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TIP: You can add this URL to your browser’s Favorites list or create a shortcut to the web site on your desktop for quicker access to the site. Refer to your browser or operating system help files for further information.
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Welcome to the user manual for the web-based Administrative Review sub-module. This sub-module is used to administer compliance reviews for the School Nutrition Programs (SNP). The Administrative Review sub-module is web-based and accessible via the SNP Compliance module. The purpose of this sub-module is to provide the ability for State staff to manage the review process, complete USDA-defined review forms, identify finding, and respond to SFA-submitted Corrective Action Documents (CADs). The sub-module also provides the ability for SFAs/Sponsors to complete the Off-site portion of the USDA-defined review forms, as well as submit their CADs.
The system is a user-friendly, web application that allows authorized users to participate in and manage the Administrative Review process. Key system features include:
§ A single integrated database to document all aspects of the review.
§ Automated population of form data based on application and claims data, when available.
§ The ability to save partially completed forms on-line, 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 compliance-specific maintenance function to allow States to manage how the system operates.
§ 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.
This user manual is intended for use by authorized state users that manage and conduct Administrative Reviews for the School Nutrition Programs (SNP). It is designed to provide a general understanding of how to use the system in an effective and efficient manner. This manual will provide:
§ A general explanation of each feature available.
§ Screen examples of web site pages and forms.
§ Step-by-step instructions for utilizing the web site features.
§ Tips and notes to enhance your understanding of the system.
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Before you can begin using the Administration Review software, you must be assigned a user ID and password that provides the required security rights. Once this setup is complete, you may use the Internet and your assigned user ID and password to access and log onto the web site.
You can access the system from any computer connected to the Internet by opening your Internet browser and entering the designated URL in the browser’s address line.
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TIP: You can add this URL to your browser’s Favorites list or create a shortcut to the web site on your desktop for quicker access to the site. Refer to your browser or operating system help files for further information. |
Security definition is managed by the State via the Security module. In most instances, two security groups are created:
§ Admin Review (State).
§ Admin Review (Sponsor).
The Admin Review (State) rights usually provide users within the security group overall access the Administrative Review module.
The Admin Review (Sponsor) rights, working in conjunction with the Compliance Review maintenance access definitions, usually provides external users within the security group access to the Off-site Assessment forms, Corrective Action Documents, Commendations, Notes to Sponsor, and Review Attachments. If the State has procured the Technical Assistance function, users are also provided access to this.
To log on
1. Access the system by typing the URL into the address line of your web browser.
2. Enter your assigned User ID.
3. Enter your Password.
4. Select Log On.
Note: If you do not have a User ID and Password, contact the Help Desk.
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TIP: The Password is case-sensitive, so be sure to use upper- and lower-case letters, if necessary. |
To change your password
If this is your first time logging on, the system will automatically require you to change your password.
1. Select a new password and enter it into the box provided.
2. Re-enter your new password for confirmation.
3. Select Save.
Note: Security configuration settings generally require a password ten (10) to twelve (12) characters in length. Please note that the password must be at least ten (10) characters in length.
The password must contain at least one number and one special character (e.g., !, ?, /). Passwords are case sensitive.
Once you are logged in and have selected a SFA, the top portion of the screen provides basic information about your location within the system and the selected SFA.
Item |
Description |
Program Name |
The selected program name appears in the gray area at the top of the page. |
Menu Items |
Menu items display on the blue menu bar at the top of the page. Selecting a menu item will take you to its menu page. Users may not have access to all menu items. If you are unable to select a particular menu item, you do not have the necessary security rights. Contact the Help Desk for assistance. |
Breadcrumb Trail |
The navigation, or breadcrumb trail, identifies your location within the web site. Selecting a specific portion of the trail will take you back to that particular screen. |
Year |
The selected program year displays on the right beneath the menu bar. Upon logging in, the system defaults to the most current active program year. The default program year is determined by the State via the Maintenance & Configuration > Program Year Maintenance screen. |
Logout |
The logout button displays in the menu bar. It is recommended to select Logout to properly exit the system. |
Note: For security reasons, the system will automatically log you out after twenty (20) minutes of inactivity.
Once you successfully log on, the Programs page is displayed. Actual access to specific modules is based on the user’s security rights.
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TIP: The Accounting, Maintenance and Configuration, and Security tiles are always gray because these are administrative modules that are available to only authorized State users. SFAs/Sponsors will not have access to these modules. Only select authorized State users will have access to these modules. |
The Administrative Review sub-module resides within the School Nutrition Program module, under Compliance.
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.
On some screens, the system is able to check for input errors as data is being entered. These are error checks that occur at the screen level (i.e., do not require information from the database to process) and are used to prevent “bad” data from being saved to the database. Such errors may include an invalid data entry (such as entering a 4-digit Zip Code), field is required, or a non-logical entry (e.g., entering a greater number of eligible than enrolled children).
If a form contains an input error, the screen either displays the error code and description in red at the top of the page 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 defined edit check requirement, guidelines or regulation. Once the user initiates a Validate or Save, the system will perform business rule edit checks after all input errors have been corrected.
The user may correct business rule errors immediately
or at another time. The entered data will not be lost. Generally,
the errors will display as a red circle with an exclamation point (i.e.,
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error icon). Hovering
over the error icon will display the error message. Business
rule edits do not prohibit the system from saving the data entered
on the screen.
Information for SFAs/Sponsors and sites is displayed based on the selected program year. Upon logging on to the system, the “active” program year is the default selection and displays in the top-right corner in the blue bar. In order to view information from a prior year, you will need to change the program year.
Note: A SFA will be unable to select a new year if they have not been granted the security right. Contact the Help Desk and request access to the Select Year security right if you think this you need the ability to see data from prior years.
To select a program year
1. Select Year on the blue menu bar at the top of the page. The Year Select screen displays.
2. Select the year.
Note: The selected year is indicated by <Selected.
3. Use the menu bar to return to your task in the program.
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TIP: The ability to view and/or modify a school year is controlled by the State’s system administrator via the Maintenance & Configuration > Program Year Maintenance screen. It is important to note that a school year may be set as “view only” to the SFAs/Sponsors and “modify” to authorized State users. |
For most system functions performed by the State, the user must search for and select a SFA using the Search function before beginning any task. When the Search screen displays, you can search for the SFA using all or part of the SFA ID, Name, or any other combination of parameters provided on this screen.
Note: If you are a user that is associated with only one SFA, you will be unable to access the Search screen. The system will always default to the SFA’s data.
To search for a SFA
1. On the menu bar, select Search. [If the Search screen is already displayed, begin at Step 2.] The Search screen displays.
2. Enter search parameters.
3. Select Search.
4. Select the SFA you wish to access.
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TIP: The SFA List displays based upon the search criteria entered. If no selections were made, the list displays all available SFAs/Sponsors with the designated status (default is “Active”). To display all SFAs/Sponsors, leave all search parameters blank and select Search. |
Note: Only users managing/supporting multiple SFAs/Sponsors will have access to the Search screen. Users will only see SFAs/Sponsors associated with their user account.
The search parameters follow a specific set of rules. These are described in the following table.
NOTE:
· If the type of search is identified as “includes”, the system will search for any SFA that includes the parameter in any portion of the selected field. For example, if the user entered “386” in the SFA ID parameter, the system will retrieve SFAs/Sponsors with SFA IDs of “00386” and “01386”.
· If the type of search is “exact match”, the system will search only for any SFA that exactly matches the parameter. For example, if the user selected “Collin” in the County parameter, the system will retrieve all SFAs/Sponsors associated with the county of Collin.
Note: Parameters on the Search screen vary by State.
Parameter |
Type of Search |
Search Features |
Agreement Number (Sponsor ID, CNIPS ID, etc.) |
“includes” |
§ If in combination with the SFA Name, the Agreement Number takes precedence § If in combination with any other parameter, all parameters are used to perform the search |
SFA Name |
“includes” |
§ If in combination with the Agreement Number, the Agreement Number takes precedence; this parameter is ignored § If in combination with any other parameter, all parameters are used to perform the search |
Headquarter Number Vendor Number FEIN |
“includes” |
§ If in combination with the Agreement Number, the search is performed using both the Agreement Number and this parameter § If in combination with any other parameter, all parameters are used to perform the search |
County Packet Status Field Service Rep Packet Assigned To Region Program Status |
“exact match” |
§ If in combination with the Agreement Number, the search is performed using both the Agreement Number and this parameter § If in combination with any other parameter, all parameters are used to perform the search |
Status |
“exact match” |
§ Required; defaults to “Active” § If in combination with any other parameter, all parameters are used to perform the search |
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This section of the manual provides information on how to navigate to and use the features associated with administering and managing Administrative Reviews, as well as Corrective Action Documents (CADs). Through the web-based SNP Compliance administration sub-module, authorized users can:
· Schedule and track reviews.
· Enter and maintain SFA contact information related to the review.
· Identify sites to be included in the review.
· Complete the USDA Off-site and On-site Assessment review forms.
· Complete the USDA worksheets and tools.
· Manage the requirement for and submission of CADs.
· Enter technical assistance information.
· Enter notes for SFAs/Sponsors to view.
· Enter internal notes that are viewable only by State users.
· Manage attachments within the system.
For some States, there are additional, optional features within the Administrative Review module:
· Team Review tracking.
· Time tracking.
· Correspondence tracking.
· Performing bulk scheduling of reviews.
· Performing bulk review assignments.
· Allowing the uploading of student eligibility information for use in the SFA-2.
