CHAPTER FIVE DEPARTMENTAL CANTEENS

5.1.1 Departmental canteens-Introduction 5.1.2 Uniform orders for DC 5.2.1 Administrative Set-up 5.2.2 Managerial Functions 5.3.1 Infrastructure 5.3.2 Personnel 5.3.3 Planning 5.4.1 Organisational working of DC 5.4.2 Structure of the organization 5.5.1 Departmental Canteen in & around Pune 5.5.2 Profile of departmental canteen surveyed

CHAPTER FIVE DEPARTMENTAL CANTEEN 5-1-1 Departmental Canteens : Introduction

The provision of refreshment to employees in the office and to workers in the industrial units is not only a welfare necessity but also keeps them active and healthy. This can be achieved only by establishing a canteen for the needs of the employees in the organisation. A canteen established by the organisation in which the workers are employed is a departmental canteen. The rules regarding the setting up of such a departmental canteen, the management of staff, funds are very important for the organisation or the industrial unit. It is essential to prepare a set of streamlined orders and procedures for the working and functioning of the departmental canteens. A departmental canteen is a canteen set up at government cost inside a government department/office/establishment or inside an industrial unit at the cost of the industrial unit itself for the employees or workers to meet their refreshments as a welfare measure and so to prepare tea/coffiee and snacks, lunch, meals as per the local requirements or the taste of the beneficiaries, concerned at reasonable rates at no profit, no loss basis by employing, by recruiting the required or authorized number of canteen employees, workers and which is controlled by the managing/canteen committee constituted for the same specific purpose. Canteens in the industrial units are included because these canteens too follow the same framework of streamlined set of orders and the network of management structures. Canteens run by the departments, canteens run by co-operative units, canteens run by the industrial units or organizations, canteens run by the workers on the establishment or by the employees hired for specific purpose are included in the category of departmental canteens. The departmental canteens are in a sense the canteens of the workers by the workers and for the employees. These are in house establishments, sometimes as a separate establishment on the premises of the industrial unit functioning as an independent department of the concern. In Defence establishments too, departmental canteens play a significant role in feeding the members of the different units. In Railways, the catering establishments are generally run as departmental canteens, even those ones which are let out to be run by the contractors. The functioning of the departmental canteen is in any respects similar to that of the other type of industrial canteens but the difference lies in the streamlined efficiency, the financial back-up and the way quality and quantity control is maintained at every stage of the management of the departmental canteens in the establishments of government and private enterprises.

5-1-2 Uniform Orders for DC In the functioning of the Departmental canteens and in the canteens run in the Departments, Ministry Headquarters and regional offices, Central Government establishments, undertakings and other units, the controlling authority is that of the Director of Canteens under the control of Department of Personnel and Administrative Reforms. The Director of Canteens issues the broad guidelines and directives on how to run the canteens of this category and these streamlined uniform orders for the departmental canteens are collected in a complete set of instructions in what is called a green book. These streamlined uniform orders cover a wide range of matters related to the functioning of the departmental canteens in the central government departments but these instructions are applicable to the departmental canteens in the state government units and also the canteens run in the co-operative pattern. These uniform orders are a set of detailed guidelines about the procedures of functioning from the stage of purchasing provisions to the stage-of disposal of leftovers and as such a complete guide in the format of the Green Book. It is a set of instructions that begins with the procedure of registering a canteen of this category and the composition of the managing committee and then proceeds to offer guidelines on the various aspects of managing and running these departmental canteens as catering units and then concludes with the instructions and orders about the post-production measures in the catering management. The registration of departmental canteens is essential. The registration needs to be made by filling in the prescribed pro-forma and by paying the prescribed registration fees in the manner stipulated for the purpose. The departmental canteens functioning in the respective departments or ministries are managed by the managing committee constituted for the purpose. The managing committee consists of the members who are ex-officio members, that is, the members on the committee on account of the official status or designation that is held by them. The other members of the committee are those who are either nominated or elected from the different categories of employees in the department concerned in proportion to the number of members determined and the representation is decided in the manner specified for the purpose concerned. The procedural functioning is brought out in details in the set of uniform orders of these streamlined instructions. The same deals with the functioning of the departmental canteens. The uniform orders contain the entire pre-production, production and postproduction operations in the departmental canteens.

