IDOE Food Distribution Program FDP USDA FOODS TRAINING
IDOE Food Distribution Program (FDP) USDA FOODS TRAINING
Welcome & Introductions Cheryl Moore Indiana Department of Education Food Distribution Specialist Name, Location, How Long Have You Been a FSD and One Word to Describe How You Feel About Food Distribution
Is This You?
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Objectives ØKnow What the Food Distribution Program is and How to Utilize It. ØLearn how to navigate each FDP tab used in CNPweb under the green puzzle piece. ØBecome familiar with the monthly FDP calendar. ØUnderstand Processorlink and K 12 Foodservice’s role. ØUnderstand your role, IDOE (the state level) and warehouse roles.
What is the Food Distribution Program/USDA Foods (Commodities)? ØIt’s a program administered by the Indiana Department of Education (IDOE). IDOE is also known as a School Distributing Agency (SDA) or simply, “The State”. ØSchools and institutions, also known as recipient agencies (RAs) or School Food Authorities (SFAs), receive nutritious food made available through the United States Department of Agriculture (USDA). ØThis program supports farmers and provides nutritious food to school children. ØProducts are produced and packaged in the United States. ØApproximately 78% of the Indiana NSLP sponsors are on the FDP.
Who Handles the FDP? ØCheryl Moore – End Products/Brown Box, Interaction with schools/RAs, Warehouses, Surveys, Do. D Fresh Program ØLinda Smith – Raw pounds, Trucks and Web Supply Chain Management (WBSCM) ØJohn Todd – Food Distribution Coordinator
Why Should My School Participate? ØInstitutions on the National School Lunch Program and some Summer Food Service Program sponsors can receive food made available from the USDA. Also, known as USDA Foods. ØThe program is supplemental and accounts for a up to 20% of the school’s lunch budget. ØThe program provides commodities valued at approximately $40 million+ dollars in both end and raw products. ØRAs currently pay an administrative fee of $2. 95 per case for brown box items ØNOTE: **Recipient Agencies still need to purchase food commercially. **
How Can My School Qualify for FDP? ØSchools/RA’s that are currently on the National School Lunch Program (NSLP--the purple puzzle piece) and/or the Summer Food Service Program (SFSP) and have submitted claims for reimbursement for one year. ØMeals must be self-prepared/self-operated on-site or use a contracted Food Service Management Company (FSMC) to prepare meals on-site. An FSMC is an organization that provides meals and manages any or all aspects of school food service operations.
What Makes My Institution Not Eligible for the FDP? ØIf your institution has not been on the NSLP or SFSP for at least one school year. ØIf your meals are vended or catered. ØYour institution has Vended Meals if meals prepared off-site, at a location other than the school, by a third party not involved in School Nutrition Programs. ØYour institution has Catered Meals if meals are prepared by a third party, such as a caterer or catering company.
FDP Website vs. CNPweb ØThey are in two different locations. ØThey serve two different purposes: Ø FDP Website has information, training and resources. Ø CNPweb is where you go to update information about your school and submit claims.
FDP Website Page http: //www. doe. in. gov/nutrition/food-distribution-program
CNPweb
What Drives Your Commodity Choices? 1. Your menu is the most important thing that drives what food items you order? Use your menu to decide what to order, not the other way around. 2. The physical inventory currently at your site(s), at the warehouse (which is listed under inventory in CNPweb and product sent to the processors. 3. The pre-order survey from the current and/or previous school year.
Two USDA Foods Categories ØEnd Products – AKA “Brown Box” or “Direct Delivery” -These orders are placed in the CNPweb (We’ll discuss this in more detail later) -Delivered by truck from the RAs Assigned Warehouse (We’ll discuss the warehouses later) ØRaw Products – AKA “Bulk Products or Processed End Products -These products are diverted to a processor to be made into a ready to eat product. -Orders are placed directly with the distributor. -Deliveries are made by truck from the distributor. -Monitor these balances monthly in Processorlink and K 12 Foodservice. These are companies that manage your commodity programs for diverted bulk products.
