RE: Finding 2023-002 – Significant Deficiency – Compliance with Accurate Records of Meal Preparation and Ordering Response
During the TDA audit, the CE provided meal production records as supporting documentation for meal preparation. Although the meal production record shows the number of meals prepared, the quantity prepared is insufficient for the number of participants the sites anticipate serving per the Food Buying Guide. The meal Production record dated 07/07/2023, shows that the central kitchen prepared 40 lunches for a site. Per the meal production record, the kitchen used 2 #10 cans of sliced peaches to prepare 40 meals, which is not enough to ensure that 40 participants received the correct quantity. Meal Production Records are prepared daily and presented to the kitchen staff in preparation for the meal service. All calculations are done using the food-buying guide on www.squaremeals.org. It was brought to our attention that there were a few calculations that were off on the meal production sheet at the time of the Review. The circumstances that caused this error was simply wrong human calculations that needed to be reviewed by additional staff to ensure the errors were corrected. We pride ourselves in knowing our kids we serve receive quality meals and enough meals are prepared to ensure all children receive the proper quantities.
A. To ensure any calculation error does not occur the following steps, process and procedures were updated and implemented effective December 2023 after receiving additional training from Region IV ESC when three staff members attended Meal Production Records training—4 hours.
B. Training certificates for the three staff members that attended Meal Production Records training were provided to TDA. Although the training was for CACFP, the process and results are the same for SFSP. This was the most recent training provided and we attended it in order to make the appropriate changes necessary for our program.
POLICY: Daily Meal Production (Updated Nov 2023)
“With Helping Hands” (WHH) must ensure that its central kitchen and sponsored facilities prepare a meal production record for each meal service each day. The center/facility (ies) must record the food items used, and quantities on a daily basis on H1530, Daily Meal Production Record, or H1530-A.
PROCEDURE:
All SFSP Program meals prepared by WHH will follow the TDA standard/established guidelines for proper meal pattern servings. Form H1530, Daily Meal Production Record will be completed prior to meal preparation as follows for reimbursement under the SFSP Program.
1) All areas of the form (listed below) need to be completed in entirety:
a) Name of contractor
b) Name of facility (only required for multiple facilities or if the facility name differs from contractor)
c) Agreement number (this is the same as the TX number)
d) Dates covered
e) Day of meal service
f) Food components
g) Menu(s)
h) Food items used
i) Quantity used
j) CN Labels used
k) Special Diets
l) USDA Recipe Numbers
m) Whole grains
n) Planned participation program meals
o) Planned participation non-program meals
2) Meal Calculations are completed by the office staff using the food-buying guide via www.squaremeals.org. These calculations will be verified and checked at random within the month from Administrative Staff to ensure the accuracy of the calculations.
3) The Administrative Staff will check Meal Productions at the end of each week to ensure accuracy and completion.
4) Meal production records must be completed by office and kitchen staff on a daily basis and submitted to the Administrative Staff by the 5th of every month for processing the claim.
5) If there are any findings such as:
a. Missing components
b. Unallowable food items
c. Not enough food prepared
d. Uncompleted or Missing Completely
e. Wrong Calculations
Staff will be given corrective action and review of policy and procedures will be enforced by the Executive Director.
6) If more findings occur, Production Record training will be conducted on-site or via web.
7) Meal Production Training will be taken annually by the Region IV ESC Center annual training INSPO or other training options offered by the ESC and/or TDA SFSP Training Sessions.