Sponsor Website: User Guide Welcome to My Food Program! This User Guide will help you navigate your way through the My Food Program website. You will find a section for each area of the website which includes instructions for getting up and running. This is meant to be the optimal method of setting up My Food Program. Certain features work better if you input data in a specific order, as it allows you to match up certain data fields. While there is no wrong way to enter data, this guide will walk you through in a way that will minimize your effort. If you still have questions, please don t hesitate to contact us at info@myfoodprogram.com or 651-433-7345. Active Sites Claims Need to be Submitted by Sites Claims Sponsor Needs to Process Above is a sample of your My Food Program dashboard. You are able to add your company logo to further personalize this page by going to the Setup tab.
Table of Contents My Food Program Sponsor Website Page Access Levels 3 Permission Matrix 4 1. Setup Sponsor Admin 5 2. Setup Site Managers/Directors 8 3. Add Site Staff 9 4. Menu Planning 10 5. Importing Rosters and Participants 18 6. Creating Rosters 20 7. Adding Participants and Households 22 8. Taking Attendance 28 9. Taking Meal Counts 30 10. Food Production Records 32 11. Adding and Viewing Site Closures and Field Trips 34 12. Adding and Viewing Expenses 36 13. Viewing Meal Errors 38 14. Submitting a Claim 39 15. Creating and Viewing Reports 41 2
Access Levels SPONSOR ADMINISTRATOR SPONSOR REPORT VIEWER SITE MANAGER/ DIRECTOR SITE MANAGER/ DIRECTOR SITE MANAGER/ DIRECTOR STAFF KITCHEN STAFF 3
Permissions Matrix MY FOOD PROGRAM FUNCTION OWNER/ SPONSOR ADMINS OWNER/ SPONSOR REPORTS SITE ADMIN/ DIRECTOR SITE STAFF SITE KITCHEN STAFF Add/Delete/Edit/Remove Sites Add and Remove Admin Users Edit Sponsor Setup Information Add/Delete/Edit Admin Principals Add/Delete/Edit Organization Licensing Age Ranges View Claims Edit Claims View Reports Add/Delete/Edit Site Staff Plan Menus Generate Food Productions Records Record Attendance Record Meal Counts View Participants and Rosters Delete/Edit Participants and Rosters View Site Details Delete/Edit Site Details View Expenses Add/Edit Expenses Submit a Claim View a Claim Edit a Submitted Claim 4
1. Setup Sponsor Admin A sponsor has to be set up even if your location is self-sponsored. Be sure that you are logged in to My Food Program. Under Setup Tab Fill in all of the appropriate Sponsoring Information. Here is where you are able to add your organization s logo. continued on next page» 5
1. Setup Sponsor Admin Under Licensing Tab If you are a sponsor of sites that are not required to be licensed in your state, simply create one licensing category called All Participants and put in the capacity of your building or facility. Setup Licensing for the organization. Without this, sites can t have licenses. Under Users Tab Setup Sponsor Users. The people in the SPONSOR organization who should have Admin and Report level access continued on next page» 6
1. Setup Sponsor Admin Under Sites Tab Add Site(s) The following is required: º Site Name º Type º Legal Name º Meal Count Time Frame º Site Identification Number º Time Zone º Status º Meal Count Method Add site normal hours and site meals with their times º DON T guess on the meal time, the software is smart enough to deny an attempt to serve a meal that doesn t exist or if you try to serve it when it is not allowed. For this reason we recommend that these be set as generous as possible. If your site is self-sponsored, remember to click Site is Self Sponsored. This allows a site manager/director to have additional authority that is not granted to sites that have a sponsor. º This option only appears when a center is selected, as they can either have a sponsor or opt to self-sponsor. Family Child Care Homes must always have a sponsor. An extra option appears when you select a family child care home called Site can add staff. Check this box if the family child care home has more than one provider on the license or they have a helper. Note that this option is always checked for other site types. Add SITE licensing º Address º Daily Attendance Method º How many participants of each licensing age range is allowed. You may notice that Meal Patterns say Original Breakfast instead of just Breakfast. This is due to the fact that new menu guidelines from the USDA will take effect in October of 2017 (at the latest). During the time inbetween, it is possible that some sites will elect to move to the New meal pattern before October 2017. These will be labeled as New Breakfast, New AM Snack etc, as a way to distinguish them from the existing Original Meal Pattern. Sites must choose EITHER the Original OR the New meal pattern. Mixing of meal patterns is not allowed under USDA guidelines. 7
2. Setup Site Managers/Directors Sponsor Admin Level Required. Be sure that you are logged in to My Food Program. Under Sites Tab Select the site that you added earlier. Click the Staff icon º Add a site manager/director, set their password, and select if they are primary for the site. You can now add additional staff if you wish or have the site manager/director do it. 8
3. Add Site Staff Be sure that you are logged in to My Food Program. Under Sites Tab Select the site that you wish to add staff to. Click the Site Details icon º Make sure that all of the information is correct, especially meals, their times and site licensing. If these are wrong, contact your sponsor administrator and have them fix them before doing any menu planning. Click the Staff icon Add additional users, keeping in mind that different users have different access to information in the program: º Site Manager/Director has access to nearly everything. º Staff has access to Attendance, Meal Count, Participants and Roster, and Reports (but NOT menus, food production records, etc.). º Kitchen Staff has access to Menu, Attendance, Meal Count, Closure/Field Trips, Expenses and Reports. They DO NOT have permission to add/edit rosters and see any personal information of the participants. º Please see page 4 for more details on permission levels. If there is an existing user, you can simply click the blue Add Existing Staff button to add their information. 9
