MANAGING Chapter 5

INVENTORIES
 The executive housekeeper is responsible for two major types of
inventories. Recycled inventories are those items that have relatively
limited useful lives but that are used over and over again in housekeeping
operations. Recycled inventories include linen, uniforms, guest loan items
and some machines and equipment.

 Non-recycled inventories are those items that are consumed or used up

during the course of routine housekeeping operations. These items include
cleaning supplies, small equipment items, and guest supplies and
amenities.
4.1 PAR LEVEL
 Par refers to the standard number of inventoried items that must be on
hand to support daily, routine housekeeping operations.

 Par level are determines differently for recycled and non-recycled

inventories. The number of recycled inventory items needed for
housekeeping functions is related to the operation of other hotel functions.

 Inventory level for recycled items are measured in terms of a 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.
4.2 LINENS
Linen is the most important recycled inventory item under the executive
housekeeper’s responsibility. Next to personnel, linen costs are the highest
expense in the housekeeping department.
4.2.1 Types of Linen
Bed
 Include sheets of various sizes and colors, matching pillowcases, blankets, bedspread, and
mattress pads or covers.

Bath
 Include bath towels, hand towels, specialty towels, washcloths and fabric bath mats.

Table
 Include tablecloths and napkins.
4.2.2 Establishing par Levels for Linens

To determine the appropriate inventory level for all types of linen used in the
hotel. The par number established for linen inventories is the standard stock
level needed to accommodate typical housekeeping operation.

One par of linens equals the total number of each type of linen that is needed
to outfit all guestrooms one time. One par of linen is also referred to as a
house setup.
When establishing a par number of linens, the
executive housekeeper needs to consider three
things

› The laundry cycle

 The hotel’s laundry cycle is the most important factor in
determining linen pars. Quality hotels change and launder
linens daily.

› Replacement linens
 The second factor to consider when establishing linen par
levels is the replacement of worn, damaged, lost or stolen linen.

› Emergency situation
 Must prepare for any emergency situation.
4.2.3Inventory Control of Linen

4.2.3.1Storage

 Laundered linens should be rest in storage

for at least 24 hours before being used.

 Linen storage rooms need to be relatively

humidity-free and have adequate
ventilation. Shelves should be smooth and
free of any obstruction.
 4.2.3.2 Issuing

 An effective method for controlling linen is to maintain floors pars for

all floor linen closets. Linen pars should be established and posted in
each floor linen closet.

 A floor par equals the quantity of each type of linen that is requires to
outfit all rooms serviced from a particular floor linen closet.

 The occupancy report generated by the front desk can be used to

determine linen distribution requirements for each floor linen closet.

 Clean but damaged linen should be held separately and delivered to

the laundry manager to determine whether it is unusable or whether it
can be repaired. Careful records must be kept of all linen items that are
condemned and discard.
4.2.4 Taking a physical Inventory of linens

 A physical inventory of all linen items in use and in storage is the most
important part of managing linen inventories. A complete count should be
conducted as often as once a month.

 As a result of regular physical inventories, the executive housekeeper has

accurate figures on the number of all item in use, as well as those
considered discarded, lost or in need of replacement.

 Typically, the physical inventory is conducted by the executive

housekeeper and the laundry manager working together.
 All linens in all locations must be included in the count. The executive
housekeeper should prepare a linen count sheet which can be used to
record the counts for every type of linen in each location.

 After the counting process is completed and all standard count sheets have
been filled out, the executive housekeeper should collect the sheets and
transfer the totals to a master inventory total chart.

 The completed master inventory control chart should be submitted along

with the linen discard record to the hotel’s general manager.
4.3 UNIFORMS

 Many hotel departments have uniformed staff members. Sometimes, each

department is responsible for maintaining its own inventory of uniform
types and sizes. More typically, the housekeeping departments stores,
issues, and controls uniforms used throughout the property. This can be a
very complex responsibility, especially in a large hotel with many uniforms
of varying types, quantities, and sizes.
4.3.1 Establishing Par Levels for Uniform
 Determining the number of types and sizes of uniforms to have on hand
can be very difficult. Among the factors that can make the task a true
challenge are varying department needs, uneven distribution of size
requirement, unavoidable turnover, and unpredictable damage from
accidents.
 The executive housekeeper can ensure that a sufficient supply of all types
of uniform is placed into service based on information supplied by the
department heads.
 Another factor to consider in establishing par levels is turnaround time
required by the laundry for processing uniforms. The par level for
uniforms depends, in large part, on how frequently uniforms need
laundering.

 A more likely scenario would involve laundering uniforms on a daily basis

and exchanging a clean uniform for a soiled one each day. In this situation,
a minimum of three par of uniforms would be required. One par is worn by
employees, another is turned in to be cleaned, and a third is issued in
exchange. Daily washing would be more practical and less costly than
laundering uniforms on a weekly basis.

 The executive housekeeper may decide that five par is more reasonable.
This would keep an adequate supply on hand for new employees and for
replacing uniforms for existing personnel. Five par would also ensure that
an adequate supply of spare uniforms was available during the day in case
of accidents or unexpected damage.
4.3.2 Inventory Control of uniforms
All uniforms should be issued and controlled through the uniform room. Adequate
storage space should be provided for stocking the different sizes and quantities of
uniforms. In addition, the room should be well-organized. Uniforms should be
categorized by department so as to save time and hassle when employees exchange
uniforms at the start and end of each shift.

