Awards for Excellence in Franchising 2018

FASA Awards for Excellence in Franchising 2018: Basic Entry Form for Franchisors

Awards for Excellence in Franchising 2018

This basic entry form for franchisors must accompany entries for categories 1, 3, 4, 5 and 6

●All franchisors, regardless of which awards category (ies) they wish to enter, must complete this entry questionnaire from section 1 through to section 13. Thereafter, please complete the relevant entry questionnaire for the category (ies) you wish to enter.
●Before completing this form please read the tips, terms and conditions attached to this document.
AWARDS CATEGORIES
Category number / Category / Tick the category (ies) / Complete the following entry form:
Please tick the categories the brand wishes to enter
1 / Franchisor of the Year
See footnote1 / Complete this questionnaire. It will also serve as the entry form for Category 1:Franchisor of the Year.
2 / Franchisee of the Year / This is a separate questionnaire. The nominating franchisor needs to complete Part 1 of the form Category 2: Franchisee of the Year then pass it on to the nominated franchisee for completion of part 2.
3 / Leading Developer of Emerging Entrepreneurs / Complete this questionnaire AND the questionnaire headed Category 3:Leading Developer of Emerging Entrepreneurs.
4 / Newcomer Franchisor of the Year
See footnotes 1and 2 / Complete this questionnaire. It will also serve as the entry form for Category 4: Newcomer Franchisor of the Year.
5 / Brand Builder of the Year / Complete this questionnaire AND the questionnaire headed Category 5:Brand Builder of the Year.
6 / Job Creator of the Year
See footnote 1 / Complete this questionnaire. It will also serve as the entry form for Category 6:Job Creator of the Year.
7 / Field Service Consultant
of the Year / This is a separate questionnaire. The nominating franchisor needs to complete Part 1 of the form Category 7: Field Service Consultant of the Year then pass it on to the nominated Field Service Consultant for completion of part 2.
NOTES
1 The entry forms for Franchisor of the Year, Newcomer Franchisor of the Year and Job Creator of the Year are identical.
2 What differentiates Franchisor of the Year and Newcomer Franchisor of the Year? The only difference is the length of time since the first franchise agreement was signed.
If the first franchise agreement was signed:
●Three years ago or less then the entrant falls into the Newcomer category;
●More than three years then the entrant falls into the Franchisor of the Year category.
The judges reserve the right to move the entry into the correct category should this be deemed necessary.

1 FRANCHISOR’S CONTACT DETAILS

1.1 / Registered company name
1.2 / Trading name
1.3 / Name and title of
contact person / Mr / Mrs / Miss / Dr/Prof
1.4 / Cell phone number
1.5 / Work phone number
1.6 / Street address
(including postal code)
Postal code
1.7 / Email address

2 IDENTIFICATION – 47points

2.1 / Number of years since first franchise agreement was signed for this brand
2.2 / Number of years this brand has been a FASA member
2.3 / Number of employees in the network (franchisor and franchisees) at 31 December 2017
2.4 / Number of employees in the network (franchisor and franchisees) at 31 December 2016
2.5 / Please indicate movement in the number of outlets by completing the following table
Outlet summary / 1 Jan to 31 Dec 2017 / 1 Jan to 31 Dec 2016
A. Number of outlets on 1st January
B. New outlets opened during the year
C. Outlets sold or transferred within the network
D. Outlets relocated
E. Outlets closed
F. Outlets de-franchised
No of outlets 31 December (A+B-E-F = Total)

FASA Awards for Excellence in Franchising 2018: Basic Entry Form for Franchisors

3 BUSINESS PRINCIPLES AND STRATEGY – 45points

3.1 / Does your operations and/or training manual for franchisees and staff include a section on ethics in business? See footnote 3
(Tick one box only) / Yes
No
3.2 / Will supporting documentation, serving as evidence for your answer above, be available in case verification is required? (Tick one box only) / Yes
No
3.3 / What is the mission statement of your franchise?
3.4 / What are the network’s three key business imperatives for the next financial year?

3 By “ethics in business” we mean the following: Operating according to the highest ethical standards, creating an ethical work environment and encouraging responsible business conduct throughout the organisation.

