Ensure the blind entrepreneur is following policies and procedures

Brandon Gaynor of Rancho Cucamonga

PURPOSE STATEMENT

The purpose of this module is to provide a foundation for the Business Consultant to understand their responsibilities to both the state licensing agency and the blind entrepreneurs with whom they work.

LEARNING OBJECTIVES ❑

The consultant will be able to understand his/her responsibilities to the blind entrepreneur. The consultant will be able to understand how to balance the responsibilities to both the SLA and the blind entrepreneur.

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The consultant will be able to understand his/her responsibilities to the SLA.

There are 49 states that have a business enterprise program, as well as three of the U.S. territories. Even though the states may have di erent rules, policies, and procedures, the basic role of the business consultant is the same.

INTRODUCTION

Counselor? Consultant?

Specialist? Agent?

WHO AM I?

Am I an administrator / regulator making sure all policies and procedures are followed?

ADMINISTRATOR VS. CONSULTANT Am I a consultant who helps the blind entrepreneur improve his/her business?

Administrator

As a Business Consultant, you have to balance your role as an administrator/ regulator with that of a consultant. We will start by discussing your role as an administrator.

BOTH!

ADMINISTRATOR ROLE There are numerous administrative responsibilities. These include: ▪

Ensuring the blind entrepreneur is following the policies and procedures as set forth in your state

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Ensuring the blind entrepreneur is abiding by the permit

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Ensuring compliance with other regulatory agencies such as the Health Department and Department of Revenue

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Conducting inspections of the vending facility

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Conducting facility financial reviews

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Serving as liaison with property management

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Maintaining effective working relationship with other staff, managers, customers, suppliers, etc.

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Marketing

Let’s look at these responsibilities in a bit more detail.

ENSURE THE BLIND ENTREPRENEUR IS FOLLOWING POLICIES AND PROCEDURES

Each state has their own rules which blind entrepreneurs are required to follow and there are consequences if the blind entrepreneur does not follow the rules. You need to know these rules and be able to explain them clearly to your blind entrepreneurs. You also need to be familiar with your SLA’s disciplinary policy if a manager is not in compliance with the rules.

The permit is the agreement between the SLA and property management which allows the SLA to operate the vending facility on the property. It outlines any speci c requirements for the operation of the facility such as hours of operation, type of facility (snack bar, cafeteria, vending, etc.), products that can be sold, insurance required, etc.

When a blind entrepreneur accepts a vending facility, they are agreeing to adhere to the terms of the permit. It is your responsibility to be sure the entrepreneur is doing so.

ENSURE THE BLIND ENTREPRENEUR IS ABIDING BY THE PERMIT

It is your responsibility to ensure that your blind entrepreneurs are providing and maintaining food at the correct temperatures and in a clean and safe environment. In order to do that, you need to know the health and sanitation requirements of your state and county Health Departments. State and county requirements can sometimes vary.

You should also know the ling requirements for the Department of Revenue in your state. You need to provide technical assistance to your entrepreneurs on these ling requirements and verify that they are ling on time and paying sales tax as required.

ENSURE COMPLIANCE WITH OTHER REGULATORY AGENCIES SUCH AS THE HEALTH DEPARTMENT AND DEPARTMENT OF REVENUE

Even though the Health Department does facility inspections, you should also be doing inspections. The Health Department •inspections more on what Is it meeting theare required healthfocused codes? could cause a food borne illness. That is extremely important and you should focus on • Is the facility neat or cluttered? that as well. •

Are the walls and floors clean?

•

Are the shelves/machines well stocked with a good variety of fresh merchandise?

•

Are the manager and their employees well groomed and dressed appropriately?

•

If I were a customer would I want to come here to eat or get product from the machine?

•

How does the appearance affect the image of not only this facility/manager but the program as a whole?

However, as a business consultant, you should also look at the overall appearance of • Are the vending machines clean inside and out? the facility. Ask yourself the following questions.

FACILITY INSPECTIONS

General cleanliness of the facility and equipment •

The facility should be clean and inviting.

•

Floors, walls, tables, chairs, counters and shelving should be clean and in

•

All food service equipment should be clean and sanitary – both food and nonfood contact services.

•

Vending Equipment should be clean and in good repair.

Inside of machines should be clean and free of crumbs and spillage.

Outside of machines should be clean including the tops of machines.

Delivery areas should be clean and free of crumbs and spillage.

Shelves should be clean and free of crumbs and residue.

Glass should be free of ngerprints and smudges.

good repair.

Appearance of the blind entrepreneurs and employees

❑ •

Blind entrepreneurs and employees should be dressed professionally.

•

Blind entrepreneurs and employees should maintain a high level of personal hygiene.

All equipment is functioning

All equipment should be functioning properly.

•

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Ensure that blind entrepreneurs are paying the appropriate amount of set aside fees if your state requires them.

