Receive and store kitchen supplies and food stock. D1.HRS.CL1.16 Trainee Manual

Transcription

1 Receive and store kitchen supplies and food stock D1.HRS.CL1.16

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3 Receive and store kitchen supplies and food stock D1.HRS.CL1.16

4 Project Base William Angliss Institute of TAFE 555 La Trobe Street Melbourne 3000 Victoria Telephone: (03) Facsimile: (03) Acknowledgements Project Director: Chief Writer: Subject Writer: Project Manager: Editor: DTP/Production: Wayne Crosbie Alan Hickman Garry Blackburn Alan Maguire Jim Irwin Daniel Chee, Mai Vu, Jirayu Thangcharoensamut The Association of Southeast Asian Nations (ASEAN) was established on 8 August The Member States of the Association are Brunei Darussalam, Cambodia, Indonesia, Lao PDR, Malaysia, Myanmar, Philippines, Singapore, Thailand and Viet Nam. The ASEAN Secretariat is based in Jakarta, Indonesia. General Information on ASEAN appears online at the ASEAN Website: All text is produced by William Angliss Institute of TAFE for the ASEAN Project on Toolbox Development for Front Office, Food and Beverage Services and Food Production Divisions. This publication is supported by Australian Aid through the ASEAN-Australia Development Cooperation Program Phase II (AADCP II) Copyright: Association of Southeast Asian Nations (ASEAN) 2012 All rights reserved. Disclaimer Every effort has been made to ensure that this publication is free from errors or omissions. However, you should conduct your own enquiries and seek professional advice before relying on any fact, statement or matter contained in this book. ASEAN Secretariat and William Angliss Institute of TAFE are not responsible for any injury, loss or damage as a result of material included or omitted from this course. Information in this module is current at the time of publication. Time of publication is indicated in the date stamp at the bottom of each page. Some images appearing in this resource have been purchased from various stock photography suppliers and other third party copyright owners and as such are non-transferable and non-exclusive. Additional images have been sourced from Flickr and are used under: File name: TM_Received_&_store_kitchen_supplies_ docx

5 Table of contents Introduction to trainee manual... 1 Unit descriptor... 3 Assessment matrix... 5 Glossary... 7 Element 1: Accept deliveries... 9 Element 2: Store supplies and food stock Element 3: Maintain storage areas Presentation of written work Recommended reading Trainee evaluation sheet... 57

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7 Introduction to trainee manual Introduction to trainee manual To the Trainee Congratulations on joining this course. This is one part of a toolbox which is a resource provided to trainees, trainers and assessors to help you become competent in various areas of your work. The toolbox consists of three elements: A for you to read and study at home or in class A Trainer Guide with Power Point slides to help your Trainer explain the content of the training material and provide class activities to help with practice An Assessment Manual which provides your Assessor with oral and written questions and other assessment tasks to establish whether or not you have achieved competency. The first thing you may notice is that this training program and the information you find in the seems different to the textbooks you have used previously. This is because the method of instruction and examination is different. The method used is called Competency based training (CBT) and Competency based assessment (CBA). CBT and CBA is the training and assessment system chosen by ASEAN (Association of South- East Asian Nations) to train people to work in the tourism and hospitality industry throughout all the ASEAN member states. What is the CBT and CBA system and why has it been adopted by ASEAN? CBT is a way of training that concentrates on what a worker can do or is required to do at work. The aim is of the training is to enable trainees to perform tasks and duties at a standard expected by employers. CBT seeks to develop the skills, knowledge and attitudes (or recognise the ones the trainee already possesses) to achieve the required competency standard. ASEAN has adopted the CBT/CBA training system as it is able to produce the type of worker that industry is looking for and this therefore increases trainees chances of obtaining employment. CBA involves collecting evidence and making a judgement of the extent to which a worker can perform his/her duties at the required competency standard. Where a trainee can already demonstrate a degree of competency, either due to prior training or work experience, a process of Recognition of Prior Learning (RPL) is available to trainees to recognise this. Please speak to your trainer about RPL if you think this applies to you. What is a competency standard? Competency standards are descriptions of the skills and knowledge required to perform a task or activity at the level of a required standard. 242 competency standards for the tourism and hospitality industries throughout the ASEAN region have been developed to cover all the knowledge, skills and attitudes required to work in the following occupational areas: Housekeeping Food Production Food and Beverage Service 1

8 Introduction to trainee manual Front Office Travel Agencies Tour Operations. All of these competency standards are available for you to look at. In fact you will find a summary of each one at the beginning of each under the heading Unit Descriptor. The unit descriptor describes the content of the unit you will be studying in the and provides a table of contents which are divided up into Elements and Performance Criteria. An element is a description of one aspect of what has to be achieved in the workplace. The Performance Criteria below each element details the level of performance that needs to be demonstrated to be declared competent. There are other components of the competency standard: Unit Title: statement about what is to be done in the workplace Unit Number: unique number identifying the particular competency Nominal hours: number of classroom or practical hours usually needed to complete the competency. We call them nominal hours because they can vary e.g. sometimes it will take an individual less time to complete a unit of competency because he/she has prior knowledge or work experience in that area. The final heading you will see before you start reading the is the Assessment Matrix. Competency based assessment requires trainees to be assessed in at least 2 3 different ways, one of which must be practical. This section outlines three ways assessment can be carried out and includes work projects, written questions and oral questions. The matrix is designed to show you which performance criteria will be assessed and how they will be assessed. Your trainer and/or assessor may also use other assessment methods including Observation Checklist and Third Party Statement. An observation checklist is a way of recording how you perform at work and a third party statement is a statement by a supervisor or employer about the degree of competence they believe you have achieved. This can be based on observing your workplace performance, inspecting your work or gaining feedback from fellow workers. Your trainer and/or assessor may use other methods to assess you such as: Journals Oral presentations Role plays Log books Group projects Practical demonstrations. Remember your trainer is there to help you succeed and become competent. Please feel free to ask him or her for more explanation of what you have just read and of what is expected from you and best wishes for your future studies and future career in tourism and hospitality. 2

9 Unit descriptor Unit descriptor This unit deals with the skills and knowledge required to Receive and store kitchen supplies and food stock in a range of settings within the hotel and travel industries workplace context. Unit Code: D1.HRS.CL1.16 Nominal Hours: 15 hours Element 1: Accept deliveries Performance Criteria 1.1 Identify kitchen supplies and food stock to be delivered into the premises 1.2 Inspect and verify deliveries received 1.3 Record variations and deficiencies in deliveries received 1.4 Follow-up variations and deficiencies in deliveries received 1.5 Complete documentation and record-keeping requirements relating to deliveries received 1.6 Maintain the security of items delivered to protect against theft and deterioration Element 2: Store supplies and food stock Performance Criteria 2.1 Identify and describe storage requirements and conditions for deliveries of food and non-food items received 2.2 Store dry goods 2.3 Store refrigerated goods 2.4 Store frozen goods 2.5 Store non-food items Element 3: Maintain storage areas Performance Criteria 3.1 Clean and tidy storage areas 3.2 Identify slow moving items and products approaching their designated use by dates 3.3 Control stock levels in accordance with enterprise requirements 3

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11 Assessment matrix Assessment matrix Showing mapping of Performance Criteria against Work Projects, Written Questions and Oral Questions Work Projects Written Questions Oral Questions Element 1: Accept deliveries 1.1 Identify kitchen supplies and food stock to be delivered into the premises 1.1 1, Inspect and verify deliveries received 1.1 3, Record variations and deficiencies in deliveries received 1.4 Follow-up variations and deficiencies in deliveries received 1.5 Complete documentation and record-keeping requirements relating to deliveries received 1.6 Maintain the security of items delivered to protect against theft and deterioration 1.1 5, 6, , Element 2: Store supplies and food stock 2.1 Identify and describe storage requirements and conditions for deliveries of food and nonfood items received , 13, 14, 15, Store dry goods , Store refrigerated goods , 20, Store frozen goods , Store non-food items Element 3: Maintain storage areas 3.1 Clean and tidy storage areas Identify slow moving items and products approaching their designated use by dates 3.3 Control stock levels in accordance with enterprise requirements

