Operations Manual - Peachwave



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Operations Manual

v 1.0

Store Operators:

Welcome to Peachwave, we are excited to have you on board and look forward to a successful future.

The following manual is provided to assist you in the opening of your store. We have tried to answer some of the most common questions that may come up while the store is being constructed.

The first thing you need to know is that you can find the complete list of supplies as well as advertising info and much more on our Peachwave public file. You need to access this information immediately. Most of the information in this manual ties directly to the information on the public file.

So, how do I access the Peachwave public file? Very simple. Follow this link or type in;



Password is: pw1234

Once you have typed in the password you will have access to the public folder and you can view all of that information.

*It is very important that you go to the Peachwave public folder before you begin the store process. We can’t stress this enough because you will have access to all your lists from this folder.

We hope you find this manual very useful as you begin your Peachwave store.

Purchase List

The following information will assist with purchasing Equipment and Supply as well as a time frame to coordinate with store opening.

Construction of your store will take about 60 to 90 days depending on the amount of work needed on your space. Once the proper paperwork with Peachwave is complete and your lease is signed you may begin purchasing. You have been given a detailed list of what items you will need to get up and running but here we will break down specifics of the products as well as a timeline for ordering. Some equipment, furniture, or supplies take longer to get than others.

Things to order right away:

1. Yogurt Machines and Chiller. Both of these items can be delivered at a time of your choosing, however you will want to get the order in right away to ensure availability.

2. Interior Chairs, Tables, Sofas. The reason for ordering these up front is because sometimes they can take a long time to ship out (on some occasions we have seen up to 60 days). The last thing you want is to have a store ready with no furniture. Please have storage available in case they arrive sooner.

3. Refrigerators. You will need either need 1 three door refrigerator or 2 two door. You will need 1 one door freezer and the topping refrigerator. If you purchase these locally, you can wait until construction progress has been made.

4. Standoff Screws for panels. These are the decorative screws and fixtures used to hold up the large wall graphics. They need to be ordered online and don’t take up much space so it is recommended to go ahead and get them right away. Remember there are 4 of these standoffs in one set and it takes 2 sets per panel. So you will need about 7 sets to include smaller instruction panel.

5. POS System. The POS system will be one of the last things installed at your store but it takes time to order and ship so it’s a good idea to get the ball rolling right away. You will set up a time with your POS vendor in correlation with your store “soft opening” for installation and training. *Phone and internet need to be available at least 2 weeks before installation of the POS system.

6. Swing Kitchen Door. Again, this is something that is nice to get ahead of time and store for a short period so when the contractor is ready for installation you have it available.

7. Flavor Tag Frames. These are the acrylic holders for the flavor tags. They display the tags above the machines. Shipped in a small box so they don’t take up much room if you need to store them while build out is being completed.

8. Display Player. This player will run the program that will be on the TV behind the counter. It is a small item that will not take up much space if you have to store it a while while waiting for installation. Order it now though because it could take time to ship.

Purchase these Items about 30 days before opening:

1. Beverage Showcase. This is a display case for water/soft drinks.

2. Hot Fudge Maker & SS Jar: Will make delicious hot fudge topping for yogurt. The Stainless Steel jar is used for the hot fudge maker as the “can” to prevent rust in the maker.

3. Waffle Maker. Used to make the waffles that will fit into the peachwave cups for the customers who prefer a cone with their yogurt.

4. Money Safe. You can order this from Sams online.

5. Store Front Benches. These are benches for additional outside seating should you need them or not have any in place.

Kitchen Supply List

These items can be purchased right away and stored or about 15-20 days before opening. Our recommendation would be to first take the list to a local restaurant supply company and have them gather the items they have in stock or can order. While they are doing that you can order the few items that need to be purchased online. Finally, the rest can be purchased at a local SAMS/Costco or Wal-Mart. The following items are ones we have had questions on, it is not the complete list. *The complete list for all supplies is located on the public.peachwave page.

