Section 1 Pre-Visit Procedures
Why was my SFA selected for an AR?
What to Expect Prior to the On-site Visit Consultant contacts the school to set up the on site visit Review documents are mailed or emailed to Authorized Rep and Food Service Manager Site selection worksheet (if applicable) SFA returns off site assessment to consultant SFA is contacted by Consultant and PHN’s for pre-visit collaboration
School Site Selection • If more than one school is listed on Schedule A of your on-line contract, you will need to complete a site selection form. • Complete the form using claim information for the month of October 2014: • School name • Number of serving days • Number of free eligible • Number of free lunches claimed
The completed Site Selection Worksheet determines… • Which sites will be reviewed • 1-5 schools – 1 site • 6-10 schools – 2 sites • 11-20 schools – 3 sites • 20-40 schools – 4 sites • Which menus/site may be subject to nutrient analysis It is important to note that while the focus is on the selected sites that the review encompasses the entire SFA.
Off Site Assessment • Sent to schools 4-6 weeks in advance of the on-site review • SFA completes questionnaires and collaborates with DPI consultants prior to the on-site visit. • Phone • Email
Off Site Assessment… The SFA will provide… • Completed Off Site assessment form • Consultant may request the option of having this available on the first day of the on-site visit • Includes general operational questions about the school nutrition program • Resource management practices • Must be obtained no later than 4 weeks prior to on-site visit • Obtained through written or verbal contact • Submission of SFAs benefit issuance list • Used to determine statistical sample of eligible students for review
Timeframes of the AR Review Period Day of Review Day or days of the on-site visit of the sites selected for review* The most recent month for which a claim for reimbursement was submitted by the SFA* *May include additional months and on-site visits if the SFA requires additional technical assistance and/or is struggling with regulatory compliance
What to expect during to the On-site Visit Entrance conference Consultants/PHN’s validate information from off-site assessment Observation of meal service at selected sites Observation of afterschool snack and milk programs Extensive technical assistance Discussion of corrective action requirements Exit conference
Section 2 Meal Access and Reimbursement
Access and Reimbursement Meal counting & claiming Benefit issuance Eligibility determination Direct certification Verification
Meal Counting and Claiming System • Provides an accurate count • Only one meal claimed per student • Taken at the point of service – daily • Number of reimbursable meals served • Also determines adult meals, SFS employees, a la carte and other non-reimbursable meals • By eligibility category • Without overt identification
Learn More about Access and Reimbursement Requirements • Attend the “Who’s Eligible for What?” breakout • Free/reduced applications • Direct Certification • Benefit issuance • Verification 2. Attend the “Understanding the 3-C’s” breakout • Point of Service • Edit Check and Monitoring • Fiscal Action implications • Guidance on CEP
Section 3 Nutritional Quality and Meal Pattern
Nutritional Quality & Meal Pattern • Meal Components and Quantities • Components and Portion Sizes • Offer Vs. Serve • Signage and Staff Execution • Dietary Specifications and Nutrient Analysis • “High Risk” Schools and Uncertified Schools
Have a Vendor or Joint Agreement with another school? It’s important to remember…. • The contract you have with DPI does not include the vendor/joint agreement school • Your SFA is the responsible party for ensuring that meal pattern requirements are met • During the review the SFA is responsible for all • Corrective action • Fiscal Action
Day of Review / Week of Review Day of Review is the day(s) on which the on-site review of the individual sites selected for review occurs. Week of Review is the week in the most recent month for which a Claim was submitted
Day of Review • Signage • Is signage posted? • Meal Preparation • Are standardized recipes being followed?
Question: When do you need a standardized recipe? Answer: For any menu item that contains two or more ingredients.
Day of Review • Meal Components and Quantities • All components available to all students? • Do portion sizes meet the minimum amounts? • Do reimbursable meals contain all required components?
Question: What if the School Nutrition Team reviewers identify a missing component or inadequate quantity prior to meal service? Answer: We will inform the staff of the mistake and provide an opportunity to make corrections.
Day of Review • Meal Components and Quantities • Is Offer versus Serve being implemented properly by the review school?
