Orientation to School Nutrition Management
Participant’s Workbook
Technology and Information Systems
Time: 1 hour
National Food Service Management Institute
The University of Mississippi
ET104-11
2011
Participant’s Workbook
Table of Contents
Background Information ..................................................................................................................1
Functional Areas and Competencies ................................................................................................2
Lesson Objectives ............................................................................................................................2
Lesson-at-a-Glance ..........................................................................................................................3
Lesson Plan ......................................................................................................................................4
Follow-up Suggestions...................................................................................................................15
Key Terms ......................................................................................................................................16
References ......................................................................................................................................17
Pretest/Posttest ...............................................................................................................................18
OSNM – Technology and Information Systems
ii
Participant’s Workbook
Background Information
The focus on building a technology infrastructure helps the school nutrition program director
look at program goals and identify the functions that could be enhanced through the application
of technology. In designing the infrastructure, the school nutrition director should think about
ways technology can support operational, business, communication, personnel, and training
functions. A technology infrastructure begins with a vision of all activities that can be
accomplished through the application of technology and those needed or desired by the school
district.
Role of the School Nutrition Director
School nutrition programs operate in a dynamic environment that is constantly demanding more
of the school nutrition director’s time and energy. Building a technology framework is essential
to effective management and operation of school nutrition programs, enhanced communication
with stakeholders and staff, and unlimited opportunities for professional growth of school
nutrition professionals. As leaders and trusted advisors, school nutrition directors must:
•
Recognize the role of technology in managing the school nutrition program to achieve its
mission of helping children develop healthy food habits and operating cost effectively
•
Understand the variety of tasks involved in building and maintaining a technology
framework for managing the program, operating the system, and communicating with all the
partners and stakeholders
•
Demonstrate competence in implementing computer applications and other technologies in
the school nutrition program operation
•
Communicate openly, accurately, and honestly to stakeholders to ensure their support for
building a technology infrastructure
•
Demonstrate a willingness to train staff to use technology to achieve program excellence
OSNM - Technology and Information Systems
1
Participant’s Workbook
Functional Areas and Competencies
Functional Area 10: Technology and Information Systems
Competency 10.1: Establishes a comprehensive technology infrastructure to achieve the
operational goals of the school nutrition program.
Source: Competencies, Knowledge, and Skills for District-Level School Nutrition Professionals
in the 21st Century available on the NFSMI website,
http://nfsmi.org/ResourceOverview.aspx?ID=284
Lesson Objectives:
As a result of this lesson on technology, participants will be able to
1. State how the components of a well-planned technology infrastructure contribute to the
school nutrition management system to achieve increased productivity, a higher level of
efficiency in operations, and more cost effectiveness in school nutrition programs.
2. Describe the various technology applications necessary for successful management of the
school nutrition program.
3. Identify the steps in making a decision to select technological applications.
OSNM – Technology and Information Systems
2
Participant’s Workbook
Lesson-at-a-Glance
Time Allowed
Topic
5 minutes
• Introduction to
lesson
•
•
Activity
Welcome
Pretest
Materials
Participant’s workbook
Pretest
Objective 1: State how the components of a well-planned technology infrastructure contribute to
the school nutrition management system to achieve increase productivity, a higher level of
efficiency in operations, and more cost effectiveness in school nutrition programs
15 minutes
• Technology
• Technology considerations Participant’s workbook
infrastructure
• Sample data flowchart
•
Role of the
director
Objective 2: Describe the various technology applications necessary for successful management
of the school nutrition program
20 minutes
Participant’s workbook
• Technology
• School Nutrition Program
Flip chart paper; dot
applications
computer applications
stickers
Objective 3: Identify the steps in making a decision to select technological applications
10 minutes
• Steps in selecting
• Identify the five strategies
technology
that guide the process for
developing a technology
infrastructure
10 minutes
Posttest
• Follow-up
• Posttest
Evaluation forms
suggestions
• Administer evaluation
• Lesson evaluation
60 minutes = 1 hour
OSNM - Technology and Information Systems
3
Participant’s Workbook
Lesson Plan
Objective 1: State how the components of a well-planned technology infrastructure
contribute to a school nutrition management system to achieve increased productivity, a
higher level of efficiency in operations, and more cost effectiveness in school nutrition
programs
Activity: Technology Considerations
Three big questions that confront the school nutrition director, whether in a small school district
of less than 1,000 or a large district of 50,000 are:
•
How can I manage the program to achieve goals and meet requirements with the resources
available?
•
What must I know to build a technology framework that increases the productivity and
effectiveness?
•
What computer applications can be used to document accountability?
It is important to have a well-planned technology infrastructure in any school nutrition program
(SNP):
•
to provide the necessary documentation to meet accountability standards, and
•
to ensure all areas of the school nutrition program have access to the technology necessary to
operate the program at an efficient and cost effective level.
Activity: Sample Data Flowchart
The school district office is at the center of the data system with the state agency, school sites,
vendors, and the business office receiving and sending data related to the management of the
program. Look at the Sample Data Flowchart and how the school nutrition program uses
computer applications to transmit data and program information.
OSNM – Technology and Information Systems
4
Participant’s Workbook
Sample Data Flowchart
School Nutrition Program Management System
State
Agreement
Reimbursement
Commodity Notices
Communication
Student Benefits
Financial Statements
USDA Commodity Deliveries
Menu Analysis
Program Analysis
School
School District Office
Specifications
Food Orders
Vendors
Payroll Information
Staffing Needs
Payables
Budget Needs
Business
Invoice Corrections
Student Information
Participation Reports
Revenue Receipts
Staffing Needs
Purchase Orders
Inventory
Purchased Food and Commodities Receipts
Budget
Payroll
Accounts Payable
Accounts Receivable
Financial Reports
Indirect Costs
This is a sample only. There may be other management functions to add, and all school nutrition
programs may not transmit some of the data listed on the flowchart. Each school district should
consider developing a similar flowchart as part of the planning process when developing a
technology infrastructure.
OSNM - Technology and Information Systems
5
Participant’s Workbook
Objective 2: Describe the various technology applications necessary for successful
management of the school nutrition program
There are several computer applications used to administer the various management functions in
school nutrition. They include:
1. Menu Planning and Nutrient Analysis
2. Human Resources
3. Procurement
4. Financial Management
5. Facilities and Equipment
6. Food Safety
7. Communications
Activity: School Nutrition Program Computer Applications
Locate the blank charts starting on the next page in your workbook. Find the functional area
your group has been assigned and compile the list of computerized applications according to
where the application is most often used such as the school district office, school sites, business
office, and others. Other could be parents or vendors. When your team completes the list of
applications, select a recorder to write the applications on flip chart paper and post on the wall.
You have approximately 10 minutes to compile the lists.
OSNM – Technology and Information Systems
6
Participant’s Workbook
School District Office
School Site
Menu Planning and Nutrient Analysis
Computer Applications
Business Office
OSNM - Technology and Information Systems
Other
7
Participant’s Workbook
School District Office
School Site
Human Resources
Computer Applications
Business Office
OSNM – Technology and Information Systems
Other
8
Participant’s Workbook
School District Office
School Site
Procurement
Computer Applications
Business Office
OSNM - Technology and Information Systems
Other
9
Participant’s Workbook
School District Office
School Site
Financial Management
Computer Applications
Business Office
OSNM – Technology and Information Systems
Other
10
Participant’s Workbook
School District Office
School Site
Facilities and Equipment
Computer Applications
Business Office
OSNM - Technology and Information Systems
Other
11
Participant’s Workbook
School District Office
School Site
Food Safety
Computer Applications
Business Office
OSNM – Technology and Information Systems
Other
12
Participant’s Workbook
School District Office
School Site
Communications
Computer Applications
Business Office
OSNM - Technology and Information Systems
Other
13
Participant’s Workbook
Objective 3: Identify the steps in making a decision to select technological applications
Identifying Steps in the Decision Making Process
The school nutrition department can use five strategies to guide the decision making process
when developing a technology infrastructure.
