Food Production Planning & Scheduling

Foodservice Organizations, 5th edition
Spears & Gregoire
©2004 Pearson Education, Inc.
Upper Saddle River, New Jersey 07458
Functional Subsystem:
Food Production
Food production is the preparation of
menu items in the needed quantity &
with the desired quality.
Quantity – Distinguishes foodservices
production from home or family food
preparation.
Quality – Aesthetic, nutritional, &
microbiological safety aspects of a food
product.

Spears & Gregoire
Production Subsystem Objectives
 Primary: Transform human, material, facility, &
operational resources into outputs.
 Secondary:
 Product/service characteristics
 Process characteristics
 Product/service quality
 Efficiency:
 Effective employee relations & cost control of labor
 Cost control of materials
 Cost control of facility use
 Customer service:
 Produce quantities to meet expected demand
 Meet delivery date for products or services

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Production Decisions
Includes forecasting, planning, &
production scheduling.
Synthesis of quantity, quality, & cost
objectives.
Product characteristics
Production process characteristics
Establishment of standards of quality

Spears & Gregoire
Production Forecasting
Primary result of forecasting should be
customer satisfaction.
Production Demand
Overproduction – Production of more food
than is needed for service.
Underproduction – Production of less food
than is needed for service

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Quantity Demand
Estimate number of customers or the
number of servings.
Essential to use suitable forecasting model.
Examples:
 Historical records
 Intuition
 Complex models requiring large amounts of data

Spears & Gregoire
 Historical Records
 Effective production records should include:
 Date & day of the week
 Meal or hour of service
 Notation of special event, holiday, & weather conditions
 Food items prepared
 Quantity of each item prepared
 Quantity of each item served
 Provide fundamental base for forecasting quantities
when the same meal or menu item is repeated.

Spears & Gregoire
Forecasting Models
 Criteria for a Model:
 Cost – expenses of both development & operation.
 Required accuracy – accuracy of its predictions of
future occurrences.
 Relevancy of past data – relationship of past &
future data.
 Forecasting lead time – length of time into future
the forecasts are made.
 Underlying pattern of behavior – actual
occurrences follow some known pattern.

Spears & Gregoire
Types of Models
Most common model categories:
Time series
Casual
Subjective
Trends & seasonality in the data must be
considered.

Spears & Gregoire
Time Series Model
Assumption that actual occurrences
follow an identifiable pattern over time.
Suitable for short-term forecasts.
Frequent time series models:
Moving average forecasting model
Exponential smoothing forecasting model

Spears & Gregoire
Moving Average Forecasting Model
First point: average of number of portions
sold for the last five or more times the menu
item was offered.
Second point: average of dropping the first
number & adding the most recent number of
portions sold to the bottom of the list.
Continue process for all data.

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Moving Average Forecasting Model

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Exponential Smoothing Forecasting
Model
 All past data are considered in smoothing process.
 More recent data are given more weight.
 Requires only a few pieces of data to update a
forecast.
 Easily programmed & is inexpensive to use.
 Rate at which the model responds to change can be
adjusted mathematically.
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Casual Model
Assumption that an identifiable
relationship exists between the item
being forecast & other factors.
High costs for development & use.
Popular for medium- & long-term
forecasts.

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Regression Analysis Forecasting
Models
Most commonly adapted.
Includes:
Dependent variables – items being forecast.
Independent variables – factors determining
the value of the dependent variables.
Requires a history of data to permit
plotting over time.

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Subjective Model
Used when relevant data is scarce or
patterns & relationships between data do
not tend to persist over time.
Delphi technique
Market research
Panel consensus
Visionary forecast
Historical analogy

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Production Scheduling
 Time sequencing of events required to
produce a meal.
 Planning stage:
 Forecasts are converted into the quantity of each
menu item to be prepared.
 Distribution of food production to supervisors in
each work center.
 Action stage:
 Supervisors prepare a production schedule.
 Items are assigned to specific employees.

Spears & Gregoire
Production Schedule
 Should include:
 Employee assignments
 Preparation time schedule
 Menu item
 Over- & underproduction
 Quantity to prepare: forecast amount for each
menu item.
 Substitutions
 Actual yield: portion count produced by the recipe.
 Additional assignments
 Special instructions & comments
 Pre-preparation

Spears & Gregoire
Production Meetings
Should be held daily with employees in
the production unit.
Employees encouraged to discuss the
effectiveness of the schedule.
Free discussion of work loads.
Conclude with discussion of the
production schedule for the following
three meals.