The policy of the Government is to encourage the activities only of the canteen/tiffin room. The orders issued by the Government to regulate the functions of canteens/tiffin rooms apply only to these categories. The Statutory rules/conditions of service/status of civil servants etc. as and when granted to the employees of Departmental Canteens, shall be applicable to the employees of the Canteens run by the co-operative societies. The orders issued by the Government apply to all the canteens/tiffin rooms functioning or to be set up, in any of the Ministry/ Department/Office/Establishment of the Government of India, industrial or non-industrial who get themselves registered with the office of the Director of Canteens, New Delhi. The instructions on this subject may be modified, in respect of Scientific Research Establishments like those controlled by the D.A.E., Defence R & D etc. or any other organisation engaged in specialised work, depending upon the local conditions and functional necessities, with the concurrence of their controlling Ministry/Department and in consultation with the Director of Canteens, New Delhi. If the office/establishment is located at more than one locations, where service from one canteen is not practicable, additional canteens/tiffin rooms are authorised as per the scales prescribed. Depending upon the local needs and taste of the customers, menus may be decided and adopted by the Managing Committees. Adequate variety in preparations may be rotated as desired by the customers. An illustrative list of menus containing vegetarian items is given below : Snacks : Idli, Vada, Dosa, Samosa, Bonda, Vegetable Cutlet, Mathi, Vegetable Sandwich, Butter toast Sweets : Burfi, Ladoo, Pinee, Gulabjaman, Pista, Rasgulla Beverages : Tea, Coffee, Cold Drinks. Lunch : Soup, Daal, Rice, Puri, Chapati, Raita, Sambar, Vegetables, Salad, Sweet dish, Fruits. Egg preparations and non-vegetarian dishes may be prepared as needed. The prices of snacks, lunch, tea, coffee etc., may be fixed in comparison to those prevailing in other Departmental Canteens and as prescribed by the Managing Committee concerned.

If the quality of an eatable is found to be substandard by an inspecting authority, the entire quantity will be destroyed and disciplinary action will be initiated against the workers concerned for recovery of the loss suffered by the canteen. If the weight of the individual piece of an eatable is lesser or if lesser quantity of raw material has been used than the reasonably prescribed limit, by the Managing Committee, disciplinary action will be initiated against the defaulting canteen employees. The Director of Canteens under the control of the Department of Personnel and Administrative reforms does the co-ordination work and decides policy matters regarding canteens. The canteens registered centrally with the Director of Canteens and their Controlling Ministries/Departments will be on the regular availing list for the purpose of the dispatch of policy circulars. However, the circulars will be sent to other Ministries/Departments also for information. All correspondences from the Officers/Establishments, excepting registration of canteens, should be addressed through the administrative Ministry/Department. All departmental canteens will get themselves registered centrally with the Director of Canteens, New Delhi, by furnishing the particulars in the proforma prescribed together with the Registration fee 5-2-1 Administrative Set-up Administration as the higher function and management as the operative function are both present in the organisational pattern of the departmental canteens. The policy decisions are made by the administrator working in the respective ministry or the department or the sectional unit or the establishment of the central and state governments about the running and functioning of the catering and canteen units. The policy matters are decided by these higher functionaries at the focal point of the organisation concerned. These policy decisions are actually implemented in the departmental canteens at the local level by the managing committee and the chairman and the secretary of this committee and the person who supervises the functioning of the departmental canteens. These responsible office-bearers are the administrators at the local level and make the suitable decisions sticking to the policy-decisions of the higher policy-makers. The plans of the organisational working are also decided and communicated by the policy-makers at the top level and the lower level functionaries carry on the administration of the departmental canteens on the lines determined at the

higher level. It is observed that the uniform streamlined set of orders instructions and guidelines is quite useful in the task of the administration of these departmental canteens both at the top level and the actually functioning lower level. The administration of departmental canteens is a co-operative human effort to achieve the common goal of feeding the employees a balanced diet with sufficient nutritious values as a welfare facility maintaining a high standard both in the quality and quantity of food service in the most hygienic environment. As such the administrative set-up of the departmental canteens has both a pyramid and a flat organisational and administrative structure. The pyramid organisational and administrative structure has the hierarchical pattern of unitary direction from the top level to the bottom level with the layers of the middle level. The top level, the middle level and the bottom level are the minimum three levels in the pyramid structure. The central or focal point of administration at the highest level is the top layer and the middle layer is the level which is below the top level and above the bottom level. The top level at the central point gives direction to the middle level passes it on to the lower level. The central, the state and the local levels are represented by the top, the middle and the lower levels. The flat organisational and administrative pattern is noticed at the lower level in which the horizontal pattern of administration from the manager to the steward or the captain and then to the waiters to the utility persons, helpers and the other menial staff function at the appropriate horizontal points. Thus the administrate set up of the departmental canteens functions in both the patterns which are vertical or pyramid and horizontal flat orgainsational as well as administrative pattern. The constitution of managing committees their status and strength and conduct of business and other related matters are out lined in the relevant provisions of the guidelines included in the Green Book. The managing committee for each canteen, as far as possible, should be constituted separately, out of the officers/ staff of the Department/ Office occupying the building in which the canteen is located. If a canteen in a building is shared by more than one Department / Office, the Managing committee should be a combined one. The funds, in such a case, should be proportionately shared, based on the office strength of each office, or the funds should be borne in full, by each department/ office for a term of three years in rotation. The Chairman and the Honorary Secretary for a term will normally be appointed from that Department/ Office, who provide the funds.

