7/23/2019 FOOD & BEVERAGE CONTROL NOTES http://slidepdf.com/reader/full/food-beverage-control-notes 1/28 Food & Beverage Control UNIT-1 Definition of Control Control is a process by which a manager attempts to direct, regulate and restrain the action of people in order to achieve the desired goal. An obvious first step is to established goals for the enterprise. Probably the most common goal for all private enterprise is financial success, although this is by no means the only- range goal of business. Others might relate to preserving the environment, promoting better health among the population or etc. To achieve the goals, management must setup any number of sub goal compatible with its long-range plans. These tend to be more specific and usually more immediate in nature. For example, to achieve the goal of preserving the environment, it would be necessary to make rather immediate plans to process or dispose of waste materials in appropriate ways. Objectives of F & B Control The food and beverage business can be characterized as one that involves raw materials purchased, received, stored and issued for the purpose of manufacturing products for sale. In these aspects many similarities exist between the hospitality industries to achieve the goal of profitable operation. This will entail a discussion of how costs and sales are controlled in food and beverage operations. The means employed by foodservice managers to directly, regulate and restrain the actions of people, both directly and indirectly, in order to keep costs within acceptable bounds, to account for revenues properly, and make profits. F & B Control Cycle STEP 1: PURCHASING Develop purchase specification Supplier selection Purchasing correct quantities No collusion between property and supplier Evaluation of purchasing process
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-Maintenance of all costs in line with budget guidelines & current volume of business e.g. food, beverage, payroll etc.
-Maintenance of a tight & efficient control of all F & B stocks
-Maintenance of up to date costing & pricing of all menu items.
-Maintenance of an efficient F & B control system giving analyses statistical date of all business
done.
There is a dividing line between those F & B department that manage these problems & hence
function more efficiently & those that just react to the problems only ever treating the symptoms
& not the cause. It is important therefore that potential problem area be identified in advance by
management so that they can be planned for & successfully managed when & if they occur. Thisis only possible if there is some feedback from the control function back to management so that
they are kept constantly aware of, first changes occurring within the F & B area itself, & second
changes occurring outside the establishment that may have an effect.
METHODOLOGY OF F & B CONTROL
The development of an effective system of food and beverage control resolves itself into three
distinctive phases
PHASE-1
Basic policy decisions
Dealing with basic policy decisions. This constitutes of basic policy decisions in relation to
financial and catering policies in the establishment.
Financial Policy
This is where setting of profit targets are done, planning for profit margins for menu or wine list.
Marketing and catering Policy
This deals with the market to be aimed at, the market you are going to cater for in order to satisfy
it e.g. you have to identify the customer, his average spending power, decide what menu will
satisfy the spending power, decide what menu will satisfy the customer, determine the type of
service determine the portion service and choose the appropriate décor or atmosphere.
2. Setting Example: Employees in an operation follow the examples set by the manager — the
manager’s behavior, manner, responses to questions, and even a failure to speak or take action in
some situations.
The behavior of individuals in a group tends to be influenced by the actions, statements and
attitudes of their leaders.
Work Habits, attitudes, behavior, spirit of a manager are the evident.
If the manager who has occasion to help employees plate food for the dining room serves
incorrect portion sizes, employees will be more likely to do the same when the manager is not
there. Similarly, if a manager is inclined to wrap parcels of food to take home for personal use,
employees will be more likely to do so.
3. Observing and Correcting Employee Actions: One of a manager’s important tasks is toobserve the actions of all employees continually as they go about their daily jobs, judging those
actions in the light of the standards and standard procedures established for their work. If any
employee is failing to follow the standards, it is a manager’s responsibility to correct their
performance to the extent necessary at the appropriate time.
3. Controllable Cost: A cost that can be changed in the short term. Direct costs are generally
more easily controllable than indirect costs. Variable costs are normally controllable. Certain
fixed costs are controllable, including advertising, promotions, utilities, repairs, etc.
4. Non-Controllable Cost: Are those costs that cannot be changed in the short term. These are
usually fixed costs. These typically include items such rent, depreciation, and taxes.
5. Fixed Cost: Are those that are normally unaffected by changes in sales volume. The term
fixed should never be taken to mean unchanging, merely to indicate that any changes that may
occur in such costs are related only indirectly to changes in sales volume. Examples: Rent,
Utilities, Insurance Premiums.
