Miggins and Miggins Operations team

Work is not being planned geographically correctly and as a result, there is a lot of wasted time travelling and expenses are high. There is very little time to do administration.
There is some written documentation in the department this includes:
- MMCSOP001 Site Inspection report template
- MMCSOP002 Site Inspection Sign off sheet
- Recharging expenses Guidance
- MMCSOP003 Onsite Delivery Procedure (Draft)
There have been some initial thoughts around automating the process as there are a number of steps that are completed in hard copy but then transferred electronically but this all stopped with the departure of the previous Operations Director
MMCSOP003 Operations Procedure
This procedure is designed to ensure Miggins and Miggins deliver a consistent level of service to all our customers regardless of the consultant delivering the service.
Basic Steps
- Check for new orders by logging on to email system using credentials. Passwords must be changed every month and be a minimum of 12 characters. You cannot use the same password and put a number on the end to make it different. There are protocols in place to prevent this. It is against company policy for you to write this down in any note or similar. The only exception to this rule is you may store it in a company authorised password manager.
- Send an email to the customer confirming the visit and any other necessary information such as vehicle registration number, special access requirements and expected arrival time on site. If there are any discrepancies between the customer order and arranging the visit, the customer must be contacted to resolve the issue. Before contacting the customer check the Consultancy calendar to ensure availability. In the case of a double booking, try and arrange with another consultant to cover the work. If this is not possible, telephone the customer as soon as is practical.
- Attend site and conduct visit. Before leaving the site to obtain customer signature for all consumable used onsite. This must be completed on Form MMCSOP002 in the space provided.
- Leave Feedback form with the customer for completion
- Notify Operations Coordinator prior to leaving the site of any issues and that the job has been completed.
- Complete all rechargeable expenses in the system and notify finance of completed job number and overall expected job costs placing the job at Status code ‘AI01 Awaiting Invoice’ without the job being in this status finance cannot process the invoice.
MMCSOP001 Miggins and Miggins Inspection Report
Inspectors Name: | Â |
Tel: | Â |
E-mail: | Â |
Inspection report date: | DD-MM-YYYY[amend to issue date] |
Organisation name | Â |
Site Address | Â |
Key data from site inspected | [The row names may need to be amended dependent upon the type of site.] |
This inspection report may only be reproduced in its entirety and must not be circulated or published without the Miggins and Miggins consent, nor may any additions be made to the report.
Background and general Information
Reason and cause for inspection
 [Include a short paragraph describing the reason and scope of the inspection, but not a copy of the notification letter with the list of items.]
Summary and Discussion
[Provide the scope of the inspection and describe what was inspected]
Date | Â |
Print name | Â |
Function | Â |
Signature | Â |
MMCSOF001 Visit Completion Sheet
MMCSOF001 Visit Completion Sheet
Task | Comments | Consultant Initials | Customer Signature |
Identify all areas in scope | Â | Â | Â |
Materials used | Â | Â | Â |
Conduct Inspection of the area | Â | Â | Â |
All areas in scope inspected | Â | Â | Â |
Inspection completed signatures
Consultant ……………………………………………………………………………
Customer ………………………………………………………………………………
Date ………………………………………………………………………………………
Expenses Claim form
Expense Claim Form | Â | Â | Â | Â | Type of Expense: Personal Credit Card | Â | Â | Â | Â | Â | Â |
---|---|---|---|---|---|---|---|---|---|---|---|
Miggins and Miggins Limited | Â | Â | Â | Â | Car Details: | Â | Â | Employee: | 0 | Â | Â |
Miggins House, | Â | Â | Â | Â | Make: | 0 | Â | Department: | 0 | Â | Â |
Letsbe Avenue, Anytown, AT99 4sQ | Â | Â | Â | Â | Model: | 0 | Â | Period of Claim: | DD/MM/YYYY | Â | Â |
Tel: 0330 293 9999 | Â | Â | Â | Â | Engine cc: | 0 | Â | Â | Â | Â | Â |
 |  |  |  |  | Fuel Type: | 0 |  | Bfwd Mileage | 0 |  |  |
 |  |  |  |  |  |  |  | Total Mileage | 0 |  |  |
Please note your expenses need to be completed and passed to Business Operations by the end of the first full week of the month. | Â | Â | Â | Â | Â | Â | Â | Â | Â | Â | Â |
Date of expense | Date of Visit | Customer Visited | Rechargeable Y/N | Receipt | Type of Expense Incurred | Description | Mileage | Mileage Amount | Personal expense | Company credit card expense | Department Budget |
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 |  |  |  |  |  |  |  |  |  |  |  |
Totals: |  |  |  |  |  |  | 0 | £0.00 | £0.00 | £0.00 |  |
 |  |  |  |  |  |  |  |  |  |  |  |
Notes: |  |  |  |  |  |  | Total amount due: |  | £0.00 |  |  |
1) Mileage allowances 45p per mile up to 10K miles | Â | Â | Â | Â | Â | Â | Â | Â | Â | Â | Â |
(rate reduced to 25p after 10K miles) | Â | Â | Â | Â | Â | Â | Â | Â | Â | Â | Â |
2) Please print two copies – attach credit card receipts to one and personal receipts to other, along with any fuel receipts | Â | Â | Â | Â | Â | Â | Â | Â | Â | Â | Â |
 |  |  |  |  |  |  |  |  |  |  |  |
Submitted by: ____________________________ | Â | Â | Â | Â | Â | Â | Approved by: _________________________________ | Â | Â | Â | Â |
 |  |  |  |  |  |  |  |  |  |  |  |
For any expenses claimed you will be required to provide a valid receipt. If there is no receipt the expenses are not guaranteed to be refunded. | Â | Â | Â | Â | Â | Â | Â | Â | Â | Â | Â |
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