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Direct Certification and Direct Verification System User Manual

1. FIGURE 37 DIRECT VERIFICATION CASE EDG SEARCH CRITERIA To search only direct verification records that have not been matched by your organization select the Unmatched radio button To search all direct verification records including those already matched by your organization select the All radio button e Enter the Case EDG Eligibility Determination Group Number into the provided text box e Click Search Clicking the Reset button will clear any information you have entered in the Case EDG Number field If no records exist that match the entered search criteria you will see the message No matches found Click the Back button to return to the direct verification search screen Texas Department of Agriculture DCDV System User Manual Direct Verification Page 42 ase ED Humber 9224519 lig Tere tt 9760507 x 11524295 g Rel lhe Once a record is matched it will only appear in subsequent searches if you select All in the search criteria Selecting Matched on a search screen will exclude this record from the results In addition the matched record will no longer appear in searches performed by other contracting entities Counmby Residence tudinis Full hari Tal secari A Birth kats ariig Faw Matched ee E f eee E BLS FIGURE 38 DIRECT VERIFICATION SEARCH RESULTS If one or more records exist that match the entered search criteria the results will d
2. All enrollment must be run through the system Results a Match student and all household members are FREE Data from HHSC is matched by TEA to PEIMS Cannot search by EDG numbers provided on applications Direct Verification Available only during Verification starting October 1 May use DV before contacting household for documentation Only students on the applications selected for Verification may be run in the system Results a Match student and all household members are verified Eligibility does not change Data comes directly from HHSC Can search EDG numbers provided on application Texas Department of Agriculture DCDV System User Manual What is the difference between DC and DV Page 55 APPENDIX 10 Folder Structure e Inthe My Documents window right click and choose New Folder Figure 47 View b Sort by I Group by j Refresh Customize the folder Paste Paste shortcut E Shared Folder Synchronization FIGURE 52 NEw FOLDER e Name the folder Direct_Certification Data or DCDV Figure 47 Documents library Includes 2 locations Ea Mame ia My Data Sources do My Received Files My Shapes Direct Certification Data FIGURE 53 1ST FOLDER NAME Texas Department of Agriculture DCDV System User Manual Folder Structure Page 56 Inside of the Direct_Certification Data folder right click to make a new folder Name it DCDV_ followed by the school year
3. Do the rows go up and down Will it print only a few pages See page 65 in the Appendix for solution A pop up box appears asking for the page range Select All and click OK Figure 12 Print Options Enter the page range that you want to Print All Pages From 1 To Print 1 In the next dialog that appears select the Open this file option and click the OK button 2 Click the printer icon on the Acrobat Reader Menu rather than the print button on your internet browser OK FIGURE 12 PRINT OPTIONS The list will display in PDF format Click the printer icon on the page Figure 13 You can see it when you move the mouse cursor near the bottom of the page Mf i ris oe i FIGURE 14 PRINTER ICON FOR PDF IN INTERNET EXPLORER Close the PDF window Texas Department of Agriculture DCDV System User Manual Direct Certification Matching Page 22 5 3 Export List The Print screen also gives the option to export the file to other formats Select the Export Icon on the left to see the options Figure 15 FIGURE 15 EXPORT ICON Export Options Please select an Export format from the list j Crystal Reports RPT Enter the page range tl Acrobat Format PDF MS Word All MS Excel 97 2000 MS Excel 97 2000 Data Only Pages Rich Text Format From FIGURE 16 EXPORT OPTIONS e Crystal Reports is a format similar to Adobe Format PDF You cannot edit Crystal Rep
4. How to enable 100 Pop Ups Enable in Internet Explorer 101 Print Download Issues Firefox 81 Print View Issues Firefox 82 Internet Explorer 80 Problem Not all records on Excel Spreadsheet 30 Printout doesn t look right 22 Unauthorized User 14 Records Retention 10 Redact SSN 83 Report Parameters 21 Select Month 21 Year to Date List 21 Report Type 20 CE Level Matches 20 State Level Matches 20 Response File Notification 29 Save File Excel 97 2003 58 Save File in Excel 2007 58 Screen Resolution 14 Security Password Excel 2003 89 Password Office 2007 92 Password protect files 87 Password Protect Office 2010 2013 365 95 Texas Department of Agriculture DCDV System User Manual Index Page 111 INDEX Personal Indentifiable Information Verification 9 Batch Upload of Records 47 SNAP is 1 107 Download matches 52 SSN EDG number 41 Remove dashes 62 Manual Search 41 State Match List 19 Policy 39 Tag DC in POS System 27 Print matches 51 Text file to Excel 65 Time Period 39 TX UNPS User ID Verification Report 102 Password 14 View Print Match List 21 TX UNPS website 14 Texas Department of Agriculture DCDV System User Manual Index Page 112
5. to get the 5 digit zip code FIGURE 60 FoRMAT CE ID Texas Department of Agriculture DCDV System User Manual Formatting Excel File for CE Import Process Page 64 13 I mport Text File to Excel If your data has in a text txt file format you can import that into Excel with a few simple steps e Open anew Excel workbook Select the Data tab e On the Data ribbon select From Text from the first group Get External Data Figure 70 If you open a response file in Firefox it will usually open as a Connections text file in Notepad oe Existing Refresh 1 1 access Wi Bx i Connections All Import it into Excel a repens so that you can use FIGURE 61 GET EXTERNAL DATA the data e Find the text file and select Import This opens the Text Import Wizard Step 1 of 3 Figure 71 e Check that these two options are correct e Delimited is selected e Start import at row 1 Text Import Wizard Step 1 of 3 The Text Wizard has determined that your data is Delimited If this is correct choose Next or choose the data type that best describes your data Original data type Choose the file tyne that best describes your data Characters such as commas or tabs separate each field Fixed width Fields are aligned in columns with spaces between each field Start import atrow 1 File origin 437 OEM United States Preview of file H My Documents DC hdisd 8 25 csv 1 sw Last Name First Name
6. 2 2 View or Print a Direct Certification List 5 3 Export List 5 4 Download a Direct Certification List 5 4 1 Save Messages in Different Browsers 5 4 2 Save Downloaded File 5 5 Match List Contents 5 6 CE Import for CE Level Matches 5 6 1 CE Import Process 5 6 2 CE Upload Response File 5 6 3 No Response File 5 7 CE Search for Individual Matches 5 8 Direct Certification Reporting 6 QUICK OVERVIEW DIRECT VERIFICATION DIRECT VERIFICATION PROCESS AND POLICY VERIFICATION 6 1 Direct Verification 6 2 Verification Time Period 6 3 Direct Verification Policy 7 DIRECT VERIFICATION 7 1 Log on to DV Module 7 2 Manual Search Case Eligibility Determination Group EDG Number 7 3 Manual Search without Case EDG Number 7 3 1 Search Parameters 19 19 20 20 21 23 25 25 27 27 28 28 30 32 33 35 37 38 38 39 39 41 41 41 44 45 Texas Department of Agriculture DCDV System User Manual Introduction Page 3 7 3 2 Print an Individual Direct Verification Record 7 4 Batch Upload Search of Direct Verification Records 7 9 Saving the File 7 6 To View or Print a Listing of All Direct Verification Matches 7 7 To Download a Listing of All Direct Verification Matches 8 ACRONYMS 9 WHAT IS THE DIFFERENCE BETWEEN DC AND DV 10 FOLDER STRUCTURE 11 HOW TO SAVE A FILE AS A CSV FILE 11 1 How to Save a File in Excel in 97 2003 11 2 How to Save a File in Excel 2007 or Later 12 FORMATTING EXCEL FILE FOR
7. Acrobat Reader and doesn t require administrator rights use the following instructions to update the reader 19 1 Download the Adobe Acrobat Reader If you do not have Acrobat Reader go to get adobe com reader to download it There are three steps to the process Follow the instructions on the screen There is an optional offer to install Google Chrome as the default browser Be sure to uncheck the box if you do not want to do that Texas Department of Agriculture DCDV System User Manual Adobe Acrobat Reader Page 97 19 2 Check for Updates e Open the Adobe Acrobat Reader Open the Help menu and select Check for Updates Figure 92 My Computer Document Cloud ET Add Account FIGURE 108 ACROBAT READER gt CHECK FOR UPDATES e f updates are detected click Download to install the updates If no new updates are available click Close 19 3 Enable Automatic Updates Automatic updates are forced in Acrobat Reader DC with no option to turn them on or off Earlier versions such as Adobe Reader 11 feature an Updater option on the Preferences window that lets you turn on automatic updates e Open the Edit menu and select Preferences e Select Updater in the left pane Check the box next to Automatically Install Updates and then select OK Texas Department of Agriculture DCDV System User Manual Adobe Acrobat Reader Page 98 APPENDIX 20 Excel Viewer If you do not have Excel installed on your computer you
8. Birth Date OR Enter Last Name Enter First Name Enter Birth Date Select Student County Residence Optional Al Counties v sSearch Sounds Like First Name Only FIGURE 41 DIRECT VERIFICATION STUDENT INFORMATION SEARCH CRITERIA Texas Department of Agriculture DCDV System User Manual Direct Verification Page 44 7 3 1 Search Parameters To search only direct verification records that have not been matched by your organization select the Unmatched radio button To search all direct verification records including those already matched by your organization select the All radio button Enter the desired search criteria into the provided text boxes For SSN do not include dashes For Birth Date enter in the format mm dd yyyy You can search by either social security number SSN and birth date or by last name first name and birth date and county if desired When using the second set of search criteria you can also include a Sounds Like search on the first name Selecting this option will result in matches where the last name and birth date fields match but the first name has a different spelling ex Marisa vs Marissa Click Search If no records exist that match the entered search criteria you will see the message No matches found Click the Back button to return to the direct verification search screen If one or more records exist that match the entered search c
9. Documents library DC_2015 2016 FIGURE 54 DC_SCHOOL_YEAR_ FOLDER Inside of this folder make 3 more folders one for Matched Lists another for DC_CSV_ Files and one more for Direct_ Verification You will need to make the Direct Certification Data folder just once Make a new DCDV school year folder and the folders inside it each August to start the new school year Texas Department of Agriculture DCDV System User Manual Folder Structure Page 57 11 How to Save a File as a CSV File 11 1 How to Save a File in Excel in 97 2003 e Once the file opens in Excel e Click File gt Save As e Select a proper destination directory either your computer hard disk or external media to download the list of eligible students for Direct Certification See page 55 for recommended folder structure e Enter a file name e If saving as a comma delimited file click the Save as type drop down and select CSV Comma delimited e After clicking Save a pop up box appears asking about feature compatibility Click Yes to continue Saving as a CSV file 11 2 How to Save a File in Excel 2007 or Later e Once the file opens in Excel click the Office button very top icon at the left hand corner and select Save As e If saving as an Excel file click Excel Workbook e Select a proper destination directory either your computer hard disk or external media to download the list of e
10. Insurance Program CHIP but there is no indicator for what program 6 2 Verification Time Period The Verification Official can verify an application as soon as it is approved before the official start date of October 1 On October 1 you must determine the number of verifications to be conducted for the school year and begin the verification process If you conduct Direct Verification you must complete it before asking a household to provide documentation Verification must be completed by November 15 on students who were enrolled the last operating day of October Verification results are reported on the Verification Report in TX UNPS by February 1 6 3 Direct Verification Policy Only the free and reduced priced applications are verified You must not verify the applications of students if the eligibility was made in one of the following ways e Students that are directly certified e Students living tn residential child care institutions RCCI e Students attending a school that administers the Community Eligibility Program CEP or Special Assistance Provision 2 P2 with the exception of P2 schools establishing their base year Texas Department of Agriculture DCDV System User Manual Direct Verification Process and Policy Verification Page 39 DIRECT VERIFICATION e Students attending a school that participate in the Special Milk Program only e Schools attending a school where there is no separate charge for
