SOP 409.04.30: Staff Dining Menu Maintenance, Food_Supply Procurement, and Inventory Management

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|
|Policy Number: 409.04.30|Effective Date: 4/27/2021|Page Number: 1 of 9|
|Authority:
Commissioner
|Originating Division:
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|Access Listing:
Level I: All Access|

I. Introduction and Summary:

It is the policy of the Food and Farm Services Subdivision to establish and outline
standard operating procedures for menu/recipe development and maintenance,
procurement of food and supplies, and inventory management where staff dining
services are provided. This policy is applicable for food service operations to
Rutland Cafeteria, State Offices-South, and other Georgia Department of Corrections
(GDC) facilities where staff dining services are located.

II. Authority:

A. GDC Board Rules: 125-4-3-.03 and 125-4-3-.05;

B. GDC Standard Operating Procedures (SOPs): 409.04.02 Master Menu and

Recipes, 409.04.15 Inventory/Food Costing/Food Service Computer System,
409.04.18 Inspection/Storage, and 409.04.27 Food Service Hazard Analysis
Critical Control Point (HACCP) Plan; and

C. ACA Standards: 2-CO-4C-01 and 1-CTA-3D-03.

III. Definitions:

A. Nonperishable Items - Food items that do not spoil easily.

B. Perishable Items - Food items that may spoil easily.

C. Poor Quality - A product that does not meet specifications or displays signs of

damage, spoilage, or temperature abuse.

D. Specifications - Detailed description of product standards.

E. Time and Temperature Abuse - Food that remained at a temperature favorable

for microorganism growth for an extended period. Food should not remain
between 41°F and 135°F for more than 4 hours.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|
|Policy Number: 409.04.30|Effective Date: 4/27/2021|Page Number: 2 of 9|
|Authority:
Commissioner
|Originating Division:
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|Access Listing:
Level I: All Access|

IV. Statement of Policy and Applicable Procedures:

Staff dining services are provided to employees, visitors, and training participants at
selected GDC facilities. Staff dining operations are managed by a combination of
Georgia Correctional Industries (GCI) staff members, GDC staff members, and
offender workers.

A. Master Menu and Recipes:

1. All foods prepared and served by GDC staff dining feeding units must follow

the Master Menu and standardized recipes as described in GDC SOP
409.04.02 Master Menu and Recipes to ensure uniformity of foods prepared
and quality of items served.

2. Central planning and local preparation of meals will take food flavor, texture,

temperature, appearance, and palatability into consideration.

3. GCI Food & Farm Services Management is responsible for the Master Menu

and accompanying recipes and shall review the Master Menu annually or
more frequently as needed.

4. GCI Food & Farm Services Management is interested in ways to improve or

expand the Master Menu and encourage that suggestions for modifications be
submitted in writing. Changes which would have the effect of improving the
Master Menu’s supply, content, acceptability, or efficiency of preparation
and service will be considered on a system wide basis within existing cost
and budget limitations.

B. Procurement of Food and Supplies:

1. Food and supply requirements are determined by each staff dining facility

based on historical data of meals served and food/supply items used.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|
|Policy Number: 409.04.30|Effective Date: 4/27/2021|Page Number: 3 of 9|
|Authority:
Commissioner
|Originating Division:
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|Access Listing:
Level I: All Access|

2. Authorized food items that are not supplied by the Food Distribution Unit

(“FDU”) are procured locally at each staff dining facility. These items are
listed within the Food Service Computer Inventory System. These items shall
be purchased at favorable prices and conditions whenever possible and be
should be purchased on an as needed basis.

3. Kitchen supply items must be ordered via the Food Service Computer

Inventory System.

C. Receiving Food and Supplies:

1. All items are to be inspected for proper labeling, packaging, time and

temperature abuse, and visual defects upon delivery. Containers should be
inspected for discoloration or damage that may have resulted from grease,
excess moisture, or insect/rodent exposure. Open containers should be
inspected for signs of mildew, rodent, or insect infestation. Canned goods
should be inspected for holes, leaks, rust, and swelling. Any item displaying
signs of contamination, damage, poor quality, or condition below
specifications shall be rejected.

