FOOD MANAGEMENT

AND
FOOD SERVICE MANAGEMENT


BY:
AYESHA CHOUDHARY
NARGIS SHAIKH
SHABNAM VIRANI


WHAT IS FOOD MANAGEMENT?
Food management is a broad process that involves the proper oversight of food
selection, preparation, presentation, and preservation. The food service industry
relies heavily on a number of different managers to supervise each aspect of the
process to ensure the quality, taste, and safety of any food served or sold to the
general public is healthy and in compliance with local standards. Because of the
broad range of tasks involved with food management, there are many different
career options for anyone who is interested in working with food of any type.
When many people think of food management, their minds immediately turn to
the food service industry. Essentially, food service seeks to make sure that any food
sold to businesses or individual consumers meet strict quality regulations. Within
this capacity, food inspectors may be responsible for making sure preparation
facilities are clean and free of contamination, as well as make sure that both raw
and packaged foods are stored in an area that is safe and at the proper
temperature as they await shipment to customers.
Food service inspectors labour in food processing plants to ensure all packaged
foods are prepared according to standards and are readied for shipment in a
manner that will keep the food fresh all the way to its destination


Upon delivery, other inspectors will go through the delivered foods and make sure
there was no damage during transport that could impact the quality and freshness
of the food The process of food management continues with the preparation of
meals that are served to the general public. An expert food manager will know how
to organize a commercial kitchen to best advantage, how to store foods properly,
and how to determine if food is not fresh enough to use in the preparation of any
recipe. A manager in this capacity may be a chef at a local restaurant, or be a
member of the hospitality management team at a hotel. To a degree all members
of the kitchen staff are also considered part of the food management team, as they
work closely with the food and the preparation of menu items.
Along with hotel and restaurant jobs, food management also involves making sure
that food past its prime is not sold in supermarkets. Many packaged foods today
are stamped with a date that indicates when the product should be used by. It is
not unusual for manufacturers of items such as packaged cereals to routinely send
quality inspectors around to make sure their items do not remain on supermarket
shelves past those dates. Doing so helps to ensure that consumers have access to
packaged food that is at its best in terms of freshness and taste.



Anyone who works with food can be said to engage in the task of food
management. Even in the home, people who are tasked with preparing meals will
evaluate the quality of food on hand, discard items that are no longer fresh, and
seek to prepare meals that are tasty as well as visually appealing. In addition to
minimizing the risks associated with consuming foods that are past their prime, the
attention to the actual preparation and presentation also help to make
consumption a more pleasant experience.
FOOD MANAGEMENT INVOLVES
PURCHASING
Purchasing Cycle/ System OR Steps In Purchasing
STORING
RECEIVING
ISSUING
CONTROLS IN RELATION TO ABOVE OPERATIONS
PURCHASING
Purchasing management directs the flow of goods and services in a company and
handles all data relating to contact with suppliers. To be effective, it requires knowledge
of the supply chain, business and tax laws, invoice and inventory procedures, and
transportation and logistics issues. Although a strong knowledge of the products and
services to be purchased is essential, professionals in this field must also be able to
plan, execute, and oversee purchasing strategies that help their company be more
profitable.
Sourcing reliable suppliers is a crucial part of purchasing management. Managers,
agents, and buyers usually learn about new products and services from Internet
searches, trade shows, and conferences. They meet with potential suppliers in their
plants whenever possible. Skills in foreign languages may be helpful for sourcing
suppliers in other countries. Individuals who work in this area must always assess
potential suppliers in terms of the supplier's ability to deliver quality merchandise at a
suitable price and on time.
Purchasing management professionals must be good negotiators, understand technical
product information, have good mathematical ability, understand spread sheet
software, understand marketing methodology, and be outstanding decision makers
To get ahead in this field requires good leadership skills, and higher positions often
require a master's degree in a business related subject. Entry level positions, such as
junior buyers, assistant buyers, and purchasing clerks, often require a college degree
and some product knowledge.
Larger distributors may require a bachelor's degree for entry level jobs in this field.
Employees typically being their training and learning in sales, then supervision and
invoice and stock monitoring. Professional designations include Certified Purchasing
Professional (CPP) in the United States, and Certified Professional Purchaser (CPP) in
Canada.
Purchasing managers, buyers, and materials managers control budgets, manage staff,
and may analyse procurement methods as well as negotiate
supplier contracts. These professionals must understand tax laws, purchasing trends,
ethics, and global outsourcing issues. Buyers and purchasing agents usually deal
specifically with purchasing tasks, while managers usually supervise others, including
purchasing agents. Titles and duties vary greatly between industries and employers,
however.
Buyers need the ability to select products that consumers will want to buy, so they need
to understand trends as well as economic conditions that affect consumer buying
decisions. Those employed in small stores may be responsible for purchasing the store's
entire inventory, while people working for larger operations may focus on a few product
lines.
Merchandise managers may work with an advertising team to create a campaign for the
goods they purchase. Follow up is an important part of this job, as responsibility does
not end in purchasing goods. For example, managers need to check to be sure the
products they buy are being displayed well to attract consumers. Buyers must keep
track of customer demands for new products as well as determine how well goods are
selling.


