Production Record Review

Production Worksheets and Menu Production Records 7.15.2015Provided by the LAUSD Food Services Division Pat Jilek, Sheilah Hernandez and John Brown Place Holder

1Provided by the LAUSD Food Services Division Pat Jilek, Sheilah Hernandez and John Brown Production Worksheets and Menu Production Records 7.17.2015

TELL: Welcome to the Production Worksheet and Menu Production Record training. Before we begin please complete the pre-quiz located in your binder. Answer the questions to the best of your ability. We will review the pre-quiz answers together before beginning this presentation. There will be a quiz at the completion of this training to assess what you have learned.

2Goal The goal of this training is to ensure that Food Services staff understand how to complete the production worksheets and menu production records correctly.

3TELL: The goal of this training is to ensure that food services staff understands how to complete the production worksheets and menu production records correctly.

OverviewTo develop an understanding of the purpose and importance of the Production Worksheet and Menu Production Record.

What needs to be recorded?When to record the information

4TELL: Todays training will help you develop an understanding of the purpose and importance of the Production Worksheet and Menu Production Record. We will focus on what information needs to be recorded and when to record that information. We will also discuss the purpose of Production Worksheet and Menu Production Record. Why are those records important and Who is responsible. NEXT SLIDEWhat is a Production WorksheetThe Production Worksheet is used for recording the actual serving counts prior to preparing food. Numbers are manually recorded

Entered into CMS

Note Information must be filled out on a daily basis with the most current count in front.

TELL: The Production Worksheet is used for recording the actual serving counts prior to preparing that days food. These Numbers are manually recorded and then Entered into CMS. Note These worksheets must be filled on a daily basis with the most current in front.

5What is a Menu Production Record?The Menu Production Record is a documentation that validates meals claimed for reimbursement by following the menu and as required under Federal Regulations.

It is also a valuable tool for:PlanningForecastingCommunication to staff

TELL: The Menu Production Record is a document that validates meals claimed for reimbursement, by following the menu and is required under Federal Regulations. It is also a valuable tool for Planning, Forecasting, and Communicating to your staff.

6Why is it important?All schools participating in the school meals programs must keep Menu Production Records for the meals they produce.

These records contain the following: Food componentsFood itemsMenu items for each day of operationHow the school meals meet the age/grade nutrient standard over the school week

TELL: All schools participating in the school meals programs must keep Menu production records for the meals they produce. These records must demonstrate how the meals contribute to the required food components, food items, or menu items for each day of operation. In addition, these records must provide sufficient documentation to determine how the school meals contribute to meeting the age/grade appropriate nutrient standard over the school week.

7Who is responsible? All cafeteria staff listed are required to understand and know how to complete the Production Worksheet:Food Service ManagersSenior Food Service WorkersFood Service WorkersSubstitute Food Service Workers

Note - The Production Worksheet is completed daily, at the end of each meal service.

TELL: All cafeteria staff members are required to understand and know how to complete the Production Worksheet. Food Service Managers, Senior Food Service Workers, Food Service Workers, and Substitute Food Service Workers are responsible for completing this document with information from the days meal preparation and service. They must ensure the Production Worksheet is completed daily at the end of each meal service.

TELL: In the next few slides, we will engage in some activities to test your knowledge on what information is needed for each column.

8Production Worksheet Columns 1 - 3

Column 1 Recipe Number

Column 2 Food Item Description

Column 3 Total Projected Servings

TELL: We will now discuss what each specific column entails. In column 1 the Recipe Number specifies the exact recipe and products to be used. Once you forecast the menu, the recipe number is pre-populated onto the form. All food items, including the condiments are identified by a recipe number. In column 2, the Food Item Description indicates the name of the food items and a description of its type of packaging. For example; canned, frozen, whole wheat, case package size, etc. Lastly, in column 3 the Total Projected Servings is the combined figure determined for the projected reimbursable meals, adult meals, employee meals, and a la carte food items.

