Shrinkage and Security Healthcheck

Information

Document No.
Shrinkage and Security Quarterly Healthcheck
Client / Site
Conducted on
Prepared by
Personnel

Shrinkage & Security Meeting

1. Are the weekly "Shrinkage & Security" meetings taking place each week Current next steps should be produced and available to view.
NEXT STEP: Store Manager should chair a Shrink Meeting weekly either separately or as part of store's Monday Meeting. The managers of all red performing shrink departments should attend, or send a delegate from their department. Issues and trends should be explored and next steps in place to tackle.
2. Is there evidence of one to one meetings happening with the Store Manager and Line Managers of poor performing departments? Where a department has 3 or more weeks of adverse shrinkage the Store Manager agrees an action plan with the relevant Line Manager
3. Has the Store Manager Weekly Shrinkage Check been completed by the Store Manager? Each week's Store Manager Weekly check is filed in the Managing Shrinkage & Security Meeting folder.
NEXT STEP: Department detail is reviewed and red departments can describe the causes of shrink. Departments with three consecutive red weeks should take next step to walk round dept with store manager to identify potential areas to improve.
NEXT STEP: Store Manager to complete weekly shrinkage checks in line with Managing Shrinkage folder.
4. Is the Store Dashboard reviewed at the Shrink meeting? Can departments describe their top lines on their department specific dashboard?
NEXT STEP: Store should pull off dashboard each week and review at the Shrink meeting. Managers should be able to describe their top lines for theft and shrinkage and have next steps in place to minimise losses in their areas.
5. Are all areas of the store represented at the weekly Shrink meeting including representative from Front End and Security.
NEXT STEP: All areas of the store should be represented at the meeting. They should come to the meeting prepared with their information and answers. A roll call at the beginning of each meeting used in conjunction with an attendance tracker will help to identify non attenders.

Back Areas

6. Are the back gates closed and locked when not being used to accept deliveries? Spot check throughout the review.
NEXT STEP: Retrain Backdoor staff - gate opened to accept deliveries and closed behind each vehicle
7. Are the seals (electronic/manual) on Tesco vehicles checked against the Retail Delivery Record and then changed / broken by the Backdoor person and is the Unit Of Delivery (pallets / cages / dollies) checked for your store and are they correct? Seals checked by store personnel and must not be broken by the driver. Any exceptions reported to Distribution Centre Duty Manager and Store Manager prior to unloading. Check that the destination label on each UOD is for your store. Check the total number UODs against the RDR.
NEXT STEP: Retrain Back Door staff - KYS warehouse and Back Door
8. Are all direct deliveries issued with a Tesco Receipt Note? Are these deliveries checked by Tesco staff line by line? Observe and check after a delivery has been accepted and signed. Is the store achieving at least 75% completion through Electronic Delivery Notes? All direct deliveries checked thoroughly by Backdoor checker or relevant department staff member.
NEXT STEP: Re-train all accountable staff on Direct Delivery process
9. Are Food Waste Recycling or wheelie bin controls in place? Food Waste Recycling access should be locked both internally and externally. Only authorised staff have access to Food Waste Recycling keys which should be signed out daily. Keys should be accounted for at all times. Wheelie bins locked and access tightly controlled. Any products in bins will match waste prints.
NEXT STEP: Key control must be established on the compactor keys. Warehouse Manager has A for compactor control.
10. Are deliveries containing high risk products taken immediately to a secure location? High Value deliveries are never left unattended at the Backdoor / warehouse. Any evidence of tampering is confirmed with the driver, recorded on the RDR and taken immediately to the secure location.
NEXT STEP: High Value stock is identified at delivery and relevant department takes ownership of stock from wagon / stock is stored under resource CCTV until stock is collected.
11. Are high risk products checked by department against SAR Invoice to identify potential non delivered stock?
NEXT STEP: SAR invoice to be printed for all high risk stock and confirmed by relevant department to identify potential missing delivery
12. Are there any management checks on Direct Deliveries?
NEXT STEP: Managers should complete random checks on Direct Deliveries for their areas.
13. Is there any evidence of grazing in the warehouse and chillers? All areas under racking and behind cupboards should be clear.
NEXT STEP: Areas identified as prone to grazing are monitored by Security staff for patterns / times where grazing occurs.