4. Menu Planning Menu Planning is usually done by the Site Manager/Director although Kitchen Staff and Sponsor Admin also have permission to edit. Be sure that you are logged in to My Food Program. Under Sites Tab Select the site that you wish to do menu planning for. Click the Menu icon º Select Favorite Foods List. continued on next page» 10
4. Menu Planning You now see a list of all foods that are currently in our system. They are listed alphabetically within their respective categories (Meat/Meat Alternate, Grains, Fruit, Vegetable, Fluid Milk). º DO NOT select all of the foods as your favorite, as it defeats the purpose of the feature. The Favorite Foods List is intended to contain only foods that you serve repeatedly and makes building a menu much quicker and easier. Click the box the left of these foods to mark them as foods you commonly serve. This will make them quickly available later. Now click View Menus. continued on next page» 11
4. Menu Planning This will show you any menus that have been saved for this site, but aren t specific to a certain day. To add a menu, click Add Menu. º You will need to name this particular menu. As an example, if you served a breakfast of French toast, Bananas and Milk every weekday, you could name it Breakfast. º Enter a menu description in the Description box. Note that anything typed in this box will appear on the printed version of the menu. º You then need to select which meal pattern applies, in our case Original Breakfast. Note: Any menus added to your Saved Menus will be available from a drop-down menu on each day of the week. We encourage you to put in as many of your typical meals and snacks as possible to speed menu entry. continued on next page» 12
4. Menu Planning Now you choose foods in each category using your Favorite Foods. º You can always choose a food that is not on your Favorite Foods list. Type the name of the food in the search box on the right-hand side. The system sets the portion size to the right amount for the meal pattern. If you serve a portion that is bigger or smaller, you can change the amount by clicking Adjust from one serving. If you serve a smaller portion, you will need to add another food from the same category so the amount adds up and meets the meal pattern. When you are done entering the foods for your menu, click Save at the bottom. Note: The calendar contains only the meals that you are scheduled to serve over the date range that is specified. You can work into the future on menus by entering a future date in the drop-down menus. continued on next page» 13
4. Menu Planning To add a saved menu to an individual day and meal: To add or change a menu, click on the meal name in the calendar. Click on the drop-down by Menu and select a saved menu. Remember to click Save at the bottom. The date and meal will now have a knife and fork picture. This means that a menu has been entered. continued on next page» 14
4. Menu Planning To create a menu for a single day and meal (not from a saved menu): Click on the date and meal that you would like to edit. Select the required food item from either your favorite foods, or type the food into the Search Food box and press enter. Continue this until all required components are populated. Click Save at the bottom. continued on next page» 15
4. Menu Planning To substitute a menu item on a single day and meal: Click the day and meal to bring up the Meal Details section Click the blue Edit Menu button on the right hand side. Click the red Remove button on the right hand side to remove the item. º Either select your new food item from the drop-down list or type it in the search window and press enter. Click Save at the bottom. continued on next page» 16
4. Menu Planning Menu Planning Notes: Only the meals that have been setup for your site appear in the Menu section. If you see meals that you do not intend to serve here or ones that you wish to serve are missing, please contact your Sponsor Administrator (probably the person who sent you your login information) and ask them to correct it. If there is a food that you wish to serve but it is not currently in our database, please contact us via email at info@myfoodprogram.com or by calling 651-433-7345. Our registered dietitian will review your request and determine if this food is allowed under USDA guidelines. If it is, we will add it our master list and everyone will be able to pick it when they refresh their browser or login again. You may notice that Meal Patterns say Original Breakfast instead of just Breakfast. This is due to the fact that new menu guidelines from the USDA will take effect in October of 2017 (at the latest). During the time inbetween, it is possible that some sites will elect to move to the New meal pattern before October 2017. These will be labeled as New Breakfast, New AM Snack etc, as a way to distinguish them from the existing Original Meal Pattern. Sites must choose EITHER the Original OR the New meal pattern. 17
5. Importing Rosters and Participants Users with data files from other programs, skip to 6. Creating Rosters, if you are not exporting a file. Be sure that you are logged in to My Food Program. Importing Participant Data to My Food Program: Download the Participant Import template from the My Food Program website Export your participant data from your current software Transfer the participant data from your export into the My Food Program import template Select the Participants icon Once your file is in the right format: Select the Participants icon continued on next page» 18
