The Summer Food Service Program for Children

1. Webcast 3: Planning the Program Meal Service Production The Summer Food ServiceProgram for Children Providing Food & Fun So Children Can Have a Fabulous Summer!

2. Have your training binder with the current manuals and attachments put together and in front of you during the webcast. If you have not received the current SFSP materials, you must request them by completing the online SFSP Training Registration that is posted to our website: http://dpi.wi.gov/community-nutrition/sfsp/train • Each sponsor must register for training and/or materials online in order to participate this summer. • It may be helpful to print this PowerPoint prior to viewing so that you can take notes. If you have not yet printed, go back to the training website where you clicked on this presentation and click on the PowerPoint icon on the right to access the PowerPoint. HelpfulInformation

3. Administrative Guidance Manual for Sponsors (blue) • Site Supervisor’s Guide (yellow) • Monitor’s Guide (pink) • Nutrition Guidance Manual for Sponsors (purple) • The Attachment section contains most of the forms you will need for Program documentation. If you need additional copies – you can download them from our website: http://dpi.wi.gov/community-nutrition/sfsp/market SFSP Materials

4. Planning the ProgramMeal Service - Production • Meal Service Production • Production Records • Purchasing • Sanitation and Food Safety

5. Production Planning Resources • Production Records and Worksheets - An Overview • Blank Production Record Prototypes • Prototype Production Worksheets and Instructions Production Records/WorksheetsTab 4, Meal Service

6. Prototype production records Please note the additional line for the second fruit/vegetable (lunch and supper) and column for quantity leftover. Quantity leftover especially important if that food will be served the following day. • Provide minimal documentation of meal • estimated number to serve • actual number served • menu • food item • serving size • quantity prepared • quantity leftover Production RecordsTab 4, Meal Service Simple…but does not help you plan production – Recommended only for experienced production planners!

7. Provide a method to determine the amount of a menu item to purchase AND prepare based on the estimated participation and portion size. • Requires reference to yield information from: • The Food Buying Guide • Child Nutrition Labels • Food Specifications • Standardized Recipes • Grain/Bread Chart – found in the FBG and Nutrition Guidance Manual • USDA Foods Fact Sheets • Helps to ensure that meal pattern requirements are met. Production WorksheetsTab 4, Meal Service

8. Food Buying Guide (FBG) • Essential piece in planning meals and production • Provides food yields Food Buying Guide • The FBG is on the USDA website. Any updates to the FBG are posted at: http://www.fns.usda.gov/tn/resource-library

9. Check it out at: http://fbg.nfsmi.org/ Food Buying Guide Online Calculator

10. The CN Labeling Program is a voluntary Federal labeling program for Child Nutrition Programs. Provides information on how a product contributes to the meal pattern requirements. Child Nutrition (CN) Labels If you purchase a product that does not have a CN label, you must obtain a food manufacturer‘s specification sheet.

11. Begin with a standardized recipe: • must list all ingredients with measures. • must provide the # of portions it makes. • Next, analyze recipe to determine contribution to meal pattern – see FBG, Appendix A. • Having standardized recipes makes it easy to plan the menu and production. Documentation on the production record can then be limited to referencing the standardized recipe – no need to detail all ingredients! Recipes Standardize and Analyze http://healthymeals.nal.usda.gov/recipes

12. What’s Cooking? USDA Mixing Bowlincludes: • Advanced search filter options by specific USDA programs, course, cooking equipment and cuisine. • “Themed” nutrition focus searching in areas specific to food groups and nutrients. • Nutrition information for many recipes. • Access to the USDA Foods Fact Sheets and corresponding recipes. • Quantity recipes for USDA programs or to feed larger crowds. • Option to select recipes to create a personal cookbook to print or download. Recipes Standardize and Analyze Find the USDA Mixing Bowl @ www.whatscooking.fns.usda.gov/

13. Found in Reference Section of the Nutrition Guidance Manual and on page 3-15 of the Food Buying Guide. Grain/Bread Chart & Crediting Helps you to determine the size of a grain product to serve to meet minimum portion size requirements without analyzing a recipe – required for purchased items that do not or are not eligible to have a CN label.

