PART 3: WASTE REDUCTION EXCEL TOOLKIT

Part 1 Part 2 Part 3

Food Waste Reduction Food Waste Reduction Food Waste Reduction
Toolkit Report Toolkit Instruction Excel Toolkit
Manual

CONTENTS
ID# Name Description
P PLANNING
P1 Standard Recipe Cost Form Calculate the ideal cost per portion

P2 Basic Customer Forecast Basic form for tracking and estimating customer
traffic based on month, day of week, weather and
special conditions

P3 Production Planning Estimate the number of portions needed based on

sales mix and forecasted traffic; compare forecasted
potions to used portions

M MONITORING
M1 Spot Check Form Template Sample spot check template (example only: should
be revised for actual operations)

M2 Waste Log <Tool category only, no sheet>

M2-A Waste Log Categories Customize the departments and waste types used in
the waste log model

M2-B Log Print Out Printable form for collecting food waste data

M2-C Log Data Form An electronic form for recording and valuing food
waste data

M2-D Log Summary A summary of food waste value cross-indexed by

department and type of waste
M3 Actual COGS Calculate actual cost of goods sold based on physical
inventory and transfers

M4 Theoretical Cost Calculate what your food cast should be based on the
number of each menu item sold

M5 Shrinkage Calculator Calculate shrinkage (the difference between Actual

Cost of Goods Sold and Theoretical Cost of Goods
Sold), identify potential savings
STANDARD RECIPE COST FORM
Recipe Name:
Ingredient As Purchased ("AP") Edible Portion ("EP")

Ingredient
AP Yield EP Units in AP Total
Description Quantity Unit Cost per Unit Unit Ratio (%) Cost per Unit Unit Cost
Column A B C D E F G H
Formula Entered Entered Entered Entered Entered C¸E Entered F¸GxA

Total Recipe Cost [Sum total Cost for all ingredients above]
Recipe Yield (Total Number of Portions) [Entered]
Total Cost per Portion [Total Recipe Cost ¸ Recipe Yield]

Methodology:
Yield Ratio % [E]: the weight of product after preparation (EP Weight) divided by its starting weight (AP Weight)
To provide the greatest accuracy, yield ratios should be calculated in the operation; however, resources exist that provide generic yield ratios.
One example is "The Book of Yields: Accuracy in Food Costing and Purchasing, 8th Edition", Francis T. Lynch ISBN: 978-0-470-19749-3
BASIC CUSTOMER FORECAST
Date Day of
m/d/yyyy Month Week Weather Customers Special Notes

Average: [No Data] Minimum: [No Data]

Median: - Maximum: [No Data]
Note: This is a very basic example of a forecasting model. The model is simply a representation of historical traffic.
The results of this tool are intended to be guidelines only. Actual traffic levels may vary.
PRODUCTION PLANNING
Forecasted Customers [A] Safety Portions [B] Sales Reconciliation
Product Sales Mix Required On Hand Prepare Additional Sold Voids Difference
Column C D E F G H I J
Formula Entered AxC+B Entered D-E Entered Entered Entered D+G-H-I
 Date:
s Reconciliation
Notes
K
Entered
Spot Check Form Date:
Time of Check
Checked By (Initial)
Service Line
Prep Refrigerator #1
Temperature Check (Between 1°C and 4°C) (Record Temperature)
Containers Wrapped and Labeled Correctly (Yes/No)
Containers Stored in Correct Order (Yes/No)
Comments or Corrective Actions Taken:

Prep Refrigerator #2
Temperature Check (Between 1°C and 4°C) (Record Temperature)
Containers Wrapped & Labeled Correctly (Yes/No)
Containers Stored in Correct Order (Yes/No)
Comments or Corrective Actions Taken:

Service Counter
Clean and Clear of Debris, Stains or Puddles (Yes/No)
No Drinking Vessels on Shelves of Counter (Yes/No)
No Perishable Food at Ambient Temperature (Yes/No)
Comments or Corrective Actions Taken:

Note To User:
This form is only intended to illustrate a potential spot-checks format.
Actual content should be determined based on the equipment, products and areas in your operation.
Attention should be paid to elements and conditions what impact food waste, including but not limited to:
- Storage temperature (refrigerators, freezers and dry store room)
- Wrapping and packaging of products
- Proper labeling (description, date, etc.)
- Proper vertical order (i.e., ready to eat foods above raw foods, potentially hazardous foods, etc.)
- Proper stock rotation (older products in front of newer products)
- Proper positioning of stored goods (one location for one product, etc.)
- Hot holding temperature (soup wells, bain maries, holding cabinets, etc.)
- Any condition that risks cross-contamination
- Etc.
Waste Log Categories

Departments Description Type of Waste

Receiving Spoilage
Refrigerated Storage Spillage
Dry Storage Cross Contamination
Prep Area Preparation Error
Service Line Customer Return
Bar
Customer
Description
Product is rotten or has exceeded its use by date
Product was spilled or dropped
Product is contaminated by other products making it unfit for consumption
Product was burnt, prepared in error and is unusable
Product not to customers liking (under/overcooked, over-seasoned, etc.)
FOOD WASTE LOG DEPARTMENT:
Reported Type Product
Date by Employee of Waste Description Quantity Unit Reason / Cause
FOOD WASTE LOG
Reported Type Product Cost Total
Date by Employee Department of Waste Description Quantity Unit per Unit Cost Reason / Cause
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
SUMMARY OF WASTE COST
by Department and Type
Do Not Edit this Table -- See Instructions for refreshing the data

Waste Cost Dollars Type of Waste

Department Total Result

Total Result
COST OF GOODS SOLD FORM

Opening Inventory Value

Purchases +
Available Food Inventory = $ -

Closing Inventory -
Consumed Food Inventory = $ -

Interdepartment Transfers OUT -

Interdepartment Transfers IN +
Intraunit Transfers OUT -
Intraunit Transfers IN +
Employee Meals -
Actual Cost of Goods Sold = $ -
THEORETICAL COST OF GOODS SOLD FORM
Menu Item Portion Total
Name / Description Cost Menu Price Units Sold Cost Sales
Column A B C E F
Formula Entered Entered Entered CxA CxB
Total [Sum of all rows above]
Theoretical Food Cost [Total Cost ÷ Total Sales]
Shrinkage Calculator

Percentage
Dollars of Sales
Actual Sales Dollars for Period 100.0%

Actual Cost of Goods Sold (Inventory Method) $ - --

Theoretical Cost of Goods Sold - --
Shrinkage / Potential Savings = --

Shrinkage / Potential Savings --

Waste Log Value - $ - --
Unaccounted Loss = --