A model managing committee should be constituted of seven members (including the Chairman). This strength may however be varied at the discretion of the Chairman according to the local needs. The Chairman should preferably be the Head of the Department/ Office himself or his deputy. Higher the level of blessings, more automatic will be the results. The Honorary Secretary should normally be the Welfare Officer, or the administrative officer of the Department/ Officer of the minimum rank of a Section Officer or a Major or equivalent in services, who shall be nominated by the Head of the Office/ Estt., and in the case of Co- operative Canteens may be elected as per the by laws of the Society. One Official member of the rank of Section Officer/ Major or above, is to be nominated by the Chairman of the Managing Committee. One each of the staff side members to represent group C and Group D staff, may be recommended by the staff side of the office council (JCM) if any functioning in that Department Office, or by the recognized service associations of the employees, subject to acceptance by the Chairman that the members recommended are the real representatives of the staff, or the Chairman may himself nominate these two members at his discretion. One lady member, if available in the Department/ Office, may be nominated by the Chairman as a co- opted member. All members of the Managing Committee in the case of the canteen run by a Co operative Society (excepting the Chairman who will be the Head of Office/ Estt. Or his nominee) will be elected as per the by laws of the Society. The manager of the canteen or any other canteen worker may be nominated by the Chairman as a co opted member to represent the canteen workers. The tenure of the managing committees of the departmental canteens shall be normally for three years duration, unless dissolved or changed earlier by the Head of the Office/ Estt. The committee functions in the Department / Office / Establishment, of the Government of India, for the welfare of the Government employees, under the orders of the Government of India. Its functions are connected with the affairs of the Union. The committee, therefore, does not enjoy an autonomous status. With respect to the contractual obligations it functions for and on behalf of the President of India. The proceeding of t he committee will not be conducted or decided on resolutions or voting system, but the official decision will rest with the Chairman of the Managing Committee or the Head of the Department/ Office concerned (In the case of canteens run by the co- operative societies this provision will apply as per the by laws of the society and co- operative law in force). The presence of the Chairman, the Hony. Secy, and one more member will constitute the quorum for holding a meeting of the managing committee. In the

case of Co-operative Canteens it shall be as per the bye laws of the society. The rules of business specifying the powers, functions, duties, responsibilities of the members of the committee and of the canteen managers/ workers etc. and the systems, procedures, methods etc. to be followed for running of a canteen will be framed by the Managing Committee of the canteen. When the services of an official of rank not higher than that of a Section Officer can be spared out of the existing strength, the Head of the Department/ Office may depute such official for part time or whole time assistance to the Managing Committee of the Canteen. Stationery and office machines required to conduct the business of the Managing Committee and the Departmental Canteens will be provided by the Department / Office concerned. The Account Books and special Registers prescribed and the coupons will however be provided out of canteen funds. 5.2.2 Managerial Functions The managerial functions in the running of the departmental canteens are not different as such from the managerial functions in running any catering canteen units, small or large industrial or departmental as these functions involve the activities which are basically performed by a manager to make the people to perform the activities involved in the actual production and service of food in a catering establishment. The six managerial functions are planning, organizing, directing, co-ordinating, controlling and evaluating. The planning process foresees the future and generally initiates the appropriate action process. The planning process chalks out the workable scheme. Then it develops a blueprint of the structure/arrangement of spaces and activity details. Planning is thus a mental exercise. Goal setting is fundamental to every such organisation as that helps people to know why they are doing what. The work becomes purposeful, creative, orderly, productive and satisfying to all along with planning the other functions like co-ordinating functions and divesting procedures begin working. The plan needs to be put in practice and for this purpose organising is an important function of managerial staff require mental effort but the function of directing initiates actual performance of tasks. The directing function is instructing, guiding, supervising, teaching and reviewing. Directing or leading people to work willingly and achieve organizational group and individual goal depends mainly on the personality of the manager. Co-ordinating is the binding together unifying and harmonizing of all activities and efforts. All the functions of management need to be co-ordinated to achieve goals. In all the managerial functions, the function of controlling is very important because control is necessary to give the right direction to activities. Constant

