Uploading to the Real Food Calculator

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1 Uploading to the Real Food Calculator January 2014 Data needs to be in a certain format in order to be interpretable by the Calculator website. This guide is an overview of preparing your data for upload. If you have any questions about the upload process, please There are 6 steps in this guide: Step 1: Clean the Data Step 2: Format the Spreadsheet Step 3: Add and Prepare Data Step 4: Assess Real Food! Step 5: Name and Save your file Step 6: Upload your spreadsheet! >> Step 1: Clean the Data Non- food: Remove all non- food items (cleaning supplies, paper goods, etc.) from the spreadsheet Facilities: Replace unit numbers or facility numbers with the actual name of the facility you re assessing (i.e. John Doe Dining Hall). The facility name must match exactly the facilities you included in your Assessment Plan. >> Step 2: Format the Spreadsheet Column Names and Order It s important that the column names in the spreadsheet you are uploading match the column names built into the online calculator. This ensures that the right data ends up in the right place. Spreadsheet columns should be in this order, and have these titles: A. Month B. Year C. Description D. Category E. Product Code F. Label/Brand G. Vendor H. Rating Version I. Local J. Local Description K. Fair L. Fair Description M. Ecological N. Ecological Description O. Humane P. Humane Description Q. Disqualifier R. Disqualifier Description S. Cost T. Notes U. Facility 1

2 Tip: to ensure that your spreadsheet is formatted correctly, you can download a formatted spreadsheet directly from your Active Assessment online. Log into your Institutional Profile go to your Active Audit click export data. This will download a formatted spreadsheet. Copy the file, or delete any unwanted data in the download, and use the empty spreadsheet as a template. >> Step 3: Add and Prepare Data Fill the Columns Now that your spreadsheet is formatted, you can rearrange information from your purchasing records or velocity reports to fit the new format. Tips: Description = product name (e.g. lemons, organic ) Category = product category (e.g. dairy, meat ) Label/Brand = brand name (e.g. Dole ) Vendor = who the sale is through (e.g. Sysco ) Rating Version = the version of the Real Food Guide you re using. ( version = 1 ) Facility = the dining hall Product Categories and Category Codes In order to calculate data consistently, the product categories in the Real Food Calculator must be coded with consistent labels across campuses and companies. Here are the product categories used by the Real Food Calculator. This is just a snapshot. For more information about categorizing products, consult the Assessment Tips resource. Category Included Not Included Key: item ( appropriate category ) Dairy fluid milk, cheese, yogurt, ice cream canned condensed milk products ( grocery ), vegan milk alternatives ( beverages ) Beverages soft drinks, sports drinks, milk alternatives iced tea, iced coffee, bottled coffee & tea drinks ( tea/coffee ) Meat beef, lamb, pork, game; including frozen or vegetarian/vegan meat alternatives ( grocery ); poultry canned meat products ( poultry ) Poultry chicken, turkey, other fowl eggs ( eggs ) Eggs shelled eggs, liquid egg product, powdered egg soy or alternative egg products ( grocery ) Produce fresh, cut, or frozen fruits and vegetables canned, cooked and/or seasoned fruit & vegetable products ( grocery ) Grocery grains; staples; most boxed, bottled, jarred, bread & baked goods ( baked goods ); other items that fit and canned products into other product categories Tea/Coffee hot & cold coffee and tea products coffee additives like creamer (true dairy products = dairy ; including bottled beverages, coffee beans artificial creamers = grocery ) or flavoring ( grocery ) Fish/Seafood all fish or seafood products, including frozen or canned products Baked Goods baked products (pastries, breads, sweets) processed/packaged cookies and crackers [e.g. Oreos] (grocery) 2

