SSP audit 2019

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Conducted on
Prepared by

Critical

Have right to work checks been completed whilst working for SSP? The Specialist will refer to the SSP immigration policy when checking colleagues continued right to work. This will include: • Ensuring identification, visa, college letters and associated documentation for student visa working rules are up to date; the student visa working hours will also be checked and recorded here. • There should no evidence of falsification of documents. • Copies are to be taken from originals. • If files are not accessible at time of audit, this could also be marked here. Note - Special attention should be given to colleagues going through the visa renewal process - ECS, home office letter, enforcement letter etc.
Have right to work checks been completed at time of joining SSP? Critical Have right to work checks been completed at time of joining SSP? The Specialist will refer to the SSP immigration policy when checking colleagues have the correct right to work documentation at time of hiring. This will include: • identification, • Visa, college letters and associated documentation for student visa working rules, the student visa working hours will also be checked and recorded here. • There should no evidence of falsification of documents; copies are to be taken from originals.
Are all Premises Licence procedures in place? The Specialist will check: • the license is displayed • the authorisation to sell alcohol must be up to date • If no DPS/DPM on site they must visit and sign into the Shift Planner 3 times per week. • If the DPS/DPM has changed, a copy of email confirmation should be stored in the licensing logbook. • If the CCTV is not working and is a condition of the license, this will also be marked as a breach of license procedures; this applies to alcohol & late night licenses. • For sites operating a Late Night license, the license must be displayed and conditions adhered to.
Are all colleagues asking the eat in and take away questions? The Specialist will check the till set up is correct for eat in and takeaway units, they will additionally check that all colleagues are asking the "eat in and take away" question (minimum of 5 times during visit) along with checking operator performance via the relevant published reporting.
Is the documentation in the HR files complete and content correct? Files should be secured. The colleague files will be spot checked to ensure all documents are present. ID must be certified "original seen" signed and dated. HR Files should be accessible to internal and external inspections at all times, key should be held on site as per policy. If files are not accessible at time of audit, this will be marked as a breach of legality to work.

HR & Training

Are the documentation in the HR files complete and content correct? Files should be secured. The colleague files will be spot checked to ensure all documents are present. ID must be certified "original seen" signed and dated. HR Files should be accessible to internal and external inspections at all times, key should be held on site as per policy. If files are not accessible at time of audit, this will be marked as a breach of legality to work.
Is the training record card up to date and training completed correctly? The training record card will be checked to ensure that it is completed to timescale, signed by both the employee and manager (person conducting training) and dated. Evidence of training completed and including compliance training on Academy will be checked.
Has the Licensing Training been completed correctly and up to date? Licensing training will be checked to ensure it is completed to standard, age restricted test certificate on file and key licensing questions 1-5 completed as part of 4 week review and the 6 monthly compliance training.
Is the HR tracker up to date with all colleagues present? The HR tracker must be fully updated with no expired items or gaps. The Specialist will also check files against the tracker completion. All colleagues must be present on the unit’s tracker.

GAP & WASTE

Are portion control checks in place & Specifications available. 2 spot checks will be completed. The Specialist will check for documentation in planner to show 2 portion control checks are completed per shift, and within the 5% tolerance allowed. 2 spot checks to be completed by the most senior person on shift. Current specs must be available and in use.
Is all stock rotated and in date? Check completed to ensure all stock is rotated using first in first out policy and that all goods are in date.
high value stock secure, this includes alcohol and tobacco? All high value stock should be secured. In M&S the cage must be locked. In catering/retail brands where space is available, high value stock should be locked away in a cupboard or store room and access restricted. In M&S & Whistlestop, all bottles over £10 should be tagged, including those behind the till.
Are staff drinks/food (as applicable) recorded as per policy? All staff drinks must be recorded in line with policy and rung through the tills using the staff drinks button. Gino's / Leon/Dublin staff feeding policies checked to ensure compliance.
Is saleable waste rang through the till at time of wastage? All saleable waste should be entered into the till at the time of waste and not held back for any reason. For M&S the Specialist will check that the reduction policy is followed. The previous week’s waste and data sheet should match CSSM DEF and Quality waste adjustments.
raw waste recorded correctly ? Raw waste should be recorded in the unit and entered into Lynx day
Is there a production planner in use? Is production recorded? The Specialist will check that the production planner in the unit (where applicable) is in use and also check to ensure all production is recorded and entered into Lynx daily. This question is not applicable for M&S.
Have safe checks been completed and safe variances authorised? Specialist to complete safe check The Specialist will check the last 4 weeks in Lynx to identify if any safe variances have been entered in Lynx & if so who authorised them. Safe checks to be reviewed to ensure these have been carried out 3 times a day - AM Open/Handover/PM Close. The Specialist will complete a change safe check with the most senior person on shift
Are any recipe issues logged on Footprints The Specialist will check if there are any current recipe issues logged on footprints, and if any are older than 7 days.
Is the licensing log book been completed correctly? The Specialist will check that the licensing logbook: • Licensing training record cards are available in section 2 for each Team Member and they are up to date. • There must also be copies of the licence and plans & personal licence photocards. • The licensing risk assessment is to be completed by current DPM/DPS and reviewed annually. • Refusal log to be used correctly. • For Late night license sites, there should be a copy of both parts of the license & plan available. This question is not applicable for airside units in SSP UK & Eire.

