Store & Logistics Operations Hospitality
Business Process Area / Functional Area:
01 Stores & Logistics Operation. Provides Logistics & Stores service to the all Concessions Partners in T1, T2, T3, Al Ain Airport and Ghuwaifat sila.
SOP Owner:
Stores & Logistics Manager
SOP Ref. No:
SOP/HP/01/AHL/FO/LO/02
Implementation Date:
DD/MM/YYYY
Approved By:
Head of the Department
Approval Date:
DD/MM/YYYY
Version No.:
V1.0
Version Date:
DD/MM/YYYY
Approver’s Signature: (for non-electronic copies) Information Classification
Official Use
2
This classification refers to information that is to be used internally by the ADACs personnel only
A Standard Operating Procedure (SOP) consists of a set of statements describing instructions in an orderly manner for the purpose of achieving a result. SOPs are developed to maximize the efficiency and accuracy of implementation of a policy or operational process.
All information contained in this document is proprietary to Abu Dhabi Airports Company (ADAC) and shall not be duplicated in any manner or released in part or full to any unauthorized persons. However, the contents of this document are not confidential and shall be accessible to all ADAC employees and its subsidiaries.
SOP Title:
Food Operations in Kitchen SOP / HACCP
SOP Ref. No.:
SOP/HP/01/AHL/KT/01
Version No.:
V1.0
Version Date:
18/03/2013
Page:
2/10
Table of Contents
1.
Title ................................................................................................................................ 3
2.
Purpose ......................................................................................................................... 4
3.
Scope ............................................................................................................................. 4
4.
Definitions and Abbreviations ........................................................................................ 5
5.
Procedure Steps ............................................................................................................ 5
6.
Monitoring, Evaluation and Review ............................................................................... 9
7.
Potential Risks ............................................................................................................... 9
8.
Exceptions ..................................................................................................................... 9
9.
Supporting Documentation and Tools ........................................................................... 9
10.
Filing and Distribution .................................................................................................. 10
11.
Change Log ................................................................................................................. 10
For Official Use
SOP Title:
Food Operations in Kitchen SOP / HACCP
SOP Ref. No.:
1.
SOP/HP/01/AHL/KT/01
Version No.:
V1.0
Version Date:
18/03/2013
Page:
3/10
Title
STANDARD OPERATING PROCEDURE (SOP) SKY CITY STORES & LOGISTICS OPERATIONS
ABU DHABI INTERNATIONAL AIRPORT OPERATIONS
For Official Use
SOP Title: SOP Ref. No.:
2.
Food Operations in Kitchen SOP / HACCP SOP/HP/01/AHL/KT/01
Version No.:
V1.0
Version Date:
18/03/2013
Page:
4/10
Purpose
The main purpose of this operation is to provide the Logistics service to all F & B outlets and all concessions partners to the all terminals and also to start with the purchase of the whole sale stock from different suppliers to fulfill the requirements of all the locations/outlets at Abu Dhabi International Airport. The following procedures will be implemented within the Sky City Warehouse area and generally to ensure that all airport regulations and access restrictions are adhered to.
3.
Scope
These procedures basically give logistics support to all the outlets/locations and concessions partners at Abu Dhabi Airport T1, T2, T3, Bateen Airport, Al Ain Airport and Ghuweifat Sila border. This procedure also covers the stores activities where the goods delivered to all F&B and concessions partners. Follow up/store required “Branded list” of Items for all partners to assure a 24/7 operation (DFS, ADIFC, Hospitality, SharafDG, SSPT3, Jashamnal, McDonalds, SkyBar, Airestcafé, Costacafé, binMehmood Cigar, Boots Pharmacy, Bin Sina Pharmacy, Exchanges, Copyco, GLS for AUH, etc). Define security requirements in order to prevent any act of unlawful happenings within the preview of codes of civil aviation; and prohibit the transport and transmission of sharp objects and items, tools or any other prohibited materials to passengers.
For Official Use
SOP Title: SOP Ref. No.:
4.
Food Operations in Kitchen SOP / HACCP SOP/HP/01/AHL/KT/01
Version No.:
V1.0
Version Date:
18/03/2013
Page:
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Definitions and Abbreviations Abbreviations/Definitions
Description
T1
Terminal 1
T2
Terminal 2
T3
Terminal 3
DFS
Duty Free Shop
ADIFC
Abu Dhabi In-flight Catering
SSP T3
SSP all Food outlets for T3
GLS
International Media Placement, Magazines
Sharaf DG
Sharaf DG Electronics T1, T2 and T3
5. Procedure Steps Task
5.1 Receiving Items (General)
Steps:
Standard: Procedure
The supplier/receiver will: 1.
