POS Operational Policies

POS Operational Policies Table of Contents 1. Hungry Meals:... 2 2. Dropped Trays:... 2 3. Student Disputes Meal Eligibility Status:... 2 4. System Down Policy:... 2 5. Training POS Terminal Operators:... 2 6. Ordering POS Supplies:... 2 7. Procedure for Feeding Students Not Yet in the System:... 3 8. School Staff Accounts:... 3 9. NYCDOE Staff Meals:... 3 10. Student Purchases of a Second Meal:... 3 11. Student Access to the POS System:... 3 12. Charging Policy:... 3 13. Items & Keyboards:... 3 14. Tracking Students Not Attending the Main Site... 4 15. Recording Visiting Student Meals:... 4 16. Feeding Non-School Age Children:... 4 17. Field Trip Recording:... 4 18. Accounting and Recording Special Programs... 4 19. Saturday Meal Button:... 4 21. Editing POS Sales Information:... 4 22. MIE1 & MIE2 Reports:... 5 23. POS Equipment Deliveries:... 5 24. POS Equipment Use:... 5 25. Meal Count vs. Tray Count Discrepancies:... 5 26. Training Replacement or Backup Staff:... 5 27. New POS Manager Assignments:... 5 28. Student Photos:... 5 29. Replacement of Ink Cartridges for LEXMARK Printers:... 5 30. Escalation of Issues:... 5 31. Procedures for Kiosk Upon Return from Extended Vacation:... 5 32. Personal Checks for Prepayments:... 6 POSOperationalPolicies03-07-08.doc; 8/29/2008 2:13 PM 1

1. Hungry Meals: All students will be served one regular reimbursable meal per meal period. If a student comes back for more food after being served the one regular reimbursable meal, that student is served a PB&J or Cheese sandwich meal (only once). The terminal operator will record the meal using the Hungry Meal button on the keyboard. 2. Dropped Trays: The button on the keyboard called Dropped Tray must be used to record every second meal given to a child because they dropped their first meal on the floor. 3. Student Disputes Meal Eligibility Status: All status information is obtained from ATS directly and cannot be changed or modified in the POS software. If student disputes meal eligibility status on the line, terminal operator will, check student s identity using ID or program, write student s name on Students Not in System pad, and student is to be given their reimbursable meal. At the end of the day manager will review each cashier s list and follow up with the ATS aide, attached with the page(s) from the pad. ATS Aide to verify that status information is correct and up to date. Reference the manual for details on adjusting the MIE 1 counts to reflect the correct free and reduced counts. 4. System Down Policy: If the power goes out, the kiosk goes down (where there is only one) or the LAN is not available and the POS terminals are down, the policy is to reference a list by homeroom (printed weekly) at elementary sites and an alphabetic list of recent use students (printed weekly monthly) at high school and junior high schools, The terminal operator should request to see the student s ID, when available and mark the student s name on the list. The manager, cook or bookkeeper MUST call the help desk immediately and report the problem. The help desk staff will temporarily set the credit limit to $1.50 for high schools and junior highs. Once the system is up and running, these transactions are then entered into the POS system once they are up and running. When all transactions are entered the help desk must be called so the credit limit can be set back to zero. It s important to enter all the transactions in the system the same day. These emergency lists should be printed for each POS on a weekly basis by the manager and left near the POS for the Terminal Operator to use if necessary. Normally a la carte and adult lines revert to cash only using backup registers if the system goes down. 5. Training POS Terminal Operators: Managers in all schools (High School, and Elementary) are responsible to train all of their school s POS Terminal Operators using the online Courseware on the manager s desktop computer. Training is to be done on the manager s desktop computer at the school 7-9 business days before Go-Live. In elementary sites where school aides are terminal operators, courseware will be loaded on the Principal Designee s computer four weeks prior to go live and that person will be responsible for ensuring all terminal operators are trained in advance. 6. Ordering POS Supplies: POS supplies (kiosk receipt paper, ink cartridges, printer paper) are to be ordered through the field office. The following POS items have been added to the PCM Ordering System on the Intranet and are to be ordered through the field office. PD99899 Y KIOSK PAPER, POS PD99897 Y PAPER 8.5X11, POS PRINTER PD99896 Y INK CARTRIDGE POS, LEXMARK (4 cartridge limit per order) POSOperationalPolicies03-07-08.doc; 8/29/2008 2:13 PM 2

