SchoolFood Breakfast in the Classroom Meal Scanning

Breakfast in the Classroom Meal Scanning Pilot System The SchoolFood Breakfast in the Classroom Meal System adds efficiency to the Breakfast in the Classroom meal program and reduces the administrative process of counting meal rosters. The system has been built in phases. Phase 1: Pilot phase, occurred in school year 2015-16 and enabled the participating schools to record meals served using a scannable bubble sheet roster. This pilot phase allowed for two functions: School Administration - Scanning of bubble sheet rosters to record meal participation using the ATS printer. SchoolFood Service Managers - Retrieving meal counts in the BIC Meal System for manual entry into SchoolFood Online Forms Application (SOFA).

Breakfast in the Classroom Meal Scanning System – Phase 2 BIC Meal System was designed as a reporting system to display the count of meals scanned through the ATS Printers. With phase 2, there will be increased compliance and additional efficiency through the following enhancements. 1. 2. 3. 4. 5. 6. 7.

Daily Processing of Scanned Forms Automation with SOFA Tracking Student Enrollment/Eligibility Meals Served Adjustment Screen Financial Period Restrictions Hybrid Meal Service Enhanced Reporting

Bubble Sheet Rosters Breakfast in the classroom bubble sheet rosters print automatically on Friday morning. For use on Monday morning during classroom service. Retro-admits, and inter-class transfers will not be listed on the roster until the following week. Blank rows will be displayed on the roster so that teachers can write in the names of any student admitted in the class after the roster was printed. Handwritten students will be not be picked up by the scanners They should be entered manually into the BIC Meal System using the manual entry/adjustment screen. Holiday’s will be noted on the roster with an “X” similar to the attendance sheet which is based on the school calendar that is managed through ATS. Meals bubbled in on holidays will be omitted from the scanned transactions.

Bubble sheet Rosters The BIC Meal Roster looks similar, but does not function like the attendance sheet. Roster should remain in the classroom for the week. Roster is scanned once per week, preferably on Friday after breakfast. Teachers should not mark students who are absent. Fill in the bubble only if student has received a meal. Fill in the bubble under the day of the week. Do not use √, or X to count meals. The bubble ● must be filled in. Do not mark “A” for absent, leave it blank. Retro-Admits - Write names of students who are enrolled in class after printed. Adult Meals- up to 4 adults/class should be filled in ● if meals are taken.

Bubble sheet Scanning and Confirmation Bubble Sheet Scannable Roster

DFS Confirmation Page

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Cafeteria Service - for Hybrid Schools Student Meals – one class per page Error Codes – lists all errors Send Results – completed/successful

Bubble Sheet Rosters, cont. In the event the scanner is not working, rosters can be scanned when the scanner is repaired or at an alternate ATS scanner if the building has one. The service level agreement for the main attendance printer/scanner is next business day. A copy of the previously printed rosters will remain in the ATS Print Queue for 30 days after the forms are printed. In the event that a roster is damaged and not scannable, meals can be transferred from the damaged roster to a reprinted roster and scanned through the ATS Printer.

Grab & Go Hybrid Delivery This two-part delivery option is available at eligible BIC schools where the doors open to the community 30 minutes or more before the school day begins.

This option was created to provide early arriving children with the opportunity to eat a BIC breakfast in the cafeteria while ensuring children, arriving closer to or after the time class begins, have the opportunity to enjoy a BIC breakfast in their classroom. School selection is based on adequate kitchen space, electricity, and other facility specific factors.

Grab & Go Hybrid Delivery The BIC bubble sheet roster has an indicator bubble, labeled “Cafeteria Service” at the top of each classroom page. In hybrid service schools, Principal’s staff will print a second set of rosters from the ATS Print Queue. Rosters should be completed by the staff person assigned to record meals served in the cafeteria. For classroom service the “Cafeteria Service” bubble should not be filled in. At the end of the week, the bubble sheets will all be scanned and meals will be counted as being consumed in the cafeteria and/or in classroom. If very few students are being served in the cafeteria, for example less than 25 then the school can use the provided “Hybrid School List” to track meals served in the cafeteria. Meals can then be entered directly into the BIC Meal System using the Manual Update Screen.

Breakfast in the Classroom Meal System

Access the BIC Meal System Schools can access the BIC Meal System on SchoolFood website. SchoolFoodnyc.org Document Center Sign In > Principals and Staff > • Select Meal Accountability from the drop down list • Click on “BIC Bubble Sheet Scanning System”

SchoolFood BIC Meal System SchoolFood Service Managers -Access using single sign-on with your outlook username and password. School Administration - Access using your schools OPT username and password. Same log-in as ordering applications or school buses. (School DBN Code , i.e. 10X124) Upon Log-in, users will be presented with the Search Screen: Search by Building Code, SchoolFood Code and School DBN Code (ATS Code) Click on the SchoolFood Code to access the Selected School Details screen

Main/Annex Locations If there are multiple locations for a single school (Main/Annex) the user will see their SchoolFood Code, Building Code and address listed for each site. Meals will be consolidated to the correct SchoolFood Code. Consolidation is based on the classroom and physical location in ATS.

SchoolFood BIC Meal System Retro-admits - students enrolled or transfer classes after the roster was printed will be handwritten on the bottom of the roster. Meals served to these students will be added manually to the BIC Meal System. At the “Selected School Details” Screen: Make adjustments to meals served: 1. Select the Weekending (Friday date) 2. Select the class room you wish to edit. 3. Click the Get BIC Details button.

