SSP LCA FY18 SSP audit

Title Page

UNIT NUMBER
SITE NAME
CONDUCTED MY
Location

Critical

Have right to work checks been completed at time of joining SSP? The Auditor 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 to documents, copies are to be taken from originals.
Are their any severe breaches of Food Safety &/or Health & Safety? Any issue relating to a breach of SSP safety policy which is likely to result in an enforcement action from an EHO such as fine, prosecution or improvement notice will be recorded here. This includes major failure in temperature monitoring controls / follow up (5% or 3 shifts in 30 days checked or no corrective actions noted), major breach of the HACCP document (including major cross contamination/no controls to allergens) or more than 2 different types of food items past their use by date or no allergen report (or wrong version/date). Also includes any cases of uncontrolled pest activity or anything that could cause an accident or injury to a colleague or customer.
Have right to work checks been completed whilst working for SSP? The Auditor will refer to the SSP immigration policy when checking colleagues continued right to work. This will includes 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 to 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.
Are all Premises Licence procedures in place? The Auditor will check the license is displayed and also that the authorisation to sell alcohol must be up to date with the current DPS/DPM, 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 Auditor 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

H&FS

Are the PPE and Jewellery policies followed, is all uniform clean? Site should have correct PPE, in good condition and in use. Hair must be covered when preparing food. Jewellery & uniform policy should be followed by colleagues and management.
Are hand washing procedures adhered to? The Auditor will observe that all colleagues are washing their hands correctly following the 10 steps. The HWB must be fully stocked with soap, hand sanitiser, paper towel & hot water. If single use gloves are in use (e.g. Millies), are they being used correctly and hands wash washing procedure followed when changing gloves.
Is their any evidence of possible contamination in storage, handling & preparation of food? The Auditor will ensure that there is no evidence of possible cross contamination, allergen contamination or foreign body contamination in the unit -e.g. tongs, scoops, separate prep area, chopping board use (correct colour and not touching), containers in good condition and not damaged in any way. Raw and ready to eat food must be segregated and separate utensils used for their preparation. All food must be covered when required.
Are all foods within use by dates & is FIFO followed? Checks will be made to ensure there is no food which is out of date (use by) and all products are rotated. Once opened, products must be decanted into a lidded tub and given a discard date if required, refer to manufacturer label or SSP guidelines. In-house freezing of food carried out to SSP policy.
Is there a robust FOH/BOH Product timing system in place? The Auditor will check that a robust timing system is in use to ensure that all food on display is for no longer than four hours or to brand standard. There must be a robust timing system for hot holding in the kitchen.
Is sanitizer Solution available, made to specification and used correctly? The Auditor will check Sanitizer, Salad Sanitising Tablets and Chlorine Strips are available and in use. Bottles of sanitizer should be dated with a PTD for 7 days. 2 stage cleaning process being followed where required. i.e. any equipment and work surfaces used for raw prep, active rodent issue. Staff aware of 2 stage cleaning method and correct contact time for D10 (30 seconds and 5 minutes where required).
Is there any evidence of pest activity at time of the visit? No evidence of pest activity observed (widespread activity will result in being marked as breach of H&S). Electronic fly killer working. Fly screens in place for open windows. Bristle strips in good condition and in place where required, actions taken to prevent pest presence as far as reasonably practicable. M&S - daily/weekly pest control sheet should be completed (check 30 days).
Is all equipment clean and working? Are all fixtures, fittings and furniture clean? All equipment must be clean and working. FOH seating must be clean and in good repair including highchairs. All fixtures and fittings must be clean and free from damage. The counter must be clean and clutter free. Coffee machine and counter equipment must be clean and working.
Are all walls/floors and ceilings clean and in good repair? Walls, floors and ceilings should be clean and in good condition. For any outstanding issu
Are all temperature Monitoring controls (non serious) in place? Temperature checks for chilled and frozen food storage will be reviewed for current day, and previous 30 days, temperatures should be taken twice a day, recorded to the decimal point, with clear actions taken & recorded when temperatures are outside the acceptable level. In M&S the alarm panel will be checked & Temperature log sheet/daily temperature cross checks sheet will be checked for current day and previous 30 days. Ask colleague a question regarding temperature control.
Are all HACCP and due diligence documents completed to standard? Is HACCP followed? HACCP document should be available in unit, signed annually by the current manager and HACCP procedures followed. The following records should also be completed and available for review: Cooking records, Hot Holding records, Blast Chilling temperature checks. In M&S the daily & weekly HACCP checks sheets will be reviewed for 30 days.
A colleague will be asked an allergens question. A member of the team (including management) will be asked allergens related question and must be able to answer it correctly using the matrix.
Is accident & enforcement reporting completed correctly? The Auditor will check that manager on duty can log in to PRIME to record an enforcement visit or accident report. If the Manager not present, a colleagues knowledge check will take place to ensure they know how to report an accident. EHO reports must be logged and issues reported or addressed.
Are any slips, trips, falls and accident /hazards observed? A check will be made to ensure there are no potential causes of a Trip, Slip, Fall or Accident in store this will include customer and employee risks, there should also be no hazards pres
Are all fire certificates in date and copies on file? Relevant fire certificates must be printed and on file for PAT, 5 yr. electrical test, fire extinguishers, emergency lighting fire alarm, gas safety, ansul, refrigeration F Gas register, lift inspection, FOG grease Management PPM Visit.
Is the fire Log Book completed to standard? The fire log book should be available for review with all checks completed each month, and signed off by OM (quarterly). All colleagues should have an up to date fire TRC, with fire evacuation practice & refresher test completed 6 monthly. The FRA checklist should be completed by the current Manager and reviewed by the OM 3 months later. Emergency shut off valves/button accessible and unobstructed, clearly marked.
Are all daily and Management planner checks in place and accurate? The shift planner will be checked for current day and previous 30 days for completion and follow up of issues. All applicable checks to be completed to standard and reviewed and signed off at the end of the week and in the front of the planner.
Are company notices displayed? The following notices should be displayed in all units and will be checked: H&S law poster, safety policy, employers liability, fire evacuation, allergies, and hand washing. Also to display Challenge 21/25 (licensed units), Tobacco signage, company address (Euston), opening hours, nutritional information for Millies, and CCTV plaque & BOH poster (if applicable). Millies must also display BOH the How to allergens, do's & don'ts document.

