Make Friends with Your Data - School Nutrition · 2016. 7. 25. · Staffing % 96.58% Workers Comp Claims 6 20 Prior Year 2014-15 Average Prior Year February 2015 Prior Month January

© COPYRIGHT 2016 SCHOOL NUTRITION ASSOCIATION – #ANC16 – SAN ANTONIO, TEXAS

Make Friends with Your Data

Sandra Ford, SNSChief Operating Officer, Manatee County Schools, Bradenton, Florida

Regina Thoma, SNSDirector, Food and Nutrition Services, Manatee County Schools, Bradenton, Florida

Gay Anderson, SNSChild Nutrition Director, Brandon Valley Schools, Brandon, South Dakota


Data Tells a Story

“A great deal of creativity is about pattern recognition, and what you need to discern patterns is tons of data. Your mind collects that data by taking note of random details and anomalies easily seen every day: quirks and changes that, eventually, add up to insights.”

Margaret HeffernanBusiness Writer and Author of “The Naked Truth: A Working Woman’s Manifesto about Business and What Really Matters”

What is Data?

Facts and statistics collected together for reference or analysis

‐ Oxford Dictionaries


What is a K.P.I.?

• Key Performance Indicators• Performance measurements• Evaluation tools for a particular activity in which it engages.

‐ Wikipedia


Define the Use of Data•Marketing•Goal Setting• Evaluation of Service/Menus•Need for Operational Change•Benchmarks•Others



Marketing

• Pick data others can relate to• Put data in terms that create monthly comparison• Shares a standardized format for the data

• Per meal• Percentages• Dollars

• Let’s you brag about monthly achievements• Showcase program area – charge balances


Goal Setting

• Allows school based staff to take ownership of data• Merged department goals with school goals• Created sense of teamwork to accomplish


Goal Setting Form


Sharing Goals with School Team


Evaluation of Service

• Trend Data• Menu Data by item• A la carte sales


Using Data for Change

Lakewood Ranch High School• Enrollment ‐ 2287• Free and Reduced ‐ 24.4%

2012/2013 2013‐2014 2014‐2015 August‐September 2015/2016

75.33% 72.77% 63.85% 60.35%


What is Next?• Add Cold MerchandisersExpand Offerings‐ Branded Drinks

ResultsCurrent Average Daily Revenue $4,898

Previous Average Daily Revenue $4,469

Increase in Average Daily Revenue

+$429 per day+$77,220 1 year projection

Project Cost $12,800


Lakewood Ranch HighNew Updates

•Digital Screen•School Mascot Updates•Signs for Each Line


Key Performance Indicators for School Food Service

ParticipationThe % of students served as compared to the enrollment

Example: Ford Elementary SchoolEnrollment: 1,000Lunches Served: 600Participation %: 60%


Operations Challenge ‐ 1

• HHFKA Implementation• Increased enrollment• Schedule change• Maximizing participation


BEFORE: Palmetto High


AFTER: Palmetto High


BEFORE: Southeast High


AFTER: Southeast High


Benchmarks

• Comparison of school to school• Comparison of school to level averages• Comparison of district to district• Comparison of data to other Benchmark data such as Council of Great City Schools


Operations Challenge ‐ 2• HFFKA Implementation• Inflexible service area• Management turnover – a lot• Limited seating capacity


Braden River Middle School• Data Benchmarks• Recognize trend• Attempt intervention • Make a critical management change• Focus on what is best for the studentsEnrollment ‐ 993Free and Reduced ‐ 51%

Participation2012/13 2013/14 2014/15 2015/16 YTD

91.6% 87.0% 85.2% 90.1%


Stewart Elementary School• Data Benchmarks• Recognize trend• Attempt intervention • Make a critical management change• Focus on what is best for the studentsEnrollment ‐ 419Free and Reduced ‐ 36.8%

Participation

2012/13 2013/14 2014/15 2015/16 YTD

76.0% 70.1% 70.7% 75.71%

Stewart Elementary


And so the story goes

• Marketing• Goal Setting• Evaluation of Service/Menus• Need for Operational Change• Benchmarks


Small District Story

Data is just as important in a small district as a large one.The data topics can be as many as one likes or needs. Time can be a factor in any situation as to what data will be gathered.Analysis and adaptability is needed to utilize data and make changes as needed or required.


The stories I need to know

• Participation by site and status• Daily sales totals• % Food costs compared to MEQ’s and Revenue• Tracking price increases/decreases annually


Questions?


