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
Overcoming Early Challenges
• 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
Overcoming Early Challenges
• 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
Overcoming Early Challenges
• 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
Overcoming Early Challenges
• 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 and Implementation Strategy
• 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
Collaborative Effort
Training and Implementation Strategy
• 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
Training and Implementation Strategy
Sponsor
Informed
Compliant
Supported
Competent
Rewarded
Sustainable
Training and Implementation Strategy
New Meal Pattern
Menu Certification
Menu Worksheet
Training and Implementation Strategy
• Webinars
• Local Workshops
• Technical Assistance
Train 70%
• Technical Assistance
• Website
• Toolkits
Outreach 20%
• Administrative Reviews School Year 2013-14 10%
Training and Implementation Strategy
• 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
Training and Implementation Strategy
Data Management
Services
Technology Services
Child Nutrition Fiscal Services
School Nutrition Programs
Education Nutrition Policy
Field Services
Program Integrity Unit
Food Distribution Programs
Administration
Training and Implementation Strategy
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
Certification and Validation Process
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
Certification and Validation Process
Random Selection
Announced
Collaboration
• Online application
• Bi-Weekly
• Letter and call
• 2 weeks
• Site level
• Volunteer Sponsors
• USDA Tool
• Technical Assistance
Certification and Validation Process
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
Status Update and Plans for the Future
• 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
Status Update and Plans for the Future
• 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
Implementation of the New Meal Pattern-the California Story
Contact Information
Carol Chase Huegli
916-322-1566
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
Certification Process
• 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
Certification Documentation
• 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
Certification Documentation
• 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
Applications: Incomplete vs.
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
Applications: Incomplete vs.
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
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
Technical Assistance
• 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
Technical Assistance
• 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
SY 2012-13 Administrative Reviews
▫ 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
SY 2012-13 Administrative Reviews
▫ 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
SY 2013-14 Administrative Reviews
─ 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
SY 2013-14 Administrative Reviews
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
Implementation Funding
• 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
• Technical Assistance
• Certification activities
• Oversight activities
4
9
Implementation Funding
• 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
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
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
Certification Process
• 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
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
Overcoming Early Challenges
• 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
Overcoming Early Challenges
• 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
Overcoming Early Challenges
• 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
Overcoming Early Challenges
• 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 and Implementation Strategy
• 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
Collaborative Effort
Training and Implementation Strategy
• 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
Training and Implementation Strategy
Sponsor
Informed
Compliant
Supported
Competent
Rewarded
Sustainable
Training and Implementation Strategy
New Meal Pattern
Menu Certification
Menu Worksheet
Training and Implementation Strategy
• Webinars • Local Workshops • Technical
Assistance Train 70%
• Technical Assistance • Website • Toolkits
Outreach 20%
• Administrative Reviews School
Year 2013-14 10%
Training and Implementation Strategy
• 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
Training and Implementation Strategy
Data Management
Services
Technology Services
Child Nutrition Fiscal Services
School Nutrition Programs
Education Nutrition
Policy
Field Services
Program Integrity Unit
Food Distribution
Programs
Administration
Training and Implementation Strategy
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
Certification and Validation Process
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
Certification and Validation Process
Random Selection
Announced
Collaboration
• Online application • Bi-Weekly
• Letter and call • 2 weeks • Site level
• Volunteer Sponsors • USDA Tool • Technical Assistance
Certification and Validation Process
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
Status Update and Plans for the Future
• 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
Status Update and Plans for the Future
• 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
Implementation of the New Meal Pattern-the California Story
Contact Information
Carol Chase Huegli
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