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LESSON 4
OPERATIONAL FUNCTIONS

Learning Objectives:
At the end of the lesson the student will be able to:
a. Analyze how the menu influences every aspect of the school foodservice
system.
b. Describe how activities throughout the food system influence the purchasing
function, receiving, storage, and inventory control.
c. Define the objectives of food production.
d. Discuss the variety of service styles and list criteria used to select the best
style for a specific situation or event.

A. PLANNING AND WRITING THE MENU

The menu is the focal point of every food production and service establishment.
The reputation processes and profits depend upon the menu.
A menu is a list of specific item, foods, or dishes that fit the meal pattern
selected. The meal pattern is something like an outline, which list the part of a meal
called courses. It suggests the kind of food that makes up each course.

Organizational Mission and Goals

The menus must reflect the stated purpose of the organization as set out in the
mission statement and the vision statement.
The Customer
The menu planner must carefully study the population to be served, regardless
of whether commercial or non-commercial menus are planned.
Customer Demographics
That refers to population statistics. Specific indicators include but are not
restricted to age, gender, health status, ethnicity, and educational level.
Customer Sociocultural Influences
It refers to the combining of the social and cultural factors of a population. These
factors include:

• Marital status
• Lifestyle
• Ethnic background
• Values
• Religious practices

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 Food Consumption, Trends, Habits, and Preferences
The menu planner should keep this in mind when choosing food to please this
diverse community.

Budget Guidelines
Before every menu is prepared the amount of money that can be spent on the
food must be known.
Equipment and Physical Facilities
The menu which is prepared for any given day must be one which can be
created with the available equipment in the available workspace.

Production and Service Capabilities

Personnel
Availability and skilled employees are factors to consider when determining the
variety and complexity of a menu.
Availability of Food
Before every menu is prepared the amount of money that can be spent on the
food must be known.
Style of Service
Style of service influences the selection of food items and the number of menu
choices.
Different Types of Menu
1. A ’la carte menu- offers a large variety of dishes that are individually priced.
2. Table d’hôte Menu- which means host's or hotelier is composed of a set menu or
a group of several set menus that have fixed prices.
3. Selective Menu- There is a limited number of choices within a fixed price menu
within a fixed number of courses.
4. Static Menu- Is one that remains relatively unchanged for a long period.
5. Cycle Menu- Is one that is "rotated "or repeated in predetermined patterns.
6. Market Menu- A menu that responds to season and availability.

Important Factors to Consider in Menu Planning

1. Customer Profile- The menu must satisfy the individual needs of customers
2. Cost and Price- The cost and price of the menu should be within the customer’s
expectation and paying ability.
3. Service Time – The menu should consider the nature of the food being served
during specific meal periods.
4. Supply – They should take into account the seasonable and availability of
ingredients.
5. Kitchen staff, plant, and equipment- The menu is only useful if the staff, kitchen,
and equipment are sufficient to handle it.

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 6. Balance - The balance of the menu refers to harmony and a variety of many food
properties such as texture, color, flavor, variety, and economics.
Menu Patterns
It is an outline of food to be included in each meal, and the extent of choice at
each meal.
Food Characteristics and Combination
When menus are planned, one must attempt to visualize how the food will look
on the plate or tray. It is important to consider how the flavors combine, and whether
there is a contrast in:

• texture
• shape
• consistency
• Color
• Shape
• Flavor Combinations
• Variety in Preparation

Menu Writing
A. Timetable for Planning, Execution, and Growth
How far should the menu be planned for actual production and service?

B. Steps in Menu Development

• Entrees/Main Dish
• Soups and Sandwiches
• Vegetables and sides
• Salads
• Desserts
• Garnishes
• Bread
• Breakfast items
• Beverages

C. Menu Evaluation
The menu should be reviewed as planned before use, and again after serving.
A food service manager can best evaluate menus by looking at the entire menu and
answering the question below.

Checklist for Menu Evaluation

1. Does the menu satisfy nutritional guidelines and organizational goals?
2. Are the foods being offered in season available and within an acceptable price
range?
3. Do foods on every menu offer color contrasts? Texture? Good flavor?
Cohesiveness? Shape or Shapes? Preparation Type? Tempering?

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 4. Is any food item or flavor being repeated too often during this period of the menu?
5. Do the combinations make the whole pleasant, and are they acceptable to the
clientele?

The Printed Menu

A. Menu design and Format
A menu card needs to be designed and written to appeal to the guest, stimulate
sales, and often influence the customer to choose items that the foodservice wants to
sell.