11. Page 95 APPENDIX X Save As GU do Libraries gt Documents gt Excel X 4 Search Excel Organize v New folder ai x Microsoft Excel aba library Arrange by Folder ce A FY Favorites Name Type Size A Libraries No items match your search B Documents Music les Pictures E Videos al www 4 m File name Numbers xlsx s Save as type Excel Workbook xlsx X Authors Owner Tags Add a tag Save Thumbnail a Hide Folders Tools v FIGURE 105 ExceL 2010 Save As DIALOG e Click on Tools bottom right gt General Options Figure 90 Map Network Drive Web Options General Options Compress Pictures FIGURE 106 TOOLS gt GENERAL OPTIONS e n the Password to Open box type a password and select OK Select Save Figure 91 Always create backup File sharing Read only recommended cane FIGURE 107 PASSWORD DIALOG Box Texas Department of Agriculture DCDV System User Manual Password Protecting Files Page 96 19 Adobe Acrobat Reader You will need the Adobe Acrobat Reader to open the Print Download views of the DC and DV reports The reader is normally on every computer and by default is set to update automatically Your district technology department may have the automatic updates on a schedule You may also have to have administrator rights to update a district computer If the computer you are using requires an update to the Adobe
12. Texas Department of Agriculture DCDV System User Manual List doesn t look right can t print all the pages Page 82 17 Redacting SSN The Social Security Number SSN is one of the primary fields used in the matching process It is personal identifiable information PII and great care should be used in securing documents and files that contain PII While the SSN is used in matching it is not required for records retention This information can be removed or redacted before printing or saving the file The easiest way to remove the SSN is to delete the column e Select the column e Right click and select Delete Figure 64 e Or Clear Contents This will leave an empty column 0o Oo 0m fe oo ho 1 Cut B Copy Paste Options A Paste Special Insert Delete Clear Contents Format Cells Column Width Hide Unhide Figure 85 Delete Column Texas Department of Agriculture DCDV System User Manual Redacting SSN Page 83 APPENDIX If you need to retain the last 4 digits of the SSN for identification purposes you can use Text to Columns on the Data tab e Select the column e Select the Data tab to open the ribbon e Select Text to Columns Figure 65 Rias eo Home Insert Fage Layout Formulas Data Review View Developer Acrobat a poly h Ir Connections ay Pave i WK Clear E a B B Barr Js ST Properties E
13. in the Address of website field at the top and then click Allow 21 3 Enable Pop ups in Internet Explorer Click on the Gear button in the top right corner of the screen Select Internet Options Click on the Privacy tab Select Settings in the Pop up Blocker section Enter texasagriculture gov in the field Address of the website to allow Select Add Select Close Select Apply on the Internet Options dialog box Select OK on the Internet Options dialog box 21 4 Select Save Changes Enable Pop Ups in Microsoft Edge Microsoft Edge will display a notice at the bottom of the screen that a pop up has been blocked with the option to allow once or always allow Texas Department of Agriculture DCDV System User Manual Enable Pop Ups Page 101 APPENDIX 22 Tips for Completing the Verification Report Verification Report FNS 742 Required report for all SFAs and RCCls operating the National School Lunch Program and or the School Breakfast Program SFAs that are Special Milk Only are exempt from filing a verification report Verification process must be completed by November 15 on applications received by October 1 Based on student enrollment data of Oct 31 Report must be completed in TX UNPS before Feb 1st General Information This will be auto filled with information Please update with the contact Type of Organization Public information of th
14. should Firefox do with this file Open with Microsoft Excel default hd O Save File Do this automatically for files like this from now on Internet Explorer What do you want to do with Untitled xls Size 163 KB From testdcdy texasagriculture gov gt Open The file won t be saved automatically gt Save gt Save as FIGURE 23 IE DOWNLOAD DIALOG Texas Department of Agriculture DCDV System User Manual Direct Certification Matching Page 26 5 4 2 Save Downloaded File Select File gt Save As to save the file There are more detailed instructions and suggested naming convention and folder structure in the Appendix see page 55 and 58 When saving the file you can delete the SSN column or redact the column to have only the last four digits of the SSN See page 83 in the Appendix for instructions on redacting the SSN After saving the file click the Direct Certification link in the upper left corner to return to the Direct Certification Main Page When your direct certification activities are complete close the Direct Certification Direct Verification window 5 5 Match List Contents Students that are listed as matched are NEW matches for the month Students previously matched will not show on the subsequent lists but their direct certification eligibility continues until June 30 end of the school year The State Match List contains the names of eligible students that have
15. will need an Excel Reader Download it from Microsoft Download Center Search for the Excel Viewer at www microsoft com Texas Department of Agriculture DCDV System User Manual Excel Viewer Page 99 21 Enable Pop Ups Pop ups are additional windows that open when you are browsing the internet Many times they can be annoying advertisements that appear automatically without permission To stop that internet browsers have added security features that disable pop ups Pop up are used by legitimate sites such as banks and TDA to display individualized information The DC and DV sites use pop ups to display content such as response files You can adjust your browser settings to allow for pop ups for only certain sites 21 1 Enable Pop Ups in Chrome e Touch the menu on the right gt Settings e Select Show Advanced Settings at the bottom e Inthe Privacy section select Content Settings e Scroll down to find Pop up Select Manage Exceptions e Enter texasagriculture gov in the field box and select Allow e Select Done e Select Done again e Close the browser tab Currently there is no other way to manage the allowed sites for Microsoft Edge 21 2 Enable Pop Ups in Firefox e Select the menu button on the right and choose Options Texas Department of Agriculture DCDV System User Manual Enable Pop Ups Page 100 e Select the Content panel e Select Exceptions in the Pop ups section e Enter texasagriculture gov
16. 2 1 Log on e Enter your TX UNPS User If a user only has access to the School e Enter your password Nutrition Programs module the Programs screen is not be displayed e Select Log On 4 2 2 TX UNPS Programs Page Once you successfully log on the TX UNPS Programs page Is displayed Figure 2 Texas Department of Agriculture DCDV System User Manual Logging On to the DCDV Module Page 15 DIRECT CERTIFICATION FIGURE 2 TX UNPS PROGRAM PAGE 4 2 3 School Nutrition Programs Home Page The School Nutrition Programs home page contains the message board used by state administrators to post and maintain School Nutrition Programs related messages Messages contain important news regarding the submission due dates upcoming training legislative changes or any other SNP specific information Announcements regarding Direct Certification and Verification will be posted here as well 4 2 4 Access the School Nutrition Programs Home Page e On the Programs screen select School Nutrition Programs the blue tile on the top row left side Texas Department of Agriculture DCDV System User Manual Logging On to the DCDV Module Page 16 DIRECT CERTIFICATION e The School Nutrition Programs home page displays Figure 3 School Nutrition Progra Bol Welcome to the Texas Unified Nutrition Programs System FIGURE 3 SNP HOME PAGE 4 2 5 Access the Direct Certification Module e Select Applications from the b
17. 7 TOOLS gt OPTIONS Texas Department of Agriculture DCDV System User Manual Password Protecting Files Page 90 APPENDIX e On the Security tab type a password in the field for Password to Open Figure 82 e You do not have to add a password in the field for Password to Modify Calculation Edit General Transition Com D Chart ity View Color International Save Error Checking a gt File encryption settings f 00 Passord to open a S File sharing settings for th AA a Password to modify _ Read only recommended N Privacy options F Remove tion from file properties on save Macro securi FIGURE 98 SECURITY TAB PASSWORD FIELD 18 3 Excel 2007 18 3 1 Identify Office 2007 Office 2007 introduced tabs and the Microsoft Office Button Ea and a tab menu Click the Microsoft Office Button Ga gt Excel Options e Inthe Options dialog box click Resources Find the version Figure 84 Texas Department of Agriculture DCDV System User Manual Password Protecting Files Page 91 APPENDIX Recent Documents F Publish Bf Clase ST ELEN FIGURE 99 OFFICE 2007 GEM AND OPTIONS Popular Cp Contact Microsoft find online resources and maintain health and reliability of your Microsoft Office h 4 programs Display Proofing get updates Check for Updates Save Get the latest updates available for Microsoft Office Typography run Microsoft Office Diagnostics Di
18. ADER CENTER SECTION The following information is how the heading looks on the Print View selection You may use this as the heading The information inside of the lt gt should be revised for the specific document Texas Department of Agriculture DCDV System User Manual Making the Download File User Friendly Page 2 State Level Matches Texas Department of Agriculture PEIMS State Level Matches Direct Certification for National School Lunch lt School Year gt lt Year to Date gt or Update for lt Month gt lt Date of Eligibility gt CE Level Matches Texas Department of Agriculture CE Level Matches Direct Certification for National School Lunch lt School Year gt lt Year to Date gt or Update for lt Month gt lt Date of Eligibility gt Number of Pages e Click on the Right section e Type the word Page with a space after it e Click on the rectangle with the pound or number sign e Enter a space e Type the word of with a space after it e Click on the rectangle with 2 plus signs Figure 73 e Click OK Texas Department of Agriculture DCDV System User Manual Making the Download File User Friendly Page 73 APPENDIX Te imat bexi pEi Ghee Get hin chescee Pa Forna Text batten To ner a page number date Gee Ale path Gleneme or tab name poor he neston pantin the edt bor then chosss the somosta bution To inert perture pes fhe nest Picture bation To amet you piure piee the DEEN ri Pe et
19. ANF data and CE enrollment data through CE Upload process List available for each month that CE has matches Texas Department of Agriculture DCDV System User Manual Direct Certification Matching Page 20 LAST NAME e Report Parameter o Year to Date List Comprehensive list which includes all records matched during the current school year beginning in J uly to current month If the CE did not have any CE Level Matches in a particular month that month will not be on the report o Select month Select a month from the Updated Period drop down list to view only records matched during a specific month If the CE did not have any CE Level Matches in a particular month that month will not be listed 5 2 2 View or Print a Direct Certification List After selecting a Report Parameter click the View Print button The requested Direct Certification list will display on the screen Figure 10 DireciCerliicafionCELEVEL mpl TEXAS DEPARTMENT OF AGRICULTURE Page tof T CE LEVEL MATCHES DIRECT CERTIFICATION FOR NATIONAL SCHOOL LUNCH 2015 2016 Year to Date FIRST NAME MI g BIRTH DATE SEX ADDRESS CITY STATE ZIP MATCHOT EFFOT EUG FIGURE 10 ViEW PRINT LIST Click the printer icon under the Direct Certification link to print the list of students Figure 11 Figure 11 Print DC Lists Texas Department of Agriculture DCDV System User Manual Direct Certification Matching Page 21 Are the columns spread very far apart
20. CE 2007 Save AS DIALOG Box Click the Microsoft Office button point to Prepare and then click Encrypt Document Figure 86 View and edil workbook properties such as Tithe Author and Keywords Check the workbook for hidden metadata or peranal information m Encrypt Document Increase the security of the workbook by adding encryption Restrict Permission Grant people access while restricting their ability to edit copy and print Add a Digital Signature Ensure the integrity of the workbook by I ai E reak Aiai Hi afi I LERE FIGURE 102 OFFICE 2007 ENCRYPT DOCUMENT In the Password box type the password and select OK Texas Department of Agriculture DCDV System User Manual Password Protecting Files Page 93 APPENDIX 18 4 Excel 2010 18 4 1 Identify Office 2010 Office 2010 introduces the File tab and the Microsoft Office Backstage view Select File gt Help Under Product Activated find the version Figure 87 Insert Page Layout References Mailings Review View Developer Support Microsoft Office Help E 3 Offi ce lig Getting Started Product Activated Microsoft Office Professional Plus 2010 Tools for Working With Office This product contains Microsoft Access Mic cel Microsoft SharePoint Workspace Microsoft OneNote Microsoft Outlook Options Microsoft PowerPoint Microsoft Publisher Microsoft Word New Microsoft InfoPath Z Check for Updates B Contact Us Recent Chan
