State and Local Government Respondents

School Food Purchase Study-IV (Reinstatement)

Appendix B9. Purchase Data Webinar.pptx

State and Local Government Respondents

OMB: 0584-0471

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School Food Purchase Data Submission

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Study Overview Webinar

  • Note that this webinar is being recorded and will be posted on the study website. 

  •   

 

Purpose of Today’s Webinar

  • Provide details on food purchase data needed for the study 

  • Provide a checklist to help you ensure all required data elements are included  

  • Tell you how to submit the data  

  • Answer questions 

  • Provide you with resources if you need support, including one-on-one technical assistance 

 

Agenda

  • Welcome and Introductions 

  • Why repeat the study?  

  • Quarterly Food Purchase Data Collection in SFPS IV 

    • Food purchase data elements 

    • Options for submitting food purchase data  

 

Why repeat the School Food Purchase Study?

  • The study provides information on SFA food purchase behavior and the cost of food 

  • USDA uses the study results when considering future program changes, including the type and/or form of available USDA Foods 

  • There have been significant changes to school food service since the last study (HHFKA) 

    • The study will help identify mechanisms for SFAs to purchase more efficiently  

 

Food Purchase Data Collection in SFPS IV

      • SFAs will provide details of all food purchases/acquisitions made from all sources in one specified quarter of the school year 

              • Commercially purchased foods 

              • Direct delivered USDA Foods 

              • Processed end products containing USDA foods as ingredients 

              • Foods provided in reimbursable meals and a la carte 

        • USDA will provide information on DoD Fresh deliveries to SFAs 

 

Food Purchase Data Submission

    • Include purchases from all sources (e.g. distributors, vendors, food buying cooperatives, FSMCs, USDA Foods, etc.). 

    • Include all foods received by the SFA or the school in the specified quarter, regardless of when the order was placed. 

    • Exclude DoD Fresh deliveries and foods purchased for other programs (e.g. CACFP, adult meals, catering). 

    • Submit SFA level summary data.  

    • Submit velocity reports or vendor summaries in editable formats such as EXCEL.   

 

Food Purchase Data Checklist

  • Reporting Period 

  • Inclusions 

  • Exclusions 

  • Data Elements 

  • Data aggregation status for each file: 

    • SFA or school level data? 

    • Quarterly or daily, weekly, monthly data? 

 

Food Purchase Data Checklist:
Reporting Period

Include all deliveries made to the SFA between <DATE RANGE> regardless of when the order was placed.

 

Food Purchase Data Checklist:
Food Purchase Inclusions and Exclusions

Include quarterly food purchases (deliveries):

  • For NSLP, SBP, and a la carte 

  • From commercial vendors, FSMCs, distributors, and USDA Foods direct deliveries 

    • Make sure the source is identifiable 

Exclude quarterly food purchases (deliveries):

  • For other programs such as CACFP, adult meals, catering, etc. 

  • From DoD Fresh suppliers (this information will be provided by USDA) 

 

Food Purchase Data Checklist:
Data Elements

Include:

    • Product name and description 

      • Canned tomato, pizza, hamburger patty, etc. 

    • Product code 

      • Vendor or manufacturer assigned codes that describe the product 

    • Quantity purchased 

      • Unit size and number of units purchased 

      • 6/10 lb bags of carrots; 3 /5 lb cases of potato tater tots; 400 hamburger buns 

    • USDA Foods codes and value pass through methods for processed end products containing USDA Foods as ingredients 

      • Value pass through methods include indirect discount or net off invoice, rebate or refund, fee for service.  

    • Total or unit cost per food product 

 

Food Purchase Data Checklist:
Data Aggregation Status For All Files

  • Is the data contained in the file: 

      • Aggregated at the SFA level 

      • Individual school level 

  • Is the data contained in the file: 

    • Rolled up at the quarterly level 

    • Provided on a daily, weekly, or monthly level (i.e., as it was delivered) 

 

Food Purchase Data:
Sample Velocity Report

Product

DID

Brand

Pack Size

Unit

MID

# Cases Sold

Total price ($)

CHIP 40% REDUCED FAT (1138200)

1138200

CAPCOD

104/.5 Z

CS

112155

263.00

 

CHIC TENDER WG FC CN (3599500)

3599500

RICHCH

1/320PC

CS

CRC54453

135.00

 