Working Monthly with USDA Foods August ü Check Your K 12 Foodservice and Processorlink Balances. Some schools are not aware they have product balances with processors. September ü USDA will start filling orders and trucks will begin making brown box deliveries to the four contracted warehouses throughout the state. ü The IDOE will begin making weekly allocations ü RAs can begin placing orders once product is allocated into your inventory. ü RAs should pre-plan to have school staff available to receive deliveries on inclement weather, holidays, breaks, lunches, recess, etc. October ü RA food ordering and warehouse deliveries are in full swing. November üThe IDOE sends out a request for Do. D Fresh Commitments for the following school year. December üRemember to have school staff available for deliveries. üRAs need to check inventory to prepare for the upcoming pre-order survey in January.
January üIDOE does a pre-allocation for all Do. D Fresh Commitment Requests üThe pre-order survey opens. March ü Application for Summer Commodities for the Summer Food Service Program (SFSP) opens ü Pre-order survey closes May ü Surplus Dump if product is available – Surplus is extra product that IDOE has in its inventory that can be allocated. June ü RAs should remove all inventory from their contracted warehouse ü Summer commodities are delivered. July ü No Brown Box Deliveries during this month. ü IDOE Balancing and Reconciliation
What are the roles in the FDP? ØUSDA ØRA’s ØState Level ØWarehouse
United States Department of Agriculture’s (USDA) Role ØOversee the Food Distribution Program as a whole. ØManage delivery trucks and ensure they arrive at contracted warehouses and locations. ØEnter into National Processor Agreements with processors. ØProvide training to SDAs and SFAs
RA’s (School or Institution) Role ØContact IDOE with Food service contact changes. Be sure to identify your school by leaving the school name and/or RA#. For example, an email from @hotlunchlady. com doesn’t tell us who to respond to. ØVerify the information in CNPweb is correct on the Applications tab. ØIt is the RA’s responsibility to verify accuracy, quantity, condition and quality of the USDA Food items received. ØUnless it is a state of emergency warehouses deliver even when schools are closed due to a snow day. So, if you know you are getting an IDOE delivery and school has been cancelled you need to have someone there to accept the delivery. You can call your assigned warehouse to give them a number to reach you, so they can contact you ahead of those deliveries. ØThe RA must also sign each delivery receipt and note variances such as shortages, damages, etc. ØA representative of the RA must sign the copies of the Agency Receipt/Bill of Lading. Once the Agency Receipt is signed, the RA becomes the owner of those USDA Foods. ØAn RA delivery order fewer than the minimum 10 cases per drop site will be assessed a drop fee by the warehouse. Ø– USDA Foods are to be stored at the proper temperature, and away from chemicals, and infestations. ØThe first-in-first out (FIFO) method should be used to manage inventory. Arrange and use oldest product first. ØUse your production records to create an audit trail for USDA Foods to account for where it went after leaving the storage area. ØRemove your inventory from the assigned warehouse by the close date.
State’s (IDOE) Role ØIDOE is the School Food Authority that places the food orders with USDA ØOversees the FDP for schools on the program in 92 counties ØOpen and Close the pre-order survey based on USDA open and close dates ØDetermine the number of delivery trucks needed throughout the next school year ØManage the Summer Food Service Program USDA Foods/Commodities Program ØConduct Physical Inventory Counts at all the warehouses and reconcile for year end. ØDo weekly allocations based on USDA truck deliveries and RA surveys. ØSend out request letters for Do. D Fresh commitments ØHandle agreements with the state-approved processors ØTraining ØConduct surplus and bonus allocations. Surplus is IDOE extra and Bonus is extra from the USDA.
State Contracted Warehouse’s Role ØUpload RA’s delivery periods to CNPweb in order to deliver USDA Foods brown box items commodities ØTo make USDA Foods deliveries Monday to Friday, between the hours of 7: 00 AM and 3: 00 PM RA Local Time ØDeliveries are to be made at a designated receiving/unloading area at the RA site. The area should be ground level or a truck dock. (Warehouse personnel are not to stow or place food on shelves). ØThe warehouse is required to notify the RA if the delivery will not be made or will not arrive on the prescheduled day. ØIf the delivery arrives as scheduled, is correct, and the RA refuses delivery, it will be rescheduled for a future delivery period and the RA will be charged a restocking fee equal to the delivery fee. ØThey do not deliver any brown box during the month of July. ØShortages or damaged USDA Foods, shall be noted on the Agency Receipt by the RA, and initialed by both the driver and the RA. ØUSDA Foods must remain at the proper temperatures during shipment.
