Production Worksheets How To Complete Production Worksheets and Production Records TELL: Welcome to the Food Services Production Record training. Thank you for being here today. My name is ________. NEXT SLIDE Provided by the LAUSD Food Services Division 01.29.2015

Overview The production record serves as a planning, forecasting and communicating tool that is based upon: The “Food Buying Guide” Product descriptions Standardized recipes Provides documentation of how the meals meet the meal pattern requirements under the Traditional Food Based Menu Planning (TFBMP) TELL: The production record serves as a planning, forecasting and communication tool for food service staff that is based upon the Food Buying Guide, product descriptions, standardized recipes and the menus. The production records provide documentation of how the meals meet the meal pattern requirements under the Traditional Food Based Menu Planning (TFBMP). NEXT SLIDE

Purpose The production record validates that meals claimed for reimbursement follow the menu, as required under Federal Regulations. Production Records also support that there was a sufficient amount of food items and/or components for the meals that are claimed for reimbursement. TELL: The production record validates that meals claimed for reimbursement follow the menu, as required under Federal Regulations. Production records also support that there was a sufficient amount of food items and/or components for the meals that are claimed for reimbursement. NEXT SLIDE

Objective Understand the purpose and importance of the Production Record How it provides written history of the meals prepared, served and leftover A tool used to communicate your plan to your staff Know what specific information is required to complete the production worksheet Who is responsible What needs to be recorded Where and when to record the information Essential part of recordkeeping TELL: The objectives for this class are to understand the purpose and importance of the production record. We will learn how it provides a written history of the meals prepared, served and are leftover. It is a tool used to communicate the plan to your staff team members. We will also discuss what specific information is required when completing the production worksheet; who is responsible for completing the tasks, what needs to be recorded on the production worksheet, where the information is to recorded and when it needs to be done. At the completion of this training, you will understand the entire process and know that both the production worksheet and production record are an essential part of recordkeeping. NEXT SLIDE

Production Worksheet and Production Record Example TELL: Here are examples of the Production Worksheet and a completed Production Record. The production worksheet is on the top and the production record is directly underneath the production worksheet. Let’s review each report and there differences. Both forms have the same 13 columns. Let’s start with the first column. The “Recipe Number” specifies the exact recipe and products to be used. Once you forecast the menu, the recipe number is pre-populated onto the form. All food items, including the condiments are identified by a recipe number. The “Food Item Description” indicates the name of the food items and a description of its type of packaging. For example; canned, frozen, whole wheat, case package size, etc. The “Total Projected Servings” is the combined figure determined for the projected reimbursable meals, adult meals, employee meals, and a la carte food items. The “Portion Size” is the required amount, designated quantity or size that needs to be served to meet the meal pattern requirements. The “Portion Cost” is the cost of the portion of the food item as it is served on the menu. The CMS calculates the portion cost. The “Inventory Used” represents the amount of each food used at a particular service period and CMS also calculates these amounts. The “Amount Prepared” is the actual number of each item that was either prepared, dished, or panned. In the “Adults Served” column, you will record the number of adult meals served; including employee meals. Under the “Non-Reimbursable/A la Carte” column record the number of food items that were sold as an a la carte item to students. Any dropped trays or burnt food items would be recorded in this column as well. In the “Student Meal Portions” column you would not enter any information, CMS will calculate the total for you. The “Amount Leftover” is the amount of each food item remaining after the meal service is over. The “Amount Used” is the combined amount of each menu item served to students, cafeteria staff and other adult staff. The “Cost of Amount Used” is the grand total amount of each food item used. This is generated by CMS after entering the information from the production worksheet into the CMS production record. NEXT SLIDE

Production Worksheet and Production Record Content The following information is provided on the Production Worksheet and Production Record: Recipe Number Food Item Description Total Projected Servings Portion Size Portion Cost Inventory Used Cases, Units, Servings Broken Amount Prepared Adult Served Includes employee meals Non-Reimbursable/ A la Carte Includes dropped trays and burnt food items Student Meal Portion Available Amount Leftover Amount Used Cost of Amount Used TELL: As a recap, the listed information is documented on the production worksheet and production record. On the next slide, let’s take another look at the production worksheet. NEXT SLIDE