· Tooltips and standard comments maintenance.
· Statewide Review Dashboard.
From within the SNP module, authorized users would access the Compliance administration sub-module. From the SNP Reviews screen, the user can either add a new Administrative Review or open an existing Administrative Review to view or modify.
Once a new review has been set up in the system, the user is transferred to the Review Dashboard for a summary of the review and a launching point to all available review-specific functions.
To access the School Nutrition Program Compliance Menu
1. Log on to the system web site.
2. On the Programs screen, select School Nutrition Programs.
Note: If a user only has access to the School Nutrition Programs module, the Programs screen is not displayed.
3. The School Nutrition Programs home page displays.
4. On the blue menu bar, select Compliance. The Compliance menu screen displays.
Under the Compliance module, the Review Tracking menu item provides access to all SNP-related reviews maintained within the system for the selected SFA. Selecting the Review Tracking menu item will display the selected SFA’s list of SNP Reviews. Most of this information is retrieved from the Review Information screen.
Note: Available menu items are based on features procured by the State, in combination with security settings.
Note: If a State user has not already selected a SFA, upon selecting the Review Tracking menu item the system will take you to the Search screen to select a SFA.
If the State has performed CRE reviews within the system, the CRE reviews are also listed on the SNP Review List screen but are not accessible. The user can access these reviews via the Historical Reviews menu item on the SNP Compliance menu.
Note: Within the Administrative Review module, an Administrative Review cannot be accessed (i.e., a Details link will not appear) if the program year is not open in the system.
USDA has changed the SNP review schedule from five years to three years. The State would schedule a new Administrative Review via the Review Information screen. Once a review is closed by the State (i.e., the Review Status on the Review Information screen is set to “Closed”), the system will automatically schedule the next review in three years, based on the Review Period of the closed review (e.g., if a 2013-14 review is closed in January 2014, the system will automatically schedule the next review for 2016-17).
To add (schedule) a new review
1. Search for and select a SFA, if applicable.
2. Select Review Tracking from the Compliance menu.
3. Select Add New Review link. The Review Information screen displays.
4. Complete the Review Information screen. The following fields are required to schedule a review:
o Review Type
o Review Form Set
Note: The State must identify the date when the review process has commenced in the Scheduled Date field in order to advance the Review Progress bar (on the Review Dashboard) to “Scheduled”.
The Scheduled Date is when the Administrative Review process is scheduled to commence. This is usually the date when the Off-site process (or preparation for the Off-site process) is scheduled to begin.
5. Select Save.
Note: If a Reviewer’s name does not appear in the Lead Reviewer dropdown list, contact your State Administrator. This dropdown list is controlled by the State via the Maintenance and Configuration > Rep & Consultant User Maintenance screen.
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TIP: The Review Period are used on several forms and worksheets. This should be completed on the Review Information screen once the data is available. |
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TIP: Selecting the Expand link provides additional information regarding the review including Entrance Date, Exit Date and CAD Due Date. Selecting the Collapse link will return to the default view display. |
Note: When a new review is saved, the system will automatically assign it a Review ID. This is a unique identifier for the review that can be used to cross-reference follow-up reviews with original reviews on the Review Tracking screen.
The Review Dashboard serves as the launching point for all information pertaining to the review including:
· Updating review contact information.
· Identifying sites to review.
· Completing USDA forms, worksheets, and tools.
· Managing findings and Corrective Action Documents (CADs).
· Entering Technical Assistance, Notes, and Commendations.
The Review Progress bar at the top of the dashboard enables you to view the stage of the review at-a-glance. You must complete each stage sequentially in order to progress sequentially through the review process.
To access the Review Dashboard
1. If a SFA has not already been selected, search for and select a SFA using the Search screen.
2. On the blue menu bar, select Compliance. The Compliance menu screen displays.
3. Select Review Tracking from the Compliance menu. The SNP Reviews list screen displays.
4. Select the Details link for the desired review. The SFA’s Review Dashboard screen is displayed.
Note: Menu items and links on the Review Dashboard are driven by what features the State has procured, as well as by the Security module and the Compliance Review maintenance function. Contact the Help Desk if you are not being provided access to a specific function.
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TIP: When applicable, a number in parenthesis is displayed after a menu item. This indicates the respective count of the associated items (e.g., a “(1)” next to Site Dashboard indicates that one (1) site has been selected for review). |
The Review Tracking screen contains general administrative information about the review. This screen is:
· The first screen completed to schedule a review.
· Used by the State throughout the review process to track key dates, etc.
· The last screen completed to close a review.
Some Review Information is pre-populated based upon the SFA Profile, SFA Application, and/or Site Applications. Furthermore, there is data entered on this screen that drives the status of the Review Progress Bar, SFA access to the Off-site review forms, and SFA access to the Corrective Action documents.
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TIP: The Review Information screen has several overall review-tracking fields. These are completed over the “life of the review”. |
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TIP: The default Review Status is “Open”. When the Review Status is changed by the State to “Closed”, the system will automatically schedule the next review in three (3) years. If the review was created, but the State will not be performing the review after all, the State can change the Review Status to Re-scheduled (i.e., the review will be scheduled in another Review Year), Withdrawn (i.e., the review is no longer applicable because the SFA is no longer an active program participant) or “Not Completed” (i.e., the review was started but has been placed on hold and is not going to be completed at this time). |
The following table provides more information on key fields on the Review Information screen.
Field |
Function |
Review Period |
This defines the review period for the SFA review. Data in this field populates many review worksheets including the SFA-1, SFA-1A, FA-1, FA-2, and FA-3. |
Lead Reviewer |
This is the primary State contact for the review. Displays on the SNP Review screen, as well as on most reports. |
Alternate Provisions |
This field is pre-populated by the system if any of the SFA sites are participating in a provisional alternative, as indicated on the Site Application. |
Scheduled Date |
The Scheduled Date is when the Administrative Review process is scheduled to commence. This is usually the date when the Off-site process (or preparation for the Off-site process) is scheduled to begin.
Triggers Progress Bar progression (Scheduled) on Review Dashboard when Scheduled Date is entered on the Review Information screen (i.e., Scheduled Date is not blank). |
SFA Access to Off-site |
Date range enables SFA users to update the Off-site forms during the Start and End Dates entered only. If outside of this date range, the Off-site forms are view-only for SFAs/Sponsors. NOTE: This works in conjunction with the Off-site forms that are identified as accessible to SFAs/Sponsors as defined by the State via the Maintenance and Configuration > Compliance Review maintenance screen, as well as with the security rights defined for the SFA Security group. |
Entrance Date |
Date when the State went on-site and conducted the Entrance conference. Displays on the SNP Review screen, as well as on several reports. |
Exit Date |
Date when the State conducted the on-site Exit interview. Displays on the SNP Review screen, as well as on several reports. |
SFA Access to CAD |
Date range enables SFA users to update the CAD forms during the Start and End Dates entered only. If outside of this date range, the CAD forms are view-only for SFAs/Sponsors. NOTE: This works in conjunction with the security rights defined for the SFA Security group. |
Closed Date |
Triggers Progress Bar progression (Closed) on Review Dashboard when status is “Closed”. Automatically populated with the system date when the State closed the review (i.e., sets Review Status to “Closed”). |
Status: Off-site |
Triggers Progress Bar progression (Off-site) on Review Dashboard when set to "Completed". |
Status: On-site |
Triggers Progress Bar progression (On-site) on Review Dashboard when set to "Completed". |
Status: CAD |
Triggers Progress Bar progression (CAD) on Review Dashboard when set to "Completed" and no open CADs exist. |
To view or modify Review Information
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select the View or Modify link next to Review Information.
5. Enter available data into the screen.
6. Select Save.
Note: The SFA Access to Off-Site and SFA Access to CAD dates determine when the SFA will be able to access these forms. The SFA user will not be able to modify information if they are trying to access the sections outside of the date range indicated.
Which Off-site forms can be accessed by the SFA is controlled by the State via the Maintenance and Configuration > Compliance Maintenance screen.
NOTE: This works in conjunction with the security rights defined for the SFA Security group.
Note: The Review Status must be set to “Closed” in order for the system to automatically flag the SFA for their next scheduled review. When the review is closed, the system will automatically schedule the next review for three (3) years from the Review Year (not the closed date).
The SFA Information screen contains general contact information.
To view or modify SFA Contact Information
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select Details for the desired review. The Review Dashboard displays.
4. Select View or Modify next to SFA Contact Information. The SFA Contact Information screen displays.
5. Either identify that the Review Contact is the same as an existing SFA contact already identified on the application by checking the respective box, OR enter the Review Contact information if not an existing contact.
6. Select Save.
Note: SFA official contact information displays from the SFA’s SNP application. If the information is not correct, the SNP Application must be updated and re-submitted.
The State can identify and select which sites to include in the Administrative Review using the Site Dashboard. The site selection process must occur prior to the commencement of the Off-site process in order to ensure that the proper forms are completed during the Off-site process (e.g., Meal Pattern Compliance Risk assessment must be completed for each site selected).
The Site Dashboard displays detailed information to help the State determine which sites to select, including displaying the minimum number of sites to review per USDA guidance. Refer to the USDA Administrative Review Guidance Manual for additional site selection procedure information.
Note: The Risk column in the table and Highest Meal Compliance Risk Score are determined based on the values calculated in the Meal Compliance Risk Assessment Tool for each selected site.
This information will display on the Site Dashboard ONLY after the State has completed the respective site’s Meal Compliance Risk Assessment.