Professional Standards Code

• This session provides one (1) CEU

• Key Area: Administration ‐ 3000

• Key Topic: Making Friends with Your Data ‐ 3340

2012-13 2013-14 2014-15

Average Daily Revenue $117,305.05 $123,599.32 $132,790.67

Food, Commodity, and Supply Cost $1.2969 $1.5368 $1.5405

Labor and Benefit Cost per Meal $0.8853 $1.0378 $1.0802

Utility Cost per Meal $0.0656 $.0672 $0.0625

Total Cost per Meal $2.5409 $2.8137 $2.9114

Total Breakfasts Served 2,139,388 2,158,542 2,338,558

Total Universal Free Breakfasts 929,323 1,031,158 1,243,571

Lunches Served 5,097,531 5,155,693 5,321,890

After School Snacks Served 409,235 686,724 450,569

Charge Balance (Negative Account Balance) -$19,753.12 -$20,275.21 -$16,922.24

Inventory (Year End) $152,831.68 $117,652.39 $151,836.02

Commodity Value Used $ 1,090,669.89 $1,640,300 $1,366,925.21

Other Data 2014-15

Charge Balance Adjustment $13,330.13

MyPaymentsPlus Payments $1,653,460

Direct Certification 20,209

F/R Applications via Web 4,381

Workers Comp Claims 25

Employee Turnover 29.50%

Sources of Revenue

2012-13 2013-14 2014-15

Federal Revenue $15,265,999 $16,659,377 $17,836,968

Student Payments $ 3,385,609 $ 3,189,242 $ 2,839,004

AlaCarte/Adults $ 2,587,039 $ 2,373,272 $ 2,093,839

Other Revenue $ 1,223,9953 $ 1,850,029 $ 1,909,010

State Revenue $ 295,568 $ 301,604 $ 294,406 TOTAL REVENUE $22,758,168 $24,373,524 $24,973,227

Benchmark

Percent*

2012-13

Percent

2013-14

Percent

2014-15

Percent

Breakfast Participation % 29.3% 28.14% 28.13% 30.09%

Lunch Participation % 58.7% 66.98% 67.18% 68.47%

Total Costs per Revenue 97.3% 93.12% 89.19% 97.05%

Food Cost per Revenue 42.3% 44.58% 41.28% 41.92%

Labor Cost per Revenue 42.5% 33.94% 31.92% 36.01%

*Council of Great City Schools

ACCOMPLISHMENTS

Passed U.S.D.A. Administrative Review with no findings

Added 2nd Summer Bus, fed students during Spring Break

Free Breakfast for testing preparation from March through the end of the year

Food and Nutrition Services now on Facebook and Twitter

Increased Breakfast and Lunch participation

“USDA is an equal opportunity provider and employer.”

*February had 20 operating days

**Council of Great City Schools 2014

***Booked at End of Year

Personnel Information

Feb 2016 Year To Date

Overtime Hours 178.75 1,379.50

Extra Regular Hours 2,281.75 12,842.50

New Hires 1 82

Substitute Hours 131.50 864.25

Turnover % 1.053% 7.496%

Staffing % 96.58%

Workers Comp Claims

6 20

Prior Year 2014-15 Average

Prior Year February

2015

Prior Month January

2016

Benchmark** Current Month February

2016

Average Daily Revenue $132,790 $128,088 $130,745 $133,910

Food, Commodity, and Supply Cost $1.5405 $1.4301 $1.7060 $1.5765

Labor and Benefit Cost per Meal $1.0802 $0.7784 $0.9316 $0.7908

Total Cost per Meal $2.9114 $2.4813 $3.1922 $2.6761

Breakfast Participation Percent 30.09% 28.64% 34.05% 33.5% 34.44%

ADP Universal Breakfast 6,909 6,890 7,796 7,863

Lunch Participation Percent 68.47% 68.53% 65.15% 60.6% 66.26%

ADP After School Snack 2,503 2,774 2,698 2,791

Ala Carte Sales Daily Average $13,185 $11,258 $11,703 $12,166

Total costs per Revenue 97.05% 95.34% 81.06% 98.6% 76.23%

Food Costs per Revenue 41.92% 47.13% 42.75% 41.6% 37.42%

Labor Costs per Revenue 36.01% 33.58% 29.31% 41.3% 31.15%

Meals per Labor Hour Average 19.28 19.31 19.47 17.4 20.25

Commodity Usage*** *** *** ***

Supper Participation Sites/Days Meals Dollars August-September 7/27 13,816 $45,696.42 October 8/21 14,959 $49,476.89 November 8/15 12,041 $39,825.52 December 8/14 9,127 $30,187,56 January 8/17 12,256 $40,536.72 February 12/23 15,156 $46,698.10 March April May-June

CEP Schools

YTD 2014-2015 20 CEP Schools

YTD 2015-2016 22 CEP Schools

Number of Lunches 1,364,024 1,424,482

Number of Breakfasts 795,196 894,728

AlaCarte $$ $248,412 $263,186

NSLP/SBP Reimbursement Claim Amounts

2014-15 2015-16

August-September $2,954,572.52 $2,733,769,64

October $2,008,497.54 $2,164,895.47

November $1,360,568.96 $1,558,209.93

December $1,437,403.16 $1,434,994.31

January $1,614,512.10 $1,716,400.52

February $1,837,191.03 $2,049,243.60

March $1,858,330.39

April $1,867,416.06

May-June $2,325,531.57

February 2016

Revised

New Operations Coordinator starts Valentine’s Day and 100th Day of School Celebrations Summer Planning begins

Documents

Make Friends with Your Data - School Nutrition · 2016. 7. 25. · Staffing % 96.58% Workers Comp Claims 6 20 Prior Year 2014-15 Average Prior Year February 2015 Prior Month January