Menu Production Records

1. Menu Production Records Webinar June 7, 2012

2. Brought to You By: Menu Production Records

3. Purpose of the Webinar • Show you the information required on the menu production record • Show you recommended formats • Show how to credit foods to the correct food components • Show how to calculate the amount of food to purchase • Show how to document the actual quantities prepared and served to students, adults, and for a la Carte sales, and the amount leftover • Show how the MPR can work for you and your program beyond documenting and recording information Menu Production Records

4. Organization of the MPR Webinar • Section 1: Purpose • Section 2: Formats • Section 3: What, When, Who and Where • Section 4: Documenting the Contribution to the Food Components • Section 5: Calculating the Creditable Contribution and the Amount to Use • Section 6: Making Menu Production Records Work for You Menu Production Records

5. Section 1 Menu Production Records Purpose

6. Purpose of MPRs • Planning • Communicating • Documentation • Other Menu Production Records

7. Planning MPRs allow the menu planner to plan for: • Meal pattern requirements • Correct quantities of food components • Daily • Weekly • Fruits (F) • Vegetable (V) Subgroups • Minimums and Maximums • Meats/Meat Alternates (M/MA) • Grains (G) • Amount of food to purchase Menu Production Records

8. Communicating: MPRs are used to communicate what to use: • Form of food items • Standardized recipes • Processed convenience products • Serving sizes Menu Production Records

9. Documentation Federal Regulation 7 CFR Section 210.10(a)(3) stipulates that: • Schools or school food authorities, as applicable, must keep production and menu records for the meals they produce. • These records must show how the meals offered contribute to the required food components and food quantities for each grade group for every day. Menu Production Records

10. Documentation • The record must show what was actually planned, offered and served. • Records must be kept according to Food and Nutrition Services (FNS) guidance in the Menu Planner for Healthy Meals, Chapter 7. • Records must be kept for three years plus the current year. Menu Production Records

11. Other • History for future planning • Trend spotting Menu Production Records

12. Section 2 Menu Production Records Formats

13. Format • There is no required format. • There is required information. • Site and date • Offer versus serve? • Menu or food items, including condiments, extras • Recipe and/or products with names and/or codes • Grade groups to be served • Portions or serving sizes by grade group • Contribution to the food components • Total projected servings • Amount of food to be used • Actual servings by grade group(s), and Other (adults, a la Carte and kitchen staff) • Leftovers Menu Production Records

14. Source: CDE MPRs Food Based Menu Production Record #1California Department of Education Purpose: to learn steps for determining the amount of food to serve. OVS: Y or NNutrition Services Division Menu Production Records • (R) = Required information * Required for offer vs. serve, menu choice, portion adjusting, or if using leftovers ** Refer to USDA Food Buying Guide Rev 4/12 Vegetable Subgroups: DG=Dark Green, RO=Red Orange, BP=Beans & Peas, S=Starchy, O=Other, AV=Additional Vegetables

15. Food Based Menu Production Record #2 CaliforniaDepartment of Education Purpose: A sample form for Menus with Choices within components Date: Site: B or L Offer vs. Serve: yes / no Menu Production Records Rev 4/12 All information required. Vegetable Subgroups: DG=Dark Green, RO=Red Orange, BP=Beans & Peas, S=Starchy, O=Other, AV=Additional Vegetables

16. Food Based Menu Production Record #3 CaliforniaDepartment of Education Purpose: for use with all standardized recipes Date: Site: B or L Offer vs. Serve: yes / no Menu Production Records Rev 4/12 All information required. Vegetable Subgroups: DG=Dark Green, RO=Red Orange, BP=Beans & Peas, S=Starchy, O=Other, AV=Additional Vegetables

17. Food Based Menu Production Record #4 CaliforniaDepartment of Education Purpose: One five day week on one page Date: Site: B or L Offer vs. Serve: (circle) yes / no Menu Production Records Rev 4/12 All information required. Vegetable Subgroups: DG=Dark Green, RO=Red Orange, BP=Beans & Peas, S=Starchy, O=Other, AV=Additional Vegetables

