Training Site-based managers and supervisors Participant’s Workbook Intro Training Site-based managers and supervisors Participant’s Workbook Upper right corner reference to corresponding Workbook Lesson

Training Overview Financial Management Production Records Forecasting Intro Training Overview Financial Management Production Records Forecasting Menu Item Costs Product Screening Meal Equivalents Labor Costs

Intro Comfort Level

Intro Pre-Assessment Place an identifier on the top right corner of the handout. The same identifier will be used at the conclusion of the training on the post-assessment. Activity: Pre-Assessment

Intro Icebreaker What do you believe is the greatest training need when understanding financial management principles? Activity: Icebreaker

USDA Professional Standards and Learning Objectives Intro USDA Professional Standards and Learning Objectives Handout: USDA Professional Standards and Learning Objectives

Intro Terms and Definitions You may want to flag this section for it will be used throughout the training. Handout: Terms and Definitions

Importance of Financial Management Intro Importance of Financial Management What financial management tools or processes contribute to a financially sound school nutrition program?

Budget Manager’s Role Participate in preparation and review process Lesson 1 Budget Manager’s Role Participate in preparation and review process Keep budget on file Evaluate income and expenditures Amend budget as necessary

Financial Management Practices Lesson 1 Financial Management Practices Indicators are analyzed regularly Prices based on program relations and established criteria Financial records are submitted regularly and cross-checked Compare expenditures to revenues Participation is analyzed monthly

Expenditures Food costs Labor costs Supply costs Transportation Lesson 1 Expenditures Food costs Labor costs Supply costs Transportation Purchase services Indirect costs

Internal Control Written policies and procedures Lesson 1 Internal Control Written policies and procedures Authorized individuals Monitored by an independent review Trained employees

Financial Management Skills Lesson 1 Financial Management Skills Competencies Knowledge Skills Activity: Self-Assessment

Menus How far in advance do you plan your menus? Lesson 1 Menus How far in advance do you plan your menus? What are the benefits of planning menus well in advance?

Stock-Keeping Units (SKUs) or Product Code Lesson 1 Stock-Keeping Units (SKUs) or Product Code Multiple uses for the same product Example: each flavor of juice has a different SKU Best practice - reduce SKUs

Lesson 1 Reducing SKUs What are some benefits of reducing SKUs or the number of products that are in your inventory?

Recipes Tried, adapted, and retried several times Lesson 1 Recipes Tried, adapted, and retried several times Recipe produces the same good results and yield every time Specific quantity for each ingredient and portion size Activity: Standardized Recipes

USDA Foods Meet meal pattern requirements Lesson 1 USDA Foods Meet meal pattern requirements Coincide with the principles in the Dietary Guidelines for Americans Add variety to the school menu Provide cost savings to the SNP

Food Production Records Lesson 2 Food Production Records Are a requirement Must be maintained to demonstrates required food components Available for state and federal review Are used to document reimbursable meals Keep for three years plus the current year Evaluate how menu items contributed to meeting nutrition standards

Production Record Value Lesson 2 Production Record Value Used to forecast product estimates Provides historical data (forecasting) Identifies excessive labor Identifies potential waste Identifies unfavorable items

Production Record Required Elements Lesson 2 Production Record Required Elements Refer to handout Handout: Required Elements of a Food Production Record Activity: Lunch Production Record Worksheet

Forecasting What does forecasting include? Lesson 3 Forecasting What does forecasting include? Have you ever noticed a situation where the production record identified a particular quantity to be prepared and the staff produced just a little extra?

Financial Control in Food Preparation Lesson 3 Financial Control in Food Preparation Batch cooking Food preparation Portion control Reduce waste Activity: Forecasting Worksheet

Lesson 4 Menu Item Costs Amount of food to purchase

Lesson 4 Food Buying Guide

As Purchased (AP) and Edible Portion (EP) Lesson 4 As Purchased (AP) and Edible Portion (EP) AP refers to the weight of the product as it exists when purchased. EP refers to the part of the product that can be consumed. Activity: Purchasing Decisions Worksheet

Screening Products Preapproved equal products Lesson 5 Screening Products Preapproved equal products Full and open competition AP weight is greater than EP weight. Handout: Product Screening Chart

Sample Screening Evaluation Tool Lesson 5 Sample Screening Evaluation Tool Paper screening Appearance screening Taste screening Activity: Hummus Evaluation Tool

Lesson 6 Inventory Inventory turnover

Lesson 6 Inventory Methods Perpetual Physical

Single Inventory Concepts Lesson 6 Single Inventory Concepts Value of USDA Foods

Receiving Foods Quality Costs Lesson 6 Handout: Inventory Good Practices Handout: Storage Area Good Practices

Value of Inventory Purchase price Replacement cost Weighted average Lesson 6 Value of Inventory Purchase price Replacement cost Weighted average

Lesson 6 Inventory Turnover Greater inventory turnover, the more efficient the operation

Food Costs Standard operating procedures Inventory levels Product Lesson 6 Food Costs Standard operating procedures Inventory levels Product Timely manner Activity: Inventory Turnover Worksheet

Par Stock Levels Predetermined inventory Lesson 6 Handout: Inventory Good Practices Handout: Storage Area Good Practices

Theft and Fraud Prevention Lesson 6 Theft and Fraud Prevention Review practices and procedures Minimize the risks Prevention Handout: Theft Prevention Handout: Cash Handling Procedures Good Practices

Lesson 7 Food Costs What are ways to reduce food costs?

Lesson 7 Meal Equivalents Check with your State Agency

Equate Meals to a Standard Lesson 7 Equate Meals to a Standard Not a unit production Calculation

Meal Cost meal Equivalent Calculation Lesson 7 Meal Cost meal Equivalent Calculation Benchmark financial performance Activity: Meal Equivalent Worksheet

Per Meal Costs Calculate total expenditures Lesson 7 Activity: Per Meal Cost Worksheet

Lesson 8 Labor Costs What are some ways to control labor costs?

Lesson 8 Staffing Proper number of workers to complete all tasks

Scheduling Most important factor in controlling labor costs What are some implications of poor scheduling?

Full-Time Equivalents (FTE) Lesson 8 Full-Time Equivalents (FTE) Measured used to translate numbers of hours worked into full-time equivalent hours Activity: FTE Calculations Worksheet

Meals Per Labor Hour Productivity index Lesson 8 Meals Per Labor Hour Productivity index What are some reasons for reducing labor costs? What are some ways to increase participation or MLPHs? Activity: Meals Per Labor Hour Worksheet

Conclusion Financial Management Production Records Forecasting Lesson 8 Conclusion Financial Management Production Records Forecasting Menu Item Costs Product Screening Meal Equivalents Labor Costs

Thank You! Post-Assessment Evaluation Lesson 8 Handout: Post-Assessment and Evaluation

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