60-day Operational Facility Review

Opportunities

Branch ______

Cash Box

  • Opportunity 1: Has the branch completed its cash box for Cash (4 points)
  • Review at least ten days
  • 4 points – Complete on all ten days
  • 2 points – Complete on eight or nine days
  • 0 points – Complete on fewer than eight days

Observations: ______

  • Opportunity 2: Has the branch completed its cash box for Credit Cards (2 points)
  • Review at least ten days
  • Consider that a branch may not have credit card transactions every day
  • 2 points – Complete on all ten days
  • 1 point – Complete on eight or nine days
  • 0 points – Complete on seven days or fewer

Observations: ______

  • Opportunity 3: Do deposit slips match the system (3 points)
  • Review at least ten days’ deposit slips vs system entries
  • 3 points – Matches on all ten days
  • 2 points – Matches on nine days
  • 1 point – Matches on seven or eight days
  • 0 points – Matches on fewer than seven days

Observations: ______

  • Opportunity 4: Does the branch’s cash box always balance (3 points)
  • Review at least 20 days
  • G/L Inquiry – Cash Box
  • 3 points – Zero balance on all 20 days
  • 2 points – Zero balance on 18 or 19 days
  • 1 point – Zero balance on 15 to 17 days
  • 0 points – Zero balance on fewer than 15 days

Observations: ______

Total points available for Cash Box…………………………………………….……..12

Points earned: …………………………………………………………………..______

Invoice Preview Queue

  • Opportunity 1: Does the branch invoice each day (1 point)
  • Run the invoice register (invoice print date).
  • Check some invoices to verify
  • 1 point – Invoicing takes place every night, one or two exceptions are allowed
  • 0 points – Invoicing does not take place every night

Observations: ______

  • Opportunity 2: Are direct orders being billed in a timely manner (4 points)
  • Consider that some branches sell more via direct than others
  • Salespeople who have created direct orders receive job queues and respond within 48 hours
  • 4 points – Response is within 48 hours 100% of the time
  • 3 points – Response is within 48 hours 90 to 99% of the time
  • 2 points – Response is within 48 hours 80 to 89% of the time
  • 1 point – Response is within 48 hours 65 to 79% of the time
  • 0 points – Response is within 48 hours less than 65% of the time

Observations: ______

  • Opportunity 3: Invoice Preview Queue for Customer Pick-up orders (3 points)
  • Are there Customer Pick-up tickets in the IPQ with a prt flag of “Q”
  • If the customer is at the counter at the time the Opportunity is being taken, those transactions do not count against the branch
  • 3 points – No Q’s in the IPQ, or Q’s that are CPU business currently being conducted
  • 2 points – Few Q’s appear in the IPQ (varies depending on the size and/ or volume of the branch)
  • 0 points – Too many Q’s appear in the IPQ (varies depending on the size and/ or volume of the branch)

Observations: ______

  • Opportunity 4: Invoice Preview Queue for Will call orders (3 points)
  • Are there Will call orders in the IPQ which are more than five days old and have a prt flag of “Q”
  • 3 points – NO Q’s in the IPQ that are more than five days old
  • 2 points – Few Q’s appear in the IPQ (varies depending on the size and/ or volume of the branch) that are more than five days old
  • 0 points – Too many Q’s appear in the IPQ (varies depending on the size and/ or volume of the branch) that are more than five days old

Observations: ______

  • Opportunity 5: Invoice Preview Queue for prt flag of “M” (3 points)
  • Are there orders in the IPQ which are more than two days old and have a prt flag of “M”
  • 3 points – No M’s in the IPQ that are more than two days old
  • 2 points – Few M’s in the IPQ that are more than two days old
  • 0 points – Too many M’s in the IPQ that are more than two days old

Observations: ______

  • Opportunity 6: Invoice Preview Queue for prt flag of “H” (3 points)
  • Are there orders in the IPQ with a prt flag of “H”
  • 3 points – No H’s in the IPQ more than five days old
  • 2 points – Few H’s in the IPQ more than five days old
  • 1 point – Some H’s in the IPQ more than five days old
  • 0 points – Too many H’s in the IPQ more than five days old

Observations: ______

Total points available for Invoice Preview Queue…………………….………….…..17

Points earned: …………………………………………………………………..______

Open Sales Orders

  • Opportunity 1: Open orders with Review Queue Status of “Printed” (2 points)
  • Can branch account for all tickets that have a RQS of Printed
  • 2 points – All Printed tickets can be accounted for
  • 0 points – Not all Printed tickets can be accounted for

