INVENTORY CONTROLS OF LINEN

DESINGED BY

Sunil KumarResearch Scholar/ Food Production FacultyInstitute of Hotel and Tourism Management,MAHARSHI DAYANAND UNIVERSITY, ROHTAKHaryana- 124001 INDIA Ph. No. 09996000499email:  skihm86@yahoo.com , balhara86@gmail.com  linkedin:- in.linkedin.com/in/ihmsunilkumarfacebook: www.facebook.com/ihmsunilkumar webpage: chefsunilkumar.tripod.com 

Chapter 16 Managing InventoriesOne of the primary responsibilities of the Executive

Housekeeper is Managing Inventories.

The two type of Inventories that must be managed are: Recycled Inventories: linens, uniforms, guest loan

items Non-Recycled Inventories: cleaning supplies, small

equipment items, and guest supplies and amenities.

What is the first and most important task in effectively managing inventories?

Determining the par level for each inventory item. Par refers to the standard number of inventoried items that must be on hand to support daily, routine housekeeping operations.

Par levels are determined differently for recycled and non-recycled inventories. They are directly related to the usage rates of different items used in the all departments. Inventory levels for recycled items are measured in terms of par number or a multiple of what is required to support day-to-day functions. Inventory levels for non-recycled items are measured in terms of a range between minimum and maximum requirements. What should happen when quantities of a non-recycled inventory item reach the minimum levels?

LinensLinens are the most important recycled inventory item under

the executive housekeeper’s responsibility. They are also considered the second highest cost to this department. Effective policies and procedures must be in place to monitor and control the hotel’s linen inventories.

The three types of linens that the executive housekeeper is responsible for are:

Bed – sheets, pillow cases, mattress pads and covers Bath – bath towels,hand towels, specialty towels,

washcloths Table – tablecloths and napkins used in the dining room

The first task in effectively managing linens is to determine the appropriate inventory level for all types of linen used in the hotel. It is important that the inventory levels for linens is sufficient to ensure smooth operations.

What happens when the inventory levels for linens is set too low.

Shortages

What must executive housekeepers do to avoid shortages?

What are House Setups?

Is the hotel’s laundry cycle an important factor in determining linen pars?

The laundry cycle in properties with on-property laundries should maintain three par of linens: one par- laundered,stored and ready to for use today; a second par – yesterday’s linens which are laundered today: an a third par- linens to be stripped from rooms today and laundered tomorrow. Extras requirements must also be taken into consideration.

The second factor to consider when establishing linen par levels is the replacement of worn, damaged, lost, or stolen linen. A general rule of thumb is to store one full par of new linens as replacement stock on an annual basis.

The third factor is to be always prepared for emergency situations. This suggest that with the above factors to be considered a minimum of five par of linen should be maintained on an annual basis. (ex 1 pg 116)

Inventory Control of Linens

Policies and Procedures relating to linen inventory control must address: How and where linens will be stored When and to whom linens will be issued How to monitor and control the movement of linens through the laundry

cycle.

Effective communication between the executive housekeeper and the laundry manager will ensure that an accurate daily count of all linen is received from and sent to the laundry. Also this will help with spotting shortages or excessive amounts of linen being circulated. {see exhibit 2 on page 117/ sample linen control form}

Storage: laundered linen should rest in storage for at least 24 hours. This helps increase the useful life of linens an provides an opportunity for wrinkles smooth out in permanent press fabrics.

