Manager Operations Training Guide¶
Welcome to the Manager Operations Training Guide. This is a guide-style course that covers the daily routines, KPI management, employee evaluations, onboarding oversight, position profiles, and communication tools that managers use to run operations at Scott Recycling.
Estimated Time: 1 hour Audience: Managers, Supervisors, Team Leads Last Updated: February 2026
Course Overview¶
| Section | Topic | Time |
|---|---|---|
| 1 | Daily Operations Routine | 10 min |
| 2 | KPI Management | 15 min |
| 3 | Employee Evaluations | 10 min |
| 4 | Onboarding Management | 10 min |
| 5 | Position Profiles | 10 min |
| 6 | Directives & Communication | 5 min |
Section 1: Daily Operations Routine (10 min)¶
Your Day in Three Checks¶
Management at Scott Recycling follows a three-check daily pattern. Consistency in this routine is what keeps the operation running smoothly and lets you catch problems before they become crises.
Morning Check (8:00 AM)¶
The morning check sets the tone for the day. Open SR Operations and do the following:
| Step | What to Do | Where |
|---|---|---|
| 1 | Check Active Alerts -- look at the orange badge count on the dashboard. Open any critical or warning alerts. | SR Operations --> Active Alerts |
| 2 | Review WIP levels -- click the Inventory/WIP tab on the dashboard. Look for areas with WIP days above 3. | SR Operations --> Dashboard --> Inventory/WIP tab |
| 3 | Check schedule fill -- how many solid days are scheduled for next week? Below 3 is a problem. | SR Operations --> Dashboard --> Inventory/WIP tab |
| 4 | Note issues for standup -- anything critical goes into your morning team communication. | Your notes |
Midday Check (12:00 PM)¶
The midday check is about people -- are they on track?
| Step | What to Do | Where |
|---|---|---|
| 1 | Review Team Performance Today -- look at each person's performance percentage and status color. | SR Operations --> Team Performance Today |
| 2 | Identify anyone behind -- anyone in red (Below Target) at midday needs attention. Talk to them or their lead. | Dashboard, filter by status |
| 3 | Check Queue B escalations -- review any customers escalated to the Manager queue. | Scott Recycling --> Queue B |
| 4 | Review Prospect Manager Queue -- check prospects requiring manager review. | Scott Recycling --> Manager Review |
| 5 | Reallocate resources -- if one area is behind and another is ahead, consider shifting staff. | Your judgment |
End of Day Check (4:30 PM)¶
The end-of-day check closes out today and sets up tomorrow.
| Step | What to Do | Where |
|---|---|---|
| 1 | Final KPI review -- check overall team performance percentage. Note anyone consistently below target. | SR Operations --> Dashboard |
| 2 | Acknowledge resolved alerts -- close out any alerts that have been addressed today. | SR Operations --> Active Alerts |
| 3 | Check schedule fill for upcoming days -- make sure tomorrow and the rest of the week look solid. | SR Operations --> Dashboard --> Inventory/WIP tab |
| 4 | Review open helpdesk tickets -- any high-priority tickets your team needs to address? | Helpdesk --> Dashboard |
Key Metrics to Watch¶
| Metric | Good | Concerning | Action Needed |
|---|---|---|---|
| Team Avg Performance | > 90% | 80-90% | < 80% |
| Active Critical Alerts | 0 | 1-2 | 3+ |
| WIP Days (any area) | < 2 | 2-4 | 5+ |
| Schedule Fill | > 80% | 60-80% | < 60% |
| Training Completion | > 95% | 80-95% | < 80% |
Consistency Is the Strategy
The three-check routine is simple by design. Doing it consistently every day is more effective than doing a thorough deep-dive once a week. Problems that are caught at noon are far cheaper to fix than problems discovered at end of day -- or next week.
Section 2: KPI Management (15 min)¶
Team Performance Monitoring¶
The SR Operations dashboard is your primary tool for monitoring team performance. It shows every employee's daily output, performance percentage, and status color.
