Food Processing Department Operations Management - Vung Tau Tourism College

confusion when the supply contract has been signed but the equipment delivery time is delayed or encountering a broker who takes advantage of the price difference.

2.4.3.2. Invitation to bid for supply

In case the quantity of equipment and tools is large and at the same time has a high value, the purchasing method should be to invite bids to supply. Currently, there are many suppliers of kitchen equipment and tools on the market. Invite bids to supply will choose the most suitable supplier (high product quality, low price, outstanding equipment features, best warranty and maintenance policy ...)

When choosing this option, you should note the following points:

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- Understand the principles of bidding for the supply of equipment and tools.

- Build a tight purchasing plan.

- Widely announce the invitation to bid in the media.

- Conduct public and transparent bidding.

Before making a decision to purchase equipment or supplies, the manager should collect brochures and samples and talk to as many dealers as possible. This will allow him to compare suppliers and ensure that he gets the best value for his money. The issue of equipment quality should be given due attention. Once the manager has determined the quality requirements, these should be written down in detail and sent to the purchasing department or converted into a detailed purchasing form for the unit. This form should then be sent to the appropriate suppliers for bids. Finally, a list of all items ordered should be kept.

so that you can check it again when you receive the goods.

Choosing and ordering from a supplier is only part of the process.

purchasing in general. Another equally important process is receiving and storing goods. Incoming products need to be

Check against the detailed order form and delivery invoice. If there are any differences, they should be noted. The products should then be placed in the warehouse where they are carefully stored and controlled. The warehouse key should not be given out indiscriminately, and the delivery method should be clearly defined and closely monitored. The incoming goods should be noted in a permanent inventory book, which is also used to update which goods have been used. When issuing goods, the quantity and type of goods to be issued should also be clearly stated on the requisition form. Such strict regulations will prevent waste or theft.

2.5. Equipment selection

Choosing equipment is a very important step, often encountering common mistakes. There may be many types of equipment on the market with features that meet the needs of the restaurant, but in reality choosing the right equipment is not a simple matter. When choosing equipment, we need to set certain criteria as a basis for deciding to buy.

Factors to consider when choosing equipment and tools are:

- Consider the real need: Does the hotel or restaurant really need those devices and equipment?

- Suitability: Equipment must be suitable for the capacity, processing technology, service and development strategy of the hotel.

- Quality must be commensurate with cost: Quality must be appropriate to the budget for investment in equipment and tools.

- Cost: Cost is not only the purchase price of the equipment but also includes installation costs, staff training costs and trial operation costs. The cost must be within the financial capacity of the hotel.

- Energy consumption: Some equipment requires energy when used. With the same features, we should choose the equipment that consumes less energy to reduce indirect costs in the product price.

- Safety and cleanliness: Safety and cleanliness during use.

- Appearance and design suitable for the atmosphere of the hotel restaurant: The design must reflect the hotel's own style.

- Appropriate size: Large equipment must be sized to fit through the aisle when moving.

- Human resources: The level of human resources used depends on the policy of the hotel or restaurant, but must be appropriate to the situation and level of human resources. Sometimes simple equipment that requires a lot of human resources has lower operating costs and higher efficiency than modern equipment that requires less labor but has high operating costs.

- How to use: You should choose equipment that is easy to operate and easy to maintain.

- Material requirements: Choose equipment that can use locally available materials.

- Adaptability: The equipment must be able to operate well in local climatic conditions: Humidity, temperature, voltage and other factors. We should check these conditions carefully before ordering. If necessary, we must ask the supplier to make appropriate modifications.

- Availability of spare parts: Equipment with spare parts that are standardized or easy to purchase or manufacture locally should be selected.

- Technical support: You should buy equipment from reputable suppliers with good warranty policies and a team of good technical staff to provide technical support during use.

- Environmental impact: Pay attention to choosing equipment that does not have a negative impact on the environment such as noise, air, wastewater, etc.

2.6. Equipment installation and layout

When installing and arranging equipment, we need to pay attention to the requirements for reasonable working space and how to arrange equipment and machinery at the workplace to ensure good coordination between work, materials, people and information in the entire system. The installation location of the equipment must be harmonious and suitable for the overall kitchen layout. Before installation, we should draw a kitchen layout first.

The diagram must show:

- Kitchen architecture: Arrangement of walls, doors, windows, exits

- Location of fixed equipment

- Arrangement of electricity and water systems

- Arrange fire prevention and fighting system

- Directions of movement of people and materials

When installing equipment, the following factors must be ensured:

- Safety clearances: Is there sufficient safety clearance around the equipment? Are fire extinguishers easily accessible? Are exits easily accessible?

- Make the most of space: Make the most of the kitchen space in terms of both area and height.

- Minimize movement: The distance that employees have to travel should be minimized. Routes should not intersect or go around, as this will tire employees quickly and cause damage or breakage of equipment.

- Suitable for work sequence: Depending on the type of equipment, we should install it in accordance with the production technology. It should only go in one direction in the work process to avoid bottlenecks that cause congestion and collision hazards.