Staff identified as grazing are managed through the disciplinary process.
14. Is there a PDA in the back area for the Electronic Delivery Note process, or if not do staff know where / how to retrieve it quickly when required? PDA is available to use at the back door.
NEXT STEP: PDA is to be retained at back door for all scheduled Direct Deliveries
15. Are any outside storage containers kept locked when not in use and check that no products are mixed with rubbish cages or left outside? All outside storage containers can be locked if not in use and not manned. Check Backdoor area for any stray cages of stock near rubbish cages or that have been left outside.
NEXT STEP: Stock and waste are segregated. Outside storage areas are locked, keys stored in Store Key Cabinet or under control of back door staff.

Security

16. Is the store fully using their allocated Security Budget? Is it used for Security colleagues only who are working on the department? Are only Security colleagues coded to code 39 on the wages system? Review Security budget and actual spend on Stores Reporting. Review staff register and ensure all colleagues work within Security.
NEXT STEP: Security budget should be fully utilised for Security colleagues. Review with Services Manager and Store Manager to understand reasoning why it is not fully used. Recruitment of Advance agency guards may be required to fill any vacancies.
17. Is the Security guard present at the front door with no gaps between front door cover? Is the guard meeting and greeting customers if not required on CCTV?
NEXT STEP: Front door should always be covered by a guard. If not, colleague register needs to be reviewed to understand why there is no cover and if required vacancies need to be filled. Guard should be following Making Moments Matter training and be stood away from the podium unless reviewing CCTV.
18. Can staff describe where high risk areas are in the store, are red routes identified and in use?
NEXT STEP: Grazing Map to be displayed in high traffic area, with evidence of red routes for staff to follow through areas with high risk of dumped stock / safer cases / packaging.
19. Are all fire exits sealed around the handles and checked twice daily? Check that fire doors are not damaged and are fitted with alarms. Seal checks completed twice daily. Evidence of regular management review. Manually check doors for evidence that they are sealed, ensure back/warehouse doors are checked. Fire door exit alarms checked as part of seal check routine and signed daily.
NEXT STEP: Fire Exits to be checked for security seals twice daily, and seal numbers recorded in seal register. Missing or incorrect seals to be reported and actions recorded to identify reasons.
20. Are the EAS gates tested daily? Are all activations logged in the EAS activation log book? All gates should be tested daily including entrance to staff areas, toilets, front door etc. Any issues should be reported to maintenance with reference numbers logged.
NEXT STEP: All gate activations should be logged in folder, including a daily test activation and any customer activations. All issues should have a job logged on to Verasie.
21. Are checkouts operational near high risk product areas and near exits? View checkouts and exits near high risk product areas to see if manned.
NEXT STEP: Checkout Manager to set tills near high risk product areas and fire exits as priority tills in Scheduler to ensure tills are open in these areas.
22. Is there any evidence of products being set aside for staff to purchase at a later time or date? Staff are aware of shopping policy and can clearly describe. Products only stored in relevant areas. No stock to be held in offices, chillers or staff areas.
NEXT STEP: All stock in identified areas to be returned to sale immediately. Any staff identified putting items aside should be retrained on policy.
23. Have all staff been trained on customer theft awareness and viewed the Unusual Suspects DVD? Staff have completed module 8 of Bronze Know Your Stuff for Everyone and watched the DVD.
NEXT STEP: Staff to complete Know Your Stuff for Everyone, Module 8. Staff to view Unusual Suspects DVD that arrived in store as part of the new Security Toolkit.
24. Are all removals of stock to the Tobacco Kiosk carried out by two members of staff? Is stock concealed from public view as part of Scottish Legislation? Access to stock tightly controlled. Authorised list of staff maintained. Stock transferred to kiosk by two people. Stock not transferred at busy periods. Cage for transferring stock has cover attached?
NEXT STEP: Authorised Access list to be posted on Bond door. Keys to be signed out for removal of stock only, not held at Tobacco Kiosk. Stock cover to be available for staff and stock must always be transferred using cover.
25. Is the Visitors Book completed and badges issued to external visitors? All visitors sign in and out and display badges. All Visitor badges accounted for at the end of the week.
NEXT STEP: As comments
26. Is the store Ultimate Product Protection Healthcheck being completed daily and next steps being fed back via Team5. Healthcheck completed daily, department managers aware of any issues. Store must be using Ultimate Product Protection Healthcheck.
NEXT STEP: Product protection to be completed before 7am daily, discussed at Nights/Days handover. Next steps to be worked and fed back at AM Team 5.
