Production Record Slide Show Tutorial Indiana Department of Education Office of School and Community Nutrition This webinar will explain why production records are required and useful. Then we will complete a sample using the State Agency’s production record form.

Featured on this slide is the State Agency’s Food Production Record Form.

Why Production Records Are Required USDA requirement for the National School Lunch Program, School Breakfast Program, and After School Snack Program Required for all meals served and claimed- not just for Admin Review Provides a record that meal requirements were met for reimbursable meals Ensures that all menu items are served in the correct serving size and enough food was prepared Identifies information needed for the nutrient analysis during a State review The State Agency form is posted at http://www.doe.in.gov/nutrition/food-production-records Food production records provide a record that the meal requirements were met for reimbursable meals. These records are your documentation to the State agency that all the menu items are served in the correct serving size and that enough food was prepared. The State Agency uses the information on a food production record during a State review. This food production record form has been posted on the School Nutrition Program’s website at the following address, http://www.doe.in.gov/nutrition/food-production-records under NSLP and Meal Pattern. Daily food production records are required by USDA for the National School Lunch Program, School Breakfast Program, and After School Snack Program. While you are required to use production records containing required information per USDA, you are not required to use the State Agency form.

Why Production Records are Useful A planning tool for the food prepared daily Guide to staff preparation assignments A written history of the number of portions planned, prepared, and served of each menu item Aids in forecasting quantities of food for future menus using past records Spot trends-improve customer satisfaction Food production records are a planning tool for the daily preparation of food. The records provide documentation of the number of portions planned, prepared, and served of each menu item. Production records also aid in forecasting quantities of food for future menus. Using past production records will give you a history of what foods were served, which foods your customers chose more often, and how much to adjust the amounts you product. This allows you to spot trends and offer more of what students like, less of what they do not like, and helps you to avoid running out of food before the meal period is over.

What’s Needed on the Production Record There is no standard format for a food production record, but there are certain items that need to be included on the form: * Building/Site Name * Date * Menu/Food Items or Recipe Name * Serving Size (s) * Number of Servings Planned, Prepared, Leftover, and Taken/Served * Units/Amount of Food Prepared (lbs, cans, etc) * # of reimbursable meals served & adult/a la carte meals or items served While there is no standard format, there are certain items that need to be included on the food production record. At a minimum, these items need to included: Building/Site Name, Date, Menu/Food Items, Grade Group (s), Serving Size (s), Servings per Purchase Unit, Number of Servings Prepared and Leftover, Units/Amount of Food Prepared (lbs, cans, etc), and # of reimbursable meals served & adult meals served.

Production Record Exercise The following production record exercise will show how to complete the State Agency production record with column by column instructions. The following production record exercise will show how to complete the State Agency production record with column by column instructions.

For this training exercise, we will use the Lunch Meal Pattern.

Production Record Exercise Below is background information on the school we will use for the completion of the production record: Elementary School Serving students in grades K-5 Utilizes Offer versus Serve The production record will be completed for Leadership Academy, an Elementary School with students in grades K through 5. They follow the Grades K-5 column on the meal pattern chart. This school utilizes Offer vs. Serve.

Needed Information Fill in the site name – Leadership Academy Fill in the meal date Check the meal type (breakfast, lunch) Check Offer vs. Serve Select the appropriate grade group Leadership Academy will fill in their name and date of the meal at the top of the production record. Then they will check the meal type, OVS, and the grade group used for menu planning.

With that information completed, the production record will look like this example.

Production Record Exercise Menu Hamburger on Whole-Grain White Bun (CN label for hamburger) Chicken and Noodles (USDA Recipe D-17) with a Roll Corn (USDA Food) Potato Wedges (USDA Food) Applesauce (USDA Food) Fresh Oranges – Orange Sections Milk Ketchup This is the menu we will be using in this training exercise to complete the production record. You may find it helpful to print this slide as a reference, but it is not required.

Menu Item, Recipe# or Product Name Benefits: Organizes the items you will prepare for the day Communicates the menu to the staff Used by the field consultant during a State review List menu items under appropriate component heading List all items including condiments Use a notation next to the food product that is a USDA Food or has a recipe, CN label, or Product Formulation Statement (PFS) Menu items are listed under the appropriate component heading in the first column of the PR. Some items will meet more than one component. The newly added component contribution columns allow you to document how combination items credit. For instance, chicken and noodles will credit as a Meat/Meat Alternate and as Grains/Breads. The dinner roll that goes with the meal can be listed under the grain heading since it is not a combination item. Be sure to list all items including milk, freebies such as potato chips, desserts, and condiments. Note if a product is a USDA Food. Additionally, note the recipe number if you are using a recipe or if the product has a CN Label or PFS. This helps us to confirm how items credit and if they are creditable.

