Taking Meal Attendances

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. In the child and adult care food program. It is a federal mandate that Mill attendances be documented at the time of Mill service in all participating centers. Militances may be collected electronically or manually as long as that mandate is met in this training.

We will review how to take militants at point of service using a computer. Take Mill attendance at point of service using a handheld device. And take militants manually and enter all at once into CenterPilot later. Note that another method of taking attendances called integrated headcounts will be covered in another training. This method is used to create quick claims for non-electronic claims and for programs such as the summer food service program where attendance is by name are not required. Note that we will first watch a short complimentary in-flight video, then we'll 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 in detail each function in the process to begin. Let's take a look at the attendance screen and describe each function. When logged in on the center level the name of the center will already show up in the upper left. The meal type will be chosen here. The date will be selected here notice that the date will default to the current day. Attendance is may be sorted by classroom age group or alphabetically by last name the sort preference may be chosen or changed on the facility information screen in this example attendance is sorted by classroom.

Once an attendance group is selected. The participants in that group will appear in the Grid on the right. If there are no potential errors the names of participants will show up in black text in this list. But if there are potential errors some names may appear in red orange and purple text colors. These colors warn us a potential inconsistencies that may require attention. The Legend at the top informs us that red text indicates that the participant does not have a current enrollment document on file as in the case with tashard this means that he is either a new participant who is not yet had forms approved by the sponsor or the forms on file have expired and need to be updated.

Once the forms are updated and approved by the sponsor. The text will return to Black. Orange texts informs us that the participant is not currently enrolled for this particular meal as is the case with Naomi either Naomi's enrollment form did not specify she attends for this meal or the information was not correctly reflected in CenterPilot. If she does normally attend this meal you may return to the participant information screen and make the correction at the bottom of the days attending tab.

This correction will turn the text back to black. Purple text and forms us that this participant is not the correct age to be claimed in the food program for this facility type. In this example Ava is an adult in a Childcare Center participants in purple are blocked from militances on this screen note that if Ava has disabilities and is allowed to remain in the center and to be claimed you may return to the participant information screen and check the has disabilities box on the eligibility tab. This correction will turn the text to Black and allow her to be claim for the meal.

If there are other meal errors that would require attention in order to take attendance. You will either receive a pop-up alert or the errors will be listed in this grid. Finally two grids in the lower left will update as militances are saved. The top grid will show how many participants are claimed in each classroom. The lower grid shows first the expected number of participants by age group as well as the claim number by age group. These two grids inform at a glance if any classrooms or age groups have been omitted which would result in the center accidentally missing out on potential reimbursement funds.

The top grid will populate the number counted in attendance for each meal by attended sort in this example classroom as attendances in each classroom are saved the saved meal totals will populate. The bottom grid will populate the number counted in attendance for each meal by age group The First Column will show the expected or plan numbers for each meal by age group. The second column will show the numbers in each age group who are claimed for this meal. Ready, let's take militances first. Let's take militances at the point of Mill service using a computer from the main menu ribbon at the top select attendance.

Then the first choice take militants. Select the meal type since point of service militances are taken today. The date should already be correct. Select the attendance group in this case the classroom name schoolers. Click the boxes in the attend this meal column next to each participant who is present for the meal. click save attendance after the save notice that boxes in the daily attendance column are checked for the same participants making it unnecessary to physically check both boxes for each participant.

Also notice that the two grids on the left begin to populate the upper grid now shows that 10 participants in the schoolers classroom have been claimed and the lower grid shows that 10 out of 25 expected participants in the 6-12 age group have been claimed the total column in both grids now shows that 10 participants have been successfully claimed for this meal. Choose another classroom or attendance group and repeat until all participants are correctly claimed for the meal. And now, you know how to take militances at the point of Mill service using a computer.

Now, let's take attendance at the point of service using a handheld device. From the main menu ribbon at the top select attendance, then the third choice tablet attendance. The tablet attendance function works the same as the take attendance function, but the page view accommodates a smaller device. Select the meal type date and attendance group click the boxes in the attend this meal column next to each participant who is present for the mill click save attendance. After the save notice that the box is in the daily attendance column are checked for the same participants making it unnecessary to physically check both boxes for each participant.

Also notice that the two grids on the left begin to populate the upper grid now shows that 10 participants in the schoolers classroom have been claimed and the lower grid not shown shows that 10 out of 25 expected participants in the 6 through 12 age group have been claimed the total column in both grids now shows that 10 participants have been successfully claimed for this meal. Choose another classroom or attendance group and repeat until all participants are correctly claimed for the meal. And now, you know how to take militances at the point of Mill service using a handheld device.

Finally, let's take attendance at the point of Mill service manually on paper and transfer to CenterPilot using the weekly meal attendance function. Just a reminder that many sponsors require militances to be taken electronically at the point of Mill service. If you are considering using the weekly militants function, please first confirm with your sponsor that this method is acceptable CenterPilot has weekly militants template forms that may be printed pre-populated with the participants names and ages.

From the main menu ribbon at the top select attendance, then the final Choice meal attendance templates. Choose the correct report that reflects how attendance sort should be in your Center and send this document to the printer. Teachers or others will date the documents daily and record militances at the point of Mill service. At the end of the week or sometime before the end of the month someone in the center will be responsible for entering the weekly attendances into CenterPilot. Here's how that works.

From the main menu ribbon at the top select attendance, then the second choice weekly meal attendance. The weekly attendance function Works similar to the take attendance function except that all meals may be entered for an attendance group for an entire week. Select the facility the Monday date of the week to enter and the attendance group class age group or alphabetical when the screen refreshes notice that the correct dates for the weekdays appear at the top. Click the boxes in the columns for each Mill.

The participants were fed for each day of the week notice that meals and days that are not approved for the center are locked out. This helps eliminate errors entering militants. click save attendance note that it is a good idea to save every 10 to 20 participants to prevent timeouts. If the attendance groups are very large and especially if internet services not super fast. save no total for the meals will appear at the top of the screen under the date this allows for a quick check of the totals before moving on to the next attendance group.

Notice that the weekly attendance function only includes checkboxes for the meals not for the daily attendance. However, rest assured the daily attendance column will be checked for the same participants on the meal count report and daily attendances are counted correctly. Choose another classroom or attendance group and repeat until all participants are correctly claimed for all Mills in the week. And now, you know how to take militances manually and quickly transfer them to CenterPilot using the weekly meal attendance function.

As we make our Final Approach To The Runway, please. Enjoy our in-flight video one more time. We thank you for flying with us today. And as always, thank you for choosing CenterPilot.

Transcript generated from the video’s captions.