November 2009
Dear Summer Food Service Program Sponsor:
Child Nutrition Information and Payment System Quick Start Guide
Application Component of the Summer Food Service Program
The application component of the Child Nutrition Information and Payment System (CNIPS) is now available to sponsors for the Summer Food Service Program (SFSP). Currently, SFSP year-round sponsors are operating in the CNIPS and enjoying the benefits and easy access of the system.
If you are a returning sponsor, the Nutrition Services Division (NSD) will provide the designated authorized representative/CNIPS Administrator the user identification (ID) and password to access the system.
If you are a new sponsor, the NSD will provide the designated authorized representative/CNIPS Administrator a User ID and password after the new sponsor has completed a screening process.
If you are a current year-round SFSP sponsor already using the system, this will provide an easy access review. We suggest that you read this correspondence thoroughly and have it available the first time you log on to the CNIPS.
User IDs and Passwords
- The NSD will provide each CNIPS Administrator with a user ID and password early next spring.
- The NSD will email User IDs to CNIPS Administrators.
- If your agency participates in multiple NSD programs, your user ID, and password will remain the same.
- An SFSP specialist will call your CNIPS Administrator and provide a temporary password.
- The CNIPS Administrator will then be able to access the CNIPS.
We understand that many sponsors may want more than one person at their agency to have access to the CNIPS. Therefore, each agency’s CNIPS Administrator will have the security rights to add additional CNIPS users for their agency.
Logging On to the CNIPS
- To access the CNIPS, type the following Web address into your internet toolbar: https://www.cnips.ca.gov.
Please note: the CNIPS site is a secure Web site. Therefore, you must type the Web address as stated above or you will not be able to access the CNIPS. - In the spaces provided type in your User ID and password. Then select the Log On button.
- The first time you log on to the CNIPS you will be prompted to change your password. Your password must be between six and twelve characters in length with one special character and one number. To change your password:
- Type in your new password
- Retype the new password in the space provided
- Select Save
- Once you have validated your new password, the CNIPS program message screen will display.
- If your agency is only participating in the SFSP, you will be taken directly into the SFSP portion of CNIPS. (If your agency participates in multiple NSD programs, you will need to select the SFSP button.)
To Access the Application Packet
- Select Applications from the blue tool bar located at the top of the screen. The 2009-2010 Program Year automatically displays with an itemized menu list of the SFSP components.
- Select the Application Packet from the menu.
- The Application Packet is divided into seven sections: Sponsor Application, Site Applications, Food Production Facility, Site Field Trips, Annual Budget, Management Plan, and Checklist.
Please note: Under the Status heading, the Sponsor Application status will display as Error, or Pending Validation. This means that the Sponsor Application must be completed, verified, and submitted to the NSD. Also displayed will be the total number of sites participating for this SFSP sponsor. The red Requires Attention notation next to Status means that the application or checklist items must be completed, verified, and submitted to the NSD.
Completing and Validating the Application Packet
During the development of the SFSP application component of the CNIPS, the NSD transferred sponsor and site information from the prior data system on August 17, 2009. Therefore, when you open your application, you need to review the information to ensure it is correct. In addition, you will notice that some fields have been left blank. This information was not available in our previous system or was not accurate for the new fiscal year; therefore, you must complete these fields in the CNIPS.
Be ready to provide the following data in the CNIPS sponsor and site applications.
- SFSP sponsor contact for each site
- Site supervisor at each meal site location
- Days of operation for each meal
- Meal start and end times for each participating program
- Number of children (ADP) at each meal site
Complete and verify all data fields in the Sponsor Application and in each Site Application, even if the fields are blank when you open the application. This initial process serves as a way to verify that all information about your agency is correct in the CNIPS.
To Complete and Validate the Application Packet in the CNIPS
- Select the Application Packet link.
- For each Sponsor or Site Application:
- Select the Sponsor Application or Site Application links
- Select the Effective Date
- Complete Application by entering information as needed
- Select the Certification Check-box
- Select Save
- To add new sites not listed on the screen:
- Select Add Site at the bottom of the Site List page
- Select Add New Site
- Enter the name of the site and select Save
- Select Add Application
- Enter information as needed
- Select Save
As each application is completed and saved, the application status will change from Pending Validation to Not Submitted.
Completing a Food Production Facility Information Form, Site Field Trip, Annual Budget or Management Plan
From the Application screen list, select the Download Forms item. All forms needed for the CNIPS application process are listed for your selection. (Forms not listed in CNIPS can be found on the CD ROM for the SFSP mailed to existing sponsors spring 2009.)
To Complete a Food Production Facility Information Form, Site Field Trip, Annual Budget or Management Plan
- Select the name of the form you wish to complete
- Select Add or Complete to add or complete the item
- Enter information as needed
- Select Save
Please note: In order to complete the Sponsor Application, please complete the Management Plan first. We also recommend sponsors complete the Budget before submitting the sponsor application. From the Application Packet screen, make sure any required Checklist items have been sent to the NSD.
Clearing the Checklist
- An automatic Checklist of documents may be triggered during the process of completing and validating the Sponsor Application and Site Application(s).
- The Checklist prompts sponsors to send required documents via United States mail to the NSD.
