I drafted a MATERIALS MANAGEMENT PROCEDURE / POLICIES DIPLOMA – Culinary Chefs Training Program and Baking Pastry Chefs training program for my previous employment
PURCHASE REQUISITIONING OF INGREDIENTS
1. Faculty assigned to handle the particular subject should prepare the market list based on the standardized recipe in the manual. Faculty should quantify the ingredients needed based on the number of enrolees in the particular class plus the recipes to be used for the faculty’s demonstration. An allowance of additional one recipe is allotted for contingency measure in the event of student mistakes. The faculty should check and ensure that all these items needed are completely listed down at least two (2) weeks before the scheduled class.
2. Two copies of the market list should be submitted by the faculty to the Programs Manager for approval at least one week prior to the class schedule. Market list should specify the quality and quantity of ingredients needed for the class. A copy of the market list approved by the programs manager will be given to the faculty to serve as reference guide for counter checking the items requested versus items issued by Materials management department.
3. Upon approval by the Programs Manager, the original market list is submitted to the Storeroom clerk who consolidates and summarizes all the market lists received. Quantity of needed items are checked against the existing inventory and par stock level to get the desired quantity of items to be ordered, taking into consideration the minimum ordering quantity required by PHI commissary.
4. The final purchase request will be forwarded to the Purchasing Supervisor for approval and for processing the purchase request to PHI commissary.
5. PHI commissary will deliver the perishable items on a daily basis and other non-perishable items on a weekly basis.
6. Deliveries will be inspected and checked against the purchase order form, specifications, quality and quantity desired by the storeroom clerk. Once received, deliveries will be transported to the appropriate storage areas for safe keeping and cost control purposes.
FORMS TO BE USED:
POLICIES ON ISSUANCE OF INGREDIENTS
1. Ingredients to be issued to the respective class should be portioned according to market list specifications indicated by the chef instructor and should be ready for issuance at least 30 minutes prior to the start of the laboratory class.
2. Faculty instructor shall assign a student to get and receive ingredients to be used for the class. A copy of the market list submitted to MRD shall be used to counter check the items received in terms of quantity and quality. Students assigned shall bring the requested ingredients to the class.
3. Students assigned will segregate the ingredients needed according to the recipe along with the supervision of the chef instructor. Extra ingredients ( unused) and fabricated will be returned to the MRD by the faculty.
POLICIES ON PROCESSED INGREDIENTS
1. Fabricated, wholesome ingredients (vegetables, seafoods, poultry and meats) coming from Knife Skills subject will be returned to Materials Management department for storage and inventory purposes.
2. Fabricated and processed ingredients will be packed, labelled and dated properly by the respective class.
3. There will be a return / transfer slip coming from the respective Knife Skills class duly signed by chef instructor. The transfer / return slip should indicate the quantity, item description/specification of the processed goods.
4. The return / transfer slip should be duly signed by the stockroom clerk. One copy goes to the programs manager and another copy to the materials management department for reference.
5. Fabricated / processed items will be transferred and used by the LOOP restaurant.
MRD POLICIES ON TOOLS AND WARES CCTP, BPCTP, CETP REQUISITIONING OF TOOLS AND WARES
1. Faculty assigned to handle a particular subject should fill up the requisition form for tools and wares needed for the class. Faculty should indicate the quantity needed and specifications for each item of tools and wares to be used. Faculty should check and ensure that the requisition form is completely is completely filled up. The requisition form for tools and wares is submited to the Programs Manager for approval at least 2 weeks before the scheduled class. For CETP, at least one week before the scheduled class.
2. Two copies of the requisition slip for tools and wares is submitted to the Programs Manager by the chef instructor / faculty for approval. Original copy is forwarded to the MM2 – Warehouse at least one week before the schedule class and the duplicate copy is returned to the programs office for reference.
3. Tools and wares not available in the MM2 – Warehouse are requested by the Stockroom Supervisor for purchase.
4. Purchase request is submitted to PHI commissary at least 5 days ( for CCTP and BPCTP) and at least 3 days ( for CETP) prior to the start of the class.
