Welcome to a brief overview of the Slide 1 Oregon Department of Education USDA Food Distribution Program. Federal USDA Foods support American agriculture producers by providing schools with healthy and nutritious food to Federal child USDA Food Distribution Program nutrition programs. A wide variety of fruits and vegetables, grains, Oregon Department of Education – Child Nutrition Programs Oregon Department of Education – Child Nutrition Programs cereals and nuts, as well as dairy and meat products, are available as USDA purchased foods. Many products are formulated to be low in fat and have lower sugar and sodium content than commercial counterparts. USDA Foods account for approximately 15 - 20% of the foods used by school nutrition programs. The Oregon Department of Slide 2 CNPweb Food Distribution Program Education Child Nutrition Programs provides the CNPweb program as a tool for sponsors to manage the Login tasks associated with Child Nutrition Programs. Only registered users can access CNPweb. A CNPweb Click here user authorization form must be Address: https://cnp.ode.state.or.us/Login.asp Click here completed and sent to your Oregon Department of Education – Child Nutrition Programs assigned specialist or the Food Distribution Program Coordinator. Be sure to request Food Distribution access on the form. The Green puzzle piece on this slide represents the portal to the USDA Food Distribution Program. All of the USDA Foods activities will take place in the green puzzle piece. Users must have Food Distribution designation to enter this site.
The USDA Foods Program begins Slide 3 USDA Foods State Entitlement with Entitlement. Entitlement is the value for a given Estimated State Entitlement year that sponsors are able to • Is based on Projected USDA Foods entitlement rate and the projected # of lunches served in the Current SY. • Projected Oregon Lunches Served X Projected Entitlement Rate spend on USDA Foods. = Projected State Entitlement Actual State Entitlement • Is calculated by multiplying the actual USDA Foods Entitlement Rate that is published by USDA in the following July times the actual Each SY in January, the State lunches served that is published in the following November. projects the next years entitlement by calculating the estimated Oregon Department of Education – Child Nutrition Programs statewide lunches served, times the estimated USDA Foods entitlement rate. The state must also factor in if there is a negative state entitlement carryover with USDA. This sometimes happens when the price of USDA Foods increases. This calculation produces the initial distribution of entitlement that sponsors use in the preorder for the following SY. The actual state entitlement is calculated sometime in the fall. This could result in additional distribution of entitlement during the SY. In some cases an additional preorder period will open to give sponsors a chance to spend that additional entitlement.
State Entitlement is distributed to Slide 4 How State entitlement is distributed Sponsors by calculating each to sponsors Sponsor’s percentage of the total State Entitlement is distributed to Sponsors by calculating each Sponsor’s percentage of the total lunches served in the state. lunches served in the state. This Sponsor’s Percent of State Lunches X Total State Entitlement can be updated during the SY as Things to remember about entitlement: the USDA rate and the actual • Sponsors should spend their entitlement during each SY. • Managing Entitlement is an ongoing effort. lunches served become known. • Sponsor entitlement expires at the end of each SY. That means entitlement is a moving target. Oregon Department of Education – Child Nutrition Programs Here are some things to remember about sponsor entitlement: • Each sponsor should make every effort to spend all of their entitlement each year to get the most value from USDA Foods • Managing entitlement is an ongoing effort that requires active participation in each distribution period and each preorder period. • Sponsor entitlement expires at the end of each SY. So, if you don’t use it you loose it. Slide 5 There are several steps to ordering and USDA Foods Order and Distribution Periods receiving USDA Foods First, preorders are completed long before USDA Foods Pre order Periods the SY even starts. These preorders help • Place advance orders • Designate preferred distribution periods the Food Distribution Program advance USDA Foods Order and Distribution Period • This includes the Order Window and it’s corresponding Delivery Periods. order the foods from USDA. However, USDA Foods Order Window • Phase 1 – Order USDA Foods or reduce them. many factors influence USDA’s purchase of • Phase 2 – “No Charge to Entitlement Foods” available. USDA Foods Delivery Periods • 1 st Delivery Period is in the first half of the delivery month or period. products and sometime products that have • 2 nd Delivery Period is in the second half of the month or delivery period. been preordered never become available in USDA Foods ordering instructions can be found at: www.ode.state.or.us/go/usdafoods the distribution periods for which they were Oregon Department of Education – Child Nutrition Programs ordered. Also, sometimes USDA cancels products before they are received in the state. Second, you must place those preordered products on an order with a delivery destination and delivery period. This is done during the order windows. Assuming that all the products pre ordered were available for purchase and they arrived in time for the distribution, they will be available for you to place on an order with a
destination and delivery period during the order window. The order & distribution schedule lists the dates you must place orders and assign them to a delivery location, the delivery dates available, as well as the dates that preorders open and close. This schedule is discussed more in-depth on the next slide. There are two phases to each Order Window: • During the 1 st Period order the USDA Foods on your allocation or reduce them. These are the foods that cost you entitlement dollars. This is the only time that food quantities may be reduced and entitlement returned to your account from pre-order allocations! You can also add “Unassigned Entitlement Foods “or Bonus Foods” if they are available. If you do not place your pre-ordered items onto an order during phase 1 you lose the food and your entitlement is charged. This is done to ensure consistent inventory movement. We cannot have food sitting around in the warehouse possibly expiring because sponsors forget to place their orders. • During the 2 nd Period “No Charge to Entitlement Foods” are av ailable. These are foods that other sponsors have lost by not placing their pre-ordered foods onto an order as discussed previously. These foods are available at no charge to your entitlement but delivery costs still apply. • It is very important that you keep track of the order and distribution schedule. If you miss an order window, you will not receive an order for that delivery period, but your entitlement will be charged for the pre-ordered items. Again, this is done to ensure inventory movement and make sure sponsors do not receive unwanted foods.
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