1. 1/6 size clear plastic pan (2 ½”) deep for refrigerated toppings: [pic]

2. 1/6 size drain tray: [pic]

3. 1/6 size plastic pan – Cover: [pic]

4. 1/6 size stainless steel Pan (2 ½”) deep for dry toppings: [pic]

5. 8qt PE round storage container for yogurt mix: [pic]

6. 8 qt PE Round storage container lid: [pic]

7. 18 qt PE Round storage container for yogurt mix: [pic]

8. 18 qt PE Round storage container lid: [pic]

9. 24-32 Oz measuring cup: [pic]

10. Drain Baskets for washing berries: [pic]

11. French Whip, Stainless steel, 12”-18”: [pic]

12. Moving Cart (SAMS/Costco): [pic]

13. Salad/Buffet Spoon, ½ oz, 8” Polycarbonate, NSF: [pic]

14. Small & Large food containers for storing berries & sliced fruits: [pic]

15. Waring Heavy Duty Immersion Blender, 12" Shaft # WSB50 : [pic]

Employment Information

In this section we will go over the process of hiring employees, and numbers. There isn’t a set in stone way to do this but from what we have experienced this will help get you started until you have a better feel for your store.

1. Store Hours - Before you can hire you will need to set up your store hours. Most stores keep hours of 10:00 - 11:00am to 10:00 - 11:00pm. Those are the main store hours. However, depending on the season, the hours can change. Some stores in year round warm climate may not want to adjust them much, if any at all. Stores in colder regions may choose to open later and close earlier during the peak winter months. You will get a feel for your own market and after some time doing business it will get easier to choose your hours based on market conditions.

2. Initial Hiring - Before your store opens you will need to hire employees. They will need to be hired and ready to go opening day. We have provided an application, W4’s, handbooks etc. which you can use on our public.peachwave page. A great time to train them to get a feel for the store is the “soft opening” so they need to be in place by that time. To gain interest there are several things you can do:

• Facebook – Start a facebook page and announce you are hiring.

• Newspaper – Put a now hiring ad in the local paper

• Store front – Place a now hiring sign on the store front window

If you use the suggestions above, typically we have not experienced any problems receiving plenty of applications. From time to time we also get applicants that go to the website and will apply at your store from there. If that happens we will forward those applications to you immediately.

So what about the number of employees to hire? It’s a great question and we would like to offer these suggestions. You will need to go through the interviews you have conducted & applications you have received to see the availability of people you like and hours that they can work. I would start by having two people in the mornings (one will work the back and be available to help in the front and one who just works the front) then depending upon the traffic, you can add another person in the afternoon & evenings. In most cases two people can maintain the store during all hours of operation. In the winter or during slow season, some stores maintain only one person in the morning and 2 in evenings.

In deciding how many to hire, it really depends on the number of hours and days that they can work in a week. So you may want to start by hiring 5-7 employees to allow for schedule differences.

As far as payroll is concerned that is something that can change depending on several variables. We do have some basic information to get you started until you are more familiar with your market conditions. Try to maintain the total payroll within $4K to $5K per month during slow seasons and little higher maybe like $6K to $8K during warmer weather. But it really depends on how many hours owners are involved, traffic of the business, and wage rate by states. Some stores may run around $7k to 8k per month throughout but may not have the manager salary to account for. Most stores start their employees at minimum wage for cashiers.

Employees Procedures

The following are some procedures you can put in place to help in the training of your employees and the day to day maintenance of the store. These are just guidelines for you to use. All stores have their own way of doing things so please use these examples for reference.

