Monitoring

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Introduction

The monitoring module contains all the checklists and tasks the store has to complete in order to maintain a high level of Food & Bar safety standards and ultimately reaching Pink Standards.

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1. View Checklists:

The overview of all checklists and tasks assigned to the store. It is possible to filter the checklists by

• Frequency: How often the have to be completed (Daily/Weekly/Monthly)
• Category: Pink Standard (Food & bar safety checks) & Cleaning Tasks (the weekly tasks we have to complete to maintain cleanlineness)

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The “Opens” & “Closes” filters show the time time window the checklist has to be completed. This can either be set for:

• Time Period: A daily time slot which is the optimal completion time, ensuring operational standards are kept high
• Several Days: The window is open for several days allowing the store for more days to complete the checklists. In this scenario, it is important for the Manager to spread out tasks within the checklists over several days, so it is not left for the last day of the window.

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The checklists which are underlined are ready for completion, while the checklists in black text is not ready to complete yet based on the time window. Click on the desired checklist to see what it consists of. This will be the identical to the checklists shown on the bar iPad.

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If needed, the Manager can assess and complete checklists in the Web version by clicking the checklist. However, it is recommended to only complete checklists using the store iPad.

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2. View History:

This overview offers the Manager insights into both completed and missed checklists. It will usually be used for two reasons:

1. Evidence for completed checklists to local authorities
2. Following up on the team’s checklist completion

Use the Checklist filter to search for a specific checklist, or leave as “All” to get a holistic view. If the Manager wants to follow up on the team’s performance, it’s important to toggle on “Include missed checklists”. Use the “Start date” & “End date” filter to get data on a specific period. This can be useful if the Manager wants to follow up on one week or month at a time. If no dates are chosen, it will automatically show “last 30 days”.

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This overview can be very helpful to determine if checklists are being missed consistently. If a checklist has been marked as complete, the Manager can then go in and see the provided answers and check the initials of the employee who carried it out. This can be very useful if the Manager wants to follow up on a tasks that was not completed to our standards, but is marked as complete.

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3. View Defects:

All completed checklists which have led to a required action will be collected in this Defects overview. In order to achieve Pink Standard in the store, it is required that the Manager follows up on the defects on a daily basis. The Manager should:

• Carry out the required action
• Or escalate the issue to the relevant support function to resolve the issue

Every time a corrective action has been completed, the Manager should describe what they did to resolve the issue and then close the defect. This way, we are operating the store in a compliant manner and has the appropriate prove and data to gain great insights of the store.

In order to gain insights into the defects, the Manager can either view the list of defects, use the checklist filter to search for defects relating to a specific checklist or get an overview of “closed defects” to see the historical actions that have been made in the store.

Having too many open & overdue defects will affect the rating of the store, so it is essential for the store performance to include the work with defects in the daily and weekly work schedules.

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Audits

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Introduction

Learn how to assess the Audits and what actions there need to be made after an Audit.

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RiskProof Dashboard

The audit module streamlines food safety and health and safety practices.

To begin, click the audit icon.

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Auditors perform inspections and upload reports to the module. Managers can view audits specific to their bar or select a location from the list.

Open Audit Page

Click an audit title to open it.

Audit details include:

• Date & Time: When the audit was conducted.
• Auditor: Name of the auditor.
• Non-Conformances: Issues identified during the audit, each rated by severity.
• Score & Risk Rating: Percentage performance and color-coded risk status (Red, Amber, Green).

Critical non-conformances must be addressed immediately. Each non-conformance includes corrective actions for managers to resolve issues immediately.

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Detailed Report

The action plan lists non-conformances and corrective actions:

• Comments & Photos: Help identify issues and solutions
• Status Updates: Record progress (“Not Actioned”, “In Progress”, “Closed”) and upload evidence.
• Save updates by clicking "Update Status."

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Audit Information Table

Compare audit results across locations within the same round, including:

• Audit scores, rankings, and average ratings.
• Detailed sections scored for conformance (2 = conforming, 0 = needs attention).

