Preparation Management

• PREPRATION MANAGEMENT
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PREPRATION MANAGEMENT

Welcome to the Prep Management Module! This guide walks store and kitchen teams through daily tasks, time tracking, and shift wrap-ups so prep work stays organized and on schedule.

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1. Before You Start

• Who should use this guide: Kitchen prep staff, shift leads, managers.
• What you need: Your system login and any device with access to the Prep Management Module.
• Recommended daily routine: Review upcoming tasks at the start of every shift, update progress during the shift, and close out tasks plus shift summaries before clocking out.

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2. Getting Around

Area	What You’ll See	Why It Matters
**Dashboard / Task List**	All tasks for your station and shift, with status (Open, Running, Hold, Completed).	Launch point for the day; shows what needs attention now.
**Task Details Panel**	Task description, expected quantity, assignees, timers, stock info.	Gives everything you need to execute the task correctly.
**Shift Summary**	Overview of completed tasks, staff attendance, wastage, and cash-out.	Helps managers close the shift and report on performance.
**Prep Stock**	Inventory tied to prep tasks, batch numbers, expiry dates.	Keeps prep inventory accurate after tasks finish.

Tip: Star or favorite your station view so it opens first when you log in.

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3. Prep Process at a Glance

• Automatic setup: Tasks arrive each day without manual effort.
• Team planning: Leads confirm staffing and priorities during the first huddle.
• Live updates: Status changes keep everyone informed throughout the shift.
• Shift wrap-up: Managers close open items, update stock, and generate shift notes.

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4. Workflow Maps

A. Daily Shift Flow

Start of Day
     |
     v
Review Shift Task List
     |
     v
Assign/Confirm Team Members
     |
     v
Execute Tasks (Loop)
     |         \
     |          --> Pause/Hold (if needed)
     v
Complete Tasks + Update Prep Stock
     |
     v
Finalize Shift Summary
     |
     v
End of Day

B. Task Lifecycle (Swimlane Style)

Team Member            System Timer            Manager
-----------            ------------            -------
Select Task
    |                       |
    v                       |
Press "Start"  ----------> Starts Timer
    |                       |
Update Making Qty --------> Logs Progress
    |                       |
Need Pause?                |
    |                      |
Press "Hold"  ----------> Pauses Timer
    |                      |
Resume Work               |
    |                      |
Press "Start" ----------> Resumes Timer
    |                      |
Enter Final Qty ----------> Calculates Stock
    |                      |
Press "Complete" -------> Stops Timer & Marks Done
                           |
                           v
                      Manager reviews in Shift Summary

C. Prep Stock Update Loop

[Task Completed] --> [Final Quantity Entered] --> [Auto Stock Calculation]
         |                                               |
         v                                               v
  Stock Looks Right? ----> Yes ----> Done
         |
         v
        No
         |
         v
[Note Issue in Task] --> [Alert Manager] --> [Manager Adjusts Inventory]

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5. Daily Shift Checklist

At Shift Start

1. Log in and choose your company, branch, and station (if prompted).
2. Review the task list:
   • Morning shift (0) and evening shift (1) tasks are created automatically.
   • Look for urgent tasks (highlighted or listed at the top).
3. Assign team members if needed:
   • Check that every task has at least one assignee.
   • Add yourself if you’ll work on the task.

During the Shift

4. Open the task you’re starting, confirm ingredients/tools are ready.
5. Press “Start” to move status to <span class="editor-theme-code">Running</span> and begin the timer.
6. Update progress:
   • Adjust making quantity as you work.
   • Add notes on delays or issues.
7. Pause if needed:
   • Use <span class="editor-theme-code">Hold</span> when stepping away.
   • Restart from <span class="editor-theme-code">Hold</span> → <span class="editor-theme-code">Active</span> when you resume.

At Shift End

8. Complete tasks:
   • Enter final quantity and any wastage details.
   • Change status to <span class="editor-theme-code">Completed</span>; the timer stops automatically.
9. Review Prep Stock:
   • Confirm stock updates look right.
   • Flag discrepancies for the manager.
10. Submit shift summary (managers/leads):
    • Confirm attendance, cash-out, and wastage entries.
    • Generate report if required.

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6. Working With Tasks

A. Reading a Task Card

• Task title: Unique name, often includes the item (e.g. “Prepare Dough”).
• Shift type: Morning or Evening.
• Expected quantity: Target amount to prepare.
• Assigned team: Who is responsible; only listed staff can start the task.
• Timer: Shows how long the task has been running.
• Current stock: Remaining stock tied to the task (kitchen tasks only).

