Seasonal & Substitution Decision Worksheet

{ "Title": "Seasonal & Substitution Decision Worksheet", "IntroductionHtml": "

When an ingredient becomes scarce, expensive, or unavailable, ad-hoc substitutions can degrade quality, slow production, or surprise guests. Use this worksheet to evaluate substitutions consistently so you can make decisions that protect food quality, cost, and service.

How to use: answer each field, assign the suggested scores, and use the guidance below to reach a recommendation. Save the decision so teams can reference the rationale, supplier steps, and communication templates.

Quick scoring guidance

• Sensory impact: None=0, Minor=1, Moderate=2, Major=3
• Cost delta: <2% = 0, 2–5% = 1, 5–15% = 2, >15% = 3
• Operational complexity: None=0, Minor=1, Moderate=2, Major=3
• Lead time / availability: Available now=0, Short delay=1, Moderate delay=2, Long/unreliable=3
• Allergen or safety risk: No=0, Potential=3

Sample interpretation: total score 0–3 = green (go), 4–6 = caution (test or limit), 7+ = high risk (avoid or remove until resolved).

Templates (copy & adapt)

Vendor inquiry:
"Hi [Vendor], we need [ingredient] for [menu items]. Are current supplies constrained? Can you confirm lead time, available alternatives, and pricing if substitutions are needed? Please respond with options and ETA."

Guest messaging (for menu boards or server notes):
"Today's [dish] uses a seasonal variation of [ingredient]; expect the same great flavor with slightly different texture. Ask your server for details."

", "SubmitLabel": "Save decision", "SuccessMessage": "Substitution decision saved. Share the recommended action with purchasing, kitchen leads, and front-of-house as needed.", "DataType": "SeasonalSubstitutionWorksheet", "SchemaVersion": 1, "Fields": [ { "Key": "IngredientName", "Label": "Ingredient / Item to substitute", "FieldType": "text", "HelpText": "e.g., Heirloom tomatoes, Meyer lemons", "Required": true }, { "Key": "Date", "Label": "Date", "FieldType": "text", "HelpText": "YYYY-MM-DD or shift/date", "Required": true }, { "Key": "ReasonForSubstitution", "Label": "Reason for substitution", "FieldType": "textarea", "HelpText": "e.g., supplier shortage, price spike, seasonal availability", "Required": true }, { "Key": "MenuItemsAffected", "Label": "Menu items affected", "FieldType": "textarea", "HelpText": "List dishes, portion sizes, and approximate weekly volume", "Required": true }, { "Key": "SensoryImpact", "Label": "Estimated sensory impact", "FieldType": "select", "HelpText": "How much will taste/texture/appearance change?", "Options": [ {"Value": "none", "Label": "None (no noticeable change)"}, {"Value": "minor", "Label": "Minor (subtle difference)"}, {"Value": "moderate", "Label": "Moderate (noticeable but acceptable)"}, {"Value": "major", "Label": "Major (will change the dish experience)"} ], "Required": true }, { "Key": "CostDeltaPercent", "Label": "Cost change (%)", "FieldType": "number", "HelpText": "Estimated percentage change in ingredient cost (positive or negative)", "Required": true }, { "Key": "SupplierLeadTimeDays", "Label": "Supplier lead time / availability (days)", "FieldType": "number", "HelpText": "Expected delay or days until available", "Required": true }, { "Key": "OperationalComplexity", "Label": "Operational complexity", "FieldType": "select", "HelpText": "Will the substitution require new prep steps, equipment changes, or training?", "Options": [ {"Value": "none", "Label": "None"}, {"Value": "minor", "Label": "Minor (slight prep change)"}, {"Value": "moderate", "Label": "Moderate (new steps or timing)"}, {"Value": "major", "Label": "Major (new equipment, shift in workflow)"} ], "Required": true }, { "Key": "AllergenSafetyRisk", "Label": "Allergen or food-safety risk", "FieldType": "yesno", "HelpText": "Does the substitute introduce allergen or cross-contamination risks?", "Required": true }, { "Key": "PortionOrRecipeChangesNeeded", "Label": "Portion or recipe changes needed", "FieldType": "yesno", "HelpText": "Will you need to change portion size, cook time, or recipe quantities?", "Required": true }, { "Key": "PricingAdjustmentNeeded", "Label": "Pricing adjustment needed", "FieldType": "yesno", "HelpText": "Will this change require a menu price update to protect margins?", "Required": true }, { "Key": "GuestMessagingRequired", "Label": "Guest messaging required", "FieldType": "yesno", "HelpText": "Will front-of-house or signage need to explain the change to guests?", "Required": true }, { "Key": "FallbackPlan", "Label": "Fallback plan (if substitution fails)", "FieldType": "textarea", "HelpText": "E.g., alternative menu item, temporary removal, limited quantity", "Required": true }, { "Key": "VendorContacted", "Label": "Vendor contacted", "FieldType": "yesno", "HelpText": "Have you asked suppliers about availability or alternatives?", "Required": true }, { "Key": "VendorOptions", "Label": "Vendor options and notes", "FieldType": "textarea", "HelpText": "Record supplier-provided alternatives, pricing, and ETAs", "Required": false }, { "Key": "RecommendedAction", "Label": "Recommended action", "FieldType": "radio", "HelpText": "Choose the recommended operational decision", "Options": [ {"Value": "go_as_is", "Label": "Use current available item as-is"}, {"Value": "use_with_prep_change", "Label": "Use with minor recipe/prep changes (document steps)"}, {"Value": "substitute_alternative", "Label": "Substitute with a named alternative (specify below)"}, {"Value": "remove_temporarily", "Label": "Remove item from menu temporarily"}, {"Value": "test_batch", "Label": "Run test batch(s) before rolling out"} ], "Required": true }, { "Key": "SpecifiedAlternative", "Label": "If substituting, specify alternative(s)", "FieldType": "textarea", "HelpText": "Include supplier, prep notes, and any portion adjustments", "Required": false }, { "Key": "StaffInstructions", "Label": "Staff instructions / standard work", "FieldType": "textarea", "HelpText": "Clear, short steps for cooks and servers (copyable to shift notes)", "Required": false }, { "Key": "GuestMessageDraft", "Label": "Draft guest message or menu note", "FieldType": "textarea", "HelpText": "Suggested wording for servers, signs, or online menu", "Required": false }, { "Key": "OverallRiskScore", "Label": "Overall risk score (0–12)", "FieldType": "scale", "HelpText": "Use the scoring guidance in the introduction to total estimated points", "Required": false }, { "Key": "AdditionalNotes", "Label": "Additional notes", "FieldType": "textarea", "HelpText": "Anything else the team should know", "Required": false } ] }