Student Assistant Manager Manual

East Side Market224 Beach Road Ames, IAPh. 515-294-4934

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Username, Passwords and

Codes

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East Side Market Usernames, Passwords and Codes

Computer:Username: eastmgrPassword:Register and Returns:4934Training Mode Code:666666

Order CodesLaundry Order:Created on CBORD in a Food Store Grocery OrderReference Code – ESM FSChange code to F

Produce Order:Reference Code – Cstore Produce OrderChange code to P

Chip Order:Now created on CBORD in Food Store Grocery OrderReference Code – ESM FSChange code to F

Cheese Order:Now created on CBORD in the Food Store Grocery OrderReference Code – ESM FSChange code to F

Food Store Order:Reference Code – ESM FSChange Code to F

Pop Orders:Reference Codes –

S1 (Daily Pop Order)S2 (Direct Drop Order)

Grocery Order:Account Number/Username – 52650Password – MHCS

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East Side Market Ordering Information

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Laundry Order:Laundry orders are now placed through Food Stores in CBordFood store orders are placed every day, check the back room for laundry on handDo not order grayed itemsBar Towels and Wash Cloths can only be ordered in increments of 25During breaks order extra mops and rags for cleaning

FOOD STORE ORDER: GROCERYCREATING ORDER ON CBORD BY 11AM

1. ISSUING2. REQUISITION3. NEW ORDER...FROM EXISTING TEMPLATE4. OKAY5. SELECT CLEAR ALL6. SELECT FROM UNIT…FOOD STORE P P7. SELECT TO UNIT…EAST SIDE MARKET8. OKAY 9. SELECT ORDER W/ DESCRIPTION: ESM FS ORDER10. NEW11. CHECK/FILL THESE AREAS

DELIVERY DATE REFERENCE CHANGED TO F APPROVED BY: YOUR NAME TO UNIT: EAST SIDE MARKET

12. FILL IN QUANTITIES13. SAVE AND PRINT REQUSITION

NO EMAILS

Laundry Order-Build toItem Name Uni

t Build To Order

Laundry Service Apron Black Ind 1Laundry Service Bag Ind 7Laundry Service Bar Towel Ind 75Laundry Service Mop Dust 24" Ind 1Laundry Service Napkins Red Ind 14Laundry Service Oven Mitt IndLaundry Service Wash Cloth White Ind 75

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Bib Orders:

Ordered on Wednesday by 11am for Friday Delivery ANDSunday by 8pm for Wednesday Delivery

Basic Procedures: 1. Find order form in folder on desktop2. Change date and delivery date on form3. Fill in quantities needed 4. Save and Print5. Send as an attachment to CokeNow@coca-cola.com6. Hang on orders pending clipboard

CO2 Orders:

Ordered on Wednesday by 11am for Friday Delivery ANDSunday by 8pm for Wednesday Delivery

Basic Procedures:1. Find order form in folder on desktop2. Change date and delivery date on form3. Fill in quantities needed 4. Save and Print5. Send as an attachment to CokeNow@coca-cola.com AND Karen Rodekamp6. Hang on orders pending clipboard

**DO NOT ORDER GRAYED OUT ITEMS

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East Side Market Basic Ordering Procedures

MARTIN BROTHERSCREATING ORDER ON CBORD BY 11AM

1. PURCHASING2. ORDERS3. CREATE A NEW ORDER…FROM AN EXISTING TEMPLATE4. SELECT VENDORS. MARTIN BROTHERS5. SELECT UNIT…EAST SIDE MARKET6. OK7. MAKE SURE IT STATES EAST SIDE MARKET MARTIN BROTHERS ORDER8. NEW9. FILL IN OR CHECK

VENDOR: MB UNIT: ESM ACCT #: DELIVERY DATE: DESCRIPTION: ESM MB ORDER SJ (ADD YOUR INITIALS TO THE END)

