Management Procedures - Part 1: Opening & Pre-Trade Checks: Practical Assessment Sheet

Management Procedures - Part 1: Opening & Pre-Trade Checks: Practical Assessment Sheet

How to complete a practical assessment:

Once the training has been completed, the group needs to practice their newly learnt knowledge & skills

It is imperative that you, the trainer, allow the trainee to put their theory into practice

Please practically assess each ‘manager’, while they are completing their daily procedures. You need to OBSERVE their actions, under normal working conditions, in order to assess them.

Each Manager is to be assessed against the provided assessment sheet, which is to be completed by the trainer/ assessor. NB: While assessing the Manager, compare their practises with the standards outlined in this manual/video.

Please ensure that you detail all the actions of the Manager, indicating if they are complying with our standards or not, by making written notes on the Assessment Sheet.

The Assessment Sheet will have to be forwarded to your training department, with the written tests & completed Tracking Sheet in order for the trainee to receive a certificate.

NB:

Do not forget to give feedback to the Manager on their performance, when you have completed the assessment.

WHEN GIVING FEEDBACK TO THE MANAGER: PRAISE THEM FOR PRACTICES THAT WERE CORRECT BY EXPLAINING IN DETAIL ALL THE TECHNIQUES THEY SHOULD CONTINUE TO PRACTISE. WHEN CORRECTING THEIR MISTAKES, DO NOT FOCUS ON WHAT WAS WRONG, BUT RATHER, ON HOW TO IMPROVE THEIR PERFORMANCE – SO THAT THEY CAN OPERATE ACCORDING TO THE SPUR STANDARDS.

It is important that you instil good habits in the TRAINEES to ensure that their mistakes are rectified A.S.A.P. & not repeated.

MANAGEMENT PROCEDURES – PART 1: Opening & Pre-trade Checks:

Practical AssessmentSheet

Assessor: / Trainee:
I.D. Number:
Assessment Date: / Store:
Marks Scored: / % Scored

Assessment Criteria:

CHECK LIST: / YES / NO
1. / The Manager completed the store’s- opening procedures to the required standard:
(a) / The manager arrived in good time, before the staff, to complete the opening procedure /  / 
(b) / As the manager walked towards the store he checked the parking area & walls for cleanliness /  / 
Notes:
(c) / The signage was inspected for damage /  / 
(d) / The store’s entrance was inspected for litter /  / 
(e) / The manager noted all problems in his note book /  / 
(f) / The security of the building and area was checked before the manager entered the store /  / 
(g) / If danger was suspected the manager: [question trainee on this issue]
Did NOT enter the store /  / 
Called the security company immediately /  / 
(h) / On entering the store, the door was unlocked, the alarm was deactivated, the door was relocked. /  / 
(i) / The lights were switched on – on opening / at 11h00 – due to good natural lighting /  / 
(j) / The manager checked the diary, before doing anything else. /  / 
Total of this page……/11
CHECK LIST: / YES / NO
(k) / Any emergencies were addressed appropriately. /  / 
Please write notes, detailing what the manager did to address any urgent repairs:
(l) / The manager checked the Diary for the following & took the appropriate action:
 / Orders to be placed, did so ASAP /  / 
 / Orders to be delivered to day /  / 
 / Guest complaints /  / 
 / Guest bookings /  / 
 / Staff changes / training waitrons /  / 
 / Incentive items or systems /  / 
 / Excessive stock items /  / 
 / Daily turnover targets: the stores target today is R______/  / 
 / Stock shortages from previous night’s close /  / 
* the variance sheet was inspected for the shortages
Please explain how the manager took appropriate action and planned his day effectively, due to the info that he received in the diary:
His planning was effective as he: /  / 
(m) / The manager carries a note book & a pen in his pocket /  / 
(n) / The manager completes the ‘Store Walk Through’ & details any problem areas in his note book. /  / 
Please make a note of the problems the manager discovered in each area.
The Manager that closed the store last night was:
NAME:
Total of this page____/13
CHECK LIST: / YES / NO
(o) / The Toilets were checked for,,,
Note: tick the following items if they were checked
 / Cleanliness: / __ / R & M: / __ / Plumbing problems: / __ /  / 
 / Toilet rolls: / __ / Soap: / __ / Hand towels: / __
 / Smell: / __ / Other:
Problems in toilets:
Notes:
(p) / The Front Shop was checked for,,,
Note: tick the following items if they were checked
 / R & M: / __ / Neat & tidy: / __ / Cleanliness: / __ /  / 
 / Candles & sauce bottles packed away: / __
Problems in Front Shop:
Notes:
(q) / Kitchen Sections: The following was checked in each section [tick if was checked by manager]
 / Fridges:
Temperature / __ / Elements: / __ / Products covered & sealed: / __ /  / 
Clean: / __ / Pulled away from walls: / __
 / [Question on this issue] If fridge was found switched OFF, the following occurred: /  / 
It was unpacked immediately __ / Product was checked for freshness __
Products was moved to cold __
Storage / Repair people were phoned __
immediately
 / Gas Mains:Inspected to see that it was switched OFF /  / 
Total of this page____/ 5
CHECK LIST: / YES / NO
 / Fryers: [tick if checked]
Switched OFF __ / Cleaned __ / Oil filtered __ /  / 
Drain taps closed __
(r) / The following Cooking Equipment was checked to see it was: switched OFF, clean & unplugged:
 / Flat top: /  / 
 / Extractors: /  / 
 / Bain-maries: /  / 
 / Hot passes: /  / 
 / Coffee machine, Juice machine, Waffle iron, Toaster, Shake machine, Water urn / Boiler: /  / 
 / Boiling table: /  / 
 / Microwave: /  / 
 / Dishwasher: drained & cleaned: /  / 
 / Other: /  / 
(s) / The following Equipment was checked to see it was: switched ON & running at the correct temperature
 / Walk in Fridges: 1 to 4 degrees Celsius /  / 
 / Walk in freezers: - (minus) 18 degrees Celsius /  / 
 / Ice Machine /  / 
Note the actual problems that were discovered in each section:
 / Grill Section:
 / Tex-Mex Section:
 / Making & Bar Section:
 / Back Kitchen Area:
(t) / The Back Door & Windows were inspected to check that they were locked / closed /  / 
Total of this page____/ 14
CHECK LIST: / YES / NO
(u) / Stock shortages: Question this procedure if it cannot be practically assessed.
 / Step 1: The diary / variance report was checked to see if a reasonable explanation had been provided for the shortages. If none were provided….. /  / 
 / Step 2: The prep sheets were inspected to check that the fills were correctly recorded & calculated. If all was in order…… /  / 
 / Step 3: The bulk sheets were inspected to check that the issues were correctly recorded & calculated. If all was in order……. /  / 
 / Step 4: The manager recounted the short stock (before the staff arrived). If the short stock was not discovered…… /  / 
 / Step 5: The manager searched the storage facility to see if the stock was packed in the wrong location. /  / 
 / Step 6: If the missing stock was found the opening stock figures were adjusted /  / 
Notes:
(v) / Orders:
 / The manager checks that the orders are realistic & sufficient, by checking the turnover budget estimates /  / 
 / The manager phones through the required orders ASAP /  / 
 / The manager ticks off the orders as he phones them through /  / 
 / The manager writes comments on the order sheet where necessary /  / 
 / The manager does NOT over / under order products /  / 
Notes:
Daily Issues: Determining Prep & Daily Issues
