The purpose of the South Dakota Department of Education School Nutrition Program (SNP) is to provide a general understanding of how to use the website to perform SNP Module functions effectively and efficiently.
The SNP module is a user-friendly application that allows authorized users to submit and approve applications, claims, and miscellaneous forms. Key system features include:
· A software system that manages information regarding Sponsors, applications, claims, and reports.
· A single integrated database which serves all child nutrition programs.
· The ability to save partially completed forms online, allowing the user to complete the process at a later time.
· Individual User IDs and passwords for secure login to program functions and accurate tracking of user behavior.
· A robust security module that streamlines security setting controls by enabling administrators to easily assign users to numerous pre-defined groups and eliminating the need to manually set each user’s security access.
Before using the School Nutrition Program (SNP) module, a user ID and password must be assigned that provides the required security privileges. Once this setup is complete, the user may use the Internet, assigned user ID and password to access and log onto the website.
The system can be accessed from any computer connected to the Internet by opening the browser and entering the designated URL in the browser’s address line: https://ican.sd.gov/ICAN/Splash.aspx
The home page consists of three major sections:
Bulletin board – managed by the South Dakota Department of Education and provides general information or displays current messages that is viewable by the public.
Log in – allows authorized users to enter their User ID and password. If users have forgotten their password, they can request a new temporary password be automatically generated by iCAN and emailed to the address associated with their profile.
Links – provides access to websites and additional information.
Using the log on section of the home page:
Enter the assigned User ID.
Enter the Password.
Select Log On.
If you do not have an ID and password, the system will automatically require the password to be changed.
Select a new password and enter it into the box provided.
Re-enter the new password for confirmation.
Select Save.
After logging in, the South Dakota Programs page is displayed. Access to specific modules is based on the user’s security rights.
All information entered and saved on the system is verified to ensure it conforms to data entry guidelines and system rules. The site performs two types of checks on information entered: Input Edits and Business Rule Edits.
Whenever information is saved or prior to proceeding to a new screen, the site checks for input errors. These errors may include entry errors, such as an invalid data entry (i.e., entering a 4-digit Zip Code), or a non-logical entry (e.g., entering a greater number of eligible than enrolled children).
If a form contains an input error and the user selects Save, the screen either displays the error code and description in red at the top of the page (and the error code is a letter) or displays a message next to the field in error. Input errors must be corrected before you can proceed. The system will not save data entered on a screen that contains an input error. The user must correct the input errors and select Save again.
Business rule edits are used to ensure that entered data on a form conforms to State-defined guidelines/requirements and federal regulation. Once the user initiates a save, South Dakota will perform business rule edit checks after all input errors have been corrects and a confirmation screen is provided stating that data entered has been saved and identifies whether errors exist.
The user may correct business rule errors immediately or at another time. The entered data will not be lost. The errors will display at the top of the screen with an error code (usually 4-5 digits) and error description. Business rule edits do not prohibit the system from saving the data entered on the screen.
In addition, business rule edits have an error severity that indicates whether an error is considered an Error or a Warning. Errors appear in red and must be corrected before the form can be submitted. Warnings appear in blue and indicate an “out of the ordinary” data value. Warning errors do not need to be corrected prior to form submission.
Information for Sponsors and sites is displayed based on the selected school year. Upon logging in to the system, the “active” school year is the default selection and can be found in the top-right corner of the blue bar. In order view information from a prior year, you will need to change the school year.
Select Year on the blue menu toolbar at the top of the page. The Year Select screen displays.
Select the year. The selected year is indicated by <Selected.
Use the menu bar to return to the task in the program.
For most School Nutrition Programs functions, the Sponsor must be search for and selected prior to beginning any task. When the Sponsor Search screen displays, you can search for the Sponsor using all or part of the Sponsor’s ID, Name, or any other combination of parameters provided on this screen.
On the menu toolbar, select Search to access the SNP Search Options screen.
Select Sponsor Search.
Enter search parameters.
Select Search.
Select the appropriate Sponsor.
The search parameters follow a specific set of rules which are described in the accompanying table. If the type of search is identified as “includes”, the system will search for any Sponsor that includes the parameter in any portion of the selected field. For example, if the user entered “386” in the Vendor Number parameter, the system will retrieve Sponsors with Vendor Numbers of “00386” and “01386”.
If the “Search all available Programs” checkbox is checked, the results display changes in appearance. The system will ignore all search criteria except for the Vendor Number and Sponsor Status. If no parameters are entered, the system will retrieve all Sponsors in all programs.
On the menu toolbar, select Search to access the Sponsor screen.
Perform a search to ensure that the Sponsor does not already exist in the system.
Select Add New Sponsor at the bottom of the screen results section. The Sponsor Profile screen displays.
Refer to the Sponsor Profile section.
The Applications component allows users to manage the yearly enrollment of Sponsors and Sites, as well as complete documentation required by the Department of Education.
To participate in the School Nutrition Programs, Sponsors must submit an Application Packet to the State for review and approval. Before beginning the Application Packet, Sponsors must select the “Enroll” button on the Application Packet screen and click “Yes” on the subsequent confirmation screen. After a Sponsor is enrolled, they must complete all required applications and forms in the Application Packet for the school year.
A new Application Packet must be submitted and approved at the beginning of each year. For Sponsors that are completing this process as part of their “annual update,” certain information from the previous year’s application rolls over into the new program year. The Sponsor may modify this data for the new program year or leave the data as it is presented (and as was recorded in the previous year).
The Sponsor can submit the Application Packet to the State once all required applications, online forms (e.g., Food Service Management Company contract), and supporting documents identified on the checklist are completed and saved without errors.
To submit an Application Packet, the packet must contain:
A completed Sponsor Application with no errors.
At least one completed SNP Site Application with no errors.
All items in the Checklist are identified as submitted.
If the Sponsor had identified that they would be using a Food Service Management Company on their Sponsor Application, the packet must contain at least one Food Service Management Company contract with a status of “Submitted”.
Once the Application has been submitted to the State for approval, the packet history section of the Application Packet screen will display the event and the packet status changes to Submitted for Approval.
The Applications menu is the starting point for all tasks related to the annual School Nutrition Programs enrollment process. Access to menu items are based on security levels.
On the blue menu toolbar, select Applications to access the menu.
Select an application item to access that function.
At the top of the Splash screen will be a blue toolbar of Menu Items. Select Applications to access the menu.
The Applications menu will list multiple items to access various functions.
The Sponsor Manager allows authorized State users to access the Sponsor information and allows authorized State users to access the Sponsor Profile, Site Manager, Batch Hold, and Payment Holds. Sponsors can view Profile and Site information.
From the blue menu toolbar, select Applications to access the menu screen.
Select Sponsor Manager, the menu screen displays. If a Sponsor has not been selected, use the Search feature to search for and select a Sponsor.
Sponsor Profile
The Sponsor Profile provides general information, the data is not year specific. It provides general attribute information regarding the Sponsor, such as name, ID, type of agency, and county.
All Sponsors must be initially registered through the Sponsor Profile screen before an Application Packet can be completed and any additional data can be added to the system. A Sponsor cannot be assigned a User ID until the entity is defined in the system via the Sponsor Profile screen.
Viewing or Modifying a Sponsor
On the Applications menu, select Sponsor Manager.
Search for and select a Sponsor using the Search feature (if necessary).
Once a Sponsor has been selected, select Sponsor Profile
Modify any necessary information within the profile.
