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

2. 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

3. 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.

4. 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 ( Edition) Subpart C (3) & (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.

5. 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

8. 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 ( Edition) Subpart C (3) & (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.

10. 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.

11. 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

12. 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.

13. 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.

14. 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.

15. 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.

16. 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

17. 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

18. 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

19. 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.

20. 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

21. 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.

22. 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.

23. 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.

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

25. 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.

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

27. 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.

28. 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
You are expected to retain the source documentation that explains how you credit each food item.

29. 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.

30. 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.

31. 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.

32. 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

33. 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

34. 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.

35. 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.

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

37. 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.

38. 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

39. 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.

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