ISSUANCE OF TOOLS AND WARES
1. Tools and wares requested by the class should be ready for issuance at least 30 minutes prior to the start of the laboratory class schedule.
2. For CCTP and BPCTP, faculty shall assign a student who will receive the tools and wares requested from MM2-Warehouse. A copy of the requisition form submitted by the faculty shall be used to check whether all tools and wares requested were issued.
3. For CETP, coordinator will check the tools and wares requested against the requisition slip submitted. A housekeeper will bring the requested tools and wares to the respective CETP class.
4. MM2 – Warehouse shall provide a copy of the issuance and return slip to the repective class which will be duly signed by the student assigned ( for CCTP and BPCTP) and by the chef instructor (for CETP) upon counter checking it with the requisition form.
5. For CETP, chef instructor or faculty shall inform participants that all tools and wares to be issued should be returned after use. Chef instructor or faculty shall issue and check items returned before dismissing the class.
RETURN OF TOOLS AND WARES (WAREHOUSE)
1. Tools and wares issued must be accounted for and returned in good condition to MM2 – warehouse 30 minutes after the end of the laboratory class.
2. Missing tools and breakage shall be charged to the class / group. This will be indicated in the return slip ( remarks portion)
Forms to be used:
requisition slip for tools and wares
issuance and return slip
RETURN OF TOOLS AND WARES (LAB. CAGE)
1. There will be standard wares inside the cages of each laboratory unit. These are the pots and pans, sheet trays and cutting boards which are commonly used in all culinary and baking subjects. The cages in each laboratory unit should be locked at all times.
2. Chef Instructor will assign student/s who will get the keys for the cages from Materials Management Dept. Assigned student needs to sign up in the transmittal logbook. MM personnel will release the key to the assigned student.
3. Assigned student will open the cage in the laboratory unit. Student will make an actual count and check the inventory of wares contained inside the cages( opening inventory)
4. After checking, assigned student will release the wares to the class.
5. At the end of the class, student/participant will have to return all wares in the cage. Student assigned will check whether all wares are completely returned.
6. Inventory status of the wares inside the cages will be reported to the chef instructor.
7. In the event of missing wares, class will not be dismissed until everything is accounted for.
MATERILAS MANAGEMENT PROCEDURE / POLICIES
REQUISITIONING OF INGREDIENTS:
1. Faculty assigned to handle the short course program shall prepare the market list based on the standardized recipes in the handouts. Faculty shall quantify the needed ingredients based on the number of enrollees / groups to be handled in the class plus the ingredients to be used for the instructor’s demonstration. Faculty should ensure that all ingredients needed for the
2. class are completely listed down with specifications and submitted at least 5 working days prior to the start of the class to the CETP Manager for approval.
3. CETP Manager checks and updates the market list. An additional allowance of 1.5 recipes is allotted in case there are additional enrollees or in the event of student mistakes.
4. Market list should be in duplicate copies. Original (approved) copy is submitted to the Materials Management Department at least 4 days prior to the start of the class. Another copy of the market list is kept by the CETP Department for reference.
5. Material Management clerk checks existing inventory of stocks and prepares the purchase request. Purchase request should be submitted to PHI Commissary at least 3 days prior to the start of the class.
6. All items / goods ordered shall be delivered to ICF Materials Management Department at least one day prior to the start of the class.
ISSUANCE OF INGREDIENTS
1. Ingredients to be issued to the CETP course class should be portioned according to the market list specifications of the chef instructor. Ingredients should be ready at least 30 minutes prior to the start of the class.
2. CETP coordinator checks all the specified quality and quantity of ingredients to be used according to the market specifications of the chef instructor. CETP coordinator checks and ensures that ingredients to be used for the CETP class is complete and accurate.
3. A laboratory assistant/housekeeping is assigned to bring the ingredients to the respective CETP class.
4. Faculty instructor will distribute the ingredients to the students/groups.