• Descriptive Wording
• Truth-in-Menu Legislation

B. Menu Marketing
The way food choices are presented to potential customers can have a major
impact on sales.

• Menu Boards and Signage

• Spoken Menus

Customer Satisfaction
a. Surveys and Comment Cards
- Satisfaction surveys can be done formally via written surveys and comment cards.
b. Frequency Ratings or Popularity Indexes
- These are established via formal or informal surveys in which customers are asked
to rate or rank menu items according to preference.
c. Sales Data
- Sales data are the primary means by which satisfaction is measured. Modern cash
registers can track and evaluate the contribution that each menu item makes to the
financial objectives of foodservice operation.

A. PURCHASING: THE MARKET, BUYER, and VENDOR

Purchasing
• Purchasing is a management function that focuses on securing the resources
that are needed to run a food service.
Market
• The medium a change of ownership takes place through.
Commodities
• Raw agricultural produce is used for food production.
Market Distribution

• Food is distributed over a series of market channels from sources to

consumers.
Market channels

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 • The food processing and distribution system, starting with the grower of raw
food products and ending at the end client or point of consumption.

Agricultural Processing Distributio Foodservic

Production Slaughterhouse Manufacturing n e
Fields s Mills . National Hospital
Stockyards Food Regional School Prison
Orchards Processing Local
Lakes/ Plants
Streams

Market channels and transfer of ownership

Intermediaries
• Product movement through the distribution system is guided by intermediary or
middleman work.
Middlemen
• Goes between producers, distributors, and consumers.
Brokers and manufacturer’s representatives
• Wholesalers who do not take over ownership of products but whose duty is to
put together buyers and sellers.
Broker
• It serves as a sales representative for a manufacturer or manufacturer group.
Manufacturer’s representative
• Serves as a sales representative for a foodservice firm.
The Buyer
• The buyer is a member of the administrative professional team and is held to
high standards of work performance and ethical behavior.
Negotiation
• The communication skills people use to confer with others in order to reach an
agreement or a compromise.
Ethics
• Moral Science in Human Behavior

Buying requires integrity, maturity, negotiation skills and commitment to a high

ethical standard. The purchaser, acting as an agent for the institution, is entrusted with
making quality, price, and purchasing decisions and cannot afford to compromise
either money or position.
Structure of Purchasing

Food services operations operate under various types of purchasing

arrangements depending on a number of factors, including organizational size,
ownership and geographical location.
The buying structure varies depending on the size and form of company:

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 • Centralized purchasing- a structure of purchasing in which a department
within an organization assumes the main responsibility for the purchasing
function.
• Group and cooperative purchasing- an organization that represents member
organizations and oversees their purchasing function.

Vendors and Food Distributors

Foodservice can buy food and produce from a wide range of vendors. Supplier
selection, or vendor selection, is one of the most important decisions to make in a
purchasing program.

Vendors
Sellers, Sources of supply
Two most common categories used in Food Service:
1. Broadline Vendors – A wide-ranging food distributor brings vast inventories of
food and equipment, serving various niche suppliers, in an effort to fulfill almost
every food service demand.
2. Specialty Vendors - Specialty vendors typically carry a limited line of products. A
specialty vendor, for example, may limit his line to only groceries or carry a single
commodity such as meat, fish, or produce.
A buyer new to a food service company may use a range of tools to locate vendors.

• The Internet
• Other foodservice operators
• Trade journals and publications
• Trade shows

Methods of Purchasing
The two principal methods of buying:

1. Informal or open-market buying-Informal buying is a commonly used buying

method, particularly in smaller foodservice operations. The system involves
ordering the food and supplies that are needed from a selected list of vendors
based on daily, weekly, or monthly quotations.
Quotation - an amount stated as the current price for a desired product or service.

2. Formal Competitive Bid Buying –In a formal competitive bid purchase, written
specifications and approximate quantities required are sent to vendors with an
invitation to quote prices for the products listed, within a specified period.

Variations on Methods of purchasing

Cost- Plus Purchasing - In cost-plus purchasing, a purchaser agrees to purchase
certain items from a supplier over an agreed time based on a fixed markup over the
cost to the vendor.

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 Prime Vending. Prime vending is a purchasing method that has gained popularity and
acceptance over the past several years among restaurants and non-commercial
buyers.
Blanket Purchase Agreement. Where a wide variety of items are purchased from
local suppliers, the blanket purchase agreement (BPA) is sometimes used, but the
exact items, quantities, and delivery requirements are not known in advance and may
vary.
Just-in-Time Purchasing -It is a technique for inventory and production planning
where the commodity is purchased in the exact amounts needed for a particular
production run, and produced "just in time" to meet the demand for output.
Product Selection
Factors should be considered when selecting foodservice products.