monitoring is necessary because in any establishment there are helping and also hindering factors. Controlling is very much significant for increasing the impact of the helping forces and for curbing the hindering forces. Control is exercised through budgets, work sheets, close supervision, regular inspection and security measures. The process of reviewing and evaluating is used for judging efficiency. A process of selfevaluation helps to ensure success. In the context of the departmental canteens, staff appraisal, food evaluation, viability and profitability assessment are the measures that may be used for the evaluation of its different operation. In the management of departmental canteens the fourteen principles of management laid down by Fayol are found to be applicable. These are division of work, delegation of authority, principle of responsibility, discipline, unity of command, unity of direction, priority of general interest, principle of reward and prize, principle of effective centralization, principle of scalar chain, principle of order, principle of equity, principle of initiative, and esprit to corps- the spirit of loyalty and devotion that unite the members of the team. These management principles and the managerial functions which bind the principles, functions and operations together, help running the departmental canteen efficiently to the satisfaction of the decision makers, administrative executives, management controllers, the staff involved and those consumers for whom the whole business is conducted. It must be noted that no operation like the running of a departmental canteen is run single handed but has to deal with people at work and has to attract enough people to serve and so such an operation must be based on sound principles and must function in planned coordinated manner. This can be done best by being scientific in approach to management of departmental canteens. 5.3.1 Infrastructure

In infrastructural facilities needed for the departmental canteens are included the site, construction, space, seating arrangements, and, water, electricity and fuel are the basic requirements to raise the infrastructure for a departmental canteen. Most of the canteens of this category are run by the central and state governments, public sector undertaking and establishments in defence, railways and air travel. The selection of location and land for the site construction of the departmental canteens is the task carried out by the responsible panels of higher authorities in the departments or the establishments concerned.

Adequate space is generally provided for the functioning of departmental canteen depending on the estimated number of consumers in such canteens. The supply of water and electricity is maintained appropriately and in the proportion required for the canteen purposes. The security arrangement is commensurate to the needs of the unit established. The supply of fuel is made as per the requirements of the catering unit in the manner desired but preferably the LPG gas cylinders are supplied in the sufficient quantity. The physical infrastructure and the basic amenities are provided by the department or the establishment and the material items such as the furniture, seating arrangement and equipment for storing, kitchen use, cooling, grinding, heating, boiling is supplied as required. The provisions in respect of these facilities are included in the Green Book. For the infrastructure of the Departmental Canteen, the unit concerned provides accommodation for the canteen in consultation with in charge of buildings. Initial provision of fixtures and the required number of fittings and their maintenance will have be taken care by the unit. The floor area for a canteen should be decided taking into account the strength of the unit. It should be sufficient to provide a dining hall of a size where 1/3rd of the office strength could be entertained at a time with the provision of a separate ladies room and preferably separate rooms for kitchen, pantry, store, gas/fuel room, dry ration, fresh vegetables room with the Bins/ Racks designed to follow the system of First in First Out, cabin for the coupon clerk and the dish washing room etc. The total area that may provided roughly for a canteen could be 4000 sq. ft. This position has been revised that the floor area for canteens to be set up would be @ 1 sq. (0.09 sq. mt) per person in the unit including the space for dining hall and kitchen etc. However the accommodation provided under the previous standard scale will not be disturbed. Electricity and water bill will be paid by the concerned sections of the unit concerned. Cost of electricity charges for lights, fans, refrigeration, sterilization and water charges will be borne by the Establishment concerned. Consumption of LPG will be subsidized by the unit. Grants authorized in the form of standard minimum provision of Departmental assistance to start various types of canteens are as given hereunder:

Amount of grant authorised Type of Canteen For equipment For crockery utensils etc. (1) A B C D (2) 12,000 9,600 7,200 6,000 (3) 3,000 2,400 1,800 1,200 For Furniture (4) 5,000 4,000 3,000 2,000 (5) 20,000 16,000 12,000 9,200 Total

Types of Tiffin Rooms A B 500 500 200 200 700 700

For a larger group of canteens the amount of grant payable will be proportionately higher. Ministries/ Departments/ Offices may, however, consider depending upon the local needs and functional necessities of their offices, to sanction additional grants with the concurrence of their Integrated Financial Advisers. Upgradation of the type of canteen, can be done with the prior approval of the Director of Canteens, DP & AR. For canteens type D and above the subsidy on wages is 70 % payable by the Government (remaining 30% to be paid out of canteen funds) unless higher rates sanctioned under special orders of the Government. For Tiffin type A/B the subsidy on wages is 100% payable by the Government. The Subsidy on Wages to Ad hoc Leave Vacancy workers is 70 percent or at special rates sanctioned otherwise is claimable for canteen employees engaged on ad hoc/ temporary/ leave vacancy basis etc. Interest free loan up to Rs. 5,000 per canteen and Rs. 500per Tiffin room are authorised to be sanctioned by the Head of Department / Office for bulk purchases of materials etc. which is repayable within five years, the first installment starting from not beyond the sixth month from the month of drawl of loan. In case of default , the Integrated Financial Advisers may recoup the installments out of the subsidy/ grants payable to the canteen. Loans may also be granted to meet the liability of the Canteens on payment of arrears of salaries to the Canteen employees due to the revision of their pay. Additional amounts of loans may also be sanctioned depending upon the local needs/ conditions, with the concurrence of the controlling Ministries/ Departments and