Cashier tablets can be requested from Terri Fernandez by calling (718)707-4536 7. Procedure for Feeding Students Not Yet in the System: If a student s name cannot be found in the system, they may not be enrolled by the school staff in the ATS student system yet. The student should be asked to show their ID for validation, if available. The name of the student needs to be written on the cashier notepad including a comment that the student is not in the system. INSERT WHAT THEN SHOULD BE DONE WITH THE NAMES... No a la carte items can be charged. Cashiers should track on their tablets all students that cannot be found in the system. The tablet sheets need to include the cashier name, date and meal session (B or L), the student s first and last name. SFSM will review these sheets and check WebSMARTT to find out if the students have been added. If the students do not appear within a day, they need to check with the school ATS clerk. Once the student is in WebSMARTT the manager needs to note their meal status and account balance on the tablet sheets. If the student is free, or reduced or paid with adequate funds in their account, the SFSM will start a POS session for the dates that they ate and record their meals for each day. If the student is reduced or paid with inadequate funds in their account, the SFSM will add a message to the terminal display which will prompt the cashier to ask the student to add additional funds. The SFSM will continue to review the list and actual student account balances and add the meals via POS when adequate funds are available. 8. School Staff Accounts: All adults will pay cash and will not have the option to open accounts. In elementary schools an adult normally pays the office for a meal and receives a ticket or voucher for a meal. The terminal operator records the meal as a cash adult meal. In secondary schools an adult will pay the terminal operator in the meal line. 9. NYCDOE Staff Meals: Meals served to principals, school nurses as well as SchoolFood staff are counted as staff meals and are served at no charge. All of these meals should be recorded at the POS Terminal as Earned. 10. Student Purchases of a Second Meal: Students can buy a second (non-reimbursable) meal or entrée at the a la carte price in high schools or junior high schools that accept cash. Prices are checked periodically and updated at LIC. Students are NEVER allowed to charge a la carte items. 11. Student Access to the POS System: All students in all schools will be issued a four six digit PIN number. This number is available to both SchoolFood and School Office Staff for printing letters, etc. Elementary schools have the option to use the PIN or use the Homeroom touch screen method of accessing the system. A process is in place to generate the PIN numbers for new or transfer students. The terminal operator or School Office Staff is responsible for communicating this number to the student. 12. Charging Policy: High school students can never charge meals or a la carte. Junior high and Elementary students may charge meals only. 13. Items & Keyboards: SchoolFood management controls the prices of all items and the design and layout of all POS keyboards. Keyboards will be updated daily with the menu items being offered that day. This will allow SchoolFood to accurately track sales information for various menu items. For situations where the POS Terminal is at the beginning of the line tracking actual entrees is optional. POSOperationalPolicies03-07-08.doc; 8/29/2008 2:13 PM 3

14. Tracking Students Not Attending the Main Site: If students from other sites are served meals on a regular basis, it is possible to obtain their ATS site code and homeroom or other designation which would allow importing their information from ATS. If there is no secondary identifier, SchoolFood staff will need to obtain a list of names and OSIS numbers to manually enter them at go live. If the information changes, the Site Manager can call the SL-Tech help desk to update the student s information. 15. Recording Visiting Student Meals: Bulk entry is to be used to enter visiting students when accompanied with a roster for verification and entered bulk as Free, Reduced or Paid. If no roster is available, enter as paid uncollected in bulk. 16. Feeding Non-School Age Children: If parents come into school with younger family members that are not of school age, you are not allowed to feed them or charge for a regular meal or any meal component. 17. Field Trip Recording: A roster should be provided to the homeroom teacher for field trips to check off the names of students receiving meals. This roster is then used to manually enter the student meal transactions at a POS Terminal upon return. If there are a large number of students the free could be bulk entered and the roster attached to the MIE for audit purposes. 18. Accounting and Recording Special Programs: If more than 50% of the school s registered students are eligible for free meals the snacks can then be entered using bulk entry provided that the number recorded does not exceed the daily attendance. The same rules apply to the Supper program (does not apply to Saturday programs at Elementary or Middle schools or OST programs). In schools with less than 50% free students, PIN numbers will be entered at the POS started using an Other meal session type. Site Managers or designated School Aides are responsible for entering this information. With regard to the two snack programs at a single site, from a claiming perspective, we do not need to keep the programs distinct. In a Combo School (two distinct schools with one cafeteria), if one site is over 50% free and the other is under 50% free, bulk entry can be used for the site over 50% free and individual PIN numbers must be recorded for the site under 50% free. 19. Saturday Meal Button: There is a special item/keyboard button to record free meals provided for Saturday meal programs. This button should be added to breakfast and lunch keyboards for use in Single Action Mode only on Satudays. This button records a reimbursable meal at a zero price during a regular Breakfast or Lunch meal session. 20. Prepayment Refunds: Balances will carry over from one school year to the next. However, if a student is leaving the district or going to another school that does not have the POS system, they must use their remaining balance risk loosing it. A terminal display message will appear near the end of the year reminding students to use their balance. 21. Editing POS Sales Information: It is the responsibility of the local SchoolFood staff to monitor Terminal Operator errors and make corrections as needed on a daily basis. POSOperationalPolicies03-07-08.doc; 8/29/2008 2:13 PM 4

