colyar consulting group, incedu.wyoming.gov/downloads/nutrition/sfsp_sponsor_manual.docx · web...

COLYAR CONSULTING GROUP, INC.Child Nutrition Program

Summer Food Service Program

User ManualFor SFSP Sponsor Users

TABLE OF CONTENTS

INTRODUCTION...........................................................................................................................6WEB SITE BENEFITS AND FEATURES.............................................................................................................6USER MANUAL...............................................................................................................................................6

GETTING STARTED....................................................................................................................7ACCESSING THE WEB SITE.............................................................................................................................7ABOUT THE SYSTEM HOME PAGE..................................................................................................................8LOGGING ON..................................................................................................................................................8SUMMER FOOD SERVICE PROGRAM HOME PAGE..........................................................................................9ERROR PROCESSING.....................................................................................................................................11

Input Edits..............................................................................................................................................11Business Rule Edits................................................................................................................................11

SPONSOR SEARCH.........................................................................................................................................11SITE SEARCH................................................................................................................................................13SELECTING A YEAR......................................................................................................................................14

APPLICATIONS..........................................................................................................................15ABOUT THE PROGRAM YEAR APPLICATION PROCESS.................................................................................15APPLICATIONS MENU...................................................................................................................................15

Sponsor Profile Menu............................................................................................................................16Sponsor Profile.................................................................................................................................17Site Manager....................................................................................................................................18Batch Holds......................................................................................................................................19Payment Holds.................................................................................................................................20

Application Packet.................................................................................................................................20Sponsor Application.........................................................................................................................21Site Application(s) – Summer Food Service Programs...................................................................24Food Production Facility Information..............................................................................................32Site Field Trip(s)..............................................................................................................................34Annual Budget..................................................................................................................................36Management Plan.............................................................................................................................37Checklist...........................................................................................................................................40Submitting an Application Packet....................................................................................................41

Advance Requests..................................................................................................................................42Advance Requests Manager...................................................................................................................43Annual Audit Status Certification..........................................................................................................43Annual Audit Status Summary..............................................................................................................45Annual Audit Upload.............................................................................................................................46

CLAIMS.........................................................................................................................................47ABOUT THE CLAIMS PROCESS......................................................................................................................47CLAIMS MENU..............................................................................................................................................47CLAIM DATES...............................................................................................................................................48

Claim Entry............................................................................................................................................48Claim Summary - SFSP...................................................................................................................49Claim Month Details – SFSP...........................................................................................................49Sponsor Claim Form - SFSP............................................................................................................50Site Claim Form - SFSP...................................................................................................................51

Payment Summary.................................................................................................................................55

SECURITY....................................................................................................................................57SECURITY MENU...........................................................................................................................................57

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User Manager.........................................................................................................................................57User’s Profile.........................................................................................................................................59User’s Assigned Group(s)......................................................................................................................61User’s Security Rights...........................................................................................................................62User’s Associated Sponsors...................................................................................................................63Reset User's Password............................................................................................................................63

SEARCH........................................................................................................................................65SEARCH MENU.............................................................................................................................................65

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TABLE OF FIGURES

Figure 1: System Home Page...........................................................................................................................7Figure 2: Screen Options - example.................................................................................................................9Figure 3: Summer Food Service Program Home Page..................................................................................10Figure 4: Input Error (Partial Screen).............................................................................................................11Figure 5: Warning Code and Description.......................................................................................................11Figure 6: Sponsor Search Page.......................................................................................................................13Figure 7: Site Search Page..............................................................................................................................14Figure 8: Menu bar - Year..............................................................................................................................14Figure 9: Applications Menu screen..............................................................................................................15Figure 10: Sponsor Profile Menu screen........................................................................................................16Figure 11: Sponsor Profile screen (part 1).....................................................................................................17Figure 12: Sponsor Profile screen (part 2).....................................................................................................18Figure 13: Sponsor Site Manager screen........................................................................................................18Figure 15: Batch Holds screen.......................................................................................................................19Figure 16: Payment Holds screen...................................................................................................................20Figure 17: Application Packet screen.............................................................................................................21Figure 18: Sponsor Application Effective Dates............................................................................................21Figure 19: Sponsor Application (part 1).........................................................................................................22Figure 20: Sponsor Application (part 2).........................................................................................................23Figure 21: Application Packet – SFSP Site List screen.................................................................................25Figure 22: Site Application screen (part 1)....................................................................................................26Figure 23: Site Application screen (part 2)....................................................................................................27Figure 24: Site Application screen (part 3)....................................................................................................28Figure 25: Site Application screen (part 4)....................................................................................................29Figure 26: Site Application screen (part 5 - partial).......................................................................................30Figure 27: Site Application screen (part 6)....................................................................................................31Figure 28: Food Production Facilities selection screen..................................................................................32Figure 29: Food Production Facilities screen.................................................................................................33Figure 30: Field Trip Site List........................................................................................................................34Figure 31: Field Trip Details – New Field Trip – Select a Site......................................................................34Figure 32: Field Trip Details – New Field Trip –Details Screen...................................................................35Figure 33: SFSP Budget Detail (part I)..........................................................................................................37Figure 34: SFSP Management Plan (part 1)...................................................................................................39Figure 35: SFSP Management Plan (part 2)...................................................................................................40Figure 36: SFSP Checklist Summary screen..................................................................................................41Figure 37: SFSP Checklist - Internal Use Only.............................................................................................41Figure 38: Advance Requests screen..............................................................................................................42Figure 39: SFSP Advance Detail - Modify....................................................................................................43Figure 40: Annual Audit Status Certification Form (part 1)..........................................................................44Figure 41: Annual Audit Summary Search screen.........................................................................................45Figure 42: Annual Audit Upload screen.........................................................................................................46Figure 43: Claims Menu.................................................................................................................................48Figure 44: SFSP Claim Summary screen.......................................................................................................49Figure 45: SFSP Claim Month Details Screen...............................................................................................50Figure 46: SFSP Sponsor Claim Report I (Partial)........................................................................................50Figure 47: SFSP Sponsor Claim Report II (Partial).......................................................................................51Figure 48: SFSP Site Claim Report................................................................................................................51Figure 49: SFSP Site Claim List screen.........................................................................................................53Figure 50: Payment Summary List screen.....................................................................................................56Figure 51: Security menu...............................................................................................................................57Figure 52: User Options screen......................................................................................................................58Figure 53: User Manager – Search for User...................................................................................................58Figure 54: User Profile screen........................................................................................................................60