the Integrated Financial Advisers, repayment scheme for which shall be worked out in advance. SCALE OF UNIFORMS FOR THE EMPLOYEES OF DEPARTMENTAL CANTEENS Articles of uniforms authorised 1. Set of coat, pant & cap, drill Bearers white cotton 2. Set of Bush Shirt Pant, Halwais, Cooks, Asst. Halwais, Two sets per year Apron and Cap Drill grey/ light Asst. Cooks, their helpers and blue cotton Coffee/ Tea makers Two pairs per year To Whom Quantity entitled Three sets per year

3. Set of overall, pant, cap, drill Wash Boys grey, light blue cotton 4. Set of Bush Shirt pant and Sweepers cap, Drill Khaki cotton 5. Shoes canvas white coloured Bearers

Three pairs per year

Three pairs per year One pair per year

6. Jerseys woolen (at winter stations) 7. Gum boots common size

All the above employees.

One per three years

All the above employees.

One pair per canteen Two pairs per canteen

8. Turbans for sikh employee

As required

Two per year

Sanctioning authority for the above mentioned grants, subsidies, loans etc. will be the Head of the Department, industrial unit concerned unless otherwise specified. The standard illustrative lists of articles of equipment, kitchenware, utensils etc. to be provided at economical and competitive rates out of grants provided for the purpose, for use in the canteens are as under. Mini equipments : Refrigerator, gas cooking range with fittings, sterilizer Electric,, hot case electric, boiler water electric, urns

thermal stainless steel, grinder,

electric, espresso

coffee

machine, stoves kerosene large, hot water bath (baine marie equipment) Kitchenware : Angithi small basin aluminum medium size, Belna, Buckets (enameled), Chakla/Pastry Board small, Chatni pots, sieves, atta,maida. Degshi with Lid aluminium 12 dia & 10 dia, Dori Halwai, egg frier, frying pan medium steel, grinding stone large, jugs aluminium, keddu kash, karaha iron large, karaha-iorn small, kettle with lid aluminium, khoncha small and large, kitchen knife, knife for halwai, measures one litre aluminium, mugs aluminium, nail brush, parats aluminium, pona for bhoondi, poni iron, punch for coupons, silbatta, soap box, spoons (Karachi aluminium), tawas iron, tin box for coupon clerk tin cutter, toaster wire, tongs, tub galvanized, weighing scale small with weights. Crockery and cutlery : Coffee pots (4 cups capacity), cups and saucers flowery, cups and saucers ordinary, storeware, forks, knives and spoons tables, (stainless steel), jugs water, glass tumblers, katories stainless steel. Milk pots (2 cups capacity), plate full, quarter, salt and pepper containers plastic, forceps small white metal, sugar pots (2 capacity), tea cosy with covers, tea pots (2 capacity), tea pots (4 capacity), tea sets (21 sets Bengal) tea spoons stainless steel, tongs (stainless steel), trays ash medium, trays lunch stainless steel. These guidelines give instructions about the uniforms, equipments, and grants or subsides on wages. The physical and material aspects of the infrastructural facilities are taken care of by the authorities concerned and sufficient financial provision is made for the purposes of the departmental canteen staff and the other necessary expenditure. The provisions for the infrastrural facilities in departmental canteens are superior in many respects to those in the other are bound to be exceptional cases among the industrial canteens too in respect of the infrastructure provided.

5.3.2

PERSONNEL The staff standard in respect of Canteens/ Tiffin Rooms laid down in the

streamlined order dated the 10th December, 1964 is given below: ENTITLEMENT OF EMPLOYEES IN VARIOUS TYPES OF CANTEENS/ TIFFIN ROOMS

(Annexure III of Green-Book )

Sr. No.

Appointment

Canteens Type

Tiffin Rooms

A 1. 2. Manager Asstt. Manager cum store Keeper 3. 4. Manager cum Salesman Counter Clerk/ Salesman/ 2 1 1

B 1 1

C 1 -

D -

A -

B -

1 1

kitchen Clerk 5. 6. 7. 8. 9. 10. 11. 12. Coupon / Reserve Clerk Halwai Asst. Halwai Cook Tea/ Coffee Maker Bearer Wash boy/ Dish cleaner Sweeper 1 1 1 1 1 7 2 1 19 1 1 1 1 5 2 1 15 1 1 1 3 1 1 10 1 1 1 2 1 8 1 1 3 1 1 2

In addition to above the following staff is authorised in group of more then A type Canteen under one management in lieu of staff at serial No. 1 and 2 above.

