Food Services - Central Feeding

PURPOSE

1. To provide clear direction to all food service staff within CSC in carrying out their daily responsibilities in bringing about the highest possible quality food service program in institutions with central feeding.

LEGISLATIVE AUTHORITY

2. Commissioner's Directive 880: Food Services.

CROSS-REFERENCES

3. Standard Operating Practices on Materiel Management;
   
   Sanitation Code for Canada's Food Service Industry;
   
   CD 345 and Standard Operating Practices on Fire Safety;
   
   Canada's Food Guide to Healthy Eating;
   
   Nutrition Recommendations for Canadians;
   
   Treasury Board Manual: Occupational Safety and Health;
   
   Religious Diets: General Guidelines;
   
   CSC Security Manual, Part 1: Operational and Preventive Security Guidelines and Standards;
   
   Standard Operating Practices on Employee Clothing Entitlements;
   
   Memorandum of Understanding between CORCAN Agribusiness and CSC Food Services;
   
   Canadian General Standards Board Food Standards;
   
   Minimum Quality Standards for Agribusiness Products;
   
   Treasury Board of Canada: Hospitality Policy;
   
   Financial Administration Act.

DEFINITIONS

4. Central Feeding: meals are prepared in a central kitchen and delivered in one or more of the following ways:
   1. Cafeteria Style
      1. The two types of cafeteria service are open line and closed line. In open line service, inmates are allowed to see what the server is placing on their trays. In close line service, inmates are not able to see the servers and the tray is provided through a hole in the wall at the end of the serving line.
   2. Satellite Meal Delivery
      1. The following types of satellite meal delivery are currently being used within CSC correctional facilities:
         • Hot and cold bulk food carts: food is sent in bulk from the kitchen to range serveries where meals are assembled and distributed to the inmates.
         • Tray service carts: food is portioned onto individual trays, placed in carts with active (heater/refrigeration units) or passive (insulation) temperature control mechanisms to retain the appropriate serving temperatures.
      2. Inmates eat their meals in servery dining areas or in their cells. Satellite tray service is also used for meal service in segregation and hospital units.

INMATE MEALS

5. All meals shall be prepared under the direct supervision of Food Services staff members or approved contractors according to a pre-approved institutional and/or regional menu cycle.
6. Food shall not be withheld, nor the meal quality standards reduced, as a corrective sanction against inmates.

Cycle Menus

Menu Design

7. When planning the basic cycle menus for inmates, Food Services staff shall:
   1. consult and use the current version of Canada's Food Guide to Healthy Eating and the Nutrition Recommendations for Canadians during the menu planning process to aid in achieving a nutritionally adequate diet, consistent with our policy objectives.
   2. plan menus to facilitate the management of diet in recognition of the increasing demand for therapeutic diets.
   3. seek the input of the inmate committee(s) to take into account, within reason, likes and dislikes of inmates
   4. take into account the:
      1. availability of food and supplies
      2. ease of preparation
      3. proper presentation
      4. cost of items
8. Under normal circumstances, inmate menu cycles shall be a minimum of 5 weeks and provide 3 meals daily; one of which shall normally be a hot meal. Menus may change under emergency circumstances.

Menu Approval

9. A registered dietitian shall review Institutional / Regional menu plans for kitchens run by CSC staff or by contractors. This review shall be done, at least annually, to ensure that the Recommended Nutrient Intakes for Canadians are met.
10. The dietitian shall provide his/her recommendations to the Chief of Food Services. The Chief should ensure that the appropriate menu modifications are made within a reasonable deadline.
11. Once approved by the dietitian, menu cycles shall be circulated to the institutional head or Assistant Warden Management Services, or delegate, for authorization.
12. Once authorization has been given, menus should be circulated and/or posted.
13. Modifications to approved menus shall be submitted for review by a registered dietitian in order to ensure that they are nutritionally appropriate.

Meal Service

14. Under normal circumstances, no more than 14 hours shall elapse between the end of the last meal of one day and the beginning of the first meal on the following day.
15. The scheduling of meals shall be left to the discretion of the institutional head and/or Assistant Warden, Management Services.

