CNP2000 Oregon s Child Nutrition Program Web-based Data System. Sponsor Manual For National School Lunch Program And Commodity Distribution Program

Transcription

1 CNP2000 Oregon s Child Nutrition Program Web-based Data System Sponsor Manual For National School Lunch Program And Commodity Distribution Program Version Date: April 2002 Questions: Contact Heidi Dupuis, Program Consultant (503) ext heidi.dupuis@state.or.us

2 Table of Contents CNP 2000 Web site Definitions and Conventions...2 Connection to Production Web site...3 Entering NSLP Claim...4 Editing/Revising NSLP Claim...6 Sponsor Application New Year...8 Sponsor Application Editing...12 Site Application...15 Commodity Overview...19 Sponsor Entitlement...20 Allocation Inquiry...22 Requesting Additional Commodities...25 Entering Commodity Orders...28 Commodity Order Inquiry...34

3 2 CNP 2000 Web site Definitions and Conventions Definitions Program (NSLP, CACFP, SFSP, Commodities) Frame Buttons Previous Recalls the previous screen Program Home Returns to the opening page for the program currently selected Programs Returns to the opening page of CNP2000 Exit Exits CNP2000 by returns user to login page. Page Buttons Back Brings up the previous screen Refresh Calculates the page. Cancel leaves the subtitle section of the application without making changes Next Moves to next screen Submit Sends data entered for verification and storage in database. Data is not entered into the database until you click on Submit. Conventions Movement in the screens is by mouse or tab key. Single clicks of the left mouse button are all that is needed for action Tab moves from left to right and then down. Blue/fuchsia text is a hyper text link. Click on to lead to underlying form or information. The data base is not updated with entered information until the Submit Button is clicked. CNP 2000 Web site Definitions and Conventions

4 CNP2000 Login 3 Screen 1 In Address box of browser, type: Screen 2 Click on Login from menu Screen 3 Click in box and type: Username: Up to 7 letters of last name + first initial. Example: Julie Smith = smithj or Orin Rumpelstilskin = rumpelo Password: User pre-selected on User Authorization form. Click Login button. Screen 4 Select desired program by clicking on the associated pie quarter. CNP2000 Login

5 Entering NSLP Claim 4 Make Internet Connection and Login. Click on National School Lunch quadrant. Selected program screen appears Screen 1 Click on Claims title on the menu bar at left side of screen. Screen 2 Click on Claim subtitle. Choose Claim Month using drop down arrow Choose Claim Year using drop down arrow Click Next button. Screen 3 Click on data entry boxes to enter claim information. Print a copy of submission by using print icon on browser. Entering NSLP Claim

6 Entering NSLP Claim 5 Screen 4 Click Submit Screen 5 Summary page of claim payment is returned. If the claim has been accepted, the summary page will calculate projected reimbursement payment. Print a copy of Summary by using print icon on browser. Original claim file between 0 and 60 days after the last day of the claim month. If errors are listed: 1. Ignore Error Click print icon on brower to get a copy of summary page with error list. 3. Click Back button on browser to go back to claim page. 4. Make corrections. 5. Clip on Submit Button to submit corrections. A status errors will not prevent claim from paying. I status error are fatal and must be corrected. Edit a claim: Changes to a claim before ODE has processed the claim for payment is considered an edit. No revision number will be assigned in the upper right header. The change will be reflected in the payment you receive. Revisions: Any change to a claim that occurs after ODE has processed the claim for payment is a revision. If the claim has been processed, it will be given a revision number in the upper right header. The adjustment in payment will be made with the next original claim. Upward revision - file between 61 days and 75 days after last day of the claim month. Downward revision file with next original claim.. Entering NSLP Claim

7 Editing/Revising NSLP Claim 6 Make Internet Connection and Login. Click on National School Lunch quadrant. Selected program screen appears. Screen 1 Click on Claim title on the menu bar at left side of screen. Screen 2 Click on Claim subtitle. Choose Claim Month to be changed using drop down arrow Choose Claim Year using drop down arrow Click Next button. Screen 3 The numbers from the original claim will appear. Click in the box(es) with the error(s) and enter the correct number(s). Print a copy of submission by using print icon on browser. Editing/Revising NSLP Claim