Business controls

the stock count process completed correctly and stock verified? The Specialist will check that: • Stock sheets to be signed, dated and totalled, any changes made must show 2 signatures and printed names. • Discrepancy reports must be annotated and will to be reviewed for evidence of action taken. • Spot check on stock to be completed and verified at time of visit ensuring they match the C&V report. • In M&S the Specialist will check that the store stock summary has been fully completed & signed off by day - current & previous week to be checked.
Are cash variances followed up if over target? There must be a till variance form completed for each till variance of + or - £4. Manager to review within 7 days of the variance. These must be fully completed and held in staff files, actions should be taken to address these. If completed in absence of Manager, these should be locked away until staff files are available. These will be checked for the previous week.
Is unit completing a minimum of 3 vulnerable stock checks per day? The C&V must be used to identify single/whole products e.g. a bottle, which have shown losses/gains and these should be used for the daily vulnerable stock checks for the following week. Vulnerable checks must be fully completed and reconciled to till sales. In M&S the Specialist will check that the previous period ambient counts have been completed and any high variances investigated. The count compliance tracker will also be checked.
Had the Manager completing random till checks in line with policy? The Specialist will check that the till checks are completed at random & recorded in the planner as per company standard. The same colleague must be put back on a till for this to be a till check, rather than cash up.
Manager completing adhoc staff searches? Staff searches must be completed in line with the policy. The shift planner will be checked for confirmation and checklists reviewed, these should be stored in the personnel files for 3 months.
the Manager completing a weekly check of CCTV to ensure system is operational and in working order? Is the CCTV DVR secure? • The shift planner will be reviewed for time of check & signature. CCTV to be viewed by Specialist to confirm that the time of check registered in planner is correct. • CCTV DVR must be locked in cabinet with key secure (with most senior member on duty or sealed in safe). • The date and time on CCTV must match time and date on the tills. • CCTV should cover the gaming machines where installed. • A monthly recording check is required to ensure all CCTV is in full working order, this should be recorded in the periodic check section of the planner. • The most senior person on shift will be asked to record 1 minute of footage and play back to the Specialis
CASP signed off online & followed? The Specialist will check that the most current version of CASP has been signed off on Academy. All processes must be followed according to CASP including cash handling, till & security procedures.
the key & alarm lists up to date? • A key list must be in place for the unit. • Keys allocated to team or Management must be signed for • If keys are left overnight in another unit, these must be signed in and out. • No keys to be left unattended. • There should be a list of alarm holders kept in a sealed bag in the safe.
Are all till colleague/Manager set ups correct and up to date? Is Micros BOH secure with unique passwords? • The Specialist will use the POS configurator to ensure all colleagues are set up at the correct access level assigned to them. • No micros cards to be shared or left unattended. • All colleagues set up on the tills must be employed at present and set up at the correct level for the current business. • Ex colleagues to be removed within 48 hrs. • In M&S the Specialist will check new POS admin to see that each colleague is set up correctly. Sales Advisor will be advisor restricted access and Team Leaders/Managers will have POS Managers & advisor restricted access too. There should be no sales rung through on the unrestricted access code. • All Manager codes in M&S will be checked to ensure they have been changed in the last month as per Advanced CASP. • The Specialist will check through request to Manager /team leader on duty, to log in to Micros Cash Management, Lynx & Citrix to ensure they are using their own passwords. • M&S with SCOT tills - there should be a SCOT till ID used for these tills only this must not be used on a manned till.
Do colleagues understand PCI DSS? Daily checks complete. The Specialist will ask all colleagues on duty what their understanding of PCI DSS is and that the daily PED checks are complete.
Are transfers complete? No stock increase for 3 consecutive periods. The Specialist will check that transfers are entered into Lynx on a daily basis and have signed to verify all items have been received. There should be no stock increases over 3 consecutive months without a valid reason.
Is the VAT Status for the unit correct? The Specialist will check the till set up is correct for eat in & takeaway units via the weekly report. If incorrect send to Helen McDonald to update.
Has the vendor report been checked? The vendor report must be checked before Parklands close the results (Tuesday after period end). The previous period vendor report to be saved on the desktop for review. There should be no out of period or out of year costs for the unit. Refer to the how to vendor report on Connections.
Have employee controls been reviewed? Error corrects, voids, no sales and discounts to be reviewed on a weekly basis and followed up with poor performers. Manager to show evidence of action taken.
Scott tills manned and operational M&S only - Scott tills must all be operational and must be manned (1 colleague to 6 tills) to assist the customers and prevent theft. When red light illuminated, the colleague must be seen to assist the customer. This question will be not applicable for all other brands.
Are all documents retained as per timescale? The Specialist will check the document retention guide against what is found in the unit to ensure all is retained as to the correct timescale.
Are all actions completed and signed off? All actions must be signed off online, to timescale, from any