jtm training review

hello and thank you for joining our food distributionprogram (fdp) webinar on processing u.s. department of agriculture (usda) foods and completingprocessing surveys, the second in a series of five fdp webinars planned for this currentschool year (sy). my name is amy bell, child nutrition consultant with the california departmentof education (cde) fdp, and i will be joined today by felisha zuniga, south state cooperative(co-op) coordinator, also with the fdp. the purpose of this webinar is to give ouragencies a better understanding of the processing component of the usda foods program. we wouldlike to emphasize that this webinar is intended for our state co-op members and allocationagencies; however, it can provide some clarity for any participant of the fdp.during this webinar we will define what usda

foods processing is and then go into the finedetails on how agencies can calculate the correct amount of bulk usda foods to sendto processors. after we explain the process, felisha will provide a live demonstrationon how to complete and submit the processor survey in the cde's child nutrition informationand payment system (cnips). what is processing? processing is the utilizationof bulk usda foods as an ingredient by approved commercial food processors in the productionof finished end products. in simple terms, it is taking a bulk usda food item and creatinga new, ready to consume food item. an example would be using ground beef to make meatballsor taco filling. we will continue to clarify and provide more examples as we go.the usda makes two types of foods available

for the fdp, brown box items and bulk items.brown box refers to food products that are delivered ready for consumption, items suchas chicken fajita meat, canned fruit, and tortillas. usda offers a large variety ofbrown box items that schools can order, but for the purposes of this webinar we will bediscussing their bulk items. the usda offers a variety of bulk items thatcan be ordered and sent to an approved processor for further processing. these include itemssuch as raw whole chicken, coarse ground beef, whole turkey, frozen fruit, and large blocksof cheese. a school district can order bulk chicken, send to an approved processor oftheir choosing, and have that item turned into an item such as orange chicken or chickentenders. another example is the purchase of

bulk apples, which can be sent to an approvedprocessor to create packaged sliced apples. ordering bulk usda foods for processing isa great way to provide students foods they enjoy and items they can look forward to havingon their menus. for agencies that have limited resources,such as limited staff or equipment, or cannot cook from scratch, there can be benefits toordering bulk usda food items for processing and you will want to consider the followingbefore deciding to do so. these benefits include: variety of foods; you are able to serve itemsthat you would not typically be able to serve if your staff had to prepare them on-site.for instance, ethnic items such as egg rolls, breaded items such as breaded chicken patties,or baked items such as muffins.

processed items are usually convenient andoffer easy and fast preparation for staff since many items just need to be heated andserved, versus preparing a menu item from scratch. processed items also require lessskilled labor and equipment since you do not have to prepare the items from scratch, asagain, many processed items just need to be heated and served.for food consistency; processors ensure that their items are consistent and look and taste thesame every time they are made. little to no food waste as you receive justwhat you will use rather than using a raw product that may create waste. for example,preparing a chicken entree with bone in chicken. portion control; you will know exactly howmany portions you are receiving in every case,

as most items come individually wrapped.the first step to processing bulk usda foods is to plan your menu to determine which processedend products you would like to serve. which, due to the diverse nature of each district,is something we won’t be covering in this overview. once you determine the menu items,it’s time to find approved processors that process those end products. the california’sapproved processor listing shows which processors are approved by the cde and the types of itemsthey make. you will need to contact the processors for specifics regarding their products, pricing,distribution, and delivery to determine which processors fit your needs before you sendany usda foods to them. after you have identified who makes each ofthe products you would like to use, you must

procure their services. again, this is anoverview we won’t be going into specifics. but keep in mind, whether your procurementfalls above or below the current years formal bid threshold, which is adjusted annuallyfor inflation, all procurement must be competitive. please be on the lookout for procurement trainingsprovided by the nsd in the near future. in the meantime, i would also like to mentionthat the institute of child nutrition (formally known as the national food service managementinstitute) has a procurement training resource titled “procurement in the 21st century”which is a resource designed specifically for school food authorities and is availableon their web site. when choosing to process usda foods, thereare a few responsibilities to keep in mind.

always plan menus to meet meal pattern requirements.you will want to make certain that your menus have all the required components and correctserving sizes to ensure your meals are reimbursable. effectively utilize your entitlement by placingorders based on usage and student taste tests. it is important to send the correct amountof food to a processor so that you do not waste entitlement by sending too much foodand then not being able to use it. it is also important to consider your students'preferences when choosing a menu item. if they won't eat a product, then your inventorysits at the processor and entitlement is wasted. it is also important to monitor inventoryto ensure that you have enough to meet your menu requirements. to spend entitlement wisely,it is important to order based on usage and

make sure that you are not ordering food tosend to a processor if you have existing inventory. you will need to monitor orders to processorsto assure that the processor is using your pounds and that you are receiving the correctrebate or discount for usda foods from the processor or distributor. the rebate or discountwill depend on which value pass through system (vpt) is used.the approved processor list is posted on the cde usda foods processing program web page.the list shows which processors are approved to process usda foods for california schools,the processor's contact information, the usda foods accepted by each processor, and a summaryof all the end products made by each processor. we currently have about 75 nationally andcalifornia-only processors approved in california.

we want to reiterate that just because a processoris on the approved processor list does not mean that you do not have to go through theprocurement process, but you can bid for processed items through distributors.there are a few questions you should research to help you decide which usda foods to orderand in what quantity. first you will need to determine which usdafoods are used to make the finished end product you desire. for example, there are severaltypes of chicken that can be processed, so you must know the type of chicken your processorcan accept to make a specific end product. also, some processed end products, like pizza,use multiple usda foods, so you will need to decide if you will send one or more ingredientsto the processor to make your end product.

all processors have summary end product dataschedules (sepds) that will provide you with this important information. processors willmake this document available to you at your request.some processors may need to combine many small orders into one production run. not all processorshave end products ready at all times. asking the processor if they have a minimum productionrun requirement will help determine if the processor will have the items ready when youneed them. you will need to ask the processor how manyservings are in a case. this will help determine how much bulk usda foods you need to order.many processors have tools available to help you plan menu items and to help you figureout how much usda foods to use. this is important

when deciding how much usda foods to divertto your processors. cost is a factor in choosing menu items. youwill need to ask the processor the cost per serving to determine if you are able to affordan item. it is also important to know which vpt systemyour processor uses since knowing this will help you ensure you receiving the discountedprice or the rebate for usda foods. this is a summary end product data schedule,or sepds. each processor submits a sepds for approval for every product it produces. thesepds contains useful information such as which usda foods are used to make a finishedend product, how many pounds of each usda foods goes into each case of an end product,and the number of servings per case. schools

may request this document from any approvedprocessor. the sepds helps you determine the type and amount of usda foods to send to theprocessor to make a specific end product. the sepds also provides the usda foods credityou receive for each of the usda foods diverted to the processor.we will show you a sample sepds and how to use it shortly.we would like to reiterate that before you decide to send usda food to a processor, youneed to determine what finished end-products you want to order from the processor, howmuch end-product you will need for the sy, and the quantity of usda foods required tomake it. we will go over some calculations to help you order the correct amount of foodso that you do not run out of usda foods at

a processor, or worse, end up with excessinventory at a processor. we would like to mention that some processorshave calculation tools to assist you with determining the amount of usda foods neededfor a desired product, which can be very helpful. the first step is to determine the quantityof cheese pizza a school needs to serve in a year. please note that we have made up allthe numbers in these examples so they should not be used for actual ordering purposes.let us first determine the number of cases of pizza needed for a school year if a schoolserves pizza once a month, for ten months, to 2,000 kids.we will multiply 2,000 servings of pizza times 10 months. this equals 20,000 servings ofpizza needed for the school year.

each case of pizza from the processor contains96 servings. remember, you can determine the number of servings per case from the processor'ssepds. we will then divide the 20,000 servings needed by 96 servings per case, which equals208.33 cases. this is the number of cases needed to order to fulfill your menu requirement.you must round up to 209 cases to ensure you have enough pizza to serve.using this calculation method, you now know that you will need to order 209 cases of cheesepizza in order to serve it once a month, for ten months, to 2,000 students. pretty simple,right? first step complete. this is a sample sepds. we will be using itto determine the amount of usda cheese to send to the processor to make the 209 casesof pizza.

as you can see, the sepds shows us that thisprocessor accepts usda tomato paste, flour, and mozzarella cheese. the sepds also showsthe usda food item code to ensure you are ordering the correct usda food.to determine the amount of cheese needed you will notice that each case of pizza contains6.12 pounds of cheese per case and you will receive a $10.51 credit for using usda cheesein each case of pizza. now let us determine the amount of usda cheeseto send to a processor. we are using the information from the sepds to determine how many poundsof usda cheese are in a case of pizza. we will build upon our previous calculation.as you recall, we need to order 209 cases of pizza. as we just saw, the sepds tellsus that there are 6.12 pounds of mozzarella

cheese in a case of pizza.so from the sepds we need 6.12 pounds of mozzarella cheese per case and we need 209 cases of pizza,so we will multiply the pounds per case by the cases needed to determine that we needto order 1,279.8 pounds of usda cheese, however; we will need to round up to 1,280 pounds sincewe must order in full pounds. this is the amount of pounds of cheese you would orderto send to this processor on your processor survey in the cnips.if you recall on the sepds, this processor also accepted usda tomato paste and usda flour.if you chose to send tomato paste and/or the flour to this processor you would follow thesesame steps to calculate the amount needed. now that you know how to calculate the quantityof usda foods to send to a processor, we will

show you how to place an order.the processing survey is used by both advance order and state co-op agencies and gives theseagencies the opportunity to send bulk usda foods to approved processors to make furtherprocessed items. agencies complete the processing survey in the cnips prior to the upcomingschool year. for example, this january and february schools will place their orders forschool year 2016-17. for each bulk item available for processing,agencies enter the total number of units (in cases or pounds) to divert to a selected processor.in order to avoid confusion, we created two processing surveys which separate items bycases and pounds. this solved a few problems of accidently over or under ordering by orderingin pounds when an item is cases. one-hundred

pounds of something is much smaller than 100cases! usda foods ordered via the processing surveyare sent directly to the processor from usda and the end-products are delivered by theprocessor or distributor directly to the ordering agency. these processed end-products do notgo through the state distribution centers. we would like to mention that agencies mayspend any portion of their entitlement for diverting usda foods to any approved processor.each agency determines how much of their total entitlement to set aside for processed usdafoods and the remaining balance is used towards brown box items and dod produce.the processing survey looks the same for both advance order and state co-op agencies. thefdp staff create these in cnips and continue

to create new surveys throughout the yearif new items become available, or if new delivery periods open, which may happen throughouta school year. approved processors, and the usda foods theyare approved to process, are maintained in the cnips. the system will prevent someonefrom trying to divert invalid combinations of items and processors.now felisha zuniga will demonstrate how to access and complete the cnips processor survey.good afternoon. i'm going to take a few moments now to walkyou through the 2016-17 school year processing survey in the cnips test site.i will be using my cde administrator login so you will see more options on my screenthan you do at the agency level. and since

this is the cnips test site the screens willlook slightly different from the cnips screens you are used to seeing, but the functionsand processes are the same. when you log into cnips you are directed tothe cnips programs main page. to access the processing survey you will selectthe yellow food distribution program module square, displayed here, in the lower righthand corner. this will take you to the food distributionprogram's welcome page. here you will find important notificationspertaining to the food distribution program, such as management bulletin notifications,cnips contract update requirements, along with the web site link with instructions forcompleting the food distribution program contract,

and also the web site link for the food distributionprogram's cnips "how to" training videos, for instance, how to access, export, and printinvoices. from this screen you will select the agencieslink on the blue ribbon located at the top of the screen to take you to the agenciesmain menu page. from the agencies menu you will select thesurveys link from the left-hand side of the menu.the program year default displayed is 2015-2016. because this survey is for requesting processordiversions for the 2016-17 school year, you will need to change the program year by selecting2016-17 from the program year drop down menu. at this time we are unable to create a newprogram year for 2016-17 in the cnips live

environment. the new program year 2016-17will be created after the december 15th deadline for recipient agencies to change the way theyreceive their usda foods for the upcoming school year.once you have the correct program year, you will need to verify that the snp option isselected from the program drop down menu. now here's where my screen will differ fromyours. since i have access to all recipient agencies within the food distribution programcnips module, i have a drop down menu for the agency survey search criteria. you willonly have access to your own school's data. for this demonstration, i will be using thealpine union elementary school district. after you input the survey search criteriayou will select the continue button to take

you to the available surveys entry page.the survey entry page will list all the surveys that have been made available for the 2016-17school year. the first column displays the survey number.the participation status column shows you which surveys you have submitted;which surveys have not been submitted; and surveys in which you have chosen not to participate.in the next column, the survey type, is displayed. there are three survey types available incnips: the annual survey which we use for the annual preference survey, the processingsurvey used for those items shipped directly to the processor, and the preplanner surveyused for both the brown box items shipped to the state distribution centers and fordod produce shipped to those agencies not

using the ffavors online ordering system.this survey is only available to state co-op members that order their brown-box items inadvance. the fourth column lists the survey name, followedby the due date, which is the date we, at the cde fdp, will close the survey. surveysare generally closed at 4:00 pm on the date indicated in this column.the final column displays the survey status. a survey will either be closed or open.in order to avoid confusion and mis-ordering, we created two processing surveys. one surveyincludes only those items that usda orders in cases and the other survey is for onlythose items that usda orders in pounds. requesting 100 pounds of an item is significantly lessthan 100 cases of an item that is ordered

in 60 pound cases. this would short the agency'sneed by 5,900 pounds. if you do not see an item you normally orderon one survey, please check the other survey; items are not duplicated on the surveys.so from here, i will select survey number 1107 to take us to the 16-17 processor surveywhich only includes those items ordered in cases.this may take a few moments to load in the cnips environment when you complete your surveydue the high number of items included on the survey.the top screen of the survey form screen will display your agency name and vendor number.below that, you will see the survey information details section followed by the special instructionsbox. here you will find the contact information

for your ordering coordinator, should youhave any problems with the processing survey. if you are not participating in the survey,please check the box on the left-hand side indicating that you will not participate.checking this box will ensure that your agency stops receiving the survey notification reminderemails generated by cnips. please note that the cnips automatic surveynotification reminders are generated by cnips using the program and ordering contact emailaddress information provided in your cnips contract. if you have had a change in staffor a change in the email address itself, please make the update in your cnips fdp contractto ensure you are receiving emails from the food distribution program.at this time cnips still uses the word "commodity",

so for this demo i may use the term commoditywhen referencing usda foods items. this is something we hope to correct in the near future.the first column includes commodity detail information such as the material number, packsize, and estimated usda market value. cnips is currently using the estimated 2015-16 sypricing. also included is the 80 cents per case adminfee, the minimum units, and the minimum units to multiple processors requirement to orderprocessor items. these requirements are based on the processor minimums, not fdp's requirements.items included on the actual processing survey, which we anticipate opening february 1st,will be taken from the 2016-17 usda foods available list.in the second column we have the unit type.

this survey will only include those itemsordered in cases. the third column shows the units diverted.this column is for state use only and will remain "0" until confirmation is receivedfrom the usda and a sales order number is associated to the item requested.the fourth column is where you will input the units to process totals. the quantityentered in this column should represent your agency's total annual need for each specificitem being requested. in the final column you will select, froma drop down list, which processor the item being requested will be shipped to. for someitems there are multiple processors to select from. there are ten slots for each item availableto submit multiple requests to the different

processors you wish to have usda foods itemsshipped to. if you are sending product to different processors, you will need to completethe units to process for each processor destination. before i proceed in demonstrating the processingsurvey ordering process, i want to mention again that we are using the cnips test siteand that these are sample surveys only. these surveys include an abbreviated list of theusda foods available and units minimums have been invented.the first item we will order is the frozen apple slices, material number 100258. in theunits to process column, let's request 10 cases of the frozen apple slices, to be sentto wawona frozen foods. you will notice that when i click on the processor drop down listi have the option of sending this product

to the following processors: wawona frozenfoods, tabatchnick fine foods, buena vista food products, inc., horizon snack foods,and national food group. i will click on wawona frozen foods to selectthis processor for this item. let's place another order for the mozzarellacheese, material number 100022, for 10 cases to be shipped to ardella's. this item is onlyapproved to be shipped to ardella's pizza and buena vista food products.now that your order is complete, we will select the calculate entitlement button, locatedat the bottom of the survey screen, to calculate the total entitlement spent.as you can see, shown here is the entitlement used for this survey and just above that isthe amount of entitlement remaining, as displayed

here.the cnips will also display the estimated administrative fees that will be charged,by us at the cde fdp, to divert usda foods to a processor in the estimated fees section.once you are satisfied with the orders placed, you will select the continue button at thistime where you will have one last chance to review your order for accuracy and if everythingis correct, here's where you'll select the submit survey button.there may be a slight delay while cnips is processing the survey so please do not clickthe submit button more than once. once cnips has processed your survey you shouldreceive the following message that your survey was saved successfully.select the finished button to complete the

processing survey. this will also return youto the survey entry screen to complete the processing survey for the items ordered inpounds. you will notice that the participation statusfor survey number 1107 has now be changed to submitted.if you do not have time to input your order in one session, you may select the submitsurvey button at any time to save your work in progress and return at a later date tofinish. changes to this survey may be completed up until the cnips surveys are closed.i will now select survey number 1106 to take us to the 16-17 processor survey which onlyincludes those items ordered in pounds. you will notice that the screen displays thesame information as the previous processing

survey. one difference is the unit type, whichshould all display as pounds. another difference is the admin fee charge. whereas the adminfee charge on the processing survey for cases displays the 80 cents per case charge, theusda foods included on the pounds survey will have different admin fee charges dependingon the pounds per case equivalent for each item.agencies are invoiced 80 cents per case for usda foods shipped directly to the processor.for items ordered in pounds, we have calculated a per pound charge based on the established$0.80 cents per case admin fee. to illustrate, let's look at the beans, pinto,dry tote, material number 110381. the admin fee displayed is $0.016 cents per pound. thefdp determined that the total pounds per case

for this item is 50 pounds. in order to calculatethe per pound charge we divided the $0.80 cents per case admin fee by the total poundsper case, which for this example of the dry pinto beans is 50 pounds, to get a per poundadmin fee of $0.016 cents. now as with the previous survey, if your agencywill not be participating in this particular survey, please remember to check the box onthe left-hand side indicating that you will not participate. checking this box will ensurethat your agency stops receiving the survey notification reminder emails generated bycnips for this survey. okay, now let's place an order for the beef,coarse, ground, fine, material number 100154. in the units to process column, i will request100 pounds to be sent to don lee farms. you

will notice that when i click on the processordrop down list i have the option of sending this product to the following processors:jtm provisions, don lee farms, rich products, integrated food service, advance pierre, andamerican foods group. i will click on don lee farms to select thisprocessor for this item. the next item i will order is the chicken,large, chilled, material number 100103 for 100 pounds to rich chicks. for this item thereare four processors to choose from in the processor drop down list: kings delight, pilgrim'spride, tyson, and rich chicks. i will select rich chicks to complete thisrequest, but i would also like to place an additional request for 100 pounds of the chicken,large, chilled to kings delight. under my

first request to rich chicks i will input100 pounds in the units to process column and select kings delight from the processorcolumn. this is an example of ordering one usda foods item to multiple processors.now that my order is complete, i will select the calculate entitlement button, locatedat the bottom of the survey screen to calculate the total entitlement spent on this surveyand the amount of entitlement remaining. the balance displayed for the entitlement remainingwill reflect the entitlement used on both surveys. once i am satisfied with the orders placed, i will select the continue button. after ihave reviewed my order and am satisfied that it is correct, i will then select the submitsurvey button.

remember that there may be a slight delaywhile cnips is processing the survey so please do not click the submit button more than once.once cnips has processed your survey you should receive the following message that your surveywas saved successfully. select the finished button to complete theprocessing survey and return you to the survey entry page.as with the previous survey, if you do not have time to input your order in one session,you may select the submit button at any time to save your work in progress and return ata later date to finish. changes to either survey may be completed up until the cnipssurveys are closed. this concludes our demonstration. i will nowturn you back over to amy bell to complete

the webinar.if you need further assistance with the processing surveys, you may contact siernah barron, ouradvance order coordinator. if you have any questions for our state co-op coordinatorsyou may contact felisha zuniga, our south state co-op coordinator, or geovanna toliver-bean,our north state co-op coordinator. if you have questions regarding any particularprocessors or processing in general, you may contact neena kaur or jeanette lund, two ofour processing consultants. if you have general questions regarding the fdp you may contactme, amy bell or sherry tam. we are required to remind you that this institutionis an equal opportunity provider. this now concludes our webinar.we thank you for spending the afternoon with

us and hope you enjoyed today's presentation.