Why are Production Records Important?

2. Why are Production Records Important? • The paper copy is a legal document for meal claiming. • Accurate and complete production records are necessary to support the claim for reimbursable meals. • Identify information needed for nutrient analysis of school meals. • Used to forecast future food preparation when the same menu is planned and served again.

3. Why are Production Records Important? • The paper copy is a legal document for meal claiming. • Accurate and complete production records are necessary to support the claim for reimbursable meals. • Identify information needed for nutrient analysis of school meals. • Used to forecast future food preparation when the same menu is planned and served again.

4. WebSMARTT • Production Records are developed using WebSMARTT and some of the required information is pre-printed on created records.

5. Viewing/Printing Production Records Select “Daily Production Report Worksheet-Nutrient Standards for School Meals” and click view.

6. Viewing/Printing Production Records Select the date range you would like to view/print and click view. As a tip, only select and print a couple days in advance so you have the most current and up to date production record.

7. Production Record

8. Serving Site Required Pre-Printed Information ≤ - symbol for less than or equal to ≥ - symbol for greater than or equal to Date of Meal Student Planned: The planned number of reimbursable meals to be served to students Menu Type (breakfast, lunch, supper)

9. Required Pre-Printed Information Recipe ID Meal Component Serving size and unit Item ID

10. Pre-Printed Required Information These are the result of the Lead “projecting” in WebSMARTT the number of students who will eat that item.

11. Additional Required Information • Nutrition Services employees must complete additional information. • Must be handwritten on the Production Record on the day of meal service. • Some of the information must be written on the BEFORE meal service. • Some of the information must be written on the AFTER meal service.

12. Before Meal Service

13. Total number of portions prepared for each item offered as part of the meal: Record Portions Prepared

14. Record Portions Prepared Nutrition Service employees must write the number of portions prepared for every food item and every food component served.

15. Planned Vs. Prepared The quantity prepared can be different from the original (planned) projection. Actual number of nuggets prepared for meal service was 220 The number of chicken nuggets originally projected was 180

16. Record Time and Temperature Time and temperature must be recorded for all hot items The time an item is taken out of the refrigerator must be recorded for all cold items

17. Thermometer Calibration • Thermometers are calibrated every Tuesday. • See SOP 2 • Indicate on the production sheet that your thermometers have been calibrated. 

18. Additions to the Production Record Any leftovers or additions to the production record needs to be listed. The serving size needs to be written on the Production Record. Recipe items (s-items) need to have to the menu item # recorded. Items like fruit or vegetables with Item IDs do not need to have the number recorded.

19. Substitutions to the Production Record You can find the correct portion size on a previous Production Records Cross out menu items and the serving sizes that are not being served

20. After Meal Service

21. Record Total Number of Portions Served

22. Record Leftovers as Being Saved or Tossed

23. Record Time for Leftovers

24. Record Actual Student and Adult meals served Students Served: Reimbursable student meals and earned student meals 350 Seconds/Adults Served: Includes adult meals sold (earned, and on account) and student second meals The total number of student, seconds and adult meals served can be found on the Sales and Meal Count Report that prints with your end of day paperwork

25. Sales and Meal Counts (End of Day) Seconds/Adults Served: Sum adult meals and total student meals (seconds). Students Served: This number includes earned meals

26. Record Actual Student and Adult meals served 350 338 8 Remember: Students Served are both reimbursable student meals and earned student meals. Seconds/Adults Served are adult meals sold and student second meals

27. Sign and Date Leads need to sign and date the last page of the production record for each meal service served (breakfast, Lunch, FFVP, Head Start and Supper).

28. Key Points • Accurate and complete production records are legal documents that are required to pass state and federal reviews/audits. • Nutrition Services employees must fill out the Production Record completely as outlined in this tutorial in order for the meal reimbursement to be claimed.

29. Key Points • Production Records must be printed with total amount of portions projected and total portions prepared filled out BEFORE meal service. • Production Records must be filled out with the total amount of portions served, saved, and tossed out AFTERmeal service. • When making substitutions, you must record the correct recipe ID and serving size.

30. Key Points • You are required to serve all items menuedon the Production Record. • Thermometers are calibrated every Tuesday (or weekly) and must be indicated as such on the Production Record (see SOP 2) • At the end of the day, record the number of students and adults meals served on the Production Record. • Leads need to sign and date the last page of the production record for each meal service served (breakfast, Lunch, FFVP, Head Start and Supper).

31. Key Points • In areas where there are no lines (blank spaces), no information from you is required. • Production Records must be completed and filed in the Quarterly Notebook every day. • Production Records should be used to help you plan for your students favorite menu items! • After ordering (planning), you can adjust the number of entrees prepared. This can help reduce food waste for those unexpected field trips or class absences.

32. If you have any questions about Production Records, please contact your Program Manager.