Awards for Excellence in Franchising 2017 1-3-4-5-6_01Dec1616.pdf© FASA 2016 1 Awards for...

© FASA 2016 1

Awards for Excellence in Franchising 2017

This basic entry form for franchisors must accompany entries for categories 1, 3, 4, 5 and 6

● All franchisors, regardless of which awards category (ies) they wish to enter, must complete this entry questionnaire

from section 1 through to section 16. Thereafter, please complete the relevant questions for the category (ies) you

wish to enter.

● Before completing this form please read the tips, terms and conditions attached to this document.

AWARDS CATEGORIES

Cat

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Category Tick

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Complete the following entry form:

Please tick the categories the brand wishes to enter

1 Franchisor of the Year See footnote 1

Complete this questionnaire. It will also serve as the entry form for Category 1: Franchisor of the Year.

2 Franchisee of the Year This is a separate questionnaire. The nominating franchisor needs to complete Part 1 of the form Category 2: Franchisee of the Year then pass it on to the nominated franchisee for completion of part 2.

3 Leading Developer of Emerging Entrepreneurs

Complete this questionnaire AND the questionnaire headed Category 3: Leading Developer of Emerging Entrepreneurs.

4 Newcomer Franchisor of the Year See footnotes 1 and 2

Complete this questionnaire. It will also serve as the entry form for Category 4: Newcomer Franchisor of the Year.

5 Brand Builder of the Year Complete this questionnaire AND the questionnaire headed Category 5: Brand Builder of the Year.

6 Job Creator of the Year See footnote 1

Complete this questionnaire. It will also serve as the entry form for Category 6: Job Creator of the Year.

7 Field Service Consultant of the Year

This is a separate questionnaire. The nominating franchisor needs to complete Part 1 of the form Category 7: Field Service Consultant of the Year then pass it on to the nominated Field Service Consultant for completion of part 2.

NOTES

1 The entry forms for Franchisor of the Year, Newcomer Franchisor of the Year and Job Creator of the Year are identical.

2 What differentiates Franchisor of the Year and Newcomer Franchisor of the Year? The only difference is the length of time since the first franchise agreement was signed.

If the first franchise agreement was signed:

● Three years ago or less then the entrant falls into the Newcomer category;

● More than three years then the entrant falls into the Franchisor of the Year category.

The judges reserve the right to move the entry into the correct category should this be deemed necessary.

FASA Awards for Excellence in Franchising 2017: Basic Entry Form for Franchisors

© FASA 2017 2

1 FRANCHISOR’S CONTACT DETAILS

1.1 Registered company name

1.2 Trading name

1.3 Name and title of contact person

Mr Mrs Miss Dr/Prof

1.4 Cell phone number

1.5 Work phone number

1.6 Street address (including postal code)

Postal code

1.7 Email address

2 IDENTIFICATION – 47 points

2.1 Number of years since first franchise agreement was signed for this brand

2.2 Number of years this brand is a FASA member

2.3 Number of employees in the network (franchisor and franchisees) at 31 December 2016

2.4 Number of employees in the network (franchisor and franchisees) at 31 December 2015

2.5 Please indicate movement in the number of outlets by completing the following table

Outlet summary 1 Jan to 31 Dec 2015 1 Jan to 31 Dec 2016

A. Number of outlets on 1st January

B. New outlets opened during the year

C. Outlets sold or transferred within the network

D. Outlets relocated

E. Outlets closed

F. Outlets de-franchised

No of outlets 31 December (A+B-E-F = Total)


© FASA 2016 3

3 BUSINESS PRINCIPLES AND STRATEGY – 45 points

3.1 What do you understand by the concept of Ethics in Business? Motivate your answer in not more than 5 bullet sentences with references to your own policies and procedures.

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●

●

●

●

3.2 Does your operations and/or training manual for franchisees and staff include a section on ethics in business? See footnote 3

(Tick one box only)

Yes

No

3.3 Will supporting documentation, serving as evidence for your answer above, be available in case verification is required? (Tick one box only)

Yes

No

3.4 What is the mission statement of your franchise?

3.5 What are the network’s three key business imperatives for the next financial year?

3 By “ethics in business” we mean the following: Operating according to the highest ethical standards, creating an ethical work environment and encouraging responsible business conduct throughout the organisation.