Production Worksheet Example TELL:. Now that we are familiar with the individual columns on the Production Worksheet, let’s discuss the upper section of the Production Worksheet. The heading will be pre-populated with the name of the school, the date, the serving period and Offer Versus Serve information. You will need to complete the “Number of Reimbursable Meals” and the “Total Meals Served” at the completion of each meal service period. Food Service staff will need to fill out the production worksheet daily for each meal service. The gray shaded columns; 5 “Portion Cost”, 6 “Inventory Used”, 10 “Student Meal Portions Available” and 13 “Cost of Amount Used” do not need to be filled out. CMS will automatically calculate this information on the Production Record after you transfer the information from the Production Worksheet into the CMS Production Record. NEXT SLIDE

Production Record Example TELL: In this example of a completed Production Record. You can see the gray shaded columns #5, #6, #10, and #13 were competed in CMS after the information was entered from the Production Worksheet into the CMS Production Record. ASK: Does anyone have any questions or require any further explanations on what we have covered so far? NEXT SLIDE

Creating CMS Production Worksheets Step by Step There are three steps in the process to create production worksheets: Step 1: Select Back of the House Step 2: Select Production Step 3: Select Create Production TELL: There are three steps in the process when creating production worksheets in CMS. All three steps must be followed; to ensure the production worksheets are created correctly. Let’s explore each of the steps individually using actual screen shots from CMS. NEXT SLIDE

Step 1: Select Back of the House TELL: The first step is to access “Back of the House”. The “Back of the House” icon is located on the bottom tool bar. Single click on the icon and that action will grant you access to “Back of the House”, leading you to the next step. NEXT SLIDE

Step 2: Select Production TELL: To manage all of your available food production tasks, locate the “Production” tab and single click. This action will lead you to the next step. NEXT SLIDE

Step 3: Select Create Production TELL: We are now at the third step. Select the “Create Production” tab and click. NEXT SLIDE

Step 3: Select Create Production, cont. Select Serving Periods - All Select Sites - Individual Select the Correct Date Range Select Create Production TELL: Remember to select the “All” button under “Select Serving Periods”. Moving to the right; select the “Individual Button” under “Select Sites”. Select all sites that require creation of Production Worksheets. Directly below those choices you will see the “Select Date Range” section. This section utilizes drop down buttons that will reveal a monthly calendar. To select the starting day of your Production Worksheet; click on the down arrow in the “From” date range . To select the last day of your production worksheet click on the down arrow in the “To” section. After the date range has been selected click on the “Create Production” button. NEXT SLIDE

Step 3: Select Create Production, cont. TELL: A pop up message will appear letting you know how many Production Records have been created and can now be edited. Click the “OK” button. This action will cause the message to disappear. At this point click the “Close” button and it will automatically direct you to the “Back Of The House” home screen. NEXT SLIDE

How to Preview the Production Worksheet TELL: Now that we have created our Production Worksheets we are now ready to preview the Production Worksheets. Similar to the previous slide the date range utilizes drop down buttons that will reveal a monthly calendar. To select the starting day of your Production Worksheet; click on the down arrow in the “From” date range . To select the last day of your Production Worksheet click on the down arrow in the “To” section. Select the correct dates using the drop down menu. Once the dates have been corrected we are now ready to move onto the next step. NEXT SLIDE Select the correct date range

How to Preview the Production Worksheet (cont.) 2 1 TELL: It is crucial that you select “CA” for the report format. Do not use the Default report format, as it is not approved by the state of California. ASK: How many of you are using the default report? TELL: If you are still using the default Production Worksheet, we ask you to go back to your school and change to the CA format immediately. Once we have finished selecting the CA report format, click the “Preview” button in the upper left hand corner. This action will open up for the first breakfast Production Worksheet for the date range selected. To view the remaining Production Worksheets for any serving periods, you can click on the specific date. NEXT SLIDE Remember to select CA for the report format

