{
    "sop_number": "409.04.15",
    "old_code": "IVL01-0014",
    "title": "Inventory_Food Costing_Food Service Computer System",
    "division": null,
    "topic_area": null,
    "effective_date": null,
    "summary": null,
    "key_topics": [],
    "cross_references": [],
    "content": "|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Inventory/Food Costing/Food Service Computer System|**Policy Name:** Inventory/Food Costing/Food Service Computer System|**Policy Name:** Inventory/Food Costing/Food Service Computer System|\n|**Policy Number:** 409.04.15|**Effective Date:** 4/27/2021|**Page Number:** 1 of 7|\n|**Authority:** <br>Commissioner<br>|**Originating Division:** <br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\n**I.** **Introduction and Summary:**\n\nIt is the policy of the Food and Farm Service Subdivision to establish and outline the\nprocedures for food service inventory control of all supplies received, issued,\nprocessed, and consumed at Georgia Department of Corrections (GDC) State Prisons\nand Centers which operate kitchens for preparation of the GDC Master Menu.\nExceptions may include contracted food service operations.\n\n**II.** **Authority:**\n\nA. GDC Standard Operating Procedure (SOP): 409.04.10, Sanitation; and\n\nB. ACA Standards: 2-CO-4C-01, 5-ACI-5C-02 (ref. 4-4314), and 4-ALDF-4A-05.\n\n**III.** **Definitions:** None.\n\n**IV.** **Statement of Policy and Applicable Procedures:**\n\nA. Inventory:\n\n\n1. Inventory includes all food and supply items stored in the facility\u2019s main\n\nwarehousing, including refrigeration, freezer, and dry storage areas.\nInventory shall consist of an actual count or weight of each item.\n\n\na. All items will be stored, where feasible, in the stock number shown in the\n\nFood Service Computer System Inventory or Master List Report. Items\nthat contain labels indicating contents and date of production will be\nplaced in a position to be easily viewed to ensure proper first in/first out\n(FIFO) rotation of stock.\n\nb. Each item shall be counted and weighed, where applicable. The unit of\n\nissue is determined by Food and Farm Services Central Office. The unit\nof issue for each item is indicated on the computerized Inventory Report\nin the unit of issue column.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Inventory/Food Costing/Food Service Computer System|**Policy Name:** Inventory/Food Costing/Food Service Computer System|**Policy Name:** Inventory/Food Costing/Food Service Computer System|\n|**Policy Number:** 409.04.15|**Effective Date:** 4/27/2021|**Page Number:** 2 of 7|\n|**Authority:** <br>Commissioner<br>|**Originating Division:** <br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\nExamples of unit/sub-unit of issue are:\n\n\n\n\n\n**Stock #** **Description** **Unit of Issue**\n16-105045 Chicken, Salami LB/LB\n62-000043 Sugar, White 6/10 lbs. BL/CT\n70-800050 Lettuce, Fresh (LCP) LB/LB\n70-800432 Oatmeal Cr\u00e8me LF Snack CS/BX\n81-200110 Broom, corn, HD DZ/CT\n\n**Note:** If a sub-unit is indicated on the warehouse requisition, it should not\nbe rounded to a full case.\n\n2. All issues and receipts must be posted to the computer no later than 2:00 p.m.\n\neach day. Kitchen returns must be posted no later than 10:00 a.m. the next\nday.\n\n\n3. The Food Service Director or their designee shall daily spot check at least 10\n\nitems in the warehouse and compare to the computer inventory. Attachment\n1, Inventory Spot Check Form shall be used and kept on file. Issues/Receipts\nshall be backtracked to the date of actual issue/receipt. Inaccurate computer\ninventory should be corrected immediately upon approval.\n\n4. The Food Service Operations Advisor shall use Attachment 1, Inventory Spot\n\nCheck Form to check at least 10 high use items in the warehouse and\ncompare to the computer inventory during their monthly visit to the facility.\nThis form should be submitted for review to the State Food Service\nAdministrator attached to Attachment 2, Monthly Food Service Assessment,\nof SOP 409.04.10, Sanitation.\n\nB. Monthly Food Service Cost/Usage Report - This report is maintained in Central\n\nOffice and reflects monthly food and supply item quantities received, stored, and\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Inventory/Food Costing/Food Service Computer System|**Policy Name:** Inventory/Food Costing/Food Service Computer System|**Policy Name:** Inventory/Food Costing/Food Service Computer System|\n|**Policy Number:** 409.04.15|**Effective Date:** 4/27/2021|**Page Number:** 3 of 7|\n|**Authority:** <br>Commissioner<br>|**Originating Division:** <br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\nissued to each facility to determine an average daily food cost per offender. This\ninformation can be utilized to calculate the average cost per meal per offender.