© FASA 2017 4

4 FINANCIAL PERFORMANCE AND COMPLIANCE – 135 points

4.1 What is the cycle for the submission of management accounts by your franchisees?

(Tick one answer only)

Monthly (once a month)

Quarterly (every 3 months)

Bi-annually (every 6 months)

Annually (once a year)

On request

4.2 What percentage of franchisees generally submits their management accounts according to the prescribed cycle? Give the figure as a total average in the box

4.3 Do you require your franchisees to prepare and submit an annual budget? (Tick one answer only)

Yes

No

4.4 Are your franchisees required to prepare and submit management accounts against budget? (Tick one answer only)

Yes

No

4.5 If you have answered YES in question 4.4 please answer the following two questions:

Do you require your franchisees to explain the reasons and remedies for significant variances in performance against budget? (Tick one answer only)

Yes

No

4.6 Will supporting documentation, serving as evidence for your answers in Q4.2 to Q4.5, be available in case verification is required?

Yes

No

4.7 Do financial and operational KPIs (key performance indicators) for your business system exist at franchisee level?

Yes

No

4.8 Describe the process used to evaluate benchmark KPIs against actual information collected?


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4.9 Describe what happens should KPIs fall outside their margin of safety:

4.10 Under what circumstances would a franchised outlet be considered to underperform?

4.11 Overall, what measures do you have in place to protect your franchisees’ profitability?

4.12 What was the average growth per franchised outlet in turnover for the past 12 months? Give the figure as a total average in the block on the right

Growth %

4.13 Did you, as the franchisor, enter into cooperation agreements with providers of funding to improve success rates and terms associated with funding applications? (Tick one answer only)

Yes

No

4.14 If you have answered “yes” in question 4.12 please answer the following question:

Does your cooperation agreement include certain obligations on the franchisor’s part in addition to the obligations already described in the franchise agreement, to reduce the risk/loss of the financial institution funding the franchisee? (Tick one answer only)

Yes

No

4.15 Will supporting documentation, serving as evidence for your answers to Q4.12 and Q4.13, be available in case verification is required? (Tick one answer only)

Yes

No


© FASA 2016 6

5 FRANCHISEE RECRUITMENT AND START-UP SUPPORT – 135 points

FRANCHISEE RECRUITMENT

5.1 List the five most important criteria applied in the recruitment and selection of a new franchisee:

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●

●

●

●

5.2 Describe the process you follow when recruiting a new franchisee with reference to franchisee evaluation, scientific profiling, disclosure, signing of the franchise agreement, taking of deposits and initial training?

SET-UP SUPPORT

5.3 With which of the following disciplines do you assist your franchisees during the start-up phase of a new franchise? (Tick all those that apply)

a. Access to finance from financial institutions

b. The compilation of the franchisee’s business plan and budgets

c. Site evaluation and lease negotiations

d. Recruitment and evaluation of staff

e. The preparation of a local marketing plan

f. Demographic analysis of the area before site approval

g. Project management and set-up of the new facility

h. Setting up of social media platforms for the distribution of content provided or approved by the franchisor

Other (please give details):


© FASA 2017 7

TRAINING

5.4 Are your franchisees required to complete training on some or all of the following topics on an in-house or outsourced basis prior to and during the start-up phase of a new franchise? (Fill in details of all those that apply)

5.5 For each training module that a new franchisee attends indicate how long the module is (in hours) and whether it is a structured (theoretical) module or a practical (in-store, hands-on) module. See table below

Training modules

Tick training modules (See 5.4)

See 5.5: Duration of training in hours

Total number of hours

No of hours structured

(theoretical)

No of hours practical

(in-store)

Business management

Sales and marketing

Operational

Other – give details


© FASA 2017 8

5.6 Will supporting documentation, serving as evidence for your answers in Q5.4 to Q5.5, be available in case verification is required? (Tick one answer only)

Yes

No

5.7 Do you have a new franchise opening operations plan which includes all the disciplines related to the actual opening of an operation with reference to the responsible person as well as the timing and duration of steps involved? (Tick one answer only)

Yes

No

5.8 Will supporting documentation, serving as evidence for your answer in Q5.7, be available in case verification is required? (Tick one answer only)