Observations: ______

  • Opportunity 2: Open orders with Review Queue Status of “Picking” (2 points)
  • Can branch account for all tickets that have a RQS of Picking
  • Are all tickets that have a RQS of Picking scheduled to be completed on the current date
  • 2 points – All Picking tickets are current (scheduled to be completed on the current date)
  • 0 points – Not all Picking tickets are current

Observations: ______

  • Opportunity 3: Open orders with Review Queue Status of “Staging” (1 point)
  • Are all tickets that have a RQS of Staging in the appropriate areas and awaiting shipment
  • 1 point – All Staging tickets can be appropriately accounted for
  • 0 points – Not all Staging tickets can be appropriately accounted for

Observations: ______

  • Opportunity 4: Open orders with Review Queue Status of “Unavailable” (1 point)
  • How are tickets (items) that have a RQS of Unavailable being handled
  • 1 point – No Unavailable tickets (items) that are more than one day old appear in the OOSRQ
  • 0 points – Unavailable tickets (items) that are more than one day old appear in the OOSRQ

Observations: ______

  • Opportunity 5: Open orders with Review Queue Status of “Manifest” (1 point)
  • Are tickets that have a RQS of Manifest in the process of being delivered
  • Consider that tickets stay in RQS of Manifest until the manifest goes thru the scanner
  • 1 point – No tickets for which the delivery truck has returned and the manifest has been turned in appear in the OOSRQ
  • 0 points -- Tickets for which the delivery truck has returned and the manifest has been turned in appear in the OOSRQ

Observations: ______

Total points available for Open Orders……………………………………………….7

Points earned…………………………………………………………………..______

Customer Calling Queue
  • Opportunity 1: Are work queues checked regularly (3 points)
  • Does each employee check the CCQ and trouble queue
  • 3 points – Employees work the CCQ as scheduled
  • 0 points – Employees do not work the CCQ

Observations: ______

  • Opportunity 2: Are work queues current (2 points)
  • Do the calling queues contain old orders
  • 2 points – No old orders appear in the CCQ
  • 1 point – Few old orders appear in the CCQ
  • 0 points – Too many orders appear in the CCQ

Total points available for Customer Calling Queue …………………………………..5

Points earned…………………………………………………………………..______

Canceled Invoices and Orders

  • Opportunity 1: Change Log for canceled invoices (3 points)
  • Do change logs for canceled orders contain reasons for change
  • 3 points – Reason for change is recorded on all canceled invoices
  • 2 points – Reason for change is recorded on 90 to 99% of canceled invoices
  • 1 point – Reason for change is recorded on 70 to 89% of canceled invoices
  • 0 points – Reason for change is recorded on less than 70% of canceled invoices

Observations: ______

  • Opportunity 2: Canceled invoices and orders (2 points)
  • Run a Canceled Order report
  • Consider the size and volume of the branch
  • 2 points – Few canceled orders/ invoices
  • 1 point – Some canceled orders/ invoices
  • 0 points – Too many canceled orders/ invoices

Observations: ______

  • Opportunity 3: Canceled purchase orders (1 point)
  • Run a Canceled PO report
  • Consider the size and volume of the branch
  • For branches that utilize centralized purchasing, only consider procurement pos
  • 1 point – Few canceled pos
  • 0 points – Too many canceled pos

Observations: ______

Total points available for Canceled Invoices and Orders …………………………….6

Points earned…………………………………………………………………..______

Returns

  • Opportunity 1: Items in the Return Goods queue with a Return Type of “R” (3 points)
  • Run the Return Goods queue for type R to see how long those items have been in the queue
  • Consider the size and volume of the branch
  • 3 points – No Rs in the queue that are more than two days old
  • 2 points – Few Rs in the queue that are more than two days old
  • 1 point – Some Rs in the queue that are more than two days old
  • 0 points – Too many Rs in the queue that are more than two days old

Observations: ______

  • Opportunity 2: Items in the Return Goods queue with a Return Type of “F” and a Reason Code of “Vendor Shipment Error” (2 points)
  • Run the Return Goods queue for type F then check the reason code
  • Consider the size and volume of the branch
  • 2 points – No Fs in the queue with a Reason Code of VSE
  • 1 point – Few Fs in the queue with a Reason Code of VSE
  • 0 points – Too many Fs in the queue with a Reason Code of VSE