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Figure 55: User’s Assigned Group(s) screen.................................................................................................61Figure 56: User’s Security Rights screen (partial).........................................................................................62Figure 57: User’s Associated Sponsors screen...............................................................................................63

IntroductionWelcome 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 FeaturesThe 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 ManualThis 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.

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Getting StartedBefore 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 SiteYou 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

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About the System Home PageThe 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 OnTo 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.

1. Select a new password and enter it into the box provided.

2. Re-enter your new password for confirmation.

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3. 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 OptionsData 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.

MODIFYPresents 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 PageAfter 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 page1. Log on to the web site.

2. The SFSP Module Home Page displays.

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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.

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Search Opens the SFSP Search Options menu

Error ProcessingAll 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 SearchNote: 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.)

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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 sponsor1. On the menu bar, select Search.

2. 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.

4. Select Search.

5. 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.

If the type of search is identified as “includes”, the system will search for any Sponsor that includes the parameter in any portion of the selected field. For example, if the user entered “386” in the Agreement # parameter, the system will retrieve Sponsors with Agreement #s of “00386” and “01386”.

If the type of search is “exact match”, the system will search only for any Sponsor that exactly matches the parameter. For example, if the user selected “Collin” in the County parameter, the system will retrieve all Sponsors associated with the county of Collin.

Parameter Type of Search Search Features

Agreement # “includes” If in combination with the Sponsor Name, the Agreement # takes precedence

If in combination with any other parameter, all parameters are used to perform the search

Sponsor Name “includes” If in combination with the Agreement #, the Agreement # takes precedence; this parameter is ignored


Vendor Number “includes” If in combination with the Agreement #, the search is performed using both the Agreement # and this parameter

If in combination with any other parameter, all

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Parameter Type of Search Search Features

parameters are used to perform the search

County

Packet Status

Field Service Rep

Packet Assigned To

Region

Program Status

“exact match” If in combination with the Agreement #, the search is performed using both the Agreement # and this parameter


Program Status “exact match” Required; defaults to “Active”


Figure 6: Sponsor Search Page

Site SearchYou can also search for and select a Site through the Site Search function on the Search menu.

TIP: Sites only display if they are associated with a Sponsor to which you have access.

You can search for the center using all or part of the Site Number, Site Name, or Street Address. At least one search criteria must be entered. The search results display in the Site List below the search criteria.

To search for a site1. On the menu bar, select Search.

2. Select Site Search.

3. Enter all or a portion of the Site Number, Site Name, or Street Address in the respective text box(es) or select Site Type from the dropdown list.

4. Select Search.

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5. Select the desired Site.

Figure 7: Site Search Page

Selecting a YearInformation for sponsors and sites displays only for the selected school year. Upon logging on to the system, the current school year is the default selection and displays in the top-right corner. In order to view information from a different year, you will need to change the school year.

Note: Some users may be unable to select a new year if they have not been granted the security right. Contact your administrator and request that you be given the Select Year security right if you feel this is in error.

To select a year1. Select Year on the blue menu bar at the top of the page.

The Year Select screen displays.

Figure 8: Menu bar - Year

2. Select the year you wish to select.

Note: The selected year is indicated by the <Selected to the right of the year.

3. Use the menu bar to return to your task in the program.

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ApplicationsNow that you know how to access and log on to the system, the remainder of the manual will explore the functions of the Summer Food Service Program module. Let’s first look at the Applications component of the system, where users manage yearly enrollment of the sponsor and sites and complete the appropriate forms required by the State.

About the Program Year Application ProcessIn order to participate in the SFSP, sponsors and sites must submit an Application Packet to the State for review and approval.

A new Application Packet must be submitted and approved for each Program Year. Some sponsors may have certain information from the previous program year “rollover” into the next program year as a part of their annual update, so the Sponsor does not have to complete every field every year. The Sponsor can submit the Application Packet to the State once all necessary applications have been correctly completed. Once the Application Packet is approved, monthly claims for reimbursement may be submitted, approved, and scheduled for payment by the State.

TIP: The Checklist feature automatically lists the required supporting documents based upon the sponsor's answers to certain application questions. The State can manage the documents’ receipt and status from within this feature. For more information, see Checklist.

Applications MenuThe Applications menu is the starting point for all tasks related to the annual SFSP Application process. The following figure displays the Application menu items and descriptions:

Figure 9: Applications Menu screen

To access the Applications Menu

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1. On the blue menu bar, select Applications.The Applications Menu displays.

2. Select an application item to access that application function.

Sponsor Profile Menu The Sponsor Profile Menu allows you to access the Sponsor Profile, Site Manager, Batch Holds, and Payment Holds functions. The following table describes the features available from the Sponsor Profile screen.

TIP: For help searching for a sponsor, see Sponsor Search.

Item Description

Sponsor ProfileContains specific information for the sponsor, identification numbers and program participation information

Site Manager Contains a list of sites and site options for the sponsor

Batch Holds Contains a list of batch hold options for enrolled programs

Payment HoldsContains payment hold options for a program year by month by enrolled programs

To access Sponsor Profile Menu1. On the blue menu bar, select Applications.

The Applications menu screen displays.

2. On the menu, select Sponsor Profile.If a sponsor has already been selected, the Sponsor Profile Menu screen displays.If no sponsor has been selected, use the Sponsor Search feature to search for and select a sponsor.

