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SIS 2000+ Food Services

Sec. 3, Administration /  Preferences
 

About Food Service Preferences -
 

Food Service Preferences allow you to customize the performance of the food services modules. Preferences management is optional - default module preferences insure operation, however some values, such as the Reports Attendance Factor (default value 93.0%), should be evaluated.
 

3. 1 The Preferences Editor
Module Preference Values are edited using the Preferences Editor. The Preferences Editor may be accessed in each module where preferences are appropriate (from the File menu, or Settings menu in the Cafeteria module) and lets you change preference values for that module according to the edit permissions granted through the Preferences Manager.

Preferences for two modules will be discussed as examples - Eligibility Applications and Cafeteria. The Applications module is a good example of preferences managed both at the District and State levels, and the Cafeteria module should be discussed because Cash Drawer preferences are exceptions to other module preferences.

3.1.1 Access the Preferences for the Eligibility Applications module
Launch Eligibility Applications, then open the Applications File menu and select Preferences (Fig. 1).


Fig. 1 - Application File menu, Preferences
 

3.1.2 Eligibility Application Preferences
Fig. 2 contains Eligibility Application Preferences as they would appear if the user logged on at the School level. Notice that some preferences display in Red, while others display in Blue.
 

Red text:
Preference is present at this level and may be edited. The Value field is enabled.

Blue text:
Preference is present at a higher level and may not be edited. The Value field is disabled

You may modify preferences displayed in Red. Preferences displayed in Blue are managed by the District, or in some cases, the State System level.


Fig. 2 - Preferences Editor, Applications, school login
 

Preferences Legend



Click on the Legend button to display the descriptions of the colors used to define preference access levels and the characters used to define preference control levels (Fig. 3).


Fig. 3 - Preferences Legend
 

Text Color = Access level
 

RED = The preference is present at this level and control is assigned to this level. The setting may be changed.
VIOLET = The preference is present at this level but the setting has been defined by a higher level. The setting may not be changed.
BLUE = The preference is not present at this level. This setting is controlled by a higher level, and may not be changed at this level.
 
Character = Control level
 
[N] = State level control
[D] = District level control
[S] = School level control
[C] = Cash Drawer level control
 
3.1.3 Changing a Preference Value
 
1. Select a preference displayed in Red text. The description for this preference is displayed at the bottom of the window.
2. Click on the Value field.
3. Choose or enter the desired value (Fig. 4). Some preference values may be selected from a preset list. Other preference values require text entry, such as the Re-Apply Suffix or Retroactive Days.
4. Repeat for remaining preferences (as needed).
5. Select Save, then Close.
 


Fig. 4 - Modify Preference Values
 

3.1.4 Cafeteria Module Preferences
From the Food Service main menu, click on the Cafeteria menu button and complete Cafeteria login. From the Cafeteria screen, click on the Settings menu (Fig. 5) to open the Preferences Editor for this Cash Drawer and Meal (The Cash Drawer and Meal selected during Cafeteria login).


Fig. 5 - Cafeteria module preferences
 

Cafeteria Preferences are present for each Cash Drawer for Breakfast and Lunch. By default, all settings may be edited at the Cash Drawer level. Fig. 6 contains Cafeteria module Preferences. Notice that some preferences are Red, some are Blue, and others may display in Violet.
 

RED = The preference is present at this level and control is assigned to this level. The setting may be changed.
VIOLET = The preference is present at this level but the setting has been defined by a higher level. The setting may not be changed.
BLUE = The preference is not present at this level. This setting is controlled by a higher level, and may not be changed at this level.
 
You may change the values for the preferences displayed in Red. Preferences displayed in Blue or Violet are controlled at a higher level.

Cafeteria module Preferences are separated into three areas - Audio, Policies and Workstation.
 

Cafeteria Audio Preferences -
Preset audio selections are present as defined in the Policies module.  These selections may be changed by opening the Value list for a Preference and selecting a different sound.  Change made here apply to this meal and cash drawer only.


