Make a Better Plan for Your Home Visits by Using hx2go

The hx2go app allows you to get the information you need to make each home visit as cost-effective and efficient as possible. Hx2go can help you:

  1. Plan to review meals that are roughly proportional with meals that are claimed.
  2. Plan to review meals claimed on weekends.

The app will display all un-visited meals that a provider has claimed within the last four months in the Meals Needed column. Once a meal has been visited the abbreviation of that meal will be removed from the list. For example, a provider that claims breakfast, AM Snack, and lunch will show the abbreviations BAL. Once the provider has had a lunch visit, the list will display only BA. Once AM snack is visited, it will simply display only a B. This information helps monitors to diversify their visits, so that the same provider is not visited at the same meal repeatedly. Read more of this post

Shortcut for Recording Meal Counts in cx2go

Are you looking to make data entry as quick and easy as possible for your centers?  Here’s an idea:  introduce them to cx2go and show them this quick-tip for data entry!

On the Record Meals screen, the center can record meal counts for multiple children at once, instead of having to select attendance for each individual child.

Here’s how:

  1. Access the Record Meals screen and select a meal.
  2. Click the Edit button at the top right of screen.
  3. Select each child who attended the meal.  Note: To select a large number of children, use the Select All button and then deselect those who did not attend the meal.
  4. Click the Edit Selected Children button at the bottom.
  5. Select the meal serving that is being recorded.
  6. If applicable, use the Sick option to note that school-aged children were in attendance at the center because of an illness.
  7. Use the School-Out option to note that a school-aged child was in attendance at the center because of a school holiday or if school is not in session.
  8. Click the Apply button and all selected options will be added to the selected children.
  9. Always remember to SAVE your work!

cx2go meals screencx2go select multiple children2

This short-cut can make data entry into cx2go even faster!  For more information about cx2go, click here!

Accessing the App

To log in to cx2go on a laptop or desktop computer, go to cx2go.mobi using either the Google Chrome browser or Safari.   (The app will not work correctly in Internet Explorer.)  To download Google Chrome, go to www.google.com/chrome.

To login or download cx2go to a mobile device, search for “cx2go” (no spaces) in the product application store (the App Store, Google Play, or Marketplace, etc.).

NOTE FOR SPONSOR AND BACK-OFFICE USERS:  The cx2go application is only accessible by CENTER accounts.  Click here if you would like to learn about setting up a test center account to use for training purposes.  Test center accounts can be very useful for internal staff training and for training new centers.  After you have enrolled a test center, you must enroll children in order to view the screens in the app.

Household Contacts Using Minute Menu HX

The Claimed Attendance Detail by Child report in Minute Menu HX is a great solution to conducting household contacts. This report displays a complete list of meals claimed for a specific child organized by date for a claim month.

We suggest first creating a message in Microsoft Word that can be printed directly onto the printed Claimed Attendance Detail by Child report. Because the Claimed Attendance Detail by Child report can often take up most of the printed page, we suggest creating the message in a text box that can be rotated to print alongside the detail on the report. To do this, follow the steps below. Read more of this post

Benefits to Managing Reviews in Minute Menu CX

If you’re not convinced that you should be tracking Reviews/Site Visits into Minute Menu CX after reading my Managing Reviews blog, consider these compelling reasons:

  1. Minute Menu CX will cross-check the number of children recorded in attendance by the Monitor and the Center to make sure they match.  The program will either provide a “warning” or a “disallowance” on the OER if the menus do not match (subject to policy R.2).
  2. Minute Menu CX will cross-check menus recorded by the Center and the menu observed by the Monitor to make sure they match.  The program will either provide a “warning” or a “disallowance” on the OER if the numbers do not match (subject to policy R.3).
  3. Print the Sponsor Review Summary report to take on site-visits.  The report includes general information about the Center (phone #, address, meal times, etc.) and the review history for that center, including the date and meal reviewed, and disallowances made, which allows the Monitor to follow-up on any issues from past reviews.
  4. Print the Review History + Status List to get a quick and easy overview of site visits that have been done throughout the year.
  5. Export any review information into Excel using the Review List Export, the program will allow you to filter by Monitor, program type, reviewed meal, review date, etc. (This could be very useful during an audit.)

Minute Menu CX not only helps to provide claim accuracy, convenience, and planning tools, it also provides the convenience of allowing users to manage all CACFP information in one central program that can be accessed from any computer that has the program installed on it.  Get started managing and tracking reviews in Minute Menu CX today!

Managing Policies in Minute Menu CX

Minute Menu CX has been designed to be highly customizable in order to meet a variety of needs.  There are “policies” in the software that control how Minute Menu CX will behave in certain claiming situations.

Throughout the month, meal counts, attendance, and menus (and possibly more) are entered into the Minute Menu CX program.  At the end of the month, this data will need to be “processed” by the software (by going to Claims>>Process Claims).  When a claim is processed, the system applies “edit checks” to the submitted meal count, menu, and enrollment data and creates an error for any edit check that did not “pass.”  Each error is documented on a report called the Office Error Report (OER).  So for example, the system will check to make sure that an any individual child is not reimbursed for more than 2 Snacks + 1 Meal, or 2 Meals + 1 Snack.  If a child was claimed for additonal meals (which is perfectly acceptable using the Minute Menu CX software), the extra meals will automatically disallowed, and the OER will contain a notification message, or claim error(s), noting each disallowance.

(Side Note:  Minute Menu CX will automatically select the meals with the highest reimbursement rate to include on the claim.  The meals with the lowest reimbursement rate would be the ones to be disallowed.)

Some “policies” cannot be changed within the software – such as policies mandated by the federal government (i.e. the 2+1 rule mentioned above) that apply to all agencies across the nation.  HOWEVER, local & state regulations (which vary from state to state) are controlled by the Manage Policies function located in the software.  Each policy usually has 3-4 options that will determine which errors will be generated on the OER, and the outcome of those errors.

You have access to this function in Minute Menu CX by going to Administration>>Manage Policies.  To use the function, click the [+] sign to expand a category.  Click the [+] sign again to see the explanation of a specific policy.  Sometimes the explanation runs off the page and the statement isn’t completely visible – double click on the words and the entire statement will come up in an easy-to-read dialogue box.  Click the dropdown box to change the policy value.  Some policys may allow users to enter a numeric value.  Don’t forget to click [Save] before leaving the screen.

PLEASE NOTE: Please be careful when changing policy settings!  Edit these settings with extreme caution. If you have any questions about the impact of a preference change, we suggest that you contact Minute Menu.  This task should involve a main decision maker in the company who is familiar with food program regulations and has the authority to make major company decisions regarding policy.

I would suggest that when making changes to policies, note exactly which policies were changed (and their previous setting) so that if an error was made, you can easily go back and correct it.

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

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.”