6. Variable Cost: A variable cost is one that varies on a linear basis with revenue, those that are
clearly related to business volume. Directly variable costs are those that are directly linked to
volume of business, such that every increase or decrease in volume brings a corresponding
increase or decrease in cost. The obvious variable costs are food and beverage. The more foodand beverage sold the more that have to be purchased. If revenue is zero, then the cost should
also be zero. As business volume increases, so do these costs. As business volume decreases, so
do these costs.
7. Direct Cost: Direct cost is a cost that is the responsibility of a particular department or
department manager. Most direct costs will go up or down, to a greater or lesser degree, as
revenue goes up and down. Because of this, they are considered to be controllable by, and thus
the responsibility of, the department to which they are charged. Examples of this type of cost
would be food, beverages, wages, operating supplies and services beverages and linen and
laundry.
8. Indirect Cost: An indirect cost is commonly referred to as an undistributed cost or one that
cannot easily be identified with a particular department or area, and thus cannot be charge to any
specific department. For example, property operation, maintenance and energy cost could only
be charged to various departments (such as linen or food and beverage) with difficulty. Even if
this difficulty could be overcome, it must still be recognized that indirect costs cannot normally
be made the responsibility of an operating department manager. Indirect costs are also sometimes
referred to as overhead cost.
9. Joint Cost: Is a cost shared by and the responsibility of two or more department or area. The
cost of dining room waiter who serves both food and beverage is an example. His labor is a joint
cost and should be charged to the food department and to the beverage department. Most indirect
costs are also joint costs.
10. Sunk Cost: A cost that has been incurred and cannot be reversed. Also referred to as a
"stranded cost”. A worn-out piece of equipment bought several years ago is a sunk cost because
Capital Budget: It deals with assets and capital funds of a business.
Operating Budget: Deals with the income and expenditure of a business.
Master Budget: It in co-operates all the income and expenditure plus the assets and liabilities of
a business.
Departmental Budget: It is done in respect to the single department of business e.g. special
functions like banqueting, wedding receptions, the sales and purchases have to be budgeted for.
Fixed Budget: This is a budget which is independent on the level of turnover e.g. advertising
office administration, maintenance budget; this is because short-run changes in the volume of
turnover have no effect on the budget concerned.
Flexible Budget: Budget which provides for several level of turn-over and pre-determines costor cash flow accordingly, for example changes in the rate of room occupancy may affect labor
cost in a small hotel.
ADVANTAGES OF BUDGETING
• They involve participation of employees in the planning process, thus improving
motivation and communication.
• They necessitate, in budget preparation, consideration of alternative courses of action.
• They allow a goal, a standard of performance, to be established with subsequent
comparison of actual result with that standard.
• Flexible budgets permit quick adaptation to unforeseen, changed conditions.
• They require those involved to be forward looking, rather than to be looking only at past
The responsibility of purchasing can be delegate to anyone in the foodservice operation
depending on organizational structure and management policies.
Control Process and Purchasing
Four steps in the control process apply here:
1. Requiring that standards and standard procedures be established
2. That employees be trained to follow those standards and standard procedures
3. That employee out-put be monitored and compared to established standards
4. Remedial action be taken as needed
Perishable and Non-perishable
Perishable are those items, typically fresh foods, those have a comparatively short useful life
after they have been received. They should be purchased for immediate use only as they
deteriorate quickly.
Non-perishable are those food items that have a longer shelf life. They are often referred to as
groceries or staple. They may be stored in the containers in which they are received, stored onshelf at room temperature for weeks or months. They do not deteriorate quickly.
Developing Standards & Standard Procedure
Establishing control over purchasing ensure a continuing supply of sufficient quantities of the
necessary foods, with each of quality appropriate to its intended use and purchase at the most
• It is important first to determine which perishable & non-perishable food is required in
order to produce products of consistent quality.
•
Thus it is important to draw up the list of all food items to be purchased, including thosespecific and distinctive characteristic that best describe the desired quality of each in
written description also known as standard purchase specifications.
• It is usually base on federal grading or common market grading.
Through Standard Purchasing Specification:
1. To determine exact requirement in advance for any products
2. To purchase according to specification to prepare several different items on the
menu.
3. They eliminate misunderstanding
4. To have standard competitive bidding
5. They eliminate for detail verbal description
6. To facilitate checking food as it is received.
Establishing Quantity Standards
•
Quantity standard for purchasing are subjected to continual review and revision, often ona daily basis.
• Perishable Item .The correct amount must be purchased to avoid wastage.
• A basic requirement of the purchasing routine is to take daily inventory of perishable.
• The routine requires that determinations be made of anticipate total needs for each item,
base on future menus and often on experience as well.
