Catering
Good practice example
Issue
Production control
Trust
Northampton General Hospital NHS Trust
Date
September 2001
Description
The Trust uses a ‘One Stop Shop Supplier’ to procure
provisions and manage stock. Standard recipes are agreed
with the Supplier and menu items are ordered rather than
individual ingredients. Production sheets are generated from
the Supplier’s system for each menu item, stating the
ingredient quantities, for the number ordered, and the recipe
instructions.
Contact details
Brian Willett
Hotel Service Manager
Northampton General Hospital NHS Trust
Cliftonville
NORTHAMPTON
NN1 5BD
Tel: 01604 545586
ACUTE HOSPITAL PORTFOLIO
Good practice example
6.
Production control – Northampton General Hospital NHS Trust
What area needs improving?
The achievement of a high quality service can be traced right back to the quality of
ingredients purchased. It is a constant task to ensure that the ingredients purchased are
of a high quality at the lowest possible cost. Catering departments do not necessarily
have the procurement expertise or the time to negotiate and performance manage
suppliers.
Effective procurement is an important aspect of production control. Accurate
historical information on demand levels is essential for procurement. Such
information should then be used as a basis for issuing goods from stores for use in
production.
There is also a fine balance between keeping stock levels to a minimum and having
sufficient stock to be flexible enough to respond to unexpected demand.
Northampton General Hospital NHS Trust recognised that effective procurement was
an important aspect of controlling costs. They took the unusual step of tendering for a
catering procurement and stock management service.
Northampton General Hospital NHS Trust operates a cook-chill/freeze system where
plated meals are served by ward waitresses (managed by the Catering Department).
How can this be achieved?
A ‘One Stop Shop Supplier’ was awarded the contract for procurement and stock
management (ward provisions still come via NHS Logistics). A detailed specification
was agreed that set quality standards and terms for rejecting goods. All standard
recipes were agreed with the Supplier and a contract price agreed for the patient
service based on the predicted uptake of the dishes.
The service that they provide includes procurement, picking of goods and stock
management. There are separate stock areas for the different activities; staff
restaurant, café, patients etc.. All stock is labelled with purchase and used by date.
No more than two days stock is held at a time.
Orders are placed with Supplier in terms of the number of menu items required and
not the individual ingredients of those items. These are placed via the Supplier’s web
site. Suppliers deliver to exact requirements. The Supplier’s system also produces
production sheets for each menu item, stating the ingredient quantities, based on the
number ordered, and the recipe instructions. These have to be followed in the Central
Production Unit, as stock levels are kept to a minimum and there is therefore little
scope for using more ingredients than required.
AUDIT COMMISSION
2
ACUTE HOSPITAL PORTFOLIO
The Trust also places 75% of provisions orders for non-patient service with the One
Stop Shop Supplier. They ensure that they are achieving best priced by comparing
prices for a shopping bag of items to other suppliers on a quarterly basis.
How much might it cost?
Contracting out their procurement and stock management function has enabled the
Trust to reduce the number of clerical staff from 2.5 to 0.9 whole time equivalents.
The contract with Supplier has also meant that they have achieved a comparatively
low patient provision costs even though they provide a wide variety of choice
including hot meals at both lunch and supper serving.
What are the most factors that must be in place for success?
Standard costed recipes – These are at the heart of procurement and production and
ensure consistency in terms of both the cost and quality of service provided.
Use of experts – The employment of procurement professionals allows catering staff
to focus on their area of expertise, production and service. Regular monitoring and
benchmarking ensures that the Trust always achieves the best price for goods.
How well did the trust perform on the diagnostic indicators?
The results of the diagnostic audit show Northampton General Hospital NHS Trust
performance as:
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



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Total net cost per patient day at the lower quartile
Patient provision costs per patient day at the lower quartile
Wastage levels at the lower quartile
Patient satisfaction at the upper quartile
Monitoring checklist at the upper quartile
Nutrition checklist at the upper quartile
AUDIT COMMISSION
3