9. FILL IN QUANTITIES10. SAVE AND PRINT REQUISTION11. HANG ORDER ON ORDERS PENDING CLIPBOARDNO EMAILS

FOOD STORE ORDER: PRODUCE1. ISSUING 2. REQUISITION3. NEW ORDER…FROM AN EXISTING TEMPLATE4. OKAY5. SELECT CLEAR ALL6. SELECT FROM UNIT…FOOD STORE P P7. SELECT TO UNIT…EAST SIDE MARKET8. OKAY9. SELECT THE ORDER W/ DESCRIPTION: CSTORE PRODUCE ORDER10. NEW11. CHECK/FILL IN THESE AREAS

a. DELIVERY DATEb. REFERENCE CHANGE TO Pc. APPROVED BY: YOUR NAMEd. TO UNIT: EAST SIDE MARKET

12. FILL IN QUANTITIES13. SAVE AND PRINT14. EMAIL MIKE NOSTWICH AND FOOD STORES

a. REQUISITION NUMBERb. DELIVERY DATEc. DELIVER TO ESM

If a box pops up stating that an order does not exist Click CLEAR ALL

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FOOD STORE ORDER: GROCERYCreating order on Cbord by 11am

14. ISSUING15. REQUISITION16. NEW ORDER...FROM EXISTING TEMPLATE17. OKAY18. SELECT CLEAR ALL19. SELECT FROM UNIT…FOOD STORE P P20. SELECT TO UNIT…EAST SIDE MARKET21. OKAY 22. SELECT ORDER W/ DESCRIPTION: ESM FS ORDER23. NEW24. CHECK/FILL THESE AREAS

DELIVERY DATE REFERENCE CHANGED TO F APPROVED BY: YOUR NAME TO UNIT: EAST SIDE MARKET

25. FILL IN QUANTITIES26. SAVE AND PRINT REQUSITION

NO EMAILS POP ORDERSCreating order on Cbord the night before you want an order

1. ISSUING2. REQUISITION3. CREATE A NEW…FROM AN EXISITING TEMPLATE4. OK5. SELECT CLEAR ALL6. SELECT REFERENCE UNDER “WHAT FIELDS DO YOU WANT TO SELECT BY?”

A. S1 (DAILY POP ORDER)B. S2 (DIRECT DROP POP ORDER)

7. NEW8. APPROVED BY: YOUR NAME9. CHANGE DATE TO DELIVERY DATE10. CHANGE “TO UNIT” TO EAST SIDE MARKET11. FILL IN QUANTITIES12. RIGHT CLICK UPPER GREY AREA AND SELECT REMOVE ALL ZERO QUANTITIES13. SAVE AND PRINT14. OPEN A NEW EMAIL

A. TO: KAREN RODEKAMPB. CC: SUSAN ABBOT, SHAWN JACOBS, FOOD STORESC. SUBJECT: TYPE OF ORDER (DAILY OR D-DROP)

15. HANG ORDERS ON ORDERS PENDING CLIPBOARD

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Safe, Registers, and Drawers

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East Side Market Safe and DrawersDiscounts/Coupons:

Ring up item(s) Push: Pay Discounts Use Appropriate Discount/Coupon If the appropriate discount/coupon is not listed, then use the Open $$$ or Open %%%

button All coupons must say East Side Market or All ISU Dining Locations in order to be

accepted Check the Expiration Date Coupons get dropped with the drawer’s deposit slip

Laundry Cards: Customer Cost: $10.50 but is pre-loaded with $10 (found under retail button) Cannot be purchased with Dining Dollars (D$) Cannot be reloaded with addition money Remaining balance can be used anywhere that accepts CyCash Management must supervise the sale

Credit Cards: Receipts must go in the drawer If a customer would like a receipt fill the Credit Card Receipt out Purchases over $20 require a signature on the receipt that goes in the drawer Second Option: if a customer needs a receipt, sign into the training mode (666666) and

ring everything up, use cash as the payment method (no cash will actually be paid) then print the receipt. SIGN REGISTER BACK IN UNDER ORIGINAL WORKER