Observations: ______

  • Opportunity 3: Contact vendors in regards to old RMs (1 point)
  • Branch personnel are in contact with vendors regarding return material that has been in the Return Goods queue for longer than 30 days
  • 1 point – The branch as contacted the vendor regarding 30+ day old RMs 80% of the time or greater
  • 0 points -- The branch as contacted the vendor regarding 30+ day old RMs less than 80% of the time

Observations: ______

  • Opportunity 4: Take credit for old RMs (1 point)
  • Branch (Admin center) takes credit for return material if there has been no response from the vendor regarding that material for 60 days
  • 1 point – Branch has taken credit for all RMs with 60 days non-response
  • 0 points – Branch has not taken credit for all RMs with 60 days non-response

Observations: ______

Total points available for Returns …...…………………………………………………7

Points earned…………………………………………………………………..______

Handwritten Sales Tickets
  • Opportunity 1: Can all handwritten tickets be accounted for (2 points)
  • Run the invoice register (invoice print date)
  • 2 points – All handwritten tickets can be accounted for
  • 0 points – Not all handwritten tickets can be accounted for

Observations: ______

  • Opportunity 2: When handwritten tickets are used
  • Determine if handwritten tickets are used only when the system is down
  • 2 points – Handwritten tickets are used only when the system is down
  • 0 points – Handwritten tickets are used at times other than when the system is down

Observations: ______

Total points available for Handwritten Sales Tickets ……………………………..….2

Points earned…………………………………………………………………..______

  • Opportunity 1: Daily stock receipts and packing slips (3 points)
  • Observe the receiving process and see that stock receipts are compared against packing slips
  • 3 points – Daily, all packing slips are compared against the daily stock receipts report
  • 2 points – On most days, packing slips are compared against the daily stock receipts report (80 to 99% of days)
  • 1 point – Some days, packing slips are compared against the daily stock receipts report (60 to 79% of days)
  • 0 points – Not often enough, packing slips are compared against the daily stock receipts report (less than 60% of days)

Observations: ______

  • Opportunity 2: Old items on the Unpaid Stock Receipts report (2 points)
  • Run the Unpaid Stock Receipts report and check for orders more than two weeks old
  • 2 points – No orders appear on the report that are more than two weeks old
  • 1 point – Few orders appear on the report that are more than two weeks old (90 to 99%)
  • 0 points – Too many orders appear on the report that are more than two weeks old (less than 90%)

Observations: ______

  • Opportunity 3: Old direct orders on the Unpaid Stock Receipts report (2 points)
  • Run the Unpaid Stock Receipts report and check for direct orders more than three days old
  • 2 points – No directs appear on the report that are more than three days old
  • 1 point – Few directs appear on the report that are more than three days old (90 to 99%)
  • 0 points – Too many directs appear on the report that are more than three days old (less than 90%)

Observations: ______

Total points available for Unpaid Stock Receipts …………………..…………………7

Points earned…………………………………………………………………..______

Transfer Register

  • Opportunity 1: Disputed transfers – Receiving Branch (3 points)
  • Run the Transfer Register for receiving branch
  • Consider the size and volume of the branch
  • 3 points – No disputed items appear on the Transfer Register
  • 2 points – Few disputed items appear on the Transfer Register
  • 1 point – Some disputed items appear on the Transfer Register
  • 0 points – Too many disputed items appear on the Transfer Register

Observations: ______

  • Opportunity 2: Disputed transfers – Shipping Branch (3 points)
  • Run the Transfer Register for shipping branch
  • Consider the size and volume of the branch
  • 3 points – No disputed items appear on the Transfer Register
  • 2 points – Few disputed items appear on the Transfer Register
  • 1 point – Some disputed items appear on the Transfer Register
  • 0 points – Too many disputed items appear on the Transfer Register

Observations: ______

Total points available for Transfer Register …………………………………………..6

Points earned…………………………………………………………………..______

Freight Audit Report

  • Opportunity: Working the Freight Audit report (2 points)
  • Run the Freight Audit report at month-end
  • 2 points – No discrepancies appear on the Freight Audit report at month-end
  • 0 points – Discrepancies appear on the Freight Audit report at month-end