4 FINANCIAL PERFORMANCE AND COMPLIANCE – 135points

4.1 / What is the cycle for the submission of management accounts by your franchisees?
(Tick one answer only) / Monthly
(once a month)
Quarterly
(every 3 months)
Bi-annually
(every 6 months)
Annually
(once ayear)
On request
4.2 / What percentage of franchisees generally submits their management accounts according to the prescribed cycle? Give the figure as a total average in the box 
4.3 / Do you require your franchisees to prepare and submit an annual budget?
(Tick one answer only) / Yes
No
4.4 / Are your franchisees required to prepare and submit management accounts against budget?
(Tick one answer only) / Yes
No
4.5 / If you have answered YES in question 4.4 please answer the following two questions:
Do you require your franchisees to explain the reasons and remedies for significant variances in performance against budget? (Tick one answer only) / Yes
No
4.6 / Will supporting documentation, serving as evidence for your answers in Q4.2 to Q4.5, be available in case verification is required? / Yes
No
4.7 / Do financial and operational KPIs (key performance indicators) for your business system exist at franchisee level? / Yes
No
4.8 / Describe the process used to evaluate benchmark KPIs against actual information collected?
4.9 / Describe what happens should KPIs fall outside their margin of safety:
4.10 / Under what circumstances would a franchised outlet be considered to underperform?
4.11 / Overall, what measures do you have in place to protect your franchisees’ profitability?
4.12 / What was the average growth per franchised outlet in turnover for the past 12 months? Give the figure as a total average in the block on the right  / Growth %
4.13 / Did you, as the franchisor, enter into cooperation agreements with providers of funding to improve success rates and terms associated with funding applications?(Tick one answer only) / Yes
No
4.14 / If you have answered “yes” in question 4.13 please answer the following question:
Does your cooperation agreement include certain obligations on the franchisor’s part in addition to the obligations already described in the franchise agreement, to reduce the risk/loss of the financial institution funding the franchisee? (Tick one answer only) / Yes
No
4.15 / Will supporting documentation, serving as evidence for your answers to Q4.13 and Q4.14, be available in case verification is required?
(Tick one answer only) / Yes
No

FASA Awards for Excellence in Franchising 2018: Basic Entry Form for Franchisors

5 FRANCHISEE RECRUITMENT AND START-UP SUPPORT – 135 points

FRANCHISEE RECRUITMENT
5.1 / List the five most important criteria applied in the recruitment and selection of a new franchisee:
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●
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5.2 / Describe the process you follow when recruiting a new franchisee with reference to franchisee evaluation, scientific profiling, disclosure, signing of the franchise agreement, taking of deposits and initial training?
SET-UP SUPPORT
5.3 / With which of the following disciplines do you assist your franchisees during the start-up phase of a new franchise? (Tick all those that apply)
a. Access to finance from financial institutions
b. The compilation of the franchisee’s business plan and budgets
c. Site evaluation and lease negotiations
d. Recruitment and evaluation of staff
e. The preparation of a local marketing plan
f. Demographic analysis of the area before site approval
g. Project management and set-up of the new facility
h. Setting up of social media platforms for the distribution of content provided or approved by the franchisor
Other (please give details):
TRAINING
5.4 / Are your franchisees required to complete training on some or all of the following topics on an in-house or outsourced basis prior to and during the start-up phase of a new franchise? (Fill in details ofall those that apply)
5.5 / For each training module that a new franchisee attends, indicate how long the module is (in hours) and whether it is a structured (theoretical) module or a practical (in-store, hands-on) module. See table below
Training modules / Tick training modules
(See 5.4) / See 5.5: Duration of training in hours
Total number of hours / No of hours structured
(theoretical) / No of hours practical
(in-store)
Business management
Sales and marketing
Operational
Other – give details
5.6 / Will supporting documentation, serving as evidence for your answers in Q5.4 to Q5.5, be available in case verification is required? (Tick one answer only) / Yes
No
5.7 / Do you have a new franchise opening operations plan which includes all the disciplines related to the actual opening of an operation with reference to the responsible person as well as the timing and duration of steps involved? (Tick one answer only) / Yes
No
5.8 / Will supporting documentation, serving as evidence for your answer in Q5.7, be available in case verification is required? (Tick one answer only) / Yes
No

