Production Records

Good record keeping is an essential part of any successful food service operation. The Food Production Record helps managers plan each day and communicate with their staff. It gives the staff information about what foods to prepare, recipes to use, and portion sizes to serve. It provides a place for staff to record information about what was actually prepared. The Food Production Record is also a convenient place to record food temperatures to ensure HACCP guidelines are met.

Food-Based Menu

Production Record Instructions

* These are the minimum requirements but your local director may require additional information to be recorded on the production record. These production records would be used if you are developing the school menus based on the Traditional or Enhanced Food-Based Menu Planning.

Site and Date

The first step in completing the production record is to enter the name of the site and the date. The production record can be used for a complete day including breakfast, lunch and snack, or for a specific meal if the menu is large.

Traditional or Enhanced

Check the box for Traditional or Enhanced to indicate which menu planning system is being used from column 4. If you are not sure which menu planning system has been approved for your district by the State Agency, you should contact your supervisor or director.

Signature

When the meal or day is complete and all items have been recorded on the form, the manager should sign the form. There is no need to recopy the form. It is a working document. Production records should be kept on file for a minimum of five years (current plus four years). The State Agency will ask to see past production records when they monitor your site. It is very important that these forms are completed accurately. The information recorded on this form is used by the State Agency to calculate the nutrient analysis of your menu. If information is not correct, it will affect the nutrient analysis and compliance with meal pattern regulations.

Breakfasts Planned

The number of students, CNP staff, and adults planned will be identified in the planning stages to determine how much food will need to be produced. The number of students, CNP staff, and adults served will be determined after the meal period. The lunch and snack columns will be completed the same as breakfast.

Breakfasts Served

Following the meal service, the number of students, CNP staff, and adults served should be recorded. The lunch and snack columns will be completed the same as breakfast.

Menu

The menu items should then be written on the top of the form. Only the reimbursable menu items should be included on this section of the form. A la carte, condiments, and non-creditable items will be included on the bottom of the form in columns 1 through 11.

Serving Sizes

The serving size should then be written on the top of the form.

Credit Per Meal Component

After the menu items are listed, the meal components credited for each menu item should be recorded in the credit per meal component box. One advantage of using USDA recipes is that each one lists the components for that recipe. The Food Buying Guide has several tables to help you identify the components in each menu item. How the components are counted will depend upon whether you are using the Traditional Food Based or the Enhanced Food Based menu planning system. If you are not sure which menu planning system has been approved for your district by the State Agency, you should contact your supervisor or director.

Column 1

Column 1 is used to record all food items that are served as part of the reimbursable meal. As of August 2009, if the school has a standardized recipe on file and the recipe is followed it will no longer be required to list recipe ingredients in this column. A la carte items, condiments, and any extra item should be recorded in this column.

Column 2

Be sure to include if the item is purchased, commodity, canned, frozen, etc. For cheese, mayonnaise, or salad dressing record the level of fat such as fat free or low fat. If it is an item such as pizza, record the type of toppings on the pizza. If it is a sandwich, record the type of bread that is used; for example, whole wheat, white, hamburger bun, sandwich slices, or hot dog bun? Try to be as specific as possible. This will ensure fewer questions in the SMI visit.

Column 3

The recipe number should be recorded in column 3. For example, if it is the spaghetti and meat sauce USDA recipe, record it as D-35. If it is a school recipe, record it with the school initials and a number. Such as, JE28 for Jones Elementary recipe 28. A recipe must be used for all menu items with more than one ingredient. If you open canned green beans and add onion powder, a recipe should be on file that states the amount of onion powder that will be used for the specified number of cans of green beans.

Column 4

In Column 4, enter the age or grade group used in planning your production. Using the appropriate serving size is a critical step in planning the right amount of each menu item. This information is found in the introduction section of your Food Buying Guide on pages I-7 through I-15. It is important to remember that if you do not serve different portion sizes to the different age/grade groups, you have to use the highest grade group’s portion sizes. For example, if you serve only one portion size to all age/grade groups in a K-12 school and you are using the Traditional Food-Based menu planning for lunch, you would record the grades 4-12 OR grades 7-12 in this column.

Column 5

Column 5 is used to enter the serving size to be served for the age/grade group listed in column 4. This information is found in the introduction section of your Food Buying Guide on pages I-7 through I-15.

Column 6

Column 6 is used to record the number of students you plan to serve for each menu item as a part of the reimbursable meal.

Column 7

Column 7 is used to record the number of adults, contracted meals, or a la carte that you plan to serve for each menu item. Purchases of menu items in addition to the reimbursable meal would be counted in this column.

Column 8

Column 8 is the total number of servings that you plan to serve. This is the total of columns 6 plus 7.

Column 9

Column 9 is used to record the amount of each ingredient you PLAN to use. This should be recorded in exact measures such as pounds in a case, or number of cans with can size, pounds of meat, number of heads of lettuce or cabbage, or number of bags of a product with the number of pounds or ounces in the bag. It is very important that a total weight or measure be given in this column.

Column 10

Column 10 is provided to record the actual amount that was USED in the preparation of that meal. If 10 cans of green beans were PLANNED and only 8 were USED than 8 should be recorded in this column.

Column 11

Columns 11 and 12 are used to record leftovers. In column 11, record the amount of each item leftover. Be specific in the amount such as pounds, cups or # of servings.

Column 12

Column 12 is used to record what you will do with the leftovers such as D for discarded if the item is discarded, R for refrigerator if the items are covered, dated and placed in the refrigerator, F if the item is covered, labeled and put in the freezer, and S if the item is covered, labeled, and put in the storeroom.

HACCP Temperatures

The remaining columns are provided to record temperatures of each food product as it moves through the preparation process. Each column has a C/A for corrective action. At any time during the food production the food product is not at the proper temperature, a corrective action should be taken and documented. This corrective action should be recorded as D for discarded, C for chilled, or H for heated. For example, if lasagna is only 120 degrees at the time of service, the lasagna should not be placed on the serving line, but rather returned to the oven to be heated before putting it on the line. This corrective action would be noted as a H. The holding temperature of each food item should either be above 140 or below 45 degrees Fahrenheit. If during preparation, holding, or serving the temperatures are out of range, a corrective action should be taken and documented. Foods should also be cooled to 70 degrees Fahrenheit within 2 hours.

C/A: Corrective Action

At any time during the food production that the food product is not at the proper temperature, a corrective action should be taken and documented. This corrective action should be record as D for discarded, C for chilled, and H for heated.

Comments

Record any comments to be made at the end of the day such as a field trip that would affect numbers served.

For any other questions, please visit our website www.cnp.alsde.edu , click on School Nutrition, click on Forms, and click on Food Based Menu Production Record to watch and hear more detailed instructions.

Revised 7/13/09