Site Visit Report - COCO Site

Review site volumetric performance with SM / SS

Is the SM spending atleast 4 hours / day at forecourt to monitor customer services & relationship. <br>

Customer information is being correctly and completely stored in system. <br>

Benefits of delivering customer service and relationship are discussed in daily morning briefings

Check record of inactive customers and calls made to them to continue the business relationship.

Review registration and resolution of complaints which customers make at the site. Are all complaints closed on timely basis?

There are no unresolved customer complaints at site

Review night time service checks performed via camera recording

Review plan and execution of Site Manager's market visits to transporters, vehicle stands, agencies, etc. SM Market Visits conducted as per plan?

Check who from the staff are bringing new vehicles to contribute to business development.

Check record of new vehicles for business development.

Calls are made to inactive customers

See if reports on competitors' activities are prepared and shared, especially with Marketing.

See if the sales promotion is achieving its objectives and seek needed support from Marketing.

Inventory of gifts and sales promotion checked and found accounted for.

Books and reports of sales promotion are maintained and satisfactory

Customers, team and others know about social media of the company

Promotion and advertising of other facilities & NFR is clean and visible

Review TIS record and all attendance is according to system?

Staff is present as per OLE (followup q - OLE, present)

Review staff turnover. Staff turnover is within limits and comparable to other sites in territory?

Review staff punctuality. Staff punctuality is within limits?

Check all relevant staff members have scorecards and their scorecards are updated and filled properly.

All staff is registered in EOBI and payment updated?

All SESSI payments are made and updated?

Staff is regularly trained in line with TGPL Policy

Personal file of staff members is complete and updated.

Job application file is maintained and updated

Interact with staff. Staff is aware of and apply company policies and procedures.

Employee performance record is complete and is upadted on 5th & 20th of every month.

SM /SS is part of opening and closing sessions of the shift.

Shifts, breaks and other activities are as per standards of scheduling.

Staff is aware of compensation, benefits, incentives, performance programs, etc.

Interact with all team members of station on knowledge, practice and stories of values.

Check all books for updates, completeness and accuracy - Cash, Charge, Dip, etc.

See if all files are updated and also vouchers are filed.

DBR, DFR are sent on time, complete and accurate

Review credit approvals, records, revisions, and recoveries.

Review outstanding credit and plan for older credit recovery.

Review discounts. All discounts are approved and record is maintained.

Cash policy is being complied to (Cash in Cashier, Cash in Safe, Daily Transfer limit)

Check knowledge and compliance of policies and procedures of payments or transactions through card.

All market rental is paid. No market rental is oustanding. (If no, mention details)

Conduct surprise closing of cash and stock on excel template.

Is the cash / stock balanced?

Picture of cash / stock closing

Visit local bank and perform bank reconciliation.

Store reconciliation performed and found okay. (If no, details)

Identify and report any risks related to cash, account and finance.

Pricing of all products especially fuels is in line with company policy.

All nozzles are working and operational?

UPS is functional and provides necessary backup. 2) add solar

All nozzle measurements are checked?

Generator is functioning properly ?

Generator preventive maintenance is done as per policy

Generator Maintenance Checklist is maintained

Record of all preventive, periodic and incidental maintenance is checked and found okay

Checked ongoing civil work, if any.

Checked ongoing electrical work, if any.

Checked ongoing mechanical work, if any.

All approved and required tools are avialable in working conditions

All work is done according to policy - no expense without prior approval

Tank Lorry documentation is maintained on site

Stock planning is done correctly

3 Day Stock Cover is maintained

Timely payments to bank ar emade

Lubricant stock is avaiable and planning is done as per policy

Scrap disposal is done as per company policy

Inventory of sales promotion items checked and found satisfactory (if no details)

Inventory of staff supplies checked and found satisfactory (if no details

Check black oil and its disposal.

The site does not have any pending supply issues. If yes, resolve in coordination with SCD, Exceline

UGT gain and loss is wtihin limits. If no (Mention product, actual vs target)

Product samples are maintained as per policy (picture)

All POS Hardware and Software is working properly (Diesel & PMG)

All Office Hardware / Software is working properly (Computer, Printer, Scanner, etc)

Internet and phone connectivity is okay

CCTV system is operational. All Cameras functioning and back up is maintained.

Back of all data especially POS is maintained

Antivirus and Operating System are updated on Cashier & Office system

There is no unauthorised software installed

POS is working fine

ERP is working fine

There are no risks related to software and computer security