1. 2012-2013 Food Production Records Florida Department of Agriculture and Consumer Services – Division of Food, Nutrition and Wellness

2. 2012-2013 Session Goals  To review the overall format of a production record.  Review the specific information needed in each section

3. 2012-2013 Session Goals  Identify the information needed to document that reimbursable student meals have been served.  Learn how production records help manage an operation.

4. 2012-2013 Dual Purpose Management Tool Helps forecast, plan, and determine quantity of menu items needed by providing a service history. Accurate records can result in increased savings. Better menu planning can lead to greater student satisfaction, and improved student participation.

5. 2012-2013 Management Tool  Communicates menu plans to staff:  What foods and recipes to use.  What portion sizes to serve.  What the food item contributes to the reimbursable meal.  Enables staff to record information:  Actual quantities prepared.  Numbers served.  Leftovers and substitutions.

6. 2012-2013 Dual Purpose  The planned menu was prepared.  All required food components were provided.  The proper portion sizes were provided for the specific age/grade grouping. Federal Regulations Require  As a compliance tool, the production record serves as verification that:

7. 2012-2013 Documentation for Reimbursement All foods offered as a reimbursable meal item, whether served as a part of the meal or sold a la carte, must be documented and includes:  Grab and Go meals  Salad bars  Quick lines  Satellite meals served outside the cafeteria Also include sandwich trimmings and condiments.

8. 2012-2013 Essential Characteristics Recorded daily. Menu driven. Planned in advance to show the menu and planned portion amounts to be served.

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12. Production Record Format Is not mandatory but was developed to assist program sponsors. Ensures that all of the USDA required information is included when properly completed. Prototype developed by the State Agency:

13. 2012-2013 Updated State Prototype Updated to address new meal pattern Pre-Planning Sections Columns A-C with new vegetable sub groups and separate fruit section Post Meal Service Documentation Sections Columns D-H more defined Planned Student Portions are separated from planned Adult/a la carte servings to allow for improved nutrient analysis/assessment

14. 2012-2013 Located at the top of the production record is space to list the Menu, Site Name, Date, Grade Groupings served, etc.

15. 2012-2013 Planning Section Completed before meal preparation and service (a general review finding if not completed in advance) Is where the planned number of portions are recorded Helps determine the amount of product to order Completing a Production Record

16. 2012-2013 1.Broken into required component groups. 2.Menu item with its recipe number or product name. (Column A). 3.Portion size for each item. (Column B). 4.Number of portions planned for each menu item. Separate by student and adult/staff/a la carte portions. (Column C).

17. 2012-2013 Menu Items  Listing specific component information is the first step in communicating the planned menu to all staff.  Listing all food items is important to document that all five food components were planned, offered, and served.

18. 2012-2013 Menu Items & Recipe # Column A: List Menu Items & Recipe # or Product Name Includes all food components Breakout component items in recipes counted toward the meal pattern For example: Macaroni and Cheese – USDA D-26 Pepperoni Pizza – Tony’s CN Labeled List Condiments/Extras

19. 2012-2013 Portion Size & Amount Column B: List the Planned Portion Size For example: Macaroni and Cheese–2/3 cup Pepperoni Pizza–1 each/4.8 oz Carrot Coins –3/4 cup Steamed Broccoli–3/4 cup Fresh Apple–1 each/1 cup Fresh Orange – 1 each/ ½ cup

20. 2012-2013 # of Portions Planned Column C: List Number of Portions Planned for: Students and Any Adults Any A la carte portions

21. 2012-2013 # of Portions Planned Note:  In menu plans that offer several different choices, or with the Offer vs. Serve provision, it is not expected that each planned item will be prepared for each person.  Past production records (which must be kept on file) can help forecast future production and menu planning figures in these situations.

22. 2012-2013 Documentation Section Completed after the meal service Records the actual number of portions prepared and served to students and any adult or a la carte portions Notes use of any leftovers Documents temperatures

23. 2012-2013 5.Number of purchase units used to make the number of portions in previous column. (Column D) 6.Number of portions prepared. (Column E) 7.Number of leftovers for each item. Use codes below. (Column F) 8.Number of portions for each food item served to students and adults/a la carte. (Column G) 9.Document hot and cold food temperatures at start and end of meal service.

24. 2012-2013 Total # of Purchase Units Prepared Column D: List # of Purchase Units Prepared For example: Cheese- 6 lbs. 4 oz. or 1.25 (of 5 lb. unit) Elbow Macaroni – 2 lbs. 10 oz. or.1625 (of 20 lb. unit) Pizza – 1.375 cases Seasoned Carrots – 1 (10 lb. case) What does this mean?

25. 2012-2013 Total # of Portions Prepared Column E: List Total # of Portions Prepared Record the total number of servings prepared for the number of students and any adult and a la carte meals or expected meal component items (i.e., a second pizza slice, two milks)

26. 2012-2013 # of Portions Leftover & Usage Code Column F: List # of Portions Leftover & Usage Code  Count the # of leftover portions for each food item served based on the portion size planned in Column B.  For bulk serving items, estimate servings left. Column F should NOT be Prepared – Served = Leftover.

27. 2012-2013 Leftover Usage Codes Column F (continued): List Leftover Usage Codes Provide the appropriate letter code from the bottom of the page.

28. 2012-2013 # of Portions Served Column G: List # of Portions Served At the end of service, record the number of portions served to students and any adult meals or a la carte items.

29. 2012-2013 Temps of Items Column H: List Temperatures of Items Record the food temperatures at the start and end of meal service For items served at Room Temperature, may record as “RT”

30. 2012-2013 How can I simplify this process? 1.Create and Use “Cycle”/Pre-set Menus. 2.Cycle menus allow for the Pre-Filling of Columns A-C for the corresponding menus.  Can be handwritten or typed &…  Photocopied or printed each time a particular menu “cycles” around!

31. 2012-2013 The Planning Section Completing ahead of time & preprinting allows for nearly half of the production record to be completed before meal service ever starts!

32. 2012-2013 The Documentation Section Let staff help gather the information.

33. 2012-2013 Menu Planner Menu Planner Helps You: Plan and market the preparation and service of appealing meals!

34. 2012-2013 Aids in determining the proper amounts of food to purchase. Helps determine a food’s contribution towards meal pattern requirements. Food Buying Guide http://teamnutrition.usda.gov/Resources /foodbuyingguide.html

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36. Division of Food, Nutrition and Wellness Florida Department of Agriculture and Consumer Services 600 South Calhoun Street - Suite 120 Tallahassee, FL 32399 (800) 504-6609 http://freshforfloridakids.com/