CHECKLIST FOR USDA FOODS AND PROCESSING SY21

FNP: USDA FOODS UPDATE

WORKSHOP # 131105

TUESDAY, JANUARY 21, 2020

9 AM – 4 PM

REGION ONE ESC FORT MCINTOSH ROOM

CHILD NUTRITION PROGRAM - SOUTH TEXAS COOPERATIVE

GETTING STARTED … TDA FDP RESOURCES

Check Squaremeals for FDP Administration & Forms: http://www.squaremeals.org/Programs/FoodDistributionProgramforCNPrograms/FDPAdministrationForms.aspx

Includes: Certificate of Authority for External Users - FND 101 Form Further Processing of USDA Foods Roles and Responsibilities Annual Inventory Report (USDA Foods) Authorization to Transfer USDA Foods Report of Loss of USDA Foods – H1638 Request for Emergency USDA Foods – H1579 USDA Foods Agreement Between CE and TDA USDA Foods Complaint Form

GETTING STARTED … TDA FDP RESOURCES

Check Squaremeals for FDP Policy and Handbook: http://www.squaremeals.org/Programs/FoodDistributionProgramforCNPrograms/FDPPolicyamp;Handbook.aspx

Includes:

USDA Policy

USDA Foods Processor Handbook

Food Distribution Program Handbook

GETTING STARTED … TDA FDP RESOURCES

Check Squaremeals for FDP Statistics: http://www.squaremeals.org/Programs/FoodDistributionProgramforCNPrograms/FDPStatistics.aspx

GETTING STARTED … TDA FDP RESOURCES

Check Squaremeals for FDP Timeline: http://www.squaremeals.org/Programs/FoodDistributionProgramforCNPrograms/FDPTimeline.aspx

Includes:

TX-UNPS FDP Contract Packet info Contracting Entity Information Update Screen

Processing

Farm to School (FTS) Program

DoD Fresh Program

TX-UNPS FDP Contract Packet Checklist Items JotForm Link for DoD: https://form.jotform.com/TDAHelpdesk/dod-fresh-program-in

Commodity Processing

GETTING STARTED … TDA FDP RESOURCES

Check Squaremeals for TDA Contracted Warehouses: http://www.squaremeals.org/Programs/FoodDistributionProgramforCNPrograms/TDAContractedWarehouses.aspx

Includes:

Map

Attachment A: Schedule of Rates

Contract Agreement

TDA Contracted Warehouse Customer Service Feedback

GETTING STARTED … TDA FDP RESOURCES

Check Squaremeals for USDA Foods Offered for NSLP: http://www.squaremeals.org/Programs/FoodDistributionProgramforCNPrograms/USDAFoodsOfferedforNSLP.aspx

Includes: USDA Foods Available USDA Foods Weighted Average Adjustment USDA Foods Product Information Sheets by Category CN Labels Other Resources

• USDA Foods Product Information Sheets

• Texas-Originating USDA Foods Report

• Farm to School Offerings SY 2019 - 2020 per Delivery Periods

GETTING STARTED … TDA FDP RESOURCES

Check Squaremeals for USDA Foods Processing Info: http://www.squaremeals.org/Programs/FoodDistributionProgramforCNPrograms/USDAFoodsProcessingInformation.aspx

Includes:

About Processing USDA Foods

Procurement of USDA Foods

Transfer of Further Processed USDA Foods Pounds

Participation Options

Passing the Savings On

Managing Inventory Levels

Co-op and Non Co-op Processing Schools

Approved Processors

Helpful Links

GETTING STARTED … TDA FDP RESOURCES

Check Squaremeals for Rate of Assistance: http://www.squaremeals.org/Programs/FoodDistributionProgramforCNPrograms/USDAFoodsRateofAssistance.aspx

Includes:

SY2020-2021 – Information Pending

SY2019-2020 o Commodity Meal Rate – The published rate for the period July 1, 2019, to June 30, 2020,

is $0.2375 per meal for NSLP schools.

o USDA added an additional $0.125 to the SY 2020 Commodity Meal Rate to include the shortfall in USDA purchases for SY 2019 for a national rate of $0.3625 per meal.

o Texas’ rate is currently estimated at $0.3619 per meal.

GETTING STARTED … TDA FDP RESOURCES

Online and Self Study Courses

Course Name Course Description

USDA DoD Fresh Explains the background and features of the United States Department of Agriculture (USDA) Department Of Defense (DoD) Farm to School Program and describes the steps in the DoD Farm to School distribution.