Food Costs

Food Cost Control (Nutritek)

16. CSC Food Service facilities with central meal production should use the Nutritek software as a tool to manage daily meal production.
17. Nutritek is a food service management software that helps to standardize food quality, improve food delivery and helps control costs by:
    • simplifying food purchasing : provides fast and accurate forecasts of the types and quantities of food required for a given menu;
    • standardizing meal production: improves meal quality through standardized recipes;
    • improving inventory management: provides accurate inventory usage date, including unforeseen inventory losses.
    • controlling waste by forecasting production according to inmate counts and tracking usage.
18. Menus, serving sizes and standardized recipes must be inputted into the system to obtain this information. Department of National Defense and CSC Quebec Region standardized recipes are available in the Nutritek food services management software system in all CSC facilities with central food production.

Purchasing

19. The Chief Food Services shall follow CSC rules and regulations on purchasing outlined in the CSC Materiel Management Policies.

CORCAN Agribusiness

20. In those regions where CORCAN operates an Agribusiness Program, Food Services should purchase and use food products produced by the institutional farms.
21. Business dealings between CORCAN and CSC Food Services shall be managed according to the Memorandum of Understanding.

Food Specifications and Standards

22. All food products acquired for Food Services operations shall conform to:
    • the requirements of the Canadian Acts and Regulations Governing Food Products as outlined in the Sanitation Code.
    • the requirements of the Food Standards set by the Canadian General Standards Board(CGSB);
    • the Minimum Quality Standards for Agribusiness Products issued by National Headquarters.
23. Food Services should refer to the most up-to-date list for food standards, which includes details on latest issues and amendments, and ordering instructions.
24. Government inspected and/or graded foods should bear the appropriate stamp indicating such inspection and/or grading has been carried out.

Receipt of Food Deliveries

25. Food deliveries should be checked upon receipt. Particular attention should be paid to the following:
    • foods and quantities received should correspond to what was ordered.
    • perishables should be checked for freshness or bruising.
    • canned foods should be checked for swelling or leaks.
    • frozen foods should be checked for evidence of thawing.
26. Commodities that are found to be unsatisfactory and do not meet the standards prescribed must not be accepted and should be returned to the supplier for replacement.

Food Preparation

Standardized Recipes

27. In order to enhance potential cost savings and to prevent food waste, Food Services staff shall use standardized recipes in food preparation whenever possible.

Portion Control

28. Food Services staff shall ensure that food items are served uniformly and in the correct portion sizes.

Theft

29. Food Services staff shall ensure that the proper measures are taken to ensure the security of food stores in order to minimize theft.

ANNEX "A"
FOOD SERVICES MONTHLY REPORT

Food Services managerial and financial information shall be reported on the Food Services monthly report.

The report shall summarize data for food/meals issued to staff, other institutions and/or eligible outside organizations, but exclude foodstuffs purchased from the inmate canteen.

The following information is required to complete the FSMR. In order to ensure that the information is comparable from one institution to another, the information noted on the FSMR should be collected in the suggested manner.

Inmate Meal Days

This figure should be calculated by adding the actual daily physical inmate counts for each day of a given month.

Officer Meal Days

(Number of staff receiving meals) x (the number of days in the month) x 0,45.

Officer Overtime Meals

All overtime meals x 0,45.

Purchases from Outside Suppliers

The sum of all foods purchased during the reporting period.

Purchases from Agribusiness

The sum of all food purchased from CORCAN agribusiness operations during the reporting period.

Purchase Credits

This includes all Other Food Services activities for which the cost of foods used were credited back to Food Services.

Opening and Closing Inventory

These figures should be based on the results of an actual physical inventory of all foods stored within the Food Services area performed at the end of each reporting month.

The closing inventory is the total value of the food inventory on-hand at the end of the reporting month.

The opening inventory is the total value of the food inventory on-hand at the beginning of the reporting month. It should be equal to the closing inventory of the preceding month.

Ration Account

The budget forecast for purchasing food supplies other than CORCAN Agribusiness products. The total budget should be divided by the number of reporting months. The resulting figure should be entered each reporting month.