8 Editing/Revising NSLP Claim 7 Screen 4 Click Submit Screen 5 Summary page of claim payment is returned. If the claim has been accepted, the summary page will calculate projected reimbursement payment. If the Summary page does not calculate, there are errors with I status that must be corrected before claim will pay. Print a copy of Summary by using print icon on browser. If errors are listed: 1. Ignore Error Click print icon on brower to get a copy of summary page with error list. 3. Click Back button on browser to go back to claim page. 4. Make corrections. 5. Clip on Submit Button to submit corrections. A status errors will not prevent claim from paying. I status error are fatal and must be corrected. Editing/Revising NSLP Claim

9 Sponsor Application New Year 8 This function is available for a specified period of time for renewing agreements for the coming year - typically from mid-april to mid-june. Any changes to the sponsor or site applications after this period must be made in writing to ODE-Child Nutrition Programs. The first enrollment for new sponsors will be made on a paper form. Make Internet Connection and Login. Click on National School Lunch quadrant. Selected program screen appears Screen 1 Click on Application title on the menu bar at left side of screen. Click on Sponsor Application subtitle. Screen 2 Click blue/fuchsia hyperlink next Fiscal Year. (Current year + 1). Sponsor Application- New

10 Sponsor Application New Year 9 Screen 3 Click on New Button Screen 4 Click on Next button Screen 5 Click in data entry boxes to add or edit information to the form Check out On-line Sponsor Information Update Instructions for specifics. To print a hard copy of the application, use the print function in your web browser software Use Scroll bar to move down screen. Sponsor Application- New

11 Sponsor Application New Year 10 Click on Submit button at the end of the form If errors are found Screen 6 will appear If application is accepted Screen 8 will appear Screen 6 Click Edit button to return to application and correct error(s) except Error 366. Click Finish when Error 366 NSLP Rate (High/Low) must be selected. Is the only error. ODE Specialists will select the rate when the application is reviewed and approved Screen 7 Click Submit button after making corrections. Sponsor Application- New

12 Sponsor Application New Year 11 Screen 8 Confirmation Screen when application submission is successful. Click Finish Button Screen 9 Go to Instruction for Site Applications, start at Screen 3 Sponsor Application- New

13 Sponsor Application Editing 12 This function is available for a specified period of time for renewing agreements for the coming year - typically from mid-april to mid-june. Any changes to the sponsor or site applications after this period must be made in writing to ODE-Child Nutrition Programs. The first enrollment for new sponsors will be made on a paper form. Make Internet Connection and Login. Click on National School Lunch quadrant. Selected program screen appears Screen 1 Click on Application title on the menu bar at left side of screen. Click on Sponsor Application subtitle. Screen 2 Click Next button. Clicking little arrow on left of year move back in time. Clicking little arrow to right of year move forward it time. Sponsor Application - Editing

14 Sponsor Application Editing 13 Screen 3 Click on Go icon to the left of Sponsor Application. Screen 4 Click in data entry boxes to add or edit information to the form Check out On-line Sponsor Information Update Instructions for specifics. To print a hard copy of the application, use the print function in your web browser software Use Scroll bar to move down screen. Click on Submit button at the end of the form If errors are found Screen 5 will appear If application is accepted Screen 7 will appear Sponsor Application - Editing

15 Sponsor Application Editing 14 Screen 5 Click Edit button to return to application and correct error(s). Screen 6 Click Submit button after making corrections. Screen 7 Confirmation Screen when application submission is successful. Click Finish Button Screen 8 Go to Instruction for Site Applications, start at Screen 3 Sponsor Application - Editing

16 Site Application 15 This function is available for a specified period of time for renewing agreements for the coming year - typically from mid-april to mid-june. Any changes to the sponsor or site applications after this period must be made in writing to ODE-Child Nutrition Programs. The first enrollment for new sponsors will be made on a paper form. Make Internet Connection and Login. Click on National School Lunch quadrant. Selected program screen appears Screen 1 Click on Application title on the menu bar at left side of screen. Click on Sponsor Application subtitle. Screen 2 Click Next button. Clicking little arrow on left of year move back in time. Clicking little arrow to right of year move forward it time. Site Application

17 Site Application 16 Screen 3 Click on Go icon to the left of Sites. Screen 4 Click blue/fuchsia hyperlink Edit Site in Modify column to bring up the application for the desired site. Screen 5 Click in data entry boxes to add or edit information to the form. Check out On-line Site Information Update Instructions for specifics. Note: SNB = Severe Need Breakfast To print a hard copy of the application, use the print function in your web browser software Click Submit button Site Application