PIZZA CHS LUNCH RND 5" WG (4197300)

4197300

THEMAX

60/5.05

CS

77387-12514

128.00

 

CHIPS TOSTITOS ROUNDS WG (2043700)

2043700

FRITO

8/16 OZ

CS

28400-62399

113.00

 

FRIES SEASONED SPIRLS OU (3207500)

3207500

MCCAIN

6/4 LB

CS

MCL03622

103.00

 

BEEF FINE GRIND 81/19 (9866100)

9866100

PACKER

1/10LB

LB

42499

102.00

 

YOGURT STRAW/BANANA DANIM (3054100)

3054100

DANNON

48/4 OZ

CS

2732

83.00

 

WRAP WHOLE WHEAT 10" WG (3776700)

3776700

SOLIS

12/12 CT

CS

61644-10206

70.00

 

SYRUP PANCAKE CUP P/C (2156000)

2156000

AMERIC

100/1.5Z

CS

78000841

67.00

 

CHIPS BAKED LAYS SS FG (1177000)

1177000

FRITOL

60/.875Z

CS

33625

58.00

 

ROLL HOTDOG NE TOP SLICE (4068400)

4068400

HOMSTD

9/12 CT

CS

41

50.00

 

JUICE APPLE CUP 100% (3252600)

3252600

ARDMOR

96/4 OZ

CS

41381

49.00

 

SNACK BAR RICE KRISPY WG (1014100)

1014100

KELLOG

80/1.41Z

CS

38000-11052

48.00

 

GATORADE COOL BLUE (0604000)

604000

QUAKER

24/20 OZ

CS

32481

44.00

 

MEATBALLS BEEF .5OZ CN (3760500)

3760500

ADVANC

320/.5

CS

17-505-0

44.00

 

SNACK PIRATE BTY WHT CHDR (1171900)

1171900

PIRATE

24/.75Z

CS

62407

40.00

 

BAGEL WHITE WHEAT WG IW (4095500)

4095500

LENDER

1/72 2OZ

CS

76800-00075

40.00

 

 

Food Purchase Data:
Sample School Level Dairy and Produce Invoice

 

Food Purchase Data:
Sample Distributor Invoice

 

Food Purchase Data:
Sample Direct Delivered USDA Foods

 

Upload the Quarterly Food Purchase Data
to the Secure Study Website

    • Assemble the food purchase data for the entire quarter before starting the upload process. 

    • Use the unique PIN provided to you to access the purchase data submission area on the study website. 

    • Upload all food purchase data in one seating.   

    • View your submissions at any point to check for completeness and upload missing invoices or remove duplicates, as necessary. 

    • Contact your study liaison if you have questions. 

 

After you Submit your Data…

We will consolidate the list of food purchases for your SFA and send it to you within 45 days of receiving your submission.

You will review the list of all foods to:

      • Confirm that the list is complete and accurate 

      • Update any missing information 

      • Fill in the amount (%) of each product used in a la carte vs. meals vs. other programs – can be an estimate  

 

Complete the Quarterly Program Data Form

  • Number of serving days and meals served/claimed by type (free, reduced price, paid)  

  • Total revenue from the sale of nonprogram foods and beverages (i.e., a la carte, competitive foods)  

  • Top 10 selling nonprogram foods 

  • Other food program sales (if applicable) 

  • Total food expenditures for food and beverages 

 

Timeline

    • The email request to submit the quarterly food purchase data will include a due date. 

      • Approximately 4 weeks from the date the email is sent 

      • This lag is to allow you sufficient time to consolidate and review documents from all sources 

 

Study Website: www.purchasestudy.com 

Welcome to the School Food Purchase Study Portal

USDA’s Food and Nutrition Service (FNS) has contracted with Westat and its

Partner, Agralytica to conduct the fourth School Food Purchase Study.

Westat is an employee owned company, headquartered in Rockville, Maryland.

Westat is committed to providing technical assistance to SFAs taking part in this study.

Data Collection

Study Overview

Data Collection Plans

Resources and Upcoming events

Restricted Access study participants

Use your unique PIN to review task status or submit data

 

Technical Assistance Center

Email: [email protected]

Technical Assistance Center hotline: 800-###-#### from 9 – 4 pm

Website: www.PurchaseStudy.com 

 

School Food Purchase Study IV

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