CCAP Results Are In

The Child Care Assessment Project (CCAP) was designed to assess whether the USDA regulations that were implemented to address the problems found by OIG during Operation Kiddie Care (http://www.usda.gov/oig/webdocs/kidcare.pdf) have been effective in increasing CACFP program integrity.  The good news is that overall the rules have worked, and the CCAP report states that “almost all sponsors assessed by CCAP were aware of the many new program requirements in the two rules, and had made a genuine attempt to come into compliance with those requirements.”

The report did state areas where more improvement is needed, and the good news is that Minute Menu HX already assists you in these areas!  The report listed the following needs for improvement:

–Too many providers fail to keep up-to-date meal counts and menu records;

–Too many sponsors are not fully meeting the regulatory requirements for monitoring providers; and

–Too few sponsors appear to be employing the serious deficiency process for providers as intended.

Minute Menu HX has ways to help sponsors address all 3 of these concerns, included in the software at no extra charge.  For more information on how your agency can proactively address these new USDA “hot issues,” email us at hx-support@minutemenu.com or call 972-671-5211.

You can read a copy of the full report at http://www.fns.usda.gov/cnd/care/Management/pdf/CCAP_Report.pdf

Provider Record Maintenance Requirements and Minute Menu

USDA also issued a memo in March of 2009 clarifying record maintenance requirements for providers.  Providers are required to retain claiming records under their control for 3 years after the close of each fiscal year, which means they may be required to keep up to 3 years and 11 months worth of records at one time.  Providers may not rely on their Sponsors to retain these records for them.  The memo can be found at http://www.fns.usda.gov/cnd/Care/Regs-Policy/policymemo/2007-2009/CACFP03-2009.pdf

Minute Menu has compiled a list of “best practices” regarding provider record maintenance, organized by provider claiming method.  This list is available for download in the Documentation area of the Minute Menu Sponsor website.  You can log in to www.minutemenu.com using the same login information that you currently use to access the Minute Menu HX software on your computer.

Providers who use any Minute Menu eclaiming method (WebKids, Minute Menu Kids, Minute Menu Kids Pro, or C-K Kids) will always have access to the menu and attendance information that they have saved online, as long as they have Internet access and remain active with your agency. They must always, however, retain hard copies of signed child enrollment forms.  Unsigned reprints of child enrollments will not satisfy the record maintenance requirements.

USDA Issues Memo: No “Grace Periods” for New Providers

On March 31, 2009, USDA issued a memo clarifying policy on provider record-keeping, specifically stating that CACFP regulations “do not provide for claiming grace periods to new homes that fail to serve reimbursable meals.”  You can find the memo at: http://www.fns.usda.gov/cnd/Care/Regs-Policy/policymemo/2007-2009/CACFP05-2009.pdf

As you know, the Minute Menu HX software does have a function to allow sponsors to manage their “grace periods.”  To ensure that you are no longer using this function, you will need to set your grace defaults to zero and manually remove grace information for any providers who are currently in the grace period.  We have sent support emails with instructions on how to do this, but if you have questions you can always email support at hx-support@minutemenu.com.

With Minute Menu HX release 2.8.0, currently scheduled for May 22, 2009, the “grace” fields will be renamed “training period.”

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