Our software provides a wide range of features, customizable settings, and comprehensive reports to help
you manage your program efficiently and effectively.
- FEATURES
A capability or tool built into the software that allows users to perform a task or solve a problem.
What the software can do.
Examples:
- Taking a Meal Count
- Creating a Saved Menu
- Storing a Child’s Birthdate
- CUSTOMIZABLE SETTINGS
A configurable option that lets the user control how
a feature works or how the system behaves.
How you customize the feature or the system.
Examples:
- Choosing to take attendance with in/out times or by present/absent
- Requiring a schedule when enrolling a participant
- Disallowing meals for a milk shortage
- REPORTS
A PDF document or spreadsheet that organizes data collected by the system.
A picture of the data.
Examples:
- Claim Summary Report
- Food Production Record
- Expense Detail Report
- SHORTCUTS
- Feature = Action (what you can do)
- Setting = Control (how you adjust it)
- Report = Output (what you get out)
The following provides an overview of our Summer Food Service Program features, customizable settings, and reports, organized according to the categories used within the software. You can click each category or use the Expand All button to view all of the features at once.
Sponsor Settings
FEATURES
- Sponsor icon alerts for active site count, special diet forms, overdue monitoring visits, tiering determinations and electronic forms for approval
- Message Center to view messages sent from My Food Program to your sponsor account
- Track sponsor name, legal name, Sponsor ID, address, email address, phone
- Track information on sponsor principals, including name, position, birth date, term dates, address, phone, email, employer, job title, conflicts, race, ethnicity, date of NDL check, and whether they are eligible to vote and whether they receive compensation for their board service
- Changes site settings for all settings and all sites at once
- Determine the default site settings to be used for new sites
- View and pay your invoices for your use of My Food Program including a list of the sites included in the monthly invoice
- Manage sponsor users, including name, user name, password, email address, phone number, start date, end date, status, role, assigned sites for monitoring, notes, signature and training
- Manage Sponsor Reporter Site Assignments in bulk
- Run reports at the sponsor and site level
- Mark a report as a favorite
- Upload your own logo for providers and center/site staff to see when they login
Site Management
FEATURES
- Status Icons related to claims status, missing meal counts, missing/expired income forms, missing/expired enrollment forms, missing menus, overdue training
- Store name, site type, legal name, profit status, site ID, status, address, time zone, county, site school district, email address, phone, second phone, mailing address, preferred language, pre-qualifying month, intended start date, actual start date, end date, withdrawal reason, business name, Tax ID, food contracting entity, alternate ID, delivery driver, monitor, administrative percentage, payment method, space/time percentage, notes, and group family child care license
- Hide settings that can be managed from the sponsor level
- Set the authorized program type (CACFP Standard, CACFP School Age, CACFP Preschool, Head Start, Early Head Start, ARAM, SFSP or Not Claiming) and the approved claiming dates
- Enter open/close times and approved meal service times
- Set the program type for each meal type
- Copy meal times from one day to another
- Designate a site as a master menu site
- Indicate that a site uses the menus from a master menu
- Track information on site principals: name, position, birth date, term dates, address, phone, email, employer, job title, conflicts, race, ethnicity, date of NDL check, and whether they are eligible to vote and whether they receive compensation for their board service
- Track the site’s vended meal contract, including the contract name, effective dates and upload an image of the contract
- Place a site on hold and provide the hold dates and reason
- Enter a record log (large text box with comments only sponsor staff can see)
- Enter a record log note with the note date, type, summary and description
- Designate a summer food site as a camp and allowed to claim three meals
- Filter the site list by monitor
- Search for sites based on legal name, address, business name, county, alternate ID, email, license number or phone number
- Search for a participant based on first name and/ or last name
- Set a highest allowable count (afterschool and summer food)
- Assign monitor(s) to sites
- Hide Message Center
- Make My Food Program chat function available to all sites while logged in
- Make certain program types available when adding sites (CACFP Standard, CACFP School Age, CACFP Preschool, Head Start, Early Head Start, ARAM, SFSP or Not Claiming)
