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Hospitality

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Menu Production Records

The materials in this packet were developed with permission from the South Dakota Department of Education and Cultural Affairs Division of Education Services Menu Production Packet.

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Menu Production Records
Performance Objectives The participant will demonstrate an understanding of the Michigan Menu Production Record by completing assigned parts of the form. For more information about production records, refer to: A Menu Planner for Healthy School Meals, USDA (FNS-303), 1998. Introduction to Menu Production Records The Menu Production Record is a tool that is used in every foodservice operation, including restaurants, commercial cafeterias, and institutional cafeterias. Its main purpose is to plan and control food production. A written production record provides a place for the manager to plan the amount of food that will be prepared and then record what was actually served. Adjustments can be made to the Menu Production Record during preparation and service in order to indicate any changes that may need to be made. Since the Child Nutrition Programs receive reimbursement for lunches, breakfasts, and snacks that conform to the meal pattern, the School Food Authority must provide documentation to the state and federal government about the food and the amounts that were served. The Menu Production Record becomes the documentation of the amounts served. It is also the basic record that will be used by the state agency during a review to determine compliance with nutrient standards. The Menu Production Record is also an excellent planning and forecasting tool that will help the foodservice manager to have a successful food service operation. Good Menu Production Records keep track of more than just food items and quantities prepared. They provide a written history of a food service that can be used to evaluate customer preferences and improve menu planning.

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An Accurate Menu Production Record
Key Words standardized recipes - purchase - prepare - staff - record information - planning - communication - documentation An Accurate Menu Production Record: 1. Is based on _______________ product descriptions. _______________, the Food Buying Guide and served

2. Helps the manager plan amounts to ________________. 3. Helps the manager plan amounts to ________________. 4. Provides the manager a place to record information that communicates to the __________ the food items and amounts to prepare and serve. 5. Provides a space for staff to____________ information that the manager needs for future reference – such as actual quantities prepared, leftovers, participation. 6. Documents the foods and the amounts _____________. 7. Provides _________________ for future planning and nutrient analysis. 8. Serves as a _____________ tool, a _________________ tool, and a ____________________ record.

Michigan Menu Production Record
The Menu Production Records on the following pages have been designed for use by the schools in Michigan. These forms meet the requirements set forth by the United States Department of Agriculture and the Michigan Department of Education. It is important that you learn to complete this form accurately. Follow along as your instructor explains the form.

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Activity
Directions: Use the previous information and the blank Menu Production Record form to identify the section where the following information should be written. Write the correct answer in the blank provided. _____ _____ _____ _____ _____ _____ _____ _____ _____ 1. Adult Meals (actual served) 2. Planned Servings 3. Total Quantity and Specific Amounts Needed 4. Daily Menu with Planned Serving Sizes 5. Any Amounts Added to the Planned Quantity 6. A la carte Items 7. Actual Number of Meals Served by Age/Grade Group 8. Seconds 9. Leftovers

_____ 10. Date _____ 11. School (school district and site name)

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DAILY FOOD PRODUCTION RECORDS
Production records are documentation of the type and amount of food produced for reimbursable meals. They are also a planning tool. They provide a record that the meals served met federal Child Nutrition requirements. Daily food production records should include the following: a) MENU ITEM – list food item(s) as it appears on the menu. One menu item may provide two meal components, for example, pizza. b) RECIPE NUMBER/CODE – the number of the standardized recipe used to produce the final product. USDA recipes are assigned numbers. Code is vendor code number. c) PORTION SIZE – the amount of each menu item to be served for a specific age/grade group. Example: 6 chicken nuggets, 2 oz. hamburger patty. d) NUMBER OF PORTIONS PLANNED. e) QUANTITY OF FOOD USED – the actual amount of food used in preparation given in units, such as pounds, #10 cans, dozens, pieces, etc. f) COOKING TIME/TEMP - record internal temperature of food item upon completion of reaching the required cooking temperature. Record time temperature of food item(s) is taken. g) CORRECTIVE ACTION CODE - if corrective action is necessary, list SOP letter based on NFSMI HACCP based SOPs. (Note corrective action taken on corrective action log, located in food safety plan manual at each prep. or serving site) h) SERVING TIME/TEMP – record internal temperature of food item(s) prior to serving. Record time temperature of food item(s) is taken. i) ACTUAL NUMBER OF PORTIONS PREPARED.