21. CE IMPORT PROCESS 12 1 Save Copy of File 12 2 Right Columns Right Order 12 3 Format Social Security Number 12 3 1 Find and Replace 12 4 Format Date of Birth 12 5 Format CE ID 13 IMPORT TEXT FILE TO EXCEL 14 MAKING THE DOWNLOAD FILE USER FRIENDLY 14 1 Formatting an Excel Spreadsheet 14 1 1 Resize Columns 45 47 51 51 52 54 55 56 58 58 58 60 60 60 61 62 63 64 65 68 68 68 Texas Department of Agriculture DCDV System User Manual Introduction Page 4 14 1 2 Page Set up 15 CORRECTING INVALID DATA 15 1 How to Filter 16 LIST DOESN T LOOK RIGHT CAN T PRINT ALL THE PAGES 17 REDACTING SSN 18 PASSWORD PROTECTING FILES 18 1 Identify Excel Version 18 2 Excel 2003 18 2 1 Identify Excel 2003 18 2 2 Password Protect in Excel in 2003 18 3 Excel 2007 18 3 1 Identify Office 2007 18 3 2 Password Protect in Excel 2007 18 4 Excel 2010 18 4 1 Identify Office 2010 18 4 2 Password Protect Excel 2010 18 5 Excel 2013 and Office 365 18 5 1 Identify Office 2013 and Office 365 18 5 2 Password Protect in Excel 2010 2013 and Office 365 19 ADOBE ACROBAT READER 19 1 Download the Adobe Acrobat Reader 19 2 Check for Updates 19 3 Enable Automatic Updates 20 EXCEL VIEWER 69 76 77 80 83 87 87 88 88 89 91 91 92 94 94 94 94 94 95 97 97 98 98 99 Texas Department of Agriculture DCDV System User Manual Introductio
22. DOB gt Cancel Let gt J FIGURE 62 IMPORT WIZARD STEP 1 Texas Department of Agriculture DCDV System User Manual Import Text File to Excel Page 65 APPENDIX e Select Next This opens Text Import Wizard Step 2 of 3 Un select Tab and select Comma Figure 72 Text Import Wizard Step 2 of 3 This screen lets you set the delimiters your data contains You can see how your textis affected in the preview below Delimiters Tab Semicolon Treat consecutive delimiters as one Comma lt D Text qualifier Space ote Data preview 4 FIGURE 63 IMPORT WIZARD STEP 2A OF 3 This will put lines between the columns Text Import Wizard Step 2 of 3 This screen lets you set the delimiters your data contains You can see how your textis affected in the preview below Delimiters E Tab E Semicolon V Comma a Text fier 7 Fl space z Tore E Treat consecutive delimiters as one Data preview 4 FIGURE 64 IMPORT WIZARD STEP 2B OF 3 e Select Next Texas Department of Agriculture DCDV System User Manual Import Text File to Excel Page 66 APPENDIX e The first column is SSN For the Column Data format select Text Figure 74 Note If you are not going to keep SSN in the file you can select Do not import column skip Text Import Wizard Step 3 of 3 This screen lets you select each column and set the Data Format Col
23. F for Free or R for Reduced 5 digit ID assigned by TX UNPS 11111 111223333 Doe John 10 04 1997 057 00528 Texas Department of Agriculture DCDV System User Manual Direct Verification Page 48 Once the file is formatted correct logon to the DCDV module On the Direct Verification main page select District Import Click here for Help If you need further assistance please call CNPIMS at 877 TEX MEAL Please do not send questions by email The file you import must be a comma delimited file with the suffix of csv The file must not be any larger than 4MB ri pload File FIGURE 44 DV UPLOAD SCREEN Click Browse and locate the file you wish to upload Click Upload File A pop up box appears asking if you want to open or save the file Click Open If you do not get the Open Save dialog box pop ups may be disabled Click the associated link to Enable pop ups Do you want to open or save this file Name d TOA best CNPIMS DY Import Save Results csy Type Microsoft Office Excel Comma Separated Values File From bestdcdy texasagriculture gov While files from the Intemet can be useful some files can potentially harm your computer If you do not tust the source do not open or save this file What s the isk FIGURE 45 DIRECT VERIFICATION BATCH UPLOAD RESPONSE Pop Up SCREEN The list containing the results of the batch upload will display on the screen in Excel
24. Manual Direct Certification Matching Page 35 DIRECT CERTIFICATION If you have questions about how to do complete the Verification Report please contact your regional education service center ESC Texas Department of Agriculture DCDV System User Manual Direct Certification Matching Page 36 6 Quick Overview Direct Verification What is Direct Verification Why use Direct Verification When is the DV module open How do I use it Direct verification is using records from public agencies to verify income or program participation Direct Verification must be completed before asking a household to provide documentation e Reduce workload for school district Staff e Reduce burden and intrusion on families selected for verification e Reduce number of non respondents and rate of benefit termination for non response The DV module opens for LEA use on October 1 and closes on December l Check the names of children eligible for free or reduced price meal benefits listed on the approved application in the DV module Texas Department of Agriculture DCDV System User Manual Quick Overview Direct Verification Page 37 Direct Verification Process and Policy Verification Verification is the process for reviewing the eligibility determination for a free or reduced priced household application submitted for the NSLP and SBP Refer to the Administrator s Reference Manual Section 6 Verification for more d
25. Texas Department of Agriculture DCDV System User Manual Direct Certification Matching Page 30 Review View Developer Acr amp Connections a Eal F No A ATZ I ash ra Sort Filter G Ad iy Advanced Connections Sort amp Filter FIGURE 28 DATA TAB gt FILTER ha G GENDE CE ID SITE ID MAT Sort to Z Sort Z to A Sort by Color Text Filters earch OK Cancel FIGURE 29 FILTER A COLUMN ITN ZZTN TNT TNN TNn Z e Any students that are new matches for the month will have a Y in the Matched column e The Eligibility column will contain a 1 if the match is based on SNAP eligibility e If there is a Y in the Matched column and the Eligibility column contains a O or the cell is blank the match is based on TANF eligibility BIRTH DT GENDER CE ID SITE ID MATCHED Y ELIGIBILITY HaslnvalidDa 09 J1 F D 1 07 99 M Ol 03 10 M O 05 9 F oO 1 FIGURE 30 RESPONSE FILE FORMAT Texas Department of Agriculture DCDV System User Manual Direct Certification Matching Page 31 New matches must be confirmed for direct certification identified in the POS system and tagged as either SNAP or TANF The report must be saved according to record retention guidelines The SSN data can be redacted or deleted from the report before printing or Saving The response file contains a column labeled Invalid Data If there is an x in the cell for any record then there was som
26. Texas Department of Agriculture DCDV System User Manual Direct Verification Page 49 DIRECT VERIFICATION matched meal ceid siteld lastname firstname birthdate county FIGURE 46 DIRECT VERIFICATION BATCH UPLOAD RESULTS The following table lists the fields that will be included in the results file and their order A header record will be included in the file 1 Case EDG Number Numeric Variable length field 11111 titled edgnum Any preceding zeros will be excluded 2 Social Security Numeric 9 digits 111223333 Number Does not include dashes titled ssn 3 Last Name Alphanumeric Variable length field Doe titled lastname 4 First Name Alphanumeric Variable length field John titled firstname 5 Birth Date Alphanumeric mm dd yyyy 10 04 1997 titled birthdate 6 County Code titled Numeric 3 digit county 057 county 7 Meal Code Character F for Free or F titled meal R for Reduced 8 CE ID Numeric 5 digit ID assigned by TX UNPS 00528 titled ceid 9 Site ID N A Will not contain a value titled siteid 10 Matched indicator Character Will contain a Y if the record Y titled matched was matched Will contain an N if the record was not matched Texas Department of Agriculture DCDV System User Manual Direct Verification Page 50 7 5 Saving the File See page 55 for instruction on saving a file in different versions of Excel 7 6 To View or Print a Listing of All Direct Verification Matches On the Direc
27. Window and Help The screen shots are based on Word but it works the same in Excel e Click Help gt About Figure 77 e Inthe About Dialog box find the version on the top line Gh Documenti Microsoft Word a fel FSS gt File Edit view Insert Format Tools Table Window Help Type a question for help X 4 e Normal Times New Roman 12 v B ur Microsoft Office Word Help Fl Microsoft Office Online Contact Us Customer Feedback Options About Microsoft Office Word O eee FIGURE 93 IDENTIFY EXCEL 2003 Texas Department of Agriculture DCDV System User Manual Password Protecting Files Page 88 APPENDIX About Microsoft Office Word Microsoft Office Word 2003 11 8313 8221 SP3 Part of Microsoft Office Professional Edition 2003 Copyright 1983 2003 Microsoft Corporation All rights reserved Portions of Intemational CorrectSpell spelling correction system 1993 by Lernout amp Hauspie Speech Products N V All rights reserved English thesaurus content developed for Microsoft by Bloomsbury Publishing Ple French spelling checker dictionaries hyphenator tool thesaurus and application 19942000 SYNAPSE D veloppement Toulouse France All rights reserved Spanish Spelling Engine Hyphenation Engine and Thesaurus Engine 1998 2002 by SIGNUM Cia Ltda Quito Ecuador All rights reserved French and Spanish bilingual dictionaries Langenscheidt KG Berlin and Munich 2000 Certain templa
28. a user ID and password by the TX UNPS Help Desk To access and use the DCDV module you must have the SNP CE Admin security group Once this setup is complete you may use the Internet and your assigned user ID and password to access and log onto the TX UNPS web site Your password for TX UNPS must be updated every 90 days When a TX UNPS password is changed it must be updated in the TDA database before you can access the DCDV module The database is refreshed about 6 PM every evening Normally you can access the DCDV module the next day after changing your password If you change your password late in the evening you may have to wait two days before accessing the DCDV module The TDA Helpdesk can assist you with your TX UNPS log on Call 1 877 TEX MEAL 877 839 6325 4 1 5 Accessing the TX UNPS Web Site You can log on to TX UNPS from any computer connected to the Internet by opening your Internet browser and entering the following URL in the browser s address line https txunps1 texasagriculture gov The TX UNPS log on page will open Figure 1 Texas Department of Agriculture DCDV System User Manual Logging On to the DCDV Module Page 14 DIRECT CERTIFICATION TX UNPS 5 Welcome fo the Texas Unified Nutrition Progams System Lmt ipdek HIN oe be 1 E prk beeen Sere ehculd be no aupiki of CTAR esga may ba mabini bo mosEy rg ad mL Li Dupe Dr den Figure 1 TX UNPS Log on 4 2 Logging On to TX UNPS 4
29. agnose Advanced Diagnose and repair problems with your Microsoft Office programs Customize contact us Contact Us Add Ins Let us know if you need help or how we can make Microsoft Office better Trust Center activate Microsoft Office o Activate Activation is required to continue using all the features in this product yo to Microsoft Office Online Go Online Get free product updates help and online services at Migrosoft Office Online about Microsoft Office Word 2007 lt About Microsoft Office Word 2007 12 0 6504 5000 SP MSO M2 0 6529 5000 La FIGURE LOO OFFICE 2007 RESOURCES 18 3 2 Password Protect in Excel 2007 e Click the Microsoft Office Button Save As Use the down arrow in the address box at the top to navigate to where you plan to save the document e Enter the document name and click Save Figure 85 Texas Department of Agriculture DCDV System User Manual Password Protecting Files Page 92 APPENDIX X Save As O do p Libraries Documents gt Excel Search Excel Organize v New folder iad E Microsoft Excel Documents library Excel Arrange by Folder v A A I Favorites Name Type Size T Libraries No items match your search E Documents Music Pictures F Videos al www lt m r File name Numbers xlsx Save as type Excel Workbook xlsx X Authors Owner Tags Add a tag Save Thumbnail FIGURE 101 OFFI
30. applications from 4 1A 4 2A and 4 3A A Number of 4 1 69 4 2 175 4 3 71 315 2 Multiply by the percentage in 5 3 In this case 3 315x 03 9 45 Round up to 10 Always round up Any number besides 10 would be an error Texas Department of Agriculture DCDV System User Manual Tips for Completing the Verification Report Page 105 APPENDIX y j E S e CTI O nN 5 The number of applicafions are F i reported inthe felds ending in g The number of students are ALL SFAs must report 5 7 or check box 5 6 if applicable reported inthe fields ending in T 5 6 Check the box if direct verification was not conducted in the SFA i not one of the schools F and er RCCIs in the SFA performed direct verification IF 5 6 is checked skip 5 7 A Number of B Number of 5 7 Confirmed through direct verification Report if FREE and or REDUCED PRICE ETA 57B The number of applic abon cm te dia een though rect verhcyban uii SHANTANF FOPIR HEDICAID and 5 8 should equal the number of 5 6 Results of Verification by Orginal Benefit Type applicabons In 5 5 For each onginal benefit type 4 B amp C report the number of applications and students as of November 15th for each result category 1 2 3 amp 4 Oc NOT include students and applications already reported in 5 74 or 5 73 direct werification applications and students a a n i Y send ne EREE toes an brip PRICE Income Eligit Certified as FREE based on Certifie