18 Site Application 17 If errors are found Screen 6 will appear If application is accepted Screen 7 will appear Screen 6 Click Edit button to return to Screen 5 Click Submit button Screen 7 Click Finish button. Site Application

19 Site Application 18 Screen 8 Go to Screen 4 to enter next site. If a site is missing from the list, contact Heidi Dupuis, (503) ext. 2423, to add. If a site is not participating in NSLP leave the Status as Inactive ; do not modify. Click Back to Sponsor button when all sites have been entered. Site Application

20 Commodity Overview 19 The Commodity quadrant allows the user to: view entitlement, allocations, and orders order against ODE initiated allocations request additional commodities order against sponsor initiated additions Entitlement Earning It The state earns entitlement base on the number of lunch meals served during the previous year times the current commodity rate set by USDA. Oregon s entitlement is distributed to sponsors based on their proportion of the total lunch meals served the previous year. Each sponsor receives a minimum entitlement of $ Entitlement is not carried over to the next year. Using Entitlement Drawing From Your Entitlement Account All commodities have value. USDA purchases some commodities with entitlement dollars. When a sponsor selects these commodities the value is drawn down from the sponsor s entitlement account at the point when an allocation or surplus request submitted and confirmed. USDA purchases other commodities with resources other than entitlement dollars. These commodities are called bonus. Bonus commodities will not have their value drawn from a sponsor s entitlement. Bonus commodities will have a shipping and handling fee and may have a processing fee that will be charged on you invoice. Allocation Getting Your Fair Share ODE initiates Sponsor is assured their share Commodities appear automatically on Order Entry Form Value of commodities deducted from entitlement when allocation posted ODE-initiated commodity distributions to sponsors are done through Allocations. The allocation process reserves each sponsor their share of commodities, based on their proportion of the state s total lunches claimed and the amount of their entitlement remaining. Allocations will automatically appear on the sponsor s order form. The sponsor decides how much, if any, of the allocated amount to order. Surplus Requests Getting Different and More Sponsor initiates Request handled on first come first served basis Value of commodities deducted from entitlement when request confirmed Processing fee per case is listed To add different or more commodities to an order, a sponsor initiates a Surplus Request. These requests are handled by the computer system on a first come first served basis. Adequate inventory is made available to meet requests. An Allocation or Surplus Request is like placing items in your basket at the grocery store. Ordering - Confirming the Request and Getting it to the right place An order is required to have commodities delivered The sponsor assigns requested commodities to a delivery site Sponor may place on order amounts less than requested Declined commodities are returned to inventory Commodity Overview

21 Commodity Overview 20 Value of declined commodities is credited to sponsor s account The ordering process allows sponsors to take less that the original request and to assign commodities to different delivery sites. Orders are placed against the quantities on the sponsor s allocation or surplus request. If an item from the allocation or surplus request is not ordered, it is returned to inventory and the value is refunded to the sponsor s entitlement account. Orders are like going through the check out at the grocery store. Suggested Process for working in the Commodity Quadrant Day notified that commodities are released for ordering 1. Look under Allocation, Inquiry See Allocation Inquiry Instruction. Print newest allocation with Quantity remaining. (Processing Fee per case is listed on this report) 2. Decide what you want to order from the allocation 3. Go to Allocation, Surplus Request and make request See Surplus Request Instruction 4. Go to Order, Entry Form and place order against request See Entering a Commodity Order Instruction 5. Look in Order, Inquiry See Commodity Order Inquiry Instruction. Print order for later reference. Commodity Overview

22 Sponsor Entitlement 21 Make Internet Connection and Login. Click on Commodity quadrant. Selected program screen appears. Screen 1 Click on Entitlement title on the menu bar at left side of screen. Click on Sponsor Inquiry subtitle If Sponsor does not provide meals to other sponsors, Screen 2 will appear If Sponsor does provide meals to other sponsors, Screen 3 will appear Screen 2 Sponsor does not provide meals to another sponsor Choose Fiscal Year: Click on drop down arrow on right side of year box. Click on desired year. Click Next button Screen 4 will appear Entitlement Inquiry

23 Sponsor Entitlement 22 Sponsor provides meals to other sponsors Screen 3 Choose Sponsor using drop down arrow: Click on drop down arrow on right side of data entry box. Click on desired sponsor. Or type in the sponsor s agreement number. Choose Fiscal Year using drop down arrow Click Next button Screen 4 will appear. Screen 4 Sponsor Entitlement view screen appears. Click on a menu item on left to go to a different function Entitlement Inquiry