Figure 10: Sponsor Profile Menu screen

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Sponsor ProfileThe Sponsor Profile is the access point to specific information about the sponsor, including program participation information, assigned specialist information, and sponsor status. This is the initial registration screen for a sponsor that is completed by State staff. Once sponsors have a profile and obtain a User ID, they can access the system and begin the application process.

State users also use the Sponsor Profile to specify whether the sponsors will claim at the sponsor level or at the site level. Once these preferences are set, they remain in effect until changed by State staff. System functionality will not allow a change to claiming status (Sponsor vs. Site reporting) within a claim month.

To view a sponsor profile1. On the Applications menu, select Sponsor Profile.

2. Search for and select a sponsor using the Sponsor Search (if necessary).

3. Once a sponsor has been selected, select Sponsor Profile.

4. Select <Back to return to the previous screen.

Figure 11: Sponsor Profile screen (part 1)

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Figure 12: Sponsor Profile screen (part 2)

Site ManagerThe Site Manager enables you to view, modify, add, delete, and change the status of a sponsor's site profiles and SFSP sites. Once a sponsor has been selected, details about its sites, including the site number, name, region, and status display.

The Site Profile screen provides access to view and modify high level Site Information, Program Participation and Site Status. The Site Profile screen must be completed prior to the Site Application for new sites.

To view a site profile1. On the Applications menu, select Sponsor Profile.

If a sponsor has already been selected, the Sponsor Profile Menu screen displays.If no sponsor has been selected, use the Sponsor Search to search for and select a sponsor.

2. Once a sponsor has been selected, select Site Manager.

Figure 13: Sponsor Site Manager screen

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3. Select the site you wish to view.

4. Select <Back to return to the previous page.

Figure 14: Site Profile screen

Batch HoldsThe Batch Holds feature enables users to view batch hold options and change history.

To view a batch hold 1. On the Applications menu, select Sponsor Profile.

If necessary, search for and select a sponsor.

2. Once a sponsor has been selected, select Batch Holds.


Figure 15: Batch Holds screen

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Payment HoldsThe Payment Holds feature enables users to view payment hold options

To view a payment hold 1. On the Applications menu, select Sponsor Profile.

If necessary, search for and select a sponsor.

2. Once a sponsor has been selected, select Payment Holds.


Figure 16: Payment Holds screen

Application Packet In order to participate in the Summer Food Service Program (SFSP), sponsors must submit an application packet to the State for review and approval. At the beginning of each program year, sponsor data is rolled over and must be verified by sponsors prior to submitting any claims.

The Application Packet contains the sponsor application, site application(s), and other forms required as a part of the packet. After selecting Application Packet from the Applications menu, each required packet item and its status displays. If any packet item requires attention—such as an error within a form or a checklist item to be completed—a red notification displays on the right.

TIP: A state user cannot approve an application until all supporting documents have been received and reviewed. The Checklist feature automatically lists the required supporting documents based upon the sponsor's answers to certain application questions. For more information, see Checklist.

Note: Sponsors may not submit claims until their application packet has been approved for the respective program year. The State requires that sponsors may not claim meals served prior to the approved operating date.

To access the Application Packet1. On the blue menu bar, select Applications.

2. Select Application Packet.

3. Select the Program Year you wish to access.

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4. Select the Packet Item you want to access.

Figure 17: Application Packet screen

Sponsor ApplicationThe Sponsor Application screen provides access to the sponsor’s annual application for the Summer Food Service Program for both new and renewing sponsors. The sponsor is required to complete a new sponsor application annually (sponsor data may be rolled over from the previous year and, then, verified by the sponsor).

To view or modify a sponsor application 1. On the menu bar, select Applications.

2. On the menu, select Application Packet.

3. Under Packet Item, select Sponsor Application.

Figure 18: Sponsor Application Effective Dates

4. Select the Effective Date link for the application version you wish to view.

5. View or modify any desired information.

6. Select Save.

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Figure 19: Sponsor Application (part 1)

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Figure 20: Sponsor Application (part 2)

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To revise an application

Note: Once an application has been approved by the State, any changes to the application must be made by revising the application.

1. From the Applications menu, select Application Packet.


3. Select Revise Application.

4. Modify any desired information.

5. Select Save.

To delete a sponsor application

Note: A sponsor application can only be deleted if the sponsor has not yet submitted any claims for the program year.

1. From the Applications menu, select Application Packet..


3. Select the application you wish to delete.

4. Select Delete on the Edit menu in the top-right corner.

WARNING: Once the application has been deleted, it is permanently removed and cannot be restored. Use caution before deleting an application.

5. Select Delete at the bottom of the page. A confirmation displays.

Site Application(s) – Summer Food Service ProgramsThe Site Application screen provides access to the Site’s annual application for SFSP for both new and renewing sites. Renewing sponsors must annually update and verify site information rolled over from the previous year, while new sites must create a new site application.

To access a site application 1. On the blue menu bar, select Applications.

2. On the menu, select Application Packet.

3. Under Packet Item, select Site Application(s) – Summer Food Service Program.

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Figure 21: Application Packet – SFSP Site List screen

To view or modify a site application 1. From the Applications menu, select Application Packet.

2. Under Packet Item, select Site Application(s) - Summer Food Service Program.

3. Select the site you wish to view.

4. Under Effective Date, select the date you wish to view.

5. View or modify any desired information.

6. Select Save.

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Figure 22: Site Application screen (part 1)

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

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To delete a site application

Note: A site application can only be deleted if the site has not yet been approved.



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3. Select the site you wish to delete.

4. Select the Effective Date of the site application you wish to delete.

5. Select Delete on the Edit menu in the top-right corner.

WARNING: Once the application has been deleted, it is permanently removed and cannot be restored. Use caution before deleting an application.

