Colyar Consulting Group, Inc

Colyar Consulting Group, Inc.

Child Nutrition Program

Summer Food Service Program
User Manual

For SFSP Sponsor Users

Summer Food Service Program User Manual

Table of Contents

Introduction 6

Web Site Benefits and Features 6

User Manual 6

Getting Started 7

Accessing the Web Site 7

About the System Home Page 8

Logging On 8

Summer Food Service Program Home Page 9

Error Processing 11

Input Edits 11

Business Rule Edits 11

Sponsor Search 11

Site Search 13

Selecting a Year 14

Applications 15

About the Program Year Application Process 15

Applications Menu 15

Sponsor Profile Menu 16

Sponsor Profile 17

Site Manager 18

Batch Holds 19

Payment Holds 20

Application Packet 20

Sponsor Application 21

Site Application(s) – Summer Food Service Programs 24

Food Production Facility Information 32

Site Field Trip(s) 34

Annual Budget 36

Management Plan 37

Checklist 40

Submitting an Application Packet 41

Advance Requests 42

Advance Requests Manager 43

Annual Audit Status Certification 43

Annual Audit Status Summary 45

Annual Audit Upload 46

Claims 47

About the Claims Process 47

Claims Menu 47

Claim Dates 48

Claim Entry 48

Claim Summary - SFSP 49

Claim Month Details – SFSP 49

Sponsor Claim Form - SFSP 50

Site Claim Form - SFSP 51

Payment Summary 55

Security 57

Security menu 57

User Manager 57

User’s Profile 59

User’s Assigned Group(s) 61

User’s Security Rights 62

User’s Associated Sponsors 63

Reset User's Password 63

Search 65

Search Menu 65

Table of Figures

Figure 1: System Home Page 7

Figure 2: Screen Options - example 9

Figure 3: Summer Food Service Program Home Page 10

Figure 4: Input Error (Partial Screen) 11

Figure 5: Warning Code and Description 11

Figure 6: Sponsor Search Page 13

Figure 7: Site Search Page 14

Figure 8: Menu bar - Year 14

Figure 9: Applications Menu screen 15

Figure 10: Sponsor Profile Menu screen 16

Figure 11: Sponsor Profile screen (part 1) 17

Figure 12: Sponsor Profile screen (part 2) 18

Figure 13: Sponsor Site Manager screen 18

Figure 15: Batch Holds screen 19

Figure 16: Payment Holds screen 20

Figure 17: Application Packet screen 21

Figure 18: Sponsor Application Effective Dates 21

Figure 19: Sponsor Application (part 1) 22

Figure 20: Sponsor Application (part 2) 23

Figure 21: Application Packet – SFSP Site List screen 25

Figure 22: Site Application screen (part 1) 26

Figure 23: Site Application screen (part 2) 27

Figure 24: Site Application screen (part 3) 28

Figure 25: Site Application screen (part 4) 29

Figure 26: Site Application screen (part 5 - partial) 30

Figure 27: Site Application screen (part 6) 31

Figure 28: Food Production Facilities selection screen 32

Figure 29: Food Production Facilities screen 33

Figure 30: Field Trip Site List 34

Figure 31: Field Trip Details – New Field Trip – Select a Site 34

Figure 32: Field Trip Details – New Field Trip –Details Screen 35

Figure 33: SFSP Budget Detail (part I) 37

Figure 34: SFSP Management Plan (part 1) 39

Figure 35: SFSP Management Plan (part 2) 40

Figure 36: SFSP Checklist Summary screen 41

Figure 37: SFSP Checklist - Internal Use Only 41

Figure 38: Advance Requests screen 42

Figure 39: SFSP Advance Detail - Modify 43

Figure 40: Annual Audit Status Certification Form (part 1) 44

Figure 41: Annual Audit Summary Search screen 45

Figure 42: Annual Audit Upload screen 46

Figure 43: Claims Menu 48

Figure 44: SFSP Claim Summary screen 49

Figure 45: SFSP Claim Month Details Screen 50

Figure 46: SFSP Sponsor Claim Report I (Partial) 50

Figure 47: SFSP Sponsor Claim Report II (Partial) 51

Figure 48: SFSP Site Claim Report 51

Figure 49: SFSP Site Claim List screen 53

Figure 50: Payment Summary List screen 56

Figure 51: Security menu 57

Figure 52: User Options screen 58

Figure 53: User Manager – Search for User 58

Figure 54: User Profile screen 60

Figure 55: User’s Assigned Group(s) screen 61

Figure 56: User’s Security Rights screen (partial) 62

Figure 57: User’s Associated Sponsors screen 63

Summer Food Service Program User Manual

Introduction

Welcome to the user manual for the Wyoming Department of Education Summer Food Service Program (SFSP) module. The system is a web-based software solution that provides administrators, state users, and sponsors with efficient and immediate access to applications, claims, and related nutrition program functions.

Web Site Benefits and Features

The system is a user-friendly web application that allows authorized state agency personnel and Sponsors to submit and approve application, claims, and miscellaneous forms via the Internet. Key system features include:

§ A software system that manages information regarding Sponsors, applications, claims, and reports.

§ A single integrated database which serves all child nutrition programs.

§ The ability to save partially completed forms 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 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.

User Manual

This user manual is intended for use by sponsor users that participate in the Summer Food Service Program. 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.

Getting Started

Before you can begin using the system’s administrative modules, you must be assigned a user ID and password by the Help Desk 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.