Select Save. If no errors exist, a confirmation screen displays.
Select <Edit to return to the recently modified Sponsor Profile screen or select Finish to return to the Sponsor Manager menu.
Deleting a Sponsor Profile
On the Applications menu, select Sponsor Manager.
Search for and select a Sponsor using the Search feature (if necessary).
Once a Sponsor has been selected, select Sponsor Profile.
On the Edit menu, select DELETE. A warning displays.
Select Delete to receive a confirmation or select Finish to return to the Sponsor Manager menu.
Site Manager
The Site Manager enables the user to view, modify, add, delete, and change the status of a Sponsor’s site.
To Access Site Manager
On the blue menu toolbar, select Applications to access the menu.
If necessary, search for and select a Sponsor.
On the Sponsor Manager menu, select Site Manager.
Select the Site ID or Site Name to access the profile.
Creating a New Sponsor Site
From the blue menu toolbar, select Applications.
Select Sponsor Manager from the Applications menu.
Select Site Manager.
Click the Create New Site button.
Enter all required data.
Select the checkboxes for the programs in which the site participates.
Select Save to receive a confirmation.
Viewing or Modifying a Site Profile
On the Applications menu, select Sponsor Manager.
If necessary, search for and select a Sponsor.
Select Site Manager. The Sponsor Site Manager displays.
Select a site to view or modify. The Site Profile screen displays.
Modify any information within the profile.
Select Save to receive a confirmation.
Select
<Edit to return to the Site Profile screen you just modified
or select Finish to return to the Sponsor Site Manager screen.
Deleting a Sponsor Site
On the Applications menu, select Sponsor Manager.
If necessary, search for and select a Sponsor.
Select Site Manager.
Select the site to delete.
Select Delete on the Edit menu in the top-right corner. A warning message is displayed.
Select the Delete button at the bottom of the page. A confirmation message displays.
Select Finish to return to the Sponsor Site Manager screen.
Claim Holds
Adding a Claim Hold
From the Applications menu, select Sponsor Manager.
Select Claim Holds.
Using the checkboxes, check all months that apply.
Use the drop-down box to select a Reason Code.
Enter a Comment.
Select Save.
Select <Edit to return to the previous screen or select Finish to complete the activity.
Batch Holds
The Batch Holds feature enables authorized State users to issue or view payment holds for a Sponsor by program. Sponsors can still enter claims when a batch hold is in place; however, no payments will be issued by the system for the selected program until the hold is removed.
Viewing or Modifying a Batch Hold
On the Applications menu, select Sponsor Manager.
If necessary, search for and select a Sponsor.
Select Batch Holds. The Batch Holds screen displays.
Make any necessary modifications.
Select Save to receive a confirmation.
Select <Edit to return to the previous screen or select Finish to return to the Sponsor Manager Menu screen.
Removing a Batch Hold
On the Applications menu, select Sponsor Manager.
If necessary, search for and select a Sponsor.
Select Batch Holds. The Batch Holds screen displays.
Uncheck the All Months checkbox.
Select the blank space from the drop-down menu for the Reason Code.
Select Save to receive a confirmation.
Select <Edit to return to the recently modified Batch Holds screen or select Finish to complete the activity.
Payment Holds
The Payment Holds feature enables authorized State users to issue or view payment holds on a Sponsor for a specific month/year, by program. Sponsors can still enter claims when a payment hold is in place; however, a payment will not be issued by the system for the selected month/year and program until the hold is removed.
Viewing or Modifying a Payment Hold
On the Applications menu, select Sponsor Manager.
If necessary, search for and select a Sponsor.
Select Payment Holds. The Payment Holds screen displays.
Make any necessary modifications.
Select Save to receive a confirmation.
Select <Edit to return to the Payment Holds screen and select Finish to complete the activity.
Removing a Payment Hold
On the Applications menu, select Sponsor Manager.
If necessary, search for and select a Sponsor.
Select Payment Holds. The Payment Holds screen displays.
Uncheck each checked month checkbox.
Select the blank space from the drop-down menu for the Reason Code.
Select Save to receive a confirmation.
Select <Edit to return to the previous screen or select Finish to return to the Sponsor Manager Menu screen.
Application Packet
To participate in the School Nutrition Program (SNP), Sponsors must submit an Application Packet to the State for review and approval. At the beginning of each program year, Sponsor data is rolled over and must be verified by Sponsors prior to submitting any claims.
The Application Packet contains the Sponsor application, site application(s), and other forms required as a part of the packet. After selecting Application Packet from the Applications menu, each required packet item and its status displays.
If any packet item requires attention (such as an error within a form), a red arrow appears next to the Application Packet item. If the Application Packet item has been completed correctly and contains no errors, a green check appears next to the Application Packet item.
Accessing the Application Packet
On the blue menu toolbar, select Applications to access the menu.
From the menu screen, select Application Packet.
If necessary, search for and select a Sponsor.
From the Application Packet screen, select a packet item to access.
Assigning an Application Packet
On the blue menu toolbar, select Applications to access the menu.
From the menu, select Application Packet. The Application Packet screen displays.
Select the Packet Assigned To link. The Application Packet Assignment screen displays.
Select the staff consultant to assign the packet.
Select Save to receive a confirmation.
Select <Edit to return to the previous screen or select Finish to return to the Application Packet screen.
Ending a Sponsor’s Enrollment
From the Applications menu, select Application Packet. The Application Packet screen displays.
Select the link under the Latest Version column. The Application History screen is displayed.
Select Close Sponsor. The End Sponsor Agreement screen is displayed.
Enter the Closed/Terminated Date. When this Sponsor enters claims, the Days on Operation fields will edit check with this date to ensure meals aren’t claimed after the entered date.
Select the Closed/Terminated Code.
Enter the Closed/Terminated Reason.
Provide a description as to why the Sponsor is ending enrollment in Closed/Terminated Comment.
Select Save. The Application History screen is displayed with a message stating that the Sponsor’s enrollment has ended.
Re-Opening a Closed Sponsor
From the Applications menu, select Application Packet. The Application Packet screen displays.
Select thelink under the Latest Version column. The Application History screen is displayed.
Select Re-Open Sponsor. The End Sponsor Agreement screen is displayed.
Delete the Closed/Terminated Date.
Select the blank space from the drop-down menu for the Closed/Terminated Code.
Delete the Closed/Terminated Reason.
Delete the Closed/Terminated Description.
Once all fields are blank, select Save. The Application History screen is displayed.
Sponsor Application
The Sponsor Application screen provides access to the Sponsor’s annual application for the School Nutrition Programs for both new and renewing Sponsors. The Sponsor is required to complete a new Sponsor application annually; however, the State has identified select Sponsor data that rolls over from the previous year and pre-fills a new year’s application.
Sponsor Application (Original)
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.
Select View next to the Sponsor Application packet item. The Sponsor Application for the designated school year is displayed.
Viewing a Sponsor Application (Revision)
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.
Select the revision link under the Latest Version column. The Sponsor Application History for the designated school year is displayed.
Select the application version to view.
Adding a Sponsor Application (New Sponsor)
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.
Select Add next to the Sponsor Application packet item. The Sponsor Application for the designated school year is displayed.
Enter required information.
Select Save to receive a confirmation.
Select <Edit to return to the Sponsor Application screen or select Finish to return to the Application Packet screen.
Modifying a Sponsor Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.