Ensure that the RSA-15 federal report submitted to the U. S. Rehabilitation Services Administration is accurate.

Ensure that blind entrepreneurs are aware of areas that may be impacting pro ts.

REVIEW VS. AUDIT

YOUR FOCUS ON REVIEWS

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Labor Costs – What percentage of sales does labor represent? Are the vendor’s labor cost negatively a ecting the bottom line?

Food Costs – What are the food cost percentages and how are these a ecting the vendor’s net pro t?

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Pricing – Is the vendor marking up his products appropriately to ensure a fair return?

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BACK TO BASICS Sometimes it starts with the very basics and that is making sure your licensed blind vendors know how to submit reports based on the requirements of your state. You should also be sure licensed blind vendors are documenting all sales and expenditures correcting by reviewing their documentation.

WHEN YOU DISCOVER DEFICIENCIES IN ANY OF THE ABOVE AREAS, YOU SHOULD:

Discuss actions the entrepreneur can take to correct the problem.

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Follow your SLA’s policy if disciplinary action is required.

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Document the violation and the discussion with the blind entrepreneur.

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Discuss immediately with the blind entrepreneur, preferably in private.

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If you do have to address deficiencies, do so in a positive manner. Explain how the problem is negatively affecting the business and how correcting the problem will improve their business.

When you are performing your administrative responsibilities within a facility, you do not want the blind entrepreneur to view you as the Business Enterprise Police, trying to find something wrong. You want to go into facilities with a positive attitude.

You are the liaison between property management and the SLA. It is up to you to build a good working relationship with your property managers. You should always go into meetings with a positive attitude and willingness to work together to resolve any issues. There may be times when disagreements arise between the blind entrepreneur and property management. You must have the ability to act as mediator to resolve the con ict.

You should not make the mistake of believing it is up to you to x all problems or that property management should come to you with all issues. Property management should be encouraged to discuss issues with the blind entrepreneur and resolve problems without your intervention whenever possible.

LIAISON WITH PROPERTY MANAGEMENT

Maintaining e ective working relationships is vital as a business consultant. You will work with all types of individuals with all types of personalities. You cannot allow personal feelings or opinions to interfere with maintaining a professional relationship.

It is important to treat each individual with respect. You should be honest and fair with everyone.

MAINTAIN EFFECTIVE WORKING RELATIONSHIP WITH OTHER STAFF , MANAGERS, CUSTOMERS, SUPPLIERS, ETC.

MARKETING

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Marketing to government locations

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Marketing to private businesses

Marketing to vocational rehabilitation

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Another responsibility you may have in your state is marketing the BE program.

BUSINESS CONSULTANT ROLE Now let’s talk about your role as a consultant/advisor.

Webster’s de nes a consultant as “one who gives professional advice or services.”

The most important responsibility you have is to provide consultation to your blind entrepreneurs that will help them to operate their businesses e ectively and pro tably.

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MANY ROLES

FACILITY SITE VISITS You should be visi ng your facili es on a regular basis. There are several things you should look at each me you are at the facility and provide feedback to the blind entrepreneur as appropriate. ❑ Quantity ❑ Overall

and variety of merchandise

appearance of the facility

❑ Appearance

equipment is functioning ti

❑ All

of the manager and employees

FACILITY EQUIPMENT It is your responsibility to:

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Stay abreast of equipment updates through regular contact with equipment suppliers

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Ensure that equipment is maintained and in working order

Ensure blind entrepreneurs are properly trained on all equipment

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Ensure your facilities have the equipment needed to meet the requirements of the permit and the demands of the customers

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FINANCIAL INFORMATION Reviewing the nancial information for the facility can provide valuable insight into how the facility is operating. Let’s look at some of the areas you should review and what they can tell you. 5 3.8

Net Profit Sales Column3

2.5 1.3

Sales ➤

Identify trends

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Identify problems if sales are declining yet other factors are consistent

Gross Pro t ➤

Abnormal uctuations could mean issues with inventory control,

pricing, or theft

Net Profit • Abnormal fluctuations could mean issues with labor costs, fixed expenses, or variable expenses Purchases • Purchases should be reported accurately • Purchases should be proportionate to sales

YOUR ROLES AS AN ADVOCATE

Renovating (upgrading facilities)

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Resolve complaints

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BEP Management

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Expanding the business

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BALANCING THE ADMINISTRATOR AND CONSULTANT ROLES Have you ever walked a tight rope? In a sense, that is what it seems like at times when working as a BE Consultant. Although these are two aspects of the job that you have to perform, many of the responsibilities overlap. For instance, on the site visits you will be performing not only the role of consultant but also as administrator ensuring compliance to the rules, permit, health

regulations, etc.

WHAT YOU ARE NOT:

Supervisor

WILL BLINDNESS PLAY A ROLE?

THANK YOU