You are on page 1of 11

BPCL AUDIT CHECKLIST FOR PFS BASIC AUTOMATED- A1

Name of RO & Location: Name of the Dealer/Manager: BPCL Sale Officer: Audit Date & time: A BPCL Region: TUV Branch Office: RO CC No. Terriroty: TUV Auditor: TUV Regn. No.

page 1

Q. & Q. CHECK LIST : 15 Marks

Yes

No

Max Marks No marks

Marks Obtained

1*

Availability of 5 litre Measure duly stamped by W & M , along with the certificate. 5 Litre Measure found O.K. of all Dus having valid W&M certificate, and reading from all Nozzles with in maximum permissible error . Results for on the spot Density check of each product is within allowable variation limits No Loose Oil sales should take place in Forecourt/RO premises Calibration Certificate available and valid for 1 set of Density measuring instruments. . Last Quality Testing samples Reports are available in RO and found O.K. Sealing of Sampling Cans compliance :T.L. and RO retention Samples. Stock Register and Density Register entries should be upto date,with no errors without any over writing/correction . ROIR once in quarter and variation within limits Cleanliness and environment - 31 marks Clutter free/Clean driveway & forecourt including pedestal
10 No marks

2*

No marks

3* 4* 5 6 7 8 9
B 1

No marks 2 3 3 3 4

Drinking water available


2

Clean toilet with running water


3

All light and fixtures are in working condition


4

Display banners , promo materials at designed places


5 6

Safety audit done once in six months

CUSTOMER SERVICE STANDARD CHECKLIST : 44 Marks DSM/ Manpower available as per norms.

Yes

No

Max Marks No marks

Marks Obtained

1*

Digital air gauge duly manned*


2*

No marks

Nil dry out of all products(if Attributable to Dealers)


3*

No marks

4*

Adherence to Working hours( at least 6 AM to 11 PM for cities& others , 24 hours for Highway ROs) Active Forecourt Supervisor( during Peak hours) in Uniform, at Urban ROs directing traffic. OR Active Manager available in Highway R.O. (during Peak hours .) Availability of approved traffic plan in line with existing facilities duly signed by SO/EO and dealer Positioniong of vehicle at available E.F.Ps as per traffic plan Asking for Quantity and Product- including Speed/ Hi- Speed , and collecting Key if applicable. Showing "0"before Fuelling, to Customers. Showing Final Quantity to Customer.

No marks

5 6 6 7 8 9

7 4 2 3 3

10 11 12 13 14 15 D 1 2 3 4 5

Cleaning windshield s for" 4 wheeler ". Cleaning area around Fuel Tank , if Spillage takes place. (Cloth/waste for this purpose should be readily available) Clean uniform, name tag, shoes and well groomed DSMs Greeting to Customers by DSM. Dealer or Manager is available at all operating times Availabality of only BPC approved bank credit card facility at the forecourt/RO Q. & Q. CHECK LIST - AUTOMATION : 10 Marks ROIR : computer generated available for four quarters Sales & stock variation in ROIR does not exceed allowed limit Despatch vs receipt comparison Credit card integration Nano TOTAL MARKS Audit results:

3 2 6 5 2 3 2 2 2 2 2

100

1. Total Marks Obtained: 2. Qualified for PFS certification/Re-certification: 3.Is the RO failing in any gate opening criteria Yes/No ( If yes Specify below)

4.Comments from Auditor

List of Enclosures

Dealers sign & seal

Auditors sign with date

page 1 of 2

Remarks Gate opening non negotiable criteria. If No ,decertified or not certified Gate opening non negotiable criteria. If No ,decertified or not certified Gate opening non negotiable criteria. If No ,decertified or not certified Gate opening non negotiable criteria. If No ,decertified or not certified

To substantiate , whereever applicable kindly attach photographs To substantiate , whereever applicable kindly attach photographs To substantiate , whereever applicable kindly attach photographs To substantiate , whereever applicable kindly attach photographs To substantiate , whereever applicable kindly attach photographs

page 2 of 2 Remarks Gate opening non negotiable criteria. If No ,decertified or not certified Gate opening non negotiable criteria. If No ,decertified or not certified Gate opening non negotiable criteria. If No ,decertified or not certified Gate opening non negotiable criteria. If No ,decertified or not certified

uditors sign with date

BPCL AUDIT CHECKLIST FOR PFS BASIC NON AUTOMATED - A2 Name of RO & Location: Name of the Dealer/Manager: BPCL Sale Officer: Audit Date & time: A Q. & Q. CHECK LIST : 22 Marks

page 1 of 2

BPCL Region: TUV Branch Office: RO CC No. Yes No

Terriroty: TUV Auditor: TUV Regn. No.

