COMMONWEALTH OF VIRGINIA

DEPARTMENT OF EDUCATION

P.O. BOX 2120

RICHMOND, VIRGINIA 23218-2120

SUPTS. MEMO NO. 21

May 2, 2003

ADMINISTRATIVE

TO:

Division Superintendents

 

FROM:

Jo Lynne DeMary

Superintendent of Public Instruction

 

SUBJECT:

New School Nutrition Programs Web-based System

 

The Virginia Department of Education (VDOE) has developed a new Web-based system for School Nutrition Programs (SNPweb). The SNPweb System will provide a secure, Web-based program that will replace the current and any previous versions of the claims reimbursement software.

 

Through this system, all monthly claims for reimbursement will be submitted on-line. In addition, enhancements to this system will allow school divisions to use its on-line features to create and submit their annual agreement for participation in the school nutrition programs, including the application for the severe need breakfast program. The system will also provide tools that will allow school divisions to submit the required verification and financial reports as well as generate standard reports for use at the local level. The previous electronic claims reimbursement software will be retired on July 21, 2003.

Access and Security:

Access to the SNP Web-based system will be through VDOEs Single Sign-On for Web Systems (SSWS). The SSWS administrator in each school division will be responsible for granting access rights to the SNPweb system and assigning logins and passwords. A list of access privileges will be provided separately to assist the SSWS administrator and the SNP director in assigning access to all personnel who will be using the SNPweb system. The SSWS administrator should contact the School Nutrition contact person to discuss access to the new SNPweb software.

 

The school and staff data collection Web-based software has been enhanced to allow for entry of unique street and mailing addresses for SNP contact personnel. Please ensure this information is correct in the School and Staff ID system.

 

Orientation Training on the use of the SNPweb system:

The VDOE school nutrition staff will conduct half-day orientation sessions in regional locations during the last two weeks of May. A separate memorandum will be sent directly to the school nutrition contact person with the details for the orientation. The new SNPweb system will be available for on-line data entry of the annual agreements for 2003-2004, after the training session is completed.

 

Technology requirements:

To ensure a smooth and seamless transition to the new SNPweb system, it is essential that the school nutrition director/contact person be familiar with computers with Internet access. The minimum technology requirements are listed below.

        Recent model PC or Mac that can sufficiently access the Internet.

        Internet connection should optimally be the school divisions standard higher speed Internet connection. Dial-up with 56K modem is acceptable but not preferred.

        Internet Explorer 5.5 or higher or Netscape 6.2 or higher are the preferred browsers.

        Screen resolution must be at least 800 x 600, but higher resolutions and larger screens will minimize scrolling.

        Monthly Claim files can no longer be built into data files and given to administrative personnel on diskette for submission, since all claim entries will be done on-line.

 

SNP unit numbers:

The numbering system for the SNP units will be changed in the new SNPweb system. The 5-digit SNP number will be replaced with the more widely used 4-digit school number. More information on the new numbering system will be provided during the May training sessions.

 

 

Timelines and Data conversion:

        May 19 to 30, 2003: Statewide training conducted regionally. (Separate memo to be sent.)

        July 21, 2003: Last day for submission of all SY 2002-2003 claims for reimbursement including June 2003. (CRITICAL DEADLINE)

        July 22-July 31,2003: VDOEs SNP old and new system are not available to school divisions. VDOE will be converting all 19942003 SNP data and claims from the old system to the new system.

        August 1, 2003- New SNPweb system will be on-line to accept July 2003 claim submissions.

 

Questions should be directed to Catherine Digilio Grimes, director of School Nutrition Programs, at (804) 225-2074 or the School Nutrition Specialist assigned to your division.

JLD/CDG/idl