Final Cooking Temperature The final cooking temperature column is optional. Schools can use a separate temperature log Benefit: Helps staff remember to record cooking temperatures of each individual product Fewer forms to fill out and track List final cooking temperatures for each menu item

Serving Size Benefit: Unit of measurement varies by item type Ensures that the correct serving sizes are being planned, prepared, and served Unit of measurement varies by item type Meat/Grain processed items (pizza, chicken nuggets) Stand alone meats or grains Fruits Vegetables Milks Condiments/extras Recording the planned portion size ensures your staff is serving the correct amounts of food to students which is critical in meeting the daily and weekly meal pattern requirements. The units of measurement vary by item type. Meat and grain combination items such as pizza and chicken nuggets can be listed as “1 each” or “5 each”. Recipes list portion sizes needed for crediting…follow recipe instructions unless changing to alter the crediting. Deli meat and shredded sliced cheese as well as baked goods can be listed by the weight. Meat alternates such as peanut butter, cottage cheese, nuts, eggs should be portioned according to the Food Buying Guide. Fruits and vegetables must be listed in cup measurements. Milk can be listed as cup or ½ pint. Condiment portions should be listed as served (i.e., 12 gram ketchup packet)

Component Contributions Benefit: Helps identify the correct component contributions for cashiers and others identifying a reimbursable meal Enter the menu contributions of each serving size of the menu/food item (M/MA - Meat/Meat Alternative; Grain, Fruit, Dark Green, Red/Orange, Legumes (Bean/Peas), Starchy, and Other Veg – (Vegetable Subgroups) For example: 1 cup of leafy lettuce (romaine) would contribute 1/2 cup of dark green vegetable Five chicken nuggets could contribute 2 oz eq of meat/meat alternate (M/MA) and 1 oz eq of grain

Total # of Servings Planned This column is completed before the meal is prepared Planned servings are based off of the previous time this menu was served. This is where production records help in forecasting.

Total # of Servings Prepared List the total number of servings actually prepared for each menu/food item or recipe

This may not actually match the planned numbers This may not actually match the planned numbers. For example, if a #10 can gives you 24- ½ cup servings then you may actually prepare 120 servings of apple sauce since you would use 5 full #10 cans.

Units/Amount of Food Prepared (lbs., cans, etc.) Benefits: Documents that enough food was prepared for the number of meals served Helps in forecasting quantities of food for future menus Use information from: Food Buying Guide, product packaging, or manufacturer’s information on product specification/nutrition information sheet List the # of units (pounds, cans, bags, cases, etc.) used to prepare # of servings prepared (example - 5 #10 cans) Your field consultant will check your production records to make sure you used enough food to make the number of portions you said you made. For example, they can calculate how many 1 oz. portions of cooked ground beef you can get from 20 lbs of 80/20 raw ground beef.

# of Servings Taken/Served Subtract the number of servings leftover from the number of servings prepared for each menu item Separate student from adult/a la carte Document food loss (i.e, tray dropped, food burnt, etc.) For column I, subtract the number of servings leftover from the number of servings prepared for each menu item. If you have food loss such as a tray of pizza dropped or burnt document it on your production record.

Total # of Servings Leftover Benefits: Tracking the source of leftovers The food production record is referenced when leftovers are utilized in future meals Helps with future preparation and forecasting Count the number of leftover servings for each item (example - 3 sandwiches, 6 milks, 10 oranges, 4 servings of rice)

Total Student and Adult Reimbursable Meals Enter the total number of student reimbursable meals served Enter the total number of adult meal served

Completed Food Production Record Your completed production record will look something like this!

Final Notes Production record is a working document Required all the time…for all meals claimed. Not just for a month reviewed during an AR. Contact our office or your field consultant if you need assistance or have questions. Thank you! Keep in mind the production record is a working document. If we see ketchup stains on the paper we know you actually filled it out during preparation as it should be. Production records are documents required to substantiate all meals claimed for reimbursement. It is not something filled out just to satisfy a once every 3 year review. And as always please contact our office or your field consultant should you have questions or need assistance. Thank you for participating!