Navigation: SR Operations --> Operations Dashboard
Using the Dashboard Effectively¶
| Action | How |
|---|---|
| See your team | Group By --> Employee |
| Filter by department | Use department filters (Call Center, Warehouse) |
| Spot trends | Remove "Today" filter, select "This Week" or "This Month" |
| Export for meetings | Action --> Export to Excel or CSV |
Performance Status Colors¶
| Color | Status | What It Means | Your Action |
|---|---|---|---|
| Green | Above Target | Employee is exceeding expectations | Acknowledge good work |
| Yellow | On Track | Employee is progressing toward target | No immediate action needed |
| Red | Below Target | Employee is behind | Investigate -- are there blockers? Equipment issues? Training gaps? |
Alert Configuration¶
Alerts are your early warning system. The system evaluates alert rules against WIP snapshots every 15 minutes and notifies you when thresholds are breached.
Navigation: SR Operations --> WIP and Alerts --> Alert Rules
Default Alert Rules¶
| Rule | Metric | Threshold | Severity |
|---|---|---|---|
| DA Backlog Critical | DA WIP Days | > 6 | Critical |
| DA Backlog Warning | DA WIP Days | > 4 | Warning |
| Routes Critical | Solid Days | < 3 | Critical |
| HD Queue Critical | HD Queue | > 250 | Critical |
| Laptop Queue High | Laptop Queue | > 100 | Warning |
| Schedule Fill Low | Fill % | < 60% | Warning |
Creating a Custom Alert Rule¶
- Navigate to SR Operations --> WIP and Alerts --> Alert Rules
- Click New
- Fill in the rule fields:
- Rule Name -- descriptive name (e.g., "Low Laptop Production")
- Metric -- what to monitor (e.g.,
devices_processed_today) - Condition -- comparison operator (>, <, =)
- Threshold -- value that triggers the alert
- Severity -- Critical, Warning, or Info
- Cooldown -- hours between repeat alerts (prevents spam)
- Alert Title and Message -- what the alert says (use
{value}and{threshold}placeholders) - Suggested Action -- what to do when this triggers
WIP Tracking¶
WIP (Work In Progress) measures your backlog. High WIP means falling behind; low WIP means running efficiently.
| Area | Ideal WIP | Warning | Critical |
|---|---|---|---|
| DA Gaylords | 1-2 days | > 4 days | > 6 days |
| Laptops | 2-3 days | > 5 days | > 7 days |
| Hard Drives | 1-2 days | > 2.5 days | > 3 days |
| Schedule Fill | 80%+ | < 60% | < 40% |
WIP Days Formula:
If WIP is high, your options are:
- Reassign available staff to the bottleneck area
- Authorize overtime for the affected department
- Cross-train employees so you have flexibility (long-term)
- Request additional headcount if the problem is structural
KPI Templates¶
KPI templates define performance expectations for each role. Each template specifies the primary metric, daily target, and performance thresholds.
Navigation: SR Operations --> KPI Tracking --> KPI Templates
| Template Field | What It Controls |
|---|---|
| Role Name | Display name (e.g., "Laptop Tech") |
| Role Code | System identifier |
| Department | Category (Call Center, Warehouse, etc.) |
| Primary Metric | Main measurement for this role |
| Target/Day | Daily target number |
| Below Target % | Threshold for red status (default 80%) |
Review Templates Quarterly
Targets should reflect current reality. If the team consistently exceeds a target by a wide margin, the target may be too low. If no one ever hits it, the target may be unrealistic. Adjust quarterly based on data.
Section 3: Employee Evaluations (10 min)¶
The Evaluation System¶
The SR Evaluations module provides structured performance reviews using role-specific criteria, weighted ratings, and employee feedback.
Navigation: Evaluations --> All Evaluations
Evaluation Types¶
| Type | When to Use | Typical Criteria Focus |
|---|---|---|
| 30-Day Review | One month after hire | Learning progress, attitude, basic competency |
| 90-Day Review | Three months after hire | Job performance, teamwork, areas for development |
| Annual Review | Yearly | Full performance assessment, goal setting, career development |
| Custom | As needed | Specific situations (promotion consideration, performance improvement) |
Creating an Evaluation¶
- Navigate to Evaluations --> All Evaluations
- Click New
- Select the Employee -- the evaluator auto-fills from the employee's manager
- Select the Evaluation Type (30-Day, 90-Day, Annual, or Custom)
- Select a Template -- criteria auto-populate from the template
- Set the Period Start and Period End dates
- Click Start to move to In Progress
- Rate each criterion on the 1-5 scale:
| Rating | Meaning |
|---|---|
| 1 | Does Not Meet Expectations |
| 2 | Needs Improvement |
| 3 | Meets Expectations |
| 4 | Exceeds Expectations |
| 5 | Outstanding |
- Fill in the Strengths, Areas for Improvement, and Goals on the Summary tab
- Set the Overall Rating
- Click Complete to finalize
Using Templates¶
Templates define the criteria for each evaluation type and role. Criteria can be weighted as Standard (1x) or Critical (2x) to emphasize core competencies.