Example of Production Worksheet with Populated Information TELL: Here is an example of a Production Worksheet with populated information. ASK: Who can tell me where the figures in column 3 “Total Projected Servings” come from? SOLICITE RESPONSES: Ask a few people to submit answers to the questions. INSTRUCTOR: Thank those who have participated. Provide the correct answer if none were provided. TELL: After you have completed your EZ steps; the heading, Recipe Numbers, Food Item Description, Total Projected Servings and Portion Size information will be automatically populated by CMS. NEXT SLIDE

Trouble Shooting Missing Production Worksheets Review and verify you selected the correct criteria: Serving Period Site Date Range Confirm you have completed: EZ Steps Menu Plan Quantities before creating production worksheets If you confirm all correct steps have been followed and still find missing Production Worksheets Submit a peregrine ticket TELL: You are required to review you Production Worksheets to ensure all have been created. In the event you find some or all Production Worksheets are missing, you will need to trouble shoot what could have caused the error. Review and verify you selected the correct criteria, serving period, site and date range. Confirm you have completed your EZ Steps and/or Menu Plan Quantities before you created your Production Worksheets. If you confirm all correct steps have been followed and still find missing Production Worksheets, submit a peregrine ticket for further assistance. NEXT SLIDE

Completing The Production Worksheet The “Amount Used” indicated on the Production Worksheet may not match the Meal Counts Report. The “Amount Used” is not transferred to the “Meal Revenue” tab. 255 10 5 75 180 TELL: Let’s discuss how to accurately complete the Production Worksheet. The “Amount Prepared” is the actual number of each item that was either prepared, dished, or panned. In the “Adults Served” column you will record the number of adult meals served, including your employee meals. Under the “Non-Reimbursable/A la Carte” column record the number of food items that were sold as a la carte items to students and include any dropped trays or burnt food items here. Also, included is any non-reimbursable meals: alternate, second meals or a student declined to take a complete meal and the items were sold a la carte. In the “Student Meal Portions” column record the actual number of portions that are available to students. The “Amount Leftover” column is the amount of each food item remaining after the meal service is over. The “Amount Used” column is the amount of each menu item served to students. The “Cost of Amount Used” is the grand total generated by CMS for the food items used. NEXT SLIDE Adults Served: Cafeteria staff and faculty meals Non-Reimbursable/a la Carte: Dropped, burnt, alternate meals and students a la carte sales Amount Used: The amount prepared minus the leftovers is the amounts used

Item Counts: Transferring Production Worksheet Data Into CMS Never enter any information into the “Served” column, CMS automatically calculates the quantities. TELL: Transfer all written information from the completed and verified Production Worksheet into the CMS Production Record located under the “Item Counts” tab. The “Item Counts” tab is the default screen after you select the date of meal service. You do not need to enter any number in the “Served” column as CMS automatically calculates the quantities. NEXT SLIDE

Leftover Code If you have leftovers select the correct “Leftover Code” Freeze – This code is not utilized Refrigerate - This code is not utilized Serve Next Day –Leftovers suitable for re-service According to SOP and ServSafe requirements Dispose Of – Leftovers not suitable for re-service Return To Stock - Milk, Non-perishable food items This sends items back into inventory Served as Seconds – This code is not utilized TELL: Once the meal period is over, you need to document all leftover quantities and indicate the correct leftover code. The following leftover codes Freeze, Refrigerate, and Served As Seconds are not utilized. You must determine whether the menu items is going to be “Disposed Of”, “Return to Stock”, or “Serve Next Day”. Food items return to stock or served the next day must meet safety requirements according to the SOP and ServSafe requirements. Note that if there is any leftover milk suitable for re-service, you need to select “Return To Stock”. ASK: You have 20 leftover sandwiches with an internal temperature of 40 degrees. Raise your hand if you know the correct “Leftover Code”? SOLICITE RESPONSES: Provide a few people to submit answers to the questions. INSTRUCTOR: Thank those who have participated. The leftover code would be “Serve Next Day” because the items are suitable for re-service. INSTRUCTOR: On an individual basis, if the class has not grasped the concept, give additional example as needed. NEXT SLIDE

