Reference Templates:
Food Services Project Transition Plan
Food Services Vendor Opening Checklist
FS-037 Ver 2.1 (Aug 23)
2. Key Points
- Ensure Transition plan clearly identifies requisite transition elements and that outgoing / incoming supplier partner's, if applicable, are in sync
- Contract is executed and that all Appendices are completed inclusive of SLA's, KPI's related to flow-downs
- Certifications administered
- Commercials executed
- Training completed ready for handover
Bring your teams together, introduce the teams and set-out and agree upon Key Responsibilities. These activities align with the Transition Project Plan and will ensure that all planned project elements, inclusive of work to be completed by subcontractor suppliers, are captured
Establishing the Transition Plan is fundamental to ensure all requirements of the Supplier partner onboarding or Exit are completed on time and to the Clients satisfaction. Using the Transition Project plan will guide you through the steps to completion and a successful Day 1 Go-Live
After sign-off of the Contract, it is now important to finalise and lock-in place any Contract-specific requirements such as Reporting schedules, Communications, Key stakeholders, RACI charts, and Governance. Use the relevant Templates to guide you through this process
Establish as part of your monthly, quarterly and yearly Governance the necessary meetings to be held with the supplier and Client (as required)
Incoming staff should be trained and orientated prior to go-live. Set up a training plan and have those attending sign-off on all attendance. File the records accordingly
Align to activities completed within the Contract Budgeting section, budget proforma planning, and engaged both CBRE Finance and the CBRE Global Lead for review
Where involved with the supply of alcohol it will be necessary to obtain Licenses. Licenses may also be required for the business operation as well as Weights and Measures. Work with your supplier to ensure these elements are administered BEFORE go-live
Follow the guidance checklist outlined in the Transition Project plan to ensure all staff are hired and / or de-activated as part of the transition
Once again, follow the guidance checklist outlined in the Transition Project Plan. Be sure to cross-check all access rights and, where required, obtain extra sets of keys for security control
Ensure all Kitchen equipment is ordered, delivered, in place and checked before Go-Live, staff are trained on their use
1: Establish Transition Plan
2. Finalise Contract
Procurement - C / I
Operations - R / A
Procurement - R / A
Operations - C / I
3. Establish Key Teams & Responsibilities
4. Finalise Budget and Financials
Procurement - C / I
Operations - R / A
Procurement - R / A
Operations - C / I
5. Ensure All Licenses have been applied for
6. Finalise meetings and Comms
Procurement - C / I
Operations - R / A
Procurement - C / I
Operations - R / A
7. Hiring of Staff and Resources
8. Client and CBRE Access Rights
Procurement - C / I
Operations - R / A
Procurement - C / I
Operations - R / A
9. Training and Orientation
10. Culinary / Kitchen equipment and set up
Procurement - C / I
Operations - R / A
Procurement - C / I
Operations - R / A
POS terminals, as well as Marketing materials and Communication methods, are to be discussed with the Supplier partner and agreed upon by the Client and agreed upon who pays for what. Ensure responsibility for the financial resourcing of equipment and technology aligns with SOS and contract
Following the guidance notes on HSE and ESG outline in this Playbook to ensure all aspects of health, Safety, environment and sustainability are put in place with the Supplier partner. Where required, you may need to seek further advice from CBRE HSE teams and ESG teams
Set up all IT and Communication networks. Ensure responsibility for the financial resourcing of equipment and technology aligns with SOS and contract
Once the premises are set up and ready, it will be necessary to order the initial inventory. Be sure to discuss with the supplier on estimated usage / take up for the initial opening and following weeks to determine the required stock quantities. Review during the initial opening weeks for top ups / adjustments. Avoid over-ordering and wastage
11. ESG and HSE Measures
12. IT and Website
Procurement - C / I
Operations - R / A
Procurement - C / I
Operations - R / A
13. POS and Marketing
14. Initial Food
Delivery
Procurement - C / I
Operations - R / A
Procurement - C / I
Operations - R / A
You should now be ready for Day 1 go -live. Take notes and assess Day 1 activities and use the coming days of operation to make adjustments to such things as Inventory, menus, POS operations and Marketing. Customer feedback during this period is vital to the success of the operation
Procurement - C / I
Operations - R / A
15. Day 1
Go-Live
3. Useful Links
1. RACI Legend
Legend
Title
Definition
R
Responsible
person/s who performs an activity or does the work
A
Accountable
person/s who is ultimately accountable and has Yes / No / Veto
C
Consulted
person/s that need to provide feedback and contribute to the activity
I
Informed
person/s that needs to know of the decision or action