Managing Inventories

The Executive Housekeeper is responsible for two major types of inventories.

Recycled Inventory –

n Linens

n Uniforms

n Guest loan items

Non Recycled Inventory –

  Cleaning Supplies

  Guest Supplies

  Amenities

LINEN

Most important recycled inventory item and the 2nd most expensive cost in the Housekeeping Department.

Consist of 3 main categories: -

  Bed linen - bed sheets, pillow cases, mattress pads.

  Bath linen - bath towels, hand towels, floor mats, face towels / wash cloths

  Table linen -mainly for F & B operations -table cloths, napkins.

Par

Standard r lumber of inventory items that must be in hand to support daily, routine housekeeping operations

Recycled Inventory par levels are measured in par number

Non-Recycled inventory par levels are measured ill terms of range between minimum stocks and maximum stocks.

  If par level is too low, it would hamper the smooth operations of the Housekeeping Department

  If the par level is too high, it creates a negative cost factor i.e. large investment in linen, which is just stored and not used.

Par is calculated as follows:

  One par of linen equals to the total number of each type of linen to outfit all guestrooms at one time.

  One par is also know as "house set-up"

  For efficient service the following is recommended: .

1 par- house set-up in the guestrooms

1 par- replacement stock in the floor pantry .

1 par- soiled to be cleaned

1 par- soiled in laundry being cleaned

1 par- emergency stock to replace damaged, lost stock.

Example : Hotel with 250 king size beds

1 par in guest rooms = 750 pcs

1 par in pantry = 750 pcs

1 par soiled = 750 pcs

1 par being cleaned = 750 pcs

1 par emergency = 750 pcs

Total number = 3750 pcs

3750 pcs divided by 750 sheets per par equals to 5 par.

Inventory count ~

  A stock take should be done at least once a month or at the very least quarterly.

  Stock takes will enable the Executive Housekeeper to maintain control over the linen supply and use.

  It will also help maintain a damage control and to ensure stocks are sufficient to maintain smooth housekeeping operations.

  It would also help in the budgeting process

Uniforms

More complex task than maintaining linen

Due to the fact that it comes in different types for various departments, quantities and sizes

Problems

  Departmental demand for uniforms is different.

  Turnover of staff.

  Size difference

  Damage from accidents

Par Levels for uniforms are formulated by considering the following –

  The total number of staff in the departments concerned.

  How often are the uniforms needed to be cleaned? Sizes can be determined by tailoring done and provided to new staff-

  Normally the soiled uniforms would be exchanged with a new on at the start of shift-

Therefore par stock for an employee would be.

1 set -worn

1 set- sent for cleaning

1 set -in exchange 1 to 1

Par levels for uniforms may vary from department to department.

Cooking and stewarding staff may require to change their uniforms twice a day thus increasing the par levels

When issuing uniforms to a new staff, a uniform inventory card is required to be signed by the staff concerned.

Inventory taking for uniforms should be done on a quarterly basis

Inventory levels for cleaning supplies

Cleaning supplies would include items used by the housekeeping staff to carry out their cleaning duties effectively. .

These items are not recyclable and is used up in the course of running the housekeeping operations

  Types of cleaning supplies

  Chemicals

  Small equipment

  Par levels for non recyclable items arc determined using a minimum and maximum inventory quantity

  Usually counted in cases, cartons or drums.

Factor to determine minimum par stock levels

·  Minimum quantity refers to the minimum amount of purchased units that should be in stock at any one time.

·  The rate of consumption by the housekeeping operations

·  The lead-time to order, ship and deliver stocks to the hotel.

·  Sufficient emergency safety stock to be available to ensure smooth operations.

·  The quantity in stock should never be below the minimum par stock level.

Factors to determine maximum par stock levels.

  Maximum quantity refers to the maximum amount of purchased units that should be in stock at any one time.

  Available storage space would be one of the ~actors to determine the maximum stock that should be held

  Shelf life of the particular stock item

  Budget for purchase of the stocks