ONGOING SUPPORT OFFERED TO FRANCHISEES – 225points

ASSISTANCE
6.1 / With which of the following disciplines do you assist your franchisees on an ongoing basis? (Tick applicable boxesonly)
a. Assistance with access to finance from financial institutions, for example for revamps/expansion
b. Assistance with the regular review of management accounts against budget/ benchmark figures
c. Operations and standards monitoring
d. Product procurement and negotiation of prices with suppliers
e. Regular review of product costing and pricing
f. Making available real time access to network-wide financial and operational benchmarks
g. Making available a marketing specialist to review and adjust local marketing plans
h. Provision of advice on industry-specific labour practices and legislative updates
i. Assistance with in-house labour issues, for example the conduct of disciplinary hearings
Other – give details:
TRAINING
6.2 / Describe your approach, as a franchisor, to ongoing and refresher training offered to existing franchisees and their staff. State typical training disciplines, frequency of training, location and duration in the table below.
Training discipline / Training module / Frequency (How often?) / Duration in hours
Total number of hours / No of hours structured (theoretical) / No of hours practical
(in-store)
6.3 / Do you maintain records and acknowledgement of initial and ongoing training received by each franchisee and their staff? / Yes
No
6.4 / Will supporting documentation, such as attendance registers and training dates, serving as evidence for your answers in Q6.2 and 6.3, be available in case verification is required? / Yes
No
6.5 / How many franchisees, on average, do you allocate to one field service consultant? / Number:
6.6 / How frequently do the field service consultants pay franchisees a visit, be it announced or unannounced? (Tick one answer only)
. / Frequency
Weekly
Fortnightly
Monthly
Quarterly
Bi-annually
Annually
Never
6.7 / Thinking about your policies and procedures relating to the completion of field service checklists, indicate whether your field service consultant completes a checklist during every store visit. / Yes
No
6.8 / Does the franchisee sign off on it? / Yes
No
6.9 / Are findings supported by photographic or video material? / Yes
No
6.10 / Were all issues raised during previous visit satisfactorily resolved? / Yes
No
6.11 / Do you score the findings? / Yes
No
6.12 / If the findings are scored: Are these scores taken into account when you evaluate franchisee rankings for internal awards etc.? / Yes
No
6.13 / Will supporting documentation, serving as evidence of your answer to Q6.7 to Q6.12, be available in case verification is required? (Tick one answer only) / Yes
No
6.14 / Do you, as the franchisor, provide a facility for franchisees to rate their respective field service consultants in terms of the support that they receive? (Tick one answer only) / Yes
No
6.15 / Describe the process or approach you follow when dealing with underperforming franchisees. Make specific reference to the following:
a. Detection of underperformance
b. Determining the cause of underperformance
c. Action to be taken
d. Monitoring process

FASA Awards for Excellence in Franchising 2018: Basic Entry Form for Franchisors

COMMUNICATION – 135points

7.1 / How many times a year do you communicate or interact with your franchisees using the following means of communication (tick one box for each item)
Medium / Monthly or more often / Quarterly / Bi-annually / Annually / Never
a. Conferences
b. National Franchise Council
c. In-house newsletter
d. Intranet postings
e. Franchisor management visits to franchisee
f. Franchisee networking
g. Events
h. Awards event
i. Regional franchisee meetings
7.2 / Will supporting documentation, serving as evidence of your answer to Q7.1, be available in case verification is required? (Tick one answer only) / Yes
No

SHARING OF INFORMATION – 45 points

8.1 / Do you have any forums in place for franchisees to share ideas? / Yes
No
8.2 / Do you incentivise franchisees for contributions in terms of innovations or the refreshing of the business? / Yes
No
8.3 / IF YES ANSWERED IN QUESTION 8.2: Please provide details of your incentives for innovations or the refreshing of the business in bullet format.
●
●
●
●
8.4 / Please indicate below which information you share with your franchisees:
●Details of how the marketing funds are spent
●A sharing of the status of the business overall
●The marketing strategy
●Plans for future growth
●Competitor analysis
●Other (SPECIFY):
8.5 / Do you conduct demographic studies of the markets surrounding your existing franchisees’ territories to evaluate performance in relation to national benchmarks? (Tick one answer only) / Yes
No
8.6 / Do you maintain competitor information on a national basis for the benefit of your network? (Tick one answer only) / Yes
No
8.7 / When last did you conduct a mystery shopping or customer satisfaction survey? (Tick one answer only)
Within the last year
1 to 2 years ago
3 or more years ago
Never
8.8 / IF YOU CONDUCTED MYSTERY SHOPPING/CUSTOMER SATISFACTION RESEARCH WITHIN THE LAST 2 YEARS: How satisfied were you with the score that you achieved? (Tick one answer only)
Extremely satisfied
Satisfied
Neutral
Not very satisfied
Not at all satisfied
8.9 / ONLY ANSWER THIS QUESTION IF YOU ANSWERED YES TO QUESTIONS 8.5, 8.6 AND/OR 8.7
Is this information provided to your franchisees? (Tick one answer only) / Yes
No

