CACFP & SFSP - Emergency – Link2Feed

This article covers the following topics:

Emergency-Error Log
- How do I start a New Emergency Meal Service using the Error Log feature?
- How do I delete an Emergency Meal Service using the Error Log feature?
How do I edit an Emergency Meal service?
- How do I Edit Meals Delivered during an Emergency Meal Service?
How do I view an Emergency Meal Service?
How do I start a new Emergency Meal Service?
How do I enter into an Emergency Year Service That's In Progress?
How do I end an Emergency Meal Service?
How do I Export an Emergency Meal Service?

Things to note:

Agency Settings of the organization must have Summer turned on, and meal types selected.
Network Settings for Summer must-have Emergency Meal Service turned on and Point of Service Option set to Anonymous.
Agency Settings for Summer must-have Meal Styles turned OFF. All other settings are okay.
This program cannot be set by the agency. When enabled at the network level, the Emergency program will appear for all agencies tracking the Summer program.

Emergency - Error Log

This feature will prevent users from creating meal services outside of the date/time settings set on their Agency Settings page. Users will also not be allowed to start a meal service if there is already a meal service for that type at that site that day.

If using the Error Log feature, when creating a meal service, the end time and meal type will automatically be set based on the information entered on the Agency Settings page. The system will select the meal type that has a start time closest to the current time.

Example

Error Log set for Breakfast and Lunch from 10:00-10:30.
Created an emergency meal service at 10:05 for Breakfast and AM Snack (NOT Lunch).
After 10:30, an error log entry will be created for Lunch, but NOT for Breakfast.

How do I start a New Emergency Meal Service using the Error Log feature?

If you are a Network Administrator logged into the network organization, you will have to toggle to the agency you want to start a meal service for.

Click on the hierarchy symbol on the top right of the page. A dropdown list will appear of your sites. Click on the site you want to create a meal service for. From there, you will see the button available for the meal service that the site offers.

You'll want to create a new emergency meal service at the time your meal service is about to begin, NOT the time you received the food.

User Permission: Network Administrators can start the meal service at any time. Agency Managers and below can't start the meal service before - it has to be between the start time and end time set in the Agency Settings.

To start a New Emergency Meal service. Click on Emergency - Start a new Meal Service on your Dashboard.
If you get an error like the one below, it means that you will need to review your agency settings because you're trying to start a meal service outside of the days and times you've set.

Number of meals from previous day: How many meals are being used in this service that was meant for a previous service *Optional setting that may not be in all portals.

Number of meals received: How many meals were obtained for this service *Optional setting that may not be in all portals.

Do the meals match the planned Menu?: Are the meals received those that were expected?

if it doesn't match, you will be asked to type details about the exact meal received.

Temperature of Meals Received: The temperature of the meals when they arrived (must be less than 200) *Optional setting that may not be all portals.

Temperature of Milk Received: The temperature of the milk when it arrived (must be less than 99) *Optional setting that may not be in all portals.

Date: this is the date of the meal service. Only a network administrator or network manager can record a meal service for a date in the past.

Time Received: The time were the meals received (default to the current time) *Optional setting that may not be in all portals.

Time meal service will end: This will be greyed out and set to the end time of the meal type set up in the Agency Settings that is closest to the current time.

Meal Type: Select any that apply.

Meal Style: Check all that apply to the style of a meal being served. *Optional setting that may not be in all portals. Administrators can edit meal styles under the Lists section.

Signature: Signature of the program distributor starting the meal service. The user can use their finger (on a touch screen device) or mouse (on a computer) to sign in the Signature box. Click on Clear to redo the signature. The Signed By section will automatically be the name of the user logged in. The date will automatically be today's date. Click on Start Meal Service to start the meal service.

The following page will show a confirmation that the meal service has been created. If you have entered an end time a countdown clock will be at the top of the page counting down until the end of the Meal Service.

First Meal - Child: represents how many children received at least one meal.

Second Meal- Child: only used after all children have received their first meal.