j) ACTUAL NUMBER OF PORTIONS SERVED. k) LEFTOVERS – leftovers are counted after students have been served, but before food is thrown away. There should not be zero portions listed as left over for each item. Other information that is often seen on production records that provides helpful information, but is not required: LEFTOVER CODE – freezer, cooler, waste. SUBSTITUTIONS – must indicate what foods were substituted for the planned food. Comment space to note special conditions that may affect participation. Examples: field trips, flu season, and bad weather. Note: Central or base kitchens should keep records of the amount of food shipped to each satellite or receiving kitchen as well as total production for that site.

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Menu Production Record as a Tool for Planning Food Preparation
Key Words amounts - meal pattern - week - Offer Vs. Serve - use - communicate 1. Use past Menu Production Records to forecast the ____________ to prepare for each menu item. Plan amounts to prepare for each menu item for breakfast and lunch. Look at previous production records to check the number of servings used of each menu item. Make adjustments for any changes that will be needed for special events, such as field trips. _________ are included in the menu.

2. Make sure that all the components of the ______ -

Review the meal patterns for each lunch and breakfast Check to make sure you have all the components and planned food items for each meal. Check to make sure that the portion sizes are correct for the age/grade group you are serving.

3. Plan the required servings of bread for lunch for each _______. Review the weekly bread requirements for the meal pattern. Look at the Menu Production Record for a week. Check to be sure that grains/bread servings are planned in the required amount for the menu item. ____ __________ provision will be used correctly.

4. Make sure that the __________ -

Look at the Menu Production Record to make sure that you have offered all required components and items for lunch and breakfast. Check to make sure that the serving sizes equal the minimum quantities required by age/grade group.

5. _____ the information from the planned Menu Production Record. Review the completed menu plan to determine the amounts to purchase. Determine what needs to be prepared and schedule food production tasks.

6. Use the Menu Production Record to _______________ the manager’s plans to the staff. Keep the menu production record in a place that personnel have access to it. Train staff to review the menu production record for information on what and how much to prepare. Train other members of the staff to record information on the production record, such as servings added or left.

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Menu Production Record as a Tool for Documenting Food Preparation
The information on the Menu Production Record lists menu items and amounts served. It gives information on the product and the recipe used. By listing the product code or recipe number, the manager does not have to list every item in the recipe. If additional information is needed during a school review, the product sheet or recipe can be reviewed. The information on the Menu Production Record must be complete and accurate. It will be used: to determine if your school has met the meal pattern requirements, and to complete a nutrient analysis to determine if the meals you served meet the nutrition goals established by USDA.

All Menu Production Records must be kept for three years plus the current year. Production Records are important documentation records and should be placed in a safe place. At the end of the school year, follow your school’s procedure for maintaining these records. If the record must be stored in a place, to which you do not have access, make notes of any information that will be helpful to you in planning meals for the next school year.

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Do I Have What I Need?
Directions: Think about your own school situation and complete the information below. 1. Do you have recipes for all menu items that are prepared in your school?

2. Location where the recipes for your school are kept on file, so everyone has access to them.

3. Description of how your school recipes are numbered so they can be referenced on the Menu Production Record.

4. Location where product information records are maintained (examples: CN labels, production specification sheets, etc.).

