Services We Provide - MTX Communications - Child Care Center Management

Chances are if you need a particular management tool for your CACFP needs, MTX Communications has already developed it …or it’s on our list of enhancements! Plus, we’re always looking for specific needs that a CACFP Sponsor or their sites wish could be automated. All of our tools are currently set up for a Windows Web Environment and Android (app) Devices. Listed below are a a general list of the management tools developed over the last fourteen years …or are currently in development:

BACK END SYSTEM (Sponsor Portal) – The system provides virtual representation of data necessary for an Affiliated/Unaffiliated Sponsor or Child Care Center (with Independent Center contract) to input, store and archive:

Sponsor Bio:
- Sponsor Agency Info: Name, State Program, Sponsor Type, Claim Calculation Method, CE Start Date, CE ID;
- Sponsor Contact Info: Address, Phone, Fax, Email
- Sponsor Designated Staff Contact Info: Primary and Secondary Names and Titles, Home & Cell Phones
Sponsor Settings:
- Monitor Regions and Training Topics
- Edit Check Defaults
Sponsor Dashboard:
- Provider (center or day home) Bio:
  - Center Name, License Type, Legal Type, License Effective Date, Site ID, Data Input Method, Monitor Region, Infant Formula Provided; Start Date, Pre-Approval Date, Termination Date & Cause, Re-Certification Month, License Capacity, Sponsor Fee, ACH, Nutritional Curriculum User, Auto Schedule Pre-Planned Totals, Participating Programs;
  - Contact Info:
    - Center Physical Address, Center Mailing Address, Phone, Fax, Email
    - Director Contact Info (Name, Address, Cell, Phone, Email), Primary Contact (Name, Address, Cell, Phone, Email), Secondary Contact (Name, Address, Cell, Phone, Email);
- Configuration: Effective Start Date, End Date, Days Open, Hour Open, Hour Closed;
- Meal Times: Program Type, Meal Type, Serving Start Time, Serving End Time,;
- Center’s Electronic Documents: File Name , Name, Created Date, Comments, Delete By Date;
- Employee Bio: Center Name, License Type, Legal Type, License Effective Date, Site ID, Data Input Method, Monitor Region, Infant Formula Provided; Start Date, Pre-Approval Date, Sponsor Fee, ACH, Nutritional Curriculum User, Auto Schedule Pre-Planned Totals;
- Employee Bio:
  - First & Last Name, Hire Date, Job Title, Region:
  - Address, Emergency Contact Name & Phone Number
  - Employee Contact (Email, Home Phone, Cell Phone)
  - Employee Write-Ups (Date, Warning Level, Policy Type, Comments)
  - Employee Training (Date, Topic, Training Method, Hours Earned)
  - Employee History (Hire Date, Termination Date, Termination Reason)
  - Employee User Settings (User Name, Password, Access Rights)
Sponsor Reports
Sponsor Documents
Sponsor Claims:
- Claim Month and Year
- Claim Type
- Number of Centers Claimed
- Claim Creation Date
- Claim Status
Manual Disallowance Portal
- Center Name, Program Type, Start & End Date of Disallowance, Meal Selections, Reason for Disallowance, Disallowance Issued By;

Client Information Security – The System conforms to software security best practices in terms of creating, storing, and managing Clients in regards to their Personally Identifiable Information (PII), and any relevant documentation
Child Information Security – The System conforms to software security best practices in terms of creating, storing, and managing Children in regards to their Personally Identifiable Information (PII), and any relevant documentation
User Access Restrictions – The system provides a means to add users at different access levels, including, but not limited to, Administrative Users and Site Users. The access levels shall be configurable at any time.
User Roles – The system provides a means to assign Roles (separate from the Access Levels) to users in order to define their capabilities within the system. These roles can be configurable at any time
User Security – The System conforms to software security best practices in terms of creating, storing, and managing user accounts in regards to their Personally Identifiable Information (PII), access, and password management/recovery.
xMeal Component Management – The System provide a means for creating and managing virtual representations of Meal Components from the USDA Food Buying Guide, CN Label and Child Care Recipes data bases, and all of their related information, including, but not limited to: name, description, food group type, Food Buying Guide (FBG) purchase and serving quantities, eligible meal types, etc.
Meal Reimbursement Rate Management – The System provides a means to create, view, and manage the Meal Reimbursement rates that govern the monetary reimbursement and Cash In Lieu (CIL) amounts based on meal type and income eligibility level. These rates are configurable at any time by permitted users, and can be applied correctly in their appropriate time frames.
Meal Serving Requirements Management – The System provides a means to create and manage meal minimum serving requirement information based on food group and age group. These minimum serving requirements can be configurable at any time by permitted users.
Menu Grading – The System provides a means to evaluate created menus and determine whether the menu constitutes an eligible menu or not.
Report Certification (by January 1^st, 2018) – The System provides a means to digitally certify and securely store certain official reports that would normally require a printed copy and a hand signature.
Claim Generation – The System provides a means to generate a Claim for a month based on the information stored within this system. This Claim shall include information including, but not limited to: amount and type of meals being claimed, income level distribution, enrollment numbers, low income percentage and eligibility, disbursement and Cash In Lieu (CIL) amounts, etc.
Claimed Meal Disallowance – The System provides a means to automatically detect conditions that would result in a reported meal being Disallowed. The System will automatically disallow those meals such that they are not included in the calculated reimbursement amount. These disallowances can be able to be manually overridden by permitted users with proper reasons given for, and proper records kept of such an action. The system can also provide a means for meals to be manually disallowed by permitted users with proper reasons given for, and proper records kept of such an action.
Claim Life Cycle Tracking – The System provides a means of storing and tracking a generated claim through various stages, including but not limited to Certification, Submission, and Reimbursement.
Claim System Integration – The System provides a means of automatically converting the information in a generated claim into a format that can be uploaded to a State Agency’s claim tracking system.
Claim Reporting – The System provides a means of generating printable reports using the information contained in a generated claim. These reports cover a variety of topics, including, but not limited to: disbursement analysis, disallowed meals, enrollment information, claim discrepancies, etc.
Claim Amendments – The System provides a means of accurately amending claims that have been filed in order to incorporate new information.
Claim Storage – The System securely stores all generated claims and all of the information used to generate said claims for a period of no less than four years.
Android Tablet Interface – The System provides a means to interface with Android tablets. This interface provides a means to both upload and download relevant information, including, but not limited to: menu definitions and schedules, meal and center attendance, meal component information, child information, classroom information, etc.