Note: If the system has information regarding when the last CRE or Administrative Review was completed for the selected site, the date of the last review will display in the Last Review column.
To select Sites for the review
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select Details for the desired review. The Review Dashboard displays.
4. Select Detail next to the Site Dashboard option. The Site Dashboard displays.
5. Select Select Sites.
Note: Selection Criteria # Free of Children Approved and# Free Lunches Claimed is pre-populated based on the October claim. If no October claim is in the system, the system will continue back month-by-month for the Review Period until it locates a completed claim in the Review Year (e.g., looks for September claim, then August claim, etc.,).
Note: If a site meets the site selection specifications defined in the USDA guidance, the system will highlight the row in yellow. If the State selects this site, they can choose a Selection Reason of “Matched Selection Criteria”.
6. Check the checkbox(es) next to the sites to include for this meal type review.
Note: Only sites approved to serve the respective meal (per the SNP Site Application) can actually be selected for a meal review (e.g., if the site is approved to only serve Lunch, the Breakfast checkbox is disabled and cannot be selected).
7. If Lunch was selected, the Site Selection Reason pop-up displays and a selection reason must be selected. The Selection Reason dropdown includes the USDA-defined reasons as well as “Matched Selection Criteria”. If the user selects “Other”, a Comment must be entered. No comment is required if the User selected a USDA-defined reason.
Note: No Selection Reason is required for Breakfast or SSO.
Note: Select Export to Excel to export the site information displayed on the screen into Microsoft Excel.
To change screen display on Site Selection Details screen
The Site Selection Details screen provides three views of data: 1) All, 2) Criteria, or 3) Detail. The default display is “All”.
· All: Displays all columns of data for each site.
· Criteria: Displays columns containing data related to the USDA selection criteria (e.g., number of operating days, number of free children approved/claimed/ADP, percentage of free participation and selection reason).
· Detail: Displays columns containing only general site detail information (e.g., programs served, meals served, eligible children, grades, etc.
See the following examples.
The Review Forms function is accessed from the Review Dashboard. It contains the USDA-published forms. In addition, some States may have State-specific forms.
These forms are categorized into the following sections:
Section |
Form Types |
Off-site Assessment |
· SFA Forms · Site Forms (available for each selected site) Note: A State may also have State-specific State forms |
On-site Assessment
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· SFA Forms · Site Forms (available for each selected sites) Note: A State may also have State-specific State forms |
Fiscal Worksheets
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· SFA Forms o SFA-1 o SFA-2 o SFA-3 o SFA-1A (Provisional) o SFA-2A (Provisional) o SFA-3A (Provisional – Community Eligibility Provision) · Sites o S-1 o S-2 o FA-1 (Standard) o FA-2 (Standard and Provisional) o FA-3 (Standard and Provisional) o FA-4 |
The Off-site and On-site review forms contain additional features that are displayed via icons on the form screens. Refer to the following table for a description of these icons
Icon |
Function |
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Technical Assistance Clicking this icon will display the Technical Assistance pop-up. The State can enter technical assistance provided to the SFA related to the specific question and the SFA can view the information. Upon saving, the entered Technical Assistance information is also stored within the Technical Assistance function accessible from the Review Dashboard. Note: Technical Assistance can also be entered via the Technical Assistance menu item on the Review Dashboard. This can be used when the state is providing general Technical Assistance for an area that is not question-specific. |
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Error This icon indicates that a question is in is error. The error process is initiated once a user selects the Validate button at the bottom of the Off-site/On-site form page. The form will remain in an error status until all required questions have been answered. Hovering over the icon will display the error message. |
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State Comment Clicking this icon will display the State Comment pop-up. The State can enter specific comments related to the corresponding question. The State controls whether these comments are viewable by the SFA via the Maintenance and Configuration > Compliance Maintenance screen. If the State does not want the SFA to view the State Comments (i.e., the State uses this features for internal comments and reminders), the State must set the appropriate flag on the Compliance Review maintenance screen. |
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Tool Tip Hovering over the icon will briefly display additional information that may aid in answering the review question. The user can also click the icon to display the information in a popup. |
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Attachment Clicking this icon will display the Attachments pop-up window. Select this icon beside the corresponding question to upload a file as an attachment. There is a 15MB size limit to uploaded files. |
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Finding This icon is available only on the On-site forms and therefore is viewable only to State users. Select the icon to enter a Finding. All findings are displayed in the Corrective Action Documents screens. Note: Answer responses in red indicate that if that answer is selected, the State should consider identifying a finding that requires corrective action. This is at the discretion of the State Reviewer; the system will not automatically generate a finding when a red answer is selected. |
To access the Review Forms (SFA-level)
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
Note:
The system groups the forms by type. You can expand or collapse
the forms list by selecting the _(2)_files/image020.jpg){kind=small}
or _(2)_files/image022.jpg){kind=small}
icons for easier
viewing.
Note: If your state procured the Team Review function, a column next to each form is displayed where you can associate a State Reviewer to a specific form and/or to a Site. This dropdown list is controlled by the State via the Maintenance and Configuration > Rep & Consultant User Maintenance screen.
To apply the same Reviewer to all forms, simply select the Reviewer Name at the highest level (e.g., SFA Forms).
To access the Review Forms (Site-level)
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
5. Select Detail next to the Site to see the respective Site-level forms. Note, only sites selected via the Site Selection screen would be displayed on the Review Forms screen.
Note:
The system groups the forms by type. You can expand or collapse
the form list by selecting the or icons for easier
viewing.
To update the Internal Use Only section
Each Off-site and On-site form has an Internal User Only section that is only viewable to State users. In this section, the State can:
- Enter internal comments regarding this form (i.e., comments are viewable to only State users via the Internal Use Only section).
- Enter comments to the SFA regarding this form that are viewable to the Sponsor at the top of the form.
- Manage the form’s status.
Some form statuses are automatically set by the system; other form statuses are manually set by the State. The following table provides information regarding the form’s Status field in the Internal Use Only section.
Status |
Description |
Not Started |
Default status set by the system if the user has accessed the screen and did not enter any information. |
Not Applicable |
Available for State users to identify forms that are not applicable to a specific review and/or site. The State user may choose to enter a comment in the Internal Comments field to designate why this form will not be completed for this review. |
Incomplete |
Default status set by the system if the user has accessed the screen, had NOT completed all required questions, and had NOT selected for the system to validate the data entered (i.e., Validate button was not selected). |
Error |
Default status set by the system if errors exist on the screen (e.g., the user has accessed the screen, answered some of the required questions, and had selected for the system to validate the data entered). |
Pending Review |
Default status set by the system if the user has accessed the screen, all required fields have been completed, and no errors exist on the screen. |
Reviewed |
Optionally used. Manually set by a State user. Some States may use this status if they have their Lead Reviewer approve all completed forms. The Reviewer would set the status of the form to “Reviewed”; the Lead Reviewer would set the status of the form to “Completed”. |
Completed |
Manually set by the State. Signifies that the form has been designated as “completed” (i.e., no further action required by the SFA or State). Some States may use this if they have a Reviewer set the status to “Reviewed” and a Lead Reviewer review each form and would like to set the status to “Completed” to signify that this second-level of review was performed. |
Note: The system does not limit the State’s access to the status values. This allows for each State to define how they will internally use the Status field on each form.
The Off-site Assessment portion of the Administrative Review enables the SFA and State to collaboratively complete USDA-designated review forms prior to going on-site. The State may complete all components of the off-site forms or it may grant SFA users access to complete specific form groups. This is determined by State policy and managed by the State via Security rights and configuration on the Compliance Maintenance screen.
Note: The right margin of each Off-site Assessment form will have a blue vertical line. The blue line indicates that the question is part of the Off-site Assessment.
The following forms are part of the Off-site Assessment:
SFA Forms
· 100 – Certification and Benefit Issuance
· 200 – Verification
· 300 – Meal Counting and Claiming
· 600 – Dietary Specifications and Nutrient Analysis
· 700 – Resource Management
· 800 – Civil Rights
· 900 – SFA On-site Monitoring
· 1000 – Local School Wellness Policy
· 1600 – School Breakfast and Summer Food Service Program Outreach
· 2100 – Special Provision Options
· Resource Management Comprehensive Review Form
Note: State-specific forms may be included in the Off-site Assessment. Follow the instructions for completing/reviewing Off-site SFA, as the functionality is the same.
Site Forms
Note: The following Site Worksheets display for each site/meal selected on the Site Dashboard.
· Meal Compliance Risk Assessment Tool
· Dietary Specifications Assessment Tool – Breakfast
· Dietary Specifications Assessment Tool – Lunch
· Meal Component and Quantities - Breakfast
· Meal Component and Quantities - Lunch
Note: The State can choose as to whether they would like the SFA to upload menu information into the software via the “Meal Component and Quantities - …” screen.
The Off-site SFA-level forms provided by the USDA are usually completed prior to the on-site visit and completion of the On-site forms. The State may allow SFAs/Sponsors to assist in completing the forms, if desired.
To complete the Off-site Assessment forms
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
5. Select Modify for the desired Off-site Assessment form.
6. Complete all review questions.
o To
record Technical Assistance that was provided, select _(2)_files/image023.jpg){kind=small}
and
the Technical Assistance pop-up screen displays for identifying type of
assistance given.
o To
view additional information, select _(2)_files/image024.jpg){kind=small}
and the tool
tip pop-up will display.
o To
supplement a response with an attachment, select _(2)_files/image025.jpg){kind=small}
to
upload an attachment.
o To
enter a State comment, select _(2)_files/image026.jpg){kind=small}
and
enter the comment text.
