Presentation on theme: "Maine Department of Education Child Nutrition Services"— Presentation transcript:
1Maine Department of Education Child Nutrition Services Production RecordsMaine Department of EducationChild Nutrition ServicesEncourage your staff not to think of production records as something “I must do” but rather an important tool in your daily process of providing meals.
2Production Records- Overview A federal requirement for all schools participating in the NSLPProvides documentation that meals planned were actually servedEnsures meal pattern requirements are met for each age/grade groupServes as a communication tool and “daily script” for all staffMenu is planned; production records show food was actually served (appropriate substitutions were made). We can expect that a shipment may not come in on time and will have to plan accordingly.
3Advantages of Production Records An excellent planning & forecasting tool that will help the food service manager to have a successful food service operationProvides a written history that can be used to evaluate customer preference & improve menu planningMinimizes overproduction and food waste ($)Improves participation! Provides a daily written history of the food planned, prepared & servedEncourage your staff not to think of production records as something “I must do” but rather an important tool in your daily process of providing meals. We understand all of the challenges with the new meal pattern but accurate and complete production records are essential and can help you MEET the new meal pattern.
4The same information as the older production record, only change is “projected number of servings”. You will notice if meal components are missing!
5For those who need extra room for recording vegetable subgroups and temperature lines
6The Who’s and When’s Who’s responsible for completing PR’s? Menu PlannerProduction StaffMeal ServersWhen should PR’s be completed?Prior to day of meal serviceDay of meal serviceRight after meal serviceIdeally completed at end of the day by just filling in the final amounts of food prepared, leftover, and served. Remember to add substitutions and additional food items used if applicable.
7Tips and LocationSome info can be completed prior to day of meal serviceBenefit of centralized menus and cycle menusHave production records in a location where staff can easily refer to and complete as necessaryProduction records must be kept for 3 years plus current
8What is Required and How Production Record Components
9New Production Records Before the meal:Site information- school name, date, OVSPlanned menuFood item usedRecipe or product (name or #)Portion size (number, weight or measure)Projected number of servings (optional)Students, adults, a la carteAmount of food used (pounds or quantity)May have to adjust after meal
10New Production Records cont. After the meal:Actual number of servingsStudents, adults, a la carteLeftoversSubstitutionsComments & Notes (if applicable)Meal Information- student and adult meals
11NutriKids Production Records Same informationGives meal component quantities for M/A, G/B, F/VDoes not give vegetable subgroup quantitiesPlanned reimbursableActual TotalLeftovers
12Before the Meal 1. Site information Make sure you have the right production record for each age/grade grouping.
14Food Item Used Enter all meal choices for the day Including alternatesExample: Students can choose Shepards pie or PB + JFoods with more than one componentEnter in only one columnPB + J (grain and meat alternate)Shepards pie (starchy veg, meat)During reviews we will ask for the recipeIf a standardized recipe is available, don’t need to specify all food components on production record – can just reference recipe number and number of servings prepared, served, etc. The Standardized recipe should have all the information on it to document compliance.
15Recipe or Product (Name or #) Be as specific as possibleExamples:Chicken breast (Tyson, Goldkist, etc.)Milk (Oakhurst, Garelick)USDA foodsRecipe #NutriKids- Update recipes when products changeKeep your labels!Nutrition facts labelsChild Nutrition labelsIf you are using NutriKids make sure you are updating recipes if you switch to a different product. This will affect accurate crediting and calorie and saturated fat information.
16Portion Size Number, weight or measure Avoid “serving” Fruits and vegetables: cup, 1 each (whole fruit)Meat/meat alternate: ounces, cup (beans- if crediting toward MA)Grains/Whole Grains: ounces, cups (rice/pasta)Enter in CREDIBLE amountExample: Fish burger- 3 oz credits as 1.5 oz M/MA (CN label)Enter 3 oz (1.5 oz M/MA)NutriKids- shows credible amount for M/A and G/BThe meal contribution is automatically generated for USDA recipes. For your own recipes the contribution information must be manually entered into the recipe section under “misc”
17Scoop number is “scoops per quart” or in 32 ounces Scoop number is “scoops per quart” or in 32 ounces. For example, a ½ cup scoop which is 4 ounces goes into 32 eight times so it is a #8 scoop
19Projected Number of Servings Change from previous production recordOptional but recommendedPlanning tool based on historyCompare between projected and actual servingsAdjust number of servings in future mealsALC= A La CarteA la carte section in NutriKidsA good planning tool. You project 40 slices of pizza (based on history), but 50 students take it because it’s a new pizza the kids want to try. Again it explains any differences in what was projected vs. actually served
21Amount of Food Used Entered in measureable terms Pounds or quantityBased on Food Buying Guide or recipe5 lbs. fresh carrots= ~50- ¼ cup servings (weight to volume)Salad recipe for 100 servings (can write “recipe x 2” for 200 servings)Avoid “cases” or “bags”No standard measure for how many lbs are in a bag of sweet potato fries (differs by distributor)
23Actual Number of Servings The easiest way:Amount of food used minus leftovers/portion size= #servingsExample: Prepared 5 lbs cooked spinach- 1 lb leftover= 4 lbs used4 lb x 16 oz= 64 oz/4 oz= 16 servingsSalad bar- the number of students and adults who took salad bar for the dayEither as a side or salad bar mealHave an electronic POS system?Generate report for a la carte items and reimbursable meals sold (average itemization report)Contact software company or neighboring districtIf you check OVS and we see 50,50,50…written down the page we will question that. Need an accurate way of tracking number of meal served.
25Leftovers Salad bar leftovers – estimate Examples: Record cups/gallons (casserole, soups)Record actual number (sandwiches, pizza)Helps prevent overproduction in future mealsBack up for parent complaintsWhy wasn’t enough pizza prepared for my child?Salad bar leftovers- for example recipe calls for 50 servings and looks like only half of students took it. Record 0.5 recipe. Use salad bar production record for additional foods added.
27Substitutions Know your vegetable sub groups Always have a back up! Ensures appropriate substitutions were madeExample: romaine lettuce does not come in, used broccoli instead (dark green category)Always have a back up!
28Or go to MyPlate.gov for veg subgroup categories
30Comments and Notes Way to communicate any changes in meal counts Higher or lower than normalFactors affecting meal counts such as class trips, weather, illness, etc.Recording this information is only helpful if you refer back to already completed production recordsHelpful for admin reviewsCommunication, communication, communication!Good place to enter if kids liked or didn’t like something!
34How DOE Uses This Information The State Agency looks at production records during administrative reviews, including validation reviewsIn the past incomplete production records a common findingEnsure the meal pattern and nutrient standards are being metEnsure enough food was prepared for the number of servings reportedProvide suggestions for improving operation
35Standardized Recipes Production Records Provide an accurate Nutrient AnalysisAccurate production records= accurate nutrient analysis. Results are only as accurate as the information entered into the system.
37Developing a Salad Bar Recipe Determine number of servings:Both students and adults50 or 100 servings- typicalDetermine serving size:½ cup, 1 cup, etc.Determine amount of each food item to include (based on a typical day):Amount of each ingredient placed on salad barExample: 5 lbs romaine lettuceAmount of each ingredient left over at the end of lunch2 lbs romaine lettuce leftoverAmount of prepared minus left over = amount of each food item3 lbs romaine lettuce- enter in recipeA separate recipe is needed for any variations!Schools can develop a base recipe, and any additional vegetable offered should be entered on the production record
38Now that we have our salad bar recipe made, the production record can be used to record additional vegetables and fruits offered each day as well as condiments. For small schools may not need a recipe and record items on a separate production record. Another example of tracking how much food was prepared and used on a particular day.
40Grain Memo Exhibit A: Grains/Breads Chart (16 grams/serving) How to credit unfamiliar grains, or unsure if a product counts as a grain.
41USDA Recipes for Schools USDA will update next year to include the new 16 grams per serving requirement for grains
42Standardized RecipesTested recipes that provide consistent quality and number of servingsProvide important information on creditingExample: USDA Recipe for pizza1 slice cheese pizza= 2 ounce grain equivalents, 2 ounce M/MA and 1/4 cup vegetableRecipes must show number of servings, portion size and how it credits toward meal componentsAdopting USDA recipes or standardize own
43Meal contribution information ½ cup rice = 1 grain oz equivalent Directions and ingredients for kitchen staff to follow if someone is out sick or on vacationMeal contribution information½ cup rice = 1 grain oz equivalent
44Just like an architect needs a blueprint for success, school nutrition professionals need recipes for success! What ingredients we need, directions, pan sizes, etc.
45In Summary Production records: Determine future production needs Evaluate best practicesControl menu costGuide procurementAssure complianceAssess overall success
46The Results: A standing ovation from happy customers!
47Helpful Resources Food Buying Guide USDA Standardized Recipes Food Buying Guide CalculatorUSDA Standardized RecipesRecipes for Healthy Kids CookbooksMaine Child Nutrition“New Meal Pattern 2013/Performance Based Reimbursement”Production records- all age/grade groups (basic and temperature lines)
48Stephanie Stambach MS, RD, LD firstname.lastname@example.org QUESTIONS?Stephanie Stambach MS, RD, LDChild Nutrition ServicesMaine Department of Education111 Sewall St., 23 State House StationAugusta, Maine 04333(207)