- Comfort at work: The place where equipment is installed must have enough light, air, and suitable temperature.

- Maintenance should be easy: Equipment should be arranged so that parts that require regular maintenance are easily accessible.

- Create the highest labor productivity: Where to install equipment for employees to work at the highest productivity. That depends on factors such as employee comfort when contacting and using equipment, the reasonableness between the location of equipment and the work sequence, and the level of employee movement.

- Maximum visibility: When in contact with equipment, employees can easily see what is needed without being obscured by other factors.

- Flexibility: Equipment layout can be changed quickly as needed to accommodate unforeseen situations.

- Safety: Depending on the type of equipment, we should pay attention to safety and security factors in use. It is possible that an unintentional act can cause great damage when there is a dangerous impact on the equipment.

2.7. Use of equipment and tools

Processing equipment represents a huge investment. It is the responsibility of those who use it to value its assets and use them economically. To do this, hotels and restaurants must establish regulations on the use of equipment.

That is:

- Use for the right purpose.

- Arrange scientifically for easy access and easy storage.

- Neat and tidy during use and storage.

- Use alternately to prolong the life of the equipment. Ensure that equipment and tools are used evenly, especially tools that are sensitive to usage properties such as fabric, ceramic, metal, etc.

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- Equipment must always be in the best sanitary condition, must be cleaned regularly and periodically.

- Have policies and regulations for reasonable use, do not use arbitrarily, avoid loss and damage beyond the permitted regulations.

- Regularly check and periodically inventory.

Therefore, when using the device, we need to avoid the following problems:

- The equipment operators are not trained to use the equipment in the best way.

- Machinery and equipment are damaged or in poor operating condition.

- Lack of equipment, tools or asynchronous.

- Using the device for the wrong purpose.

- Accidentally or intentionally abusing equipment for unnecessary work.

- Improper use of equipment without proper technique.

To maximize the value of equipment, employees need to:

- Understand clearly what the device is installed for? What are its features?

- Staff are thoroughly trained in the use of equipment.

- Employees must clearly understand the condition of the equipment when in use.

- Have appropriate maintenance system.

- Has a secure security system.

2.8. Equipment maintenance

One of the ways to improve equipment efficiency is to ensure that the equipment is always in good working condition. In restaurants or hotels, there is usually a technical team to maintain the equipment. However, maintenance is also part of the responsibility of managers and employees.

As managers, we are responsible for:

- Ensure that machinery and equipment operate normally.

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- Report immediately to the technical team when there is damage.

- Monthly inventory of equipment to detect loss and damage

- Arrange regular maintenance work.

- Train employees to have good habits when using equipment.

There are two ways to maintain equipment:

- Maintenance and repair: Repair machinery and equipment when they are damaged. Every day, the technical department must check or grasp information from kitchen staff about the damaged status of the equipment for timely repair. Avoid the situation where the equipment cannot operate when the staff starts working, affecting the processing progress and the time to serve customers. When the kitchen needs to be repaired, a request form must be made and sent to the technical department. The head of the technical department assigns staff along with the necessary materials and repair time. When the work is completed, the technical staff will send a repair form with the signature of the head of the kitchen department.

The technical team maintains repair records related to the maintenance of each type of equipment operated by the kitchen department. The equipment tracking record clearly states the instructions related to that equipment, which may include technical specifications, manufacturer, price, usage, and warranty period.

- Preventive maintenance: Conduct regular inspections and replace parts that show signs of failure. Plan to purchase additional equipment for shortages. Equipment is maintained according to a schedule whether it is broken or not to prevent technical problems from arising.

Normally in hotels and restaurants, maintenance activities include both corrective maintenance and preventive maintenance. However, hotels and restaurants need to pay more attention to preventive maintenance. Because if preventive maintenance is not done, equipment will break down or malfunction, resulting in high costs for

Maintenance and repair will be more. On the contrary, when investing more in preventive maintenance, maintenance and repair costs will decrease.

The condition of kitchen equipment is checked by the chef and kitchen staff while doing daily processing work. Especially the chef and head chef must regularly check the equipment to detect and request timely repair and replacement to prevent major damage, preserve the equipment, save time and satisfy customers.

Coordination between the kitchen and technical departments must be effective so that repairs can be carried out while kitchen staff are in the process of preparing food. In particular, there must be technical staff who regularly inspect, adjust, repair and replace damaged equipment in the kitchen in a timely manner.

Through preventive maintenance, problems that require repair are often identified. At this time, the kitchen department must submit a repair request to the technical team and the technical team will schedule maintenance and repair.

Practice exercise 2.3.

If you are responsible for running preventive maintenance for air conditioning and refrigeration, what information do you need?

That information is:

- Maintenance period for each type of equipment.

- Tasks to be done each time maintenance is performed.

Maintenance schedule:

The maintenance schedule lists all equipment and indicates when maintenance is required. The information is based on manufacturer recommendations and the hotel's experience. There may also be hotel regulations regarding routine and periodic inspections.

Food Processing Department Operations Management - Vung Tau Tourism College - 6

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