Fig. 6 - Cafeteria Audio Preferences, cash drawer and meal
 

Cafeteria Policies Preferences -
The Cafeteria Policy Values present for this cash drawer and meal determine how this food line reacts when a Balance, Quantity, or Spending Restriction is encountered.  The default value is ASK, which stops service and presents an alert screen with ALLOW and DENY options.  In addition to ASK, the value may be set for DENY, which prevents service when a restriction is encountered, or STOP, which behaves as ASK without the alert screen.


Fig. 7 - Cafeteria Policies Preferences, cash drawer and meal
 

Cafeteria Workstation Preferences -
 The Workstation Preference Values present determine the general performance and appearance of the Cafeteria module for this cash drawer and meal.


Fig. 8 - Cafeteria Workstation Preferences, cash drawer and meal

 

3.1.5 Changing a Cafeteria module preference value
 

1. Select a preference displayed in Red text. The description for this preference is displayed at the bottom of the window.
2. Click on the Value field.
3. Choose the desired value (Fig. 9).
4. Repeat for remaining preferences (as needed).
5. Select Close.
 


Fig. 9 - Auto Serve Meal Values
 
 

The Preferences Manager is located in Food Services Administration and manages preferences for the District, School and Cash Drawer levels. Access to Food Services Administration is automatically granted to users assigned System Administrator status. Access for other users may be controlled through Permissions settings in the Faculty Editor.

Open (click on) the Administration button, then click on the Preferences program button.

Fig. 10 - Preferences Manager
 

Terminology -

Management -
Preference Management refers to controlling preferences for lower levels, including inserting and removing, assuming control of, hiding from view, and granting edit permission.

Changing Preference Values -
This refers to the ability to change the Value of a preference, both for lower levels and the login level. Changing preference values for the login level may be controlled by a higher level.

Logged on as:
Logged on as District allows you to manage the School and Cash Drawer levels. You may also change Values as permitted for the District level, and all values for lower levels. Logged on as School allows you to manage the Cash Drawer/Meal level for this school. You may also change Preference Values as permitted for this School level, and all Cafeteria Cash Drawer/Meal Values.

SIS 2000+ App and Access level -
Preferences are organized by SIS 2000+ App and Access Level. Click on the drop down list box and choose the Food Service Application (Fig. 11).
 

SIS 2000+ App - presents all Food Services modules that utilize Preferences.


Fig. 11 - Select Application
 

Access level = manage preferences for lower levels, Change Values for this level (as permitted) and lower levels
Choose District, School or Cash Drawer/Meal (the Cash Drawer/Meal level is only available if SIS 2000+ App = Food Service Cafeteria).

Logon as District / Access level = District -
You are managing module preferences and values globally for the district.

Logon as District / Access level = School -
You may manage School level preferences for individual schools. You may also change preference values for each school. You may also manage the Cash Drawer/Meal level preferences for this school (globally for all Cash Drawers).

Logon as District, switch to School (main SIS 2000+ menu, File menu), Access level = School -
Use this configuration to manage preferences and values for individual Cash Drawers for a school. Logging on as District, then switching to a School, allows you to identify and work with a specific school while retaining District level management rights.

Logon as School / Access level = School -
Module preference values for this school may be changed as permitted. Cash Drawer level Preferences may be managed as permitted.

Fig. 12 - Select Access level
 
 
Preferences Legend



Click on the Legend button to display the descriptions of the colors used to define preference access levels and the characters used to define preference control levels (Fig. 13).

Text Color = Access level
 

RED = The preference is present at this level and control is assigned to this level. The setting may be changed.
VIOLET = The preference is present at this level but the setting has been defined by a higher level. The setting may not be changed.
BLUE = The preference is not present at this level. This setting is controlled by a higher level, and may not be changed at this level.
 
Character = Control level
 
[N] = State level control
[D] = District level control
[S] = School level control
[C] = Cash Drawer level control
 

Fig. 13 - Preferences Legend
 
 

3.2.1 Managing District Level Module Preferences
When a preference is managed at this level, it is a global preference for all schools in the district.


Fig. 14 - District level Eligibility Applications Preferences
 
 

3.2.1.1 Select SIS 2000+ Application
Click on the SIS 2000+ App field and select the appropriate Food Service application. The example in Fig. 14 shows Eligibility Applications preferences viewed from the District level.