Third Meal - Child: only used after all children have received second meals.

Meal-Program Adult: Counting how many adults were served meals who are part of the program.

Meal-Non Program Adult: Counting how many adults were served meals who were not part of the program.

Feel Free to enter notes or comments applicable to the particular meal service. There is a 70-character limit.
Click on End Meal Service to end the meal service.
A notification will appear asking if you're sure you want to end the meal service for every user who is currently accessing it. Every other user who is currently accessing this service will also have this notification pop up on their screen. Click Ok.
A confirmation will appear letting you know that the meal service has ended. Click Ok.

Changing Settings
If you change agency settings while a meal service is in progress, you risk encountering an error while ending that meal service. The system expects the same options while starting the meal service to be available when ending it.

The above screen will display a summary of your meal service details.

Click on Return to Summer Meal Services to be taken back to the Summer Meal Services log.

If you create hours of operation for Summer and meal service isn’t completed during those times, the system will create regular, non-emergency summer meal services in the error log.

How do I delete an Emergency Meal Service using the Error Log Feature?

Go to Network Level Meal Service Log.
Meal Services that did not occur during a time period indicated in the Agency Settings page will be in an Error state on the Meal Services log.

To delete a meal service in an Error state:

Click on the red trash icon to delete the summer meal service.
Be absolutely certain because once deleted, NO information from that meal service can be retrieved in the back end of the system.

Permissions

Network Administrator: this user can both edit and delete a meal service in an error state.
General CACFP & SFSP User: the user cannot delete a meal service in an error state, but can edit it.

How do I edit an Emergency Meal Service?

Go to the Network Level Meal Service Log.
Click on the orange edit icon to view a completed emergency service.

The amount of fields that a user can edit depends on the user role(s) they have. Click here for more details as to which fields a certain user can edit.

ANY changes made to the number of meals served need to be emailed to the food bank sponsor as per their protocol.

See How do I start a New Emergency Meal Service? for more information on these fields.

When editing any meal service, ANY USER will be able to see and make edits to comments entered during the meal service.
It appears directly above the Describe the extent and reasoning for your modifications text box.
The most updated version of comments will be visible in the Network Level meal service log.

Describe the extent and reasoning for your modifications

This area is now only viewable and editable by users with the Network Administrator and/or Network Manager role.
Users who do not have these user roles will not be required to see or edit the text in this area.
Click on Update Meal Service to save your changes or Cancel to discard them.

How do I edit Meals Delivered during an Emergency Meal Service?

If the user tries to record more meals served than the number of meals available for that specific meal service, a pop-up will appear, similar to the example below. Users will have the option to select the following options:

Return to Meal Service: user will be taken back to the meal service.
Change Meals Available: a secondary pop-up window will appear with text boxes for "Number of meals from the previous day" and "Number of meals received". The initial entries will appear with the ability to be updated and saved. This can only be done by the user who created the meal service.
End Meal Service: the system will ask the user to confirm they want to end the meal service. This can only be done by the user who created the meal service.

How do I view an Emergency Meal Service?

Go to the Network Level Meal Service Log
Click on the blue folder icon to view a completed emergency meal service or one that is currently in progress.

Completed

This screen will display a summary of your emergency meal service details.
An Export option is available on the top right of the page.
Click on Return to Summer Meal Service to be taken back to the Summer Meal Service.

In Progress

You will view an emergency meal service that is currently in progress.
Click on End Meal Service to end the meal service

How do I start a new Emergency Meal Service?

If you are a Network Administrator logged into the network organization, you will have to toggle to the agency you want to start a meal service for.

You'll want to create a new emergency meal service at the time your meal service is about to begin, NOT the time you received the food.

To start a New Emergency Meal service. Click on Emergency - Start a new Meal Service on your Dashboard.

Number of meals from previous day: How many meals are being used in this service that was meant for a previous service *Optional setting that may not be in all portals.

Number of meals received: How many meals were obtained for this service *Optional setting that may not be in all portals.