31. been matched by TEA to your LEA based on the October Snapshot The CE Match list contains the names of the eligible students that you have matched during the CE Upload or Individual Search processes If you selected a month list it contains the names of the students that were matched that month If you selected a year to date list it contains the names of all students that have been matched The report contains e Last Name e First Name e Middle Initial e Birthdate e Sex Gender M F Texas Department of Agriculture DCDV System User Manual Direct Certification Matching Page 2 e Grade e Address as provided to HHSC e City e State e Zip Code e Match Y if yes N if no e Effective Date this is the date that the data was loaded in the database e Eligibility 1 SNAP if there is a Y in the match column and it is empty TANF Sometimes TANF may be coded as 0 The students on State Match List and CE Level Matches List are not certified until you have confirmed that a match is a student currently enrolled The eligibility information on the student must be entered into the Point of Sale POS system whether it is paper stand alone or electronic Eligibility categories such as SNAP and TANF must be identified If the household receives both the student is direct certified as SNAP See Decision Paths p 107 5 6 CE Import for CE Level Matches There are over 1 million children on the eligibi
32. d Scaling e On the Page tab select Landscape for orientation e On Scaling select Fit To and enter a 1 for pages wide and delete the number for pages tall Leave that field blank This will put all the columns on one page but will print as many pages for the rows as needed Do not click OK yet Adustto o 4 SW normal size ptt y 1 papel ride by Pape sge Letter 8 5m 11 Print quality 600 dou Pest page number Auto Come Pneu Cosare FIGURE 70 PAGE TAB PAGE SETUP DIALOG Texas Department of Agriculture DCDV System User Manual Making the Download File User Friendly Page 70 APPENDIX Margins Select the Margins tab You will need at least 1 inch margin at the top for the header Figure 71 Do not click OK yet FIGURE 71 MARGINS TAB Texas Department of Agriculture DCDV System User Manual Making the Download File User Friendly Page 71 APPENDIX Header Select the Header Footer tab Select Custom Header E Defferent first page i Scale with document Alkgn with page margra Click in the Center section Figure 72 To fumat ext sect the best en chore De Porat Text bution Te inperio pig numi daie Gere Ale pam enkaa or Geb nami poliam hi iea io pir in he edit ead hen chee e gronie tio Te insert piire pees Gee ert Picture bution To format your pehur lace the curser i et ect beer ere eaa Bee Perea Petre biti a OS oo eag we GETIH berbei ian ber FIGURE 72 HE
33. d as REDUCED PRICE 2 z z Certfied as FREE based on income household size based on income household IMPORTANT If you verified SNA4P TANF FOPIR cati i icati i documentation e g case any applications for cause number on application the POS software may have a b b Result Category i a B b 2 a Applications Students Applications Students Applications Students included those applications 1 Responded NO 58Ala S8Atb j 58B1a 58B4b 58C 1a 58C 4b erp So Pees check with your vendor to 2 Responded REDUCED PRICE REDUCED PRICE f oo see if you need to back PRICE FREE 5 A7 BBAD SSB2a S383 58C3a 58C those numbers out of 5 8 so that you dont have an error Changed to PATO F8A3a S8A3b S8B3a 59B3b 83a 8C 3b ae 4 NOT Fidia an Pea OA Aa AAD 36 4 3B 4hb HC 4a 3 46 4bh VC 1 Total questionable applications verified for cause Enter N A if mot one Report the VC 4 number of applications as of November 15th verified for cause in addition to the verification requirement a7 Texas Department of Agriculture DCDV System User Manual Tips for Completing the Verification Report Page 106 Bed 23 Decision Paths Decision paths are picture representations of the steps to take in determining eligibility The diamond shapes are questions or decision points The rectangles are action points There are 2 phrases that will help in making decisions 1 SNAP is always 1 2 The address
34. e person os sated prenant actually completing the 2 EmadAddrese report in case we need to 3 Phone Ext contact you 4 Title Due Date February 01 Instructions ANNUALLY each SFA including ALL RCCIs with schools operating the National School Lunch Program NSLP and or School Breakfast Program SBP must report verification information All SFAs including SFAs with all schools exempt from venfication requirements must complete applicable sections NOTE SFAs that are Special Milk Only are exempt from filing an SFA Verification Collection Report Texas Department of Agriculture DCDV System User Manual Tips for Completing the Verification Report Page 102 APPENDIX Section 2 Section 2 is for any SFA operating alternate provisions such as Provision 2 and CEP Watch that you put the right TX UNPS Screen data in the right place Section 2 SFAs with schools operating alternate provisions LUPE EEE SEL Number of students in Column Only SFAs with altematrve provisions must report Sections 2 Report schools or institutions operating the NSLP and or SPB as of the last operating day in October A Number of 2 1 Operating Provision 2 3 ina BASE year for NSLP and SBP 2 2 Operating Provision 2 3 ina NON BASE year for NSLP and SBP 2 2a Prowision 2 3 students reported as FREE ina Non Base year 2 2b Provision 2 3 students reported as REDUCED PRICED ina NON BASE year 2 3 Operating the Community Eligibility Provi
35. efore the break line Figure 68 DO NOT SELECT FINISH YET Convert Text to Columns Wizard Step 3 of 3 This screen lets you select each column and set the Data Format Column data format Ci General A ei General converts numeric values to numbers date values to l 2 i re 7 dates and all remaining values to text Date MOY Advanced Do not import column skip Destination SAS1 Data preview Coa FIGURE 89 TEXT TO COLUMNS STEP 3 A Texas Department of Agriculture DCDV System User Manual Redacting SSN Page 85 e Step 3 B Select the 2 column of numbers the four digits after the break line e Select Text This will keep any leading zeroes Figure 69 Convert Text to Columns Wizard Step 3 of 3 This screen lets you select each column and set the Data Format Column data format General converts numeric values to numbers date values to dates and all remaining values to text Advanced Do not import column skip Destination sASi Data ee Cere FIGURE 90 TEXT TO COLUMN WIZARD STEP 3B e Select Finish Texas Department of Agriculture DCDV System User Manual Redacting SSN Page 86 18 Password Protecting Files Since these files have PII SSN DOB you need to protect the files One way is to set up a password protection You will need to enter the password to open the file 18 1 Identify Excel Version The instructions for working with Excel differ based
36. eligible Based on household size and Erg TA Total FREE Eligible Students Reported T2 Total Reduced PRICE Eligible Students Reported need that info in Section 5 Section 5 TX UNPS Sereen a Not sure f you shoud check Section 5 this Gall your ESC All SFAs must report Section or check box 5 1 if applicable 1 Check the box if ALL schools and or RCCIS are exempt from verification or ALL schools are Provision schools in a base year If 5 1 is check no further reporting in Section 5 is required e Was verification performed and completed Yes completed by November 15 Yes completed after November 15 No verification was NOT performed or the process was not completed 3 Type of Verification process used Standard Lesser of 3 or 3 000 error prone Altemate one Lesser of 3 or 3 000 selected randomly Altemate two Lesser of 1 or 1 000 eror prone applications PLUS lesser of one half of one percent or 500 applications with SNAP TNAF FDPIR case numbers Total ERROR PRONE applications Report all applications as of October 1 considered error prone Error prone appiicatons are household applications approved as of October 1 indicaling monthly income within 3100 of the ae See next page for instructons on how to calculale sample size Texas Department of Agriculture DCDV System User Manual Tips for Completing the Verification Report Page 104 APPENDIX Calculating 5 5 1 Add the number of
37. ely proading a letter from the SNAP agency This is the number of students identified through Direct Certification Add the number of students certified on the State Match List and the number of students matched and certified on the CEP Upload This is not an auto fill from the Direct Certification in TX UNPS Texas Department of Agriculture DCDV System User Manual Tips for Completing the Verification Report Page 103 APPENDIX Most common mistake switching number of applications and students The number in A should be less than or equal the number in i B unless students that submitted Section 4 applications were directly certified in October Please keep documentation to TUNPS Sereen support this if it happens Section 4 Students approved as FREE or REDUCED PRICE eligible through a household application All SFA collecting applications must report Section 4 Report number of applications A approved as of October 1 Report number of students B as of the last operating day in October A Number of B Number of _ Applications Students 41 Approved as categorically FREE Eligible Based on those providing uA B documentation fe g a case number for SNAP TANF FDPIR on application Approved as FREE eligible Based on household size and income infomation These numbers are automatically men calculated from Sections Use your calculator to sum the number of applications You may Approved as REDUCED PRICE
38. er Manual Direct Certification Regulation Process and Policy Page 12 4 Logging On to the DCDV Module 4 1 Getting Started with the DCDV Module 4 1 1 Equipment In order to fully utilize the DCDV module you will need the following e A computer with internet access e Adobe PDF Reader e Excel Viewer if you do not have MS Office e TXUNPS User ID and Password 4 1 2 Minimum Browser Requirements There are problems TDA supports only modern browsers which also provide with the improved security and performance Print Download screen titrer We TDA does support the latest version of Google Chrome which automatically updates whenever it detects that a new version of the browser is available TDA supports the current and previous major releases of Firefox Internet Explorer and Safari on a rolling basis Each time a new version is released TDA begins supporting that version and stops supporting the third most recent version recommend that you use Internet Explorer or Chrome Texas Department of Agriculture DCDV System User Manual Logging On to the DCDV Module Page 13 You will receive an unauthorized user message if you have just changed your password 4 1 3 Preferred Screen Resolution The minimum screen resolution for desktop is 1024 x 768 px 4 1 4 TX UNPS User ID TX UNPS serves as the security gateway for DCDV Before you can begin using TX UNPS and the DCDV module you must be assigned
39. etailed information 6 1 Direct Verification Direct Verification is the use of public records to verify a Student s eligibility for free or reduced price meals when verification of a student s eligibility is required You are required to verify applications You are not required to do Direct Verification DV but there are benefits in doing this process DV streamlines the verification of applications saving you time and effort By increasing DV the number of application that you must verify by contacting the household is decreased If any student in the household ts identified using the DCDV module all students in the household are directly verified and there is no need to request additional information from the household The Texas Department of Agriculture TDA the Texas Education Agency TEA and the Texas Health and Human Services Commission HHSC have developed a database that allows you to match the nine digit Eligibility Determination Group EDG number to Student in the household For children who qualify for Medicaid of CHIP the database will report whether student is eligible for free or reduced price meals Texas Department of Agriculture DCDV System User Manual Direct Verification Process and Policy Verification Page 38 Direct Certification allows you to match SNAP or TANF households Direct Verification will allow you to verify household participation in SNAP TANF Medicaid or the Children s Health
40. ething wrong with one of the fields for that records and the match process was not able to work with that record You should find the error and fix it and upload the record again page 76 Or you can use the CE Search for Individual Matches function to confirm if there is an eligibility match for that student page 33 After saving the file click the Direct Certification link in the upper left corner to return to the Direct Certification Main Page When your direct certification activities are complete close the Direct Certification Direct Verification window 5 6 3 No Response File If you didn t get the response file or can t find it don t re load the import CSV file again The system will only match a record one time and if you upload the file again you may open the wrong response file with no matches If you don t get the response file go back to the DC Home Page and chose the Print View Option for CE Level Matches for the current month You will be able to download a report of matches that you just made See page 21 Texas Department of Agriculture DCDV System User Manual Direct Certification Matching Page 32 5 7 CE Search for Individual Matches Sounds like searches for variations in spelling The CE Search for Individual Match function allows you to search for individual records in the unmatched pool as well as the all records that have been previously matched to your LEA The advantage of the ind
