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Implementation of the New Meal Pattern-the California Story

California Department of Education Nutrition Services Division 2012-2013

Carol Chase Huegli

Nutrition Education Administrator

How did we get here?

Overcoming early challenges

Training and implementation strategy

Certification and validation process

Status update and plans for the future

Overcoming Early Challenges

Resources Timelines Worksheets Sponsors


• Budget freezes and furloughs delayed hiring and increased vacancies within the division

• State workers are required to fulfill mandated services

• Received expenditure authority April 2011

• First hire May 2012, last hire August 2012

• Total new staff 10

Resources


• Certification of Compliance Interim rule received April 27, 2012

• Interviewing and training for new positions started May and ended in August

• New Meal Pattern effective July 1, 2012

• The entire division moved to a new building July 10, 2012

• Process for menu certification by October 1, 2012

• Communicated policy and process to sponsors end of July and August

Timelines


• Excel format required additional computer training for staff and sponsors

• Delay in receiving web based application to submit worksheets

• Limited storage space for both paper and electronic files in the division

Worksheets


• 1,346 NSLP sponsors

• 18% of NSLP sponsors are Residential Child Care Institutions

• 18 NSLP sponsors have 40,000 or more students

• 655 NSLP sponsors have 3 sites or less

• 888 miles from Eureka to Imperial

Sponsors

Training and Implementation Strategy

Collaborative Effort

USDA

CDE

SPONSORS


• Training Plan

– USDA provided tools and technical assistance

– Over 85 sponsors hosted training sites for free

• Implementation Plan

– Division wide priority

– Units shared in the workload



• Developed a sponsor centered model to lead them from being informed to sustainable

• Offered 148 days of face to face training and technical assistance as of

November 29, 2012

• Set a goal to train 70% and certify 100%

Training Plan


Sponsor

Informed

Compliant

Supported

Competent

Rewarded

Sustainable


New Meal Pattern

Menu Certification

Menu Worksheet


• Webinars

• Local Workshops

• Technical Assistance

Train 70%


• Website

• Toolkits

Outreach 20%

• Administrative Reviews School Year 2013-14 10%


• Ongoing bi-weekly meetings representation from units and classifications across the division

• Enter each policy and procedure through a cycle of development, distribution, tracking, and evaluation

• Subgroups lead action items, identify barriers, and provide feedback to other subgroups

Implementation Plan


Data Management

Services

Technology Services

Child Nutrition Fiscal Services

School Nutrition Programs

Education Nutrition Policy

Field Services

Program Integrity Unit

Food Distribution Programs

Administration


Regulations and Resources

Training

Communications

Forms and Procedures

Data Tracking and Reporting

File Management and Storage

Menu Certification

Validation Review

Administration

Distribute

Track

Evaluate

Develop

Certification and Validation Process

Menu Certification

Validation Reviews

Option 3


Option 1 and Option 2

Technical Assistance

Collaboration

• Submit electronic files by mail

• RCCIs submit waiver

• Early breakfast implementation consults

•Prior to submission •Upon receipt of incomplete packets •During menu review

•Support of Western Regional Office •Division wide assistance •Cooperative sponsors


Random Selection

Announced

Collaboration

• Online application

• Bi-Weekly

• Letter and call

• 2 weeks

• Site level

• Volunteer Sponsors

• USDA Tool



Scheduled 2012-2013 Administrative reviews

Workload

Follow up Reviews

Small sponsors

More certified agencies in SY 2012-2013

Opportunity for technical assistance

Field CNCs will complete nutrient analysis

60 of the scheduled SY 2012-2013 Administrative Reviews

Status Update and Plans for the Future

Number of Sponsors


• Develop new training plan and curriculum for school breakfast program requirements

• Develop training and implementation plan for submitting menu certification applications in CNIPS

• Assign and train staff to assist with administrative reviews

Administrative Reviews

CNIPS

Breakfast


• Prepare staff resources for potential budget freeze and furloughs

• Maintain and solicit contracts to provide regional peer support, recipe development, and technical assistance and outreach tools

• Balance workload priorities of new SBP and NSLP requirements with new CACFP requirements.

