WebSMARTT

The WebSMARTT School Cafeteria System provides a total Point of Sale (POS) solution for the needs of business officials, food service directors and cafeteria managers. Student account information, purchases, and sales totals are clearly displayed on the screen. Prepayments and payments at the point of sale are allowed. Every student's account is displayed in the same format, thus eliminating the possibility of overt identification of a student as participating in a free or reduced lunch program. Sales data from each site in the district is consolidated by a computer in a central office location. Reports can be printed for each individual school or district-wide; separate recording of breakfast and lunch sales is available. A-la-carte and adult lunches can also be entered and accounted for in the software.

WebSMARTT, powered by WinSNAP, provides a Web-based solution for the needs of food service directors and cafeteria managers.

1. Point-of-sale (POS) touchscreen for every serving line with an input device for entering student ID (ex., biometric PAD or handheld scanner).
2. Windows-based computer at district cafeteria director's office.
3. Network connection between each cafeteria and district cafeteria director (or equivalent) for consolidating meal data and updating student database.
4. CAT5 or CAT6 drop for every POS and manager machine (wireless connections are unsupported).
5. Dedicated power source.
6. Telephone at site machine.
7. WebSMARTT (Web-based interface for immediate transmission of data to site machines) is required for districts with more than one site.

District wil:

1. Install CAT5 or CAT6 drops and phone lines adjacent to cash registers.
2. Provide dedicated power source for each POS.
3. Install dedicated SQL server for WebSMARTT.
4. Ensure cafeteria manager is available to provide necessary keys, passwords and information on customization of physical setup of equipment.
5. Designate one person in each subscribing school building as the BOCES contact.
6. Designate a lead cashier (trainer) to train new cashiers in the district.
7. Ensure data security (maintenance of passwords as well as backing up data to a remote location on a regular basis).
8. Provide and maintain antivirus software on all POS and Manager machines.
9. Maintain any third party software products.
10. Maintain free/reduced lunch information in WebSMARTT.
11. Inform interested parties (students, parents, teachers, et. al) about policies and procedures related to the use of an automated POS system.
12. Ensure remote communication remains functional.
13. Provide standard PC troubleshooting on all WebSMARTT hardware prior to contacting the WNYRIC for support.
14. Manage and maintain accurate data (e.g., promoting students, purging unneeded data, timing various processes)
15. Notify WNYRIC of relevant district personnel changes.
16. Print relevant reports.
17. Attend and participate in user meetings.
18. Provide hardware maintenance and upgrades for the server.
19. Purchase of Remote Backup Service is recommended.
20. Perform daily, weekly, monthly and annual backups of the district's database, and provide off-site storage of backup media.
21. Have procedure in place to restore database from daily, weekly, monthly and/or annual backup source. 

Data Warehouse - District is responsible to:

1. Adhere to appropriate data entry methods into application in accordance with training to facilitate accurate data reporting.
2. Ensure data is correct in source system, as well as in the NYS Data Warehouse.
3. Submit a written request for any unscheduled NYS data extracts.
4. Log in to Level 0 to review and validate data.
5. Ensure DDC participates in training on how to analyze, identify, and evaluate data issues.
6. Complete all required data verification and validation.
7. Lock Level 0 and upload data toLevel 1 on a timely basis.

WNYRIC agrees to:

1. Recommend appropriate configuration of the system.
2. Recommend appropriate installation of hardware.
3. Install and configure software.
4. Train on an as-needed basis for key users.
5. Provide telephone and on-site support.
6. Install and configure remote access software.
7. Load initial download of data from supported student management applications at the beginning of each year.
8. Provide a means for purchasing necessary hardware and software to be utilized with this service.
9. Serve as liaison between the district and the vendor.

Data Warehouse - WNYRIC will:

1. Provide ongoing guidance on data entry into application, in accordance with NYS requirements, to facilitate accurate data reporting.
2. Generate required NYS data extracts as per schedule and upon request.
3. Load extracts to Level 0 and notify the district when data is ready to review and validate.
4. Provide DDC training on how to analyze, identify and evaluate data issues.
5. Provide ongoing phone support to troubleshoot and correct data errors.
6. Serve as a liaison to SED for district questions regarding state requirements related to data reporting.

The WNYRIC utilizes cost effective best practices determined by research that allows our experienced and trained technical staff to perform robust testing and support of the WNYRIC network in the areas of security, infrastructure, energy management, virtualization strategies, disaster recovery and business continuity. Therefore, we are able to be a district advocate for vendor contract issues and aggressively negotiate contract pricing and performance terms.

Staff follows best practices in order to provide necessary security as it relates to the most recent student, teacher and principal data security and privacy regulations.

Service Desk can be reached Monday – Friday from 7:00 a.m. – 4:30 p.m. A representative will be available from 4:30 p.m. through 11:00 p.m. to assist you with calls regarding emergency situations. During all other hours and holidays, a caller will receive important information regarding coverage.