5. Location where completed Menu Production Records are maintained for three years.

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When to Complete the Menu Production Record
When do you think would be the ideal time to complete the following parts of the Menu Production Record? Write the number in pencil to the left of the tasks. Time Line Key 1 - Before purchasing 2 - Before the day of production 3 - The day of production Menu Production Record Tasks ____ a. Write or paste in the menu onto the Menu Production Record. ____ b. Forecast the number of servings needed for the menu using past Menu Production Records. ____ c. Determine the amounts to prepare. ____ d. Communicate the information to staff and make changes as needed. ____ e. Determine actual servings served. ____ f. Record information on food leftover.

____ g. Record participation information. The Menu Production Record is an ongoing record that begins when the menu is received or planned and is completed at the end of the day of service. Completing the Menu Production Record is not a task that should be saved until the day of production or the day before production – or a week later! To make the best use of the Menu Production Record, some parts of the production record should be completed in advance of the day of production, including such items as foods to be served, planned portion sizes, amounts to prepare, etc. Some parts can only be completed on the day of production, such as actual amounts served, leftovers, numbers served, etc. Planning: When completing the planning parts of the Menu Production Record, complete five days at a time. This will help you make sure that you have included all the requirements for the week. It will also save time. Menu Production Records should be written in pencil. Plans change, and pencil can be erased. Documenting: Each day after the meal service, make sure that the final parts of the Menu Production Record are completed.

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Using a Completed Menu Production Record
Directions: Use the sample completed production record to locate the information below. Your instructor will assign you the lunch production record to use Lunch 1. What is the recipe number for Spaghetti and Meat Sauce?

2. How is the crediting for grains/breads shown for Spaghetti and Meat Sauce?

3. How is the crediting information for fruits/vegetables shown for the Spaghetti and Meat Sauce?

4. What products make up the fruits/vegetables component for recipe #D-35 (Spaghetti and Meat Sauce)?

5. How many pieces of chocolate cake were actually served?

6. What was the crediting for meat/meat alternate in the Spaghetti and Meat Sauce?

7. The following is shown in the grains/breads information: D-35 G/B. What is this product?

8. What product will be used for breadsticks?

9. What are the serving sizes for peaches?

10. What are the age/grade groups served for lunch?

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DAILY FOOD PRODUCTION RECORD - Traditional
DATE: 8/28/08 NAME OF MONITOR: Sam Adams SPONSOR/BUILDING/SCHOOL NAME: Earnest Hemmingway School
Offer vs. Serve Implemented?

STUDENTS ADULTS EMPLOYEES TOTAL

275
15
10 300 (J) (K)
LEFTOVER & CODE (F# OF Freezer CPORTIONS Cooler WSERVED Waste)

YES
X

x NO
(H)
SERVING TIME / TEMP

Breakfast Lunch

Dinner Snack

(B)

(C)

(D)
# PORTIONS PLANNED

(E)

(F)
COOKING TIME / TEMP

(G)

(G)
CORRECTIVE ACTION CODE

(I)
# OF PORTIONS PREPARED

(A) MENU
Meat / Meat Alternate
Spaghetti w/Meat Sauce (2 oz. M/MA)

RECIPE # PORTION SIZE OR CODE

LBS, CANS, OR CASES USED

CORRECTIVE ACTION CODE

#D-35

1C

330

100 x 3.5

165 F

160 F

*

330

330

0

Vegetables / Fruits

(2 or more)
N/A N/A N/A 1/2 C 1/2 C 1/4 C 160 245 120 7 No. 10 cans 17 lb. lettuce
1-3/4

Green Beans, Cut Lettuce, Fresh Peaches, Sliced (Lt. Syrup) (Tomato Paste/Tomatoes #D35, 3/8 C)

160 F 40 F 40 F

150 F 40 F 40 F

* * *

160 245 120

140 245 110

.5 #10 Can W - 2 Cups .5 #10 Can W

3.5 No. 10 cans No. 10 tomato paste Grains / Breads
(Spaghetti Noodles #D-35, 1 grain) Breadstick 1 1 oz 320 100 x 3.5 Baker Boy #1234
Golden Brown