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13 Glossary Glossary Term Bin note Cleaning Schedule Credit note Delivery docket Discrepency FIFO First In First Out Inventory Invoice Label Material Safety Data Sheet MSDS Par stock Purchase order Purchase Specifications Purchasing Cycle Stock Rotation Stocktake Explanation Tells what the product is, level of par stock required What is going to be cleaned and when and by whom, what equipment to be used Supplied to the customer as a promised refund on any faulty and/or returned products Paper that tell how much of any stock that was delivered Difference between what one thinks and what actually is, variation of fact First In First Out Use old stock before new stock List of food stock and all equipment held by enterprise Charges for goods delivered and a demand for payment Tells name of product, who made product, details of use by date, storage requirements Contains information about safe use of chemicals, usage rates, first aid recommendations Material Safety Data Sheet Minimum amount of stock before more is ordered to meet maximum amount of stock to be held Notice of request to purchase products Purchasers instructions regarding amount, size, quality, packaging etc How often you purchase the same item Old stock to be used before new stock is used, FIFO implementation Checking to see how much stock is being held on premises 7

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15 Element 1: Accept deliveries Element 1: Accept deliveries 1.1 Identify kitchen supplies and food stock to be delivered into the premises Introduction Kitchens need to order in a wide range of stock both food and non-food items. When stock has been delivered there are numerous industry standard procedures as well as various organisational procedures that need to be followed to make sure that the goods that have been delivered are correct. Checks need to be made to ensure that: The goods delivered were intended for you and not some other establishment All the goods ordered have in fact been delivered The goods supplied are of the quality ordered and required Food safety is maintained. You will note that mention is made of the Food Safety Program (FSP) for your workplace. It is vital you obtain, read and understand the FSP for your venue. For the purposes of this unit, supplies can be seen to include: Food including dry goods, dairy products, meat, poultry, seafood, fruit and vegetables and frozen goods. This definition embraces raw materials as well as food items that are purchased in convenience form and pre-prepared form Beverages that are used by the kitchen. This can include alcoholic beverages, juices and other beverages required in the preparation of menu items Utensils and equipment required for the preparation, display and service of food Cleaning materials and equipment as required to meet the cleaning and sanitation requirements of the FSP for the property Linen such as tea towels, serviettes, tablecloths and aprons Stationery items such as vouchers, tickets, pens, paper and relevant stock control and internal communication forms/documents. 9

16 Element 1: Accept deliveries 1.2 Inspect and verify deliveries received Introduction All food items and food-related items that are delivered to you must be checked to ensure they meet your needs and do not pose a food safety risk. This requirement must be standard operating procedure that applies over-and-above any FSP obligations to inspect and record, say, every 5th delivery. What is involved? Earlier notes have addressed the need to take a temperature reading for refrigerated, frozen and hot food but further checks must also be undertaken to inspect for: Damage and breakages Quality Use-by dates Discrepancies Pests. The only way to complete these checks is through a physical visual inspection of the items. Damage and breakages Check to make sure that: Outers are not ripped or torn Tins are not dented Packaging is not ripped Product has not been crushed Fragile items have not been broken or otherwise rendered unsuitable for use or presentation Product is not leaking There is no sound of broken glass when you move a carton containing jars or glass bottles. Many of these damage-related issues can give rise for the need to refuse the item but in other cases common sense should be used to determine if the product can still be accepted without its safety having been compromised. Where consistent damage with products from a supplier is being identified they should be contacted and advised accordingly. 10

17 Element 1: Accept deliveries Food authorities are not concerned with food quality, rather they are concerned with food safety so food quality is an in-house issue. You need to know the quality requirements that your business has for all the items being delivered and evaluate all deliveries against these criteria. Remember that different quality levels will be required for different uses for example, tomatoes used for sauces will not be the same quality as those required for use in salads. Using the above tomatoes example: You would reject a box of ripe, firm tomatoes at a higher price that were suitable for salads if you knew the order was for making sauce, puree etc You would reject a box of over-ripe, soft, cheaper tomatoes if you knew they were needed for salads. It is then, as you can see, the end-use that the item will be put to that often determines if a product is of acceptable quality. The point being that quality is relative to issues such as: Intended use Cost price you may be prepared to accept a product that lacks the quality you normally receive if it is priced appropriately or attractively House standards and customer expectations raw materials always need to be of a minimum quality that will enable the standards of the property in terms of food served, and customer expectations to be met but not all items will require the best quality raw materials in order to produce an acceptable final product Urgency of need where the kitchen is desperate for a product you may be prepared to accept it despite it being at normal price and being sub-standard in terms of quality. You can always talk to the supplier later and try to negotiate a reduced price based on the lower quality. Use-by dates Foodstuffs often have use-by dates, best before dates or similar attached to them. Part of the inspection process is to check these dates and use your knowledge of the usage rate for that item to determine if the time available to use that product is sufficient or not. Any food that exceeds its use-by date must be discarded so it pays to give special attention to this aspect. Any food that is thrown out represents a total loss to the business and is to be avoided where possible. If you believe the use-by dates etc are not sufficiently far enough into the future to allow you to use or sell the item, it should be rejected. Always be alert to the possibility of a supplier trying to off-load onto you a product that has been returned to them by another operator as having too short a use-by date. 11

18 Element 1: Accept deliveries 1.3 Record variations and deficiencies in deliveries received Introduction Discrepancies are a variation of fact A discrepancy is any variation that exists between: Type, quantity and quality of products ordered and products delivered this includes supplying items that were not ordered, supplying the wrong quality or size Type, quantity and quality of products delivered and products listed on the delivery documentation this includes short-deliveries, no delivery, and delivery of the wrong product. Discrepancies can also include accounting-related issues such as: A difference between prices charged in the delivery documentation and prices listed on-line or in the catalogue Calculations and extensions on the delivery documentation for example, a situation where the supplier has charged you for 20 kgs at $5 per kilo and calculated that to be $1,000 instead of $100, or a situation where they have added up the total of the delivery and made an error in their addition (either over or under it is Best Practice business ethics to notify a supplier where there is a mistake that is your favour as much as it is to notify them of an error in their favour). All discrepancies should be recorded and notified so that: Those affected by the discrepancy can make alternative arrangements for supply The business only pays for the items it wants, has received and that are in good order. The role of the credit note Where an item is returned to a supplier (perhaps it has been delivered in error; perhaps it is stock that we have bought in and we cannot sell and the supplier has agreed to take it back, perhaps the item has been returned because of food safety concerns), or where we have identified that we have been overcharged for an item the supplier will raise a credit note. A credit note identifies the quantity, quality and number of the stock involved together with a corresponding dollar amount. It is a document from the supplier stating that they owe us money for the goods described on the credit note. A credit note is commonly printed in red to distinguish it from other documents. The reason for notifying the accounts department about goods that have been rejected or returned to a supplier is so that they can ensure they receive the appropriate credit from that supplier for the goods involved. Visit the following for more information on credit notes: 12

19 Element 1: Accept deliveries 1.4 Follow-up variations and deficiencies in deliveries received Introduction From time to time, a variation in a stock order/delivery will be encountered. A variation occurs when the actual stock item delivered or the quantity or quality of that item is not the same as what was ordered, or is different from what is listed on the documentation. For example, the purchase order may read that 2kg lamb chops were ordered, but the invoice states only 1.5kg was delivered. There is, thus, a variance of 500gms, 1/2kilo: that was received. Another example could be that the purchase order may read that five dozen eggs were ordered, but the invoice reads that eight dozen were supplied. Therefore, there is a variance of three dozen eggs over on the invoice. Your role in checking deliveries may also require you to check the extensions and the pricings that have been made on invoices. In some stores, this role will be the sole province of the accounts department. This may mean that you have to check the prices charged on the invoice against prices quoted in catalogues, and verify extensions, and calculations of totals and other items such as GST (Goods and Services Tax), discounts, picking and packing charges, insurance, delivery fees, applicable discounts for volume, loyalty, etc. Recording variations Variations can be related to: Quantity be it over or under Quality Price. When a variation has been identified, it must be noted on the appropriate accompanying paperwork (invoice, delivery docket, or purchase order). The reason for recording the variation is to ensure that the store does not pay for any item not ordered and does not pay for any item that was not received. It also ensures that the store receives the product quality ordered (not a better or a lesser standard). All variations must be recorded and reported in accordance with the store s procedures and policies: noting the discrepancy on the documents is a standard industry practice, but your store may also require you to verbally pass this information on to a nominated person, along with a detailed explanation of the point at issue. 13