2. The temperature of all frozen and perishable foods will be taken at the point

of receiving and shall be recorded on Attachment 1, Food Receiving
Temperature Log of SOP 409.04.27 Food Service Hazard Analysis Critical
Control Point (HACCP) Plan.

a. All frozen foods will be below 0ºF at the time of receiving. Frozen

products should be refused if received at temperatures above 10ºF. Frozen
products should be refused if the packaging appears wet or water
damaged, contains ice crystals, contains a frozen block of ice surrounding
the product, or shows any other signs of thawing and refreezing.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|
|Policy Number: 409.04.30|Effective Date: 4/27/2021|Page Number: 4 of 9|
|Authority:
Commissioner
|Originating Division:
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|Access Listing:
Level I: All Access|

b. All milk will be received at temperatures above 32ºF but at or below

41ºF. Milk should be refused if its temperature is above 41ºF.

c. All produce will be received at temperatures above 32ºF but at or below

41ºF. Exceptions shall be made under the following conditions:

1) If the produce is received directly from a GDC Farm operation, all

produce must be reduced to a temperature below 42ºF within 6 hours
from receipt;

2) Cucumbers, squash and peppers shall be received at temperatures

less than 50ºF;

3) Bananas and ripe tomatoes shall be received at temperatures less than

60ºF; and

4) Watermelons shall be received at temperatures less than 70ºF.

3. All accepted food and supply items will be dated upon receipt and moved

from the receiving area to the appropriate storage area immediately after
delivery and inspection to eliminate safety hazards, damage, or spoilage.
Immediate storage also promotes accountability.

D. Inventory Management:

1. Storage:

a. All food and supply items will be stored, where feasible, in the stock

number that appears on the Food Service Computer Inventory System
Inventory Master List Report.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|
|Policy Number: 409.04.30|Effective Date: 4/27/2021|Page Number: 5 of 9|
|Authority:
Commissioner
|Originating Division:
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|Access Listing:
Level I: All Access|

b. Items containing labels that indicate contents and date of production will

be placed in a position that is easily viewed to ensure proper first in/first
out (FIFO) stock rotation.

c. All storage items should be at least 6” from the wall, 6” from the floor,

and 18” below the ceiling.

d. Nonperishable items must be properly stored to eliminate rodent/vermin

infestation or deterioration caused by heat, dryness, or excessive
moisture.

1) Temperatures of storerooms for nonperishable items should be above

45ºF but below 85ºF. Temperatures should be checked three (3)
times daily and documented on Attachment 3, Daily Food Storage
Temperature Log of SOP 409.04.27, HACCP.

2) Canned and packaged goods should be left in their original

containers when possible and shall be stored neatly on shelves to
allow proper air circulation.

e. Perishable items are subject to rapid deterioration when not stored under

proper temperature, humidity, air circulation, and sanitary conditions.

1) Perishable food shall not be stored under or within 18” of an

evaporator.

2) Frozen perishable foods are to be stored according to size and type

and shall be stacked properly. Temperatures in frozen food storage
areas are to be between 0ºF and -10ºF.

3) Perishable items stored in refrigeration units are to be arranged for

proper air circulation. Odor-imparting foods should be separated.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|
|Policy Number: 409.04.30|Effective Date: 4/27/2021|Page Number: 6 of 9|
|Authority:
Commissioner
|Originating Division:
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|Access Listing:
Level I: All Access|

Refrigeration temperatures should be maintained below 41ºF.
Temperatures should be checked three (3) times daily and
documented on the Attachment 3, Daily Food Storage Temperature
Log of SOP 409.04.27, HACCP.

f. Opened food will be stored in approved National Sanitation Foundation

(NSF) containers that have been cleaned and sanitized. Contents should
be securely covered with a lid or plastic film to protect from
contamination by toxic materials, dust, insect/rodents, unclean equipment,
cross contamination, flooding, leaks, or condensation. Contents should be
labeled with common food name, date of storage, and use by date.

g. All warehouses and refrigeration/freezer storage areas are to be well

ventilated and kept clean and free from dirt, dust, and grease. Regular
sanitation schedules for storage areas should be prepared and followed.

