Section: Pest Prevention & Lawn Service Procedures

Subject: Production Control System

Approved by: Tony Massey

Effective Date: 23 November 2005

Last Reviewed Date: 6 May 2026

Policy Owner: VP Director of Quality Assurance

Policy #

The Service Manager is responsible for managing the daily production of assigned services. The process is managed by the review and assessment of several reporting tools that cumulatively report the work every service person does each day throughout the month. These documents collectively are called the Production Control System and consist of the following:

• Service Reports (Invoices)
• Daily Summary Report
• Daily Worksheets (Pest, Baiting, GreenUp)
• Termite Technician Daily Summary Report
• Daily M&S Usage Summary (GreenUp)
• Account Record Change
• Production-To-Do Report
• Daily Production Report
• Production Board

Service Report #

This is our primary customer communication device. It should inform and educate our customer about:

• What we saw during our service inspection
• What we did in response to our inspection findings
• What we recommend they do to help
• What to expect as a result of today’s service

The Service Manager should review these reports daily to evaluate the level of service being provided. Pay particular attention to neatness and accuracy. This document should paint a word picture for the customer so that they clearly understand and can ascertain the value of our service.

Daily Summary Report #

This cover sheet recaps the day’s activities for each service person. It documents the following information:

• assigned services
• completed services
• hours worked
• collections
• vehicle mileage
• material usage

This report is used by the Service Manager to evaluate the service persons daily performance in terms of both Quality and Quantity and becomes the governing legal document for wage and hour compliance. It is to be completed everyday and turned in with the service reports. It must be signed by the service person and reviewed and approved by a Manager during the check-in process. The Office Manager signs this report after all work is posted.

Daily Worksheets (Pest, Baiting, GreenUP) #

This worksheet is a detailed summary of all services completed during the day. It includes pertinent customer information such as name address and phone numbers. The service person documents:

• The time in and out and total time on the property
• Any monies collected during the service

Termite Technician Daily Summary Report #

This report is completed by Termite Technicians on days when they perform termite related work other than baiting or on days when baiting is performed in conjunction with other termite related services. It includes pertinent information needed by the service person to adequately document their daily activity.

Daily M&S Usage Summary (GreenUp only) #

This form is the primary document for evaluating the daily usage of materials. It is a complete record of the vehicle inventory at the beginning and end of the day. Each day the Specialist fills out this form listing the beginning inventory from yesterdays ending inventory then adds to it all products issued for that days productions. At the end of the day the ending inventory amounts are subtracted to calculate the total cost of the day’s usage. This total number is then transferred to the Daily Production Summary. This form can be used by both the Specialist and Manager to ascertain a Specialist’s compliance with the agronomic program. The Specialist signs the summary and the Manager signs it during the check-in process.

Account Record Change #

Any time there is a change made to the customer’s account it must be documented via an account record change form. Phone number changes, price changes, special instruction changes, etc., should be documented and filed in the customer’s permanent file.

Production-To-Do-Report #

During the month-end closing process a Production-To-Do Report is printed for the entire upcoming month. This information becomes a record of the work that must be completed for the month. This report can be printed at any time to identify unserviced accounts. Any service person that has the equivalent of ½ days production unserviced at the end of the week will be required to work Saturday to catch it up.

Daily Production Report #

This document is a monthly summary that shows at a glance the activity for the entire month by day for each route within the Service Center. It is updated daily by the Customer Service Specialist or Office Manager from the service person’s Daily Summary Report. The General Manager should review this document on a frequent basis to keep abreast of the overall status of the Service Center production activity.

Production Board #

This dry-erase board is used as a peer incentive to foster a competitive environment among specialists/technicians. Each day they post this board to publicly display their accomplishments. The board will be filled out as follows:

• Header (Figure 1.)
  • The total production from the Production to Do report
  • The current month
• Route Details (Figure 2.)
  • Route number
  • Technician/Specialist’s name
  • The Route value in stops and dollars
  • The daily assignment from the Production to Do report
    • Pest/termite routes will list the number of stops
    • Lawn/irrigation routes will list the number of stops over the dollars.

Each day the technician/specialist will post their performance.

• Pest/termite technicians will post their completed stops using the following colors:
  • Blue- used when the completed work equals or exceeds the assigned value.
  • Red- when the completed work is less than the assigned value
• Lawn/irrigation specialist will post their completed stops using the following colors:
  • Green- used when the completed work equals or exceeds the assigned value.
  • Red- when the completed work is less than the assigned value

When evaluated as a whole, this production control system will give the Manager a clear and detailed picture of the Service Operations. Utilize the information to focus your management efforts in the right direction.

Appendices #

Downloads #