3.2.1.2 Select Access level
Select District to manage preferences district-wide.

3.2.1.3 Select Preference
Highlight (click on) the Preference. The Value field will enable and display the settings available for that preference. Notice in Fig. 7 that the Contact Relationships and Retroactive Days preferences are Blue. The Values field remains read-only for these preferences, because the values are controlled by a higher level (these are State level system preferences) and may not be controlled from the current access level. The balance of the preferences are Red, indicating that they are present at this level, and may be controlled at this level. When a preference is selected, a description for that preference is displayed in the text box at the bottom of the screen.

3.2.1.4 Change Value
Click on the Value drop down list box to display alternate preference settings. Some preferences require a text entry, such as Retroactive Days, or the Program Number Mask. The Value field characteristics change to accommodate the type of preference. Based upon the type of preference, either choose a setting from the displayed list or enter an alpha/numeric value.

 

3.2.2 Managing School Level Preferences
Change Access level from 'District' to 'School', with SIS 2000+ App remaining 'Eligibility', then select a School. You will notice immediately that the preferences change color when viewed from the School perspective (Fig. 15). Additional preferences are now controlled by a higher level (Blue - District and State), leaving fewer preferences that may be managed at the School level (Red). Remember, that although you are now seeing preferences as they would be viewed from the School level, you are doing so from the District level with District level management rights. The School may not manage preferences in Blue (because they are controlled by a higher level), District level may unless it is a State level preference.


Fig. 15 - Eligibility Applications Preferences, Access level = School
 

Follow the steps in Sec. 3.2.1.3 and 3.2.1.4 above to change a Preference Value for a School. In addition, Preference Management tools are available for lower level Preferences.

3.2.3 Managing Cash Drawer Level Preferences
Cash Drawer Preferences are installed differently. When the Cafeteria module is launched for the first time, preferences are installed at the District and Cash Drawer levels (Cafeteria preferences are not installed at the School level). Each Cash Drawer has full control of all Cafeteria preferences. This insures that all Cash Drawers, including new drawers, have the required preferences and will function in the food line. The Preferences Manager may then be used to modify and control these default preference values. Cash Drawer / Meal Preferences are managed per school.
 

3.2.3.1 Select School
 
1. Complete SIS 2000+ logon to the District.
2. From the main SIS 2000+ menu, open the File menu and select Switch School.
3. Select the school
4. Proceed to Food Services Administration and open the Preferences Manager.
5. Select SIS 2000+ App Cafeteria, Access Level Cash Drawer/Meal,
6. Select the specific Cash Drawer and Meal (Fig. 14). All Cash Drawers per Meal are listed for this School.
 

You are now, from the District level, viewing Cash Drawer and Meal level Cafeteria preferences for a specific School. Preferences and Values in Blue may be edited because you are managing from the District level. They appear Blue, because you are looking at the School level (Fig. 16).


Fig. 16 - Cafeteria module Preferences, specific Cash Drawer and Meal for a specific School
 

3.2.3.2 Food Service preference - Auto Insert Prefs
This preference setting determines how the District controls Cash Drawer/Cafeteria preferences. Initial Cafeteria module launch installs 'Auto Insert Prefs' set to 'YES'.

By default, each time the Cafeteria module is launched, it verifies that all Cafeteria preferences are present at the Cash Drawer level. If any are missing, they are automatically inserted. This feature insures that the required preferences are always available to the Cafeteria module, but cancels any attempts to control Cafeteria preferences from a higher level.

The 'Auto Insert Prefs' preference allows this feature to be turned off so that Cafeteria preferences are NOT automatically inserted each time the module is launched, allowing one, some, or all Cafeteria preferences to be controlled by a higher level.

If the District allows 'Auto Insert Prefs' to remain set to 'YES' -

Any preferences missing from the Cash Drawer level will be inserted automatically. Since preference values are obtained from the lowest level up, all District Cafeteria Preferences are ignored.

Advantages to 'YES' -
Permits each Cash Drawer to control settings to accommodate individual food line environments. Allows new cash drawers to be used immediately.