22. MIE1 & MIE2 Reports: These custom reports were designed originally by the finance department at LIC. They were designed to resemble the existing MIE report format. 23. POS Equipment Deliveries: All CLG equipment deliveries are accompanied by invoice and require a signature from the receiving SchoolFood staff. 24. POS Equipment Use: The manager s computer and POS workstations are never to have additional unauthorized software installed or activated. This includes screen savers, desktop graphics, personal messenger programs, etc. 25. Meal Count vs. Tray Count Discrepancies: Bulk entry is never to be used to manually adjust system meal counts to match tray or food counts. If numbers do not match, the cause needs to be researched by reviewing and monitoring Terminal Operators. Normally brief re-training of Terminal Operators resolves the issue. 26. Training Replacement or Backup Staff: After the initial start up, managers in all schools (High School, Secondary, and Elementary) are responsible for training replacement Terminal Operators, cooks or bookkeepers at their site using the online Courseware on their computer. Training is to be done in the manager s desktop computer at the school. 27. New POS Manager Assignments: Supervisors are responsible for informing Maria Roman of new manager staff changes at POS schools, so that Roman can schedule them for training. They need to attend training prior to assuming new position. 28. Student Photos: The school is responsible for providing photos on CD if available. The photo files must include a student OSIS number or a translation file to convert the files to an OSIS number. A one time download from a CAASS system in a secondary school can be facilitated. If photos are not available, SL-Tech staff will arrange with the School Administrative Staff to take photos of the students. Comparison of photos to student population will happen on a monthly basis and reviewed to determine whether updated or new pictures are necessary. 29. Replacement of Ink Cartridges for LEXMARK Printers: When the printer runs out of ink, remove both cartridges and insert a new black cartridge. The ink slot for the color cartridge should be left empty. A printing prompt will ask if you want to check for a missing ink cartridge and send diagnostic report. Click on No and printing resumes. Another prompt will appear to verify what ink cartridge is in each slot. For the color you select No Cartridge and for the black cartridge select Black 16. The printing will then resume. 30. Escalation of Issues: Please reference the Escalation documentation for details. 31. Procedures for Kiosk Upon Return from Extended Vacation: In order to diminish kiosk discrepancies, upon return from the December, Mid-Winter, and Spring Recess please adhere to the following: As soon as you arrive at your schools on the first day back, print out a receipt and check the kiosk just to make sure no money was added during the vacation. If you have a balance please call the Help Desk so that they can make the necessary adjustments. Managers-please forward these instructions to POSOperationalPolicies03-07-08.doc; 8/29/2008 2:13 PM 5

appropriate staff if you will not be reporting to your kiosk site on that date. 32. Personal Checks for Prepayments: Where SchoolFood performs cash collections, checks are not accepted. Where the school performs cash collection, it is the school s option to accept checks. It is the principal s discretion whether to enter check numbers in the system or not. SchoolFood will not pay any bounced check charges. POSOperationalPolicies03-07-08.doc; 8/29/2008 2:13 PM 6