Accessing the Web Site

You can access the system from any computer connected to the Internet by opening your Internet browser and entering the URL (shown below) in the address line:

-- (to be determined) --

/ 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.

Figure 1: System Home Page

About the System Home Page

The System Home Page consists of three major sections:

· Bulletin Board.

· Log on.

· Links.

The bulletin board is managed by the State and provides general information.

The log on section is where authorized users enter their User ID and password. It also provides a link for users that have entered a valid User ID, but have forgotten their password, to be transferred to another webpage to reset their password.

The links section provides access to websites and additional information:

Logging On

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.

/ 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.

Select a new password and enter it into the box provided.
Re-enter your new password for confirmation.
Select Save to continue to the Programs page.

Note: Security configuration settings 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, one letter, and one special character (e.g., !, ?, /). Passwords are case sensitive.

Screen Options

Data entry screens in the system offer the user some or all of the following options: VIEW, MODIFY, and DELETE. The Screen Options area is located on the top right side of the screen, directly beneath the colored bar.

Figure 2: Screen Options - example

The following table describes each of the possible screen options:

Item / Description /
VIEW / Presents the screen information in ‘view-only’ mode. In this mode, the user cannot modify any data.
MODIFY / Presents the screen in ‘modify’ mode. In this mode, the user can modify field data and save the data after pressing the save button at the bottom of the screen.
DELETE / Deletes the current record displayed on the screen. The user will be presented with a confirmation screen to validate that they intend to delete the record.

Summer Food Service Program Home Page

After logging on to the system using your assigned user name and chosen password and selecting the SFSP button, you will be taken to the Summer Food Service Program Module Home Page. All available SFSP menu functions are accessible from this screen within the blue menu bar.

To access the Summer Food Service Program home page

1. Log on to the web site.

2. The SFSP Module Home Page displays.

Figure 3: Summer Food Service Program Home Page

From the SFSP home page, you can select a menu item from the blue menu bar at the top of the page. The Summer Food Service Program menu bar contains only menu items specific to the Summer Food Service Program. The following table describes the features available for each menu option, which this manual will discuss in detail:

Menu Item / Menu Features
Applications / § Sponsors Profile – Displays Sponsor’s Profile Information
§ Application Packet - Displays Applications and Agreement Forms (Sponsor and Site)
§ Advance Requests – Displays SFSP Advances for the current year
§ Annual Audit Status Certification Form - Displays Form Annual Audit Status Certification Form that non-exempt sponsors complete
§ Annual Audit Status Summary - Displays Annual Audit Status Summary
§ Annual Audit Upload - Uploads Annual Audit information to the system
Claims / § Claim Entry – Access to Claim Entry
§ Payment Summary - Displays Payment Summary
Security / § User Manager - Displays User Manager for selected sponsor (if no sponsor has been selected, the Sponsor Search screen will first display.)
Note: This menu item should be used when creating Sponsor User Ids. The Security module (selected from the Programs screen) should be used when creating State User IDs.
Search / § Opens the SFSP Search Options menu

Error Processing

All information entered and saved on the site is checked 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.

Input Edits

Whenever you save information or proceed to a new screen, the site checks for Input Errors. These errors are generally typographical mistakes, such as entering a 4-digit Zip Code or entering characters in a numeric field. If a form contains an input error, the screen re-displays with the error code and description in red at the top of the page. These errors must be corrected before you can proceed.

Figure 4: Input Error (Partial Screen)

Business Rule Edits

Business rule edits are used to ensure that all required data on a form does not conflict with site guidelines or information entered on the site. For example, if you enter a Reduced Meal Price greater than the Full Price Meal price, you will receive a business rule error.

The site runs business rule edits when a form is saved on the site. Business rule errors display on a save confirmation screen. The errors will also display with a code description and severity at the bottom of the form containing the errors. The description briefly describes and indicates which field contains the error. In addition, the error severity indicates whether an error is considered a Warning or an Error. Errors appear in red and must be corrected before the agreement or form can be submitted Warnings appear in blue and indicate something out of the ordinary, but not crucial to the approval of the agreement or form, has been detected.

Figure 5: Warning Code and Description

Sponsor Search

Note: If you are associated with only one sponsor, you will only see your sponsor in the search results for Sponsor Search.

/ TIP: Users who have access to more than one sponsor can also use the Sponsor Search function to switch between sponsors. (Select Search in the blue menu bar to access this function.)

When the Sponsor Search screen displays, you can search for the sponsor using all or part of the sponsor’s Agreement Number, Sponsor Name, or Vendor Number. Additional criteria (displayed in the following screenshot) can also be selected or you can display a list of all sponsors. The search results display in the Sponsors List below the search criteria.

To search for a sponsor

On the menu bar, select Search.
Select Sponsor Search.

3. Enter all or a portion of the Agreement Number, Sponsor Name or Vendor Number in the respective text box.

Note: You may limit your search to Sponsors within a specific County, Packet Status, Region or Application Packet Status, or associated to a specific Field Service Rep or Packet Assigned To a specific individual by selecting the desired choice from the respective dropdown list.

Select Search.
Select the sponsor you wish to access.

/ TIP: The Sponsors List displays based upon the criteria chosen. If no choices were made, the list displays all available sponsors. To display all sponsors, leave all search fields blank and select Search.

The search parameters follow a specific set of rules. These are described in the following table.