Observations: ______

Total points available for Freight Audit Report ………………………………………2

Points earned…………………………………………………………………..______

Cycle Counts

  • Opportunity 1: Are cycle counts performed each day (5 points)
  • Run the Inventory Adjustment Register and look for Cycle Count adjustment
  • 5 points – Cycle counts are performed every day
  • 3 points – Few days when cycle counts are not performed (one or two days)
  • 2 points – Some days when cycle counts are not performed (three or four days)
  • 1 point – Several days when cycle counts are not performed (five to seven days)
  • 0 points – Too many days when cycle counts are not performed (more than seven days)

Observations: ______

  • Opportunity 2: Cycle count item frequency (3 points)
  • Review Cycle Count Adjustment detail to see if the same items continually appear on cycle counts
  • 3 points – A single item has appeared on a cycle count no more than once over the past 30 days
  • 2 points – A single item has appeared on a cycle count two or three times over the past 30 days
  • 1 point – A single item has appeared on a cycle count four or five times over the past 30 days
  • 0 points – A single item has appeared on a cycle count more than five times

Observations: ______

Total points available for Cycle Counts ………………..………………………………8

Points earned…………………………………………………………………..______

Inventory Adjustments
  • Opportunity 1: Appropriate G/L accounts (3 points)
  • Review inventory adjustments for G/L code accuracy
  • 3 points – All adjustments are assigned to the proper G/L code
  • 2 points – Most all adjustments are assigned to the proper G/L code (90 to 99%)
  • 1 point – Most adjustments are assigned to the proper G/L code (75 to 89%)
  • 0 points – Not enough adjustments are assigned to the proper G/L code (75 to 89%)

Observations: ______

  • Opportunity 2: How many adjustments (2 points)
  • Review the number of daily adjustments that are performed
  • Supplies expense, damaged/ defective, cycle counts
  • 2 points – Minimal adjustments are made each day
  • 1 point – Some adjustments are made each day
  • 0 points – Too many adjustments are made each day

Observations: ______

  • Opportunity 3: Adjustments and comments (3 points)
  • Choose 25 adjustments and review for comments
  • 3 points – Comments appear on 24 or 25 adjustments
  • 2 points – Comments appear on 21 to 23 adjustments
  • 1 point – Comments appear on 17 to 20 adjustments
  • 0 points – Comments appear on fewer than 20 adjustments

Observations: ______

Total points available for Inventory Adjustments …..………………………………...8

Points earned…………………………………………………………………..______

G/L Business Summary

  • Opportunity: Manager’s knowledge of the Business Summary (3 points)
  • Choose three of the past month’s transactions and have the manager find them from the Business Summary
  • 3 points – The manager can find three transactions
  • 2 points – The manager can find two transactions
  • 1 point – The manager can find one transaction
  • 0 points – The manager can find no transactions

Observations: ______

Total points available for G/L Business Summary ……………………………………3

Points earned…………………………………………………………………..______

Authorization

  • Opportunity 1: Proper authorization for each employee (1 point)
  • Review employees’ authorizations and be sure that each is correct
  • 1 point – All employees have the proper authorizations to perform their job duties
  • 0 points – Not all employees have the proper authorization to perform their job duties

Observations: ______

  • Opportunity 2: Old employees (1 point)
  • Are authorizations for former employees still active
  • 1 point – No former employees have active authorizations
  • 0 points – Any former employees have active authorizations

Observations: ______

  • Opportunity 3: Authorization sharing (1 point)
  • Do employees share authorizations
  • 1 point – No authorizations are exchanged
  • 0 points – Employees exchange authorizations

Observations: ______

Total points available for Authorization ………………………………………………3

Points earned…………………………………………………………………..______

Job Queues

  • Opportunity 1: Branch mailbox and direct (2 points)
  • Review branch mailbox and direct mailbox for timely response
  • 2 points – No items appear in the branch mailbox or for directs that are more than 48 hours old
  • 1 point – Items that are 48 to 72 hours old appear in the branch mailbox or for directs
  • 0 points – Items older than 72 hours appear in the branch mailbox or for directs

Observations: ______

  • Opportunity 2: Responding to Job Queues (4 points)
  • Review employee job queue viewing to determine timeliness of response
  • 4 points – All employees’ job queues are up to date
  • 3 points – Most all employees’ job queues are up to date
  • 2 points – Some employees’ job queues are up to date
  • 1 point – Few employees’ job queues are up to date
  • 0 points – Not enough employees’ job queues are up to date

Observations: ______