Production Records for Child Nutrition Programs KDE School and Community Nutrition Revised 5/14/2015

Production Records Overview What are Successful Production Records? Production Record Examples How to Complete a Production Records Advance Completion Time of Service Completion Food Usage Sheet

Successful Production Records A successful production record: Conveys information From menu planner to kitchen – which products, portion sizes, crediting. From kitchen to menu planner – planned and prepared numbers, leftover and waste (what the kids like… and what they don’t!!) Provides a record Amount prepared Amount served Allows forecasting Past production records, which must be kept on file, can help accurately plan future production and menu planning. Yu will continue to have access to inTEAM’s menu compliance tool with the added bonus of being able to generate menus via the tool.

Successful Production Records Why do we need a State Standardized Production Record? To provide basic instructions which ensure the federal requirements for Child Nutrition Programs within the state of Kentucky are met. There are separate breakfast and lunch production records (be sure you are using the right one!) State prototype production records are based on: 7 CFR ch.11 (1-1-09 Edition) Subpart C 210.10 (3) & 210.10 (a)(i) Yu will continue to have access to inTEAM’s menu compliance tool with the added bonus of being able to generate menus via the tool.

New State Prototype New: Planned Student Meals Planned Adult/Ala Carte Meals Adult/Ala Carte Served Planned No.. of Student Portions/Planned No. of Adult and Ala Carte Portions Breakfast Note: Extra Foods – Vegetables not counted as fruit/vegetable

Successful Production Records Not so New Kid on the Block There is another state approved Production Record option available to all school districts – inTEAM Production Records. These production records are automatically generated in inTEAM, the menu planning tool utilized by your district to ensure you are serving HHFKA meals inTEAM production records are also based on: 7 CFR ch.11 (1-1-09 Edition) Subpart C 210.10 (3) & 210.10 (a)(i) Yu will continue to have access to inTEAM’s menu compliance tool with the added bonus of being able to generate menus via the tool.

Benefits of inTEAM Production Records Everything before the Bold Black Line (potentially) is filled out for you! This helps with: Compliance Consistency Crediting Because you already have a cycle menu in the tool, both the menu and the production records are conveniently located in one place for easy reference. Production records are automatically generated using the menus you have already entered into inTEAM to check compliance. You also have the option to automatically generate the number of planned servings (for reimbursable meals) based on your total feeding figure, for each food item. Menu planners have more control because the production records have been completed for the kitchen managers, limiting substitutions and changes to the planned menu.

Completing Production Records Advance Completion (Before the Bold Black Line) To save time, portions of the production record should be completed before meal service. This includes: Food Components Menu Items Actual Portion Size Creditable Portion Size Recipe Number and Planned Number of Portions

Completing Production Records Advance Completion (Before the Bold Black Line) Advanced completion Provides consistency Aids in menu compliance Saves time Yu will continue to have access to inTEAM’s menu compliance tool with the added bonus of being able to generate menus via the tool.

Date: Name of School: Age/Grade Group: Use MM/DD/YY Format Actual School Name Age/Grade Group: K-5, 6-8, 9-12 K-8, K-12 Overlap Age/Grade groups may only be used when those grade groups are represented in the same facility. If a menu serves more than one grade group at a site, you may use one production record but notations for each grade group must be clear.

Offer Versus Serve: Yes, No, or a combination. It MUST be specified on the production if a combination is used. Menu: All items offered on the menu must be listed. Condiments do not need to be listed in the menu section. They should be listed in the other foods section. Milk must be listed but you do not have to list all varieties. Note that the Offer Vs. Serve line is not present on the inTEAM Production Records. Still be sure to note on the record if you are doing a combination of OVS and Pre-Plating on inTEAM Production Records.

Completing Production Records - Advance Completion Food Components Used to record when leftovers have been used (State Prototype). Indicate the date that the food item appeared on production. Used to record when multiple grade groups have been served the same food item in different portion sizes (State Prototype). Example: If K-5 and 6-8 are being offered corn in different serving sizes, it will be listed twice in two different lines on the production record with each grade group listed in the Food Component section. inTEAM Production Records combine the Food Component and Menu Item columns*. inTEAM Production Records There are blank lines at the bottom of inTEAM Production Records to include any leftovers or substitutions. If you use the same meal pattern for multiple age groups (i.e. a K-12 breakfast or a K-8 lunch) in inTEAM separate production records do not need to be generated. However, if you serve children from different age-grade groups in the same building different portion sizes, a production for each age-grade group will need to be generated.

Completing Production Records - Advance Completion Menu Items Record food items being served here For processed or combination foods, it is recommended to list brand name and product code number. Combination foods can be written in and credited for multiple components on one line (State Prototype). For Whole Grain items, indicate Whole Grain in the menu item column by placing WG next to the product (State Prototype). inTEAM Production Records combine the Food Component and Menu Item columns

Completing Production Records - Advance Completion Menu Items It is critical to specify exact products to be used. If the preparer uses a different product than indicated by the menu planner, the food provided to students may not meet the requirements (State Prototype) Example: Bosco Stick

Completing Production Records - Advance Completion Menu Items At Breakfast (State) If the meat/meat alternate is being credited as a grain, it will be recorded in the Whole Grains & Grains section. The meat/meat alternate component section has been removed and the extra foods section has been added so that the menu planner can indicate if the meat/ meat alternate will be credited as an extra food. If crediting a meat as a grain If crediting a meat as an extra

Completing Production Records Menu Items At Breakfast (inTEAM) If the meat/meat alternate is being credited as a grain, it will be recorded in the Menu Item column as a “Meat/Meat Alternate - Grain”. There will be a creditable portion size to tell you how many food items the MMA will count for at breakfast. If crediting a meat as a grain Yu will continue to have access to inTEAM’s menu compliance tool with the added bonus of being able to generate menus via the tool.

Completing Production Records Menu Items At Breakfast (inTEAM) If the meat/meat alternate is being credited as an extra, it will be recorded in the Menu Item column as a “Meat/Meat Alternate – Extra”. There will be a creditable portion size will be zero (just like a condiment). Yu will continue to have access to inTEAM’s menu compliance tool with the added bonus of being able to generate menus via the tool. If crediting a meat as an extra

Completing Production Records Actual Portion Sizes The Actual Portion size of the product used should be recorded in the box. If the portion size is adjusted for different age grade groups, a separate line should be used for each age-grade group receiving a different sizing size (State Prototype). inTEAM Production Records combine the Actual Portion and Creditable Portion Sizes in to one column.

Completing Production Records Actual Portion Sizes 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.

Completing Production Records Actual Portion Sizes Meat/ Meat Alternate 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.

Completing Production Records - Advance Completion Actual Portion Sizes Milk Can be recorded in cups, ounces, or pints.

Completing Production Records - Advance Completion Actual Portion Sizes Grains & Whole Grains Must be recorded in the measurements used in Exhibit A*. A thru G must be recorded in grams or ounces. H must be in cups cooked or grams dry. I must be recorded in cups or ounces. *Exhibit A can be found in the Food Buying Guide.

Completing Production Records - Advance Completion Actual Portion Sizes Fruits and Vegetables Must be recorded in cups.

Completing Production Records - Advance Completion Actual Portion Sizes If you are using a CN label product, then you must record the entire serving size in the actual portion size box. Be sure to record the creditable portion size of all components (as stated on the CN label) in the creditable portion size column.

Completing Production Records - Advance Completion Creditable Portion Sizes and School Equivalencies The Creditable Portion Size/ School Equivalencies are determined from sources such as: Food Buying Guide CN Labels Recipe Yields Exhibit A Manufacturer specification sheets (signed, dated and on company letterhead) Product formulation sheets (signed, dated and on company letterhead) Acceptable supporting documentation is defined in Memo TA 07-2010 You are expected to retain the source documentation that explains how you credit each food item.

Completing Production Records - Advance Completion Creditable Portion Sizes and School Equivalencies For lunch, first identify the menu item in the menu item section and report all creditable equivalents in the school equivalent section (State Prototype). Example: If you are serving pizza that meets both the bread and meat requirement, you will list pizza in the meat section and report the creditable portion size of the meat and bread in the school equivalent section. This identifies that the pizza meets both the bread and meat components. You are expected to retain the source documentation that explains how you credit each food item.

Completing Production Records - Advance Completion Recipe Number The Recipe Number column should be used to record the Standardized Recipe Number. Don’t forget to include HACCP process and control points in your recipe. inTEAM combines the Recipe Number and Product Name and Code. With these two columns combined, if you choose to use this column to record your Recipe Number, it is critical that your recipes speak accurately, with product name and number, to the product intended to be used.

Completing Production Records - Advance Completion Planned Number of Portions The Planned Number of Portions includes planned number of servings for: Students Adults A la Carte sales inTEAM separates planned reimbursable portions from non-reimbursable portions.

Completing Production Records Time of Service Completion (After the Bold Black Line or GAP) All hand written after bold black line/ Gap To have an accurate record of what is occurring in the kitchen during preparation and time of service, portions of the production record should be completed during/ after meal service. This includes: Prepared Number of Portions Number of Portions sold as a la carte Leftovers/ Waste (# of portions) Must be kept on file

Completing Production Records Time of Service Completion (After the Bold Black Line / GAP) Time of Service completion Provides means of communication from the kitchen to the menu planner Aids in menu compliance Allows for forecasting Saves money and reduces waste

Completing Production Records - Time of Service Completion Number of Portions Prepared This is the number portions prepared for service (reimbursable meals, adult meals and a la carte sales). Record single portion size, not food quantities prepared.

Completing Production Records - Time of Service Completion Number of Portions Sold This is the number of a la carte items and adult portions sold during meal service (State Prototype). inTEAM also includes a field for the number of portions served as reimbursable meals.

Completing Production Records Leftovers/ Waste Record as number of portions. LO=leftovers W=Waste

Reimbursable Meals Served: Non-reimbursable Meals Served: Served Meals: Using your Daily Meal Count (POS). Reimbursable Meals Served: Number of reimbursable meals served for the meal service. Non-reimbursable Meals Served: Number of meals sold to adults and other a la carte sales. Note that the Offer Vs. Serve line is not present on the inTEAM Production Records. Still be sure to note on the record if you are doing a combination of OVS and Pre-Plating on inTEAM Production Records.

Food used during preparation and service Food Usage Sheet Food used during preparation and service The Food usage sheet records all food used during preparation and service. Staff records what they opened and used for the day so that the manager can take it off of the inventory. Must be attached to the production record, regardless of if you are using the State Prototype or inTEAM Production Records

Food used during preparation and service Food Usage Sheet Food used during preparation and service Food should be documented on the Food Usage Sheet using units of inventory. - i.e. #10 can, lbs., gallons, etc. Each food item for combination foods 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.

Please contact KDE School and Community Nutrition at (502) 564 5625 Questions? Please contact KDE School and Community Nutrition at (502) 564 5625