18. Source: Other states • MENU PRODUCTION RECORD • School Date:Day:_ OVS: Y or N B or L Menu Production Records Actual Served Grades _____ _____ Grades _____ _____ Adult_______ A la Carte____ Signature/HACCP Verification _________________________ Date________

20. Source: Software Each software has a unique MPR. Check to be sure the one you use has all of the required elements. Menu Production Records

21. Food Based Menu Production Record #7a California Department of Education Nutrition Services Division Date:Site: B or L Offer vs. Serve: yes / no . Webinar Example Menu Production Records

22. Lunch Menu for Webinar, Grades 6-8Happy Valley Middle School, 4-1-2012 • Beef and Bean Burrito • Beef Stir-Fry on Brown Rice • Barbecued Chicken with Multi Grain Biscuit • Tuna Salad Sandwich • Green Beans • Baby Carrots • Broccoli Salad • Apple • Sliced Cling Peaches in Juice • Low Fat Milk • Chocolate Non Fat Milk Students may take one entrée, one milk, one fruit and two vegetables. Menu Production Records

23. Section 3 Menu Production Records What, When, Who and Where

24. What? • Required: General information • Site • Date • Offer versus Serve (OVS) • Optional information • Breakfast or Lunch (B or L) • When? • Before the meal • Who? • Menu planner • Where? Menu Production Records

25. Food Based Menu Production Record #7aCalifornia Department of Education Nutrition Services Division Date: 4-1-2012 Site: Happy Valley M. B or L Offer vs. Serve: yes / no Required: General Information -Site -Date -Offer versus Serve (OVS) Optional -Breakfast or Lunch (B or L) Menu Production Records

26. What? • Required: Menu and meal components • Menu or food items with form • Include condiments and extra foods • Recipes and/or products • Grade group • Portions or serving sizes for each grade group • Planned • Served • Contribution to the food components • When? • Before the meal • Who? • Menu planner • Where? Menu Production Records

27. Food Based Menu Production Record #7aCalifornia Department of Education Nutrition Services Division Date: 4-1-2012 Site: Happy Valley M. B or L Offer vs. Serve: yes / no Required: Menu or food item and form, including condiments Menu Production Records

28. Food Based Menu Production Record #7aCalifornia Department of Education Nutrition Services Division Date: 4-1-2012 Site: Happy Valley M. B or L Offer vs. Serve: yes / no Required: Recipes or products Menu Production Records

29. Food Based Menu Production Record #7aCalifornia Department of Education Nutrition Services Division Date: 4-1-2012 Site: Happy Valley M. B or L Offer vs. Serve: yes / no Required: Grade groups Menu Production Records

30. Food Based Menu Production Record #7aCalifornia Department of Education Nutrition Services Division Date: 4-1-2012 Site: Happy Valley M. B or L Offer vs. Serve: yes / no Required: Portions or serving sizes Menu Production Records

31. Food Based Menu Production Record #7aCalifornia Department of Education Nutrition Services Division Date: 4-1-2012 Site: Happy Valley M. B or L Offer vs. Serve: yes / no Required: Contribution to food components Note: The subgroups in the entrees are not available to all students, but they do count toward the weekly requirement. Menu Production Records We will show how these are documented in Section 5.

32. What? • Required: Production Plan • Projected number of servings • Amount of food to be used • When? • Before the meal • Who? • Menu planner or preparer • Where? Menu Production Records

33. Food Based Menu Production Record #7aCalifornia Department of Education Nutrition Services Division Date: 4-1-2012 Site: Happy Valley M. B or L Offer vs. Serve: yes / no Required: Projected portions Menu Production Records

34. Food Based Menu Production Record #7aCalifornia Department of Education Nutrition Services Division Date: 4-1-2012 Site: Happy Valley M. B or L Offer vs. Serve: yes / no Required: Number x recipe or food used Menu Production Records