• Market forms of food

• Food quality

Quality Standards - Quality can mean wholesomeness, cleanliness, or freedom from

unwanted substances. It may denote a degree of uniformity in shape, perfection in
scale, or defect-freeness.
Grading. Grades are qualitative market classifications. They reflect the quality related
to the standard set for the product and indicate the degree of variation from that
standard.
Brand - a particular make of a good or product usually identified by a trademark or
label.

B. RECEIVING, STORAGE, AND INVENTORY CONTROL

RECEIVING

Is a function that involves checking the quantity, quality, and condition of the
incoming goods followed by proper storage.
A good receiving program includes:

• coordination with other departments

• training for receiving personnel
• parameters of authority and supervision
• scheduled receiving hours
• documentation

The potential consequence of a poorly planned receiving program includes:

• short weights
• substandard quality
• double billing inflated prices
• mislabeled merchandise

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 • inappropriate substitutions
• spoiled or damaged merchandise
• pilferage or theft

Coordination with other departments- who work in this department should rotate
their scheduled
Personnel - should have knowledge
Facilities, equipment, and sanitation - cleaning and sanitation procedures for the
receiving area should be defined by policy
Scheduled hours for receiving - to avoid the busiest production times
Security - This department can be handled only by the knowledgeable.

RECEIVING METHODS
• blind method
• invoice receiving

TIPS TO DELIVERIES INSPECTING:

• Check-in and be prepared
• Have orders and specifications ready for purchase
• Inspect food at check-in immediately
• Check refrigerated temperatures when arriving
• Check the frozen items for thawing or burning proof
• Cases or crates for large deliveries open at random to determine that the
container covers the entire order.

STORAGE
• Storage means reserving or laying off for future use.
Dry storage
• Dry food storage requirements are that it is dry, cool, and properly ventilated.
• The dry storage is intended for non-perishable foods that do not require
cooling.

Temperature and Ventilation

• Temperatures not to exceed 70F.
• Wall venting is the most effective air circulation method Storeroom
arrangement
• Food and supplies should be stored in a systematic and orderly arranged.
• Should be stored using the FIFO method.
• Each item should be assigned a given place.

Sanitation
Food stored in dry storage must be protected by protective measures against
insects and rodents, such as the use of appropriate insecticides and rodenticides.

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 INVENTORY CONTROL

INVENTORY
A regular inventory program contributes to the protection and cost containment
of the products.

Receiving
• Incoming supplier should inspect and recorded on receiving record form.
Perpetual inventory
• Running balance record for each item of goods in a storeroom.
Physical inventory
• An actual item count in all storage areas.
Inventory turnover ratio
• A measure of inventory times is used or sold within a specified time frame, such
as a month or year.

C. FOOD PRODUCTION: SCHEDULING, CONTROL, AND EVALUATION

PRODUCTION
• Production means the process or method used for transforming tangible inputs
(raw materials, semi-finished goods) and intangible inputs (ideas, information,
knowledge) into goods or services.
• In this process, resources are used to create output that is suitable for use or
that has an exchange value.

FOOD PRODUCTION
1) Cooking aim in food production:
• Improves aesthetic appeal
• destroy harmful organisms
• Enhance digestibility and maximize the retention of nutrients 2) In-
process computers:
• Expand or reduce the recipe
• Recipe storage
RECIPES - is a set of instructions used for preparing and producing certain food, dish,
and drinks.

RECIPE FORMULATION
The composition of the recipe is used to create standard recipes that act as production
controls.

1. Standardized recipe - has been tested and adapted to the requirements of a

specific foodservice operation.
2. Format (It should be developed orderly arrangement of the recipe information)
3. Recipe title - The title of the recipe should be written in a large font, either
centered on the page or put to the left of the top of the page.

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 4. Yield and portion size - The total recipe yield may be provided in measure,
weight, or number of portions.
5. Cooking temperature - often listed at the top of the page, so preheating of
equipment and schedule of cooking can be determined without reading the entire
recipe.
6. Ingredients and quantities - The names of the ingredients are usually written on
the left side of the recipe with the amount arranged in one or more columns to
accommodate various yields.
7. Procedures - the direction of preparing the food, timing, and should be tested
before serve.
8. Recipe yield - the total amount produced by a recipe.
9. Quality standard - serve with the right portion.
10.Recipe adjustment - multiplied the recipe.
11.Adapting small quantity recipes - Many quantity recipes can be successfully
expanded from home-size recipes, but their development involves several carefully
planned steps.

