Statement of work

The University of West Georgia is located in Carrollton, a town of over 23,000 residents, located 45 miles west of Atlanta, and resides on 645 acres. UWG is one of thirty-one state-owned Colleges and Universities that are part of the University System of Georgia, has more than 1,100 full-time faculty and staff members, and an enrollment of over 12,000.

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UWG has experienced and projects a student growth rate of 1% per year. Students enjoy a complete college life experience on the Carrollton campus, including residence hall living (3200 beds), intercollegiate athletics competitions and opportunities to get involved in more than 150 student organizations.

The two dining halls (East Commons and Z-6) serve over 508,000 meals during the academic year (August 1^st – April 30^th). Z-6 has a loading dock, 3 walk in coolers two walk in freezers and two dry storage areas. East Commons has a loading dock, one walk in freezer, two walk in coolers and one dry storage area.

Einstein’s Brothers Bagel is located adjacent the bookstore with 20,000 transactions and $150,000 in sales annually (August 1^st – April 30^th). Einstein’s does not have a loading dock and has one dry storage area.

Chick Fil A East Commons Dining Facility

AFC Sushi and Rice Bowls Z-6 Dining Facility

Pizza

Subway

Einstein’s Brothers Bagels

Java City Coffee Convenience Stores – (3)
A Management Information System solution for the centralized management of these facilities will include modules that will achieve the functionality below.
Menu Planning Costing (Pre and Post)

Forecasting Catering

Retail Database Management Production Management

Purchasing and Receiving Bid and Vendor Analysis

Nutrition Food Management (Spoilage/Loss)

Labor Management Inventory Management

Setup and Training Operating System / POS Compatibility
Menu Planning, Costing, and Forecasting

The MIS must include a menu planning module. It must be completely interactive with forecasting, production, and purchasing. Menu scheduling abilities should be provided so that a user defined cycle of menus are automatically loaded into the forecasting module. The module will batch all recipes required for the exact number of portions forecasted and then cost each recipe based on last purchase price. Accurate, up to date recipes available at any time. Precost reports, displaying the cost of serving the menu as planned, available prior to production or purchasing to allow for any changes deemed necessary by the fluctuation in product cost and available in both a summary and detail level. The summary report would allow one to determine which locations and meals need further investigation. Precost reports show the anticipated cost of serving the meal (e.g., costs per plate or patron). Cash operation precost reports show anticipated costs, sales and resultant gross profit by serving location.

Software solution must provide for the scheduling of special functions not contained within the regular menu offering. The scheduling programs allows the input of customer, date, menu, time, location, number of patrons, selling price, a preset menu or individual menu items for that event. The catering solution will allow an internet-based solution with GUI customer input and costs the event as it is input so that price quotations may be given when the event is booked. The entry for the event should be heavily customer driven. It should allow the input of the desired cost objective and furnishes the selling price needed to make that cost objective. Built in controls are needed so that events may not be scheduled at the same place at the same time.

The catering solution is fully incorporated into the production and purchasing modules with provisions for last minute changes in the patron count and menu details, but with the ability to set cutoff dates/times of order entry. Accurate production and purchasing information is available up to the time of the actual event.
Retail Database Management

This application will need to manage retail inventory/database as a separate or a combined operation with food services. This solution will require the same level of detail as described for campus dining facilities but have the ability to cost, report, manage labor, and inventory for each of the retail dining facilities mentioned at the beginning of this document.

Production should be driven from the forecast and menu planning and produce a complete set of production documents for kitchen management. Production should batch out all recipes required to the exact number of portions required, which pulls from forecast and catering inputs and prints the batched recipes for use by kitchen personnel. The batched recipes have the option of being expressed in standard household or decimal measures. A food production report is needed that summarizes all items to be produced by that kitchen department during that production period. A requirements list is needed for each department to provide control over raw food product and display the amounts of food required to produce the recipes.

