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 post-
production 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 the
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 self-
evaluation 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 co-
ordinated 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.
For
Furniture
Total
(1) (2) (3) (4) (5)
A 12,000 3,000 5,000 20,000
B 9,600 2,400 4,000 16,000
C 7,200 1,800 3,000 12,000
D 6,000 1,200 2,000 9,200
Types of Tiffin Rooms
A 500 200 - 700
B 500 200 - 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 To Whom Quantity entitled
1. Set of coat, pant & cap, drill
white cotton
Bearers Three sets per year
2. Set of Bush – Shirt Pant,
Apron and Cap Drill grey/ light
blue cotton
Halwais, Cooks, Asst. Halwais,
Asst. Cooks, their helpers and
Coffee/ Tea makers
Two sets per year
3. Set of overall, pant, cap, drill
grey, light blue cotton
Wash Boys Two pairs per year
4. Set of Bush – Shirt pant and
cap, Drill Khaki cotton
Sweepers Three pairs per year
5. Shoes canvas white coloured Bearers Three pairs per year
One pair per year
6. Jerseys woolen
(at winter stations)
All the above employees. One per three years
7. Gum boots common size 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 B C D A B
1. Manager 1 1 1 - - -
2. Asstt. Manager – cum – store –
Keeper
1 1 - - - -
3. Manager – cum Salesman - - - 1 - -
4. Counter Clerk/ Salesman/
kitchen Clerk
2 1 1 1 1 -
5. Coupon / Reserve Clerk 1 1 1 1 - -
6. Halwai 1 1 1 1 - -
7. Asst. Halwai 1 - - - - -
8. Cook 1 1 - - - -
9. Tea/ Coffee Maker 1 1 1 1 1 1
10. Bearer 7 5 3 2 - -
11. Wash boy/ Dish cleaner 2 2 1 1 1 1
12. Sweeper 1 1 1 - - -
19 15 10 8 3 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
A group of more than Two
‘A’ Type Canteens
13. General Manager 1 1
14. Deputy General
Manager
- 1
15. Accountant 1 1
16. Cashier 1 1
17. Store – Keeper 1 1
18. Internal Auditor (Part – time) (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, Co-
operation, 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