Select Modify next to the Sponsor Application packet item. The Sponsor Application for the designated school year is displayed.
Make any necessary modifications.
Select Save to receive a confirmation.
Select <Edit to return to the previous screen or select Finish to return to the Application Packet screen.
Deleting a Sponsor Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.
Select Modify next to the Sponsor Application packet item. The Sponsor Application for the designated school year is displayed.
Select Delete on the Edit menu in the top-right corner.
The system transfers the user to the bottom of the screen and a warning message is displayed.
Select the Delete button at the bottom of the page. A confirmation message displays.
Revising a Sponsor Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.
Select Revise next to the Sponsor Application packet item. The Sponsor Application for the designated school year is displayed.
Make any necessary modifications.
Select Save to receive a confirmation.
Select <Edit to return to the previous screen or select Finish to return to the Application Packet screen.
Site Applications – School Nutrition Program
Sponsors must complete a Site Application for each of their sites. The Site Application screen provides access to the Site’s annual application for the School Nutrition Programs for both new and renewing sites. Sites must complete a new application annually; however, the State has identified select site data that rolls over from the previous year and pre-fills a new year’s application.
Access the Sponsor’s Site List
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.
Under Site Applications, select School Nutrition Program. The Application Packet - SNP Site List screen displays.
Adding a New Site (for Sponsors)
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.
Under Site Applications, select School Nutrition Program. The Application Packet - SNP Site List screen displays.
At the bottom of the site list, select Add Site Application. The SNP Available Site(s) screen displays.
If the site you would like to add an application for is listed, select the site. If the site you would like to add an application for is not listed, select Add New Site. The ‘Quick’ Site Profile screen displays.
The system automatically defaults the Site ID to the next available ID for this Sponsor.
Enter the Site Name and County.
Select Save. The Site Application for the new site is displayed.
Viewing a Site Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.
Under Site Applications, select School Nutrition Program. The Application Packet - SNP Site List screen displays.
Select
View next to the site whose application you would like to view.
The Site Application is displayed.
Modifying a Site Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.
Under Site Applications, select School Nutrition Program. The Application Packet - SNP Site List screen displays.
Select Modify next to the site whose application you would like to view. The Site Application is displayed.
Make any necessary modifications.
Select Save to receive a confirmation.
Select <Edit to return to the previous screen or select Finish to return to the SNP Site List screen.
Repeat Steps 4 through 7 for each site that will participate in the program.
Deleting a Site Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.
Under Site Applications, select School Nutrition Program. The Application Packet - SNP Site List screen displays.
Select Modify next to the site whose application you would like to delete. The Site Application is displayed.
Select Delete on the Edit menu in the top-right corner.
A warning message is displayed.
Select the Delete button at the bottom of the page. A confirmation message displays.
Revising a Site Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet to view the most current year’s Application Packet.
Under Site Applications, select School Nutrition Program. Select Revise next to the Application Packet item. The Application for the designated school year is displayed.
Make any necessary modifications.
Select Save to obtain a confirmation.
Select <Edit
to return to the previous screen or select Finish to return to
the Application Packet screen.
Closing a Site
A site may be closed within the system, whereby applications be submitted for the site.
Closing a Site
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.
Under Site Applications, select School Nutrition Program. The Application Packet - SNP Site List screen displays.
Select the link under the Latest Version column. The Site Application History screen is displayed.
Select Close Site. The End Site Agreement screen is displayed.
Enter the Closed/Terminated Date. If the Sponsor is entering site level claims, the Days of Operation fields for this site will edit check with this date to ensure meals aren’t claimed after the entered date.
Select the Closed/Terminated Code.
Enter the Closed/Terminated Reason.
If desired, provide a description as to why the site is being closed in the Closed/Terminated Comment.
Select Save. The Site Application History screen is displayed with a message stating that the site’s enrollment is closed.
Reopening a Site
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet.
Under Site Applications, select School Nutrition Program. The Application Packet - SNP Site List screen displays.
Select the link under the Latest Version column. The Site Application History screen is displayed.
Select Re-Open Site. The End Site Agreement screen is displayed.
Delete the Closed/Terminated Date.
Select the blank space from the drop-down menu for the Closed/Terminated Code.
Delete the Closed/Terminated Reason.
Delete the Closed/Terminated Description.
Once all fields are blank, select Save. The Site Application History screen is displayed.
Meal Pattern Compliance Dashboard
Sponsors must demonstrate compliance with the USDA’s updated meal pattern requirements in order to qualify for and receive the additional 6 cent reimbursements. The submission and review of the documentation required is performed as part of the Application Packet process via the Meal Pattern Compliance Dashboard.
Accessing the Meal Pattern Compliance Dashboard
On the blue menu toolbar, select Applications to view the menu screen.
Select Application Packet to display the screen.
Select Details next to the Meal Pattern Compliance Dashboard.
Adding an Annual Attestation
On the blue menu toolbar, select Applications to access the menu.
On the menu, select Application Packet. The Application Packet screen displays.
Select Details next to the Meal Pattern Compliance Dashboard.
Select the Modify link in the Annual Attestation section of the Meal Pattern Compliance Dashboard to access the screen.
Enter the contact information.
In the Document section, select the Add link to upload the respective file document. The File Upload screen displays providing the ability to Browse and Upload a document.
Select Upload to access the document and return to the Attestation screen.
Enter comments, if necessary.
Select Save to receive a confirmation.
Select <Edit to return to the Menu screen or select Finish to return to the Meal Pattern Compliance Dashboard screen.
Modifying an Annual Attestation
On the blue menu toolbar, select Applications to access the menu.
On the menu, select Application Packet. The Application Packet screen displays.
Select Details next to Meal Pattern Compliance Dashboard.
Select the Modify link next to the Annual Attestation to modify. The Annual Attestation screen displays.
Make any necessary modifications.
Select Save to receive a confirmation.
Select <Edit to return to the Menu screen or select Finish to return to the Meal Pattern Compliance Dashboard screen.
Viewing an Annual Attestation
On the blue menu toolbar, select Applications to access the menu.
On the menu, select Application Packet. The Application Packet screen displays.
Select Details next to Meal Pattern Compliance Dashboard.
Select the View link next to the applicable Annual Attestation to access the screen.
Modifying an Uploaded Supporting Document
On the blue menu toolbar, select Applications to access the menu.
On the menu, select Application Packet. The Application Packet screen displays.
Select Details next to Meal Pattern Compliance Dashboard.
Select the Modify link next to the Annual Attestation to make modifications.
Select the Modify link next to the supporting document to re-upload. The File Upload screen displays providing the ability to Browse and Upload a new document. The new document will replace the existing document.
Select Upload to upload the document and return to the Attestation screen.
Select Save to receive a confirmation.
Select <Edit to return to the Annual Attestation screen or select Finish to return to the Meal Pattern Compliance Dashboard screen.
Deleting an Uploaded Supporting Document
On the blue menu toolbar, select Applications to access the menu.
On the menu, select Application Packet. The Application Packet screen displays.
Select Details next to Meal Pattern Compliance Dashboard.
Select the Modify link next to the Annual Attestation to modify. Select the Delete link next to the supporting document. The File Upload screen displays and a warning message displays.
Select the Delete button.
Select Save to receive a confirmation.
Select <Edit
to return to the Menu screen or select Finish to return to the
Meal Pattern Compliance Dashboard screen.
Viewing an Uploaded Supporting Document
On the blue menu toolbar, select Applications to access the menu.