5. Importing Rosters and Participants Then click Upload Participants. This will open a prompt for a file. º Find your export file from the other program and click Open. The file will be read and a list of the contents will appear on your screen. It will highlight any that are duplicates and will NOT upload these files. You can also Select All by clicking the box at the top of the list. When everyone you want to add to My Food Program has a check next to their name, click Save. The participants and their rosters are now added to My Food Program and are available immediately to be recorded. **Important** If you have two participants with all of the same data (Birth Date, First and Last Name, etc.) and this IS NOT a duplicate person (such as twins with the same first and last name but without a middle name listed), you must add the second (and any additional) one(s) manually afterwards. If it is possible, make your export file from the other software include middle names or other unique data to prevent our system from recognizing them as a duplicate. 19
6. Creating Rosters A roster is a group of participants. Most centers choose to have the rosters be classrooms or licensing age groups. There is always an unassigned roster for participants that aren t assigned to a classroom. Be sure that you are logged in to My Food Program. Click the Participants and Rosters icon. º There will be an Unassigned roster there as a default. Click the New Roster blue button. continued on next page» 20
6. Creating Rosters Enter the roster name. º Longer names limit the text size on the mobile app and can cause the name of it to be difficult to read. You can enter a description for the roster or leave it blank. Click Save. Now your Roster is available on the Participants and Rosters screen. Add a roster for all your classrooms or age groups. Note: A participant can be on more than one roster at any given time. This is especially useful for children who are moving from one age group to another, or are on a different roster on a weekend and so may appear on two rosters simultaneously. My Food Program does not limit participants to be only tracked by their corresponding roster. If a participant is selected by two people for the same meal (them being on two rosters as an example) it will record this as ONE meal being served and will ignore the second one. 21
7. Adding Participants and Households My Food Program links participants to households. Participants in the same household have the same guardian, can share schedules and are linked to the same income eligibility form. Household information is not required for every participant. There are 4 possible choices of a participant s status: Active: Participant is enrolled in your center and all CACFP paperwork has been completed and is current. Inactive: Means that the participant is no longer attending your center. My Food Program does not allow users to delete participants once they have been entered in attendance or meal count. Changing a participant to inactive means that they do not show up on meal count or attendance rosters on the web or mobile application. Pending: This if for participants who will be attending at your site in the near future, but are not currently. Incomplete: This is for a participant that is missing CACFP paperwork. You should still collect meal count and attendance information for participants with an incomplete status, however My Food Program does not include meals in the final counts if a participant is missing an enrollment form. Participants that are missing income eligibility forms are counted in the C category. Here s a quick overview of the system: HOUSEHOLD GUARDIAN PARTICIPANT PARTICIPANT PARTICIPANT continued on next page» 22
7. Adding Participants and Households To add a new participant, if they DO NOT have any siblings attending or enrolled at your location: Click Add New Household º Input the address where the PRIMARY guardian and/or the participant are living. The Household Address and Guardian fields are not required. Click Add Participant continued on next page» 23
7. Adding Participants and Households Input the participants information. Required information is: º First Name º Start Date º Last Name º Status º Birthdate You can fill out the other information if you wish, but it is not required to begin tracking participation. Allergies and Notes: These will trigger an alert on the mobile app to remind staff that there are participants that have allergies. If they long press on the name of the participant, they will be able to see what is populated in the Allergy field, as well as what is in the Notes. º As an example, if a participant has an allergy to peanuts, you would enter Peanuts in the Allergies section. If they also carried an Epi-Pen in their backpack, you would add Carries Epi-Pen in backpack. to the Notes. These will now be visible to anyone who logs into the mobile app and selects the roster that this participant is on. It WILL NOT alert people who DO NOT have this participant on their roster. continued on next page» 24
7. Adding Participants and Households To add a new participant, if they DO have siblings that are attending or enrolled at your center: Click the Participants and Rosters icon then select the orange Add to Existing Household button. On the list of existing households, select the appropriate household to add the participant to and click Edit Household on the left. Note: The blank lines are for participants without any Guardian information entered. 25 continued on next page»
7. Adding Participants and Households Now click Add Participant. continued on next page» 26
