May 13, 2008
Dear Food Service Director/CNIPS Administrator:
Child Nutrition Information and Payment System Update
As the California Department of Education, Nutrition Services Division (NSD) prepares to implement the new Web-based Child Nutrition Information and Payment System (CNIPS), we want to inform you of the status of the new system, the plans for training, and how you can prepare to use this automated system.
Through prior communication during the CNIPS development period, you will recall learning how this Web-based system will streamline your administrative responsibilities by allowing you to:
- Submit online all program applications, renewals/annual updates, claims for reimbursement, and site change requests.
- Increase timeliness and accuracy of financial data (reimbursement claims) and payments.
- View the status of applications and reimbursement claims.
The contractor developing the CNIPS operates similar systems in about 22 other states, so development of CNIPS has consisted of modifications tailored to meet California’s needs. Currently, the NSD is performing user acceptance testing on the modifications to various components of the system in order to reduce the possibility of problems when the CNIPS is made available to you. This month we invited some food service directors to participate in the CNIPS user testing. The NSD staff will begin to be trained on the CNIPS in early June, at which time the planning for statewide training will be finalized.
Later this month, you will receive information regarding your training options which will include but not be limited to: (1) online webinar-type training or (2) classroom-style training at a computer lab in various regions. You can expect to receive a survey regarding your preferences as to the type of training, number of people to be trained, and other pertinent inquiries that will assist us in meeting your CNIPS training needs. Please plan to complete and return this survey to us at your earliest convenience.
The CNIPS training will begin in July and August and continue in the fall 2008. Training will be prioritized based on the date when you will first be submitting a reimbursement claim using the CNIPS. For example, if you will be submitting a July 2008 claim on or after August 1, 2008, you might be scheduled for a training earlier than someone who is not submitting a claim until September 2008.
The CNIPS training will be based on a train-the-trainer concept, with the expectation that only key staff who are the primary CNIPS users at the local educational agency level (e.g., CNIPS administrator, claims preparer) will participate in the scheduled trainings. We encourage you to participate in the CNIPS training through an online webinar, if possible.
The CNIPS User identification (ID) numbers and passwords will be sent to you via e-mail in late June and July August. For security purposes, you will receive two separate e-mail messages. The first email message will provide you with a CNIPS User ID and the second email message will provide a password that allows you to access the system. We will send these e-mail messages to either the designated CNIPS administrator or the food service director (which may be the same person in your district). The contact information that you provided to us in April 2008 will be used in addressing these email messages. If a CNIPS administrator was not designated for your district, then communication regarding the CNIPS will be sent to the food service director.
After you log into the system for the first time with the User ID and password that are provided, the CNIPS program will prompt you to immediately change the password. Further instructions regarding the functions of the new system will be provided at the scheduled trainings or can be accessed on the CNIPS Web page located at http://www.cde.ca.gov/ls/nu/cn.
Upon implementation of the CNIPS in late June/July 2008, you will be able to call the CNIPS Help Desk in order to receive assistance with online use of CNIPS. You can access this Help Desk by dialing 1-800-952-5609 and selecting option #6 from the menu. Please continue to direct program operation questions (e.g., meal count and collection procedures; Provisions 1, 2, or 3; vending agreements; and food service contracts) to your local NSD Field Services Unit Child Nutrition Consultant or the School Nutrition Program Unit at 1-800-952-5609.
In summary, before you can use the CNIPS to submit your state Fiscal Year 08/09 claims for SNP reimbursement, you will need to:
- Receive your CNIPS User ID and password from NSD.
- Create User IDs and passwords for each of your staff that will use the CNIPS.
- Participate in CNIPS training.
- Verify your sponsor and site application data online in the CNIPS.
We are committed to ensuring that your agency receives reliable program guidance and uninterrupted meal and milk reimbursement during the implementation of the CNIPS. If you have questions regarding the content of this letter, please contact Jan Lewis, CNIPS Sponsor Communication Coordinator, at 916-323-7185 or by e-mail at jlewis@cde.ca.gov.
Sincerely,
Phyllis Bramson-Paul, Director
Nutrition Services Division
PBP: jkl
1430 N Street
Sacramento, CA 95814