Automated Production Records
Maryann Durrant (USBE):
We recognize that program sponsors have a lot going on and we try to provide tools for you to use to be as efficient and effective as possible. We have an automated production record available that will do the calculations for you. We’ll go through an example of how you would use this form. To get this form, contact our office and we can email it to you.
The first thing that you’ll do is enable editing. This will make it so that you can actually make changes. You’ll notice down on the bottom that there are different tabs, each with different purposes. The weekly menu is where you can input general information. For example, for breakfast we will stick with our example of milk, oatmeal, and apples. And so on for the rest of the week; for breakfast, lunch, snack, dinner, or whatever meals you serve.
Day 1-5 is where it has the meal production records that we have gone over. You would enter in the site name, date, prepared by, and then enter in the components. Again, we will stick with our example of milk, apples, and oatmeal. Next, you would put in the number of planned children. We will put 10 1–2 year olds, 35 3–5 year olds, and 15 6–12 year olds. If you serve adults, put that number here. If you don’t, just leave it blank.
You can see that the milk already calculated for us, but if you look under the adults it says that you need to have five gallons to serve five adults. That is a lot of milk… Let’s look at the reason why it says that. Over here, the servings per unit says that you need one gallon of milk per adult. So we need to change that. We will say that the adults are getting the same serving size as the 6–12 year olds, so we will put 16 in here. Now you can see that it is a much more reasonable amount and adds up to 3.21 gallons.
For the apples and oatmeal, we would need to add in additional information for it to automatically calculate. We get this information from either the Food Buying Guide or the Simplified Food Buying Guide. For this example we will go with the Simplified Food Buying Guide. For apples, you can see that we are looking for the servings per unit number. So, for the ¼ cup it would be 14.8 and for the ½ cup it would be 7.4. Let’s put that information in.
So, for the ¼ cup we would put in 14.8 in the column with the asterisk and for 3–5, 6–12, and adults we will put 7.4. There, now you can see it all calculated for us. You can see that it came to the same amount as when we did our manual calculations. If you get this symbol staying in the total sign you’ll want to check and make sure you have entered all the serving units per numbers. If one of them is missing it won’t calculate the total. You would go through and do that for the oatmeal and then for the rest of your meals and snack for the rest of the day, for it to automatically plan for you.
At this point in time you could print it off, and on the day that the meal is served, hand-write in the number served. And the actual qualities of food prepared. You’re also welcome to keep this electronically like we had discussed before. If you wanted to put this information in by the end of the day on your computer, that would be fine. Just make sure that you can easily access it and that you have a backup in place.
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