On the menu, select Application Packet. The Application Packet screen displays.
Select Details next to Meal Pattern Compliance Dashboard.
Select the View link associated with the supporting document (e.g., CE Attestation). The document opens in a secondary window/tab.
Entering Internal Use Only Information
On the blue menu toolbar, select Applications. The Applications menu screen displays.
On the menu, select Application Packet. The Application Packet screen displays.
Select Details next to Meal Pattern Compliance Dashboard.
Select the Admin link next to the Menu to access the screen.
Enter information in the Internal Use Only section.
Select Save Internal Use Only to receive a confirmation.
Select <Edit to return to the Menu screen or select Finish to return to the Meal Pattern Compliance Dashboard screen.
Identifying Months Certified
On the blue menu toolbar, select Applications to access a menu.
On the menu, select Application Packet. The Application Packet screen displays.
Select Details next to Meal Pattern Compliance Dashboard.
Select the Modify link next to the Months Certified. The Months Certified screen displays.
Check the months certified for 6 cent reimbursements.
Enter comments, if necessary.
Select Save.
Viewing Months Certified
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet. The Application Packet screen displays.
Select Details next to Meal Pattern Compliance Dashboard.
Select the View link next to the Months Certified. The Months Certified screen displays.
Viewing a Meal Pattern Note
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet. The Application Packet screen displays.
Select Details next to Meal Pattern Compliance Dashboard. The Meal Pattern Compliance Dashboard screen displays.
Select View next to note in the Meal Pattern Notes section.
Viewing a Meal Pattern Note
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet. The Application Packet screen displays.
Select Details next to Meal Pattern Compliance Dashboard.
Select Add Note link in the Meal Pattern Notes section. The Notes screen displays.
Enter the Subject.
Enter the Note.
Select Save.
Deleting a Meal Pattern Note
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet. The Application Packet screen displays.
Select Details next to Meal Pattern Compliance Dashboard. The Meal Pattern Compliance Dashboard screen displays.
Select Delete next to note in the Meal Pattern Notes section. The Notes screen displays.
Select DELETE on the Edit menu in the top-right corner.
The system transfers you to the bottom of the screen and a warning message displays.
Select the Delete button at the bottom of the page to receive a confirmation.
Checklist Summary
A checklist is automatically
generated based upon answers to specific questions from the Sponsors and
site applications. The checklist identifies supplemental documents that
need to be submitted to the state. The Checklist feature allows Sponsors
to keep track of documents and their dates of submission. State users
use this feature to identify when documents have been received and to
denote the status of the documents.
Accessing a Checklist
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet. The Application Packet screendisplays.
Select Checklist Summary.
Viewing a Checklist
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet. The Application Packet screen displays.
Select Checklist Summary.
Select the Sponsor or Site whose checklist you wish to view. The Checklist screen displays.
Updating a Checklist
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet. The Application Packet screen displays.
Select Checklist Summary. The Checklist Summary screen displays.
Select the Sponsor or Site whose checklist you wish to update. The Checklist screen displays.
Identify whether the document has been submitted and the submission date. The Date Submitted field automatically defaults to the system date. This can be changed by the user. A checklist is not considered complete until all checklist items are identified as having been submitted.
Select Save.
Uploading an Attachment to a Checklist Item
Select the paper clip. The Checklist File Upload Details screen displays.
Use the Browse button to select the file to upload. Enter a brief comment (field is not required).
Select Save.
Enter Internal Use Only Information
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet. The Application Packet screen displays.
Select Checklist Summary. The Checklist Summary screen displays.
Select the Sponsor or Site whose checklist you wish to view. The Checklist screen displays.
Select INTERNAL USE ONLY on the Edit menu in the top-right corner.
Identify if the document was received by checking the “Document on File” checkbox. If the checklist item has been reviewed, select Status and Status Date.
Select Save Internal Use Only to receive a confirmation.
Select <Edit to return to the previous screen or select Finish to return to the Checklist Summary screen.
Application Packet Notes
The Application Packet Notes screen allows State users to read and add notes regarding an entire Application Packet. This enables State users to efficiently communicate and log information pertaining to an Application Packet. Comments regarding a specific Application Packet item can be entered in the Internal Comments field in the Internal Use Only section of the respective screen.
Accessing Application Notes
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet.
Select Application Packet Notes. The Application Packet Notes screen displays.
Viewing an Application Note
On the blue menu toolbar, select Applications to view the menu screen.
On the menu, select Application Packet, to display the screen.
Select Details next to Application Packet Notes, the screen will display.
Creating a New Application Note
On the blue menu toolbar, select Applications to view the menu screen.
On the menu, select Application Packet, to access the screen.
Select Details next to the Application Packet Notes, the screen will display.
Select the Create a New Application Note button. The Application Packet Note screen displays.
Enter the Subject.
Enter the Note.
Select Save. A confirmation screen displays.
Select <Edit to return to the Application Note screen or select Finish to return to the Application Notes screen.
Deleting an Application Note
On the blue menu toolbar, select Applications to access the screen.
On the menu, select Application Packet to display the screen
Select Application Packet Notes to view the screen.
Under Date, select the date of the note you wish to delete.
Once the Application Note screen displays, select Delete on the Edit menu in the top-right corner.
The system transfers the user to the bottom of the screen and a warning message is displayed.
Select the Delete button at the bottom of the page. A confirmation message displays
Select the Finish to return to the Application Notes screen.
Application Packet Notes for Sponsor
The Application Packet Notes for Sponsor feature provides the Sponsor the ability to view overall Application Packet notes created by the State, if the State user indicates that the notes should be viewable by the Sponsor. Comments regarding a specific Application Packet item are viewable at the top of the screen for each packet item (e.g., State comments specific to the Sponsor application screen).
Viewing an Application Note
On the blue menu toolbar, select Applications.
From the menu, select Application Packet.
Select View next to the Application Packet Notes for Sponsor.
Attachment List
The Review Attachments function enables the Sponsor and State users to upload documents and files into the system for centralized storage. These are usually attachments that apply to the review in its entirety, as opposed to a specific question (which would be performed via the paperclip icon on the assessment form).
Adding an Attachment
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet.
Select Details next to Attachment List from the menu screen.
Click the Add Attachment button to access the Detail screen.
Select Browse to access computer files, click on a document.
Add a comment, if applicable.
Select Save.
Viewing or Modifying an Attachment
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet.
Select Detail next to Attachment List from the menu screen.
In the Action column, select View or Modify.
Make any necessary modifications.
Select Save. A confirmation screen displays.
Select <Edit to return to the previous page or select Finish to complete the action.
Deleting an Attachment
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet to access the screen.
Select Detail next to Attachment List from the menu screen.
In the Action column, select Modify.
Select Delete in the upper-right corner. A warning will display to verify the action.
Select Delete.
Application Manager Dashboard – SNP
The Application Manager Dashboard allows State users to monitor the number of SNP application packets in various phases of the approval process and quickly see packets that require State action based on State defined response time categories.
Accessing the Application Manager Dashboard - SNP
Select Applications on the toolbar at the top of the main menu.
Select the Application Manager Dashboard from the menu list to access the screen.
Filter Applications
From the Application Management Dashboard, click the down arrows located on the Filter bar to expand the section.
