Adult Care Center Website: Staff User Guide
Welcome to My Food Program! This User Guide will help you navigate your way through the My Food Program
website. You will find a section for each area of the website which includes instructions for getting up and running. This
is meant to be the optimal method of setting up My Food Program. Certain features work better if you input data in a
specific order, as it allows you to match up certain data fields. While there is no “wrong” way to enter data, this guide
will walk you through in a way that will minimize your effort. If you still have questions, please don’t hesitate to contact
us at [email protected] or 651-433-7345.
Above is a sample of your My Food Program dashboard. You are able to add
your company logo to further personalize this page by going to the Setup tab.
Table of Contents
My Food Program Website
Page
Access Levels3
Permission Matrix4
2
1. Adding Participants and Households
5
2. Taking Attendance
11
3. Taking Meal Counts
13
Access Levels
SPONSOR
ADMINISTRATOR
SPONSOR
REPORT
VIEWER
SITE
MANAGER/
DIRECTOR
STAFF
KITCHEN
STAFF
3
SITE
MANAGER/
DIRECTOR
SITE
MANAGER/
DIRECTOR
Permissions Matrix
MY FOOD PROGRAM FUNCTION
Add/Delete/Edit/Remove Sites
Add and Remove Admin Users
Edit Sponsor Setup Information
Add/Delete/Edit Admin Principals
Add/Delete/Edit Organization
Licensing Age Ranges
View Claims
Edit Claims
View Reports
Add/Delete/Edit Site Staff
Plan Menus
Generate Food Productions Records
Record Attendance
Record Meal Counts
View Participants and Rosters
Delete/Edit Participants and Rosters
View Site Details
Delete/Edit Site Details
View Expenses
Add/Edit Expenses
Submit a Claim
View a Claim
Edit a Submitted Claim
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OWNER/
SPONSOR
ADMINS
OWNER/
SPONSOR
REPORTS
SITE
ADMIN/
DIRECTOR
SITE
STAFF
SITE
KITCHEN
STAFF
1. Adding Participants and Households
My Food Program links participants to households. Participants in the same household have the same guardian, can share
schedules and are linked to the same income eligibility form. Household information is not required for every participant.
There are 4 possible choices of a participant’s status:
•
Active: Participant is enrolled in your center and all CACFP paperwork has been completed and is current.
•
Inactive: Means that the participant is no longer attending your center. My Food Program does not allow users to delete
participants once they have been entered in attendance or meal count. Changing a participant to inactive means that
they do not show up on meal count or attendance rosters on the web or mobile application.
•
Pending: This if for participants who will be attending at your site in the near future, but are not currently.
•
Incomplete: This is for a participant that is missing CACFP paperwork. You should still collect meal count and
attendance information for participants with an “incomplete” status, however My Food Program does not include
meals in the final counts if a participant is missing an enrollment form. Participants that are missing income eligibility
forms are counted in the “C” category.
Here’s a quick overview of the system:
HOUSEHOLD
GUARDIAN
PARTICIPANT
PARTICIPANT
PARTICIPANT
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1. Adding Participants and Households
To add a new participant, if they DO NOT have a spouse enrolled in the same adult day care center:
•
Click “Add New Household”
º Input the address where the PRIMARY guardian and/or the participant are living.
•
The Household Address and Guardian fields are not required.
•
Click “Add Participant”
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1. Adding Participants and Households
•
Input the participants information. Required information is:
º First Name
º Last Name
º Start Date
º Status
º Birthdate
You can fill out the other information if you wish, but it is not required to begin tracking participation.
•
Allergies and Notes: These will trigger an alert on the mobile app to remind staff that there are participants that have
allergies. If they “long press” on the name of the participant, they will be able to see what is populated in the “Allergy”
field, as well as what is in the “Notes”.
º As an example, if a participant has an allergy to peanuts, you would enter “Peanuts” in the “Allergies” section.
If they also carried an Epi-Pen with them, you would add “Carries Epi-Pen.” to the “Notes”. These will now be
visible to anyone who logs into the mobile app and selects the roster that this participant is on. It WILL NOT alert
people who DO NOT have this participant on their roster.
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1. Adding Participants and Households
To add a new participant, if they DO have a spouse enrolled in the same adult day care center:
•
Click the “Participants and Rosters” icon then select the orange “Add to Existing Household”button.
•
On the list of existing households, select the appropriate household to add the participant to and click “Edit Household”
on the left.
Note: The blank lines are for participants without any Guardian information entered.
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1. Adding Participants and Households
•
Now click “Add Participant”.
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1. Adding Participants and Households
•
Fill out their required information.
º From the menu below the “Schedule” header you will have a drop-down menu that has a list of spouses in
the same household as this participant. Select the spouse you want to copy and click “Copy Schedule”, this
populates their schedule with the same hours and meals as a spouse.
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2. Taking Attendance
Depending on your site type and the regulations in your locale, you have either “Present” or “In/Out Times” as your
attendance tracking.
If you are taking attendance as “Present”:
•
Click on the “Attendance” icon. You will see today’s date and a list of all participants. Select those that are present.
This information will be saved to the database and will synchronize when you click “Save”. Other people who login
or refresh their screens will see these people as checked in. It will also synchronize in real time with the mobile app.
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2. Taking Attendance
If you are taking attendance as “In/Out Times”:
•
Click on “Attendance”, you will see today’s date, a roster selection box, and a list of participants on that roster with
boxes for “Time In” and “Time Out”. If you click on these boxes, a time/date menu will drop down and allow you to select
the time (with increments of 1 minute) that they arrived and that they left. Remember to click “Save” at the lower right.
•
This information will be saved to the database and people who login or refresh their screens will see these people as
checked in. It will also synchronize in real time with the mobile app.
•
If a participant leaves and then comes back (they were not present continuously), you can click the “+” on the far
right of the screen and add an additional time in/out for that participant. This way if you wanted to use a report on the
duration of time that a participant was present, it would be accurate.
Note: If a participant is NOT checked in but is then later checked as eating a meal, the system will automatically mark them
as attending, deducing that you could not have been served a meal without having been there. It WILL NOT work
in the other direction, marking someone as attending DOES NOT mark them as having eaten the meal.
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3. Taking Meal Counts
Depending on your site type and the regulations in your locale, you have either “Headcount” (with or without roster) or
“Roster” and you may have to take that meal count by the “Day” or at “Point of Service”.
If you are taking Meal Counts by the “Headcount” method (either with or without a roster):
•
Click on “Meal Count” icon and select the correct meal (and the roster if it is selected). Then you can either type the
number in, or use the arrow keys on either side of the box to increase or decrease the count.
•
This information will be saved to the database and people who login or refresh their screens will see these people as
checked in. It will also synchronize in real time with the mobile app.
•
Once a headcount has been entered, a list icon appears on that day and meal in the menu calendar to indicate that
meal counts have occurred.
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3. Taking Meal Counts
If you are taking Meal Counts by the “Roster” method:
•
Click on “Meal Count” and select the correct meal and roster. A list of participants will now be loaded. Check the box
under “Ate” for all of the participants that ate the meal and click “Save”.
•
This information will be saved to the database and people who login or refresh their screens will see these people as
checked in. It will also synchronize in real time with the mobile app.
Note: If you are attempting to serve a meal and there are no options under the “Meal” drop down menu, you are serving a meal
outside of the scheduled meal time. This is not allowed under the USDA guidelines, please contact your Sponsor Admin.
Note: The system will not immediately reject a headcount above the number of participants on your roster or at your
site. However, any overage will show up on the disallowed meals report, where the system checks the number of
participants against the headcount, overages will be rejected at this stage.
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