Before splitting the food logistics into several smaller sub processes we define the boundaries for the overall process. The food logistics boundaries for our benchmark are defined as:
The process between the point where the supplier drops off its goods for the hospital until the point where the patient receives the meal of their choice at his/her bed.
6.2.1 Storage
Sub process definition:
Storage embodies the way the products are stored within the hospital. We make a distinction between products for warm meals and those from the wholesale function.
Why we chose this as a sub process:
How storage is organized determines how the rest of the food logistic process is organized. Having a decentralized storage requires different movements and methods of ordering than having a centralized storage. How the storage of all products should be organized is a separate research topic, and is performed by Haas (2013). Haas researched each of the individual products of the wholesale function and determined whether each one should be kept in a decentralized or centralized storage. We look at how applying different forms of storage functions affects the food logistics as a whole. Current situation at AMC:
The wholesale function stock is stored using a decentralized storage layout, meaning that the complete stock is divided across the different pantries. Each pantry has its own supply and is responsible for their own stock. In other words, the food assistants are in charge of maintaining stock levels. In the event of a stock-out, the food assistants contact the first floor employee who then secures the requested product from a pantry with excess stock.
The premade warm meals are stocked in a central cooling area. From here, meals are transported to the pantries each day. Food administration is in charge of the warm meal stock levels, with the actual stock levels being provided to them by the logistic employees.
6.2.2 Ordering system
Sub process definition:
The processes centred around external ordering are included into this sub process. Why we chose this as a sub process:
How the ordering system is organized is determined by the way the storage is organized. With a decentralized storage, there may be many employees in charge of ordering their own stock, while at centralized storages there is only a single stock to account for.
Current situation at AMC:
At AMC the food assistants and the food administration are involved in the ordering process for bread meals and wholesale function. For warm meals only the food administration is in charge as these are kept in a centralized storage, enabling easy tracking of stock levels.
Since the bread meals and wholesale functions are stocked at the pantries each pantry is responsible for its own stock. Thus the food assistants have to place orders to replenish stock. These orders are then first checked on errors by the food administration. After this check the orders are sent out to the suppliers.
was not possible to generate new lists efficiently. This, together with the high variety in demand, is the reason AMC’s food assistants rely more upon their own expertise rather than on these lists for reordering stock.
6.2.3 Goods receipt
Sub process definition:
Goods receipts contains the processes of receiving supplies from the supplier and transporting these supplies to their destination within the hospital.
Why we chose this as a sub process:
At hospitals with centralized storages, received products may be stored directly into storage space. However, at hospitals with a decentralized storage the transport process can be longer and can contain extra handling. As we are curious to know what methods are used for transporting the goods from general goods receipt to the pantries we incorporated this process in our benchmark.
Current situation at AMC:
General Goods Receipt (GGR) is where the products are delivered. Since AMC has a decentralized storage, the products arrive on trolleys, which have already been cross docked for each pantry. GGR serves as an important HACCP control point. Wholesale function products received at the central good receipt should comply with HACCP safety temperature thresholds, so a measurement must be performed. If the product temperature is above the threshold then the whole order will be sent back. After this quality control, products are held in an open area until the logistic employees are ready to move them to the pantries. At the pantries, the products are given another HACCP measurement. If the products are above the temperature threshold this time it is AMC itself that has to destroy the order. Therefore, compliance of HACCP is important to prevent waste and unnecessary costs. Since there is no temporary cooling area where the products can wait until they are being bought to the pantries, the products can reach critical temperature, especially during summer, when they arrive at the pantry. Food assistants therefore have to immediately transfer the products from the trolleys to the refrigerators in the pantries. As this happens in the morning when the food assistants also need to prepare breakfast, which is the primary process, there is a risk breakfast will be delayed.
almost no waiting time, in an open area, these products have a low chance of reaching the temperature threshold.
6.2.4 Food logistics on the wards
Sub process definition:
This sub process is split into two parts:
The process from pantry/kitchen toward patients
The ordering process used by patients, to receive the food and drinks they want
This sub process focuses on all processes centred on brining the meals from the pantry or kitchen, to the patient. As well as the ordering process for the patients are embodied in this sub process.
Why we chose this as a sub process:
Within this sub process we evaluate what the last steps are for the patient to receive their desired meal. As hospitals offer great varieties in meals, patients have the option to choose which meal they want. Therefore, we look at the ordering process for patients as well. We put these two processes together within the same sub process, because they are closely related and the same employee is usually involved in both processes.
Current situation at AMC:
AMC uses a menu card from which patients can choose what warm meals they would like for dinner. Menu cards are delivered during the first coffee round and collected at lunch. These orders have to be sent to food administration before 14:45. All the other meals, bread and snacks, are picked “a la minute” from the BBW, meaning patients can choose from what is available on the BBW and get it served immediately.
Here we look at the reverse logistics of all the resources (reusable items; plates, cutlery, etc.). In other words, the process from the patient’s room back to the pantries.
Why we chose this as a sub process:
After patients consume their meals, the used resources have to be collected for further use. After the resources have been collected and are back in the pantry, the food logistics cycle restarts. Within this sub process we focus on the organization of dishwashing.
Current situation at AMC:
At AMC, the dishes are collected at separate round, approximately 75 minutes after the meals have been brought to the patients. The dirty dishes are collected and then brought to the decentralized dishwashing areas, one next to each pantry. All the leftovers are thrown away at this point and the dirty dishes are washed clean.
6.2.6 Warm meals
Sub process definition:
This sub process is chosen to elaborate further on warm meals. Why we chose this as a sub process:
Warm meals usually require different logistics processes in comparison to other meals. This due to the difference in preparation, as well as differences in expiration dates of the products. Therefore, we create an extra subsection in order to address warm meals. Within this section, we elaborate further on warm meal topics that were not yet incorporated within the other sub processes. The most important topic being the food concepts used by hospitals.
Current situation at AMC:
AMC uses regeneration as a food concept for warm meals, meaning that they buy pre made meals. These are pre cooked, cooled and sealed off. AMC receives these meals and only needs to regenerate (heat them) for around 40 minutes. To achieve this, AMC has an oven that can contain 16 meals at once at each of the pantries. Their goal is to move from this concept to one with the availability of a kitchen on each floor. This would allow them to prepare fresh products, however, AMC is not