Disadvantages to 'YES' -
The Cafeteria module will always use Cash Drawer level preferences, even if the District has assumed control of a preference (which removes the preference from the Cash Drawer level). Cafeteria login will reinsert preferences at the Cash Drawer level.
 

District level - Auto Insert Prefs to 'NO' -
Each time a user logs in to the Cafeteria module, it verifies that all Cafeteria preferences are present at the Cash Drawer level. If any are missing, the Cash Drawer uses District level Cafeteria preferences. Management rights are not present at the Cash Drawer level.

Advantages to 'NO' -
Permits full District control of one, some, or all Cafeteria preference settings.

Disadvantages to 'NO' -
All Cash Drawers in the district use the same Cafeteria settings by default. Since Cafeteria food lines usually have different performance requirements, if the District wishes to retain full control of Cafeteria preferences and allow for customization, it is necessary to set Cafeteria preferences at the district level for each Cash Drawer in the district. New Cash Drawers will use district settings - if these settings do not meet the needs of the food line, they must be customized at the district level.
 

3.2.3.3 How to Set District Control of Cafeteria Preferences for all Cash Drawers / Meals
 
1. Complete SIS 2000+ login to the District.
2. Launch Food Service Administration Preferences.
3. Select SIS 2000+ App = Food Service Cafeteria
4. Select Access level = District
5. Assume control of the desired preference(s) (Sec. 3.5). This action removes a preference from the Cash Drawer level, and forces the Cash Drawer to use the District setting.
6. Set the Food Service preference Auto Insert Prefs to 'NO'.
7. Set balance of Cafeteria preferences as desired.
 

All Food Service Cash Drawers will now use the District level Cafeteria preferences. Fig. 17 shows the results of the above procedure, Access level switched to School.


Fig. 17 - Access level School, results of Sec. 3.6.2 procedure, all preferences BLUE
 
 

3.2.4 Preference Management tools
Highlight (left-click on) a Preference, then right-click to open the list of tools (Fig. 18) . Which tools are available depends upon the status of the preference. If, for example, the preference is already present at this level, the tool "Insert preference at this level" is disabled. Only appropriate tools are available for use.


Fig. 18 - Preference Tools
 
 

Insert preference at this level -
The preference is Blue. Use this tool to insert this preference at this level. The preference color changes to Violet, indicating that the preference is installed at this level, but without management rights. It is still controlled by a higher level.

Delete preference from this level -
The preference is Red or Violet. Use this tool to remove the preference from this level. The preference color changes to Blue, indicating that the preference is not at this level and is controlled by a higher level.

Assign Edit permission for this level -
The preference is Violet. It is present at this level but does not have edit capabilities. Use this tool to grant control of this preference to this level. The preference color changes to Red, indicating that this preference may be managed by this level.

Remove Edit permission for this level -
Preference is Red. Use this tool to remove control of this preference from this level. The preference color changes to Violet.

Assume Control of this preference -
This action removes this preference from all lower levels, which will then require all lower levels to use the District setting for this preference. The preference color changes to Blue. If, at a later time, you wish to assign school exceptions to this district preference and/or grant control of this preference to a lower level, you must do so per individual school and Cash Drawer.

Hide this preference -
This action conceals a preference -- the preference does not display in the Preference Editor. "Hidden" preferences display at the management level with a line drawn through. Fig. 19 shows Cafeteria Preferences from the District level. The District has chosen to hide from view the preferences 'Expired Accounts, Free Countdown High and Free Countdown Low' (See Sec. 3.6.4.).

Show this preference -
Reverses the 'Hide' action and displays this preference in the Preferences Editor.


Fig. 19 - Hide preference
 
 

3.2.5 How to Insert a Preference that is an Exception to the District Preference
Customize Cash Drawer settings, release/retain District control
 
1. Complete SIS 2000+ logon to the District.
2. From the main SIS 2000+ menu, open the File menu and select Switch School.
3. Select the school
4. Proceed to Food Services Administration and open the Preferences Manager.
5. Select SIS 2000+ App Cafeteria, Access Level Cash Drawer/Meal,
6. Select the specific Cash Drawer and Meal. All Cash Drawers per Meal are listed for this School.
1. Select (left-click on) the preference.
2. Right-click on preference
3. Select 'Insert preference at this level'. Notice that the preference has changed color, from Blue to Red. This preference is now inserted at the Cash Drawer/Meal level for this school, with edit permission. District control is released for this preference.
4. Change the Value as desired
5. If your intent is only to establish a different Value for this preference for this Cash Drawer, and do not wish to grant edit permissions to the Cash Drawer, right-click again on the preference, and select "Remove edit permission for this level". Notice that the preference has changed color again, from Red to Violet. This indicates the preference is present at this level, but is still controlled by a higher level.