Step 1: Identify technology needs. School nutrition directors should define what type of
technology they need for each management function such as approving free and reduced price
meal applications, processing point-of-service transactions, performing nutrient analyses,
facilitating food production, purchasing, setting financial controls, and providing information for
decision making.
Step 2: Once the purposes are defined, the technology chosen should be the best to meet the
needs of the program. When selecting software, care must be taken to ensure it is compatible
with the computer hardware. Determine if upgrades are available from vendors Licensing fees,
annual maintenance charges, and all other costs associated with maintaining the software should
be considered.
Step 3: Explore the market: search and test. Technology can become obsolete in a short time, so
it is important for the director to be thorough in investigating what updates are available and the
cost of updating computer hardware and software systems.
Step 4: Prepare a Request for Proposal (RFP). The RFP, prepared by the purchaser, is an outline
of what the desired product is expected to do; the bidders respond by telling the purchaser how
these needs can be met. The RFP should require that each vendor provide the same information
in writing to ensure that features are truly comparable. All data gathered from the vendors’
OSNM – Technology and Information Systems
14
Participant’s Workbook
proposals are sorted according to previously established criteria to facilitate the evaluation
process.
Step 5: Evaluate and award bids. This is the final decision to be made in selecting hardware
and/or software.
Follow-up Suggestions
1. Explore the technology framework in your district and develop a long-term plan for
improving the technology infrastructure.
2. Develop a spreadsheet to analyze at least one component of the financial management
information system. Example: food cost per meal served.
OSNM - Technology and Information Systems
15
Participant’s Workbook
Key Terms
Term
Computer hardware
Computer software
Customized software
Full-feature software
Generic software
Management functions
Technology infrastructure
Upgrade
Definition
All the physical parts of the system, such as the keyboard,
central processing unit, and monitor
The two major parts are an operating system such as
Microsoft Windows and the programs or applications. The
operating system runs the programs and applications that
perform the functions you want done
Software that is written specifically for an operation
Generally less expensive than customized software, and
usually widely tested before sold
Software used in general-use hardware such as word
processing, electronic spreadsheets, database management,
and graphics
Organizing and controlling the affairs of a business or an
organization
Method or methodology that applies technical knowledge
or tools
A program usually provided by the software company to
improve the quality, standard, or performance of the
current software
OSNM – Technology and Information Systems
16
Participant’s Workbook
Reference
McConnell, P.E. (2008). Building a technology framework for child nutrition programs. In J.
Martin & C. Oakley (Eds.), Managing child nutrition programs: Leadership for
excellence (2nd ed.) (pp. 255-309). Sadbury, MA: Jones and Bartlett Publishers.
OSNM - Technology and Information Systems
17
Participant’s Workbook
Pretest/Posttest
Multiple Choice Questions (Answers)
1. A well-planned technology infrastructure
a. is only needed in very large school nutrition programs.
b. is accessible by all areas of the operation.
c. provides documentation to meet accountability standards.
d. is too complicated to be effective in small schools.
e. Both b and c.
2. The director of the school nutrition program should
a. recognize the role of technology in managing a school nutrition program.
b. demonstrate competence in implementing technology applications.
c. train staff to use technology to achieve excellence.
d. understand the tasks involved in building and maintaining a technology infrastructure.
e. All of the above.
3. Technology infrastructure can be defined as
a. organizing and controlling a business or organization.
b. software that is written specifically for an operation.
c. the method or methodology that applies technological knowledge and/or tools.
d. all the physical parts of the system, such as the keyboard, central processing unit, and
monitor.
e. the staff designated to operate the computer applications.
OSNM – Technology and Information Systems
18