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Information Alert: The CNIPS (CACFP Preparation)

This Information Alert (IA) supersedes IA NSD-CACFP-01-2010, which provided notice that the California Department of Education (CDE), Nutrition Services Division (NSD) is in the process of automating the Child and Adult Care Food Program (CACFP) application and claim processes. This Information Alert clarifies a statement in the previous IA that suggested any CACFP agency could use program funds with NSD approval to buy a computer and Internet service, by setting forth the conditions for each agency type to make this purchase.

The specified purchase procedures for each agency type are outlined below:

Day Care Home Sponsors

• The established budgetary process for the use of administrative reimbursement must be followed.

• A budget revision should be submitted with a request to purchase a computer and Internet service for approval.

• The computer and Internet service should be used solely for the administration of the CACFP.

Center Sponsors

• A center sponsor may use no more than 15 percent of its annual CACFP meal reimbursement for the administration of the program. This restriction includes the purchase of a computer and Internet service.

• A revised 2009-2010 Center Sponsor budget that reflects the purchase of the computer and Internet service should be submitted with a request to make the purchase for approval to the NSD-Community Nutrition Programs-Centers. The request should include a minimum of three competitive bids.

• The computer and Internet service should be used solely for the administration of the CACFP.

Independent Centers

• A request to purchase a computer and Internet service with meal reimbursement should be submitted for approval to the NSD-Community Nutrition Programs-Centers. The request should include a minimum of three competitive bids.

• The computer and Internet service should be used solely for the administration of the CACFP.

The CDE’s new Web-based system, Child Nutrition Information and Payment System (CNIPS), is being developed in phases or modules. The first phase was the development of the School Nutrition Program (SNP) module. The second phase developed the Summer Food Service Program (SFSP) module. The third phase developed the Food Distribution Program (FDP) module. The CACFP module is the fourth phase in the development of the CNIPS.

CNIPS will benefit you by allowing you to:

• Submit program applications, renewals/annual updates, claims for reimbursement, and site change requests online

• Increase timeliness and accuracy of your reimbursement claims submission, processing, and payments

• View the status of applications and reimbursement claims

• Access site and agency information across programs

• Reduce the administrative burden on your agency

This IA is notice that CACFP agencies need to begin preparing for the CNIPS implementation now in order to ensure a smooth transition. This preparation should begin with the following checklist. Agencies should have:

1. A computer
2. A valid e-mail address
3. Access to the Internet by August 2010, using one of these Web browsers:
   • Netscape 6.0 or later version
   • Microsoft Internet Explorer 5.5 or later version
   • Firefox 0.8 or later version
4. Adobe Reader 7.0 or later version (downloadable at no charge)

The NSD recommends that CACFP sponsors obtain Internet service through a digital subscriber line (DSL), a satellite, or a cable Internet service to ensure optimal system speed. Agencies using dial-up systems may encounter problems or slow responses. To use CACFP reimbursement with prior approval to purchase a computer and Internet service, please refer to the purchase procedures outlined above. If funding prohibits access to a fee-based Internet service provider, we encourage agencies to utilize free or low cost Internet services in their community, such as public libraries and universities.   

A great amount of work is going into this automation effort, and we are proud of the progress we have made since the CNIPS first became operational in August 2008.

• The SNP module of the CNIPS has been a great success since its implementation in the fall of 2008. The new system has allowed administration of school nutrition programs to operate more effectively. Now sponsors are enjoying less paperwork and faster claims processing with the CNIPS.

• SFSP sponsors that operate on a year-round basis gained access to the CNIPS system in September 2009 and began submitting their reimbursement claims through the CNIPS with their October 2009 claim. Traditional SFSP sponsors, which operate only during the summer months, have also used CNIPS to submit their reimbursement claims.

• The FDP’s recipient agencies began utilizing the CNIPS FDP module in July 2010.

• The NSD will implement the CACFP module of the CNIPS in the summer of 2010. It will be available to CACFP center sponsors, independent centers, day care home sponsors, and sponsors of independent centers. Currently, the CACFP module is in the testing phase to correct any technical problems. The CACFP module of the CNIPS is tentatively scheduled to be operational by late August 2010, allowing CACFP agencies to renew or update their 2010-2011 program agreements and to submit their October 2010 claims online through the CNIPS.

This IA is one in a continuing series of updates on the progress of our new computer system that will improve claims submission and payment processing for our program agencies.

If you have questions regarding the equipment needed to access the CACFP CNIPS module, please contact the CNIPS help desk at 1-800-952-5609.