Production Record Requirements for Child Nutrition Programs (NSLP, SBP) Prepared and presented by: Valerie Crouch, SNS Child Nutrition Program Consultant School and Community Nutrition May, 2012

Why do we need a State Standardized Production Record?

Why? To ensure the federal requirements for Child Nutrition Programs within the state of Kentucky are met. To provide basic instructions for completing production records for CN programs.

What are the requirements based on? 7 CFR ch.11 (1-1-09 Edition) Subpart C 210.10 (3) & 210.10 (a)(i)

7 CFR ch.11 (1-1-09 Edition) Subpart C 210.10 (3) & 210.10 (a)(i) The production record should show how the menu items contribute to the required food components and the reimbursable meal. Menu or food items must be recorded daily on the production record. In Food Based Menu planning, production records must show that enough food was planned and produced to offer each child the minimum and maximum quantities under the meal pattern.

A Menu Planner for Healthy School Meals. USDA/FNS pub # FNS-303 Page 182- 183 Outlines what should be included on a production record and how it should be recorded. Pages 184-185 gives details on completing a production record.

A Successful production record accomplishes: It gives the staff information – what foods and recipes to use, how many portions, and desired portion sizes to serve to meet meal pattern requirements. It enables staff to record information, such as actual quantities prepared and numbers served. It enables the manager to make adjustments and forecast the planned quantities for future production.

Want to Make alterations to the state prototype? If you wish to make alterations to the state’s prototype, you need to submit a copy to your NSLP approving consultant for approval. You should be using the same production record for all preparation locations within your district. If you are using more than one production record then all production records being used within the district must be approved.

Production Record Requirements and Directions

1. Date This must be expressed in month/day/year. If you are operating on a cycle menu you cannot record day 2 of cycle 3.

2. Name of School

3. Type of Meal Served Breakfast or Lunch?

4. Menu All items offered on the menu must be listed. Condiments do not need to be listed in this section but must be listed in the other foods section. Milk must be listed but you do not have to list all milk varieties.

5. Menu Planning Approach/Group used PS K-5 6-8 9-12 If a menu serves more than one grade group at a site, you may use one production record to show this, but notations for each grade group must be clear.

6. Is offer versus serve being used?

7. Food Components & Items You must identify the food item (pizza) and the component that it meets (bread and meat). For example, if you are serving pizza on the state production record you will list Pizza in the meat section. You will check the bread/grain box next to it to identify that the pizza meets both the bread and meat components. It is critical to specify exact products to be used. If the preparer or server uses a different product than indicated by the menu planner, the food provided to students may not necessarily meet the nutrient standard or meal requirements as planned. For processed foods, it is recommended to list brand name and code number.

Food Components & Items (cont.) If your production record does not have this option then you will have to list the pizza in the bread and meat section. All items offered on the line must be listed on the production record including condiments and milk.

8.Portion size: This information is important to ensure that the correct portion size is served as well as planned and prepared. Without this guide on the production sheet, the server may have no way of knowing the correct portion size. Portion Sizes should be recorded: * Based on how they are represented in the Food Buying Guide, * How they are recorded on a CN label, or * How they appear in the yield of a recipe. If portion size is adjusted for age, a separate line should be used to indicate this. REMEMBER, you are recording the actual portion you are serving not the minimal serving!

Actual Portion sizes: If you are using a CN label product then you must record the entire serving size (as stated on the CN label) and be sure to check all components the product meets. For example: If you have a CN label that states a 4.05 oz. slice of pizza meets one bread serving and 2 oz. of meat, you would record the serving size as 4.05 oz. in the meat section. Check the bread component box to show it also meets for a bread component. If you record the serving size as 2 oz. (the minimal serving) it appears that you only served half a slice of pizza and the component requirements were not met.

Record portion sizes: Meat/ Meat Alternative Meat, nuts, yogurt, and cheese must be recorded in ounces. Legumes (beans and peas) must be recorded in cups. Stews, casseroles, and sauces that contain meats must be expressed in cups. Eggs are recorded as 1 large whole. Nut butters must be recorded in Tablespoons.

Vegetables & Fruits: Must be recorded in cups.

Grains and Bread: Breads and grains must be recorded in the measurements they are expressed in Appendix A of the Food Buying Guide. Group A thru G must be recorded in grams or ounces. Group H must be recorded in cup cooked or grams dry. Group I (ready to eat breakfast cereal) must be recorded in cup or ounces.

Milk Milk: can be recorded in cups, ounces, or pints.

9. Recipe number Don’t forget to include the HACCP process and HACCP control points in your recipe! A standardized recipe should be used for all menu items that have two or more ingredients or that require any preparation.

10. Number of a la carte items sold In order to identify the number of items available for the reimbursable meals, recording of adult meals and the a la carte items sold is necessary.

11. Planned number of portions This is a number for projected production of menu items. Menu planner completes this part of the production record in advance. Planned number of portions and serving sizes should be recorded for each grade group, and for adults. Past production records, which must be kept on file, can help accurately plan future production and menu planning.

12. Prepared Number of portions This is the total amount of food prepared. This should be recorded by number of servings. This will include the total of servings used for the reimbursable meals, a la carte, and will include leftover/waste. This portion of the production record is completed after the meal is served.

Food Used during preparation Food Usage Sheet The food usage sheet must be on the back of the production record or attached. Staff records what they opened and used for the day so that the manager can take it off of the inventory. Complex items like tuna salad will need to be recorded on the food usage sheet because there are so many items in the recipe you could not fit it in the small space on the production record.

13. Leftovers/ Waste It is important to know food items that were left over or wasted. This must be noted so that in the future managers can forecast number of servings more accurately. We can also tell how many servings were available to students. Note number of servings and if they were wasted or left-over for future use, ie. 25 servings L.O. or 5 servings W.

14 & 15. Meals Served 14. Actual number of reimbursable meals served (indicating information for each grade group). 15. Actual number of non-reimbursable meals served to adults or other a la carte sales.

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