Learn more about Offer vs. Serve and the Tools for Success • Attend the “The Tools for Success” breakout • CN Labels • Product Formulation Statements • Production record requirements • Offer vs Serve
Day of Review • Special Circumstances • Family style meals • Meals Served in Alternate Locations • Multiple ages/grades during meal service • Substitutions
Week of Review School Nutrition Team staff examines production records and food crediting documentation for a minimum of 5 days from the Review Period. Goal: Ensure meal pattern compliance.
Week of ReviewCommon Review Findings Remember… We cannot reimburse for meal claims that do not have supporting production records!
Dietary Specifications and Nutrient Analysis • Two tools help determine if your school will need a Nutrient Analysis • Meal Compliance Risk Assessment Tool • Dietary Specifications Assessment Tool
Meal Compliance Risk Assessment Tool The site selection tool mentioned earlier narrows down which site will be targeted. Screening tool assesses error-prone areas and scores the risk for nutrition-related violations in the targeted school. This tool is completed via a conversation over the phone before our arrival. No right or wrong answers to the questions.
Dietary Specifications Assessment Tool • Captures information about operational and menu planning practices for one targeted school. • Questions will be assessed twice: • Off site via a phone conversation • On site via observation
Dietary Specifications Assessment Tool • Low Risk • Validation of answers will be assessed during on-site visit, which includes checking labels, evaluating menus, recipes, and production records. • High Risk • A weighted nutrient analysis for one week of breakfast and lunch will be conducted.
6-Cents Certification • If you have not been certified, there are two ways to get certified in the 2014-2015 school year: • Submit menu certification workbooks to DPI online • Be certified on-site as part of the AR • For on-site menu certification: • Documentation for each menu type and grade grouping will be reviewed • A school serving each type of menu type/grade grouping will be visually observed
Section 4 Resource Management
Resource Risk Management Tool The consultant will contact the SFA at least 4 weeks prior to the on-site review Responses determine if the SFA is required to have a comprehensive resource management review
Resource Management • Non-Profit Food Service Account • Paid Lunch Equity (PLE) • Revenue from Non-Program Foods • Indirect Costs
Maintenance of the Non-Profit Food Service Account • Review the SFA’s most recent full year statement of revenues and expenses • Determine whether selected expenses are allowable • Ensure accurate and sufficient support documents are maintained for allowable costs • Review net cash resources • Less than 3 months operating balance
Financial ManagementCommon Findings Annual Financial Report not completed correctly Unallowable expenses assigned to the school foodservice fund. Food service fund balance absorbed into the general fund at the end of the year. Revenues and expenditures not allocated appropriately
Paid Lunch Equity (PLE) A copy of the PLE tool will be requested for pricing school. Was the PLE tool run? Was the PLE tool completed correctly? Were paid prices increased as required by the tool, if applicable? Were non-federal sources of funding used, if so, were they allowable?
PLECommon Findings SFA didn’t use the tool to assess current year’s lunch pricing. Copy of the completed tool has not been saved. Tool wasn’t completed correctly.
Non-Program Foods Revenue • Non-Program foods – Foods and beverages, outside of the reimbursable meal, sold in a participating school that are purchased using funds from the nonprofit food service account • Includes: • Non-program food items (a la carte items) • Adult meals • Vending machine food purchased with food service funds • Fundraisers or purchasing items for other school groups • Catered and vended meals
Non-Program Foods Revenue Does the SFA have an acceptable method of calculating its non-program food costs and non-program food revenue? Non-Program Revenue Tool: http://fns.dpi.wi.gov/fns_online#npr Technical Assistance on managing non-program food revenue will be provided during the AR.
Other Programs • Special Milk Program • Available only to ½ day students without access to lunch or breakfast • Counts based on accurate POS • Wisconsin School Day Milk Program • Provides F/R students with a free milk during a non- mealtime milk break • Counts based on accurate POS • After School Care Snack Program • Meal Pattern/production records • Monitoring • Counts based on applicable POS • Elderly Nutrition Improvement Program • Fresh Fruit and Vegetable Program
Afterschool SnackCommon Review Findings Need more information on the Afterschool Snack Program? http://fns.dpi.wi.gov/fns_schoolsnacks