20 Element 1: Accept deliveries 1.5 Complete documentation and record-keeping requirements relating to deliveries received Introduction All food deliveries into the premises and all deliveries of food-related items (such as single use items, packaging and wrapping) should not only be inspected on delivery but there is usually a requirement to record the delivery itself and the findings of the inspections that have been made on that delivery. Food Safety Plan requirements Where a FSP is in operation this document will stipulate the procedures you are obliged to follow when receiving food into the premises. Make sure you understand and adhere to these requirements in all instances where the advice in these notes varies from what is in your FSP, follow the requirements of your FSP. What is generally required? The previous Section looked at checking the delivery to make sure the goods delivered were as per the order placed, and that you are only signing for goods that have actually been supplied. These checks can be seen as addressing the accounting issues involved with deliveries. This Section and the next one looks at the need to check food safety and food quality when accepting a delivery. This section needs to be read in conjunction with section 1.3 as these sections combine to describe all the food safety and quality checks that need to be made. The basic requirements at this stage are to: Undertake temperature checks of food as applicable Dry goods do not need to be checked for temperature but there is a need to check and record the temperature for: Chilled/refrigerated food (see below) Frozen food (see below) Hot food (see below) A designated food thermometer must be used to take these temperature readings. Your FSP will provide details in relation to this piece of equipment but standard requirements include: It must be tested for accuracy (called calibration ) at least every six months It must be accurate to + or -1ºC or it has to be repaired or replaced It must be used following the manufacturer s instructions which may include for example allowing the thermometer to stay in contact with the item whose temperature is being taken for 10 seconds in order to get a valid reading, allowing the thermometer to return to room temperature between uses, using a sanitising wipe in between uses on the probe of a thermometer. 14

21 Element 1: Accept deliveries Record the delivery of all food items accepted in terms of: What was received Who it was purchased from Quantities received. Your FSP may have a document that is to be used for these purposes, or there may be an internal register or log that has to be completed. Record any items that were refused identifying: What was rejected by description and quantity Name of the supplier Reason for the rejection which may be that refrigerated food was at too high a temperature (state the reading), wrapping was torn or that the food was mixed in with a delivery of chemicals. Your FSP will have a document that is to be used for these purposes. FSP considerations Most FSPs will have a minimum figure for the number of food deliveries for which evidence must be available to prove that those checks have been undertaken. For example, it is a common requirement in many FSPs that the business must check and record details of 20% of all deliveries. Check your FSP to see what applies in your workplace. This required figure should be seen as a minimum requirement. In practice, best practice is to check all in-coming food deliveries there is, however, no need to document these activities for the purposes of complying with the FSP. However, where any problems with deliveries are identified, the action taken in terms of refusal, rejection or using a product first (see Temperature of chilled or refrigerated food below) must be entered into either the Goods Rejected form or the Corrective Action form in your FSP. Temperature of chilled or refrigerated food It is a standard requirement that all chilled or refrigerated high risk food is to be kept at 5 C or below in order to keep it out of the Temperature Danger Zone and maintain its safety. This means you need to check the temperature of high risk foods (such as meats, poultry, fish and seafood, dairy products, eggs, smallgoods or any items containing these items) to make sure they are at 5ºC or below. Note that some FSPs allow chilled or refrigerated high risk food to be accepted if its temperature is 8 C or below providing it is immediately placed under refrigeration and used straight away. Food regulations also allow you to accept chilled or refrigerated high risk food if the supplier can prove to you that the food has not been in the Temperature Danger Zone for longer than 2 hours. 15

22 Element 1: Accept deliveries Given that proof of this can often simply be the word of the delivery driver it is best to reject food that has been delivered under these conditions. Checks in relation to this area should include. Physically inspecting the delivery vehicle on a regular basis to make sure it is clean and that chemicals aren t being carried with the food Checking the first two deliveries from every new supplier and then checking as indicated by your FSP (such as every one in five deliveries). Temperature of frozen food The temperature of frozen food should be -18 C or below. It is difficult to obtain a temperature reading of frozen food so the standard inspection is to make sure that the product appears hard frozen meaning there are no signs of the product defrosting the product is hard to the touch and there is no liquid. Inserting a probe thermometer between frozen items is one way of obtaining a reading of frozen products. Where any frozen food has signs of thawing it should be rejected and entered into the appropriate record form or log with high risk food this may indicate a food safety risk and with other foods it may compromise the quality of the product. Temperature of hot food Any premises accepting high risk hot food into their premises must ensure it is delivered at or above 60 C to be out of the Temperature Danger Zone. Again, you may be able to accept hot food that is below 60 C if your FSP makes provision for this or if the delivery driver can convince you it has been in the Temperature Danger Zone for less than 2 hours. The best advice is simply to reject food that fails to comply with this requirement. Variations and discrepancies It is safe to say that the majority of food delivered to food premises is safe, fit for human consumption and does not pose any threat to health. The fact that you constantly check these aspects and the fact that the suppliers know you do so helps to maintain this situation so you can t afford to ignore these checks. Not only are they a legal requirement under the terms of your FSP but they also function to maintain a safe food chain. However, where there are problems with a delivery, the identified issues must be recorded as proof that you have been actively monitoring the food safety at your premises, and as proof that you have taken responsible and appropriate action when unsafe food, food handling practices or an unsafe food environment has been identified. 16

23 Element 1: Accept deliveries A variation or a discrepancy can relate to any food-related situation or any food item where you believe there is: An unsafe food handling practice being applied A food item that is unsafe A food item that fails to comply with your stated requirements for that product even though there may not be a food safety issue allied to the identified failure to comply. All the above instances should be recorded the issues that present a food safety risk must be recorded on the appropriate form in your FSP (such as Goods Returned and/or Corrective Action ) and reported to the appropriate person (see below). Examples of issues that you will need to record and report include: Rejection of food items Product that has been delivered with damaged packaging in some cases you will be prepared to accept delivery of the item because you believe the safety of the food has not been compromised but will want to mention this to the appropriate person as standard operating procedure Delivery of incorrect quantities, amounts or weights this is not a food safety issue so it wouldn t be recorded on documents included in your FSP but would be recorded on delivery documentation such as delivery dockets Delivery of the wrong product again this is not a food safety issue so a record would only be made on delivery documentation and arrangements made to return the product. Reporting procedures Reporting procedures for food safety issues involve completing the necessary documents in your FSP as previously identified. They also usually involve a need for you to notify others about the situation so that they can take appropriate action as the situation demands. Who is the appropriate person? Internally this is the person that placed the order that has been rejected, or with which there is some sort of problem (short-delivery, need to use first, situations where the ordered products have not arrived as part of the delivery). It can be: Head chef Duty manager Owner Department manager Purchasing officer. This person needs to be notified as soon as possible (that is, immediately ) about the situation so they can make alternative arrangements. This notification is really a warning that may allow them to order from another supplier, or change the dishes that were intended for tonight s menu. 17