Offline: When the register says its offline, CyCash, Credit Cards, Laundry Cards an Gift Cards

CANNOT be accepted. Meal Bundles still work (only cash and D$) Tell the customer to use the ATM outside the store if they have no other form of

payment If it does not automatically sign online, go to Function Screen and then push Exit Offline Call Charley Braun, System support specialist, refer to Micros Register problems

Training Mode: Sign in #: 666666 This mode is not always up-to-date, but it is a way to train new management or staff

how to run the registers Use when checking items that do not scan

Drawers: Drawers must be counted on the counter by hand sink or on the safe(lock back door) Face all bills in the same direction When in the safe, a drawer should:

o Equal exactly $100.00, no exceptionso Contain no coupons, receipts, or checkso Contain no $1 or $0.50 coins, and/or $20, $10 or $2 bills

How much change/cash should be in each drawer?

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Have more than half a roll of each coin About $30 in one dollar bills The rest of your money is for $5

Change Order: Change Orders are done Sunday Thursday nights It is to be done at close, no earlier No big bills($20, $10) are to be left in the safe at night, no matter how small the change

order is still must be placed

Change Order/ Build ToTodays Date:Initials

Location: ESMChange Needed

Enclosed Is: $1400Send: $Amt. # of bills/rollsFives $600 120Ones $450 450Quarters $200 20Dimes $100 20Nickels $40 20Pennies $10 20

The amounts above are the build to amounts.The White Slip stays in the safe until the change order is returned and countedThe Yellow, Pink, and Green Slips go in a locked change order drop bag with the correct amount.Sign the Cash Bag Sign In/Out Sheet (in the operation column, write Change Order)

Cash Bag Sign In/Out SheetDATE TIME EMPLOYEE NAME OPERATION BAG # IN OUT NAME DATE TIME6/5 3PM John Doe Change/Cash 15 X Don’t fill

Safe: Passcode: **-**-**# only managers will have the 6 digit code

After the 6digit code hit pound(#)

Follow the Change Order Sheet for the build to There are 3 drawers, each containing $100.00. The Safe should always each $1,400

including the change order that is coming in. Total: (3x$100) + $1,400 = $1,700 Drop a bag short or long if any of these are not correct The safe and drawer should never be short, take from cash bag so the bag is short/long

Change Order Example and Procedures

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Procedures:1. Count all drawers and the safe2. Make sure the drawers have $100 (3drawers x $100= $300)3. Make sure the safe equals $14004. If there is a White Change Order Sheet in the safe, add that to your total to equal $14005. If you are over $1400 put that overage in Shawn’s drawer6. Count all your large bills ie. $10s and $20s 7. If you have $120 in $10/$20s that is the amount you use for the change order8. Follow your Change Order Build To that is taped to the inside of the safe door for how

many Fives, Ones, Quarters, Dimes, Nickels, Pennies you need

Example 1: You have $120 in $20/$10Change Order/ Build To

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Todays Date:Initials

Location: ESMChange Needed

Enclosed Is: $1400

Amount you have in the

safe

Amount you need

$120

Send: $Amt. # of bills/rolls $ Amt. (build to – amount you have)

Fives $600 120 $500 $600-500= 100Ones $450 450 $440 $450-440= 10Quarters $200 20 $200 $200-200 = 0Dimes $100 20 $90 $100-90 = 10Nickels $40 20 $40 $40-40= 0Pennies $10 20 $10 $10-10= 0Total $1,400 $1,280 $120

Payroll InformationTracytime

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East Side Market PayrollTime Keeping (tracytime)TracyTime Keeping System, a web bases system accessible through AccessPlus, ties into the time clocks to provide employee time date. The management team can adjust and alter an employee’s time to fix errors throughout the system.