Warehouses ØThere are 4 warehouses that we contract with in the state of Indiana to make USDA Foods deliveries throughout the state. ØStanz ØDilgard’s ØMc. Farling ØWabash ØA minimum of 10 cases must be ordered to avoid a $15 drop fee. ØThey make deliveries between September to June in any given school year. ØIt is the RA’s responsibility to report school delays, closures, breaks, etc. ØWarehouses sometimes make deliveries at inopportune times (i. e. lunch, recess, etc. ) School staff must be available to verify, receive and sign for deliveries.
What is USDA Planned Assistance Level (PAL) aka “Entitlement”? ØUSDA Foods are distributed based on the dollars earned by each school district or Recipient Agency. ØEntitlement = the number of reimbursable school lunches claimed under the NSLP multiplied by the USDA Foods current reimbursement rate: School Meals Claimed Previous Year X Federal Assistance Rate = PAL
When can my school get on the Food Distribution Program? ØYou must be approved to participate in the NSLP. ØAfter one year of submitting claims for reimbursement in CNPweb on the NSLP you participate in the FDP for the following school year. ØOnce these requirements are met, you will need to complete the following school year’s annual Pre-Order “Survey” in order for your school to receive commodities.
What is the Annual Pre-Order “Survey”? ØThe annual Pre-Order “Survey” is mandatory in order to receive USDA Foods (commodities). ØThis is when and where an RA spends their entitlement and makes food choices for the next school year based on school menus ØFood prices are based on the USDA November Pricing File aka the November 15 th file. ØAn RA must have access to the green puzzle piece in CNPweb in order to make commodity food choices. If you cannot access the green puzzle piece and you meet the FDP criteria, contact the FDP specialist. ØThe Pre-Order “Survey” typically opens in late January and closes in mid-March. It depends on guidance from the USDA. ØThe USDA has a full list of commodities, however, only the items listed on our survey are the items available to Indiana RAs. ØThe Pre-Order Survey consists of both end products and raw products and can only be done during the survey period.
End Products vs. Raw Products End Products= “Brown Box” or “Cases” Raw Products= “Bulk Items” or “Pounds” *Diverted to a processor*
End Products ØBrown Box Items ØUsually Ready to Eat ØDelivered by your contracted warehouse twice per month
Raw Products ØCommercial manufacturers/processors raw/bulk products into convenient, ready-to-use products. (i. e. whole chicken processed into chicken nuggets) ØList of processors and what they procure is on our FDP webpage. ØNeed to check the balances with K 12 Foodservice and Processor. Link for raw/bulk products
CNPweb Training ØHands-on Training with computers ØSign in to CNPweb : 1. Your user name is usually your school corporation number. 2. Your password should be available at your school, if not available at your institution, contact IDOE.
CNPweb
Once logged in to CNPweb, check this screen for updates, scroll to the bottom and click continue.
This is what you will see after you click the continue button. Click the appropriate program year.
Recipient Agency Summary (RA) Screen
Applications Screen ØThis screen is where you update your FSD, contact information, and certify information is correct (box 29). ØClick the view button under Recipient Agency Information Sheets to view the information on the Recipient Agency Information Sheet or click Revise to update your information. Recipient Agency Information Sheets Number Name Revision Status Approval Date Action 574 Community School Corp 0 Approved 08/21/2017 View Revise ØOn this screen you can also see all the sites listed under your sponsor number.
Entitlement ØThis is based on the number of lunches served in the prior school year x the per meal rate ØThis is the amount of dollars you can spend up to 102%. ØFood can be purchased based on the participating school/Recipient Agency’s (RA’s) entitlement. ØThis screen also shows the allocations that have been made for the year.
Surveys ØThis is where you enter your pre-order survey choices. There will be both raw and brown box categories. ØBoth brown box and raw products are done in the same survey. ØPricing for survey products is available each year from the November 15 th file from USDA. ØClick the view button. The next slide shows what you will see.