6. Select Delete at the bottom of the page. A confirmation displays.

To revise a site application

Note: You can only revise an approved application. An application may be modified if it has not already been submitted.



3. Select the site you wish to view

4. Select Revise Application.


Note: To make any modifications, MODIFY must be selected on the Edit menu.

6. Select Save.A confirmation screen displays.

Food Production Facility InformationThe Food Production Facility Information section of the Application Packet contains information about where the sponsor obtains the meals for its sites. Sponsors must complete this form as a part of the packet to detail food production facility and vending services (if they are vended or have a central kitchen).

Figure 28: Food Production Facilities selection screen

To add a food production facility1. From the Applications menu, select Application Packet.

2. Under Packet Item, select Food Production Facility Information.

3. Select Add Facility.

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4. Enter all Food Production Facility information.

5. Select Save.

To modify Food Production Facility Information 1. From the Applications menu, select Application Packet.


3. Select the facility name.



5. Select Save.

Figure 29: Food Production Facilities screen

To delete a facility1. From the Applications menu, select Application Packet.


3. Select the facility you wish to delete.

4. On the Edit toolbar, select DELETE.

5. Select the Delete button.

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WARNING: Selecting the button permanently deletes the Food Service Management Company Fact Sheet from the application and it will not be recoverable once deleted.

Site Field Trip(s)Users can create new, view, modify, or delete field trips within Site Field Trip(s) section of the Application Packet.

Note: Application Packet for selected sponsor and site must be approved in order to create or modify field trips.

To create a new field trip 1. From the Applications menu, select Application Packet.

2. Under Packet Item, select Site Field Trips.

Figure 30: Field Trip Site List

3. Select Create New Field Trip.

4. Select the desired site from the dropdown list

5. Select Continue.

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

6. Enter Trip Details.

Note: A warning will display if an affected meal type is selected that the site is approved to serve.


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

To modify or cancel field trip request

Note: A field trip request may only be cancelled after the field trip has been approved by the State. If a field trip request has not been reviewed, the user can delete the field trip.


2. Under Packet Item, select Site Field Trips.

3. Select the Field Trip Name or Date link.

4. Modify any desired information.-OR-Check Cancel Request to cancel.


To delete a field trip

Note: A field trip CANNOT be deleted once it is approved. To cancel an approved field trip, you must the cancel the field trip request. See To modify or cancel a field trip request.


2. Under Packet Item, select Site Field Trip(s).

3. Select the field trip you wish to delete.

4. On the Edit toolbar, select DELETE.


WARNING: Selecting the button permanently deletes the Site Field Trip from the application and it will not be recoverable once deleted.

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Annual BudgetEach year, sponsors submit an annual budget to the State for review (required for non-profit sponsors). The Annual Budget is accessible within the Application Packet, wherein sponsor users can create a new budget, modify an un-reviewed budget, or revise a reviewed budget.

To create an annual budget 1. From the Applications menu, select Application Packet.

2. Under Packet Item, select Annual Budget.

3. Select Create New Budget.

4. Enter all information.

5. Select Save.

To revise or modify the annual budget

Note: A budget may be modified only until it has been reviewed by the State. Once the budget has been reviewed, the user must revise it in order to make changes. The State must re-review all revisions to the budget.


2. Under Packet Item, select Annual Budget.

3. Select the budget version to modify.-OR-Select Revise Budget.

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Figure 33: SFSP Budget Detail (part I)

Management PlanEach year, sponsors may be required to submit a management plan to the State for review. The Management Plan is accessible within the Application Packet.

To complete a Management Plan 1. From the Applications menu, select Application Packet.

2. Under Packet Item, select Management Plan.

3. Select Create New Management Plan.

4. Enter all information.

5. Select Save.

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To revise or modify the annual budget

Note: A management plan may be modified only until it has been reviewed by the State. Once it has been reviewed, the user must revise it in order to make changes. The State must re-review all revisions to the management plan.


2. Under Packet Item, select Management Plan.

3. Select the budget version to modify.-OR-Select Revise.


5. Select Save.

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Figure 34: SFSP Management Plan (part 1)

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Figure 35: SFSP Management Plan (part 2)

ChecklistA checklist is automatically generated based upon answers to specific questions from the sponsor and site applications and lists the supplemental documents that need to be submitted to the state outside of the system. For example, paper contracts or addendum may need to be submitted via mail. State users use this feature to check when documents have been received and to denote the status of the documents.

To view a checklist 1. From the Applications menu, select Application Packet.

2. Under Packet Item, select Checklist.

3. Select SFSP sponsor or site for which you wish to view a checklist item.

Note: Only sponsors and sites who have completed their application and who have additional required documents will have a checklist.

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Figure 36: SFSP Checklist Summary screen

To indicate a checklist item has been submitted 1. From the Applications menu, select Application Packet.

2. Under Packet Item, select Checklist.

3. Select SFSP sponsor or site for which you wish to view a checklist item.

Figure 37: SFSP Checklist - Internal Use Only

4. Select the Document Submitted to WDE checkbox.

5. The Date Submitted to WDE field automatically populates the current date. You can manually change this, if necessary.


Submitting an Application PacketOnce all required forms have been completed as a part of the Application Packet, the red Submit for Approval button is enabled. Simply select the Submit for Approval button to submit the packet to the State to review.

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Advance Requests The Advance Requests function enables sponsors to view, modify, and submit advance requests to the State.

To access Advance Requests 1. On the blue menu bar, select Applications.

2. On the menu, select Advance Requests.

Figure 38: Advance Requests screen

To add an advance request1. Access Advance Requests through the Applications menu.

2. Select the Add link in the Action column.

3. Complete all information.

4. Select Save.

To view or modify an advance request1. Access Advance Requests through the Applications menu.

2. Select the advance request you wish to view.

3. Make any desired changes.

4. Select Save.

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Figure 39: SFSP Advance Detail - Modify

To delete an advance request1. Access Advance Requests through the Applications menu.