24 Element 1: Accept deliveries A phone call or face-to-face meetings are the best ways to do the reporting. Externally it is a good idea to phone the supplier (or speak with the sales rep) and share your concerns, with reference to specific examples and specific concerns, with them. 1.6 Maintain the security of items delivered to protect against theft and deterioration Introduction Theft and pilfering can develop into a serious problem for an establishment if security measures are insufficient. This can be minimised by: Locking storage areas Prohibiting carry bags in the kitchen Proper receiving and storage procedures Spot checks on rubbish bins for hidden items Efficient staff monitoring. Larger establishments also require all staff to fill out requisition forms for any stock required from the stores areas. Food transfers between departments are also recorded to monitor and account for stock movement. ANTA Receive and Store Kitchen Supplies 18

25 Element 1: Accept deliveries The storage area Cleanliness The concept of maintaining a clean storage area is to primarily prevent the spread of bacteria and other diseases. Proper storage is essential, not only for hygienic reasons, but also safety and ease of access. ANTA Receive and Store Kitchen Supplies Lighting Storage areas need to be well lit (natural or artificial light). Bright lighting assists in locating items, preventing accidents and can assist with the control of vermin. If natural light is used, direct sunlight should be screened. Optimal store temperature TYPES OF FOODS Frozen foods Meat/poultry/seafood Dairy Fruits and vegetables STORAGE TEMPERATURE Minus 18 C (freezer) 1 3 C (coolroom) 4 6 C (coolroom) 4 6 C (coolroom) Chemicals C well venyilated 19

26 Element 1: Accept deliveries Detecting vermin Security against human theft is not the only way to loose food. What to look for: Vermin droppings Moths or larvae on or in fruit and vegetables Damaged packaging Insect eggs Dead or alive insects. Any potentially contaminated food must be disposed of immediately and a professional pest control company called in if regular cleaning fails to eradicate the problem. Free from defects During routine stocking and cleaning of storerooms, a number of areas need to be examined: Internal tiling, walls, fixtures and floor are free from cracks and holes All paint in good condition and not cracking Shelving not rusted, and in good repair Sufficient and efficient drainage Doors aligned to close securely Use-by dates current and not expired Adequate ventilation Sufficient lighting Effective stock rotation Packaging intact Locks on doors All canned foods in good condition; no dents, or puffing. Stocktake sheets A stocktake is counting all the items in stores to keep track of stock movements and establish what you need to purchase to bring stores up to set levels. It is in a sense, a professional shopping list. Depending on the establishment, stocktakes happen at different intervals, i.e. weekly, monthly, six-monthly, but always at the end of the financial year for accounting purposes. Stocktakes are effective tools in rectifying cost problems for kitchens. 20

27 Element 1: Accept deliveries Stocktaking sheets should include the following information: Date Section to be counted Who has conducted it Product (column) Unit; what size it is when you buy it (column) Unit cost; how much unit cost (column) Stock value; unit cost x number of units (column) Quantity (column). Stock rotation To retain the freshness of food products it is essential that you rotate supplies. This means placing new stock at the back of a storage area and bringing older stock to the front. If this does not occur, older stock will eventually become unusable and will need to be discarded, which is a: Waste of a good product Waste of money. Stock quality Regular stocktaking can help foods stay fresh. If an item is nearing its use-by date, move it to the front or use it as soon as possible. While you are doing stocktakes, you should also be looking for: Use-by dates Packaging quality Vermin Stock quality. Spoilage All food spoilage should be reported and recorded, since all product losses have to be reported. If this is not done then cost percentage is incorrect. Some kitchens operate food spoilage forms to record all waste. 21

28 Element 1: Accept deliveries Work Projects It is a requirement of this Unit you complete Work Projects as advised by your Trainer. You must submit documentation, suitable evidence or other relevant proof of completion of the project to your Trainer by the agreed date. Your Trainer will provide you with an actual written copy of an order as placed to the supplier. Receive and check goods when delivered and make sure that they match the specifications and delivery docket. Check the quantity Check the size of the product Check the weight of the goods delivered Check the quality of supplied food Check for signs of deterioration Report defects or other variations to your Trainer Use safe lifting procedures. Occupational health and Safety requirement OH&S. When you have completed this activity, ask your Trainer to review your work to ensure you have met the standards required and make notes of their feedback below: 22

29 Element 1: Accept deliveries Summary Accept deliveries Identify kitchen supplies and food stock to be delivered into the premises Divide goods received into 4 distinct types Dry good: Canned dried foods, paper products TA coffee cups food containers etc Perishable goods, in need of controlled environment, need to be kept chilled or hot Frozen goods Chemicals for cleaning, pest control. Inspect and verify deliveries received Are these the goods that were ordered? Are they in good condition? Record variations and deficiencies in deliveries received How many were ordered? Does the delivery match the quantity ordered? How many did you receive? If you receive more or less than you were suppoed to receive then you must repport this to the Purchasing officer and the company that supplied you How much did you pay? If the payment request is more than what you were quoted then this variation must be noted and an agreement must be reached before final payment is made. Follow-up variations and deficiencies in deliveries received Have you had too much delivered, not enough delivered? Have you been charged too much, have you been charged too little? When you have identified that a discrepancy is there and you have reported that discrepancy then you must follow up in a couple of days and make sure that it has been fixed. Complete documentation and record-keeping requirements relating to deliveries received All delivery dockets need to be sent too finace department for payment of account Invoices. When deliveries are made and received they must be collated or combined so payments can be requested. This will happen once every payment cycle. 7 days, 30 days or what ever are the terms of agreement. 23

30 Element 1: Accept deliveries Maintain the security of items delivered to protect against theft and deterioration Rotate stock, FIFO, First In First Out. This keep stock flowing through the business and reduces build up of old stock Stock taken out of storeroom and moved to another kitchen needs to be documented so management knows where their money is being used. Stock is money. Lock storeroom when not in use for security purposes. Nobody will see me take this, will they? Temptation. Locks are only to keep honest people out. They are also a deterrent as it might be just too difficult. Minimises pilfering. Pilfering is theft. 24

31 Element 2: Store supplies and food stock Element 2: Store supplies and food stock 2.1 Identify and describe storage requirements and conditions for deliveries of food and nonfood items received Introduction Food that has been delivered into a food business must be stored promptly and it must be stored under the correct conditions for each individual item. Regulatory requirements All food must be stored so that it complies with the requirements of: The Food Act for your state/territory/country The Australia New Zealand Food Standards Code Check out: for links to the legislation that applies to each state/ territory or your own country for more information on the Australian Food Standards Code Your FSP, once it has been approved for use in your premises, will contain approved directions, procedures and requirements in relation to all food-related activities including food storage. These requirements must be complied with. What are the Food Safety requirements of your local Government. Where your FSP contains directions etc that differ from these notes, you must follow the requirements of your FSP. Storage areas In relation to food there are 3 standard storage options: Dry goods store Refrigerated storage Frozen storage. 25

32 Element 2: Store supplies and food stock All of these storage areas must be cleaned in accordance with the cleaning schedule set out in your FSP. Basic requirements in this regard are to: Clean up spills as they occur Clean and sanitise the area every month, three months or as outlined in your FSP. Make sure that any items taken out of refrigerated or frozen storage while the area is being cleaned must be kept under alternative acceptable storage conditions and temperatures. Storing meat, seafood and poultry Correct storage procedures for meat, poultry and seafood must be adopted to ensure its maximum shelf life and to prevent contamination by bacteria. Storage procedures are essential to maintain cost control as well as provide high quality dishes to the customer. Meat Raw meats are favourable mediums for bacterial growth, if they are not stored and handled correctly. There are two main conditions to be met when storing meat: Temperature 1 C to 3 C Humidity 85%. Other factors to be considered are: Place meat in single layers on trays fat side up Trays must be changed regularly to prevent blood pooling Meat must be covered with plastic wrap Different types of meat should not be mixed Raw and cooked meats should never be spread on the same tray A sound stock rotation program (FIFO) should be. Vacuum packaging This is a system by which meat is placed in special plastic bags. All the air is then withdrawn using a special machine, which then heat seals the bag. Meat packaged in this way is normally stored at minus one degree to zero degrees Celsius (-1 C to 0 C). This extends the storage life of refrigerated meat. It should be stored in single layers, fat side up, on a tray. The bags must remain airtight. 26

