86’d Items and Product Substitutions SOP

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Procedure #: hb SOP 78

Function: Management Policies

Implementation Date: 011624

Policy/Purpose: Hillman Beer is very intentional about the products that represent the brand.  When a vendor does not have one of the ingredients or products that they customarily do, managers must be diligent in finding comparable items to substitute and notifying their supervisors.  

Procedures:

• In the event that the vendor is out of our spec product the Sous Chef should make every effort to find a substitute that is as close as possible AND approved by the Ops Manager or COO.

1. 1. Any substitutes should be communicated to leadership team as quick as possible, so that the guest experience is not impacted

• If an item is 86’d for any reason, the chef or manager must report the 86’d item and substitution in the “Required Notifications” project in Basecamp.

1. 1. A notification is not required if the substitution can be handled on-site without much disruption.  (Example would be if we ran out rice and a new batch is not ready yet, but we can have more ready within 15 minutes and NOT negatively impact the guest experience; if we have to run to the store to get more rice before we run out, it would still be a required notification since someone went to the store)

1. If an item is not 86’d yet, but you know you will out soon, you should follow the following procedures
   1. Utilize Kitchen Operations in Basecamp to see if another location has extra product. If so, pick up and delivery must be coordinated. Ideally this is not in the day for the day but the next day or two before a truck delivery
   2. If another location does not have a product you should get in touch with your GM who should correspond with the CDC or Ops Manager for next steps. Urgent needs will likely require a trip to the store. Non urgent items can possibly be coordinated with US Foods.

• If the product is expected to be 86’d long-term, the COO and/or Operations manager must work with the vendor to find a suitable replacement in the same price range.

• Any long-term product changes must be approved by the Chief Operating Officer through a tasting and cost analysis.  (See the “Menu (Food) Changes, Additions and & Recipes SOP”)