Presenter s Name: Janet Luc Griffin, MPH Title: Senior Consultant Company: CSNA s 62 nd Annual Conference November xx, 2014 Sacramento, CA

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1 Session Title: Preparing for the Administrative Review Presenter s Name: Janet Luc Griffin, MPH Title: Senior Consultant Company: CSNA s 62 nd Annual Conference November xx, 2014 Sacramento, CA

2 Janet Luc Griffin: Presenter 10+ years of experience in the public health arena Bachelor of Science in Human Nutrition, Foods and Exercise (Virginia Tech) Master s in Public Health (Benedictine University) Licensed nutritionist with the WIC program in Washington D.C. as the Chinese Speaking Nutritionist. School Nutrition Programs (SNP) Specialist with the Virginia Department of Education (VDOE). Child & Adult Care Food Program (CACFP) Coordinator inteam Consultant/Senior Consultant- Project Manager in Statewide implementation of inteam s Software: Six Cents Certification Tool, Production Records, Menu Costs, Validation Reviews, and Administrative Review Supplement in Kentucky. Project Manager in Statewide implementation of Administrative Review Software in Rhode Island.

3 Agenda Overview : SMARRT Administrative Review Process Off Site Review On Site School Food Authority (SFA) Review On Site School Review Tools/Services to Prepare for the Administrative Review Menu Planning Tools Mock Administrative Reviews elearning Sharing Best Practices for a successful Administrative Review and Q&A

4 Administrative Review Documents The Administrative Review Documents are posted on the USDA public website. NOTE: State Agencies do have the flexibility in adding additional areas of review within the Administrative Review.

5 SMARRT Administrative Review Process- Off Site Review 1. The Off Site Review consists of the following sections: Meal Access and Reimbursement Nutritional Quality and Meal Pattern Resource Management General Program Compliance Other Federal Programs Special Provision Options (Provision 1-2-3, CEP) Items in bold indicate significant changes from the old Coordinated Review Effort (CRE) to the new Administrative Revie 2. The District completes the Off Site Review

6 SMARRT Administrative Review Process- Off Site Review 3. The State Agency reviews the Off Site Review documentation and validates the responses 4. The State Agency notifies the District of the Review Month and Review Week 5. The State Agency/District completes/validates the Meal Compliance Risk Assessment Tool to determine the review school selected for the Targeted Menu Review. NOTE: The review school with the highest score from the Meal Compliance Risk Assessment Tool will be selected for the Targeted Menu Review.

7 SMARRT Administrative Review Process- Off Site Review 6. The State Agency determines which option to follow when reviewing the Targeted Menu Option 1- Dietary Specifications Assessment Tool Option 2- Validate SFA s Nutrient Analysis Option 3- State Agency Conducts Nutrient Analysis Option 4- Utilizing an FNS-Approved Process Menu Planning Tools for Certification for Six Cent

8 SMARRT Administrative Review Process- Off Site Review 7. The District submits USDA Spreadsheets/USDA Approved Alternate and supporting documentation for all review schools for the review week menu so that the Components and Quantities can be evaluated by the State Agency 8. The State Agency/District Completes the Resource Management Risk Indicator Tool to determine whether the review warrants a Comprehensive Resource Management Evaluation during the On Site SFA Review.

9 SMARRT Administrative Review Process- On Site SFA Review 1. The On Site SFA Review consists of the following sections: Meal Access and Reimbursement Resource Management (Comprehensive) General Program Compliance Special Provision Options (Provision 1-2-3, CEP) Items in bold indicate significant changes from the old CRE to the new Administrative Review 2. The State Agency conducts the On Site SFA Review at the Central Office of the SFA

10 SMARRT Administrative Review Process- On Site School Review 1. The On Site School Review consists of the following sections: Meal Access and Reimbursement Nutritional Quality and Meal Pattern General Program Compliance Other Federal Programs Items in bold indicate significant changes from the old CRE to the new Administrative Review 2. The State Agency conducts the On Site School Review at the Central Office of the SFA

11 SMARRT Administrative Review Process- On Site School Review 3. If Option 1: Dietary Specifications Assessment Tool is chosen by the State Agency to evaluate a Targeted Menu Review Off Site, the same tool will be utilized during the On Site School Review to validate. 4. If a Nutrient Analysis is required, the Nutrient Analysis and Validation Checklist will be used to evaluate the Targeted Menu Review. 5. If the review schools have Other Federal Programs, the State Agency must also review the programs as a part of the Administrative Review.

12 Tools/Services to Prepare for the Administrative Review: Menu Planning Tools BREAKFAST LUNCH REGULATIONS

13 Tools/Services to Prepare for the Administrative Review: Mock Administrative Reviews Benefits 1. Assists you in completing the Off Site Review to prepare for State Agency submittal 2. Assists you in assessing your menus for compliance 3. Assists you in gathering all the materials necessary to prepare for your Administrative Review 4. Ability to determine your Targeted Menu Review 5. Ability to determine whether your Administrative Review will warrant a Comprehensive Resource Management Evaluation 6. Helps you identify any potential findings that will allow you to fix before the real Administrative Review

14 Tools/Services to Prepare for the Administrative Review: elearning 1. Training for staff to understand their responsibilities 2. Training for staff to help prepare for the Administrative Review 3. Re-Training of staff as a part of any corrective action from an Administrative Review

15 Tools/Services to Prepare for the Administrative Review: elearning Quizzes/Tests 1. Testing staff comprehension of courses 2. Track staff completion and pass/fail rate

16 Best Practices 1. Spot Check your Free/Reduced Applications- Catch and fix the errors before the State Agency catches them 2. Review Verification to ensure that it was completed correctly. If not, fix it 3. Review Provision 1-2-3, and/or Community Eligibility Provision documentation 4. Review your review month s claim to ensure that your claims do not exceed your edit checks, if there are errors fix them prior to the State Agency s visit

17 Best Practices 5. Conduct a surprise Local Review for your sites and review the operations and review documentation: a. Observe Meal Preparation/Service b. Review Production Records/ Invoices/ Inventory/Deposits/Training Documentation/Food Safety Plan/ Special Diets on File etc. c. Review Claim Documentation/Rosters if necessary d. Posted Health Inspection and Nutrition Education Materials e. Review the Afterschool Snack Program (ASP), Seamless Summer Option (SSO), Fresh Fruit and Vegetable Program (FFVP), and Special Milk Program (SMP) as necessary

18 Q& A

Presenter s Name: Kimberly Rogers, RD Title: Consultant Company: CSNA s 62 nd Annual Conference November 14, 2014 Sacramento, CA

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