41. focus on Direct Certification Process that provides certification for free meal benefits for eligible children without an application Children who reside in a household receiving Supplemental Nutritional Assistance Program SNAP and or Temporary Assistance for Needy Families TANF benefits Any local education agency LEA public private or charter that participates in the National School Lunch Program NSLP and or the School Breakfast Program SBP An RCCI that has day students who submit meal applications is also required to do Direct Certification LEAs participating in NSLP SBP in Texas must complete the Direct Certification process monthly This includes any LEA participating in special provision programs such as Provision 2 and Community Eligibility Provision CEP The Direct Certification process has several steps confirming the current enrollment of students on the State Match list and searching for more eligible students through the CE Upload process or CE Search process Then the CE must enter the information into the point of sale POS system The state only matches students It is the CE that certifies them It s required by law The state must meet a benchmark that 95 of eligible student are certified by LEAs participating in NSLP SBP All LEAs must report the number of students enrolled on the last day of October that have been directly certified This is reported on The Verification located
42. food service and no special cash assistance claimed If you determine through Direct Verification that a student is categorically eligible for SNAP or TANF all students in the household are extended eligibility Texas Department of Agriculture DCDV System User Manual Direct Verification Process and Policy Verification Page 40 7 Direct Verification 7 1 Log on to DV Module Log onto the DCDV module see page 13 Click the Direct Verification link second title from the left to proceed to the Direct Verification screens Direct Certificz Direct Certification Direct Verification FIGURE 34 DIRECT VERIFICATION LOG ON Note Throughout the direct verification module the search results and match results screens will display the Case EDG number as a numeric field excluding any preceding zeroes However both manual and batch upload searches can be performed with any preceding zeroes 7 2 Manual Search Case Eligibility Determination Group EDG Number On the Direct Verification main page select Search Page FIGURE 35 DIRECT VERIFICATION HOME PAGE Texas Department of Agriculture DCDV System User Manual Direct Verification Page 41 Search Page for Direct Verification Select Search Criteria Case EDG Number Student Information Main Menu FIGURE 36 DIRECT VERIFICATION SEARCH PAGE Select the Case EDG Number radio button Search by Case EDG Number Unmatched All Enter Casel EDG Number
43. g 2016 Student Enrollment _CSV_ 150806 Writing the date as YYMMDD makes it easier to sort files by date created 12 2 Right Columns Right Order Check that the columns are in the correct order e A Social Security Number SSN e B Last Name e C First Name e D Date of Birth DOB e E Gender e F CE Identification Number Texas Department of Agriculture DCDV System User Manual Formatting Excel File for CE Import Process Page 60 APPENDIX If there are any additional columns delete the column Select the letter at the top of the column right click and select Delete Figure 55 Paste Special nsert Delete Clear Contents Filter Sort Insert Comment Format Cells Pick From Drop down List Define Mame Hyperlink FIGURE 55 DELETE COLUMNS 12 3 Format Social Security Number e Select Column A SSN e Right click and select Format Cells Figure 56 Parte S pechal mian Delete Clear Coptents Format Cells olumn Width Hide Unhide E FIGURE 56 FORMAT CELLS Texas Department of Agriculture DCDV System User Manual Formatting Excel File for CE Import Process Page 61 APPENDIX e Select Custom and under Type were the word General is enter 9 zeroes Figure 57 Select OK Ot rin E E Aa ffm A eo 2 8 Bed a2 2 a E GD ie rd 00 2 2 rd GD y othe 290 00 Er ee ie ei 4980 _ Bed se 2 en F O Ta
44. ge Product Key Print About Microsoft Word Save amp Send 32 bit A i Addi al Version an ht Information Part of Microsoft Office Professional Plus 2010 a oes 2010 Microsoft Corporation All nghts reserved Micr m yi n B Exit Product ID Microsoft Software License Terms Help FIGURE 103 IDENTIFY OFFICE 2010 18 4 2 Password Protect Excel 2010 See Password Protecting instructions for Office 2010 Office 2013 and Office 365 page 95 18 5 Excel 2013 and Office 365 18 5 1 Identify Office 2013 and Office 365 Office 2013 and Office 365 still use the File tab and the Microsoft Office Backstage view e Select File gt Account Texas Department of Agriculture DCDV System User Manual Password Protecting Files Page 94 APPENDIX e Under Product Information find the version Figure 88 Account Liser information Product Inora Pec Actealed Mirat Cie Prial n Fe pini i rr ee TETTLLLI Chea Praca ice Ho B baed Office Theme Abo Word ray Loge pee bhed Mor Pret EI mra lepya Comneciesd Serves FIGURE 104 ACCOUNT gt PRODUCT INFORMATION 18 5 2 Password Protect in Excel 2010 2013 and Office 365 e Click File gt Save as e Use the down arrow in the address box at the top to navigate to where you plan to save the document e Enter the document name e Do not click Save yet Figure 89 Texas Department of Agriculture DCDV System User Manual Password Protecting Files
45. hool s technology staff and administration what the policies and procedures will be for handling documentation results Printed copies must be stored in locked cabinets or drawers Electronic files must be stored on secured drives Texas Department of Agriculture DCDV System User Manual Direct Certification Regulation Process and Policy Page 9 3 2 Policy 3 1 3 Records Retention Record retention guidelines requires that public and charter schools maintain direct certification and verification documentation for five 5 years after the last claim is filed for the pertaining fiscal year Private schools and RCCIs are required to retain documentation for three 3 years As part of the security and records retention plan designate in advance what electronic files will be named and where they will be stored TDA recommends that files be stored in folders labeled with the school year Individual files should contain the report date in the file name See suggesting folder structure and file naming in the Appendix Page 55 3 2 1 USDA Direct Certification Policy The Administrator s Reference Manual Section 4 Determining Eligibility contains policy information regarding direct certification 3 2 2 Texas Direct Certification Policy The Texas Department of Agriculture requires that all LEAs public private and charter that participate in NSLP SBP conduct the direct certification process monthly Residential Child Care Inst
46. i Takode bree E Row and column headings Page order Down then over Over thendown FIGURE 76 GRIDLINES Texas Department of Agriculture DCDV System User Manual Making the Download File User Friendly Page 5 15 Correcting Invalid Data Column J in the response file for the CE upload indicates if the record has invalid data If there is an X in the column J for that row that record was not matched You need to correct and upload it again or try it in the individual search The easier way to locate the problem that cause the Invalid Data notice is to have 2 files open at the same time 1 in Excel and 1 in Notepad e Save the response file with the invalid data first with a different name than the original downloaded file Include invalid data in the file name e Leave the response file with the invalid data opened in Excel e Locate the name of the original response in the file list window e Right click on the file name and select Open with Notepad Figure 77 Open Print Edit 7 Zip t Convert to Adobe PDF Convert to Adobe PDF and EMail Open with Firefox Internet Explorer Scan for threats Microsoft Excel Always available offline y Notepad Restore previous versions WordPad Sendt DN Choose default program Cut Copy Create shortcut Delete Rename Properties FIGURE 77 OPEN WITH NOTEPAD Texas Department of Agriculture DCDV System User Manua
47. i bhor aed press thee Format Peire butter la lalla eaa a Bight section Page amp Page Bi a ow ocea o FIGURE 73 PAGE NUMBER Repeat Column Headings on Each Page and add Gridlines e Select the Sheet tab e On Rows to repeat at the top select the red arrow to the right Figure 74 Print area Print tities Rows to repeat at top Columns to repeat at left FIGURE 74 REPEAT Row AS COLUMN HEADINGS e Click on the 1 to the left of the first row or the row that contains the column headings This will repeat the column headings on each page e Click the red arrow in the dialogue box to close it Figure 75 Texas Department of Agriculture DCDV System User Manual Making the Download File User Friendly Page 74 APPENDIX a E Di C ie Lepeet beo phani WUN W E rannt E Bes fue Lease Leroy SigiSGt owja Tihe gamae iO 20m n gir Ee ees Balls sell day Tee Gahi bogsa trees pug sie T KS paN Bees RO bl he ie he Mabie NAM OO paa epin ero ta ee int Leeest are bps Iiae EM BEO E e eth prg o ee ee ee r eg gE Etg an ive eal basie qiiam n E SER GE E i P g ii E 1 E E E E E F E E i E di E E E E 4 FIGURE 75 SELECT ROW FOR COLUMN HEADINGS e Check the box in front of Gridlines This will print lines between columns and rows e Select OK e Save the file entre OOOO Print titles Ronstorepeatatton gust Columns torepestatee OOOO Giana comens o9 E
48. ic Direct Certification Direct Verification FIGURE 7 DCDV OPEN SCREEN If you are a CE user only associated with one Contracting Entity the Contracting Entity ID Contracting Entity Name and CD Code fields will be pre populated If you are a CE user with access to multiple Contracting Entities the Contracting Entity ID field will be blank Contracting Entity ID Enter the 5 digit CE ID you wish to access and click the Tab key The Contracting Entity Name and CD Code will populate based on the entered CE ID If you enter a CE ID that is not associated with your user account you will receive an error message Texas Department of Agriculture DCDV System User Manual Direct Certification Matching Page 19 The Direct Certification Home Page will open Figure 8 Direct Certification Home Page Print Download Direct Certification Matches CE Import for CE Level Matches Search Page for CE Level Matches FIGURE 8 DC HOME PAGE MENU 5 2 Print Download Direct Certification Matches 5 2 1 Report Type and Parameters Select the Match List you want to access Report Type State Level Matches CE Level Matches Report Parameters Year to Date List Update Period Select Month View Print Download Figure 9 Report Type and Parameters e Report Type o State Level Matches Matches made with SNAP TANF data and TEA October Snapshot New list is available each month o CE Level Matches Matches made with SNAP T
49. in TX UNPS Texas Department of Agriculture DCDV System User Manual Quick Overview Page 8 3 Direct Certification Regulation Process and Policy 3 1 Regulations While you are required to keep the DC documentation you are not required to keep the PII The SSN can be deleted from lists before printing or saving electronic files Confirm with the support for the POS system if SSN is required for loading student eligibility data 3 1 1 Direct Certification Regulation Direct Certification is the process that allows school age children residing in households that receive Supplemental Nutrition Assistance Program SNAP or Temporary Assistance to Needy Families TANF benefits to participate in the National School Lunch Program NSLP and the School Breakfast Program SBP without submitting an application and at no charge The Child Nutrition and WIC Reauthorization Act of 2004 mandated that all Local Education Agencies LEA including private schools would have direct certification systems in place by School Year 2008 3 1 2 Personal Identifiable Information The matching process for Direct Certification uses the child s Social Security Number SSN as the primary matching field The SSN is Personal Identifiable Information PII The Family Educational Rights and Privacy Act FERPA allows the use of PII for purposes such as Direct Certification Prior to beginning the process discuss with the district or sc
50. is what matters 23 1 SNAP is Always 1 More than 1 child in a household is on the direct certification list but 1 is SNAP and the others are TANF All are DC SNAP because SNAP is ALWAYS 1 23 2 The Address is What Matters In determining eligibility by association the only question that needs to be asked and answered is if the address is the address the same for all the children are they living in the same household Texas Department of Agriculture DCDV System User Manual Decision Paths Page 107 DECISION PATHS FIGURE 109 STUDENT LISTED ON STATE MATCH LIST Student is listed on state match list Currently enrolled Identify as SNAP in Eligibility 1 POS No STOP No 0 or blank selec i FIGURE 110 SIBLINGS IN SNAP AND TANF Siblings are on match list One is SNAP One is TANF SNAP is always 1 Same household Identify both as SNAP in POS Identify in POS as coded on match list Texas Department of Agriculture DCDV System User Manual Decision Paths Page 108 DECISION PATHS FIGURE 111 ELIGIBLE BY ASSOCIATION Just the address SNAP eligible child resides in household with children without SNAP eligibility Identify all as SNAP eligible in the POS system Identify only children residing in the same household as SNAP eligiblein the POS system Texas Department of Agriculture DCDV System User Manual Decision Pa