B. Visual: Status Buttons at a Glance

[ Open ] --> press Start --> [ Running ] --pause--> [ Hold ]
                               |                      |
                               |----finish task------>|
                                                    [ Completed ]

C. Starting a Task

1. Open the task card.
2. Check ingredients and tools.
3. Click <span class="editor-theme-code">Start</span> or <span class="editor-theme-code">Mark as Running</span>.
4. Verify the timer shows the start timestamp.

Remember: Only assigned employees can start the task. Ask a manager to add you if needed.

D. Updating Progress

• Making quantity: Update as you produce items during the shift.
• Notes: Add remarks, e.g. “Waiting for dough to proof” or “Need more containers.”
• Attachments (if available): Upload photos for quality checks.

E. Pausing a Task

• Choose <span class="editor-theme-code">Hold</span> if you must stop temporarily.
• Timer pauses automatically.
• Add a note explaining the pause (e.g. “Mixer maintenance”).

F. Completing a Task

1. Enter the final quantity.
2. Confirm any wastage or reasons (e.g. spilled mix).
3. Click <span class="editor-theme-code">Complete</span>. Timer stops and prep stock is updated.
4. Verify prep stock numbers (see Section 7).

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7. Prep Stock Basics

Kitchen tasks update prep stock when completed. Keep these points in mind:

• Stock quantity automatically adjusts based on the final quantity you entered.
• Batch numbers, expiry, production date help trace ingredients—enter them if prompted.
• Discrepancies should be reported immediately to your manager.

Quick Check: After finishing a task, open the linked prep stock entry. Confirm the new total matches what’s actually in storage.

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8. Shift Summary for Leads & Managers

Shift Close Storyboard

[All Tasks Reviewed] --> [Attendance Marked] --> [Wastage Logged]
          |                        |                     |
          v                        v                     v
     Spot-check timers      Confirm cash-out      Generate summary PDF
          |                        |                     |
          v                        v                     v
      Raise Issues? ----> Yes ----> Leave notes / follow-up
          |
          v
        No
          |
          v
    Finalize Shift & Archive

When to Use

• End-of-shift wrap-up.
• Mid-shift snapshot for quick reviews.

What to Review

• Total tasks: Count and status (how many completed vs. in-progress).
• Task duration: Total time spent, helps identify bottlenecks.
• Attendance: Present employees and managers.
• Wastage: Items, reasons, quantities.
• Cash out: If your location tracks shift cash collections.

Closing the Shift

1. Ensure all tasks are <span class="editor-theme-code">Completed</span> or marked with valid status.
2. Add attendance, wastage, and cash-out details.
3. Save the shift summary.
4. Download or email the report if required by policy.

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9. Troubleshooting for Store Teams

Issue	What To Do
**Can’t start a task**	Check if you’re listed as an assignee. Ask a manager to add you.
**Timer didn’t start**	Ensure you changed status to <span class="editor-theme-code">Running</span> . Refresh once; if still off, tell your manager.
**Task missing**	Confirm today’s shift is selected. Ask the manager if the daily cron ran or if the task was deactivated.
**Prep stock looks wrong**	Recheck final quantity entry. If still off, note the discrepancy and alert the manager.
**Stage change blocked**	Follow allowed transitions: Open → Running → Hold/Completed; Hold → Running/Completed. If stuck, call the manager.

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10. Quick Reference

• Statuses
  • <span class="editor-theme-code">Open</span>: Task is ready, not started.
  • <span class="editor-theme-code">Running</span>: Task in progress, timer on.
  • <span class="editor-theme-code">Hold</span>: Task paused.
  • <span class="editor-theme-code">Completed</span>: Task finished, timer off.
• Shift Types
  • <span class="editor-theme-code">Morning (0)</span> – Typically 6 AM to 2 PM.
  • <span class="editor-theme-code">Evening (1)</span> – Typically 2 PM to 10 PM.
• Task Types
  • <span class="editor-theme-code">Kitchen</span>: Requires final item, quantity, and prep stock tracking.
  • <span class="editor-theme-code">Cleaning</span>: Focused on housekeeping tasks.

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11. Best Practices

• Review the full task list at least twice per shift (start and mid-shift).
• Use notes to highlight issues; they help when reviewing shift reports.
• Always close timers before leaving—open timers can skew reports.
• Cross-check prep stock values with physical inventory weekly.
• Managers should spot check task durations to ensure realistic timing.

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12. Keep Improving

• Share feedback on task templates that need updates (quantities, timings, photos).
• Request new tasks through your manager if recurring work isn’t covered.
• Use shift summary reports in team huddles to celebrate wins and fix recurring issues.

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Need help? Contact your store manager or the support team listed in your main system documentation.

Let’s keep prep running smoothly—thanks for keeping the kitchen ready!

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