Cypress-Fairbanks Food Service utilizes a Central Commissary / Satellite structure. The following functions take place at a Central location:
·Processing of free/reduced applications - Applications are given to all students at the beginning of school as part of the student packet. Additional applications are kept at each school and the Food Production Center. Applications are also mailed if requested, and are available in English, Spanish and Vietnamese. After a parent fills out the application, it can be sent back to the school and the school will send it to the FPC or the parent can bring or mail the application to the FPC. The applications are date stamped when they are received at the Center and processed according to first in, first out. A list of students and status is sent to each cafeteria manager to be used to administer the free/reduced program in each school and is updated on a regular basis. The Food Production Center interacts with the District computer via WAN so student status information can be used for testing purposes by the District and withdrawals can be pulled from the District computer to keep Food Service current.
·Competitive bidding - Products are competitively bid according to Federal, State and local laws and guidelines. All product specifications are established centrally and the recommendation for bid awards are sent to the school board for approval. All CN labels and nutritional analysis are requested and maintained and the Food Production Center.
·Purchasing - All but a few products are delivered to the Food Production warehouse. One of our purchasing goals is to purchase in large volume or truck load quantities directly from the manufacturer. The goods and supplies are then delivered to the individual units and tracked for financial accountability.
·Warehouse and deliveries - All food service units order the food and supplies as needed. The food items (menu) served each day are delivered daily. Condiment orders are delivered weekly and cleaning and paper supplies are delivered monthly.
·Menu development - The menu is established according to the popularity of the food as established from student input and participation figures. A district menu is established; however, each school can elect to plan a menu that better meets the meeds of the local student body. The menu is submitted to the Food Service Department to be evaluated and approved before the menu is put into place. The daily and weekly menus are analyzed by a dietitian for daily and weekly program compliance. Once the cycle menu is developed, there is very little change unless necessary because of commodities or special purchasing situations. If items are clearly not accepted by the students, the item is removed.
·Menu compliance analysis - A dietitian analyzes the menu for program compliance and acceptable menu standards.
·Nutritional analysis of the menu - A dietitian analysis the menu for nutrient content so continued evaluation of products can be done to better meet the Dietary and Program Guidelines.
·Development and maintenance of standardized recipes - All recipes used in Cy-Fair are developed and maintained at the Production Center. The recipes are evaluated for proper meal component contributions, as well as, taste and acceptability. The recipes are stored in a computer and printed out each time the recipe is made. The recipes can be expanded or reduced as needed. Once the recipe is printed, all ingredients are weighted and measured by the ingredient issue crew and taken to the production area to be produced. Once the recipe is produced the computer removes the raw ingredients from the FPC inventory and places the finished product in inventory.
·Costing of recipes and menus - Once the recipe has been made and placed in the FPC inventory, a cost is obtained according to the cost of the raw ingredients used. This cost can be evaluated and products changed to keep the cost at the acceptable level. This is also true for the menu. The menu items are entered in the computer and a cost is obtained for each item and the total menu. At the end of each month, a financial statement is prepared for each school that shows the food cost percent and the cost of food per meal served, as well as, the dollar amount of commodities used per meal.
·Food Preparation - the majority of food items are prepared at the FPC according to standardized recipes. The satellite schools receive food components and prepare them according to the instructions in the Satellite Managers Manual.
·Personnel - All food service applicants are interviews at the FPC. The paperwork is completed and the original applications are sent to the District Personnel office as the official records while maintaining a copy at the FPC.
·Personnel Training -
·Manager in-service is held 4-5 days before the beginning of each school year. Monthly manager meetings are held during the school year.
·Mandated training (hazardous chemicals and policy changes) and on-going training of staff is conducted at each location by the manager. Sanitation classes are held each year on a district-wide basis.
·Cashier training is held several times per year or as needed for the training of new cashiers.
·Manager trainee classes are held twice a year. Employees must apply and be recommended by a manager or supervisor. New managers are selected from these trainees. The trainees are also asked to take the place of a manager if the need arises.
·Payroll, evaluations, and pay increases - All positions have job descriptions and are listed in the appropriate District pay scale/grade level with a minimum, mid-point and maximum salary. All employees are evaluated according to the established schedule which results in a pay increase according to merit or performance. The score of the evaluation is entered into a computer resulting in the pay increase automatically figured on the Central computer via WAN.
·Accounting and processing of purchase orders -
·When an order is placed for products, a purchase order is automatically created. Once merchandise is received, the price is checked against bid price and the amount ordered. Once it is received into the system, the products are placed into inventory and the purchase order is printed out with the bid number on the purchase order. The purchase order is approved electronically and sent via WAN to the District computer where the purchase order is automatically posted in the general ledger. All checks for payment of invoices are cut and sent from the Central Office.
·All expenditure of funds are tracked by the accountant in the Food Service Department and the proper documentation sent to Central Office for the disbursement of funds. Each month these expenditures are checked against the printout provided by the District
·Record keeping -
·school data for claiming - Each manager consolidates the necessary information from the sale of tickets and point of service. Hard Copies are sent to the FPC where it is entered into the computer.
·deposits - All money is verified according to established money handling procedures. The money is taken to the school office safe where it is picked up the next day by a courier service and taken to the school office safe where it is picked up the next day by a courier service and taken to the bank for deposit. Deposits, mistakes, and over/short is monitored in the FPC and handled according to procedures.
·state report - The percentage of free/reduced served is compared to the free/reduced approved, monitored daily and recorded. The state report is automatically figured by the computer according to the information provided via the POS system.
·accuclaim - The percentage of free/reduced served is compared to the free/reduced approved, monitored daily and recorded on the managers report. Any percentage above 96% (established District percentage) is documented by the manager by interacting with the school office to insure that all students claimed were in attendance. This documentation is sent to the FPC where it is monitored and retained. The accuclaim percentage procedure is automatically produced by the computer on a daily basis. The required accuclaim audit procedures are performed and documented by the Food Service Supervisors and retained in the FPC files.
·financial information - All information on income and expenditures is accumulated to produce a profit and loss statement in the Food Service Department by using the accrual accounting method. Each unit has an independent budget and the individual monthly information is compared to the budget. A balance is produced so each unit can be easily evaluated. The Food Service Department's information is then compared to information received from Central Office.
·Advisory committees -
·Student - Each school has a Nutrition Advisory Committee. The manager meets with the committee a minimum of three times a year in which discussions are held regarding the needs/likes of the students. Survey forms are given to the students in various classes, documented and evaluated for information to better meet the needs of the students. These students are also invited to attend our product tasting session (their parents are also invited) each year to help determine which items to purchase for the following year.
·Adult - Each school's PTO has a Food Service Committee member who meets with the food service staff five times per year. The first meeting is held in the FPC where the Federal program, as well as, the Cy-Fair program is discussed. Additional meeting are held in an elementary school, Jr. High and High School. The Adult Advisory Committee is also invited to attend and participate in the product tasting session.