Child and Adult Care Food Program

Contracts

State Budget


Contact Information

Carol Chase Huegli

[email protected]

916-322-1566

mailto:[email protected]

Texas Certification and Validation Process

• State Agency Preparation

• State wide training

• Certification Process

• Validation Process

State Agency Preparation

• Coordination between various sections to develop Policy and Procedures

– Certification Reviewers, Validation Reviewers, Business Operations, Policy, Training

• Contracted Staff

– Intensive trainings

– Monthly Meetings

State Wide Training

• Summer Workshops

• Webinars – Recorded trainings and demonstrations

– Power Point trainings, Flow Charts

• Cluster group trainings in Computer Labs

• One on One technical assistance

Certification Process

• Utilizing Colyar Consulting Group’s software for electronic submission

– Upload mechanism only

– Allows for electronic review, returns for corrections, and approval of documents (No paper)

– Allows for activation/deactivation of 6 cents by month

Texas Unified Nutrition Program System


• 394 submitted for Certification

• 184 of the submissions have been approved

• No denials

Validation Process

• Monthly Validation selection – Pulling Large SFA’s and SFA’s scheduled for an AR

– Pulling 25% sample from remaining approved SFAs

• 92 SFAs have been selected for Validation – 5 Large SFAs

– 6 receiving an AR

– 21 have been conducted

• Texas has conducted Option #3 to date.

Validation Process

• Unannounced visits

• Electronic Validation Review Tool

– Generates documentation to leave at the review

– Paperless process

Florida $.06 Certification

How we provide help and support to sponsors throughout Food-Based Menu

Planning Certification and Implementation

We assembled a certification team.

•Three-member team

–One is a second point

•Dedicated to 6 cents certification

Certification Team

Precertification Survey and Menu Approval

• We sent an optional survey to our sponsors asking how and when they wanted to complete their certification. This allowed us to prepare and organize our work team. • If a sponsor indicated a preference for electronic submission, they were asked to indicate the month they would submit by. Likewise, if they indicated a preference for an on-site certification, they were asked to indicate which month they would be prepared for reviewers. •If a sponsor did not respond to the survey, they were placed on the on-site list.

The Survey

Menu Approval

• All non-district sponsors, except those vended by school

districts, were required to have an approved menu before they

are approved as an National School Lunch Program sponsor.

School districts had the option to get their menus approved.

• The menu approval process included submitting the menu to us

for review by one of our three contracted registered dietitians.

• Menus were checked for component quantities to ensure the

appropriate amount of Meat/Meat Alternates, Grains/Breads and

Vegetable Subgroups were met for the age/grade group of the

menu.

State Assistance for Certification Methods Electronic and On-Site Processes

Electronic Certification Process

• The sponsors have access to technical assistance at any

time throughout the certification process. They can call or e-

mail questions regarding the menu worksheets, nutrient

assessment and menu types at any time. Sponsors could

request on-site technical assistance prior to submitting.

•We established an online training module for the New Meal

Pattern.

• We created a checklist for electronic submission to aid the

sponsors.

•If submission is determined incomplete, the sponsor is notified

of the missing items needed by phone and e-mail once weekly

until the items are received.

• If missing items are not received within three weeks of initial

submission, we encourage sponsors to consider an on-site

certification in order to aid them in collecting the needed

materials. However, they still have the option to submit

electronically if they desire.

•Once a packet is complete, it is assigned to a reviewer.

Electronic Submission –

Incomplete Packets

Electronic Certification –

Complete Packets

• Once assigned :

• Allowed 60 days

• State goal is two weeks

• Currently averaging three weeks.

• In the common event of a sponsor needing to make changes

or corrections, the reviewer sends ONE e-mail with EVERY

change that the sponsor needs to make in order to streamline

the process for the sponsor.

