It's common to wonder whether your forecast numbers and your weighted analysis portion counts need to match. They don't. They're two different numbers, and we built them for two different jobs.
What Each Number Does
Forecast is what your schools enter ahead of time. We use it for ordering. It looks at what you have on hand and suggests what to buy.
Portion count (used in Weighted Analysis) is what the nutrient analysis runs on. It reflects the offered amount, the servings that actually went out on the line. It gives more weight to the items more students take. See How Weighted Nutrient Analysis Works for the full mechanics.
What to Enter as the Week Goes On
Early in the week, forecast is the only number you have. That's a fine first look.
Once your schools report their real numbers, switch to the prepared (offered) amount as your portion count. That's the figure USDA wants for the weighted analysis.
Pull it from the consolidated report. You can break it down by grade group, school, or site.
Use student reimbursable meals only. Adult meals and à la carte don't belong in the nutrient analysis.
A Note on Administrative Review
Some of your numbers get extra scrutiny during your state's Administrative Review. Your forecast and prepared numbers save per school, so nothing is lost. You can always go back and run the weighted analysis for any individual site. For what the review itself requires, check with your state agency and the USDA Nutrient Analysis Protocols Manual. Chapter 7 covers weighted analysis.