51. isplay on the screen Direct Venfication Student Details Student s Full Name Smmm Social Security 2 eee _ _ 8507 Verified For Reduced Reference ID PSSS Case EDG ooo Student Details Birth Date 1 8 2002 Address County HARRIS Matched Match Print Return FIGURE 39 DIRECT VERIFICATION RECORD DETAILS To access a specific record click the View link to the left of the desired record To indicate that a record is being used to directly verify a student click Match Your CE ID will then display in the Matched field To print the record click Print If you click Match on a record and subsequently realize this record should not be matched you can click Unmatch Your CE ID will be removed from the Matched field To search for another record click Return to return to the direct verification search results screen Texas Department of Agriculture DCDV System User Manual Direct Verification Page 43 DIRECT VERIFICATION 7 3 Manual Search without Case EDG Number On the Direct Verification main page select Search Page Figure 40 Direct Verification Home Page Select the Student Information radio button to search for records without entering a Case or EDG Eligibility Determination Group number Select Search Criteria OcCase EDG Number Student Information Search by Student Information uUnmatched Oaill Enter SSN Enter
52. itutions RCCI that have day students and accept meal applications from the day students are also required to conduct direct certification process monthly Any LEA participating in special provision programs such as Provision 2 and the Community Eligibility Provision CEP is also required to conduct the direct certification process monthly Texas Department of Agriculture DCDV System User Manual Direct Certification Regulation Process and Policy Page 10 3 3 Direct Certification Process 3 3 1 Data Process Each month the Health and Human Service Commission HHSC sends to the Texas Education Agency TEA information on all persons under the age of 22 living in a household receiving SNAP or TANF benefits All children between the ages of 5 and 18 that receive SNAP benefits are flagged TEA then matches the information to school enrollment data TEA then sends the matched and unmatched data to the Texas Department of Agriculture TDA TDA loads the matched and unmatched data into a secure database HHSC SNAP TANF recipients eMatch T E A recipients to LEA TD A eProvide access to matches eDirectly certify L EA matches Local Education Agencies LEA contracted with TDA for the NSLP SBP can access the data to find eligible children for certification The data matched to an LEA s enrollment information is provided as a State Matched List The LEA downloads the State Match Lists and certifies currently enrolled students i
53. ividual search is that you can search based on just SSN and DOB or on name and DOB There is also a Sounds like feature for first and last names that allows for different spellings of names such as John and Jon Log onto TX UNPS and continue to the DCDV module See page 13 On the Direct Certification Home Page select CE Search for Individual Matches e Select Unmatched tf you want to search in just the records that have not been matched to any LEA e Select All if you want to search all eligible students that have been matched to your LEA e Enter SSN 9 digits with no dashes and the DOB mm dd yyyy OR e Enter Last Name First Name and Birth Date mm dd yyyy Texas Department of Agriculture DCDV System User Manual Direct Certification Matching Page 33 DIRECT CERTIFICATION e Select Search or Select Sounds Like to search for the possible match Search Page for CE Level Matches Unmatched All Enter Birth Date _ MM DD YYYY Enter SSN Search Reset Enter Last Name Enter First Name Enter Birth Date MM DD YYYY Search Sounds Like First Name and Last Name Search Reset FIGURE 31 CE SEARCH FOR INDIVIDUAL MATCHES If the system finds a new match you will see the student s name and information on the screen Select View to see the details Select Match to confirm that this record is a match to the student enrolled in your school You can print or export the match The E
54. l Correcting Invalid Data Page 6 APPENDIX 15 1 How to Filter The file with invalid data is opened in Excel We will use a filter to help locate the issue e Select the number for the row that has the column headings e Select the Data tab and the select Filter the funnel in the middle Figure 77 e This will place boxed triangles to the right of the column heading name age Layo ormulas Data ew ew oper cro Home 5 P 38 8 E om E T BY a amp Z i os Er cig Ef Properties y Reapply EEE gt L L From From From From Other Existing Refresh zI Sort Filter Textto Remove Data Consolidate What If Group Ungroup Subtotal Access Web Text Sources Connections Ally Edit Links W Advanced Columns Duplicates Validation Analysis 7 Get External Data Connections Sort amp Filter Data Tools Outline A1 M fe SSN B C D as ee ce eee ave _K _y LAST_NAME FIRST_ BIRTH_DT _y GENDE CE_ID SITE_ID MATCHI ELIGIBIL Hasinva Data FIGURE 78 FILTER e Select the triangle in column J and click on the checkmark beside Blanks to clear it Select OK Texas Department of Agriculture DCDV System User Manual Correcting Invalid Data Page 77 APPENDIX loper Acrobat Pia gt i co EHE DBH amp Reapply o gt L xtto Remove Data Consolidate What If Group Un T Advanced come Duplicates Validation Analysis 7 Data Tools sortatoz zl Sort Zto A Sort by Col
55. l Correcting Invalid Data Page 9 APPENDIX 16 List doesn t look right can t print all the pages Does the Print Download view look like this Figure 66 Will it only print a few pages titit FIGURE 82 PRINT VIEW ISSUES Texas Department of Agriculture DCDV System User Manual List doesn t look right can t print all the pages Page 80 If you are using Internet Explorer click on Tools in the Menu bar at the top h m I aet a aljat une ger Eds Vie Finet E Chart Chetect Mervhert Delete bigg hegioey Carne Shoes Oe F 1 Tracking Probecteo Actreet Fitenng Peepers ladt epaima HA Add tebe to Sart mer View doveninads Pop up Herki e e Pee PALS ee ii ort Comipatibalety Fi Compatibikty View singa FIGURE 83 COMPATIBILITY VIEW SETTINGS Add this website should have texasagriculture gov in the box If not enter it and select Add and then select Close Firefox has the same Print Download issue but there is no fix for it Use the Download option in Firefox or use another browser for Print Download in Direct Certification Texas Department of Agriculture DCDV System User Manual List doesn t look right can t print all the pages Page 81 APPENDIX Compatibility View Settings FE You can add and remove websites to be disolayed in V Display intranet sites in Compatibility View E Display all websites in Compatibdity View FIGURE 84 COMPATIBILITY VIEW SETTINGS
56. lect AutoFit Column Width Figure 68 Texas Department of Agriculture DCDV System User Manual Making the Download File User Friendly Page 68 APPENDIX a fnsert Fage Layout Formulas Data Review View FIGURE 67 EXCEL TABS gt HOME Ee AutoSum Av a r 5 mn Format Insert Delete Sort amp a Y 2 Clear Filter Y Cells Cell Size tO Row Height AutoFit Row Height 4 Column Width AutoFit Column Width Default Width Visibility Hide amp Unhide Organize Sheets Rename Sheet Move or Copy Sheet Tab Color Protection y Protect Sheet Lock Cell Format Cells FIGURE 68 AUTO FIT COLUMN WIDTH 14 1 2 Page Set up The following instructions will format the file to print correctly and add a header and page numbers In Excel 2003 select File gt Page Setup from the menu to open the Page Setup dialog box In Excel 2007 2010 2013 select the Page Layout tab and select the arrow in the bottom right of the Page Setup group Figure 69 Texas Department of Agriculture DCDV System User Manual Making the Download File User Friendly Page 69 APPENDIX Fa a eee ie ee Home e Byly Sem Ga e e a dt a i A ee il E E F a 4 co kipate Gadine Hiking a Mee Torti p Hape isade Mia M View Uppa Gomis por Pit fa Giyom Pin z a z MMT e ibe m a p Sana kit Ci fonii i i WED G iFa i SHEE hore M rail wien FIGURE 69 PAGE SETUP Orientation an
57. ligible students for Direct Certification See page 55 for recommended folder structure e If saving as a comma delimited file click Other Formats e A Save As window will appear Texas Department of Agriculture DCDV System User Manual How to Save a File as a CSV File Page 58 APPENDIX e Click the Save as type drop down and select CSV Comma delimited e Select a proper destination directory either your computer hard disk or external media to download the list of eligible students for Direct Certification e After clicking Save a pop up box appears asking about feature compatibility e Click Yes to continue saving as a CSV file Texas Department of Agriculture DCDV System User Manual How to Save a File as a CSV File Page 59 12 Formatting Excel File for CE I mport Process If you receive student enrollment data as an Excel spreadsheet it must be re formatted as a comma delimited or comma separated CSV file before it can be used in the CE Upload process for Direct Certification or Direct Verification TDA recommends that you use the file structure described on page 55 12 1 Save Copy of File Save another copy of the file to reformat A good file name would include the month and year a description of what the data is CSV so it s easy to distinguish from the original file and the date that the file was prepared Example Month _SchoolYear_Student_Enrollment_CSV_YYMMDD Au
58. lity list from HHSC that are not matched to any LEA To ensure that all eligible children are directly certified and receiving meal benefits as quickly as possible all LEAs participating in NSLP SBP in Texas are required to upload current student enrollment information monthly during the school year This information is compared to HHSC SNAP TANF data to find matches 5 6 1 CE Import Process Before uploading data for the Import for CE Level Matches the data must be formatted correctly and Texas Department of Agriculture DCDV System User Manual Direct Certification Matching Page 28 saved as a CSV file See instructions for formatting and saving the file in the Appendix page 60 Log onto TX UNPS and the DCDV module See page 13 On the Direct Certification Home Page select CE Import for CE Level Matches Direct Certification Home Page Print Download Direct Certification Matches CE Import for CE Level Matches Search Page for CE Level Matches FIGURE 24 DC HOME PAGE MENU Select Browse to find the student enrollment data CSV file prepared for the upload Select Upload File Almost immediately you will receive a pop up notice of a response file Once the file is open select Save as in Chrome and IE and navigate to the location where the file will be saved If you are using Chrome click on the small arrow on the right and select Open Figure 25 If you are using Internet Explorer select Open Figure 26 If y
59. lue menu bar at the top Figure 4 School Nutrition Program Applications Claims Compliance Reports Security Search FIGURE 4 BLUE MENU BAR e From the Applications list select Direct Certification Direct Verification near bottom of list Figure 5 Item Contracting Entity Manager Application Packet Meal Pattern Compliance Summary Verification Report Verification Summary Food Safety Inspections Food Safety Inspections Summary Summer Nutrition Program Costs Capital Expend Site Enrollment Community Eligibility Provision Texas Summer Mandate FIGURE 5 APPLICATIONS MENU Texas Department of Agriculture DCDV System User Manual Logging On to the DCDV Module Page 17 The screen will not open If you have a pop up blocker running on your system If this occurs hold down the CTRL key and select Direct Certification Direct Verification again e From the DCDV program page select the Direct Certification Direct Verification link at bottom of page Figure 8 Applications Claims Compliance Reports Secu i Applications gt Direct Certification Direct Verification gt Direct Certificati Direct certification DC is a method of directly c due to the household receiving SNAP Supplement Assistance for Needy Families benefits TDA prov required DC regulation Direct verification is a method of verifying progr reduced price meals using state SNAP TANF CHII TDA pro
60. mber 2 001 LAST_MFIRST_IMI SSN BIRTH SEX GRADEADDRECITY STATE ZIP MATCH EFF DT ELG FIGURE 19 MS ExceL 97 2000 DATA ONLY e Click the Direct Certification link in the upper left corner to return to the Direct Certification Main Page e When your direct certification activities are complete close the Direct Certification Direct Verification window Texas Department of Agriculture DCDV System User Manual Direct Certification Matching Page 24 5 4 Download a Direct Certification List After selecting a report parameter click the download button Report Type State Level Matches CE Level Matches Report Parameters Year to Date List Update Period Select Month View Print Download Figure 20 Report Type and Parameters 5 4 1 Save Messages in Different Browsers If you are using Internet Explorer or Firefox a pop up box appears asking if you want to open or save the file Figure 22 e Click Open e The requested Direct Certification list will display on the screen in Excel e In Chrome the downloaded file will appear in the taskbar at the bottom of the screen I Untitled lixls FIGURE 21 CHROME DOWNLOADED FILE Texas Department of Agriculture DCDV System User Manual Direct Certification Matching Page 25 DIRECT CERTIFICATION You have chosen to open Untitled xls which isa Microsoft Excel 97 2003 Worksheet 10 5 KB from https testdedv texasagriculture gov What