320

320

0

Milk (8oz)
Chocolate Skim White 1% N/A N/A 1/2 pint 1/2 pint 245 15 40 F 42 F 40 F 40 F * * 245 15 243 14 -2 -1

Condiments / Other Foods
Low Fat Ranch Dressing Chocoleana Cake N/A #C-31 2T 1 each 245 300 2 gallons 100 x 3 40 F N/A 40 F * * 245 300 300 0 0

Check Your Knowledge of Menu Production Records
Directions: Complete the blank Menu Production Record using the information indicated below. This practice is based on the Enhanced Menu Option. Hamburger Pattie (2 oz SR-M/MA #6) • • • • • Serving Size: One hamburger per serving for each grade group including a la carte and adults Planned Servings: 90 (K-6); 85 (7-12); 25 seconds at no charge (7-12 only); 25 (a la carte, adults) Calculate the total number of planned servings. Total Quantity Planned: Harkers Pre-cooked Patties #1234, 50 - 2 oz patties/case; 4-1/2 cases or 225 patties were planned Quantity Leftover: 2 patties leftover

Hamburger Bun (2 G/B) • • • • • Serving Size: 1 - 2 oz bun per serving for each grade group including seconds, a la carte and adults Planned Servings: 90 (K-6); 85 (7-12); 25 seconds at no charge (7-12 only); 25 (a la carte, adults) Calculate the total number of planned servings. Total Quantity Planned: 225 Buns (18.75 doz) Quantity Leftover: 2 Buns

French Fries • • • • • Serving Size: 1/2 cup serving for each grade group including a la carte and adults Planned Servings: 90 (K-6); 85 (7-12); 0 seconds; 25 (a la carte, adults) Calculate the total number of planned servings. Total Quantity Planned: 25# commodity Quantity Leftover: None

Fresh Apple • • • • • Serving Size: 1/2 apple per serving for each grade group including a la carte and adults Planned Servings; 60 (K-6); 50 (7-12), 0 seconds; 10 (a la carte, adults) Calculate the total number of planned servings. Total Quantity Planned; 60 Apples (125 count) Quantity Leftover: 5 cut halves

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Choice of Milks • • • • • • • • • Serving Size: 1/2 pint for all participants including a la carte and adults Planned Servings: Chocolate Skim: 80 (K-6); 75 (7-12); 5 seconds at no charge (K-6) 10 seconds at no charge (7-12); 10 (a la carte, adults) Calculate the total number of planned servings for Chocolate Skim. Total Quantity Planned for Chocolate Skim: 180 – 1/2 pints Quantity Leftover: 5 Chocolate Skim Milks Planned Servings: 1% Milk: 10 (K-6); 10 (7-12); 0 seconds: 15 (a la carte, adults) Calculate the total number of planned servings for 1% white milk. Total Quantity Planned for 1% White Milk: 35 – 1/2 pints Quantity Leftover: 3 - 1% White Milks

Condiments: ketchup, mustard, mayonnaise • • • • • • • Serving Size: Ketchup 2 T, Mustard 1 tsp, Mayo 1 tsp Planned Servings (Ketchup): 90 (K-6); 85 (7-12); 0 seconds; 25 (a la carte, adults) Planned Servings (Mustard): 45 (K-6); 50 (7-12); 0 seconds; 10 (a la carte, adults) Planned Servings (Mayo): 25 (k-6); 30 (7-12); 0 seconds; 10 (a la carte, adults) Calculate the total number of planned servings for Ketchup, Mustard, and Mayo. Total Quantities Planned: 2 - #10 cans Ketchup, 2-1/2 cups Mustard, 1-1/2 cups Mayo Quantities Leftover: 0 Ketchup, -1/4 cup Mustard, -1/4 cup Mayo

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DAILY FOOD PRODUCTION RECORD
DATE: NAME OF MONITOR: SPONSOR/BUILDING/SCHOOL NAME:
Offer vs. Serve Implemented?