Purchasing Cycle/ System OR Steps In Purchasing
Purchasing Process
Purchasing Process includes as usual 8 main stages as follows:
Market survey
Requisitioning
Approving
Studying Market
Making Purchase Decision
Placing Orders
Receipting Goods and Services Received
Accounting Goods and Services
Receiving Invoices and Making Payment
Debit note in case of material defect
Purchasing Management Process
Purchasing Management Process consists usually of 3 stages
Purchasing Planning,
Purchasing Tracking,
Purchasing Reporting,



Purchasing Planning
Purchasing Planning may include steps as follows:
creating purchasing projects and tasks
providing related information (files, links, notes etc.)
assigning purchasing tasks to the concern person
setting task priorities, start/finish dates etc.
assigning supervisors
setting reminders
control and evaluation
Purchasing Reporting
Purchasing Reporting includes:
comparing actual and estimated values
calculating purchasing task and project statistics
sorting, grouping or filtering tasks by attributes
creating charts to visualize key statistics and KPIs
STORING
Methods of food storage have been practiced for centuries. From the first methods
of drying and curing, to canning and finally the modern luxury of freezing, humans
have a history of packing and saving food items for storage. The best method of
storage depends on the item being stored and the length of storage time needed
METHODS OF FOOD STORAGE
Freezing
Freezing is the most universally effective method for food storage. Most foods, outside
of delicate items such as whipping cream, eggs, leafy vegetables and cheeses, can be
stored in the freezer for extended periods of time. Meat, baked goods, fruits, certain
vegetables and fish can all be stored in the freezer for multiple months as long as the
items are properly packaged to prevent dry out and freezer burn. Freezer ziplock bags
and freezer-safe locking containers are best for freezer storage.
Canning
Canning, along with curing and drying, is a traditional method of food storage and
preservation dating to the periods before the advent of refrigeration. Canning was
originally used for the storage of fruits and vegetables during the winter months when
fresh items were not available. Most canned items include jams, jellies, preserved
fruits, pickled cucumbers, asparagus, beets, green beans, onions and garlic. Canning is
done using pressure or boiling to remove air from the inside of the jar and seal the lid.
DRYING
Though it is possible to can meat and fish, for home storage purposes it is
more common to dry or cure meat and fish in order to store for extended
periods of time. Drying meat into jerky is the usual product of drying game
meat. Fish has also been dry preserved for centuries by dry packing the meat
in salt. Dried salted fish can last for months without any refrigeration. Many
vegetables and fruits are dried for storage as well including chili peppers and
tomatoes. Drying is done either using the traditional sun-drying method or by
using a dehydrator machine.
Curing
Curing is a process that allows meat to be stored at room temperature. Meats
such as salami, pepperoni, cured ham and prosciutto are all air-cured meats.
Cured meats are generally preserved with salts, nitrates and nitrites and then
cured for a period of time in a dry, climate-controlled area.
Sealing
Airtight sealing is the shortest term storage for the majority of foods. Some
foods, like marshmallows, dry noodles, rice and chocolate chips, can stay fresh
for many months if sealed in an airtight container or bag. However, the
majority of fresh foods including vegetables, fruits, breads, meats, crackers,
cookies and cheeses cannot stay fresh in a sealed bag for long. Plastic ziplock
bags, locking containers and screw-top jars are great short-term storage
devices for items consumed within one to two weeks.