27. Are all incident reported on the incident Reporting system? Are all managers contributing to reporting incidents? All forms submitted as soon as possible after incident. Incidents reported reflect variety of incident types reflective of store risks.
NEXT STEP: As comments
28. Is the store achieving a Green light for Incident Reporting? The amount of Incidents reported are above 11? Time taken to report incidents is green?
NEXT STEP: All managers and Security colleagues should be trained on Incident Reporting and have User ID's so that they can report incidents as and when they happen. Incidents should not be left to build up and be reported in bulk. They should be reported immediately after the incident.
29. Is Civil Debt Recovery actioned where the incident and offender meet the civil recovery criteria? Civil recovery policy is applied in all appropriate situations.
NEXT STEP: As comments
30. Do merchandisers/visitors have bags on the sales floor or in the back room? Personal belongings not allowed in back areas or on the sales floor.
NEXT STEP: Merchandisers / Visitors to use locker for all personal belongings, in line with Visitor policy.
31. Are security staff carrying out their agreed duties and/or Agency guards following correct assignment instructions? Security staff are conducting security duties as per job description. Agency guards are carrying out duties as per assignment.
NEXT STEP: As comments
32. Is the staff search book completed adequately with the policy observed? Are staff searches carried out at varying times of the day and carried out on a wide variety of staff? eg GAs, management, Dot Com staff, visitors, cleaners, PFS staff, etc. Staff search book completed correctly, issues recorded and followed up. Searches to have taken place at varying times including early mornings and late nights.
NEXT STEP: Store to ensure minimum 10% os store head count is completed weekly, at all times of day and days of week. At least one contractor/visitor and two locker searches should be completed per page of the staff search book.
33. Is access to the CCTV system and the key cabinet restricted? Is the CCTV system logged out when unattended? List of authorised personnel posted in area. Access tightly controlled.
NEXT STEP: As comments
34. Is the key cabinet locked and secure with the keys under the Duty Manager's control? Are all keys clearly labelled with a corresponding index available? Access to the key cupboard is strictly controlled. Keys held by Duty Manager if/when Reception is unmanned. Receptionist / Duty Managers use authorised key holders list when signing out keys. All keys are clearly indexed.
NEXT STEP: Key cabinet access must be restricted to Duty Manager or other nominated manager, and the Security staff.
35. Are keys reconciled daily at Staff reception against RP32 Key Control Book? What measures are taken when they do not correspond? Key audit carried out daily. Any issues investigated and resolved. Evidence of check and actions taken recorded in RP32 Key Control Book.
NEXT STEP: Complete key audit to identify any and all missing keys weekly. Record completion in the RP32 Key Control Book
36. Are keys & fobs signed in and out daily? Are all bonds and warehouse access doors locked where appropriate? All keys should be signed out daily by colleague and then signed back in by Security colleague. All bonds and applicable warehouse doors should be locked with door guard alarm on.
NEXT STEP: Ensure keys are controlled by Security colleagues. They need to have correct key control book in place whereby colleagues sign keys out daily and Security sign them back in. All lockable bonds and warehouse doors should not be left open if unattended and key control should be in place.
37. Is the Loss Prevention and Security POS displayed on the shop floor and in the staff areas as per the Product Protection guide? All Loss Prevention and Security POS displayed and visible.
NEXT STEP: Display missing POS as comments
38. Is an Agency Guard performance report completed each period? Is it completed with the Agency Regional Manager? Agency Guard performance report completed in correct timescales. Issues are highlighted and monitored.
NEXT STEP: Contact Agency Guarding Manager to organise completion with Services Manager.
39. Is the store's Keyholder List up to date? Are opening and closing hours for Store, PFS and Cash Office correct the system?
NEXT STEP: Key holder list to be updated before and after each closedown and after management changes. Default keyholder list should be store manager, deputy manager, Manager in charge of Security. All opening hours should be up to date and relevant to ensure Security Support can assist the store should an alarm set off.
40. Is the CCTV system in good working and are all high risk areas covered by CCTV? Are there more than 3 non sensitive or 1 sensitive camera out of action? Have the Cash Office, PFS, and ATM machines got CCTV coverage? All CCTV cameras in good working order and all areas listed have coverage. More than 3 non sensitive cameras out of action should have been logged to maintenance.
NEXT STEP: Report / escalate issues with CCTV through Verisae as detailed in comments.
41. Is the Lost Property process being followed as per the Lost Property procedure in the Store Operating Manual? Lost Property is being kept and recorded as per procedure. Lost property taken to the Police Station after the relevant amount of time by 2 people.
NEXT STEP: As comments

