Version 3.2 Quick Ref for Admin Staff

This document describes the new capabilities that Cypad plan to include in Version 3.2. We welcome your feedback or engagement regarding any of these items.

Please note that we cannot guarantee that we will include all of these items or that they will appear as described here.

General

1710 Enable system to use Chrome on the tablet

You can now configure the system to use Chrome on your tablet. This allows the use of pop-ups – which are blocked by the inbuilt browser – enabling Cypad to work more effectively.

1878 Stronger password settings for desktop and tablet

For greater security we have amended the password settings so that you can choose an eight character password.

To create a strong password you should ensure that it:

Is at least seven characters long (eight for Cypad Ltd)
Does NOT contain your user name, real name, or company name
Does NOT contain database or school name
Does NOT contain a complete dictionary word
Includes a number, preferably in the middle
Is significantly different from previous passwords. Passwords that increment (Password1, Password2, Password3 ...) are not strong.
Contains characters from the following:

Mixture of upper case letters
Mixture of lower case letters
Numerals
Keyboard symbols

1926 New Desktop module for Admin

We are creating a new Admin module on the Desktop that streamlines the admin process and makes navigation easier. The Admin module will contain the Publish, Sites and Admin menus which will apply across all modules. Module-specific menus and items will appear in individual modules.

Kitchen Manager Dashboard

1916 More KPIs on Reporting Dashboard

We have added more KPIs to the Reporting Dashboard:

ID	KPI Name	Description
R1145	Av Max Paid Meal No.	The value of the school roll minus FSM entitlement
R1146	Av KS1 - Pupil Premium	Total of all children in KS1 Pupil Premium
R1147	Av KS1 - UIFSM	Total of all children in KS1 - UIFSM
R1148	Av KS2 - Pupil Premium	Total of all children in KS2 - Pupil Premium
R1149	Av KS2 - Paid	Total of all children in KS2 - Paid
R1150	Av Target Daily Meals	Value of the entered daily meals target
R2140	Meals Free All	The number of free child & adult meals
R2180	Meals Paid All	The number of child & adult paid meals
R2190	Meals Total All Daily Av	The average total number of free & paid meals both child & adult per trading day
R2192	Meals Paid Child Daily Av	The average number of child paid meals per trading day
R2194	Meals Free Child Daily Av	The average number of child free meals per trading day
R2196	Meals Total Child Daily Av	The average number of child paid & free meals per trading day
R2217	Income/Hour	Total meal income divided by total meals labour hours - used for secondary schools where meal numbers are not known
R3100	Target Daily Meals	Target daily meals multiplied by the trading days for the period selected
R3120	Target Meal Take-up %	The target daily meals multiplied by the trading days divided by the maximum potential meals
R3130	Variance Meals	Compare the actual meals supplied against the target
R3135	Variance Meals Daily	Compare the actual meals supplied against the target on a daily basis
R3140	Variance Meals/Hour	Compare the actual meals per hour against the target. Positive is good
R3150	Variance Plate Count	Compare meals served against meals paid
R3160	Variance Take-up %	Compare the overall Take-up % achieved with the target Take-up %
R3170	Variance Food Cost/Meal	Compare Actual and Target Food Cost/Meal Negative is good
R3180	Variance Labour Cost/Meal	Compare Actual and Target Labour Cost/Meal Negative is good
R4165	Income Meals Total 2	The income from the total number of meals made in the kitchen but not necessarily consumed. As R4160 but Prod/Transport kitchens include Dining Centres.
R4170	Income/Meal	Income Meals Total divided by Meals Total
R5150	Hours Meals Total exc. Absence	The hours spent by contracted and agency staff, excluding any contracted staff absences
R5162	Absence Hours %	Absence hours as a percentage of total hours
R5164	Agency Hours %	Agency hours as a percentage of total hours
R5190	Target Hours	The entered target hours for meals multiplied by the number of trading days
R5200	Target Hours Variance	The difference between the actual hours spent on meals and the target. Positive is bad
R5260	Labour Cost Meals %	The cost of labour spent on meals divided by the total income from meals
R5270	Staff Cost Meals Other	The hours spent on non-meals by contracted staff times their rate, excluding the cost of contracted staff absences
R6091	Purchases All	All Purchases
R6110	Food Cost Other	Value of food purchases for other uses plus any reduction in the stock value (if entered)
R6120	Food Cost Total	Value of all food purchases
R6131	Food Cost Other/Meal	The cost of non-food divided by the total number of meals made
R6140	Food Cost %	The cost of food divided by the total income from meals
R6150	Total Cost/Meal exc Non Food	The cost of food and labour divided by the total number of meals
R6151	Total Cost/Meal inc Non Food	The cost of food, non-food and labour divided by the total number of meals
R6157	Stock Opening Other	The stock value at the first date of the selected period for non-meals
R6170	Stock Closing Other	The stock value at the last date of the selected period for non-meals
R6180	Profit Meals	All meal income minus the cost of labour and food for meals
R6190	Profit/Meal	The profit from meals divided by the total number of meals
R6200	Profit Meals %	The profit from meals divided by overall meals income expressed as a %

1956 Faster recalculation of Dashboard

We are working on improvements to the Dashboard calculation speed. The Dashboard contents are recalculated overnight. We also aim to introduce a ‘Manual Recalculation’ button on the Desktop.

