S Strawn Computer

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Information about S Strawn Computer
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Published on December 3, 2007

Author: Mudki

Source: authorstream.com

Computerization of ADSS:  Computerization of ADSS Sarah S. Strawn, MS, RD Assistant Administrator Nutrition Services Alabama Department of Senior Services MARS (Meals Accounting and Reporting System) :  MARS (Meals Accounting and Reporting System) Streamline meal ordering, reporting, and payment process Collect serving and expenditure data Obtain quantitative and qualitative measures of vendor performance Reduce errors and staff time MARS Planning Team:  MARS Planning Team ADSS Information Technology Staff Nutrition Program Staff Accountants Contractor Information Technology Staff State Manager of ADSS Operations Accountants AAA Orders Meals in MARS:  AAA Orders Meals in MARS Weekly by center C-1 or C-2 meal 8 meal options Frozen meals with center or home delivery Special instructions Alternate delivery site Menu choices for picnic meal Low sugar alternates for hot meals Contractor Downloads Order:  Contractor Downloads Order Prints customized meal delivery tickets Produces daily meal production sheets (Print pan labels) (Generate supply orders) Print weekly invoices Meal Delivery Ticket:  Meal Delivery Ticket Legal instrument for documenting meal deliveries, food temperatures, any delivery errors, and food quality Center manager completes daily Three copies One to contractor One to AAA One for center AAA Inputs in MARS by Center:  AAA Inputs in MARS by Center Number of meals delivered Number of C-1 and C-2 meals served Meal quality rating Any written comments Any meal delivery errors Any replacement food purchases ADSS Data Analyses:  ADSS Data Analyses Daily meal quality ratings Compilation of negative comments Weekly meal error rate calculations Meal Quality Ratings and Client Comments:  Meal Quality Ratings and Client Comments Menu planning Test new products/recipes Spot production problems and troubleshoot Modify bid specifications Meal Ratings :  Meal Ratings Meal Delivery Errors:  Meal Delivery Errors Shortages of food items Non-compliant food temperatures Unacceptable food quality Non-delivered meals Slide12:  Error Rate = # Meal Errors # Meals Ordered X 100 Weighted Meal Error Rate:  Weighted Meal Error Rate MARS is a Management+ :  MARS is a Management+ Easier to reconcile invoices and certify meals Faster turnaround on bill payment Accurate, current data on Senior Centers (address, center manager, meal count, days closed, etc.) Number and types of meals served Budgetary expenditures on meals Relative performance of AAAs Medicaid Waiver Frozen Home Delivered Meals Service :  Medicaid Waiver Frozen Home Delivered Meals Service New Challenges :  New Challenges Meals ordered and billed for individual clients Cannot deliver to alternate client Verification of delivery required Client location and routing Delivery route changes occur weekly Client/agency notification of deliveries Two Administering Agencies—one computerized and one not Waiver Planning Team:  Waiver Planning Team Same ADSS and Contractor players Alabama Department of Public Health Program staff Accountants Medicaid Program staff Accountants Additions :  Additions AIMS Web page UPS Territory Planner Road Cast and Mobile Cast Hand held computers for trucks Case Manager :  Case Manager Orders meals by client on a standing order basis Provides Client name, address, phone number Alternate delivery site for client Special delivery instructions Orders done on Web page Contractor:  Contractor Pulls orders from Web site at 12 noon Wed Uses UPS routing system to Locate clients Determine delivery routes each week Keep client’s delivery day constant and time variance maintained within 4 hour window Post delivery schedule on Web site Driver :  Driver Has cell phone/radio Handheld computer Contains client information and directions Driver documents time and place of delivery; address then geo-coded Client signs screen Has back-up “paper system” Production Unit:  Production Unit Staff can follow drivers on computer screen—provide supplemental driving instructions from maps stored in computer Download delivery data from handhelds daily and post to Web Use to produce invoices Monitor performance Provide required documentation to Medicaid ADSS/Contractor:  ADSS/Contractor Have current data on meal orders by agency Can determine past delivery records by client and scheduled deliveries Have records to check delivery complaints and meet billing requirements Can check weekly % completed deliveries % missed and attempted deliveries COMPUTRITION:  COMPUTRITION Software of choice for 2 major food service vendors (Morrison and Valley) Used to provide nutrient analysis of recipes and menus costs of recipes and menus purchasing guides recipes adjusted to meal count inventory records production cost estimates COMPUTRITION :  COMPUTRITION Expensive ($10,000+) Requires 2 weeks training in California or bring consultants to facility Can be cumbersome for staff Good choice if all or most of capabilities needed Nutrient Analysis :  Nutrient Analysis Difficult to add food items to data base In practice, generic data used rather than product specific Food data base has multiple data gaps Recipes/menus often hard to locate in data base Difficult to export your data base to other clients No indication of changes to recipe data base Quantity Recipes :  Quantity Recipes Can adjust to meal count Does not “batch” a recipe Rounding cumbersome and often impractical Ingredients and procedures cannot be viewed simultaneously Cannot easily modify procedures Cooking procedures may not be applicable to situation Large companies have many facilities’ recipes in same data base and multiple users modifying same recipes!!!! Purchasing Guides:  Purchasing Guides Changes in master recipe may not be reflected in purchasing guide if menu calendar not corrected Yield often incorrect Original recipe yield estimate incorrect (need to watch meat proportions in mixed dishes) Production staff does not measure (they count boxes and fill kettles) Production staff does not report true yields and get recipes corrected

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