14. Requirements: • Competitive purchasing practices are to be followed when purchases of food and non-food supplies are below $150,000. Keep a log of contacts with vendors to show competitive purchasing – Tab 4, Procurement Log • When purchases exceed $150,000 - formal bid procedures must be followed: • Solicit bidders through Invitations for Bid • Bids are sealed/opened publicly • Results in a fixed price contract • Contract awarded to the responsive/responsible bidder lowest in price • No negotiations Purchasing Food & Nonfood SuppliesTab 4, Meal Service

15. Remember to: • Consider minority vendors. • Buy American: “Section 104(d) of the William F. Goodling Nutrition Reauthorization Act of 1998 requires schools and institutions participating in the National School Lunch Program (NSLP) and School Breakfast Program (SBP) in the contiguous United States to purchase, to the maximum extent practicable, domestic commodities or products for use in meals served under NSLP and SBP.” The Summer Food Service Program is included in this requirement as it is authorized as part of the NSLP. • Include the Certification Statement – $25,000 threshold • Suspension/Debarment Found under Tab 4 • Additional Resource • Nutrition Guidance Manual Purchasing Food & Nonfood SuppliesTab 4, Meal Service

16. You may receive USDA Foods if: • you prepare your own meals; • a school prepares your meals; or • you are a school and your meals are prepared by a FSMC that provided service in the most recent school year for NSLP/SBP. • USDA Foods Offer: • the amount offered is dependent on the estimated number of meals to be served over the summer. USDA Foods (Commodities)Tab 4, Meal Service • Refer to the USDA Foods – Frequently Asked Questions and the Wisconsin USDA Foods Internet Ordering attachments under tab 4 for specific information on ordering USDA Foods.

17. TWO APPLICATION DEADLINES if you want USDA Foods See the Internet Ordering System attachment for specific dates!! • The SFSP Application must be submitted on-line and all required documents uploaded into the contract by MidApril. • Indicate in the application if interested in receiving USDA Foods. • If you have ordered SFSP USDA Foods in previous years, you will be able to submit the USDA Foods contact and delivery information in the USDA Foods Internet Ordering System in early March. This must be done by MidApril in order to be eligible to receive commodities. USDA Foods Tab 4, Meal Service • The internet instructional manual is posted on the DPI website: http://dpi.wi.gov/community-nutrition/sfsp/market

18. Towards the end of April - eligible agencies will receive instruction packet on placing the USDA Foods order. The information packet will include detailed internet instructions for placing the order and will provide delivery process instructions. • Order USDA Foods on-line early in May. • Print a copy of the USDA Foods order from the USDA Foods Internet System after Mid May. • Order received in June. • Transfer leftovers at end of summer to a school or food pantry that receives USDA Foods. • SFAs may keep leftover USDA Foods to use in NSLP. USDA Foods Tab 4, Meal Service

19. http://www.fns.usda.gov/food-safety/food-safety Sanitation and Food Safety • Notify your health department prior to the start of your SFSP operation via mail or e-mail. Document correspondence you have with them. • Include sanitation and food safety training during your annual operational training that is required for ALL employees and/or volunteers that have food service responsibilities. • Utilize the information provided in the Nutrition Guidance Manual for Sponsors • Consider inviting a local sanitarian to your training and/or send appropriate personnel to a Serve Safe course

20. Be sure to provide employees/volunteers with what they need to follow the rules on a daily basis: paper towels, sanitizing solution for cleaning tabletops, sanitizer test kits, plastic gloves, hairnets/hats, coolers with ice when needed, etc. • Post signs with a list of good sanitation practices in appropriate locations as reminders. Post instructions for manual washing and preparing sanitizing solutions. • Closely monitor employees and volunteers throughout the summer to ensure that proper sanitation and food safety practiced are followed. Sanitation and Food Safety http://www.fns.usda.gov/food-safety/food-safety

21. Complete Production Records/Worksheets to document meals/snacks; • Follow informal or formal purchasing procedures; Recap of Program Planning Meal Service Production • Complete the SFSP and USDA Foods Applications if you wish to receive an offer of USDA Foods; • Remember Sanitation and Food Safety.

22. The Summer Food ServiceProgram for Children In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632- 9992. Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or   (3) email: program.intake@usda.gov. This institution is an equal opportunity provider.