Form FNS-905 Summer Food Site Locator

Summer Food Site Locations for State Agencies

905form_final.xlsx

Summer Food Site Locations for State Agencies

OMB: 0584-0649

Document [xlsx]
Download: xlsx | pdf

Overview

Guide (Data Dictionary)
2019_SFSP Template_FNS-905


Sheet 1: Guide (Data Dictionary)


Summer Food Site Locator: 

State data exchange: 2019 Template Instructions
2019 OMB Control Number: 0584-XXXX
Form: FNS-905
Expires: XX/XX/20XX
INSTRUCTIONS
According to the Paperwork Reduction Act of 1995, an agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a valid OMB control number. The valid OMB control number for this information collection is 0584-XXXX. The time required to complete this information collection is estimated to average 7.5 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to: U.S. Department of Agriculture, Food and Nutrition Services, Office of Policy Support, 3101 Park Center Drive, Room 1014, Alexandria, VA 22302, ATTN: PRA (0584-xxxx*). Do not return the completed form to this address. Visit the Portal to access this material any time, and to see the status of your state throughout the cycles over the course of 2019.

https://www.partnerweb.usda.gov/communities/SF-SummerRocks-states


Worksheet 1: Instructions for using the template and sending data to FNS
(Data Dictionary)
Notes:
1. PLEASE ENSURE ALL REQUIRED FIELDS ARE RECORDED. The Summer site will not import into the database without this information.
2. Fields (cells) may highlight YELLOW if potential errors are detected. Please review cells highlighted yellow and amend any errors.
3. State agencies may request that FNS provide a list of sites passed without error and sent for mapping, or sites not-passed (not sent)
4. See "Overview of Major Steps" at bottom of this sheet for additional information.
DATA DICTIONARY
Field Order Field Name Required Field Type Business rules Example(s)
1 Site Name Required text - 255 characters

2 Site Status (Open, Closed, Camp, Migrant, Delete) Required text - 255 characters MUST USE ONLY ONE OF THE FIVE STATUSES: Open, Closed, Camps, Migrant or Delete. Closed means closed enrolled sites. Site types can be found at 7 CFR 225.2. Only open sites will be on the Summer Site Finder for the public to search or download. After summer is over, all site types will be displayed on the Capacity Builder and symbolized by type for strategic planning; please submit all site types for this reason.
The Delete status should only be used for State agencies who sent a site in error. The Delete status will remove the site and permanently delete the record.
Camp
3 Site Address1 Required text - 255 characters
123 Mockingbird Lane
4 Site Address2 Optional text - 255 characters optional if needed Building #21
5 Site City Required text - 255 characters

6 Site State Required text - 2 characters MUST USE 2 LETTER DESIGNATION FOR YOUR STATE NE
7 Site Zip Required numeric - 5 to 10 characters 5 digit zip code with or without 4 digit extension 12345 or 12345-1341
8 Site Phone Strongly Suggested numeric - 10 characters this is for a general phone number for the site, if you do not have a phone number for the contact then it is suggested you have one have for people to call, the import process will format the phone number properly 123-123-1234 or (123) 123-1234 or 1234567891
9 Ext Optional numeric - 10 characters provide only number with no alpha characters. 1234 or 12 or 0 (NOT "x1234")
10 Contact First Name Optional text - 255 characters Site contact first name OR first and last name Ami or Ami Nguyen
11 Contact Last Name Optional text - 255 characters Site contact last name Nguyen
12 Contact Phone Optional numeric - 10 characters this is for a phone number for the contact, if you do not have a phone number for the general site then it is suggested you have one have for people to call, the import process will format the phone number properly. There is no extension field for this phone number. 123-123-1234 or (123) 123-1234 or 1234567891
13 Sponsoring Organization Required text - 255 characters