24 Allocation Inquiry 23 Make Internet Connection and Login. Click on Commodity quadrant. Selected program screen appears. Screen 1 Click on Allocations title on the menu bar at left side of screen. Click on Inquiry subtitle If Sponsor does not provide meals to other sponsors, Screen 2 will appear If Sponsor does provide meals to other sponsors, Screen 3 will appear Screen 2 Sponsor does not provide meals to another sponsor Choose Fiscal Year: Click on drop down arrow on right side of year box. Click on desired year. Click Next button Screen 4 will appear Allocation Inquiry

25 Allocation Inquiry 24 Sponsor provides meals to other sponsors Screen 3 Choose Sponsor using drop down arrow: Click on drop down arrow on right side of data entry box. Click on desired sponsor. Or type in the sponsor s agreement number. Choose Fiscal Year using drop down arrow Click Next button Screen 4 will appear. Screen 4 Click on blue/fuchsia hyperlink allocation ID to view allocation. Allocations are listed from newest to oldest. ID s beginning with AL originate from ODE. Req originate from a surplus request by sponsor Screen 5 will appear Click on blue/fuchsia hyperlink Qty Remaining case count. When a 0 is in the Qty Remaining all items on the allocation have been put on an order. Screen 6 will appear Allocation Inquiry

26 Allocation Inquiry 25 Screen 5 Commodity Notice of Arrival = Commodity Allocation Report. The close date is the Last day to order. The allocation is cleared by ODE after the close date and no longer available for orders. The Notice of Arrival will be updated to reflect what was actually ordered. Click on a menu item on left to go to a different function Screen 6 Allocation Inquiry screen appears Click on a menu item on left to go to a different function Allocation Inquiry

27 Surplus Request 26 Make Internet Connection and Login. Click on Commodity quadrant. Selected program screen appears. Screen 1 Click on Allocations title on the menu bar at left side of screen. Click on Surplus Request subtitle If Sponsor does not provide meals to other sponsors, Screen 2 will appear If Sponsor does provide meals to other sponsors, Screen 3 will appear Screen 2 Sponsor does not provide meals to another sponsor Choose Fiscal Year: Click on drop down arrow on right side of year box. Click on desired year. Click Next button Created on 4/19/2000 4:04 PM/hwd Request for Additional Commodites

28 Surplus Request 27 If sponsor has: Processed commodities Screen 4 will appear If sponsor has: Not processed commodities Screen 5 will appear Screen 3 Sponsor provides meals to other sponsors Choose Sponsor using drop down arrow: Click on drop down arrow on right side of data entry box. Click on desired sponsor. Or type in the sponsor s agreement number. Choose Fiscal Year using drop down arrow Click Next button. If sponsor has: Processed commodities Screen 4 will appear If sponsor has: Not processed commodities Screen 5 will appear Screen 4 Sponsor with multiple warehouses due to processing Always choose: Oregon Cold Storage. Other displayed warehouses are related to processing commodities Click Next button Screen 5 appears Created on 4/19/2000 4:04 PM/hwd Request for Additional Commodites

29 Surplus Request 28 Screen 5 Click in data entry box to enter amount desired for each commodity. Processing Fee displayed Use scroll bar to advance page To print use print function on browser task bar. Refresh button will calculate total entitlement used in request and case count. Cases are not in your basket until the submit request button has been clicked. Click Submit Request button Commodities are now in your basket and entitlement has been drawn down. The new item(s) or additional cases will appear on the order form. A surplus request will be open until the next day. If items are not placed on an order in that time frame, they are placed back into inventory and entitlement is refunded. If you decide to add to an item that was on a surplus request after submitting, a new surplus request must be made. An error in request submission occurs if the value of the request is greater than the amount of entitlement a sponsor has remaining or there are less cases inventory than were requested. You will be prompted to made corrections. Screen 6 Request confirmation is returned. Go to instruction Entering a Commodity Order start at screen 1. Created on 4/19/2000 4:04 PM/hwd Request for Additional Commodites

30 Entering a Commodity Order 29 Make Internet Connection and Login. Click on Commodity quadrant. Selected program screen appears. Screen 1 Click on Orders title on the menu bar at left side of screen. Click on Entry Form subtitle Sponsor does not provide meals to other sponsors, Screen 2 appears Sponsor does provide meals to other sponsors, Screen 3 appears Screen 2 Sponsor does not provide meals to another sponsor Choose Fiscal Year: Click on drop down arrow on right side of data entry box. Click on desired year. Click Next button. Entering Commodity Order