RECEIVING
Receiving food and supplies from your vendors requires more than simply taking boxes
off a delivery truck. Restaurant owners and managers should have procedures in place
for any employee who handles deliveries. Consider these suggestions for ways to
manage deliveries and other receiving procedures in your restaurant.
Verify Quantity and Quality
Whenever a restaurant receives an order, the manager or responsible employee
should "check in the order," or verify that the correct amount of products were
received as well as checking the quality of the incoming product. Follow these steps:
Verify the quantity. Be sure that every product you ordered is accounted for in the
delivery. An easy way to do this is to compare your order guide to your invoice and
manually check off all items as you look through the delivery. Be sure that product
weights and counts are correct.
Dealing with Damaged Products
Some vendors refuse to refund or replace damaged items once you have signed the
invoice. Be sure you have negotiated all terms of your business relationship with your
vendor in case you receive damaged or unusable products in your delivery.


Ensure quality. Be sure the items are of good quality. All refrigerated or frozen
items should arrive at the proper temperature, and products should show no
signs or damage. However, for one reason or another, food products may
arrive unusable. When product is received in poor condition, such as mouldy
or rotten, the manager should refuse the order if possible, and contact the
vendor immediately to schedule another delivery.
Check the cost. Make sure the total cost on the invoice is correct. The money
you spend on food orders and other supplies usually makes up a large part of
your restaurant expenses, and recording the appropriate amount in your
financial records is very important to your overall profits and losses.

ISSUING
In a formal issuing system the person in charge of the storeroom checks to determine that each
order has been properly authorized, removes product storage tags, and proceeds to fill the
order. The storeroom person then costs out each item ordered and totals the costs. A copy of
the completed requisition is sent to the operation's accounting office along with any storage
tags removed from the items. This system prevents personnel from helping themselves to
whatever they want, whenever they want it.

While putting orders together, the storeroom person should note any items in short supply and
direct this information to the operation's buyer so the items can be reordered. Careful
inspection of written requests for inventory items and accuracy are important during product
issuing. In some establishments, the storeroom person not only assembles the order for a
department, but also delivers it to that area. Prearranged issuing times for each department can
eliminate confusion and enable the storeroom person to work more efficiently.

Requisitions are the backbone of a successful issuing control point. Written and orders are
required from a department before any products are released. The requisition forms may be
sequentially numbered and/or color-coded by department for control purposes. Putting
requisitions in writing provides documentation and, therefore, greater control.


The need for documentation exists whenever a product is transferred from one area of
responsibility to another. In this case, the products are transferred from storage to production.
Usually a supply of products sufficient for one day or one meal period is issued to each
department . Issues should be properly costed This facilitates the calculation of daily food cost
and reminds employees to think of inventory as money. Requisitions must be subtracted from
perpetual inventory records to maintain accuracy. Daily issues help establish usage rates and
reorder points.

When products are issued, the FIFO [first in - first out] system must be followed. Proper stock
rotation minimizes spoilage, contamination, and loss of product quality. The order in which
products are assembled for issuing is the reverse of the order in which they are stored. That is,
the least perishable items are taken from storage first and the most perishable products last.
This minimizes possible contamination and maintains product temperature control. The food
production manager (chef or assistant manager) should be notified if perishable products are
nearing the end of their shelf life.

Storeroom facilities should not be left unattended if the issuing control system is to remain
intact. For maximum security, storeroom facilities should be kept locked with access limited to
the storeroom person and the manager. Staff needs to be organized and request the items they
need for the day rather than running in and out of the storage areas all day. Restricting
unauthorized access to storage areas helps to eliminate losses due to thefts and pilferage.

It is management's responsibility to establish policies and standards for issuing. Although some
operations do not find it necessary to use a formalized issuing system, managers who view their
inventory as a form of money realize the importance of carefully controlling the issuing function.
It is management's job to follow up on the issuing control point to determine that standards are
being maintained.
CONTROL IN RELATION TO ABOVE OPERATIONS