Maryann Durrant (USBE): This is an example of a production record that you could use at your site. We’ll fill out an example for breakfast together so you can see where all of the information would go. You’ll first fill out the site name, date, and prepared by information. Next, you’ll fill in the components that you’re serving. For this breakfast we’ll say that you’re serving milk, apples, and oatmeal.
You can see that on this form, it has the 3 required components pre-populated for you as well as the minimum serving sizes for the different age groups. You can see that we wrote “oatmeal” down by the serving sizes for the cooked cereal, pasta, or rice. Next, you’ll put how many children you’re planning on serving. It’s also helpful to put how many adults you’ll be serving so that you can plan on purchasing and serving enough for everyone who will be eating. We’ll add in serving sizes for the adults. You wouldn’t be able to claim the adults on the food program in this example, so there aren’t specific serving sizes that you would need to offer. We’ll copy the 6-12 yr old serving size for the adults.
Next we’ll input the purchase unit for each of the components. We’ll say that you purchase milk in gallons, apples by the pound, and oatmeal in 5 pound packages, so we’ll put pound for oatmeal as well. Now we have all the information that we need to fill in the planned quantities. We’ll use the skills that we learned in the training that went over the food buying guide. For this exercise we’ll be using the Simplified Food Buying Guide to get our information from. Let’s start with the milk. This is the milk, purchased in gallons, entry in the simplified food buying guide. We’ll start with the ½ cup serving size for the 1-2 year olds.
We need to figure out how many gallons of milk you would need to serve 10, ½ cup servings. Find the right serving size in the guide, then follow it over to the column under 10. You would write 0.31 in the corresponding column. Next we’ll do the ¾ cup serving size. We need to calculate the amount needed for 35 children. There are two ways to figure this out. One way is to take the number of children (35) and then divide it by the servings per unit (21.3). You could also follow the row over to the 30 column and then add the amount under column 5. Then you’ll write the amount in the corresponding column.
Do the same for the 1 cup serving size for both the 6-12 year olds and the adults. Now you’ll add these amounts together. 0.31+1.64+0.94+0.31 equals 3.2. This lets you know that you would need 3.2 gallons to serve the planned amount. You’d obviously round up and know that you would need to have at least 3.5 gallons of milk on hand.
You would next go through the same process for the apples and the oatmeal and write in the amounts in the corresponding columns and then add them together. Once you do all of the calculating, you know that you will need at least 8.12 pounds of apples, although you’d round up to 8.25 or 8.5 and at least 1.87 pounds of oatmeal, but again, you’d round up to 2 pounds. The process to this point is all of the planning portion. You would do this process before the meal, in fact you’d do it before you do your shopping or ordering for groceries so that you would know how much to purchase.
The next sections of the production record aren’t completed until after the meal has been served. You’ll want to record this information as soon after the meal as possible, but no later than by the end of the day. You’ll write in the amount of children, separated by age category of children who actually ate. You’ll take these numbers from the point of service meal counts. You would also record the amount of food that was prepared, or brought out to the children and teachers. In this example, we’ll say that 3 gallons of milk was brought out to the tables, 8.25 pounds of apples and 2 pounds of oatmeal.
This would be a completed meal production record. You would need to keep the completed records for 3 years plus the current year. Most centers file this record along with their point of service meals counts, separated by month. You’re welcome to keep these records electronically, but make sure that you can locate them easily and that you have a back up system in place.
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