Once the Filter section is expanded complete the following parameters:
Agency ID
Agency Name
Current Submitted Date Range
Status (i.e., Action, Due, Late)
Assigned Consultant
Once the filter parameters are entered, click the Filter button. The content of the Packet Status and XXXX Packets sections are updated to include only the information that matches the established parameters.
At any time, the user can remove a filter by pressing the Clear button. The dashboard content defaults back to All Submitted Packet data.
Packet Status Section
The Packet Status section contains graphical and tabular information relating to the application packets.
Packets Time Status – Pie Chart
Packets Time Status – Table
Application Status – Bar Graph
Packets Time Status – Pie Chart
The pie chart graphically depicts the ratio of application packets, for the selected Application Status type, within each of the State defined status categories.
Packets Time Status – Table
The table displays the different State defined status categories, the time window for each category (in days), and the count of applications within each category.
Modifying Data
Select a number
from the count column to make any necessary modifications to the filter.
Any of the count links can be selected to update the data in the Packets
section.
If filters have been applied (excluding the Status parameter), the data in the Time Status pie chart and table will change to reflect only the packets that meet filter criteria.
Application Status – Bar Graph
The Application Status Bar Graph displays the various Application Packet Statuses and provides a count of how many applications are within each status. The graph title includes a count of the total number of applications and the applicable assigned consultant.
Click on the status name link and change the Application Manager Dashboard content in the filter. In addition, the user can hover over the link and receive an information Tool Tip.
The Packets section displays detailed information regarding the application packets that match the filter criteria which has been applied. The Packets section contains metadata relating to the Date/Time the data was populated and a count of the applications matching the filter results.
Select Detail next to the corresponding Agreement Number. The user will be redirected to the Application Packet screen to access and process the application.
The user has the capability to export the information that is contained within the XXXX Packets data grid to an Excel spreadsheet. Select Export button, located in the bottom right corner of the dashboard, to export the data.
Below is an example of the spreadsheet export.
Verification Report
Sponsors use the Verification Report function to complete and submit the mandatory annual verification report to the State. The Verification Report contains information about sites collecting applications, site enrollment, eligibility information, and verification results.
Accessing a Verification Report
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Verification Report to display the screen.
Completing or Modifying a Verification Report
On the blue menu toolbar, select Applications access the menu screen.
On the menu, select Verification Report to display the list.
Select Modify next to the year that you would like to enter data into the Verification Report. The Verification Report screen for the designated year selected is displayed.
Enter information into the screen fields provided.
Select Save to receive a confirmation.
Select <Edit to return to the Verification Report screen or select Finish to return to the Verification Reports List screen.
Deleting a Verification Report
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Verification Report to display the list screen.
Select Modify next to the corresponding year to delete an existing Verification Report. The Verification Report screen for the designated year selected is displayed.
Select Delete on the Edit menu in the top-right corner.
The system transfers the user to the bottom of the screen and a warning message is displayed.
Select the Delete button at the bottom of the page. A confirmation message displays.
Select Finish.
To Enter Internal Use Only Information
On the blue menu bar, select Applications.
From the Applications menu, select Verification Report. The List screen displays.
Select Admin next to the year to update. The Verification Report screen for the designated school year selected is displayed. The Admin option is not available if the form status is “Not Started” (i.e., the CE has not started to work on the Verification Report).
Enter information in the Internal Use Only section.
Select Save Internal Use Only.
If the user is viewing the form and has the security rights to update the Internal Use Only section, the user can also select Internal Use Only on the Edit menu in the top-right corner of the application screen to access the Internal Use Only section of the screen.
Verification Summary
The Verification Summary function allows State users to quickly and efficiently view a summary of the verification report submission statistics. This menu option is available ONLY to authorized State users.
Accessing Verification Summary
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Verification Report Summary. The Verification Report Summary Search screen displays.
Viewing a Verification Summary Report
On the blue menu toolbar, select Applications. The Applications menu screen displays.
On the menu, select Verification Summary.
Complete the field specifications, select Search.
From the Verification Report Summary list, click the Agreement Number or the Sponsor Name to view the collection report.
Select <Back to return to the previous screen.
Emailing Selected Sponsors Regarding the Verification Summary Report
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Verification Summary. The Verification Report Summary search screen displays.
Enter the search criteria and select Search. The Verification Report Summary screen displays with data.
Check the boxes next to each Sponsor to include in the email distribution or select “Select All” to select all Sponsors displayed.
Select Generate Email.
In a new window, the desktop will open the email software to a new blank email page. The Authorized Representative email addresses for the selected Sponsors appears in the “bcc:” field.
Enter the email text and/or attach a document. Through your email software, you can now send the email notification.
Food Safety Inspections
The Food Safety Inspections screen allows Sponsors to enter annual food safety inspection information for each of their sites. Food Safety Inspection reports are submitted for the prior year. Hence, during the 2017-2018 year, Sponsors are submitting Food Safety Inspection reports for the 2016-2017 year.
Accessing a Food Safety Inspections Report
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Food Safety Inspections to display the screen.
Completing or Modifying a Food Safety Inspections Report
On the blue menu toolbar, select Applications. The Applications menu screen displays.
On the menu, select Food Safety Inspections. The Food Safety Inspections list screen displays.
Select Modify next to the year that you would like to enter data into the Food Safety Inspections screen. The Food Safety Inspections screen for the designated year selected is displayed.
Enter information into the screen fields provided.
Select Save. A confirmation screen displays.
Select <Edit to return to the Food Safety Inspections screen or select Finish to return to the Food Safety Inspections list screen.
To Enter Internal Use Only Information
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Food Safety Inspections. The Food Safety Inspections list screen displays.
Select Admin next to the year to update. The Food Safety Inspections Report screen for the designated school year selected is displayed. The Admin option is not available if the form status is “Not Started” (i.e., the Sponsor has not started to work on the Food Safety Inspections report).
Enter information in the Internal Use Only section.
Select Save Internal Use Only.
Food Safety Inspections Summary
The Food Safety Inspections Summary function allows State users to quickly and efficiently view a summary of the Food Safety Inspections report submission statistics. This menu option is available ONLY to authorized State users.
Accessing Food Safety Inspections Summary
On the blue menu bar, select Applications to access the menu screen.
On the menu, select Food Safety Inspections Summary to display the screen.
Viewing a Food Safety Inspections Summary Report
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Food Safety Inspections Summary. The Food Safety Inspections Summary screen displays.
Under Count, select the on-screen report summary to view.
Select the <Back button to return to the previous page.
Modifying a Food Safety Inspections Report
On the blue menu toolbar, select Applications. The Applications menu screen displays.
On the menu, select Food Safety Inspections. The Food Safety Inspections list screen displays.
Select Modify next to the year that you would like to enter data into the Food Safety Inspections screen. The Food Safety Inspections screen for the designated year selected is displayed.
Make any necessary modifications.
Select Save. A confirmation screen displays.
Select <Edit
to return to the Food Safety Inspections screen or select Finish
to return to the Food Safety Inspections list screen.
To Enter Internal Use Only Information
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Food Safety Inspections. The Food Safety Inspections list screen displays.
Select Admin next to the year to update. The Food Safety Inspections Report screen for the designated school year selected is displayed. The Admin option is not available if the form status is “Not Started” (i.e., the Sponsor has not started to work on the Food Safety Inspections report).
Enter information in the Internal Use Only section.
Select Save Internal Use Only.
Emailing selected Sponsors regarding the Food Safety Inspections Summary Report
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Food Safety Inspections Summary to display the screen.
