Using the Home and Calendar Screens

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. Daily overall management of the food program in your facility is easy when using only two screens in this flight training, we will review the functions of the facility home screen and the monthly calendar screen. When you log into CenterPilot as a center, you should see the home screen.

If you do not see the home screen. You may access it by clicking on home then facility home from the menu ribbon at the top. The purpose of the home screen is to inform you at a glance what the cacfp status is in your Center at any given moment. Let's take a brief flight around the facility home screen, then we'll discuss each function in detail. The first thing you will find on the facility home screen is the mill gauge next to the weekly Mill gauge is the color legend for the gauge immediately below that is a calendar icon if a claim is available to submit to your sponsor.

You will be notified here. Next is the breakdown of enrollment by free reduced and paid status and below that is a grid showing the current percentage of free and reduced participants in the center. In the top right corner, you will find the message center and in the bottom left note the grid showing enrollment form issues. Now, let's discuss each function in detail. The weekly Mill gauge is a week at a glance activity gauge that will inform you immediately upon logging in where your Center is in the daily process of scheduling meals and taking attendances for both infant and non infant meals notice the different colors of the circles in the gauge.

The goal is for all facilities to have red yellow and light green circles only however, let's discuss what all of the colors mean notice that a color Legend is included on the home screen red circles indicate that this Center is not approved to serve or at least has not scheduled these meals on these days. Our sample center is open Monday through Friday and serves breakfast lunch and afternoon snack to both infants and non infants. Therefore all other meals namely morning snacks supper and evening snack will remain red when meals are scheduled for the week.

Also all Mills on Saturday and Sunday will remain red. Center should be scheduling at least a week's worth of news in advance of the current week. If so when logging in on Monday morning, you should see yellow circles for all meals that your Center serves on all days that your Center operates during the week. The third column should show green circles for non infant meals, which indicates that a whole grain component has been scheduled for each day. If you see a day without a green circle in the third column, be sure to correct one of the scheduled meals for that day to ensure the service of at least one whole grain component.

When your Center begins taking militances the yellow circles will change to light green this indicates that militances have been taken and that no errors have occurred. The appearance of purple circles indicate that more participants were claimed for the mill then were planned for in the meal production records if left alone, these Mills will be disallowed when the monthly claim is processed by your sponsor. However, if you know that enough food was indeed served you may decide to correct this error, the processing of correcting point of service errors will be covered in a separate training.

A yellow circle with a red outline indicates that the meal was edited after attendance was taken for example, a planned food component was edited or the number of participants by age group was edited for this meal this color combination reminds the user to return to the attendance screen and resave the attendance for that meal. So that all meal components will recalculate. Once this is done the circle of the edited Mill will become dark green indicating. Once again that no errors have occurred. Keep in mind that the weekly Mill gauge will only show progress for the current week to see progress for the entire month view the monthly calendar screen.

We will look at the monthly calendar screen later in this training. In the meantime. Let's continue discussing the functions on the home screen. Beneath the color legend for the mill gauge is a calendar icon. Click here to be taken to the monthly calendar screen when a claim is available to submit you are notified here on the home screen claims are submitted from the calendar screen. The number of participants currently enrolled in the facility will show up here and are broken down into the number of free reduced and paid participants.

These numbers will update daily as participants are enrolled in dropped next is a graph showing the percentage of free and reduced participants enrolled in the center. One of your sponsors favorite CenterPilot functions is the ability to message your Center directly and have you see the message on the home screen as soon as you log into the program? Notice what the two examples shown here that the first sponsor message was a global message to all sponsored centers informing them of a training opportunity.

The second message was sent specifically to this Center reminding them to submit enrollment documents. Of course centers may also use this function to message their sponsor simply by clicking on plus send message. When the screen refreshes type the message in the box and click on send the message will show up on the sponsors homepage immediately. Finally notice that when you are finished with a message from your sponsor, you may click hide to remove it from the home screen messages are never deleted but rather archived this means that you may review past messages to and from your sponsor at any time to do so select facility, then message history from the main menu ribbon at the top when the screen refreshes choose the date parameters here and the type of message to view here.

You may view messages sent to your sponsor and messages received from your sponsor. A final function of the facility home screen is the ability for centers to see immediately upon logging in who and their care needs updated forms completed and forwarded to their sponsor. This grid informs of the expiration of participant forms 60 days in advance already expired forms will remain in the list either until updated forms are validated by the sponsor or the center drops the participant and finally new participants will also show up as a reminder to complete and submit the forms again names that participants will be removed from this grid when the sponsor receives the newer updated forms and validates them or when the center drops participants who will not be returning to care.

Now let's discuss the second screen and CenterPilot that assist centers with daily navigation through the cacfp the monthly calendar screen. Let's take a brief flight around the calendar screen. Then we'll discuss each function in detail when logged in on the center level the name of the center will already be selected in grayed out select the month and year to view here. The color legend for the calendar is here if they claim is available to submit it will show up here under the certification statement weekly and monthly menus may be printed from this area.

And finally the calendar itself is here. Now that you've seen an overview of the calendar screen, let's discuss each function in detail first. Let's briefly return to the mill gauge on the home screen. Keep in mind that the colorful and informative Mill gauge will only show food program progress for the current week. To see progress for the entire month. We will need to view the monthly calendar screen to do so from the main menu ribbon at the top select meals then the second choice meal calendar.

You may also click on the calendar icon from the home screen. When logged in on the center level the name of the center should already be selected in grayed out select the month and year here and click ok. When the screen refreshes progress for the entire month will show notice that the color scheme for the current week is the same as it is on the home screen the light green color for all previous days in the month indicates that meals were served in attendance is taken with no errors. And finally the yellow color for the remaining weeks in the month indicates.

That meals are scheduled with no other activity. Notice that there are no meals scheduled for Monday December 26th. The center will be closed that day to observe the holiday. They deleted the mill scheduled for that one day so that the grocery list and the milk bank will not be overstated note that you should only delete Mills when those Mills will not be served at all if meals just need to be edited do not use the delete Mills function to delete one or more Mills on one or more days use the delete meals function.

To do so be sure to schedule the full week of pre-saved meals as usual then from the mini ribbon at the top select meals. Then the fourth choice delete participant Mills when the screen refreshes choose the start and end dates of the days to delete Mills if deleting for only one day use that date as both the start and end date select the meals to delete here. Select the name of your facility here. Click on delete selected Mills note that once Mills are deleted. They cannot be retrieved. So if the incorrect days of meals are deleted for future weeks that do not yet have a tendences proceed to delete all Mills from the calendar for this week.

Then reschedule the Mills using the schedule a pre-saved week function. The calendar page is showing that the claim for last month is available to be submitted to the sponsor in this case. The November 2022 claim is available to submit the claim select November 2022 is the month and year here. Be sure to glance at the calendar to verify all Mills have a tendences notice that lunch on November 7th is showing POS errors. If Corrections need to be made be sure to make them before submitting the claim meals with POS errors will be disallowed on the claim if not corrected.

When the calendar shows a completed claim continue with the process of submitting the claim select an authorized claim signer from the drop-down list here note that centers may have up to four authorized signers for the claims. Once an authorized official is selected the submit button becomes live keep in mind that by submitting the claim to your sponsor you are agreeing with the certification statement that the claim is true and correct click on submit claim. Once submitted the claim grid will disappear and will not return until a claim for the next month is available to submit.

And now you should have an understanding of how easy it actually is to manage daily food program duties using CenterPilot. We thank you for flying with us today. And as always, thank you for choosing CenterPilot.

Transcript generated from the video’s captions.