A purchasing module should calculate amounts to order based on the raw food requirements generated by other modules. The physical ending inventory counts must be considered as well as any open orders and vendor delivery schedules when calculating the amounts to be purchased and the dates of order and delivery. It should also incorporate any time needed for pre-recipe processes such as thawing or marinating.

Short and surplus conditions are also identified when the current on-hand and expected deliveries are more or less than what is needed to fulfill the forecasted raw food needs.
A purchasing module will accommodate purchasing from outside vendors and from campus warehouse or commissary facilities. It summarizes the needs from the individual locations, generating purchase requirements for the warehouse or commissary to outside vendors. Inventory transfer documents for internal transfers of raw products from warehouse to food service locations are automatically produced.

The module should have the ability to generate purchase requirements either by designated supplier or by product grouping (e.g., meat, produce) to accommodate items continually bid. An option to override the amounts to order should be available.

Must contain a vendor bid module that prints bid and quote forms, allows for the input and maintenance of bids and then prints a comparison report to analyze the bid. All comparisons necessary due to different packing sizes between vendors are automatically done by the system. The receiving program should display the bid price for easy data entry and invoice checking.

Nutrition analysis is based on the most updated findings, and should have the capability of being updated as changes are made. It should have the ability to adjust the nutrient information of each recipe separately and support a virtually unlimited number of items in the database. The nutrient data should be based on the latest release of the USDA Nutrient database found at http://ndb.nal.usda.gov/, and/or a comparable website/source. The database will accommodate an unlimited number of food values.

The complete food service/retail operation will employ ~20% of the UWG workforce. The application will need to manage labor for food service and retail as a separate and/or a combined operation. The system will need to communicate with the Human Resource Management System, which is currently ADP. Communication with employees and communication with the system by employees should have the option to be done remotely, either from a PC or phone.

The warehouse/storeroom and inventory control aspect of the system should be tied into the production, planning, and receiving modules. It should track the movement of inventory product in and out of a facility, calculate and maintain perpetual inventory and average costs for all items. It should have the ability to add locations external to the system. These locations may be maintained individually or grouped, e.g., "outside locations". Application must support communication with Prime Food Vendors, such as utilzing EDX when placing orders and/or sending inventory level alerts.

A comprehensive training program included with the software package. Training should contain both professional seminars, onsite group training, and individual "one-on-one" depending on the needs of the user. All training shall be conducted on UWG’s premises. The training is performed on a step by step basis, parallel and following the installation of the software. This will allow the basic system functions to be thoroughly understood by the time the system is fully operational and UWG can have a more confident user acceptance testing of the system’s functions. Full, comprehensive training manuals, both paper and electronic, should be developed, maintained, reviewed, and updated during and after the installation as a deliverable.

An easy to follow set of menu options should be provided for the setup and installation of cost centers. This will facilitate not only the initial setup, but also allow a user to easily add cost centers at any time. Controls should be provided to prevent the omission of data.
Operating System and Interfaces

University of West Georgia has fully implemented POS application software at various locations on campus. This application will need to interface with Blackboard.

The application software should support a multi-user environment having simultaneous users on line, real-time user access plus simultaneous input (from more than one user at a time), and simultaneous printing capabilities. The software should have record locking capabilities while multiple users are accessing the same file. The software should be operational on hardware that can expand to accommodate a growing number of users and that can be compatible with the basic computer architecture on campus.
The application software should be designed so that redundant data entry is not required. Files should be structured so that information that is shared by all users (e.g., recipe ingredients and methods of preparation) is stored once in a "global" file accessible by all locations. Information that is specific to a location (e.g., kitchen department that prepares the recipe, purchasing information or ingredients) should be stored separately and only accessible by that location. If a location modifies information that is applicable only to itself, no other location should be affected.

The specific modules within the application should be designed to minimize data entry. The modules should be comprehensive and interactive so that modifications in one area are immediately recognized by all other areas. For example, if a vendor changes the packing size of an ingredient it is not necessary to change recipes, menus, etc. in all the other areas that use the same ingredient.