CHAPTER IV

OPERATIONAL
FUNCTIONS
SCHOOL FOOD SERVICE MANAGEMENT

ANGELES/DEAN/DIRAIN/IMPERIAL
Operational Functions
OBJECTIVES:
1 Analyze how the menu influences every aspect of the school foodservice
system.

2 Describe how activities throughout the food system influence the purchasing
function, receiving, storage, and inventory control.

3 Define the objectives of food production

4 Discuss the variety of service styles and list criteria used to select the best
style for a specific situation or event.
Lesson Proper A. PLANNING AND WRITING THE MENU
The menu is the focal point of every food
OPERATIONAL production and service establishment. The
FUNCTIONS reputation processes and profits depend
upon the menu.
A. PLANNING AND WRITING THE 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.
A. PLANNING AND WRITING THE MENU

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 Customers
The menu planner must carefully study the population
to be served, regardless of whether commercial or
non-commercial menus are planned.
A. PLANNING AND WRITING THE MENU

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, and Values
Religious practices.
A. PLANNING AND WRITING THE MENU

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.
A. PLANNING AND WRITING THE MENU

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.
A. PLANNING AND WRITING THE MENU
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.
A. PLANNING AND WRITING THE MENU

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.
A. PLANNING AND WRITING THE MENU

Different Types of Menu

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.
A. PLANNING AND WRITING THE MENU

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.
A. PLANNING AND WRITING THE MENU
Important Factors to Consider in
Menu Planning
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.
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
A. PLANNING AND WRITING THE MENU

Menu Patterns
It is an outline of food to be included in each meal, and the
extent of choice at each meal.

Food Characteristics andCombination

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, and variety in preparation.
A. PLANNING AND WRITING THE MENU
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 Garnishes
Dish Soups and Sandwiches Bread
Vegetables and sides Breakfast items
Salads Beverages
Desserts
A. PLANNING AND WRITING THE MENU
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?
A. PLANNING AND WRITING THE MENU

Checklist for Menu Evaluation

3. Do foods on every menu offer color contrasts?
Texture? Good flavor? Cohesiveness? Shape or Shapes?
Preparation Type? Tempering?
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?
A. PLANNING AND WRITING THE MENU
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.
1. Descriptive Wording
2. Truth-in-Menu Legislation
A. PLANNING AND WRITING THE MENU
The Printed Menu
B. Menu Marketing
The way food choices are presented to
potential customers can have a major
impact on sales.
1. Menu Boards and Signage
2. Spoken Menus
A. PLANNING AND WRITING THE MENU

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.
A. PLANNING AND WRITING THE MENU

Customer Satisfaction
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.
B. 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.
B. PURCHASING: THE MARKET, BUYER, and VENDOR

Market channels
The food processing and distribution system, starting with
the grower of raw food products and ending at the end client
or point of consumption.
B. 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.
B. PURCHASING: THE MARKET, BUYER, and VENDOR

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.
B. PURCHASING: THE MARKET, BUYER, and VENDOR

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
A. PLANNING AND WRITING THE MENU

Structure of Purchasing
The buying structure varies depending on the size and
form of company:
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 & 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.
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
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.
Methods of Purchasing
The two principal methods of
buying:
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. 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.
 Variations on Methods of purchasing
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.
 Variations on Methods of purchasing
Product Selection Factors
Should be considered when selecting foodservice products:
1. Market forms of food
2. 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.
 Variations on Methods of purchasing
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.
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
RECEIVING, STORAGE, AND INVENTORY CONTROL

The potential consequence of a poorly planned receiving

program includes:
short weights
substandard quality
double billing inflated prices
mislabeled merchandise
inappropriate substitutions
spoiled or damaged merchandise
pilferage or theft
RECEIVING, STORAGE, AND INVENTORY CONTROL

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.
RECEIVING, STORAGE, AND INVENTORY CONTROL

Security
This department can be handled only by the
knowledgeable.