Agribusiness Account

The budget forecast for purchasing CORCAN Agribusiness products for the current fiscal year. The total budget should be divided by the number of reporting months. The resulting figure should be entered each reporting month.

Unrecoverable Credits

This includes the cost of all Other Food Services activities for which the cost of foods used were not credited back to Food Services. Meals, therapeutic and religious diets, hospital extras, hospitality, socialization and private family visits must be reported separately.

The Food Services monthly report is to be completed and checked for accuracy. A copy of the report must be forwarded to NHQ Food Services prior to the last day of the month following the reporting month.

The form that is required to complete the FSMR is available in electronic format from NHQ Food Services.

ANNEX "B"
GUIDE TO QUALITY ASSURANCE (QA)

Purpose of Quality Assurance

One of the main policy objectives of CSC Food Services is to provide a variety of nutritious foods for all inmates in the institutions of the Service at an acceptable quality and cost.

Quality Assurance should help to ensure that the best possible food services, within available resources, are being provided.

A. What is Quality Assurance?

Quality Assurance is making sure that your department is providing the best food service it can within the financial, labour, equipment and raw material resources that you have. Efforts should be made to co-ordinate Quality Assurance activities in Food Services with overall institutional efforts to improve quality in those institutions where continuous quality improvement programs are in place.

B. How Do You Get Started?

Establish what your institution's and department's goals are; assess all of the quality control procedures that you and your staff are carrying out, and measure whether your present service actually meets your institution's and department's goals. It is also important to identify key players from other departments whose activities may have an impact on Food Services (Health Services, Chaplaincy, Visitation and, especially, the inmate committee) and involve them in resolving joint concerns.

C. Why Do You Need Q.A.?

1. It will tell you if you are doing what you say you are doing.
2. It will tell you if you are doing what you should be doing.
3. It will tell you how well you are doing what you should be doing.
4. It will tell you how to change your methods if you are not meeting your goals.

D. When Do You Have to Have QA in Place and Working?

Q.A. is an ongoing process. You probably already have some measuring tools in place.

E. Who Will be Doing Q.A.?

The Food Service Supervisor of the institution is responsible for Q.A. in collaboration with Health Services and the institutional JOSH committee.

F. What About Follow-up?

When the expected performance standards are not met, corrective action will be taken to correct deficiencies.

Starting QA

1. Establish the Principal Areas or Functions of Your Department

QA will follow the main areas of responsibility in your department. Examples of the areas or functions you may establish are:

• Menu Planning
• Food Purchasing, Receiving
• Food Production
• Tray Delivery/ Distribution
• Meal Service
• Segregation
• Organisation and Administration
• Sanitation and Administration
• Sanitation, Food Safety, General Safety
• Diets/ Special Foods

2. How to Set Up Q.A.

1. Establish department goals and principal functions.

2. Choose one principal function and determine what quality measures you already have in place.

   For example:

   Principal Area to be Monitored	Monitoring Tools or Controls I Have	Monitoring Tools or Controls I Need
   Sanitation and Safety	1) Public Health Report 2) Preventive Equipment Reports 3) Refrigerator Temp. Checks	1) Sanitation Check List 2) Temperature Charts

   * NOTE:
   All your monitoring tools must be based on standards and criteria in order that you have something to measure against. Some measuring tools will be simple checklists of existing policies and procedures; some will be checks of actual practices in the food service department. For further information and examples or monitoring tools, see Basis for Departmental Quality Assurance.

3. Develop the monitoring tools or controls you need to assess the principal area chosen and then set a schedule for when these checks are done:

   For example:

   Sanitation check list - weekly temperature charts - beginning of every meal.

   Public Health Report - as done by P.H. Inspector.

   Preventive Maintenance Report - biweekly Refrigerator Temperature Checks - 2 times daily.

4. Assign staff to monitor the areas identified.

5. Review all monitoring reports and document the action you will take or did take to correct any deficiency. Indicate when corrective action will be completed.

   For example:

   Meat Refrigerator - Temperature too high on Monday, October 5.

   Action Taken: Maintenance called and problem corrected in 1 hour.

Summary

Once you have established a manual containing your QA, you will simply be monitoring the identified functions.

