Nda production records

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Menu Production RecordsBrittany Mally, RD

June 28th, 2017

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Agenda

• Purpose of MPRs

• Necessary Components

• Common problems

• How to fix them

• Examples

• Resources

• Questions

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Purpose

• Purpose of MPRs

– Federal requirement if on the NSLP or SBP

– Planning/Forecasting

– Communicating

– Documentation

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• Importance of Planning and Forecasting

– Helps to reduce overproduction

– Leads to less food waste

Planning/Forecasting

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• In order for forecasting to work correctly PR must be accurate

• The most accurate PRs are done before, during, and after the meal DAILY

Accuracy

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Why use them?

• MPRs show us…

– How the meals contribute to the required food components, food items, or menu items

– Documentation that the meals are meeting the correct age/grade group nutrient standards over the school week

– Enough food was prepared to meet the meal pattern for the # of meals being served and claimed for reimbursement

Food Prepared = # of meals served = Meals claimed

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• Why is that important?

– If the state agency cannot tell if enough food was prepared then those meals cannot be claimed for reimbursement

– Incorrect/inaccurate PR= potential loss of funds

Menu Production Records

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• Format

– There is no required format

– There is required information

– Templates are customizable

Format

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• A good PR speaks for itself– There should be enough info

provided to show that enough food was prepared to make the number of reimbursable meals served

– We need to be able to read it and gather all the information necessary without your explanation


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Required Items

• 12 Required Items1. Date and Sites

2. Offer versus Serve: Yes or No

3. Menu or Food Items

4. Age/grade group of students served

5. Actual servings

6. Recipes and/or Products- Food as purchased

7. Portions or serving sizes, both planned and served

8. Contribution to the meal pattern

9. Total projected servings/Planned meals

10.Amount of food pulled/needed and amount actually prepared

11. Leftovers

12.Condiments or Extras

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1. Date and Sites

– The date the menu was served and the site or sites where it was served

2. Offer versus Serve

– Indicate whether OVS is in effect for this MPR

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3. Menu or Food Items

– All planned items, including all choices, types of milk, dessert, and substitutions; listed menu shows that all food components are present

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4. Age/grade group of students served

– The age group or grade being served.

– Adjusted portion sizes for age group or grade specified must be shown for menu items, recipes, and products

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5. Actual Servings– A separate record of the number of servings of

each item served to students, adults, and as a la carte sales

– Reimbursable meal totals should equal # of meals being claimed for reimbursement

– We check the claim against the meal counts for the day and check the daily meal count against the PR

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6. Recipes and/or Products

– Specific recipes and food products; name of the food and form; recipe number; if processed, brand name and code number

– Detail is the key!

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7. Portions or serving sizes, both planned and served– Portion size served must be the same as planned. If portion size is

adjusted for age, a separate line must be used

8. Contribution to the meal pattern- The contribution to the meal pattern for each food

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9. Total Projected Servings

– Forecasted or predicted approximate number of servings needed for each menu item

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10. Amount of food pulled/needed & amount prepared

– Verifies that the planned menu was actually prepared and served

– must be recorded in common units of measure, e.g., number, size, weight or volume

– Amount pulled/needed is different than amount that was actually prepared

– Common finding

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11. Leftovers

– A record of leftovers and how the leftovers will be used or discarded

12. Condiments/Extras

- Includes ketchup/mustard, ranch etc.

- These counts towards the nutrient analysis so they need to be recorded

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• Template has to allow the space and areas for all the required info to be recorded

– Different software programs and templates

– Nutrikids is very customizable

– Template on NDA website

• Site staff completing the PR must fill it out entirely and correctly

– To be correct all required areas must be filled out

A Successful PR

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Common Findings

• Common Findings

– Amount prepared/pulled column missing and/or not detailed enough

– Amount of food prepared is not enough to feed the total served

– Amount of fruit and or veggies served and prepared does not equal the meal pattern requirements

– Not being filled out daily

– Not enough detail

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Amount Pulled & Prepared

• Amount pulled & needed vs amount actually prepared– What is the difference?

– Amount needed is the amount necessary to pull to make the required servings

– Amount actually prepared is the amount of food prepared to feed the students for the meal

– Food Buying Guide

• Important because tells us that enough food was used to prepare the planned # of servings and meet the meal components

– Detail and units of measurement is the key• Cases, # and size of cans, pounds, cups, ect.

http://fbg.nfsmi.org/

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• Example #1

– canned peaches

• Planned 100 half cup servings

– Food Buying Guide

Example #- Peaches

http://fbg.nfsmi.org/

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• Example #2

– ground beef

• Planned servings 103 1.5 oz

• 1 lb AP=0.74 lb cooked

Example #2 – Ground Beef

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13.25 AP x .74 = 9.8 lbs

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• Why is this important?– It tells the reviewer that enough food was used

to prepare the planned # of servings and meet the meal components

– Detail and units of measurement is the key

• Cases, # and size of cans, pounds, cups, ect.


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• Best Practices for amount pulled & prepared – Fruit & Veggies

• If using canned then include can size, frozen use lbs of bag, bags/case• If fresh include size of fruit/veggie and case count

– Grains• Bread

– Instead of slices use loaves and cases as the unit– Example: 6 loaves or ½ case (12 loaves/case)

• Rice– Can use bags, cups dry rice– Example: ¼ a 5 lb bag, 4 cups dry brown rice

• Biscuits– If serving is one each please use case as a unit – Example: ¾ case (100/case)

– Meat/MA• For ground beef/turkey make sure to say raw or cooked, or crumbles• Pounds, cases, and case size are good units of measurement for this meal component• If other ingredients are used in the recipe, include them as they affect the yield

– Milk• Include all types of milk offered• Indicate case size (50 or 70 case)

– Condiments/Extras• Important to record as they affect the nutrient analysis• If using packets please include pack size (packets/case)

Best Practices

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Common Findings

• Common Findings






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• Amount of fruit and/or veggies served and prepared does not equal the meal pattern requirements– Every meal must have a fruit/veggie

– Serving size depends on age/grade group and OVS

• OVS– Easy for reviewers to check on PRs

– At breakfast every reimbursable meal must have a fruit

– If # of fruit servings prepared < # of reimbursable meals then not all of those meals were reimbursable

– # of servings can be more as students can take more than one serving, but they can’t take less

Fruits, Veggies, & Meals Served

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Common Findings

• Common Findings






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• Be a reviewer– Find what is wrong the

following PRs.–Take a couple minutes on PR

#1 and then we will discuss.

Activity

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PR #1

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PR #2

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PR #3

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PR #4

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• Best Practices

– Do PR daily

• Makes them more accurate

– Involve all of the staff

– Write product codes on boxes

– Use volume and weight correctly

• Most common confusion is ounces vs fluid ounces

• Ex: Whipped Cream

Best Practices

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Resources

Resources

• ICN

– http://theicn.org/

• NDA YouTube

– https://www.youtube.com/watch?v=h2H3m7X3Ww0&list=PLGdlCTs4dQTfYTLj7Vg9VXzDfmqApGipq&index=39

• Weight vs Volume handout

http://theicn.org/

https://www.youtube.com/watch?v=h2H3m7X3Ww0&list=PLGdlCTs4dQTfYTLj7Vg9VXzDfmqApGipq&index=39

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Questions

• Questions

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