Benchmarking in Benchmarking in North CarolinaNorth Carolina ’’s s

School Nutrition ProgramsSchool Nutrition Programs

Lynn Harvey, Lynn Harvey, Ed.DEd.D., RD, LDN, FADA., RD, LDN, FADA

Section Chief, Child Nutrition ServicesSection Chief, Child Nutrition Services

School Nutrition AssociationAnnual Nutrition Conference

July 14, 2010

Important Management ToolsImportant Management Tools

Crystal BallCrystal Ball Magic WandMagic Wand

1995 Legislative Directive1995 Legislative Directive�� Reduced staff in the Reduced staff in the

State Education Agency State Education Agency

�� Dismantled Child NutritionDismantled Child Nutrition

Division (staff of 55) Division (staff of 55)

�� CACFP and SFSP CACFP and SFSP

transferred to NCDHHStransferred to NCDHHS

�� Auditors and Nutritionists went to NCDHHSAuditors and Nutritionists went to NCDHHS

�� Commodities remained in NCDACommodities remained in NCDA

�� NSLP and SMP remained in NCDPINSLP and SMP remained in NCDPI

1995 Legislative Directive1995 Legislative Directive

Remaining NCDPI Staff:Remaining NCDPI Staff:

�� 6 Regional Program Consultants6 Regional Program Consultants

�� 1 Training Consultant1 Training Consultant

�� 4 Clerical Staff 4 Clerical Staff

�� 1 Section Chief1 Section Chief* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

School Population = 1.3 million students School Population = 1.3 million students

205 205 SFAsSFAs and 2,600 Schools and 2,600 Schools

$ 360 million in Federal funds$ 360 million in Federal funds

2005 2005 –– 2007 Emphasis on 2007 Emphasis on Rebuilding CapacityRebuilding Capacity

Increasing staff in NCDPIIncreasing staff in NCDPI�� 8 Regional Program Consultants8 Regional Program Consultants�� 4 SMI Consultants4 SMI Consultants�� 1 Financial Management Consultant1 Financial Management Consultant�� 2 Claims Specialists2 Claims Specialists�� 2 Internal Program Consultants2 Internal Program Consultants�� 1 Technology Consultant1 Technology Consultant�� 1 Internal Auditor1 Internal Auditor

2005 2005 –– 2007 Emphasis on 2007 Emphasis on TrainingTraining

School Food AuthoritiesSchool Food Authorities

Contract with North Carolina StateContract with North Carolina State

UniversityUniversity’’s Center for Continuings Center for Continuing

and Professional Developmentand Professional Development

�� 34 days of training for 34 days of training for SFAsSFAs

�� Quarterly Policy UpdatesQuarterly Policy Updates

�� Online Training ResourcesOnline Training Resources

�� WeekWeek--long Annual Conferencelong Annual Conference

2008 2008 –– 2010 Emphasis on 2010 Emphasis on Monitoring and ComplianceMonitoring and Compliance

1.1. Strengthened the CRE and SMI Strengthened the CRE and SMI ReviewReview

2.2. Provided annual training to prepare Provided annual training to prepare SFA AdministratorsSFA Administrators

3.3. Developed Corrective Action Developed Corrective Action procedures to emphasize gradual, procedures to emphasize gradual, sustainable changesustainable change

2008 2008 –– 2010 Emphasis on 2010 Emphasis on Monitoring and ComplianceMonitoring and Compliance

Strengthened the CRE to include:Strengthened the CRE to include:�� Reviews in TeamsReviews in Teams�� Breakfast Program Breakfast Program

in all in all CREsCREs�� ProcurementProcurement�� Civil RightsCivil Rights�� Direct Certification/VerificationDirect Certification/Verification�� Financial ManagementFinancial Management

Strengthened Financial Strengthened Financial Management portion of the CREManagement portion of the CRE

�� Reports from CFOReports from CFO�� Cash ManagementCash Management

ProceduresProcedures�� Adult Meal PriceAdult Meal Price�� Interest due to CNInterest due to CN

AccountAccount�� Sales Tax refundSales Tax refund�� Bad debtBad debt

� Indirect Cost�Dual Employees�Worker’s Comp.�Use of unallowable

expense codes

Strengthened Financial Strengthened Financial Management portion of the CREManagement portion of the CRE

Results: Results:

�� Hundreds of thousands of CN fundsHundreds of thousands of CN fundsrestored to the CN Accountsrestored to the CN Accounts

�� Authority to conduct desk auditsAuthority to conduct desk audits�� Compliance and Monitoring functionCompliance and Monitoring function

transferred to the CN Sectiontransferred to the CN Section

2008 2008 –– 2010 Emphasis on 2010 Emphasis on Monitoring and ComplianceMonitoring and Compliance

Strengthened the SMI Review:Strengthened the SMI Review:

�� Reviews in TeamsReviews in Teams

�� Back to BasicsBack to Basics

Standardized RecipesStandardized Recipes

Production RecordsProduction Records

�� Strong emphasis on HACCPStrong emphasis on HACCP

�� Reviewed Local Wellness PoliciesReviewed Local Wellness Policies

USDAUSDA’’s s

SSchool chool

MMeals eals

IInitiativenitiative

SMI Data SMI Data Collection Collection NotebookNotebook

Data Collection NotebookData Collection Notebook

��Assist Assist SFAsSFAs in compiling ALL in compiling ALL information, in advance, to information, in advance, to accurately conduct the reviewaccurately conduct the review

��Prepare the reviewer for the Prepare the reviewer for the onon--site visitsite visit

��Takes some of the anxiety out Takes some of the anxiety out of the SMI reviewof the SMI review

��Typically leads to a more Typically leads to a more successful SMI reviewsuccessful SMI review

Specific items included to be Specific items included to be

included in the included in the

Data Collection Notebook:Data Collection Notebook:

�� Basic SFA and school informationBasic SFA and school information

�� Actual SMI Review FormsActual SMI Review Forms

�� Summary of the Review process and Summary of the Review process and

description of the review formsdescription of the review forms

�� Planned Menus for the review weekPlanned Menus for the review week

�� Quantity Standardized Recipes Quantity Standardized Recipes withwith

preparation instructionspreparation instructions

�� Production Records Production Records –– completed!completed!

Specific items included to be Specific items included to be

included in the included in the

Data Collection Notebook:Data Collection Notebook:

��Food Product Descriptions (bid documents)Food Product Descriptions (bid documents)

��Documentation of a la carte and adult mealDocumentation of a la carte and adult meal

sales (from production record)sales (from production record)

��Nutrition Facts Labels or Nutrition Facts Labels or

ManufacturerManufacturer’’s Nutrition Info.s Nutrition Info.

��If using NSMP, documentation If using NSMP, documentation

of data aggregation methodof data aggregation method

Fiscal Action for the SMI ReviewFiscal Action for the SMI Review�� Missing or incomplete production records that do Missing or incomplete production records that do

not document reimbursable mealsnot document reimbursable meals

�� Inaccurate standardized recipesInaccurate standardized recipes

�� Missing meal componentsMissing meal components

�� Inadequate portion sizesInadequate portion sizes

�� Questionable food safety Questionable food safety

practicespractices

�� Consistent failure to meet Consistent failure to meet

prepre--established, mutually agreedestablished, mutually agreed

upon SMI corrective action dates upon SMI corrective action dates

Thank you for your Thank you for your participation.participation.

Do you have questions?Do you have questions?

lharvey@dpi.state.nc.uslharvey@dpi.state.nc.us

"In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, gender, age, or disability.To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call (800) 795-3272 or (202) 720-6382 (TTY). USDA is an equal opportunity provider and employer."