CostTracker 3.0 User Reference Manual Data Control Technology Data Control Technology

Transcription

1 User Reference Manual 2010 Data Control Technology

2 I Table of Contents Foreword 0 Part I Introduction 3 Part II Vendor Setup 3 Part III Food Item Cost Worksheet 9 Part IV Cost Analysis 13 1 Menu Cost Analysis Avg. Menu Cost... Report 14 3 Weekly Avg.... Menu Cost 15 4 Tray Cost Report Avg. Tray Cost... Report 16 6 Snack Cost Report Recipe Cost... Report 19 8 Grocery List Part V Vendor Selections 22 1 Edit Vendors Update Pricing Price Variance... Report 24 4 Vendor Products... Worksheet 25 Part VI Inventory Selections 26 1 Setup Storerooms Enter Inventory Print Extended... Inventory 30 Part VII Recipe Selections 31 1 Enter Facility... Recipe 31 2 Change Facility... Recipe 40 3 Remove Facility... Recipe 42 4 Copy Recipe Ingredient Cost... Worksheet 43 6 Table Format... Recipe 44 7 Recipe Listing Cost Match Recipe... Ingredients 46

3 Contents Part VIII Setup Tools II 47 1 Food Item Cost... Worksheet 47 Index 53

4 3 1 Introduction The COSTTRACKER 3.0 Module of the MEALTRACKER Suite was developed to provide a total cost analysis for today's demanding long-term care needs. This module will allow you to easily and quickly: efficiently cost your menus, including separate costs for each therapeutic diet. easily define "extra" costs - special request items, supplements, etc. define snack costs calculate recipe costs track and analyze inventory, including par levels and inventory by storeroom location produce grocery lists (order guides) to anticipate needs and assist in orders. use multiple food vendor's current costs to anticipate casts. This User Guide will assist you in initial setup and usage of the program. It is set up in Menu order. However, when you first acquire COSTTRACKER, you will need to set up your vendors. Therefore, that step immediately follows this introduction. Please contact our technical support team for further assistance. Phone 8:30-5:30 Eastern, 7 days a week (800) support@mealtracker.com 2 Vendor Setup The first step necessary to enable costing is to set up your vendor. This is done from the Edit Vendors selection from the Vendor Selections folder.

5 Vendor Setup 4 We need to capture your vendor's item file and cost information. This is usually done by contacting the individual food vendors and requesting a listing. This listing should be in a delimited file format or Excel spreadsheet, and include the following information: Item name UPC code or vendor's ID number. Brand (Optional) Pack Quantity Case price or Unit Price The file should also be easily re-downloaded from the vendor, since this will be used to update your database pricing on a regular basis. Our professional support team will be happy to assist you in obtaining this file from your vendor and also assist you in matching your first week's menus.

6 5 Once you have obtained the vendor file(s) and converted it to a suitable format, if necessary, (usually a text delimited file such as.csv) you must add the vendors to COSTTRACKER, match the fields of the vendor files to the COSTTRACKER fields, and import the pricing. This is accomplished by using the "Edit Vendors" found in the "Vendor Selections" folder. In this window, click on the "Create" button. This will enable you to fill out the vendor information on the form shown on the bottom. 1.

7 Vendor Setup 6 2. Once you have entered the vendor detail information, click on "Import Details". A window will appear so that you may "map" the vendors fields to the system fields (the "headers" or field names).

8 7 Click on OK, to accept the mapping. Click on OK once more then the close button to close the Vendors window. Now from the Vendor Selections folder, select "Update Pricing". Select the vendor from the list, select the order guide you with to work with and th the order guide path. If this is being done over the internet, you may be required to enter a login and password. Click on "Update" and the import of the vendor's price data will take place. The progress bar indicates the status of the import.

9 Vendor Setup 8 Click on close when completed. To verify that a vendor's price list imported correctly, select "Vendor's Products Worksheet" from the Vendor's Selections folder. Select the vendor from the list of vendors in the "Vendor To Display" area, the vendor's items will appear with their pricing. At this point, you have imported your vendors price list successfully. The next step is to match your items to the vendors price list. This is covered in the next section, Food Item Cost Worksheet.

10 9 3 Food Item Cost Worksheet Now you're ready to match your food items to the vendor's items to cost them. From the Setup Tools folder, select Food Item Cost Worksheet. The screen below will appear for you to match each item in your system to the vendor's items. Select a menu cycle to work with or "All Cycle Menus". Your items will appear on the left with their portion size.

11 Food Item Cost Worksheet 10 Select an item to match (double click or highlight then click on Edit). The Source Match window will appear for you to select a match for the item. The vendor name appears in under the "Source" column.