7. Select Validate to save the form and check for errors.
If the form contains errors (e.g., a required question was not answered), an error message displays and the form was saved with an Error status.
8. Select
<Edit to return to the form. Questions with errors display with
a red indicator (_(2)_files/image027.jpg){kind=small}
) beside
the question number. Otherwise, select Finish to save the data entered
and return to the Review Forms screen.
9. Correct any errors and select Validate. Once the form has been saved without errors, the status changes to “Pending Review.”
To review the Off-site Assessment forms
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
5. Select Modify for the desired review form.
6. Review the information on the form.
7. In the Internal Use Only section, select the “Reviewed” or “Completed” status (as applicable for your State) from the dropdown list.
8. Enter any Internal Comments (viewable by State users only).
9. Enter any Comments to SFA (viewable by State and SFA users).
10. Select Validate.
Note: If a form is not applicable to a specific SFA and/or Review, the State can choose “Not Applicable” as the form Status so that is displays as such on the Review Forms screen.
The Sites section of the Off-site Assessment consists of the Meal Compliance Risk Assessment Tool and the Dietary Specifications Tools by Breakfast and Lunch.
Meal Compliance Risk Assessment Tool
Per the USDA Guidance Manual, the State must complete the form under the Meal Compliance Risk Assessment Tool for each selected school. The Meal Compliance Risk Assessment evaluates error-prone areas and provides risk scores. The State must work with the SFA to obtain current data.
The selected site with the highest Meal Compliance Risk Assessment score must undergo a more in-depth meal review (i.e., “Targeted Menu Review”). Refer to the USDA Administrative Review Guidance Manual for additional meal compliance assessment information.
Note: The Meal Compliance Risk Assessment score is populated on the Site Dashboard. The site(s) with the highest score is identified at the top of the Site Dashboard screen, as well as in question 600 of the “600 - Dietary Specifications and Nutrition Analysis” form group.
If multiple sites have the “highest score”, the system will identify this on the Site Dashboard screen, as well as display all the related sites in question 600 of the “600 - Dietary Specifications and Nutrition Analysis” form group. The State would select the appropriate site for further review and remove the non-applicable sites form question 600.
To use the Meal Compliance Risk Assessment Tool by site
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail link next to Review Forms option. The Review Forms screen displays.
5. Select Modify for the desired Site.
6. Select Modify for the Meal Compliance Risk Assessment Tool.
7. Complete questions. For each question answered, risk points display in yellow.
8. Select Validate. The total Risk Score displays at the top and bottom of the screen.
To review the Meal Compliance Risk Assessment Tool
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
5. Select Modify for the desired Site.
6. Select Modify for the Meal Compliance Risk Assessment Tool.
7. In the Internal Use Only section, select the “Reviewed” or “Completed” status (as applicable for your State) from the dropdown list.
8. Enter any Internal Comments (viewable by State users only).
9. Enter any Comments to SFA (viewable by State and SFA users).
10. Select Validate.
Dietary Specifications Assessment Tool
The State may need to complete the Dietary Specifications Assessment Tool for Lunch and/or Breakfast for a Targeted Menu Review. Per the USDA Guidance Manual, “… the Dietary Specifications Assessment Tool requires analysis of the dietary specifications and enables the State to further examine the school’s compliance with the meal pattern requirements for SBP and NSLP. Responses to the Off-site portion of the Dietary Specifications Assessment Tool determine if the school selected is low-risk or high-risk.” The reference time period is a typical week during the current school year.
All questions answered in the Dietary Specifications Assessment during the Off-site assessment must also be validated during the On-site assessment in order to confirm the risk level and provide technical assistance or perform a nutrient analysis, as appropriate. Refer to the USDA Administrative Review Guidance Manual for additional Dietary Specifications Assessment information.
Note: The Dietary Specifications Assessment is subjective and requires application of a State’s “best judgment” (per USDA). Therefore, it is strongly recommended that the same Reviewer completes the Off-site AND On-site portion of the assessment Meal Compliance Risk Assessment in order to ensure consistency in responses.
Note: The Dietary Specifications Assessment risk level is populated in question 602 of the “600 - Dietary Specifications and Nutrition Analysis” form group if Option 1 (Complete the Dietary Specifications Assessment Tool) was selected in question 601.
To use the Dietary Specifications Assessment Tool
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
5. Select Modify for the desired Site.
6. Select Modify for the Dietary Specifications Assessment Tool – Breakfast or Dietary Specifications Assessment Tool – Lunch.
7. Complete questions.
8. Select Validate.
Note: The Dietary Specifications Assessment is completed when a Site serves Lunch only or Lunch and Breakfast. The form is not completed for Breakfast-only sites.
The final risk level is determined by the system ONLY when the Lunch form is completed because the risk level is based on both Breakfast and Lunch risk points, when both meals are served. The final risk level is displayed ONLY on the Lunch form for this purpose.
Note: Once the Dietary Specifications Assessment is completed, the system will automatically determine if the site is at risk for dietary specification violations and places the targeted menu review site in one of two categories: High Risk or Low Risk.
If the site is High Risk, a nutrient analysis is required. If determined Low Risk, a nutrient analysis may not be required. In all instances, a subsequent completion of the form while On-site is required to validate the level of risk and provide the necessary assistance.
To review the Dietary Specifications Assessment Tool
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
5. Select Modify for the desired Site.
6. Select Modify for the Dietary Specifications Assessment Tool – Breakfast or Dietary Specifications Assessment Tool – Lunch.
7. In the Internal Use Only section, select the “Reviewed” or “Completed” status (as applicable for your State) from the dropdown list.
8. Enter any Internal Comments (viewable by State users only).
9. Enter any Comments to SFA (viewable by State and SFA users).
10. Select Validate.
Meal Component and Quantities
As part of a site’s review, the State may be required to review supplemental meal component and quantities information. These submissions can be attached to the review under the Site’s Meal Component and Quantities form for Lunch and/or Breakfast for a selected site.
Note:
If Option 1 is selected for the targeted menu review method, at least one week of menu documentation from the review period must be reviewed.
If Option 2 is selected for the targeted menu review method, the nutrient analysis for at least one week from the review period, and corresponding backup, must be reviewed.
To use the Meal Component and Quantities
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
5. Select Modify for the desired Site.
6. Select Modify for the Meal Component and Quantities – Breakfast or Meal Component and Quantities – Lunch.
7. Add attachments, if applicable. There is a 15MB size limit to uploaded files.
8. Select Validate.
To review the Meal Component and Quantities
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
5. Select Modify for the desired Site.
6. Select Modify for the Meal Component and Quantities – Breakfast or Meal Component and Quantities – Lunch.
7. In the Internal Use Only section, select “Reviewed” from the dropdown list. Enter any Internal Comments (viewable by State users only).
8. Enter any Comments to SFA (viewable by State and SFA users).
9. Select Validate.
The On-site Assessment forms contain both the Off-site Assessment questions and the On-site Assessment questions. If the Off-site Assessment was completed prior to the site visit, this portion of the screen will be pre-populated with the answers entered into the system during the off-site process. This is structured this way because the answers provided to the Off-site questions must be validated during the site visit. This also preserves the original Off-site answers in the event that the State needs to make changes to the answers.
In addition, the USDA On-site Assessment questions are provided on the On-site forms for completion by the State during the site visit.
Note: The right margin of each On-site Assessment form will have either a blue or green vertical line.
The blue line indicates that the question is part of the Off-site Assessment.
The green line indicates that the question is part of the On-site Assessment.
The following forms are part of the On-site Assessment:
SFA Forms
· Statistical Sample Generator
· 100 – Certification and Benefit Issuance
· 200 – Verification
· 300 – Meal Counting and Claiming
· 600 – Dietary Specifications and Nutrition Analysis
· 700 – Resource Management
· 800 – Civil Rights
· 900 – SFA On-site Monitoring
· 1000 – Local School Wellness Policy
· 1400 – Food Safety
· 1500 – Record and Recordkeeping
· 1600 – School Breakfast and Summer Food Service Program Outreach
· 2100 – Special Provision Options
· Other Federal Programs
· SFAs Contracting with FSMCs Review Form
Note: State-specific forms may be included in the On-site Assessment. Follow the instructions for completing/reviewing Off-site SFA, as the general functionality is the same.
Site Forms
Note: The following Site-level forms display for each site selected on the Site Dashboard.
· 300 - Meal Counting and Claiming - Breakfast
· 300 - Meal Counting and Claiming - Lunch
· 400 - Meal Components and Quantities - Breakfast
· 400 - Meal Components and Quantities - Lunch
· 500 – Offer versus Serve
· 600 - Dietary Specifications and Nutrient Analysis
· 800 – Civil Rights
· 1100 – Competitive Foods
· 1200 – School Meal Environment Report Card
· 1300 – Water
· 1400 – Food Safety
· 1500 – Reporting and Recordkeeping
· 1700 – Afterschool Snack
· 1800 – Seamless Summer Option (SSO)
· 1900 – Fresh Fruit and Vegetable Program (FFVP)
· 2000 – Special Milk Program (SMP)
· Meal Compliance Risk Assessment Tool
· Dietary Specifications Assessment Tool – Breakfast
· Dietary Specifications Assessment Tool – Lunch
· Nutrient Analysis & Validation Checklist (Day of Review Menu)
· Nutrient Analysis & Validation Checklist
Note: State-specific forms may be included in the Off-site Assessment. Follow the instructions for completing/reviewing Off-site SFA, as the general functionality is the same.
