Janitorial-Transition
Process Guideline
Confidential & Proprietary | 2022, CBRE INC
Reference Templates:
Food Services Project Transition Plan
Food Services Vendor opening Checklist
Ver 1.0 (Jun 22)
1. Key Points
- Ensure Transition plan clearly details all required handover components and Suppliers both incoming and outgoing are in sync
- Ensure the Contract is fully signed off and all Appendices are completed especially those around SLA's, KPI's and Client Flow downs
- Certifications are in place
- Commercials signed and agreed
- Training completed ready for handover
Refer back to your Contracting Budget section and the template used. Ensure that the Budget now reflects the true costs to be taken into account from both CBRE and the Clients perspective. Where necessary have someone from CBRE Finance section vet the Budget numbers to obtain in principal acceptance.
8: Client and CBRE access rights
1: Finalize Pricing Negotiations
After competing Step 2 bring your teams together, introduce the teams and set out and agree on Key Responsibilities. This follows on from your planning and documentation in the Transition Project Plan. Ensure that all projected work aspects are covered off which may include sub contractor management.
Follow the guidance checklist contained in the Transition Project plan to ensure all staff are hired and/or de-activated as part of the transition. Be aware of any legal ramifications and seek advice where required.
9: Training and Orientation
6: Finalise meetings and Comms
Schedules
5: Ensure all Licenses have been
applied for
Incoming staff should be trained up and orientated prior to Go-Live. It is strongly suggested to set up a training plan and have those attending sign off on all attendance. File the records accordingly.
Establishing the Transition Plan is fundamental to ensure all requirements of the Supplier 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.
4: Finalise Budget and Financials
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.
10: Culinary/Kitchen equipment
and set up
Establish as part of your monthly, quarterly and yearly Governance the necessary meetings to be held with the supplier and Client (as required). You can refer to the section on Meetings and Communications in this Playbook as well as the relevant templates to be used. Great meetings=Great results.
7: Hiring of Staff and Resources
2: Finalise Contract specifics
3: Establish Key teams and
Responsibilities
Once again, follow the guidance checklist contained in the Transition Project Plan. Be sure to cross check all access rights and where required obtain extra sets of keys for security control.
Follow the checklist contained in the Transition Project plan- this should include additional training around the use of equipment. Have staff sign off on the training records and file away.
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 all these are checked off and in place "Before" Go-Live.
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.
15: Day 1- GO LIVE
Once the premises are set up 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 subsequent coming weeks to determine the required stock quantities. Review during the initial opening weeks for top ups/adjustments. Avoid over ordering and wastage.
POS terminals as well as Marketing materials and Communication methods should be discussed with the Supplier and agreed by the Client. Agree on who pays for what. Refer to the Contract for any clarification.
13: POS and Marketing
Set up all IT and Communication networks. This may include the purchase of equipment. Be sure to understand who pays for what. This should have been documented in the formal Contract.
Following the guidance notes on HSE and ESG contained in this Playbook to ensue all aspects of health, Safety, environment and sustainability are put in place with the Supplier. Be sure that the Client is made aware of the measures in place. Where required you may need to seek further advice from CBRE HSE teams and ESG teams.
11: HSE/ESG and Safety measures
12: IT /Website
14: Initial Food Inventory