Did You Know? Food Frequency Rules in Minute Menu HX

Minute Menu HX can be configured to check that certain foods—or certain groups of foods—are not served too often.  For example, Minute Menu HX can check to ensure that cookies are not served more than twice a week.  However, until you set up Food Frequency Rules, Minute Menu HX doesn’t know that you want to check for these situations.

You can use Food Frequency rules to check for individual foods served more than a certain number of times per day, per week, or per month.  Also, you can check for this frequency by meal or, more specifically, by individual child.

Food frequency rules are created and managed by you, directly in the Minute Menu HX software.  You can find instructions on setting up food frequency rules under “Managing System Food Preferences” in Section XVII of the Minute Menu HX User Manual.

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.”