• Once a sponsor has confirmed all corrections made during

review as being implemented, they are placed on a weekly

approval list.

• Notification of Approval is sent to sponsors on Fridays.

Electronic Certification -

Approvals

Concerns During the Validation

Reviews

• Reviewing the different types of production records and

how each sponsor labeled the creditable components

• Not having recipes and/or production records available

for review

• Lack of organization of record keeping

•Up-to-date recipes and/or having to convert

measurements

On-Site Certification

• On-Site Certifications are being completed by CN Resource

and began October 29, 2012.

•Sponsors who indicated a preference for an on-site certification

respond to a list of questions from Food. Nutrition and Wellness

inquiring when they want their visit, what week of information

will be reviewed, how many unique menus they have and what

sites they would like reviewers to visit.

• For each week in a month, CN Resource can review about 25

menus. Once a month has reached the available threshold, it is

closed as a month that the sponsors can choose. Currently, we

are scheduling for February or after.

On-Site Certification • Before the on-site certification visit, CN Resource requests

sponsors submit to them menus, production records,

planned numbers, recipes and CN labels in order to aid them

in completing the Nutrient Analysis before the actual

certification visit.

•We have weekly phone conferences with CN Resource to

address any questions for either the reviewers, sponsors or

agencies as the reviews take place.

•Currently all sponsors have been contacted and only 61 are

left to be scheduled as of 11/27/12.

Approvals Process, Current Count, and Projection

Approvals

• Every Friday, a list of sponsors approved, both on-site

or electronically, are notified of their approval.

•As of November 27, ~50 out of 269 sponsors are approved

• 39 Electronically

• 11 On-Site

• Our goal of 100 percent Certification by April is highly

achievable.

Certification and Validation

Reviews

1

Agenda • Overview • Certification • SY 2012-13 Validation Reviews • Administrative Reviews and Ongoing Compliance • Reporting • Implementation Funding • State Experiences • Table Discussions

2

Overview

3

Background - HHFKA Requires SFAs follow the updated meal patterns (rule published

January 26, 2012)

Provides performance-based reimbursement for SFAs that demonstrate compliance with updated meal pattern – this includes both lunch and breakfast

Additional reimbursement became available October 1, 2012

6 cents reimbursement will be adjusted for inflation beginning July 2013

4

Overview The interim rule lays out the requirements and framework

for certification for the performance-based reimbursement

The certification process works as follows: SFA submits certification documentation to State agency State agency makes a certification determination within 60

days State agencies conduct validation review of at least 25 percent

of certified SFAs in SY 2012-13 Ongoing compliance with the meal pattern requirements is

monitored during administrative reviews (CRE)

State agencies are not be required to conduct administrative reviews (CRE) in SY 2012-13

5

Certification

6

Certification Options

• Option 1: SFA submits one week menus, menu worksheet and nutrient analysis

• Option 2: SFA submits one week menus, menu worksheet and simplified nutrient assessment

• Option 3: State agency on-site review

7

6 Cents Tools

• On May 30, 2012, FNS issued a 6 cents certification tool for SFAs to use to get certified to receive the 6 cents reimbursement

• Since then FNS has approved 4 alternative 6 cents certification tools

8

Certification Documentation

• Documentation must reflect current meal service:

• Meals served in the calendar month the certification materials are submitted, or in the month preceding the calendar month of submission

9


• Documentation must reflect current meal service:

• Meals served in the calendar month the certification materials are submitted, or in the month preceding or following the calendar month of submission

10


• SFAs must also submit an attestation that documentation is reflective of ongoing meal service

11

Meal Pattern Implementation

Flexibilities & Certification • In an effort to provide flexibility during

implementation of the new meal pattern

• States should consider any SFA compliant with the grains or the meat/meat alternate component requirements if their certification tool an required supporting documentation indicate the menu is compliant with the daily and weekly minimums for these two components

12

Meal Pattern Implementation

Flexibilities & Certification • Therefore, State agencies can consider complaint

menus that are over the weekly maximums set forth in the meal pattern.