When entering the number of meals received, it will use that number as total meals for each service. For example, if you enter "10" and check off Breakfast and Lunch meal types, it will take that as 10 Breakfast meals and 10 Lunch meals.

Do the meals match the planned Menu? Are the meals received those that were expected?

if it doesn't match, you will be asked to type details about the exact meal received.

Temperature of Meals Received: The temperature of the meals when they arrived (must be less than 200) *Optional setting that may not be all portals.

Temperature of Milk Received: The temperature of the milk when it arrived (must be less than 99) *Optional setting that may not be in all portals.

Date: This is the date of the meal service. Only a network administrator or network manager can record a meal service for a date in the past.

Time Received: The time were the meals received (default to the current time) *Optional setting that may not be in all portals.

Time meal service will end: This will be greyed out and set to the end time of the meal type set up in the Agency Settings that is closest to the current time.

Meal Type: Check all that apply.

You can also set up how many meals should be delivered per click. Emergency Meal Services are usually days' worth of food provided at a time. If giving away 3 days' worth of food, you can set Meals per Click to be 3 to make it easier for users to track.

Meal Style: Check all that apply to the style of a meal being served. *Optional setting that may not be in all portals. Administrators can edit meal styles under the Lists section.

Error Log
If using the Error Log feature, when creating a meal service, the end time and meal time will automatically be set based on the information entered on the Agency Settings page. The system will select the meal type that has a start time closest to the current time. See Error Log Feature for more information.

Signature: Signature of the program distributor starting the meal service. The user can use their finger (on a touch screen device) or mouse (on a computer) to sign in the Signature box. Click on Clear to redo the signature. The Signed By section will automatically be the name of the user logged in. The date will automatically be today's date. Click on Start Meal Service to start the meal service.

The following page will show a confirmation that the meal service has been created.

If you have entered an end time, a countdown clock will be at the top of the page counting down until the end of the Meal Service.

# of Meals Per Click: Represents the number of meals per click you selected when setting up the meal service. You can also increase or decrease this number at any time during the meal service to adjust how many meals are being served.

First Meal - Child: Represents how many children got at least one meal.

Second Meal- Child: Only used after all children have gotten their first meal.

Third Meal - Child: Only used after all children have gotten second meals.

Meal-Program Adult: Counting how many adults were served meals who are part of the program.

Meal-Non Program Adult: Counting how many adults were served meals who are not part of the

Feel free to enter notes or commands applicable to the particular meal service. There is a 70-character limit.

Click on End Meal Service to end the meal service.

A notification will appear asking if you're sure you want to end the meal service for every user who is currently accessing it. Every other user who is currently accessing this service will also have this notification pop up on their screen. Click OK.

A confirmation will appear letting you know that the meal service has ended. Click OK.

The above screen will display a summary of your meal service details.

Click on Return to Summer Meal Services to be taken back to the Summer Meal Services log.

How do I enter into an Emergency Meal Service that's In Progress?

Go to the Network Level Meal Service Log.
Click on the blue folder icon to view an In Progress summer meal service.

In progress

You will view an emergency meal that is currently in progress.
Click End Meal Service to end the meal service.

Changing Settings If you change agency settings while a meal service is in progress, you risk encountering an error while ending that meal service. The system expects the same options while starting the meal service to be available when ending it.

How do I end an Emergency Meal Service?

Go to the Network Level Meal Service Log.
Click on the blue folder icon to view an emergency meal service that is currently in progress.
You could also already be in the meal service.
Click on End Meal Service to end the meal service or one that is currently in progress. It will say In Progress under the Status column.

Only the user who created the meal service can end it. A Network Manager and Network Administrator can end any school-year meal service.

How do I export an Emergency Meal Service?

Go to the Network Level Meal Service Log.
Click on the blue folder icon to view a completed emergency meal service.

The screen will display a summary of your emergency meal service details.
Click on the export button on the top right of the page.
Once the download is complete, the details will appear in an Excel Spreadsheet