1. The Summer Food Service Program for Children
Webcast 3: Planning the Program
Meal Service - Production
Providing Food & Fun so Children Can
Have a Fabulous Summer!
Welcome to the Summer Food Service Program webcast training number 3, entitled Planning the Program – Meal Service Production. This is the third of 5 webcast trainings that are offered for returning Summer Food Service Program Sponsors. This webcast will provide an overview of meal service production requirements for the Summer Food Service Program.

2. Helpful Information
Have your training binder with the current manuals and attachments put together and in front of you during the webcast. If you have not received the current SFSP materials, you must request them by completing the online SFSP Training Registration that is posted to our website: Each sponsor must register for training and/or materials online in order to participate.
It may be helpful to print this PowerPoint prior to viewing so that you can take notes. If you have not yet printed, go back to the training website where you clicked on this presentation and click on the PowerPoint icon on the right to access the PowerPoint.
Display features are located at the bottom right of the screen.
Some helpful information when viewing this webcast:
Have your training binder with the manuals and attachments put together and in front of you during the webcast. If you have not received the current SFSP materials, you must request them by completing the online SFSP Training Registration that is posted to our website, noted on this slide. Each Sponsor must register for training and/or materials online in order to participate. It may also be helpful to print this PowerPoint prior to viewing the webcast so that you can take notes that are pertinent to your operation. You can download and print a copy from the links provided on the training page where you selected this presentation.

3. SFSP Materials Administrative Guidance Manual for Sponsors (blue)
Site Supervisor’s Guide (yellow)
Monitor’s Guide (pink)
Nutrition Guidance Manual for Sponsors (purple)
The Attachment section contains most of the forms you will need for Program documentation. If you need additional copies – you can download them from our website:
The Summer Food Service Program materials that were mailed to you should have contained a copy of the blue Administrative Guidance Manual for Sponsors with the complete attachment section. The attachment section contains most of the forms you will need for program documentation. Each form has the Tab and attachment number located at the top so that you can easily insert them into the correct section within the binder. The Administrative Guidance Manual has been modified to include program specific information in Wisconsin. This information, specific to Wisconsin, is in bold and italic print. Throughout each manual provided you will see highlighted sections which note the new information that USDA added for this program year. In addition to the Administrative Guidance Manual and Attachment section, you should have also received a yellow Site Supervisor’s Guide. Please be sure that each site your agency operates, receives a copy of this Guide. They are to have it available, on-site, at all times. I have printed additional copies of the Site Supervisor’s Guide and will mail them to sponsor’s at their request. You should also have a copy of the pink Monitor’s Guide and a purple copy of the Nutrition Guidance Manual. All of these forms and manuals can be found on our website at the link provided within this webcast.

4. Program Requirements Planning the Program
Meal Service Production
In this webcast we will cover everything that has to do with meal service production. The topics we will cover include production records and worksheets, purchasing food, USDA Foods and sanitation and food safety.
Planning the
Program

5. Production Records/Worksheets Tab 4, Meal Service
Production Planning Resources
Production Records and Worksheets-An Overview
Blank Production Record Prototypes
Prototype Production Worksheets and Instructions
Once you begin the program and actually start production you will need to document what was actually prepared each day. Next we will discuss production records and worksheets – you will want to refer to the meal service section of the attachments behind Tab 4 for this discussion.

6. Production Records Tab 4, Meal Service
Provide minimal documentation of meal service
estimated number to be served
actual number served
menu
food item
serving size
quantity prepared
quantity leftover
Several prototype production records are in your binder
Please note the additional line for the second fruit/vegetable (lunch and supper) and column for quantity leftover.
Quantity leftover especially important if that food will be served the following day.
Still simple…but does not help you plan production –
Recommended only for experienced production planners!
 For each meal prepared, a production record or similar documentation must be on file to demonstrate that the meal pattern requirements have been met. At a minimum, documentation of meal service must include:
estimated number to be served
actual number served
menu
food item
serving size
quantity prepared and quantity leftover.
There is a variety of different production records located under Tab 4 of the Attachment Section. You need only choose one or if you have a production record that you are already using that provides all of the required information, just in a different format, go ahead and use what you have. Production records simply document what was prepared, they don’t actually help you in determining how much to make.

7. Production Worksheets Tab 4, Meal Service
Provides a method to determine the amount of a menu item to purchase AND prepare based on the estimated participation and portion size.
Requires reference to yield information from:
The Food Buying Guide
Child Nutrition Labels
Food Specifications
Standardized Recipes
Grain/Bread Chart – found in the FBG and Nutrition Guidance Manual
Commodity Fact Sheets
Helps to ensure that meal pattern requirements are met.
If you are new to planning meals to meet meal pattern requirements, it would be most helpful for you to use a production worksheet. Production worksheets provide a method to determine the amount of a menu item to purchase AND prepare based on the estimated participation and portion size. Completing a worksheet requires reference to yield information from:
The Food Buying Guide, Child Nutrition Labels, Food Specifications, Standardized Recipes, the Grain/Bread Chart – found in the FBG, the Nutrition Guidance Manual, and also USDA Commodity Foods Fact Sheets. Please note that in order to receive reimbursement for the meals you serve in the SFSP you must complete either a production record or a production worksheet for each meal. Meals must also meet the meal pattern requirements.

8. Food Buying Guide (FBG) Essential piece in planning meals and
production
Provides food yields
The FBG is on the USDA website. Any updates to the FBG are posted at:
The Food Buying Guide is an excellent resource that contains food yield information. It was designed specifically for agencies that participate in the USDA Child Nutrition Programs. Any food item that has a standard of identity can be found in this book. If you need a copy of the Food Buying Guide, please contact us as we do have limited copies available. You can also download the Food Buying Guide from the USDA Healthy School Meals Resource System website.

9. Food Buying Guide Online Calculator Check it out at: http://fbg. nfsmi
Another resource now available is the Food Buying Guide Online Calculator. The interactive and simple to use calculator allows child nutrition professionals to build shopping lists of foods from the FBG and determine how much of each item to purchase to provide enough servings for the children in their program. See the link to the food buying guide online calculator on this slide.

10. Child Nutrition (CN) Labels
The CN Labeling Program is a voluntary Federal labeling program for Child Nutrition Programs.
Provides information on how a product contributes to the meal pattern requirements.
If you purchase a product that does not have a CN label, you must obtain a food manufacturer‘s specification sheet.
If you are unable to find a food item in the Food Buying Guide, but want to serve it on your menu, most likely the food item will require a Child Nutrition Label. The CN Labeling Program is a voluntary Federal labeling program for Child Nutrition Programs. It provides information on how a product contributes to the meal pattern requirements. If you purchase a product that does not have a CN label, you must obtain a food manufacturer‘s specification sheet that provides similar information. Examples of items that may need a CN label include: chicken nuggets, chicken patties, and purchased pizza. A copy of the CN label must be maintained on file to verify how the food item contributed towards the meal pattern requirements.

11. Recipes Standardize and Analyze
Begin with a standardized recipe
Must have list of all ingredients with measures
Must provide the # of portions it makes
Next, analyze recipe to determine contribution to meal pattern – see FBG, Appendix A.
Having standardized recipes makes it easy to plan the menu and production. Documentation on the production record can then be limited to referencing the standardized recipe – no need to detail all ingredients!
You can find standardized recipes on the USDA Healthy School Meals Resource System website:
Standardized recipes are just as important to ensuring that meal pattern requirements are met. A standardized recipe is one that provides a list of all ingredients with measures and also provides the # of portions it makes. Once this information is documented the recipe must by analyzed to determine its contribution to meal pattern. To find out how to analyze a recipe for its contribution to the meal pattern, please see the FBG, Appendix A. Having standardized recipes makes it easy to plan the menu and production. Documentation on the production record can then be limited to referencing the standardized recipe – no need to detail all ingredients! USDA’s Healthy School Meals Resource System has many standardized recipes posted that are available for use in your programs.

12. Grain/Bread Chart & Crediting
Found on Reference Section of the Nutrition Guidance Manual and on page 3-15 of the Food Buying Guide
Helps you to determine the size of a grain product to serve to meet minimum portion size requirements without analyzing a recipe – required for purchased items that do not or are not eligible to have a CN label.
The Grain/Bread Chart is also a very helpful menu planning tool. The chart helps you to determine the size of a grain product to serve to meet minimum portion size requirements without analyzing a recipe – required for purchased items that do not or are not eligible to have a CN label. You can find the chart in the reference section of the purple Nutrition Guidance Manual and on page 3-15 of the Food Buying Guide.

13. Purchasing Food & Nonfood Supplies Tab 4, Meal Service
Requirements
Competitive purchasing practices are to be followed when purchases of food and non-food supplies are below $150,000. Keep a log of contacts with vendors to show competitive purchasing – Tab 4, Procurement Log
When purchases exceed the $150,000 formal bid procedures must be followed:
Solicit bidders through Invitations for Bid
Bids are sealed/opened publicly
Results in a fixed price contract
Contract awarded to the responsive/responsible bidder lowest in price
No negotiations
Now we will move on to rules regarding the purchasing of food and supplies for your program. Competitive purchasing practices are to be followed when purchases of food and non-food supplies are below $150,000. Please keep a log of contacts with vendors to show competitive purchasing – Tab 4, Procurement Log.
When purchases exceed $150,000, formal bid procedures must be followed. In brief this process includes: Soliciting bidders through Invitations for Bid, Bids are sealed/opened publicly, it Results in a fixed price contract, the contract is awarded to the responsive/responsible bidder lowest in price, and there are no negotiations. For more detailed information about formal procurement, please see the Administrative Guidance Manual for Sponsors.

14. Purchasing Remember to:
Consider minority vendors: All sponsors are encouraged to take affirmative steps to ensure that minority firms and women’s business enterprises are used when possible.
Buy American: “Section 104(d) of the William F. Goodling Nutrition Reauthorization Act of 1998 requires schools and institutions participating in the National School Lunch Program (NSLP) and School Breakfast Program (SBP) in the contiguous United States to purchase, to the maximum extent practicable, domestic commodities or products for use in meals served under NSLP and SBP.” The Summer Food Service Program is included in this requirement as it is authorized as part of the NSLP.
Include the Certification Statement – Suspension/Debarment Found under Tab 4
Additional Resource
Nutrition Guidance Manual
Sponsors are also asked to consider purchasing from minority vendors and to purchase only items processed in America. If purchases are above $25,000, a certification statement of suspension and debarment should be provided by the vendor. This is an assurance that companies that you are purchasing from are not prohibited to sell to a federally funded program. You can find a copy of the certification statement in your attachments, behind tab # 4. In addition to the Administrative Guidance Manual for Sponsors, the Nutrition Guidance Manual is also a very good purchasing resource.

15. USDA Foods (Commodities) Tab 4, Meal Service
You may receive USDA Foods if:
you prepare your own meals;
a school prepares your meals;
you are a school and your meals are prepared by a FSMC that provided service in the most recent school year for NSLP/SBP
USDA Foods Offer:
the amount offered is dependent on the estimated number of meals to be served over the summer.
Refer to the USDA Foods – Frequently Asked Questions and the Wisconsin USDA Foods Internet Ordering attachments under tab 4 for specific information on ordering USDA Foods.
As in prior years, DPI will be offering USDA Foods, previously known as commodities, to those that are eligible to receive it.
You may receive USDA Foods if you prepare your own meals;
a school prepares your meals; or you are a school and your meals are prepared by a FSMC that provided service in the most recent school year for NSLP/SBP.
The amount offered to each sponsor is dependent on the estimated number of meals to be served over the summer. Detailed information on USDA Foods can be found in your SFSP binder behind tab # 4, the meal service section.

16. USDA Foods Tab 4, Meal Service
TWO APPLICATION DEADLINES if you want USDA Foods
See the Internet Ordering System attachment for specific dates!!
The SFSP Application must be submitted on-line and all required documents ed/faxed/mailed to DPI by Mid April.
Choose to pick-up or receive delivery; pick up locations are Darien and Eau Claire
If you have ordered SFSP USDA Foods in previous years, you will be able to submit the USDA Foods contact and delivery information in the USDA Foods Internet Ordering System in early March. This must be done by Mid April in order to be eligible to receive commodities.
The internet instructional manual is posted on the DPI website:
Towards the end of April, eligible agencies will receive an instruction packet on placing the USDA Foods order. The information packet will include detailed internet instructions for placing the order and will provide instructions for pick-up or delivery.
Order USDA Foods using the Internet early in May.
Print a copy of the USDA Foods order from the USDA Foods Internet System after Mid May.
Order received in June.
Transfer leftovers at end of summer to a school or food pantry that receives USDA Foods.
SFAs may keep leftover USDA Foods to use in NSLP.
There are TWO APPLICATION DEADLINES if you want USDA Foods. Please refer to the Internet Ordering System attachment behind tab # 4, in the meal service section, for the specific dates! The SFSP Application must be submitted on-line and all required documents ed/faxed/mailed to DPI by mid April.
You may choose to pick-up or receive delivery of your USDA Foods. The pick up locations are Darien and Eau Claire. If you have ordered SFSP commodities in previous years, you will be able to submit the USDA Foods contact and delivery information in the Wisconsin USDA Foods Internet Ordering System in early March. This must be done by mid April in order to be eligible to receive USDA Foods. The internet instructional manual for the USDA Foods ordering system is posted on the DPI website; see the link on this slide. It is not included in the materials sent to you. Towards the end of April, eligible agencies will receive an instruction packet on placing the USDA Foods order. The information packet will include detailed internet instructions for placing the order and will provide instructions for pick-up or delivery. Ordering the USDA Foods is done on-line early in May.
You can print a copy of the USDA Foods order from the USDA Foods Internet System after mid May. Your order is received in June (one time delivery). Sponsors wishing to have their vendor pick-up USDA Foods from the warehouse, can do this, however it must be arranged between you and your vendor. Transfer leftovers at end of summer to a school or food pantry that receives USDA foods. SFAs may keep leftover USDA Foods to use in the NSLP.

17. Sanitation and Food Safety http://teamnutrition. usda
Notify your health department prior to the start of your SFSP operation via mail or . Document correspondence you have with them.
Include sanitation and food safety training during your annual operational training that is required for ALL employees and/or volunteers that have food service responsibilities.
Utilize the information provided in the Nutrition Guidance Manual for Sponsors
Consider inviting a local sanitarian to your training and/or send appropriate personnel to a Serve Safe course
Be sure to provide employees/volunteers with what they need to follow the rules on a daily basis: paper towels, sanitizing solution for cleaning tabletops, sanitizer test kits, plastic gloves, hairnets/hats, coolers with ice when needed, etc.
Post signs with a list of good sanitation practices in appropriate locations as reminders. Post instructions for manual washing and preparing sanitizing solutions.
Closely monitor employees and volunteers throughout the summer to ensure that proper sanitation and food safety practiced are followed.
We will just touch on sanitation and food safety briefly.
Remember to notify your health department prior to the start of your SFSP operation via mail or . Document correspondence you have with them.
Include sanitation and food safety training during your annual operational training that is required for ALL employees and/or volunteers that have food service responsibilities.
Utilize the information provided in the Nutrition Guidance Manual for Sponsors for training
Consider inviting a local sanitarian to your training and/or send appropriate personnel to a Serve Safe course
Be sure to provide employees/volunteers with what they need to follow the rules on a daily basis: paper towels, sanitizing solution for cleaning tabletops, sanitizer test kits, plastic gloves, hairnets/hats, coolers with ice when needed, etc.
Post signs with a list of good sanitation practices in appropriate locations as reminders. Post instructions for manual washing and preparing sanitizing solutions.
Closely monitor employees and volunteers throughout the summer to ensure that proper sanitation and food safety practices are followed.

18. Recap of Program Planning Meal Service Production
Plan menus following the meal pattern requirements and Dietary Guidelines;
Complete Production Records/Worksheets to document meals/snacks
Follow informal or formal purchasing procedures;
Complete the SFSP and USDA Foods Applications if you wish to receive an offer of USDA Foods;
Remember Sanitation and Food Safety
Let’s recap what we’ve covered in this webcast:
You need to document the foods prepared to meet meal pattern requirements by using either production records or production worksheets.
Follow informal or formal purchasing procedures;
Complete the SFSP and USDA Foods Applications by the stated deadlines if you wish to receive an offer of USDA Foods;
Keep food safety and sanitation rules in mind!

19. The Summer Food Service Program for Children
Webcast 3: Planning the Program
Meal Service - Production
Providing Food & Fun so Children Can
Have a Fabulous Summer!
In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability.
To file a complaint of discrimination, write USDA, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, D.C or call toll free (866) (Voice).  Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) ; or (800) (Spanish).   
USDA is an equal opportunity provider and employer.
Thank you for viewing this SFSP webcast on Meal Service Production. There are 4 other webcast trainings available – planning the program which covers sponsor and site eligibility, meal service, site monitoring and one that is a review of all of the other administrative requirements of the program. If you have any questions about the SFSP, please contact us.