• This means the certification tool may show “red” for the weekly maximums for grains and/or meat/meat alternates but still be certified for the 6 cents reimbursement

13

Certification – State Agency

Responsibilities • Establish process for certification in the State based

on interim rule and FNS guidance

• Train and disseminate information to SFAs

• Receive, review and approve/deny SFA certification documentation within 60 days of receipt

• Disburse 6 cents reimbursement to certified SFA

14

60 day Timeframe

• Goal should be to get applications complete and approved within the 60 day timeframe

• States feeling overwhelmed with the workload of many certification applications should use resources available to them

• States having particular trouble meeting the 60 day timeframe should contact their Regional Office

15

Applications

• The 60-day timeframe begins when an SFA submits a complete certification application

• If a submitted application is incomplete, the State must notify the SFA what additional documentation is needed

▫ The 60-day timeframe would begin when the State receives the requested additional documentation

16

Applications: Incomplete vs.

Non-Compliance • States that receive incomplete applications (e.g.,

applications with documents missing) should begin reviewing documents but may not certify application until missing documents are submitted

17


Non-Compliance • States that receive applications demonstrating

that the SFA is not in compliance with the meal pattern, should work with the SFA to ensure they come into compliance

18


Non-Compliance • SFAs can only receive the 6 cents

reimbursement for months they demonstrate compliance

• This means that if an SFA submits a December menu on December 15th but through State technical assistance come into compliance on January 15th, the SFA would earn the 6 cents reimbursement beginning January 1.

19

Disasters • SFAs that were closed due to Hurricane Sandy and had

planned to submit certification documentation for the week of October 29th, may submit menus with planned meals

• States are expected to make reasonable accommodations for schools in impacted areas and should allow appropriate extensions for SFAs affected by the hurricane

• States that experience similar circumstances this year should refer to this memo for guidance

20

6 Cents Certification Software

Evaluation Process

• Software is submitted voluntarily

• Evaluation of software

▫ Test software against requirements and standards

▫ Test complex menu cycles and scenarios

• Feedback provided

▫ Required functions

▫ Recommendations for improvement

6 Cents Certification Software

Evaluation Process • After the evaluation is complete and all required changes have been

addressed, the software is presented to FNS management for final approval.

• Approval

▫ Official approval letter on FNS letterhead

▫ Software added to Healthy Meals Resource System web site.

• Marketing

▫ Software developers may not market their software as approved by USDA for certification purposes until the developer is listed on the official list at the Healthy Meals Resource System web site.

22

USDA-Approval for Software

Two Types 1. List of Approved Certification Tools (6 total, including

the USDA Workbooks): http://healthymeals.nal.usda.gov/menu-planning/nutrition-

standards-school-meals/menu-planning-tools-approved-certification-six-cent

2. List of Approved Nutrient Analysis Software for

Administrative Reviews and for Option 1 of the Certification Process (16 total): http://healthymeals.nal.usda.gov/menu-planning/software-

approved-usda-administrative-reviews/list-approved-software-nsmpsmi

http://healthymeals.nal.usda.gov/menu-planning/nutrition-standards-school-meals/menu-planning-tools-approved-certification-six-cent






















http://healthymeals.nal.usda.gov/menu-planning/software-approved-usda-administrative-reviews/list-approved-software-nsmpsmi

















6 cents Software Reminders

• SFAs may choose which 6 cents software to use for certification

• State agencies cannot require that SFAs use a specific brand of software (including the USDA tool)

24

SY 2012-13 Validation Reviews

25

SY 2012-13 Validation Reviews

• Validation reviews are only required in SY 2012-13

• During a validation review, State agencies must:

• Observe a meal service for each type of menu certified

• Review the school production records for observed meals

• Review the documentation submitted for certification

26

Validation Review Checklist

• On August 8, 2012 FNS issued a prototype SY 2012-13 Validation Review Checklist for lunch and breakfast

