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I. OBJECTIVE
1. To establish a set of guidelines on the proper implementation of the Pre-Operating Plan
II. DEFINITION OF TERMS
1. Area – a zone, vicinity or region of a country
2. Site – a particular location in an area
3. Franchisee – a business operator as defined in the Franchise Agreement
4. Accredited Supplier – an entity that is defined by the company to perform the following functions:
• Design the layout, interior and exterior of the outlet
• Construct the outlet
• Purchase the furniture and fixtures for the outlet
III. GENERAL POLICIES
Outlet construction shall commence once the Franchise Agreement (FA) is signed or a Lease Contract (LC) is secured.
The Business Development Department (BDD) shall coordinate with the Accredited Supplier to design, plan and construct the outlet. The following is the standard construction duration set by GJVI:
1. Cart (4-6 m^2) – 2 weeks
2. Kiosk (15-30 m^2) – 1 month
3. Full Store (40-60 m^2) – 2 months
BDD shall accomplish a Store Information Sheet (SIS). Basic information of the Franchisee and/or the lease information of the site shall be indicated on the sheet. Equipment and furniture of the outlet shall also be listed on the sheet. The SIS shall be forwarded to the Operations Department (OPS). Upon receipt, OPS shall indicate on the SIS the number of personnel needed to operate the outlet.
OPS shall also prepare the Mega Process. The Mega Process shall enlist all pre- opening activities that each department needs to accomplish.
OPS shall forward the SIS and Mega Process to all support groups. OPS shall monitor the completion of the following activities thru the Mega Process:
a) Operations Department
1. Organize a soft opening team
2. Conduct a franchise briefing
3. Secure government-related papers
b) Business Development Department
1. Construction monitoring
c) Research and Development Section
1. Develop a menu for the outlet
d) Marketing Department
1. Prepare pre-operating marketing campaign
e) Human Resources and Administration Department
1. Recruit and train outlet employees
2. Other Administrative functions
f) Finance and Accounting Department
1. Budgeting
2. Train bookkeeper/ Orient store accountant
3. Provide billing and computation based on agreement
4. Release of funds
g) Franchisee
1. Processing of permits
2. Insurance Coverage
3. Telephone, wifi, credit card machine installation
GJVI support groups are required to update OPS regarding all completed and/or delayed activities (based on the Mega Process) and other related information.
Whenever necessary, the BDD shall update the Franchisee on all the developments involving pre-operation activities. The BDD shall inform OPS of the final opening date of the outlet.
The Finance and Accounting Department shall give clearance to OPS once full compliance of the Franchisee’s financial commitment has been fulfilled.
OPS shall inform GJVI support groups of the final opening date of the outlet.
IV. PROCEDURE FLOWCHART
Flowchart Title
Pre-Operating Plan
V. REFERENCE/INTERFACE PROCESS
Document Title
1. Franchise Contract
2. Site Selection
VI. FORMS AND RECORDS
Form Title
1. Franchise Agreement
2. Lease Contract (LC)
3. Store Information Sheet (SIS)
4. Mega Process
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