START –UP PROCEDURES AND TASKS

CLOCK IN AT POS

ALWAYS WASH HANDS BEFORE HANDELING FOOD ITEMS

CASHIERS:

PLACE ALL STORED TOPPINGS IN TOPPING AREA

REMOVE COVERS AND ADD SPOONS/TONGS

FILL TOPPINGS, CHECK QUALITY

CHECK & CLEAN AS NECESSARY YOGURT MACHINE TRAYS

ARRANGE DINING ROOM FURNITURE

CHECK DINING ROOM TRASH, FLOORS & SUPPLIES

CHECK & WIPE DOWN COUNTERS, FURNITURE AS NECESSARY

CHECK BATHROOMS FOR CLEANLINESS & SUPPLIES

CHECK WATER CROC & CUPS

CHECK BOTTLED WATER & BEVERAGE SUPPLY

CHECK AND SPOT WASH WINDOWS & SNEEZE GUARD AS NECESSARY

MANAGER:

OPEN POS AND CASH-IN

PLACE SPATULAS IN EACH YOGURT MACHINE AND STIR MIXTURE

AFTER MIX IS STIRRED PURGE ALL FLAVORS

TURN ON LIGHTS, LAMPS, TV’S, MUSIC AND OPEN SIGN

REVIEW DAY’S SCHEDULE

REVIEW ASSOCIATE ITEMS

STORE OPERATION PROCEDURES AND TASKS

ALWAYS WASH HANDS PRIOR TO HANDLING FOOD ITEMS

CASHIERS:

GREET & ASSIST CUSTOMERS

MONITOR TOPPINGS, CHECK QUALITY

CHECK & CLEAN AS NECESSARY YOGURT MACHINE TRAYS

MAINTAIN DINING ROOM FURNITURE ARRANGEMENT

CHECK DINING ROOM TRASH, FLOORS & SUPPLIES

TAKE FULL TRASH CONTAINERS TO OUTDOOR BIN AS NECESSARY

CHECK & WIPE DOWN COUNTERS, FURNITURE AS NECESSARY

CHECK BATHROOMS FOR CLEANLINESS & SUPPLIES

CHECK WATER CROC & CUPS

CHECK BOTTLED WATER & COKE SUPPLY

CHECK AND SPOT WASH WINDOWS & SNEEZE GUARD AS NECESSARY

CHECK AND MOP OR SWIFFER FLOORS AS NECESSARY

PREP TOPPINGS AS NECESSARY

WASH DISHES AS NECESSARY

PLACE OUTDOOR FURNITURE AS APPROPRIATE

MANAGER:

GREET & ASSIST CUSTOMERS

MIX YOGURT MACHINE HOPPERS REGULARLY

PURGE YOGURT SPIGOTS AS NECESSARY

CHECK REFRIGERATOR (BELOW 41) AND FREEZER (BELOW 32) TEMPS

MAKE ADDITIONAL YOGURT AS NEEDED

MANAGE TOPPINGS PREP

STORE TASKS WHEN TIME IS AVAILABLE:

WIPE KITCHEN APPLIANCES, TABLES, SINKS, ETC

WIPE UTILITY ROOM SINK AND WALLS

WIPE DINING ROOM WALLS/TILE, ESPECIALLY NEAR MACHINES & TRASH

WIPE FRONT OF TOPPING/POS COUNTER (ACRYLIC)

WIPE OUTDOOR FURNITURE AS NECESSARY

CHECK AND REPLACE LIGHT BULBS

CLEAN AREA UNDER POS

CLEAN TOPPING DROPPING BINS

STORE CLOSING PROCEDURES AND TASKS

ALWAYS WASH HANDS PRIOR TO HANDLING FOOD ITEMS

CASHIERS:

BRING OUTDOOR FURNITURE INTO STORE

REMOVE TONGS AND SPOONS FROM TOPPINGS

REMOVE & COVER APPROPRIATE TOPPINGS AND PLACE IN FREEZER

REMOVE & COVER APPROPRIATE TOPPINGS AND PLACE IN REFRIGERATOR

THROW AWAY LEFT OVER CANNED PEACHES, BANANAS & SIMILAR ITEMS

COVER REMAINING TOPPINGS

COVER REFRIGERATED TOPPINGS WITH PLASTIC/TOWEL AND SEAL

CLEAN TOPPING & POS AREA, WIPE SNEEZE GUARD

WIPE DOWN DINING ROOM FURNITURE & STACK CHAIRS

COLLECT TRASH & REPLACE LINERS

REFILL CUP SUPPLIES, NAPKINS, SPOONS

SWEEP DINING FLOORS AND MOP

CLEAN YOGURT TRAYS AND WIPE DOWN MACHINES

CLEAN BATHROOMS – SINK/TOILETS/MIRRORS

CHECK & REPLACE WATER CROC & CUPS IF NECESSARY

CHECK & REPLENISH BOTTLED WATER & BEVERAGE SUPPLY

WASH DISHES & WIPE DOWN SINKS

CLOCK OUT BEFORE LEAVING

MANAGER:

LOCK AND SECURE STORE AT CLOSING TIME OR WHEN APPROPRIATE

TURN OFF OPEN SIGN, MUSIC, TV’S, LAMPS

CLOSE TILL AND PREPARE DEPOSIT, RECORD PETTY CASH

REMOVE SPATULAS FROM YOGURT MACHINE HOPPER FOR WASHING

REVIEW ASSOCIATE ITEMS

Topping and Milk Supply

This will give you some suggestions to get started. Keep in mind that as time goes by you will have a better grasp on what works for you and your process.

Milk - There are a couple ways to get the milk. Probably the cheapest way would be to pick it up at Sams. In most cases we have found their milk prices to be the best. Depending on the business, it may be beneficial to open an account with the local milk company for delivery. It can usually be arranged for 2 or 3 times a week delivery. They do charge more since they are delivering, but if you find that you are using a lot of milk that might be more efficient than running back and forth to Sams. On busy days you might use up to 20 to 30 gallons a day. But in most cases expect to use around 8 to 15 gallons a day. On the day of opening you may want to purchase at least 20-25 gallons to get you started

Suggested Toppings - For the most part you can purchase your toppings from Sams or Wal-Mart. Feel free to check prices at other grocery stores or wholesale distributors. There are some specialty toppings that are purchased from US Foods. It is a good idea to get an account set up several weeks in advance with US Foods before opening. You will need to locate your local US food account rep and fill out an application before purchasing from US foods. This can be a timely process so do not wait until the last minute. There are other distributors for the specialty items but will vary from state to state so feel free to check around in your area.

Fruit is usually purchased from Sams. We suggest have the following amounts for opening day. Please keep in mind depending on how busy your store is could mean several trips to Sams a week. You do not want to overstock your fruit supply because it does not stay fresh for very long. You may find depending on the season fruits ruin quicker or stay fresh longer than they did in the past.

Nuts can be purchased from Texas Star Nut or Sams. This is usually the most costly topping so be sure you compare prices. Nuts have a long shelf life so you may want to buy in larger bulk such as 25-30 pounds especially for the pecans, wal-nuts, and sliced almonds

US Foodservice -

Texas Star Nut & Food Co. -

The following table can be used for stocking supplies for your opening.

