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Monday, September 9, 2024

Ops Compliance Audit

Branch

Hemel Hempstead

Stock

Is the combined Stock Accuracy above 95%?

Yes

Combined Stock Accuracy

99.10

Feedback & Actions

Stock showing in Quarantine location that is not present in branch. 7 lines showing. 3 lines over 30 days (July 24). 1) Investigate and clear down quarantine list 2) Daily / weekly check on the quarantine location to ensure control 3) Quarantine stock / returns included in colleague monthly check ins

Is the quarantined stock location correct to the stock file and all stock current?

Are there any transfers / stock outstanding on the Goods In page?

Yes

Feedback & Actions

x1 outstanding goods in. Transfer from MK to HH - 151294 - Due 23/08/24. This is not logged on Jira. Branch showing much better control with Goods In which is great to see. 1) Check Goods In screen daily and raise any outstanding goods in transfers and deliveries via Jira as per process 2) Overdue goods in to form part of Neil's monthly check in

Is the goods in location clear or up to date?

Feedback & Actions

Lots of stock in Goods

In Location. Historic

stock is being invest

igated and the remaind

er written off or move

d out. Branch will be

clear by the end of th

e week.

1) Daily check at the

end of the day to ensu

re goods in location i

s clear

2) Goods in location t

o form part of Neils m

onthly check in

Score - Stock (Max.4 Points)

Orderwise

How many quotes over 30 days where the contact manager has not been completed?

Are there quotes over 30 days where the contact manager has not been completed?

Yes

Feedback & Actions

1 quote over 30 days old without contact manager being completed. There are 8 from Martin S that need cancelling. 1) Daily check built into trade counter routines to chase, convert or close open quotes 2) Weekly management spot check on completion 3) Cover off open quotes as part of your colleague check ins

How many orders on the despatch screen over the promise date where the contact manager has not been completed?

Are there orders on the despatch screen over the promise date where the contact manager has not been completed?

Yes

Feedback & Actions

Too many to list... Branch needs to get the list down and get some control on the despatch screen. Contact manager needs to be updated for orders over 30 days that you are unable to despatch for whatever reason 1) Daily check on the despatch screen to clear down and shift the open orders 2) Contact Manager interactions to be used for any order that you cannot despatch 3) Despatch screen to form part of trade counter team monthly check ins

Score - Orderwise (Max. 2 Points)

Cash Process

Is the cash reconciliation sheet being completed daily and is it up to date?

Yes

Feedback & Actions

Cash transaction log has not been completed this month. Reason, "we don't have cash issues anymore". The cash transaction log needs to be completed for all cash transaction taken. This is then to be used to cross reference any cash discrepancies, alongside OrderWise 1) Cash transaction log to be used for all cash sales 2) Communicate this to the whole team

Is the cash transaction log being used and is it up to date?

What was the cash variance?

N/A

Complete a cash safe check. Does the cash balance?

Feedback & Actions

Unable to complete a cash safe check due to cash transaction log not being completed

Check the banking book. Is this completed to process and completed each week for the last full month?

Yes

Score - Cash Process (Max. 4 Points)

Admin

Check open issues on Jira. Are any overdue?

Does the branch have 3 months + current months delivery paperwork available?

Yes

Score - Admin (Max. 2 Points)

Audit Summary

Great to see that the stock bins checked today were generally accurate. The branch has taken steps to control the stock following the last bin counts. There are a lot of admin bits that need boxing off, such as quarantine, goods in etc. In terms of OrderWise, we need to clear down the open quotes and clear out the despatch screen. Task the team to do this, and this should be part of their daily routines down any down time. The cash transaction log is a process that needs to be followed, regardless if you have corrected any cash issues. If any come up, you have no way of checking back. This audit score will not reflect on your scorecard, I will reschedule this and the next one by the end of the month will be the scorecard used. This was to support you as you get the branch back to where it needs to be. Implement the actions on this audit by the rescheduled one and you should be in a good place.

Overall Score (Max. 12 Points)

Score Percentage

Letter of Intent for Promotion

Letter of Authorization

Resignation Confirmation Letter

Letter of Recommendation for Student

Early Lease Termination Letter

Letter of Recommendation for Scholarship