12 11 Once you are satisfied with the matching, click on OK. The "Unit Help" button will display the "Unit Conversion Helper" which can help in determining the Quantity Matching calculation. If you are matching to a MealTracker Recipe, the "View Recipe" and "Details" buttons will be enabled. The recipe will display the complete recipe and the Details button will display the ingredients in the recipe. You may then match the ingredients to have an accurate costing on the item. The system will automatically match certain known items. To match those items not automatically matched, select the item then click on Edit. If you would like to remove the current match and re-match it, then click on "Unmatch".

13 Food Item Cost Worksheet 12 When you double click an item or click on Edit for the item, the source match screen will appear. Select the best match for the ingredient, check the quantity matching on the bottom of the screen, then click Ok when done.

14 13 Once all of your items or recipe ingredients have been matched to the respective vendor items, Click on OK to close the window. Now your items have been costed and you may produce any required reports or retrieve cost data. 4 Cost Analysis This folder holds eight selections. All of the selections generate reports on costs. Menu, tray, recipe's etc. But, in addition you may make changes to the costing matches if they haven't been or have been incorrectly matched. The sub-chapters explain each selection in detail. Menu Cost Analysis Average menu Cost Report Weekly Avg. Menu Cost Tray Cost Report Avg. Tray Cost Report Snack Cost Report Recipe Cost Report

15 Cost Analysis 14 Grocery List 4.1 Menu Cost Analysis When you select Menu Cost Analysis, a screen will appear for you to select the Menu, Week and Day for which you wish to have the analysis. When you click ok, the menu cost analysis window appears with the cost breakdown for each item in the day chosen. From this screen you may double click on the item or click on the Match button to bring up the matching screen. If you click on "Unmatch" it removes the current matching. In the example above orange juice seems to be priced higher than it should be. Therefore, you would want to un-match it then re-match it to the appropriate item or make sure that the quantity matching calculation is correct. 4.2 Avg. Menu Cost Report This selection allows you to display or print a report with the average daily cost of a menu. The report breaks it down to meal, average cost per day and average cost per meal.

16 Weekly Avg. Menu Cost The weekly Average Menu Cost report prints a report with the average cost for each meal for each week of the cycle. 4.4 Tray Cost Report With this report, you may select a resident and display their tray costs for a specific menu and cycle day. You may un-match and match an item by clicking on the respective button after highlighting an item. You may also double click an item to bring up the matching window.

17 Cost Analysis Avg. Tray Cost Report The Average Tray Cost Report displays or prints the average tray cost by meal. It breaks down the average cost for the day and by the tray. This may be printed for a specific resident, group of residents or all residents. Once you've made the resident selection, select the cycle and the cycle day for the report. Click on "Show" to display the report. Click on Print to send it directly to the printer. A report for a single resident is displayed below.

18 17 A sample of an Average Cost Report for "All Residents" is shown below.

19 Cost Analysis Snack Cost Report This report will display the cost and average costs of special requests and snacks. After selection the desired options click on "Show" and the report will display. You may then print or save the report.

20 Recipe Cost Report This report will list the recipe ingredients along with their individual costs. It will also display the total cost for total servings on the recipe and the cost per serving

21 Cost Analysis Grocery List The grocery list selection will print a list of items that are needed for a specific menu or tray tickets printer. This may be printed by residents or by menu. A resident grocery list determines what food items are needed based on the actual tray tickets auto-selected for the the day. The Menu grocery list prints the items needed for the menu of the day chosen regardless of how many residents will actually receive the items.

22 21 The illustration above is for a "Menu" grocery list. The grocery list above is based on the tray tickets auto selected for the date requested. This is the

23 Cost Analysis 22 "Residents" grocery list. An asterisk (*) in the Vendor Product column indicates that the item has not been matched. 5 Vendor Selections This folder allows you to setup your vendors, import bid files, update pricing, view the vendor products worksheet and change the vendor matches. You have five selections. Please turn to their respective section for more information. Edit Vendors Update Pricing Price Variance Report Vendor Products Worksheet 5.1 Edit Vendors This selection allows you to Add, Edit, Update and Delete vendors. When you first open this section, the following screen comes up: If you're creating a vendor and you click on the corresponding button the bottom of the screen will appear. Enter the vendors data 1. Click in the box "Primary Vendor" if this vendor will be used as the primary vendor. 2. Select the vendor type. If it's none of the listed "types" select "Other"