• The prototype is to be used by State agencies as they conduct validation reviews

27

Validation Review Checklist

• An SFA can still be validated even when questions are answered “no”

28

Fiscal Action

• Two types of fiscal action:

▫ Fiscal action associated with 6 cents

▫ Fiscal action associated with free/reduced/paid reimbursement

29

SY 2012-13 Validation Reviews – Fiscal

Action • If the State agency is unable to validate the

certification documentation, the State agency must assess:

▫ Whether corrective action can occur immediately; and

▫ The longevity and severity of the problems

• These assessments determine whether an SFA can earn the 6 cents in the future and what fiscal action occurs in the current month and prior periods

30

SY 2012-13 Validation Reviews –

Corrective Action

• If corrective action does occur immediately

▫ 6 cents is not turned off for future months

• If corrective action does not occur immediately

▫ 6 cents must be turned off for future months

31

SY 2012-13 Validation Reviews –

Corrective Action • If certification documentation is correct but

operation problems exist, State agency can turn 6 cents back on based on a written corrective action plan and documentation of corrective action

• State agencies have the option of requiring a new certification submission in cases where the validation review indicates a large problem or a lack of understanding of the meal pattern requirements

32

Examples

33

Required Fiscal Action

• If during a validation review a State observes a component is missing from the lunches the State must:

▫ Transition the Validation Review into a Performance Standard 2 focused administrative review

• At this point, the State would not only turn off and recover the 6 cents but also recover the regular reimbursement

• This required fiscal action is not a change from previous administrative review requirements

34


• If during a validation review a State agency observes a violation of the milk type and/or vegetable subgroup requirements: ▫ SFA would receive technical assistance ▫ SFA would receive its first warning ▫ 6 cents would be turned off for the entire SFA

• If during subsequent reviews the State observes

repeated violations, fiscal action with entire reimbursement must occur

35


• If during a validation review a State agency observes a violation of the whole grain rich, food quantities or dietary specification requirements: ▫ SFA would receive technical assistance ▫ SFA would receive its first warning ▫ 6 cents would be turned off for the entire SFA

• If during subsequent reviews the State observes

repeated violations, fiscal action with entire reimbursement may occur, at State discretion

36

Administrative Reviews (CRE)

and Ongoing Compliance

37

Jon Garcia

USDA Food & Nutrition

Service

SY 2012-13 Administrative Reviews

▫ State agencies will not be required to conduct administrative reviews (CRE) in SY 2012-13 except for:

▫ Additional Administrative Reviews ▫ Administrative reviews of any “at-risk”

SFAs ▫ Planned follow up reviews

▫ FNS – 640 reporting is required for any administrative reviews conducted in SY 2012-13

38


▫ At the State’s discretion, administrative reviews may be conducted during SY2012-2013:

▫ Performance Standard 1 Existing CRE forms and instructions

▫ General Areas Existing CRE forms and instructions (exception: “menu”

section)

▫ Performance Standard 2 FNS Certification Tool (FNS-approved certification tool)

Nutrient Analysis

39


▫ The following areas must also be reviewed during CREs conducted in SY 2012-2013

▫ Fresh Fruits and Vegetable Program Review requirements in FFVP Handbook for Schools

▫ Seamless Summer Option Review requirements in SP-27-2009 (Q. 40)

40


─ First year of new 3 year cycle State agency must review any SFA whose review was postponed in SY 2012-13

─ In addition, State agencies are required to conduct an administrative review of non-certified SFAs early in the review cycle

41


1500 SFAs operating the NSLP

Reviews of 300 SFAs postponed

SY2013-2014: Review 300 SFAs plus 200 SFAs

not certified or at-risk

SY2014-2015: Review 500 SFAs giving priority

to the SFAs not certified or at-risk

SY2015-2016: Review remainder of the SFAs (500) not reviewed during the first 2 years

42

Reporting Requirements

4

3

Reporting Requirements • State agencies must:

