Effective USDA Foods Procurement and Forecasting Strategies
Managing USDA Foods procurement involves analyzing historical data, estimating future trends, and streamlining menu planning to save time and reduce costs. Standardized recipes and inventory management are crucial for efficient operations. Understanding the location and value of USDA Foods, along with maintaining accurate production records, ensures effective cost control and minimizes waste. Incorporating these strategies leads to optimized inventory management and streamlined food service operations.
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USDA Foods: Forecasting for the Future Cheryl Moore @EducateIN
Cheryl Moore, Linda Smith and Brian LaFayette - Indiana Department of Education, Food Distribution Program Specialists Mary Ellen Gilliam, MSD Wayne Township Schools, Indianapolis, Assistant Food Service Director Carole Erb, J.T.M Food Group, Senior Director of Education Sales Cathy Sparks, Waypoint, National Commodity Director Katie Rogers, K-12 s Leading Indiana Co-op (KLIC), Administrator @EducateIN
It is the procurement of USDA Foods that includes the menu, how to estimate quantities, review inventory, and write specifications. It s the process of analyzing current and historical data to determine future trends. Not an exact science, it s a good educated guess. It should be used for both direct delivered (brown box) and direct diverted (processed) USDA Foods. @EducateIN
This is where forecasting starts and ends. Needs to be clean and/or revised. How often does the item appear on the menu? Should be done in advance to: Save time; Avoid repetitive tasks; Reduce labor; and Implement cost effective inventory management. Standardized recipes and SKUs are important considerations when planning menus. How often does the item appear on the menu? @EducateIN
Know the location and value of your USDA Foods. It s essential for managing and controlling cost. Effective inventory management includes effective receiving procedures, a system for accounting for items removed from inventory, effective counting of items in stock, and determining appropriate methods for calculating the financial value of the inventory. Minimizes waste while also keeping storage capacity and shelf-life in mind. A best practice to account for the value of USDA Foods. @EducateIN
Production Records. Has the serving of this item increased, decreased, or remained the same? What are the revenues from the past year? What was cost of labor, goods, products, or services? Have I reviewed velocity reports from the distributors? They provide the quantity, date of purchase, and other valuable information about each item received. @EducateIN
Which meal service is the item menued? For what grade levels is the item menued? What is the edible portion (EP) cost of the product? Is the price of this item cost effective? What is the current inventory? Is there sufficient storage space? What do we still have in inventory? Do I know my SFA s Average Daily Participation (ADP) ? The number of students that participate in the school meals program on an average day. @EducateIN
What is the upcoming years menu? Will the item continue to be menued to the same students in the same frequency as it is currently? Will the product still be available? Are there any changes in menu or meal requirements that no longer allow this item to be served in the same manner as it has been previously? Is the item still affordable? If I use processors, have they been procured? @EducateIN
USDA Foods Entitlement Forecast Report USDA Foods Monthly Reconciliation Forms and Report USDA Foods Monthly Reconciliation Breakdown Form USDA Foods Monthly Reconciliation Report Velocity Reports Production Records Previous Annual Pre-order Forecast Surveys IDOE Worksheets Annual Pre-order Survey Monthly Usage Worksheet Annual Pre-order Survey Direct Delivered (Brown Box) Usage Worksheet @EducateIN
Cheryl Moore 317-234-2516 cmoore@doe.in.gov Tina Herzog 317-232-0872 cherzog@doe.in.gov Linda Smith 317-232-0859 lrsmith@doe.in.gov Brian Lafayette 317-233-9291 blafayette@doe.in.gov @EducateIN