24 23 3. When done, click on OK. Edit an existing vendor 1. Highlight the vendor you wish to edit 2. The bottom of the screen is enabled so that you can make changes to the vendor information. When you have made your changes, click on OK to close the window. Update Vendor 1. If you wish to update the vendor pricing, click on Update. A new window will appear: 2. If he vendor is a US Foods or Sysco, type in your username and password. The Order guide list appears for you to make a selection from the list. Once you have done so, click on update and the new file will up imported. 3. If the vendor is not a US Food or Sysco, then use the "Browse" button to find the file to import then click "Update". 5.2 Update Pricing Update Vendor 1. If you wish to update the vendor pricing, click on Update Pricing. A window will appear: 2. If he vendor is a US Foods or Sysco, type in your username and password. The Order guide list appears for you to make a selection from the list. Once you have done so, click on update and the new file will up imported. 3. If the vendor is not a US Food or Sysco, then use the "Browse" button to find the file to import then click "Update".

25 Vendor Selections Price Variance Report This report will display all of the items in the vendor's database with the starting price and the new price from the last update. If there was a price change, the variance percentage will be shown in the last column.

26 Vendor Products Worksheet This will display a report in a spreadsheet format displaying the vendor's products and pricing. From this screen you may add, edit and delete specific items. To add a product to the vendor list, click on the "Add" button. A form will appear for you to enter the product information.

27 Vendor Selections 26 To edit an existing product, select the product then click on the "Edit" button. A form will be displayed with the existing information. Make any changes you wish to make then click on "Close" when done. To delete a product, click on the "Delete" button. You will be prompted to confirm the deletion. If you're sure that you want to delete the item, click on "yes" to delete. 6 Inventory Selections The selections available in this folder will enable you to enter and maintain your inventory. You will set up "storerooms", add your inventory and then be able to print reports. The selections available under Inventory Selections are: Setup Storerooms

28 27 Enter Inventory Print Extended Inventory 6.1 Setup Storerooms To control and enter inventory, you must first set-up storerooms. Storerooms should be specific locations where the inventory items are contained, such as walk-in coolers, dry-goods room, freezer, etc. To begin the process, click on "Setup Storerooms" from the Inventory Selections folder. In this screen, you will enter new storerooms by clicking "Edit Rooms", then "Add". To Add a Storeroom, Click on "Edit Rooms". This will display a list of existing storerooms.

29 Inventory Selections When you click "Add" the form will be displayed for you to enter the Storeroom name. If you click on "Edit" the existing name will appear for you to make changes to it. Once the storerooms have been set up, you then assign the products to each storeroom. 28

30 29 Now add items to that storeroom's inventory by first selecting the desired storeroom in the "Storerooms" drop-down list, then highlighting the catalog item in the list below and clicking the "Add" button. Continue in this fashion until you've added the desired items to this storeroom. 6.2 Enter Inventory When your storeroom setup is complete, begin the inventory entry process by clicking the "Enter Inventory" selection from the Inventory Selections folder. 1. Select the Storeroom that you'll be working with. The system automatically displays the date of the past inventories. 2. Enter or select the date for the inventory you will be adding to the storeroom.

31 Inventory Selections 30 To update inventory, simply select the catalog item by clicking on it then enter the Par level (amount you need to have available) and On-Hand levels (actual amounts currently in stock) in the respective fields. Once you have added these figures, the grocery list reports will be updated using these figures. You may use the "enter" or arrow keys to quickly navigate through the list when updating quantities. 6.3 Print Extended Inventory Select this option to print an inventory list by storeroom. Select the date, then click on the "Show" or "Print" button to display/print the report.

32 31 7 Recipe Selections The Recipe Selections folder allows you to enter new recipes or modify existing recipes then cost them as you create the new recipe. In this folder, you'll find the following selections: Enter Facility Recipe Change Facility Recipe Remove Facility Recipe Copy Recipe Ingredient Cost Worksheet Table Format Recipe Recipe Listing Cost Match Recipe Ingredients 7.1 Enter Facility Recipe This selection enables you to enter a recipe for your facility. When you make this selection from the Recipe folder, the following form is displayed ready to enter the Basic Details of the new recipe:

33 Recipe Selections 32 Recipe Number: You may enter any unique number you wish to identify the recipe with. This could be a corporate internal number or a personal reference number. If you wish, you can have MEALTRACKER assign the number automatically, Recipe Name: Enter a recipe name Category: Choose a category from the drop down list or enter a new one.