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Ingredient Control
Begins with purchasing, receiving, &
storage of foods.
Continues through forecasting &
production.
Ingredient assembly – area designed for
measuring ingredients.
Standardized recipes – provides
assurance that standards of quality will
be consistently maintained.

Spears & Gregoire
Advantages of Centralized
Ingredient Assembly
Contributes to the cost reduction &
quality improvement.
Redirection of cooks’ skills away from
collecting, assembling, & measuring
ingredients to production, garnishing, &
portion control.
More efficient use of labor.

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Centralized Ingredient Control
Control of unused portions is facilitated
because storage is located centrally
rather than in various work units.
Ability to combine tasks for two or more
recipes using similar ingredients.

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Function of the Ingredient Room
Primary function is to coordinate
assembly, pre-preparation, measuring, &
weighing of the ingredients.
Availability of appropriate equipment will
help determine the activities to be
performed.

Spears & Gregoire
Ingredient Room Organization
Should be located between the storage
& production areas.
Necessary equipment includes:
Refrigeration
Water supply
Trucks or carts for assembly & delivery
Worktable or counter
Scales

Spears & Gregoire
Ingredient Room Staffing
Employees must be:
Literate
Able to do simple arithmetic
Familiar with storage facilities
Responsible for receiving, storage, &
ingredient assembly.

Spears & Gregoire
Ingredient Room Staffing
 Ingredient assembly personnel considerations:
 Size of operation
 Frequency & time of deliveries
 Size of ingredient room & location of other storage
areas
 Type, number, & complexity of menu items
 Number of workstation to be supplied
 Schedule for delivery of ingredients to production &
serving areas
 Extent of pre-preparation performed in ingredient
assembly area

Spears & Gregoire
Future of Ingredient Rooms
Centralized or food factories are being
used for procurement & production.
Prepared menu items are distributed to
several remote areas for final
preparation.

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Recipe
Formula by which weighed & measured
ingredients are combined in a specific
procedure to meet predetermined
standards.
Written communication tool that passes
information from the foodservice
manager to the ingredient room &
production employees.
Quality & quantity control tool.

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Recipes
 Recipes include:
 Name of food item
 Portion size & number of portions
 Cooking time & temperature
 List of ingredients in order of use
 Amount of each ingredient by weight, measure or
count
 Procedures
 Panning or portioning information
 Food safety (HACCP) guidelines.

Spears & Gregoire
Format
All recipes in an operation should be in
the same format.
Common large quantity formats:
Block format
Complete block format
Modified block format

Spears & Gregoire
Block Format
Ingredients listed on left side of recipes.
Procedures directly opposite ingredients
on right side.

Spears & Gregoire
Complete Block Format
Horizontal lines separate each group of
ingredients with procedures.
Vertical lines separate the ingredient,
amount, & procedure columns.

Spears & Gregoire
Modified Block Format
Most common
Horizontal lines separate the required
ingredients for each procedure.

Spears & Gregoire
Format
Additional information often added at
bottom or on back:
Approximate nutritive values per portion
Variations on the recipe
Special serving instructions
Storage requirements before & after service

Spears & Gregoire
Format
Recipes should be in large print easily
readable from 18-20 inches.
Recipe name should be in bold letters.
Major categories (breads, meat, salad,
etc.) may be color coded to make
identification easier.
KEEP BACKUP OF RECIPES!!!

Spears & Gregoire
Standardization
Ideal to have recipes that consistently
deliver the same quantity & quality
product when followed precisely.
Recipe standardization – process of
tailoring a recipe to suit a particular
purpose in a specific foodservice
operation.
Requires repeated testing.

Spears & Gregoire
Justification
Advantages for using standardized
recipes:
Promote uniform quality of menu items.
Promote uniform quantity of menu items.
Encourage uniformity of menu items.
Increase productivity of cooks.
Increase managerial productivity.
Save money by controlling overproduction.

Spears & Gregoire
Justification
Advantages (cont.):
Save money by controlling inventory levels.
Simplify menu item costing.
Simplify training of cooks.
Introduce a feeling of job satisfaction.
Reduce anxiety of customers with special
dietary needs.