How To Remove An Item Highlight the item you want to remove by clicking it once with your mouse Select the “Remove Item” tab at the bottom of your production record TELL: Sometimes you have an item you need to remove from the Production Record. This can be done by selecting the item to be removed. Once the item is selected by clicking anywhere on the row, the row will be highlighted a gold color. When you see the row highlighted in gold, select the “Remove Item” at the bottom of the Production Record. The action will remove the item and you won’t see it listed any more. NEXT SLIDE

How To Add An Item Click the “Add Item” button at the bottom of the production record Search for the item using either “Item ID” or “Description” TELL: You may need to add an item to the Production Record. To add an item you need to click the “Add Item” button at the bottom of the Production Record. The example displayed shows the button outlined with a red box. After you click the “Add Item” button, the “Add Item to Production” window will appear. At this point, you will search for the item using either the “Item ID” or “Description”, the preference is yours. NEXT SLIDE

How To Add An Item, cont. Servings to Add: Serving Size: Enter the number of servings you need to add to production Serving Size: Quantity – Is always entered as 1 Measure – Select the description based on the recipe TELL: Enter the number of servings you need to add to the production, this will be the amount you will need to prepare for service. Serving size- Quantity is always entered as 1. Measure is selected the description based on the recipe serving size. Serving size could be 1 each, 1 serving or a specific disher size. Please note you would never select the whole case. ASK: What do you think would happen if you selected the case? SOLICITE RESPONSES. Thank those for participating. TELL: It would increase the porting cost on the production record report. This is the most commonly made error and easily avoided by selecting correct description based on the recipe. NEXT SLIDE

Meals/Revenue Select the Meals/Revenue tab and enter the following information: All: Total number of reimbursable meals served Other: A la carte, dropped, burned, theft, alternate meals, etc. Others: Leave blank (Not utilized) Adults: Total number of faculty meals sold Employee: Total number of foodservice staff meals The “Total Meals” will be automatically calculated TELL: Reimbursable meals are based on actual student meals served at POS terminals, not from your production worksheet count. The Meals/Revenue tab has 6 fields to enter information from the meal count report. The “All” field is the total number of reimbursable meals served. The “Other” field records the combined total of A la carte, dropped, burned, theft and alternate meals. The “Others” field is left blank and not utilized by LAUSD. The “Adults” field total is the number of faculty meals sold. The “Employee” field is the total number of foodservice staff meals. The “Total Meals” field will be automatically calculated by CMS. NEXT SLIDE

Meal Counts Report and Meals/Revenue The information from the Meal Counts Report is transferred to the Meals/Revenue 804 2 4 1 811 TELL: The information from the Meal Counts Report is transferred to the Production Record Meals/Revenue. Select the date range and meal service period you will review to find the meal counts that will be entered into your Meals/Revenue tab in the Production Record. This report reflects the terminals that were used for service. It will provide the full pay, reduced, and free meal totals served at each terminal. Employee and adult meals are also included in this report. It’s imperative that you review the meal counts report to ensure all terminal that were used for service were communicating and accurately recorded all meals served. If you notice a terminal did not communicate, you will need to “push communication” from both the POS terminal and manager’s computer. If the terminal is still not communicating the meal counts, go to the terminal and view the meal count report. Let’s learn how to correctly complete the Meals/Revenue tab. Using the two examples on the screen, we will be taking information from the “Meal Counts Report” and transferring the information to the “Meal/Revenue” tab – “Meals Served” area of the Daily Production. These areas on the example are indicated with a red box. Starting with the lunch total in the “Reimbursable Totals” column on the Meal Counts Report, enter the lunch count of “804” meals into the “All” field in the “Meals Served” area. The “Other” field in the Meals Served area is the combined total of all dropped, burned, theft and alternate meals from your Production Worksheet, along with the information from your CMS Student A la Carte Sales. In our example the combined total is “2” meals. The “Others” field in the “Meals Served” area is not used by LAUSD and remains as a “0”. Take the lunch total in the “Adult” column on the Meal Counts Report, and enter the lunch count of “4” meals into the “Adult” field in the “Meals Served” area. Lastly, you will take the lunch total in the ”Employees” column on the Meal Counts Report, and enter the lunch count of “1” meal into the “Employee” field on the Meals Served area. The “Total Meals” in the “Meals Served” area will be automatically populated from CMS. NEXT SLIDE