2.
Inspect all incoming trucks for the following: -
The trucks must be covered and closed.
-
Floorboards are dry and clean.
-
No evidence of chemicals spills, garbage, waste or spoiled foods.
-
Insect and rodent activity.
-
Bad odor.
-
Make a note of the truck license plate or trailer number.
-
Notify the supervisor and QA of any issues.
Unload the shipment and inspect the condition of the shipment to ensure. -
All products are on clean pallets.
-
No damaged cases or packages. For Official Use
SOP Title: SOP Ref. No.:
Food Operations in Kitchen SOP / HACCP SOP/HP/01/AHL/KT/01
Continued 5.1
Version No.:
V1.0
Version Date:
18/03/2013
Page:
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No evidence of any non-food items or items that could contaminate the products being received.
-
On receipt of damaged goods follow section 5.
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3.
Check the drivers slip to ensure the company states “Our Company”
4.
Tag each skid with the product name and BV code and notify the supervisor and QA of any issues.
5.
Count the goods and compare the quantity, name, and lot numbers to the information stated on the shipping documents and company purchase order (PO). Investigate any discrepancies.
6.
Once QC has applied the QC approved green stickers store product in the designated area.
Procedure
After completing above the suppler/receiver will: 1.
Pass the PO to the purchasing manager.
2.
Store the materials in designated area.
Receipt of Damaged Goods - On receipt of damaged shipment the supplier/receiver will: 1.
Take a photo of the damaged product and ensure the truck driver signs the receiving document as evidence.
2.
Notify QC.
On being notified of damaged shipment QC will: 1.
Inspect he damaged product and note the damage on the PO.
2.
Place the damaged product in sterile plastic bag (if required) in QC detention area, until notification is received from the purchasing manager to return or destroy.
3.
Label damaged product with all information: name, lot#, quantity, report #, purchase order # and date.
4.
Attach the picture to the signed purchase order and pass to the purchasing manager (or email photo to the purchasing manager).
On receipt of PO with damaged product the purchasing manager will:
Task:
1.
Instruct QC to save for supplier’s inspection or disposal.
2.
Contact the supplier for claim.
3.
If product is to be disposed, follow SOP product disposal.
5.2 Receiving of Items
Steps:
Standard: Procedure
Received goods are being checked with the following parameters: 1.
Quality
2.
Weight
3.
Quantity
4.
Temperature
5.
Expiry Date
Proper documentation pertaining to any discrepancies is being carried out thru the following procedure: 1.
Notice of Error Correction (NEC) - LPO from agents who For Official Use
SOP Title: SOP Ref. No.:
Food Operations in Kitchen SOP / HACCP SOP/HP/01/AHL/KT/01
Version No.:
V1.0
Version Date:
18/03/2013
Page:
7/10
deliveries the goods
3.
Goods Received without Invoice (GRI) – Deliveries with only delivery note
The receiving officer coordinates with the store keeper of the main store, the store keeper of the Technical store and store keeper for further storage of stocks.
The receiving officer reports directly to the logistic manager and carried out the posting/encoding of goods using the Oracle system which includes: 1.
Local Purchase Orders
2.
Petty Cash Vouchers
3.
Delivery Receipt/Invoice
Determining item supplier’s code for new supplier without such code existing i.e. code creation.
5.3 Storage
Steps:
Standard: Procedure
Task:
Goods Return Advise (GRA) - Damaged and nearly expired returnable wrong items
Task:
2.
Once the receiving procedure is carried out the receiving officer handover the stock received to the respective store keeper for proper storage.
The storekeeper then arranges the stock in the racks with the help of the assistant store keepers and stored goods in accordance with FIFO system (Fist In First Out).
Items received from the receiving officer are being checked along with the invoice and arranged in stores.
The expiry of stock is being checked on daily basis by the storekeeper and assistance storekeepers.
The storekeeper receives day to day requisitions from the different outlets/concessionaires for which the issue of the stock is being checked by storekeeper to avoid discrepancies.
Issued stock location wise is being sent for police scanning from the stores to the police scanning area.