The On-site SFA forms are a set of forms provided by the USDA to be completed by the State during the site visit. In addition, State-specific forms may also be completed by the State.
To calculate sample criteria using the Statistical Sample Generator
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select Detail next to the Review Forms option.
4. Select the Details link for the desired review. The Review Dashboard displays.
5. Select Modify next to the Statistical Sample Generator option.
6. Under the Calculator section, enter the number of free and reduced-price eligible students.
7. Select Calculate. The system will automatically calculate the number of students that must be reviewed, the random starting point, and the review interval.
|
TIP: The State can click the Calculate button multiple times to change the Random Starting Point. |
8. Once the State determines the Samples data (i.e., including the Random Starting Point), select “Yes” for the “Is this the final calculated sample to be used in this review?”.
Note: The State selects whether 95% or 99% will be used on the On-site Assessment Form 100 – Certification and Benefit Issuance via question 126.
To complete the SFA-level Assessment forms
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option.
5. Select Modify for the desired On-site Assessment form.
6. Perform a review of all information displayed in the Off-site Assessment section. This information displays the data entered during the off-site portion of the review. Any necessary modifications may be made.
7. Complete each review question in the On-site Assessment section.
o To
record Technical Assistance that was provided, select and
the Technical Assistance pop-up screen displays for identifying type of
assistance given.
o To
view additional information, select and the tool
tip pop-up will display.
o To
supplement a response with an attachment, select to
upload an attachment.
o To
enter a State comment, select _(2)_files/image029.jpg){kind=small}
and
enter the comment text.
o To
enter a finding, select _(2)_files/image030.jpg){kind=small}
and
the Edit Finding pop-up screen displays for describing the finding. This
information will be displayed on the system’s Corrective Action Documents
screen for the SFA to respond.
Note: Answer responses that display in red indicate that the State may want to cite the SFA by entering a Finding. Select the icon to enter a Finding. All findings that require action are displayed in the Corrective Action Documents screen.
Answer responses displayed in red indicate that if that answer is selected, the State should consider identifying a finding that requires corrective action. This is at the discretion of the State Reviewer; the system will not automatically generate a finding when a red answer is selected.
8. Select Validate to save the form and check for errors.
9. If the form contains errors (e.g., a required question was not answered), an error message displays and the form was saved with an Error status.
10. Select
<Edit to return to the form. Questions with errors display with
a red indicator (_(2)_files/image031.jpg){kind=small}
) beside
the question number.
11. Correct any errors and select Validate. Once the form has been saved without errors, the status changes to “Pending Review.”
Note: Changing or adding information to the Off-site answers within the On-site Assessment form will not change the original answers completed in the Off-site Assessment form.
To finalize the SFA-level On-site Assessment forms
Note: If a State chooses to have the Lead Reviewer review and finalize a review completed by a State Reviewer, the steps in this section should be followed.
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
5. Select Modify for the desired On-site Assessment form.
6. Review all information displayed in the Off-site Assessment section.
7. Review all information displayed in the On-site Assessment section.
8. In the Internal Use Only section, select the “Completed” status
9. Enter any Internal Comments (viewable by State users only).
10. Select Validate.
The On-site Site-level forms are a set of forms provided by the USDA to be completed by the State during the site visit. In addition, State-specific forms may also be completed by the State.
To complete the Site-level On-site Assessment forms
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
5. Select Detail for the desired site. The Site Review Forms screen displays.
6. Select Modify for the desired On-site Assessment form.
7. If applicable, perform a review of all information displayed in the Off-site Assessment section. This information displays the data entered during the off-site portion of the review. Any necessary modifications may be made.
8. In the On-site Assessment section, complete all review questions.
o If
Technical Assistance was provided, select and
detail the type of assistance given.
o For
additional information, select _(2)_files/image032.jpg){kind=small}
to
view the tool tip.
o To
enter a State comment, select _(2)_files/image033.jpg){kind=small}
and
enter the comment text.
o To
enter a finding, select and
the Edit Finding pop-up screen displays for describing the finding. This
information will be displayed on the system’s Corrective Action Documents
screen for the SFA to respond.
Note: Answer responses that display in red indicate that the State may want to cite the SFA by entering a Finding. Select the icon to enter a Finding. All findings that require action are displayed in the Corrective Action Documents screen.
Answer responses in red indicate that if that answer is selected, the State should consider identifying a finding that requires corrective action. This is at the discretion of the State Reviewer; the system will not automatically generate a finding when a red answer is selected.
9. Select Validate to save the form and check for errors.
10. If the form contains errors (e.g., a required question was not answered), an error message displays and the form was saved with an Error status.
11. Select
<Edit to return to the form. Questions with errors display with
a red indicator () beside
the question number.
12. Correct any errors and select Validate. Once the form has been saved without errors, the status changes to “Pending Review.”
To finalize the Site-level On-site Assessment forms
Note: If a State chooses to have the Lead Reviewer review and finalize a review completed by a State Reviewer, the steps in this section should be followed.
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
5. Select Modify for the desired On-site Assessment form.
6. Review all information displayed in the Off-site Assessment section.
7. Review all information displayed in the On-site Assessment section.
8. In the Internal Use Only section, select the “Completed” status
9. Enter any Internal Comments (viewable by State users only).
10. Select Validate.
The Fiscal Worksheets component of the Administrative Review enables State users to access and complete the following function/forms:
· SFA Forms
o SFA-1
o SFA-2
o SFA-3
o SFA-1A (Provisional)
o SFA-2A (Provisional)
o SFA-3A (Provisional – Community Eligibility Provision)
· Site Forms
o S-1
o S-2
o FA-1 (Standard)
o FA-2 (Standard and Provisional)
o FA-3 (Standard and Provisional)
o FA-4
SFA-1
The SFA Data Summary (SFA-1) form is completed at a SFA-level. The form is primarily a display-only summary screen, using data from a variety of other completed forms including:
· Site Selection Screen (Number of sites).
· Review Information screen (Review Period).
· Form 100 (Question 126).
· Form S-1 (Questions 12-22).
· Form S-2 (Totals).
· Form SFA-2 (Count of Reviewed Students).
To complete the SFA-1
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail for Review Forms.
5. Under Fiscal Worksheets, select Modify for the SFA-1.
6. Complete the Recalculation of Meal Claims section of the form at the bottom of the screen.
7. Select Save.
|
TIP: Field 3 on the SFA-1 is populated from the Review Period field on the Review Information screen. If no Review Period is displayed, update the Review Information screen. |
To review the SFA-1
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail for Review Forms.
5. Under Fiscal Worksheets, select Modify for the SFA-1.
6. Review the form.
7. In the Internal Use Only section, select the “Reviewed” or “Completed” status (as applicable for your State) from the dropdown list.
8. Enter any Internal Comments (viewable by State users only).
9. Select Save.
SFA-2
The Eligibility Certification and Benefit Issuance Error Worksheet (SFA-2) form is completed at a SFA-level. The form is used to record errors identified during the review related to certification and benefit issuance.
Note: Only record errors related to reviewed students in the certification and benefit issuance sample. Other household members certified or issued benefits in error whose eligibility or benefit issuance must be corrected are listed on Other Eligibility Certification and Benefit Issuance Error Worksheet, SFA-3.
|
TIP: The summary Count of Reviewed Students on this screen populates Questions 4D and 4E on the SFA-1. |
To complete the SFA-2
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail for Review Forms.
5. Under Fiscal Worksheets, select Modify for the SFA-2. The SFA-2 Summary screen displays.
6. Answer the questions under the Instructions section to enable the Add Student button.
7. To add students, select the Add Student button. The detail screen pop-up displays for entry of student data.
8. Enter data for each student. Required fields are denoted with a “field is required” message.
9. Once all required fields are entered, the Save and Save and Add New buttons are enabled. Select the Save button to save the data and return to the Summary screen. Select the Save and Add New button to save the data and display a blank pop-up screen for entry of another student.
Note: From the Eligibility Certification and Benefit Issuance Error Worksheet (SFA-2) Summary screen, select Export to Excel to export the student information displayed on the screen into Microsoft Excel.
To review the SFA-2
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail for Review Forms.
5. Under Fiscal Worksheets, select Modify for the SFA-2. The SFA-2 Summary screen displays.
6. Review the form.
7. In the Internal Use Only section, select the “Reviewed” or “Completed” status (as applicable for your State) from the dropdown list.
8. Enter any Internal Comments (viewable by State users only).
9. Select Save.
SFA-3
The Other Eligibility Certification and Benefit Issuance Error Worksheet (SFA-3) form is completed at a SFA-level. The form is used to record errors identified during the review of certification and benefit issuance for other household members of the reviewed students in the certification and benefit issuance sample.
Note: Only list other household members certified or issued benefits in error whose eligibility or benefit issuance must be corrected. Errors related to reviewed students in the certification and benefit issuance sample are listed on Eligibility Certification and Benefit Issuance Error Worksheet, SFA-2.
To complete the SFA-3
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail for Review Forms.
5. Under Fiscal Worksheets, select Modify for the SFA-3. The SFA-3 Summary screen displays.
6. Answer the questions under the Instructions section to enable the Add Student button.
7. To add students, select the Add Student button. The detail screen pop-up displays for entry of student data.
8. Enter data for each student. Required fields are denoted with a “field is required” message.
9. Once all required fields are entered, the Save and Save and Add New buttons are enabled. Select the Save button to save the data and return to the summary screen. Select the Save and Add New button to save the data and display a blank pop-up screen for entry of another student.
Note: From the Other Eligibility Certification and Benefit Issuance Error Worksheet (SFA-3) Summary screen, select Export to Excel to export the student information displayed on the screen into Microsoft Excel.
To review the SFA-3
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail for Review Forms.
5. Under Fiscal Worksheets, select Modify for the SFA-3. The SFA-3 Summary screen displays.
6. Review the form.
7. In the Internal Use Only section, select the “Reviewed” or “Completed” status (as applicable for your State) from the dropdown list.
8. Enter any Internal Comments (viewable by State users only).
9. Select Save.
S-1
The School Data and Meal Pattern Error Form (S-1) is used to record information related to the school’s food service and a summary of meal count information obtained from the reviewed school(s) for the Day of Review and Review Period. When available, data in the following sections are pre-populated from the approved SNP Site Application:
· Site Information.
· Meal Service.
· Meal Service specifics by Meal Type (i.e., questions 3-11).
|
TIP: Meal disallowances data from all the selected site’s S-1 forms populates Questions 5 through 8 on the SFA-1. |
To complete the S-1
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
5. Under Fiscal Worksheets, select Detail for the desired site. The Site Review Forms screen displays.
6. Select Modify for the S-1.
7. Complete the form.
8. Select Save.
Note: If the site was not selected for a SBP review on the Site Selection screen, the SBP (Breakfast) section of the S-1 will be disabled.
To review the S-1
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
5. Under Fiscal Worksheets, select Detail for the desired site. The Site Review Forms screen displays.
6. Select Modify for the S-1.
7. Review the form.
8. In the Internal Use Only section, select the “Reviewed” or “Completed” status (as applicable for your State) from the dropdown list.
9. Enter any Internal Comments (viewable by State users only).
10. Select Save.
S-2
The Other Meal Claim Errors Form (S-2) is a series of forms used to record errors not captured on other forms, such as errors occurring in other claim periods, meal disallowances for menus missing meal components for schools that were not reviewed, unallowable or undocumented costs associated with FFVP at reviewed schools and all SMP disallowances.
The S-2 is sub-divided into a series of forms:
· 1a. Consolidation Errors (Lunch).
· 1b. Consolidation Errors (Breakfast).
· 2a. Non-Reimbursable Meals (Lunch).
· 2b. Non-Reimbursable Meals (Breakfast).
· 3. Afterschool Snacks.
· 4. Fresh Fruit and Vegetable.
· 5. Special Milk Program.
|
TIP: Dollar values related to overclaims and disallowances from all the selected site’s S-2 forms populates Questions 9 through 13 on the SFA-1. |
To complete the S-2
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
5. Under Fiscal Worksheets, select Detail for the desired site. The Site Review Forms screen displays.
6. Select Modify next to the component of the S-2 to be completed.
7. Answer the questions under the Instructions section.
8. To add a record, select the Add Record button. The detail screen pop-up displays for entry of student data.
9. Enter data. Required fields are denoted with a “field is required” message.
10. Once all required fields are entered, the Save and Save and Add New buttons are enabled. Select the Save button to save the data and return to the summary screen. Select the Save and Add New button to save the data and display a blank pop-up screen for entry of another student.
11. Complete the form.
12. Select Save.
To review the S-2
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
5. Under Fiscal Worksheets, select Detail for the desired site. The Site Review Forms screen displays.
6. Select Modify next to the component of the S-2 to be reviewed.
7. Review the form.
8. In the Internal Use Only section, select the “Reviewed” or “Completed” status (as applicable for your State) from the dropdown list.
9. Enter any Internal Comments (viewable by State users only).
10. Select Save.
Fiscal Action Worksheets
The Fiscal Action worksheets are used to calculate fiscal action. For schools in which recalculation is not required for errors in reimbursable meals, certification and benefit issuance, and meal counting consolidation and claiming, one of the following form sets are completed:
· FA-1 (All of the site’s meal types are non-provisional or are in their Base Year).
· FA-2 (Site has a mix of provisional and non-provisional meals).
For schools in which recalculation is required for errors in reimbursable meals, certification and benefit issuance, and meal counting consolidation and claiming, the following form set is completed for all applicable sites (regardless if non-provisional or provisional meals are served).
· FA-3.
When the State intends to subject fiscal action for periods other than the review period at reviewed schools, or for claim periods in non-reviewed schools, when meal disallowances cannot be obtained, the following form set is completed for each applicable site:
· FA-4.
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TIP: The Count of Non-Reimbursable Meals on the FA-4 populates the Non-reimbursable Meals and/or Afterschool Snacks portion of the S-2. |
To complete the FA-1 or FA-2 or FA-3
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
5. Under Fiscal Worksheets, select Detail for the desired site. The Site Review Forms screen displays.
6. Select Detail next to the component of the FA form group to be completed.
7. Select Modify next to the component of the FA form to be completed.
8. Complete the respective Review Period, Day of Review or Other Period form. Select Save.
Note: The system will populate the Review Period field on the FA-1, FA-2 and FA-3 from the Review Period field on the Review Information screen. If no Review Period is displayed, update the Review Information screen before completing the Fiscal Action worksheets.
9. Complete the form.
10. Select Save.
11. Select Modify next to the next component of the FA form to be completed.
12. Complete the form.
13. Select Save.
|
TIP: The system will pre-populate the Reimbursement Rate fields on the FA-1, FA-2 and FA-3 based on the Site’s claim rates, if the data is available. |
To review the FA-1 or FA-2 or FA-3
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
5. Under Fiscal Worksheets, select Detail for the desired site. The Site Review Forms screen displays.
6. Select Detail next to the FA form group to be reviewed.
7. Select Modify next to the component of the FA form to be reviewed.
8. Review the form.
9. In the Internal Use Only section, select the “Reviewed” or “Completed” status (as applicable for your State) from the dropdown list.
10. Enter any Internal Comments (viewable by State users only).
11. Select Save.
To complete the FA-4 Form
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
5. Under Fiscal Worksheets, select Detail for the desired site. The Site Review Forms screen displays.
6. Select Modify next to the component of the FA-4 to be completed.
7. Answer the questions under the Instructions section to enable the Add Record button.
8. To add a record, select the Add Record button. The detail screen pop-up displays for entry of a record.
9. Enter data. Required fields are denoted with a “field is required” message.
10. Once all required fields are entered, the Save and Save and Add New buttons are enabled. Select the Save button to save the data and return to the summary screen. Select the Save and Add New button to save the data and display a blank pop-up screen for entry of another record.
11. Complete the form.
12. Select Save.
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TIP: The user only needs to enter the Meals Claimed by Category and Total Meal sin Error. The system will determine the Ratio of Total by Category and the respective Meals Claimed in Error by Category. |
To review the FA-4
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail next to the Review Forms option. The Review Forms screen displays.
5. Under Fiscal Worksheets, select Detail for the desired site. The Site Review Forms screen displays.
6. Select Modify next to the component of the FA-4 to be reviewed.
7. Review the form.
8. In the Internal Use Only section, select the “Completed” status from the dropdown list.
9. Enter any Internal Comments (viewable by State users only).
10. Select Save.
The Corrective Action
Documents (CAD) section is accessed from the Review Dashboard. A
CAD is automatically generated for each Finding logged by the State in
the On-site Assessment. The State user can update the Finding
Description either from the Edit Findings pop-up (initiated by selecting
the _(2)_files/image039.jpg){kind=small}
(finding)
icon) or from the Findings Details screen (accessed via the Corrective
Acton Documents > Findings screen).
The Findings screen provides the ability for State users to easily:
1. View total CADs required by status.
2. View CAD counts, due date, and SFA access dates.
3. Update CAD due dates for all open findings/recommendations.
4. View lists of Findings/Recommendations at the SFA- and Site-level
5. Update Finding information.
The State will determine key dates related to the CAD process, including the Start and End Dates for the SFA user to be able to access and provide their CAD response to each finding. It is then the SFA’s responsibility to respond to each finding within State0-defined timeframe.
Note: The CAD Due Date and SFA Access Start and End Dates in the CAD Counts box are displayed from data maintained by the State on the Review Information screen.
To update all Open and Denied CAD Due Dates (State only)
The system allows authorized users to enter a CAD due date and apply the due date to all open and returned (i.e., denied) CADs. This is a time-saver by eliminating the need for the State to enter dates on each individual CAD as they are developed or to have to open each CAD once a due date is determined.
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select the Modify link next to Corrective Action Documents. The Findings screen displays.
5. Enter the due date in the Review Findings and Corrective Action Documents textbox.
6. Select Update. All individual CAD Due Dates will display the new date.
Note: Updating the due date on this screen does not update the due date on the Review Information screen. To avoid overwriting any data in the future, be sure to also update the CAD Due Date under Review Information.
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TIP: The State can control who has access to the due date Update button via Security. |
To access Corrective Action Documents/Findings
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select the View or Modify link next to Corrective Action Documents. The Findings screen displays.
5. Select the Finding:
o To access a Sponsor-level corrective action, select the View or Modify link next to the finding.
o To access a Site-level corrective action, select the Site link. The Site Findings screen is displayed. Select the View or Modify link next to the finding.