Food Safety Practices for USDA Foods Identifies the proper procedures for basic food safety practices and describes methods for optimal food storage.

FDP TX-UNPS – Managing Your Programs: Completing the Contract Packet

This online course instructs Contracting Entities on how to access and complete the contract packet for USDA Foods.

FDP TX-UNPS - Managing Your Programs: Modifying a Delivery Order

This online course instructs Contracting Entities on how to modify a delivery order.

FDP TX-UNPS - Managing Your Programs: Weekly Commodity Bulletin

This online course instructs Contracting Entities on how to access and print the Weekly Commodity Bulletin.

FDP TX-UNPS - Managing Your Programs: Creating a Delivery Order

This online course instructs Contracting Entities on how to create a new order for USDA foods

USDA Foods for Disaster Feeding This online course instructs Contracting Entities on important USDA information during disasters.

Online and Self Study Courses

GETTING STARTED … TDA FDP RESOURCES

TXUNPS Login:

https://txunps1.texasagriculture.gov/txunps/Splash.aspx

GETTING STARTED … USDA FOOD DISTRIBUTION

Processor Material Prices (donated food values): The November material prices are listed by school year and used by processors participating in the Food Distribution National and State Processing Programs.

https://www.fns.usda.gov/usda-fis/processor-material-prices

• School Year 2021

• Average Material Price

• Average Cheese Prices Explanation

GETTING STARTED … USDA FOODS RESOURCES

USDA Foods Toolkit for Child Nutrition Programs: https://www.fns.usda.gov/usda-fis/usda-foods-toolkit-child-nutrition-programs

USDA Foods Available List USDA Foods Available List for SY 20-21

USDA Foods New Product Preview Sheets for SY 20-21

USDA Foods Cost Analysis Tool* * Must Update USDA Food Value for each WBSCM #

USDA Foods Cookbook Resources

Team Nutrition Recipes and Cookbook Toolkit

Food Buying Guide for Child Nutrition Programs

Links to Other Resources

GETTING STARTED … WHAT YOU WILL NEED SY2020-2021 menus Review of current processing inventory levels Submitted processing forecast for SY21 USDA Foods Cost Analysis Usernames & passwords TX-UNPS

ProcessorLink

K12Foodservice

Labatt

Computer and internet

USDA REGULATION RE: PROCESSOR INVENTORY

CFR 7 250.30(n) Inventory Controls (1) Distributing agencies shall monitor processor inventories to ensure that the quantity of donated foods for which a processor is accountable is the lowest cost-efficient level but in no event more than a six-month supply based on the processor's average monthly usage, unless a higher level has been specifically approved by the distributing agency on the basis of a written justification submitted by the processor. Under no circumstances should the amount of donated foods ordered by the contracting agency for processing purposes be in excess of anticipated usage or beyond the processor's ability to accept and store the donated foods at any one time. Distributing agencies shall make no further distribution to processors whose inventories exceed these limits until such inventories have been reduced.

IMPORTANT INFO FROM TDA RE: SY21 SWEEPS PROCESS

IMPORTANT INFO FROM TDA RE: MONTHS ON HAND (MOH)

IMPORTANT INFO FROM COOPERATIVE RE: USDA INVENTORY

“We have received notification from TDA (see below communication) that your district has USDA Foods inventory balances over six-month inventory, Low Usage and/or No Usage as of January 15, 2020. Per regulations, there is a six-month inventory limit established for individual CEs’. Please note: High inventory levels from individual CEs could cause Processor Inventory levels to be high which could prevent TDA to order any future USDA Foods and State-wide CE Entitlement not allowed to be utilized for those Processors.

Attached you will find a spreadsheet provided by TDA referencing the number of pounds you have available per USDA product item/processor and usage. Please review for accuracy as there might be discrepancies in what the spreadsheet indicates and current balances.

Per TDA, these inventories should be handled immediately, and a plan of action determined by February 1, 2020. Be aware that All CE inventory will be swept into the State Account on June 30, 2020 and that TDA has authority to decrease CE inventories if CE cannot efficiently use the inventory.

Please reply back to this email with your plan of action no later than January 30, 2020 with details as to how your district will address the over six-month inventory balance, Low Usage and/or No Usage for each product item listed in the spreadsheet. This information will then be forwarded to TDA by determination date.