| |Sam’s |Sky-J |Texas Nut |US Foods |Wal-Mart |

| |Club | | | | |

|Fruit |

|Strawberry |3 crates | | | | |

|Blueberry |3 boxes | | | | |

|Blackberry |1.5 crates | | | | |

|Raspberry |1.5 crates | | | | |

|Banana |1 bag | | | | |

|Kiwi |1 crate | | | | |

|Mango |6-8 (when available)| | |Okent Mango | |

| | | | |(2167948) | |

|Pineapple |3 | | | | |

|Grapes | | | | |2-3 pounds |

|Maraschino Cherries |3 jars | | | | |

|Dried Coconut Flakes | | | | |10 bags |

|Candy |

|Snickers |2 boxes | | | | |

|Heath |3 boxes | | |Chopped (2197218) | |

|Butterfinger |2 boxes | | |Chopped (8034431) | |

|M&Ms |2-3 bags | | | | |

|Skittles |2 bags | | | | |

|Reeses Pieces |3-4 bags | | | | |

|Reeses Miniature Cups | | | | |8 - 40 oz bags |

|Gummy Bears |2 bags | | | | |

|Gummy Worms |2 bags (not always | | | |10 small bags |

| |in stock) | | | | |

|Marshmallows | | | | |6 bags |

|Sprinkles | | | |1 carton | |

| | | | |(4540027) | |

|Chocolate Chips |2 bags | | | | |

|White Choc Chips | | | |1 box | |

| |Sam’s |Sky-J |Texas Nut |US Foods |Wal-Mart |

| |Club | | | | |

|Nuts |

|Pecans |4 bags | |10-30 pounds | | |

|Walnuts |4 bags | |10 – 30 pounds | | |

|Sliced Almonds |4 bags | |10-30 pounds | | |

|Cashews |2 cans - *salted | |5 pounds *unsalted | | |

|Cocoa Almonds |3 jars | | | | |

|Peanuts |1 can | |5 pounds | | |

|Cereal |

|Cocoa Pebbles | | | | |3 boxes |

|Fruity Pebbles | | | | |3 boxes |

|Capn Crunch | | | | |3 boxes |

|Golden Grahams | | | | |3 boxes |

|Cascandian Farms Organic | | | | |8 boxes |

|Granola Oats and Honey | | | | | |

|Other Toppings |

|Strawberry Boba | |1-2 cases | | | |

|Mango Boba | |1-2 cases | | | |

|Mochi | |2 cases | | | |

|Cheesecake Bites | | | |1 box | |

| | | | |(6671838) | |

|Cookie Dough | | | |1 box (6649891) | |

|Oreos |3 boxes | | | |10 pkgs |

|Graham Crackers |2 boxes | | | | |

|Pretzels |1 large sack | | | | |

|Mrs. Freshley’s Brownies | | | | |10 boxes |

|(or Wal-Mart brand) | | | | | |

| |Sam’s |Sky-J |Texas Nut |US Foods |Wal-Mart |

| |Club | | | | |

|Syrups |

|Hershey’s Chocolate Syrup |2 bottles | | | | |

|Honey |1 large bottle | | | | |

|Caramel Syrup | | | | |4 bottles |

|Butterscotch Syrup | | | | |3 bottles |

|Strawberry Syrup | | | | |3 bottles |

|A&W Syrup | | | | |3 bottles |

|Smucker’s Cupcake | | | | |3 bottles |

|Reese’s Shell Peanut | | | | |3 bottles |

|Butter | | | | | |

|Cherry Dr Pepper Syrup | | | | |3 bottles |

|Jolly Rancher Green Apple | | | | |3 bottles |

|Jolly Rancher Raspberry | | | | |3 bottles |

|Marshmallow Cream | | | |1 case (7327695) | |

|Yogurt Ingredients |

|Cream Cheese for |1 case | | | | |

|cheesecake flavor | | | | | |

|Peter Pan for Peanut |2 jars | | | | |

|Butter flavor | | | | | |

|Hot Fudge for hot fudge |2 jars | | | | |

|maker | | | | | |

|Dark Choc Fudge Mix for | | | | |4 boxes |

|chocolate fudge flavor | | | | | |

|Instant Coffee for coffee |2 jars | | | |2 jars |

|flavor | | | | | |

|Red Velvet Cake Mix for | | | | |4 boxes |

|red velvet flavor | | | | | |

|White or yellow cake mix | | | | |4 boxes |

|for cupcake flavor | | | | | |

| |Sam’s |Sky-J |Texas Nut |US Foods |Wal-Mart |

| |Club | | | | |

|Cleaning Supplies |

|These supplies are sold exclusively at Sams and most of them must be diluted. Please read instructions carefully! |