FRONT END SYSTEM (Center Portal) – The system provides virtual representation of data necessary for a site (child care center or day home provider) to input, store and archive:

Site Dashboard:
1. Client (Parent) Bio:

Client: (First & Last Name of Primary and Secondary Parent, Marital Status, Home, Work, and Cell Phone, Email Address, Employer Name & Address);
Income: (Income Level, Assigned Eligibility Date, Expiration Date, Household Size, Household Income, Period Type, Benefits, Recipient, Case Number, Verified)

1. Child Bio:

(First & Last Name, Birthdate, Ethnicity, Race, Gender, Special Needs, Center Enroll Date, Current CACFP Enroll Date, Days in Care, Hours In Care, CACFP Meals, At-Risk Meals, School Type, School Year, Classroom Assignment, Start and End Dates of each Classroom Assignment, Programs Enrolled In, Sibling Designation, Foster and Head Start Child Designation (Effective Date, Expiration Date, Documentation On File); Infant Declaration (Parent Initial Declaration & Developmental Ready Waiver), Medical Information (Doctor Name & Phone Number, Allergies and Special Conditions, Immunization Schedule), Bus Routes, Pick Up Authorization, Vacation History, General Notes);

1. Classrooms:

(Classroom Description, Maximum Classroom Capacity, Current Classroom Enrollment);

1. Incomplete Child Records:

(Child Name, Age, Gender, Race, Client, Enroll Date, Program Type, Missing Child Data); :

Income Eligibility Level Management – the System provides a means to create and manage the information that determines a program client’s Income Eligibility level, and automatically uses the correct information based on the appropriate time frame. This information is configurable at any time by permitted users.
Menu Management – the System provides a means for program sites to create and manage daily menus that contain all of the information required to prepare the appropriate meal components and serving amounts for all supported meals and age groups.
Menu Scheduling – the System provides a means for centers to schedule created Menus on certain days, indicating what was served for what meal on that day. These schedule menus are editable to accurately reflect any changes that were made at point of service.
Menu Cycle Scheduling – the System provides a means to combine menus into Cycles, in which multiple menus can be scheduled for multiple days by scheduling a single Cycle. These Cycles shall be editable at any time.

Site CACFP Documents– the system provides an online portal for the uploading and management of Documents that are made available to all Site users of the system.

Site Reports Generation – the System provides a means to generate printable report documents using the information that is stored within the system. These reports cover a variety of topics, including but not limited to: daily meal counts and attendance, daily meal production and service amounts, menu serving and preparation requirement reports, child enrollment forms, parent letters, sign in rosters, etc.
Report Certification (by January 1^st, 2018) – the System provides a means to digitally certify and securely store certain official reports that would normally require a printed copy and a hand signature.

Site Claim Summary
1. Claim Month and Year
2. Claim Status & Eligibility
3. Claim Net Pay
4. Claim Disbursements
5. Claim Disallowances
6. Lost Cost From Disallowances
7. Claim Enrollments
8. Claim Creation Date
9. Claim Status

Employee Management – The system shall provide a means to create and manage Employees for the different entities (Administrative Entities, Sites) that are present within the System. These Employees shall be able to be granted user accounts with configurable roles and restrictions.
1. Employee Bio:
  1. First & Last Name, Hire Date, Job Title
  2. Address, Emergency Contact Name & Phone Number

Employee Contact (Email, Home Phone, Cell Phone)

Employee Write-Ups (Date, Warning Level, Policy Type, Comments)
Employee Training (Date, Topic, Training Method, Hours Earned)
Employee History (Hire Date, Termination Date, Termination Reason)

Employee User Settings (User Name, Password, Access Rights)

Online Training – The System provides a portal for its users to access online training materials. It also provides a means to track such training, such that it can be easily determined which Employees have received which Training.