Emily Sinn

ND 565
Delaware Valley University

Complete a report on your observation of purchasing, receiving, storage and

inventory procedures. Include information on:
The role of management -
How does the manger interact with the dietary staff?
Constantly, for training purposes, day-to-day casual interactions,
assignments or related to their administrative duties

How are tasks assigned and adherence to P & P confirmed?

Every position comes with its own duties and specific job description,
not all are the same and tasks that apply to one cook may not apply to
another

What is the procedure for the selection of a vendor?

This decision is made at the corporate level
Based on volume needs and price, often times deals are provided for
an educational facility like Del Val

When are the bids obtained?

As obtained and, as previously mentioned, handled by corporate
offices in Pittsburgh, PA

What are the specific contracts with the vendors?

No specific contracts through Parkhurst and not locked into anything
with any specific company
The University however, has a contract with Pepsi in place and are
unable to sell or promote Coke products
Extremes and outs are available in case of an emergency

What are the terms of payment?

Every 30 days

How often are the vendors reevaluated?

Ongoing and as needed
Communication between sales representatives and corporate make
the decision to reevaluate or change vendors

What support services does the primary suppliers provide?

Storage units, organizational containers for foods on display, price
lists on specialty items and product promotions on site

Or in a contract management -
 What purchasing functions are done centrally?
All locations under Parkhurst Dining require the same products
therefore, corporate is able to order mass amounts of products to be
dispersed among their several locations accordingly

How is the vendor performance communicated to the corporate office?

No news is good news
Process in place and handled at corporate offices when concerns are
expressed

What procedures are used to change vendors?

If a different vendor is being used one time only, the facility is able to
pay with cash however, if a new vendor is being considered for
permanent use or to replace a current vendor corporate must approve
the change

What special purchasing programs / contracts / rebates / are negotiated

corporately?
Everything is negotiated corporately
Anything less than <50 miles is considered local and can be handled at
each individual Parkhurst site

1. Purchasing
Who orders the food?
Gerald, Executive Chef

How many hours per week are devoted to determining and placing the
order?
6-10 hours each week

Does your facility use computer-assisted procurement? If yes, provide the

steps on how this is accomplished.
Yes- system log-on, search specific item to order, decide which kind (if
varieties) and how much, add to cart and check out to pay

What items are ordered on a par system?

All items are ordered based on a par system

How is the par levels determined?

Par levels are determined from the ordering history with the
exception of special events or holidays

Note the typical lead times on orders from different suppliers.

Wawa delivers on Tuesdays, Thursdays and Fridays
Singer delivers on Mondays and Wednesdays
Pepsi delivers on Tuesdays and Fridays
 Jack and Jill delivers on Mondays and Wednesdays

Determine the food and non-food order for the week.

See inventory in Module 4 of Electronic Binder

Review the vendor price list (on the vendors website) for specifications
noted therein.
Price lists from Starbucks does not vary from any other individual
store

How does purchase units affect price?

Discounts are negotiated based on volume needed

Compare price / unit for items in different purchase units.

Often more cost effective to order more in order to receive a larger
discount
One advantage to running a large facility and being open 24/7 is that
Del Val has a greater need for several products than other companies
and has been able to negotiate discounts on ordering prices

2. Receiving
Who accepts orders? Is there more than one staff member trained to
complete this task?
Steve who is responsible for all receiving on site

Is there a primary supplier?

US Foods

Are there specific employees designated to receive?

Steve- receiving
Darrel- go to cook
Gerald- Executive Chef
Any employee should be able to receive items if necessary

Is the receiving by invoice?

Yes

Identify delivery schedule.

Wawa delivers on Tuesdays, Thursdays and Fridays
Singer delivers on Mondays and Wednesdays
Pepsi delivers on Tuesdays and Fridays
Jack and Jill delivers on Mondays and Wednesdays

What suppliers deliver on what frequency?

All deliveries happen weekly
 Observe food handling upon receiving.
Steve typically moves one product at a time to stay organized and
accurately collect information on incoming products

What happens when items delivered are not the ones ordered?
They are refused, returned and/or credited back to the companies
account and then the facility can either wait for the correct delivery or
order from a different vendor

3. Storage
Your audit of all storage areas.
Identify areas - cold, frozen, paper, chemical, etc.
Who ensures that proper storage practices are followed?
Steve- in charge of receiving
Management- Joe (Food Service Manager) or Gerald (Executive Chef)

Review procedures for temperature monitoring.

See test tray evaluation and time/temperature study in Module 3:
Safety and Sanitation

4. Inventory
Review inventory records.
See uploaded inventory report in Electronic Binder

How is the inventory records set up to facilitate ordering?

Organized by vendor then further by each specific product
Approved vendor list

What is the difference between physical and perpetual inventory?

Physical inventory is the count/what you can actually see on the
shelves on site
Perpetual inventory is an ordering system and looks at anticipated
needs and which products/how much should be ordered

When are the inventories done?

Weekly

Discuss inventory records with the director and how it is used in computing
monthly financial statement? Actions taken to address differences between
physical and perpetual inventory?
Communication between receiving and management is required to
keep inventory records straight
On inventory forms both physical and perpetual inventory counts are
accounted for to keep record of how much of any product is being
used/how often
 Does your site have an ingredient room or an issuing procedure?
No

Review all forms used for issuing foods to various areas.

N/A

What is the method of requisitioning, issuing, recording, and charging (if

applicable) for each of the following areas? Production area, tray line area,
cafeteria area, other departments and nursing unit stock (or bulk
nourishment's)
N/A- Do not use a requisitioning system
The closest form to a req. form is an ordering form at our facility