Welcome to the CACFP Annual Training called Recipe for Success - PDF document

Slide 1 Welcome to the CACFP Annual Training called “Recipe for Success during CACFP Recipe for Success Reviews”, hosted by the Oregon during CACFP Reviews Department of Education Child Nutrition Programs. This session will Common Review Findings for discuss common review findings for Family Day Care Home Sponsors Family Day Care Home Sponsors. Fueling Oregon’s Future Slide 2 During the review of provider records Situation # 1 the Child Nutrition Specialist finds that site monitoring has been conducted The pattern of site monitoring is predictable during the last two weeks of the month There was more than six months between only, and there have been more than 6 monitoring visits months elapsed between home reviews. Fueling Oregon’s Future 2 Slide 3 Situation #1 has two findings. Why The pattern of home reviews is The first finding is that the timing of predictable and not varied • Sponsors of Family Day Care Homes home reviews is predictable. The are required to vary the days and meals monitored second finding is that the sponsor is not Memo dated April 21, 2011, Varied meeting monitoring frequency Timing of Unannounced Reviews Family Day Care Homes Monitor requirements. Let’s examine the first Handbook Part 2: Frequency and Types of Reviews finding: Fueling Oregon’s Future 3 (CLICK) Sponsors are required to vary the timing of unannounced reviews so they are unpredictable to providers. Unannounced reviews that follow a consistent pattern (for example, unannounced reviews that always occur during the third week of

January, the third week of May, and the third week of September, or reviews that never occur during the first week of the month when claims are being processed) undermine the intent of the Program’s unannounced review requirements. (CLICK) Information on the varied timing of review requirements can be found in the April 21, 2011 memo - Varied Timing of Unannounced Review. As well as, the Family Day Care Homes Monitor Handbook , Part 2 – Frequency and Types of Reviews. A link to the resources will be available at the end of this presentation. Slide 4 The second finding is not meeting the Why monitoring frequency requirements, Out of Compliance with Monitoring Frequency Requirements due to 6 months having had elapsed • No more than 6 months may pass between reviews • Sponsors must ensure that all monitoring between home reviews. requirements are met: • 3 Reviews per federal fiscal year • 2 out of the 3 unannounced • 1 unannounced review must include a meal service The sponsor is outside the monitoring • Pre-Approval and 4 week follow up visits must be completed for new providers frequency requirements. Family Day Care Homes Monitor Handbook Part 2: Frequency and Types of Reviews 7 CFR 226.16(d)(4)(iii) Fueling Oregon’s Future 4 (CLICK) In order for Family Day Care Home sponsors to meet federal regulations for monitoring requirements, no more than 6 months may pass between reviews. (CLICK) Sponsors must ensure that all monitoring requirements are met, including: - 3 reviews per fiscal year, which is October 1 – September 30 - 2 out of the 3 reviews must be unannounced, and conducted during the home’s regular hours of day care operation

- At least one unannounced review must include observation of a meal service; - and Pre - Approval and 4 week follow up visits must be completed for new providers. (CLICK) Information on monitoring frequency requirements can be found in the USDA Family Day Care Home Monitor Handbook Part 2: Frequency and Types of Reviews. (CLICK) Information on Monitoring requirements can be found in the regulation listed on this slide. A link to the manual will be listed on the resources slide at the end of this presentation. Slide 5 How To Correct Now lets discuss corrections you can The pattern of home reviews is make to prevent these findings from predictable and not varied occurring. Out of Compliance with Monitoring Frequency • • To correct finding 1, the pattern of Develop and implement and a procedure to conduct and track reviews home reviews is predictable and not varied, and finding 2, the Fueling Oregon’s Future 5 sponsor is out of compliance with monitoring frequency, the Sponsor would need to develop and implement a procedure that addresses: • Tracking to ensure no more than 6 months has elapsed between the reviews, • How reviews are varied, including documenting the days of the week that reviews are completed, as well as the meal type that was reviewed. • How reviews are tracked for

each provider and, • Tracking when providers close, or take temporary leaves of absence including maternity/paternity leave, family illness. Both findings are related to conducting and tracking home reviews, the corrections may be placed together in one procedure, or the sponsor may choose to create two procedures. Slide 6 Now let’s review situation number 2. Situation # 2 During the review the Child Nutrition Specialist conducts provider home visits 5 day reconciliation was not completed during with the Sponsor’s Monitor. During the home review visits, the monitor did not complete a 5 day reconciliation. The Child Nutrition Specialist requests that the monitor complete a 5 day reconciliation. Fueling Oregon’s Future 6 Slide 7 Situation # 2 has one finding. Why Failure to complete required review The Monitor failed to complete elements FDCH reviews must include: required review elements. • Comparison of meal counts with enrollment and attendance (CLICK) Sponsors must ensure that all • Consecutive 5 day operating period • Review the current or previous required review requirements are met, claiming month USDA FDCH Monitor Handbook Part 3: which includes completing and Review Elements Regulation 7 CFR 226.16(d)(4)(ii) documenting a five day reconciliation. Fueling Oregon’s Future 7 The monitor’s review must include a comparison of meal counts with enrollment and attendance records. The 5 days of the reconciliation must be consecutive and they must be days the provider actually operated. The 5 day reconciliation must be completed for

either the current claiming month or the previous claiming month. (CLICK) Information on Review Elements can be found in the USDA Family Day Care Home Monitor Handbook Section 3: Review Elements. A link to the manual is listed on the resources slide at the end of this presentation. Information on review elements can also be found in, federal regulations listed on this slide. Slide 8 Now let’s discuss corrections you can How To Correct make to prevent this finding from Failure to complete required review occurring. elements • Complete Training • Training documentation To correct the finding, failure to complete required review elements, the sponsor would need to re - train staff on how to complete a 5 - day Fueling Oregon’s Future 8 reconciliation, and document the completed training. The training documentation shall include, the position/title of the person(s) conducting the training, and the agenda, the training date, and the printed names and signatures of the persons attending the training.

Slide 9 Now let’s review situation #three. Situation # 3 During the administrative review, the Review form is missing: Child Nutrition Specialist receives a • Dates for 5 day reconciliation • Meals disallowed copy of the sponsor’s review form that • Have past issues been corrected is used during home reviews by the monitor. The review form does not document the dates of the 5 day Fueling Oregon’s Future 9 reconciliation, if meals were disallowed as a result of the 5 day reconciliation and whether or not past issues had been corrected. Slide 10 Situation #3 is a finding. The Sponsor’s Why review form is missing required review Review Form is missing required review elements elements. The Sponsor’s developed review form must include a field to: • Prompt follow up on findings from previous review(s) (CLICK) The sponsor’s developed review • Dates chosen for the 5 day reconciliation • The meals disallowed as a result of the 5 day form must include: (CLICK) a field to reconciliation and the reason for each USDA FDCH Monitor Handbook Part 1: Monitor Responsibilities and Training prompt the reviewer to follow up on Part 3: Review Elements Regulation 7 CFR 226.16(d)(4)(i) findings from previous review(s), 7 CFR 226.16(d)(4)(ii) Fueling Oregon’s Future 10 (CLICK) document the dates chosen for the 5 day reconciliation, and (CLICK) to document the meals disallowed as a result of the 5 day reconciliation and the reason for each. (CLICK) For more information on the required review elements read the USDA FDCH Monitor Handbook Part 1and Part 3: Review Elements: a link to the manual will be listed on the resources slide at the end of this presentation. In addition, the federal regulations listed on this slide addresses review elements.