61. n Page 5 INTRODUCTION 21 ENABLE POP UPS 100 21 1 Enable Pop Ups in Chrome 100 21 2 Enable Pop Ups in Firefox 100 21 3 Enable Pop ups in Internet Explorer 101 21 4 Select Save Changes Enable Pop Ups in Microsoft Edge 101 22 TIPS FOR COMPLETING THE VERIFICATION REPORT 102 23 DECISION PATHS 107 23 1 SNAP is Always 1 107 23 2 The Address is What Matters 107 24 INDEX Lil Texas Department of Agriculture DCDV System User Manual Introduction Page 6 1 Introduction 1 1 Welcome Welcome to the Texas Department of Agriculture Food and Nutrition Division Direct Certification and Verification DCDV user manual 1 2 Direct Certification and Verification User Manual This user manual is intended for use by authorized CE that operates the School Nutrition Program SNP It is designed to provide clear and complete instructions for conduction the Direct Certification and the Direct Verification processes The user manual is set up with wide left margins to allow space for writing notes If you find errors or have a tip that makes the process easier please send the information in an email to DirectCertification TexasAgriculture Gov Texas Department of Agriculture DCDV System User Manual Introduction Page 7 2 QUICK OVERVIEW What is Direct Certification Who is eligible Who has to do Direct Certification How often must an LEA directly certify matches How do you do Direct Certification Why is there so much
62. n activities are complete close the Direct Certification Direct Verification window by clicking Exit in the upper right corner 7 7 To Download a Listing of All Direct Verification Matches On the Direct Verification main page select Print Direct Verification Search Page To get updates to the Direct Verification list please select the appropriate set of updates and Click on View Print or Download button FIGURE 50 ALL DIRECT VERIFICATION MATCHES PRINT SCREEN e Select Download A pop up box appears asking if you want to open or save the file e Click Open If you do not get the Open Save dialog box pop ups may be disabled e Click the associated link to Enable pop ups Then click Download again Texas Department of Agriculture DCDV System User Manual Direct Verification Page 52 e The list containing all Matched direct verification records will display on the screen in Excel C L E P H First Name Middle Name Last Name DOB Meal District Num FIGURE 51 DIRECT VERIFICATION DOWNLOAD SCREEN See page 58 for instructions on how to save the file in different versions of Excel After saving the file click the Direct Verification link in the upper left corner to return to the Direct Verification Main Page When your direct verification activities are complete close the Direct Certification Direct Verification window by clicking Exit in the upper Texas Department of Agriculture DCDV Sy
63. n the Point of Sale POS system The LEA must then upload current enrollment data to find matches in the unmatched data pool or search by individual student All matches made must be identified as directly certified in the POS Texas Department of Agriculture DCDV System User Manual Direct Certification Regulation Process and Policy Page 11 system The LEA must report annually the number of children directly certified that were enrolled the last operating day of October 3 3 2 How a match is made There are five fields used in the matching algorithm TEA uses a matching process that requires exact match on four fields The fields are e Social Security Number SSN e Last Name e First Name e Date of Birth DOB e Gender The primary match is made using the SSN and any three exact matches of the other four fields If the SSN does not match then all of the other four fields must be exact matches The CE Import process also known as the CE Upload process must have exact matches on all five fields 3 3 3 LEA Direct Certification Process The Direct Certification process requires two steps e Download the state list of matches and certify the Students currently enrolled Identify and tag the Students as SNAP or TANF in point of sale POS system e Upload student enrollment data to search for possible matches Identify and tagged matched eligible students in POS system Texas Department of Agriculture DCDV System Us
64. nter icon on the page Close the PDF window Click the Direct Verification link in the upper left corner to return to the Direct Verification Main Page 7 4 Batch Upload Search of Direct Verification Records All fields are required when uploading a batch file In order to result in a successful match all fields in the record must match Before starting the Batch Upload Search Process the upload file must be formatted The uploaded file must be in CSV format and must not be larger than 4 MB The following table lists the fields that must be included in the file and their order All fields are required The uploaded file should not contain a header row For more information on formatting the file see page 60 in the Appendix Texas Department of Agriculture DCDV System User Manual Direct Verification Page 4 7 DIRECT VERIFICATION n 1 Case EDG Number Social Security Number Last Name First Name Birth Date County Code Meal Code CE ID Varchar Numeric Alphanumeric Alphanumeric Alphanumeric Numeric Character Numeric Y Variable length field Do not include special characters Preceding zeros can be included or excluded 9 digits Do not include dashes Variable length field Not case sensitive Variable length field Not case sensitive mm dd yyyy 3 digit county of residence 1 three digits of county district code assigned by TEA
65. on the version of Microsoft Office that you have You may be able to determine what version of Microsoft Office you have by looking at the Start Menu If not the following information may help you determine wich set of instructions to use Please note The pictures are from Word but the same steps apply to Excel e Click on the Microsoft Gem E Start E3 emblem on the bottom left to open the Start Menu e Double click the Microsoft Office folder Maintenance McAfee Microsoft Lyne Microsoft Mouse and Keyboard Center Microsoft Office Microsoft Office 2013 Microsoft Silverlight Mozilla Firefox QuickTime FIGURE 91 START MENU The programs listed inside of the folder will have the year of release as part of the program name Example Microsoft Excel 2010 is the 2010 edition Figure 76 Texas Department of Agriculture DCDV System User Manual Password Protecting Files Page 8 7 APPENDIX i Microsoft Office Microsoft Access 2010 DE Microsoft Excel 2010 MW Microsoft InfoPath Designer 2010 i Microsoft InfoPath Filler 2010 Microsoft OneNote 2010 O Microsoft Outlook 2010 P Microsoft PowerPoint 2010 P Microsoft Project 2010 B Microsoft Publisher 2010 El Microsoft SharePoint Workspace 20 Microsoft Word 2010 L Microsoft Office 2010 Tools FIGURE 92 OFFICE MENU 18 2 Excel 2003 18 2 1 Identify Excel 2003 Office 2003 has text based menus on the gray bar File Edit View Insert Format Tools Table
66. or K Clear Fitt Text Filters Search m Select All og v Blanks 9090 9090 9090 9090 9090 9090 9090 9090 9090 anan FIGURE 79 CHOOSE FILTER PARAMETER Just the records with errors remain There is no information about the type of error e Look at the first row with an error and locate the row number on the left e Inthe file opened in Notepad select Edit gt Go to Figure 80 Taanis ja coa gt SGO TO Texas Department of Agriculture DCDV System User Manual Correcting Invalid Data Page 78 e Enter the line number of the record that has invalid data For example if the row number in the gray box on the left side is 1256 enter1255 Subtract 1 from the row number because Note Pad does not have a header row Figure 81 Go To Line Lin number 1256 a0 To Cancel FIGURE 81 GO TO DIALOG Box e The cursor will blink at the beginning of that row You can search to see if the issue was missing leading zeroes in SSN Birth Date or CE ID Correct the error on the CSV Invalid Data Excel file that you are working on not in Note Pad Too many or too few digits for SSN DOB and or CE ID Using the word NULL for SSN Blank cells Backslashes at the end of the DOB Commas between double last names or double first names Extra commas make additional columns and then puts the wrong information in the wrong column Texas Department of Agriculture DCDV System User Manua
67. orts You will need a Crystal Report Reader to view the report e Acrobat Format PDF is the standard that TDA uses for many forms and documents on Square Meals and in TX UNPS Download Forms The PDF is the format used for the printed document You cannot edit the document unless you have Adobe Professional You must have Adobe Reader to see the document e MS Word is not easily editable Each string of text is in a Separate text box and the document has very minimum margins The Rich Text Format looks Texas Department of Agriculture DCDV System User Manual Direct Certification Matching Page 23 exactly the same but will open on a computer that does not have MS Office TEXAS DEPARTMENT OF AGRICULTURE PEIMS STATE LEVEL MATCHES DIRECT CERTIFICATION FOR NATIONAL SCHOOL LUNCH 2015 2016 District Updates For July Campus FIGURE 17 MS WorbpD DC LIST EXPORT LAST NAME FIRST NAME MI SSN BIRTHDATE SE GRADE ADDRESS cl STATE ZIP MATCH OT EFFDT ELI e MS Excel 97 2000 is formatted with titles Figure 18 MS Excel 97 200 Data only is a regular Spreadsheet without the formatted titles Figure 19 This is the same format that the list will be if the Download option is chosen TEXAS DEPARTMENT OF AGRICULTURE Page 1 of 30 PEIMS STATE LEVEL MATCHES DIRECT CERTIFICATION FOR NATIONAL SCHOOL LUNCH 2015 2016 JD Q F u H Updates For July FIGURE 18 MS ExceL 97 2000 A B C E F G H J K L M N O 1 District CD Nu
68. ou are using Firefox select Save Figure 27 D TDA TEST CNPI FIGURE 25 RESPONSE FILE READY NOTICE IN CHROME Texas Department of Agriculture DCDV System User Manual Direct Certification Matching Page 29 Do you want to open or save D_ TDA_TEST_CNPIMS_Import_Save_Results_apickens_ _27_2015 3_38 07 PM csv from testdcdv texasagricult Open FIGURE 26 RESPONSE FILE READY NOTICE IN IE Opening D_TDA_TEST_CNPIMS_Import_Save_Results_apickens_ _2 7_2 You have chosen to open HM D_TDA_TEST_CNPIMS_Import_Save_Results_apickens_ _27 2015 which isa text icsv from https testdcdv texasagriculture gov What should Firefox do with this file Open with Browse FIGURE 27 RESPONSE FILE READY NOTICE IN FIREFOX 5 6 2 CE Upload Response File The response file is returned as a CSV file and the SSN DOB and CE ID will have lost the formatting that was required for the upload file This is not a concern and did not prevent the upload file from being matched If you have more than 50 000 matches the first 50 000 records will be on Sheet 1 The The response file will indicate if students are matched remaining records to children from households receiving SNAP and or will be on Sheet 2 TANF benefits Select the Data tab Select Row 1 and then select Filter on the Data ribbon Figure 28 Select the arrow beside the word Matched and clear Select All and select Y and OK Figure 29 This allows you to see the matches
69. riteria the results will display on the screen 7 3 2 Print an Individual Direct Verification Record Follow the steps to perform a manual search and then select the desired record by clicking Details Texas Department of Agriculture DCDV System User Manual Direct Verification Page 45 Click Print Student s Full Name Social Security Verified For Reference ID Case EDG Direct Venhcaton Student Details See _ F_6507 Reduced 1134628 eae oe Student Details Birth Date Address County Matched 1 8 2002 HARRIS FIGURE 42 DIRECT VERIFICATION RECORD DETAILS Click the Printer icon link to print the ae rpt_DirectVerificationDetail rpt 5 Last Name First Name Middle Name SSN Birth Date Address City State Zip Case EDG Number Matched by CE ID Eligible FIGURE 43 under the Direct Certification record 1 1 TEXAS DEPARTMENT OF AGRICULTURE DIRECT VERIFICATION FOR NATIONAL SCHOOL LUNCH 10 4 2011 OAWTON CHRISTIAN 01 08 2002 22204 WEBB ST HOCKLEY TX 77447 3 007 985 00 00528 Reduced DV INDIVIDUAL RECORD PRINT SCREEN Texas Department of Agriculture DCDV System User Manual Direct Verification Page 46 A pop up box appears asking for the page range Select All and click OK Another pop up box appears asking if you want to open or save the file Click Open The list will display in PDF format Click the Pri
70. s Fa ramie Trah ce aag a Ge Ge ae OGAE ae a eer bg pazinti s a jd L i n FIGURE 57 SSN FORMAT 12 3 1 Find and Replace If there are dashes or hyphens in the SSN remove them e Select Column A e Go to Find and Select on the Home tab on the right side of the screen Figure 58 e Select Replace from the drop down list e Type a dash in the Find what field e Leave the Replace with field blank e Select Replace All Select Close Texas Department of Agriculture DCDV System User Manual Formatting Excel File for CE Import Process Page 62 APPENDIX E Auvioium A al hA 3 mi a Fill an i Palsta rampi See amp rae Srikehrawgh Seca ce Clear Fikar Ceih So Cet Eatin ann a F Bnd a S Bipi b Goto ipb To perigl F ariii Copment Corder Free reg Centar Bate Yaidation at eed Gie t Srleimen Pare eee oon mit om om FIGURE 58 FIND AND REPLACE 12 4 Format Date of Birth e Select Column D DOB e Right click and select Format Cells Select Custom and enter mm dd yyyy under the word Type Figure 59 FIGURE 59 FORMAT DOB Texas Department of Agriculture DCDV System User Manual Formatting Excel File for CE Import Process Page 63 APPENDIX 12 5 Format CE ID e Select Column F CE ID e Right click and select Format Cells Select Special gt Zip Code Figure 60 e Note You may have to change the locale to English U S