Linen Storage should also be: Relatively humidity free Adequately ventilated Shelved with smooth free access Kept locked at all times pages 115-116

Issuing of LinenWhat is a Floor Par?The quantity of each type of linen that is required to outfit all rooms serviced from a

particular floor linen closet.A linen par should be established and posted in each floor linen closet. The

distribution of this linen is based on the information received from the Occupancy report generated by the front desk. The laundry manager will set aside the required amount of clean linens and stores excess clean linens in the laundry distribution room. These distribution rooms are usually stocked to full par each day, in the evening, so that the morning shift is fully prepared to carry out their required task without delay. Replacement linen is required for torn.stained and excessive worn linen. Damaged or soiled linen should be placed in special discard containers and hand-delivered to the main housekeeping office. The laundry manager will increase the floor distribution count the next day to accommodate the need for replacement linen. (see exhibit 3 on page 119/ sample linen discard record)

Taking a Physical Inventory of Linens: is considered the most important part of managing linen inventories. (see exhibit 4-5 on pages 122-123)

How often must this process take place?. When is the best time to do it?What happens as a result of this process? Why is this form of control vital for hotels

to complete?Who is typically responsible for conducting the physical inventory? Pages 116-118

UniformsEstablishing a Par level for Uniforms is always a challenge. There

are several factors that must be considered. What are some of them?

How many uniformed staff work in each department Their various sizes How often they require to be cleaned What par levels are required and turnaround time needed for

laundry and processing.How does it work at your hotels?Some hotels allow staff members to be responsible for the

maintaining of their uniforms. These members are reimbursed for any cleaning cost incurred.

Inventory Control of Uniforms should be controlled through a uniform room. Systems vary from hotel to hotel. (see exhibit 6 on page 127 for a sample uniform inventory control card)

How often should uniform inventories be taken? (See ex 7 on page 128)

Guest Loan itemsHousekeeping is usually responsible for providing

guest loan items.

Types of loan items would include:

Establishing Par Levels for Guest loan Items generally depends upon the hotel’ size and typical need of the guest.

Inventory Control of Guest Loan Items can be done with the use of a log book: (see exhibit 8 on page130)

Pages 128-30

Machine and EquipmentThe executive housekeeper is responsible for seeing that members of the housekeeping

department have the proper tools to carry out their assigned task.

What are the types of Machines and Equipment use by the housekeeping department?

Inventory Control of Machines and Equipment involves maintaining accurate inventory records, establishing issuing procedures an ensuring that storage areas are secure.

Cleaning Supplies: {non-recycled inventory items}

a) The Minimum Quantity: refers to the fewest number of purchase units that should be in stock at any given time.

b) The Lead Time Quantity: refers to the number of purchased units that are used up between the time that a supply order is placed and the time it is actually received.

What is used to determine how much lead time is adequate for not running out of stock?

c) The Safety Stock Level: refers to the number of purchase units that must always be on hand for the housekeeping department to operate smoothly in the event of emergencies, spoilage, unexpected delays in delivery etc. etc.. By adding B and C the executive housekeeper can determine the minimum number of purchase units that always needs to be stocked.

d) The Maximum Quantity: refers to the greatest number of purchase units that should be in stock at any given time. What factors should be considered when determining maximum inventory quantities? Also why must they not be set too high?

Inventory Control of Cleaning SuppliesControlling the inventory of cleaning supplies involves establishing strict issuing

procedures to regulate the flow of products from the main storeroom to the floor cleaning closets. It also involves maintaining accurate counts of the products on hand in the main storeroom.

What is a Perpetual Inventory? (see exhibits 9 and10 on page 136-7)

By recording both purchases and issues of cleaning supplies the executive

housekeeper can monitor the actual usage of each product kept in inventory.

Guest supplies: Bath and facial soap, toilet and facial tissue and hangers, sewing kits, pens, laundry bags,shower caps,shampoos, conditioners etc

Establishing Inventory Levels for Guest Room Supplies: would be the quantity of each guest supply needed to outfit all occupied rooms in the hotel one time. {see ex 11 on pg 138}

Inventory Control of Guest Supplies: are done similar to that of cleaning supplies. Par levels are established, physical inventories are taken, and records maintained.

Printed Material and Stationary: Letter heads,postcards,writing paper maps, brochures, service menus, etc etc…

Par stock levels for stationary items are established in the usual manner for non-recycled inventory items. Occupancy levels, usage rates, safety levels, lead-time quantities, and purchasing schedules are considered when determining minimum and maximum inventory levels. Pages 140-141