33 Element 2: Store supplies and food stock Poultry Fresh poultry should be stored on drip trays and covered. These should then be place in a refrigerator, where they can be kept for approximately three days. The trays should be changed regularly. Fish and shellfish Fish have a short shelf life due to the rapid deterioration of their flesh after they are caught. Fish should always be stored in a fish fridge if possible, or in a special section of the cool room (the coolest part). Fresh fish should be stored for one or two days only and should be kept in the coldest part of the cool room at a temperature of 1 C. Very few refrigerators can achieve such a low temperature, so it is usually necessary to store fish on crushed ice, taking note of the following: Cleaned fish, fillets and cutlets should be kept on crushed ice on a perforated tray, set into another tray to allow for drainage It is best to have a layer of plastic between the fish and ice Whole fish should be scaled, gutted and washed thoroughly, then stored as above. Live fish can be kept for short periods of time in fresh or salt water tanks. The tanks and water should always be kept in the best condition. Shellfish should be stored at 1 C. Live crayfish, crabs, yabbies and such can be kept in a refrigerator in a box covered with wet hessian, or they may be kept in tanks. Fresh (not live) and cooked shellfish can be kept for a couple of days on ice, in a perforated trays and covered. Remember raw and cooked foods should never be stored together. You may be required to take these readings once a day or twice daily depending on the requirements of your FSP. This reading is done to identify as soon as possible instances where the units are malfunctioning and failing to provide the temperatures required for safe food storage. Whenever a reading of a fridge, cool room or freezer is outside the prescribed parameters (see information above), investigation must take place to determine whether or not corrective action needs to be taken. The out of control reading may just be a result of a large food load having been placed in the unit (in which case no corrective is needed), or it may be an indication that the compressor etc has failed (in which case there is a need to repair the unit using a qualified service technician). All temperature readings of refrigerated and freezer storage units must be taken using a suitable calibrated thermometer that is accurate to + or -1ºC and be entered onto the appropriate form or log in the FSP. 27

34 Element 2: Store supplies and food stock Your FSP may have a separate sheet for recording the temperatures of refrigerated units and another one for recording the temperatures of freezer units, or your form may combine both types into the same form. This form will be called Storage Temperature Record or similar. Where corrective action is taken as a result of an out-of-control reading, this action should also be recorded on a Corrective Action form or similar. Explained Out of control coolroom is a coolroom that is not operating as it should. Coolrooms should be operating at a temperature of less than four degrees celcius (<4 C). When you do the temperature check of your coolroom on a regular basis, twice per day, and you find that iit is hotter than required then it is deemed to be 'out of control'. What you need to do now is to close the door and wait 15minutes, if the temperature drops to below 4 C then you know that the operation of the coolroom is sufficient. If the temperature does not drop and continues to remain higher than required you need to have the coolroom serviced by refrigeration mechanic. All these actions need to be reorded in maintainence log book and temperature recording sheets to comply with your Food Safety Plan. When coolroom is running correctly and the temperature is at the required level then the coolroom is deemed to be. 2.2 Store dry goods Introduction Dry goods store This is a non-refrigerated store where canned and dried food is stored. The general requirements for dry goods stores are: The area must be fly and vermin proof It must be well ventilated and have good lighting Must not have windows that allow direct sunlight; the heat makes the temperature rise to unacceptable levels Lowest shelves must be sufficiently above floor level to allow brooms and mops to clean under them, 30cm from the floor is standard No food is to be stored on the floor this includes a ban on storing cartons and containers of food directly onto the floor surface. Any bulk food containers that are used to store products (such as sugar, flour, rice, dried pasta) must be made from food grade materials (such as stainless steel) Must have tight-fitting lids and these containers must be cleaned before re-filling (as opposed to simply topping them up when they are low) 28

35 Element 2: Store supplies and food stock It not permitted to use plastic rubbish bins (even brand new ones) for storing food as they can crack easily and are no defence against mice and rats gnawing through them. Foods past their must be discarded Stock must be rotated using FIFO First In, First Out principles. Heavier items should be stored on the bottom or middle shelves, with lighter items on the top shelves and slow moving items towards the back of the storeroom. 2.3 Store refrigerated goods Introduction Refrigerated storage This is used to store fruit and vegetables, dairy products and meat. It may take the form of coolrooms, domestic refrigerators, under-counter units or freestanding self-contained, glass-fronted units. Some premises have a separate coolrooms for different classifications of food For example; they may have a meat coolroom, a vegetable coolroom and a coolroom for dairy products. Requirements: Temperature must be 5 C or below to keep food out of the Temperature Danger Zone Doors should be closed between uses and an effort made to minimise fluctuation in temperature Food loads put into the refrigerator should be broken down into smaller units to enable faster cooling The coolroom should not be overcrowded to allow cool air to circulate around all items Raw foods and cooked foods must be separated Prevents cross-contamination of bacteria from raw food to cooked food Raw food must not be stored above cooked food in order to prevent blood dripping on to the cooked product Products in jars (such as mayonnaise or pickles) must be re-capped and refrigerated after opening Foods past their use-by date must be discarded Food must never be stored on the floor of a coolroom Appropriate stock rotation must be employed use date and time labels to help identify when items were placed under refrigeration and products to be used next. A two-step rule applies to the placement of hot food into refrigeration: Step 1: Cool hot food down from 60 C to 21 C within 2 hours of removing the food from the stove, oven or other cooking unit. 29

36 Element 2: Store supplies and food stock Step 2: Once the food has reached 21 C or ambient air temperature it should be placed into a refrigerator/coolroom, and then cooled to 5 C (or below) within a further 4 hours. In addition, note that once the food has reached 5 C, it can be put in the freezer. 2.4 Store frozen goods Introduction Frozen storage Any type of freezer can be used in a commercial situation including domestic freezers, walk-in freezers, bench freezers and up-right freezers. The critical requirement is that they be able to reach the necessary temperature. Freezers are used to store frozen produce and the requirements that apply are: Note: Must be maintained at below -18 C or other temperature as indicated by your FSP, some FSPs allow freezers to operate at -15 C Never try to freeze hot food cool it first (see above) Items that have been thawed must not be re-frozen Freezers must be defrosted regularly Freezer doors should be kept closed when the freezer is not in use Freezer temperature and thermostat must be checked regularly Freeze small amounts of food, not large amounts for example, freeze slices of meat rather than the whole piece, use shallow containers rather than deep ones Ensure FIFO stock rotation occurs Foods past their use-by date must be discarded. Food that is in the freezer and has completely thawed (perhaps due to an equipment failure or a power failure) but is still below 5 C can be treated as refrigerated food and used immediately If the defrosted food is at 5 C or above and you know without doubt it has been at that temperature for less than 4 hours it can be used if used immediately Defrosted food that is at or above 5 C and has been there for longer than 4 hours or has been there for an unknown length of time it must be thrown out. 30

37 Element 2: Store supplies and food stock Freezing fish and shellfish Frozen fish and shellfish are never as good as fresh however if they must be frozen, the following guidelines should be observed: They should be stored at -18 C and -24 C Whole fish, fillets and cutlets should be wrapped well in plastic, excluding as much air as possible or vacuum packed Fish fillets and cutlets can also be frozen in layers inter leaved with plastic Lobsters, crabs, yabbies and such, can be frozen cooked or raw wrapped well in plastic, excluding as much air as possible or vacuum packed All frozen items must be labelled and dated Taking readings of refrigerated and freezer storage units. All FSPs will have a requirement that the temperature of all refrigeration units and freezer units that hold food must be taken on a regular basis and recorded on the appropriate form to demonstrate that the readings have been done. Freezing meat Fresh meats can be frozen successfully and stored for between three and six months depending on the type of meat and provided it is kept between (-18 C and -24 C). Fluctuations in temperature will cause loss in quantity and decrease in the shelf life of the meat. When freezing meats: Never freeze large quantities stacked on top of each other Boneless meat freezes quickest Thicker cuts of meat take longer to freeze Excess fat cover slows freezing Guard against freezer burn by looking after frozen meats, make sure they are well wrapped before freezing and using sound stock rotation Freeze in strong bags, eliminating as much air as possible from the bags Label and date all items to be frozen. Thaw frozen meats in the refrigerator/cool room at 1 C to 3 C. Note: Freezing meat which is spoiling is not a method of improving its quality. 31