STUDENTS ADULTS EMPLOYEES TOTAL

YES Breakfast Lunch Dinner Snack
(B) (C) (D) (E) (F) (G)
LBS, CANS, OR # PORTIONS CASES COOKING USED TIME / TEMP PLANNED

NO
(H)
SERVING TIME / TEMP

(G)
CORRECTIVE ACTION CODE

(I)
# OF PORTIONS PREPARED

(J)

(K)

(A) MENU
Meat / Meat Alternate

RECIPE # OR CODE

PORTION SIZE

CORRECTIVE ACTION CODE

LEFTOVER & CODE (F# OF Freezer PORTIONS C-Cooler W Waste) SERVED

Vegetables / Fruits

(2 or more servings)

Grains / Breads

Milk (8oz)

Condiments / Other Foods

DAILY FOOD PRODUCTION RECORD
DATE: August 28, 2008 NAME OF MONITOR: Gloria Zunker SPONSOR/BUILDING/SCHOOL NAME: Hamlin Elementary
Offer vs. Serve Implemented?

STUDENTS ADULTS EMPLOYEES TOTAL

175
25
0 200 (J) (K)
LEFTOVER & CODE (F# OF Freezer PORTIONS C-Cooler W Waste) SERVED

YES Breakfast Lunch Dinner Snack
(B) (C) (D) (E) (F) (G)
LBS, CANS, OR # PORTIONS CASES COOKING USED TIME / TEMP PLANNED

NO
(H)
SERVING TIME / TEMP

(G)
CORRECTIVE ACTION CODE

(I)
# OF PORTIONS PREPARED

(A) MENU
Meat / Meat Alternate
Hamburger Pattie- Harkers Pre-Cooked #1234

RECIPE # OR CODE

PORTION SIZE

CORRECTIVE ACTION CODE

2 oz

225

4.5 cs

11:00 am/ 165

N/A

12:00am/138

G

225

223

2- W

Vegetables / Fruits

(2 or more servings)
1/2 C 1/2 ea 200 120 25 lb 60- 125 ct N/A 200 120 200 115 5 halves- W

French Fries Apple

Grains / Breads
Hamburger Bun 1-2 oz bun 225 18.75 dz N/A 225 223 2- W

Milk (8oz) Chocolate Skim White 1% Condiments / Other Foods
Ketchup Mustard Mayonnaise 8oz 8oz 180 35 11:00 am/40 11:00 am/40 12:00 am/40 12:00 am/40 180 35 175 5- W 32 3-W

2 Tbspn 1 tsp 1 tsp

200 105 65

2-#10cns 2-1/2 C 1-1/2 C (-) 1/4 C (-) 1/4 C

0

MENU PRODUCTION RECORD

ANSWER SHEET
An Accurate Menu Production Record 1. 2. 3. 4. 5. 6. 7. 8. standardized recipes purchase prepare staff record served information planning, communication, documentation

Activity Top right section (D) (E) (A), (C) (I) Top right section. A column or row may need to be added for A la Carte. Some schools use a separate production record for a la carte items. 7. Top right section. Some schools use a separate production record for different age/grade groups. 8. (D), (H) This item is included in the number of portions planned and served. Seconds cannot be claimed as a reimbursable meal. Some schools insert a different column for seconds. 9. (K) 10. Top left section 11. Top left section Menu Production Record as a Tool for Planning Food Preparation 1. 2. 3. 4. 5. 6. amounts meal pattern week offer vs. serve Use communicate Answers will be different for each school. 1. 2. 3. 4. 5. 6.

Do I Have What I Need?

When to Complete the Menu Production Record There is no “correct” answer for each item but completing items a, b, and c before the day of production allows a manager to use the record as a production planning tool. Using a Completed Menu Production Record 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. D-35 D-35, 1 Grain/Bread D-35; 3/8 cup F/V tomato paste and canned tomatoes 300 D-35; 2 oz Meat/Meat Alternate spaghetti noodles Baker Boy #1234 1/4 cup not indicated on this production record

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