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Quality, safety and standards

Audits against the brand standard, the five-star classification criteria, food safety, pool safety and the housekeeping standard — scored checkpoint by checkpoint with a photo where evidence is asked, a score in per cent and a PDF report. Failed checkpoints become corrective actions with an owner and a date; an engineering fix becomes a work order. HACCP points — every fridge and freezer, the pools, the kitchen close-down — are read on a schedule, a reading out of range alerts the department's manager at once, and the due-today list shows what is still to read. Drills are recorded against a yearly plan, and every incident gets a root-cause analysis.

For:General managerQuality managerExecutive chefExecutive housekeeperChief engineerRecreation managerSecurity manager

Where:Quality & Safety › Dashboard · Audits · Corrective Actions · HACCP › Points · Logs · Due Today · Drills · Incidents (RCA) · Configuration › Audit Templates

The Quality & Safety dashboard: audit scores by template, out-of-range and missing readings, corrective actions open and overdue, drills due.
The Quality & Safety dashboard: audit scores by template, out-of-range and missing readings, corrective actions open and overdue, drills due.
Audits over the year with their score, pass or fail, and the open actions each one left.
Audits over the year with their score, pass or fail, and the open actions each one left.
An audit: the checklist scored pass, partial, fail or not applicable, with the comment and the photo, the score and the findings.
An audit: the checklist scored pass, partial, fail or not applicable, with the comment and the photo, the score and the findings.
HACCP readings over the days: every point against its limits; a reading out of range is red.
HACCP readings over the days: every point against its limits; a reading out of range is red.
Corrective actions from audits, incidents, readings and drills — owner, due date, state, work order.
Corrective actions from audits, incidents, readings and drills — owner, due date, state, work order.
The drills held: kind, who led, who took part, how long, what was found.
The drills held: kind, who led, who took part, how long, what was found.

Before you start

Quality & Safety › Configuration › Load Standard Templates: the brand standard, the MoTA five-star readiness check, food safety, pool safety and the housekeeping standard — 180 checkpoints to edit as you like.
Quality & Safety › HACCP › Points: one point per fridge, freezer, pool test, cleaning checklist, water test and pest control visit — unit of measure, limits, readings per day, the responsible department and who is told when a reading is out of range.
Quality & Safety › Drills › Drill Plan: one plan per property and year, one line per kind of drill with its frequency.
Employees › Departments: name the department manager — an out-of-range reading and an overdue action go to that person.

How to

Run an audit

  1. Quality & Safety › Audits › New: pick the template, the property, the area or department, the date and the auditor. The checklist is built from the template.
  2. Press Start and walk the property with the checklist on a tablet: score each checkpoint Pass, Partial, Fail or Not applicable, write a comment and take a photo where evidence is asked.
  3. Press "Pass the rest" when everything else was in order — an audit is scored by exception.
  4. Press Complete: the score, the pass or fail against the pass mark and the findings are written; a failed critical checkpoint fails the audit whatever the score.
  5. Print Report gives the PDF for the department head to sign.
A checkpoint with the Corrective action button next to it becomes an action in one click; Create Corrective Actions does it for every failed and partial checkpoint at once.

Follow a corrective action to the end

  1. Quality & Safety › Corrective Actions: every action from audits, incidents, readings and drills, with its owner, due date and priority; overdue ones are red.
  2. Open the action, name the owner and the department, set the due date and the kind.
  3. An engineering fix: press Create Work Order — a corrective maintenance request opens for the technicians, linked to the action; when it reaches Repaired the action closes itself.
  4. Anything else: press Start when the work begins and Mark Done when it is finished, with a closing note.
  5. The state is computed every morning: an action past its due date turns Overdue and its owner gets an activity.

Log the HACCP round

  1. Quality & Safety › HACCP › Due Today: the points still to read today, with the readings taken so far.
  2. Press Log a reading on the point (or add a line at the bottom of HACCP › Logs): the value in the point's unit of measure, or Done / Not done for a checklist; the time is now.
  3. A reading outside the limits turns red, asks for the corrective note — what was done at once — and raises an activity for the department's manager.
  4. When the cause needs more than a re-check, press Corrective Action on the reading.
  5. The graph view of the logs shows each point over the days; group by point or by day for the weekly review.
A fridge that reads out of range twice in a day deserves a work order: raise the corrective action, then Create Work Order on it.

Hold a drill

  1. Quality & Safety › Drills › Drill Plan: the line of the drill shows the last one done and the next due; press "Plan the next drill" to schedule it.
  2. On the day, open the drill: who led it, the participants, the duration and — for fire and evacuation — the time to muster.
  3. Write the scenario, the findings and the actions agreed, then Mark Done; the plan moves the next due date forward.
  4. Press Corrective Action to hand a finding to an owner with a date.

Find the root cause of an incident

  1. Quality & Safety › Incidents (RCA): the incidents whose root-cause analysis is still pending.
  2. Open the incident, tab Root cause (RCA): the cause category, the five whys one line each, the contributing factors and the preventive action.
  3. Press Corrective Action: the preventive action becomes an action with an owner and a date, linked to the incident.
  4. Press RCA Done; the incident is closed as usual from its own buttons.

Questions the desk asks

The template changed after the audit — is the audit rewritten?

No. An audit copies the checkpoints when it is planned; edits to the template apply to the next audits only.

Who is told when a reading is out of range?

The user named "Escalate to" on the point — filled from the department manager's user, editable — gets a to-do activity at once; without one it goes to the administrator.

Why does the score leave out some checkpoints?

Not applicable checkpoints carry no points either way; the score is the points earned over the points at stake.

Can a corrective action live without an audit?

Yes — type it directly, or raise it from an incident, an HACCP reading or a drill; the Source shows where it came from.

See also: Maintenance and engineering Compliance — guest lists, licences and fee returns Housekeeping The dashboards

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