Training Plan: Operations Manager — Cary Mabunda

Employee ID: HR-EMP-00016 | Email: admin@velobiotics.co.za

Reports To: Chomba Chuma (General Manager)

Role: Operations Manager + ERPNext System Manager + HR Admin

Currency: ZAR

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1. Role Overview

Cary is the engine room of Velobiotics. He ensures the business runs smoothly every day — managing the team, coordinating between departments, enforcing HR compliance, and making sure every operational process is executed correctly in ERPNext. As the only employee with full HR and System Manager access in ERPNext, Cary is the first line of ERPNext governance.

Cary's mandate: Every team member inputs their work into ERPNext. Every approval is processed. Every task is tracked. The business runs on the system.

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2. Daily Inputs

2.1 ERPNext System Health Check

What: Verify ERPNext is functioning correctly

How:

1. Log in to erp.velobiotics.com

2. Check Dashboard for any error notifications

3. Verify Shopify sync is running (check recent Sales Invoices with invoice_source = Shopify)

4. Check for any failed background jobs

2.2 Daily Operations Report

What: Review daily operations snapshot

How:

1. Go to Reports → search "CD-Velobiotics Daily Operations Report"

2. Review: today's invoices, Sales Orders, payments in/out, top 5 products

3. Flag any anomalies to Chomba

2.3 Task Management

What: Ensure all employees complete their daily ERPNext tasks

How:

1. Go to Projects → Task → filter by today's date

2. Check: 24 tasks should be generated (2 per employee, Mon-Fri)

3. Follow up with employees who haven't started their tasks

4. Use WhatsApp to nudge (first privately, then escalate if needed)

2.4 Approval Queue

What: Process pending approvals in ERPNext

How:

1. Check for: pending Leave Applications, Expense Claims, Stock Reconciliations

2. Review each: validate against policy

3. Approve or reject with reason

4. Log decisions in ERPNext

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3. Weekly Inputs

3.1 Weekly Sales Report Review

What: Review weekly sales performance

When: Every Monday

How:

1. Go to Reports → "CD-Velobiotics Weekly Sales Report"

2. Review: week-on-week comparison, daily breakdown, top 5 customers

3. Flag declining trends to Chomba

3.2 Team Performance Check

What: Review each employee's ERPNext activity

How:

1. Go to Projects → Task → filter by date range (this week)

2. Check task completion rate per employee

3. Go to CRM → Communication → check logging compliance

4. Flag employees not logging interactions in ERPNext

3.3 Warehouse Stock Take Report

What: Review Monday 6am automated stock take report

How:

1. Review the report sent via email and Slack #warehouse

2. Check 3 accuracy scores: SKU, Units, Value (all must be ≥99%)

3. If any below 99% → meet with Gad to identify root cause

4. Check Pick List scanning compliance (target: 100%)

3.4 Payroll Pre-Checks (Week of 18th)

What: Begin monthly payroll pre-checks

How:

1. Confirm no new hires need Salary Structure Assignment

2. Confirm no salary changes (written approval required)

3. Check for leave without pay (LWP)

4. Confirm bank details for new employees

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4. Monthly Inputs

4.1 Monthly Payroll Run (20th of month)

What: Execute monthly payroll process

How:

1. Go to HR → Payroll → Payroll Entry → New

2. Set: Company = Velobiotics, Frequency = Monthly, dates for current month

3. Click "Get Employees" → all 12 active employees should appear

4. Save → Submit

5. Verify Salary Slips (wait 1-2 mins, refresh)

6. Bulk submit Salary Slips

7. Create Payroll Recognition JV (manual Journal Entry)

8. Create per-employee advance/loan recovery JVs if applicable

9. EFT via FNB Business Online by 25th

4.2 Monthly Sales Summary Review

What: Review monthly sales KPIs

How:

1. Go to Reports → "CD-Velobiotics Monthly Sales Summary"

2. Review: revenue, top 10 customers, top 10 products

3. Compare to target and prior month

4.3 Monthly P&L Review

What: Review profit & loss statement

How:

1. Go to Reports → "CD-Velobiotics Monthly P&L Summary"

2. Review: revenue, expenses by account type, net profit, YTD

3. Flag any unusual expense spikes to Chomba and Tsakane

4.4 Statutory Payment Coordination (by 7th of next month)

What: Ensure statutory payments are made

How:

1. PAYE → SARS eFiling (Tsakane)

2. UIF (Employer + Employee) → uFiling (Tsakane)

3. SDL (1% of gross payroll) → SARS eFiling (Tsakane)

4. Pension Fund → FNB Umbrella Fund (Tsakane)

5. Follow up with Tsakane to confirm all payments made

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5. Outputs

Frequency	Output	Delivered To	Source
Daily	ERPNext system health check	Internal	ERPNext Dashboard
Daily	Daily Operations Report review	Chomba (if anomalies)	CD-Velobiotics Daily Operations Report
Weekly	Weekly sales report review	Chomba	CD-Velobiotics Weekly Sales Report
Weekly	Team performance check	Internal	ERPNext Tasks + Communications
Weekly	Warehouse stock take report review	Chomba + Gad	Automated Monday 6am report
Monthly	Payroll run completed by 25th	All employees	ERPNext Payroll Entry
Monthly	Monthly P&L review	Chomba + Tsakane	CD-Velobiotics Monthly P&L Summary
Monthly	Statutory payments confirmed	Chomba	SARS/uFiling/FNB
Quarterly	Quarterly Business Review	Chomba	CD-Velobiotics Quarterly Business Review
Annually	Annual Sales Analysis	Chomba	CD-Velobiotics Annual Sales Analysis

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6. KPIs and How to Track Them

Weekly KPIs

KPI	Target	Where in ERPNext	How to Check
ERPNext system uptime	100%	System health	Daily check — no errors
Team task completion rate	≥ 90%	Projects → Task	(Completed tasks / Assigned tasks) × 100
Shopify sync operational	100%	Selling → Sales Invoice	New Shopify invoices appearing daily

Monthly KPIs

KPI	Target	Where in ERPNext	How to Check
Payroll submitted on time	By 25th	HR → Payroll → Payroll Entry	Check submission date
Statutory payments made	By 7th	External (SARS/uFiling)	Confirm with Tsakane
ERPNext data quality score	≥ 95%	Various	Audit completeness of records
Operational compliance	100%	Various	All processes followed correctly

Quarterly KPIs

KPI	Target	How to Check
Team ERPNext adoption	100% of staff using ERPNext daily	Audit user logins + task completion
Process compliance	All processes documented and followed	Internal audit
Quarterly business review completed	On time each quarter	CD-Velobiotics Quarterly Business Review

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7. ERPNext Training — Step by Step

Module 1: System Administration (Day 1)

1. User management: Settings → Users → manage roles and permissions

2. Email accounts: Settings → Email Account → verify IMAP/SMTP

3. Print formats: verify CD-Velobiotics Tax Invoice, Velo2026 Pick List

4. Custom fields: verify invoice_source options (B2B, Shopify, Takealot, Woocommerce)

Module 2: Payroll Management (Week 1)

1. Navigate: HR → Payroll → Payroll Entry → New

2. Set dates, frequency, payment accounts

3. Get Employees → verify all 12 appear

4. Submit → verify salary slips

5. Create payroll recognition JV (see handoff Section 5)

Module 3: Report Management (Week 1)

1. Reports → search "CD-Velobiotics"

2. 9 custom reports available — review each

3. Key daily: CD-Velobiotics Daily Operations Report

4. Key weekly: CD-Velobiotics Weekly Sales Report

5. Key monthly: CD-Velobiotics Monthly P&L Summary

Module 4: HR Administration (Week 2)

1. Navigate: HR → Employees → manage employee records

2. HR → Leaves → Leave Application → approve/reject

3. HR → Expense Claim → approve/reject

4. HR → Attendance → review attendance records

5. HR → Payroll → Salary Structure Assignment → verify all 12

Module 5: Stock & Operations (Week 2)

1. Stock → Stock Balance → review all 14 warehouses

2. Stock → Pick List → verify Gad's compliance

3. Stock → Stock Reconciliation → approve monthly reconciliations

4. Stock → Stock Entry → review all entries

Module 6: Task & Performance Management (Ongoing)

1. Projects → Task → daily review of 24 tasks

2. Follow up with non-compliant employees via WhatsApp

3. Weekly performance leaderboard (auto-generated Fridays 4pm)

4. Monthly KPI aggregation (auto-generated 1st of month)

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8. Assessment Criteria

Week 1: System Mastery

☐ Can manage users and permissions

☐ Can run payroll (Payroll Entry → Salary Slips → JV)

☐ Can generate and interpret all 9 CD- reports

☐ Can approve Leave Applications and Expense Claims

Month 1: Operational Excellence

☐ Payroll submitted by 25th

☐ Statutory payments confirmed by 7th

☐ Daily Operations Report reviewed every day

☐ Weekly sales report reviewed every Monday

☐ Team task completion ≥ 90%

☐ All employee ERPNext adoption confirmed

Quarter 1: Full Competency

☐ All monthly KPIs met consistently

☐ Quarterly Business Review completed

☐ ERPNext data quality score ≥ 95%

☐ Zero payroll compliance issues

☐ Ready for quarterly performance review