record the date of the last compliance check they carried out at the branch.

  Date

• Each branch manager is required to complete the compliance checks as described in the below document, this document should be printed and placed at the front of the H&S folder.

• Does the Branch Manager complete the required compliance checks?

  Yes

  No

  N/A

• All new employees and all existing employees must complete the online Health and Safety induction on the GSF academy (20 minutes videos + test) **Ask the branch manager to log into their training module and navigate to 'my staff'

• Have all staff completed the H&S induction?

  Yes

  No

  N/A

• Is there a minimum of 2 active first aiders in the branch and are the certificates on show. (certificates available from the training academy)

  Yes

  No

  N/A

• Is there a minimum of 2 fire marshals in the branch?

  Yes

  No

  N/A

• Is the branch clean and tidy?

  Yes

  No

  N/A

• Is there excessive stock on the floor and/or blocking the aisles?

  Yes

  No

  N/A

• Is there an option to increase the racking capacity?

  Yes

  No

  N/A

• Are the staff facilities in good order?

  Yes

  No

  N/A

• Is the carpark and surrounding area clear and tidy?

  Yes

  No

  N/A

• Are the staff wearing the appropriate PPE?

  Yes

  No

  N/A

• Has the branch had a H&S Audit in (2023)?

  Yes

  No

  N/A

• Has the branch manager actioned all outstanding tasks set by the H&S auditor?

  Yes

  No

  N/A

• Driver performance, Regional Manager to discuss the trackm8 reports received weekly.

• Is there any excessive out of hours activity on the TrackM8 report?

  Yes

  No

  N/A

• Is there any poor driver performance present on the TrackM8 report?

  Yes

  No

  N/A

• Drops per van - is the branch using all the vans at the branch (check drops per van)

  Yes

  No

  N/A

• All van trackers must be plugged in and working, each driver must use their own fob.

• Are all van trackers plugged in and working?

  Yes

  No

  N/A

• Are fleet aware of the issue?

  Yes

  No

  N/A

• Daily checks to be carried out by each driver on the van they drive, the branch manager (or designated person) must ensure the checks are completed and sign off the form on a weekly basis.

• Are the daily van checks being completed in full and signed off?

  Yes

  No

  N/A

• Drivers must log on the check sheet any mechanical fault, damage, tracker issue or service requirement, the repair work, where applicable, must be logged as carried out/booked in for repair by the the designated person.

• Are the repairs, servicing etc actioned by the designated person?

  Yes

  No

  N/A

• T & A - Do the contractual hours match allocated Standard Hours shift patterns?

  Yes

  No

  N/A

• T & A - do the staff members match on both T&A and I-Trent?

  Yes

  No

  N/A

• Is the branch manager using the casual hours to excess?

  Yes

  No

  N/A

• Brag report - Regional Manager to discuss resource issues

• Are the staff levels at the required brag KPI?

  Yes

  No

  N/A

• Have you identified any further training requirements during this visit?

  Yes

  No

  N/A

• Have you engaged with all staff in the branch during this visit?

  Yes

  No

  N/A

• Is the branch on target for both Sales and Margin, month to date? (above 95%)

  Yes

  No

  N/A

• Does the branch manager have a plan in place to recover the deficit?

  Yes

  No

  N/A

• Missed calls, every branch should aim for sub 3% of incoming calls, as per daily communications and AX stats.

• Does the branch achieve the required sub 3% standard for missed calls?

  Yes

  No

  N/A

• Is there a valid reason why the branch are not achieving the required missed calls standard?

  Yes

  No

  N/A

• Customer drift - Regional Manager to check top 10 drift customers and discuss with Branch manager, information taken from MI/AX

• Does the branch manager understand the drift report on Power BI?

  Yes

  No

  N/A

• Does the branch manager require further support?

  Yes

  No

  N/A

• Does the branch manager have a plan in place to address the drift customers?

  Yes

  No

  N/A

• Is there a plan in place to recover the drift?

  Yes

  No

  N/A

• Do all sales advisors have allocated accounts on Power BI?

  Yes

  No

  N/A

• Promotional compliance - each branch is required to participate in the weekly promotions, reference power BI.

• Does the branch participate in the promotions?

  Yes

  No

  N/A

• Overstrikes - Using power BI/AX each operator is tasked to reduce overstrikes to under 5%, it is the branch managers responsibility to ensure team compliance.

• Are there any none compliant operators above 5% for overstrikes?

  Yes

  No

  N/A

• Do the customer terms require a review?

  Yes

  No

  N/A

• Does the operator require margin management training?

  Yes

  No

  N/A

• Does the branch manager have a general plan in place to increase sales?