1*

Availability of 5 litre Measure duly stamped by W & M , along with the certificate.

2*

5 Litre Measure found O.K. of all Dus having valid W&M certificate, and reading from all Nozzles with in maximum permissible error .

3*

Results for on the spot Density check of each product is within allowable variation limits No Loose Oil sales should take place in Forecourt/RO premises

4* Calibration Certificate available and valid for 1 set of Density measuring instruments. . Last Quality Testing samples Reports are available in RO and found O.K. Sealing of Sampling Cans compliance :T.L. and RO retention Samples. Stock Register and Density Register entries should be upto date,with no errors without any over writing/correction . ROIR once in quarter and variation within limits Cleanliness and environment - 31 marks Clutter free/Clean driveway & forecourt including pedestal

Marks Max Obtain Remarks Marks ed Gate opening non negotiable criteria. If No marks No ,decertified or not certified Gate opening non negotiable criteria. If No marks No ,decertified or not certified Gate opening non negotiable criteria. If No marks No ,decertified or not certified Gate opening non negotiable criteria. If No marks No ,decertified or not certified 2 4 3 4 9 To substantiate , whereever applicable kindly attach photographs To substantiate , whereever applicable kindly attach photographs To substantiate , whereever applicable kindly attach photographs To substantiate , whereever applicable kindly attach photographs To substantiate , whereever applicable kindly attach photographs

5 6 7 8 9 B 1

10

Drinking water available

Clean toilet with running water

All light and fixtures are in working condition

5 6

Display banners , promo materials at designed places Safety audit done once in six months

3 3

CUSTOMER SERVICE STANDARD CHECKLIST : 47 Marks

Yes No

page 2 of 2 Marks Max Obtain Remarks Marks ed

DSM/ Manpower available as per norms

No marks

2*

Digital air gauge duly manned*

No marks

3*

Nil dry out of all products(if Attributable to Dealers)

No marks

4*

Adherence to Working hours( at least 6 AM to 11 PM for cities& others , 24 hours for Highway ROs) Active Forecourt Supervisor( during Peak hours) in Uniform, at Urban ROs directing traffic. OR Active Manager available in Highway R.O. (during Peak hours .) Positioniong of vehicle at available E.F.Ps as per traffic plan Greeting to Customers by DSM. Asking for Quantity and Product- including Speed/ Hi- Speed , and collecting Key if applicable. Showing "0"before Fuelling, to Customers. Showing Final Quantity to Customer. Cleaning windshield for" 4 wheeler ". Cleaning area around Fuel Tank , if Spillage takes place. (Cloth/waste for this purpose should be readily available) Clean uniform, name tag, shoes and well groomed DSMs Availability of approved traffic plan in line with existing facilities duly signed by SO/EO and dealer Dealer or Manager is available at all operating times Availabality of only BPC approved bank credit card facility at the forecourt/RO TOTAL MARKS

No marks

Gate opening non negotiable criteria. If No ,decertified or not certified Gate opening non negotiable criteria. If No ,decertified or not certified Gate opening non negotiable criteria. If No ,decertified or not certified Gate opening non negotiable criteria. If No ,decertified or not certified

5 6 7 8 9 10 11 12 13 14 15 16

4 4 4 2 4 4 4 2 5 7 2 5 100

Audit results: 1. Total Marks Obtained: 2. Qualified for PFS certification/Re-certification: 3. Is the RO failing in any gate opening criteria Yes/No ( If yes Specify below)

4.Comments from Auditor

List of Enclosures Dealers sign & seal Auditors sign with date

BPCL AUDIT CHECKLIST FOR PFS NEW PLATINUM ROs - A3


Name of RO & Location:

page 1 of 2

Name of the Dealer/Manager: BPCL Sale Officer: Audit Date & time: A

BPCL Region: TUV Branch Office: RO CC No.