▫ include meal counts earning 6 cents reimbursement on the FNS-10

▫ include 6 cent reimbursement on FNS-777 quarterly report

▫ submit an additional quarterly report detailing the disbursement of 6 cents reimbursement including:

Total number of SFAs in the State

Names of certified SFAs

4

4

FNS-10 Report

• FNS-10 was updated on April 27, 2012

• First FNS-10 reporting in November

45

FNS-777 Report

• FNS-777 will not be edited

• Funding for 6 cents is included in the total reimbursement funding provided to States and should be reported on the FNS-777 in the NSLP column with all other NSLP funding

46

Detailed Quarterly Report

• In an effort to reduce burden, we are now only asking that States submit a quarterly report including:

• Total number of SFAs in the State

• Names of certified SFAs

• Extending first submission due date in FPRS to March 1, 2013

47

Implementation Funding

4

8


• The HHFKA provides $47 million in each of fiscal years 2012 and 2013 for State agencies to support implementation activities for the new meal pattern

• These funds may be used for the following activities associated with the implementation of the new meal pattern and the 6 cents reimbursement:

• Training for SFAs


• Certification activities

• Oversight activities

4

9


• The SY 2012 allocation must be obligated by September 20, 2013

• The SY 2013 allocation must be obligated by September 30, 2014

• Funds will not be available for reallocation

50

Implementation Funding Flexibilities

• State agencies may use Section 201 funds to develop and disseminate training programs to assist SFAs in achieving compliance with the new meal pattern requirements

• Additionally, State agencies may provide funds to SFAs to carry out training programs within the SFA

• This applies to Section 201 funds only

51

State Experiences

52

Sarah Combs, MS, RD

Grants Program Consultant

[email protected]


Georgia

• School Systems – 230

▫ Public and Non-traditional

• 58.69% Free and Reduced

• 16 Area Consultants

6 Cent Certification

• 6 Cent Packets Received – 74

▫ Option 1 and 2 Only

• Systems Certified – 1

• CRE Reviews

▫ 12 Scheduled

▫ Option 3 or Validation Review

Challenges

• System Challenges ▫ Meeting the weekly maximum for grains in K-5 or

K-8. ▫ No overlap in calories for 6-8 and 9-12. ▫ For K-8th graders cannot plan the daily minimum

every day to meet the weekly minimum for grains and meat/meat alternate.

• SA Challenges ▫ Developing a consistent process among all

reviewers ▫ What constitutes a change in 60 day timeframe

Georgia Best Practices

• Technical Assistance for Systems ▫ Eight, 1.5 Day Trainings Conducted

Classroom, ½ day Computer Lab, full day

• Internal Materials and Training ▫ Multiple training and Status Calls for all

Reviewers ▫ Procedures and Review Checklist Developed

• System Developed Materials ▫ Grain Mapping

Houston Co.'s “Grain Map” Process

1. List all entrée choices and organize according to the Grain contribution

1.0 Grains

• Nachos

• Chicken and Rice

• Salisbury Steak w/ Rice

• Chef Salad

• Croissant Sandwich

2.0 Grains

• Chicken Nuggets w/ Roll

• Popcorn Chicken w/Roll

• Pizza

• Ravioli

• Spaghetti

1.5 Grains

• Hot Dog

• Hamburger

• PB & J

• Popcorn Shrimp

• Fish Sticks

Monday Tuesday Wednesday Thursday Friday Weekly Total Weekly

Requirement (oz equivalents)

Minimum Grain 2 1.5 2 1 1.5 8 8

Maximum Grain 2 2 2 1 1.5 8.5 9

2. Determine the combination of grains needed to meet the minimum and maximum

Texas Certification and Validation

Process • State Agency Preparation

• State wide training

• Certification Process

• Validation Process

State Agency Preparation

• Coordination between various sections to develop Policy and Procedures

▫ Certification Reviewers, Validation Reviewers, Business Operations, Policy, Training