2. Select the View or Modify link for the advance request you wish to review.

3. Select DELETE on the Edit menu.


Advance Requests Manager The Advance Requests Manager enables State uses to review and manage all sponsor advance requests.

Note: This function is typically not enabled for Sponsor users.

Annual Audit Status Certification The Annual Audit Status Certification Form screen provides access to the selected sponsor’s Annual Audit Status Certification form based on the year that is selected.

Note: The Year will default to the current year, if the year needs to be changed, selecting the Year option on the blue menu bar at the top of the page will allow the user to select a different year, provided that they have the necessary security clearance.

The Annual Audit Status Certification Form screen allows the sponsor to enter its information and allows the State to view the entered data along with audit data imported from Audits and Investigation.

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To view an annual audit status certification form 1. If necessary, select a sponsor using Sponsor Search.

2. On the blue menu bar, select Applications.

3. On the menu, select Annual Audit Status Certification Form.

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

To delete an annual audit status certification form

Note: Annual Audit Status Certification Forms may only be deleted if they are NOT reviewed as “Completed” by the State.

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1. From the Application menu, select Annual Audit Status Certification Form.

2. On the Edit menu, select DELETE.A warning displays.

WARNING: Selecting the button permanently deletes the Annual Audit Status Certification Form from the application and it will not be recoverable once deleted.

3. Select Delete.A confirmation screen displays.

4. Select Finish to return to the Applications menu.

Annual Audit Status Summary The Annual Audit Summary Search screen provides a search filter for the Annual Audit Status List screen in order to simplify the annual audit process for state users. You can filter results by year, agreement number, sponsor ID, status, exempt status, received date, and vendor number.

The search results from the query criteria entered on the Annual Audit Status Summary screen allow the user to view the AASC information as well as allows the user to export AASC data to an Excel spreadsheet for the Audit and Investigation interface. These spreadsheets can later be uploaded in the Annual Audit Upload feature.

To search for an annual audit summary 1. Access the Annual Audit Status Summary from the Applications menu.

2. Use the drop-down menus or text boxes to enter search information.

3. Select Search.The Annual Audit Summary Search results screen displays.

Note: Sponsors can only view information related to their associated sponsor.

Figure 41: Annual Audit Summary Search screen

To export annual data to Excel 1. Access the Annual Audit Status Summary from the Applications menu.

2. Search for an annual audit summary by using the search fields.

3. Select Export to Excel at the bottom of the screen.A gray 'File Save' box appears.

4. Select Save to save the spreadsheet to your computer.

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5. Select the location to save the file.

6. Select Save.The annual audit summary data displays within the Excel program.

Annual Audit Upload The Annual Audit Upload screen allows the user to upload the Audit & Investigation import file into the system to create or update Annual Audit Status Certification Forms.

To upload an Audit and Investigation import file 1. Access the Annual Audit Upload from the Applications menu.

2. Select Browse.The Choose file dialog box opens.

3. Navigate to the location of the file you wish to upload in the dialog box.Select the file to select it.

4. Select Open.The path of the file is displayed in the Select File text box.

5. Select Upload. Once file has been uploaded without errors, a confirmation displays.

6. Select Finish.

Figure 42: Annual Audit Upload screen

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ClaimsThe Claims component allows sponsors to submit monthly online reimbursement claim requests to the State. The sponsor begins by submitting a monthly reimbursement claim to the Wyoming Department of Education. These claims are approved for payment once they have been cleared of all errors, submitted and accepted by the system.

About the Claims ProcessA sponsor organization submits a reimbursement claim to the State for every month in which one or more sites participates in the Summer Food Service Program. Sponsors may enter sponsor and site information into the monthly claim form beginning at the first of every month. Organizations have sixty days from the last day of the claim month/year to submit an original claim

Note: Claims cannot be created for a month if there is no application in effect for that period (if you cannot access claims, be sure your application packet has been submitted without error and approved by the State).

At the time claims are submitted, they are checked by the system to ensure they conform to established business rules governing reimbursement claim eligibility and approval. The table below describes the steps necessary for submitting and processing a claim:

Performed by Task

SponsorComplete sponsor reimbursement claim forms for the program month

Sponsor Complete each site claim for the program month

SponsorResolve any errors in claim forms and submit claim through the system for processing

StateProcess claim and forward payment information to the appropriate department for payment

Claims MenuState users use the Claims Menu to access SFSP claim functions or view payment summaries. From the menu, select a claims item to access that claim function (see following figure).

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Figure 43: Claims Menu

Claim DatesVarious dates display throughout the claims function. The table below lists and describes the dates used:

Date Description

Date CreatedThis date is set to the current system date when the claim is created.

Date ModifiedThis date is set to the current system date when the claim is created and every time the claim is saved.

Date Received

This date is typically set to the date the claim was first submitted to the State. The value of this field is used to validate the 60 day claim rules.

Note: WDE staff will monitor all dates after the 60th day

Date Accepted

This date is set to the current system date every time the claim is submitted for payment without errors. If errors are detected during the submit process, the date is not set. If a claim has been modified after it has been submitted, the submitted date is removed. This date is the actual date that the claim was “last” submitted and accepted for payment.

Date Processed

This is the date that the claim was added to a processing batch via the Payment Tracking module in the Accounting program. Once the claim has been added to a batch or “batched”, it cannot be modified. If any changes are to be made to the claim, a revision will need to be created.

Claim Entry The Claim Entry function is used to enter, modify, and view claims for the Summer Food Service Program. Within Claim Entry, you can submit claims at the sponsor or site level. Original and upward adjusted claims cannot be submitted if the received date is more than 60-days since the last day of claim month/year. In order to create a claim in a given month, an application must be in effect for the period.

To access claim entry 1. On the blue menu bar, select Claims.

2. On the Claims menu, select Claim Entry.If a sponsor has already been selected, the [Year] SFSP Claim Summary screen displays.If no sponsor has been selected, use the Sponsor Search to search for and select a sponsor.

3. Select the desired Claim Month.

Note: The current program year is the default year if no other program year has been selected. For help selecting a new program year, see Selecting a Program Year.

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Claim Summary - SFSP After selecting Claim Entry from the Claims menu, the SFSP Claim Year Summary for the selected year displays. This screen summarizes the Earned Amounts (the current value of the claim) and the claim status, by month. Once the state has received the claim, the Date Received displays in the respective column. Once the state has processed the claim, the Date Processed appears in the respective column. The number in the Adjustment Number column refers to the number of times the original claim has been modified (Modified claims must be re-processed by the state). Selecting a claim month will take you to the SFSP Claim Month Details screen.

Figure 44: SFSP Claim Summary screen

Claim Month Details – SFSP Here, you can access the complete claim by site or sponsor (select Claim) or a view-only summary of a claim (select Summary). (Settings within the Sponsor Profile determine who is responsible for submitting claims.)

Figure 45: SFSP Claim Month Details Screen

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Sponsor Claim Form - SFSPThe Sponsor Claim Form screen provides a place to enter sponsor-level claim reporting data for the selected month. The following figures show a partial claim form which consists of sections for meal types. Only the program portions on the claim form the sponsor is approved for will appear. The following figure is an example of a sponsor claim form. Not all fields display may apply to your sponsor organization. (The State determines whether the sponsor organization will submit sponsor-level or site-level claims.)

Figure 46: SFSP Sponsor Claim Report I (Partial)

Figure 47: SFSP Sponsor Claim Report II (Partial)

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Site Claim Form - SFSPThe Site Claim Form screen provides a place to enter site-level claim reporting data for the selected month. The following figures show a partial site claim form for a non-camp site which consists of sections for meal types (The sections apply to both Camp and Non-Camp claim forms). Only program sections for which the sponsor/site is approved display on the claim form. The following figure is an example of a site claim form. Some fields may not apply to your sponsor organization. (The State determines whether the sponsor organization will submit sponsor-level or site-level claims.)

Figure 48: SFSP Site Claim Report

To add an original claim (sponsor)Claims can be added for any eligible month in the program year, as long as an application is in effect for that period. Once a claim has been completed and submitted without error, the State can process the claim and batch the claim for payment.

WARNING: An original claim cannot be submitted if the received date is more than 60-days since the last day of claim month/year.

1. From the Claims menu, select Claim Entry.


3. Select Add Original Claim.

Note: The Add Original Claim button only displays on Claim Month Details screens that currently have no claims created.

4. Enter claim information for all enrolled programs.


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To add an original claim (site)Claims can be added for any eligible month in the program year, as long as an application is in effect for that period. Once a claim has been completed and submitted without error, the State can process the claim and batch the claim for payment.

WARNING: An original claim cannot be submitted if the received date is more than 60-days since the last day of claim month/year.



3. Select Add Original Claim.

Note: The Add Original Claim button only displays on Claim Month Details screens that currently have no claims created.

Figure 49: SFSP Site Claim List screen

To submit claim for payment

WARNING: An original claim or upward adjusted claim cannot be submitted if the received date is more than 60-days since the last day of claim month/year.



3. Select the checkbox in the Certification section.

4. Select Submit For Payment.A confirmation message displays.

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Note: The Submit For Payment button is enabled only on Claim Month Details screens that currently have pending claims displayed.

To revise a sponsor claim

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Downward adjusted claims may be revised at any time. Upward adjusted claims may be revised if the date of submission is within 60 days of the last day of the claim month. Revised claims must be re-processed by the state regardless of their original status.



3. Select Add Revision.

4. Make any necessary changes to the claim.


To revise a site claim Downward adjusted claims may be revised at any time. Upward adjusted claims may be revised if the date of submission is within 60 days of the last day of the claim month. Revised claims must be re-processed by the state regardless of their original status.



3. Select Add Revision.

4. Select Revise for the Site you wish to revise.

5. Make any necessary changes to the claim.


To view a claim 1. From the Claims menu, select Claim Entry.


3. Under Claim Items, select Claim to the left of the claim you wish to view.

4. Under Actions, select View to the left of the claim site you wish to view.

To view a claim summary The Claim Summary allows you to view a summary of the month’s claim in an easy-to-read or print format. No modifications can be made from this page.



3. Under Claim Items, select Summary to the left of the claim summary you wish to view.

To delete a sponsor claim 1. From the Claims menu, select Claim Entry.


3. Under Claim Items, select Claim to the left of the claim you wish to delete.

4. Select Delete in the Edit menu in the upper-right corner.

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WARNING: Once the claim has been deleted, it is permanently removed from the application and cannot be restored. Use caution before deleting a claim.


6. Select Finish.

To delete a site claim 1. From the Claims menu, select Claim Entry.


3. Under Claim Items, select Claim to the left of the claim you wish to delete.

4. Under Actions, select Delete for the corresponding site name.

5. Select Delete in the Edit menu in the upper-right corner.

WARNING: Once the claim has been deleted, it is permanently removed from the application and cannot be restored. Use caution before deleting a claim.


7. Select Finish.

To upload data

TIP: Only text (.txt) files can be uploaded.



3. Select Upload Data.

4. Select Browse.The Choose file dialog box opens.

5. Navigate to the location of the file you wish to upload in the dialog box.Select the file to select it.

6. Select Open.The path of the file is displayed in the Select File text box.

7. Select Upload. Once file has been uploaded without errors, a confirmation displays.

Payment Summary The Payment Summary screen provides a list of schedules and process dates for the selected program year. Each schedule number and process date represents payments that have been scheduled. The payment summary may include a portion of a claim, such as a state or federal payment.

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Payments from payment batches are grouped by program and sorted by date. The sponsor’s payment summary displays the following items:

Item Description

Batch Number Number associated with a payment batch from the State

Processed Date Date the claim was processed by the State

Beginning Balance Balance of sponsor's account after last payment batch

Earned Amount Original amount of the claim at the time of submission

Adjustments Any changes (+/-) to the claim from the state or sponsor

Distribution Amount Final amount to be paid to the sponsor institution

To view a payment summary (by month) 1. Access the Payment Summary through the Claims menu.

2. Select the text of the schedule number you wish to view. The payment summary displays for all payments in the month of the batch.

3. Select <Back to return to the Sponsor Payment summary screen.

Figure 50: Payment Summary List screen

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SecuritySecurity is an important part of the integrity of the web site. The Security component of the SFSP module is the access point to user-level security settings. This function enables administrators and state users to manage user-level security settings through the User Manager.

Security menuThe Security menu is the access point to the User Manager functions.

Note: Security settings at the group-level are managed through the Security module. State users wishing to access additional security functions should select Programs on the menu bar and select Security.

To access the Security menu1. Select Security on the blue menu bar at the top of the page.

The Security menu displays.

Figure 51: Security menu

User Manager The User Manager allows authorized users to set up and maintain various components of a user’s security access. The features within the User Manager enable you to add new users, set up and modify user profiles, change passwords, and set assigned groups, security rights and associated sponsors.

To access the User ManagerBefore proceeding in the User Manager, you must always search for and select a user you wish to access. If you have already selected a user or are elsewhere in the application, return to the User Manager screen.

1. Select Security from the blue menu bar.

2. Select User Manager.

3. Search for and select a user (see “To search for a user” on the following screen).

4. The User Manager/User Options screen displays.

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Figure 52: User Options screen

Note: You must search for and select a sponsor before accessing the User Manager. If a sponsor has not already been selected, the SFSP Sponsor Search screen will display.

To search for a userBefore proceeding in the User Manager, you must always search for and select a user you wish to access. If you have already selected a user or are elsewhere in the application, return to the User Manager screen.

1. From the User Manager/Search for User Page, select the type of search on the Search By drop-down list. Enter the Last Name, User Name or Agreement Number in the text box, and select Search. —OR—Select All to display a list of all users.A list of users matching the search criteria displays.

Note:

2. Select the User you wish to access.The User Options menu displays.

Figure 53: User Manager – Search for User

To add a new userIf you have already selected a user or are elsewhere in the application, return to the User Manager screen.

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Note: The names displayed are dependent on the user's type. The chart below describes how a user's type is denoted and which users will be displayed in the search for each type:

User Type Denoted by Users displayedAdministrators "Yes" in Administrator column All

State Employees Names and User IDs in bold Non-administratorsSponsor users Non-bolded names; blank administrator column Non-administrators

1. From the User Manager screen, select Add New User.The User Profile screen displays (see screenshot on the following page).

2. Enter the new user's information in the User Information section.

3. Enter the new user's login name and password.Enter the password again for confirmation. [The new user is required to create a new password upon first logging in.]

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Note: Default settings require a password to be at least six characters in length, containing one or more numbers. However, these settings can be changed by state administrators within the Configuration module.

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.

4. Use the buttons to select if the user is a state employee, an administrator, and if the user is to only be granted access to associated sponsors.

5. Use the drop-down menu to select the user's status.


Note: After creating a new user, it is recommended that you assign the user to an assigned group. Until the user is linked to a security group, he or she does not have any security rights and will not be able to access any system functions. For additional help on this topic, see User's Assigned Groups.

User’s Profile The User's Profile enables you to view and modify a user's basic information, login, security base, and status. In addition to name, contact, and login information, the user's profile specifies whether the user is a state employee, an administrator, and if the user is granted access to associated sponsors only. These specifications affect which program functions the user may access. Furthermore, users specified as Active have access to all normal functions, while Inactive and Locked users are not permitted to login or access the system.

Note: Passwords cannot be changed within the user's profile. This function is accessed through the User Manager. For information regarding resetting passwords, see Reset User's Password.

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Figure 54: User Profile screen

To view or modify a user’s profile1. On the blue menu bar, select Security.


3. On the Search By drop-down list, select the type of search, enter the Last Name, User Name or Agreement Number in the text box, and then select Search.—OR—Select All to display a list of all users.A list of users matching the search criteria displays.

4. Select the User you wish to access.

5. Select User’s Profile.



Note: To make any modifications, MODIFY must be selected on the Edit menu in the top-right corner (see following figure).

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To delete a User’s Profile

WARNING: Once a profile has been deleted, it cannot be restored. Use caution before deleting profiles.

1. On the blue menu bar, select Security.


3. On the Search By drop-down list, select Last Name or User Name, enter all or part of the Name in the text box, and then select Search.—OR—Select All to display a list of all users.A list of users matching the search criteria displays.


5. Select User’s Profile.

6. On the Edit menu, select DELETE.A warning displays.


User’s Assigned Group(s) The User Assigned Group(s) enables you to assign a user to numerous pre-defined groups. Groups are created as a way to categorize multiple users together to provide identical security settings for the entire group. Changing any security setting for the group changes the setting for each member in that group.

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

Note: Only State administrative users can be granted access to multiple assigned groups. Sponsor users are granted access to the SFSP Apps & Claims groups. Individual security rights can be managed through the User’s Security Rights function. Adding or removing assigned groups MUST be done through the Security module (gray tile) and cannot be done through the SFSP Security menu function.

To view a user’s assigned groups1. On the blue menu bar, select Security.


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5. Select User’s Assigned Groups.

6. Select <Back to return to the User Options menu.

User’s Security Rights The User Security Rights feature enables administrators to set security rights for an individual user. These rights determine the areas within the system's programs and modules the user is granted access.

When a user has assigned groups, the groups' default security settings will apply and display in the user's security rights. No more rights may be given to the user than are given to the group. However, administrators may deny user's specific rights through this feature. Users cannot modify their own security rights.