Terriroty: TUV Auditor: TUV Regn. No.

Q. & Q. CHECK LIST : 19 Marks Availability of 5 litre Measure duly stamped by W & M , along with the certificate.

Yes

No

1*

Max Marks Remarks Marks Obtained No marks Gate opening non negotiable criteria. If No ,decertified or not certified No marks Gate opening non negotiable criteria. If No ,decertified or not certified Gate opening non negotiable criteria. If No ,decertified or not certified Gate opening non negotiable criteria. If No ,decertified or not certified

5 Litre Measure found O.K. of all Dus having valid W&M certificate, and 2* reading from all Nozzles with in maximum permissible error . Results for on the spot Density check of each product is within allowable 3 * variation limits 4* 5 5 7 8 9
B

No marks

No Loose Oil sales should take place in Forecourt/RO premises Calibration Certificate available and valid for 1 set of Density measuring instruments. . Last Quality Testing samples Reports are available in RO and found O.K. Sealing of Sampling Cans compliance :T.L. and RO retention Samples. Stock Register and Density Register entries should be upto date,with no errors without any over writing/correction . ROIR once in quarter and variation within limits Cleanliness and environment - 12 marks Clutter free/Clean driveway & forecourt including pedestal

No marks

2 3 4 4 6

No marks

1*

Gate opening non negotiable criteria. If No ,decertified or not certified Gate opening non negotiable criteria. If No ,decertified or not certified Gate opening non negotiable criteria. If No ,decertified or not certified

Clean toilet with running water*


2*

No marks

All lights operational and illuminated at night as per standard *


3* 4 5 6 7 8 C

No marks

Canopy is clean Well maintained greenary as per the standard at RO if space is available* Standard dust bin to be placed at pedestals(<20litre),utility unit No display of banners : promotional announcements thru standees Safety audit done once in six months CUSTOMER SERVICE STANDARD CHECKLIST : 45 Marks Active Forecourt Supervisor in Uniform, at Urban ROs directing traffic. Yes No

3 2 2 2 3 Max Marks Remarks Marks Obtained No marks Gate opening non negotiable criteria. If No ,decertified or not certified No marks Gate opening non negotiable criteria. If No ,decertified or not certified No marks Gate opening non negotiable criteria. If No ,decertified or not certified No marks Gate opening non negotiable criteria. If No ,decertified or not certified No marks Gate opening non negotiable criteria. If No ,decertified or not certified No marks Gate opening non negotiable criteria. If No ,decertified or not certified No marks Gate opening non negotiable criteria. If No ,decertified or not certified

1*

Availability of Team Leader between 6AM to 10 PM.*


2*

Manpower available as per approved traffic plan*


3*

Clean uniform, name tag, shoes and well groomed DSMs


4*

Dual digital air gauge duly manned*


5*

Nil dry out of all products( if attributable to the Dealer)


6*

Adherence to 24 hours working


7*

Availability of approved traffic plan in line with existing facilities duly signed by SO/EO and dealer

Positioniong of vehicle at available E.F.Ps as per traffic plan

4 5 2 4 2

10 Greeting Customers by DSM.

Asking for Quantity and Product- including Speed/ Hi- Speed , and collecting Key if 11 applicable.
12 3

Showing "0"before Fuelling, to Customers. Ensuring Fuel Cap is not kept on Vehicle while Fuelling.

Continued to page-2 page 2 of 2

CUSTOMER SERVICE STANDARD cont..