Spears & Gregoire
Three Phases of Recipe
Standardization
Standardized recipes:
Developed for use by a foodservice
operation.
Found to produce consistent results & yield
each time prepared.

Spears & Gregoire
Three Phases of Recipe
Standardization

Spears & Gregoire
Recipe Verification
Review components of the recipe
 Recipe title
 Recipe category
 Ingredients
 Weight/measure for each ingredient
 Preparation instructions
 Cooking temperature & time
 Portion size
 Recipe yield
 Equipment to be used

Spears & Gregoire
Recipe Verification
Make the recipe
Verify the recipe yield
Record changes to the recipe

Spears & Gregoire
Product Evaluation
Informal Evaluation:
Visual appearance
Flavor
Ability to obtain ingredients
Cost per serving
Labor time
Availability of equipment
Employee skill

Spears & Gregoire
Product Evaluation
 Formal Evaluation
 Select group of staff members & customers as a
taste panel.
 Choose or develop an evaluation instrument.
 Prepare sample recipe.
 Set up sampling area.
 Sampling & evaluation of products.
 Summarize results.
 Determine future plans for the recipe.

Spears & Gregoire
Quantity Adjustment
Methods include:
Factor method
Percentage method
Direct reading measurement tables
Computer software also available

Spears & Gregoire
Factor Method
Change ingredient amounts to whole
numbers & decimals.
Divide desired yield by the recipe yield to
determine the conversion factor.
Multiply all recipe ingredients by the
conversion factor.

Spears & Gregoire
Factor Method
Reconvert decimal unit back into pounds
& ounces or quarts & cups.
Round off amounts to quantities simple
to weigh or measure.
Check math for possible errors.

Spears & Gregoire
Percentage Method
Convert all ingredients from measure or
pounds & ounces to tenths of a pound.
Total the weight of ingredients in a
recipe after each ingredient has been
converted to weight in the edible portion.
Calculate the percentage of each
ingredient in the recipe in relation the
total weight.
Check the ratio of ingredients.

Spears & Gregoire
Percentage Method
Establish the weight needed to provide
the desired number of servings.
Add handling loss to the weight needed.
Multiply each ingredient percentage
number by the total weight to give the
exact amount of each ingredient needed.
Convert to pounds & ounces or to
measures.

Spears & Gregoire
Direct Reading Measurement
Tables
Quick to use & require no mathematical
calculations.
Used to adjust weight & volume of
ingredients in recipes that are divisible
by 25.

Spears & Gregoire
Adapting Home-Size Recipes
Special considerations are necessary:
Know exactly what ingredients are used & in
what quantity.
Make the recipe in original home-size
quantity.
Evaluate the product for acceptability.
Proceed in incremental stages in expanding
the recipe.

Spears & Gregoire
Adapting Home-Size Recipes
Special considerations are necessary:
Determine handling or cooking losses (5%-
8% loss is typical).
Check ingredient proportion against a
standard large quantity recipe.
Evaluate products using taste panels.

Spears & Gregoire
Quantity Food Production
Involves:
Control of ingredients
Production methods
Quality of food
Labor productivity
Energy consumption.
Sweet Spot – point of best value at
lowest cost.

Spears & Gregoire
Objectives of Food Production
Primary reasons to cook food:
Destruction of harmful microorganisms
Increased digestibility
Change & enhancement of flavor, form,
color, texture, & aroma

Spears & Gregoire
Production Controls
Quality control – assuring day-in, day-
out consistency in each product.
Quantity control – producing exact
amount needed.
Controls:
Time & Temperature Control
Product Yield
Portion Control

Spears & Gregoire
Energy Use
Direct energy – energy expended to
produce & serve menu items.
Indirect energy – energy expended to
facilitate functions that use direct energy.

Spears & Gregoire
Energy Conservation
 ENERGY STAR®: partnership which promotes
energy efficiency in buildings & homes.
 Energy conservation checklist:
 Food Preparation
 Refrigeration
 Lighting
 HVAC
 Sanitation & water
 Office & Administration

Spears & Gregoire
Energy Management
Should include:
Record-keeping system for tracking utility
costs & monitoring equipment use.
Employee training
Use of energy efficient equipment

Food Production Planning & Scheduling

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