Surveys (cont’d. ) ØThe blue links are raw product that has been sent out to a processor. Click the link to see where the product was sent. ØThe products with code numbers in black text are brown box items. ØClick the drop down box at the top that says “All” located next to the word “month” to view preorder survey requests by month.
Allocations ØAllocations—Food items are allocated or offered once per week based on the RAs survey. ØTo add surplus, click the add surplus button in upper right hand corner of the screen. ØIDOE clears allocations and takes back product past the close date at the beginning of each month.
Inventory ØThe food products listed here are what you have available to order. ØThis is what is at the warehouse. ØPhysical Inventory should be taken monthly to verify what is on hand. ØExpire Date – the latest date that the product can remain in the warehouse without a storage fee ØClose Date – the latest date that product can remain in an RA’s inventory in CNPweb before the state takes it back and places it in surplus.
Orders ØFood products can be placed on an order form for delivery. ØClick the “Add Order” button to place an order. ØClick the approved location/delivery site in which you would like the order delivered. ØOrders must be completed by 4: 00 PM Indianapolis time on the Wednesday before the delivery week/period desired. ØThere are two deliveries per month. ØJune is usually the last month for deliveries until the next school year.
Orders (cont’d. ) ØThis is the screen to place orders. A number needs to be placed in the Order Quantity box. ØChoose the delivery period through June by clicking the delivery period drop down box highlighted above. ØPlace the amount of the available product that you wish be delivered to the delivery site. NOTE: For each an RA wishes to have a delivery, an order must be completed for that site. ØThe available quantity is the total amount of each product available which can be divided between all sites.
Invoicing ØManual invoices are entered here. ØInvoice credits are also entered here. Invoice credits are credits given after the 1 st year of being on the FDP that offset the cost of the $2. 95 administrative fee to a certain dollar amount. Once these credits are used up, the RA is invoiced and the administrative fees are subtracted from the claim reimbursements.
More About the Pre-Order Survey The pre-order survey is the time for the RA to make USDA Foods food choices for the next school year. The amount that your school is allowed to spend on USDA Foods depends on the amount of Planned Assistance Level (Entitlement) your school is allotted based on meals served the previous school year. The Pre-order Survey opens in CNPWeb. The USDA regulates the pre-order survey open and close dates. It is completed at the same time for both end and raw products. The products available are listed in the USDA Foods Available List This is the time to consider any changes you are making in serving lines, planning more scratch cooking, or hiring a Food Service Management Company in the future.
How do I prepare to complete the survey? RAs complete their pre-order survey utilizing: v. Planned menus v. Order history v. Production Records v. Calculating Ordering Amounts Reference Sheet v. Meal Pattern Requirements v. USDA Food Buying Guide v. Checking balances on Processorlink and K 12 Foodservice v. Worksheets on the FDP webpage
When do I complete the Pre-order Survey? The survey opens in late January each year. The deadline to have it completed is in mid to late March. RA’s MUST complete the pre-order survey during the open period in order to receive USDA Foods.
How does my school/institution qualify to complete the survey? Recipient Agencies must currently be on the National School Lunch Program (NSLP). Recipient Agencies must have submitted claims for reimbursement for one school year. The RA’s meals cannot be vended or catered.
Who Oversees the Pre-order Survey Process? The Indiana Department of Education: ◦ Oversees the state entitlement for RAs ◦ Opens and closes the survey based on instruction from USDA ◦ Does pre-allocation or draw down of Do. D Fresh Commitment amounts prior to opening the survey.
Entitlement Dollars 1. Entitlement Allocated is the total amount of entitlement that can be spent. 2. Entitlement Used is the amount that has already been spent. 3. Entitlement Balance is the amount available to spend without the 2%. 4. Remaining Entitlement Available is the box that tells you the amount of entitlement you have left to spend to get you to 102%. This amount needs to be spent as close to $0 (zero) dollars as possible.
Getting Started 1. The pre-order survey is completed in the CNPweb. 2. Log into the Food Distribution Program (Green Puzzle Piece) 3. Read the “Update and Message Screen” for important information. 4. Scroll to bottom of the screen and click the 5. Select the appropriate Program Year. button.
