Production Records for Child Nutrition Programs

Production Records for Child Nutrition ProgramsKDE 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

• 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 RecordsWhy 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 (1-1-09 EDITION) SUBPART C 210.10 (3) & 210.10 (A)(I)

Successful Production RecordsWho 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 (1-1-09 EDITION) SUBPART C 210.10 (3) & 210.10 (A)(I)

Completing Production RecordsAdvance 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 RecordsAdvance 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


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



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)



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.


Completing Production RecordsActual 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.


• 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.


• 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.


Actual Portion Sizes

• Milk• Can be recorded in cups, ounces, or pints.




• 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.




• Fruits and Vegetables• Must be recorded in cups.




• 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.



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 07-2010



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.



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.



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 RecordsTime 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 RecordsTime 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


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


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 RecordsLeftovers/ 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.

Food Usage SheetFood 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 SheetFood 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?Please contact KDE School and Community Nutrition at

(502) 564 5625

Documents

Production Records for Child Nutrition Programs