34 33 Portion Size: Enter the portion size. This must be a number greater than 0. Portion Unit: Unit of measure. For example: Oz, Cups, Tablespoon, etc. Number of Servings: Enter the number of servings for this recipe Oven Cooking Time: Enter the cooking time Oven Temperature: Enter the oven cooking temperature Cool / Stand Time: Enter how long the item should cool/stand before serving. Pan Size: Enter the pan size for cooking. Number of Pans: Enter the number of pans of the size stated, to cook the item for the number of servings specified. Click Next to go on to add your ingredients for the recipe. You may also just click on "Ingredients" form the left column to navigate to that section. Once the items above have been entered the recipe basic information will be saved. If a recipe number was to be generated, it will do so. Now you'll need to enter the remaining recipe information. On the upper left corner of this screen, there is a list of data necessary for a complete recipe: Ingredients, procedures, notes, exchanges, scaling and nutrients. You may navigate back and forth between sections by clicking on the Next or Previous buttons.

35 Recipe Selections 34 Ingredients: Click on Ingredients to enter the recipe ingredients. Click on the Add button Type in the ingredients one by one filling in the respective information for quantity and unit of measure. Click OK when you are ready to add the ingredient to the list. You may Edit or Delete the ingredient once it has been added by clicking the appropriate button. Procedures: After entering your ingredient information, now you're ready to enter procedures. For instance, "wash lettuce and cut into bite size pieces" ; "Sauté onions and mushrooms in butter, then set aside"...

36 35 To Add a new procedure, Click on Add. Type in the procedure in the procedure text box provided. When done click on OK to save it. Enter as many procedures as you feel are necessary. To edit a procedure, select the procedure to edit then click on the Edit button. To Delete a procedure, select the procedure and click on the delete button. *The Monitor and Corrective Action fields are for Critical Control Points (CCP) cooking (temperature) specific instructions. If you are not using Critical Control Points then leave these fields blank. These fields are text fields that will appear in the recipe for your convenience. They have no other function within the MEALTRACKER program. Additionally, you may enter CCP instructions (for example: rinse, wash, thaw temperature specifics) within the Procedure and Notes fields. Notes: Enter any miscellaneous text notes for this recipe To Add a note, click on Add. Type the text in the note text box. When done click on OK. To edit a note, select the note you wish to edit and click on Edit. To delete a note, select the note then click on Delete. If you've started entering a note and decide that you don't wish to add it, then click on Cancel and it will be discarded. To Close this window, click on Close. Exchanges: Enter diabetic or other dietary exchanges here. To Add an exchange, click on Add. Type the text in the exchange text box. When done click on OK. To edit an exchange select the exchange you wish to edit and click on Edit. To delete an exchange, select the exchange then click on Delete. You may discard an exchange entered by clicking Cancel. To Close this window, click on Close. Scaling: MEALTRACKER will automatically scale recipes entered to 20, 50, 100 and 200 servings. This is calculated based on the quantities originally entered for each ingredient in the recipe. If you need to adjust these quantities, you may do so here.

37 Recipe Selections To modify a quantity or unit of measure, click in the box to edit it. Nutrients: When you select "Next" or the "Nutrients" option, you will see the following screen 36

38 37 Once you've entered your ingredients, if item has been found in the USDA database, the ingredients will be matched. If you are editing an existing recipe those ingredients should be matched as well. If there isn't a match for your ingredient, then you may match it by clicking on the "Match" button. Ensure that the units of measure in the quantity matching area in the source match window have been entered.

39 Recipe Selections 38 On the lower part of the screen, you'll see the nutrient breakdown for the ingredient selected. Click "Ok" once you are done selecting a match and entering the quantity matching. Cost: When you select "Next" or the "Cost" option, the following screen is displayed:

40 39 Known ingredients that have been previously costed will be automatically matched. If they have not been matched or if you wish to change an existing match, Highlight the ingredient and click on Edit. The Source Match screen below appears. Start typing the name of the item to match. In the example below, we're attempting to match the Ground Cinnamon in the Apple Pie recipe.

41 Recipe Selections 40 Once you have found the right match for the item, ensure that all of the quantity matching is correct on the bottom of the screen. When done, click "OK" and the ingredient will be matched accordingly. Once you have completed making any changes, click on another option to work on or click close to return to the Main task Launcher. 7.2 Change Facility Recipe This selection from the Recipe Nutrient Analysis folder allows you to make changes to an existing recipe. When you make this selection from the task launcher, a Recipe Selection Window will appear.

42 41 Type in the recipe name or number in the search window. The system will display recipes matching your search field. You can also filter the search by category, for instance if you type in Apple in the search field and filter it with the beverage category, it will only list beverage recipes that contain the word Apple in the title. Once you see the recipe you would like to work with, select it and click on OK. This will bring up the Edit Recipe window.

