Compliance Process - Uploading Photos + Generic Summary

Owned by Joel K
27, Mar, 2017
2 min read

Generic summary and guide on how the compliance process works - all staff members

Copy of the TVU time frames and stages can be downloaded here - tvu-compliance-timeframe.pdf our automated system is built of these timeframes. 

Overview

The National Office is responsible for making sure that franchisees are compliant for having the correct uniform, signage and overall presentation of the Jim's Brand is up to standard.

To assess the photos you can refer to the style guides located in the knowledge base.

We have a dedicated email set up for this which is compliance@jims.net and any email sent to this will be forwarded into the JIRA help desk for assigning.

The main type of emails that this email address receives is photos and requests for extensions.

You should receive 4 photos. 

General Process

First thing when you come in login to the JIRA service desk where all tasks are created and logged.

Anything that is related to compliance in the 'unassigned' queue please assign to yourself for action.

Please also locate the infotech report summary in the unassigned queue to see if you need to action any breaches or terminations. It will look like this TVU automated reminder email.JPG

Processing and Uploading Photo Email Tickets

You will need to upload any photos you receive from a franchisee or franchisor into FMS5. You can do this by following the below method:

  1. Open the relevant JIRA ticket which will have photos attached to it for uploading.

      2. Make sure you have the outlook to web program enabled on your computer. If you do not have it please have them enable this program on your computer www.outlook2web.com

     3. With the outlook program enabled, you will be able to drag and drop the photos over into the franchisees profile in FMS5.

     4. Open FMS4 and enter the franchisees name. Click on the franchisee and this screen will appear. Then click on the TVU compliance button which will take you to the FMS5 compliance screen. 

    5. On the compliance review screen. Simply drag the 4 photos (you should have 4 to upload) into the relevant area below.

6. Once all the photos are uploaded. You can then change the stage to OK. However, you can only do this if the photos are compliant with the relevant divisions style guide. 

7. Once you change the stage to OK and click save. The franchisee will receive an email notifying them that their photos are compliant and that they will be asked to provide the photos again in another 2 years.