A group of two A Type Canteens 13. General Manager 14. Deputy General 1 -

A group of more than Two A Type Canteens 1 1

Manager 15. Accountant 16. Cashier 17. Store Keeper 18. Internal Auditor 1 1 1 (Part time) 1 1 1 (Part time)

The culture of management is made up of attitudes and values that set up a pattern of behaviour for actions and opinions. Management is about people as its task is to make people capable of performing jointly, to make their strength effective and their weakness irrelevant, Management is about securing commitment to values as its primary task is to set and exemplify those objectives, values and goals to which all those working in the organistion subscribe. Management is about developing staff as its task is to provide continuing training and development for all members of the workforce. Management is about achieving results and in the context of departmental canteens of feeding the workforce with a balanced diet. These underlying principles in the culture of management bring out the fact management is mainly concerned with the people who will work together with shared goals and values in a committed manner to achieve the desired results. The people who work together make the staff of that establishment and managing these people is the task of the personnel section in the organization. The effective utilization of human resources, establishment of healthy working relationships and encouragement of maximum development of individuals are the main objectives of dealing with and managing the personnel in an organization. The manager planning, staffing, terms and conditions of employment and personnel administration are the four aspects of the functional programme of integrating physical, financial and human resources. The guidelines for the same are given in the Green Book. The Departmental Canteen Employees (Recruitment and Conditions of Service) Rules 1980 was framed consequent on the canteen employees gaining the status of holders of civil posts with effect from 1st October, 1979. The conditions of service and recruitment rules for the employee of the canteens run by the co-operative societies will be the same in addition to the bye laws of the society and the local co- operative law in force. The rules governing the recruitment and condition of service are given in the Green Book. The existing instruction regarding ban on creation of posts apply to creation of posts of canteen/ Tiffin Room employee also. The employees of the Departmental canteens and Tiffin Rooms have been declared as holders of civil posts with effect from 1-10-79 vide Government of India Notification No. 6 (2) 23/77 Welfare (Canteens), dated the 11th December. Revised scales of pay announced by the Government on the recommendations of the Fourth Pay Commission are extended to non statutory canteen / tiffin room employees also. The

drawal of pay in the revised scales, exercise of option fixation of initial pay, date of next increment. Etc. will be governed by the same rules and orders as are applicable to the central Government servants. Dearness Allowance, House Rent Allowance, City Compensatory Allowance etc. at the revised rates with effect from the same dates, as in the case of other employees, are also admissible. In the context of the departmental canteens the recruitment of personnel is made by the department or the ministry concerned or by the competent authority in this behalf. The adequate number of employees is maintained in such establishment of departmental canteens, though sometimes there is difference between the authorised strength of employees and the actual number of employees. Generally, the department canteen employees are treated on par with the other employees of the parent ministry, departmental or establishment, but there are in some of these canteens, employees who are required to work on an ad-hoc basis and discrimination is made in the facilities given to the regular and to the ad-hoc employee in such canteens. The personnel management in the departmental canteen is found to be well disciplined and upto the mark.

5.3.3

Planning :

The functioning of the departmental canteen depends on the planning of its operations in a systematic manner the planning of operations in the departmental canteens and the planning in the other industrial canteens does not basically differ as both the categories of canteens are involved in the feeding of the large groups of employees with the balanced diet of high nutritious values to the physical, financial and human resources are to be utilized to serve the specific purpose of providing quality food in the required quantity. The stages of planning need to be determined with due care. The preparation of food items is a significant stage in the canteen management and therefore pre production, production and post production stages need planned execution. Planning involves planning goals, planning objectives, planning strategies, planning operations and planning results. The planning and the determination of goals, and objectives, is a higher level function and so the policy makers, decision makers and the administrators carry on this task in an organisation like the departmental canteens. The planning of strategies, functions, operation and tasks is to be carried out at the local