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1. Click on the columns that contain:Recipe number - 2952Menu Item Breakfast BurritoTotal Projected Servings for Taco Sauce2. A blue box will appear if a correct selection has been made.3. Click here when all 3 correct selections have been made. .

TELL: Now lets test our knowledge. Using your mouse, click on the column that represents Recipe number 2952. Next, click on Food Menu Item Breakfast Burrito. Lastly, Click on the Total Projected Servings for Taco Sauce. A correct selection will result in a blue box. An incorrect selection will result in an incorrect message prompt. Click anywhere on the screen to return back to the activity. Continue to click on the on the activity until you have 3 blue boxes on the Production Worksheet. After you have made all three correct selections, click inside the box listed in step 3 of the instructions. 10

Click on the picture that would be used to indicate portion size in Column 4.

A case of Oranges1 each Orange

TELL: Lets continue to test our knowledge. Using your mouse, click on the picture that would be used to indicate the correct portion size in Column 4.

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Click on the picture that would be entered on column 9 (Non-Reimbursable/ A la Carte).

TELL: Now lets test our knowledge. Using your mouse, click on the picture that would be entered as Non-Reimbursable/A la Carte in column 9.

18Troubleshooting Missing Production WorksheetsIn the event that you are unable to print the worksheets:

Review and verify you selected the correct criteria:Date RangeSite SelectionConfirm you have completed:EZ Steps before creating Production Worksheets

Submit a peregrine ticket once you have verified the above steps

TELL: You are required to review your Production Worksheets to ensure all have been created. In the event that you are unable to print the worksheets, review and verify that you have selected the correct criteria which include Date Range and Site Selection. Confirm you have completed your EZ Steps before creating Production Worksheets. Submit a peregrine ticket once you have verified all of the above steps and still need further assistance.

25Note Never enter any information into the Served column, CMS automatically calculates the quantities. Transferring Production Worksheet Data Into CMS

TELL: Transfer all written information from the completed and verified Production Worksheet into the Meals Production Record located under the Item Counts tab. The Item Counts tab is the default screen after you select the date of meal service. You do not need to enter any number in the Served column as CMS automatically calculates the quantities.

NEXT SLIDE

26Leftover Code All leftovers require a leftover code selection.Leftover CodesServe Next Day Dispose OfReturn To Stock Milk and Non-perishable food items

Note - The leftover codes: Freeze, Refrigerate, and Served as Seconds are not utilized.

TELL: Once the meal period is over, you need to document all leftover quantities and indicate the correct leftover code. It is necessary to determine whether the menu items will be Serve Next Day, Disposed Of, or Return to Stock. Food items returned to stock or served the next day must meet safety requirements according to the SOP and ServSafe requirements.Note - if there is any leftover milk, vegetables and fruit suitable for re-service, you need to select Return To Stock. The following leftover codes Freeze, Refrigerate, and Served As Seconds are not utilized.

27Removing An Item

Items not being prepared for service must be removed from the Daily Production section in CMS.SubstitutionsServe Next Day not suitable for serviceEliminate errors and unnecessary information

TELL: When reviewing the menu, items not being prepared for service, must be removed. Some reasons may be Substitutions and previous days menu items coded as Serve Next Day but may not be suitable for service This will eliminate errors and unnecessary information from the Daily Production Record in CMS.

NEXT SLIDE

28Items not on the menu and being prepared for meal service, must be added in the Daily Production Record.

Substitutions

Extra Fruits or vegetablesAdding An Item

TELL: Items not on the menu and being prepared for meal service, must be added to the Daily Production Record. Some of the reasons to add may be, substitutions and/or extra fruits or vegetables.