7. Adding Participants and Households Fill out their required information. º From the menu below the Schedule header you will have a drop-down menu that has a list of siblings in the same household as this participant. Select the sibling you want to copy and click Copy Schedule, this populates their schedule with the same hours and meals as a sibling. Note: In households with more than two siblings, you will be prompted to select from a list. This is for the case that the siblings are in different parts of the programs and will be eating different meals (the prime example is Infants). This way you could select the older sibling to copy instead of the first one that was input. 27
8. Taking Attendance Depending on your site type and the regulations in your locale, you have either Present or In/Out Times as your attendance tracking. If you are taking attendance as Present : Click on the Attendance icon. You will see today s date and a list of all participants. Select those that are present. This information will be saved to the database and will synchronize when you click Save. Other people who login or refresh their screens will see these people as checked in. It will also synchronize in real time with the mobile app. continued on next page» 28
8. Taking Attendance If you are taking attendance as In/Out Times : Click on Attendance, you will see today s date, a roster selection box, and a list of participants on that roster with boxes for Time In and Time Out. If you click on these boxes, a time/date menu will drop down and allow you to select the time (with increments of 1 minute) that they arrived and that they left. Remember to click Save at the lower right. This information will be saved to the database and people who login or refresh their screens will see these people as checked in. It will also synchronize in real time with the mobile app. If a child leaves and then comes back (they were not present continuously), you can click the + on the far right of the screen and add an additional time in/out for that participant. This way if you wanted to use a report on the duration of time that a participant was present, it would be accurate. Note: If a participant is NOT checked in but is then later checked as eating a meal, the system will automatically mark them as attending, deducing that you could not have been served a meal without having been there. It WILL NOT work in the other direction, marking someone as attending DOES NOT mark them as having eaten the meal. 29
9. Taking Meal Counts Depending on your site type and the regulations in your locale, you have either Headcount (with or without roster) or Roster and you may have to take that meal count by the Day or at Point of Service. If you are taking Meal Counts by the Headcount method (either with or without a roster): Click on Meal Count icon and select the correct meal (and the roster if it is selected). Then you can either type the number in, or use the arrow keys on either side of the box to increase or decrease the count. This information will be saved to the database and people who login or refresh their screens will see these people as checked in. It will also synchronize in real time with the mobile app. Once a headcount has been entered, a list icon appears on that day and meal in the menu calendar to indicate that meal counts have occurred. continued on next page» 30
9. Taking Meal Counts If you are taking Meal Counts by the Roster method: Click on Meal Count and select the correct meal and roster. A list of participants will now be loaded. Check the box under Ate for all of the participants that ate the meal and click Save. This information will be saved to the database and people who login or refresh their screens will see these people as checked in. It will also synchronize in real time with the mobile app. Note: If you are attempting to serve a meal and there are no options under the Meal drop down menu, you are serving a meal outside of the scheduled meal time. This is not allowed under the USDA guidelines, please contact your Sponsor Admin. Note: The system will not immediately reject a headcount above the number of participants on your roster or at your site. However, any overage will show up on the disallowed meals report, where the system checks the number of participants against the headcount, overages will be rejected at this stage. 31
10. Food Production Records If you are required to create and maintain Food Production Records there are no time restrictions, however, users can t enter a Food Production Record if a menu has not been entered. To create and edit food production records: Click the Menu icon, then click the individual day and meal that you want to create the food production record for. You will see the date, the meal type and the Menu items that are to be served. Click on the box in the lower right hand corner labeled Edit Food Production. continued on next page» 32
10. Food Production Records On the left side, type the number of participants in each age group that will be eating this meal. Then click Estimate Production. You will now have the quantities of the different ingredients in their typical measuring units. Reflect the quantities in the estimates to the actual amount prepared and then click Save in the lower right corner. A Pencil icon will now appear on the menu calendar for that day and meal, indicating that a food production record exists for that meal. This information will be saved to the database and people who login or refresh their screens will see these food production records. Note: Menu items MUST be present in order to do any work with food production records. Users can edit the Food Production Record as long as a meal has not been submitted in a claim. 33
