Gulf Marketing Group

Asset & Profit Protection Policies and Procedures

Location Handover Checklist – SOP

Date Issued: 20.11.2017
Issued No: 022
Document Ref. No: RM/22

Author: Ray Masouleh APP Director

Owner: Amin Nasser COO
Sponsor: Mohammed A Baker Deputy Chairman and CEO

This Policy and Procedure applies to:

All employees of Gulf Marketing Group

Revision History

Issue 1
Issue 2
Issue 3

Copyright Gulf Marketing Group 2014

The information in this document is proprietary to Gulf Marketing Group and had been provided on the basis that, unless otherwise agreed in
writing with Gulf Marketing Group, it shall not be copied or transmitted in any form to a third party.

As the information in this document is under continual development, users must ensure they have the most up to date version, available from
the Gulf Marketing Group HR Department. Unless otherwise indicated, this document is deemed to be uncontrolled and only valid on the date
printed.

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Table of Contents
Page
1. Overview 3
2. Responsibilities 3
3. Notice Period for Handover 4
4. Support Functions Responsibilities 4
4.1. Finance Department 4
4.2. Admin Department 4
4.3. Project and Facilities Departments 4
4.4. People Department (HR) 5
4.5. Asset and Profit Protection Department 5
4.6. IT Department 5
4.7. Government Relation and Leasing Department 5
4.8. Logistics 6
4.9. Brands and Operations 6
4.10. Marketing Department 6
4.11. Internal Audit 6
5. Handover Checklist 6
6. Internal Audit Verification 6
7. References 7
8. Authorized by Stakeholders Table 7

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 1. Overview

This Standard Operating Procedure explains the basic processes and steps to be taken when a Location
is subject to handover from one location in-charge to another. New store opening and closure are
explained in the Standard Operating Procedure entitled, “New Store Opening and Store Permanent
Closure”.

There could be a number of reasons why the business makes a decision to change the
ownership/accountability of a location from one person to the other, and could include:

• The current location in-charge is leaving the business

• The current location in-charge has been dismissed from the business
• The current location in-charge is considered for internal transfer to another location
• The current location in-charge deemed unqualified for the role

Very careful consideration is given before a final decision is made to handover a location from one
person to the other. As and when this applies, it is important to understand the correct processes
involved and who is available to support you with the transition.

2. Responsibilities

The new location manager/in-charge is the person responsible for ensuring the location has been
handed over properly from his/her predecessor and that all tasks are completed on time.

Therefore, the previous in-charge, line manager should be the first point of contact for any queries or
questions that may arise. Your line manager will also support you as required whilst coordinating with
all applicable support functions in the run up to the handover, which include:

Head Office Brand Team Asset & Profit Protection Department

Logistics Department Project Department
People Department (HR) Marketing Department
Admin Department IT Department
Finance Department (Inc. Insurance) Internal Audit
Government Relation Department Leasing Department
Operation/Brand Teams Facilities Department

Along with your direct line manager, an Internal Auditor from the Audit Department will also be
assigned to the location handover; they should be used to discuss any relevant issues to do with the
physical handover or key dates.

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 3. Notice Period for Handover

As much notice as possible will be given, typically a minimum of 4 weeks in most cases. There may also
be some rare occasions where the handover must happen without notice or the presence of the
previous person in-charge. Typically, this may be following an immediate dismissal or departure of the
previous location in-charge.

4. Support Functions Responsibilities

Below outlines a list of information/tools that each support function can provide to the arriving location
in-charge, in order to complete the handover process.

4.1. Finance Department

• Location cash amount including petty cash as per the updated affidavit
• Last day of trade under exiting in-charge reconciliation
• Any outstanding financial transactions
• Asset register
• List and quantity of financial documents (i.e. booklets, manual receipts)
• Banking and collection procedures
• Insurance cover
• Credit card machines
• Electricity and water bills

4.2. Admin Department

• List of available stationery (i.e. ladders)

• List of available appliances (i.e. fridge)
• Electricity and water connections
• Transportation
• Hangers and carrier bags order
• Damaged goods list
• Gift Voucher list

4.3. Project and Facilities Departments

• Location keys
• List of fixtures and shop fit
• List of equipment (MEP related)
• AMC contracts
• Outstanding maintenance issues
• Outstanding snag list
• Fire-fighting equipment list/status/service records/licenses
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 4.4. People Department (HR)

• Head count list

• Payroll mapping
• Staff under investigation (HR related)
• Staff’s profile (i.e. salaries)
• Staff training records (L&D related)
• Pending medical claims

4.5. Asset & Profit Protection Department

• Updated stock on hand list

• Last stocktake result
• Upcoming planned stocktake
• Updated lost and found register
• List of security equipment (i.e. CCTV)
• Spare keys
• Staff under investigation (APP related)
• Staff training records (APP related)
• Last risk assessments results (LP and H&S related)
• Outstanding incidents/accidents investigations
• Location safe
• Last store assurance checklist result
• Tags and pins

4.6. IT Department

• List of IT equipment (i.e. PCs)

• Number of PDAs
• POS updates/passwords
• Data and internet points/line
• Software license
• Telephone lines/bills

4.7. Government Relation and Leasing Departments

• Trade license
• Ministry approvals
• Lease agreement
• Landlord/Mall contact details
• Rent

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 • Outstanding fines
• Utilities update/payments/delays

4.8. Logistics

• Next delivery schedule

• Next pickup schedule
• Stock movement schedules
• Shipment discrepancies update

4.9. Brands/Operation

• Any outstanding customer complaints

• Customer data base
• Staff uniform procedures/outstanding orders
• Staffs training records (Ops/Brand related)
• Faulty stock status

4.10. Marketing Department

• Any upcoming events

• List of digital and marketing materials

4.11. Internal Audit

• Last audit result

• Any outstanding risk/issues from last audit assessment

Note: any other points not listed on the handover checklist or contained in the above listed points,
should be added to the checklist under “General Points or Specific to Location” sections.

5. Handover Checklist

The handover checklist is designed to capture all predefined points during the handover process. The
checklist must be completed by both the exiting and new location in-charge. In the absence of location
in-charge, the handover must be completed along with the line manager of the previous location in-
charge.

6. Internal Audit Verification

All location handover checklists will have to be verified and signed by member of GMG Internal Audit
team. Any discrepancies, highlighted issues and risks must be escalated to key stakeholder immediately.
A copy of signed/verified handover checklist must be retained at the location, with the second copy filed
with Internal Audit department.

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 7.

References
Location Handover Checklist

8.

Authorized by stakeholders (all pages should be initialed by all stakeholders)

Name Date Signature
Process Owner

Group Audit Director

Chief People Officer

Chief Finance Officer

Chief Operating Officer

Deputy Chairman & CEO

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