|Pro-Force Lemon |1 bottle | | | | |

|Disinfectant | | | | | |

|Pro-Force Glass Cleaner |1 bottle | | | | |

|Pro-Force No Rinse Floor |1 bottle | | | | |

|Cleaner | | | | | |

|Pro-Force Dish Detergent |1 bottle | | | | |

|Pro-Force Sanitizer |2 bottles (Bleach | | | | |

| |may be used but can | | | | |

| |cause stainless | | | | |

| |steel sinks to rust | | | | |

| |over time) | | | | |

|Pro-Force Bathroom & Tile |1 bottle | | | | |

|Cleaner | | | | | |

|Spray Bottles |1 package | | | | |

|Peachwave Clothing |

|T-shirts | |2 per employee | | | |

|Aprons | |1 per employee | | | |

|Visors | |1 per employee | | | |

|Other Supplies |

|Napkins |1 case | | |1 case (0417931) | |

|1 ounce soufflé cups (for | | | |1 box | |

|cheesecake bites) | | | | | |

|¾ ounce soufflé cups for | | | |1 box | |

|samples | | | | | |

*You can always add or remove toppings you think would benefit your store. Be creative!

Yogurt and Toppings Storage/Display

Yogurt is prepared in an 18 quart bucket and then poured into the hopper of the yogurt machine. The remaining yogurt mix is poured over into an 8 quart bucket that is labeled with the appropriate flavor label and stored in the refrigerator.

Fruit will have to be prepared and washed daily. To keep fruit fresh and colorful it is important to learn how to properly store and prepare all different varieties. Storage is simple – if you buy it from a chilled area at the store then keep it in the refrigerator. Other fruits such as bananas, kiwi, and mango should be stored at room temperature. However, after cutting kiwi and mango it will have to be stored in a chilled environment. Bananas must be prepared only when needed otherwise it will brown too quickly. We have learned to leave raspberries, blackberries, and blueberries in their original container until needed as well. When these berries are low, take out what you need and wash them thoroughly. Leave the remaining berries in the original container unwashed as the water will decrease the shelf life. Lastly, drain trays are used in the bottom of your display bins to help keep fruit from getting too soggy.

Displaying the chocolate will vary from store to store. Keep in mind some of the bins in the refrigerated topping display may collect condensation, so if chocolate toppings are displayed in this area it could become soggy. However, if it is displayed with the non refrigerated toppings it could melt if too close to a sunny window.

Cheesecake bites will have to be prepared in 1 ounce soufflé cups which can be purchased through US Foods. The bins that hold cheesecake bites and cookie dough both need to be stored in freezer every night. You may want to store other bins that hold chocolate items in the freezer overnight as well. This is truly a personal choice and over time you will find what works best for your store.

To keep your toppings fresh and your customers happy, be sure you are inspecting your toppings daily! Don’t keep dumping new toppings on top of old toppings. For example, if it is time to fill your fruity pebbles bin then start with a clean bin and fill it with fresh Fruity Pebbles. Take the old bin out and pour the remaining Fruity Pebbles in the new bin.

It is important to keep the topping area looking clean and well stocked. Please make sure your cashiers are constantly wiping down the topping area and refilling supply. The goal is to keep the toppings full so we do not give the appearance of old or leftover toppings in half empty bins. Use the drain pans for the fruit toppings because this will help drainage and keep the fruit from getting soggy as well as take up some space in the pan so you don’t have to put as much in.

Final Comment

We’ll keep this operational manual updated from time to time as we feel new ideas, procedures, or things that have been missed are brought to our attention. Therefore, please check the updated manual on a constant basis on our public folder public.peachwave page.

We are providing this manual in Microsoft Word format so that each operator can also revise things to their individual store need and use. Please feel free to share any new ideas, procedures, etc. that you feel can help other operators. We will then review it and make an update to this manual for future use.

Thank you.

Peachwave HQ

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