2. Physical Inventory:

a. All items will be counted or weighed when applicable. The unit of issue
for each item is determined by Food and Services Central Office and is
indicated on the computerized Inventory Report. Paper records of
inventories will be certified by the Food Service Director and placed in a
local food service filing area.

b. The Food Service Director or their designee will daily spot check at least

10 items in the warehouse and compare to the amount listed in the Food
Service Computer Inventory System. Attachment 2, Inventory Spot
Check Form of SOP 409.04.15 Inventory/Food Costing/Food Service
Computer System will be used and kept in a local food service filing area.

c. A computerized Physical Inventory Count Form shall be maintained each

month to reflect physical inventory or goods on-hand. This report may be

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|
|Policy Number: 409.04.30|Effective Date: 4/27/2021|Page Number: 7 of 9|
|Authority:
Commissioner
|Originating Division:
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|Access Listing:
Level I: All Access|

used to compare the reconciled Computer Inventory and the physical
inventory.

d. The on-hand balance in the Food Service Computer Inventory System

should equal actual physical inventory on any given date. Inaccurate
computer records of inventory should be corrected immediately upon
approval.

3. Issues/Receipts:

a. All food and supply items received, stored, issued, and consumed will be

accounted for daily to ensure accurate on hand inventories, item usage,
and budget projections.

b. All items issued to the kitchen for use should be deducted from the on
hand inventory balance by either weight or count. All inventory issues
and receipts must be posted to the Food Service Computer Inventory
System no later than 2:00 p.m. each day.

c. All items being returned to storage from the kitchen should be added to

the on-hand inventory balance by either weight or count. Kitchen returns
must be posted no later than 10:00 a.m. the next day.

d. All items received in the warehouse shall be added to the on-hand

inventory balance by either weight or count.

e. Some form of manual recordkeeping shall be maintained in the event the

Food Service Computer Inventory System is unavailable. Manual
recordkeeping of issue and receipts should include the following:

1) Name of the item with stock number assigned by Food and Farm

Services Central Office;

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|
|Policy Number: 409.04.30|Effective Date: 4/27/2021|Page Number: 8 of 9|
|Authority:
Commissioner
|Originating Division:
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|Access Listing:
Level I: All Access|

2) Amount of each item received and date of receipt;

3) Amount of each item issued and date of issue; and

4) On-hand balance of each item after every receipt and/or issue.

f. All food and supply items will be used and consumed on a FIFO basis to

ensure proper rotation and maintenance of quality and safety.

4. Damage or Spoilage of Goods:

a. Items will be rejected on the spot when an item from an outside vendor is

not within acceptable receiving conditions. If products from FDU are not
within acceptable receiving conditions, FDU should be notified
immediately.

b. The Food Service Computer Inventory System is programmed for entry

of specific adjustments to account for the loss of goods due to spoilage,
damage, etc.

c. A survey form most be completed, signed, and emailed to Food and Farm

Service Central Office when food items are disposed of due to spoilage,
food recalls, or in other circumstances where goods are found not
consumable. This should be done as soon as possible to ensure data entry
and inventory correction. A copy should be retained in the food service
office of the facility where the survey was submitted. Refer to
Attachment 1, Food Survey Request, Report and Expenditure of SOP
409.04.18 Inspection/Storage.

d. The unit cost for each stock item surveyed must match the cost displayed

in the Food Inventory Record of the Food Service Computer Inventory
System. The quantity of each item surveyed must be deducted from the

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|Policy Name:Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory
Management|
|Policy Number: 409.04.30|Effective Date: 4/27/2021|Page Number: 9 of 9|
|Authority:
Commissioner
|Originating Division:
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|Access Listing:
Level I: All Access|

on-hand inventory balance at the date of the survey. Inventory Stock
Record Information and Transaction History Report will reflect the cost
of the surveyed item(s). The total amount surveyed should match
adjustments made in the Food Service Computer System by the data entry
person.

V. Attachments:

None.

VI. Record Retention of Forms Relevant to this Policy:

Upon completion, all attachments mentioned in this SOP shall be maintained in a
local food service filing area for one (1) year and then placed in an inactive file for
five (5) years. Forms may be destroyed six (6) years from time dated.