\nThis report also reflects beginning inventory, all receipts (including local\npurchase, farm, and Food Distribution Unit (FDU) warehouse), ending inventory,\nand unit price.\n\n\n1. The Unit Issued/Used column of the Cost/Usage Report will consist of all\n\nfood entries of kitchen issues with kitchen returns and surveyed items for a\ncalendar month (1 [st] through 31 [st] ) subtracted. The computer will calculate the\ncost usage and extend the cost to the applicable columns (e.g.: farm items,\nFDU warehouse items, and local purchase items). Supply items shall be listed\nseparately and include a separate total supply cost.\n\n2. The grand total column of all items issued shall equal the combined total of\n\nthe Farm Cost, Warehouse (FDU) Items (including supplies), and Local\nPurchase columns. The Food Cost Summary Report is available for printing\non demand in the Food Service Computer Software System by each facility.\nThis report reflects the money spent in categorized expenses such as Outside\nPurchases, Farm Items, and Supplies. This report also includes an average\nmonthly food cost and percentage of farm product usage at each facility.\n\n3. In order to receive a shipment, each facility must complete a physical\n\ninventory on the date specified by the Food and Farm Central Office and\nimmediately reconcile with the Food Service Computer Software System.\nPhysical inventory shall consist of all items on-hand with issues for the day\nsubtracted.\n\n4. The Food Computer Inventory System shall be reconciled to the physical\n\ninventory the same day to reflect kitchen issues/returns for dates of actual\nmenu usage.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Inventory/Food Costing/Food Service Computer System|**Policy Name:** Inventory/Food Costing/Food Service Computer System|**Policy Name:** Inventory/Food Costing/Food Service Computer System|\n|**Policy Number:** 409.04.15|**Effective Date:** 4/27/2021|**Page Number:** 4 of 7|\n|**Authority:** <br>Commissioner<br>|**Originating Division:** <br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\n5. Posting of all issues and receipts to the Food Service Computer Inventory\n\nsystem must be done on a daily basis to ensure proper quantity shipments\nfrom FDU and accurate on-hand inventories for budget projections.\n\n6. The Food Service Computer Inventory System is programmed for entry of\n\nspecific adjustments to account for the loss of goods due to spoilage, damage,\netc. A thoroughly completed survey form should be faxed to Food and Farm\nServices Central Office as soon as possible to maintain accurate inventory.\n\n7. Physical inventory reports shall be certified by the Food Service Director and\n\nplaced on file for six (6) years.\nEach Food Service Director is responsible for daily food cost at their\nassigned facility and shall monitor this information utilizing the Food Service\nComputer System daily.\n\nC. Scheduling of Inventory:\n\n\n1. Deadlines are imperative in order to provide all GDC feeding units with food\n\nand supply items on a timely basis. A shortage, delay, or a partial shipment of\nfood/supply items will result if the daily posting is not completed. Daily\nposting shall be completed by 2:00 p.m. each day.\n\n2. Physical inventory and reconciliation must be completed on the day\n\nestablished by the Food Operations Advisor.\n\n3. Daily issues/returns must be posted to the Food Service Computer Inventory\n\nSystem to ensure proper inventory quantities are sent by FDU to each facility.\n\n4. A computerized Food Physical Inventory Count Form, reflecting the actual\n\nphysical inventory taken for the month shall be maintained on file for six (6)\nyears at the facility. This report will allow a comparison between the\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Inventory/Food Costing/Food Service Computer System|**Policy Name:** Inventory/Food Costing/Food Service Computer System|**Policy Name:** Inventory/Food Costing/Food Service Computer System|\n|**Policy Number:** 409.04.15|**Effective Date:** 4/27/2021|**Page Number:** 5 of 7|\n|**Authority:** <br>Commissioner<br>|**Originating Division:** <br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\nreconciled computer inventory at the end of a workday and the actual\nphysical inventory.