Mosaic Cloud POS (Point-of-Sale) Software

Mosaic Cloud POS (point-of-sale) is a web-based state-of-the-art front-of-house (FOH) cafeteria management software system hosted by Heartland School Solutions. It allows transactions to be processed at the terminal and allows processing of meal applications and direct certification files.

Real-time communication between the POS machine and the Mosaic Cloud database protects against lost data and the POS can track transactions during an internet outage. Customization set-up includes choice of menu boards, menu items pictures and secure cashier set-up. Student accounts are queued when using an input device. Searching for student accounts is done quickly through homeroom rosters or alphabetically. Eligibility status and account balance are viewable on a touchscreen used by the cashier.

Reporting includes access to several financial and student-related reports to get deeper insights into your program, determine reimbursements, and eligibilty statuses.

This Heartland School Solutions point of sale system allows you to access your information anywhere an internet connection is available. Used with Heartland School Solutions prepayment system, MySchoolBucks, Mosaic automatically downloads prepayment information and is snychronized with the POS machines on a scheduled interval. It also uploads POS transactional data so parents can view their child's account activity via the prepayment software.

Data integration with the student management system eliminates duplicate data entry.

POS Cloud based 

Hardware 

1. Windows 10 operating system
2. 2.4 GHz 1 Core or 1.86 GHz 2 Core
3. 8 GB RAM
4. HDD: 20 GB
5. Browser: Latest version of Chrome

POS Serving Line

1. 2.4 GHz 1 Core or 1.86 GHz 2 Core 1 GB RAM HDD: 5 GB High Speed Internet

Wireless & Interference: Wired connections are the preferred method of connectivity for local area networks. Wireless connectivity can cause the POS Serving Line to go into Offline Mode due to periodic outages.

District will:

1. Designate one person in each subscribing school building as the BOCES contact.
2. Install network drops and phone lines adjacent to cash registers.
3. Provide dedicated power source for each POS.
4. Have telephone available for remote support.
5. Ensure district technician and cafeteria manager are available during installation and Go-Live to provide necessary keys, passwords, and information on customization of physical setup of equipment.
6. Provide a technician to install and test input devices during remote POS client software installation by WNYRIC at each POS (point-of-sale).
7. Designate a lead cashier (trainer) to train new cashiers in the district.
8. Provide basic computer literacy training to cashiers.
9. Ensure data security (maintenance of passwords).
10. Provide and maintain antivirus software on all POS and Manager machines.
11. Maintain any third party software products.
12. Maintain free/reduced lunch information in currect POS system for the initial download to Mosaic.
13. Inform interested parties (students, parents, teachers, et. al) about policies and procedures related to the use of an automated POS system.
14. Ensure remote communication remains functional.
15. Perform standard PC maintainance and troubleshooting on all Mosaic hardware prior to contacting the WNYRIC for support.
16. Manage and maintain accurate data (e.g., promoting students, purging unneeded data, timing various processes).
17. Notify WNYRIC of relevant district personnel changes.
18. Print relevant reports.
19. Attend and participate in user meetings.
20. Have procedure in place to archive daily, weekly, and monthly reports.

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. Submit Level 0 data to Level 1 on a timely basis.

WNYRIC agrees to:

1. Recommend appropriate configuration of the system.
2. Remotely install of POS client software.
3. Test installation of input devices with district.
4. Train on an as-needed basis for key users.
5. Provide telephone and on-site support.
6. Configure remote access software.
7. Facilitate the automation of the data integration between the student system and Mosaic.
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.
10. Maintain strict confidentiality.
11. Offer Service Desk services (1-800-872-0780) from 7:00 a.m. to 4:30 p.m.

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.
7. 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.