Score Calculation:
Prepare Before the Meeting
Gather KPI data, training progress, and any notes from the evaluation period before sitting down with the employee. Data-backed feedback is more credible and actionable than general impressions.
Section 4: Onboarding Management (10 min)¶
The Onboarding System¶
The SR Onboarding module uses role-based playbooks to train new hires. Instead of teaching button locations, playbooks explain how work flows and why things are done the way they are.
Navigation: Onboarding (in the main Odoo menu)
Assigning Training Paths¶
When a new employee joins:
- Open the employee's record in Employees
- Set the Onboarding Role field to the appropriate role path (e.g., "Customer Service Representative", "Warehouse Tech", "Driver")
- Click Generate Onboarding -- this creates progress records for every step in every playbook linked to the role
- The employee can now see their tasks in My Onboarding
If the employee is assigned to a job position that has a linked training path (via Position Profiles), the onboarding role auto-populates. You still need to click Generate Onboarding.
Monitoring Progress¶
Navigation: Onboarding --> Team Onboarding
| What to Check | How |
|---|---|
| Overall progress | Look at the progress percentage for each employee |
| Blocked employees | Filter to show only incomplete items -- who has stalled? |
| Critical tasks | Filter to critical tasks -- are they done first? |
| Overdue items | Check for tasks past their due date |
Playbook Management¶
Playbooks are the content units of the onboarding system. Each one maps to an Odoo module and describes its business process.
| Playbook Field | Purpose |
|---|---|
| Name | Human-readable title |
| Technical Name | Matches the Odoo module (e.g., sr_scheduling) |
| Purpose | What this module does and why it exists |
| Primary Users | Who uses this module and when |
| Inputs / Outputs | What feeds in and what comes out |
| Workflow | Step-by-step business process |
| Common Mistakes | What people get wrong |
Playbooks can be regenerated using AI, but always review AI output before approving it.
Check Team Progress Weekly
Set a recurring reminder to review your team's onboarding progress at least once per week. New hires who stall in onboarding often have a specific blocker -- a confusing step, a missing access right, or a question they are afraid to ask. Catch it early.
Section 5: Position Profiles (10 min)¶
Understanding Job Architecture¶
Position profiles are the single source of truth for what each role at Scott Recycling requires. Each profile links together a training path, KPI template, and evaluation criteria.
Navigation: Job Architecture --> Position Profiles
What a Profile Contains¶
| Section | What It Defines |
|---|---|
| Job Title | Name of the position |
| SR Department | Department classification (Call Center, Warehouse - Processing, Sales, etc.) |
| Linked Systems | Training path, KPI template, and evaluation templates for this role |
| Overview | General description of the role |
| Responsibilities | Key duties and expectations |
| Qualifications | Required skills, education, and experience |
| Physical Requirements | Physical demands |
| Reporting Structure | Who this role reports to and who reports to it |
| Career Path | Advancement opportunities |
| Tools & Software | Systems and equipment used |
Smart Buttons¶
The top of each profile shows live metrics:
| Button | What It Shows |
|---|---|
| Employees | Number of active employees in this role |
| KPI % | Average KPI performance today |
| Training % | Average onboarding progress for employees still in training |
| Pending Evaluations | In-progress evaluations for this role |
| Directives | Active directives for this role |
Click any smart button to drill into the underlying data.
Linking Training, KPIs, and Evaluations¶
The Linked Systems section is where everything connects:
| Field | What to Link |
|---|---|
| Training Path | The onboarding role path -- defines which playbooks new hires complete |
| KPI Template | The KPI template -- defines daily performance targets |
| Evaluation Templates | The evaluation templates -- defines review criteria |
When an employee is assigned to a job position, the system automatically populates their onboarding role and KPI template from the profile. This means you configure once and every new hire gets the right setup automatically.
