{
    "sop_number": "409.04.30",
    "old_code": null,
    "title": "Staff Dining Menu Maintenance, Food_Supply Procurement, and Inventory Management",
    "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:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|\n|**Policy Number:** 409.04.30|**Effective Date:** 4/27/2021|**Page Number:** 1 of 9|\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|\n\n\n\n**I.** **Introduction and Summary:**\n\nIt is the policy of the Food and Farm Services Subdivision to establish and outline\nstandard operating procedures for menu/recipe development and maintenance,\nprocurement of food and supplies, and inventory management where staff dining\nservices are provided. This policy is applicable for food service operations to\nRutland Cafeteria, State Offices-South, and other Georgia Department of Corrections\n(GDC) facilities where staff dining services are located.\n\n\n**II.** **Authority:**\n\nA. GDC Board Rules: 125-4-3-.03 and 125-4-3-.05;\n\nB. GDC Standard Operating Procedures (SOPs): 409.04.02 Master Menu and\n\nRecipes, 409.04.15 Inventory/Food Costing/Food Service Computer System,\n409.04.18 Inspection/Storage, and 409.04.27 Food Service Hazard Analysis\nCritical Control Point (HACCP) Plan; and\n\nC. ACA Standards: 2-CO-4C-01 and 1-CTA-3D-03.\n\n**III.** **Definitions:**\n\nA. **Nonperishable Items**    - Food items that do not spoil easily.\n\nB. **Perishable Items**    - Food items that may spoil easily.\n\nC. **Poor Quality**    - A product that does not meet specifications or displays signs of\n\ndamage, spoilage, or temperature abuse.\n\nD. **Specifications**    - Detailed description of product standards.\n\nE. **Time and Temperature Abuse**    - Food that remained at a temperature favorable\n\nfor microorganism growth for an extended period. Food should not remain\nbetween 41\u00b0F and 135\u00b0F for more than 4 hours.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|\n|**Policy Number:** 409.04.30|**Effective Date:** 4/27/2021|**Page Number:** 2 of 9|\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|\n\n\n\n**IV.** **Statement of Policy and Applicable Procedures:**\n\nStaff dining services are provided to employees, visitors, and training participants at\nselected GDC facilities. Staff dining operations are managed by a combination of\nGeorgia Correctional Industries (GCI) staff members, GDC staff members, and\noffender workers.\n\n\nA. Master Menu and Recipes:\n\n\n1. All foods prepared and served by GDC staff dining feeding units must follow\n\nthe Master Menu and standardized recipes as described in GDC SOP\n409.04.02 Master Menu and Recipes to ensure uniformity of foods prepared\nand quality of items served.\n\n2. Central planning and local preparation of meals will take food flavor, texture,\n\ntemperature, appearance, and palatability into consideration.\n\n3. GCI Food & Farm Services Management is responsible for the Master Menu\n\nand accompanying recipes and shall review the Master Menu annually or\nmore frequently as needed.\n\n4. GCI Food & Farm Services Management is interested in ways to improve or\n\nexpand the Master Menu and encourage that suggestions for modifications be\nsubmitted in writing. Changes which would have the effect of improving the\nMaster Menu\u2019s supply, content, acceptability, or efficiency of preparation\nand service will be considered on a system wide basis within existing cost\nand budget limitations.\n\nB. Procurement of Food and Supplies:\n\n\n1. Food and supply requirements are determined by each staff dining facility\n\nbased on historical data of meals served and food/supply items used.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|\n|**Policy Number:** 409.04.30|**Effective Date:** 4/27/2021|**Page Number:** 3 of 9|\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|\n\n\n\n2. Authorized food items that are not supplied by the Food Distribution Unit\n\n(\u201cFDU\u201d) are procured locally at each staff dining facility. These items are\nlisted within the Food Service Computer Inventory System. These items shall\nbe purchased at favorable prices and conditions whenever possible and be\nshould be purchased on an as needed basis.\n\n3. Kitchen supply items must be ordered via the Food Service Computer\n\nInventory System.\n\nC. Receiving Food and Supplies:\n\n\n1. All items are to be inspected for proper labeling, packaging, time and\n\ntemperature abuse, and visual defects upon delivery. Containers should be\ninspected for discoloration or damage that may have resulted from grease,\nexcess moisture, or insect/rodent exposure. Open containers should be\ninspected for signs of mildew, rodent, or insect infestation. Canned goods\nshould be inspected for holes, leaks, rust, and swelling. Any item displaying\nsigns of contamination, damage, poor quality, or condition below\nspecifications shall be rejected.