11. Adding and Viewing Site Closures and Field Trips This feature is meant to communicate that the site is either closed entirely on a day that it would normally be open or that meals are being served offsite. It is intended to prevent miscommunication of an unannounced visit by a sponsor performing an audit. If the auditor were to login and check for field trips and closures, they could find this information here. To Add Site Closure or Field Trip: From the dashboard click the Closure/Field Trip icon. Now you will see a list of existing dates, reasons and meals that are not being served at the site. To add a new event, click +Add in the upper right hand corner. continued on next page» 34
11. Adding and Viewing Site Closures and Field Trips Choose the Reason (Field Trip, Closure, Holiday) from the drop-down menu. Then enter the date in the box Date Off Site and select only the meals that WILL NOT be served onsite. Remember to click Save when you are done. To View Site Closure or Field Trip: From the dashboard click the Closure/Field Trip icon. You will now see a list of all events that have been entered into the system. Note: This feature is not directly linked to the meals that are served at your site and shows all possible reimbursable meals on the list. Since it is still possible to serve meals, meal counts are not prohibited by this feature. It is meant to be information only to prevent an auditor from going to your site when you are not serving meals there. Note: Adding a date and meals will not actively notify anyone that they are input here. This is because the person doing the audit is not always known or may change. It is best to have the sponsor administrator check this information whenever an unscheduled audit is planned. 35
12. Adding and Viewing Expenses The Expenses feature is a simple and flexible place to store and track expenses related to your site. You can have multiple people add expenses to this location and then total it up on your own. Entries here are retained only until they are deleted (there is no backup for deleted entries). To add an Expense: From the dashboard click the Expenses icon. You will now see a list of items that have been added previously. Click +Add Expense on the upper right, fill in the expense date, the IRS Business Expense Category, the description and the amount. You can also upload an image (such as a picture of a receipt that could be downloaded by anyone who has access), but it is not required. continued on next page» 36
12. Adding and Viewing Expenses To view or delete Expenses: From the dashboard click the Expenses icon. You will now see a list of items that have been added previously. To delete an expense, click the X Delete button under the action column. Note: There will not be a permanent record of any data that has been stored here, and when you click X Delete the record is deleted instantly and permanently. 37
13. Viewing Meal Errors The meal errors screen shows which meals have been served that had either a missing menu or were missing food production records (if these are required). This allows a Site Manager/Director an opportunity to input the missing information before the claims are submitted to the Sponsor. To view meal errors: From the dashboard click the Review Disallowed Meals icon. This will display a list of meals that have been entered, but are lacking one of the required items (menu for example). Note: This feature gives you a snapshot of what errors have been recorded up to this point so that you have the opportunity to fix them before submitting this information to the Sponsor Admin to claim them. 38
14. Submitting A Claim The function of submitting a claim should be done by the Site Manager/Director to a Sponsor Admin. It is included here only to clarify the process. After checking meal errors and resolving any that have occurred, you can review your claim and send it on to your sponsor for reimbursement. To review and submit a claim: From the dashboard click the Process Claim icon. Select the month you want to review from the drop-down menu on the right hand side, click Create Claim. continued on next page» 39
14. Submitting A Claim This will populate the screen with the Claim Month, Site ID, Days Open, Average Daily Attendance, Days Served, Category A, B and C participants (for Child Care Centers), Tier I and II count (for Child Care Homes), and your meal counts for each meal served. If you are satisfied that this is accurate (all meal errors that can be resolved have been corrected), click Finalize Claim. Note: Once you click Finalize Claim you can no longer edit any information regarding this claim, as it is locked and sent to your sponsor for review. You can view this data at any time. Note: Only Site Manager/Directors can finalize a claim. 40
15. Creating and Viewing Reports There are reports that can be run by Sponsor Admin and Site Manager/Directors to see activity that has occurred at your site since it was setup in My Food Program. If your account is active, you will always have access to this information, though you may not edit anything after it is submitted. Available reports include: º Participant Report º Disallowed Meals Report º Meal Count Report º Total Meal Count Report º Total Attendance Report º Site Staff Training Report º Site Staff Active/Inactive Report º Expense By IRS Category Report º Missing Forms Report To create a report: From the dashboard click the Reports icon. Click on the report you wish to run (Participant, Disallowed Meals, etc). continued on next page» 41
15. Creating and Viewing Reports Select a date range for the report, click Run Report. A link will appear at the bottom that says Download Report. You can either left click it to open it immediately or right click and select Save As to save it without viewing it first. Note: Depending on the number of events recorded, it can take several minutes to generate and download your report. This is a normal function of the system. Please do not refresh or run your report repeatedly during this time. 42