- During the application/renewal process, the only Checklist items that must be submitted are those that are new or changed.
- To submit the Application Packet, you must clear the Checklist. Therefore, indicate on the Checklist that you have sent the documents to the NSD.
Please send Checklist documents to the following address:
California Department of Education
Summer Food Service Program
1430 N Street, Suite 1500
Sacramento, CA 95814
Fax 1-800-333-5775
Submitting the Application Packet for Approval
After you have completed the Sponsor Application, Site Application(s), additional forms, and Checklist Item(s), you are now ready to submit the Application Packet for approval. The red Requires Attention notes are no longer visible.
- Select the red Submit for Approval button to submit your Application Packet to the NSD.
- Select OK when the confirmation screen appears.
Congratulations! You have now submitted your Application Packet in the CNIPS.
Submitting Reimbursement Claims in the CNIPS
- You will submit your agency’s first reimbursement through the CNIPS when you enter the October 2009 claim (normally submitted in November and prior to December 30, 2009).
- Sponsors must continue to submit reimbursement claims via the current paper process through the September claim.
- Beginning with the October 2009 claim, we will no longer accept paper reimbursement claims. The CDE has converted over to the CNIPS and the reporting of meals is now in this new Web based system.
To submit a claim in the CNIPS, please refer to the Claims section on page 35 of the SFSP User Manual. The CDE highly recommends reporting your meals at the site level. This allows you to load site-specific meal counts into the CNIPS using point-of sale software or other meal data sources. Site level reporting is also more accurate and makes it easier for you to track program participation statistically. Please remember that CDE reimburses the sponsor and not the site.
If you decide to report meals at the sponsor level, contact your SFSP specialist to make sure your profile is properly marked.
- From the claims menu bar, select the claims item (Claim Entry) to access that claim function. The (year) SFSP Claim Summary screen displays.
- Click the desired Claim Month and the SFSP Claim Month Details screen displays.
- Select the Site Claim Form or Sponsor Claim Form, report meal data for selected month.
- Add claims for each eligible month in the program year (as long as an application is in effect for that period).
- Once a claim has been completed and submitted without error, the State can process the claim and batch the claim for payment.
Sponsors using a computer Point of Sale (POS) system can upload a data file generated from the POS system to populate the claim in the CNIPS. You will want to work closely with your POS vendor. Information for your POS vendor regarding system specifications is available on the CNIPS Project Information Web page at: http://www.cde.ca.gov/ls/nu/cn/.
Please note: Sponsors choosing to upload a data file from their POS system to populate the claim in the CNIPS must select site level reporting. You can easily notify the NSD of this choice by sending an e-mail to CNIPS@cde.ca.gov (with Site Level Reporting in the subject line) and providing your name, title, agency, and contact information in the body of the e-mail.
Additional Assistance
The NSD offers the following resources to assist you with accessing the CNIPS and completing and validating the online application:
Help Desk
Currently, the CNIPS Help Desk is available for technical assistance from 8 a.m. to 4:30 p.m. by calling 800-952-5609 (option 6). Sponsors can also e-mail the Help Desk at CNIPS@cde.ca.gov. For questions regarding program operation of the SFSP, or policy information, please call 800-952-5609 (then select option 3, and then select option 4).
Integrated Help Feature
This Help feature is built into the CNIPS and can be accessed by selecting Help in the blue tool bar at the top of the screen.
CNIPS Sponsor User Manual
The CNIPS SFSP User Manual is available for download on the CNIPS home page at https://www.cnips.ca.gov.
Recorded CNIPS Training
CNIPS software simulation videos are approximately five to fifteen minutes in length and include such topics as “How to Change your Password,” “How to Complete your Sponsor Application,” and “How to Submit Your Claim for Reimbursement.” These SFSP videos will soon be available on the CNIPS Project Information Web page at http://www.cde.ca.gov/ls/nu/cn.
Currently, the School Nutrition Program (SNP) training videos are available on the SNP CNIPS Training page at http://www.cde.ca.gov/ls/nu/cn/snptraining.asp. The SNP program training videos are very similar to the SFSP training series and will be able to assist SFSP sponsors in completing their applications.
If you have any questions regarding the initial roll out of the CNIPS, please contact the CNIPS Help Desk or your SFSP specialist.
Definitions
CNIPS Administrator: This is the designated SFSP Authorized Representative.
Effective Date: The actual date that a change will take place.
Food Production Facility: Is the kitchen facility where meals are prepared, either self prepared or vended.
Pending Validation: This means the application has been started and there is an error in the application. It requires the sponsor to correct the error, save, and finish the application.
Submit For Approval Button: Selecting this button notifies CDE staff to review your packet. Once selected, you may no longer make changes to that part of the application until after the CDE has reviewed and approved it, or returned it to you for further edits. This is the same as “mailing in” your application packet.
Back Button: Selecting the Back button either progresses you to the next part of the application or it returns you to the previous screen.
Error: An error is a message you must take action on before the CNIPS program will allow you to proceed in the application process.
Warning: A warning is a message you should take into consideration before proceeding; usually it indicates a suggested action or a problem that may delay approval.Sincerely,
Phyllis Bramson-Paul, Director
Nutrition Services Division
PBP:da
1430 N Street
Sacramento, CA 95814