\n\nD. Manual Record-Keeping:\n\n\n1. All food and supply items received, stored, issued, and consumed by a\n\nfeeding unit shall be accounted for daily. In the event a computer is\nunavailable; some form of manual recordkeeping shall be maintained. The\nmanual recordkeeping shall include the following:\n\n\na. Name of the item and stock number as determined by the Food and Farm\n\nServices Central Office;\n\nb. The amount received and the date of receipt;\n\nc. The amount issued and the date of issue; and\n\n\nd. Balance on hand after each receipt and/or issue of each item.\n\n2. As an item of stock is issued to the kitchen, this amount (weight or count)\n\nshall be deducted from the previous balance on hand. Kitchen issues or\nreturns should only be done for dates when there was actual usage called for\nby the Master Menu. A return should never exceed the quantity issued.\n\n3. As an item of stock is received in the warehouse, this amount shall be added\n\nto the previous balance on hand.\n\n4. On any given date, the on-hand balance on the Food Service Computer\n\nSystem or stock record card should equal the actual physical inventory.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Inventory/Food Costing/Food Service Computer System|**Policy Name:** Inventory/Food Costing/Food Service Computer System|**Policy Name:** Inventory/Food Costing/Food Service Computer System|\n|**Policy Number:** 409.04.15|**Effective Date:** 4/27/2021|**Page Number:** 6 of 7|\n|**Authority:** <br>Commissioner<br>|**Originating Division:** <br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\nE. Survey Forms:\n\n\n\n\n\n\n\n1. When food service inventory is disposed of, a survey form must be signed\n\nand completed the day the item is found not consumable. The original form\nshall be emailed to Food and Farm Services Central Office immediately to\nensure data entry and inventory deduction. A copy shall be retained for six\n(6) years in the Food Service Office in each facility\n\n2. The total monthly dollar amount on the form(s) must match any adjustments\n\nmade in the Food Service Computer System by the data entry person. The\nunit cost for each stock item can be found by Inquiry of the Food Inventory\nRecord. The quantity of each item surveyed must be deducted from the\nbalance on hand at the date of the survey. Inventory Stock Record Info and\nTransaction History Report shall reflect the dollar amount of the surveyed\nitem.\n\n3. Recall surveys shall indicate Recall by Food and Farm Services Central\n\nOffice.\n\n\nF. Food Service Computer:\n\n\n1. Each facility should have at least two (2) employees trained on the Food\n\nService Computer System. Food Service Computer System training will be\noffered by Food and Farm Services Central Office. Feeding facilities should\ncontact the Food and Farm Services Central Office for scheduling of\npersonnel. Costs incurred during training shall be the responsibility of the\nfeeding facility.\n\n2. The Food Service Computer System requires daily input of food\n\nissues/returns/receipts. This includes daily input on weekends and holidays.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Inventory/Food Costing/Food Service Computer System|**Policy Name:** Inventory/Food Costing/Food Service Computer System|**Policy Name:** Inventory/Food Costing/Food Service Computer System|\n|**Policy Number:** 409.04.15|**Effective Date:** 4/27/2021|**Page Number:** 7 of 7|\n|**Authority:** <br>Commissioner<br>|**Originating Division:** <br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\n3. Procedures for using the Food Service Computer Inventory System can be\n\nobtained from Food and Farm Services Central Office by request.\n\n**V.** **Attachment:**\n\nAttachment 1: Inventory Spot Check Form\n\n**VI.** **Record Retention of Forms Relevant to this Policy:**\n\nUpon completion, Attachment 1 shall be maintained in the local food service office\nfor one (1) year and then in an inactive file for five (5) years, then destroyed.",
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    "attachments": [
        {
            "number": 1,
            "title": "Inventory Spot Check Form",
            "word_count": 59,
            "url": "https://gps.press/sop-data/409.04.15-att-1/"
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}