14 15 16 17 18 19 D

Yes

No

Showing Final Quantity to Customer. Cleaning windshield for" 4 wheeler ". Cleaning area around Fuel Tank , if Spillage takes place. (Cloth/waste for this purpose should be readily available) Dealer or Manager is available at all operating times Refreshment corner to stock bottled water,cold drinks,ready to eat food etc Availabality of only BPC approved bank credit card facility at the forecourt/RO Q. & Q. CHECK LIST - AUTOMATION : 9 Marks Nano/AFS

Max Marks 4 4 2

Marks Obtained

Remarks

3 4 4

No marks

1* 2 3 4 5 E 1*

Gate opening non negotiable criteria. If No ,decertified or not certified

ROIR : computer generated available for four quarters Sales & stock variation does not exceed allowed limit Despatch vs receipt comparison Credit card integration HONESTY & TRANSPARENCY : 15 Marks 100% MPD/OPT/EDC printed cash memos for 4w/6w customers/NPND* Sign & Display of contact number for neighbourhood assitance- to be visible from Forecourt. . CCTV in working condition TOTAL MARKS

3 2 2 2

No marks

Gate opening non negotiable criteria. If No ,decertified or not certified

5 10 100

2 3

Audit results:

1. Total Marks Obtained: 2. Qualified for PFS Platinum certification/Re-certification: 3. Is the RO failing in any gate opening criteria Yes/No ( If yes Specify below)

4.Comments from Auditor

List of Enclosures

Dealers sign & seal

Auditors sign with date

BPCL AUDIT CHECKLIST FOR NON PFS ROs (SELLING > 100KLPM)
Name of RO & Location: Name of the Dealer/Manager: BPCL Sale Officer: Audit Date & time: BPCL Region: TUV Branch Office: RO CC No. : Terriroty: TUV Auditor:

Cl. No.
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18

Auidt parameters
Spot Density Check of each product is withing allowable variation limit & check for valid caliberation Certificate of density measuring instruments Whether Stock Register & Density Register entries for 3 month is uptodate & check for any variation beyond limit Check Filter Paper Test for MS / Speed Products (whatman II) Check 5 Litre measure found O.K. and reading from all Nozzles within maximum permissible errors & all DU having W&M seal intact Check 5 litre measure & others measures used is free of dents and has valid calibration certificate and W&M seal Check in case of Lubricants/2T Dispensers, sales should be made only by using caliberated measuring units, having valid W&M Seals Check for availability of Retai Outlet inspection Report for last one year @one per quarter Showing "0"before Fuelling, to Customers & showing the final quantity Check for availability of fire extinguishers / Sand buckets & annual safety audit report Check correct Tank lorry decantation proceedure is followed & properly locking of tanks etc Check for Padlocks fitted to Supply lorries wherever supply point has started using abloy locks for non pfs ROs Check for mobile lab report of samples taken from the RO Check for Tank Lorry retension samples of last two supplies & whether sealing and lebeling as per the standard. Check for availability of Complaint Book Check for mandatory display at the R.O e.g Emergency services contact number & Sos contact NO. & Territory Address Check for availability of free Air Facility & working of Air Gauge Check availability of adequate seals,lebels & sample containers for sampling Whether Clean toilet available

Yes

No

Deviations obeserved:

Dealers sign & seal with date

Auditors sign with date

BPCL AUDIT CHECKLIST FOR COCO/OSTS - A4

page 1 of 2

Name of RO & Location:

Name of the COCO Manager: BPCL Sale Officer: Audit Date & time: A 1* Q. & Q. CHECK LIST : 12 Marks Availability of 5 litre Measure duly stamped by W & M , along with the certificate. 5 Litre Measure found O.K. of all Dus having valid W&M certificate, and reading from all Nozzles with in maximum permissible error . Results for on the spot Density check of each product is within allowable variation limits No Loose Oil sales should take place in Forecourt/RO premises 4* 4 5 6 7 8 9 B

BPCL Region: TUV Branch Office: RO CC No. Max Yes No Marks No marks

Terriroty: TUV Auditor: TUV Regn. No. Marks Obtained Remarks Gate opening non negotiable criteria. If No ,decertified or not certified Gate opening non negotiable criteria. If No ,decertified or not certified Gate opening non negotiable criteria. If No ,decertified or not certified Gate opening non negotiable criteria. If No ,decertified or not certified

No marks

2*

No marks

3*

No marks

Calibration Certificate available and valid for 1 set of Density measuring instruments. . Last Quality Testing samples Reports are available in RO and found O.K. Sealing of Sampling Cans compliance :T.L. and RO retention Samples. Stock Register and Density Register entries should be upto date,with no errors without any over writing/correction . Safety Audit done once in Six Months. ROIR done at RO for each Quarter in last four quarters and variations within limits, copy should be available at the RO. CLEANLINESS & ENVIRONMENT CHECK LIST : 13 Marks Cleanliness of Forecourt : Overall Cleanliness level is high & clutter free in Driveway/Forecourt