43 Recipe Selections 42 Now you may select any of the options in the left column to edit. Once you have competed your editing, click on Close. 7.3 Remove Facility Recipe Select this function if you wish to completely remove a facility recipe. When you select to remove a facility recipe, the screen below will be displayed. A window will pop up to confirm the deletion. If you are sure that you want to delete this recipe, click on yes. The system will advise you that the deletion was completed. 7.4 Copy Recipe The Copy Recipe feature allows you to copy a recipe. You may find that you want an exact duplicate of a recipe but with certain modifications without changing the original. For instance you would like to have a sugar free Apple Pie. You copy the original recipe for Apple Pie because essentially it contains the same ingredients and procedures. You name the new recipe "Sugar Free Apple Pie" and modify the sugar content or substitute the sugar with a non caloric sweetener in the recipe. It saves you from having to create a completely new recipe. To Copy a Recipe: Select this option from the Recipe folder. A recipe search window pops up to find the recipe you want to copy. Type in the name or number of the recipe you would like to copy. The recipe should be displayed. Select the correct recipe from the list displayed. On the bottom of this window is the new recipe data. Type in the number of the new recipe or have the system generate one automatically. Type in the name for the new recipe.

44 43 Click on OK and the system creates the new recipe. The Edit Recipe screen will appear for you to make the necessary changes to the new recipe. See Enter Facility Recipe for further instructions on modifying any of the recipe components. \ 7.5 Ingredient Cost Worksheet This selection will display all of the ingredients in the system. Along with each ingredient, you'll see each unit of measure being used for the item and the match for each. From this screen you may match or un-match an item. To access the ingredient cost worksheet, select it from the Recipe Selections folder: If you're looking for a specific item. Type it in the food search box and click on "Search".

45 Recipe Selections Table Format Recipe To view and/or print the original recipe in table format, select this option from the Recipes folder. You'll be presented with a form to search/select the recipe you wish to view/print. Once selected, click on Show. The recipe will be displayed with the options for printing and/or saving the recipe in a different format.

46 Recipe Listing This selection will print a list of all the recipes in the system.

47 Recipe Selections 46 Choose the Recipe types: MEALTRACKER, Facility or Corporate recipes. Select how you want the list sorted: By recipe name or number. Click on Show to generate the report and preview. Click on Print to send the report directly to the printer. 7.8 Cost Match Recipe Ingredients This selection allows you to see the ingredients in a recipe along with the vendor cost matching for each ingredient. To find a specific recipe, type in the recipe name in the search box. As soon as you start type a name, the program starts to display all items containing the typed letters. You may narrow the search down my select a category to filer by. Once you have found the recipe you're looking for, select it and the ingredients for that item will appear on the bottom of the window along with what item it is match to and the corresponding vendor and cost.

48 47 To re-match an item, click the Edit button, this will bring up the source match window for you to match that specific ingredient. To un-match it, simply click on the "Unmatch" button and the current matching will be deleted. When done working with the item, simply click on "Close" to close the window. 8 Setup Tools The only selection under setup tools is Food Item Cost Worksheet. In this worksheet you'll be able to match all of your food items to the vendor's cost. The next chapter describes it in detail. 8.1 Food Item Cost Worksheet Now you're ready to match your food items to the vendor's items to cost them. From the Setup Tools folder, select Food Item Cost Worksheet.

49 Setup Tools 48 The screen below will appear for you to match each item in your system to the vendor's items. Select a menu cycle to work with or "All Cycle Menus". Your items will appear on the left with their portion size.

50 49 Select an item to match (double click or highlight then click on Edit). The Source Match window will appear for you to select a match for the item. The vendor name appears in under the "Source" column.

51 Setup Tools 50 Once you are satisfied with the matching, click on OK. The "Unit Help" button will display the "Unit Conversion Helper" which can help in determining the Quantity Matching calculation. If you are matching to a MealTracker Recipe, the "View Recipe" and "Details" buttons will be enabled. The recipe will display the complete recipe and the Details button will display the ingredients in the recipe. You may then match the ingredients to have an accurate costing on the item. The system will automatically match certain known items. To match those items not automatically matched, select the item then click on Edit. If you would like to remove the current match and re-match it, then click on "Unmatch".

52 51 When you double click an item or click on Edit for the item, the source match screen will appear. Select the best match for the ingredient, check the quantity matching on the bottom of the screen, then click Ok when done.

53 Setup Tools 52 Once all of your items or recipe ingredients have been matched to the respective vendor items, Click on OK to close the window. Now your items have been costed and you may produce any required reports or retrieve cost data.

54 53 Index -FFood Item Cost Worksheet 3, 9 -VVendor Products Worksheet 25