- Make certain meal types available when adding sites (early snack, breakfast, am snack, lunch, pm snack, supper, evening snack)
- Designate a report as a “Favorite” for all sites
- Site Summary Report*^
- Mailing Labels*
- Vended Meal Contract Report*
- Site Export Report*
- Site Principal Spreadsheet*
- Facility LIcense Report*
- Sites Claiming Evenings and Weekends*
- Time-Space Percentage^
Menus, Food Production & Meal Orders
FEATURES
^indicates a report that can be run at the site level
- Plan menus for participants 1 year+
- Mark a food as a favorite food so it appears in a quick-pick dropdown on the meal planning page
- Create saved menus
- Delete menus individually or in bulk
- Print menus as a two-week calendar, a portioned spreadsheet or a portioned print-ready, in both English and Spanish
- Create food production records individually or in bulk
- Set meal order categories for a site
- Store CN Labels, Nutrition Facts Panels or ingredient lists
- Create meal orders individually or in bulk
- Copy menus by the week
- Copy menus by the day
- Record substitutions for special dietary needs
- Menu calendar icons for whole grain, juice, MMA substitutes for grains at breakfast, school release days, field trips, closures
- Exclude certain food Items in the MFP food database for all sites
- Set a food as a favorite food for new sites so it appears in a quick-pick dropdown on the meal planning page
- Enter, remove and view meal orders across all sites
- Ignore menu validation
- Allow entry of menus with missing components but do not allow them to be claimed
- Allow or restrict restrict providers or center/site staff to only foods marked by the sponsor as “favorite”
- Allow or restrict providers or center/site staff from uploading CN Labels, Nutrition Facts Panels or ingredient lists
- Automatically update food production records when meal food items change
- Allow or restrict meal orders from being entered in bulk
- Set a default milk to be added to all breakfast, lunch and supper
- Disallow meals if fluid milk substitute is not on the menu and a participant with a fluid milk special dietary need attends the meal. Excludes participants who provide their own fluid milk substitute.
- Disallow meals if CN Label or Product Formulation Statement is not uploaded
- Allow or restrict providers or center/site staff from setting their own menu item names for print
- Require same-day food production records
- Allow or restrict meal orders from being entered using the mobile version
- Allow or restrict provider or center/site staff from typing in a “description for print view” that will overwrite all menu item names
- Allow or restrict providers or center/site staff from indicating that a food item will supply only part of the full portion size
- Ignore expired CN labels during claims check
- Disallow a meal if there is a food shortage (i.e. the food production record indicates that not enough food was prepared for all the participants who attended the meal)
- Disallow a meal if the food production record indicates that not enough milk was prepared for all the participants who attended the meal
- Set age ranges to display for meal orders
- Allow or restrict center/site with “staff” permission level to enter menus (those with site manager/director permission can always enter menus)
- Allow or restrict providers or center/site users with “Staff” or “Kitchen Staff or Infant Teacher” permission level to enter meal counts for prior dates
- Daily Meal Production^
- Daily Meal Production with Leftovers and Dietary Accommodations^e
- Daily Menu Production Worksheet for Summer Food^
- Favorite Foods with CN Label or Product Formulation Statement*^
- Food Production Report*
- Food Production Spreadsheet with Meal Pattern^
- Food Shortage Report^
- Foods Served with CN Labels or Product Formulation Statement*^
- Grocery List Report*
- Substitutions for Special Dietary Needs
- Food Allergy Label Report*
- Site Food Order Spreadsheet*
- Site Food Orders*
- Site Menu Report*
^indicates a report that can be run at the site level
Attendance & Meal Counts
FEATURES
^indicates a report that can be run at the site level
- Take meal counts by program type (such as Head Start vs. CACFP Standard)
- Send a note to the sponsor
- Record a reason that a meal is non-reimbursable
- View an overview of the meal counts entered across all sites
- Restrict meal counts to be done by midnight or during approved meal service times “Point of Service”
- Take meal counts by name or use a headcount
- Choose from six screens for attendance and meal count entry: (1) attendance and meal counts on separate screens (2) attendance and meal counts on the same screen (3) attendance and meal counts and menus on the same screen (4) weekly entry by roster (5) monthly entry by name or (6) multi-day meal distribution – for SFSP rural, non-congregate sites only.