level or the unit level. The planning of storing provisions, the preparation of provisions for the cooking, the preparation of food items and the service area preparation, and the actual execution of the serving of food items are the necessary stages of planning in running a departmental canteen. The estimates about the preparation of food need to be carefully planned. The different cooking operations involving steaming, boiling, pruning, baking, roasting and others need to be planned and executed with due precision and efficiency. In this planning are involved the store management, the space management, the kitchen management, the equipment management, the personnel management, and the waste management. In the department canteens these stages of planning are carried out by the management staff at the unit level. The planning of the preparation of the food items is carried out taking into consideration the tastes and demands of the consumers. The planning of physical, financial and human resources is to be done appropriately at the levels which are the most suitable for the specific purposes. In the context of the departmental canteen the provision of financial and physical resources is made by the policy makers but the utilization and execution of these resources and the planning of human resources, their utilization and the actual implementation of the planned strategies and operations is to be carried out by the managerial staff at the unit level of the departmental canteens. 5- 4-1 Organisational working of DC The organisation like the departmental canteen is run by managing the physical, financial and human resources in an integrated manner to achieve the desired results of feeding satisfactorily the employees in a department. Money is the resource of the financial management of the departmental canteen and its provision is made by the department or the establishment concerned. The space, materials and equipment are the physical resources which are again supplied by the top level management of the departmental canteens. The working by the staff, the time and energy required for the operations and the procedures involved in preparing, holding, serving food and the cleaning of the premises are the factors which are part of the actual working of the organization such as a departmental canteen. The organisational working of a departmental canteen begins with the purchasing of provision. The purchases of both types of items non perishable and perishable need different procedures. The non- perishable items such as grains and spices, nuts, oil and other foodstuffs are purchased in bulk and are to be stored systematically. The perishable items like milk, vegetables, eggs, poultry and other

perishables need to be purchased at frequent intervals from every day to at least once in a week. The storage of the perishables needs cold storage facility. The menu planning is an important part of the organizational working of a catering unit like the departmental or an industrial canteen. In most of the canteens the meals and snacks both are served to the consumers. Rice, Dal, and chapatti, roti or paratha are the main items of the standardised meals plate. Dry and wet vegetables meaning vegetables without and with gravy or curry are essential items. Chutney, curds, pickles, raita, and papad are necessary accompaniments with salad of onions, cucumber, carrot, tomato, beet and radish, according to the availability of items. South Indian preparations are favored. Bakery products and snacks are in great demand, fast food items are getting popular. Food production process is an essential part of the preparation of food items, which involves many processes but cooking is the general term used for the entire processing network. The food service involves the mechanics of waiter service. The dining hall service in the departmental canteens is taken care of by the staff who is responsible for the floor management. Self service is being introduced in some of the canteens. The service in the hall or in the open yard is being encouraged these days. The dishwashing, cleaning and equipment maintenance are the final process in the orgainsational working of the departmental or industrial canteens. The organisational working involves the main task of preparation and serving of food items and disposal of waste materials including cleaning and washing. There are seventeen questions in the Questionnaire that cover this significant area of organisational working of the departmental canteens and responses to these questions are analyzed and interpreted at the appropriate portion of the survey undertaken in this study. 5-4-2Structure of the organisation The structure of the organisation is the way the managements are designed in the administrative set up and management structures. The structures of the management are of four distinct types. The first type of the structure of management organisation is the tight bureaucratic structure with clear commands and control relationships and strict rules. These structures are known as the closed systems of management structures. The second type of management organisation structure is the loose network with a large degree of discretionary decision making which is known as the open system management structure. The third type is the project based structure of management organisation. The fourth type is the matrix structure management

organisation. Current notions farour giving more opportunities to individual at various levels to make ad hoc. decisions. This is empowering the individuals by making the rules loose with the process to be followed but at the same time tightening the control of results. In this pattern, the individual organizations and systems are held accountable for the choices and decisions they make in this loose tight arrangement one which is loose about means but tight about ends. In the context of the departmental canteens the structure of management organisation is generally of the first type in which the structure is of tight bureaucratic structure which is more or less a closed system structure. There is a centralized command and control system of policy making and implementation. The guidelines given in the Green book are the part of a centralised command and control system. The closed system of management organisation of decision making at the top and the execution at the lower level is the pattern of the organisational structure of the departmental canteens. The process of management consists of forecasting, planning, organizing, directing, co- ordinating, controlling, innovating, each of which contributes towards efficiency. The pattern of structure of organisation in the context of departmental canteens is that of the decision- making and policy matters at the top end of the structure and the execution and implementation at the lower end of the structure of management organisation. The same is followed by most of the departmental canteens. It is more or less similar to the pyramid structure with the tip of the summit at the top and the bottom base at the lower end. The summit top is represented by the top level management of policy makers and the administrators. The lower base at the bottom is the symbolic representation of the lower end workforce of those utility men, helpers, waiters, cooks and other employees who carry out the instructions of the policy makers and decision makers. 5-5-1 Departmental Canteens in and around Pune There are several central and state government offices in and around Pune. The headquarters of the Southern command is situated in Pune. There are many other Defence production units like Ammunition Factory, Ordnance Depot and defence Research establishments like DRDO, ARDL and AIT, command hospital, Artificial Limb centre, Bombay Engineering Group, Mines and Sappers, Defence Accounts, Army Physical Training centre and other units are functioning in Pune. It is also the headquarters of the Air force unit. The training Institute like National Defence