Daily Comment/Menu Select the Daily Comment/Menu Tab and enter the following information: Menu Week Menu Day Comments – Transfer all documentation in the comments section from the Production Worksheet Calendar – Must represent daily menu TELL: The Daily Comment/Menu Tab is used to document any issues or irregularities for the days meal service. To record information for a specific day select the “Menu Week” and enter the weekly menu cycle you are using. Schools are on a two week menu cycle and depending on the week the menu reflects you will either enter a 1 or 2. If you are unsure of your weekly menu cycle, please contact your Nutrition Specialist per your ESC to obtain the information. In the “Menu Day” field you must enter the number of the day of the week. For example Monday: 1, Tuesday: 2, Wednesday: 3, Thursday: 4 and Friday 5. In the “Comments” field you will transfer all documentation written in the comments section on the Production Worksheet. The “Calendar” section will be prepopulated in CMS with the menu for the day. If changes to the menu were made, update the information in the “Calendar” field to reflect the menu served for the day. NEXT SLIDE

Complete Production To finish the process, you will need to select: Update Inventory Complete Production TELL: To finish the process, you will need to select both, the “Update Inventory” and “Complete Production” boxes at the bottom right hand corner of the screen. You will still have the ability to go back and make any changes if needed. NEXT SLIDE

How to Review Production Record Report 2 3 TELL: At this point of the process, we need to validate that the information that was entered in the Production Record is correct. There are a few steps for this process. Step 1: Click on the “Report” button located at the lower right hand of the screen. Step 2: Select the “Production” button in the upper left hand corner of the screen. Step 3: Select the “Production Records” option. When selected, it will highlight in blue. Double click on this item. NEXT SLIDE 1

How to Review Production Record Report (cont) 6 4 TELL: After double clicking on the “Production Records” option. A new screen will pop-up. Continuing the process, let’s move to Step 4 and select the “Production Dates”. Using the drop down button, choose the correct date range. Step 5, ensure the “Report Format” is selected as “CA”. It is imperative that you do not select the default option. The default option will change the report format. Step 6, is the last step, click “Preview” to view the Production Record report. NEXT SLIDE 5

Red Flag Factors Review the Production Record Report for red flag factors Incorrect portion sizes will increase the portion cost Dollar amount that are excessive in the cost of amount used Input errors transposed from data entered from the production worksheet These errors cause incorrect costs on the Profit and Loss Report Make any correction immediately TELL: This is an example of a completed Production Record report. Review the Production Record Report for any red flag factors. A few of the red flag factors could include; incorrect portion sizes that result in and an increase to the portion cost. Dollar amounts that are excessive in the “cost of amount used” column, indicating an error caused by the incorrect portion size selected and or the amount used. Errors could also be made when transferring written data from the production worksheet to the production record. These errors can cause incorrect costs to the Profit and Loss Report. If you do have mistakes, make the correction immediately so you won’t forget to make the adjustments later. As shown in the example above highlighted in red, the portion size was entered incorrectly as 1 case rather than one each; therefore, the “Cost of Amount Used” became $247.90. Once you review your production record, verify information and if correction need to be made, go back and make those correction. NEXT SLIDE

Questions? TELL: Any question? Thank you for attending today’s training.