• Contracted Staff

▫ Intensive trainings

▫ Monthly Meetings

State Wide Training

• Summer Workshops

• Webinars – Recorded trainings and demonstrations

– Power Point trainings, Flow Charts

• Cluster group trainings in Computer Labs

• One on One technical assistance


• Utilizing Colyar Consulting Group’s software for electronic submission

▫ Upload mechanism only

▫ Allows for electronic review, returns for corrections, and approval of documents (No paper)

▫ Allows for activation/deactivation of 6 cents by month

Texas Unified Nutrition Program

System


• 394 submitted for Certification

• 184 of the submissions have been approved

• No denials

Validation Process

• Monthly Validation selection ▫ Pulling Large SFA’s and SFA’s scheduled for an AR

▫ Pulling 25% sample from remaining approved SFAs

• 92 SFAs have been selected for Validation ▫ 5 Large SFAs

▫ 6 receiving an AR

▫ 21 have been conducted

• Texas has conducted Option #3 to date.

Validation Process

• Unannounced visits

• Electronic Validation Review Tool

▫ Generates documentation to leave at the review

▫ Paperless process


California Department of Education Nutrition Services Division 2012-2013

Carol Chase Huegli

Nutrition Education Administrator

How did we get here?

Overcoming early challenges

Training and implementation strategy

Certification and validation process

Status update and plans for the future


Resources Timelines Worksheets Sponsors


• Budget freezes and furloughs delayed hiring and increased vacancies within the division

• State workers are required to fulfill mandated services

• Received expenditure authority April 2011

• First hire May 2012, last hire August 2012

• Total new staff 10

Resources


• Certification of Compliance Interim rule received April 27, 2012

• Interviewing and training for new positions started May and ended in August

• New Meal Pattern effective July 1, 2012

• The entire division moved to a new building July 10, 2012

• Process for menu certification by October 1, 2012

• Communicated policy and process to sponsors end of July and August

Timelines


• Excel format required additional computer training for staff and sponsors

• Delay in receiving web based application to submit worksheets

• Limited storage space for both paper and electronic files in the division

Worksheets


• 1,346 NSLP sponsors

• 18% of NSLP sponsors are Residential Child Care Institutions

• 18 NSLP sponsors have 40,000 or more students

• 655 NSLP sponsors have 3 sites or less

• 888 miles from Eureka to Imperial

Sponsors



USDA

CDE

SPONSORS


• Training Plan

▫ USDA provided tools and technical assistance

▫ Over 85 sponsors hosted training sites for free

• Implementation Plan

▫ Division wide priority

▫ Units shared in the workload



• Developed a sponsor centered model to lead them from being informed to sustainable

• Offered 148 days of face to face training and technical assistance as of

November 29, 2012

• Set a goal to train 70% and certify 100%

Training Plan


Sponsor

Informed

Compliant

Supported

Competent

Rewarded

Sustainable


New Meal Pattern

Menu Certification

Menu Worksheet


• Webinars • Local Workshops • Technical

Assistance Train 70%

• Technical Assistance • Website • Toolkits

Outreach 20%

• Administrative Reviews School

Year 2013-14 10%


• Ongoing bi-weekly meetings representation from units and classifications across the division

• Enter each policy and procedure through a cycle of development, distribution, tracking, and evaluation

• Subgroups lead action items, identify barriers, and provide feedback to other subgroups

Implementation Plan


Data Management

Services

Technology Services

Child Nutrition Fiscal Services

School Nutrition Programs

Education Nutrition

Policy

Field Services

Program Integrity Unit

Food Distribution

Programs

Administration


Regulations and Resources

Training

Communications

Forms and Procedures

Data Tracking and Reporting

File Management and Storage

Menu Certification

Validation Review

Administration

Distribute

Track

Evaluate

Develop


Menu Certification

Validation Reviews

Option 3


Option 1 and Option 2


Collaboration

• Submit electronic files by mail

• RCCIs submit waiver • Early breakfast

implementation consults

•Prior to submission •Upon receipt of incomplete packets •During menu review

•Support of Western Regional Office •Division wide assistance •Cooperative sponsors


