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Standard Operating Procedures For Mess Management

This document outlines the standard operating procedures for a university mess management group. It defines the roles and responsibilities of the Finance Manager, Procurement team, Quality Evaluation Committee, and Auditor. The Finance Manager is responsible for collecting monthly fees, managing finances, and calling meetings. The Procurement team purchases supplies and shares bills. The QEC ensures quality and equal distribution of food. The Auditor tracks members' daily food units in an Excel sheet and shares it monthly. The SOPs provide guidelines around payments, menu changes, discrepancies, and notifying about units.

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445 views

Standard Operating Procedures For Mess Management

This document outlines the standard operating procedures for a university mess management group. It defines the roles and responsibilities of the Finance Manager, Procurement team, Quality Evaluation Committee, and Auditor. The Finance Manager is responsible for collecting monthly fees, managing finances, and calling meetings. The Procurement team purchases supplies and shares bills. The QEC ensures quality and equal distribution of food. The Auditor tracks members' daily food units in an Excel sheet and shares it monthly. The SOPs provide guidelines around payments, menu changes, discrepancies, and notifying about units.

Uploaded by

shaikhsamsaeed786
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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STANDARD OPERATING PROCEDURES (SOPS)

FOR MESS MANAGEMENT

S. NO. NAME CHARGE


1 Faizal Zulfiquar Mess/Finance Menager (FM)
2 Dildar Ali Auditor
3 Abdul Haseeb, Ali Abkar Shah, & Adnan Procurement
4 Mohammad Sajid & Members QEC

Clause A: Mess/Finance Manager (FM): Responsibilities


1) Fixed amount will be determined in the meeting.
2) It will be transferred to finance manager.
3) Shared amount (screenshot) will be shared on group for record, accountability,
and verification.
4) Amount will be transferred within two days after the disbursement of salary.
5) In case, a member fails to transfer amount, member has to request FM for
extension. FM may also inquire about delay.
6) In case of unjustified delay, case may be referred for discussion, in meeting,
called by any member/FM.
7) FM shall calculate total amount of units/day; and will share to auditor to insert in
sheet.
8) In the last week, to efficiently manage monthly fixed amount, FM reserves the
right to change menu without consent of members.
9) FM may be required to present and defend inured amount/balance sheet at the
end of month.
10) In case of discrepancy, after two days, at the end of month, FM shall not be
liable to justify incurred balance.
11) FM shall call meeting and decision shall be taken by vote of sitting (members)
majority.
12) No amount will be given/transferred to cook/member.
13) Clauses not mentioned here are subject to discussion and verbal approval.

Clause B: Procurement: Responsibilities

1) To buy ration or other edibles with committee member(s)/any other member(s).


2) To share bills of purchased goods with FM.
3) Procurement may determine fixed cost after purchase.

1
Clause C: QEC: Responsibilities
1) To inform about quality compromise to FM/Group.
2) To ensure/get ensure equal distribution.
3) To ask/designate any member to perform his duty in his absence or presence.

Clause D: Auditor: Responsibilities

1) To insert fixed units into the Excel sheet (probably after dinner).
2) To share sheet at the end of month.
3) To check, verify, correct units, in case of discrepancy.
4) If any member don’t want to have a unit, he will notify auditor in group/text
personally by 5:00pm during office days and by 9:00am on the first working day
(on Monday/after holidays).
5) In case food has already been cocked or purchased, member will be served even
after closing unit(s).
6) Every member reserves the right to inform auditor about units being consumed
by non-members/uninformed unit(s).
7) Auditor shall verify information given under clause D (6), and charge unit
accordingly.
8) Auditor reserves the right to explain and interpret SOPs and inculcate new SOPs
after minutes.
9) Cooked food shall not be served to non-members, in case it has been served to
any non-member the unit/full day cost with fixed cost shall be charged because
the non-member has been/will be cosnidered member.
10) Menbers/non-members are requested to avoid fixing food being cooked for
mess, such members can ask shef to cook separately any thing for them with
their own groceries.

Glossary Terms:

1) Group refers to WhatsApp group/member.


2) Month refers to end of amount, vacation, and official duties etc.
3) SOPs refer to Standard Operating Procedures or Points.
4) Minute(s) refers to minutes of meeting (verbal/written).

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