Sponsoring Organization Requirements Agenda Monitoring Preoperational visits Site

Sponsoring Organization Requirements

Agenda �Monitoring �Pre-operational visits �Site Reviews �Training �Edit Checks �Civil Rights Requirements �Claim 2

Monitoring Pre-Operational Visits Site Reviews 3

Why Monitoring? � “Each sponsoring organization must provide adequate supervisory and operational personnel for the effective management and monitoring of the program at all facilities it sponsors. ” ~ (CACFP) regulations [7 CFR Part 226. 16(d)] �This includes: �Pre-operational visits � Ensure that the facility is adequate for CACFP operation � Orient staff to CACFP meal requirements and responsibilities �Site reviews � Part of the effective management and monitoring of the CACFP at all facilities they sponsor 4

Who Should Monitor the Sites? �Someone who does not work at the site being monitored �Example, the Director of a site should not monitor their own site �Preferably the same person monitoring all sites �Example, the Authorized Representative if that person is not in charge of a specific site �Monitoring staff must receive training on CACFP requirements annually 5

Pre-Operational Visits �Must be conducted for: �New sites �Sites that move to a new location �Sites that have been closed for more than one month �Conduct a pre-operational site visit before starting operation at that site �Ex. If the site opens in September, complete the -operational site visit in August 6 pre

Pre-Operational Visits � Use the Pre-Operational Visit form (GM 5) 7

Site Reviews / Monitoring � Minimum 3 reviews must be conducted each year at each site, unless facility is not open year-round Months of Operation Number of Reviews 1 -4 1 5 -8 2 9 -12 3 � The first review must occur within the first 4 weeks of operation for new sites and sites that move � At least 2 reviews must be unannounced �At least 1 unannounced must be an observation of meal service � A maximum of 6 months can elapse between reviews 8

Site Reviews / Monitoring • Use the Sponsoring Organization Review form (GM 5) 9

Highlighted areas need attention and corrective action / follow-up If observing a meal service, document all foods served and total amounts prepared 10

Meal Counts � Stay for the duration of meal service to verify that staff are recording meal counts properly & accurately � Always document the 5 day reconciliation regardless if observing a meal Record past 5 days meal counts and attendance 11

1. Problems found during review 2. Corrective Action Plan to be followed 3. Corrective Action complete by date 4. Date and method of follow-up 12

Monitoring Requirements Follow-up 13

Monitoring Requirements Site Review Tracking �In CACFP contract agencies report when site reviews will be conducted � How will your agency assure this is followed? �Schedule and track reviews � DPI provided Site Review Tracking Form (GM 5) 14

Site Review Tracking Form 2012 Loving Care II 1234 11/10/11 3/5/12 11/10/11 3/15/12 6/16/12 N/A Completed Site Reviews Loving Care III 1235 6/17/12 N/A Planned Future Site Reviews 15

Sponsor Training Requirements CACFP Key Staff

Training Requirements �Sponsoring organizations must train key staff on CACFP duties and responsibilities �Staff with primary responsibility of CACFP �Staff who maintain records that support the monthly claim �Staff responsible for compliance with any other CACFP requirement �New staff should be thoroughly trained before beginning their work in the program �Train prior to program operations and annually thereafter 17

Training Requirements Required Training Topics 18 Agenda in GM 9 C

Training Requirements � Retain all documentation including agendas, minutes, resources used and attendance sheets �Attendance sheet provided in GM 9 C 19

Civil Rights Requirements 20

Civil Rights Requirements �Each site must have its own �“Building for the Future” fliers posted or included in enrollment packet �Current WIC fact sheet either posted or made available to parents �Completed Racial/Ethnic Data Forms – annually �“And Justice for All” posters displayed 21

Monthly Claim Edit Checks 22

Monthly Claim Edit Checks � Document that the two claim edit checks were conducted for each site prior to submission of each monthly claim � Sponsor cannot submit a claim for a facility if edit checks #1 or #2 are violated � Sponsor may use DPI prototype form (refer to Guidance Memorandum #5 C) or another form which captures the two edit checks 23

Edit Checks – GM #5 24

Edit Checks – 3 sites/page 25

Claim Reminders 26

Claim Reminders �Enrollment Data (Free, Reduced, Non-Needy) �Maintain a separate Household Size-Income Record (HSIR) at each site �A child enrolled and attending two or more sites in the same month must be included on the HSIR for all sites �ADA �Calculate ADA on a site-by-site basis for each month �Add each site's ADA for the total ADA to be included on the claim �Number of Days of Service �List days of service on a site-by-site basis. If days at sites differ, use the greater number for the days of service 27

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