Academy is at Khadakwasla near Pune. The National Virology Institute functions in Pune. The Income Tax Commissionerate and the Central Excise Department offices are working in Pune. The Zoological survey of India, the Botnical survey of India, the Archeology Department office and other central government offices have their Pune branches functioning here. The National Chemical Laboratory has occupied a significant position in the research establishments all over the World. The Central Power and Water Research Institute is another unique institution in Pune. The Tropical Metereology Department and other units have made significant contributions to the scientific forecasting of the weather and monsoon conditions for the entire country and in Pune this department is known by the name of Simla Office. The All India Radio Station Pune and the Film and Television Institute in Pune, the National Film Arcive made their mark in the fields related to their functioning. The Armed Forces Medical College is situated in Pune. Similarly, Pune is the administrative headquaters of the region named Western Maharashtra. The Governor of the state resides during the rainy season in the Raj Bhavan. The directorates of departments like Agriculture, Animal Husbandry, Cooperation, Forests, Education, Higher Education, Youth and Sports, Social Welfare and others are working from Pune. The regional level offices of the other departments of the state are situated in Pune. Text book Bureau and HSC, SSC Board offices and SCERT have their headquarters in Pune. There are many state level institutions in Pune. In addition to these central and state government offices, there are many Universities such as Pune, Bharati, DY Patil, Symbiosis, Tilak Maharashtra and others that function from Pune. Similarly, hospitals like Sassoon Hospital, Chest Hospital, Deenanath Mangeshkar Hospital, Ruby Hall Clinic, YC Hospital, Birla Hospital and Inlax Burhani Hospital and many others have made Pune a major healthcare destination. A large number of educational institutions and IT units are established in Pune. Most of these institutions mentioned above have the units of canteens in their establishment and a large majority of these canteens are run as departmental canteens. Their number is very large but those that have responded to the Questionnaire designed for the purpose of the present study are fourteen departmental canteens. 5-5-2Profile of departmental canteens surveyed The departmental canteens which have replied the questions in the 50 question Questionnaire are from the defence units, the railway organisation, a public sector undertaking and an industrial unit. The two departmental canteens in the defence

establishment are RDE (Engg) Dighi. The Base camp unit is in the Army Headquarters and its departmental canten caters to the needs of the members of this unit. The other unit is a research and development unit of the defence development wing, mainly doing work in the engineering research and it is situated in Dighi, which is now a part of Pune metropolitan region. The catering requirements of the staff of this research unit in engineering are met by the departmental canteen attached to this unit and located on its premises. There are two establishments in the railway organisation which have the departmental canteens attached to them. Pune has recently been made a divisional railway headquarters but from the introduction of the railways in this part of the country, Pune was an important halt for all south- bound railway passengers. Mumbai Bengaluru and Mumbai Chennai routes operate through Pune railway station, though now Konkan Railway has opened an alternative route to commuters desirous of travelling to south. Now the gauge conversion has taken place but till then Pune was the terminal station for the meter guage railway. This being the case the catering facilities were most in demand at Pune railway station. The railway catering service has departmental canteens at Pune railway station. This facility is available for all the twenty four hours. The catering service is of multi cuisine pattern offering South Indian, Punjabi, Continental and Chinese vegetarian and non vegetarian items. It is a fine catering establishment of the departmental canteen category and the survey conducted for this study has covered these departmental canteens of Railway Departmental catering at Pune station. The South Contral Railway departmental canteens are located at Ghorpadi in Pune area. This suburban station in Pune has a loco shed for the maintenance of diesel engines round the clock. The staff at this servicing centre needs catering facilities and therefore the departmental canteen service is made available to them almost for the entire duration of their working hours. The departmental railway canteens cover the two categories of general public utility catering and staff catering units. The remaining departmental canteen are situated in Pimpri Chinchwad area. Greaves India is a subsidiary of Ruston Greaves company situated in the Pimpri Chinchwad industrial belt of the Pune region. This company runs the company owned departmental canteens for the catering requirements of the employees working in the three different shifts in the plant and premises of the company that has engineering goods production as its major function. Hindustan Antibiotics Limited is the public

sector undertaking in Pimpri and it is the largest life saving drug production unit in the country. The high turnout of the plant workers and other employees need facilities of refreshment and food and therefore the departmental canteen facilities are made available by the company management on the premises of the company in Pimpri. The shifts are run in the company and the same pattern is followed in the departmental canteens of the company. These are the fourteen departmental canteens surveyed in the present study through the responses to the questionnaire and a brief profile of these departmental canteens is offered in this section and thus the ground is prepared for the presentation, interpretation and analysis of data related to the administration and management of the industrial and departmental canteens in and around Pune during the span of five years from 1998 to 2002.

Chapter SIX: ANALYSIS AND INTERPRETATION