FNS 200 - Lecture 1 Intro to the Systems Approach

What is a system?

A collection of interrelated parts or subsystems unified by design to achieve one or more objectives.

What is a subsystem?

A group of interrelated and interdependent parts that contribute to the functioning of the overall system and help achieve common objectives.

What is the systems approach in foodservice management?

A way of managing an organization by considering how its activities and subsystems interact while keeping the overall organizational objectives in mind.

What are the three major benefits of using the systems approach?

1. Supports problem-solving and decision-making.

2. Highlights interrelationships among organizational elements.

3. Keeps activities aligned with organizational objectives.

Why are subsystems considered interdependent?

Because the performance of one subsystem affects the performance of others. For example, purchasing affects production, and production affects distribution and service.

A hospital kitchen reduces food costs, but patients receive meals that do not meet their therapeutic diet requirements. What systems principle is being violated?

Overall organizational objectives. Cost control within one subsystem should not override patient safety, nutritional needs, and quality of care.

What is a mission statement?

A statement communicating an organization's purpose, what it does, and why it exists. It also communicates the organization's importance to the public and stakeholders.

What is a goal?

A desired future result an organization hopes to achieve. Goals may be general or specific, short-term or long-term, but a broad goal is not necessarily measurable.

What is an objective?

A specific, realistic, measurable target or action that helps an organization achieve a goal.

What are the main components of the basic systems model of an organization?

• Inputs

• Transformation

• Outputs

• Controls

• Memory

• Feedback

• Environmental factors

What are inputs in a foodservice system?

Resources required to operate and transform activities into goods and services.

What are the four categories of inputs and examples of each?

Human: labour, skills, knowledge and energy.

Materials: food and supplies.

Facilities: space and equipment.

Operational: money, time, utilities and information.

What is transformation in a foodservice system?

The activities that convert inputs into outputs, such as preparing ingredients and cooking food to produce meals.

What are the four functional subsystems listed in the transformation process?

• Procurement

• Production

• Distribution and Service

• Safety, Sanitation and Maintenance.

What are linking processes, and why are they necessary?

Decision-making, communication and balancing activities that coordinate the subsystems as inputs are transformed into outputs.

What are the five management functions?

• Planning

• Organizing

• Staffing

• Directing

• Controlling.

What are outputs in a foodservice system?

The results of operations, including goods and services, achievement of operational goals or expectations, and financial accountability.

Application: A university cafeteria purchases ingredients, prepares meals and serves them to students. Identify its inputs, transformation and outputs.

• Inputs: ingredients, staff, kitchen equipment, time and money.

• Transformation: receiving, storing, preparing, cooking and serving food.

• Outputs: meals and service, along with financial and operational results.

What is the purpose of controls in a foodservice system?

To guide and regulate operations so that activities meet organizational plans, standards, goals and legal requirements.

What are internal controls? Give examples.

Controls established within the organization, such as:

• menus, plans, goals

• objectives, standards, programs

• policies, procedures, contracts and sustainability practices.

Why is the menu an important internal control?

The menu influences purchasing, ingredient requirements, staffing, equipment use, production schedules, food costs and service methods.

What are external controls? Give examples.

Requirements or obligations originating outside the organization, including

• federal, provincial and municipal laws and regulations

• contracts with outside companies.

What is the purpose of memory in a foodservice system?

To store and update information that can be used to evaluate performance, identify trends and make operational adjustments.

What five types of records are maintained in system memory?

1. Inventory

2. Financial

3. Forecasting

4. Personnel

5. Menu records

What is feedback?

Feedback provides information about system performance so the organization can evaluate results, make changes and improve quality.

Application: Customer complaints show that meals are consistently served cold. Is this feedback or memory? How should management respond?

The complaints are feedback. Management should investigate the cause, implement corrective changes and monitor whether meal temperatures improve. Records (memory) can then preserve the findings and results.

What are environmental factors in a foodservice system and examples?

Factors outside the foodservice system that affect its components or operations.

• Regulatory agencies (Public Health)

• Customer or Patient demands

• Competitors or Suppliers

• Social and economic conditions, and technology or Climate.

What is an open system?

An organization that continually interacts with its external environment and is affected by changes outside its boundaries.

What are the four characteristics of open systems?

1. Interdependence of parts

2. Dynamic equilibrium

3. Hierarchy of the system

4. Permeable boundaries.

Explain interdependence, dynamic equilibrium, hierarchy and permeable boundaries in an open system

Interdependence: components affect one another.

Dynamic equilibrium: the system adjusts to change while maintaining relative stability.

Hierarchy: the overall system contains subsystems that may contain smaller subsystems.

Permeable boundaries: resources, information or influences can cross the system's boundaries.

What is a commercial foodservice operation?

Selling food is the PRIMARY activity of the operation.

• Examples include fast-food restaurants, sit-down restaurants, event halls and grocery stores.

What is an onsite or institutional foodservice operation?

Selling food is SECONDARY to the organization's main purpose.

• Examples include hospitals, schools, jails and universities.

Application: A hospital cafeteria charges customers for meals. Does that automatically make the entire foodservice operation commercial?

No. Classification depends on the primary purpose of the operation, not simply whether money changes hands. Hospital foodservice generally supports the institution's healthcare mission.

What is self-operation?

The organization operates its own foodservice department rather than outsourcing its operation to an external foodservice management company.

What is contracting in foodservice?

An organization hires an external company to provide specified foodservice operations or services under a contract.

What is franchising?

Franchising allows an operator to use another company's brand and business model under agreed terms.

Classify each item as an input, transformation, output, internal control, external control, memory or feedback:

(a) kitchen staff

(b) cooking

(c) meals served,

(d) menu standards

(e) municipal food-safety regulations

(f) monthly inventory records

(g) customer complaints.

(a) Input — human resources. (b) Transformation. (c) Output. (d) Internal control. (e) External control. (f) Memory. (g) Feedback.

A university dining hall has frequent food shortages. Purchasing says it ordered enough ingredients, but production says supplies arrived late and service staff say meals were not ready on time. Use the systems approach to explain the problem.

The problem involves interdependent subsystems. Management should examine communication, purchasing and delivery schedules, inventory records, forecasts, and production plans to identify the cause and coordinate a solution.

What is partnering?

Two or more organizations work together to provide foodservice or achieve shared objectives.

What is multidepartment/multisite management?

A foodservice management structure in which multiple departments or foodservice locations are managed or coordinated under one management system.

What is small business ownership?

An individual or small group owns and operates a foodservice business, typically with direct involvement in daily management.

Two organizations collaborate to supply and serve meals. Which operating practice is this?

Partnering

One management team oversees foodservice at four hospital locations. Which operating practice is this?

Multidepartment/multisite management

An individual owns and manages an independent café. Which operating practice is this?

Small business ownership