This document assumes that the Year End Process for NFSMI FUNDamentals has been completed. If you are not sure if this has been completed, you may click on the Weekly or Daily date options on the NFSMI FUNDamentals Launch Pad and note the year that shows. If you have no options for Weekly or Daily, the School Year should be displayed in the Window Caption of the Launch Pad. This document also assumes that your NFSMI FUNDamentals is current (at least version 10.1.5) as the menu system has changed.

Beginning with version 10.1.5, for new installations, and version 10.1.6 for updates to existing installations, users have had the option of operating the software from the Classic Launch Pad or the MyFUNDamentals Launch Pad. Click on the image that resembles the Launch Pad you are using.

New Year Setup Instructions Using the Classic Interface

1. Make sure your NFSMI FUNDamentals software is up to date.
   • From the NFSMI FUNDamentals Launch Pad click the Help Menu.
   • Click the Check for Updates menu option. If updates are available, you will see a list showing the updates and descriptions of each program change or enhancement. If updates are available, click the Download and Install Current Update button.
2. Review your Schools List
   • From the NFSMI FUNDamentals Launch Pad click Lists.
   • Select Site Lists, then click School List.
   • Review each school in the list and make any adjustments necessary for the new year.
     • Schools that will not be in service for the new year may be handled in one of three ways:
       1. Mark the school Inactive - This is the recommended option when any revenues or expenditures may be posted for this site in the new year.
       2. Delete the school - This is the recommended option when no revenues or expenditures will be posted for this site for the new year AND no new sites will be added for the new year.
       3. Rename the school to the name of any new school that you need to add for the new year. (it's easier to edit than add)
     • Add any new schools that will be in their first year of operation
     • Meal Programs - Verify the meal programs for each school. If a school participates in the Breakfast program, then please specify if the school is Regular or Severe Need Breakfast, as this affects the reimbursements for breakfast. Also, note the options for Provision Breakfast and Lunch. Schools in their base years do not need to have a check mark for these options.
     • Depending on your Point of Service system, and import setup, your % Free and Reduced, Enrollment, ADA Factor, and ADP for each site may or may not be set automatically when the import is run. Check these numbers after running the first import for August and adjust if necesarray.
     • Verify the Accounting and Point of Service Location Codes for each school.
3. Review your Administrative Centers List if you are adding or removing Prep Kitchens
   • From the NFSMI FUNDamentals Launch Pad click Lists.
   • Select Site Lists, then click Administrative Centers List.
   • Any school serviing meals to other schools in the software (Prep Kitchens) should appear in this list screen. It is normal procedure to use the hosting school name and append 'Prep' or 'Prep Kitchen' as the Administrative Center Name. If you need to add a new Prep Kitchen, you may do so by clicking the arrow beside the Activity button and selecting Add Site. Enter all required information paying close attention to the following areas:
     • Cost Center Code - Accounting - This is the code in Accounting used to identify this site. It is normal procedure to use the hosting schools accounting code prepended with a number such as a 9.
     • Cost Center Code - Alternate - This is the regular accounting location code for the host school. Revenues and Expenses imported with this location code will be 'kicked up' to the administrative level for distribution.
     • Make sure that Administrative Centers serving as Prep Kitchens Do Not have a checkmark in the checkbox for Expenses to be applied to Administrative Overhead Expense.
4. Review the linking of Administrative Center and adjust as needed (only applies to customers utilizing the SFSD Prep Kitchen Add-On Module for NFSMI FUNDamentals)
   • From the NFSMI FUNDamentals Launch Pad click the button used to start the SFSD Prep Kitchen Module.
   • Click the Prep Kitchen to School Link menu option
   • Click each Administrative Center and verify that the sites serviced (including the host site) are checked. True Administrative Centers do not need to be linked directly. If an Administrative Center is not linked to any schools, it is assumed to be linked to all schools.
5. Establish a Base Production Calendar
   • From the NFSMI FUNDamentals Launch Pad click the Production Calendar icon.
   • Edit or enter the number of production days for each month.
   • Click Update to save your changes.
6. Copy the Base Production Calendar
   • From the NFSMI FUNDamentals Launch Pad click Utilities (note: this feature is now also accessible right from the Production Calendar screen.)
   • Click Copy Existing Calendar.
     • Use this screen to copy the base calendar to all sites that will use this calendar. If you have a group of sites that use an alternative schedule, then you may also select one of those sites as well, adjusting the production calendar for that site, then using the copy calendar screen for the remaining sites
7. Enter Budgeted Daily Labor Hours
   • From the NFSMI FUNDamentals Launch Pad click Setup.
   • Click Initial/Yearly Setup.
   • Click Budgeted Daily Labor Hours.
   • Enter the total budgeted production hours per day at each site. Production hours are defined as labor hours used for the production, preparation, and serving of meals.
   • Click Update to save your changes.
8. Verify Meal Pricing
   • From the NFSMI FUNDamentals Launch Pad click Setup.
   • Click Initial/Yearly Setup.
   • Click Meal Pricing.
   • Click Meal Pricing Groups.
   • Review and verify the meal prices for each Meal Pricing Group.
   • Back in the Meal Pricing screen, review and verify the Meal Price Group(s) for each school.
9. Adjust the Indirect Cost Percentage for your district
   • From the NFSMI FUNDamentals Launch Pad click Setup.
   • Click Initial/Yearly Setup.
   • Click Indirect Cost Percentages.
   • Review and adjust the Indirect Cost Percentage. This number is usually determined by your state comptroller's office.
10. Verify Federal Reimbursement Rates
    • From the NFSMI FUNDamentals Launch Pad click Setup.
    • Click Initial/Yearly Setup.
    • Click Reimnbursement Rates.
    • Click Federal.
    • Review the rates for each student meal type and status. (These rates should have been set during the Year End Rollover Procedure)
    • Adjust if needed and click Update.
    • Close the Federal Reimbursement Screen and Click Site Maintenance, then School Food Authority Maintenance from the Launch Pad Menu.
    • Review and verify the Lunch Reimbursement Level for the district. The available options are Less Than 60% (default), Over 60%, and Maximum Rate. These rates should match those used by your state claiming system.
    • Update if needed.

