Production Records -

Production Records -

Production Records Hawaii Child Nutrition Programs NSLP Training SY 2016-17 1 Objectives Upon completing this presentation, you will be able to: Recognize a production record (PR) Understand how the PR is a helpful

management and communication tool Demonstrate how to use the Food Buying Guide Calculator Recognize all data required to be on a PR Exhibit the ability to complete a PR 2 PR Defined: WHAT A required daily documents that records all reimbursable meals prepared and served daily through the National School Lunch Program and School Breakfast

Program. 3 HCNP PR Template 4 PR Defined: WHO Menu Planner Kitchen Manager Production Staff 5

PR Defined: WHY To support meal claims submitted for reimbursement To help manage the food service operation and communicate information necessary to produce compliant meals To demonstrate compliance with the meal pattern requirements for each age/grade group Records are reviewed by the State Agency during an Administrative Review Records must be kept for 3 years plus the

current school year 6 PR Defined: WHEN Information is recorded on the PR at three different times: 1. Prior to production 2. At the time of meal production 3. Immediately after the meal service 7

Important to Know No Production Records = Fiscal Action!! 8 Production Records act as a communication tool. What useful information can be communicated between the menu planner and kitchen staff? 9 Functions of a PR

PRs contain historical and future information about the meals planned, prepared, and served You can use PRs as a management tool to: 1.Evaluate acceptability of meals 2.Plan future meals (forecasting) 3.Order supplies

10 1. Evaluate Acceptability What: Identify menu items with high or low customer acceptance. Identify food items that are increasing or decreasing in popularity over time. Why: Improve customer satisfaction and increase participation in the program; reduce waste due to non-acceptance; increase cost savings

How: Use production and service information on past PRs to evaluate how well students accept a menu item. 11 2. Forecasting What: Predict the number of portions to plan for future meal service

Why: Reduce the likelihood of food shortages or waste due to over-production; increase cost savings; communicate to kitchen staff how much food to prepare and serve How: Past PRs are a valuable tool to forecast the number of future portions to plan, based on prior preparations of the same or similar menu item. 12

2. Forecasting: 3-Day Moving Average Review past PRs for the last three times a menu item was offered. Add the number of portions served on the past three service dates. Take total and divide by 3 to get an average. Menu Item Number of Portions Served

1/16 2/27 4/3 13 2. Forecasting: 3-Day Moving Average Menu Item Pizza Number of Portions Served

1/16 2/27 4/3 155 162 170 Numbe r of

Planne d Foreca Portion st s Calculation 5/15 14 2. Forecasting: 3-Day Moving Average

Menu Item Pizza Number of Portions Served 1/16 2/27 4/3 155

162 170 Numbe r of Planne d Foreca Portion st s Calculation

5/15 162.3 163 15 3. Order Supplies What: Determine amount and type of foods to purchase Why: Save time; control costs; ensure quality How: Use recorded information to quickly order or reorder products.

16 Supporting Materials Cycle Menus Menu Planning Template Standardized Recipes Product Formulation Statements Child Nutrition (CN) Labels Exhibit A 17

Supporting Materials Food Buying Guide Serves as the principal tool to determine how much food to purchase and prepare. Identifies each food items contribution to the meal pattern https :// s Food

Buying Guide Calculator Individual calculators for each of the 6 food groups outlined in the Food Buying Guide. 18 Sample Calculation Use the following information to calculate how much food to order: Planned Menu Item: romaine lettuce Number of Portions Planned: 135 Portion Size: cup 19 Remember when to fill out PRs? 1. Prior to production 2. At the time of meal production 3. Immediately after the meal service 20 Complete Prior to the Meal Service 21 22

Complete Day of Meal Service Record the food temperatures in ink, not pencil. 23 Immediately after the Meal Service 24 Leftovers Documenting

your leftovers is very important for forecasting. Document the number of portions you have left after the students have been served, but before the food is thrown away. In the comments section or to the right of the leftover column, document what was done with the leftovers. Freezer (F), Cooler (C), Waste (W) 25 Substitutions

All substitutions must be recorded on the production record. Mark one line through the original menu item and write in the substitution. Complete PR on the new item Canned Peaches 26 Separate Menus for Grade Groups

27 Activity Fully complete a production record using the following information: No OVS Number of meals planned for: 87 students K-5 58 students 6-8

Projected # of Servings: 145 Menu: Corndog - 1 Corn* cup Peaches* cup Milk 1% white and nonfat chocolate 1 cup Ketchup and mustard packets 1 each *Corn and peaches both from #10 cans 28

Activity During meal production you prepare the amount you planned for. All food items are within temperature requirements. Fill in your production record with times and temperatures (dont forget to initial!) 29

Activity Following the meal service, your POS system tells you: 126 students took a reimbursable meal About how many servings of each food item do you have left? Fill in the remainder of your production

record. You can decide what you do with your leftovers (F/C/W). 30 Discussion Share your answers What did you learn? 31 32 33 USDA Nondiscrimination Statement

For all other FNS nutrition assistance programs, State or local agencies, and their subrecipients, must post the following Nondiscrimination Statement: In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877 -8339. Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the 8 6' $3URJUDP'LVFULPLQDWLRQ&RPSODLQW)RUP 3URJ UDP ' LVFULP LQDW LRQ&RP SODLQW

) RUP , (AD-3027) found online at: KW W SZ Z ZD VFUXVGDJ RYFRPSODLQWBILOLQJBFXVWKWPOFRP SODLQW BILOLQJ BFXVW KW P O , and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632 -9992. Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights

1400 Independence Avenue, SW Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email: SURJ UDP LQW DNH# XVGDJRYFRPSODLQWBILOLQJBFXVWKWPO This institution is an equal opportunity provider. 34

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