- Require menus for participants ages 1 yr+ before the entry of meal counts
- Require a food production record before the entry of meal counts
- Require a food production record be finalized before the entry of meal counts
- Use a headcount for attendance
- Hide the ability for sites to enter “Notes to Sponsor”
- Allow center/site users to edit the meals prepared/received field
- Require incremental (“clicker”) counts for headcount meal counts
- If a headcount meal count is marked as non-reimbursable, require a reason
- Set attendance and meal count time limits to a calendar day (i.e. by the 5th of each month) or a day of the week (i.e. by the end of day on Friday) for designated users
- Allow only site managers/directors to enter meal counts for prior days
- Send Email to a Sponsor User When a New “Notes to Sponsor” is entered
- Daily Meal Counts Tally Report^
- Date Time Stamp of Attendance and Meal Count Entries*^
- Meal Counts by Meal Type Spreadsheet*^
- Meal Totals Report^
- Average Daily Participation Report*
- First Meal Report*
- Meal Counts that Exceed Highest Allowable*
- Meals Ordered versus Meals Received*
- Meals Received or Prepared Spreadsheet Report*
- Meal Counts Summary by County*
- Missing Claim Report*
- Daily Notes Export*
- Meals With Counts From Multiple Users*
^indicates a report that can be run at the site level
Provider or Center/Site Staff Accounts
FEATURES
^indicates a report that can be run at the site level
- Create site-level users with the role of site manager/director, staff or kitchen staff
- Link site-level users to multiple sites
- Enter a training for an individual provider or center/site staff including expiration date, training type, description, hours and the option to upload a file to be stored with the training
- Designate a provider or center/site staff as the primary contact for the purposes of applying electronic signatures
- Enter training hours for multiple provider and center/site staff in bulk
- Set an hourly wage for a center/site user to be used with the Record Hours feature to track staffing expenses
- Allow or restrict providers or center/site staff from adding other users
- Allow or restrict center/site staff from entering hourly wage rates
- Show or hide the dashboard button on staff needing training
- Apply electronic signature to meal count forms after claim is submitted
- Set a training frequency requirement for calendar year, federal fiscal year, reimbursement schedule or a rolling basis
- Allow or restrict a provider or center/site user from being able to enter hours on behalf of others
- Staff Active/Inactive Report^
- Staff Training Report^
- Site User Export Report*
- Missing/Expired Training Report*
^indicates a report that can be run at the site level
Check for Errors & Claims
FEATURES
^indicates a report that can be run at the site level
- Check for errors at any time during the month to see which meals will be disallowed and why
- Automatically view a list of participant with attendance for the day but no meal participation
- Disallow meals in bulk by name or by date
- Allow or restrict providers or center/site staff from clicking seeing claim errors
- View dates when the month was submitted to sponsor, when the sponsor created the claim, and the claim payment amount and expected date, along with claim adjustment dates if relevant
- View prior claims
- Create new claims for one provider or site at a time or for all sites at once
- Manage state submission batches
- Mark claims as paid or unpaid
- Generate a file to upload to your state agency for filing your claim
- Allow or restrict providers or center/site staff from submitting to sponsor until a claim month is over
- Send an email to a sponsor user when a provider or center/site clicks “Submit to Sponsor”
- Automatically disallow meals if participants with the same name and birthdate are served the same meal at different sites
- Automatically place zero claims on hold
- Allow certain sponsor users to mark a claim as unpaid
- Claim Summary Report*^
- Disallowed Meals Report*^
- Claims Status Report*
- Disallowed Meals Spreadsheet*
- Claims Spreadsheet*
- Status Submission Detail Report*
^indicates a report that can be run at the site level
Field Trips, Closures & School Release Days
FEATURES
^indicates a report that can be run at the site level
- Add a single day or multiple day facility closure or school release day
- Apply the closure to the selected meal type(s) with the option to upload a file to associate with a closure
- Enter a closure or school release date for all sites at once
- Send an email to a sponsor user when a site enters a closure