3.2.6 Hide a Preference from View
The preference tool Hide this preference may be used if you wish to conceal a preference from the Preference Editor. To hide a preference, select (left-click) the preference, then right-click to open the Management Tools screen and select Hide this preference. A hidden preference displays with a horizontal line through the text (Fig. 20).


Fig. 20 - Hidden preference
 
 

Preference Management Levels -
State level
District level
School level
Cash Drawer / Meal level

The Accounts module inserts the Preference 'Eligibility - OFFLINE' at the State level
The Cafeteria module inserts the Preference 'Student Cash Meals - YES' at the District level
The Applications module inserts the Preferences 'Contact Relationships - YES' and 'Retroactive Days = 365' at the State level

Preferences, Preference Values and Management levels inserted by initial module launch
 




Fig. 21 - Initial Preferences and Values, self-installed by each module
 
 

Initial Preferences Installation - Another Perspective
 


Fig. 22 - Initial Preferences Configuration
 
 

Each level may determine preference values and availability for lower levels, based upon the control granted to it by the level above. When a setting is needed by a module, it first examines the lowest level of control. If a preference is not present at that level, the next higher level is searched until the necessary preference setting is located. This structure allows administration to control specific settings - denying and granting control to lower levels.

When a module is launched, it looks first at the lowest level for preferences. If none are present, it then searches upward until preference settings are located. This approach is two-fold: first, it allows the option for preferences to be managed by higher levels, and second, it allows the option for lower levels to have preferences that may be exceptions to higher level settings, not present at higher levels, or simply not appropriate for district level control. This is most commonly seen regarding Cafeteria Cash Drawer preferences, where settings will vary from food line to food line, making it inappropriate to use a district template. In this case, the district controls those preferences needed to meet district requirements (such as displaying account balances in the food line), and releases control of the remaining Cafeteria preferences to each cash drawer.
 
 


Fig. 23 - District Control of all Preferences
 
 

1. Upon initial launch, each Food Service module self-installs required preferences at the State, District and School levels. Three are installed at the State level, all preferences are installed at the District and School levels. Each level has full management rights.
2. Cash Drawer preferences are the exception. Upon initial launch, the Cafeteria module self-installs preferences at the Cash Drawer level and the District level. Full management rights are granted to each Cash Drawer.
3. The District may then "assume" control of specific preferences for lower levels
4. The District may also identify specific Schools and/or Cash Drawers and grant control of preferences denied to other sites.
5. If desired, the District may set a preference to require all Cash Drawers to use District settings, or may grant control to all Cash Drawer for all Cash Drawer preferences.

District Preference - Allow Student Cash Meals default Value is 'YES' (Fig. 24).

The District has no interest in managing this preference and prefers to allow each school to choose the value for this particular preference. The District must insert this preference at the school level and grant edit permission to each school.
 

Fig. 24 - District, Default Value, Student Cash Meals
 
 
1. Logon to the District and open Food Service Preferences (Fig. 24).
2. Change Access level to School
3. Select the school.
4. Click on the "Student Cash Meals" preference.
5. Right-click, then choose 'Insert preference at this level' (Sec. 3.2.4).
6. Insert preference at this level (Sec. 3.2.4).
7. Assign edit permission (Sec. 3.2.4).
8. Fig. 25 shows results of the above steps.
9. Repeat for remaining schools.

Fig. 25 - Preference inserted at School level, edit permission assigned
 
 

1. Complete steps 1- 4 (above).
2. Change the Preference Value to the desired setting for this school.
3. Remove edit permission for this preference (Sec. 3.2.4).
4. Fig. 26 shows the results of the above steps.