\n\n2. The temperature of all frozen and perishable foods will be taken at the point\n\nof receiving and shall be recorded on Attachment 1, Food Receiving\nTemperature Log of SOP 409.04.27 Food Service Hazard Analysis Critical\nControl Point (HACCP) Plan.\n\n\na. All frozen foods will be below 0\u00baF at the time of receiving. Frozen\n\nproducts should be refused if received at temperatures above 10\u00baF. Frozen\nproducts should be refused if the packaging appears wet or water\ndamaged, contains ice crystals, contains a frozen block of ice surrounding\nthe product, or shows any other signs of thawing and refreezing.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|\n|**Policy Number:** 409.04.30|**Effective Date:** 4/27/2021|**Page Number:** 4 of 9|\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|\n\n\n\nb. All milk will be received at temperatures above 32\u00baF but at or below\n\n41\u00baF. Milk should be refused if its temperature is above 41\u00baF.\n\nc. All produce will be received at temperatures above 32\u00baF but at or below\n\n41\u00baF. Exceptions shall be made under the following conditions:\n\n\n1) If the produce is received directly from a GDC Farm operation, all\n\nproduce must be reduced to a temperature below 42\u00baF within 6 hours\nfrom receipt;\n\n2) Cucumbers, squash and peppers shall be received at temperatures\n\nless than 50\u00baF;\n\n3) Bananas and ripe tomatoes shall be received at temperatures less than\n\n60\u00baF; and\n\n4) Watermelons shall be received at temperatures less than 70\u00baF.\n\n3. All accepted food and supply items will be dated upon receipt and moved\n\nfrom the receiving area to the appropriate storage area immediately after\ndelivery and inspection to eliminate safety hazards, damage, or spoilage.\nImmediate storage also promotes accountability.\n\nD. Inventory Management:\n\n\n1. Storage:\n\n\na. All food and supply items will be stored, where feasible, in the stock\n\nnumber that appears on the Food Service Computer Inventory System\nInventory Master List Report.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|\n|**Policy Number:** 409.04.30|**Effective Date:** 4/27/2021|**Page Number:** 5 of 9|\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|\n\n\n\nb. Items containing labels that indicate contents and date of production will\n\nbe placed in a position that is easily viewed to ensure proper first in/first\nout (FIFO) stock rotation.\n\nc. All storage items should be at least 6\u201d from the wall, 6\u201d from the floor,\n\nand 18\u201d below the ceiling.\n\nd. Nonperishable items must be properly stored to eliminate rodent/vermin\n\ninfestation or deterioration caused by heat, dryness, or excessive\nmoisture.\n\n\n1) Temperatures of storerooms for nonperishable items should be above\n\n45\u00baF but below 85\u00baF. Temperatures should be checked three (3)\ntimes daily and documented on Attachment 3, Daily Food Storage\nTemperature Log of SOP 409.04.27, HACCP.\n\n2) Canned and packaged goods should be left in their original\n\ncontainers when possible and shall be stored neatly on shelves to\nallow proper air circulation.\n\ne. Perishable items are subject to rapid deterioration when not stored under\n\nproper temperature, humidity, air circulation, and sanitary conditions.\n\n1) Perishable food shall not be stored under or within 18\u201d of an\n\nevaporator.\n\n2) Frozen perishable foods are to be stored according to size and type\n\nand shall be stacked properly. Temperatures in frozen food storage\nareas are to be between 0\u00baF and -10\u00baF.\n\n3) Perishable items stored in refrigeration units are to be arranged for\n\nproper air circulation. Odor-imparting foods should be separated.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|\n|**Policy Number:** 409.04.30|**Effective Date:** 4/27/2021|**Page Number:** 6 of 9|\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|\n\n\n\nRefrigeration temperatures should be maintained below 41\u00baF.\nTemperatures should be checked three (3) times daily and\ndocumented on the Attachment 3, Daily Food Storage Temperature\nLog of SOP 409.04.27, HACCP.\n\nf. Opened food will be stored in approved National Sanitation Foundation\n\n(NSF) containers that have been cleaned and sanitized. Contents should\nbe securely covered with a lid or plastic film to protect from\ncontamination by toxic materials, dust, insect/rodents, unclean equipment,\ncross contamination, flooding, leaks, or condensation. Contents should be\nlabeled with common food name, date of storage, and use by date.\n\ng. All warehouses and refrigeration/freezer storage areas are to be well\n\nventilated and kept clean and free from dirt, dust, and grease. Regular\nsanitation schedules for storage areas should be prepared and followed.\n\n\n2. Physical Inventory:\n\n\na. All items will be counted or weighed when applicable. The unit of issue\nfor each item is determined by Food and Services Central Office and is\nindicated on the computerized Inventory Report. Paper records of\ninventories will be certified by the Food Service Director and placed in a\nlocal food service filing area.