Retro-Admits and Adjustments Meals which were previously scanned will display a check mark. If the student’s name is hand written on the printed roster, enter a check mark on the days that bubbles are filled in on that roster. If a student was bubbled in and scanned by error, remove the check mark. Find individual students using the Search Function.

Meal Count Changes Meals may be scanned or entered into the BIC Meal System after the initial scanning was completed. For example, a classroom submitted their roster late or retro-admits are entered manually. A notification will display for the selected school which states “Meal(s) are added/updated for the particular week”. Daily Processing of Scanned Forms

Although scanning on Friday afternoon is preferred, the bubble sheet can be scanned any day and will be processed the next day. The same weekly roster should not be scanned daily, this will result in the exception error of “duplicate students”. A student will only be counted and claimed once for a day.

BIC Meals System to SOFA Meals counted through the BIC Meal System will be automatically transferred to SOFA. Forms automatically reset back to ‘Not Submitted’ status in SOFA when new data is received from the BIC System. Managers must ensure that:

SF-1 form in SOFA is reviewed before submitting for Level 1 approval. Changes required to meal counts are made in BIC System before the financial period closes. Meal changes made to BIC System after the form has been ‘Submitted’ or ‘Level 1 approved’ are resubmitted in SOFA.

WebSMARTT POS Schools using WebSMARTT POS - breakfast meals will not be counted using WebSMARTT POS. Breakfast meals will be counted using the Bubble sheet roster. POS will continue to be used for lunch. Breakfast meals will sweep to SOFA from the BIC Meal System. Lunch meals will sweep to SOFA from POS. The “Last Action” column will display if the meals are from POS or BIC.

Changes to Forms After the Financial Period Closes The financial period will be open until the second Friday of the month after the last service day of the prior month. Dates are published for review in SOFA on the POS Financial Period tab.

Managers will follow the same process as we do in WebSMARTT POS schools. Manager will email OSSS Finance to request the financial period be opened. [email protected], [email protected], [email protected], Copy District Supervisors.

OSSS Finance will contact the Meal Accountability Office with approvals/rejections. The Meal Accountability Office will open the financial period if approved.

Breakfast in the Classroom Meal System Reporting

Reporting There are several levels of reporting available to schools. School Level Reporting – identifies students enrollment, and meal participation each day for a selected time period. Class Level Reporting – identifies student enrollment and participate daily in each class for a selected week. Student Level Reporting - identifies individual students participation, their meal code at the time of service, each day for a selected week. Meal Change History – identifies when and by whom meals are edited using the manual update screen. Meal Count Report – identifies how many meals were served each day. Hybrid schools will indicate cafeteria and classroom service separately.

Reporting – Class Level Managers and Principals can use this report make decision about how many meals are needed on average in each classroom.

Reporting – Meal Counts Count of meals for the type of service location in the building. Managers and Principals can use this report make decision about how many meals should be prepared for classroom or cafeteria service in hybrid service schools.

Cafeteria Classroom

Total

Exceptions Report The Exceptions Report will be available SchoolFood Managers and will identify situations where a meal was scanned, but could not be counted for reimbursement. Exceptions usually require actions to resolve. Actions are dependent on the error. Corrections will be appear the next day after the bubble sheets are rescanned and processed.

Common Exceptions/Resolutions Exception

Duplicate Meal for Student

Site Doesn’t Exist in BIC Meal System

Non-Service Days

POS Financial Period is Closed

Exception Meaning

Action Owner/Required Action

Student may appear as received a meal in the classroom and cafeteria on the same day in a hybrid service school.

School Administration - encourage students to take only one meal per day.

May not require an action or correction if due to a re-scan of a roster.

School Administration - Scan the roster only once per week unless adding meals.

The SchoolFood Code, ATS Code and classroom physical location relationship is not available because ATS is not up to date.

School Administration - School needs to assign the classroom to a physical location in ATS using CMOD or CCMM.

SIS does not indicate that the school participates in the BIC Meal System.

SchoolFood Accountability Office – will update SIS.

Bubble may have been filled in on the wrong day of the week.

School Administration fill in the bubble on the correct the day and rescan the sheet. Erasing the incorrect day is not necessary.

SIS does not indicate the BIC Start Date.

SchoolFood Accountability Office will update SIS.

Managers have a until the second Friday of the next month to finalize and submit their meal counts for reimbursement.

SchoolFood Manager - must email OSSS Finance to request an extension.

Help and Support Schools are supported by OSSS IT Help Desk and DIIT Service Desk. Depending on the issue or question you should call the appropriate help desk. OSST IT Help Desk (718) 349-5783 All BIC Meal System Questions 1. I cannot access the BIC Meal System 2. I forgot my OPT password 3. My school is not listed in the system 4. I cannot print a report 5. Meals are in BIC, but not in SOFA 6. How can my school participate?

DIIT Service Desk: (718) 935-5100 All roster, print and scan questions 1. Bubble sheet roster did not print on Friday 2. How do I update my ATS classes? 3. My printer/scanner is not working 4. I received an error message when scanning 5. How to I access ATS Print Queue?

For a full list of Frequently Asked Questions and answers, visit the Training Area of the SchoolFood Website.

http://schools.nyc.gov/schoolfood