Kindly specify any excess pounds your district will not be using by March 2020 to meet the 5-6 MOH (months on hand) requirement so future processing orders are not negatively impacted. If authorized, a transfer for the number of pounds specified or total balance can be made to the state account for other districts to utilize. This information can be included in your plan of action, if applicable.

*Note: You have XX USDA food items to include and reference in your plan of action (Refer to comments column to see TDA’s recommendations). If a balance discrepancy is found and you currently have 0.00-pound balance on a product listed in the spreadsheet, please indicate “remining pounds have been swept by processor due to balance lower than required for case order” in your plan of action for said product.

In an effort to provide additional assistance, below you will find a list of products currently available and awarded on the Food Items RFP/USDA Processed Food Items RFP that will draw down your USDA food pounds. “

TXUNPS

January 2020 – Program year 2021 opens

Complete the contract packet and checklist for 2020-2021

DUE: January 31, 2020

Contract packet must be in “Submitted” status to access surveys and receive DoD Fresh allocation

If you and/or staff need access, complete Certificate of Authority for External Users - FND 101 Form

http://www.squaremeals.org/Programs/NationalSchoolLunchProgram/NSLPAdministrationamp;Forms.aspx

TXUNPS, CONTINUED…

If further processing USDA Foods/Commodities

Ensure you select “YES” to Process Commodities

Allocate entitlement in Processing Reserved

Select the proper “Co-Op” name (Region 1)

TXUNPS, CONTINUED…

Ensure the dollar amount entered in Processing Reserved does NOT exceed your entitlement used for processing requests in ProcessorLink

If it’s over by even $0.01 the entire transaction will fail for the entire coop due to insufficient processing reserved funds

Adjust this amount after processing requests are entered into ProcessorLink

TXUNPS, CONTINUED…DEADLINE DATES: Thursday, February 6, 2020: DoD Fresh entitlement distribution will be completed for the

CEs who opted to participate in the program with available minimum entitlement remaining. Check the Weekly Commodity Bulletin for your DoD Fresh entitlement balance. To maximize DOD Fresh entitlement allocation, only enter $1.00 in the field “How much entitlement will you use for Processing?”. After TDA has allocated the DOD funds, go back into your contract packet and enter your estimated processing amount and complete your annual surveys.

Monday, February 10, 2020: Opening date for the Farm to School survey.

February 14, 2020: Finalize processing requests in ProcessorLink (triple check the dollar amount entered in Processing Reserved does NOT exceed your entitlement used for processing requests in ProcessorLink!)

February 24, 2020: All 2021 1st Round Survey requests due to TDA in TXUNPS

Monday, March 2, 2020: Closing date for the Annual and Processing surveys.

Friday, July 31, 2020: Closing date for the Farm to School survey.

TXUNPS, CONTINUED…

Use remaining entitlement towards Annual Survey

* Must first complete and “submit” the contract packet and checklist to access the surveys!

TXUNPS, CONTINUED…

NEW!Enter number of cases you want to arrive in the TDA warehouse for the available months

* Request items to arrive in the TDA warehouse at least a month prior to when you plan on menuing!

TXUNPS, CONTINUED…

* Request items to arrive in the TDA warehouse at least a month prior to when you plan on menuing!

TXUNPS, CONTINUED…

* Request items to arrive in the TDA warehouse at least a month prior to when you plan on menuing!

TXUNPS, CONTINUED…

* Request items to arrive in the TDA warehouse at least a month prior to when you plan on menuing!

TXUNPS, CONTINUED…

* Request items to arrive in the TDA warehouse at least a month prior to when you plan on menuing!

TXUNPS, CONTINUED…

* Request items to arrive in the TDA warehouse at least a month prior to when you plan on menuing!

TXUNPS, CONTINUED…

* Request items to arrive in the TDA warehouse at least a month prior to when you plan on menuing!

IF PROCESSING USDA FOODS/COMMODITIES… Look for email from the Region One ESC/Child Nutrition

Program-South Texas Coop with detailed instructions and deadlines

Tentative Dates:

Feb 10th CNP-STC members enter SY21 processing requests in ProcessorLink

Feb 19th Deadline to enter SY21 processing requests in ProcessorLink

IF PROCESSING USDA FOODS/COMMODITIES…

Access to ProcessorLink

https://www.processorlink.com/LoginForm.aspx?ReturnUrl=%2f

To set up an account, click on Need an Account?