BASIS FOR QA

The following chart lists the principle functions of the department. It identifies topics that could be assessed within these principle functions and suggests monitoring tools for the evaluation of the quality of service. The majority of the suggested monitoring tools are quality control measures that are already in place, though many institutions are not currently documenting them. Quality control must be documented to be of use for quality assurance.

SANITATION INSPECTION

OBJECTIVES

1. To evaluate the sanitation condition of the entire food service operation including the kitchen and dining room (s).
2. To assist Food Service personnel in monitoring cleanliness of kitchen and dining room (s).
3. To evaluate personal hygiene of kitchen workers.
4. To comply with sanitation standards as set out in the Sanitation Code.

PROCEDURE

1. The food service supervisor or designated representative is to do the inspection.
2. Frequency of inspection to be determined by the food service supervisor. It is suggested at least once a week or whenever necessary.
3. The Sanitation Inspection checklist will be used and records will be kept for at least 3 months.
4. Results will be discussed at food service staff meeting and corrective actions are to be carried out immediately.

EXPECTED PERFORMANCE

1. Performance levels for cleanliness of kitchen and dining areas are expected to be 100 %.
2. Any deficiency, which may cause a health or safety hazard, is considered unacceptable.
3. Problem areas identified should initiate immediate remedial action.

SANITATION INSPECTION CHECK LIST
(SAMPLE)

1. REFRIGERATION

2. STEAM TABLE

3. WASHING AND SANITIZING PROCESS

A. Washing

B. Rinsing

C. Storage

4. PERSONAL HYGIENE

5. WASTE DISPOSAL

6. SANITARY FACILITIES:

7. DINING ROOM

8. KITCHEN EQUIPMENT

9. GENERAL HYGIENE

ITEMS FOR IMMEDIATE CORRECTION

1. _______________________________

2. _______________________________

3. _______________________________

4. _______________________________

BE YOUR OWN INSPECTOR

When checks are in NOK column, action is necessary.

When in doubt, see your District Sanitation Inspector.

OBJECTIVES

1. To provide kitchen staff a planned schedule to perform all cleaning tasks in food service areas.
2. To ensure all food service areas, furniture, and equipment are properly cleaned.
3. To keep record of the areas cleaned and person (s) responsible for the cleaning.

PROCEDURE

1. Food Service Supervisor assigns personnel to perform cleaning tasks.
2. Cleaning is based on the specified frequency, e.g. daily, weekly, monthly or as required.
3. Perform cleaning tasks.
4. When tasks are completed, check the performance.

EXPECTED PERFORMANCE

1. 100 % performance level is expected.
2. Unsatisfactory performance should be commented on and tasks should be repeated when necessary.

N.B. The following Cleaning Schedule is a sample ONLY; Chief Food Services are to make schedule pertaining to their own operation.

CLEANING SCHEDULE
(Sample)

Key:
     D - Daily
     W - Weekly
     M - Monthly
     A - As Required

Date:

CLEANING SCHEDULE
(Sample)

Key:
     D - Daily
     W - Weekly
     M - Monthly
     A - As Required

Date:

CLEANING SCHEDULE
(Sample)

Key:
     D - Daily
     W - Weekly
     M - Monthly
     A - As Required

Date:

CLEANING SCHEDULE
(Sample)

Key:
     D - Daily
     W - Weekly
     M - Monthly
     A - As Required

Date:

Check Production

OBJECTIVES

1. To provide food services personnel a daily plan for meal production.
2. To determine quantity of production.
3. To control amount of ingredients drawn from inventory and portion sizes of the meal.
4. To record number of servings leftovers.
5. To allow for special instructions or comments to be observed by meal production workers.

PROCEDURE

1. The food service supervisor is to prepare Production Control Sheet at least 24 hours before production.
2. Adjustments should be made to reflect change of production quantities whenever necessary.
3. Production Control Sheets should be kept for at least 3 months for record reference when required.

EXPECTED PERFORMANCE

1. 100 % performance level expected.

N.B. The following Production Control Sheet is a sample ONLY. It may be replaced by CSC Form 423 (April 80) Daily Meal Production Plan or by the production reports produced by the Nutritek software.