Yes

No

6 ONGOING SUPPORT OFFERED TO FRANCHISEES – 225 points

ASSISTANCE

6.1 Which of the following disciplines do you assist your franchisees on an ongoing basis? (Tick applicable only)

a. Assistance with access to finance from financial institutions, for example for revamps/expansion

b. Assistance with the regular review of management accounts against budget/ benchmark figures

c. Operations and standards monitoring

d. Product procurement and negotiation of prices with suppliers

e. Regular review of product costing and pricing

f. Making available real time access to network-wide financial and operational benchmarks

g. Making available a marketing specialist to review and adjust local marketing plans

h. Provision of advice on industry-specific labour practices and legislative updates

i. Assistance with in-house labour issues, for example the conduct of disciplinary hearings

Other – give details:

TRAINING

6.2 Describe your approach, as a franchisor, to ongoing and refresher training offered to existing franchisees and their staff. State typical training disciplines, frequency of training, location and duration in the table below.


© FASA 2017 9

Training discipline

Training module Frequency (How

often?)

Duration in hours

Total number

of hours

No of hours

structured (theoretical)

No of hours

practical (in-store)

6.3 Do you maintain records and acknowledgement of initial and ongoing training received by each franchisee and their staff?

Yes

No

6.4 Will supporting documentation, such as attendance registers and training dates, serving as evidence for your answers in Q6.2 and 6.3, be available in case verification is required?

Yes

No

6.5 How many franchisees, on average, do you allocate to one field service consultant? Number:

6.6 How frequently do the field service consultants pay franchisees a visit, be it announced or unannounced? (Tick one answer only)

Frequency Announced Unannounced

Weekly

Fortnightly

Monthly

Quarterly

Bi-annually

Annually

Never

6.7 Describe your policy and procedure relating to the completion of field service checklists, with specific reference to:

a. Frequency of completion and, if applicable, sign-off by the franchisee

b. Supported by photographic or video material

c. Section for dealing with issues reported at the previous visit

d. Scoring and the use of scores in franchisee incentive and reward programmes

e. Record keeping


© FASA 2017 10

6.8 Will supporting documentation, serving as evidence of your answer to Q8.3, be available in case verification is required? (Tick one answer only)

Yes

No

6.9 Do you, as the franchisor, provide a facility for franchisees to rate their respective field service consultants in terms of the support that they receive? (Tick one answer only)

Yes

No

6.10 Describe the process or approach you follow when dealing with underperforming franchisees. Make specific reference to the following:

a. Detection of underperformance

b. Determining the cause of underperformance

c. Action to be taken

d. Monitoring process


© FASA 2016 11

7 COMMUNICATION – 135 points

7.1 How many times a year do you communicate or interact with your franchisees using the following means of communication (tick one box for each item)

Medium Monthly or more often

Quarterly Bi-annually Annually Never

a. Conferences

b. National Franchise Council

c. In-house newsletter

d. Intranet postings

e. Franchisor management visits to franchisee

f. Franchisee networking

g. Events

h. Awards event

i. Regional franchisee meetings

7.2 Will supporting documentation, serving as evidence of your answer to Q7.1, be available in case verification is required? (Tick one answer only)

Yes

No

8 SHARING OF INFORMATION – 45 points

8.1 Do you have any forums in place for franchisees to share ideas? Yes

No

8.2 Do you incentivise franchisees for contributions in terms of innovations or the refreshing of the business?

Yes

No

8.3 IF YES ANSWERED IN QUESTION 8.2: Please provide details of your incentives for innovations or the refreshing of the business in bullet format.

●

●

●

●

8.4 Please indicate below which information you share with your franchisees:

● Details of how the marketing funds are spent

● A sharing of the status of the business overall

● The marketing strategy


© FASA 2017 12

● Plans for future growth

● Competitor analysis

● Other (SPECIFY):

8.5 Do you conduct demographic studies of the markets surrounding your existing franchisees’ territories to evaluate performance in relation to national benchmarks? (Tick one answer only)

Yes

No

8.6 Do you maintain competitor information on a national basis for the benefit of your network? (Tick one answer only)

Yes

No

8.7 When last did you conduct a mystery shopping or customer satisfaction survey?

Within the last year

1 to 2 years ago

3 or more years ago

Never

8.8 IF YOU CONDUCTED MYSTERY SHOPPING/CUSTOMER SATISFACTION RESEARCH WITHIN THE LAST 2 YEARS: What was the overall percentage score you received?