1 2 2 4 1 2

1 2 4 5 No spillage at forecourt and decantation point & Canopy is clean Disposal of Waste: All pouches and paper collected only in Dustbins All waste is disposed off at places permitted by Local Authorities for City COCOs or Waste is buried well,or it is used for Vermiculture in the case of Highway COCOs. Lighting : 6 All lights particularly in Canopy, Monolith, RVI, Yard lighting are operational & illuminated at night. Complaints if any should be less than fortnight from date of audit. Toilets: Clean Toilets with running water avalable to motoring public. CUSTOMER SERVICE STANDARD : 22 Marks Availability of staff as compared to the certified manning letter issued by BPCL. On-site manning strength is also to be compared with the Attendance Register at the site. Digital Air Guage operational and available for customers 2* Adherence to Working hours( at least 6 AM to 11 PM for cities& others , 24 hours for Highway ROs) Active Forecourt Supervisor in Uniform at Urban ROs directing traffic or Active Manager available in Highway COCOs (during Peak hours) No marks Yes No 2 2

1 1

7 C

4 Max Marks No marks

Marks Obtained

Remarks Gate opening non negotiable criteria. If No ,decertified or not certified Gate opening non negotiable criteria. If No ,decertified or not certified Gate opening non negotiable criteria. If No ,decertified or not certified

1*

No marks

3*

Continued to page-2 Page 2 of 2 CUSTOMER SERVICE STANDARD Yes No Max Marks Marks Obtained Remarks

5 6 7 8 9 10 11 12 13 14 15 16 D

Positioniong of vehicle at available E.F.Ps, by DSMs Greeting Customers. Asking for Quantity and Product- including Speed/ Hi- Speed, and collecting Key if applicable. Showing "0"before Fuelling, to Customers. Ensuring Fuel Cap is not kept on Vehicle while Fuelling. Showing Final Quantity to Customer. Cleaning wind shield for" 4 wheeler ". Cleaning area around Fuel Tank , if Spillage takes place. (Cloth/waste for this purpose should be readily available) Clean uniform, name tag, shoes and well groomed DSMs DSM's knowledge about SPEED and HI-SPEED

1 2 1 2 1 2 2 1 2 2 2 2

Availability of approved traffic plan in line with existing facilities duly signed by SO/EO and dealer
Print-out of Smart Fleet/Petrocard Loyalty Report of 'Top 25 customers' for either of last 2 months available. Q. & Q. CHECK LIST - AUTOMATION : 6 Marks R.O.I.R.:Computer generated RO Inspection Report duly signed by S.O. ,available for last four Quarters and Stock variation does not exceed 4% variation of Tanks closing stock., in any quarter and for any Product. Manual Mode: In above mentioned ROIR , no difference in POS Sales and Meter/ Nozzle sales , in each of the quarterly SO signed ROIR- (after deducting testing and rounding Qty)-thereby meaning no product sold in "non- automated mode". In exceptional cases of Manual Mode, EO to certify the said operation. Despatch vs. Receipt comparision: In SAP Mirror Report, duly signed by S.O. for each quarter the ATG Bulk Receipt entries match with SAP Despatch - with maximum permissible difference of 1% of total volumes. Credit card transactions integrated with Automation. HONESTY & TRANSPARENCY : 4 Marks 100% MPD / OPT / EDC printed cash memos for 4 and 6 Wheeler customers Billboard displaying contact numbers of Territory Office/ Sales Officer/OSTS Manager/ Dealer as per Graphic Manual LEGAL COMPLIANCE : 5 Marks Availability of all statutory documents which are duly updated as well (Labour, ESI, PF etc.) TOTAL MARKS

3 4 E 1 2 F 1

3 1

5 62

Audit results: 1. Total Marks Obtained: 2. Qualified for PFS certification/Re-certification:

3. Is the RO failing in any gate opening criteria Yes/No ( If yes Specify below)

4.Comments from Auditor

List of Enclosures
Dealers sign & seal with date Auditors sign with date