31 Entering a Commodity Order 30 If sponsor has: Processed commodities Screen 4 will appear If sponsor has: Not processed commodities More than one delivery site Screen 5 will appear If sponsor has: Not processed commodities one delivery site and no open orders, Screen 8 will appear. If sponsor has: Not processed commodities one delivery site and open orders, Screen 6 will appear Screen 3 Sponsor provides meals to other sponsors Choose Sponsor using drop down arrow: Click on drop down arrow on right side of data entry box. Click on desired sponsor. Or type in the sponsor s agreement number. Choose Fiscal Year using drop down arrow Click Next button If sponsor has: processed commodities Screen 4 will appear. If sponsor has: Not processed commodities and More than one delivery site Screen 5 will appear Entering Commodity Order

32 Entering a Commodity Order 31 If sponsor has: Not processed commodities one delivery site and no open orders, Screen 8 will appear. Screen 4 Sponsor with multiple warehouses due to processing Always choose: Oregon Cold Storage. Other displayed warehouses are related to processing commodities Click Next button. If sponsor has: more than one delivery site Screen 5 will appear. If sponsor has: one delivery site and open orders Screen 6 will appear If sponsor has: one delivery site and no open orders, Screen 8 will appear. Entering Commodity Order

33 Entering a Commodity Order 32 Screen 5 Sponsor with multiply delivery sites Choose delivery site: Click on drop down arrow on right side of data entry box. Click on desired site Click Next button. If sponsor has: No open orders Screen 8 appears If sponsor has: Open orders Screen 6 appears Screen 6 Screen View if there are open orders Click on blue/fuchsia hypertext order number to add to an existing order. This is preferred. OR Click on New Order button to create a new order. Entering Commodity Order

34 Entering a Commodity Order 33 Screen 7 This is the same as Screen 8. Click in data entry box. Type in Order amount. Use 0 (zero) if nothing is ordered. Use tab key to move from data entry box to data entry box. The amount in the Available column is the maximum that this form will accept. To increase see instruction Ordering Commodities from Surplus. Click Submit Order button Refresh button will add up number of cases. Screen 8 Screen View if there are no open orders Click in data entry box. Type in Order amount. Use 0 (zero) if nothing is ordered. Use tab key to move from data entry box to data entry box. The amount in the Available column is the maximum that this form will accept. To increase see instruction Requesting Additional Commodities. Click Submit Order button Refresh button will add up number of cases. Entering Commodity Order

35 Entering a Commodity Order 34 Screen 9 Confirmation page returned with order number. Record order number on paper for your reference. To enter an order for a different sponsor: Go to Screen 1. To exit: Click on Exit frame button in upper right of page. To go to another part of the program in which you are working: Click on the menu item at the left side of the page. Moving to another menu item before clicking Submit will cancel entries made in the current area. To go to another Program: Click on Programs frame button in upper right of page. Click on the desired program pie section. Entering Commodity Order

36 Commodity Order Inquiry 35 Make Internet Connection and Login. Click on Commodity quadrant. Selected program screen appears Screen 1 Click on Orders title on the menu bar at left side of screen. Click on Inquiry subtitle If sponsor does not provide meal to others sponsors, Screen 3 will appear. If sponsor does provide meal to other sponsors, Screen 2 will appear. Screen 2 Sponsor provides meals to other sponsors Choose Sponsor using drop down arrow: Click on drop down arrow on right side of data entry box. Click on desired sponsor. Or type in the sponsor s agreement number. Click Next button Go to Screen 3 Commodity Order Inquiry

37 Commodity Order Inquiry 36 Screen 3 Sponsor does not provide meals to other sponsors Use All Delivery sites OR Choose delivery site using drop down arrow: Click on drop down arrow on right side of data entry box. Click on desired delivery site Click on radio buttons to select orders to be displayed. All orders both open and closed orders will be displayed Open orders orders that have not been processed on to a bill of lading. Closed orders - orders that have been processed on to bills of lading. Click on Next button. Screen 4 appears Screen 4 Click blue/fuchsia hypertext order number to view order Screen 5 Inquiry view displayed. Print using print function on browser tool bar. Go back to list of orders using back function on browser tool bar. Click on a menu item on left to go to a different function Commodity Order Inquiry