71. s Reapply 4 From From Other Existing Refresh rte z Sort Filter T Tetto Remove Text Sources Connections Ally Edit Links Advanced Columns Duplicates y Get External Data Connections Sort amp Filter FIGURE 86 TEXT TO COLUMNS The Convert Text to Column Wizard will open e In Stepl choose Fixed width Convert Text to Columns Wizard Step 1 of 3 The Text Wizard has determined that your data is Delimited If this is correct choose Next or choose the data type that best describes your data Original data type Choose the file type that best describes your data Characters such as commas or tabs separate each field FIGURE 87 TEXT TO COLUMN WIZARD STEP 1 Texas Department of Agriculture DCDV System User Manual Redacting SSN Page 84 Didn t get the break line in the right place Double click on the break line to remove it Click and drag on the break line to move it Step 2 Click between the 4 and 5 number from the right to insert a break line Figure 67 Convert Text to Columns Wizard Step 2 of 3 This screen lets you set field widths column breaks Lines with arrows signify a column break To CREATE a break line dick at the desired position To DELETE a break line double dick on the line To MOVE a break line dick and drag it Data preview FIGURE 88 TEXT TO COLUMN WIZARD STEP Step 3 A Select Do not import column skip for the first column numbers b
72. sion CEP 2 4 Operating other alternatives for NSLP and SBP 2 5 Operating an altemative provision s for only SBP or only NSLP There are 3 parts to 2 2 non base year Don t skip if you answered 2 2 Section 3 Note all SFAs must respond on Section 3 sf eee If RCCI all students must be residential only TX UNPS Screen gt Section 3 Students approved as FREE eligible NOT subject to verification AIL SPAS must report Section 3 or check box 3 1 il apphcable Report students approved FREE elle as of the last operating day in October 3 4 Check the box only ff all schools and or ROCs m ihe SFA wint noi pequired io pertoni diregi certification with SNAP i e WON BASE year Provision 2 5 for all schools B Humber of Free Students 3 2 Students directly certified through Supplemental Nutrition Assistance Program SNAP Do fet inciude students ceriied wilh SNAP through the better methai 33 Students directly certified through other programs Include those directly certified through Temporary Assistance for Needy Families TANF Food Crstibution Program on Indian Reservations FDPIR or Medicmd pi applicable ihose documented as homeless migrant foster Head Star Pre K Even Start or non applicant bul approved by local officials DO NOT Include SNAP students already reported In 1 2 34 Student certified categorically FREE aligiblethrough SNAP letter method Include students enied for tne meals through the farm
73. stem User Manual Direct Verification Page 53 8 Acronyms CD code CE CEP CSV DC DCDV DOB DV EDG FERPA FND HHSC lE LEA NSLP PDF PEIMS PII POS RCCI SBP SNAP SNP SSN TANF TDA TEA TX UNPS USDA County district identification code assigned by TEA Contracting Entity Community Eligibility Provision Comma Separated Values Direct Certification Direct Certification Direct Verification Date of Birth Direct Verification Eligibility Determination Group Number Family Educational Rights and Privacy Act Food and Nutrition Division of the Texas Department of Agriculture Health and Human Services Commission Internet Explorer Local Education Agency National School Lunch Program Portable Document Format Public Education Information Management System Personal Identifiable Information Point of Sale Residential Child Care Institution School Breakfast Program Supplemental Nutritional Assistance Program formerly called Food Stamps School Nutrition Program Social Security Number Temporary Assistance for Needy Families Texas Department of Agriculture Texas Education Agency Texas Unified Nutrition Programs System United States Department of Agriculture Texas Department of Agriculture DCDV System User Manual Acronyms Page 54 9 What is the difference between DC and DV Direct Certification Available all year Required to conduct monthly during the school year
74. t Verification main page select Print Direct Verification Click here for Help If you need further assistance please call CNPIMS at 877 TEX MEAL Please do not send questions by email To get the complete Direct Verification list for the district click on View Print or Download button To get updates to the Direct Verification list please select the appropriate set of updates and Click on View Print or Download button Download Figure 47 All Direct Verification Matches Print Screen Select View Print The list containing all Matched direct verification records will display on the screen Direct Certification Direct Verification 1 fi TEXAS DEPARTMENT OF AGRICULTURE DIRECT VERIFICATION FOR HATIOHAL SCHOOL LUNCH 1042011 First Hame bidde Hame Last Name District Num Figure 48 Direct Certification View Print Screen Click the Printer icon under the Direct Certification link to print the list of students A pop up box appears asking for the page range Select All and click OK Another pop up box appears asking if you want to open or save the file Click Open Texas Department of Agriculture DCDV System User Manual Direct Verification Page 51 The list will display in PDF format Click the Printer icon on the page Close the PDF window Click the Direct Verification link in the upper left corner to return to the Direct Verification Main Page When your direct verificatio
75. tes developed for Microsoft Corporation by Impressa Systems Santa Rosa California Compare Versions 1993 2000 Advanced Software Inc All rights reserved The American Heritage Dictionary of the English Language Third Edition Copyright 1992 Houghton Mifin Company Electronic version licensed from Lemout amp Hauspie Speech Products N All rights reserved This product is licensed to Microsoft Corporation Product ID view the End User License Agreement Warning This computer program is protected by copyright law and international treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the f maximum extent possible under the law system Info Tech Support Disabled Items FIGURE 94 ABOUT DIALOG Box 18 2 2 Password Protect in Excel in 2003 e Go to the File menu and click Save As Figure 79 Save Workspace File Search Permission Web Page Preview Page Setup FIGURE 95 ExceL 2003 FILE gt SAVE AS Texas Department of Agriculture DCDV System User Manual Password Protecting Files Page 89 APPENDIX e Navigate to drive and or folder where you plan to Save the document in the Save in box at the top Figure 80 e Enter the document name and click OK My Received Files Shared Workspace Share Workbook Protection Online Collaboration Options i FIGURE 9
76. ths Page 109 DECISION PATHS FIGURE 112 EDG NUMBER Receive EDG on SNAP TANE Letter Correctly Formatted Number YES Approve Eligibility MAY or application YE Should request validation from HHSC HHSC validates Certify as DC SNAP or TANF Certify as DC SNAP or TANF May contact household May verify for cause Texas Department of Agriculture DCDV System User Manual Decision Paths Page 110 24 index Acrobat Reader 97 Active Session 18 Address matters 107 Browser Requirements 13 CE Import Process 28 CE Individual Search 33 CE Upload Correct Order of Columns 60 Response File 30 DC Data Process 11 DC Email Address 7 DC Policy 10 DC Regulation 9 DC report data 24 27 Direct Certification of Matches 27 Direct Certification Reporting 35 Download Certification List 25 Equipment 13 Excel Viewer 99 Filter Data 77 Find and Replace 62 Folder Structure 56 Format CE ID 64 Format CSV Upload File 60 Format DOB 63 Format Excel Header 72 Margins 71 Number of pages 73 Print gridlines 74 Repeat column headings on each page 4 Scale page 70 Format Excel Spreadsheet 68 Resize Columns 68 Format SSN 61 Invalid Data How to correct 76 LEA DC Process 12 Logging on to DCDV 15 Matching Process 12 Multiple CE IDs 19 Naming Files 60 Password change 14 Pop up Blocker 18 Pop ups Enable in Chrome 100 Enable in Firefox 100 Enable in MS Edge 101
77. umn data format General converts numeric values to numbers date values to dates and all remaining values to text Do not import column skip Data jew FIGURE 65 IMPORT WIZARD STEP 3 OF 3 e You can format the DOB and CE ID as text but it is not necessary to do so unless your POS system requires them to be formatted in a certain way e Select Finish e Add a row for column headings if you prefer e Save the file and close Texas Department of Agriculture DCDV System User Manual Import Text File to Excel Page 6 7 14 Making the Download File User Friendly The Download option of the State Match and CE Matches gives you more control of your data You can make the file look exactly the Print Download copy if you want 14 1 Formatting an Excel Spreadsheet Save the file before you start and frequently whole you format it You will need to format the document to help you read it on screen and so that it will print a legible copy The instructions for formatting the document are very similar for all versions of Excel 14 1 1 Resize Columns e Select all of the columns by clicking on A at the top of the 1st column Hold down the left button as you move the mouse over letters over the rest of the columns to select them Figure 66 OC prontpane Read Only Coemnpatibeity Mode Microsoft Excel FIGURE 66 SELECT COLUMNS e On the Home tab in the Cells group on the right select the arrow beside Format Se
78. vides direct verification information begin verification regulation Click on the link below to go to the Direct Certifica a ferry cet to alli Figure 6 DCDV Link Page in TX UNPS By selecting the Direct Certification Direct Verification link on this screen a new browser window will open providing access to the Direct Certification Direct Verification module 4 2 6 Logging Out When you complete a DCDV Module session please logout Your TX UNPS browser session will remain active until the system times out i e 20 minutes If using the Direct Certification Direct Verification module takes longer than 20 minutes you will need to re login to TX UNPS If you must leave the computer please logout so that another person who might use your computer cannot have access to information within DCDV 4 2 7 Protect Your Identify You should keep your User ID and password in a secure location and you should not share it with anyone Texas Department of Agriculture DCDV System User Manual Logging On to the DCDV Module Page 18 5 Direct Certification Matching 5 1 Access a State Match List for Direct Certification After selecting the Direct Certification Direct Verification link in TX UNPS a new browser window will open displaying the Direct Certification Direct Verification Home Page Click the Direct Certification link in the upper left corner to go to the Direct Certification screens Figure 7 Direct Certif
79. xas Department of Agriculture DIRECT CERTIFICATION AND DIRECT VERIFICATION SYSTEM USER MANUAL SY 2016 1 INTRODUCTION 1 1 Welcome 1 2 Direct Certification and Verification User Manual 2 QUICK OVERVIEW 3 DIRECT CERTIFICATION REGULATION PROCESS AND POLICY 3 1 Regulations 3 1 1 Direct Certification Regulation 3 1 2 Personal Identifiable Information 3 1 3 Records Retention 3 2 Policy 3 2 1 USDA Direct Certification Policy 3 2 2 Texas Direct Certification Policy 3 3 Direct Certification Process 3 3 1 Data Process 3 3 2 How a match is made 3 3 3 LEA Direct Certification Process 4 LOGGING ON TO THE DCDV MODULE 4 1 Getting Started with the DCDV Module 4 1 1 Equipment 4 1 2 Minimum Browser Requirements 4 1 3 Preferred Screen Resolution 4 1 4 TX UNPS User ID 4 1 5 Accessing the TX UNPS Web Site 4 2 Logging On to TX UNPS 4 2 1 Log on 4 2 2 TX UNPS Programs Page 4 2 3 School Nutrition Programs Home Page 4 2 4 Access the School Nutrition Programs Home Page 4 2 5 Access the Direct Certification Module 4 2 6 Logging Out 4 2 7 Protect Your Identify Oo OO OH 10 10 10 10 11 11 12 12 13 13 13 13 14 14 14 15 15 15 16 16 17 18 18 Texas Department of Agriculture DCDV System User Manual Introduction Page 2 5 DIRECT CERTIFICATION MATCHING 5 1 Access a State Match List for Direct Certification 5 2 Print Download Direct Certification Matches 5 2 1 Report Type and Parameters 5
80. xcel export looks like the PDF print version It does not export as a spreadsheet in columns and rows Texas Department of Agriculture DCDV System User Manual Direct Certification Matching Page 34 Ref ID Social Security Student s Full Name Birth Date Matched 7882299 ee 9 6 2007 1 FIGURE 32 INDIVIDUAL SEARCH RESULT Direct Certification Student Details Student s Full Namie Si Social Security Fe SEF QI53 Reference ID 7882299 Eligibility 1 Birth Date 9 6 2007 Address See Matched Match nmatcl Print Retum FIGURE 33 MATCH SCREEN 5 8 Direct Certification Reporting You must report the number of students enrolled on the last day of October who have been directly certified on the Verification Report in Section Three see Verification Report in Appendix page 102 All students certified from July 1 through end of October are counted This includes students confirmed on the State Match lists and matched on the CE Upload Response files Students that are certified by association are included in the count If a student has presented an eligibility letter and you were able to certify that information either through the DC module or contact with the HHSC office than that student is also counted LEAs participating in special provision programs Provision 2 and CEP may have alternate methods for reporting Direct Certification numbers Please check with your ESC Texas Department of Agriculture DCDV System User

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