Beginning the Survey 1. Once logged in, you will see the tabs below: 2. Click the “Surveys” tab which is the 3 rd tab from the left. This tab is marked in red above. 3. Then click the Edit link under the Action column. This is the last column to the right. 4. You should now be on the “Survey Entry” screen.
Survey Entry Screen This is the screen that the survey choices are entered.
End Products vs. Raw Products The image below shows where you will make your product choices. 1. Go to the Edit Products Column. You will click either End Products or Raw Products. 2. End Products go by a few different names. They are also known as direct delivered, “brown box” and cases. 3. Raw Products or bulk products are pounds that are diverted to a processor. These items are “processed” into another food item of your choice. For example, you may want to send chicken to a processor for them to produce chicken nuggets for you. A list of processors is available on our webpage at http: //www. doe. in. gov/nutrition/food-distribution-program. To check to see if there are existing processor balances, please visit the Processorlink or K 12 Foodservice websites.
Once you click End Products place a whole number in each box of each month that you wish to receive the item.
Next, click the Raw Products if you plan to divert product to a processor. Enter the amount of pounds you wish to divert.
Things to remember: 1. The Calc button calculates and recalculates the Remaining Entitlement Available in the white box. Click this button after entering product choices. 2. The Cancel button just cancels the current action and takes you back to the previous screen. 3. The submit button submits the new information entered. 4. There will be no approval or confirmation when the survey is complete. 5. The survey will be available to make edits until the respective close date. 6. If you see a message like “You do not currently have a NSLP information sheet…”. Ignore it. It will not affect you completing the survey.
What happens after the Pre. Order “Survey”? ØYou will need to familiarize and utilize the tabs in CNPweb. ØThe IDOE handles the financial portion and calculates the amount of trucks needed for the next school.
Sending Bulk USDA Foods to a Processor
Bulk USDA Foods Further Processing What is it? ØIt’s an option given by USDA for RAs to use USDA entitlement dollars to purchase commodities and send them to a manufacturer/processor. ØEssentially it’s taking a bulk item or ingredient and using it to create a new ready-to-eat item. ØUSDA offers bulk items that can be ordered and diverted/sent to an approved processor further processing. ØAn RA may divert chicken or beef to a company (i. e. Tyson or J. T. M. ) to turn into nuggets, patties, or another product.
Benefits of Diverting USDA Foods ØVariety ØConvenience ØEasy and Fast Preparation ØLess Skilled Labor ØLess Equipment ØConsistency ØLittle to No Food Waste ØPortion Control
The Steps to Processing USDA Foods ØPlan Your Menu Step 1 Plan Menu ØCheck the IDOE Approved Processor List ØContact the Processor for pricing, products, distribution and delivery. ØProcure the processor’s services. Øhttps: //www. doe. in. gov/nutrition/sc hool-nutrition-programs Step 2 Step 4 Procure processors Services Processing USDA Foods Step 3 Contact the Processor Check the Approved Processor List
Questions to Ask the Processor 1. Which USDA Foods is used to make the finished end product 2. What quantity of bulk product is needed to make it? 3. Is there a minimum production run requirement? 4. How many servings are in a case? 5. What’s the cost per serving? 6. Which Value Pass Through System do they use? 7. How do I locate the Summary End Product Data Schedule (SEPDS)? desired?
How Do I Procure a Processor? WHAT IS PROCUREMENT? ØProcurement is a process for obtaining goods, products, and/or services at the best possible price. For more information on procurement contact: Tina Herzog at cherzog@doe. in. gov or Cindy Harris at charris@doe. in. gov. EXAMPLES OF PROPER PROCUREMENT PROCESSES ØComparing Prices ØTaste Testing ØAvailable Distributors ØFood Shows
Pre-Order Survey 1. Schools must complete the survey in CNPweb prior to the upcoming school year to divert product to the processor. 2. The survey is completed between late January and mid-March. 3. RAs must enter the total number of pounds to divert to an approved processor. 4. Agencies may spend any portion of their entitlement for diverting USDA Foods. Training tools for completing the pre-order survey can be found on our website at https: //www. doe. in. gov/nutrition/food-distribution-program.