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

To view or modify a user’s security rights1. On the blue menu bar, select Security.


3. On the Search By drop-down list, select Last Name or User Name, enter all or part of the Name in the text box, and then select Search.

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—OR—Select All to display a list of all users.A list of users matching the search criteria displays.


5. Select User’s Security Rights.




Note: The security rights available to a user depend on the user's assigned groups. Only the security rights assigned to the user's assigned groups display in the user's security rights. If you wish to assign additional security rights to a user that are not displayed as options in the user's security rights, you will need to assign the user to the assigned group with the desired rights.

User’s Associated Sponsors The User's Associated Sponsors feature enables you to associate individual users to specific sponsors. In order for users to have access to system functions for a sponsor, such as claims access, users must be associated with the sponsor.

Note: Only State administrative users can grant access to multiple assigned groups. Sponsor users are granted access to the SFSP Apps & Claims groups. Individual security rights can be managed through the User’s Security Rights function. Adding or removing assigned groups MUST be done through the Security module (gray tile) and cannot be done through the SFSP Security menu function.

Figure 57: User’s Associated Sponsors screen

Reset User's Password The Reset User's Password enables sponsor administrators to reset a user's password required to login to the system.

Note: Passwords can be reset for user's who have forgotten their passwords. If a user attempts to log in with an incorrect password, a Login Error will display. The user will be temporarily locked out of the system after six unsuccessful login attempts Remember, passwords are case-sensitive.

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Figure 58: Reset User's Password screen

To reset a User’s Password1. On the menu bar, select Security.




5. Select Reset User’s Password.

6. Enter the New Password.

Note: Default settings require a password to be at least six characters in length, containing one or more numbers. However, these settings can be changed by state administrators within the Configuration module.

TIP: Strong, secure passwords contain between 6 and 15 characters, including numbers, upper-case, and lower-case letters.

7. Confirm the New Password.


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SearchThe Search menu item allows users to quickly select a new sponsor or site to work with within the application. A sponsor must be selected in order to access most program functions.

Note: For security purposes, users can only view sponsors to whom they are associated.

Search MenuSelecting the Search menu option directs the user to a menu in order to search for a specific sponsor or site. For most Summer Food Service Program functions, you must search for and select a Sponsor before beginning any task using the Sponsor Search function.

To select a sponsor 1. On the blue menu bar, select Search.

Figure 59: SFSP Search Options screen

Note: If you have already selected a sponsor during your current session, the selected sponsor’s information will display in the box at the top of the screen. If no sponsor has been selected, this will not display.

2. Select Sponsor Search.

3. Enter all or a portion of the Agreement #, Sponsor Name, or Vendor Name in the respective text box, and then select Search.You may limit your search to Sponsors within a specific County, Packet Status, Region or Enrollment Status, or associated to a specific Field Service Rep or Packet Assigned To a specific individual by selecting the desired choice from the respective drop-down list.

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6

TIP: The Sponsors List is displayed based on the criteria chosen. If no choices were made the list displays all of the available Sponsors.

4. Select the sponsor you wish to work with.

Figure 60: SFSP Sponsor Search screen

To select a site 1. On the blue menu bar, select Search.

2. Select Site Search.

3. Enter all or a portion of the Site Number, Site Name, Site Type, Street Address, City, State, and/or Zip Code in the respective text box(es) and select Search.

Note: At least one selection must be made.

4. Select the sponsor you wish to work with.

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Figure 61: SFSP Site Search screen

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Index

Add new user....................................................58Advance Requests

Add...............................................................42Delete...........................................................43View/modify................................................42

Annual Audit Status Certification.....................43Delete...........................................................44View.............................................................44

Annual Audit Status Summary.........................45Search...........................................................45

Annual Audit Upload........................................46Annual Budget

Create budget.........................................36, 37Revise/modify........................................36, 38

Application Packet............................................20Applications......................................................15Applications Menu............................................15Audit and Investigation import file

Upload..........................................................46Batch Holds

Modify..........................................................19Center Search....................................................13Change your password...............See Reset User's

PasswordChecklist...........................................................40

Approve items..............................................41View.............................................................40

Claim Dates.......................................................48Claim Entry.......................................................48Claims...............................................................47Claims Menu.....................................................47Claims,

To delete (site).............................................54Claims, SFSP

Add original, site..........................................52Add original, sponsor...................................51Delete (sponsor)...........................................54Revise site claim..........................................54Revise sponsor claim...................................53Submit for payment......................................53To view........................................................54Upload data..................................................55View summary.............................................54

Error Processing................................................11Excel.................................................................45Export annual data to Excel..............................45Food Production Facility

Add new.......................................................32

Food Production Facility Information..............32Delete...........................................................33Modify..........................................................33

Log on.................................................................8Payment Holds..................................................20

Modify..........................................................20Payment Summary............................................55

View.............................................................56Reset Password.................................................63Search for a center............................................13Search for a sponsor..........................................12Search for user............................................57, 58Security.............................................................57Security menu...................................................57Selecting a School Year....................................14SFSP Home Page................................................9Site Application, SFSP......................................24

Delete...........................................................31Revise...........................................................32View/modify................................................25

Site Field TripsTo modify/cancel request.............................35

Site Field TripsCreate new....................................................34

Site Field TripsDelete...........................................................35

Site Manager.....................................................18Site Search........................................................66Sites

Modify..........................................................18Sponsor Application....................................21, 41

Delete...........................................................24Revise...........................................................24View.............................................................21

Sponsor Profile..................................................17View/modify................................................17

Sponsor Profile Menu.......................................16Sponsor Search............................................12, 65User Manager....................................................57

Delete profile................................................61View/modify profile.....................................60

User’s Assigned Groups...................................61User’s Associated Sponsors..............................63User’s Profile....................................................59User’s Security Rights......................................62User's Security Rights

View/modify..........................................61, 62

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