How to complete
Production Records
July 2022
Equity ● Quality ● Collaboration ● Community
Production Records
▪ Objective of this webinar
▪ Discover where to find blank production records
and their instructions
▪ Understand the process and requirements for
completing a production record
▪ Understand the required elements of a production
record and why that information is useful
Production Records
▪ Why are production records important?
▪ An excellent planning and forecasting tool
▪ Provides a written history that can be used to evaluate
customer preference and improve menu planning
▪ Helps you minimize overproduction and food waste
▪ Identifies trends and tracks participation
▪ Provides documentation that meals planned were actually
served
▪ Back up your claims for reimbursement
▪ Used for future forecasting
▪ Required by USDA
Production Records
▪ Who completes the production records?
▪ Menu Planners
▪ Production Staff in the Kitchens
▪ Meal Servers
▪ When are production records completed?
▪ When forecasting the days menu
▪ Prior to, during and after the meal service
Production Records
▪ For sample
production record
documents, that
can be formatted to
your district, please
use the below link:
▪ https://www.isbe.net/
Pages/Nutrition-
Standards.aspx
Production Records
Standard Format Instructions
Production Records
Production Records
▪ You may create your own version; you do
not have to use the standard USDA/ISBE
models.
▪ If you create your own, ensure you
include all required information.
▪ Omitting even one column of required
information can lead to a citation on your
School Meals Review.
Production Records
▪ The following items are required items:
▪ #1 Site Name- Name of the site (school) where the
menu is served and/or prepared.
▪ #2 Meal Date-Record the date the menu is served
and/or prepared.
Production Records
▪ #3 Menu-List the food items that
make the meal reimbursable.
▪ #4 Food Item and Form Used-The
same food items listed on the menu
in number three should be
described in more detail. For
example, peaches would be listed as
sliced in light syrup; chicken nuggets
would be listed as breaded and
baked. Listing food item and form
information is the first step in
effectively communicating the
menu to the staff. Listing all food
items offered, including
condiments, is important for future
monitoring by the state agency.
Production Records
▪ #5 Recipe or Product (name or number): This
accurately identifies a specific recipe or food item
to be used. It is critical to specify exact recipes
and products. If the preparer or server uses a
different recipe or product than indicated by the
menu planner, the food provided to students may
not necessarily meet the nutrient standard or
meal requirements as planned.
▪ Recipe refers to USDA recipes or locally-developed
recipes. For example, chili with beef could be
recorded as USDA C-6. Locally developed recipes
can be referred to with a number code or by recipe
name. The product name and number refers to
processed foods. This number would be obtained
from the manufacturer such as Prairie Product
#215. A product information sheet should be on
file containing the nutrition information of the
product.
Production Records
▪ #6 Grade Group: List the grade group(s) of the students for which the
menu is planned. Schools may serve multiple grade groups. The
Food Based Menu Planning approach includes the following grade
groupings: K-5, 6-8 and 9-12. If the serving sizes and/or meal is
different for each of the three grade groups each grade group served
must be listed separately. For grades K-5 and 6-8 they could use the
same menu and meet both meal pattern requirements and could
therefore be labeled K-8.
▪ #7 Portion Size (number, weight, quantity): This information is
important to ensure the correct portion size is served as well as
planned and prepared. Without this guide on the production sheet,
the server may have no way of knowing the correct portion size for
the grade group.
Production Records
▪ All the information we have covered so far can be
completed when you are forecasting the day. It
does not have to be done the day of service.
▪ Let's look at what we have so far….
Production Records
Production Records
▪ #8 Student Projected Servings: Projects the number of servings to
prepare for student reimbursable meals.
▪ #9 Total Projected Servings: This figure includes projected
reimbursable student meals, adult meals, and a la carte sales of the
food item. The menu planner must also forecast or predict the
approximate number of servings needed of each menu item.
Projecting the number of servings is the first step in determining
how much food to order, how much time to allot for preparation,
and which equipment to use.
▪ In menus that offer several different selections with Offer versus Serve
(OVS), it will not be necessary to plan and prepare portions of each
menu item for each person. Past production records (that must be
kept on file) can help accurately forecast future production and menu
planning figures for all menu planning approaches.
Production Records
▪ #10 Amount of Food Used (weight or quantity):
Site staff must keep records to verify the planned
menu was actually prepared and served. Staff
should record this information in a way that is
appropriate for the food item. For example, the
amount of food used might be listed as 300 slices
of cheese pizza, six #10 cans of peaches, ten
pounds of carrots, and 50 cartons of milk.
Production Records
▪ Student Projected Servings, Total Projected
Servings and Amount of Food used are all columns
that should be completed before the meal service
begins.
▪ Let's look at what we have now that lunch is about
to start..….
Production Records
Production Records
Lunch is OVER, now we complete what happened:
▪ #11 Student Servings: Record the actual number of
students served.
▪ #12 A la Carte Servings: Record the actual amount of
the food item that was sold a la carte.
▪ #13 Adult Servings: Record the number of adult meals
actually served.
▪ #14 Leftovers: Once the meal is served, site staff
should record leftovers on the production records. Be
sure to include any food that will be wasted or kept for
tomorrow.
Production Records
Production Records
▪ Wrap-Up
▪ Now, you should know where to find blank production
records and their instructions
▪ You should understand the process and requirements for
completing a production record
▪ You should understand the required elements of a
production record and why that information is useful
Thank you
Any questions, please email:
CNP@ISBE.NET
