Free school meals – the importance of data
Caerphilly County Borough Council (CCBC), under the leadership of Marcia Lewis, Principal Officer, successfully implemented the Welsh Government Universal Free School Meal policy ahead of schedule. Uniware’s cashless EPoS system played a pivotal role in the smooth rollout.
Challenge
Implementing Universal School Meals
The primary challenge for CCBC was preparing for a potential 100% participation rate, given the goal to offer free meals to all primary students. There were initial concerns regarding the necessity of a cashless system, which had originally been used to track attendance, payments, and free meal eligibility. However, as the implementation progressed, it became clear that robust data capture would be essential to the project’s success.
Additionally, integrating the new policy into the existing school infrastructure and operations was a complex task. Many other authorities in Wales were struggling to meet data requirements with their providers, while Caerphilly needed a solution that could manage these demands efficiently and ahead of the government’s deadline.
Solution
Customised EPoS System from Uniware
Uniware had already provided cashless EPoS systems for over 70 primary schools in Caerphilly for over a decade. The established relationship allowed for a collaborative approach where Uniware could tailor their solution to the specific needs of the Universal School Meal policy.
Uniware’s involvement went beyond providing software—they worked closely with CCBC stakeholders, from clerks to kitchen staff, to ensure the system worked smoothly. Uniware’s Technical Director, Phil Lee-Warren, played a crucial role in customising the software to handle the complex data requirements of the new policy, ensuring that the system captured essential information daily, which was seamlessly integrated with CCBC’s management system.
Key Results
Early Rollout and Enhanced Operations
With Uniware’s expert guidance and tailored software, CCBC successfully met the Universal School Meals deadline a year ahead of schedule. The system also enabled seamless grant funding claims from the Welsh government, demonstrating its efficiency.
The daily automated data capture not only streamlined operations but also ensured accurate reporting and auditability for funding purposes. In the event of a food recall, the system’s robust data handling provided instant access to crucial information, offering the council peace of mind regarding traceability and safety regulations.
A Trusted Partnership
Uniware as an Extension of the Team Uniware’s involvement didn’t stop at the implementation phase.
“Uniware became an extension of CCBC’s kitchen operation and a trusted advisor. Their support helped the council continuously improve its catering services and stay ahead of evolving technology.”
Marcia Lewis, Principle Officer, Caerphilly County Borough Council
Expanding EPoS Capabilities
Building on the success of the Universal School Meals program, CCBC plans to expand the use of Uniware’s cashless system for online payments related to school trips and shops. Additionally, they are exploring Uniware’s allergy management solution to further enhance student well-being and safety.
“We’re excited to continue supporting CCBC in their efforts to innovate and improve their operations, ensuring the best experience for students and staff alike.”
Phil Lee-Warren, Technical Director, Uniware Systems
The successful rollout of Universal School Meals in Caerphilly, with the support of Uniware’s cashless EPoS solution, highlights the power of tailored technology solutions in overcoming complex challenges. Through collaboration and customisation, Uniware helped CCBC lead the way in ensuring student well-being, efficient operations, and future growth.