Complete the information and a username and password will be emailed to you from automailer@fidelis-systems.com

Check your spam or junk email folder

IF PROCESSING USDA FOODS/COMMODITIES…

ProcessorLink Before you start entering requests for SY21 …

What did you submit to the CNP-STC in your forecast?

Do you have your menus?

Check current commodity processing usage/ inventory levels.

DO NOT PROCESS ITEMS YOU ARE ONLY “TESTING”

DO NOT JUST PROCESS WHAT YOU ORDERED LAST YEAR – needs to be based on menu and usage

o Items being requested should be:

Tested prior to pre-order entry

Well accepted by your students, administration, community

Be on your menu regularly and frequently

Start entering requests in ProcessorLink

IF PROCESSING USDA FOODS/COMMODITIES…

ProcessorLink

Monitor underutilized white or dark meat pounds in poultry items and balance as closely as possible

IF PROCESSING USDA FOODS/COMMODITIES…

ProcessorLink

Enter Monthly Case Request for each item

Should a user make changes to the Monthly Case Request tab and attempt to navigate to another module or the Pre-Order Product tab, ProcessorLink will warn that there are pending changes that need to be saved

A “Complete” button will become available when the Monthly Case Requests is completed.

IF PROCESSING USDA FOODS/COMMODITIES…

Ensure your processing requests in ProcessorLink DO NOT exceed your Processing Reserved amount in TXUNPS … otherwise the transaction will fail for the entire cooperative

TENTATIVE DUE DATE: February 19, 2020

CNP-STC FURTHER PROCESSING OF USDA FOODS FOR SY21 RFP 21-AGENCY-000077 –TENTATIVE TIMELINE

Request for Proposal forms sent to all Texas Department of Agriculture awarded processors Members Forecast Due: November 13, 2019 Request for Proposals to Processors: November 20, 2019 Pre-Bid Conference: December 3, 2019 Request for Proposals Due: 3 PM, January 8, 2020 ProcessorLink Open to Members to submit Pre-Orders: February 10 – 19,

2020 (TENTATIVE) Region One ESC Board of Directors Meeting: February 25, 2020 Coop Due Date to Submit SY21 Processing Requests to TDA: February 24,

2020

NOTES FROM TDA:

By December 1st, the School Food Authority (SFA) should have determined who will enter Processing survey requests in TXUNPS. This person(s) must have the correct security access to TXUNPS. This person can be from the SFA or Food Service Management Company (FSMC) if applicable. Please submit FND 101 to TDA if necessary.

New this coming year…scheduled delivery dates. CE’s will be able to select delivery dates of USDA Foods when they enter surveys in TXUNPS.

School to School Transfers – allowed and must utilize the form in squaremeals.org. Both sending and receiving CE’s must sign. Receiving CE must attach respective commodity calculator to justify the need for additional pounds. New… now requires the processor to obtain approval before transfer is allowed due to issues. Email requests to commodityoperations@texasagriculture.gov, anticipate approximately 3 days for TDA response. (November 2019)

Please ensure contact information in TUXNPS Food Distribution Program is current. TDA uses this info to send email communication, so if it not current, you will not get these important emails.

WE ARE HERE TO HELP YOU!

Region One ESC/Child Nutrition Program-South Texas Coop:

Lori Atwood Ramos, Purchasing CoordinatorEmail: laramos@esc1.net

Phone: 956-984-6123

Kristina B. Carrizales, Purchasing Cooperative SpecialistEmail: kcarrizales@esc1.net

Phone: 956-984-6012

America Retana, Purchasing Cooperative SpecialistEmail: aretana@esc1.net

Phone: 956-984-6217

Salina Villanueva, Purchasing Technician svillanueva@esc1.net

Phone: 956-984-6204

RESOURCESSouth Texas Cooperative:www.esc1.net/SouthTexasCoop

TXUNPS Resources for the Food Distribution Program:http://www.squaremeals.org/FandNResources/TXUNPSProgramResources/TXUNPSResourcesforFDP.aspx

Commodity Calculators:http://www.esc1.net/page/1057

USDA Commodity File Reports:http://www.fns.usda.gov/fdd/pcims/Nov15CommodityFiles.htm

USDA Food & Nutrition Services Division - Nutrition Fact Sheets:http://www.fns.usda.gov/fdd/nslp-usda-foods-fact-sheets

American Commodity Distribution Association (ACDA):http://www.commodityfoods.org