6. The Findings Details screen displays. Update the Finding Description and Required Corrective Action as needed.
7. Enter Special Instructions, if applicable.
8. Select Save.
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TIP: The Show/Hide History link displays the Finding History log with all changes made to the Findings Detail screen, logged by date/time and user. |
Note: The Show/Hide History link displays the Finding History log with all changes made to the Findings Detail screen, logged by date/time and user.
The system automatically sets statuses based on actions performed by the user. The following table identifies the various status codes associated with a CAD and under what conditions the status is set.
Status |
Description |
Not Started |
Default status set by the system. Finding has been identified, but no updates to the finding by the SFA or the State has occurred.
Updates “Not Started” count on the summary screen. |
Pending Action |
Automatically set by the system when the Finding, Finding Description, and Required Corrective Action fields are completed by the State, the Corrective Action Required field in the Finding Tracking section is set to “Action Required” and the user selects the Save button.
Updates “Pending Action” count on the summary screen. |
Pending Submission |
Automatically set by the system when the Agency Corrective Action Response field has been completed by the SFA and the user selects the Save button.
Updates “Pending Submission” count on the summary screen. |
Pending Approval |
SFA has submitted their CAD for the State to review. Automatically set by the system when the user selects the Submit for Acceptance button and there are no errors.
Updates “Pending Approval” count on the summary screen. |
Denied |
Automatically set by the system when the State has selected the CAD Not Approved button.
Updates “Returned” count on the summary screen. |
Closed |
Automatically set by the system when the State has selected the Accept CAD button.
Updates “Accepted” count on the summary screen. |
Note: A Re-open button is available to State users on closed CADs (i.e., status of the CAD is Closed). If the state decided to re-open a CAD, the status of the CAD returns to Not Started.
To respond to a Finding (SFA perspective)
1. Select Review Tracking from the Compliance menu.
2. Select the Details link for the desired review. The Review Dashboard displays.
3. Select the Modify link next to Corrective Action Documents. The Findings summary screen displays.
o To access a Sponsor-level corrective action, select the Modify link next to the finding.
o To access a Site -level corrective action, select the Site link. The Site Findings screen is displayed. Select the Modify link next to the finding.
4. The Findings Details screen displays.
5. Enter the Corrective Action Response in the textbox.
6. If the user would like to add an attachment, select Add an attachment. The Findings File Upload Detail screen displays. There is a 15MB size limit to uploaded files.
7. Select Browse… and navigate to the file to upload.
8. Enter a description in the textbox.
Note: Multiple attachments may be entered; however, the Add an Attachment link must be selected for each individual attachment.
Selecting Modify and then Browse… for an existing attachment will overwrite the previous file with the new file.
9. Select Save.
10. Select Submit for Acceptance.
Note: The Agency Correction Action Response field is available to SFAs only. State users do not have Modify access to this field.
To review a CAD
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select the View or Modify link next to Corrective Action Documents. The Findings screen displays.
5. Select the Finding:
o To access a Sponsor-level corrective action, select the Modify link next to the desired Finding with a status of “Pending Approval
o To access a Site -level corrective action, select the Site link. The Site Findings screen is displayed. Select the View or Modify link next to the desired Finding with a status of “Pending Approval”
6. Review the information submitted by the SFA.
7. To view attachments, select View for each attachment listed under Document Attachments. Your computer will prompt you to Open or Save the file.
8. Enter the Reviewer Response to CAD in the textbox.
9. If the CAD is ready to be approved, select the Accept CAD button. This will change the status of the CAD to “Closed”. If any changes need to be made after the CAD is closed, a State user must reopen the CAD.
10. If the CAD is not ready to be approved, select the CAD Not Approved button. This will change the status of CAD to Denied. The SFA must then correct and re-submit the CAD for approval.
To delete a Finding
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select the View or Modify link next to Corrective Action Documents. The Findings screen displays.
5. Select the Finding:
o To access a Sponsor-level corrective action, select the Modify link next to the desired Finding with a status of “Pending Approval
o To access a Site -level corrective action, select the Site link. The Site Findings screen is displayed. Select the View or Modify link next to the desired Finding with a status of “Pending Approval”
6. Select Delete in the top-right corner.
7. Select the Delete button to confirm.
The Commendations screen provides the ability for the State to enter commendations for the SFA and/or the sites being reviewed.
To add a Commendation
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Modify link next to Commendations.
5. Select the Add New Commendation at the SFA- or site-level.
6. Enter the Commendation description.
7. Select Save.
To view or modify a Commendation
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select View or Modify link next to Commendations.
5. Select View or Modify next to the Commendation to review or modify.
6. Make any desired changes (as applicable).
7. Select Save.
To delete a Commendation
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select View or Modify for Commendations.
5. Select View or Modify next to the desired Commendation.
6. Select Delete in the top-right corner.
7. Select the Delete button to confirm.
The Technical Assistance (TA) function enables the
State to enter and track technical assistance provided to SFAs or sites.
This menu option is an alternative method for documenting technical assistance
via the Off-site or On-site forms _(2)_files/image042.jpg){kind=small}
icon. Technical
Assistance can be provided at a SFA/Sponsor-level or site-level.
Note: Technical Assistance logged at a question-level via the Off-site or On-site forms is also displayed on the Technical Assistance list screen.
To add Technical Assistance
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select the Modify link for Technical Assistance. The Technical Assistance list page displays.
5. Select Add Sponsor Technical Assistance or Add Site Technical Assistance link. The Technical Assistance pop-up displays.
6. Enter the Technical Assistance details.
7. Select Save.
Note: If the State procured the ability to define Standard Comments from the Compliance Maintenance screen, the Add Standard Comment dropdown list will contain all standard comments for the selected Form.
By selecting a Standard Comment, the text is copied into the Comments section. Multiple standard comments may be added and the text can be modified within the Comments section.
To view or modify Technical Assistance
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select the View or Modify link for Technical Assistance. The Technical Assistance list page displays.
5. Select View or Modify next to the desired Technical Assistance.
6. Make any desired changes.
7. Select Save.
To delete Technical Assistance
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select View or Modify for Technical Assistance. The Technical Assistance pop-up displays.
5. Select the red X icon in the top right of the pop-up. A delete confirmation message is displayed
6. Select Delete.
The Notes to SFA screen provides the ability for the state to enter notes that can be viewed by the SFA. These are usually comments or instructions that apply to the review in its entirety, as opposed to a specific form (which would be entered in the Comments to SFA field on the Internal Use Only section of each Off-site Assessment form).
To add a note
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select the Modify link for Notes to SFA.
5. Select Add Note.
6. Enter the Subject in the textbox.
7. Enter the Note text in the textbox.
8. Select Save.
To view or modify Notes to SFA
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select the View or Modify link next to Notes to SFA. The Notes to Sponsor list screen displays.
5. Select the date link for the note to view or modify. The Notes to SFA Detail screen displays.
6. Make any desired changes.
7. Select Save.
Note: Use the Search function to filter notes by user. The default is to display All Notes. The user can filter by Created By username by selecting “Created By” and entering the last name of the user. This field accepts partial values.
The State Notes screen(s) provide the ability for the state to enter internal only notes that are not viewable by the SFA. These are usually comments or instructions that apply to the review in its entirety, as opposed to a specific form (which would be entered in the Comments to SFA field on the Internal Use Only section of each Off-site Assessment form).
To add a note
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select the Modify link for State Notes.
5. Select Add Note.
6. Enter the Subject in the textbox.
7. Enter the Note text in the textbox.
8. Select Save.
To view or modify Notes to SFA
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select the View or Modify link next to Notes to SFA. The Notes to Sponsor list screen displays.
5. Select the date link for the note to view or modify. The Notes to SFA Detail screen displays.
6. Make any desired changes.
7. Select Save.
Note: Use the Search function to filter notes by user. The default is to display All Notes. The user can filter by Created By username by selecting “Created By” and entering the last name of the user. This field accepts partial values.
The Review Attachments function enables the SFA 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 _(2)_files/image043.jpg){kind=small}
icon on the assessment
form).
To upload an attachment
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail for Review Attachments. The Attachment List screen displays.
5. Select Add Attachment. There is a 15MB size limit to uploaded files.
6. Select Browse… and navigate to the file on your computer to upload.
7. Enter a description, if applicable.
8. Click Save.
To view or modify attachment details
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail for Review Attachments. The Attachment List screen displays.
5. Select View or Modify for the desired attachment.
6. Modify the description, if applicable.
7. Click Save.
To view an attachment
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select
Detail for Review Attachments._(2)_files/image044.gif){kind=small}
5. Select the File Name link.
6. Open or save the file to your local computer.
To delete an attachment
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail for Review Attachments.
5. Select View or Modify for the desired attachment.
6. Select Delete in the top-right corner.
7. Confirm by selecting the Delete button.
The Time Tracking function enables the State to enter and track time spent on various activities associated with a review. This is an optional feature procured by some States. Prior to utilizing the Time Tracking function, the State must define the activities they would like to track time against via the Compliance Maintenance module located within the Maintenance & Configuration > Maintenance module. Defined Activity Types apply to all administrative review.
To log time
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail for Time Tracking. The Time Tracking list screen displays.
5. Select Log Time link. The Log Time pop-up displays.
6. Enter the time details.
7. Select Save.
Note: The Activity drop down list is controlled by the State via the Compliance Maintenance screen.
To view or modify time
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail for Time Tracking. The Time Tracking list screen displays.
5. Select View or Modify. The Time Tracking pop-up screen displays.
6. Make any desired changes.
7. Select Save.
To delete logged time
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail for Time Tracking. The Time Tracking list screen displays.