3 Product Category Codes Once you ve identified which products belong in which product categories, make sure the names of those categories are correct in your spreadsheet. Product categories like Baked Goods actually need to be coded as baked in your spreadsheet in order for the calculator to recognize the product category and place the product in the correct category in the calculator. Here s a list of the correct product category codes. You can quickly make sure the names are correct my using a search- and- replace function in your spreadsheet. Dairy dairy Beverages beverages Tea/Coffee teacoffee Baked Goods baked Grocery grocery Meat meat Produce produce Fish/Seafood fish Poultry poultry Eggs eggs Rating Versions The rating version is the version of the Real Food Guide you re using. Coding the rating version will eventually allow us all to make sure 2013 Real Food Percentages and 2015 Real Food percentages are comparable and consistent, even as certifications change over time. For the Real Food Guide version 1.0 (the one you re using), make sure the rating version column lists the number 1 for every item. Only items coded with a number 1 will be included in your total calculations. >> Step 4: Assess Real Food! Now that all your data is arranged properly, you can indicate which food is real and not real. Here s a guide to how to use columns I- R Local, Fair, Ecological, Humane, Disqualifier In these columns, simply write yes or no depending on whether or not the food meets real food criteria in each category. For Humane, you may leave the cell blank if the product is not an animal product (and therefore the humane category is irrelevant). Local Description, etc. This is where you indicate why a product has qualified as real food, or why it has been disqualified. You can either leave this column blank for now, and use the online calculator interface to assign descriptions, or use the following key to assign descriptions in your spreadsheet. 3

4 Local Descriptions Small, Independently Owned within 150 mi Cooperatively Owned within 150 mi Small, Independently Owned within 250 mi Cooperatively Owned within 250 mi Fair Descriptions Fair Trade Certified by Fair Labeling Organization (F.L.O.) Fair for Life Certified by IMO Fair Trade Certified by Ecocert Fair Trade Certified by Fair Trade USA Food Justice Certified by Agricultural Justice Project Single- source product confirmed in writing Ecocert Fair Trade Certified Ecological Descriptions USDA Certified Organic Protected Harvest Certified Marine Stewardship Council Certified Monterey Bay Aquarium Regional Seafood Watch Guide Best Choices Food Alliance Certified Rainforest Alliance Certified Monterey Bay Aquarium Regional Seafood Watch Guide Good Alternatives Salmon Safe Fair Trade Certified Bird Friendly by Smithsonian Humane Descriptions USDA Certified Organic Certified Humane by Humane Farm Animal Care Food Alliance Certified Animal Welfare Approved AGA Grassfed Pasture- Raised USDA Cage- Free (eggs) Humanely Raised Biodynamic Certified by Demeter Global Animal Partnership Steps 4-5+ Disqualifiers Guilty of criminal slave labor or indentured servitude Contains high fructose corn syrup Contains Partially Hydrogenated Oil (trans fats) Contains rgbh/rbst Sodium nitrate or sodium nitrite added OSHA, FLSA, NLRB Violation within past 3 years Concentrated Animal Feeding Operation (CAFO) Contains Genetically Modified Organisms (GMOs) Contains Acesulfame- Potassium Contains Butylated Hydroxyanisole (BHA) Contains Caramel Coloring Contains Olestra (Olean) Contains Potassium Bromate Contains Propyl Gallate Contains Saccharin >> Step 5: Name and Save your file Because you will keep a store of your various uploads on your institutional profile, name files in a way that will be helpful to you, and other researchers who come after you. For example, Sysco September and May

5 Your spreadsheet must be saved as an.xlsx Excel file. The Calculator only accepts this type of file. >> Step 6: Upload your spreadsheet! The Process: 1. Log into your institutional profile 2. Click Uploads tab 3. Click Create New Upload 4. Browse for and select your file 5. Upload Troubleshooting If any formatting or contents in the spreadsheet is incompatible with the Calculator, you will get an error message that some rows (line items) failed to validate. In most cases, the Calculator will tell you which row, which product, and which element was incompatible (e.g. year does not match Assessment Year ) If you cannot determine why your upload is failing, for assistance. 5

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