 / The estimates on the prep sheet were checked to determine the amount of stock that was needed to be issued for prep & portioning purposes, e.g. Savoury rice, choc mousse, Spur bread, bulk mince, meat, viennas, nuggets, etc /  / 
 / The estimates on the prep sheet were checked as well as the left over stock in the section fridges to determine the amount of stock that needed to be issued to top up the sections, e.g. Cheese slices, sugar sachets, pineapple rings, cut meat, schnitzels, calamari, etc /  / 
 / The oldest stock is always issued first /  / 
 / The manager does not under / over issue stock to the sections /  / 
Total of this page____/ 15
CHECK LIST: / YES / NO
 / The manager packs the issues for each section and keeps the perishable goods in cold storage /  / 
Notes:
Recording the Issued Stock:
 / The amounts or weights of the issued product were noted on the bulk sheet /  / 
 / The ‘fills’ are completed correctly on the prep sheets /  / 
Notes:
Rotating & Cleaning the Walk In Fridge:
 / Products are checked for freshness /  / 
 / ‘Use by dates’ are checked on all products /  / 
 / Yesterday’s stock of fruit & veg is moved to the front of the fridge /  / 
 / Left over salads & prepped veg is inspected for freshness & issued /  / 
 / Left over sauces are issued (if still fresh) before new sauces are issued /  / 
 / Open mini pat boxes & half marg bricks are issued before new ones are opened /  / 
 / The manager wipes down shelves as product is removed /  / 
 / The manager ensures the fridge is packed in a neat, tidy & organised manner /  / 
Deep Cleaning of Refrigeration:
 / The manager ensures that deep cleaning occurs twice a week /  / 
Completing the White Prep Board:
 / The manager completes the prep board before the staff arrive /  / 
 / The manager writes up all the prep required for the shift accurately /  / 
 / Urgencies / unusual instructions are highlighted /  / 
 / Deadlines & persons responsible are noted on the board /  / 
 / Writes up the additional info on the board as per the planner /  / 
Total for this page____ / 17
CHECK LIST: / YES / NO
The Green Areas Meeting:
 / A meeting is called as soon as the staff arrive /  / 
The following is covered during the meeting:
 / Role call & staff dress /  / 
 / Cleaning duties: New duties & the list of ‘problem areas’ that were discovered during the managers walk through /  / 
 / Prep duties are discussed, including:
 / All points written on the board – emphasizing urgencies & unusual instructions /  / 
 / Yesterday’s prep & fruit and veg that are to be used first /  / 
 / Left over salads & veg dishes that are to be revived /  / 
 / Left over sauces that are to be used before new sachets are issued /  / 
 / Please indicate what other info was covered by the manager, e.g. Service report feedback, training, info on new products & specials, compliments for work well done, correction of poor previous performance:
 / Staff meal were duties were issued /  / 
 / The manager enquired if staff needed any assistance /  / 
 / The manager spoke clearly & was easily understood /  / 
 / The manager asked questions to ensure the staff understood all the communicated info /  / 
Notes:
Distributing the Issues:
 / After the Green Meeting the issues were distributed to each section /  / 
 / The manager ensures that staff count & sign for the issues /  / 
 / The manager ensures FIFO is practiced when staff pack away issues /  / 
Notes:
Total for this page____ / 14
CHECK LIST: / YES / NO
Management Follow-up:
 / The manager checks that staff are completing the prep /  / 
 / The manager ensures that the cleaning duties are completed /  / 
 / Tasks are redistributed, to ensure that all staff are productive /  / 
 / The manager ensures the sauces are heated before they are placed in the bain-marie /  / 
 / Staff are praised for a job well done /  / 
 / Staff are coached to ensure mistakes are not repeated continuously /  / 
Notes:
Completing the White Board:
 / The manager writes the amount of prep that was actually produced in the ‘actual’ column /  / 
 / The manager ticks off all completed tasks / prep on the board – when it is completed /  / 
Notes:
Checking Meat Cuts & Products:
 / The meat cuts and products are checked after the Green Areas Meeting? /  / 
 / The meat cuts and products are checked for the following: /  / 
 / That they smell good & are not off /  / 
 / That they are cut correctly /  / 
 / The weight of each product is checked /  / 
 / Underweight / badly cut products are removed /  / 
 / Cuts are trimmed if possible /  / 
 / The correct changes are made to the prep sheet if products were removed or trimmed /  / 
 / Meat cuts are turned as they are inspected /  / 
 / All meat cuts are placed in a clean, sterilized tray /  / 
 / The meat trays are covered & returned to the fridge /  / 
Total for this page____ / 19
CRITERIA CHECK: / YES / NO
Notes:
Bulk Meat Issues & Prep:
 / The estimates on the daily prep sheet are checked to determine how many rumps, sirloins and fillets should be issued /  / 
 / The bulk meat is issued JUST before it is cut /  / 
 / The bulk sheet is completed stating the number of strips / heads that were issued /  / 
 / The yields & costings are complete on the bulk sheets correctly /  / 
Notes:
Front of House Opening Procedure:
 / The manager checks the following:
 / The cash up balances /  / 
 / The banking & change requisition is completed /  / 
 / The float is issued to the cash desk & counted /  / 
 / The bay & duty allocation is completed - effectively /  / 
 / The vibe meeting is held /  / 
 / The Front of House area is inspected as per the check sheet /  / 
 / The waitrons have completed all their duties – effectively /  / 
Notes:
Total for this page____ / 11