Before use you must be authorized and sign a confidentiality agreement as well as receive training from Cheryl Mauer at the payroll office in 2415 Friley.Log in: For Employees Checking Hours

1. Sign into AccessPlus2. Select Employee tab along the top right3. Select Payroll Tracy Time on the left hand column4. Login: Student ID #5. Password: Last 4 digits of your ID#

Payroll Time Sheet (Example): I:\All Staff\Retail\Retail Admin\East Side Market\Eastside Market\Forms\PAYROLL TIME SHEET.doc

DATE NAME (INCLUDE LAST INITIAL) IN OUT REASON INITIALS

5/17 Liz B. 9a 12:12p Forgot Card JT5/18 Marshall H. 2:06p 12:20a Forgot JT5/22 Mallory T. 6:30a 9:40a Forgot EB

5/26 Marshall H. 6:30a 3p Forgot Card EB

6/1 FAXED ------ ------ ------ EB

Put your initials in the far column once you have added it to Tracy Ultraview, and it is not missing any information.You cannot add your own payroll to Tracytime Ultraview.

Fixing Payroll (Tracy Ultraview):

1. Use Internet Explorer2. Login to AccessPlus3. uBusiness tab4. Payroll-Tracytime5. Continue6. Maximize Window7. Login8. UltraView9. Fix Payroll10. For other Payroll Information refer to the Official Payroll Packet

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Things Managers should look for while on Tracy Time:Check each employee’s weekly hour limit (40 for merit, 20 for students), odd or inconsistent clock in/out times, odd or inconsistent frequency of work, and anything else that appears out of place.

To correct a red cell, clock on the field and enter the needed information based on the employees schedule or manual time log. Enter a reason for the manual entry in the comments field. This leaves an electronic audit trail to track reasons for manual changes

Submitting payroll1. Double check payroll Tracy Ultraview

a. There should be no red cellsb. Check number of hours/week for mistakesc. Email anyone over 20 hours or that has lost their card

2. Fax Payroll Time Sheet to Carl Chumos at 415413. Email Cheryl Maurer and Carl Chumos

a. Let them know payroll is completeb. Let Cheryl know if any employees quit

Payroll Submission dates for 2016:

August 2016 Pay Increases:

Start 480 hours 640 hoursRegular $9.00 1 Reg $9.50 2 Reg $9.75 3 RegLead $10.00 1 Lead XXX 2 Lead $10.25 3 LeadSupervisor $10.50 1 Supv $10.75 2 Supv $11.00 3 SupvSAM $15.00 1 SAM XXX 2 SAM $15.30 3 SAM

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Schedule Source

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East Side Market Schedule SourceTo have access to Schedule Source, you need to be approved by Carl Chumos. Then you will need training from DSSO who will also set up an account.

Hiring/Reviewing new applicants:1. Always use Google Chrome..Search Schedule Source ISU or clock on

teamwork.enterprise in the bookmarks bar2. Click on “enterprise” near the top of the screen 3. Log in

a. Code: ISUb. Use: your usernamec. Password: ****

4. Click “Recruiting” at the top of the page then select “People”5. Select “Filter” a box will pop up to filter out applicants6. Under the Person tab change Status: to New Applicant7. Under the Application tab click the down bar to select “2016 Fall ISU Dining Student

Worker”8. To filter to a specific location, under the same application tab there is a down bar for

New Condition: Café and Convenient Stores = East Side Market…. Click Add9. Save Filter10. Applications are listed alphabetical but the date created is not in order.11. Click “created” on the far right side so that the most recently submitted applications will

show up first.12. Click on a student’s last name so you can check their availability, to check if they did

apply to your location, and their status by selecting items on the middle menu bar

Changing their status:1. Click on an applicant’s last name2. Select “status” in the tool bar on the middle of the top page3. Change their status to “reviewing” if you want to hold them 4. Insert a note ex. Reviewing at ESM for Fall 16 -AA(initials)5. Save6. Email/call the applicant to see if they would like the position 7. If they accept:

a. Change status to “Hired”b. Insert a note ex. Hired to ESM for Fall 16 -AA(initial)c. Save

8. If they decline:a. Change status to “Declined” so that someone else can hire themb. Insert a note ex. Declined ESM, wants to work for dining center – AAc. Save

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Hiring an Employee:1. You have already changed their status to hired and wrote a note2. On the right side of status, select “Hire Applicant” (in blue)3. A box should pop up…Fill in the next fields:

a. State Date: When they should be startingb. Location: ESMc. Do not touch stations or skill leveld. Copy Availability to: Globale. Policy: Defaultf. Application: 2016 Fall ISU Dining Student Workerg. Save

4. Once hired, each employee needs a payroll packet or a “Temporary and XH Payroll Enrollment Form” which can be found in the ESM folder under payroll documents

5. Managers need to fill out these fields:a. Temporary Statusb. Employees Namec. University ID Number (students)d. Work Locatione. Supervisor and their signaturef. Date

6. All new employees need to return this to 3810 Beardsheard with an unexpired document from column A or from column B and C (must be the original document)

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EMC (Price Changes)

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East Side Market EMCFirst you need to have permission from Carl Chumos to gain access to EMC, do not use EMC if you do not have access or the training. If an item Is not scanning, write down the information and notify someone that does have access.

EMC is located on the desktop, right click to select Run as Administrator and click yes1. Server number: 129.186.199.172. Username: NetID3. Password: ***4. Connect

Finding/Changing an items price1. Once you have logged in select “Configurator” on the left hand side of the screen2. Towards the bottom right hand corner changes, the “Revenue Center Selector” to East

Side Market3. Under “Menu Items” select Maintenance4. Select Maintenance again on the next page5. To find an item click the icon that looks like a brown spreadsheet on the tab near the

left corner6. Select the definition tab at the bottom of the table7. Click the binoculars in the toolbar and in the down bar select “NLU Number” 8. Next to the find what box enter in the items UPC number then click “find next”9. This will either not find any item or it will find the item you’re searching for

a. If the item is not found i. Select the brown spreadsheet icon againii. Search through the category to find it.

1. If it is a candy bar it would be under dry grocery, then you will be able to find it alphabetically

iii. Double click on the productiv. Check that all fields are correct:

1. Menu Item Class = “2- Present No Scale Tax”2. Main Level Link and Sublevel Link = Box 1 and 10 are checked3. NLU Group = “10 – Scanner”4. NLU Number matches the UPC on package (change the NLU

number to the current UPC on the product) not the case UPCv. Click on the pricing tab at the top of the box and change the price to what

is on the updated farner tag. Always check to make sure the prep cost is correct

1. How to find the prep cost: The price of the package/package sizevi. Save and Exitvii. Scan the product to update the system and see if it is correct

b. If the item is found i. Follow steps iii. through vii. from above

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SAM and Supervisor Training ChecklistPolicies

o Expectations and Job dutieso Uniform Policyo Meal Policyo Technology Usage Policy

Office Procedureso Phone

o How to answer the phoneo How to check messageso How to call off of campuso How to call an internal number

o Computero Log in informationo How to access the i-driveo All log in information for orders

o Emailo How to log into Outlooko Set up a signatureo How to email a group/our ESM staff groupo How to add or delete emails from our group

o Mailo How and where to send our mail to

o Contact Listo Who to contact for payroll questionso Who to contact for HR/Scheduling questionso Who to contact for IT problemso Who to contact for Farner-Bocken questionso Who to contact for ordering ie food stores/martins brother’s questions

o Register/Safeo How and when to change a registero Amount of money needed in each drawer and in the safeo How to place a change order

Ordering Procedures

o Food Storeso Martin Brotherso BIB and CO2o Produceo Farner Bocken

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