How do I use a Reimbursement Report

This report provides meal service metrics for reimbursement.

This article covers the following topics: 

• Additional steps following basic setup
• Table overview
• Export options

Additional steps following basic setup

Please see Report Setup Foundations for all reports' basic setup steps. 

When running a report, users will see a Show Inactive toggle option. By default, it will be off. When enabled, sites that are inactive will show on the organization's list so they can be reported on. 

Additional steps: 

1. After completing the Report Setup Foundation you will need to select the Participant Types you would like to include on the report. 
2. You will also need to indicate which Program Types you want to include data for.
3. Click Create Report at the bottom, your report will be found in your Report Inbox on the left-hand side of the screen under Reports. Alternatively, you can hit Save Template if you want to save this as a template for future use. More on templates can be found here.

Table overview

Table and Query Definitions

The following list of items appears on the header row.
The report is separated by program (School Year and Summer) to help prepare the state report. Each program will have a total row at the bottom of the data set.

• Site ID: Site ID for the organization (manually entered in the network settings).
• Organization: Name of the organization. A row for each organization will appear in the report.
• Delivered Breakfast: Total number breakfast meals delivered during this reporting period for this program type.
• Breakfast First Meals: Total number of first breakfast meals served during this reporting period for this program type.
• Delivered Lunch: Total number lunch meals delivered during this reporting period for this program type.
• Lunch First Meals: Total number of first lunch meals served during this reporting period for this program type.
• Delivered Snack: Total number snack meals delivered during this reporting period for this program type.
• Snack First Meals: Total number of first snack meals served during this reporting period for this program type.
• Delivered Supper: Total number supper meals delivered during this reporting period for this program type.
• Supper First Meals: Total number of first supper meals served during this reporting period for this program type.
• Delivered AM Snack: Total number AM Snack meals delivered during this reporting period for this program type.
• AM Snack First Meals: Total number of first AM Snack meals served during this reporting period for this program type.
• Delivered PM Snack: Total number PM Snack meals delivered during this reporting period for this program type.
• PM Snack First Meals: Total number of first PM Snack meals served during this reporting period for this program type.
• Delivered NR Snack: Total number NR Snack meals delivered during this reporting period for this program type.
• NR Snack First Meals: Total number of first NR Snack meals served during this reporting period for this program type.
• Unique Individuals: The unique number of participants served for this program type during the reporting period. Each participant is counted only once regardless of the number of meals for this program type received.
• Daily Unique Attendance: The unique participant attendance count for the day. If the participant has attended more than one meal service in a day, the system will count that participant's attendance once. Note: This will only appear if your organization tracks attendance.
• Attendance: Total number of participants in attendance for this program type. Note: This will only appear if your organization tracks attendance.
• Days Served: Number of unique calendar days this program type was served Note: This total is not a sum of the number of unique days served by agency, but the total number of unique calendar days this meal type was served by any agency.
• Max Meals #: Highest number of total meals recorded for this program type on an individual day in the reporting period. Also can be considered a "One Day High" of all meals for some state and national reports.

Export options

• Click on the Export button to download the report as a CSV file to open in Excel.
• Click on the Print View button to see the printer-friendly version of the report.

Queue times explained:

When it comes to generating reports, we acknowledge the importance of minimizing wait times for our users. Currently, our metric for determining the wait time is based on the number of organizations included in the report as well as the duration covered. Let's delve into the details of our report queues to provide a clearer picture.

For comprehensive reports that span over 3 months and encompass more than 50 sites, we classify them as "Big Reports." Due to their complexity and scale, these reports are processed in a separate queue, which can sometimes result in significant wait times, typically measured in hours. We recognize that this can be inconvenient, and we are actively working towards optimizing the processing time for such reports in the future.

On the other hand, we have the "Small Report" queue, which handles reports consisting of approximately 50 sites and covering a duration of 3 months or less. Generally, these reports are generated swiftly, taking only a few seconds. However, there are instances where these "small" reports can take longer, ranging from 20 to 30 minutes each. Furthermore, it's worth noting that even a quick report may experience further delays if there are several 20-30 minute reports ahead of it in the queue.

As we are actively working towards optimizing the processing time for reports in the future, your feedback is crucial in this endeavor, so please don't hesitate to share your thoughts and suggestions with our Support team if you are a Network Admin. By doing so, you contribute to the ongoing efforts of our team to improve and streamline this process for a better user experience.