Case Studies

Back-of-House Technology Evaluation & Selection Project

2 minute read

The Client

A food service management company serving 200+ locations

The Challenge

The client had implemented a back-of-house (BoH) technology solution for recipe management, menu planning, procurement, and inventory. However, the system failed to deliver ROI due to low adoption, poor alignment with daily operations, and insufficient implementation planning. Staff at all sites reverted to manual workarounds, creating inefficiencies and significant food waste.

Key pain points included:

  • Disconnected processes between menu planning, procurement, and inventory
  • High food waste caused by poor planning and lack of visibility
  • Frontline dissatisfaction with the current system
  • Limited business-led technology selection experience

The Solution

The client engaged Catena Solutions to lead a business-first technology evaluation and selection that bridged the gap between operations and IT. Our approach ensured the chosen solution addressed real-world needs, reflected end-user input, and laid the foundation for a successful implementation.

Activities and deliverables included:

  • Requirements Gathering: Conducted site visits and SME interviews to capture critical operational needs
  • Scoping & Requirements Document: Prioritized functional requirements across multiple business areas
  • RFP Development: Created a robust RFP framework and finalized vendor selection criteria
  • Vendor Shortlist: Identified top candidates based on initial evaluations
  • Demo Script & Scorecards: Developed standardized demo scenarios and blind scoring templates
  • Evaluation Process: Facilitated evaluation demos, collected scores, and consolidated feedback
  • Implementation Planning: Outlined a phased, waterfall-style plan with resource needs and timelines
  • Process Design: Drafted and refined process maps for recipe management
  • Governance & Communication: Led weekly updates, stakeholder workshops, and steering committee reviews
  • Strategic Contributions: Identified opportunities for process improvement and data cleanup

Our team’s experience with large-scale food service and logistics organizations helped enable a tailored approach that balanced strategic planning with operational realities.

The Benefit

  • End users actively engaged in the evaluation process, ensuring buy-in across all levels
  • Renewed trust in technology and alignment between business users and IT
  • Streamlined procurement and inventory workflows across all sites
  • Clear governance and communication structures for future technology initiatives
  • Projected significant reduction in food waste due to improved planning
  • Increased efficiency and consistency in daily operations

“I could not be more pleased with the value you’ve added on this front; I wish we had talked to you two years ago.” – Senior Operations Executive

Facing any similar challenges? Contact us to discuss how Catena Solutions can help.

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