• Non-perishable items does not present the problem of rapid deterioration, the do
represent considerable amount of money invested in material in storage. The goal here is
to avoid excessive quantities on hand. Through proper planning.
• The ways to maintain inventories of non perishables at appropriate levels, most are
variations on two basic methods:
1. Periodic order method
A method for ordering food or beverages based on fixed order dates and variable orderquantities. The calculation of the amount of each item to order is comparatively simple:
Amount required for the upcoming period-Amount presently on hand+ Amount wanted
on hand at the end of the period to last until the next delivery =Amount to order
2. Perpetual inventory method:
• orders for non perishables are placed every two weeks, one of the items ordered is
crushed tomatoes, purchased in cans, packed 6 cans to a case. The item is used at the rate
of 7 cans per week, and delivery normally takes five days from the date an order is
placed. If the steward in this establishment found 9 cans on the shelf, anticipated a use of14 cans during the upcoming period of approximately two weeks, and wanted 10 cans on
hand at the end of that period, the calculation would be:
14 cans required - 9 cans on hand +10 cans to be left at the end of the period
(desired ending inventory) = 15 cans to be ordered on this date
Perpetual Inventory Method
1. To ensure that quantity purchase are sufficient not excessive
2. To provide effective control on stored item for the future.
The reorder point is quite simply the number of units to which the supply on hand should
decrease before additional orders are placed.
The Par Stock means simply the maximum quantity of a given item that should be on hand.
to ensure that no stores are issued unless kitchen personnel submit lists of the items and
quantities needed.
The Requisition is a form filled in by a member of the kitchen staff. It lists the items and
quantities of stores that the kitchen staff needs for the current day’s production. Each requisition
should be reviewed by the chef, who should check to see that all required items are listed andthat the quantity listed for each is accurate. If the list of items and quantities is correct, the chef
signs and thus approves the requisition.
FOOD PRODUCTION CONTROL
1. PORTIONS
The standards and standard procedures for production control are designed to ensure that
all portions of any given item conform to management ’ s plans for that item and that, as
far as possible, each portion of any given item is identical to all other portions of the
same item.
Portion for any given menu should be identical in 4 respect.
1. Ingredients
2. Proportions of ingredients
3. Production methods
4. Quantity
To achieved the 4 respected areas we need to have
1. Standard Portion Size
2. Standard Recipe
3. Standard Portion Cost
STANDARD PORTION SIZE
One of the most important standards that any foodservice operation must establish is the
standard portion size, defined as the quantity of any item that is to be served each time
that item is ordered. In effect, the standard portion size for any item is the fixed quantity
of a given menu item, that management intends to give each customer in return for the
fixed selling price identified in the menu. It is possible and desirable for management to
establish these fixed quantities in very clear terms. Every item on a menu can be
quantified in one of three ways: by weight, by volume, or by count.
Every item on a menu can be quantified in one of the three way:
By Weight: Can be expresses in ounce or grams used to measure portion sizes for anumber of menu items.
By Volume: Is used as the measure for portion of many menu items usually that of liquid
in nature, Milk, soup, juices of coffees
By Count: Used to identify portion size, such as sausage, eggs and shrimps
Many devices are available to help foodservice operators standardize portion sizes. Among the
more common are the aforementioned scoops and slotted spoons, as well as ladles, portion
scales, and measuring cups. Even the number scale or dial on a slicing machine, designed to
regulate the thickness of slices, can aid in standardizing portion size: A manager may stipulate a particular number of slices of an item on a sandwich and then direct that the item be sliced with
the dial at a particular setting
Advantages for practicing Standard Portion Size
It helps reduce customer discontent as the customer cannot compare his or her portion
unfavorably with that of other customer and feel dissatisfied or cheated.
It helps to eliminate animosity of miscommunication between the kitchen staff and the
server over the portion size that lead to delay in the serving of food.
It helps to eliminate excessive costs of over portioned menu.
Price on the menu is usually fixed, thus it will also reflect the portion size of the menu. If
the portion size is constantly change then it will dissatisfied the customer and server.
STANDARD RECIPE
Another important production standard is the recipe. A recipe is a list of the ingredients
and the quantities of those ingredients needed to produce a particular item, along with a
procedure or method to follow. A standard recipe is the recipe that has been designated
the correct one to use in a given establishment.
Standard recipes help to ensure that the quality of any item will be the same each time the
item is produced. They also help to establish consistency of taste, appearance, and
customer acceptance.
The same ingredients are used in the correct proportions and the same procedure is
followed, the results should be nearly identical each time the standard recipe is used, even