This document describes the steps needed to get your MyFUNDamentals software ready for a new appropriation year.

This document assumes that the Year End Process for 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 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.

1. Make sure your MyFUNDamentals software is up to date.
   • From the Main Menu click Support.
   • 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 Main Menu click Setup.
   • Click Site Setup.
   • Click Schools.
   • 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 Main Menu click Setup.
   • Click Site 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
   • From the Main Menu click Setup.
   • Click Site Setup.
   • Click Link Administrative Centers to Schools.
   • 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 School Year Calendar
   • From the Main Menu click Setup
   • Click Yearly Setup
   • Click Production Calendar
   • 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 Main Menu click Setup.(note: this feature is now also accessible right from the Production Calendar screen)
   • Click Yearly Setup.
   • Click Copy Production Calendars.
     • 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. Budgeted Labor Hours
   • From the Main Menu click Setup.
   • 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.
8. Verify Meal Pricing
   • From the Main Menu click Setup.
   • 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.
9. Adjust the Indirect Cost Percentage for your district
   • From the Main Menu click Setup.
   • 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.
   • This is all that needs to be done until the databases are rolled over and reposted. Once you receive word that this has been done, you may continue with the steps below.
10. Verify Federal Reimbursement Rates
    • From the Main Menu click Setup.
    • Click Yearly Setup.
    • Click Automatic Setup.
    • Click Federal Reimbursements.
    • 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 navigate back to the Main Menu. Click Lists, then click Sites Lists, then click Schools.
    • Review and verify the Lunch Reimbursement Level for each school. The available options are Less Than 60% (default), Over 60%, and Maximum Rate.
    • Update if needed.

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