Prep Sheet Guide Maintenance & Setup

This article shows users or Decision Logic Administrator how to construct, update, and assign prep sheets for stores.

Overview

The Prep Sheet Guide Maintenance page is where the Area Director or Decision Logic Administrator constructs and updates the prep sheets that they assign to stores. Users must have Prep Sheets and Prep Sheet Guide Setup permissions to access the full functionality of the Production Sheet. Users who have Prep Sheet Guide Setup enabled but set on security ‘view or enter', can access the setup page and click on edit to see more, but they will not be able to move items or make any changes to the page.

Clients who only want store-level managers to use Prep Sheets but not edit or change Prep Sheet Guide Setup must have both pages enabled but do the following setup in profile maintenance:

• Prep Sheets

  • security: change

• Prep Sheet Guide Setup

  • security: view

Prep Sheet Maintenance & Setup

To create your first Prep Sheet, navigate to Maintenance > Product > Prep Sheet Guide Maintenance.

Select + Prep Sheet Guides.

Open

Enter the Prep Sheet Guide Name and Save.

Open

Prep Sheet Items

Select + Prepped Item from the Items tab to add one to your prep sheet. You will see a drop-down of all available prepped items. Only prepped item recipes are available on the prep sheet.

• In the first row of cells, set a Minimum need value in days for the minimum amount of days needed to prep this item

• In the second row of cells set a Maximum need value in days to max out the shelf life.

Click Save Items.

How do we define our Min and Max Days?

When defining min and max on days, the idea is that you want to Max out your shelf life while not over-prepping. A few examples below can help: 

• Start by setting all min to 1 day.

• Example: item with a 3-day shelf life

• May want min “need” just to get by for today's sales? Max = 1

• Today and tomorrow's sales? Max = 2

• Today’s w/ 50% buffer to account for waste or additional sales? Max = 1.5

Another way is to think about how frequently you want to prep this item.

• 3 days for 3 days shelf life = Max 3 days

• 2 days with a 50% buffer = Max 2.5 days

• 1-day lettuce with .25 buffer for waste (so you don’t have to prep again later) = Max 1.25 days

Also, consider the different types of prepped items.

• Shelf stable – those with a longer shelf life, go ahead and set Max to max out the shelf life

• Shelf sensitive items – those that expire after 1 day, set max to 1 day

Shelf Life Considerations:

• Shelf Stable – the health department may define an item as having a 7-day shelf life. 

• The restaurant may drop shelf life to a 5-day max for quality

Prep Sheet Shelf Life Integration

If a prepped item has a shelf life set in Prepped Item Maintenance or the Recipe Book, that shelf life will be displayed once you select it. This feature lets you know the shelf life of an item while you are planning the Minimum and Maximum prep amounts.

Prepped Sheet Sections

Decision Logic's Prep Sheet also lets you set up the prep work for each kitchen prep position into separate sections for ease of use.

Select the Section tab, then Add Section.

Enter a Section name and Save Section.

Assign Prep Sheet to Stores

Select the Stores tab. Check the box next to each store to which you want the prep sheet assigned, and then Save Stores.

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