Sales Areas

42. Review high risk products featured in the foyer / entrance area and ensure they are protected. Every product is tagged / Security Protected sticker is attached. Security personnel presence in area. No high risk stock is located close to / beyond RF gates.
NEXT STEP: Store to re-site any displays of high value stock away as comments.
43. Are Wines & Spirits over £10 bottle tagged correctly as per Product Protection guide? All bottles of Wines & Spirits checked over £10 have a bottle tag. Prices before promotions / discounts are used to identify products to be tagged.
NEXT STEP: All Wines and Spirits to be tagged as per product protection guidelines.
44. Are detaggers secured, in good working order and under control at the checkouts? Detaggers are locked when not in use. Keys are accounted for.
NEXT STEP: As comments
45. Are all high risk Hardware products tagged? Products tagged as per Product Protection Guide.
NEXT STEP: As comments
46. Is clothing tagged as per the Product Protection guidelines? All clothing over £10 is tagged and staff are aware of the policy.
NEXT STEP: As comments
47. Do all the fitting rooms have access controls? Fitting rooms are locked when not in use. Garments are managed inane out of the room.
NEXT STEP: As comments
48. Have "Security Protected" labels been placed on high value / high risk products? Security labels used in store. Problem lines identified from Stock Record Movement and added to "Security Protected" list.
NEXT STEP: As comments
49. Are cosmetic stand drawers locked securely and key control in evidence and bags available? Drawers locked at all times. Keys controlled and accounted for at all times. Bags available and replenished where necessary.
NEXT STEP: As comments

Petrol Filling Station

50. Have all Drive Offs been recorded and reported using the correct procedure, and been signed by the Duty Manager and monitored by the Petrol Station Manager? Drive Offs are recorded and signed by the Duty Manager. Confirm manual record to value on Checkout Back Office daily.
NEXT STEP: As comments
51. Has the Non-Payment book (RP539) been completed correctly and any payments outstanding for more than seven days been sent to Cardiff? How frequently is this operation reviewed by Store Management? Reviewed weekly by management.
NEXT STEP: As comments
52. Have all transfers to the Petrol Filling Station been checked by a manager? What evidence is there to support this? All transfers checked by a manager. Managers to sign transfer download reports to verify check has been completed. Signed reports are filed.
NEXT STEP: As comments
53. Is stock always physically transferred from the main store accompanied by two people?
NEXT STEP: Ensure that stock is always transferred by two people, and that the two names are recorded on the transfer sheet.
54. Is tobacco stock in a lockable unit if kept in store room with other stock?
NEXT STEP: As comments

Stock Record Accuracy

55. Are the Overstock Investigation routines being completed accurately each day?
NEXT STEP: Excessive back stock is decked for investigation and OSI option on PDA is used to investigate. OSI stickers are applied to all relevant stock.
56. Have products that are dual located been included in any stock counts and are the Stock Records of all dual located products accurate? Spot check 5 products
NEXT STEP: As comments
57. Has the Store Variation Report been completed and signed by the Duty Manager, with all Reduced To Clear lines highlighted and reductions still valid and waste recorded? Store Variation report is signed, timed and dated by Duty Manager. All reductions reason coded with correct abbreviation. Checks carried out on length of time reduction has been in force and waste recorded on Store Ordering System.
NEXT STEP:As comments
58. Are all internal transfers completed correctly? For example, check products that have been transferred to counters, Pharmacy, or Cafe. Check that all internal transfers have been completed. Review products used daily against what has been recorded as a transfer. Are all reports signed by a manager and archived for a minimum if 4 weeks?
NEXT STEP: As comments

Reverse Logistics

59. Are all hardline returns stored in a secure location? Are returns prepared for uplift in four sided cages which are sealed, green shrink wrapped and clearly labelled with store number? Check the storage location for returns, check that any cages awaiting uplift are on four sided cages and wrapped in green shrink wrap.
NEXT STEP: Review training for relevant staff on Hardline return process.
60. Do all hardline returns have a corresponding licence plate attached?
NEXT STEP: license plates should be attached to all Hardline returns. These can be reprinted on F11 screen if required.
61. Are all mobile phones returns stored in electrical lock up with limited access and returned to Saltley in sealed blue trays?
NEXT STEP: As comments
62. Has the Backdoor area got a copy of the step by step returns process on display and are all Backdoor staff aware of the Process for scanning the boxes out to carrier?
NEXT STEP: Display step by step process (available on Store Operating Manual) at back door.
63. Are the entertainment returns locked in a high value cage ready for uplift, accessible to the warehouse staff?
NEXT STEP: As comments
64. Is access to green shrink-wrapped restricted and are adequate supplies available of Hardlines security consumables?
NEXT STEP: Green shrink wrap must be secured to prevent misuse.

Dot Com

65. Are products which have been refunded by the store been scanned on to the Stock Records, or wasted and the details recorded? Are products returned back to the shelf? All products refunded by store using Reach or OneTill, will be back on the stock record. Products should be put back on the shelf or given to the relevant area to waste and record if damaged or out of cold chain.
NEXT STEP: Refunded products must be reviewed and wasted/returned to shelf as appropriate.
66. Have any high levels of missing items on previous weeks' complaints report been investigated?
NEXT STEP: Missing Items are investigated for trends by picker, driver, or customer.
67. Are two customer orders checked daily via tray checks?
NEXT STEP: Checks must be completed frequently for extra and missing items, and exceptions investigated.
68. Are two van searches conducted daily? Van search should include search of Dot Com van and search on that particular driver.
NEXT STEP: Van and driver search should be conducted by a manager with a witness. This does not have to be the Dot Com manager but any manager in the store can conduct the search. The driver should be taken to the search room to conduct the search.
69. Is secure product process carried out? Are pickers signing against the customer name once picked? Secure Product Report printed and issued to the Service Desk each morning. Personal shoppers sign the report when items are collected. Secure products are packed into carrier bags with other ambient products and not separated.
NEXT STEP: As comments

Customer Areas

70. Are all Front End staff trained on product recognition, including Produce and Bakery. Review TRCs and ask staff when they were last coached on Product Recognition.
NEXT STEP: Product recognition to be completed on month's highest shrink loose lines for Produce and Bakery
71. Are all checkouts signed off when not in use?
NEXT STEP:
72. Are checkout belts / gates being used to restrict any undetected exit?
NEXT STEP:
73. Are all Customer Service Desk staff and areas with panic buttons aware of their location and when or when not to use them. Staff are trained and validated on use of panic buttons and can clearly describe procedures.
NEXT STEP:
74. Are customer left-behinds collected and returned to the sales floor on a regular basis? What process is in place to log these?
NEXT STEP:
75. Observe there are no personal belongings kept behind Service Desks.
NEXT STEP:

Shrinkage

76. Are display laptops correctly labelled and segregated from live stock? Check warehouse and shop floor to ensure there are no display and saleable laptops mixed in together.
NEXT STEP: All display laptops should be correctly labelled with the display TPN label. All display and saleable laptops should be stored separately to ensure no incorrect counting during High Value counts and MST. (Write off of display laptop can cost £2000)
77. Is the Store Protection Plan up to date? Is it live and in use? Can management team describe what the Store plan looks like?
NEXT STEP: Store Protection plan should be completed weekly. This should be signed off by the store manager weekly and reviewed at the Shrink meeting. All managers should be aware of its content and should be able to describe what the store is working on.
78. Are all department Protection Plans up to date, on display and have relevant Next Steps that are being actioned .
NEXT STEP: Manager for each department must complete Department Protection Plan weekly and ensure that any red points have relevant next steps which are completed for the following weeks Plan.
79. DSS has 12 weeks Ins and Outs in folder with completed weekly checklist? Checklist must include Next Steps for any red point and they must be specific and resolved.
NEXT STEP: Store should have dedicated DSS clerk who will ensure that DSS Ins and Outs is printed off with checklist completed weekly. Store manager should sign off this checklist weekly.
80. All mismatch folders have 4 weeks mismatch sheets in them? All sheets should reflect WGLL with shrinkage rectified that day. Is there management review on folders?
NEXT STEP: All mismatch should be in folder with correct run dates, fully investigated with correct reason codes and department manager review. Stock Control take the responsibility for printing off mismatch sheets but it is managers accountability that it is investigated that day.
81. MMX- V1 is printed daily with correct run dates? Report is worked daily and filed for a minimum of 4 weeks?
NEXT STEP: MMX-V1 report should be printed daily and filed. ARN's must be completed in one day so that any variance can be rectified on one MMX-V1 report rather than over several days. All run dates must be correct.
82. Is there excessive Stock Record Movement on particular products? Check high Shrinkage lines that have a history of writing off and adding in?
NEXT STEP: Store need to root cause analysis why product has so much movement on it. Is it a case of poor count prep, multiple locations, poor warehouse management, are gains investigated the following day?
83. Is a thorough Gap Scan completed 7 days a week across all departments? Review Store Dashboard for missed departments? Are Sunday figures consistent with the rest of the week?
NEXT STEP: Store need to ensure that trained colleagues complete the Gap Scan routine daily. All gaps must be investigated thoroughly and all gaps must be scanned? Should not see sharp peaks and troughs with Gap Scan numbers.
84. Is the Store achieving Fresh & High Value count compliance? Are all counts completed accurately with prep correct? Check Store Dashboard and review Weekly Count Report on Stores Reporting.
NEXT STEP: Store must ensure all counts are completed in line with Schedule. Store should pull off 141 screen after count to ensure all products have been cleared off the count screen.
85. Are Not for Sale cages in place with correct signage? Check for E.P.W. cage and N.O.F cage.
NEXT STEP:

Waste

86. Bakery waste in completed in line with Bakery Audit expectations? Bakery waste should be completed at the end of day for that days waste. All waste prints should be filed for a minimum of 4 weeks with management review on them.
NEXT STEP:
87. Is the store conducting daily waste meeting? Are all departments represented at the meeting? Are there Team Leaders and General Assistants present at the meeting?
NEXT STEP:
88. Is the a deleted waste print folder in place? All deleted waste should be reviewed by management?
NEXT STEP:
89. Is CandyKing waste dealt with in the correct manner? Product should be weighed and wasted accordingly.
NEXT STEP:
90. Are wastage download reports checked and signed by management? Reports should be filed, with managers' signatures evident on filed reports.
NEXT STEP: As comments
91. Is there excessive waste build up on waste cages? Are there products which should have been recorded already? All waste cages should be dealt with on a daily basis throughout the day
NEXT STEP: As comments

Shrinkage and Security Healthcheck

Go digital today!

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Shrinkage & Security Meeting

Back Areas

Security

Sales Areas

Petrol Filling Station

Stock Record Accuracy

Reverse Logistics

Dot Com

Customer Areas

Shrinkage

Waste

Related checklists

Shrinkage and Security Healthcheck

Free Shrinkage and Security Healthcheck Checklist

Go digital today!

Convert your paper checklists into digital forms

Shrinkage & Security Meeting

Back Areas

Security

Sales Areas

Petrol Filling Station

Stock Record Accuracy

Reverse Logistics

Dot Com

Customer Areas

Shrinkage

Waste

Related checklists