Working Smarter, Not Harder: How Procurement Technology Helps School Nutrition Programs Succeed

School nutrition professionals are being asked to do more than ever before. Between regulatory compliance, menu planning, procurement requirements, staffing challenges, commodity management, and budget pressures, the role has become increasingly complex.

In a recent episode of the NutriSmart Snax podcast, Maureen Pisanick sat down with Kevin Crampton, Vice

President of Business Development and Contracting at HPS, to discuss how school nutrition leaders can leverage technology, data, and strategic partnerships to work smarter - not harder.

A Career Built Around Serving Schools

Kevin's journey into school nutrition began with a hospitality and restaurant management background from Michigan State University. After owning and operating a restaurant with his wife and spending more than three decades supporting school nutrition programs, he has witnessed firsthand how the industry has evolved. Kevin shared -

"The school segment is something I've grown to love. It's great to do great things for great people."

That passion has fueled his work helping schools navigate changing regulations, procurement challenges, and operational demands while maintaining a focus on student success.

Why School Nutrition Procurement Matters More Than Ever

One of the key themes of the conversation was the growing complexity of school food procurement.

Today's school nutrition directors face:

• Increasing regulatory requirements

• Limited administrative time

• Staffing shortages

• Supply chain disruptions

• Buy American compliance expectations

• Budget pressures

For many districts, managing school nutrition procurement independently can be overwhelming.

Kevin emphasized that scale and partnerships have become increasingly important.

"The landscape has changed greatly," he explained.

"Very few institutions have the time and resources to manage bids, drive compliance, and attract distributor participation on their own."

Working with a group purchasing organization (GPO) allows districts to leverage collective buying power, gain access to expertise, and reduce administrative burdens while maintaining procurement compliance.

Using Data to Make Better Decisions

One of the most powerful tools available to HPS members is the Contract Analysis Tool (CAT), a web-based platform that transforms purchasing data into actionable insights.

Many districts focus solely on placing orders, but few consistently analyze purchasing behavior. The CAT platform helps directors understand exactly where their dollars are being spent.

Some of the key benefits include:

Monitoring Contract Compliance

The system identifies:

• Percentage of purchases on contract

• Off-contract purchases

• Suggested contract-compliant alternatives

• Purchasing trends over time
  

For example, if a district is purchasing a french fry product that is not on contract, the system can recommend a comparable product that is available through approved procurement channels.

Understanding Manufacturer Spend

The tool also allows districts to analyze spending by manufacturer.

This insight helps directors answer questions such as:

• Which manufacturers receive the largest share of our food budget?

• What products are driving those purchases?

• Are there opportunities to leverage vendor resources and support?
  

As Kevin pointed out, many manufacturers have educational resources, menu support, training opportunities, and product expertise that districts often overlook.

Work Smarter Through Technology

One of the recurring themes throughout the conversation was the importance of embracing technology.

Many school nutrition departments still rely on manual processes that consume valuable time.

Kevin shared an example of visiting a district where staff manually highlighted commodity items on stacks of invoices for audit purposes.

Today, automated reporting tools can generate the same information instantly.

Rather than spending hours sorting paperwork, directors can:

• Generate audit-ready reports

• Track purchasing compliance

• Monitor commodity utilization

• Analyze spending patterns

• Support financial planning
  

This shift allows leaders to focus more time on students, staff development, and program improvement.

Maximizing Commodity Dollars

Commodity management remains one of the most important financial opportunities for school nutrition programs.

As Maureen noted during the conversation:

"The only worse commodity dollar than one spent is one left on the table."

HPS has developed tools that help districts monitor commodity utilization throughout the school year.

One particularly useful feature is the commodity "thermometer," which provides a visual snapshot of utilization progress.

Districts can quickly determine:

• Are we using commodities as planned?

• Are we ahead or behind schedule?

• Do we need to make adjustments before the end of the year?

Detailed reports also allow districts to compare utilization across schools, helping identify best practices and opportunities for improvement.

Preparing for Buy American Requirements

Buy American has become one of the most discussed topics in school nutrition. While the requirement itself is not new, increased scrutiny and documentation expectations are creating new challenges for districts.

Kevin encouraged directors not to panic.

Buy American has been part of school nutrition regulations for years, but schools should begin proactively evaluating categories that may present challenges.

One example is juice.

Many juice products currently used in schools are manufactured overseas, creating compliance concerns.

HPS is actively working to identify domestic alternatives while also exploring USDA Foods options to provide schools with practical and economical solutions.

The key takeaway?

Start reviewing your purchasing practices now and identify potential problem categories before they become audit findings.

The Value of Strong Partnerships

Perhaps the most important message from the conversation was that school nutrition leaders do not have to navigate these challenges alone.

Successful programs rely on strong partnerships with:

• Procurement organizations

• Distributors

• Manufacturers

• Consultants

• State agencies

• Technology providers
  

These relationships create access to expertise, resources, and solutions that individual districts may struggle to develop independently.

As school nutrition continues to evolve, collaboration will remain a critical ingredient for success.

Final Thoughts

The responsibilities of today's school nutrition leaders extend far beyond serving meals. Directors are managing complex operations that require financial oversight, procurement expertise, regulatory compliance, technology adoption, and strategic planning.

The good news is that tools and partnerships exist to make those responsibilities more manageable.

By leveraging data, embracing technology, and building strong procurement partnerships, districts can spend less time managing paperwork and more time focusing on what matters most, providing nutritious meals that students enjoy.

After all, working smarter isn't just about saving time. It's about creating sustainable systems that support both operational success and student wellness.

Watch or Listen:

To hear the full conversation with Kevin and explore more insights like these, tune into the latest episode by searching for NutriSmart SNAX podcast your favorite podcast platform or watch the Episode on YouTube