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

2. 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

3. 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

4. Who has been through a CRE or AR?
Question…

5. 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?

6. 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

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

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

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

10. JUNE
JULY
When will I know??

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

12. 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
Announcement

13. Announcement Letter

14. Administrative Review Areas

15. Getting Started

16. Offsite AR Checklist

17. Onsite AR Checklist

18. FSMC Additional Records

19. TX-UNPS User Guide

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

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

22. 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

23. 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

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

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

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

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

28. 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

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

30. 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?

31. TX-UNPS USER GUIDE

32. TX-UNPS

33. OFFSITE MODULE

34. Meal Compliance Risk Assessment Tool

35. Resource Management Summary

36. CN Label & Product Information Binder

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

38. Questions?

39. Food & Nutrition Program Director Food & Nutrition Program Specialist
Carmen Ocanas- Lerma
Food & Nutrition Program Director
(956)
Kimberly Keller
Food & Nutrition Program Specialist
(956)
Iris S. Perez
Food & Nutrition Program Specialist
(956)
Gilbert Requena
Food & Nutrition Program Specialist
(956)
Erika Leal
Food & Nutrition Program Technician
(956)
Sandra Bazan
Food & Nutrition Program Assistant
(956)