LEGAL DOCUMENTATION – 87 points

Document / Month / Year
9.1 / When last was your disclosure document reviewed to ensure CPA compliance and most current network information?
9.2 / When last was your franchise agreement reviewed to ensure CPA compliance and most current network information?
9.3 / When last did you update the network’s operations manual to ensure procedures are up to date?
9.4 / Will supporting documentation, serving as evidence for your answers to Q9.1 to Q9.3, be available in case verification is required? (Tick one answer only) / Yes
No
9.5 / How do you communicate operations manual updates to your franchisees?
(Tick all the answers that apply) / Via email
Via post
Verbally
Via the intranet/website/online
A revised operations manual is hand-delivered
Other (explain):

BLACK ECONOMIC EMPOWERMENT (BEE) – 30 points

Month / Year
10.1 / What is the expiry date of your current BEE rating certificate? (Enter date)
10.2 / Do you have a written BEE policy as far as franchisor staff and franchisee appointments are concerned? (Tick one answer only) / Yes
No
10.3 / What percentage of your franchised outlets are more than 50% black owned? Please note that black ownership includes ownership by coloured and Indian persons.
(Tick one answer only) / 0%
1% to 10%
11% to 25%
26% to 50%
51% or more
10.4 / What percentage of your franchised outlets is female-owned?
(Tick one answer only) / 0%
1% to 10%
11% to 25%
26% to 50%
51% or more
10.5 / Will supporting documentation, serving as evidence for your answers in Q10.1 to Q10.4, be available in case verification is required?
(Tick one answer only) / Yes
No

CORPORATE SOCIAL INVESTMENT – 20 points

11.1 / Are you, as the franchisor, involved with the local communities served by your brand’s stores? (Tick one answer only) / Yes
No
11.2 / Only answer this question if you answered YES to question 11.1: Name the activities indicating your involvement in the local communities served by your brand, including any cash donations you may have made to charities.
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11.3 / What influenced your decision to support the initiatives you outlined in Q11.2?
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●
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11.4 / Will supporting documentation, serving as evidence for your answers to Q11.1 and 11.2, be available in case verification is required? (Tick one answer only) / Yes
No

SUPPORT OF FASA ACTIVITIES – 110 points

12.1 / In which of the FASA activities listed below did you participate during 2017? (Tick all relevant boxes)
AGM attendance / Workshops and networking events
Golf day / Advertisements web/newsletters/manual
Awards event / IFE (as exhibitor)
Serving on the FASA Council / IFE (as visitor)
Serving on a FASA Council Committee / Annual convention
Other (specify):
None of these

NOMINATIONS – 30points

13.1 / Will you nominate your brand’s best franchisee for the FASA Franchisee of the Year 2018 award? If so, provide details of the nominee below.
Name of nominee:
Important note: Should you decide to nominate a franchisee you need to complete Part 1 of the Franchisee of the Year 2018 entry form before handing it to the franchisee for completion.
13.2 / FASA wishes to acknowledge the Supplier of the Year 2018 to the franchise sector. Please nominate a supplier for this honour and motivate the entry.
Supplier of the year:
Motivation:
13.3 / Will you nominate a Field Service Consultant for the FASA Field Service Consultant of the Year 2018 award? If so, provide details of the nominee below.
Name of nominee:
Important note: Should you decide to nominate a Field Service Consultant you need to complete Part 1 of the Field Service Consultant of the Year 2018 entry form before handing it to the field service consultant for completion.

DECLARATION

The following declaration must be signed by a director of the franchisor:
I,
Insertthe name of the director representing the franchisor
of
Insert name of franchisor company
hereby declare that any and all of the information provided in this entry form is a true and accurate reflection of relevant facts. I accept and acknowledge the rules for this FASA award.
2018
Place / DD / MM / YYYY
Signature

Please note, that your entry to the awards will not be accepted without a signature.