38 Element 2: Store supplies and food stock Freezing poultry When freezing poultry, ensure that each piece is individually and well wrapped or vacuum packed. Store in freezer until required at a temperature of (- 18 C and -24 C) for no longer than three months Never freeze poultry in bulk Spread out into a single layer, wrap, label then freeze When frozen, stack in boxes or crates. All feathered game can be stored as poultry, and all furred game can be stored as meat. Once any food item is thawed for use, it must not be re-frozen. It is easier to thaw any product when it is in single layers. Thick multi layers take too long and when you thaw large amounts, you need to use them. 2.5 Store non-food items Introduction Chemical storage Food and chemicals must not be stored together. The chemical storage area may be a locked room labelled with the appropriate HAZCHEM signage. In other instances, chemicals may be stored in some separate, discreet or remote location that provides a definite physical separation of foods from chemicals. A Material Safety Data Sheet (MSDS) must be available for every chemical used by the establishment, suppliers are under a legal obligation to provide these. Check out for more information on signage. Chemical storage rooms should be lined with a surface that can be easily cleaned if spillages occur. Ideally they should have drain in the middle of the floor to make washing away chamical spills easier. 32

39 Element 2: Store supplies and food stock Equipment, utensil and non-food item storage In some cases the dry goods store is used to store food-related non-food items such as: Single serve items such as Plastic knives and forks Take-away containers for food and drinks Paper serviettes Drinking straws Crockery and cutlery Pots, pans and cooking equipment. These items may be stored in a special storage area stored in an office environment Perhaps the chef s office The store person s office or The food and beverage manager s office. It is a standard requirement that all these items, regardless of where they are physically located, are stored under conditions that protect them from all forms of contamination. Where they are stored also needs to be recorded for asset register purposes. 33

40 Element 2: Store supplies and food stock Work ProjectsProjects It is a requirement of this Unit you complete Work Projects as advised by your Trainer. You must submit documentation, suitable evidence or other relevant proof of completion of the project to your Trainer by the date agreed to. 2.1 Using the attached worksheet to describe the action you would take to move the following products from the receiving area into the correct storage area to ensure the items are protected from contamination and loss. 25kg Carrots 3 x 5kg Frozen fish 5 Striploins of beef (vacuum packed) 2x 20 litres of detergent Use the attached worksheet to indentify where the listed products should be stored. Dry Store, cool storage, freezer, chemical storage 34

41 Element 2: Store supplies and food stock Worksheet for Work Project 2.1 Item: 25kg carrots Action to prevent loss: Action to prevent contamination: Action to prevent unacceptable temperature changes: Action to prevent pest attack: (Please staple extra paper if needed) 35

42 Element 2: Store supplies and food stock Worksheet for Work Project 2.1 Item2x 20 litre containers of detergent Action to prevent loss: Action to prevent contamination: Action to prevent unacceptable temperature changes: Action to prevent pest attack: (Please staple extra paper if needed) 36

43 Element 2: Store supplies and food stock Worksheet for Work Project 2.1 Item: 4 x 5 kg cartons of frozen fish fillets Action to prevent loss: Action to prevent contamination: Action to prevent unacceptable temperature changes: Action to prevent pest attack: (Please staple extra paper if needed) 37

44 Element 2: Store supplies and food stock Worksheet for Work Project 2.1 Movement of stock into storage Item: 4 x 5 kg cartons of frozen fish fillets Action to prevent loss: Action to prevent contamination: Action to prevent unacceptable temperature changes: Action to prevent pest attack: (Please staple extra paper if needed) 38

45 Element 2: Store supplies and food stock Worksheet for Work Project 2.2 Stock storage locations Indicate in the right-hand column if you would store the items listed in the under or in a. goods store, Table Heading Box of lettuce Table Heading Coolroom Pre-cut scotch fillet steaks for immediate use Ice cream Pre-cut frozen potato chips/french fries 3 kg of tomatoes fresh Packs of No 3 spaghetti, dry pasta Tins of A10 baked beans 3.2 kg tin of sliced pineapple 3 kg box of assorted cream biscuits 2 kg Panino mix 4 lt vegetable oil 2 kg no-bake egg custard 10 kg frozen Barramundi Carton frozen dimsims Carton frozen pre-crumbed scallops 5 kg shoulder bacon 3 kg grated Parmesan cheese 39

46 Element 2: Store supplies and food stock Summary Store supplies and food stock Identify and describe storage requirements and conditions for deliveries of food and nonfood items received Fresh Perishable goods: Coolroom 4 C or less Frozen goods: less than -15 C( -18 C ) better Dry goods: temperature C, well ventilated; lockable Chemical Storage; same as dry store BUT separate. Washable is better. All deliveries must be stored correctly to prevent loss by theft and contamination from incorrect storage Store dry goods Room must be clean and well ventilated. Shelving must be sufficient to hold required level of supplies. Nothing is to stored on the floor. All items must be protected from vermin. Store refrigerated goods Must have the capacity to operate at a temperature of at least 4 C or less. Must be have good storage shelves capable of holding heavy loads. Shelving must be easily cleanable. Walls of inside storage area must be a washable surface that is impervious to liquid. Store frozen goods Must have the capacity to operate at a temperature of at least -15 C or less Must be have good storage shelves capable of holding heavy loads. Shelving must be easily cleanable Walls of inside storage area must be a washable surface that is impervious to liquid Must have plnety of room for good air circulation for efficient operations Must not be over-stocked. Store non-food items Chemicals Chemicals must be strored separately in another room. Walls should be washable and impervious to liquids. Chemical storage room needs to be well ventilated. Must have plenty of light. All chemicals must be well labeled and NOT stored in any other containers. Non Food Items Paper products, serviettes, straws, take away coffee cups must be stored in a manner that protects them from comtamination. They can be stored with dry stored foods in the same environment but kept separate. Keep storage boxes closed. 40

47 Element 3: Maintain storage areas Element 3: Maintain storage areas 3.1 Clean and tidy storage areas Introduction The precise way in which stock areas are maintained will vary between premises, and between individual storage areas within the same building, but the general aims will remain essentially the same. Essentially you will be required to make sure that all the storage areas for which you have responsibility are: Clean At the required temperature Free from vermin and pest infestation Free from defects. What are the requirements that apply to maintaining storage areas? Your FSP is likely to have sections that set out requirements in relation to: Cleaning and sanitising Equipment maintenance Pest control. All these protocols must be complied with as they apply to your premises. The general requirements that are commonly applied industry-wide in order to maintain a stock area are: Keeping the stores area clean and tidy at all times this: Helps prevent contamination and cross contamination Lowers the potential for deterioration of items Provides for easy identification and access of products Facilitates stocktaking activities Reduces tripping and other hazards Storing all stock as soon as possible after delivery to: Guard against theft Remove potential tripping hazards Keep the area clear for future deliveries 41

48 Element 3: Maintain storage areas Refrigerate items that require refrigeration, get frozen goods into a freezer quickly Protect against damage that can occur to items left lying around in the delivery area caused by other deliveries being made, general staff traffic etc. Protocols to keeping Storage areas in good conditions Keeping the store area well-lit and ventilated to deter pests and allow easy identification of stock items Keeping shelves, benches, pallets, bins etc in good order and inspecting the area/fixtures and fittings on a regular basis and For signs of damage Deterioration. other problems such as Stability Security Pest infestation. Maintaining all equipment and storage areas in accordance with the relevant occupational health and safety requirements and (for beverage storage and food-related items such as single-use items and food packaging) the requirements of the Food Safety Plan for the property Conducting preventative maintenance checks on Floors Walls Lighting Storage areas Containers Fixtures within the stores areas. Checking the temperature of refrigerated storage areas on a regular (at least twice daily) basis must be 4 C or below. The temperature must be recorded on the appropriate log sheet in your FSP (such as Cold Storage Record) and immediate and appropriate corrective action taken where the temperature is 'out of control'. Checking the temperature of frozen storage areas on a regular (at least daily) basis must be at least minus 15ºC or below. Many establishments function at -18 C. The temperature must be recorded on the appropriate logsheet in your FSP (such as Freezer Storage Record) and immediate and appropriate remedial action taken where the temperature 'out of control' Implementing preventative maintenance servicing for plant and equipment in the stores area to reduce the likelihood that (for example) compressors will fail and jeopardise refrigerated and frozen stores 42