PRE-TRADE CHECKS:

Note to Assessor: We suggest that you assess the manager during the 17h00 check & not the 11h00 check, as he will have to complete a thorough Pre-trade check to ensure the store operates effectively for the evenings trade.

Why? If the previous manager completed a thorough opening procedure, the trainee may complete a thorough 11h00 Pre-trade check by default and therefore will not prove that he is capable of completing such an activity. Please indicate when the trainee was assessed: During the 11h00 check OR during the 17h00 check .

CRITERIA CHECK: / YES / NO
1. / The Manager completes the Pre-trade check to the required standard:
(a) / The manager begins the check an hour before the store opens / at 16h00 to complete before the shift change over /  / 
(b) / The check sheet is followed in a disciplined manner from beginning to end: starting outside the front door ending in the refuse area /  / 
2. / Quality Checks:
(a) / Each product is checked for freshness /  / 
(b) / Every container is opened and the contents smelt & inspected /  / 
(c) / Products are tasted if necessary /  / 
(d) / The correct amount of stock is stored in the front fridge and additional stock is moved to the walk in fridge (if a quiet day is expected) /  / 
(e) / Poor quality products are removed from the fridges /  / 
(f) / The prep sheet is adjusted if poor quality products are removed /  / 
Notes:
3. / Quantity Checks:
(a) / During the Pre-trade check, the manger inspects that the correct amount of stock has been issued to the sections as per the estimates /  / 
(b) / The section fridge stock amounts are inspected to determine how much stock should be issued during the 17h00 check /  / 
Total for this page____ / 10
CRITERIA CHECK: / YES / NO
(c) / When further stock is issued, the issues are noted on the BULK sheet correctly /  / 
(d) / When ‘top up’ stock is issued to the sections the FILLS column is completed on the prep sheet /  / 
(e) / The section is not OVER / UNDER issued with stock /  / 
(f) / If meat cuts & products are issued during a Pre-trade check they are:
 / Weighed /  / 
 / Checked for quality of trim /  / 
(g) / Items such as utensils, cutlery, glassware, packaging are inspected to ensure that there is sufficient for the forth coming shift /  / 
Notes:
4. / Hygiene & Cleanliness Checks:
(a) / Every area of the store is checked for the following:
 / That it is free of any visible dirt /  / 
 / That every piece of equipment has been sprayed with sanitizer /  / 
 / That all areas are organised in a tidy – well thought out manner:
Is it easy to work in the section / area? /  / 
 / That each section / area has a disinfectant spray bottle /  / 
 / That each section has the correct colour coded cleaning equipment: buckets, mops, cloths, scrapers, etc /  / 
 / That all buckets contain a sterilization solution /  / 
 / That staff are dressed correctly /  / 
 / That all food is handled / prepared & stored in an hygienic manner /  / 
 / That the correct colour coded chopping boards are in each section /  / 
Notes:
Total for this page____ / 15
CRITERIA CHECK: / YES / NO
5. / SaladValley Check – during the 17h00 Pre-trade check:
The manager checks that the…
(a) / The Valley is stripped and cleaned /  / 
(b) / Salads are revived & refilled /  / 
(c) / The Valley looks as fresh & appealing at 17h00 as it did at OPENING /  / 
Notes:
6. / Admin Checks:
(a) / All FILLS are entered on pilot /  / 
(b) / All invoices are stamped to VERIFY that they have been captured /  / 
Notes:
7. / Completing the Pre-Trade Check Sheet in General:
(a) / Every item is marked as it is inspected /  / 
(b) / Notes are made next to the relevant item if action is to be taken /  / 
(c) / Each section’s problems are addressed BEFORE the following section / area is inspected /  / 
(d) / The Pre-trade check is completed in FULL /  / 
(e) / All outstanding issues / problems are addressed EFFECTIVELY /  / 
Notes:
Total for this page____ / 10

Assessment Scores:

Total of page 2 – 11 / Trainee’s Score / = / marks
Total of page 3 – 13 / Trainee’s Score / = / marks
Total of page 4 – 05 / Trainee’s Score / = / marks
Total of page 5 – 14 / Trainee’s Score / = / marks
Total of page 6 – 15 / Trainee’s Score / = / marks
Total of page 7 – 17 / Trainee’s Score / = / marks
Total of page 8 – 14 / Trainee’s Score / = / marks
Total of page 9 – 19 / Trainee’s Score / = / marks
Total of page 10 – 11 / Trainee’s Score / = / marks
Total of page 11 – 10 / Trainee’s Score / = / marks
Total of page 12 – 15 / Trainee’s Score / = / marks
Total of page 13 – 10 / Trainee’s Score / = / marks
Test Total: / /154
Test % / = / %
Feedback was given to the Trainee:

Note to Assessor: Please do not forward this to your training department until the trainee has scored 90% + for this assessment and 85% + for the written exam & multi choice questionnaire.

In order for a certificate to be issued the above mentioned documents will need to be forwarded to the Training Department with the completed Tracking sheet.

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