Admin and Procurement Review Tips for School Nutrition

Ensuring the nutritional quality of school meals while adhering to federal regulations is critical for school nutrition programs. To maintain accountability and compliance, the USDA conducts administrative and procurement reviews. These reviews evaluate various aspects of school nutrition programs, including meal patterns, nutritional quality, financial management, and procurement practices. Proper preparation for these reviews is essential for school nutrition directors and their teams. It is never too early to start preparing and implementing procedures to make your next review successful. This article outlines the key steps and best practices to help you prepare effectively for both the administrative and procurement reviews.

Understanding School Nutrition Program Reviews

Administrative Review

The administrative review assesses compliance with the National School Lunch Program (NSLP) and School Breakfast Program (SBP) regulations. It covers several areas:

1. Meal Pattern and Nutritional Quality: Ensures the meals served meet USDA nutritional standards.
2. Resource Management: Evaluates the financial integrity of the program.
3. General Program Compliance: Reviews civil rights compliance, meal counting and claiming procedures, and other operational aspects.
4. Performance Standard 1 and 2: Focuses on the accuracy of meal counting and claiming (PS1) and meal access and reimbursement (PS2).

Procurement Review

This review examines the procurement process to ensure compliance with federal, state, and local regulations. It aims to:

1. Ensure purchases are made competitively and transparently.
2. Verify contracts are awarded to responsible vendors.
3. Confirm proper documentation and records are maintained.

How to Prepare for a Successful Administration Review

1. Familiarize Yourself with Regulations

• Review the USDA Administrative Review Manual and relevant state-specific guidelines.

2. Conduct a Self-Assessment

• Use the Administrative Review Checklist provided by the USDA to conduct a self-assessment.
• Identify areas of strength and areas needing improvement.

3. Ensure Documentation is Up-to-Date

• Maintain accurate and complete records of meal counts, menus, production records, and financial documents.
• Keep records organized and easily accessible.

4. Train Staff

• Confirm all staff involved in the school nutrition program are trained on meal pattern requirements, civil rights, and proper counting and claiming procedures.
• Provide regular training updates and refreshers.

5. Review Menus and Production Records

• Verify menus meet the USDA meal pattern requirements.
• Guarantee production records are complete and accurately reflect the food served.

6. Verify Meal Counting and Claiming Procedures

• Review the procedures for counting and claiming meals to ensure accuracy.
• Conduct periodic internal audits to detect and correct errors.

7. Prepare for On-Site Visits

• Organize all necessary documentation for the review team’s on-site visit.
• Ensure staff are prepared to answer questions and provide information.

Top Tips for Preparing for Your Procurement Review

1. Understand Procurement Regulations

• Familiarize yourself with federal procurement regulations outlined in 2 CFR Part 200 and USDA-specific guidance.
• Review state and local procurement policies.

2. Review Procurement Procedures

• Confirm your procurement procedures comply with federal, state, and local regulations.
• Document all procurement processes, including solicitation, evaluation, and awarding of contracts.

3. Maintain Detailed Records

• Keep detailed records of all procurement activities, including bids, quotes, contracts, and invoices.
• Ensure records and organized and accessible for review.

4. Conduct Internal Audits

• Perform regular internal audits of procurement activities to ensure compliance.
• Address any discrepancies or non-compliance issues promptly.

5. Train Staff

• Provide training on procurement regulations and procedures to all staff involved in purchasing.
• Update training regularly to reflect changes in regulations.

6. Develop a Procurement Plan

• Create a comprehensive procurement plan that outlines your purchasing needs, timelines, and procedures. Your state agency contact should be able to provide a template for guidance. 
• Be sure to follow the plan consistently.

7. Engage Vendors Responsibly

• Make sure your vendors meet the required qualifications and standards. If you receive contracts through an educational cooperative, you’ll want to keep all documents on file.
• Conduct vendor performance evaluations regularly.

Best Practices for Success in Admin and Procurement Reviews

1. Communication and Collaboration

• Foster open communication and collaboration among all staff involved in the school nutrition program. You can’t do this without their support. 
• Engage with state agency staff for guidance and support.

2. Continuous Improvement

• Treat the review process as an opportunity for continuous improvement.
• Use feedback from reviews to enhance program operations and compliance.

3. Documentation and Record-Keeping

• Maintain thorough and accurate documentation of all aspects of the school nutrition program.
• Ensure records are stored securely and are readily accessible.

4. Stay Informed

• Stay updated on changes in regulations, policies, and best practices.
• Attend training sessions, workshops, and conferences related to school nutrition.

Preparing for the administrative review and procurement review in school nutrition programs requires diligent planning, thorough documentation, and ongoing staff training. By understanding the requirements, conducting self-assessments, maintaining accurate records, and fostering a culture of continuous improvement, your school nutrition directors can ensure compliance and enhance the quality of their programs. These efforts not only facilitate successful reviews but also contribute to the overall effectiveness and integrity of school nutrition programs, ultimately benefiting the students they serve.

Support for Exceptional Nutrition Programs

Beyond this guide, we’re committed to elevating your school’s foodservice. Our team of experts is dedicated to simplifying your operations and ensuring your nutrition program is top-notch. From innovative digital solutions to personalized support, we’ve got everything you need to succeed. Discover how we can make a difference together!