1909 & 2001 More exception reporting and improved Data Collection Status Report

We aim to provide more exception reporting so you can identify, for example, where staff need to reach weekly targets, sign off forms, enter meal data and staff hours. You can also email a daily report to the appropriate Area Manager. The Data Collection Status Report will be more informative, especially regarding data collected from different sources.

Kitchen Manager Desktop

1718 Simplified emailing for meal numbers

We have added a new check box, Email Meal Numbers, so you can more easily identify the email address for sending meal numbers to schools.

Go to Cypad Monitor
Click Sites
Select site from Explorer pane or main grid
In the Edit Site window select Contact tab
Check Email Meal Numbers tick box

1857 Site Manager Option

There will be a new config item to rebrand ‘Kitchen Manager’ and ‘Site Manager’ where it is used by caretaking and facilities managers. Please ask for more details if you might find this useful in your contract.

1962 Adult roll numbers removed

We have removed the adult roll numbers/questions as this function is not relevant. For adult meal data collection questions on the tablet we have introduced a number limit of 50.

1964 Import full account data for a chosen food supplier

You can now import a CSV file with comprehensive account details including account code and delivery dates for a chosen supplier.

1966 Publish documents/messages to site types, not just areas

You now have the flexibility to publish documents or messages to site types, not just sites within areas, or areas.

Kitchen Manager Tablet

1647 Tablet reporting differs by site type

On the Dashboard you can customise Cumulative Trading Summary reports by site type which can then be viewed on the tablet. For example, you can show reports specific to a primary school cook and to a secondary school catering manager. On the tablet go to Reports, tap Options and select Trading Summary.

1695 Show the school calendar in the tablet

You can view all data for the school calendar set up for each site on the tablet, giving you a clear picture of holidays, inset days and trading days. In Kitchen Manager tap the General app then select Calendar.

1992 Provide a search function for documents

You will be able to search through PDF documents to locate words or phrases.

2003 Orders to be displayed on tablet until they are closed

The tablet currently shows orders for a limited period only. In the future you will be able to view orders until you close them on the tablet or Desktop.

2005 Overtime types in Staff App

There are already absence types but with this improvement we aim to provide similar capability for overtime.

Uptake Desktop

1965 Record food waste in a separate category as numbers

In data collection you can now record food waste in Miscellaneous as a number with an associated cost, and apply new KPIs.

2017 Display Data Collection Questions for Admin Users

Admin users can now view Data Collection Questions.

Monitor Desktop

851 Improved module management grid

On the Sites grid you can now see at a glance whether a site has Meal Register, Kitchen Manager, Payments, Pre-Selection and more.

1728 Add a site photo to the report

For enhanced reporting you can add a photo of the site to the report. When you create the report the site type logo is replaced by the site image.

1775 Sub-folders for standard and archive packages

You can now create sub-folders for Monitoring Packages.

1967 Mapping capability updated

We have removed the single site view on the map and changed the icon.

Payments by Parents & Selection

1901 Highlight info changed in red

When parents amend any their child’s details the new information is highlighted in red, giving you a clear view of any changes.

1963 Streamlined payment steps

We are reviewing the number of steps to make a payment.

735 Improve parent meal selection

You can see photographs of dishes where available. We have also improved the user interface.

Payments Desktop

1507 Transaction history cannot be deleted

To ensure that historical transaction records are not lost they are marked as void and highlighted in grey.

1920 Create report to see all meals taken between two dates for a student type

You will be able to create a report to show all meals taken between two dates for any given type of student. Where a long date range is selected you will receive an email report rather one generated on the Desktop.

1924 Separate staff light lunches from main meals in ‘meal numbers by day’ report

On the tool bar a new check box ‘Only Light lunches’ lets you create a report for light lunches only.

Selection (Whiteboard)

1509 Pre-selections on whiteboard cannot be deleted

This feature ensures that any pre-selected menu cannot be deleted from the whiteboard after the user has confirmed it on the tablet.

2018 New whiteboard themes selectable by class

New theme choices are available for selection on a class-by-class basis.

Supplier Integrations

Cypad has integrated with the following food suppliers: