Production Records for Child Nutrition Programs KDE School and Community Nutrition Revised 6/17/2014

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

Successful Production Records A successful production record: – Conveys information Which food and recipes to use Number of portions Portion sizes What a portion credits for – 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.

Successful Production Records Why do we need State Standardized Production Records? 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 ( E DITION ) S UBPART C (3) & ( A )( I )

Successful Production Records Who is the 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 ( E DITION ) S UBPART C (3) & ( A )( I )

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

Date: Use MM/DD/YY Format Name of School: 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.

Completing Production Records 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*. - Advance Completion

Completing Production Records 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 - Advance Completion

Completing Production Records 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) - Advance Completion

Completing Production Records Menu Items At Breakfast If crediting a meat as a grain If crediting a meat as an extra 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. - Advance Completion

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

Completing Production Records 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. - Advance Completion

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

Completing Production Records 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. - Advance Completion

Completing Production Records 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)  Acceptable supporting documentation is defined in Memo TA Advance Completion

Completing Production Records 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. - Advance Completion

Completing Production Records 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. - Advance Completion

Completing Production Records 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. - Advance Completion

Completing Production Records Time of Service Completion (After the Bold Black Line) 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)

Completing Production Records Time of Service Completion (After the Bold Black Line) 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 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. - Time of Service Completion

Completing Production Records 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. - Time of Service Completion

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

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.

Benefits of inTEAM Production Records Production records are automatically generated - Everything before the Bold Black Line can be filled out for you! All that is left to fill in are the columns completed in the kitchen at time of service Number of Portions Prepared Number of Portions Served to Students Number of Portions Served to Adults/ A la Carte Number of Wasted/ Leftover Portions Menus are checked for compliance Menu planners are better equip to communicate with kitchen staff Planned reimbursable meals are separated from adult/ a la carte meals.

How To Generate inTEAM Production Records District or Building – The food service director can decide who will be responsible for generating Production Records. – The person responsible can be The District Administrator The Building Administrator

How To Generate inTEAM Production Records 1.In order to generate a Production Record, you must already have your complete menu entered into inTEAM! 2.Once you have compliant menus entered into inTEAM, Under the Menu Compliance tab, select “Production Records”.

How To Generate inTEAM Production Records 3.Click “Create Production Record”.

How To Generate inTEAM Production Records 4.Create New Record Name your Production Record Select School Year Select the School where this Production Record will be used Select Week of service Select the Meal Session Select the Menu you want to make a production record for Click Create!

How To Generate inTEAM Production Records 5.This is how your newly generated Production Record will look. In order for foods to show up, you must first enter a “Total Feeding Figure” and click “Next”.

How To Generate inTEAM Production Records 6.At this point, you must choose one of three options for how you will complete your Production Records: a)Option 1: Basic Production Records b)Option 2: Prepopulated Production Records c)Option 3: Electronic Production Records Only useful if you are using inTEAM for inventory – this is not a module KDE has purchased.

How To Generate inTEAM Production Records Option 2 for Production Record Completion – Generate the Production Record with inTEAM – Prepopulate information before the gap (previously bold black line) using inTEAM. By “Applying” the Total Feeding Figure. By entering the numbers manually. – Generate and print the Production Record Report with inTEAM – Manually complete the information after the gap (previously the bold black line) at time of service.

How To Generate inTEAM Production Records: Option 2: Prepopulated Production Records 7.Fill in the number of students planned for each food. You have two ways to fill this in – You can fill in each box in this column manually OR – You can “Apply” the Total Feeding Figure to the Production Record to prepopulate these numbers automatically.

How To Generate inTEAM Production Records: Option 2: Prepopulated Production Records 8.Fill in the number of adult/ a la carte servings planned for each food. This column has to be entered manually, as the compliance tool does not speak to non-reimbursable meals.

How To Generate inTEAM Production Records: Option 2: Prepopulated Production Records 8.Click “Save”. In addition to saving your data, inTEAM will now calculate your “Total Portions Planned” and automatically populate this column for you.

How To Generate inTEAM Production Records: Option 2: Prepopulated Production Records 9.Click “Complete” then “PR Report 2”

How To Generate inTEAM Production Records: Option 2: Prepopulated Production Records 10.inTEAM will generate a Production Record Report for the week of service and meal pattern selected. You can now choose to print this Production Record Report for use in the kitchen, or to save the Production Record Report to print it later.

How To Generate inTEAM Production Records: Option 2: Prepopulated Production Records You have now created Option 2: Prepopulated Production Records using inTEAM. You will complete the records to the right of the gap in the kitchen at time of service, and save these records as you did with the previous production record template.

Completing inTEAM Production Records inTEAM will generate KDE approved Production Records. As with current KDE Production Records, KDE will require that: – The section of the record before the gap (previously the bold black line) is completed before service. – The section after the gap (previously the bold black line) is filled out in the kitchen at the time of service. – inTEAM production records are filled out the same way as State Prototype production records.

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 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.

Questions?