\n\nb. The Food Service Director or their designee will daily spot check at least\n\n10 items in the warehouse and compare to the amount listed in the Food\nService Computer Inventory System. Attachment 2, Inventory Spot\nCheck Form of SOP 409.04.15 Inventory/Food Costing/Food Service\nComputer System will be used and kept in a local food service filing area.\n\nc. A computerized Physical Inventory Count Form shall be maintained each\n\nmonth to reflect physical inventory or goods on-hand. This report may be\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|\n|**Policy Number:** 409.04.30|**Effective Date:** 4/27/2021|**Page Number:** 7 of 9|\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|\n\n\n\nused to compare the reconciled Computer Inventory and the physical\ninventory.\n\nd. The on-hand balance in the Food Service Computer Inventory System\n\nshould equal actual physical inventory on any given date. Inaccurate\ncomputer records of inventory should be corrected immediately upon\napproval.\n\n3. Issues/Receipts:\n\n\na. All food and supply items received, stored, issued, and consumed will be\n\naccounted for daily to ensure accurate on hand inventories, item usage,\nand budget projections.\n\nb. All items issued to the kitchen for use should be deducted from the on\nhand inventory balance by either weight or count. All inventory issues\nand receipts must be posted to the Food Service Computer Inventory\nSystem no later than 2:00 p.m. each day.\n\nc. All items being returned to storage from the kitchen should be added to\n\nthe on-hand inventory balance by either weight or count. Kitchen returns\nmust be posted no later than 10:00 a.m. the next day.\n\nd. All items received in the warehouse shall be added to the on-hand\n\ninventory balance by either weight or count.\n\ne. Some form of manual recordkeeping shall be maintained in the event the\n\nFood Service Computer Inventory System is unavailable. Manual\nrecordkeeping of issue and receipts should include the following:\n\n\n1) Name of the item with stock number assigned by Food and Farm\n\nServices Central Office;\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|\n|**Policy Number:** 409.04.30|**Effective Date:** 4/27/2021|**Page Number:** 8 of 9|\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|\n\n\n\n2) Amount of each item received and date of receipt;\n\n\n3) Amount of each item issued and date of issue; and\n\n\n4) On-hand balance of each item after every receipt and/or issue.\n\n\nf. All food and supply items will be used and consumed on a FIFO basis to\n\nensure proper rotation and maintenance of quality and safety.\n\n4. Damage or Spoilage of Goods:\n\n\na. Items will be rejected on the spot when an item from an outside vendor is\n\nnot within acceptable receiving conditions. If products from FDU are not\nwithin acceptable receiving conditions, FDU should be notified\nimmediately.\n\nb. The Food Service Computer Inventory System is programmed for entry\n\nof specific adjustments to account for the loss of goods due to spoilage,\ndamage, etc.\n\nc. A survey form most be completed, signed, and emailed to Food and Farm\n\nService Central Office when food items are disposed of due to spoilage,\nfood recalls, or in other circumstances where goods are found not\nconsumable. This should be done as soon as possible to ensure data entry\nand inventory correction. A copy should be retained in the food service\noffice of the facility where the survey was submitted. Refer to\nAttachment 1, Food Survey Request, Report and Expenditure of SOP\n409.04.18 Inspection/Storage.\n\nd. The unit cost for each stock item surveyed must match the cost displayed\n\nin the Food Inventory Record of the Food Service Computer Inventory\nSystem. The quantity of each item surveyed must be deducted from the\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|**Policy Name:**Staff Dining Menu Maintenance, Food/Supply Procurement, and Inventory<br>Management|\n|**Policy Number:** 409.04.30|**Effective Date:** 4/27/2021|**Page Number:** 9 of 9|\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|\n\n\n\non-hand inventory balance at the date of the survey. Inventory Stock\nRecord Information and Transaction History Report will reflect the cost\nof the surveyed item(s). The total amount surveyed should match\nadjustments made in the Food Service Computer System by the data entry\nperson.\n\n**V.** **Attachments:**\n\nNone.\n\n\n**VI.** **Record Retention of Forms Relevant to this Policy:**\n\nUpon completion, all attachments mentioned in this SOP shall be maintained in a\nlocal food service filing area for one (1) year and then placed in an inactive file for\nfive (5) years. Forms may be destroyed six (6) years from time dated.",
    "word_count": 2495,
    "powerdms_url": null,
    "url": "https://gps.press/sop-data/409.04.30/",
    "attachments": []
}