Under Count, select a on-screen report summary to view.
Check the boxes next to each Sponsor to include in the email distribution or select “Select All” to select all Sponsors displayed.
Select Generate Email.
In a new window, the desktop will open the email software to a new blank email page. The Authorized Representative email addresses for the selected Sponsors appears in the “bcc:” field.
Annual Audits
The Annual Audit screen provides access to the Sponsor’s Annual Audit form based on the year that is selected. The State requires that Sponsor’s fill out an annual audit status form one time per year.
Viewing and Modifying an Annual Audit Status Form
On the blue menu toolbar, select Applications.
Select Annual Audit to access the menu screen.
Select Modify next to the corresponding School Year.
The Annual Audit form displays. Complete the required information.
Select Save. A confirmation screen displays.
Select < Edit to return to the previous screen or click Finish to complete the activity.
Enter Internal Use Only Information
From the Applications menu, select Annual Audit.
Select Admin next to the corresponding school year.
Select Internal Use Only in the top-right corner.
Check the applicable checkboxes.
Add an internal comment.
Select Save Internal Use Only to receive a confirmation.
Select < Edit to return to the previous screen or select Finish to complete the activity.
Deleting an Annual Audit Form
From the Application menu, select Annual Audit to access the form.
On the Edit menu, select Delete. A warning displays.
Select Delete to receive a confirmation.
Select Finish to return to the Applications menu.
Annual Audit Status Summary
The Annual Audit Summary Search screen provides a search filter for the Annual Audit Status List screen in order to simplify the annual audit process for State users. Results can be filtered by year, Sponsor ID/name, status, exempt status, received date, and vendor number.
The search results from the query criteria entered on the Annual Audit Status Summary screen allow the user to view the audit information, as well as allows the user to export data to an Excel spreadsheet for the Audit and Investigation interface. These spreadsheets can later be uploaded in the Annual Audit Upload feature.
Viewing and Exporting an Annual Audit Status Summary
On the Applications menu select Annual Audit Status Summary. The Summary Search Screen displays.
Enter all relevant search criteria.
Select Search. The Annual Audit Summary Search results screen displays.
Select Export to Excel at the bottom of the screen. A“File Save” pop-up textbox appears.
SelectSave to save the spreadsheet to the computer.
Select the location to save the file.
Select Save. The summary data displays in Excel.
FFVP Grant Overview
To view all Fresh Fruit and Vegetable Program grants, the user can access the Fresh Fruit and Grant Overview screen. This menu option is available only to authorized State users.
Accessing FFVP Grants Overview
On the blue menu toolbar, select Applications.
From the Applications menu, select FFVP Grants Overview.
Select the Sponsor Name to view a specific Grants Overview.
Select the <Back button to return to the Applications menu screen.
FFVP Grant Allocations
Outside of the program, the State determines which Sponsors/Sites, to invite for Fresh Fruit and Vegetable Program participation. Once the State has determined their invite list, they must identify the invitees within the system.
Approving a Sponsor/Site for Fresh Fruit and Vegetable Program Funds
On the blue menu toolbar, select Applications.
From the Applications menu, select FFVP Invitations and Approvals. The Fresh Fruit and Vegetable Program Summary screen displays.
Select the count for the “Sponsors/Sites Invited to participate in the Fresh Fruit and Vegetable Program (FFVP)” option. The Fresh Fruit and Vegetable Program Sites Invitedscreen displays.
Using the parameters provided, search for the Sponsor/Site to identify as “invited” to apply for the Fresh Fruit and Vegetable Program. To perform a search, uncheck the “click to show only invited sites” checkbox and enter at least one parameter.
Select the checkbox next to each Sponsor/Site to invite. To invite all the Sponsors/Sites displayed, check the “Invite All” checkbox.
Select Save. The respective Sponsor/Sites selected become display only.
Inviting a Sponsor/Site through this screen will automatically put a Fresh Fruit and Vegetable Application item on the Sponsor’s Application Packet screen for the designated year.
Approving Funding for a Sponsor/Site for Fresh Fruit and Vegetable Program Funds
On the blue menu toolbar, select Applications.
From theApplications menu, select FFVP Invitations and Approvals. The Fresh Fruit and Vegetable Program Summary screen displays.
Select thecount for the “Sponsors/Sites Approved to participate in the Fresh Fruit and Vegetable Program (FFVP)” option. The Fresh Fruit and Vegetable Program Sites Approved screen displays. The screen defaults to all Sponsors/Sites that have a Fresh Fruit and Vegetable Program Application with a status of “Approved”.
Select the checkbox next to each Sponsor/Site to approve for funding. If you would like to approve all the Sponsors/Sites displayed, check the “Approve All” checkbox.
Select Save. The respective Sponsors/Sites selected become display only. Selecting the Sponsor Name will automatically transfer the user to the Sponsor’s Fresh Fruit and Vegetable Program Application.
FFVP Invitations and Approvals
This screen provides authorized users the ability to access a list of Sponsors/Sites invited to participate in the FFVP and a list of Sponsors/Sites approved to participate in the FFVP.
Accessing the FFVP Summary Feature
On the menu toolbar, select Applications.
From the menu, select FFVP Summary.
Select a number from the Count column next to the corresponding Sponsor/Sites Description.
Inviting Sponsors/Sites
From the FFVP Site Approval Screen, enter the Sponsor ID or Name of the Sponsor/Site and the region.
If applicable, click the checkbox next to the “show only approved sites” option.
Select Search to complete the action or select Clear Filter to re-enter Search parameters.
A list of participating Sponsors/Sites will display. Select the checkboxes next to the applicable Sponsors/Sites to invite to participate in FFVP or click the Approve All checkbox.
Select Save.
A confirmation screen will display. Select <Edit to return to the previous screen or Finish to complete the action.
Fresh Fruit and Vegetable Program Application Packet
Sponsors invited by the State to participate in the Fresh Fruit and Vegetable Program (FFVP) must complete a Fresh Fruit and Vegetable Program Application. The Fresh Fruit and Vegetable Program Application is accessed from the Application Packet screen; however, it can be submitted outside of the Application Packet.
Accessing the Fresh Fruit and Vegetable Program Summary
On the blue menu toolbar, select Applications.
From the Applications menu, select FFVP Invitations and Approvals. The Fresh Fruit and Vegetable Program Summary screen displays.
Select View next to the Fresh Fruit and Vegetable Application packet item.
Adding a Fresh Fruit and Vegetable Program Application
On the blue menu toolbar, select Applications.
From the Applications menu, select FFVP Application Packet. The FFVP Application Packet menu screen displays.
Select Detail next to the applicable school year. The Fresh Fruit and Vegetable Program Application for the designated school year is displayed.
Click the Add link.
Enter the Sponsor’s Contact Information and select from the invited sites those that are interested in participating in the Fresh Fruit and Vegetable Program.
Select Save to receive a confirmation.
Select < Edit to return to the Fresh Fruit and Vegetable Program Application screen or select Finish to return to the Application Packet screen.
Modifying a Fresh Fruit and Vegetable Application
On the blue menu toolbar, select Applications.
From the Applications menu, select FFVP Application Packet. The most current year’s Application Packet screen displays.
Select the Sponsor Name or Agreement Number.
Select Modify next to the Site Name or ID. The Fresh Fruit and Vegetable Program Application for the applicable school year is displayed.
Update any necessary information.
Select Save to receive a confirmation.
