Congratulations on your choice of the Cedar Mountain Meals On Wheels Manager Software for your organization’s needs. Meals On Wheels Manager is a Microsoft Access application designed to assist Meals on Wheels organizations in tracking Client Information and deliveries, for Managing Operations, and for Reporting to funding sources. Clients can be added and edited in the database. Routes, meal plans, and dietary restrictions can be set up for each client. Various reports provide detailed snapshots and summaries.
General Editing Notes
There are a number of shortcuts and editing operations you should know about while using this application;
- To cancel an edit, or clear a drop-down field, hit escape.
- To edit a Picklist, double-click in the drop-down field (Picklists are explained in Options, Edit Picklists).
- You can enter a date in either mm/dd/yy or mm/dd/yyyy format.
- You enter time in hh: mm am|pm format.
- When finished on any particular screen, Close Form saves the data and returns you to the main menu.
- To close a report you can close the window, click on Close Report at the right-hand top of the screen, or right-click and choose Close Report.
On the client screen you can add and edit your base client information, like their name and contact details.
Once you have added your clients into the system, you need to add them to routes. On the routes screen you create the route, and then add the desired clients to that route. You assign a route sequence to each client to control the order the deliveries should be made in. When adding the client to the route, you can also enter special directions and delivery information for the driver.
In order to set up your food deliveries, you must first tell the program what items you track. Go to the Options – Edit Food Categories screen. The Food Categories are the items you track for delivery. Typical items would be Hot Meal, Milk, Salad, Frozen Meal, etc.
Meal plans are set up as Defaults, and Actuals. The concept is that your client has a default weekly plan, let’s say one hot meal Monday, Wednesday, and Friday. Default meal plans are based on a one week cycle. This represents the agreed upon delivery plan for this specific client. The actual meal plan represents activity on specific days of the calendar. Such as one hot meal was delivered on Wednesday, August 21st, 2019. By splitting the plans into defaults and actuals, we are able to track exactly what took place over time, recognizing that it sometimes differs from what was planned.
First click the Edit Default Meal Plans button. Select the Client. Select the Plan Type, usually Standard. Then fill in how many of each of your items they should get on each day of the week. Save the plan.
After your client Default plans are all set up, we can build the actual plans.
From the main menu, click Create Meal Plans From Defaults. Select a date from the calendar. Meal plans are always built for a single week, so regardless of which day of the week you select on the calendar, they will be built from the beginning (Sunday) of that week. Select the Plan Type. Indicate if you wish to override existing plan data. This means if plans already exist for this week, they will be deleted and recreated. Click Create Plans.
The program will now look at each default plan for each client, and create an “Actual” plan record for each day they are receiving a delivery. For example, if a client’s default plan says they get one hot meal, every Wednesday, and you are generating plans for the week of August 18th, 2019; the program will create a record indicating this client receives one hot meal on Wednesday, August 21st, 2019.
Once these “Actual” records have been created, the various kitchen, route, and activity reports can be run based on this information.
If you need to modify an Actual record, from the main menu, click Edit Actual Meal Plans. Select the client and the week. It will display the deliveries to this client for the selected week. If meals were not delivered, or if you wish to cancel delivery for a specific day, you can make those changes here. This way you can make changes to the Actual activity without changing the default planned activity.