Monitoring Role Metrics¶
Use position profiles to answer role-level questions:
- Are Laptop Techs averaging above or below target today? (Click KPI %)
- How many new CSRs are still in training? (Click Training %)
- Are there pending evaluations for the warehouse team? (Click Pending Evaluations)
Keep Profiles Up to Date
When you create a new training path, KPI template, or evaluation template, link it to the appropriate position profile immediately. Incomplete profiles lead to new hires without proper setup.
Section 6: Directives & Communication (5 min)¶
Setting Team Goals with Directives¶
Directives are targeted goals or instructions you assign to employees or roles. They are tracked in the system so compliance can be monitored.
| Directive Use Case | Example |
|---|---|
| Performance improvement | "Increase daily device count to 18 by end of month" |
| Process change | "All CRTs must be photographed before processing, effective immediately" |
| Quality focus | "Double-check all BIOS lock entries for the next two weeks" |
| Training requirement | "Complete the updated safety module by Friday" |
Tracking Compliance¶
Directives appear on employee records and position profile smart buttons. Use them to:
- Set a clear, measurable goal
- Assign it to specific employees or an entire role
- Set a deadline
- Monitor compliance through the directive tracking system
Using Announcements¶
For team-wide communication that does not require individual tracking:
- Use the chatter on relevant records to post updates
- Use group messages for team-wide announcements
- Post important operational changes as notes on the KPI dashboard or in team meetings
Communication Best Practices¶
| Do | Don't |
|---|---|
| Be specific about what you need | Give vague instructions like "do better" |
| Set measurable targets | Set goals that cannot be objectively measured |
| Give a deadline | Leave directives open-ended |
| Follow up on compliance | Set directives and forget about them |
| Acknowledge improvement | Only point out problems |
Quick Reference¶
Manager Daily Checklist¶
Morning (8:00 AM):
- Check Active Alerts for overnight issues
- Review WIP levels (Dashboard --> Inventory/WIP tab)
- Check schedule fill for today and next week
- Note critical items for team standup
Midday (12:00 PM):
- Review Team Performance Today -- identify anyone in red
- Check Queue B escalations and Prospect Manager Queue
- Reallocate resources if any area is significantly behind
End of Day (4:30 PM):
- Final KPI review
- Acknowledge resolved alerts
- Check schedule fill for upcoming days
- Review open helpdesk tickets
Manager Weekly Checklist¶
- Review weekly KPI trends (remove "Today" filter, group by Week)
- Check onboarding progress for new employees (Onboarding --> Team Onboarding)
- Review alert rule effectiveness -- are you getting too many or too few?
- Conduct team performance discussion
- Check for pending evaluations that need to be completed
Manager Monthly Checklist¶
- Conduct performance reviews using KPI data
- Audit training completion rates
- Review and tune alert rules and thresholds
- Analyze WIP trends -- is backlog growing or shrinking?
- Review position profiles -- are linked systems up to date?
- Export KPI data for reporting
Key Navigation Paths¶
| Task | Navigation Path |
|---|---|
| Check team KPIs | SR Operations --> Team Performance Today |
| View/manage alerts | SR Operations --> Active Alerts |
| Configure alert rules | SR Operations --> WIP and Alerts --> Alert Rules |
| Manage KPI templates | SR Operations --> KPI Tracking --> KPI Templates |
| Create an evaluation | Evaluations --> All Evaluations --> New |
| Monitor onboarding | Onboarding --> Team Onboarding |
| View position profiles | Job Architecture --> Position Profiles |
| Assign training | Employee record --> Onboarding Role --> Generate Onboarding |
Related Resources¶
| Resource | Description |
|---|---|
| Manager Role Page | Your hub page with all manager links |
| KPI Manager Guide | Detailed KPI management reference |
| Using the Dashboard | Complete dashboard navigation guide |
| Alert Rules Configuration | Detailed alert rule reference |
| Employee Evaluations | Complete evaluation system reference |
| Onboarding & Training | Complete onboarding system reference |
| Position Profiles | Complete job architecture reference |
Questions? Contact your supervisor or the HR department for evaluation and onboarding questions. For KPI and alert system questions, contact the IT team.