1. necessarily reflect those of CASBO.
Understanding and Analyzing Key Performance Indicators in Food Services
The views and opinions expressed in this presentation are those of the authors and do not
necessarily reflect those of CASBO.

2. Presenters: Understanding and Analyzing Key Performance Indicators in Food Services

3. School business officials across the country use ActPoint KPI to manage the increasing demand for transparency and accountability in their use of public funds. This performance management system uses over 500 proprietary KPIs pioneered by the Council of the Great City Schools to help districts ensure that every dollar is spent in service of their broader mission of student achievement.
School Services of California, Inc., is the premier business, financial, management, and advocacy resource for educational agencies in California. SSC has more than three decades as a recognized expert in information services, legislative or governmental relations, financial and business consulting, executive search, and innovative training.

4. Today’s Learning Goals
What are KPIs?
What value can the bring to your program?
What is Benchmarking?
What KPIs exist for food services?
ICN
SNA
CGCS
What do you want from your KPIs?
The “types” of KPIs
Internal vs. external
Causal analysis
Review of CA data

5. Key Performance Indicator?
Key Performance Indicator (KPI) - measure and track data for specific areas which are critical to understanding your programs performance.
Benchmarking – comparing your districts performance with the performance of similar districts.

6. Key Performance Indicator?

7. Why Benchmarking?

8. What do you want from your KPIs?
External KPIs
Internal KPIs
Comparison to other districts for KPIs like:
Expenses
(Labor, Food, and Overhead)
Participation Rates
Warehouse/Inventory
Comparison of sites for KPIs like:
Meals per Labor Hour
Worker’s Compensation
Sick Time

9. Institutes of Child Nutrition: Essential KPIs
82 page Report published by the Institue for Child Nutirion at the University of Southern Mississippi
The institute’s mission is to provide information and services that promote the continuous improvement of child nutrition programs.
This report provides a great framework for internal KPIs. It will outlines many KPIs to use as well as how to calculate them. In addition, it provides some really in-depth case study analysis on how these KPIs were used and including analysis on break-even points, inventory turn, cost of goods sold and many other helpful metrics to track internally.

10. SNA – School Nutrition Operations Report
123 report is sold each year by the School Nutrition Assocation. This report surveys members and provides current trends and some analysis. The report is pretty in depth and provides metrics which can be used both internally and externally. There are five major areas the report covers; programs, food and beverage trends, meal price and participation, procurement, and technology. The major difference between ICN is you do have some benchmark data to review. Here is an example, of a chart they provided in their 2014 report.

11. Council of the Great City Schools

12. Annual CGCS Report
97 Food Service KPIs

13. CGCS KPI Methodology 97 7 11 79 Total Key performance indicators
Each metric is measured annually.
Power indicators 7
High-level strategic metrics. The equations for these metrics often have many variables and provide a good starting point for examining performance.
Essential few 11
Mid-level metrics which are provide both strategic and managerial level information. The equations for these metrics often have fewer variables than Power Indicators and provide information of the performance different functions of the department.
Key indicators 79
These metrics are granular in nature. The equations have very few variables and allow users to identify the factors that create the performance of other metrics.

14. CGCS KPI Methodology 97 7 11 79 Total Key Performance Indicators
Each metric is measured annually.
Power indicators – Where Do I start? 7
What are the indicators which will provide the framework to
Start looking for strengths and weaknesses?
Essential few – What levers do I have to pull? 11
From a strategic and managerial perspective, what can I do to improve? .
Key indicators – what is the root cause? 79
What are the key things I can do to improve performance?

15. Metrics for Analysis and Performance
Unparalleled access to peer data
Each year, we load food service data for all districts in CA. We also gather data for two other states and 100s of other districts submit their data.
CA Data pool
Breakfast Participation Rate
671 Results
Cost per Meal
810 Results
ActPoint KPI serves districts in over half of the states in the nation. We have districts who provide data via survey and we also import data for districts in CA as well as WA and soon KY. The data import process takes data districts report to their state department of education and plugs those values directly into the equations for the metrics.
Listed on the lower left-hand side of the slide are four KPIs we will review today. Are total number of districts which are in the comparison pool. As example, for breakfast participation rate, there are 671 total districts available to compare to. For the Cost per Meal KPI, there are 810 total districts in the comparison pool.
This data pool grows everyday as we have more districts submit data and we import data for more states.
Food Cost per Revenue
761 Results
Lunch F/RP Participation Rate
413 Results

17. KPI: Cost per Meal

18. Food Cost per Meal vs. Cost per Meal

19. KPI: Total Costs as Percent of Revenue

20. Total Costs as Percent of Revenue vs. Labor Costs per Revenue

21. KPI: Breakfast Participation Rate

22. Breakfast F/RP Participation vs. Breakfast Participation (Districtwide)

23. Lunch Participation Rate

24. Lunch F/RP Participation vs. Lunch Participation (Districtwide)

25. “You can’t manage what you can’t measure.”
Dr. W. Edwards Deming
Dr. Demings is one of the pioneers in looking at process improvement. This is one his most famous quotes. He has been credited with starting the Total Quality Management movement which encourages leadership and continuous improvement. The purpose of these KPIs is to provide guideposts for folks to look at where they have strengths and weakness and opportunities for continuous improvement. We hope this information has helped everyone on the webinar. We want to thank all of the districts we serve who are on the call. We want to think Debbie Fry and School Services for all that they do. If you district does not use ActPoint KPI and you would like use the KPIs we have highlighted in this presentation or any of the 400 other KPIs in areas like M&O, Risk Management, IT and many other non-instructional areas, please let us know.

26. FINAL THOUGHTS
analysis: Food Service programs are vital to student success
Tracking KPIs and understanding performance helps effective programs understand where they have strengths and weaknesses, which allows them to make adjustments and better serve their district.
Limit labor costs. Absenteeism, employees who are repeat workers compensation claim offenders, etc.
Schedule alignment. Since food service program are typically managed centrally, workers maybe unaware of site schedules which can lead to waste.
Food must smell good, taste good.
Reduce competition. There are restrictions on creating competing food programs in the district. Make sure your program is maximizing the opportunity for revenue.
Debbie’s slide.
Get creative with breakfast. It has the opportunity to provide revenue to the program.
Work with a wellness committee and program marketing. Involve your District’s wellness committee in events to promote the food service programs.

27. Resources CGCS Report: https://www.transact.com/actpointkpi
SNA Operations Report
Institute of Child Nutrition Study: Essential KPIs for School Nutrition Success
USE YOUR POINTS!