For control purpose, most hotels establish a policy whereby a clean uniform is issued
only when exchanged for a soiled one. In some hotels, uniform will be issued to an
employee only with special request form signed by a department manager.

At some issue, the employee assumes full responsibility for the sub custody, care, and
control of the uniform. When an employee leaves the hotel’s employ, he or she is
expected to turn in all uniform in his or her custody.

All uniforms should be inventoried at least on a quarterly basis. The same general
principles that pertain to taking physical inventories of linen supplies apply to counting
uniforms.
4.4 GUEST LOAN ITEM
As a service to guest, hotels provide a variety of
equipment that travelers commonly need. This
equipment is loaned to guests upon request and at no
charge.

4.4.1 Types of guest loan items

 The types of items that a hotel makes available for guests to borrow vary
from hotel to hotel. Generally such items include irons, ironing boards,
sewing kits, hair dryers, alarm clocks, cribs, bed boards, and voltage
adapters.

 Other items include heating pads, hot water bottles, ice packs, razors,
electric shavers, curling irons, non-allergic pillows, heated blankets,
feather down comforters, rollaway cots, and bridge tables and chairs.
4.4.2 Establishing Par Levels for Guest Loan Items
The types of guest loan items maintained at the hotel
generally depend upon the hotels level of service and
typical needs of its clientele. The quantities maintained
in inventory depend on the size of the hotel and the
anticipated volume of guest requests.

4.4.3 Inventory Control of Guest Loan Items.

 The executive housekeeper needs to develop
procedures for maintaining accurate
inventory records of guest loan items,
responding to guest requests, tracking items
on loan, and ensuring that borrowed items are
returned.
 The executive housekeeper needs to maintain a complete and
accurate list of all guest items stored in the housekeeping
department. For each item, the inventory record should reflect
the item’s name, manufacturer, supplier or vendor, date of
purchase, purchase cost, warranty information, and storage
location. The record should also note the par number of each
item. This master inventory record of guest items should be kept
up-to-date as worn or broken items are taken out of service and
new items are put into use.

 Some hotels require that guest sign a receipt for loan items. In
addition, some hotels require that guests pay a deposit. Each
guest loan item should be checked regularly to see that it is in
proper working condition and safe for guest use. An item should
also be tested on the day it is loaned to ensure that the guest will
be able to use it for its intended purpose. Worn, damaged, or
broken items should be replaced on an as-needed basic.
4.5 MACHINES AND EQUIPMENTS
The executive housekeeper is responsible for seeing that
members of the housekeeping department have the proper
tools to carry out their assigned tasks. These tools include major
pieces of machinery and equipment to clean guestrooms and
public areas. All machines and equipment must be maintained
in proper working order so employees may use them safely and
effectively. The executive housekeeper needs to develop
systems and procedures for controlling the hotel’s inventory of
machines and equipment.

4.5.1 Types of Machines and Equipment

 A variety of machines and equipment is used by the housekeeping staff on
a daily basis. Room attendant carts are among the basic equipment. Room
vacuums, backpack vacuums, corridor vacuums, electric brooms, wet
vacuum, carpet shampoo equipment, pile lifters, rotary floor scrubber,
sewing machine and variety of trash handling equipment may be
maintained and controlled through the housekeeping department.
4.5.2Establishing Par Levels for Machines and Equipment
 The number and types of equipment that need to be maintained in-house
will depend on the hotel’s size and cleaning needs. The executive
housekeeper may decide to rent, rather than purchase equipment that is
highly specialized or infrequently needed. Equipment needs are also
affected by the number of guest rooms and their locations, the kinds of
floor and wall coverings, and the size of the laundry operation.

4.5.3Inventory Control of Machines and Equipment

 An effective way to control inventories is to use an inventory card
system The card should specify the item name, model and serial
numbers, manufacturer, supplier from whom it was purchased, date of
purchased, purchase cost, expected life span, warranty information and
local service contact number. These record help determine when a piece
of equipment needs replacement.

 Security is a major concern in determining storeroom requirements for

major machines and equipment. Physical inventories of all major
machines and equipment should be taken on a quarterly basis.
4.6 Cleaning Supplies

Cleaning supplies and small cleaning equipment are part of the

non-recycled inventory in the housekeeping department. These
items are consumed or used up in the course of routine
operations.
 
Establishing Inventory levels for cleaning supplies
 Since cleaning supplies and small equipment are part of non-recycled inventories, par
levels are closely tied to the rates at which these items are consumed in the day-to-day
housekeeping operations.

 A par number for a cleaning supply items is actually a range between two figures: a
minimum inventory quantity and a maximum inventory quantity.

 The minimum quantity refers to the fewest number of purchase units that should be in
stock at any given time. Purchase units for cleaning supplies are counted in terms of the
normal shipping containers used for the items such as case, cartons, or drums. The on-
hand quantity for a cleaning supply item should never fall below the minimum quantity
established for that item.