Select <Edit
to return to the Fresh Fruit and Vegetable Program Application screen
or select Finish to return to the Application Packet screen.
Deleting a Fresh Fruit and Vegetable Application
On the blue menu toolbar, select Applications.
From the Applications menu, select FFVP Application Packet. The most current year’s Application Packet screen displays.
Select Modify next to the Fresh Fruit and Vegetable Program Application packet item. The Fresh Fruit and Vegetable Program Application for the designated school year is displayed.
Select Delete on the Edit menu in the top-right corner. The system transfers the user to the bottom of the screen and a warning message is displayed.
Select the Delete button at the bottom of the page to receive a confirmation.
Select Finish.
Entering Internal Use Only Information
On the blue menu toolbar, select Applications.
From the Applications menu, select FFVP Application Packet. The most current year’s Application Packet screen displays.
Select Admin next to the Fresh Fruit and Vegetable Program Application packet item. The Fresh Fruit and Vegetable Program Application for the designated school year is displayed.
Enter information in the Internal Use Only section.
Select Save Internal Use Only.
Site Enrollment
The Site Enrollment screen allows Sponsors to enter their enrollment information and eligibility data for each of their sites. The site must have an active approved application within the system.
Once site-level claim data has been entered into the system will automatically pre-populate the fields on the Site Enrollment screen with the respective claim data.
Accessing Site Enrollment
On the blue toolbar, select Applications to access the menu screen.
On the menu, select Site Enrollment. The Site Enrollment list screen displays.
Select Detail for the respective school year to view site-level data.
Site Enrollment data for a Sponsor can be exported to MS Excel by selecting the Export button on the Building Enrollment Site List screen.
Completing or Modifying a Site Enrollment
On the blue menu bar, select Applications to access the menu screen.
On the menu, select Site Enrollment. The Site Enrollment list screen displays.
Select Detail next to the year that you would like to enter data into the Building Enrollment screen.
Select a specific site. The respective site’s Site Enrollment screen is displayed.
Enter Enrollment and Eligibility data based on the last operating day of October.
Select Save to obtain a confirmation.
Select <Edit to return to the Site Enrollment screen or select Finish to return to the Building Enrollment list screen.
Community Eligibility Provision (CEP)
The Community Eligibility Provision screen allows Sponsors to enter Directly Certified (DC) Identified Students and Site Enrollment data for each of their sites. This data is used to report to USDA each designated data collection period and in determining a site’s potential eligibility in participating in the USDA Provision 4 CEP program. Sites which have a 40% or greater percentage of DC are eligible for this option. Sites whose percentage is between 30.00% - 39.99% are potentially eligible.
Accessing CEP Site Eligibility
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Community Eligibility Provision. The Community Eligibility Provision (CEP) Site List screen displays.
Adding a CEP Site Eligibility
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Community Eligibility Provision. The Community Eligibility Provision (CEP) Site List screen displays
From the Community Eligibility Provision Site List, select Add next to the corresponding school year.
Complete the required information.
Select Save.
Select < Edit to return to the previous screen or select Finish to complete the activity.
Viewing or Modifying CEP Site Eligibility
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Community Eligibility Provision.
Select the appropriate Detail (View, Modify, or Admin) next to the applicable year to enter data into the Site Enrollment screen. The Community Eligibility Provision (CEP) - Site Eligibility screen for the designated reporting month is displayed.
Enter the number of Directly Certified students and the total student enrollment for each site.
Select Save to obtain a confirmation.
Select <Edit to return to the Site Enrollment screen or select Finish to return to the Site Enrollment list screen.
Deleting Community Eligibility Provision
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Community Eligibility Provision. The Community Eligibility Provision (CEP) Site List screen displays
Select Delete on the Edit menu in the top-right corner. The system transfers the user to the bottom of the screen and a warning message is displayed.
Select the Delete button at the bottom of the page. A confirmation message displays.
Select Finish.
Entering Internal Use Only Information
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Community Eligibility Provision. The CEP Site List Screen displays.
Select Admin next to the corresponding year that to enter data into the Site Enrollment screen. The Community Eligibility Provision (CEP) - Site Eligibility screen for the designated reporting month is displayed.
Enter information in the Internal Use Only section.
Select Save Internal Use Only.
Download Forms
The Download Forms function allows users to view, download and/or print all forms and documents made available on the site by the State.
Accessing Download Forms
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Download Forms to display the screen.
Downloading or Viewing a Form
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Download Forms. The Download Forms screen displays a list of all available forms.
Select the Form ID of the form to download. If the form is a document, a gray dialog box appears.
Select Open to view the form or select Save to save the form to your computer.
Select the <Back button to return to the previous screen.
Claims
The Claims component allows Sponsors to submit monthly online reimbursement claim requests to the State, review claim rates, and review historical payment summaries.
About the Claims Process
A Sponsor submits a reimbursement claim to the State for every month in which one or more sites participates in the School Nutrition Programs. Sponsors may enter Sponsor and site information into the monthly claim form beginning at the first of every month. Sponsors have thirty days from the last day of the claim month/year to submit an original claim.
Claims cannot be created for a month if there is no approved Application Packet in effect for that period. At the time claims are submitted, they are checked by the system to ensure they conform to established business rules governing reimbursement claim eligibility and approval.
Claims Menu
Sponsors use the Claims Menu to access claim functions, view current claim rates, or view payment summaries.
Claim Dates
Various dates are used in the claims function.
Claim Entry SNP, SSO, or FFVP
The Claim Entry function is used to enter, modify, and view claims. The system provides the ability to submit claims at the Sponsor or site level. Original and upward adjusted claims cannot be submitted if the received date is more than 60 days from the last day of the claim month/year. To create a claim in any given month, an approved Application Packet must be in effect for the period.
Accessing a Claim Entry
On the blue menu bar, select Claims to access the menu screen.
From the Claims menu, select the type of claim you would like to enter (e.g. SNP, SSO, or FFVP). The Claim Year Summary screen displays.
If a Sponsor has already been selected, the Claim Year Summary screen displays.
If no Sponsor has been selected, use the Sponsor Search to search for and select a Sponsor.
Select the Claim Month to submit a claim. The Claim Month Details screen displays. The current school year is the default year if no other school year has been selected.
Claim Year Summary
The Claim Year Summary summarizes information regarding the claim for each claim month in the designated year:
Adj Number: identifies the number of revisions associated with the claim. Each revision must be re-processed by the state.
Claim Status: identifies the current status of the claim.
Date Received: identifies the date the system initially received the claim submission. The State has the authority to modify this date.
Date Processed: identifies the date the claim was included in the payment batch process.
Earned Amount: identifies the current value of the claim.
Claim Month Details
From the Claim Month Details screen, specific claim forms or a summary of the submitted claim can be accessed.
If the claim has been processed, the options are View (to view the completed claim form) or Summary (to view the calculated payment summary related to the claim).
If the claim has not been processed, the options are View (to view the completed claim form), Modify (to enter a new claim or modify an existing claim) or Summary (to view the calculated payment summary related to the claim).
Claim Site List
The Sponsor will first select Add Original Claim from the Claim Months Detail screen. The Claim Site List screen will display.
The Sponsor would use the Claim Site List screen to select the site whose claim to add, view, or modify.
Adding an Original Claim
Claims can be entered for each eligible month in the school year. Eligible months are determined based on an approved Application Packet and the designated application effective date (identified by the State in the Internal Use Only section of the Sponsor and Site applications).