FORECASTING
A prediction of food needs for a specific period of one day or another.

REASONS TO FORECAST:
• Large time is required to complete all phases of menu item production
• Precise forecasting minimizes overproduction chances

PRODUCTION SCHEDULING
Decision making and communication process whereby the manufacturing staff as the
true way of preparing the food in a given time.

PRODUCTION SCHEDULES
Detailed document used to communicate the work required to be done over a specified
period to the production staff.

PRODUCTION MEETINGS
Meeting with the manufacturing personnel to create menu and production plans.

PRODUCTION CONTROL

• Assembling of ingredients
• Staff and equipment
• portioning control

PRODUCTION EVALUATION

• This is part of a new recipe's initial test phase and is important for quality
control
• Many foodservice organizations perform sensory analyzes just before meal
service is provided.

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 D. SERVICE: ASSEMBLY, DELIVERY, AND DISTRIBUTION SYSTEM
SERVICE

• Use of a centralized or decentralized structure to design the service function.

• Style or service refers to the customer's method of accessing and receiving the
prepared food.
• For some service systems, specialized equipment may be needed.

The aims of a system of delivery and service include:

• Maintain the quality features of the food
• Make sure food is microbially safe
• Serve food that is appealing and customer satisfying

METHODS OF ASSEMBLY, DELIVERY, AND SERVICE

Centralized delivery system- service:
• Cooked food
• Mounted in a central area
• Shipped to client

Decentralized system for delivery- service:

• Mass Quantity
• Send the kitchen, hot and cold,
• Assembling occurs

ASSEMBLY refers to fitting the prepared menu items together to complete an entire
menu.

E. CUSTOMER SERVICE AND SERVICE SEQUENCE

CUSTOMER SERVICE
Customer service (or relationships with guests) refers to the interactions
between customers and service personnel.
STYLES OF SERVICES

1. Self-service
2. Cafeteria (traditional and scramble system)

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 3. Machine vends
4. Buffet
5. Drive-thru pick-up
6. Tray service
7. Counter wait service
8. Table wait service (American service, French service, Russian service and
family-style)

SEQUENCE OF SERVICE
Service sequences are referred to as the order in which the waiter serves the
guests from the time the guest enters the restaurant until the time, he leaves the
restaurant.
SERVICE SEQUENCE
1. Greeting the guest
• Wish to have eye contact and a smile
• Guests are escorted to the table
2. Seating the guest
• Stand behind the chair, as you approach the guest
• Pull out the guest chair
• Little by little scoot the chair as the guest sits down

3. Offer menu cards

• Present all menu cards – beverage, appetizer, and food menu, and keep up to
date promotions informed.
4. Preference for water
• Request water and turn the lenses up

5. Order taking
• Start by suggesting drinks
• "Sir / Ma'am, would you like to get some drinks started? -- Suggested
appetizers, soups or salads, and main course
• In the end, repeat all the order
6. Beverage service
• Serve all the beverages
• Coasters with all drinks
• Hold glasses underneath
• Notify drinks before putting in
• Straight drinks with suitable mixer and ice cream seal
• Beer and bottles of wine to present before opening
7. First course
• Have special requests checked
• Place proper cutlery
• Serve food pre-plated from the right
• Use the first-plate method to carry 2 dishes or more

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 • Advertise before serving
8. Second course
• Clear table and set up for the next course
• Place appropriate cutlery
• Advertise dishes
• Follow the children's sequence first, senior citizens, ladies, and gentlemen, and
then host
• Serve with tasty condiments
9. Feedback
• Have feedback check
• Inform manager immediately about any negative feedback
• Keep in mind that complaints are opportunities to correct
10.Desserts
• Place spoons for dessert
• Serve desserts pre-plated from right
11.Tea/coffee
• Serve coffees with a biscuit
• Sugar to accompany the coffee orders
• Sugar-free with white, demerara, or brown sachets
• Tea or coffee spoon to be ordered on
12.Billing
• Only submit bill when requested
• Bus table pre-presentation before the bill
• Present a bill in the bill box with feedback form and pen
• Recharge to be cleared within 3 minutes
• If payable in cash, return the exact change
13.Bidding farewell
• Assist guests preparing to leave
• Say thanks to the guest for visiting
• Invite and inform about the events and promotions to come

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