Random Selection

Announced

Collaboration

• Online application • Bi-Weekly

• Letter and call • 2 weeks • Site level

• Volunteer Sponsors • USDA Tool • Technical Assistance


Scheduled 2012-2013 Administrative reviews

Workload

Follow up Reviews

Small sponsors

More certified agencies in SY 2012-2013

Opportunity for technical assistance

Field CNCs will complete nutrient analysis

60 of the scheduled SY 2012-2013 Administrative Reviews


Number of Sponsors


• Develop new training plan and curriculum for school breakfast program requirements

• Develop training and implementation plan for submitting menu certification applications in CNIPS

• Assign and train staff to assist with administrative reviews

Administrative Reviews

CNIPS

Breakfast


• Prepare staff resources for potential budget freeze and furloughs

• Maintain and solicit contracts to provide regional peer support, recipe development, and technical assistance and outreach tools

• Balance workload priorities of new SBP and NSLP requirements with new CACFP requirements.

Child and Adult Care Food Program

Contracts

State Budget


Contact Information

Carol Chase Huegli

[email protected]

916-322-1566


Florida $.06 Certification

How we provide help and support to sponsors throughout Food-Based Menu Planning Certification and Implementation

We assembled a certification team.

•Three-member team

▫One is a second point

•Dedicated to 6 cents certification

Certification Team

Precertification Survey and Menu Approval

• We sent an optional survey to our sponsors asking how

and when they wanted to complete their certification. This

allowed us to prepare and organize our work team.

• If a sponsor indicated a preference for electronic

submission, they were asked to indicate the month they

would submit by. Likewise, if they indicated a preference

for an on-site certification, they were asked to indicate

which month they would be prepared for reviewers.

•If a sponsor did not respond to the survey, they were

placed on the on-site list.

The Survey

Menu Approval

• All non-district sponsors, except those vended by school districts,

were required to have an approved menu before they are approved as

an National School Lunch Program sponsor. School districts had the

option to get their menus approved.

• The menu approval process included submitting the menu to us for

review by one of our three contracted registered dietitians.

• Menus were checked for component quantities to ensure the

appropriate amount of Meat/Meat Alternates, Grains/Breads and

Vegetable Subgroups were met for the age/grade group of the menu.

State Assistance for Certification

Methods Electronic and On-Site Processes

Electronic Certification Process

• The sponsors have access to technical assistance at any

time throughout the certification process. They can call or e-

mail questions regarding the menu worksheets, nutrient

assessment and menu types at any time. Sponsors could

request on-site technical assistance prior to submitting.

•We established an online training module for the New Meal

Pattern.

• We created a checklist for electronic submission to aid the

sponsors.

•If submission is determined incomplete, the sponsor is notified

of the missing items needed by phone and e-mail once weekly

until the items are received.

• If missing items are not received within three weeks of initial

submission, we encourage sponsors to consider an on-site

certification in order to aid them in collecting the needed

materials. However, they still have the option to submit

electronically if they desire.

•Once a packet is complete, it is assigned to a reviewer.

Electronic Submission –

Incomplete Packets

Electronic Certification –

Complete Packets

• Once assigned :

• Allowed 60 days

• State goal is two weeks

• Currently averaging three weeks.

• In the common event of a sponsor needing to make changes

or corrections, the reviewer sends ONE e-mail with EVERY

change that the sponsor needs to make in order to streamline

the process for the sponsor.

• Once a sponsor has confirmed all corrections made during

review as being implemented, they are placed on a weekly

approval list.

• Notification of Approval is sent to sponsors on Fridays.

Electronic Certification -

Approvals

Table Discussions

101

Table Discussions

• Read the scenarios in the handouts and discuss with your table the ways in which you have dealt with these scenarios in your State

• After tables have discussed the scenarios, we will open the floor for tables to share their responses

102

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