New Administrative Review 4/21/2017 New Administrative Review Region One ESC Food & Nutrition Program January 21, 2015

Acknowledgment Statement You understand and acknowledge that: The training you are about to take does not cover the entire scope of the program; and that You are responsible for knowing and understanding all handbooks, manuals, alerts, notices and guidance, as well as any other forms of communication that provide further guidance, clarification or instruction on operating the program. Acknowledgment Statement

Objectives Provide an overview of the onsite and offsite AR process Review revised CN Labels & Product Information Document for the AR (aka Nutrition Analysis Binder) Objectives

Who has been through a CRE or AR? Question…

What is an Administrative Review? “A standardized review process developed by USDA that includes a comprehensive offsite and onsite evaluation of contracting entities (CE’s) participating in the following programs…” ARM Section 23.5 What is an Administrative Review?

Other Special Nutrition Programs National School Lunch Program School Breakfast Program Afterschool Care Program At Risk CACFP Fresh Fruit & Vegetable Program Seamless Summer Option Special Milk Program Other Special Nutrition Programs

Key Terms & Definitions Authorized Representative Critical Areas of Review Dietary Specifications Tool General Areas of Review Non-Systemic Findings Key Terms & Definitions

Key Terms & Definitions Offsite Assessment Tool Onsite Assessment Tool Performance Standards Systemic Finding TX-UNPS Key Terms & Definitions

What’s New? Offsite & Onsite Technology Technical Assistance Observation of meal prep and service Risk Based Communication is key! What’s New?

JUNE JULY When will I know??

CE’s receive an email from TDA regarding notification of Administrative Review (AR). CE’s Superintendent, CN Director, and ESC receive email. Getting Ready

Email Announcement Attachments Announcement Letter 2015 AR areas Onsite Monitor(s) Important Dates 2015 AR areas Offsite AR Checklist Onsite AR Checklist Resource Management Summary (revised) TX-UNPS New AR User Guide 2015 FSMC List Enclosure Email Announcement

Announcement Letter

Administrative Review Areas

Getting Started

Offsite AR Checklist

Onsite AR Checklist

FSMC Additional Records

TX-UNPS User Guide

AR Timeline WHEN DOES MY REVIEW START? EXIT CONFERENCE (8-12 wks prior) OFFSITE ENTRANCE CONFERENCE ONSITE EXIT CONFERENCE AR Timeline

First Thing’s First… Gather your team Review Policies & Procedures Review menus for compliance Check Recipes/FPR’s Train staff First Thing’s First…

Critical Areas of Review Critical Area 1 (PS 1): Meal Access & Reimbursement Certification and Benefit Issuance Verification Meal Counting and Claiming Critical Areas of Review

Critical Areas of Review Critical Area 2 (PS 2): Meal Pattern & Nutritional Quality Meal Components and Quantities Offer vs. Serve Dietary Specifications and Nutrient Analysis Critical Areas of Review

General Areas of Review Resource Management Civil Rights CE Onsite Monitoring Local Wellness Policy Competitive Food Sales Water General Areas of Review

TDA Phone Calls Communication with TDA 8-12 week phone call

Offsite Process 8-12 weeks prior to onsite TX-UNPS Modules Risk Assessment Tools Meal Compliance Dietary Specifications Resource Management Risk Indicator Offsite Process

Onsite Process Validate Observe meal preparation and service Evaluate overall compliance Answer Monitor’s questions Provide documentation by request Onsite Process

Areas of Concern…so far Outdated Recipes NO Recipes Incorrect/Incomplete Food Production Records Financial: Indirect Costs, Fund Balance Incorrectly Processing Applications Areas of Concern…so far

Continued… Food Safety Program Onsite Monitor Form Attachment B/Policy Statement Continued…

4/21/2017 Corrective Action Plan (CAP) – previous term used for documentation to correct findings resulting from a review. Corrective Action Documents (CAD) – documentation that is uploaded into TX-UNPS in response to findings resulting from an AR. CAP or CAD?

TX-UNPS USER GUIDE

TX-UNPS

OFFSITE MODULE

Meal Compliance Risk Assessment Tool

Resource Management Summary

CN Label & Product Information Binder

Resources www.squaremeals.org Administrator’s Reference Manual “ARM” (Section 23) USDA Region One ESC Specialists! Resources

Questions?

Food & Nutrition Program Director Food & Nutrition Program Specialist Carmen Ocanas- Lerma Food & Nutrition Program Director (956) 984-6124 colerma@esc1.net Kimberly Keller Food & Nutrition Program Specialist (956) 984-6121 klkeller@esc1.net Iris S. Perez Food & Nutrition Program Specialist (956) 984-6102 iperez@esc1.net Gilbert Requena Food & Nutrition Program Specialist (956) 984-6108 grequena@esc1.net Erika Leal Food & Nutrition Program Technician (956) 984-6126 eleal@esc1.net Sandra Bazan Food & Nutrition Program Assistant (956) 984-6120 sbazan@esc1.net