8.9 ONLY ANSWER THIS QUESTION IF YOU ANSWERED YES TO QUESTIONS 8.5, 8.6 AND/OR 8.7 Is this information provided to your franchisees? (Tick one answer only)

Yes

No

9 LEGAL DOCUMENTATION – 87 points

Document Month Year

9.1 When last was your disclosure document reviewed to ensure CPA compliance and most current network information?

9.2 When last was your franchise agreement reviewed to ensure CPA compliance and most current network information?

9.3 When last did you update the network’s operations manual to ensure procedures are up to date?

9.4 Will supporting documentation, serving as evidence for your answers to Q9.1 to Q9.3, be available in case verification is required? (Tick one answer only)

Yes

No

9.5 How do you communicate operations manual updates to your franchisees? (Tick all the answers that apply)

Via email

Via post

Verbally

Via the intranet/website/online

A revised operations manual is hand-delivered

Other (explain):


© FASA 2017 13

10 BLACK ECONOMIC EMPOWERMENT (BEE) – 30 points

Month Year

10.1 What is the expiry date of your current BEE rating certificate? (Enter date )

10.2 Do you have a written BEE policy as far as franchisor staff and franchisee appointments are concerned? (Tick one answer only)

Yes

No

10.3 What percentage of your franchised outlets are more than 50% black owned? Please note that black ownership includes ownership by coloured and Indian persons.


0%

1% to 10%

11% to 25%

26% to 50%

51% or more

10.4 What percentage of your franchised outlets is female-owned?


0%

1% to 10%

11% to 25%

26% to 50%

51% or more

10.5 Will supporting documentation, serving as evidence for your answers in Q10.1 to Q10.4, be available in case verification is required? (Tick one answer only)

Yes

No

11 CORPORATE SOCIAL INVESTMENT – 20 points

11.1 Are you, as the franchisor, involved with the local communities served by your brand’s stores? (Tick one answer only)

Yes

No

11.2 Only answer this question if you answered YES to question 11.1: Name the activities indicating your involvement in the local communities served by your brand:

●

●

●

●

●

11.3 Will supporting documentation, serving as evidence for your answers to Q14.1 and 14.2, be available in case verification is required? (Tick one answer only)

Yes

No


© FASA 2017 14

12 SUPPORT OF FASA ACTIVITIES – 110 points

12.1 In which of the FASA activities listed below did you participate during 2015? (Tick all relevant boxes)

AGM attendance Workshops and networking events

Golf day Advertisements web/newsletters/manual

Awards event IFE (as exhibitor)

Serving on the FASA Council IFE (as visitor)

Serving on a FASA Council Committee Annual convention

Other (specify):

None of these

13 NOMINATIONS – 30 points

13.1 Will you nominate your brand’s best franchisee for the FASA Franchisee of the Year 2016 award? If so, provide details of the nominee below.

Name of nominee:

Important note: Should you decide to nominate a franchisee you need to complete Part 1 of the Franchisee of the Year 2016 entry form before handing it to the franchisee for completion.

13.2 FASA wishes to acknowledge the Supplier of the Year 2016 to the franchise sector. Please nominate a supplier for this honour and motivate the entry.

Supplier of the year:

Motivation:

13.3 Will you nominate a Field Service Consultant for the FASA Field Service Consultant of the Year 2016 award? If so, provide details of the nominee below.

Name of nominee:

Important note: Should you decide to nominate a Field Service Consultant you need to complete Part 1 of the Field Service Consultant of the Year 2016 entry form before handing it to the field service consultant for completion.

Turn page for important declaration


© FASA 2017 15

DECLARATION

The following declaration must be signed by a director of the franchisor:

I,

Insert the name of the director representing the franchisor

of

Insert name of franchisor company

hereby declare that any and all of the information provided in this entry form is a true and accurate reflection of relevant facts. I accept and acknowledge the rules for this FASA award.

2017

Place DD MM YYYY

Signature

Please note, that your entry to the awards will not be accepted without a signature.

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