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New Year Setup Instructions Using the MyFUNDamentals Interface

1. Make sure your NFSMI FUNDamentals software is up to date.
   • From the NFSMI FUNDamentals Main Menu click Support.
   • Click the Check for Software Updates menu option. If updates are available, you will see a list showing the updates and descriptions of each program change or enhancement. If updates are available, click the Download and Install Current Update button. If prompted, please restart the software.
2. Review your Schools List
   • From the NFSMI FUNDamentals Main Menu click Setup Menus.
   • Click School Lists.
   • Review each school in the list and make any adjustments necessary for the new year.
     • Schools that will not be in service for the new year may be handled in one of three ways:
       1. Mark the school Inactive - This is the recommended option when any revenues or expenditures may be posted for this site in the new year.
       2. Delete the school - This is the recommended option when no revenues or expenditures will be posted for this site for the new year AND no new sites will be added for the new year.
       3. Rename the school to the name of any new school that you need to add for the new year. (it's easier to edit than add)
     • Add any new schools that will be in their first year of operation
     • Meal Programs - Verify the meal programs for each school. If a school participates in the Breakfast program, then please specify if the school is Regular or Severe Need Breakfast, as this affects the reimbursements for breakfast. Also, note the options for Provision Breakfast and Lunch. Schools in their base years do not need to have a check mark for these options.
     • Depending on your Point of Service system, and import setup, your % Free and Reduced, Enrollment, ADA Factor, and ADP for each site may or may not be set automatically when the import is run. Check these numbers after running the first import for August and adjust if necesarray.
     • Verify the Accounting and Point of Service Location Codes for each school.
3. Review your Administrative Centers List if you need to add Prep Kitchens, Warehouses, or other Administrative Cost Centers
   • From the NFSMI FUNDamentals Main Menu click Setup Menus.
   • Click Sites Setup.
   • Click Prep Kitchen Designation.
   • Review the schools in the list and place a check mark in the 'Is a Prep Kitchen' column if the school is a prep kitchen, othwise verify that there is no checkmark for the school.
     • Note: The software will suggest a Display Name for any new Prep Kitchen. You may edit this to suit your needs.
4. Review the linking of Administrative Center and adjust as needed (only applies to customers utilizing the SFSD Prep Kitchen Add-On Module for NFSMI FUNDamentals)
   • From the NFSMI FUNDamentals Main Menu click Setup Menus.
   • Click Site Setup.
   • Click the Prep Kitchen to School Link menu option.
   • Click each Administrative Center and verify that the sites serviced (including the host site) are checked. True Administrative Centers do not need to be linked directly. If an Administrative Center is not linked to any schools, it is assumed to be linked to all schools.
5. Establish a Base Production Calendar
   • From the NFSMI FUNDamentals Main Menu click Setup Menus.
   • Click Yearly Setup.
   • Click Production Calendar.
   • Edit or enter the number of production days for each month.
   • Click Update to save your changes.
   • Copy the Base Production Calendar.
     • Click the Copy Calendars Button at the bottom of the screen.
     • Click the Copy to All checkbox so that it is checked.
     • Click the Update Button.
6. Enter Budgeted Daily Labor Hours
   • From the NFSMI FUNDamentals Main Menu click Setup Menus.
   • Click Yearly Setup.
   • Click Budgeted Daily Labor Hours.
   • Enter the total budgeted production hours per day at each site. Production hours are defined as labor hours used for the production, preparation, and serving of meals.
   • Click Update to save your changes.
7. Verify Meal Pricing
   • From the NFSMI FUNDamentals Main Menu click Setup Menus.
   • Click Yearly Setup.
   • Click Meal Pricing.
   • Click Meal Pricing Groups.
   • Review and verify the meal prices for each Meal Pricing Group.
   • Back in the Meal Pricing screen, review and verify the Meal Price Group(s) for each school.
8. Adjust the Indirect Cost Percentage for your district
   • From the NFSMI FUNDamentals Main Menu click Setup Menus.
   • Click Yearly Setup.
   • Click Indirect Cost Percentages.
   • Review and adjust the Indirect Cost Percentage. This number is usually determined by your state comptroller's office.
9. Verify Federal Reimbursement Rates
   • From the NFSMI FUNDamentals Main Menu click Setup Menus.
   • Click Yearly Setup.
   • Click Federal Reimnbursements.
   • Review the rates for each student meal type and status. (These rates should have been set during the Year End Rollover Procedure)
   • Adjust if needed and click Update.
   • Close the Federal Reimbursement Screen and click the NFSMI FUNDamentals banner at the top of the screen. (this always loads the Main Menu)
   • Click Setup Menus.
   • Click Sites Setup.
   • Click School Food Authority.
   • Review and verify the Lunch Reimbursement Level for your distrtict. The available options are Less Than 60% (default), Over 60%, and Maximum Rate. These rates should match those used by your state claiming system.
   • Update if needed.

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