- Site Closures Report*
^indicates a report that can be run at the site level
Monitoring Visits
FEATURES
^indicates a report that can be run at the site level
- Create a visit and designate it as a preoperational/intro, 28-day follow-up, regular monitoring, CAP follow-up, weekend visit, desk audit, virtual review or At-Risk Afterschool Meals Program visit
- Answer the monitoring visit questions from your state agency form
- Print a completed visit form using the state agency template
- Store the visit date, meal type observed, monitor, whether follow-up is required, if the provider was not home, the meal attendance count, comments, reminders for next visit
- Customize the date for the next visit due (defaults to 4 months from current visit)
- Add file attachments to the visit, including photos or scanned images
- Disallow meals in bulk based on a monitoring visit
- Record training for providers or center/site staff performed as part of the visit
- Send an email to the sponsor admin and/or monitor when a site visit is entered
- Monitoring Form Report*
- Monitoring Visit Status Report*
- Monitoring Visits*
- Sites Due for a Review Visit*
^indicates a report that can be run at the site level
Food Temperatures & Delivery
FEATURES
^indicates a report that can be run at the site level
- Enter food temperatures for specific menu items
- Record food temperatures with time stamps at up to three timepoints: dispatch, delivery and service
- Set a food item as hot, cold or shelf stable
- Set a minimum temperature for hot meals at up to three time points (dispatch, delivery, service)
- Set a maximum temperature for cold meals at up to three time points (dispatch, delivery, service)
- Record signatures and typed names for central kitchen staff, delivery drivers and/or meal service staff
- Show or hide the ability to record food temperatures and delivery information
- Disallow meals that are outside of the safe temperature range
- Require temperatures at up to three time points and at specific meals before meal counts can be entered
- Delivery Receipt Report*^
- Food Temperature Report^
^indicates a report that can be run at the site level
Record Hours
FEATURES
^indicates a report that can be run at the site level
- Ability to record hours for a single day or in bulk with a split between Food Program and non-Food Program hours
- Split Food Program hours into detailed categories, including managing, planning, organizing, menu planning, meal prep & service, meal clean up, supervise meal, meal records
- Allow or restrict provider or center/site staff from recording hours
- Allow or restrict providers or center/site staff from recording hours on the mobile version
- Staff Hours Detail Report*^
- Time Distribution Report*^
^indicates a report that can be run at the site level
Milk Audit
FEATURES
^indicates a report that can be run at the site level
- Create a milk audit by day or by month
- Automatic transfer of milk expenses to the milk audit
- Automatic calculation of milk usage based on food production or meal attendance
- Manually increase the amount of milk available because of an opening balance, parent-provided milk, a purchase not recorded in the MFP expenses or reused from the share table
- Manually decrease the amount of milk available based on additional servings or spoilage/waste
- Perform a milk audit for all sites at once
- Add a note to a milk audit
- Finalize a milk audit
- Copy the closing balance from the prior month to the current month
- Remove the requirement for a milk audit for a specific center
- Set the units for a milk audit to cups or gallons
- Allow milk audits to calculate milk usage based on food production amounts or on the meal attendance
- Allow only sponsor staff to delete a milk audit
- Require a milk audit before a claim can be created or before a site clicks “submit to sponsor” for the claim month
- Choose if you want milk shortages to result in disallowed meals
- Milk Purchased Report^
- Milk Served by Type Totals Report^
^indicates a report that can be run at the site level
File Cabinet
FEATURES
^indicates a report that can be run at the site level
- Add files to the file cabinet that cannot be uploaded elsewhere in My Food Program
- Send and email to a sponsor user when a file is added to the file cabinet
- Allow or restrict providers or center/site staff from viewing the File Cabinet button
- Allow or restrict providers or center/site staff from adding files to the file cabinet
- File Cabinet Contents Report^
^indicates a report that can be run at the site level
Ready to get started with the most customizable CACFP software?