From the Claims menu, select the type of claim you would like to enter (e.g., SNP, SSO or FFVP). The Claim Year Summary screen displays.
Select a Claim Month. The Claim Month Details screen displays.
Select Add Original Claim button. If the Sponsor is performing site-level claiming, the Claim Site List screen displays. Under Actions, select Add to the left of the Site Name to add an original claim. The Claim for Reimbursement screen displays.
Enter claim information for all enrolled programs. Only the programs identified in an approved Application Packet with the appropriate effective date will be available for data entry.
Select Save. The Claim Month Details screen displays.
Review the information.
To make a modification or correction to the claim, select the <Back button to return to the Claim for Reimbursement screen.
To submit the claim, check the Certification box and select the Submit for Payment button.
Modifying an Unprocessed Claim
Claims can be modified as many times as necessary until the claim has been submitted and processed by the State for payment distribution.
From the Claims menu, select the type of claim to view (e.g., SNP, SSO, or FFVP). The Claim Year Summary screen displays.
Select the applicable Claim Month. The Claim Month Details screen displays.
The Claim Site List screen displays. Under Actions, select Modify to the left of the Site Name you wish to view. The Site Claim Report screen displays.
Update claim information.
Select Save. The Claim Month Details screen displays.
Review the information.
To make a modification or correction to the claim, select the <Back button to return to the Claim for Reimbursement screen.
To submit the claim, check the Certification box and select the Submit for Payment button.
Revise a Processed Claim
Claim revision resulting in a downward adjustment may be submitted at any time. Claim revisions resulting in an upward adjustment may be submitted if the date of submission is within 30 days of the last day of the original claim month. Revised claims must be re-processed by the State regardless of their original status.
From the Claims menu, select the type of claim to enter (e.g., SNP, SSO or FFVP). The Claim Year Summary screen displays.
Select the applicable Claim Month. The Claim Month Details screen displays.
If the Sponsor is performing site-level claiming, the Claim Site List screen displays. Under Actions, select Revise to the left of the Site Name whose claim you wish to revise. The Site Claim Report screen displays.
Make any necessary changes to the claim.
Select Save. The Claim Month Details screen displays.
Review the information.
To submit the revised claim, check the Certification box and select the Submit for Payment button.
Viewing a Claim
From the Claims menu, select the type of claim to view (e.g., SNP, SSO, or FFVP).
Select the applicable Claim Month. The Claim Month Details screen displays.
If the Sponsor is performing Sponsor-level claiming, select View.
If the Sponsor is performing site-level claiming, the Claim Site List screen displays. Under Actions, select View to the left of the Site Name to view.
Viewing a Claim Summary
The Claim Summary allows the user to view a summary of the month’s claim in an easy-to-read or print format. No modifications can be made from this page.
From the Claims menu, select the type of claim to view (e.g., SNP, SSO, or FFVP).
Select the applicable Claim Month. The Claim Month Details screen displays.
If the Sponsor is performing Sponsor-level claiming, select Summary. The Claim for Reimbursement Summary screen displays.
If the Sponsor is performing site-level claiming, the Claim Site List screen displays. Under Actions, select View to the left of the Site Name to view. The Site Claim Report screen displays.
Select <Back to return to the previous screen.
Deleting a Claim
If the Sponsor has entered a claim in error and the claim has not been included in the batch payment process (i.e., the status of the claim is not “Accepted” or “Processed”), the claim can be deleted.
From the Claims menu, select the type of the claim to view (e.g., SNP or FFVP). The Claim Year Summary screen displays.
Select the applicable Claim Month to display the screen.
If the Sponsor is performing site-level claiming, the Claim Site List screen displays. Under Actions, select Modify to the left of the Site Name to view. The Claim for Reimbursement screen displays.
Select Delete in the Edit menu in the upper-right corner. The system transfers the user to the bottom of the screen and a warning message is displayed.
Select the Delete button at the bottom of the page. A confirmation message displays.
Select Finish.
Entering Internal Use Only Information for a Site-Level Claim
From the Claims menu, select the type of claim to review (e.g., SNP, SSO, or FFVP). The Claim Year Summary screen displays.
Select the applicable Claim Month to access the details screen.
Select Claim in the Claim Items column. The Claim Site List screen displays. Under Actions, select Modify to the left of the Site Name to view.
Select Internal Use Only from the top-right of the screen.
Enter information.
Select Save Internal Use Only to receive a confirmation.
Select <Edit to return to the Claim for Reimbursement screen or select Finish to return to the Claim Month Details screen.
Claim Rates
The system provides a screen to view claim for reimbursement rates by year. The rates displayed apply for the rate year defined at the top of the page. Meals are reimbursed based on the designated rate established by the USDA. Annually, the reimbursement rates are entered by authorized staff through the Claim Rate Maintenance screens in the Maintenance and Configuration module.
Accessing Claim Rates
From the Claims menu, select Claim Rates. The Claim Rates screen displays.
Use the <Back button to return to the Claims menu. The Claim Rates screen defaults to the designated school year identified at the top-right of the screen.
Payment Summary
The Payment Summary screen provides a list of all payment batch schedules processed for the Sponsor for the selected school year. Each schedule number and process date represent payments that have been scheduled. Payments from payment batches are grouped by program and sorted by date.
Accessing Payment Summary
From the Claims menu, select Payment Summary to access the list screen.
Use the <Back button to return to the Claims menu.
Viewing a Payment Summary
From the Claims menu, select Payment Summary to access the list screen.
Select a Payment Record to view. The Payment Summary information displays for all payments included in the Payment Batch.
Select the <Back button to return to the previous screen.
Reports
Standard Reports for the School Nutrition Programs are available to users through the Reports component.
About Reports
The Reports component of the SNP module enables users to run, view, and print reports containing data maintained within the program. The Report List contains all reports available within the SNP module. Once a user selects a particular report, the user may be prompted for additional parameter information.
Access to Reports is generally provided to authorized users to help review and manage statewide data. The Reports menu displays only reports to which the user has access.
Generating a Report
On the blue menu toolbar, select Reports. The Reports menu screen displays.
Select a report to generate. The respective report’s parameters screen will display.
Use the drop-down box to identify the report Group.
Reports
From this window, the user can:
View the report, page-by-page.
Change the zoom percentage of the displayed report.
Search the report using the “Find/Next” feature.
Select to export the report data (see next section).
Select to print the report or specific pages.
Exporting a Report
Once the report is generated, the user can export the report in a variety of formats including: .XML, .CSV, .PDF, and Microsoft Excel.
In the top menu bar of the generated report, select a format in the Select a format box. The Export link becomes active.
SelectExport.
The system will open a new window and display a pop-up confirmation asking if the user would like to open or save the file.
Select either the Open or Save option.
The desktop software will manage the opening or saving of the file.
Security
The Security menu option within the SNP module is the access point to the Change Password.
Reset User’s Password
The Reset User’s Password enables a user’s required password to be reset to login to the system.
Resetting a User’s Password
On the menu toolbar, select Security.
Select User Manager. The Search for User screen displays.
On the Search By drop-down list, select Last Name or User Name, enter all or part of the Name in the text box, and then Select Search or select All to display a list of all users. A list matching the search criteria displays.
Select a User to access the User Options menu.
Select Reset User’s Password. The Reset User's Password screen displays.
Enter the New Password.
Confirm the New Password.
Select Save. A confirmation screen displays.