5. Select Modify for activity to delete. The Log Time pop-up displays.
6. Select the red X icon in the top right of the pop-up. A delete confirmation message is displayed
7. Select Delete.
To define time tracking activity types
1. Select Maintenance & Configuration from the Programs menu.
2. Select the Maintenance link at the top of the screen. The Maintenance menu displays.
3. Select the Compliance Review maintenance link. The Compliance Review Maintenance page displays.
4. Select Time Tracking Activities link. The Time Tracking Activities list page displays.
5. Select Create New Activity button. The Activity Detail screen displays.
6. Enter the type of activity (e.g., Travel, Documentation Preparation, Meal Compliance Review, Off-site Review, On-site Review, etc.).
7. Check the box to apply this activity to SNP.
8. Enter the Start Date as to when you want the activity to be available for selection on the Time Tracking screen.
9. Select Save.
Note: To remove an activity from the Log Time screen Activity dropdown, enter an End Date as to when the activity should no longer be available for selection by the user.
The Correspondence Tracking function enables the State to log correspondence sent to or received by the SFA. These are usually letters and notifications send to the primary authorized representative for the SFA regarding the Administrative Review. This is an optional feature procured by some States. Prior to utilizing the Correspondence Tracking function, the State must define the activities they would like to track time against via the Compliance Review maintenance module located within the Maintenance & Configuration > Maintenance Defined areas and types of correspondences apply to all administrative review.
To log sending or receiving a correspondence
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail for Correspondence Tracking. The Correspondence Tracking list screen displays.
5. Select Add Correspondence link. The Tracking Correspondence pop-up displays.
6. Enter correspondence details.
7. Select Save.
Note: The Area and Type drop down lists are controlled by the State via the Compliance Review maintenance screen.
Note: The State can associate two (2) correspondences by using the Related field. The Related field lists all correspondences logged for this review.
To view or modify a correspondence entry
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail for Correspondence Tracking. The Correspondence Tracking list screen displays.
5. Select View or Modify. The Correspondence Tracking pop-up screen displays.
6. Make any desired changes.
7. Select Save.
Note: After a correspondence has been logged, the user can add an attachment to the entry. To add an attachment to the correspondence entry (e.g., to attach the Introductory Letter), click the paperclip icon. The system will display a pop-up box whereby the user would select Add Attachment and upload the respective file. There is a 15MB size limit to uploaded files.
To delete logged time
1. Search for and select a SFA, if necessary.
2. Select Review Tracking from the Compliance menu.
3. Select the Details link for the desired review. The Review Dashboard displays.
4. Select Detail for Correspondence Tracking. The Correspondence Tracking list screen displays.
5. Select View or Modify for the correspondence entry to view or modify. The Correspondence Tracking pop-up screen displays.
6. Select the red X icon in the top right of the pop-up. A delete confirmation message is displayed
7. Select Delete.
To define correspondence areas
1. Select Maintenance & Configuration from the Programs menu.
2. Select the Maintenance link at the top of the screen. The Maintenance menu displays.
3. Select the Compliance Review link. The Compliance Review Maintenance page displays.
4. Select Areas link under the Correspondence Maintenance section link. The Correspondence Areas list page displays.
5. Select Create New Correspondence Area button. The Correspondence Area Detail screen displays.
6. Enter the type of area (e.g., CAD Review, Review Administration, etc.).
7. Check the box to apply this activity to SNP.
8. Enter the Start Date as to when you want the activity to be available for selection on the Correspondence Tracking screen.
9. Select Save.
Note: To remove a correspondence area from the Tracking Correspondence screen Area dropdown, enter an End Date as to when the area should no longer be available for selection by the user.
To define correspondence types
1. Select Maintenance & Configuration from the Programs menu.
2. Select the Maintenance link at the top of the screen. The Maintenance menu displays.
3. Select the Compliance Review link. The Compliance Review Maintenance page displays.
4. Select Types link under the Correspondence Maintenance section link. The Correspondence Types list page displays.
5. Select Create New Correspondence Type button. The Correspondence Type Detail screen displays.
6. Enter the type of correspondence (e.g., Introductory Letter, Closure Letter, etc.).
7. Check the box to apply this activity to SNP.
8. Enter the Start Date as to when you want the activity to be available for selection on the Correspondence Tracking screen.
9. Select Save.
Note: To remove a correspondence type from the Tracking Correspondence screen Type dropdown, enter an End Date as to when the type should no longer be available for selection by the user.
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Optional supplemental features have been procured by some States to assist in state-wide management of reviews. These features are geared toward State users and therefore should not be made available to SFA users. Access is controlled by the State via the Security module. These supplemental features includes:
· Performing bulk scheduling of reviews.
· Performing bulk review assignments.
· Accessing to statewide review statistics.
The Bulk Review Scheduling feature provides the ability for the State to add a new review, or to enter/change a Scheduled Date for multiple reviews, from a single screen. This feature reduces worksteps by allowing for review creation and Schedule Date definition/updates from a single screen, as opposed to accessing each review and entering the information on the Review Information screen.
To access the Bulk Review Scheduling screen
1. Log on to the system web site.
2. On the Programs screen, select School Nutrition Programs.
Note: If a user only has access to the School Nutrition Programs module, the Programs screen is not displayed.
3. The School Nutrition Programs home page displays.
4. On the blue menu bar, select Compliance. The Compliance menu screen displays.
5. Select Bulk Review Scheduling link. The Bulk Review Scheduling screen displays.
To add a review(s)
1. Log on to the system web site.
2. On the Programs screen, select School Nutrition Programs.
3. On the blue menu bar, select Compliance. The Compliance menu screen displays.
4. Select Bulk Review Scheduling link. The Bulk Review Scheduling screen displays.
5. The criteria automatically defaults to Sponsors with no review scheduled in the current Review Year.
6. Select Search. The results section of the screen displays.
7. Check the box next to each review to schedule.
8. At the bottom of the screen, enter the Schedule Date.
9. Select Schedule. A review is created for each Sponsor with the Scheduled Date set to the entered date.
10. A confirmation message is displayed identifying that the review(s) have been created.
11. Select Finish.
To add a Scheduled Date to an existing review
1. Log on to the system web site.
2. On the Programs screen, select School Nutrition Programs.
3. On the blue menu bar, select Compliance. The Compliance menu screen displays.
4. Select Bulk Review Scheduling link. The Bulk Review Scheduling screen displays.
5. Enter the search criteria.
6. Select Search. The results section of the screen displays.
7. Check the box next to each review to schedule.
8. At the bottom of the screen, enter the Schedule Date.
9. Select Schedule. The review’s Scheduled Date is updated to be the entered date.
10. A confirmation message is displayed identifying that the review(s) have been created.
11. Select Finish.
The Bulk Review Assignments feature provides the ability for the State to assign a review, or multiple reviews, to a Lead Reviewer. This is useful at the beginning of the year when reviews are allocated to State staff. This is also useful when reviews need to be re-assigned throughout the year due to workload management, absent staff, etc. This feature reduces worksteps by allowing for review assignments from a single screen, as opposed to accessing each review and entering the Lead Reviewer information on the Review Information screen.
To access the Bulk Review Assignments screen
1. Log on to the system web site.
2. On the Programs screen, select School Nutrition Programs.
Note: If a user only has access to the School Nutrition Programs module, the Programs screen is not displayed.
3. The School Nutrition Programs home page displays.
4. On the blue menu bar, select Compliance. The Compliance menu screen displays.
5. Select Bulk Review Assignments link. The Bulk Review Assignments screen displays.
To assign or re-assign a review
1. Log on to the system web site.
2. On the Programs screen, select School Nutrition Programs.
3. On the blue menu bar, select Compliance. The Compliance menu screen displays.
4. Select Bulk Review Assignments link. The Bulk Review Assignments screen displays.
5. Enter the search criteria.
6. Select Search. The results section of the screen displays.
7. Check the box next to each review to assign.
8. At the bottom of the screen, select the Lead Reviewer.
9. Select Assigned. The review is updated with newly assigned Lead Reviewer.
10. A confirmation message is displayed identifying that the review(s) have been created.
11. Select Finish.
Note: In the Search Criteria, select a Lead Reviewer of “Unassigned” to see all reviews in the Review Year that do not have a Lead Reviewer identified.
The Statewide Review Dashboard feature provides the ability for the State to have a “snapshot” view of all the Administrative Reviews being conducted in the Review Year through graphical representation. Selecting a graphic will provide a detailed list of the reviews. This data can be exported into Microsoft Excel. In addition, the State can search for reviews.
To access the Statewide Review Dashboard screen
1. Log on to the system web site.
2. On the Programs screen, select School Nutrition Programs.
Note: If a user only has access to the School Nutrition Programs module, the Programs screen is not displayed.
3. The School Nutrition Programs home page displays.
4. On the blue menu bar, select Compliance. The Compliance menu screen displays.
5. Select Statewide Review Dashboard link. The Statewide Review Dashboard screen displays.
To access graphical review data
1. Log on to the system web site.
2. On the Programs screen, select School Nutrition Programs.
3. On the blue menu bar, select Compliance. The Compliance menu screen displays.
4. Select Statewide Review Dashboard link. The Statewide Review Dashboard screen displays.
5. Select the tab related to the category of review data to access.
6. To view the data for a specific statistic, select the count link. The Review Search screen displays with the data results.
7. To export the data into Microsoft Excel for a specific graphic, select Export.
8. To conduct a search not specific to a graphic, select Search at the bottom of the page.
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