49 Element 3: Maintain storage areas Restricting access to the stores area as required by the organisation this can involve prohibiting staff access to the stores areas, or limiting access to nominated staff only at designated times Closing and locking doors to stores areas when the area is not attended further security actions may include activation of alarms, maintenance and operation of closed circuit television Developing a proper cleaning schedule for the stores areas including ensuring supplies of all necessary chemicals and equipment exist to get the job done Implementing an effective internal, on-going and integrated pest control program based on the three principles of: Denying access to pests in the first instance Using mechanical and other means to eradicate pests that do gain entry Good housekeeping practices to deny pests access to food and water Consideration should be given to supplementing the internal pest control program through the use of a suitable licensed external pest control operator. Individual property requirements In addition to the above, your workplace may also require you to: Use a checklist to guide your inspection of storage areas Conduct a comprehensive physical inspection of the stores area every week Submit completed copies of inspection reports to management for their attention and to demonstrate the inspections have been carried out Take immediate remedial action where you identify problems that you can address and/or are within your scope of authority to deal with Record remedial action taken on a Correct Action report form where that action relates to a food safety issue Recommend action to prevent a recurrence. 43

50 Element 3: Maintain storage areas 3.2 Identify slow moving items and products approaching their designated use by dates Introduction Advise the kitchen on stock approaching its expiry date Whenever you identify items that are approaching their expiry date or the end of their usable life you must pass this information on to the chef. This allows the chef to work out how to use the product and get some revenue for it rather than have it thrown out and suffer a total loss. Regular checking of stock regarding quality, use-by dates etc should keep you informed of what is happening with the food that is under your control. In this way, your role in relation to stock management is an important one as it can have direct impact on the profitability and viability of the kitchen. While it is to be expected that chefs will do their own inspections and checks on food stores to check on what is there, the condition of the stores etc, they should be able to also rely on you to inform them of things such as goods that are approaching their use-by date. Always give them the longest lead time possible with this information, relative to the type of product. Does stock rotation apply to all stock? Generally speaking, yes. It applies to all equipment, utensils, wrapping and packaging, single-use items, crockery, cutlery, glassware, chemicals and linen. However there is one possible and extremely limited circumstance in the kitchen where a product may be bought with the deliberate intention of not rotating it. This is when the chef may purchase a piece of meat with the deliberate intention of not using it immediately but hanging it for a period so that it can be used for a nominated meal or function. Note that this set of circumstances is the exception rather than the rule. Check with your chef to identify if this is likely to happen in your workplace and, if so, how you will be notified of this need. What stock rotation system applies? The industry standard method of rotating stock is the First In, First Out method referred to as FIFO. This system means that stock should be used in the order it has arrived into the premises. 44

51 Element 3: Maintain storage areas Your FSP will require that food be rotated using this approach. In practice this means you will need to: Move old stock forward and place the new stock behind it Lift existing stock up and put new stock under it Create a new storage area for new stock and make sure the old stock is used before this new stack is started Attach labels to stock to identify when items arrived and which ones must be used next Use the use-by dates on stock to assist in determining which products to use next. Do other checks at the same time as rotating stock When rotating stock you will be physically handling many items so it is a good opportunity to do two (or more jobs) at the same time. When rotating stock use the process as a chance to: Check the use-by dates on existing stock to identify if stock is approaching its expiry date and needs some sort of action taking to use the items Check for signs of pest and rodent attack or infestation are there mice droppings on the shelf? Does it look as if mice have gnawed through boxes? Check the quality of the product does it look as if it is deteriorating in storage? Has it been damaged in storage? 45

52 Element 3: Maintain storage areas 3.3 Control stock levels in accordance with enterprise requirements Introduction Staff responsible for receiving and storing stock may also be required to manage excess stock in accordance with relevant organisation policies and procedures. Why worry about this? If an establishment has excess stock, this can lead to a cash flow or liquidity problem in terms of the venue not having enough cash to pay for the items that have been bought. Excess stock can also create storage problems in terms of not having enough suitable storage space for the items that have been delivered. It can also lead to a situation where stock deteriorates by virtue of having been in storage for too long, or where the stock looks old because the newer items have a new look, new packaging, new formula or revised name. How can you manage excess stock? Managing excess stock may require you to: Monitor stock levels Stock levels need to be monitored to ensure the physical stock-on-hand does not exceed organisation limits Many properties will set a numerical minimum, maximum and re-order stock level for items The minimum stock level is the level below which stock under any circumstances must not fall The maximum stock level is the most of any item that is to be in-store at any time The re-order stock level is the stipulated level that stock must fall to, before a new stock order can be placed. Reduce stock levels When dealing with fresh and frozen food, there is NO return policy with most companies. Some may take back frozen foods if you have prior arrangements but this is difficult to arrange. Constant monitoring of levelsof fresh food stocks is vital. When ordering it is important to know what stock is 'on hand' in house. Computerised stock ordering and barcoding of products has made this easier to manage but not all enterprises can afford this systems as yet. Restaurants that have computerised ordring systems tend to have a barcode for the entire order rather than each item. 46

53 Element 3: Maintain storage areas Smaller enterprises still have to count stock by hand and by sight. Things you need to do this are: List of all stock purchased Size of container Brief description categorised into types: Dry goods Chilled fresh Frozen Paper goods Consumables, plastic wrap, kitchen foil Pen Paper Trusted staff. Where changes in trade indicate there is a need to do so perhaps due to: Seasonal trade fluctuations The weather The time of the year The state of the economy and a whole raft of other reasons. You should notify those who place orders that there is no need to place further orders for items that are slow-moving or identified as being in excess, you have stock that is not being used. The key is that the correct level of any stock item is variable it is something of a balancing act to ensure that we don t run out of anything but at the same time we also don t want to overstock. Practical methods of reducing excess stock levels include: Returning excess stock to the supplier in some cases (and this is definitely not the case in all instances), suppliers may be willing to accept stock back where you have been unable to sell it They are not obliged to do this, and if they do it is done as a gesture of goodwill, and an act of recognition and appreciation of your business Some suppliers will also accept stock back that is approaching its use-by date, or will arrange for your stock to be transferred to another establishment Organising in-house Specials that will result in quickly moving surplus stock these may include reduced pricing or special promotions Asking staff in departments that use the items what they can suggest to help move the items the people that use the items are in the best position to know how they can be used 47

54 Element 3: Maintain storage areas Supplying stock that is in excess as a substitute for items that are ordered by departments this won t work all (or even most) of the time but can be an effective way of quitting stock from the stores area. For example, if a bar orders a certain brand of scotch they may be happy with an alternative brand that you have too much of Talking to other venues to see if they are willing to buy or swap items that will result in a mutual benefit. Always be aware of the need to monitor stock-on-hand. You may be required to keep an eye on quantities for re-ordering purposes (although that may be someone else s job), but you definitely will be expected to check on stock quality while it is in storage. Constant checking for quality is useful because the sooner any problem is detected, the better. If you notice a problem, take appropriate action to fix things or immediately report any situation you can t fix on your own to your supervisor. If you re not sure whether or not it s a problem report it! Let your supervisor make the final decision, and learn from their deliberation. When should I check on the quality of stock? Checking on stock needs to be an on-going activity foodstuffs should be checked every day. You may elect to set time aside for these checks but it is possible to combine quality checks and inspections with other jobs such as: Taking temperature readings of the refrigeration units and freezers Checking stock levels when ordering stock Placing new items into storage Checking use-by dates Taking items out of storage for delivery to departments Doing stocktakes Performing pest control activities such as when looking for signs of infestation, laying baits, bombs etc Cleaning and tidying tasks in the stores area. What s involved? Checking the quality of food can involve: A visual inspection of items looking at them to check: The use-by dates are current and to identify ones that are approaching their expiry date Physical damage: where physical damage is identified try to work out what has caused it and take action to make sure no further items are damaged You will also need to assess whether this damage has compromised the safety of the food if food safety has been compromised (or you suspect it has been compromised), the standard procedure must be to discard the food 48