PRODUCTION CONTROL SHEET
(SAMPLE)

Institution:

Supervisor:

Day:

Count:

Meal Report

OBJECTIVES

1. To ensure that meal service is up to acceptable standard.
2. To provide record of meal quality for food service supervisor to refer to when required.
3. To evaluate the temperature, taste and appearance of meals served to inmates.
4. To monitor and correct deficiencies in regards to quality of meals.

PROCEDURES

1. All three meals are checked daily by food service supervisor or designated representative.
2. Menu items are randomly selected to be evaluated for each meal.
3. Special comments should be recorded accordingly.

EXPECTED PERFORMANCE

1. A desirable 100 % performance level is considered excellent.
2. It is recognised that there is a variance in acceptability of food by different individuals, a performance level of 90% positive comments is acceptable.

Note: For those sites where food is prepared in a central kitchen and shipped by cart, in trays or in bulk, to the range serveries, particular care should be taken to randomly measure the temperature of foods at the point of receipt to ensure that foods are served at the appropriate temperatures.

MEAL REPORT
(EXAMPLE #1)

Date:

Menu Day:

Week:

B L D (Circle)

MEAL REPORT
(EXAMPLE #2)

Institution:

Day:

Count:

MEAL REPORT

Start:________________ FINISH:________________

SUPERVISOR:_____________________ DUTY OFFICER:_____________________

Start:________________ FINISH:________________

SUPERVISOR:_____________________ DUTY OFFICER:_____________________

Start:________________ FINISH:________________

SUPERVISOR:_____________________ DUTY OFFICER:_____________________

Cooler / Freezer Temperature Control

OBJECTIVES

1. To ensure proper temperatures in all coolers and freezers so that opportunity for bacteria growth is well controlled.
2. To control temperatures of coolers and freezers for proper storage of raw and cooked food.

PROCEDURE

1. Check all thermometers of coolers and freezers to ensure proper temperatures.
2. At least twice a day, cooler / freezer temperatures should be checked and recorded.
3. Temperature Control Sheet should be kept for at least 3 months for record purpose.
4. Check time can be determined according to kitchen routine.

EXPECTED PERFORMANCE

1. 100 % compliance to the specified temperature range should be observed.
2. Any deficiency should be reported immediately for repair.

(EXAMPLE)

Check Time - 0500 hours 1700 hours

Institution:

Year:

Day:

Proper Temp. All Refrigerator 38° to 40° F (2° C to 4° C )

Freezer Temperature 0° to +10° F (-18° to -12° C )

Tray Audit

OBJECTIVES

1. To ensure meal service and meal assembly are within acceptable standard.
2. To monitor the quality of meals as set up in a tray in regards to food aroma, temperatures, texture, taste and appearance.
3. To ensure correct portion sizes and correct food groups in a meal.

PROCEDURE

1. Food service supervisor or designated staff member should co-ordinate the checking of trays using the Tray Audit Form.
2. This tray audit procedure should be done at least once every three months.
3. Random selection of meals and trays can be carried out during the audit.
4. Any problem identified should be reported immediately.

EXPECTED PERFORMANCE

1. 80 % positive responses for each audited tray are considered acceptable performance.

TRAY AUDIT FORM

Evaluation Scale:
  0= appropriate
  1 = acceptable
  2 = inadequate
  3 = unacceptable

OVERALL COMMENTS:

____________________________________________________________

____________________________________________________________

____________________________________________________________

Summary Report

OBJECTIVES

1. To report on performance of the Food Service Division based on particular standards reviewed.
2. To provide record of which functional areas were looked at and the assessment of findings.
3. To provide report on any identified problem and corrective action plan.

PROCEDURE

1. The food service supervisor should complete Summary Report Form after each functional area is audited or reviewed.
2. If problem is identified, indicate corrective action plan and assign time frame for next review.
3. The Summary Report should be sent to the institutional head as a proper reporting procedure.

EXPECTED PERFORMANCE

1. 100 % compliance of reporting procedure is considered acceptable performance.

QUALITY ASSURANCE PROGRAM - SUMMARY REPORT

Date:
Institution:
Time Period: