Correcting Point of Service (Purple) Errors

Greetings from the flight deck and welcome to CenterPilot ready to fly buckle up take off maybe bumpy as you learn your wings, but we're confident. You'll be soaring through clear skies and Landing smoothly soon. So sit back relax, and enjoy your flight. Point of service or POS errors occur in CenterPilot, when not enough food is purchased and/or prepared for any meal for the number of participants by age group that are claimed in attendance for the same meal. In this flight training, we will review how to recognize POS errors how to correct POS errors and how to avoid POS errors in the future.

Note that we will first watch a short complimentary in-flight video. Then we will review each step in detail. Then the video will replay again at the end. Now that you've seen the complete process, let's discuss each step in the process first. Let's determine how to recognize POS errors when logged in on the center level POS errors, if they exist may be seen on the center home screen here is the mill gauge for our Center, which is the first thing you see on the center home screen. Notice that non infant lunches on Monday and Tuesday of the current week are showing as purple according to the color Legend on the same screen The Color Purple indicates a point of service or POS error.

This should not be ignored since POS errors will result in disallowances when the claim is submitted to your sponsor. Remember that the mill gauge shows the cacfp progress in the center for the current week only to determine if there are purple POS errors for the other weeks in the month. You will need to view the monthly calendar screen on the calendar screen notice that for the current week. The color scheme is the same as it is on the facility home screen the same non infant lunches on Monday and Tuesday are purple on this screen as well.

But in addition to that notice that the lunch on the previous Friday is also purple. Ready, let's correct. The POS error for lunch on Friday the 9th. Remember that a POS error means that not enough food was served for the number of participants claimed in attendance for the same meal. On this day. Let's assume school was out and more schoolers were present for lunch, even though enough food was actually prepared and served. The meal production records need to be corrected to reflect the actual number of participants.

So that the meal is not disallowed to begin. Let's take a look at the meal production record for the nine. To do so select Mill reports from the main menu ribbon at the top then choose meal production records. Then the First Choice Child adult meal production report when the screen refreshesmber 9th as both the start and end dates when logged in on the center level the name of the center will already be selected in grayed out click on get report the report will appear in the Grid on the right. It is best to download the report to PDF format take a look at the planned an actual numbers of participants served at lunch notice that 20 participants in the three to five age group.

We're planned for but 30 we're actually claimed in attendance. This is because 10 extra 5 year olds were present since school was out. Also notice that 25 participants were planned for in the 6-12 age group, but 27 were in attendance. These are the numbers we need to use when correcting the POS error plus 10 for the three to five year olds and plus three for the sixth through 12 year olds. Now we're ready to correct the POS error for lunch on December 9th from the mini ribbon at the top select meals.

Then the first choice create edit participant meals when the screen refreshes be sure child adult is selected as the meal type when logged in on the center level the facility name should already be selected in grayed out. Select the meal type in this case lunch select December 9th as the date. When the screen refreshes notice the number of participants that were planned for show up here. Remember that we need to add 10 mils to the three to five age group and three to the 6 through 12 age group. Let's do that.

Now, we will change the 20 to 30 in the three to five age group and change 25 to 27 in the 6 through 12 age group. Click on save this meal. Now return to the mill calendar notice that lunch on December 9th is now showing as yellow with red text the color Legend on the same screen reminds us that we still need to resave the attendance to update the meal calculations. Let's do that next. From the main menu ribbon at the top select attendance. Then the first choice take meal attendance when the screen refreshes be sure.

The facility is selected here choose lunch as the meal type here choose December 9th as the middle date here select any classroom or attendance group here click save attendance. Return to the calendar screen one more time notice that the lunch on December 9th is now dark green with white text the color Legend indicates that the meal is now complete and now you know how to correct point of service errors on your own. If you seem to have many POS errors, you will soon Tire of needing to constantly correct them.

Let's discuss two ways to avoid them in the future in the previous example, the center had a lunch POS error on December 9th because school was out on that day and more school-aged children were present for lunch that day for that reason. Since your meal production records should reflect the correct amount of food to prepare in advance of meal preparation. This correction will cover both bases ensuring that enough food is prepared and avoiding POS errors. When you know in advance that school will be closed and that more students than normal will be in attendance.

Take the time to correct the expected number attending before the meal is prepared. And of course before militants as are taken this is done the same way you correct a POS error as already demonstrated. The difference is that it is done before militants are taking therefore eliminating the POS error before it occurs. The second reason that POS errors occur is because the center needs to update the default expected numbers attending if the center has had several POS issues in the same month. This should correct that issue in future months to update the default expected numbers attending meals go to the facility information screen.

From the main menu ribbon at the top select facility, then the first choice facility information when the screen refreshes select your facility name here. If not already selected and click on the number attending meals tab at the top. Make any necessary adjustments to the expected attendance by meal and age group. Be sure to Pat each age group slightly to accommodate participants aging out of one group into another and be sure to add in any staff meals. And don't forget if meals are already scheduled into the monthly calendar before these updates are made be sure to reschedule all future meals.

So the new numbers will be used in the meal production record calculations in this example meals for the entire month are already scheduled then the expected numbers were updated on the 13th for the new numbers to be effective. They should be sure to reschedule the meals for the next two weeks the 19th through the 30th. And now, you know how to avoid future POS errors as we make our Final Approach To The Runway, please watch our complimentary in-flight video One More Time. Thank you for watching.

And as always, thank you for choosing CenterPilot.

Transcript generated from the video’s captions.