www. k 12 foodservice. com/ https: //www. processorlink. com/ Offers Recipient Agencies an easy & effective way to manage their commodity program for diverted bulk USDA Foods products. These companies manage processor commodity balances and provide reports for RAs. Contact them to see if there is an account set up or to find out balances. ØThere is access to reports, account management, commodity balances, and more for the processors they contract. ØBoth offer customer support to RAs. ØNeed to set up an account with them, if one is not already set up for your institution. ØNeed to monitor the balances with them monthly. ØThe link to both companies is on our webpage.
Department of Defense (Do. D) Fresh Program ØIt’s an optional program. ØRAs indicate the amount of their entitlement they wish to spend toward Do. D Fresh. ØThe IDOE draws down the Do. D Fresh amount that the RA wishes to commit prior to the pre-order survey.
Summer Food Service Program Commodities ØCan be received after one year on SFSP if you are running a summer program. ØMust apply for it in mid-March to early April ØNumber of cases that an RA is eligible for is based on Fair Share.
FDP Website Overview ØTake a quick look at the website.
FDP Website Page http: //www. doe. in. gov/nutrition/food-distribution-program
What Should I Do About Damaged Product? ØReport damaged product to IDOE. ØTake pictures of the damaged items. ØPlace product into a trash bag, pour bleach on it and throw it in the trash receptacle.
Information Needed to Report Damaged Product ØSales Order (SO) item number in WBSCM ØLot code (found on outside of cases) ØDate of delivery ØDate of incident ØComplaint description ØQuantity of product affected ØQuantity of product remaining ØPhysical address of remaining product ØContact name, organization, phone number, email ØPhotos which illustrate the issue, include product labels, lot codes and dates
Expiration and Use-by Dates The information regarding all the expiration and use-by dates is taken from the Food Distribution National Policy Memorandum: Policy FD-107 ØThe last dates that the manufacturer recommends a food item be consumed to ensure peak: quality and nutrient retention. ØThere is no regulation requiring that manufacturers mark their product with such dates. ØUSDA donated food that is past its expiration date or its use-by date must not be distributed to program recipients.
Best-if-used-by Dates ØThe last date a food item will be at its peak, in terms of flavor and quality. ØAt some point after that date, the product will begin to undergo changes in taste, color, texture, and/or nutrient content. ØThe product may be wholesome and safe to consume, and retain most of its nutrient value, long after the "best-if-used-by" date.
Sell-by Dates and Pack Dates ØThe sell-by date is the date by which the manufacturer recommends that a store sell the food product and it is not necessarily a reliable indicator of how long it may retain its wholesomeness or nutritional value. ØThe pack date indicates when the product was packaged or processed. ØWhile it may help to determine the age of the product, it does not necessarily provide useful information on its wholesomeness or nutritional value.
Best Practices for the FDP ØDON’T MENU ANY ITEMS UNTIL THEY ARE ON HAND OR AT LEAST IN YOUR INVENTORY!!! ØBe sure to have school staff available for deliveries to avoid a missed delivery. ØReport a change in Food Service Contacts immediately. ØMonitor K 12 and Processorlink balances monthly. ØBe sure to use all product sent to the processors. ØRemove all product from the warehouse as quickly as possible to avoid storage fees. ØOrder a minimum of 10 brown box cases per delivery to avoid a $15 drop fee from your assigned warehouse. ØRead all correspondence and CNPweb update/message screens from IDOE. ØUse all resources on the FDP and School Nutrition Program webpages.
Questions? ? ?
Contact Information ØCheryl Moore, Food Distribution Specialist (Brown Box) – cmoore@doe. in. gov , 317 -234 -2516 (Brown Box Items, Pre-order Survey, Do. D Fresh Program, Allocations, and Bonus) ØLinda Smith, Food Distribution Specialist (Raw/Bulk Products and Processor Questions) – lrsmith@doe. in. gov , 317 -232 -0859 ØJohn Todd, Food Distribution Coordinator – jtodd@doe. in. gov , 317 -232 -0865
Thank You!
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