1. Production Records in Child Nutrition Programs

2. CDE Office of School Nutrition Mission
Together We Can
CDE Vision
All students in Colorado will become educated and productive citizens capable of succeeding in society, the workforce, and life.
CDE Office of School Nutrition Mission
The Office of School Nutrition is committed to ensuring all school- aged children have equal access to healthy meals by supporting, training, and connecting Colorado’s child nutrition community.
Please take a moment to review the Colorado Department of Education, Office of School Nutrition’s vision and mission statement.

3. 11/16/2018
Learning Objectives
Determine what a production record is and why it is used Review minimum requirements of the production record Review how to complete a production record Discuss best practices with the production record Discuss common errors observed when completing the production record
Our learning objectives for the day include:
Determining what a production record is and why it is used
Reviewing the minimum requirements of the production record
Review how to complete a production record
Reviewing required elements of the production record
Discuss the best practices with the production record to include the use of planning, forecasting, and communicating
Discuss common errors observed when completing the production record 3

4. What is a Production Record?
Production records are a tool that indicate all food items of your menu, how much was prepared, how much was served, and how many leftovers you had They are justification for how many reimbursable meals you plan to claim and are required for school nutrition programs They are used as planning, forecasting, and communication tools
Let’s begin by discussing what a production record is. Production records are a tool that shows how much food was prepared, served, and leftover from your school meals program. Essentially, they are your records that indicate your justification for a reimbursable meal that was served on that particular school day. Production records are a requirement for school nutrition programs.
Additionally, they are used as a planning, forecasting and communication tool for your food service department. A good example of this is how many servings of a chicken Caesar salad would you know to prepare? How big is a serving of this salad? Is this a popular menu item? These are questions a production record would be able to tell you.

5. Minimum Requirements of a Production Record
Production record minimum requirements:
School name
Date meal is serve
Indication of meal served (breakfast or lunch)
Actual number of reimbursable meals (by grade level) and adult meals
List of all menu items, including condiments
Recipe number or brand name and code number of processed food
Planned portion size for each menu item and grade level
Planned number of servings for each menu item and grade level
Planned number of servings for adults (program and non-program) and a la carte
Actual amount of food prepared
Leftovers
Whether you utilize the CDE production record template or your own production record, the following items are minimum requirements of the production record:
School name
Date meal is serve
Indication of meal served (breakfast or lunch)
Actual number of reimbursable meals (by grade level) and adult meals
List of all menu items, including condiments
Recipe number or brand name and code number of processed food
Planned portion size for each menu item and grade level
Planned number of servings for each menu item and grade level
Planned number of servings for adults (program and non-program) and a la carte
Actual amount of food prepared
Leftovers

6. Production Records- Optional Requirements
Optional requirements of the production record:
HACCP process
Time and temperatures
Meal pattern contribution
Production notes
Signature of person responsible for preparing the production record
The following are optional requirements of the production record:
HACCP process
Time and temperatures
Meal pattern contribution
Production notes
Signature of person responsible for preparing the production record
Although these are not required to be on your production record, you may find that they are a valuable piece to add. For example, adding time and temperatures and meal pattern contribution to the production record may save you some time as they are in one document and also required to be recorded somewhere within your district’s documentation.

7. Here we have the CDE template production record
Here we have the CDE template production record. Notice the required elements of the production record and the organization of it.

8. How to Complete a Production Record
Complete your site specific information such as school name, date, prepared by, and which meal service the production record is for.
Let’s walk through how to complete a production record. We will start by completing site specific information such as:
School name
Date
Who this was prepared by
Which meal service this production record is for (breakfast or lunch)
This information can all be filled out well ahead of meal service time.

9. Completing a Production Record continued
List all menu items that you will serve on your menu, including condiments Enter specific menu item information such as HACCP process, recipe number, portion size, planned number of servings, and component contribution
Next, we will complete all menu items we are going to serve, including condiments. For example, this may include entrees, vegetables, fruits, milk, grains, and any condiments we intend to serve with them. After this is complete, we can complete the details that are specific to the menu items such as HACCP process, recipe number, portion size, planned number of servings, and component contribution. Since all of this information is known well in advance of meal service we can begin to fill out the production record before our day of service. You may need to utilize other meal pattern documentation such as your cycle menu and/or recipes to complete this information.
If we have any substitutions made to our menu, we can simply cross off the item we have removed and hand write in our substitution. Be sure to check that the substitution item is similar and meets all daily and weekly requirements of the meal pattern. For example, if our case of black beans was not delivered we will ensure we will substitute a legume, such as a garbanzo bean, to ensure we are meeting the weekly legume vegetable subgroup requirement.

10. R
Here we have a production record that has been completed prior to meal service. Notice the items that are pre-filled out. For example, the portion size has been verified on our standardized recipe and will not change so we can type this in ahead of time, saving us from having to handwrite this in. The advantage of a cycle menu is that this day will be revisited several times throughout the school year, allowing us to save this template and print out our pre-filled production record.
If there are any changes in the production record, we can simply cross that item off and hand write in the substitution.

11. Completing the Production Record During & After Meal Service
Complete the portion of the production record that will need to be filled out during and after meal service such as amounts prepared, leftover and total amounts of reimbursable meals
Next, we can complete the portion of the production record that will be filled out either during or after meal service. After our meals have been prepared, we will know the total amount prepared and can record that in the corresponding section of the production record.
After meal service, we will know the total amounts left over and the actual amount of meals served and can record this in the appropriate section of the production record.
Throughout this entire process, we will be utilizing the “Production Notes” section, indicating any notes that our food service staff need to be aware of. An example of the production notes would be if leftover foods were saved for reuse, discarded, or donated.

12. Fill out production records as the steps are completed
Best Practices
Complete required elements that will not change before hand to save time
Your menu for the day and recipe number for example can be completed ahead of time
Fill out production records as the steps are completed
This saves time from recording items separately then having to transfer on to the production records
Specify food items the way you will serve them
Using deli meat as an example, write “3 slices” instead of “2 oz.”
Only keep production records for the required time frame
3 years plus the current year
If you have a cycle menu, you are well aware of what you will be serving the next day, week, or oftentimes months to come. Since you are aware of these items ahead of time, a good best practice is to complete required elements of the production record that will not change before the day of meal service. For example, the food items on your menu, the recipe number, or the portion size of each item will be known ahead of time. Typing this information out ahead of time will save staff members time from hand writing all items in.
Another best practice is to ensure staff are filling out the production records as steps are completed. Not only does this ensure accuracy, but this also saves time from writing notes on a scratch pad then transferring everything to the production record. When filling out production records, be sure to specify the food items the way they will be served. For example, if we are using deli meat in our meal service it is much easier for staff to portion out 3 slices instead of weighing out all portions to be 2 ounces, and 2 oz. can be the M/MA component contribution. If 2 oz. Is entered in the portion size we would expect to see them weighing all items.
Lastly, be sure to only keep production records for the required time frame which is 3 years plus the current year. Many school districts have limited storage space so keeping only what is required will ensure you have enough space for other records and reduce clutter.

13. Important! Do Not Confuse Weight and Volume Measure
Weight is ounces, lbs, etc. for meats, cheese, grains, breads Tool: scale
Volume is fluid ounces for milk, juice and portion sizes of fruit and vegetables
Tool:
measuring cup

14. What Do You Want To Serve? The Production Record Says “4oz”
11/16/2018
What Do You Want To Serve? The Production Record Says “4oz”
2 Cups (volume) = 4 oz (weight)
½ cup (volume) = 1 oz (weight) = 2 leaves

15. Common Errors in the Production Record
Incomplete production records
Non-specific information
Example: Apple- portion size “1” vs. “1 each”
Information that is not accurate to meal service
Example: Deli meat- 2 oz. vs. 4 slices
Here are some common errors seen with the production records when conducting an Administrative Review
Incomplete production records- this is where the production record is missing elements that are not filled out such as not all food items listed, no portion size listed, or leftovers not being completed. Production records are required to have all elements completely filled out.
Non-specific information- using the example of an apple listed with a portion size of “1” is incomplete. Is this 1 each or 1 cup? For the production record, portion size needs to be specified.
Another example of a common error is information that is not accurate to meal service. For example, if we know the high school meal patterns is 2 oz. eq. of MMA, and we write “2 oz.” in a portion size for deli meat, the ounce measurements indicate a weight measurement, and we would expect to see the food service staff weighing out 2 oz. portions or have 2 oz. portions pre-weighed, which is highly inefficient and not accurate to meal service. However, if we see “4 slices” in the portion size section of the production record, this is more accurate to how meal service is completed. We can verify on a review that 4 slices are given and the SFA can document on their meal pattern documentation that 4 slices will equal 2 oz. eq. This information will be specific to your product.

16. Salad Bar On Your Production Record
Salad bar recipe
Ingredients are documented in your recipe and “Salad Bar” is documented on your production record
If there are additions to the salad bar recipe, these items must be documented on the production record
If an item is omitted from the salad bar recipe, you cannot use the recipe and must document each item on the production record
Document each item served on the salad bar on the production record
Daily production record or
Salad bar production record
Handout: Sample Salad Bar Production Record

17. Salad Bar Production Record

18. Production Record Summary
More than a requirement, production records are a tool for planning, forecasting, and communicating Ensure the required elements of the production record are completed accurately Save your staff time by incorporating best practices with the production record Avoid common errors seen with the production records
In summary, the production record is more than just a requirement and when utilized appropriately, can serve as a great tool for planning, forecasting, and communicating.
With the production record, ensure all required elements are completed accurately while avoiding the common errors seen.
Incorporate best practices with the production record to save you staff time.

19. For more information, please visit the following resources:
CDE OSN Menu Planning Webpage
Menu Planning Tools, USDA Team Nutrition Healthy Meals Resource System

20. Panelists Theresa Espinosa Susan L Hart Jamie Humphrey,
Assistant Operations Manager/Nutrition Services, Widefield School District
Susan L Hart 
Food Service Director, South Routt School District RE-3
Jamie Humphrey,
Administrative Dietitian, Colorado Springs School District 11

21. Widefield School District

22. Widefield School District

23. Widefield School District

24. South Routt School District

25. South Routt School District

26. Colorado Springs School District 11

27. 11/16/2018
Activity- Production Records With your neighbor, discuss: What is wrong with this production record? Why are production records important to your staff? Do you have any difficulties with staff completing production records? 27

28. What is wrong with this production record?

29. 11/16/2018
Thank You! 29