14 Start date (MM/DD/YY) Required date field MUST USE FORMAT: MM/DD/YY or MM/DD/YYYY 06/01/19 or 06/01/2019
15 End date (MM/DD/YY) Required date field MUST USE FORMAT: MM/DD/YY or MM/DD/YYYY We can process dates MM/DD/YY or MM/DD/YYYY
16 Days of operation (S, M, T, W, TH, F, SA) Strongly Suggested text MUST HAVE A COMMA BETWEEN DAYS. This is used for advanced filtering in search. If you do not capture this information you can use the "Comments" to provide instructions Examples: M,T,W or M,T,W,TH
17 Comments Strongly Suggested text- 255 characters Please note: This field allows States to add clarification, hours, additional comments, details or directions to the Summer sites. For open sites, this field WILL APPEAR in the Summer Site Finder. 9:00-5:30 or "Site is closed between meal times" or "See meal times for hours" or "contact site for days open & meals served"
3/14/16 JWK Looking to see if this can be changed to "general info" and used for special information, re: unique closed dates (closed July 4) or access info (meet at tennis courts in park)
18 Breakfast Time Dependent on site varchar - 255 characters Please provide start and end times separated by a hyphen. 9:00-10:00 a.m.
19 Lunch Time Dependent on site text - 255 characters Please provide start and end times separated by a hyphen. 12:00-1:00 p.m.
20 Snack Time AM Dependent on site text - 255 characters Please provide start and end times separated by a hyphen. 9:00-9:30 a.m.
21 Snack Time PM Dependent on site text - 255 characters Please provide start and end times separated by a hyphen. 2:00-3:00 p.m.
22 Supper/Dinner Time Dependent on site text - 255 characters Please provide start and end times separated by a hyphen. 7:00-8:00 p.m.
23 Site Location Optional text - 255 characters Location type - FIXED at the same site, likely at or near a brick and mortar location or MOBILE site, similar to a food truck Fixed or Mobile
24 Site Program Optional text - 255 characters Either Summer Food Service Program (SFSP) or Seamless Summer Option (SSO) SFSP or SS)
25 State Site ID Number Optional text - 255 characters State agency site ID or reference key. This field can assist in communication with FNS in identifying, updating and deleting specific sites. This field will not be made public. 106-001
26 State Sponsor ID Number Optional text - 255 characters State agency sponsor ID or reference key. This field will not be made public. 106
27 soo-x Optional numeric - 25 characters PLEASE NOTE: if your State has already geocoded your sites, please include the x coordinate of the site here
28 soo-y Optional numeric - 25 characters PLEASE NOTE: if your State has already geocoded your sites, please include the y coordinate of the site here
OVERVIEW OF MAJOR STEPS

Below are the five major steps performed for each of the 19 cycles during the Summer Food Site Finder season.
More detailed information can be found at the Summer Food PartnerWeb site: https://www.partnerweb.usda.gov/communities/SF-SummerRocks-states/Pages/Home.aspx

Step 1: Review template and supporting material for 2019

Use this excel file together with the FNS-905 Template-2019 excel file. The FNS-905 template is a "data template" for submitting sites to FNS. It is in the format needed to successfully upload data into the Summer Site Finder and Capacity Builder. Please read through this guide to ensure your data will meet validation requirements. Submit questions to [email protected].

This guide describes how each column in the template is used.

Please review this guide and the data template. Instructions and data fields have been clarified.
Communicate to FNS via email: [email protected]
..................................................................
Visit the Portal to access this material any time, and to see the status of your state throughout the cycles over the course of 2019.

https://www.partnerweb.usda.gov/communities/SF-SummerRocks-states
.................................................................
You'll find the USPS addressing standards at this site: http://pe.usps.gov/cpim/ftp/pubs/Pub28/pub28.pdf

Step 2: Baseline/add new data for 2019

Please complete all REQUIRED fields.

NEW:

COMMENTS WILL BE PUBLIC. Stakeholder feedback indicated that directions and other information would be useful to share with the public here.

Morning and Afternoon Snack times are now in two columns to ease confusion.

X and Y coordinates can now be completed by States. Stakeholders indicated this would be easier for them and help improve site location on the Summer Site Finder.


Step 3: Review results/feedback

FNS will notify you once you have successfully processed through an entire cycle. If some, but not all, sites succeeded all the way through, we can provide you with a list of the sites that did not pass. You can resubmit those in a future cycle with corrections.

New: Common issues now highlight the issue in the form allowing you to correct it. The "Custom Sort" option under "Sort & Filter" will allow you to sort by cell color and display those highlighted cells first, making it easier to correct errors.


Step 4: Submit Cycle updates (after the first successful upload in Step 2) PLEASE REMEMBER THAT THIS YEAR WHEN SUBMITTING CYCLE UPDATES, ONLY SUBMIT NEW SITES or SITES THAT HAVE BEEN CORRECTED/UPDATED. DO NOT RESUBMIT SITES THAT HAVE SUCCESSFULLY UPLOADED THIS YEAR. We can give you this list of passed/failed sites at your request.

Steps 4 and 5 are "Cycle runs" where you can submit new sites. Once you have successfully submitted an initial site list, you can submit new data during cycles at any time, as needed.


Step 5: Review

same as Step 3.

Sheet 2: 2019_SFSP Template_FNS-905

Site Name Site Type
(Open, Closed, Camp, Migrant, Delete)
Site Address1 Site Address2 Site City Site State Site Zip Site Phone Ext Contact First Name Contact Last Name Contact Phone Sponsoring Organization Start date (MM/DD/YY) End date (MM/DD/YY) Days of operation (S,M,T,W, TH,F,SA) Comments Breakfast Time Lunch Time Snack Time AM Snack Time PM Dinner/Supper Time Site Location Site Program State Site ID Number State Sponsor ID Number soo-x soo-y
This is an example site name Open 123 Mockingbird Lane Building 21 Rockford IL 02112 815-555-1234 23 John Smith
Food for America this should be numeric MM/DD/YY 6/15/2019 M,T,W,TH,F Location closed between meals.
Close on Summer Holidays (May 25, Jul 4th)
9:00 - 10:00 12:30-1:30


Mobile SFSP 106-001 106




























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