29Meals/Revenue TabSelect the Meals/Revenue tab and enter the following information:

All: Total number of reimbursable meals servedOther: A la carte, dropped, burnt, theft, alternate meals, etc.Others: Leave blank (Not utilized)Adults: Total number of faculty meals sold Employee: Total number of foodservice staff meals

Note - The Total Meals will be automatically calculated

TELL: The Meals/Revenue tab has 6 fields to enter information from the Meal Counts and Production Worksheet Reports. The All field is the total number of reimbursable meals served. The Other field records the combined total of A la carte, dropped, burned, theft and alternate meals from the Production Worksheet. The Others field is left blank and not utilized by LAUSD. The Adults field total is the number of faculty meals sold. The Employee field is the total number of employee meals consumed. The Total Meals field will be automatically calculated by CMS.

NEXT SLIDE

30Meals/Revenue Tab cont.The required forms needed to fill in the information on the Meals/Revenue Tab are:

Meal Counts Report

Production Worksheet

TELL: Now we will discuss the required forms needed to fill in the information on the Meals/Revenue Tab. The Meal Counts Report and Production Worksheet are needed to complete this tab.

31Meals/Revenue Tab cont.

The needed information are as follow:

Meal Counts ReportReimbursable TotalsEmployeeFaculty

TELL: Using the Meal Counts Report, obtain the Reimbursable Totals, Employee, and Faculty meals served.

32Meals/Revenue Tab cont.Production WorksheetNon-Reimbursable/A la CarteDroppedBurntTheft Alternate Meals

TELL: To complete the process, the Production Worksheet will also need to be utilized. Transfer the Non-Reimbursable/A la Carte numbers from the worksheet to the Other field. Items considered to be Non-Reimbursable are dropped or burnt food items, theft, Students A la Carte, and alternate meals.

33Completed Meals/Revenue Tab

Meal Count ReportProduction Worksheet

Meal Count ReportMeal Count Report

CMS will calculate automatically

TELL: As illustrated here, information needed to complete the Meals/Revenue Tab are as follow: All field information is from the Meal Counts Report. The Other field information is on the Production Worksheet. The Adults and Employees field are, again, from the Meal Counts Report. LAUSD does not use the Others field, therefore no information is needed.

34Daily Comment/MenuSelect the Daily Comment/Menu Tab and enter the following information:

Menu Week Menu DayCommentsCalendar

TELL: The Daily Comment/Menu Tab can be used to document any issues or irregularities for that days meal service. The menu week and day should also be included, as well as the calendar.

35Complete ProductionTo finish the process, you will need to select:

Update Inventory Complete ProductionSave

TELL: To finish the process, you will need to select both, the Update Inventory and Complete Production boxes at the bottom right hand corner of the screen. Remember to click on the Save button.

36How to Review Production Record Report

To validate the information entered:

View the reportClick on the Report button Select Production optionSelect the Production Records report

TELL: At this point of the process, we need to validate the information entered into the Production Record is correct. To view and analyze the report, follow this process. First click on the Report button. Then, in the top left corner, select the Production option. Lastly, select the Production Records report. Double click on the report name or click go.

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How to Review Production Record Report cont.To view the report, select the following criteria:

Date RangeSite SelectionReport Format CAPreview

TELL: After double clicking on the Production Records option, a Criteria box will appear. Continuing the process, select the Production Dates. Using the drop down button, choose the correct date range. If needed, change the Site Selection. Also, you will need to verify the Report Format is selected as CA. It is imperative that you do not select the default option. The default option will change the report format. To conclude the process, click Preview to view the Production Record report.

NEXT SLIDE

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Completed Menu Production Record

TELL: In this example of a completed Production Record, observe columns #5, #6, #10, and #13. In the production worksheet, those columns are grayed out. In the menu production record, they are completed in CMS after the information was entered from the Production Worksheet.

39Red Flag FactorsReview the Production Record Report for red flags

Input errors or transposed data will result in:

Incorrect portion sizes will increase the portion cost Dollar amounts that are excessive in the cost of amount used

TELL: Finally we will need to review the Production Record Report for any red flags. Red flags indicators are: input errors or incorrectly transposed data entry. This will result in an incorrect portion size and increase the portion cost. The dollar amounts will be excessive in the cost of the amount used field.

40Questions?

TELL: Thank you for attending todays training. Are there any questions?

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