  Yes

  No

  N/A

• Customer returns, all customer credits are to be entered within a 24 hour period.

• Is the branch up to date with credits?

  Yes

  No

  N/A

• Credits on suspend must only contain warranties, run report 2703BR, the report should be limited to outstanding warranty claims only, and be within a six month period.

• Are the credits on suspend warranties only, and within the permitted time frame?

  Yes

  No

  N/A

• Does the Branch Manager understand the warranty process?

  Yes

  No

  N/A

• Is the Branch Manager holding back payment for warranty product?

  Yes

  No

  N/A

• Debt Management - COD to be managed within the current expectations (for example max 48 hours) . Pay later statements are to be issued once a week and Monthly accounts managed alongside the accounts team. The SLA percentage should be below 12.5%, with an aim for >10%.

• Can the Branch Manager demonstrate knowledge of debt management using Power BI?

  Yes

  No

  N/A

• COD - is COD managed within a reasonable time frame?

  Yes

  No

  N/A

• Is debt management training required?

  Yes

  No

  N/A

• Are pay later statements printed and issued weekly?

  Yes

  No

  N/A

• Does the branch manager understand the customer statement process?

  Yes

  No

  N/A

• Is the branch operating below the SLA of 12.5%

  Yes

  No

  N/A

• Goodwill, should be managed by the branch manager and authorisation must be escalated as per the SOP attached.

• Is there evidence of repeated customer goodwill?

  Yes

  No

  N/A

• Is the branch manager using Goodwill as a rebate scheme?

  Yes

  No

  N/A

• Is the branch manger obtaining authorisation as per the SOP?

  Yes

  No

  N/A

• Check contents of the safe for all monies waiting to go to the bank (collection dates attached) based on 511REC reports.

• Each days takings must be bagged separately with clear instructions for contents, see attached picture. Cheques must also go into a separate bag. The bags can be obtained via the Security+ drivers.

  

• Is all cash present and ready for collection, 1 bag per takings?

  Yes

  No

  N/A

• Are bags sealed and clearly written up with the days takings?

  Yes

  No

  N/A

• Check contents of petty cash, all receipts and cash should add up to the branch holding (obtained from the monthly banking declaration found on pitstop/finance/forms/banking declaration, input the branch number scroll to the bottom of the page for values.

• Does the Petty Cash tally?

  Yes

  No

  N/A

• Is there a valid reason why the Petty Cash does not tally?

  Yes

  No

  N/A

• Till check - The float must be in the safe overnight and correct to the branch holding (obtained from the banking declaration same as above)

• Is the float stored in the safe overnight?

  Yes

  No

  N/A

• Is there a valid reason why the float is not stored in the safe overnight?

  Yes

  No

  N/A

• Regional Manager to perform a till check, print the 511Rec report and count existing cash in the till?

• Was the till check correct?

  Yes

  No

  N/A

• Does the till float match the banking declaration?

  Yes

  No

  N/A

• Refunds and credits - The 534BDD2 report must be completed daily, stock checked and filed with the refund paperwork attached. All refunds must have both the Operator and Customer signatures present

• Is the refund process being completed in full?

  Yes

  No

  N/A

• Cash security - drivers must use the 3 part cash book, 1 copy for the customer, the 2nd/3rd remain in the book until checked and signed for by BM/ABM, once signed the 2nd copy goes with the cash the 3rd stays in the book.

  

• Does the branch manager follow the correct process (check the integrity of the process)

  Yes

  No

  N/A

• Stock take - the branch must complete the daily PI as per the current SOP.

• Is the branch up to date with the required PI daily count?

  Yes

  No

  N/A

• Is the stock take count completed correctly and is there evidence of a discrepancy check being carried out?

  Yes

  No

  N/A

• Does the branch manager require training on stock take?

  Yes

  No

  N/A

• Stock adjustments - Is there evidence of high value adjustments being investigated? (Check PARC, for details, and run report AJ342SARCV2)

  Yes

  No

  N/A

• RTS write off, less than £100 per month (take an average of the previous 6 months)

• Is the branch within the £100 tolerance per month for RTS write off?

  Yes

  No

  N/A

• Is the branch following the correct RTS process?

  Yes

  No

  N/A

• Does the branch require RTS training?

  Yes

  No

  N/A

• Check the branch filing - Does the branch manage the POR/GRN queries?

  Yes

  No

  N/A

• PARC review - Regional manager to discuss recent PARC results with branch manager.

• Has the branch hit the required PARC criteria?

  Yes

  No

  N/A

• Has the branch had an Operational Audit?

  Yes

  No

  N/A

• Has the branch manager completed all outstanding tasks set by the Audit team?

  Yes

  No

  N/A

Comments

• Any additional comments