55 Element 3: Maintain storage areas Physical damage can include ripped and torn packaging, blown or dented cans, crushed packets, broken seals, leaking bottles etc Appearance: the quality of many items can be judged by the physical changes that occur in the appearance of the items. Things can look tired, change colour to become paler or darker, become shrivelled, etc Smell a sniff of the product can sometimes reveal quality has deteriorated. Sniff for off smells or any odour that appears unpleasant, offensive, un-natural or different Picking up some items and handling them while inspecting them to get a better feel for the product and to gain a better appreciation of what condition they are in to check the condition of the outside of the carton as an indicator of the condition of items inside the carton. Do the paperwork If your quality checks determine that food needs to be thrown out, make sure you complete the necessary internal paperwork to notify management what has happened to the items. This allows them to factor in this loss to their calculations of departmental financial performances, and may: Allow them to initiate some claim for the products that have been lost perhaps against insurance or suppliers Indicate to them that a need for training or revision to standard operating procedures (SOPs) that relate to ordering protocols, food inspections, stock rotation etc to prevent a recurrence of the problem. Check with others when unsure It is always important to take special care when dealing with a situation where there is the possibility of food poisoning occurring The best advice is always to throw out anything that you even suspect poses a health or food safety risk. This said, it is also best to ask for a second opinion in cases where you are not certain about quality issues. For example, you may have identified fruit and vegetables that you think may be spoiled but are not sure about it may be line ball case and you don t want to throw out useable food but you also don t want to issue stock to the kitchen that they can t use or won t be happy with. In these cases simply involve someone from the kitchen and get their opinion in this way you make sure you only supply and throw out the right products and you grow your product knowledge about what is and what isn t acceptable. 49

56 Element 3: Maintain storage areas Work Projects It is a requirement of this Unit you complete Work Projects as advised by your Trainer. You must submit documentation, suitable evidence or other relevant proof of completion of the project to your Trainer by the agreed date. 3.1 Submit a copy of a Cleaning Schedule for 4 Storage areas in you r establishment Cold Storage Freezer storage Dry Storage Chemical Storage On the cleaning Schedule you have to state how often each area has to be cleaned Daily Weekly Monthly The Cleaning Schedule should also state the following What is to be used to clean each area Who is to be responsible for the cleaning Any Occupational health and Safety safeguards that have to be followed 3.2 Pick a storage area in your workplace. Write a stock list of all ingredients that are stored in this storge area. List how often this stock should be purchased 3.3 Develop a stocklist of all stock used on the premises Classify each product into their classicfication. Dry Perishable, fresh Perishable frozen Chemical. Determine how much you will use in the purchasing cycle. Set a stock limit that is the limit of stock to be held at any one time There should be A4 sheet for each Storage area. 50

57 Element 3: Maintain storage areas Summary Maintain storage areas Clean and tidy storage areas A clean store is an easy to manage store. Keep the flloor space free asl makes for a safe store in which staff can move around. Everything has a place, everything is labeled, everything is in secured containers. Remove canned products from their outers and stack them together Single use items need to be kept protected from contamination Slow moving stock keep at rear of store, fast moving stock near the door Sweep floor daily Wash floor weekly or as needed Wash storage bins on a regular basis. Identify slow moving items and products approaching their designated use by dates Watch for old stock. Stock close to use by date needs to be used ASAP, as soon as possible to minimise losses Notify head cook of anystock that is not moving. Maybe it can be used as special dish. Can be used to supply staff meals Old paper goods and coffeecups need to be discarded as they discolour with age. Control stock levels in accordance with enterprise requirements Having to much stock is not profitable to the enterprise. Being able to purchase goods at a better price is good but not always profitable. Carrying stock in storerooms costs money and is money that is not making money for you. In restaurant business you need to look at buying cycles. Daily Weekly 2 weekly Monthly. Purchase only what you need for that cycle. Perishables can be bought everyday or 2 days. Dry goods can be stored for up to 2 years but uit does not make it economical. Try to use every week or every 2 weeks. Paper goods like takeaway coffee cups, single use food containers, drinking straws come in containers of units. 51

58 Element 3: Maintain storage areas 52

59 Presentation of written work Presentation of written work 1. Introduction It is important for students to present carefully prepared written work. Written presentation in industry must be professional in appearance and accurate in content. If students develop good writing skills whilst studying, they are able to easily transfer those skills to the workplace. remember to: Plan ahead 2. Style Students should write in a style that is simple and concise. Short sentences and paragraphs are easier to read and understand. It helps to write a plan and at least one draft of the written work so that the final product will be well organized. The points presented will then follow a logical sequence and be relevant. Students should frequently refer to the question asked, to keep on track. Teachers recognize and are critical of work that does not answer the question, or is padded with irrelevant material. In summary, Be clear and concise Answer the question Proofread the final draft. 3. Presenting Written Work Types of written work Students may be asked to write: Short and long reports Essays Records of interviews Questionnaires Business letters Resumes. Format All written work should be presented on A4 paper, single-sided with a left-hand margin. If work is word-processed, one-and-a-half or double spacing should be used. Handwritten work must be legible and should also be well spaced to allow for ease of reading. New paragraphs should not be indented but should be separated by a space. Pages must be numbered. If headings are also to be numbered, students should use a logical and sequential system of numbering. 53

60 Presentation of written work Cover Sheet All written work should be submitted with a cover sheet stapled to the front that contains: The student s name and student number The name of the class/unit The due date of the work The title of the work The teacher s name A signed declaration that the work does not involve plagiarism. Keeping a Copy Students must keep a copy of the written work in case it is lost. This rarely happens but it can be disastrous if a copy has not been kept. Inclusive language This means language that includes every section of the population. For instance, if a student were to write A nurse is responsible for the patients in her care at all times it would be implying that all nurses are female and would be excluding male nurses. Examples of appropriate language are shown on the right: Mankind Barman/maid Host/hostess Waiter/waitress Humankind Bar attendant Host Waiter or waiting staff 54

61 Recommended reading Recommended reading Graham Dark, Deirdre McLean & Sarah Weatherhead Kitchen Operations 2 nd Ed, Published by Pearson Australia Graham Dodgshun & Michel Peters, Fifth Edition Cookery for the Hospitality Industry Published by Cambridge University Press, Aus. Cersani, Kinton and Foskett, 1995, Practical Cookery, 8 th Edition, Published by Hodder and Stoughton, United Kingdom Safe Food Australia 2001; 2 nd edition Food Safety Program; Australia New Zealand Food Authority FZANZ cfm 55

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63 Trainee evaluation sheet Trainee evaluation sheet The following statements are about the competency you have just completed. Please tick the appropriate box Agree Don t Know Do Not Agree Does Not Apply There was too much in this competency to cover without rushing. Most of the competency seemed relevant to me. The competency was at the right level for me. I got enough help from my trainer. The amount of activities was sufficient. The competency allowed me to use my own initiative. My training was well-organized. My trainer had time to answer my questions. I understood how I was going to be assessed. I was given enough time to practice. My trainer feedback was useful. Enough equipment was available and it worked well. The activities were too hard for me. 57

64 Trainee evaluation sheet The best things about this unit were: The worst things about this unit were: The things you should change in this unit are: 58

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