35. What? • Required: Production Plan • Actual servings by • Grade group • Other • Adults • Kitchen Staff • A la Carte • Leftovers • When? • After the meal • Who? • Person who counts the meals • Person who counts the leftovers • Where? Menu Production Records

36. Food Based Menu Production Record #7aCalifornia Department of Education Nutrition Services Division Date: 4-1-2012 Site: Happy Valley M. B or L Offer vs. Serve: (circle) yes / no Required: Actual servings by grade group and other or adults, a la carte Menu Production Records

37. Food Based Menu Production Record #7aCalifornia Department of Education Nutrition Services Division Date: 4-1-2012 Site: Happy Valley M. B or L Offer vs. Serve: yes / no Required: Leftovers Menu Production Records

38. Optional Information • What? • Production notes to staff • Useful comments on food, weather, unusual influences • HACCP temperatures Menu Production Records

39. Section 4 Menu Production Records Documenting the Contribution to the Food Components

40. Tools for Determining the contribution to the food components • The FBG is the basis for calculating the contribution of: • Individual foods • Standardized recipes • Processed convenience foods with specification sheet • Nutrition Facts labels determine the weight of the serving size, particularly for breads, and allow us to use the FBG to determine the contribution of the item. Menu Production Records

41. Tools for Determining the contribution to the food components • Standardized recipes give the serving size and list the ingredient information needed to apply the FBG to calculate the contribution of those ingredients. • Child Nutrition (CN) labels are issued by USDA and warranty the contribution of the product. • Manufacturer’s specification sheets give us the information to determine the contribution by using the FBG. Menu Production Records

42. 1. Food Buying Guide Used to determine: • Amount of food to purchase • Amount to prepare • Amount to serve, or serving size Divided into sections: • Introduction • Meats/Meat Alternates • Vegetables/Fruits (will be separated in update) • Grains/Breads (now called Grains) • Milk • Other Foods • Appendices Menu Production Records

43. 1. Food Buying Guide The Food Buying Guide (FBG) was used to calculate the contribution to the food components for which menu items in our example? Trick question: For all of the menu items except the extras, or condiments. Menu Production Records

44. 1. Food Buying Guide Information in columns: • Specific information on the type and form. • Purchase unit for the type and form. • Number of servings in each purchase unit. • Serving size to provide component credit. • Amount to purchase for 100. • Edible portion after peeling, cooking, drained or otherwise converted from Column 1 form. Menu Production Records

45. 2. Nutrition Label Nutrition facts labels tell what the weight of a serving size is for many products. This is used for grains in particular. Menu Production Records

46. 3. Standardized Recipes • Standardized recipes have been tested and will produce the same results every time if the recipe is followed exactly. The contribution of the foods in the recipe may be calculated and can then be used on an MPR. • Procedures are a simple recipe. They identify the steps and techniques for combining and preparing an item or finishing off a product such as a purchased chicken nugget. Menu Production Records

47. 3. Standardized Recipes Standardized recipes are now required: • When there are two or more ingredients; and • When there is any preparation. Why? • Whenever there are two or more ingredients, there can be a different proportion of each. • Whenever there is any preparation, there can be different preparation methods. Menu Production Records

48. 3. Standardized Recipes In reality, for almost every menu item, there is either more than one ingredient or some type of preparation. On our menu, which menu items have only one ingredient and no preparation? The answer is: • Baby Carrots, individual bags • Milk Varieties • Condiments, individual packets Menu Production Records

49. 3. Standardized Recipes Why do our frozen green beans and canned, sliced peaches need a recipe? • The green beans could have added seasonings or preparation that affects the nutritional content. • The sliced peaches could be drained, un-drained or partially drained, which affects the yield. Menu Production Records

50. 3. Standardized Recipes Standardized recipes have the following parts: • Recipe name • Recipe category • Number of the recipe (Optional) • Ingredient list • Alternate ingredients (Optional) • Directions for preparing • Critical control points • Pan or container size • Portion size and tool for serving • Contribution to the meal pattern (Optional) • Recipe yield Menu Production Records • Other Optional: Nutrients and Marketing guide