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Track Tab

The Track tab monitors audit status across multiple locations:

• View scores, open/closed actions, and non-conformance details.
• Reopen accidentally closed actions with a reason.

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Registry

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Introdction

RiskProof’s Registry addresses the challenges of managing large volumes of business paperwork, including tracking renewal dates and ensuring validity periods are up-to-date.

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Overview Tab

The Registry Module enhances operational efficiency and ensures timely renewals. Each bar’s documentation is stored under dedicated Registry items.

For admins managing multiple bars::

• Click “Show List” to select a bar.
• View Registry items with due dates (expiration) and completed dates (validity start).

Click the downward arrow next to a Registry item name to view its purpose.

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Adding a Document

1. Click the three dots next to the Registry item name.
2. Select Update from the menu.
3. Click the file upload link and select the document.
4. Set the document’s valid-from date using the calendar icon.
5. Click Update Registry Item to save.

The Completed column shows the valid-from date.

The Due column shows the renewal date.

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Expiration Alerts

RiskProof provides:

• Due Soon Indicator: Appears one month before expiration.
• Expiration Alert: Sent on the expiration date.

Expired items are marked as overdue, impacting the bar’s score.

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Risk Assesments

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Introduction

Learn how to use the RiskProof Risk Assessment module to identify and mitigate workplace hazards effectively.

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Accessing Risk Assessments

1. Navigate: Click the Risk Assessments icon.
2. Select Location: If managing multiple bars, use the "Show List" button to select a bar. Single-bar users will directly see the assessments.
3. View Details: Click on a risk assessment title to explore its contents.

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Key Components

• Hazards: Potential sources of harm.
• Control Measures: Actions to minimize risks.
• Severity: Impact level (1-10, from no injury to fatality).
• Likelihood: Chance of occurrence (1-10, from impossible to inevitable).
• Risk Rating: Calculated as severity × likelihood.

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Reviewing and Adopting Assessments

1. Start Review: Click the three dots next to the assessment name and select "Review."
2. Five Stages:
   • Basic Details
   • Risk Assesments
   • Introduction
   • Hazard Review
   • Control Measures
   • Adjust Likelihood
   • Adoption Declaration
3. Adoption: Confirm understanding, adjust likelihood after control measures, and adopt the assessment.
4. Reassessment: Renew annually to stay compliant.

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Assigning Risk Assessments

1. One-to-Many: Assign a single assessment to multiple bars.
2. Many-to-Many: Assign multiple assessments to one or more bars.
   • Use "Assign to Locations" to distribute assessments effectively.

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Creating Risk Assessments

1. Custom Templates: Use the "Create Risk Assessment" button to design bespoke assessments with the Smart Wizard.
2. Steps:
   • Enter basic details, hazards, control measures, and likelihood adjustments.
   • Attach supplementary documentation if needed.
   • Choose publishing options: Save as a template, assign to all, or assign to selected bars.

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Documents

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Introduction

RiskProof’s Documents Module serves as a central storage system, ensuring juicers have access to the latest forms and documents necessary for optimal store performance.

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Key Features of the Documents Module

• Documents are organized into sections for easy navigation.
• Includes a search bar for quick access.
• Examples include Ideal Prep lists, Ideal Stock lists, and other essential reference materials.

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Adding a New Document

1. Click the Add Document button.
2. Enter the document name and optional document code.
   • (Note: Confirm if a predefined code format is required.)
3. Select the section where the document will be stored.
   • To create a new section, click Add Category, enter the category name, and save.
4. Upload your document.

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Customizing Document Access

By default, documents are available to all locations. To restrict access:

1. Select Only locations at the following divisions.
2. Choose the specific stores or regions.
3. Click Assign to Selected Divisions to save.

This feature is particularly useful for country- or state-specific documents.

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Saving and Sharing

After setting the options, click the Add Document button to make the document available for download by colleagues.

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