HR & TRAINING

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.
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 refresher papers will be checked to ensure completion. These must be clearly marked and dated.
Has all Health & Food Safety Training been completed correctly? Health & Food Safety training to be completed to timescale, copy of relevant certificate/certificates (dependant on start date) must be on file and signed off on the TRC.
Has the Licensing Training been completed correctly and up to date? Licensing training will be checked to ensure it is completed to standard, marked with a score of 100%/pass with the colleagues name on it.
Have all appraisals been completed in full and on time? Last review/appraisal should be available for review and completed to timescale. SMART objectives and competencies must also be documented.
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 Auditor will also check files against the tracker completion. All colleagues must be present on the units tracker.

LP & CONROL

Has the licensing log book been completed correctly? The Auditor will check that the licensing logbook has up to date Licensing training record cards in section 2 for each Team Member. 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. This is not applicable for airside units in SSP UK & Eire. For Late night license sites, there should be a copy of both parts of the license & plan available.
Does Micros revenue equal Lynx revenue daily? The Auditor will check that the cash office sales in Lynx match to the weekly ops summary in Micros for previous closed week. Two other weeks will be checked at random.
Does the cash retained balance to Lynx and at the agreed level for the unit? The Auditor will complete a full cash retained check. Level of cash retained should be calculated based on the cash retained report sent out weekly from the Centre.
Have safe checks been completed and safe variances authorised? The Auditor will check the last 4 weeks in Lynx to identify if any safe variances have been entered & 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
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 5 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 Auditor will check that the previous period ambient counts have been completed and any high variances investigated. For M&S the count compliance tracker will be checked.
Is the Manager completing random till checks in line with policy? The Auditor will check that there are records and evidence of random till checks completed in unit as per company standard for the previous closed week.
Is 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.
Are portion control checks in place? 2 spot checks will be completed. Auditor will check for documentation in planner to show taking place and action taken where out of tolerance. 2 spot checks to be completed on products.
Is 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 Auditor to confirm that the time of check registered in planner is correct. CCTV DVR locked in cabinet with key secure (with most senior member on duty or sealed in safe with access ) 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 Auditor.
Is high value stock secure? CASP followed? All high value stock should be secured. All processes are followed according to CASP. IN M&S & Whistlestop, all bottles over £10 should be tagged.
Are 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.
Are all till colleague/Manager set ups correct and up to date? Is Micros BOH secure with unique passwords? The Auditor 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. In M&S the Auditor 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 week as per policy. The Auditor 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. N/A for M&S
Is saleable waste entered into Micros at time of waste? Is raw waste recorded? 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 auditor will check that the reduction policy is followed. The previous weeks waste and data sheet should match CSSM DEF and Quality waste adjustments. Raw waste should be recorded and added into Lynx daily.
Is the drop safe sheet fully completed? The Auditor will check that the drop safe sheet in use, is the company standard sheet and it is fully completed and signed where required.
Do colleagues understand PCI DSS? Is there a signed copy on file? The Auditor will ask all colleagues on duty what their understanding of PCI DSS is, including all those colleagues who handle slips post transaction, where applicable. There will be a check on files for those on duty and some adhoc ones to check policy has been signed.
Is the latest Version of CASP signed off online? The Auditor will check that the most current version of CASP has been signed off online.
Is the VAT Status for the unit correct? The Auditor will check the till set up is correct for eat in & takeaway units via the weekly report. If incorrect send to Louise Holden to update
Is the VAT Status for the unit correct? The Auditor will check the till set up is correct for eat in & takeaway units via the weekly report. If incorrect send to Louise Holden to update
Are control gap disciplines in place? The Auditor should be shown documented evidence to show actions taken to reduce gap as per daily disciplines. For example, documented variances on the stock count highlighted with actions taken. In M&S the Auditor will check that the store stock summary has been fully completed & signed off by day, check current & previous week. If a unit is on monthly stocks they should still be doing daily disciplines.
Are all actions completed and signed off? All actions must be signed off as required from any previous audits, there must be no more than 5 reoccurring actions on the Legal & Compliance Action Plan.