RECEIVING METHODS
Blind method
Invoice receiving
RECEIVING, STORAGE, AND INVENTORY CONTROL

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.
RECEIVING, STORAGE, AND INVENTORY CONTROL

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.
RECEIVING, STORAGE, AND INVENTORY CONTROL
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.
RECEIVING, STORAGE, AND INVENTORY CONTROL

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.
RECEIVING, STORAGE, AND INVENTORY CONTROL
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.
RECEIVING, STORAGE, AND INVENTORY CONTROL
INVENTORY CONTROL
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.
FOOD PRODUCTION: SCHEDULING,
CONTROL, AND EVALUATION
PRODUCTION
 Production
means the process or method
used for transforming;

1. tangible inputs (raw materials,

semi-finished goods)
2. intangible inputs(ideas,
information, knowledge) into
goods or services.
 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
 FOOD PRODUCTION

RECIPES
Is a set of instructions used for preparing and producing
certain food, dish, and drinks.
 FOOD PRODUCTION
RECIPE FORMULATION
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.
 FOOD PRODUCTION
RECIPE FORMULATION
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.
 FOOD PRODUCTION
RECIPE FORMULATION
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
 FOOD PRODUCTION
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.
 FOOD PRODUCTION
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.
 FOOD PRODUCTION

PRODUCTION MEETINGS
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.
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.
SERVICE: ASSEMBLY, DELIVERY, AND
DISTRIBUTION SYSTEM SERVICE
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
METHODS OF ASSEMBLY, DELIVERY, AND SERVICE

ASSEMBLY
refers to fitting the prepared menu items together to
complete an entire menu.
 CUSTOMER SERVICE AND SERVICESEQUENCE

CUSTOMER SERVICE
Customer service (or relationships with guests) refers to
the interactions between customers and service
personnel.
 CUSTOMER SERVICE AND SERVICESEQUENCE
STYLES OF SERVICES
1. Self-service 2. Cafeteria
 CUSTOMER SERVICE AND SERVICESEQUENCE
STYLES OF SERVICES
3. Machine vends 4. Buffet
 CUSTOMER SERVICE AND SERVICESEQUENCE
STYLES OF SERVICES
5. Drive-thru pick-up 6. Tray service
 CUSTOMER SERVICE AND SERVICESEQUENCE
STYLES OF SERVICES
7. Counter wait service 8. Table wait service
 CUSTOMER SERVICE AND SERVICESEQUENCE

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.
 CUSTOMER SERVICE AND SERVICESEQUENCE
SERVICE SEQUENCE
1. Greeting the guest
Wish to have eye
contact and a
smile
Guests are
escorted to the
table
 CUSTOMER SERVICE AND SERVICESEQUENCE
SERVICE SEQUENCE
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
 CUSTOMER SERVICE AND SERVICESEQUENCE
SERVICE SEQUENCE
3. Offer menu cards
Present all menu cards
– beverage, appetizer,
and food menu, and
keep up to date
promotions informed.
 CUSTOMER SERVICE AND SERVICESEQUENCE
SERVICE SEQUENCE
4. Preference for water
Request water and turn the lenses up
 CUSTOMER SERVICE AND SERVICESEQUENCE
SERVICE SEQUENCE
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
 CUSTOMER SERVICE AND SERVICESEQUENCE
SERVICE SEQUENCE
6. Beverage service
Serve all the beverages
Coasters with all drink
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
 CUSTOMER SERVICE AND SERVICESEQUENCE
SERVICE SEQUENCE
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
Advertise before serving
 CUSTOMER SERVICE AND SERVICESEQUENCE
SERVICE SEQUENCE
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
 CUSTOMER SERVICE AND SERVICESEQUENCE
SERVICE SEQUENCE
9. Feedback
Have feedback check
Inform manager
immediately about any
negative feedback
Keep in mind that
complaints are
opportunities to correct
 CUSTOMER SERVICE AND SERVICESEQUENCE
SERVICE SEQUENCE
10.Desserts
Place spoons for dessert
Serve desserts pre-plated from
right
 CUSTOMER SERVICE AND SERVICESEQUENCE
SERVICE SEQUENCE
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
 CUSTOMER SERVICE AND SERVICESEQUENCE
SERVICE SEQUENCE
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
 CUSTOMER SERVICE AND SERVICESEQUENCE
SERVICE SEQUENCE
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
 T H A N K YOU!
Feel free to ask any questions!