After the police scanned the stock, the assistant storekeepers supply the stock to the locations/outlets/concessionaires according to the requisition sent by the respective outlets.
The assistant storekeepers take the status of the physical stock and inform the store keepers regarding the same.
All necessary paperwork is been maintained by storekeeper in the dispatch procedure.
Inventory of the on hand stock is being carried out twice a month by the store keeper.
Reporting level is carried out from store hands till the logistic manager.
5.4 Delivery of Items
For Official Use
SOP Title: SOP Ref. No.:
Steps:
Food Operations in Kitchen SOP / HACCP SOP/HP/01/AHL/KT/01
Version No.:
V1.0
Version Date:
18/03/2013
Page:
8/10
Standards: Procedure
Delivery from store landside to airside (Sky City Deliveries) 1.
Truck with goods will go to A3 DFS warehouse for scanning.
2.
All goods will be scanned by police
3.
After scanning the items delivery truck will be sealed.
4.
Delivery trucks will airside next to ADAC HQ.
5.
Delivery truck will go to T1 gate # 19 and 21, for T3 it will go to receiving and delivery bay area.
ADIFC deliveries ( 2 deliveries a day) 1.
4am (breakfast/lunch goods)
2.
4pm (lunch/dinner goods)
Deliveries from catering building airside to gate 21. ADIFC items for T3 will go from ADAC main kitchen after dividing to T3 thru the terminal corridor, customs scanned to location.
Task: Steps: Procedure
5.5 System Transactions Standards:
System transactions taking place from all the stores to the outlets are being recorded in system by Data Entry Coordinator with the following responsibilities: 1.
Supporting day to day transaction process of inventory and purchase management system.
2.
Stock and price analysis.
3.
Sequence controlling.
4.
Report Generation on daily basis for fulfilling department needs.
5.
Generating the reports from the system as per requirements and as per the analysis finalising the summaries for the management’s review and decisions.
6.
Inventory reconciliation in the stores.
7.
Maintaining the attendance sheets of the departments and reporting to the HR department regarding the same.
For Official Use
SOP Title: SOP Ref. No.:
6.
Food Operations in Kitchen SOP / HACCP SOP/HP/01/AHL/KT/01
Version No.:
V1.0
Version Date:
18/03/2013
Page:
9/10
Monitoring, Evaluation and Review
Monitoring: Monitoring activity take place in all the stages from raising PR till delivery. Store keepers are keep on monitoring the stock availability as per the movements and consumption. The receipts and issues are monitor subsequently with PR. Evaluation / Review - process requires commitment in all the stages. At the time of raising PR for Stock has been deeply evaluated inform of consumption and seasonal changes if any. Same way for issues, the evaluation done on the stock availability. After reviewing the PR or issue get approved. The expiry of stock is being checked on daily basis by the storekeepers. After every 15 days stock has being monitored physically with the system reports.
7.
Potential Risks Risk
Control Measure
Unavailability of Security staff (Police)
Proper planning to mitigate this risk.
Failure of heavy vehicles due to Electrical or any problem.
This will be cover by taking the same facility from the mutual understanding of other subsidiaries.
Delay of delivery from the Supplier side.
Proper planning on time for ordering and issues as well as the plan B as another supplier back up.
In case of Police delayed scanning of frozen goods will lead goods to defrost which affects the quality of goods and hence spoiled.
This will be cover by the mutual understanding with Police department
8.
Exceptions
Exception on delivery only in case of emergency or events.
9.
Supporting Documentation and Tools
For Official Use
SOP Title: SOP Ref. No.:
Food Operations in Kitchen SOP / HACCP SOP/HP/01/AHL/KT/01
ERP System
Online CRQ
Email Request
Version No.:
V1.0
Version Date:
18/03/2013
Page:
10/10
10. Filing and Distribution
In Store Office, Sky City (Soft and Hard Copy)
In Category Manager Office - F&B Concession (Soft and Hard Copy)
This document is published in Workflo! On ADACNet to be accessible to all users.
Soft and hard copy with all F& B and All ADDF Concessions partners’.
It will be updated from time to time based on business requirement and approval from Hospitality Management
11. Change Log
Version No.
Document Creation, Review, Approval and Change Tracking
Actioned by Action Date (Name, Title, Department)
Change Effective Date
V1.0 V2.0
N.B. This document is UNCONTROLLED unless signed by an authorized person in the appropriate section of this document or viewed in Workflo! on ADACNet.
For Official Use